TRAINING ON

CAMPUS SOLUTIONS-Faculty Self Service

CMS-SS

UNDER HEC PROJECT

Implementation Of CMS In Public Sector Universities

(Automizing Student related activities)

N.W.F.P UET PESHAWAR

1. Contents

1. Contents...............................................................................................................................................1

2. Revision Chart.....................................................................................................................................2

3. Document Preface................................................................................................................................3

4. Training Objectives and Expected Outcomes......................................................................................4

5. Training Schedule................................................................................................................................6

6. Project Introduction.............................................................................................................................7

7. CMS Introduction................................................................................................................................8

8. Faculty Self Service...........................................................................................................................11

9. Introduction to Terminology..............................................................................................................12

10. LOGGING IN TO CMS................................................................................................................14

11. Main Menu....................................................................................................................................16

12. Personal Information.....................................................................................................................17

13. Faculty Center................................................................................................................................20

14. Viewing the class...........................................................................................................................49

15. Browse Catalog..............................................................................................................................51

16. Viewing Students Information.......................................................................................................52

17. Viewing the Faculty.......................................................................................................................57

18. Hostel Management System..........................................................................................................59

19. Viewing Attendance Reports.........................................................................................................65

20. Change the Password.....................................................................................................................68

1
2. Revision Chart

Version Primary Author(s) Description of Version Date Completed

Initial draft created for Campus Self
Draft 0.1 Shakir Shahab 27- May -2008
Service
Irshad Ahmed
1.0 Finalized for UAT 28- May -2008
Hashmi
1.1 Sami Ullah Reviewed for UAT 29- May -2008
1.2 Shehla Kiran Drafted for Faculty Training 13- June -2008
1.2 Sarwar Khan Finalized for Faculty Training

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3. Document Preface

This document defines the facilities of Faculty Self Service Module and narrates all the
steps related to it.

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4. Training Objectives and Expected Outcomes

Objectives of Training Programme

To build capacity of all concerned to understand and fully operationalize strengthened CMS. The
purpose of the training is to familiarize the personnel with the functionalities and reports used in
this system. Training is being arranged with following objectives:-

 Introduction to CMS functionalities

 Use of CMS software for regular flow of academic CMS related information.
 Assignment of roles and responsibilities of all stakeholders regarding implementation
phase.
 To strengthen CMS at selected pilot line stakeholders
 Correctly understand the functionalities Navigations and system to accurately feed,
prepare and share data with all concerned.
 Sustained information flow at different levels.
 Improved administration.
 Ask necessary questions to correctly understand needs to fill necessities.
 Accurately enter and edit data of all formats in the system.
 Enable the Professional User to familiarize themselves with the software.

Expected outcomes of Training Programme

 Review and modified new instruments including CMS search engine, class roaster, grade
roaster.
 Build necessary skills to complete formats accurately.
 Fully understand the mechanism of information feeding, retrieving, searching, reporting
and analysis.
 Confidence building to use CMS.

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Training Material

Since this training is designed to be mostly hands-on the participants are provided with necessary
data for dealing with different parts of the software especially for data entry purposes. In
addition, training materials including a CMS User Manual will be provided for familiarizing the
trainees with contours of this exercise.

Training Prerequisites

Before the Training program starts, the following prerequisites need to be met:

 Access to CMS Server is available at the Training Location over DSL or high- speed
Internet/Network.
 Group of selected users is available on the given date and time.
 Hardware is available to each user.
The trainees are expected to have necessary background information regarding activities relating
to so that the design philosophy and the input criteria for the developed system does not have to
be explained at length during the training.

In addition, these personnel are expected to be computer literate with basic office automation
skills. While they are not expected to be computer experts, they do however need to be able to
use Microsoft Windows, Internet explorer and Microsoft Excel. Prospective trainees not
equipped with these basic skills will require additional pre-training sessions at their departments.

End users primarily includes the user who will enter and upgrade the date of However, these
users may also want to generate reports from the system for online or otherwise submission to
senior management. For any such user to use the system effectively, he/she must have the
following skill set:

 Must be able to internet Explorer

 Must understand the common computer operations like browsing emailing, copying
& pasting text data.
 Must be familiar with the business process of grading & course scheduling.

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5. Training Schedule

Time Description

09.00 AM to 09:15 AM  Getting Started Welcome

 Participants Introduction
 Training Schedule
09:15 AM to 9:25 AM  Project Introduction

9:30 AM to 9:45 AM  CMS Introduction

CMS modules and functionalities
9:45 AM to 10:00 AM  Introduction to terminologies

10:00 AM to 10:15 AM  Overview of Faculty Self Service

10:15 AM to 10:45 AM  Personal Information-Accessing and Editing

10:45 AM to 11:45 AM  Scheduling Semester

11:45 PM to 12:00 Noon  Class roaster

12:00 Noon to 1:00 PM  Grade roaster

1:00 PM to 1:30 PM  Searching students and catalog

1:30 PM to 2:30  Lunch break

02:30 PM to 3:30 PM  Practicing all activities on real data

03:30 PM to 4:00 PM  Question & Answers

4:00 PM to 4:15 PM  Training Evaluation

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6. Project Introduction

Higher Education Commission, Pakistan (HEC) obtained an off-the-shelf Campus

Solution (CMS) to be customized and implemented for the Public Sector Universities and
Institutes. Techlogix was selected as technology partner for implementing CMS and following
six of the public sector universities were selected for CMS implementation:

1. NWFP University of Engineering and Technology Peshawar

2. Dow Medical University, Karachi

3. Islamia University, Bahawalpur

4. Quaid-e-Azam University, Islamabad

5. Baluchistan University of IT & Management Sciences Quetta

6. University of Punjab, Lahore

Out of the six, UET Peshawar and Dow University of Health Sciences Karachi were
selected as pioneers for CMS implementation. Both the universities are now at the end of
implementation. Based on successful story of CMS implementation in UET Peshawar and Dow
University of Health Sciences Karachi, implementation in Islamia University Bahawalpur and
Quaid-e-Azam University Islamabad has been started.

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7. CMS Introduction

Campus Management Solutions CMS is the world’s leading student system solution for
higher education and is being used at over 800 campuses in more than 20 countries for it is
boasts of some of the biggest names in the academic world: Stanford, Cambridge, etc…

CMS provides students, faculty, and staff with immediate access to real-time information
and connects that information to specific action.

Overview of the CMS key modules

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Campus Community
 Ability to create and maintain data about people and organizations, both internal and
external to institution
 Ability to store numerous types (home, business, campus, billing, etc.) of contact data
(addresses, phones, email)
 Ability to store numerous types of names (primary, legal, preferred)
 Ability to create and maintain data about institutional events and committees
 Ability to assign levels of service
o Positive - providing preferential levels of service

o Negative - withholding service

 Campus services grouped to facilitate providing or withholding services

 Ability to assign “to do” items grouped by checklist to individuals, organizations, or
events

Student Records & Academic Advisement

 Requisites and enrollment restrictions
 Class schedule and class section features
 Multiple concurrent academic careers and academic programs
 Record mid-term and intermediate grades
 Attendance tracking
 Mass enrollment
 Milestones
 Degree Audit
 Transcript Generation
 Graduation clearance, awarding degrees

Grade Book
 Enables Instructors To:
o Define assignments for a Course/Class

o Track assignments and assessments

o Report Mid-Term or deficiency grades

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 o Ease communication with students

 Report Final Grades at the end of the class

o Enables Students To View:

o Details about learning activities (assignments, tests, etc.)

o Their grades in assignments/test as they progress through the class

o Personal notes from Instructor

o Their Mid-Term and Final Grade

Admissions
 Perform automatic admission evaluations based on user-defined criteria
 Return immediate decision to user
 Perform multiple evaluations in the background
 Seamless integration with UET existing Admissions Applications

Student Financials and Financial Aid

 Calculate Tuition based on Student Enrollment and Other Criteria
 Maintain Student Receivables
 Post disbursements from Financial Aid
 Bill Students
 Age Accounts and Helps Manage Collections
 Enables multi-level routing rules to accommodate approvals:
 Before refunds are issued
 Before a group of charges and/or payments is posted
 Before various collections activity

Campus Self Service

 Students
o View class schedule and enrollment appointments

o View grades and progress towards degree

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 o Perform pro-forma degree audits based on Program changes or anticipated
transfer credits
o Apply for graduation

o See Financial dues

 Instructors/Advisors
o View teaching schedules and class rosters

o View advising rosters and track student progress

o Communicate with individual students or groups

o Enter and maintain class assignments

o Enter and approve grade

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8. Faculty Self Service

Overview

 Personal Information-Accessing and Editing

 Scheduling Sessional Marks of Semester
 Searching students and catalog
 View teaching schedules and class rosters
 View advising rosters and track student progress
 Enter and maintain class assignments
 Enter and approve grade

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9. Introduction to Terminology

Terminology Description

Institute UETP University of Engineering and Technology Peshawar

Career Academic level:Undergraduate/Postgraduate

PGRD Postgraduate

UGRD Undergraduate

Program Engineering disciplines of University E.g. CSIT,

Civil..

Plan Specialization of engineering disciplines

SS Self Service Module of CMS enabling faculty and Students to

access the system

SR Student Module of CMS maintains the student’s grades and

Records record.

SF Student Module of CMS maintain the records of student`s

Finance Financials

CC Campus Module of CMS maintain record of staff members

Community

RA Recruitment & Module of CMS executing the process of Student`s

Admission admission

FC Faculty Center Components of faculty self services enabling them to

manipulate class and grade rosters

CC Course Catalog Complete collection of University course codes and

course titles

GB Grade Books Component of faculty center enabling to record

Grade of various course components

CN Class Number System generated unique number assign to each

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 Scheduled class.

TBA To Be Mean class has not been schedule yet.

Announce

GB Graded Basis Students grades will be included in final grades or

not

Official Grades Final grades

GS Grading Scale Grading Scheme

Department MEC(Mechanical), CIV(CIVIL) , CHE

Abbreviation (CHEMICAL), MIN(MINNING),
AGR(AGRICULTURE), ELE(ELECTRICAL),
CSE(Computer System Engineering),
TLC(Telecommunication), SWE(Software
Engineering), ELT(Electronics
Engineering),ARC(Architecture), IND(Industrial).

CAMPUS PW(Peshawar), BN(Bannu), MD(Mardan),

Abbreviation AB(Abbotabad)

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10. LOGGING IN TO CMS

OVERVIEW

CMS is a secure web application. You must log in to the system with a valid username and
password, provided to you by the administrator.

STEPS

 Open the internet Explorer

 Enter URL http://practicecms.nwfpuet.edu.pk/psp/HRCS9/?cmd=login for practice while URL

http://cms.nwfpuet.edu.pk/psp/HRCS9/?cmd=login for updating actual data.

 Login screen displays when you enter correct URL.

 Enter valid Username and password.

 Click Button, You will now log in to the system

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  Click the on you browser window to exit the browser

Following screen will be displayed when you are successfully logged in to the system.

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11. Main Menu

OVERVIEW

Main Menu is used for navigation to various allowed pages. Next we will describe in detail each
screen.

Screen showing various user actions controls.

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12. Personal Information

Add/Update personal Information

Overview

Here you can see, add and modify your name, language, phone numbers, email addresses etc
The personal information functionality of Campus Self Service exposes familiar Campus
Community information to Instructor. It provides an easy way for instructor to update personal
information about himself/herself at any time.

In personal information Instructor can access:

•Name
•Addresses
•Phone numbers.
•Email Addresses
•Internet Addresses
•Emergency Contact
•Demographic Data

Instructor can View, Edit, Delete and add new values for each of the above fields except
Demographic data. Demographic data like ID, Gender, Date of birth, Material Status, National
ID card number, Citizenship, Licenses etc are read only to the Instructor for security reasons.
He/she have to contact the administrator for Editing/ Deletion or updating in demographic
information.

(Kindly fill your details in the given fields-it will be made read only after one month.)

Changing Name

Steps

Steps Action

1 Click the Self Service link in main menu

2 Click the  Campus Personal Information Link

3 Click the -Names Link(Following screen will be displayed)

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4 Click on Edit Button of above screen

5 Following screen will appear

6 Change the name on above screen

7 Click on save Button-Changes will be saved.

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8 Click OK to return to main menu.

End of Procedure

Following the above mentioned1-7 steps you can edit any of personal information attribute
shown in left panel.

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13. Faculty Center

Overview

Faculty Center is an interface where faculty can view his Teaching Schedule, Exam Schedule,
His Advisees, Class roster, Grade roster and Grade Book. This interface can be used to search
class, students, faculty and course catalog.

Viewing Teaching Schedule

Steps

Steps Action

1 Click the Self Service link

2 Click on Faculty Center(You will see following screen with your teaching schedule)

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 Viewing Teaching Schedule

Overview

Teaching schedule gives complete information about faculty class schedule i.e, including Course
Code, Course Title, Room No, Time and Day of Week with dates.

Steps

Steps Action

1 Click on View weekly teaching schedule as shown below

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Following screen will open showing your weekly schedule.

Select any of the option shown in red to view it in your weekly teaching schedule. E.g. selecting
class title will show title of the course with course code in weekly teaching schedule.

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Before selecting “show class title” –Weekly schedule do not show class title:

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After selecting “show class title” –Weekly schedule shows class title:

END OF PROCEDURE

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 Viewing Exam Schedule

Overview

Exam schedule gives complete information about faculty exam schedule i.e, including Course Code,

Course Title, Room No, Time and Day of Week with dates.

Steps

Steps Action

1 Click the Self Service link

2 Click on Faculty Center

3 View My Exam Schedule(Following screen will open showing your Exam

Schedule)

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 Weekly Exam Schedule

Steps Action

3 Click on “View weekly Exam Schedule” to see your weekly exam schedule

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 Weekly Exam Schedule

END OF PROCEDURE

Viewing my Advisees
Overview

It is used to see the list of students assigned to faculty member for Project Advisement.

Steps

Steps Action

1 Click on Self Service

2 Click on View My Advisees navigation(Following screen will open showing

students assigned to you for advisement).

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 Advisees

END OF PROCEDURE

Viewing Class Roster

Overview

It shows list of enrolled students-section wise.

Steps

Steps Action

1 Click on Self Service

2 Click on Faculty Center

3
Click on to see your class roaster.(As shown in the figure below)

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Steps Action

4 Following screen will open showing your class roaster

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 END OF PROCEDURE

Viewing Grade Book

Overview

It facilitates to manage weight ages and marks of the course components.

Steps

Steps Action

1 Click on Self Service

2 Click on Faculty Center

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3 Click on Grade Book

4 Click on class Assignment

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5
Click on for selecting Assignment
Category.

6 Select any category from this list

7 Give Description and Adjust points for this Assignment

8 Click on View All Link to view all the categories

9 If an instructor doesn’t want to include any assignments or quizzes marks in to

total marks then check the assessed checklist.

10 If an instructor want to add this category in midterm grades then check include
for Mid Term Grade, Calculate the midterm grade, Also define the grading
scale for the midterm exam.

This facility in not available in our University

11 Click on to adjust the weight of each category.

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 END OF PROCEDURE

For entering the Marks of Students

Overview

It facilitates to record marks for each course component.

Steps

Steps Action

1 Click on Self Service

2 Click on Faculty Center

3 Click on Grade Book

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4 After Click Grade Book

5 Enter the marks of Students

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6 Click on tab

7
Click on Export Button

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8 Select Destination to save the Source file

9 File Should be CSV(Comma Separated Values)

10 Open Export File

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11
The file name shows term and class number. i.e. 2074 is Term
while 42 is class number.

END OF PROCEDURE

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 How to Normalize the Marks
Overview

It explains the procedures for coping grades to various columns of normalization sheet.

Steps

1 After Export the file ,Open this file

2 Open Departmental normalized excel Sheet.

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3 Copy Registration Number ,Names, Final marks, Term Marks and Sessional
Marks into departmental excel sheet

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4 Copy Registration Number, Name, Final, Mid Term and Sessional marks from
this excel sheet into Departmental normalize sheet.

5
Press to enable the Macro
6 Press Calculate Button

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7 Apply all types of changes according to your requirements when your grades
are final use run Import Process

END OF PROCEDURE

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 How to Import Final Grades into
Overview

It describes the procedures for importing normalized grades back to CMS database.

Steps

1 Open New Excel Sheet

2 On first column copy Term of all students i.e.2081

3 On second column copy Course Number(Class Number) ie.14

4 Copy Registration number on 3rd Column of all the students

5 Leave 5 Columns as blank

6 On 9th column copy all Grades

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7 Save File as “.CSV” Extension E.g. Import.csv

8 Open People Soft

9 Open Grade Book and Select the required class

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10
Open Grade Book and Select the required class
11 Browse the file and press Upload Button

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 END OF PROCEDURE

Viewing Grade Roster

Overview

It facilitates to manage weight ages and marks of course components.

Steps

Steps Action

1 Click on Self Service

2 Click on Faculty Center

3 Click on Grade Roster (As shown in the figure below)

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Following screen will open showing your grade roaster.

4 Before posting the grades, Grade Input will editable, It will use after import the
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grades to change it if any. It is alternate to give the grades.

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14. Viewing the class

Overview

It provides tool to search any class scheduled in University.

Steps

Steps Action
1 Click the Self Service link
2 Click on Faculty Center
3
Click on Class search tab or Click Class search link
on left panel.

4
Click on search Button

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END OF PROCEDURE

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15. Browse Catalog

Overview

It helps to list of all courses offered in university.

Steps

Steps Action
1 Click the Self Service link
2 Click on Faculty Center
3
Click on Browse Catalog tab

END OF PROCEDURE

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16. Viewing Students Information

Overview

It helps to search basic information of any student ever enrolled in university.

Registration Number Format

07PWMEC2555

07 Year 07,08,09,10… etc

PW Peshawar Represents the Campus of Uet

MD Mardan Represents the Campus of Uet

BN Bannu Represents the Campus of Uet

AB Abbottabad Represents the Campus of Uet

MEC Mechanical Represents the department of UET, Examples are

CIV(CIVIL) ,CHE (CHEMICAL),
MIN(MINNING), AGR(AGRICULTURE),
ELE(ELECTRICAL), CSE(Computer System
Engineering), TLC(Telecommunication),
SWE(Software Engineering), ELT(Electronics
Engineering),ARC(Architecture), IND(Industrial).

2555 Roll Number This number represent the Sequence number of

students

Steps

Steps Action
1 Click on Self Service
2 Click on View My Advisees navigation
3
Click on Student Center tab

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4 Give Student ID or Any parameter that you know

5
Press Search Button

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6
Click on

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7 Select any option e.g. Grades and press

8 Select Assignments and press

8 Select Assignments and press

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8 Select any option of course title

END OF PROCEDURE

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17. Viewing the Faculty

Overview

It shows scheduled class information of any faculty member.

Steps

Steps Action
1 Click on Self Service
2 Click on View My Advisees navigation
3
Click on Faculty search tab

4 Click Search by name Button

5
Press Look Up Button
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6 Select any faculty member in the list

END OF PROCEDURE

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18. Hostel Management System

Overview

It helps to register request/complaints of faculty members.

It helps to assign a request for faculty house or faculty hostel to concerned authority.

It shows notice board to view hostel and mess notices.

Viewing General Notice Board

Steps
Steps Action

1 Click Hostel management link.

2 Click Notice Board

3 Click General Notice Board

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4
Click Search Button

4 Click View Link

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5 It will show the details of number

Viewing Mess Notice Board

Steps
Steps Action

1 Click Hostel management link.

2 Click Notice Board

3 Click Mess Notice Board

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 4 Select Mess ID from LookUp

Viewing Request/Complains
Steps Action

1 Click Hostel management link.

2 Click Request/Complains

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3
Click Add Button

4
Select Hostel ID from LookUp

5
Select Assign to from Lookup

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 6
Click Save Button

Find Request Status

Steps Action

1 Click Hostel management link.

2 Click Request/Complains

3 Click Find Request Status

4 Select Request Id

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19. Viewing Attendance Reports

STEPS Action

1 Click on Reporting tools

2 Click XML Publisher

3 Click Query Report Viewer (Following screen will appear.)

4
Write ATTENDANCE in Search Box and Press Search Button

4 Select Format from Drop Down Menu

5 Specify the format of the report from drop down list in which you want to see it.

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6 Click View Report Link (Following screen will appear.)

7 Fill all required fields

8 Fill all required fields. Attendance report in specified format will automatically be
displayed.

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Note: You can only view the report but the concerned authority(HOD and Semester Coordinator)can run
the process to notify the short attendance to respective students in student self service account.

End of Procedure

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20. Change the Password

Steps

Steps Action
1 Click on Change My Password

2 Give Current and new Password

3
Press Change Password Button

END OF PROCEDURE

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