Document: Apswreis School Information Management System User Documentation

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________
DOCUMENT : APSWREIS SCHOOL INFORMATION MANAGEMENT SYSTEM USER DOCUMENTATION
AUTHOR(S) : HAS SOFT TECHNOLOGIES PRIVATE LIMITED
REVIEWED BY : APSWREIS
DATE : 04/07/2011
CONFIDENTIAL: INTERNAL USE ONLY
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TABLE OF CONTENTS
1. INTRODUCTION / PURPOSE 2. ROLES AND RESPONSIBILITIES OVERVIEW 3. OVERALL PROCESS FLOW 4. NAVIGATION, STEPS, SCREEN SHOTS AND FIELDS INFORMATION. 5. INDEX.
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1. INTRODUCTION/PURPOSE Andhra Pradesh Social Welfare Residential Society in collaboration with HAS SOFT TECHNOLOGIES PRIVATE Limited is implementing a state of the art web based SCHOOL INFORMATION MANAGEMENT SOFTWARE for all the 350 residential schools across Andhra Pradesh. The software will house the entire school, students, teachers, lesson plans, calendars information among many others on the website providing critical stake holders with management reporting. The intention of the software deployment is also to monitor the school performance and take appropriate actions in time to improve overall results and also quality of education. The purpose of this document is to outline process and software details for various users of the system. Snapshot of the screens along with required fields input information is outlined in the document.
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PROCESS OVERVIEW
ADMISSION PROCESS
ACADEMIC PROCESS
EXAMINATION PROCESS
CLOSE ACADEMICS
End to End School Management Process covers the following steps I. Admission Process Admission process covers the general admission procedure to enroll students in the schools. The process involves collecting student and parent information, screening the student either through a simple knowledge evaluation process or through an interview process to determine the eligibility of the student to the school. Admission process also involves collection of relevant student related data to ensure various aspects of communication happens post admission into the school. II. Academic Process :
Examination Process In Examination Process
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ ACADEMIC ADMINISTRATION PROCESS AT SCHOOL LEVEL: START
ACADEMICS
HM to ensure data completion for both teachers and student Records
2 HM to review and update school calendar
3 HM to assign classes to teacher
HM to generate time table for the academic year
HM
7 HM to conduct parent Teacher Meetings
6 HM to review lesson plans and take necessary actions
5 HM to review school reports and report status to zonal officer
CLASS TEACHER
Class Teachers to mark attendance of students Class Teachers to update lesson plan for the subject taught Class Teachers to enter marks for the subjects Class Teachers to review consolidated reports of class
TEACHER
Teachers to update lesson plans/Activities Teachers to enter marks for the class/subject as assigned
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REPORTS AT SCHOOL LEVEL: S# 1 ROLE HM HM REPORT ON ROLL REPORTING STUDENT S ON ROLL CLASS WISE HM TEACHERS AND OTHER STAFF REPORT HM ACADEMIC REPORTS HM,CLASS INDIVIDUAL STUDENT TEACHER,PARENT PROGRESS REPORT HM,CLASS CLASS PERFORMANCE TEACHER REPORT HM,CLASS SUBJECT WISE TEACHER PERFORMANCE REPORT HM TEACHERS PERFORMANCE REPORT HM LESSON PLAN STATUS REPORT BY TEACHER HM LESSON PLAN STATUS REPORT BY CLASS AND SUBJECT STUDENT ATTENDANCE DESCRIPTION FREQUENCY
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INDEX CALENDAR--------------------------------------- 09-19 SETUPS ------------------------------------------ 20- 31 TESTS--------------------------------------------- 32 PROFILE----------------------------------------- 33 ATTENDANCE----------------------------------- 34-35 SMS------------------------------------------------36-37 REPORTS----------------------------------------- 38-40 SUPPORT REQUEST---------------------------40-41 USER LOGIN------------------------------------41-42
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CALENDAR 1. Holidays calendar : a. Navigate :-> Setup-> Holidays calendar ->Add Holidays Action: Select academic year and holiday list title Result: Displays assigned holidays Action: If you want to declare holiday on some event, please enter from and to date and event title with description and then save to declare holiday. Result: It will add in holiday list.
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SL.NO
FIELD NAME
DESCRIPTION
USER CAN UPDATE
1 2 3 4 5 6 7 8 9 10
ACADEMIC YEAR HOLIDAYS LIST TITLE ADD/EDIT TITLE HOLIDAYS LIST EVENT TITLE FROM DATE TO DATE DESCRIPTION SAVE RESET
Select academic year Select title You can add or edit title and save Displays holiday list You can add event in holidays Select from date Select to date Give the description of the holiday Click on save to add holiday Click on Reset to cancel
b. Navigate :-> Setup-> Holidays calendar-> Assign to class Action: Select Academic year, Streams and holidays calendar Result: Displays Available classes and Assigned classes Action: Select classes from Available classes and click the button to assign holidays. (Or) Select classes from assigned classes and click the button to remove holidays list for that class. Result: it will assign or remove the holidays lists successfully.
>> <<
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SL.NO
FIELD NAME
DESCRIPTION
USER CAN UPDATE
1 2 3 4 5 6 7
ACADEMIC YEAR STREAMS HOLIDAYS CALENDER Available classes >> button << button Assigned classes
Select academic year Select stream Select holidays calendar as in the list You can view available classes By this button you can assign a class By this button you can de select a class You view assigned classes
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c. Navigate :-> Setup-> Holidays calendar-> Assign staff calendar Action: select holidays list and then click on submit button Result: it will assign holidays list to staff.
SL.no
FIELD NAME 1 STAFF HOLIDAY LIST 2 SUBMIT
DESCRIPTION Select the holiday list to assign staff Click on submit to assign
TO VIEW ALERTS a. Navigate :-> calendar-> my Alerts Result: Displays Alerts if any, if you want to add alerts
b. Navigate :-> calendar-> my calendar Result: Displays current month calendar
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SL.NO 1
FIELD NAME add
DESCRIPTION Click on add to give alert
USER CAN UPDATE
Alert view
It displays alert
Action: If you want to add alert please click on ADD on that date. Result: Displays a form like subject and description with priority Action: please fill subject, description, priority and check the checkbox.
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SL.NO FIELD NAME DESCRIPTION USER CAN UPDATE
1 2 3 4 5 6
DATE Subject Description Alert PRIORITY TEACHERs
Displays date Enter Subject Description of the event It give a alert on that day Select priority Description for the event
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ 7 ADMINs Select priority (EX: High) 8 9 PRINCIPALs RESET Check the box if want give alert Click on RESET if you want to clear the details Click on save to add event Click on back button to enter previous page Click on ok button to refresh
10 11
SAVE MULTI BACK
12
OK
After that if you want give the alert to teachers, admin and principals click on the name (ex: teachers) . Result: displays all teachers. Action: Please check the teacher witch you want to give alert and click save.
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SL.NO 1 2 3
FIELD NAME CHECK ALL RESET Submit
DESCRIPTION Check the check box to select all or deselect all Click on RESET to clear all the fields To Click submit to select the teacher
USER CAN UPDATE
Result: It will display the names send this as an event to box.
Action: Click on SAVE MULTI button and then click on ok button. Result: It will show as an alert when we click on My Alerts c. Navigation :-> Calendar-> Event calendar Result: Displays Event calendar with current year.
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SL.NO 1 2 3
FIELD NAME Current Year >> <<
DESCRIPTION It displays current year If you want to select next year If you want to select previous year It displays your event with date If you want to add event in January click on the empty field
USER CAN UPDATE
4 5
Event Empty event
ADD EVENT OR DELETE EVENT d. Navigation :-> Calendar-> Event calendar -> Result: It will displays the event calendar Action: Please double click on the month witch you want to add a event for that month Result: It displays event s in that month and options add and delete
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SL.NO 1
FIELD NAME
DESCRIPTION Check the check box to select the event
USER CAN UPDATE
ADD
To add event please click on ADD button
DELETE
To delete an selected event, click on delete button Click ok button to refresh
OK
BACK
Click on back button to enter into previous page
To add event from
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SL.NO
FIELD NAME
DESCRIPTION
USER CAN UPDATE
1 2 3 4 5 6 7 8
YEAR MONTH DAY SUBJECT DESCRIPTION PRIORITY SHOW AS ALERT RESET
Enter year Enter month Select date Enter subject (Maximum 20 character ) Description for the event Select priority (EX: High) Check the box if want give alert Click on RESET if you want to clear the details Click on save to add event Click on back button to enter previous page
9 10
SAVE BACK
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ SETUPS Add Students information: a. Navigate: ->Setup-> users-> add students Action: Fill all the mandatory fields and select student class details. Clicks submit to save, click reset to cancel. Result: Displays successful completion. Note: Same operation for ADD STAFF.
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ STUDENT DETAILS S.N 1 2 3 4 5,6,7 FIELD NAME First name Middle name Last name Students reference relation Nationality, religion, caste DESCRIPTION Enter students first name Enter students middle name Enter students last name Select students relation of the relation Select students Nationality, religion, caste USER CAN UPDATE
STUDENTs ADDRESS DETAILS S.N 8 9,10 11 12,13 14 FIELD NAME Address Location 1, Location2 City State, Country Pin DESCRIPTION Enter students Address Enter students Location1 and location2 Enter students City name Enter students Country and State Enter students Area code i.e. PIN USER CAN UPDATE
STUDENTS REFRENCE DETAILS S.N 15 16 17 18,19 FIELD NAME First name Middle name Last name Phone and mobile number DESCRIPTION Enter References First Name Enter References Middle Name Enter References Last Name Enter References Phone and mobile number Enter References E-mail Id USER CAN UPDATE
20
E-mail Id
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STUDENTS CLASS DETAILS S.N 21 22,23,24 25 26 27 28 FIELD NAME Stream Class, Section, Group Student Role Parent role RESET SUBMIT DESCRIPTION Enter Students Stream Enter Students Class, Section, Group Enter Students Role as Student Enter Parents Role as Parent If you want to cancel click on reset If you want submit click on submit USER CAN UPDATE
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ADD- TEACHER
Navigate :-> Setup-> users-> add teachers Result: it displays a from to add teacher Action: Please enter all the details of the teacher to add. (You can directly assign classes to the teacher)
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ORGANIZATION TEACHER FORM

S.N 1 2 3 4,5,6 FIELD NAME First name Middle name Last name Nationality, religion, caste DESCRIPTION Enter Teachers first name Enter Teacher s middle name Enter Teacher s last name Select students Nationality, religion, caste USER CAN UPDATE
TEACHER ADDRESS DETAILS

S.N 7 8,9 10 11,12 13 14,15 FIELD NAME Address Location 1, Location2 City State, Country Pin Ph.num, Mobile number DESCRIPTION Enter Teachers Address Enter Teachers Location1 and location2 Enter Teachers City name Enter Teachers Country and State Enter Teachers Area code i.e. PIN Enter Teachers phone and mobile number Enter Teachers mail address USER CAN UPDATE
16
E-mail Id
ASSIGN TEACHER TO CLASS, STREAM, SECTION

S.N 17 FIELD NAME Check box DESCRIPTION Please check the box to select class, stream and section for teacher Click on reset button to cancel Click on submit to add teacher USER CAN UPDATE
18 19
RESET SUBMIT
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CLASSES TO USER Navigate :-> Setup-> Users-> Classes to users Result: Display Assign class to user form Note: Here user is Teacher
SL.NO FIELD NAME 1 2 3 4 5 6 Classes to User User Type User name Stream Class Section
DESCRIPTION Displays Assign classes to user form Select user type as teacher Select Teacher name Select stream (Ex: eng or telugu) Select class for teacher Select Section
USER CAN UPDATE
Action: Please select required details from drop down boxes Result: It displays all the subjects for the class and the section. Action: HM can assign subjects to selected teacher for the class and section by selecting the check boxes and click on save button to save.
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SL.NO 1 2
FIELD NAME
DESCRIPTION Selects the class and subject Please leave the check box witch you dont want to select. When you click on SAVE the corresponding subject will select.
USER CAN UPDATE
3
SAVE
STUDENTS ROLL NUMBER

Navigate :-> Setup-> Users->Students rolls numbers Action :-> Select the required fields such as academic year , streams , class and section
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ Result: A list of the students of the selected class and section appears on the screen with default number 0 edit the student roll number and click on
save.
Edit Student Details: Navigate :-> Setup-> Users-> Edit students Action: Select the required fields such as academic year , streams , class and section Result: A list of the students of the selected class and section appears on the screen Please click on edit Profile to edit the student
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ When you click on edit profile it gives the student details. If you want to edit the student name you can directly change the name in name field
EDIT- TEACHER
Navigation :-> Setup-> Users-> edit teacher Result: It displays edit teacher information form Action: please enter all the details as witch you want to edit and then click on submit to save
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Sl. no 1 2 3 4 5 6
FIELD NAME First name Last name D.T.O Code Date of Birth Rank in DSC Present designation type Present designation Category RESET SUBMIT
DESCRIPTION Enter Teachers first name Enter Teachers last name Enter Enter Teachers date of birth Enter Teachers Dsc Rank Enter Teacher designation type
USER CAN UPDATE
Enter present designation category
8 9
Click on Reset to cancel Click on SUBMIT to save changes
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DE- ACTIVATE STUDENTS Navigate :-> Setup-> Users-> Act/De Act Student Result: It displays the student login permission form Action: Please select academic year, class, section and student name Result: It will display the student and parent with active (means: enable the check boxes) Action: If you want deactivate please uncheck the check boxes and then click on save button to deactivate
SL.no 1 2 3 4 5 6,7
FIELD NAME Academic year Class Section Student Alert Check boxes
DESCRIPTION Select academic year Select class Select section Select student name It shows a alert Please un check the boxes, witch you want to de-activate Click on save to deactivate
USER CAN UPDATE
SAVE
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DEACTIVATE TEACHERS
Navigation :-> Setup-> User-> Act/De Act Teacher Result :-> It displays update user status Form
Action :-> Select user type as teacher to view all teachers Result :-> It displays user information
Action :-> Please uncheck the check box and click on submit to deactivate teacher
(OR)
If you want only one teacher to view select all the information in the form below and click on submit
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Result: it displays only selected teacher as below
Action: Please uncheck the check box witch you want to deactivate and then click on submit to deactivate teacher
TESTS
Navigation :-> Tests :-> Marks entry :-> All subject marks entry Action :-> Select the class and the section to enter the marks of the students. Result :-> A list of students of the class and section selected appears marks of the students are to be to entered into the respective subjects in the box.
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PROFILE MY PROFILE
Navigation :-> PROFILE :-> MY PROFILE Action :-> To view PROFILE
CHANGE PASSWORD
Navigation :-> PROFILE :-> CHANGE PASSWORD Action :-> To change the password Result :-> Password can be changed if required.
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ATTENDANCE
TEACHER AND STUDENT ATTENDANCE Navigate :-> ATTENDANCE -> Teacher (Select student if you want give attendance to student) Action: Select date to give attendance (By default it will display the current date), and then click on SETDATE button to conform the date. Click on CHECK ALL button to select the entire teacher and then uncheck teacher who is absent and then click on SUBMIT Button to save.
SL.no 1 2 3
FIELD NAME DATE SETDATE CHECK ALL
DESCRIPTION Displays the current date Click on set date to conform Click on check all button to select all teacher Un check the box who are absent Click on reset button to cancel Click on submit button to give attendance
USER CAN UPDATE
4 5 6
CHECK BOX RESET SUBMIT
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________ TEACHER ATTENDANCE REPORT Navigate :-> ATTENDANCE -> Teacher attendance report Result: It displays the entire attendance report of selected month
[NOTE: The above report is for the month of June] STUDENT ATTENDANCE REPORT Navigate :-> ATTENDANCE -> Student attendance report Result: It display form to enter academic year and class and section Navigate :-> academic year-> class and section-> SUBMIT Result :-> It displays the entire attendance report for the selected class
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SMS
Navigate :-> SMS-> SEND Result :-> Displays list of all classes
Sl.No 1 2
FIELD NAME
DESCRIPTION
It selects all the 10th class students
USER CAN UPDATE
Class X
All parents
it selects all the parents in that school It selects all the staff in that school
All staff
EX:
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SL.NO 1 2
FIELD NAME Verify number warning
DESCRIPTION Please verify the number before you send Total number of characters should not be exceed 159 Type the message witch you want to enter It displays the total number characters in the message Select check box to send sms to the user(eg : student, staff or parents) Click on reset to cancel Click on submit to send sms
USER CAN UPDATE
3 4
Message characters
Check box
6 7
RESET SUBMIT
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REPORTS
HM to review school repots Reports: Navigate :-> Reports-> Class consolidated Report Result: Displays Class details form Action: Please enter all the details and then click on Submit to view
SL.NO 1 2 3 4 5 6 7
FIELD NAME Academic year Streams Select class Select section Test title RESET SUBMIT
DESCRIPTION Select Academic year Select Stream (Eg: English or telugu) Select class witch you want to view Select section Select Test title (Eg: Unit test) To clear the form click on reset On click on submit it displays consolidated report
USER CAN UPDATE
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TO SEND REPORTS TO PARENTS
SL.NO 1 2
FIELD NAME
DESCRIPTION please check to select student to send SMS
USER CAN UPDATE
to check or uncheck all BACK button SMS TO PARENTS
check or uncheck box will allow to select all students or deselect all students To enter into previous screen To send sms to parents for selected candidates To print the consolidated report
3 4
PRINT
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TEACHER REPORTS NAVIGATE :-> Reports-> teacher reports Result:-> it display the details of teacher who teaches witch subject STUDENT REPORTS Navigate :-> Reports->student report Result: it will display the classes Action: please select class to view the details of the students of that class
SUPPORT REQUEST In order to enquire any technical issue or if the user needs assistance, the user can raise a request to the support team. SEND
Navigation :-> support request :-> SEND Action :-> Select SEND to raise a request Result :-> A request will be raised
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SENT REQUEST This is for the purpose of viewing the sent request
Navigation :-> support request :-> SENT REQUEST Action :-> Select SEND to raise a request Result :-> A request will be raised
USER LOGINS
To view the login of parents Navigation :-> USER LOGIN :-> PARENT LOGIN Action :-> Select the class and section and click on submit Result :-> List of parents along with logins and mobile numbers appears
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To view the login of teachers Navigation :-> USER LOGIN :-> TEACHER LOGIN Action :-> Select the TEACHER and click on submit Result :-> Login of the teacher appears.
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HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________