School ERP – Online vs. Offline software

School ERP - Online vs. Offline software

With rapidly changing era, many solutions are coming up in the market.  All softwares have their own pros & cons. Hence its very much required to do some research and make a better decision, while selecting any Software System for your Business.

Points Online software Offline (desktop) software
Information access From anywhere – on laptop or mobile or tablet. Like Gmail. Access from specific PC only. LAN connectivity will be required to access the data from different desktop.
Software Updates Automatic.

No effort needed from user.


Effort needed by user.

Some technical involvement required.

Loss of data Data backups are usually taken regularly and automatically. Data is secure on servers hosted in data-centers that have international security certification. Risk of data loss on hardware issues, disk crash etc.,
Virus risk Servers maintained and protected by experts. Linux/Unix operating systems are least vulnerable to viruses. Very high risk of viruses corrupting data. Anti-virus software helps to an extent but be aware that viruses strike and cause the damage first. Anti-virus software then updates to protect from it. That’s how that cycle works.
SMS & Email This works seamlessly. Cloud technology is made for it. Cloud servers can be easily configured for DKIM standards that are followed by Gmail/Yahoo/Hotmail etc., for proper delivery of emails. Erratic. Desktop technology was made before mobile era. Emails may not adhere to DKIM and land in spam/junk folders of patients.
Operating System upgrade No impact at all because no software is installed. Software may need to be reinstalled. Its license keys also need to be retrieved.
Pricing Online software is usually on subscription basis, or depends on plan.  Offline software is usually on one-time cost plus annual maintenance charges. Some vendors may also expect you to pay for major upgrades.

The Benefits of Online Software

Web-based software is growing in popularity at an exceeding rate, and there are good reasons for it, with the development of ‘the cloud’ or SaaS (software as a service), most businesses are now making the switch from traditional software to web-based in an attempt to keep their processes efficient and up to date. Here’s why:

It’s cheaper.

Desktop software is notoriously expensive but web-based software involves no physical aspect and is therefore cheaper, as well as having the opportunity to pay as you go. Adobe’s Creative Cloud is an excellent example of expensive software such as Photoshop which has been made more affordable by providing it in a web-based format.

Setup is fast.

No more CD ROMs and hours waiting for things to install, it’s all online waiting for you, ready for you to start using straight away.

It’s always in the background.

Unlike desktop software which stops doing anything the second you close the window, web-based software on the other hand is always working, always ticking away checking your schedules, keeping itself up to date, sending emails, checking off payments, whatever you need.

You can access it from anywhere.

With traditional software, you can only use it on your computer. If you lose your computer or if you are at a meeting and need to access it but it’s only on your desktop computer at the office, then you’re fresh out of luck. But with web-based software, you can access the program from anywhere with an internet connection. For commuters especially, this means getting more work done on the train to and from home instead of having to spend precious family time doing your accounts or raising invoices.

You can upgrade for free.

When the company who owns the software fixes a bug or adds new features to the program etc., you don’t have to do anything. You don’t have to worry about losing data or downloading more files or buying the new version of the software, it just upgrades for you. You always have the newest version of the software without ever paying a penny extra.

Better customer service.

As most online software companies sell on a monthly basis instead of one large fee as with their desktop counterparts, the companies pay more interest in maintaining your business. They don’t want you to cancel after a few months, they want you to be a long-lasting customer, and so you may find that many of these web-based software businesses are far more helpful in their support services which is always appreciated when dealing with new software.

Online software is better in more or less every way to traditional desktop versions, with it being more accessible, cheaper, always current with the most advanced versions and easy to set up with excellent support to go with it. Making the move from desktop to web-based will be a refreshing step into state-of-the-art technology and yet another way to push your business forward.

8 Disadvantages of using Offline Systems

Software makes life easier as hours of work is done in minutes. Offline Accounting & ERP systems have changed the way Businesses are being done. But all the software system come with their own drawbacks & issues. Which may affect the businesses in small or large scale.

Here are top 8 disadvantages of existing systems which may help you to make a better decision.

Costly – The installation charges of an offline accounting or an ERP system is costly. And ERP consultants are very expensive and take upto 60 % of the budget.

Skilled workforce – If the company has employees who are well versed with the software then it is successful for the company otherwise it might be a failure or might add to the costs for training the employees in acquiring the skills.

Coordination among team members – Many a time’s employees from different departments are apprehensive about sharing information of their department. In this case then the ERP software can be failure as there is lack of complete information.

Risk of losing data – Since the data is saved in the computer without any backup, if by chance the PC fails the data would be lost.

Size – Not all size of organizations can implement the ERP because it being an expensive software.

Low security – Since the password if set once and then if you lose it, the chances of losing the data is high. And if once the data is lost you will not be able to retrieve it.

Low flexibility – These softwares are set with a default and if they have to be changed the whole configuration has to be altered, so the system cannot be put to use when altered and the old data will also be altered.

Limited to a single branch – If a company has multiple branches the ERP system which is offline, cannot be a central software for all the branches. So there will be multiple softwares for all different branches.

EduChanger is an online school ERP software which comes with Teacher and Parents mobile app. It provides the modern way to manage the schools.

In case of any query, please get in touch with us.


EduChanger – Team


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