Metatron_Student_ERP/ERP_SYSTEM_WORKFLOW.md

🔄 Odoo Education ERP: Complete End-to-End Workflow

This document outlines the operational lifecycle and workflow of a student moving through the custom Odoo Education ERP system, demonstrating how all 11 modules interact seamlessly.

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🏗️ Phase 1: Institutional Setup (Admin/Management)

Module Used: education_base, education_finance

Before any students can be admitted, the institutional hierarchy must be configured:

1. Create Infrastructure: Define Campuses ➡️ Departments ➡️ Programs (e.g., Main Campus ➡️ Computer Science ➡️ B.Tech).
2. Set Academic Timeline: Create an Academic Year (2026-2027) and divide it into Academic Terms (Semester 1, Semester 2).
3. Configure Finances: Define Fee Categories (Tuition, Library) and bundle them into Fee Structures tied to specific Programs and Terms.

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👨‍🎓 Phase 2: Admission & Enrollment (Admissions Office)

Module Used: education_student, education_portal

1. Student Registration: A new education.student profile is created (Draft state).
2. Academic Placement: The student is assigned to a Campus, Program, Batch, Semester, and Section.
3. Document Verification: Identity and academic documents (Aadhaar, Transfer Certificates) are uploaded.
4. Activation: The student's status transitions: Draft ➡️ Admitted ➡️ Active.
5. Portal Provisioning: An Odoo res.users account is automatically generated for the student to access the self-service web portal.

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💳 Phase 3: Financial Assessment & Payment (Finance Dept & Student)

Module Used: education_finance, education_portal

1. Fee Assignment: An education.fee.assignment is generated for the student based on their Program's Fee Structure. The student's education.student.ledger is debited.
2. Student Portal View: The student logs into the Portal (/my/education) and sees their pending fee balance.
3. Payment Collection:
   • Online: The student pays via Razorpay directly on the Portal.
   • Offline: The Finance Office manually posts an education.student.payment (Cash/Bank).
4. Ledger Reconciliation: The payment credits the student's ledger, bringing the outstanding balance to zero. A PDF Fee Receipt is generated.

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📚 Phase 4: Daily Academics & Library (Faculty & Librarian)

Modules Used: education_attendance, education_timetable, education_library, education_lms

1. Timetable Generation: Classes are scheduled in education.room slots without overlapping faculty or student groups.
2. Attendance Tracking: Faculty creates an Attendance Session for a lecture and marks students as Present, Absent, or Late. The student's overall attendance % updates instantly.
3. LMS & Assignments: Faculty upload Courses and Materials to the LMS. They create Assignments which students submit through the Portal.
4. Library Operations:
   • The student visits the library.
   • The Librarian creates an education.library.member profile for them.
   • The student is issued a physical education.library.book.copy.
   • If returned late, an education.library.fine is generated.

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📝 Phase 5: Examinations & Results (Examination Controller)

Module Used: education_exam

1. Exam Scheduling: An education.exam is scheduled with specific dates for each subject.
2. Mark Entry: Faculty enters the raw marks into the education.exam.result.line for each student.
3. Grade Calculation: The system maps the raw marks to the configured education.grading.system (e.g., 90-100 = A+).
4. Publication: The results are marked as Published and instantly become visible on the Student Portal.

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🎓 Phase 6: Graduation & Alumni (Management)

Module Used: education_student

1. Final Clearance: The system checks the student's Ledger (must have ₹0 dues) and Library profile (must have 0 unreturned books).
2. Graduation: The student's status is transitioned to Graduated.
3. Portal Archiving: The student's portal access is restricted to viewing historical academic records and transcripts.