Setting-up SeminaryERP

Introduction

SeminaryERP is a free, open-source specialized system for facilitating the operation of seminaries, having the elements of a School Management System and a Learning Management System. SeminaryERP is built on ERPNext, an open-source and completely free Enterprise Resource Planning (ERP) software. ERPNext provides tools for managing:

• Accounts receivable and payable
• Suppliers and stock
• Human resources and personnel

SeminaryERP extends ERPNext by integrating seminary-specific features, including academic programs and a Learning Management System (LMS).

Configuration

If you prefer a video walkthrough, watch the tutorial below:

Grading Scale

SeminaryERP includes a default numeric grading scale (0-100). Users can customize grade thresholds and descriptions to match their institution’s standards. While a qualitative scale is available, it is still in development and can be improved through community contributions.

Enrollment and Fees

Settings allow automatic sales invoice generation upon student enrollment. Users can configure:

• Default grading scales
• Logo customization
• Audit permissions
• Credit-hour-based charges

SeminaryERP also supports the creation of scholarship cost centers, which are used for internal financial tracking without interfering with standard accounting processes.

Academic Programs

Creating a Program

Programs, such as a Master of Divinity or a Master of Christian Education, can be configured with:

• Abbreviations and levels
• Credit-based or time-based structures
• Completion requirements

For time-based programs, progress tracking follows predefined terms. For credit-based programs, total credits determine eligibility for graduation.

Adding Courses to a Program

Users can add courses to programs and:

• Assign term numbers for sequencing
• Mark courses as mandatory upon enrollment
• Define program-specific credit values

Each course has a default credit value, but it can vary depending on the program.

Program Tracks

Tracks allow for specialization within a program. They can:

1. Define areas of emphasis (e.g., Children’s Education)
2. Offer elective course groups where students must complete a minimum number of credits

Tracks can be structured as official program components or internal guides for academic planning.

Course Management

Course Setup

Courses can be added manually or imported via spreadsheet. Each course includes:

• Descriptions for web display
• Prerequisites (mandatory or recommended)
• Default grading schemas
• Assessments for consistent evaluation

Course Scheduling

A course exists independently of when it is offered. Scheduling determines when a specific instance of a course is available to students.

Financial Setup

Fee Categories

SeminaryERP supports various fee categories, such as:

• Admission fees (charged once upon program enrollment)
• Credit-hour fees (charged per course enrollment)
• Audit fees
• Recurring fees (e.g., registration or library fees)

Pricing details are set separately from categories, allowing flexibility in defining financial policies.

Custom Pricing

Users can create multiple price lists for different student groups (e.g., international vs. domestic students) and set pricing rules accordingly.

Student and Customer Management

Each student is automatically created as a system user and customer within ERPNext. Additional customer profiles, such as denominational sponsors, can be added for financial tracking.

Conclusion

SeminaryERP leverages ERPNext’s robust financial and administrative capabilities to streamline seminary management. With its flexible configuration options, institutions can tailor the system to their specific needs while benefiting from an open-source, community-driven development approach.