Online Portal and I-EMS

To foster digital transformation and enhance operational efficiency in both academic and administrative domains, the University of Brahmanbaria (UoB) has adopted a robust Integrated Education Management System (i-EMS). For this important initiative, UoB partnered with Pipilika Soft—one of Bangladesh’s top EdTech solution providers, with over 16 years of proven experience in delivering advanced software solutions to the education sector. Pipilika Soft’s University Management System platforms are currently in use at more than 50 educational institutions, including over 15 universities across the country.

Tailored to the specific academic structure and operational requirements of UoB, Pipilika Soft rapidly implemented a fully customized ERP solution. The system features a wide range of modules aimed at automating routine academic and administrative tasks, resulting in improved workflow and institutional productivity.

Today, students, faculty, and administrative teams at UoB are seamlessly managing academic, financial, examination, and HR-related activities through the ERP system.

Student Benefits:
Students are the primary beneficiaries of this digital upgrade. Previously, they had to visit the university for essential tasks like checking dues, making payments, or collecting results. Now, with the introduction of a secure and dedicated Student Portal, these tasks can be performed online, saving time and greatly improving the student experience.

Online Student Portal:

A summary of the key facilities available through the student portal is outlined below:

1. Course Registration:
   Students can register for their offered courses with just a single click by selecting from their syllabus directly through the online portal.
2. Dues & Payment Details:
   Students can view complete details of their previous and current dues, semester-wise breakdowns, the amounts paid, payment dates, and slip IDs—all from their portal.
3. Online Payment:
   Students can pay their dues through various integrated Mobile Financial Services (MFS) such as bKash.
4. Online Admit Card Download:
   Students can download their admit cards directly from the portal to sit for exams. If there are any outstanding dues, they can pay immediately online and proceed with the download. Admit cards are integrated with the university’s attendance policy, meaning students who do not meet the required attendance will see course eligibility reflected accordingly. For added security, a unique code policy is implemented on the admit card, making verification easy. If a student can state the system-generated course code in the exam hall, they will be considered eligible.
5. Viewing Semester Results:
   Once the university publishes results and if the student has cleared all dues, they can view their results directly from home through the portal.
6. Supplementary/Improvement/Referred/Backlog Exam Registration:
   If a student fails or receives a low grade in one or more courses, they can re-register for those specific exams through the portal. Upon payment of the exam fees, the system generates an admit card, allowing the student to participate in the respective exams. Results for these exams are also available through the portal.
7. Learning Management System (LMS):
   Once a student registers for a course, the LMS features are automatically enabled course-wise. LMS functionalities include:
   • Student Attendance: Teachers mark daily attendance, and students can view their class-wise attendance records and percentage.
   • Course Materials: If instructors upload any materials by class, students can view or download them for study.
   • Notices: Students receive class-wise or course-specific notices posted by instructors directly through their portal.
   • Online Classes: If a teacher creates a class link, students can join and attend the class virtually through the portal.
     

8. Digital Library:
   Pipilika Soft has developed a fully integrated digital library system for Feni University, seamlessly connected to both the student and accounting portals. Through the Student Portal, students can browse the available library books, download PDFs for reading, view the list of books they have borrowed along with the corresponding dates, track the books they have returned, and check if they have any pending fines—all from a single dashboard.

Teacher/Department Head/Deans/Coordinators Online Portal:

A summary of the key facilities available through the teacher, department head, course coordinator and faculty dean portal is outlined below:

The Teacher Online Portal is designed to support two categories of users:

Facilities for General Faculty Members:

1. Learning Management System (LMS):
   For every assigned course, LMS features are automatically enabled. Key LMS functionalities include:
   • Student Attendance Management:
     Teachers can take real-time attendance using their mobile devices, download attendance sheets, perform bulk entries, and generate attendance percentage reports for download.
   • Course Materials Upload:
     Teachers can upload course materials for each class, which students can access and download.
   • Notice Posting:
     Teachers can post class-specific notices directly through the portal.
   • Online Classes:
     Even during university closures, teachers can conduct classes online through links generated in the portal.
2. Marks Entry:
   Teachers can enter marks based on the course’s predefined mark distribution. Also can upload the marks excel, can lock the mark panel and view the mark sheets accordingly.

Before ERP system implementation, communication between teachers and students largely depended on various social media platforms. Now, with the LMS developed by Pipilika Soft, all academic activities can be managed from a single platform. This has significantly improved teacher-student interaction and enabled smooth academic counseling. The LMS has successfully created a strong bridge between educators and learners.

Features for Department Heads, Batch Coordinators, and Faculty Deans:

1. Course Offering:
Department Heads or Batch Coordinators can offer courses based on the curriculum for a specific level/term. This prevents students from registering for irrelevant courses outside their syllabus.

2. Teacher Assignment:
Administrators can assign specific teachers to courses as per departmental needs.

3. Routine Setup:
Class schedules can be set by the department, including day, time, room number, and assigned teacher. Both students and teachers can view their class timetables from their portals.

4. Bulk Student Registration:
In addition to individual online student registration, admins can register multiple students in bulk. They can also access a specific student’s profile and complete registration manually if needed.

5. Student List Viewing:
Authorized users can access department-wise student lists.

6. Syllabus Viewing:
Can view students’ complete syllabus through the portal. Additionally, they can access detailed reports showing which courses students have completed and which courses remain incomplete.

7. Result Viewing:
Department Heads, Batch Coordinators, and Deans can view academic results of all students under their supervision.

Additionally, teachers, faculty deans, department heads, course coordinators, and official staff members can submit leave applications through their respective portals. They can also view their payslips once published and monitor their regular attendance records directly from the portal.

Scholarship Management System:

Managing scholarships manually was a complex and challenging task for the university. However, with Pipilika Soft’s Waiver and Scholarship Management System, handling student scholarships has become much easier and more efficient.

At Feni University, students are offered various types of scholarship schemes. For example, based on a student’s semester results, a certain percentage or amount is awarded as a scholarship. These scholarships are carried forward automatically if the student maintains the required academic performance. If their results fall below the threshold, the scholarship is automatically discontinued.

Such complex and manually intensive scholarship calculations are now being managed seamlessly and accurately through Pipilika Soft’s university management system.

Exam & Result Processing System:

Pipilika Soft has integrated all university exam-related policies into its ERP system, strictly adhering to the university’s regulations. This integration has enabled the resolution of numerous complex issues faced by the Exam Department. A summary of the benefits provided to the Exam Department through this system is as follows:

1. Mark Entry Submission Monitoring:
   The Exam Department can oversee how many teachers have submitted marks for how many exams, ensuring timely mark entry and submission by all faculty members.
2. Tabulation Management:
   The system incorporates the university’s complex tabulation policies and automatically generates accurate tabulation sheets. This automation has significantly reduced manual workload and errors, providing much-needed relief to the Exam Department.

Additionally, the Exam Department is able to carry out many other tasks through Pipilika Soft’s university automation system, including:

• Global Mark Lock/Unlock
• Due Setup for Admit Card Download
  
• Faculty’s Mark Entry Observation
• Result Publishing
  
• Viewing Mark Change History
  
• Dynamic Mark Distribution Setup
  
• Generating Exam Attendance Sheets
  
• Exam Routine Management
  
• Exam Seat Label Printing
  
• Bulk Admit Card Download
  
• Course List Management

All of these functions are seamlessly handled within the university management system developed by Pipilika Soft.

Student Payment Admin Module:

According to the university’s policies, Pipilika Soft has developed a comprehensive and user-friendly Student Payment & Admin Module that includes all essential features. In addition to enabling online payments for students, the system also supports on-campus payment collection if the university prefers.

Moreover, the system can dynamically generate over 40 types of payment-related reports, such as:

• Student Due Report
• Student Collection Report
• Student Billing
• Waiver & Scholarship Report
• Fine Report

These automated reports significantly save both time and effort for the accounts officers, streamlining the entire payment management process.

Not only that, With Pipilika Soft’s university management system solution, university administrations can efficiently manage program-wise and version-based fee structures. During student admission, the appropriate fee structure is automatically mapped to each student profile based on their enrolled program.