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August 17, 2017
National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 1
School Directory Management System (SDMS)
User Guide v0.5
August 17, 2017
National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 2
Contents 1. Introduction .................................................................................................................................. 3 2. How to access admin panel ...................................................................................................... 3 3. Admin Permission ...................................................................................................................... 4 4. Cluster level user ........................................................................................................................ 4
4.1. How to initialize a school at cluster level ...................................................................................... 4 4.2. How to verify school at cluster level ............................................................................................. 6 4.3. How to reject school at cluster level ............................................................................................. 8
5. Block level user ......................................................................................................................... 11 5.1. How to initialize a school at block level ...................................................................................... 11 5.2. How to map cluster ..................................................................................................................... 13 5.4. How to approve school at block level ......................................................................................... 18 5.5. How to reject school at block level ............................................................................................. 20 5.6. How to send reminder notification ............................................................................................. 22
6. District level user ...................................................................................................................... 24 6.1. How to approve school at district level ...................................................................................... 24 6.2. How to bulk approve school ....................................................................................................... 26 6.3. How to reject school at district level .......................................................................................... 29
7. State level user ......................................................................................................................... 31 7.1. How to view feedback ................................................................................................................. 31
8. How to send feedback to state user ...................................................................................... 33 9. How to update school details.................................................................................................. 34
August 17, 2017
National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 3
1. Introduction
School Directory Management System – SDMS is created to initialize/register a school under Unified District Information System (U-DISE). Some schools in India are not covered under U-DISE hence do not have unique U-DISE code resulting incomplete School Directory at the National Level. This system provides a flexible way i.e. self-registration using which a school can register itself under U-DISE. Once the registration request is approved by block level official or district level official, the school will be added in U-DISE system with a U-DISE code. Administrator can also initialize schools and approve/reject requests in SDMS. Apart from initialization of schools, this system also features the school Master Directory utility. Master school directory includes two lists one showing all the approved schools and another showing the schools initialized schools through school initialization module, both lists is provided with essential filters.
2. How to access admin panel To access the admin panel, the user will need a valid U-DISE system user ID and password. The username and the password used for student.udise.in can be used to login into SDMS Portal (sdms.udise.in). If the user has these credentials, follow the steps given below.
• Open browser and type the following URL http://sdms.udise.in/
• Fill the login form as shown below and click on Sign-in button.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 4
3. Admin Permission • Only Cluster and Block level officers can initialize the new school. • Schools initialized by the cluster level user have “Verified” status by default and await approval
from block and district level user. • Schools initialized by the block level user have “Approved by Block” status by default and await
approval from district level user. • Schools initialized/approve by block level user have provisional U-DISE code. • Only Cluster and Block level officers can update the school details in master list for current
academic year. • U-DISE code will be generated only after approval from district level user.
4. Cluster level user
4.1. How to initialize a school at cluster level • Only admin role users can initialize school at cluster level. • Schools initialized by cluster user will go through the approval process to upper level user
(Block, District).
Following are the steps to initialize a school from cluster level- 1. Click on Add New School button in left navigation bar (School Directory -> Add New School).
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2. After click on Add New School button School registration form will be open as shown below.
3. Fill the form with all required details and click on Submit button.
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4. If form data is successfully validated, then the user will be shown a success screen as below.
5. On successful initialization of school from cluster user a notification mail will be sent to school's
email-id to notify school has been initialized by cluster user. 6. Click on Register new school button to register another school.
4.2. How to verify school at cluster level • Cluster can verify only those schools which have been sent for verification to cluster level by
block level. • Only admin role users can verify school at cluster level. • Schools having Pending verification status can only verify.
Following are the steps to verify a school from cluster level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 7
2. Click on Pending Schools tab in master school directory form as shown below.
3. Click on View button to open corresponding school details page where school status is "Pending verification”. School details page will be shown as below.
4. Click on Verify button on school details page as shown below.
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5. After click on verify button a confirmation pop box will show as below.
6. Put your notes (optional) in notes section and mark checkbox in popup and click on Ok button. 7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully approved by cluster user as shown below.
8. On successful verification of school from cluster user a notification mail will be sent to Block
user to notify school has been verified by cluster user.
4.3. How to reject school at cluster level • Cluster can reject only those schools which have been sent for verification to cluster user by
block user. • Only admin role users can verify school at cluster level. • Schools having “Pending verification" status can only reject.
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Following are the steps to reject a school from cluster level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 10
3. Click on View button to open corresponding school details page where school status is "Pending verification”. School details page will be shown as below.
4. Click on Reject button, a confirmation popup will be shown to user as shown below.
5. Select reason from reject reason list (if any) else select other and put your comment on comment box.
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6. Mark confirmation checkbox as selected and click on Ok button. 7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully rejected by cluster user as shown below.
8. On successful rejection of school from cluster user a notification mail will be sent to Block user to notify school has been rejected by cluster user.
5. Block level user
5.1. How to initialize a school at block level • Only admin role users can initialize school at block level. • Schools initialized by block user will go through the approval process to upper level user
(District). • School initialized by block user have Provisional U-DISE Code till.
Following are the steps to initialize a school from block level- 1. Click on Add New School button in left navigation bar (School Directory -> Add New School).
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2. After click on Add New School button School registration form will be open as shown below.
3. Fill the form with all required details and click on Submit button as shown below.
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4. If form data is successfully validated, then the user will be shown a success screen as below.
5. On successful initialization of school from block user a notification mail will be sent to school's email-id to notify school has been initialized by block user with provisional U-DISE Code.
6. Click on Register new school button to register another school.
5.2. How to map cluster • Only admin role users can map cluster with school at block level. • Map to cluster button will visible for only those schools which has been initialized by block
user or school is not mapped with any cluster. • When school has been sent for verification to cluster by block then school has been
automatically mapped with selected cluster.
Following are the steps to map a school with cluster- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
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2. Click on Pending Schools tab in master school directory form as shown below.
3. Click on View button to open corresponding school details page where school status is "Approved by block" or “Approved by district" and cluster should not be mapped with school.
4. Click on Map to cluster button on school details page as shown below.
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5. After click on map to cluster button a popup will be shown to user to select cluster from list as shown below.
6. Select cluster from list, Put and mark checkbox in popup and click on Ok button.
7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully mapped with cluster by block user as shown below.
5.3. How to send a school for verification to cluster • Only admin role users can send school for verification to cluster level. • Schools with "In Progress" status can only send for verification to cluster level. • When school has been sent for verification to cluster by block then all admin users of
selected cluster will be notified via email.
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Following are the steps to send a school for verification to cluster level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
3. Click on View button to open corresponding school details page where school status should be
In progress .
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 17
4. Click on Send for verification button on school details page, A popup will be shown to user to
select cluster from list as shown be
5. Select cluster from list and put your comment in comment box after that mark checkbox button in
popup and click on Ok button.
6. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully sent for verification to cluster's user by block user as shown below.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 18
5.4. How to approve school at block level • Block can approve only those schools which has been verified by cluster user or no cluster
mapped with this block. • Only admin role users can approve school at block level. • Schools having “Verified” status can only approve by block level.
Following are the steps to approve a school from block level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
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3. Click on View button to open corresponding school details page where school status "Verified" . School details page will be shown as below.
4. Click on Approve button on school details page, A confirmation popup will shown to user as
shown below
5. Put your notes (optional) in notes section and mark checkbox in popup and click on Ok button. 6. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully approved by block user as shown below.
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7. On successful approval of school from block user notification mail will be sent to Cluster user to notify school has been approved by block user and another notification mail will be sent to school's email-id to notify school has been approved by block user along with provisional id.
5.5. How to reject school at block level • Block can reject only those schools which have been verified/rejected by cluster user or no
cluster mapped with this block. • Block user can only take Reject action on those schools which has been rejected by cluster
user. • Only admin role users can verify school at cluster level. • Schools having “Pending verification" status can only reject.
Following are the steps to reject a school from block level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
3. Click on View button to open corresponding school details page where school status is
"Verified" or "Failed in verification" . School details page will show as below.
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4. Click on Reject button, a confirmation popup will be shown to user as shown below.
5. Select reason from reject reason list (if any) else select other and put your comment on comment box.
6. Mark confirmation checkbox as selected and click on Ok button. 7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully rejected by block user as shown below.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 22
8. On successful rejection of school from cluster user a notification mail will be sent to Cluster user
to notify school has been rejected by block user and another notification mail will be sent to school's email-id to notify school has been rejected by block.
5.6. How to send reminder notification • Block can send reminder for only those schools which has been pending for verification at
cluster level or waiting for approval from district level. • Block user can only take Reject action on those schools which has been rejected by cluster
user. • Only admin role users can send reminder notification to cluster and district user. • Reminder notification will send for only those school’s which have "Pending verification" or
"Approved by block" status.
Following are the steps to send reminder notification - 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 23
3. Click on View button to open corresponding school details page where school status is "Pending verification" or "Approved by block". School details page will be shown as below.
4. Click on Send reminder to cluster button if school status is Pending verification else click on Send reminder to district button, A popup will be shown to user as shown below.
5. Put your notes (if any) on notes section. 6. Mark confirmation checkbox as selected and click on Ok button. 7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if reminder has been successfully sent to district or cluster user as shown below.
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National University of Educational Planning and Administration (NUEPA) http://sdms.udise.in P a g e | 24
8. Cluster or district user will be notified via email and SMS to take an action on school.
6. District level user
6.1. How to approve school at district level • Only admin role users can approve school at district level. • Schools having “Approved by block” status can only approve at district level. • After approved by district user provisional U-DISE code of school will be converted into final
U-DISE code.
Following are the steps to approve a school from district level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
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3. Click on View button to open corresponding school details page where school status "Approved
by block” shown as below.
4. View school details pages will be shown as below.
5. Click on Approve button on school details page, a confirmation popup will be shown to user as shown below.
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6. Put your notes (optional) in notes section and mark checkbox in popup and click on Ok button. 7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if school has been successfully approved by district user as shown below.
8. On successful approval of school from district user notification mail will be sent to Cluster and
Block user to notify school has been approved by district user and another notification mail will be sent to school's email-id to notify school has been approved by district user along with final U-DISE code.
6.2. How to bulk approve school • Only admin role users can Bulk approve school at district level. • Schools having “Approved by block” status can only approved in bulk at district level. • After approved by district user provisional U-DISE code of schools will be converted into
final U-DISE code.
Following are the steps to bulk approve school from district level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
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2. Click on Pending Schools tab in master school directory form as shown below.
3. Select Approved by block status from status list in filter section and click on Search button to
select all schools which has been approved by block user and waiting for approval from district user as shown below.
4. Mark checkbox button corresponding to schools that you want to approve in displayed school's list.
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5. Click on Approve Selected button to approve selected schools, a confirmation popup will be shown to user as shown below.
6. Put your notes (optional) in notes section and mark checkbox in popup and click on Ok button. 7. After click on Ok button user will redirected to Master School Directory page and success
message will show to user if all selected school has been successfully approved by district user as shown below.
8. On successful approval of school from district user notification mail/SMS will be sent for each
school to Cluster and Block user to notify school has been approved by district user and another notification mail/SMS will be sent to school's email-id to notify school has been approved by district user along with final U-DISE code.
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6.3. How to reject school at district level • Only admin role users can reject school at district level. • Schools having “Approved by block” status can only reject at district level.
Following are the steps to reject a school from district level- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Pending Schools tab in master school directory form as shown below.
3. Click on View button to open corresponding school details page where school status "Approved
by block” as shown below.
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4. After click on view button school details page will be shown as below.
5. Click on Reject button, a confirmation popup will be shown to user as shown below.
6. Select reason from reject reason list (if any) else selects other and put your comment on
comment box. 7. Mark confirmation checkbox as selected and click on Ok button.
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8. After click on Ok button user will redirected to Master School Directory page and success message will show to user if school has been successfully rejected by district user as shown below.
9. On successful rejection of school from district user a notification mail will be sent to cluster and
block user to notify school has been rejected by district user and another notification mail will be sent to school's email-id to notify school has been rejected at district level.
7. State level user
7.1. How to view feedback Only state level user can view feedback which has been sent from district, block, and cluster and village user.
Following are the steps to view feedback from user - 1. Click on Feedback list button in left navigation bar as shown below.
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2. Feedback list form will be open as shown below.
3. Click on View button to open corresponding feedback details page in list page. Feedback details page will be shown as below.
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8. How to send feedback to state user Every district, block, cluster and village user can send their feedback (comment, suggestion) to state user.
Following are the steps to need to follow to send feedback to state user- 1. Click on Feedback button in left navigation bar. Feedback form will be open as shown below.
2. Select type of feedback (complaint, suggestion) from feedback type dropdown list. 3. Fill the form with all required details and click on Submit button. 4. If form data is successfully validated, then the user will be shown a success screen as below.
5. On successful submission of feedback from user a notification mail will be sent to state level
user and an acknowledgement mail will be sent to user with feedback id.
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9. How to update school details • Only block and cluster level admin user can update school details. • Only schools within current academic year with U-DISE code can update.
Following are the steps to need to follow to update school details- 1. Click on Master School Directory button in left navigation bar (School Directory ->Master
School Directory). Master school directory form will be open as shown below.
2. Click on Existing Schools tab in master school directory form as shown below.
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3. Click on update button on corresponding school.
4. Click on Update button to open corresponding update school details page. Update school details page will be shown as below.
5. Update the form with all valid details and click on Update button. 6. If form data is successfully updated, then the user will be shown a success screen as below.
Technical support by UNICEF India and Velocity Software Solutions Pvt. Ltd. /************************** End of Document *******************************/
