FYP management system – User Manual FYP-21-S1-20P

User Manual
Final-year-project management system

Group No: FYP-21-S1-20P

Group Members
UOW ID SIM ID Name
6212542 10192196 Nguyen Thien Phuc
6650272 10210168 Pan Wenhang
6661749 10210025 Muhammad Zulfadli Bin Abdual
Rasid
6650284 10210204 Syed Abdul Rahman Bin Syed
Jamal Alkaff
6350124 10203505 Nicholas Tan Jun Xian

Project Website: https://baraplanner.weebly.com/

Product Website: http://baraplanner.atwebpages.com/

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Document control
Title Information
Document ID FYPD07
Document Title User Manual
Document owner Nguyen Thien Phuc

Document Authorization
Name Role Action Date
Nguyen Thien Phuc Project Manager 21 May 2021

Nicholas Tan Jun Xian User Lead 21 May 2021

Revision History
Revision Date Created By Description
1.0 20 May 2021 Nguyen Thien Phuc Initial Release

Distribution List
Name Role
Premarajan Ponnambath Chief Executive Officer (Assessor)
Sujati Sastro Project Sponsor
Nguyen Thien Phuc Project Manager
Muhammad Zulfadli Bin Abdul Rasid Quality Assurance Lead
Nicholas Tan Jun Xian Tech lead
Pan Wenhang Business Analyst
Syed Abdul Rahman Bin Syed Jamal Alkaff Software Architect

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Contents
1. Introduction .............................................................................................................................................. 5
1.1 Purpose of the manual ........................................................................................................................ 5
1.2 Intended audience .............................................................................................................................. 5
2. Overview ................................................................................................................................................... 6
2.1 Product Features ................................................................................................................................. 6
2.2 Application Structure .......................................................................................................................... 7
2.4 Conventions ...................................................................................................................................... 13
2.5 Cautions and Warnings: .................................................................................................................... 13
2.6 Troubleshooting ................................................................................................................................ 14
2.6.1 Wrong username/password ...................................................................................................... 14
2.6.2 Error when importing................................................................................................................. 14
2.6.3 Error when updating grade ........................................................................................................ 15
3. Getting Started for All users.................................................................................................................... 16
3.1 Login .................................................................................................................................................. 16
3.2 View / Edit personal profile .............................................................................................................. 17
3.3 View Group ....................................................................................................................................... 18
4. Getting Started for SIM Administrator ................................................................................................... 20
4.1 View All ............................................................................................................................................. 20
4.2 Add student / faculty / major / project (GUI) ................................................................................... 21
4.3 Add Groups ....................................................................................................................................... 23
4.4 Add Administrator............................................................................................................................. 25
4.5 Import ............................................................................................................................................... 27
4.6 Update Semester .............................................................................................................................. 28
4.7 Add Marking Scheme: ....................................................................................................................... 30
4.8 Send E-Mail to Students .................................................................................................................... 32
4.10 View Logs ........................................................................................................................................ 36
4.11 Retrieve Results .............................................................................................................................. 37
4.12 Archive Semester ............................................................................................................................ 39
5. Getting Started with Faculty ................................................................................................................... 41
5.1 View all .............................................................................................................................................. 41
5.2 View Groups ...................................................................................................................................... 42
5.3 Grading.............................................................................................................................................. 44
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5.4 Print Grades and mark sheet ............................................................................................................ 46

6. Getting Started with Students ................................................................................................................ 48
6.1 View / Submit choices ....................................................................................................................... 48
6.2 View Group ....................................................................................................................................... 49
6.3 Peer Rating ........................................................................................................................................ 50
7. Appendix ................................................................................................................................................. 52
7.1 Sample of student list ....................................................................................................................... 52
7.2 Sample of project list ........................................................................................................................ 52
7.3 Sample of faculty list ......................................................................................................................... 52
7.4 Sample of system log ........................................................................................................................ 52
7.5 Sample of grades and marking scheme ............................................................................................ 52
7.6 Sample of score list ........................................................................................................................... 52

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1. Introduction
1.1 Purpose of the manual
Welcome to Bara Planner! Built as a tool for easily managing FYP project. This first release is targeted at
Improving the efficiency and accuracy of project allocation workflow in SIM. The tool also provides a
collaborative environment enhancing the ease of use for all users.

The User manual provides an overview of how the system can be used by SIM’s staffs as well as student.
It will provide a step by step for all features presented in Bara Planner.

1.2 Intended audience

Intended audience are all school’s administrators, faculty members and students of all majors.

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2. Overview
2.1 Product Features
All users:

1. Login
2. View/Edit personal profile
3. View Group
SIM administrators:

1. View all
2. Add student/faculty/major/project (GUI)
3. Add Groups
4. Add Administrator (only available for super admin)
5. Import
6. Update Semester
7. Send E-mail to Students
8. Reset other password
9. View Logs
10. Retrieve Results
11. Archive Semester
Faculty:

1. View all
2. View Groups
3. Grading
4. Print Grades
Student:

1. View Group
2. Submit/view choices
3. Peer Rating

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2.2 Application Structure

Administrator

Faculty Member

Student

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2.3 Layout of User

Admin management tab

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Supervisor Add Groups

Supervisor View All

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Faculty Marking Sheet

Student Viewing choices

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Student’s peer rating

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2.4 Conventions
This document provides screenshot and instruction to operate and navigate in the Bara Planner tool.

When an actions are required for the user, it is presented with the symbol “→” . For example:

 Check all boxes

Fields, checkbox, or button to be executed are highlighted in bold in Action statement.

Note: The term “user” is used to indicate the appropriate authenticated person for the feature
mentioned in each section.

2.5 Cautions and Warnings:

 Only authorized persons are to view the system as super admin
 Users are not allowed to use fake account or stolen account to hijack data.
 Users are not allowed to harass others with data acquired from their group’s members.
 Any violation or misconduct of security act will be reported to the authority for legal
investigation.

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2.6 Troubleshooting

2.6.1 Wrong username/password

When user input wrong username or password, an error message will appear.

For security reason, only Admin can reset password for a user, and the request have to be made strictly
with SIM email.

2.6.2 Error when importing

When user provide invalid information during import, Error field will display all types of error together
with the input information to resubmit.

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2.6.3 Error when updating grade

Another error message “Changes can no longer be made” will show when faculty member attempt to
modify a grade that has been approved prior.

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3. Getting Started for All users

3.1 Login

Figure 1: Sample login page

Authentication process requires a valid username and password:

- Username: SIM email

- Password: default password is auto generated by the system and will be sent to the
corresponding email address.
- Password can only be reset by an administrator.

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3.2 View / Edit personal profile

 Click on the name at top left of the page after login to view the profile.
 Click “Update” to update personal profile.

 Update information in available fields and click “Edit” button.

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3.3 View Group

View group feature is different depending on the type of user:

- Administrator: Able to view all active and archived group.

- Faculty member: Able to view all group assigned to them as supervisor or assessor.
- Student: Able to view the group which they are allocated in.
Sample image:

Admin

Faculty member

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Student

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4. Getting Started for SIM Administrator

4.1 View All
This feature can be utilized to view all type of record of the school database including students, faculty
members, majors, groups,… both active and archived. All information can be filtered and searched
according to the user’s needs.

Steps to execute:

 Login as admin.
 Select “View all”.
 Select types of record the user want to view.
Sample image:

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4.2 Add student / faculty / major / project (GUI)

This feature comes with a GUI interface which allows the user to add 1 record in school database.

It is available for student, faculty, major and project.

Steps to execute:

 Select “Add” option.

 Fill all required fields and click “Add” button.
 New item is added to the system.

Sample images:

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4.3 Add Groups

This feature allows admin to allocate students to different groups based on their preferred choices. It
can be done as a manual process or auto process.

Steps to execute:

 Select Add Groups.

 Select semester and mode of study.
 Optional: check “automate grouping” box (auto).
 Optional: select min and max students in each group (auto).
 Click Select.
 Optional: Click “Include another group” to add new group (manual).
 Optional: drag and drop student to appropriate group (manual).
 Provide group’s name (must be unique).
 Provide supervisor and assessor (both cannot be the same).
 Select “Add All Groups”.
Sample images:

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4.4 Add Administrator

This feature is only available when the user is a super admin. It provides a similar feature as adding
other item to create a new account for normal administrator in the system.

Steps to execute:

 Login as super admin.

 Select “Add Administrator”.
 Fill all required fields and click “Add” button.
 New admin is added to the system.
Sample images:

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4.5 Import
This feature allows admin to import a list of data in the system. The type of data can be students, faculty
members or projects.

Steps to execute:

 Select “import” option.

 Fill all required fields.
 Select correct file type (example of import file can be retrieved from appendix section).
 Click “import” button.
Sample images:

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4.6 Update Semester

This feature allows an admin to create new or update existing semester with a deadline for topic
selection.

Steps to execute:

 Click “Update Semesters” button.

 Select “View Details” to view and update existing semester or select “Add New” to create a
new one.
 Fill all required fields.
 Click “Update” or “Add Semester” to apply the new changes.

Sample images:

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4.7 Add Marking Scheme:

This feature allows the admin to add or change a marking scheme for a semester.

Steps to execute:

 Click “Update Semesters” button.

 Under “Marking Scheme” column, select “View” or “Update”.
 Fill in all available fields or select “Load Default Marking Scheme” to use a default one.
 Click “Use Default” or “Update Marking Scheme” to apply the changes.
Sample images:

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4.8 Send E-Mail to Students

This feature allows the admin to send request email to list of students to initiate selection of projects.

Steps to executes:

 Select “Send E-Mail to Students”.

 Select semester and mode of study to identify the new batch of students for this selection.
 Click Select.
 Check both boxes and click “E-mail Students”.
 Email will be sent to student’s SIM email.
Sample images:

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4.9 Reset Other Password

As mentioned, the password can only be reset by an admin. This feature allows admin to send a new
reset password to student’s email.

Steps to execute:

 Click “Reset Other Password”.

 Fill all required fields to reset password.
 New password will be sent to student’s email account.
Sample images:

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4.10 View Logs

This feature was created to support migration process to another database. It allows an admin to view
all the changes and updates in the system through a log file in CSV format.

Steps to execute:

 Click “View Logs”.

 Click the log file’s name to download.

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4.11 Retrieve Results

This feature allows the admin to download all marking details of groups in a semester as PDF (mark
sheet) or CSV (scores list) format for recording purpose. Another text file will be downloaded with all the
mark sheets to indicate which groups are not graded yet.

Steps to execute:

 Select “Retrieve Results”.

 Select semester to retrieve data.
 Select document type:
o Student Results: Score list.
o Group Marking Sheets: mark sheets and grades.
 The file(s) will be automatically downloaded from the system.
Sample images:

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4.12 Archive Semester

This feature allows admin to archive an active semester, so no other changes will be made.

Steps to execute:

 Select Update Semester.

 Under “Archive” column, select appropriate semester.
 Tick the checkbox and click “archive”.
 Confirm to apply changes.
 All data for that semester will be moved to archive section, and the semester row will
disappear, so it will no longer allow any modification.
Sample images:

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5. Getting Started with Faculty

5.1 View all
This feature allows faculty member to view all the record of student, group, major… same as admin
without edit option.

Steps to execute:

 Select “View All”.

 Select appropriate record type to view.
Sample images:

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5.2 View Groups

This feature allows faculty member to view the groups they are assigned to. An option to filter their role
as supervisor or assessor is also available.

Steps to execute:

 Select “View Groups”.


Sample images:

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5.3 Grading
This feature allows the supervisor and assessor to grade the group. The process will start after all
students have submitted their peer rating contribution. Assessor grading session will start after
supervisor as approved grades from his/her side.

Steps to execute:

 Select “View Groups”.

 Scroll to any group with the user’s name highlighted in red.
 Click on “Grade” button.
 Fill all grades according to marking scheme and provide a feedback for each item.
 Click submit.
 Tick “Approve Grades” checkbox and confirm 2 times to finalize the submission of grades.
Sample images:

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5.4 Print Grades and mark sheet

This feature is available when both supervisor and assessor has finalized their marking. The user will
have an option to download marking sheet with all the grades for a group in PDF format.

Steps to execute:

 Click “View Groups”

 A group with this feature available will have a “Marking Sheet PDF” option.
 Click on “Marking Sheet PDF”.
 The grades and mark sheet for that group will be downloaded from the system.
Sample images:

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6. Getting Started with Students

6.1 View / Submit choices
This feature allows student to view or submit their choices after admin has triggered choice submission
request.

Steps to execute:

 Select “View Your Choices”.

 Select “Make Choices”.
 Review the list of available choices from the left list and select 3 choices (unique) from the
right list.
 Click “Review Choices”.
 Tick both checkboxes and click “Confirm Choices”
Sample images:

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6.2 View Group

This feature allows student to view their assigned group’s member, check for each member’s details as
well as all the group information such as assessor, supervisor, project…

Steps to executes:

 Select “View Group”.

 View member’s details by clicking on their name.
Sample images:

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6.3 Peer Rating

This feature allows student to submit their peer contribution at the end of the project. Total percentage
is equal to the total group member multiply with 100%.

Steps to execute:

 Click “Rate Group Members Contributions”.

 Input percentage of contribution for each member.
 Click Rate Members.
 Click confirm to submit contributions.
Sample images:

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7. Appendix
7.1 Sample of student list

import_students_wi
thout_errors.csv

7.2 Sample of project list

import_projects.csv

7.3 Sample of faculty list

import_faculty_no_
errors.csv

7.4 Sample of system log

Account_Log.csv

7.5 Sample of grades and marking scheme

FYP-21-S21.pdf

7.6 Sample of score list

2021_1_grades.csv

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