Objective
Adapt the unified ERP and AI Helpdesk for the Education (universities, training programs) and Healthcare (clinics, wellness partnerships) sectors—key verticals within AlShayeb's expansion strategy.
This section ensures regulatory compliance, modular efficiency, and integrated HR/asset/accounting workflows specific to these sectors.
Quick Launch Checklist
Localize Odoo
Configure for universities, training centers, and medical institutions using dedicated apps + internal controls
Data Models
Define education model (students, courses, tuition) and healthcare model (patients, practitioners, services)
HR & Asset Mapping
Map HR roles and asset ownership per sector to proper cost centers and analytic dimensions
AI Helpdesk Integration
Embed for student/staff/patient portals (FAQs, scheduling, SOPs)
Data Privacy
Apply GDPR / local MOE & MOH standards for student and patient data
Finance Integration
Link both sectors into shared finance and HR back-office for unified audit and consolidation
A. Sector-Specific Scope Overview
| Sector | Primary Odoo Modules | Purpose / Key Adjustments |
|---|---|---|
| Education (Universities, Institutes) |
eLearning
Website
Survey
HR
Project
Accounting
Helpdesk
Knowledge
Internship (custom)
|
Manage courses, enrollment, student billing, instructor payments, university–AlShayeb collaboration for Odoo education programs |
| Healthcare (Clinics, Health Units) |
Patients
Appointments
Medical Lab
Inventory
Accounting
HR
Assets
Helpdesk
Documents
|
Manage appointments, billing, consumables, and fixed asset tracking for healthcare partnerships and clinic programs |
B. Education Sector Adjustments
Universities, Schools, Training Centers
1. Academic & Operational Model
| Entity | Description | Linked Odoo Model(s) | Notes / Governance |
|---|---|---|---|
| Student | Treated as Contact (type=Student) | res.partner |
Related analytic dimension: Education → Student ID → Program Code |
| Instructor / Mentor | HR Employee; linked to course | hr.employee, elearning.course |
Paid by session or monthly contract |
| Course / Module | Academic program component | elearning.course, project.project |
Each course has a Project to track hours, deliverables, and cost |
| Program | Group of courses (Diploma / Internship) | project.project (parent type) |
Tracks cost, student count, funding, certification metrics |
| Enrollment / Attendance | Student registration + daily attendance | elearning.enrollment, attendance.attendance |
Mandatory attendance rule (>75%); automated status update |
| Internship / Apprenticeship | Student placement at AlShayeb (Odoo or Audit depts) | alp_intern_mgmt (custom) |
Tracks mentor, duration, evaluation, stipend, certificate |
2. Academic Billing and Accounting
| Process | Description | Accounting Flow |
|---|---|---|
| Tuition Billing | Generates student invoice per semester/program | Income account: 4010 Tuition Fees (Education) |
| Scholarship / Discount | Deduction as analytic tag "SCHOLARSHIP" | Account 7010 Scholarship Expense |
| Instructor Payroll | Linked to HR contract; by hours or course | HR Expense → 6005 Teaching Fees |
| Internship Stipends | HR Expense, payable to students | Account 6205 Internship Allowance |
| Donor/University Grants | For funded programs | Income tagged by Donor analytic (e.g., 4205-UNIV-FUND) |
3. Education-Specific Governance & SOPs
- Course creation and deletion restricted to Education Director + Academic Admin
- Student personal data protected under GDPR/MOE; retention 5 years post graduation
- Internship evaluation via Surveys (mentor feedback + HR assessment)
- Automated certificate generation via eLearning integration
- Education dashboards (see Dashboards section)
C. Healthcare Sector Adjustments
Clinics, Labs, Health Programs
1. Clinical Operations Model
| Entity | Description | Linked Odoo Model(s) | Notes / Controls |
|---|---|---|---|
| Patient | Registered contact; patient flag = True | res.partner |
Patient ID + Consent Form required |
| Practitioner / Doctor | HR Employee; specialty tag | hr.employee, hr.department |
Payroll + license tracking |
| Appointment | Visit record with date/time, reason | medical.appointment |
Linked to service type, doctor, and invoice |
| Medical Service | Billable service (consultation, lab test) | product.template (type=service) |
Service category defines income account |
| Prescription / Lab Test | Document or itemized test | medical.lab, documents.document |
Controlled documents; patient consent required |
| Clinic Asset | Equipment (e.g., X-ray, lab analyzer) | account.asset, maintenance.equipment |
Depreciation + maintenance plan per asset |
2. Healthcare Accounting & Controls
| Process | Description | Control / Account |
|---|---|---|
| Patient Billing | Auto invoice at appointment close | Revenue 4300 – Consultation Income |
| Insurance Claim | Create claim batch; mark "Pending Settlement" | Control account 1390 – Insurance Receivable |
| Consumables / Inventory | Track per procedure | Inventory valuation per company; linked to project analytic "CLINIC" |
| Fixed Assets | Tag with clinic branch; auto depreciation | 1500–1599 Assets; Depreciation 6900–6999 |
| Payroll (Medical Staff) | HR salary per role (Doctor, Nurse, Technician) | Salary rules with hazard allowance & overtime |
| Medical Data Governance | Store only anonymized data in analytics; restrict access | HR Security + Document ACLs; MOH-approved personnel only |
D. HR and Asset Mapping Tables
1. HR Roles and Cost Centers
| Sector | HR Role | Odoo Job Title | Primary Cost Center (Analytic Tag) | Payroll Account |
|---|---|---|---|---|
| Education | Instructor | Lecturer / Trainer | EDU-TEACH |
6005 |
| Education | Academic Admin | Program Coordinator | EDU-ADMIN |
6010 |
| Education | Student Intern | Intern / Trainee | EDU-INTERN |
6205 |
| Healthcare | Practitioner | Doctor / Nurse | HCL-MEDICAL |
6100 |
| Healthcare | Technician | Lab / Radiology Staff | HCL-LAB |
6105 |
| Healthcare | Support Staff | Reception / Admin | HCL-SUPPORT |
6110 |
| Shared Services | Finance, HR, IT | Central Shared | CORP-SHARED |
6300 |
2. Assets and Depreciation Mapping
| Sector | Asset Category | Asset Code Prefix | Depreciation Period (Months) | Responsible Dept. |
|---|---|---|---|---|
| Education | Training Equipment | EDU-EQ |
36 | Education Directorate |
| Education | IT Equipment (Labs) | EDU-IT |
48 | IT / Education |
| Healthcare | Medical Equipment | HCL-MED |
60 | Clinic Operations |
| Healthcare | Laboratory Devices | HCL-LAB |
48 | Lab Supervisor |
| Shared | Furniture & Fixtures | SH-FIX |
60 | Facilities |
| Shared | Vehicles | SH-VEH |
72 | Fleet / Logistics |
E. Regulatory & Compliance Requirements
| Area | Education | Healthcare |
|---|---|---|
| Licensing Authority | Ministry of Education (Palestine, Egypt) | Ministry of Health (Jordan, Egypt) |
| Data Protection | MOE Student Data Retention (5 yrs) + GDPR | Patient Confidentiality (HIPAA-equivalent) |
| Accounting Standards | IFRS + Donor grant mapping | IFRS + Healthcare cost-center compliance |
| Tax Implications | Education typically VAT-exempt | Medical services VAT-exempt; supplies taxable |
| Audit Trail | Required for enrollment, certificates | Required for prescriptions, test results |
| AI/Helpdesk Use Case | Student & staff support (FAQ, IT, academic policies) | Appointment & SOP support (non-clinical data only) |
F. AI Helpdesk Integration (Sector Use-Cases)
1. Education Portal
Helpdesk Teams:
Edu-Support, Internship-Support
Knowledge Base Categories:
- "Enrollment"
- "Course Management"
- "Odoo Training Program"
AI Helpdesk Handles:
- FAQ: Enrollment, schedules, certification deadlines
- Ticket Routing: To HR/Education team for manual escalation
- Human-Curated KB: Ensures compliance with academic policy
2. Healthcare Portal
Helpdesk Teams:
Clinic-Support, Technical-Equipment
Knowledge Base Categories:
- "Equipment Maintenance"
- "Appointment Scheduling"
- "Billing Queries"
AI Handles:
- SOP Assistance: For non-medical staff (no patient data)
- Training Reminders: Policy Q&A
- Escalation: To Compliance Officer if question contains PHI (personal health info)
Important: AI Helpdesk excluded from PHI (Personal Health Information) sources. All patient data queries must be handled by human staff with proper MOH approval.
G. Dashboard KPIs (Sector-Specific)
| Sector | KPI | Formula / Source | Target / Owner |
|---|---|---|---|
| Education | Student Enrollment Growth | (Current Enrolled ÷ Prior Period) - 1 | +10% / Education Dir |
| Education | Course Completion Rate | Completed / Total Students | ≥ 85% / Academic Admin |
| Education | Internship Placement Rate | Interns Employed / Graduates | ≥ 70% / HR + PMO |
| Healthcare | Patient Visit Utilization | Visits ÷ Capacity | ≥ 80% / Clinic Lead |
| Healthcare | Average Wait Time | (Check-in – Appointment Start) | ≤ 15 min / Ops Mgr |
| Healthcare | Equipment Uptime | (Available Hours ÷ Total Hours) | ≥ 95% / Maintenance Lead |
| Shared | Training Completion | Completed Training ÷ Required | 100% / HR |
| Shared | SLA Compliance (AI Helpdesk) | Auto-answered ÷ Total Tickets | ≥ 85% / Egypt Hub Lead |
View Complete Dashboards: See KPIs & Dashboards for interactive visualizations including Education and Healthcare metrics.
H. Compliance & Data Privacy Controls
Education
- Access control by program
- Student data masked in reports
- Use anonymized IDs for analytics
- GDPR compliance for EU students
- MOE retention: 5 years post-graduation
Healthcare
- Patient data stored encrypted
- No access outside clinic company context
- AI Helpdesk excluded from PHI sources
- HIPAA-equivalent patient confidentiality
- MOH-approved personnel only
Audit Readiness
- All document uploads (consent forms, grades, prescriptions) stored in
/Documents/<Sector>/<Year> - Checksum verification for document integrity
- Immutable audit trail for all changes
- Monthly compliance reports to regulatory authorities
I. Error & Exception Management
| Scenario | Error Control | Corrective Action |
|---|---|---|
| Duplicate student records | DQ monitor triggers alert | Merge under verified Student ID |
| Appointment billing mismatch | IC/Healthcare reconciliation job | Auto-create Helpdesk ticket |
| Asset misclassification | Asset audit report discrepancy | Correction via DCR workflow |
| PHI exposure in AI response | AI audit log detects sensitive term | Immediate disable + escalate to Compliance |