School management platform overview

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for School management platform overview within SmartERP.

SmartERP School Management is a comprehensive, multi-campus academic operating system designed for Ethiopian primary schools, secondary academies, and higher educational colleges. Built natively on Odoo 19 Community Edition with zero enterprise dependencies, it delivers 10 interconnected modules managing the entire student journey from initial enrollment application to graduation.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_school, smarterp_academic
• Security Groups:
  • Teacher / Instructor (Technical ID: smarterp_school.group_school_teacher)
  • Academic Registrar (Technical ID: smarterp_school.group_school_registrar)
  • Principal / Headmaster (Technical ID: smarterp_school.group_school_manager)
• Master Data Dependencies: Academic grade levels (Primary, Middle, Secondary), curriculum syllabus, examination schedules, fee structures, and guardian records.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the School Management app icon.
4. From the top navigation bar, open School Management → Students / Classes / Attendance / Gradebook.

{screenshot:overview-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Student Full Name (Mandatory): Legal name matching Ministry of Education student census
   • Grade & Section (Mandatory): Assigned academic level and classroom division
   • Guardian Emergency Contact (Mandatory): Primary parent/guardian phone number and address
   • Academic Term / Year (Mandatory): Current academic operational calendar year
3. Configure optional operational parameters and localized tags as required:
   • Transportation Route (Optional): Designated school bus route and stop
   • Extracurricular Activities (Optional): Student sports, clubs, and academic societies
   • Medical Notes & Allergies (Optional): School nurse emergency health details
4. Click the Save icon in the control bar to commit the record.

{screenshot:overview-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Application → Enrolled → Active Student → Continuous Assessment → Final Assessment → Promoted / Graduated).
• Ledger & System Impact: Tuition fees create customer invoices in Accounts Receivable; fee receipts post to bank and cash clearing journals.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:overview-transaction-processing-state}

Architectural modules#

Key capabilities#

• Multi-Campus Hierarchy: Run multiple branches (e.g., Bole Campus, CMC Branch, Hawassa Campus) under a unified administrative umbrella with company and branch record isolation.
• Bilingual Amharic/English Transcripts: Issue official student transcripts and report cards in both English and Ge'ez Fidel script conforming to Ethiopian Ministry of Education requirements.
• Multi-Guardian Governance: Granularly designate guardians as Legal Custodian, Financial Sponsor, Emergency Contact, or Authorized Pickup Person, strictly isolating portal records.
• Automated Financial Reconciliation: Settle student tuition and laboratory fees via Telebirr or CBE direct bank transfer, automatically updating student ledger cards.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • School: Generate term grade report cards (smarterp_school.ir_cron_gradecards): Runs at the end of each term to compile student transcripts
  • School: Daily parent attendance notification via SMS (smarterp_school.ir_cron_attendance_sms): Runs daily at 09:30 to notify guardians of student absences
• Custom Print Templates & Reports:
  • Official Student Report Card & Academic Transcript
  • Classroom Daily Attendance Register
  • Term Tuition Billing & Fee Collection Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#