7 questions to ask every vendor
1Is it one system or several tools stitched together?
A real campus ERP keeps admissions, academics, exams, fees, hostel, library and HR on one database — enter a student once and every office sees the same record. Ask to see two modules sharing data live.
2Does it handle our affiliation and exam workflow?
Affiliated and autonomous colleges run examinations very differently. Confirm the vendor supports your university's exact process — from internal marks to the controller of examinations and results.
3Is accreditation reporting built in?
NAAC, NBA, NIRF and AICTE reports should be generated from live data, not assembled by hand before every audit. Ask to see a sample report pulled from real records.
4How long is implementation, and what does it include?
A single campus should go live in roughly 30 days, covering data migration, configuration and staff training. Get the timeline and what's included in writing.
5What is the full five-year cost?
Licence price alone is misleading. Ask for implementation, training, annual support/AMC, customisation and hosting so you're comparing total cost of ownership.
6Can we start small and add modules later?
You should be able to begin with one module and add others without migrating data between them. Beware systems that force an all-or-nothing purchase.
7What support do we get after go-live?
Look for a named support contact reachable by phone, plus ongoing training for new staff. Ask existing customers how responsive support actually is.
Must-have modules
- Admissions & enquiry management
- Student information & academic records
- Examinations / Controller of Examinations (COE)
- Fees management & online payments
- Attendance & timetable
- Hostel & mess, library, transport
- HR & payroll for staff
- NAAC / NBA / NIRF / AICTE reporting
- Student, parent & staff mobile portals
Red flags to avoid
- Separate logins and databases for each module (data gets re-keyed).
- No clear implementation timeline or training plan.
- Pricing that hides implementation, support or customisation costs.
- No live demo with real data — only slides and screenshots.
- Can't name comparable institutions already using the system.
- Accreditation reports exported to spreadsheets and finished by hand.
Work out the real cost
Before you compare quotes, read how campus ERP pricing actually works and use the five-year cost checklist so you're comparing total cost of ownership, not just the licence.
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