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ERP(EnterpriseResourcePlanning)
Tutorial
Indexi) Introduction
ii) Menus & Description
1. Masters
2. Academics
3. Students
4. Staff
5. Enrollment
6. Clinical Rotation
7. Approval
8. Admin Management
9. Payroll
10. Hostel Management
11. Visa Tracker
12. Survey
13. Complaints/Suggestions
14. Dashboard
15. Re‐registration
16. Reports
17. My Account
i)IntroERP is us
Universit
comprise
Highlight
stream s
can be st
ii)Men
1.MastThis menu
campuses
added wil
1.1 Site A
This subm
ERP
oductionsed to store
ty. The det
es of the facu
ted features
student deta
tored and re
nus&Des
tersu deals with a
s. This subm
ll reflect in th
Admin
menu is used t
P–Ente
e and mana
tails of the
ulty details.
s include th
ails (like On
etrieved from
scription
all the admin
menu can be
e correspond
to retrieve th
erprise
age the stud
students in
he multi‐cam
Campus, PG
m the ERP.
n related, staf
accessed on
ding dropdow
e information
eReso
dent details
nclude atten
mpus maint
G, Distance
ff related and
ly by the We
wn menus.
n of the admi
urceP
after the s
ndance, mar
tenance of
& Online P
d the academ
eb Admin. Al
in person like
Plannin
student gets
rks, time ta
the studen
rograms and
mic related act
ll the details
e name, email
ng
s enrolled in
bles, etc. It
nts, i.e. diffe
d Study Cen
tivities in diff
or the categ
l, etc.
n the
t also
erent
nters)
ferent
gories
You can also add a new one by clicking on the Add Site Admin.
1.2 Roles & Rights
This submenu provides the details the assigned roles and rights to different users.
You can also assign new role type by clicking on Add Role Type.
1.3 Admin Department
This submenu displays the list of admin departments for all campuses.
You can add a new Admin Department by clicking on Add Admin Dept link.
1.4 Camp
This men
Program T
You can a
1.5 Progra
us
u provides t
Type, Faculty
dd a new Cam
am Category
he details of
/Staffs, etc.
mpus by click
f campuses f
king on Add C
for the differ
ampus.
rent programm verticals likke Program NName,
This submenu provides the details of the program verticals that are offered.
You can add a new program category by clicking on Add program Category and providing the relevant
details.
1.6 Level
This submenu provides the details of the levels of the programs that are offered, i.e., Bachelors, masters
or Doctoral, etc.
A new level can be added by clicking on the Add level.
1.7 Program Duration
This submenu provides the details of the programs based on the program duration.
You can also click a new Program Duration. Click on Add Duration.
1.8 Academic Year
This submenu provides the academic years that are available till date.
You can add new academic year by clicking on Add Academic Year.
1.9 Exam Group
This submenu provides details of different exam groups and their actions.
A new Exam Group can b added by clicking on Add Exam Group.
1.10 Designation
This submenu provides the details of the designations of the faculties and staffs.
A new designation can be added by clicking on Add Designation.
1.11 Salutation
This submenu provides the salutation details of the staffs or faculties.
A new salutation can be added by clicking on the Add Salutation.
1.12 Staff Department
This submenu provides the details of the departments to which the staffs belong to.
You can add a new staff department by clicking on Add Staff Department.
2.AcademicDeals with the academic details like Programs, Courses and Exam Types
2.1 Programs
Click on the Program submenu. It displays the existing programs in the database.
A new program can be created by clicking on Add Program.
The following fields need to be filled in:
Campus: Refers to the campus from where the course is to be pursued
Program Category: Refers to the program which the student is going to pursue
Level: Refers to the Bachelors or Masters or any other level of education to which the student is
enrolled
Program Name: Provide a valid program name
Program Short Name: Refers to the short form of the program, if any
Program Nature: Refers to the nature of the program – whether it is yearly, semester, trimester
or module
Program Duration: Select the appropriate duration from the drop‐down menu
No. of Semesters: Select the number of semesters of the program
Intakes: Refers to the batch to which the students will be enrolled into. Specify the month of
intake
Program Description: If required, a brief description about the program can be provided
Once all the fields are entered, click on Save & Close to exit or Save & Add to return to the
same page to enter new data.
2.2 Course
Click on the Course submenu. It displays the existing courses in the database.
Note: If the relevant options are not available in the dropdown menu for the mandatory fields,
please contact the ERP Admin.
A new course can be created by clicking on Add Course.
Campus, Program Category, Course name, Course Code, Course Short Name and Course Type
should be entered. If any brief description required about the course, it can also be added in
the Course Description.
You can also view or Add New Topics by clicking on the green icons present nest to each course.
2.3 Exam Type
Click on the Exam Type submenu. It displays the existing exam types in the database.
A new Exam Type can be created by clicking on the Add Exam Type link. Enter the relevant
fields like Exam Type, Campus, Exam Category, and Exam Group and click on Save and Close.
3.Students
This menu provides the details of the students in different aspects – To Dos, Category additions and a lot
more.
3.1 Students
This submenu gives the basic information about the students. A new student can be included by
clicking on Add Student. The following information needs to be filled up: Basic, Contact,
Qualification, Personal, Parent and Account.
Note: The Programs or Courses or Exam Types that are newly added will be reflected in the
respective dropdown menu of the relevant fields.
Basic
Campus ‐ Refers to the campus from where the course is to be pursued
Program ‐ Refers to the program which the student is going to pursue
Intake – Refers to the batch to which the students will be enrolled into. Specify the month of
intake
Salutation: Select the appropriate salutation from the drop‐down menu.
First Name: Specify the first name of the student
Last Name: Specify the last name of the student
Register No: Refers to the Registration Number. Contact the Academic Coordinator to get the
Register Number
Gender: Specify the gender from the dropdown
D O B: Enter the date of birth of the student
Application No: Once the details are entered, Application Number will be generated. Contact
Admission Officer regarding the Application Number and also check in the CRM.
Contact
Contact details
Present Address: Specify the present address of the student
Permanent Address: Specify the permanent address of the student
Contact Number
Landline
Mobile 1 ‐‐‐‐‐‐‐‐‐‐‐ Specify the contact number of the student
Mobile 2
Contact Email
Email 1 ‐ Specify the email id given by TAU
Email 2 – Specify the personal email id of the student
Qualification
Qualification Details
Last Qualification: Specify the last educational qualification. Also select from the dropdown if is
percentage or grade
Previous Institute: Specify the name of the previous institution from where the last
qualification was achieved
Highest Degree
Post Graduate
Under Graduate Specify the relevant qualifications and the percentage or
Higher Secondary / A level grade for each
Secondary Education / O level
Personal Details
Blood Group: Select the relevant blood group from the dropdown
Community: Specify the Community
Caste: Specify the caste
Religion: Specify the Religion
Mother Tongue: Specify the Mother Tongue of the student
Nationality: Specify the Nationality of the student
Languages Known: Specify the languages known by the student
Photo 1: Upload the recent passport size photograph of the student
Parent
Parent Details
Father / Guardian Name
Mothers’ Name
Father / Guardian Occupation Specify all the details in the respective fields
Other Details (If any)
Account
Account Details / Login Information
Username
Password Enter the login information for the student login
Confirm Password
Todo Subject Information
This submenu is used to create the To‐do information.
Todo Subject: Specify the relevant Todo information
Campus: Select the appropriate campus from the dropdown
Click Save & Close.
3.2 Approvals – Students
This submenu is used to get the approval status of the students on different aspects. Select the
relevant information like Campus, Program, Intake, Student Name, etc from the dropdown and
click on Search.
3.3 Todo Subject
This submenu is used to list all the to‐do tasks. You can also create new To Do details by
clicking on Create New option & specifying relevant information like To Do Subject & Campus.
3.4 Todo Task Category
This submenu is used to list all the to‐do task categories. You can also create new To Do task
categories details by clicking on Create New option & specifying relevant information like To Do
Task category & Campus.
3.5 Complaint Category
This submenu is used to list all the complaint categories that are available. You can also create a new
category by clicking on Add Complaint Category.
3.6 Register Number Generation
This submenu is used to generate the register number of the students. Provide the relevant information
like Campus, Intake and intake year and click on Search. The Register Number will be generated
once the fields mentioned above are filled with relevant information.
4.StaffThis submenu is used to add and retrieve the staff details.
4.1 Staff
This submenu is used to add the staff details like Basic details, Contact, Educational Qualification,
Personal Details, etc. You can add a new staff by clicking on the button Add Staff and specifying the
following details:
Basic
Date Of Join: Specify the joining date
Campus: From the dropdown, select the relevant campus
Salutation: Provide the relevant salutation
First Name: Enter the First Name of the staff
Last Name: Enter the last name of the staff
Gender: Enter the relevant data
D O B: Enter the date of birth of the staff
Staff type: Select the appropriate staff type from the dropdown. Academic implies the
Teaching Faculties and Non‐Academic implies the non‐teaching staffs
Work/Teaching Type: Select the options from the dropdown i.e. Part‐time or Full‐time
Staff Department: Select the relevant staff department from the dropdown menu
Designation: Select the appropriate designation from the dropdown menu
Staff Role: Select the relevant option from the dropdown menu
Relieving Date: Provide the relevant Relieving Date. Enter this filed only after relieving from the
University
Contact
Present Address: Specify the present address of the staff
Permanent Address: Specify the permanent address of the staff
Landline
Mobile 1 ‐‐‐‐‐‐‐‐‐‐‐ Specify the contact number of the staff
Mobile 2
Email 1 ‐ Specify the email id given by TAU
Email 2 – Specify the personal email id of the staff
Qualification
Pursuing Degree: Specify the pursuing degree of the staff
Publications: Specify the publications of the staff, if any
Highest Degree
Post Graduate
Under Graduate Specify the relevant qualifications and the percentage or
Higher Secondary / A level grade for each
Secondary Education / O level
Experience
Experience in year: Specify the experience in years
Previous Employers: Specify the previous employers of the staff, if any
Other Details: Enter the additional details about the staff, if any
Personal Details
Blood Group: Specify the blood group of the staff
Community: Specify the relevant community
Caste: Specify the caste of the staff
Religion: Specify the Religion of the staff
Mother Tongue: Enter the relevant mother tongue
Nationality: Specify the Nationality of the student
Languages Known: Specify the known languages
Photo: Upload the recent passport size photograph
Parent
Parent Details
Father / Guardian Name
Mothers’ Name
Father / Guardian Occupation Specify all the details in the respective fields
Other Details (If any)
Account
Account Details / Login Information
Username
Password Enter the login information for the staff login
Confirm Password
4.2 Approvals‐Staff
This submenu is used to get the approval status of the staffs on different aspects. Select the
relevant information like Campus, Program, Name, etc from the dropdown and click on Search.
4.3 To Do Subject
This submenu is used to list all the to‐do tasks. You can also create new To Do details by clicking
on Create New option & specifying relevant information like To Do Subject & Campus.
4.4 To Do Task Category
This submenu is used to list all the to‐do task categories. You can also create new To Do task
categories details by clicking on Create New option & specifying relevant information like To Do
Task category & Campus.
5.EnrollmentThis submenu provides the enrollment details of the students for different programs.
5.1 Course Enrollment
This submenu provides the details of different courses to which the students have been enrolled.
Provide the relevant information to create a new Course Enrollment.
5.2 Student Enrollment
This submenu provides the details of different students who got enrolled into different programs or
courses. Provide the relevant information to Create a New Student Enrollment.
5.3 Attendance
This submenu is used to get the attendance details of the students for different programs.
Enter the relevant data for different fields like Campus, Program Category, Program, Class
Schedule, Academic Year, Sem/Trim/Year, Batch, Exam Pattern, and Attendance From,
Attendance To, and Course.
5.4 Marks
This submenu is used to get the details of marks of the students for different programs.
Enter the relevant details in the fields like Campus, Program Category, Program, Class Schedule,
Academic Year, Sem/Trim/Year, Batch, Exam Pattern, Exam Type, and Course.
5.5 Supplementary Marks
This submenu is used to get the details of supplementary marks of the students for different
programs.
Enter the relevant details in the fields like Campus, Program Category, Program, Class Schedule,
Academic Year, Sem/Trim/Year, Batch, Exam Pattern, Exam Type, Course and Student Name.
5.6 Enrollment
This submenu is used to get the enrollment details of the students for different programs.
Enter the relevant details in the fields like Campus, Program Category, Program, Class Schedule,
Academic Year, Sem/Trim/Year, Batch and Exam Pattern.
6.ClinicalRotationThis menu provides the details of the clinical rotations hospitals, etc.
6.1 Rotations
This submenu provides you the details of the rotations of the students for the pursued course.
Specify the relevant details like Rotation Name, Rotation Type, No. of Weeks, etc to create a
new Rotation.
6.2 Hospitals
This submenu provides you the details of the hospitals of the students for the pursued course. You can
also add a new hospital by clicking on Add a Hospital.
Specify the relevant details like Hospital Name, Address, City, Hospital Description, Available
Rotations etc.
6.3 Preceptor
This menu displays the details of the preceptors or the tutors that are available for the clinical rotations.
Enter the relevant details like Preceptor Name, Preceptor Address, City, State, Available Hospital,
etc. Then click on Add. Then, it will be viewed in the Selected Hospitals.
6.4 Assigned Rotations
This submenu provides the details of the assigned clinical rotations for the currently pursuing students.
Specify the relevant details like Rotations, Hospital, {Preceptors (third party), Start date and end date.
7.ApprovalsThis menu provides the approval details of the students, staffs, supplementary marks, etc.
7.1 Student Attendance
This submenu provides the attendance details of the students to be approved by the higher
authority. Enter the relevant details like Campus, Program Category, Program, Class Schedule,
Academic Year, Sem/Trim/Year, Batch, Exam Pattern, Attendance From, Attendance To, Course
and Approval Level.
7.2 Marks
This submenu gives the details of the marks of the students. Enter the relevant details like
Campus, Program Category, Program, Class Schedule, Academic Year, Sem/Trim/Year, Batch,
Exam Pattern, Exam Type and Course.
7.3 Supplementary Marks
This submenu provides the details of the supplementary marks of the students for different
subjects. Enter the relevant details like Campus, Program Category, Program, Class Schedule,
Academic Year, Sem/Trim/Year, Batch, Exam Pattern, Exam Type, Course and Student Name.
7.4 Staff
This submenu gives the details of the staffs status‐wise – Approved & Disapproved. Enter the
relevant details like Staff Name, Campus, Gender, Staff Type, Designation, and Approval Level.
7.5 Students
This submenu gives the details of the students for their approval status. Enter the relevant
details like Student Name, Campus, Program, Intake, Register No., Gender, and Approval Level.
7.6 Course Enrollment
This submenu provides the course enrollment details of the students that are approved. Enter
the relevant details like Campus, Program Category, Program, Class Schedule, Academic Year,
Sem/Trim/Year, Batch, Exam Pattern and Approval Level.
7.7 Faculty Attendance
This menu provides the details of the faculty attendance. Enter the relevant details like
Campus, Attendance From, Attendance To, and Approval Level.
8.AdminManagementThis menu provides the details of the administration like faculty attendance and its approval statuses.
8.1 Faculty Attendance – Entries
This menu provides the details of the faculty attendance. Enter the relevant details like
Campus, Attendance From, Attendance To, and Approval Level.
8.2 Faculty Attendance –Approval Status
This submenu provides the approval status of the attendance of the faculties. Get the status of the
attendance of the faculty from this submenu. Enter the relevant details like Campus, Attendance from
and Attendance To.
8.3 Faculty Attendance – Month wise
This submenu provides the details of the faculty attendance month‐wise. Get the month‐wise
faculty attendance by providing the faculty attendance like Campus and Month or Year.
8.4 Faculty Attendance – Class Taken By
This submenu provides the faculty attendance based on the classes taken by each faculty. Get
the faculty attendance on the basis of different classes handled. Enter the relevant information
like Campus, Attendance From, Attendance To and Faculty.
9.PayrollThis submenu is used to get the employee details, promotions, salary increments etc.
9.1 Bank
This submenu displays the list of banks and their details that are available. You can also add a
bank clicking on Add a Bank. Enter the relevant details like Bank Name, Account Number and
Account Details.
9.2 Document Category
This submenu provides the list of document categories that are available. You can also add a new
document by clicking on Add Document Category and proving the relevant details.
9.3 Employee
Specify the relevant information of the employee like Name, Designation, Staff dept, DOB, Date
of Joining, Email id, Phone Number, etc.
9.4 Salary Advance
This submenu provides the details of the salary advance of the employees. You can also add
new salary advance details. Provide all the relevant information like Employee Name, Advance
Amount, Request Date, Issued Date, Advance Type, etc.
9.5 Promotions
This submenu provides the employee details who got promoted, increments, promotion
month, year, etc. Enter the relevant details like Employee Name, Type of the Increment and
Description, if any.
9.6 Arrear
Provide the relevant information like employee Name, reason for Arrear, Given Date, Method
of Payment, and Arrear Amount.
9.7 Document
This submenu is to provide the relevant details of the employee. Enter the fields that are
marked as mandatory and upload the employee document.
9.8 Deductions
This submenu is meant to provide the relevant information on the deductions of the employee.
9.9 Refund
This submenu is meant to provide the refund details of the employee, if any. The refund may
include the Caution Deposit, Amount Retained or Insurance.
9.10 Attendance Timing
This submenu provides the time schedule of the employee. Both Week Days and Week End
Days Time in And Time Out are provided separately.
9.11 Attendance
Displays the attendance of the employee
You can also import the CSV File for the employee attendance
o To import a CSV file of the employee attendance, it should have the following order:
Punching Machine Code, In Time (Railway Time), Out Time (Railway Time), Status
(Present, Holiday, Leave, Half Day)
o Header must be removed
o Add “LAST COLUMN” at all rows
9.12 Permission
This submenu displays the permission details of the employee. You can either add or import the
permissions
o While Importing the CSV File for the Permission, the following procedures should be
maintained: Punching Machine Code, From Time, To Time, and Reason
o The Header must be removed
o And add Last Column to all the Rows
10.HostelManagement
This submenu is used for the maintenance of the hostel records Check in Check Out details, Hostel Type,
and Hostel facilities. You can add new features or facilities or other details by clicking on Add.
10.1 Hostel Type & Hostel Facilities
These submenus provide the relevant information regarding the Type of the Hostel for
Different campuses. It also describes different facilities rendered in the hostel. You can search
the hostels based on the type and facilities. A new feature of facility can be created by clicking
on the Add button.
10.2 Hostel
This submenu helps to view the different hostels of the University for Different Campuses – for
Guyana campus, External PG programs, etc. You can also add the new Hostel by providing the
relevant information. It enlists all the available hostels.
10.3 Check‐in & Check‐out
Provides the check in and check out details of the students. It also provides the details of
allocation of the rooms.
11.Visa‐TrackerThis menu gives the details of the visa processing and tracking of the students. The following submenus
are included.
11.1 Submit for Visa Extension
Enter the relevant information about the Visa details of the students. Also provide the
extension details of the Visa.
Enable the Action and provide the visa extension date. Then click on the Set as Document
Submitted for Visa Extension to extend the visa.
11.2 Visa Extension Submitted List
This submenu provides the lists of visas that are modified for extension. Enter the relevant
information about the Visa details of the students. Also provide the extension details of the
Visa. Enable the Action and provide the visa extension date. Then click on the Set as Visa
Extension Received to extend the visa.
12.SurveyThis menu is used to get the suggestions from the end users through interactive questions and
answers.
12.1 Survey List
This submenu is used to display the list of surveys that have been initiated. A new survey can
be created by clicking on Create Survey. Then, provide the important details like Survey name,
Survey Type, Survey Introduction, etc. Once a new survey is created, it will be available in the
Survey List where you can Add Questions into it.
12.2 Survey Questions List
This submenu gives the list of survey questions that are published to the end users so that they
can ping back with the answers. It also has the option to edit and delete the selected questions.
13.Complaints/SuggestionsThis menu is used by the students or staffs to register any complaints of their valuable suggestions.
13.1 Complaints List
Students can register their complaints, if any, here. Users can also search for the list of complaints and
further details. Different status would also be enabled in the search – In process, Completed, Escalated,
Pending, etc.
13.2 Suggestions List
Students or staffs can register their suggestions, if any, here. Users can also search for the list of
suggestions and further details. Different status would be enabled in the Search – In process, Pending &
Completed.
14.StudentDashboardIt is used to retrieve the details of the programs and students batch‐wise, intake‐wise & Dynamic
dashboard.
14.1 Program‐wise Student Dashboard
This provides the details of the programs in selected campus – like the number of students enrolled,
active, inactive, graduated, withdrawn and deferred.
14.2 Intake‐wise Student Dashboard
This provides the details of the intakes in selected campus – like the number of students enrolled,
active, inactive, graduated, withdrawn and deferred.
14.3 Dynamic Dashboard
This submenu is used for the bug detections in the Enrollment. It provides the overall details of the
intakes, programs, &status of students accordingly. There is an option to Export the same to Excel.
14.4 Batch‐wise Enrollment Dashboard
This submenu provides the details of the selected program like the intakes, semester details, and the
student details status ‐wise.
15.Re‐registrationThis menu provides the options for the re‐registration of the students based on the No Due status. Re‐
registration will be enabled to the six departments like Library, Lab, Hostel, Finance, Controller of Exams,
Registrar Office, Student Affairs Manager, Academic Council and Board.
The details will be based for each student based on the status like
Pending,
Approved,
Approved with Condition
Disapproved
For Each Department, enter the relevant details like Student name, Campus, Program, etc and click on
Search to retrieve the data. The process flow is represented here:
EnableRe‐registrationThis submenu provides the options to enable or disable the re‐registration option. Enter the relevant
information like Campus and program.
Re‐registration Enabled
6 Departments
(Lib, Lab,
Hostel,etc
Students
Appr‐
oved
Student Affairs
Manager
Academic
Council
CEO
Appr
oved
NOC Print
16.RepThis men
16.1 Dyna
Provides t
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details, et
Payroll‐ T
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Logs – It provides the log details of the University and includes information like Log From, Log To, Action
Taken By, Sub Module, Main Module, etc. A new report can be added by clicking on the icon present on
the right side.
16.2 Attendance Reports
This submenu provides the attendance details of the students or staffs or faculties. Provide the relevant
information like Campus, Program, Academics, Class Schedule, and Attendance Dates From & To, etc
and click on the Get Attendance.
16.3 Attendance Variance reports
This submenu is used to retrieve the attendance details of the students, if it is not entered for the
particular day. The information entered include Campus, Program, Academic, Class Schedule, etc. and
click on Get Attendance.
16.4 Marks Report
This submenu provides the details of the marks scored by the students for different subjects. Enter the
relevant fields like Campus, Program, Academic, Class Schedule, etc and click on Get Marks.
16.5 Intake‐wise Marks Reports
This submenu provides the details of the marks scored by the students for different subjects.
Enter the relevant fields like Campus, Program, Academic, Class Schedule, etc and click on Get
Marks.
17.MyAccountThis menu refers to the user account wherein you can change your login attributes like password. It has
two submenu s – Change Password & Logout.
‐‐‐‐‐‐‐‐‐*****‐‐‐‐‐‐‐‐