The academic management of a school involves a whole set of activities ranging from administrative and financial control to the pedagogical-behavioral monitoring of students. For this reason, nowadays, having digital tools, such as educational software, is an indispensable factor to organize such amount of information.

The reason? In this era of technology and information management, specialized software in the education sector is key to optimize data management. They make it possible to integrate the different management areas to monitor processes effectively and ensure the smooth running of the school.

In this content we will discuss the main challenges of academic management. academic management the importance of having an administration with efficient processes and how an educational software helps to achieve it.

Table of contents

  1. Current challenges in academic management
  2. Importance of efficient academic management
  3. How to improve the academic management of schools
  4. Academic management processes that can be streamlined with technology
  5. Phidias: A state-of-the-art academic management system


  • Current challenges in academic management

Today, academic administration is facing new challenges due to the demands of the sector and technological advances. Among these challenges, the following stand out:

  • Centralization of information

In many occasions, schools usually have a system to manage each process of the institution. For example, academic, billing, extracurricular, etc. processes. However, the reality is that this generates great operational inefficiencies, since with each movement the databases of multiple different systems must be updated. This complicates access to information in a timely manner.

  • Timely compliance with electronic invoicing

On the other hand, schools require a legally authorized system to generate electronic invoices to third parties, where they can also store historical information and create reports through data analysis. This, in order to maintain a detailed control of what has been invoiced, what has been collected and the


In this sense, an additional challenge commonly faced by educational institutions is to find an academic management system that has the appropriate filters and planning processes for the administration of a school. Not all the systems currently available on the market meet these requirements.

  • Communication among members of the school community

Often, schools also struggle with maintaining smooth and effective communication among all members of the school community (parents, teachers, administrators and administrative staff).parents, teachers, administrators and staff members) regarding various school issues or individual student situations.) regarding various issues of the institution or the individual situation of each student. Especially when there are no technological tools available to personalize and automate these tasks.

  • Importance of efficient academic management

However, the main objective of every school is to achieve quality learning.

However, this does not only require the implementation of cutting-edge educational cutting-edge educational methodologiesIt is also necessary to have a sufficiently flexible and robust system to facilitate the organization, evaluation and supervision of the processes inherent to the institution. In this way, it will be easier to ensure an efficient academic management that optimizes the tasks of both management and teaching staff.

In addition, good academic academic management helps to improve decision-making and teamwork by improving the quality of processes and fostering continuous intercommunication. Thus, in short, we can say that this is an aspect that favors every area of the schools: pedagogical, administrative, financial, etc.

But how can school management in schools be improved? Let's look at it below.

CTA key aspects

  • How to improve the academic management of schools

As we all know, school management requires time and effort. It requires a high organizational capacity at both the academic and administrative levels, thanks to the large amount of information that is handled as a result of the different operations that take place in the institution.

Therefore, in order to improve the academic management of schools, it is essential to use new new technological tools to which we have access today. Their incorporation not only opens space for the digitalization of processes and immediate access to information, but also makes it possible to gain operational efficiencies (as we saw in the previous point) that lead to significant economic savings.

In this way, implementing an educational software helps to:

  • Centralize information in a single database, to administer and manage it regardless of its source or format.
  • Consult different types of data: historical and current, third party and internal, with real-time updates.
  • Visualize information through reports, panels, graphs and dashboards useful to obtain a complete view of academic management.

In short, educational software simplifies the coordination of all school activities.

  • Academic management processes that can be streamlined with technology

Academic planning

Educational software helps to effectively manage the school's academic planning at each of its educational levels (preschool, elementary, middle school, high school, high school).preschool, elementary, junior high, high school, high school) al:

  • Keeping track of the strategic and curricular plan
  • Manage the assignment of teachers and course directors.
  • Configure the evaluation of each subject according to the grading scheme in use
  • Control the dates of modification and consultation of qualifications.
  • Schedule automatic sending of notifications of assignments and exams on set dates
  • Allow configuration of event calendars
  • Facilitate the creation of homework and support materials for students.
  • Provide the ability to create performance reports, as well as reports by subject, section or other value indicator.
  • Enable integration with other platforms

Additionally, these systems allow the creation of so-called "virtual classrooms".virtual classrooms". These help the teacher to have a better teaching dynamic because they provide interactive and friendly spaces, where it is possible to share content such as videos, images, forms, among others.

As a result, lesson planning is facilitated in a more engaging and interesting way, thus encouraging student participation and higher academic achievement. and higher academic performance..

Admissions or cancellations

Likewise, through this type of technological tools, schools can also streamline the academic academic management in terms of student admissions or withdrawals, validating each record by means of online processes and follow-ups.

In this way, parents can enroll their children or request academic space for the following school year, virtually. This translates into greater convenience and speed for them.

Recording of grades and generation of report cards

Undeniably, technology facilitates the recording and analysis of academic results. With an academic academic managementWith an academic management system, it is possible to generate personalized report cards according to different formats, grading schemes or other criteria.

In addition, these can be generated digitally (in PDF), controlling their official authorization through certificates, digital signatures and QR codes, which allow verifying their authenticity.

Treasury (invoicing, collection and portfolio)

For an area as important as treasury, academic software for schools allows you to keep precise control of your precise control of all the documents of the institution, making it easier for users to perform tasks such as: consultation and payment of obligations, registration of credit or debit notes, generation of invoices, etc.

Speaking specifically of the invoicing process, these digital platforms help it to be carried out in an efficient and effective way thanks to the fact that:

  • Reuse the information available in the different modules that integrate the software (For example, in the case of Phidias, the Treasury module links the financial information of the administrative, academic, extracurricular, transportation, admissions and any other applicable module).
  • The generated invoices are sent directly to the competent authority, so that, once the validation process is completed, they are sent to the responsible parties via e-mail.
  • Update the process according to the changing requirements of local regulations
  • Enables the creation of customized billing templates according to the school's requirements

Internal and external communication

Another aspect that technology undoubtedly favors within the academic management academic management is the centralization of communication. By means of educational software, it is possible to send announcements through various channels. It is possible to send internal, mass or individual messages, as well as notifications, communiqués, circulars, among other things. Likewise, sending can be programmed at different times or dates, in addition to scheduling appointments for meetings and tutorials.

The follow-ups

Implementing an educational software helps managers and teachers to keep a detailed control of all kinds of follow-ups. From tutoring reports, disciplinary follow-ups, merit reports, admissions, special cases to students' eating habits.

All this, through customized configurations and log notifications.

The general administration of the school

As we have seen, academic management platforms streamline and improve school administration in general. In essence, they make it possible to manage all the information and documentation corresponding to the student body (academic performance, attendance, medical records, etc.), their families (responsible persons, contact information), the current financial situation of the institution, etc.

This allows the analysis of statistics useful for decision making at the administrative level.

  • Phidias: A state-of-the-art academic management system

If you are wondering what software can offer you everything explained so far, we invite you to learn about Phidias, one of the most advanced educational software of the moment.

Phidias is an academic academic managementIts purpose is to facilitate the administration of schools, so that they can focus on their main mission: education.

Our software is characterized by offering a high degree of security, integration and support, adapting to the specific needs of each institution. Thus, our cloud platform manages the processes of the educational centers, in a fast, secure and intuitive way; being accessible from any device.

With its implementation, you will be able to integrate all the information in the same system, ensuring that it is always available when the members of the educational community require it.

Leave behind the challenges and complications, and send us a message to learn more about how Phidias can optimize your school's academic management! More than 17 years of experience and innovation behind us.

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