MANAGEMENT SYSTEM FOR

PG EDUCATION

Developed By :-Dr. Sudeep MarwahaMr. Pal Singh

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Courses Management Module

Courses Management Module

• CoursesAction: Add / Update / Delete CoursesAccessibility: ProfessorWork Done: All courses for 25 disciplines, old as well as new

are entered

• Offering of CoursesAction: Add / DeleteAccessibility : ProfessorWork Done: Courses are being offered in each trimester starting

from I trimester, 2009-10

Cont…

Courses Management Module

• Allocation of CoursesAction: Add / Delete / ModifyAccessibility: ProfessorWork Done: Offered courses are allocated to faculty in

each trimester starting from I trimester, 2009-10

Facility: Facility exists for faculty selection from within the discipline as well as from other disciplines

• Allotment of GuidesAction: Add / Delete Accessibility: ProfessorWork Done: Students from 2009-10 onwards are being

allotted guidesFacility: Extra facility exists for allotment of professor

as a guide for newly admitted students.Cont…

Courses Management Module

• Registration of CoursesAction: Approve / Disapprove of students in courses as

course leader /associateApprove / Disapprove of students in courses as guideApprove / Disapprove of students in courses as course leader by professorApprove / Disapprove of students in courses as guide by professorApprove / Disapprove of students in courses as professor

Accessibility : Faculty member / Guide / Professor Work Done: About 250 students in I,II,III trimester of

2009-10, 2011-12 about 753 students in I, II of 2010-11 registered and approved by various faculty members / guides / professors.

Cont…

Courses Management Module

• Course Examination SchemeAction: Add / Update Accessibility : Course Leader / AssociateWork Done: All courses of II, III 2009-10 and I, II, III of

2010-11

• Course Examination DatesAction: Add / Update Accessibility : Course Leader / AssociateWork Done: All courses of II, III 2009-10 and I, II, III of 2010-

11

Cont…

Courses Management Module

• Course ResultAction: Add / Modify (till result submission)Accessibility : Course Leader Features: Separate formats for General and Seminar coursesWork Done: All courses of II, III 2009-10 and I, II, III of 2010-11Workflow Implemented: Course Leader - Professor – Dean

• Course Class ScheduleAction: Add / Modify Accessibility: Course Leader / AssociatesFeatures: Topic wise class schedule

Two additional utilities for uploading schedule from Excel as well as CSV filesStudents can view class schedule for their registered courses

Utility: A large number of courses of I, II, III of 2010-11 have used this

Cont…

Courses Management Module

• E-learningAction: Add / DeleteAccessibility : Course Leader / AssociatesFeatures: For every topic in class schedule five files

can be attached under headings Topic Lecture Notes, Topic Slides, Topic Assignment, Topic References, and Other Resources.

View: Students can view these material for their registered courses

Utility: Few courses of I, II,III of 2010-11 have used this

Cont…

Student Management Module

Student Management Module

• Student EnrollmentAction: Add Name, Roll Number, Address (local &

ermanent), Phone number, Email etc.Accessibility : StudentsNote: Students enrollment has been made a part of

admission processUtility: Over 500 students registered in 2009 and 2010

• Student PPW - CoursesAction: Add/ Delete/Modify courses till PPW submission

to guideAccessibility: StudentsUtility: Over 500 students registered in 2009 and 2010

Cont…

Student Management Module

• Student PPW – Advisory CommitteeAction: Add / Delete/ Modify Advisory Committee

members till PPW submission to guideAccessibility: StudentsUtility: Over 3300 records for about 500 students

enrolled in 2009 and 2010

• Student PPW – Thesis Problem Action: Add / Modify Thesis Problem title and abstract

file till PPW submission to guideAccessibility: StudentsUtility: About 500 students uploaded their files.

Cont…

Student Management Module• Student PPW –Submit PPW and View PPW Report

Action: View PPW report and submit PPW Accessibility: StudentsUtility: About 500 students submitted their PPWFeatures: Display disapprove reason in PPW at Guide, Professor, Head

and Dean LevelAuto email triggered to Guide when a student submits his PPW for approval.Auto email triggered to Professor when Guide approves the PPW and triggered to the student when Guide disapproves itAuto email triggered to Head when Professor approves the PPW and triggered to the student and the Guide when Professor disapproves itAuto email triggered to Dean when Head approves the PPW and triggered to the student, Guide and Professor when Head disapproves it

Cont…

Student Management Module• Student ORW

Action: Fill the ORW and submit ORWAccessibility: StudentsStarted: Operational for students enrolled in 2009 onwardsUtility: About 250 students submitted their ORWFeatures: Student uploads the ORW file

Display disapprove reason in ORW at Guide, Professor, Head and Dean LevelAuto email triggered to Guide when a student submits his ORW for approval.Auto email triggered to Professor when Guide approves the ORW and triggered to the student when Guide disapproves itAuto email triggered to Head when Professor approves the ORW and triggered to the student and the Guide when Professor disapproves itAuto email triggered to Dean when Head approves the ORW and triggered to the student, Guide and Professor when Head disapproves it

Cont…

Student Management Module

• Student Trimester RegistrationAction: Register courses and research work to be

undertaken for each trimesterAccessibility: StudentsStarted: Registration process is operational from I

trimester 2009-10 Utility: About 500 students registered for 8000 courses

in various disciplines in various trimesters

• Student Trimester FeesAction: Fill the details of submitted feesAccessibility: StudentsStarted: Operational from I trimester 2010-11 Utility: About 1800 records are present

Cont…

Student Management Module

• Student Progress ReportAction: Fill the progress report trimester wiseAccessibility: StudentsStarted: Operational from I trimester 2010-11Work Flow Implemented: Student-Guide- Professor for

this functionality

Faculty Module

Faculty

• The Faculty TypesTeacherFacultyResearch GuidesProfessors HeadsDean

• Faculty InformationAction: Fill/Update Name, Address, Phone, Email etc.Accessibility: All Faculty Types & Others

• Offered CoursesAction: Roster Registration & Cross Check with PPWAccessibility: All Faculty Types & Others

Cont…

Faculty

• Class Schedule Action: Enter Topic Wise Class Schedule One by One Download Template, Fill Entire Schedule

and Upload Excel File or Comma Separated Excel File

Accessibility: Course Leader and Instructors

• ExaminationAction: Marks Distribution, Examination Dates,

ResultAccessibility: Course Leader

• Courses taught earlierAccessibility: All Faculty Types & Others

• Current and Passed Out StudentsAccessibility: All Faculty Types & Others

Cont…

Administrator Module

Administrator Module: New Requests

• Class Schedule Action: Enter Topic Wise Class Schedule One by One Download Template, Fill Entire Schedule

and Upload Excel File or Comma Separated Excel File

Accessibility: Course Leader and Instructors

• New DisciplineAction: Add New DisciplineAccessibility: Administrator

• New User AccountAction: CreateAccessibility: Administrator

– Cont…

Administrator Module: New Requests• New Student Requests

Action: Grant/RefuseAccessibility: AdministratorBasis: Requests are granted/refused after validating

student’s detail of Roll No, Discipline, Degree and Enrollment Date

• New Student Requests Discipline and Degree WiseAction: View and Grant/RefuseAccessibility: AdministratorBasis: Requests are granted/refused after validating

student’s detail of Roll No, Discipline, Degree and Enrollment Date

• New Teacher, Faculty Or Guide RequestsAction: Grant/RefuseAccessibility: AdministratorBasis: Requests are granted/refused after validating detail

of Parent Discipline, Discipline, and Posting Place etc.

Cont…

Administrator Module: New Requests

• New HeadAction: Add New HeadAccessibility: Administrator

• New Professor & HeadAction: Add New Professor & HeadAccessibility: Administrator

• New DeanAction: Add New DeanAccessibility: Administrator

Cont…

Administrator Module: Induction

• Requests for Induction from Teacher To FacultyAction: Add to Faculty or Remove from FacultyAccessibility: Administrator

• Requests for Induction from Faculty To GuideAction: Add to Guide or Remove from GuideAccessibility: Administrator

• Induction from Guide To ProfessorAction: Add to Professor or Remove from ProfessorAccessibility: Administrator

Administrator Module: Grades• Course Wise Grades

Action: View Report/Enter Grades/View Course DropsAccessibility: Administrator/Course Leader

Features: Grades of a course may be entered directly through form or by Downloading Template, Fill Entire Grades and Upload Excel File or Comma Separated Excel Grade File

List of students who Dropped the Course in a trimester may be viewed.

Course Grade Report may be viewed for the students registered for the course.

• Grade SheetAction: View Any Student Grade sheet Accessibility: AdministratorFeatures: Grade Sheet contains the grades of all the

courses in which the student has appeared in the examination so far.

Cont…

Administrator Module

• Trimester RegistrationAction: Start/StopAccessibility: Administrator

• New QualificationsAction: Add New QualificationsAccessibility: Administrator, All Faculty Types

• Change Student StatusAction: Change Status to Passout / Current /Left OutAccessibility: Administrator

• Student FeesAction: View Discipline, Academic Year and

Trimester Wise Fee Detail

Administrator Module

• Batch Result Upload from Excel Files -Trimester wise

Action: Upload Excel file containing Trimester Results

Accessibility: AdministratorUtility: Uploaded the old results for trimesters I, II

and III of 2009-10 as well as trimester I of 2010-2011

Reports Module

Reports Module

• Discipline Wise ReportsAction: View a List of Faculty, Guides, Professors

and Students, courses with syllabus Accessibility: Administrator

• Discipline and Enrollment Year wise ReportsAction: View a List of Students, Status of PPW and

ORW Submitted by students, Comprehensive Examination and Status of Thesis Submitted by Students

Accessibility: Administrator

Reports Module

• Discipline, Enrollment Year, Item and Status wise Reports

Action: View Discipline, Enrollment Year, Item and Status wise Reports

Accessibility: AdministratorItem: PPW, ORW, Comprehensive Exam or ThesisStatus: ‘All Status’, ‘Student Submitted’, ‘Student

Not Submitted’, ‘Pending at Guide Level’, ‘Pending at Professor Level’, ‘Pending at Head Level’. ‘Pending at AAO Level’, ‘Pending at IAMC Level’, ‘Pending at Dean Level’, and ‘Approved at Dean Level’.

• Student Registration Report -Courses Action: View Degree, Academic Year and Trimester

wise Student Courses Registration ReportAccessibility: Administrator

Reports Module

• Student Registration Report -Roaster FormAction: View Degree, Academic Year And Trimester

Wise a List of Students Who Have Submitted Their Roaster Forms

Accessibility: Administrator

• Student Registration Report - Roaster Form (List of Not Registered Students)

Action: View Degree, Academic Year and Trimester Wise a List of Students Who Have Not Submitted Their Roaster Forms

Accessibility: Administrator

Reports Module

• Course Registration Report -Academic Year, Trimester and Discipline wise.

Action: View for all courses, a list of students registered with faculty, guide and professor approval status for selected Discipline, Academic Year and Trimester

Accessibility: Administrator • Faculty Allocation Report -Academic Year and

Discipline wiseAction: View for all courses, allocated course

leader and course associates for selected Discipline and Academic Year

Accessibility: Administrator

Reports Module

• Student Roaster Report-Academic Year, Trimester, Discipline and Degree wise

Action: View/Approve/SubmitAccessibility: Administrator, Student, Guide,

Professor, RegistrarFeatures: Student may submit the roaster form for

current trimesterSubmitted roaster form may be approved / disapproved/viewed in order by concerned Guide, Professor and Registrar Administrator may view a student roaster cum registration form for selected Year, Trimester, Discipline and Degree.

• View UsersAction: View users according to selected typeAccessibility: AdministratorType: Administrator, PG School Official, Dean,

Faculty, Guide, Head, Professor, Professor & Head, Registrar, Student and Teacher

Reports Module

• Student Course Remark -Academic Year, Trimester and Discipline wise

Action: View the remarks for each course taken by the student academic year, trimester and discipline wise

Accessibility: Administrator

• Change Student Enrollment Date –Enrollment Year, Discipline and Degree wise

Action: View/Change the student Enrollment Date based on his enrollment year, discipline and degree.

Accessibility: Administrator

• Change Student Discipline –Enrollment Year, Discipline and Degree wise

Action: View/Change the student Discipline based on his enrollment year, discipline and degree.

Accessibility: Administrator– .

Reports Module

• Class Schedules Uploaded by Faculty MembersAction: View the class schedules of various courses

uploaded by faculty membersAccessibility: Administrator

• Present Status of PPW and ORW Action: View present status of PPW and ORW at

student, Guide, Professor and Head and Guide Level

Accessibility: Administrator

• PPW and ORW not approved by DeanAction: View PPW and ORW not approved by DeanAccessibility: Administrator

Functionality CreatedApril 1 to June 25, 2011

Functionality Created: April 1 to June 25, 2011

• Uploading class schedules from CSV files generated through Excel as well as from Excel files.

• Uploading result from CSV files generated through Excel as well as from Excel files.

• Display disapprove reason in PPW and ORW at Guide, Professor, Head and Dean level.

• Auto email triggered to Guide when a student submits his PPW and ORW for approval.

• Auto email triggered to Professor when Guide approves the PPW and ORW and triggered to the student when Guide disapproves it.

• Auto email triggered to Head when Professor approves the PPW and ORW and triggered to the student and the Guide when Professor disapproves it.

• Auto email triggered to Dean when Head approves the PPW and ORW and triggered to the student, Guide and Professor when Head disapproves it.

• View report on the class schedules of various courses uploaded by faculty members

• View report on present status of PPW and ORW at student, Guide, Professor and Head and Guide level

• View report on PPW and ORW not approved by Dean• View Grade Sheet report at student level as well as

administrative and PG school levels.• Report of Course Registration has been modified with

more fields• PPW and ORW forms have been enhanced with academic

years along with trimesters at all levels

Functionality Created: April 1 to June 25, 2011

• Developed workflows for request of holding the qualifying viva for M. Sc. and Ph. D. students and it is in testing phase. The workflow includes student request submission, Guide approval and nomination of examiners, Professor approval and nomination of examiners, Head approval and nomination of examiners, disapprove reason at all levels(Guide, Professor, Head and Dean). Generation of letter to be sent to final examiner.

• Developed workflows for thesis submission request and it is in testing phase. The workflow includes student request submission, Guide approval and nomination of examiners, Professor approval and nomination of examiners, Head approval and nomination of examiners, disapprove reason at all levels (Guide, Professor, Head and Dean). Generation of letter to be sent to final examiner.

• Tackled all issues related to registration of students for the III Trimester of 2010-11

• Updated PPW and Advisory committee changes as approved by Dean from time to time.

Functionality Created: April 1 to June 25, 2011

Work In Progress

• Feedback form and suggestion form.• Implementation of Workflow for Qualifying viva examiner selection.• Implementation of Workflow for Thesis examiner selection.• Hit counter.• Addition and Deletion in advisory committee of student at administrator level.• Adding and dropping of course in PPW and in a trimester at administrator level.• Workflow for changing the PPW including adding and dropping of course in PPW,

change of advisory committee member, guide etc. It requires student change request, its verification till dean level.

• Registration of repeat courses by students in a trimester• Strengthening of e-learni ng module.• Addition of two new levels i.e. AAO and Incharge AME (Dr. Manjiaha). This is a

tremendous work as it has to be implemented across all functionalities.

Work In Progress

• Tracking of user movement over web pages

• Auto emails for pending work after elapse of fix period say 3 days.

• Transcript generation and degree printing.

• Admission of new students for academic year 2011-12.

• Change of format of Roll Nos for M.Sc. and PH.D. students

• Functionality for allowing one faculty member to be in multiple disciplines as with

introduction of Bioinformatics this is required.

• Implementation of Results module.

• New reports as demanded by PG School IARI from time to time.

• Creation of a repository of seminars given by students.

Work In Progress

User Registration (1-4)

User Registration 1

User Registration 2

User Registration 3

User Registration 4

ADMINISTRATOR MODULE

New Student Request (1-3)

New Student Request 1

New Student Request 2

New Student Request 3

Faculty Removal (1)

Faculty Removal 1

Report for class schedule - Pending

Report for class schedule - Not Pending

Report for M.Sc. Examination

Report for M.Sc. Examination – Thesis Submission Order

Report for Ph.D. Examination

Report for Ph.D. Examination - Nominate one Examiner out of two (1)

Report for Ph.D. Examination - Nominate one Examiner out of two 1

Search – Student Search (1-2)

Search – Student Search 1

Search – Student Search 2

Search – User Search (1-2)

Search – User Search 1

Search – User Search 2

Search – Course Search (1-2)

Search – Course Search 1

Search – Course Search 2

Search – Thesis Search (1-2)

Search – Thesis Search 1

Search – Thesis Search 2

Student Repeat Course (1-2)

Student Repeat Course 1

Student Repeat Course 2

STUDENT MODULE

Student Home Page

Student Qualifications

Student Edit Profile

Student PPW – Minor Discipline

Student PPW – Courses

Student PPW – Advisory Committee

Student PPW – Thesis Abstract

Student PPW – Submit PPW

Student PPW – Submit PPW 1

Student PPW – Submit PPW 2

Student ORW

Student ORW – Upload ORW File

Student ORW – Submission Message

Student ORW – After Submission

Student ORW After Submission 1

GUIDE MODULE

Guide – Home Page

Guide – Home Page 1

Courses - Guide Approval of Students (1-2)

Courses - Guide Approval of Students 1

Courses - Guide Approval of Students 2

PPW – Guide Approval of PPW

PPW – Guide Approval of PPW 1

ORW – Guide Approval of ORW

ORW – Guide Approval of ORW 1

ORW – Guide Approval of ORW 2

Change Major Field

Change Major Field 1

PROFESSOR MODULE

Professor Home Page

Professor Home Page 1

PPW – Professor Approval of PPW

PPW – Professor Approval of PPW 1

ORW – Professor Approval of ORW

ORW – Professor Approval of ORW 1

BOS – Add Courses

BOS – Add Courses 1

BOS – Offer Courses

BOS – Offer Courses 1

BOS – Allocate Faculty

BOS – Allocate Faculty 1

BOS – Allocate Guide

BOS – Allocate Guide 1

E-LEARNING MODULE

Courses Allocated to the Faculty

Upload Through CSV File

Upload Topic Lecture Notes

Upload Topic Slides

How Student see this Class Schedule

THANK YOU