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

Page 1

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 2

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

CONFIDENTIAL: INTERNAL USE ONLY

Page 3

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 4

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 5

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 6

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 7

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 8

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 9

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

>> <<

CONFIDENTIAL: INTERNAL USE ONLY

Page 10

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 11

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 12

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 13

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 14

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 15

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 16

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 17

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 18

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 19

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 20

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 21

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 22

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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)

CONFIDENTIAL: INTERNAL USE ONLY

Page 23

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 24

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 25

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 26

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 27

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 28

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 29

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 30

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 31

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 32

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 33

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 34

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 35

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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:

CONFIDENTIAL: INTERNAL USE ONLY

Page 36

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 37

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 38

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 39

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 40

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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

CONFIDENTIAL: INTERNAL USE ONLY

Page 41

HAS SOFT TECHNOLOGIES APSWREIS _____________________________________________________________________________________

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.

CONFIDENTIAL: INTERNAL USE ONLY

Page 42