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SAP SLcM (Student Lifecycle Management)
SAP S/4 HANA Implementation Project
User Manual for UG Office
Indian Institute of Science
Kindly reach out to [email protected] in case of any discrepancy.
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Table of Contents
1. Course, Instructor and Timeslot Report ..................................................................................... 6
2. Student Registration Report: ...................................................................................................... 10
3. Course Booking Report: ............................................................................................................... 13
4. Course Dropping Report .............................................................................................................. 17
5. Summary Sheet .............................................................................................................................. 20
6. Student Specialization Report .................................................................................................... 22
7. View/Download Scheme of Instructions ................................................................................... 25
8. Report to check list of students with advisors and students with no advisor ................... 26
9. Scholarship Details Report .......................................................................................................... 28
10. Analysis Sheet- UG ..................................................................................................................... 30
11. Generation of ERR ..................................................................................................................... 32
12. Generation of DAP Report ....................................................................................................... 34
13. Mass Download of Transcripts ............................................................................................... 36
14. Leave Quota Report .................................................................................................................. 38
15. Report on Annual and Final No Dues ..................................................................................... 40
16. Report on Continuation............................................................................................................ 43
17. View Academic Calendar.......................................................................................................... 46
18. Student File ................................................................................................................................ 47
19. View Student Master Data, Maintain Student Master Data ................................................ 50
20. Maintain Academic Calendar .................................................................................................. 53
21. Maintain Academic Structure ................................................................................................. 56
22. Reminder Mail to Instructors for Marks Upload ................................................................. 58
23. Student Leave Quota ................................................................................................................. 60
24. Notify Weak Performers (Mid Term) .................................................................................... 62
25. Assign Scholarship Scheme ..................................................................................................... 63
26. Schedule Exams ......................................................................................................................... 65
27. Identify Student Advisor .......................................................................................................... 67
28. Execute Auto Approval ............................................................................................................. 69
29. Class Scheduling and Attendance Upload ............................................................................. 70
30. Senate and Council Approval .................................................................................................. 73
31. Mass De-Registration................................................................................................................ 77
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32. Approve New Course ................................................................................................................ 80
33. Approve Marks .......................................................................................................................... 83
34. Approve Specialization ............................................................................................................ 86
35. Approve Marks Change ............................................................................................................ 88
36. Approve Scholarship Activation ............................................................................................. 90
37. Approve Renewal of Scholarship............................................................................................ 92
38. Approve Leave ........................................................................................................................... 94
39. Approve Continuation .............................................................................................................. 97
40. Approve Request for Discontinuation ................................................................................... 99
41. Approve Scholarship Payment.............................................................................................. 101
42. Course Registration on Behalf of a Student ........................................................................ 103
43. Replace/Edit Instructor Assignment ................................................................................... 108
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Abbreviation Stands For
AMS Academic Management System
AR Academic Assistant Registrar Academic Section
CGPA Cumulative Grade Point Average
DAP Deficient Academic Performance
DCC Department Curriculum Committee
DR Academic Deputy Registrar Academic Section
ERR Examination Result Registry
FICA Finance and Contract Accounting
HMS Hostel Management System
NON-RTP Non-Research Training Programme
PO Process Orchestration
PS Project Systems
RE-FX Real Estate Flexible Management
RTP Research Training Programme
SCC Senate Curriculum Committee
SCRC Senate Committee on Research conferments
SLcM Student Life Cycle Management
SOI Scheme of Instruction
TGPA Term Grade Point Average
FA Financial Assistance
AR Assistant Registrar
RA Research Associate
JRA Junior Research Associate
UG Under Graduate
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This manual is divided into three sections-
❖ Section A: Reports
❖ Section B: Maintenance/Scheduling Applications
❖ Section C: Approver Applications
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Section A: Reports
This section provides the details of actions required to be taken by the UG Office for generating the
necessary Reports.
1. Course, Instructor and Timeslot Report
❖ The UG Office will be able to generate the Report for Course, Instructor and Timeslot after
final Approval by the Associate Dean.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown
❖ On clicking the Tile, the following screen is displayed.
Click on the shown Tile
to view and download
the Report for Course,
Instructor and
Timeslot.
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❖ The UG Office will provide the Academic Department, Academic Year and Session and click
on Execute.
❖ The following report is generated that will contain the details of the Instructor mapped to
the course along with the Approved Timeslot.
❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
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❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown in screen and selecting the “Text with Tabs” option and clicking on Continue.
❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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2. Student Registration Report:
The student Registration report fives information on how many students have registered in a
program in specific academic year and session.
Steps to be followed
❖ The UG Office will login the portal and click on the following Tile as shown
❖ On clicking the Tile, the following screen is displayed.
❖ The UG Office should provide the following parameters and click on Execute to generate
the Report.
❖ The entries can be filtered based on the filter options available.
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❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown screen and selecting the “Text with Tabs” option and clicking on Continue.
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❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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3. Course Booking Report:
❖ The Course Booking report provides information on how many students have registered for a
course in an academic year and session.
❖ The UG Office will be able to view the Course booking Report after the Course Registration
Process has been completed.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following Screen is displayed.
❖ The user will provide the following parameters and click on ‘Execute’ to generate the Report.
❖ The entries can be filtered based on the filter option(s) available.
Scenario1:
❖ The user provides Academic Department, Program of Study, Academic Year and Academic
Session.
❖ Expected Output: Report will list down all courses that are present in the Program (Applicable pools, Institute Electives (all courses offered in the Institute- AE, EC etc. courses)
❖ On clicking a course, report will give details of all students (for all departments) in the program
Click on the
following Tile to
view the Course
Booking Report.
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Scenario 2
❖ The user provides Academic Department, Academic Year and Academic Session.
❖ Expected Output: Report will list down courses offered by the Department. ❖ On clicking a course will give details of all students( not specific to any department)
Scenario 3
❖ The user provides Academic Year and Academic Session.
❖ Expected Output: List down all courses that are present in the entire Institute. ❖ On clicking a course, report will give details of all students (not specific to any department). ❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
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❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown screen and selecting the “Text with Tabs” option and clicking on Continue.
❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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4. Course Dropping Report
❖ The Course Dropping report provides information on how many students have dropped for a
particular course in an academic year and session.
❖ The UG Office will be able to view the Course dropping Report after the Course Dropping
Process has been completed.
❖ This report is a course specific report which implies that it will provide the details of the
students who have dropped the courses that are offered by the Undergraduate Programme.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile the following Screen is displayed.
❖ The user will provide the following mandatory parameters- Academic Department, Academic
Year and Academic Session and click on Execute to generate the Report.
❖ The entries can be filtered based on the filter option(s) available.
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❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown in the screen and selecting the “Text with Tabs” option and clicking on Continue.
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❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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5. Summary Sheet
❖ Summary Sheet gives the details of all the registered courses by the student. The same can be downloaded by the academic section
❖ The Academic Section will login to the portal and click on the following tile.
❖ On clicking the Tile, the following Screen is displayed.
❖ The Academic Section will provide the selection parameters- Academic Department, Program
of study and the Academic Batch. On clicking “Submit”, the student list is populated
❖ There is also an option to search through SR number or through the Student Name.
❖ On clicking the “Download” button, the following is downloaded. The Summary Sheet consists
of the consolidated information about the registered courses.
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6. Student Specialization Report
❖ The UG Office will have access to the Student Specialization Report.
❖ The UG Office will login through their portal and click on the “Student Specialization Report”
Tile.
❖ On clicking the Tile, the following screen is displayed
❖ This report contains 3 reports- 1. Specialization Preference Report, 2. Grades Secured Report and 3.
Approved Major/Minor Report.
❖ Specialization Preference Report- This report will be generated based on the workflow application.
It will provide the Major/Minor Preference list along with necessary details. The User will select the
radio button corresponding to it and click on ‘Execute’ to generate the Report.
❖ Grades Secured List- This report will be generated based on the workflow application. This will
provide the grades secured by the student in the Basic Courses corresponding to their preference.
For e.g., for a student who has a Major Preference for Biology, the grades for UB 101, UB 102 and
UB 201 will be listed. The User will select the radio button corresponding to it and click on Execute
to generate the Report.
❖ Approved Major/Minor List- This report will provide the details of the approved Major/Minor for
the students based on the Admission Batch. The User will select the radio button corresponding to it
and click on Execute to generate the Report.
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❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown in the screen and selecting the “Text with Tabs” option and clicking on Continue.
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❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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7. View/Download Scheme of Instructions
❖ The UG Office will be able to generate the Scheme of Instructions for the Academic Year and
Session after final Approval for Course Instructor Mapping
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown
❖ On clicking the Tile, the following Screen is displayed.
❖ It will list all the Activated courses for the selected academic year. There also an option to
search for a specific course by providing the Course Code in the Search Help box and clicking
on Search.
❖ The SOI can be downloaded by selecting the following options. The Download Excel option
will be available with the Associate Dean.
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❖ The UG Office will assign ‘Faculty Advisor’ and ‘Project Guide’ to the UG Students for the
selected Academic Year and Session and generate the report for the same.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed
❖ The UG Office will provide the details of Academic Department, Academic Year, Academic
Session and Batch and click on Search.
❖ The student list will be populated based on the selection Parameters.
❖ The Academic Section will also be able to view the details batch wise, by providing only the
Department and the Batch details. This will provide the Supervisor details for all students
according to their admission batch.
8. Report to check list of students with advisors and students
with no advisor
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❖ The Advisor information can also be downloaded in Excel format.
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9. Scholarship Details Report
❖ The Scholarship Report provides information on Scholarship Details of students.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following Screen is displayed.
❖ The following selection parameters can be provided individually and independently. There are
no mandatory selection parameters required for the execution of this report.
❖ Based on the parameters selected the total student count is also displayed as the output.
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❖ There is also an option to search a specific student with the SR Number or the Student name.
❖ The fields can be sorted accordingly, by clicking on the field(s).
❖ The report can be downloaded to Excel by selecting “Export” followed by “Export to Excel”
option.
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10. Analysis Sheet- UG
❖ The UG Analysis Sheet, provides the entire academic analysis of UG students.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the tile, the following screen is displayed.
❖ The user will provide the Department, Program of Study and the admission batch. Based on the
selection parameters, the student list will be populated. The user will click on the “Download”
option to download the Analysis sheet student wise.
❖ The Analysis sheet provides the details of the failed courses, substituted and the repeated
courses, along with the details of the credits registered and cleared by the student.
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11. Generation of ERR
❖ The Academic Section will be able to generate the ERR report for the academic year and session
once the Result Publish Date is active in SAP Academic Calendar.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile the following screen is displayed.
❖ The User will click on the option for which the report needs to be generated, on clicking the
option, the following screen is displayed.
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❖ The user will provide the following parameters and click on Execute to generate the Report.
❖ The entries can be filtered based on the filter option(s) available
❖ The Report can also be filtered for a particular session, based on batch or a particular student can
also be filtered using the search help available. The report can be downloaded by selecting the
“Download” option.
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12. Generation of DAP Report
❖ The Academic Section will be able to generate the DAP-Deficient Academic Performers Report for
the academic year and session once the ‘Result Publish Date’ is active in SAP Academic Calendar.
❖ For 8 Point Scale:
UG – Below <3.5 or 4 ‘F’ grade (1st Semester), Below <4.00 or 4 ‘F’ grade (2nd semester and
onwards).
For 10 Point Scale:
UG– Below <4 or 4 ‘F’ grade (1st semester), Below <5 or 4 ‘F’ grade (2nd semester and
onwards).
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The User will click on the option for which the report needs to be generated, on clicking the
option, the following screen is displayed.
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❖ The user will provide the following parameters and click on Execute to generate the Report.
❖ The entries can be filtered based on the filter option(s) available
❖ The Report can also be filtered for a particular session, based on batch or a particular student can
also be filtered using the search help available. The report can be downloaded by selecting the
“Download” option.
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13. Mass Download of Transcripts
❖ The Academic Section will be able to generate the Mass Transcripts for the academic year and
session once the ‘Result Publish Date’ is active in SAP Academic Calendar.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user will provide the following parameters and click on Submit to generate the Report.
❖ The entries can be filtered based on the filter option(s) available-Admission Batch and Student
Search.
❖ The User will select the checkbox (es) corresponding to the students and click on “Download to
download the Transcripts.
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❖ The User, on clicking the SR No hyperlink, will be redirected to the Transcript Download page,
where the user will be able to download the transcripts(s) for the individual sessions.
❖ The user will provide the Academic year and session and click on Show to view the details. The
download option will be used to download the transcripts session wise.
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14. Leave Quota Report
❖ The Academic Section will be able to generate and view the Leave Quota Report for the academic
year.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following Screen is displayed.
❖ The user will provide the Department and the Academic Year, select the radio button “Leave Quota
Report” and select the Leave Type to view the Report.
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15. Report on Annual and Final No Dues
❖ The Academic Section will be able to generate and view the Report on the Annual and Final No
Dues for the academic year.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user will provide all the parameters and click on execute to generate the report.
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❖ On Executing, the following screen is displayed.
❖ On double clicking the line item, the details of the Approval status for that particular request will
be available.
❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown screen and selecting the “Text with Tabs” option and clicking on Continue.
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❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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16. Report on Continuation
❖ The Academic Section will be able to generate and view the Report on the students who have
opted for Continuation to Master of Science program.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user will select the Academic Year and click on Execute to generate the Report.
❖ The report gives the status of all the Approved and Rejected requests along with the Completion
Status.
❖ The Report can be sorted in ascending or descending order by clicking and selecting the
field(s) and clicking on the icons as shown.
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❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown screen and selecting the “Text with Tabs” option and clicking on Continue.
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❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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Section B: Maintenance/Scheduling Applications
This section provides the details of actions required to be taken by the UG Office to run specific
Applications.
17. View Academic Calendar
❖ The Academic Section will be able to view the Academic Calendar for the Academic Year and
Session.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The User will provide the Academic year and session and click on “Get Academic Calendar
Details” to view the Academic Calendar.
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18. Student File
❖ The Academic Section will be able to view the Admission and Registration records of the
students.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user can search the student through the personal details search help and click on continue
to execute the search.
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❖ The user can also search based on SR Number of the student by providing the last 5 unique
digits of the same in the following format.
❖ The user will be able to view the admission and registration details of the student.
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❖ The user will also be able to view the Registration, Specialization and Advisor details of the
student.
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19. View Student Master Data, Maintain Student Master Data
❖ The Academic Section will be able to view the Personal Details, Address details, Study Details
etc. of the students.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user can search the student through the personal details search help and click on continue
to execute the search.
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❖ The user can also search based on SR Number of the student by providing the last 5 unique
digits of the same in the following format.
❖ The user will be able to view the Personal Details, Address details, Study Details etc. of the
students.
❖ The user will be able to view the documents submitted by the student by Clicking on Services for
Object and then select Attachment List as shown.
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❖ The following screen will appear that will contain the details of the uploaded academic certificates
❖ The user will Select the certificate for viewing and click on the Display button to view/download the
certificate.
❖ The user will be able to correct the data if required from the “Maintain Student Master Data” Tile by
following the same steps as discussed above.
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20. Maintain Academic Calendar
❖ The Academic Section will be able to maintain the Academic Calendar for the Academic Year and
Session.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The User will select the IISc Academic Calendar from the Search help that are provided and click
on Enter.
❖ On clicking Enter, the already maintained time limits will be displayed.
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❖ To add a new time limit, user will Change the display to “Edit mode”, provide the Academic Year
and Session and click on the Add button as shown below.
❖ The user will select the Time limit from the drop down option provided and click on Enter.
❖ The User will then provide the Start Date and End Date and Click on Save to save the entries.
❖ To make changes to the existing records, user will select the Edit option, click on the checkbox
corresponding to the entry that needs to be changed and click on Enter.
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❖ User will then provide the Start Date and End Date and Click on Save to save the entries.
❖ The following are some of the important time limits that need to be maintained.
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21. Maintain Academic Structure
❖ The Academic Section will be able to maintain the Academic Structure for the Academic Year
and Session.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user will provide the Object from the drop down menu as Organization Unit and the name
as “UGP” for Undergraduate Programme.
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❖ The User will be able to view the various courses under various pools that are linked to the
Program.
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22. Reminder Mail to Instructors for Marks Upload
❖ The UG Office will be able to send reminder mails to the Instructor to Upload Marks once the
Marks Entry Date is active in the SAP system.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following Screen is displayed.
❖ The User will provide the Academic Year and Session for which the reminder mail is being sent
and provide the date for sending the reminder mails and click on execute to continue.
❖ On execution, the above screen provides the details of the faculties to whom the reminder
needs to be sent.
❖ The report for the same can also be filtered, sorted and exported to Excel.
❖ For sending the reminders, the user will select the “Email Alerts to Instructor” option from the
More drop down.
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❖ Once the mails have been successfully sent, the status will be updated on the display.
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23. Student Leave Quota
❖ The Academic Section will be able to maintain and view the Leave Quota for the students for a
particular academic year.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following Screen is displayed.
❖ The user will provide the Department and the Academic Year, select the radio button “Maintain
Leave Quota”.
❖ The User will select the Leave Type from the drop down options available and provide the Quota
and click on Update to provide the Leave quota.
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24. Notify Weak Performers (Mid Term)
❖ The UG Office will be able to send notifications to the weak performers.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed
❖ The user needs to provide the Academic Department, Program of study, Academic Year,
Academic Session and select the course from the course drop down list.
❖ The list will provide the details of all students registered in that course along with their midterm
marks. The user will select the checkbox corresponding to the students to whom the notification
needs to be sent and click on the “Send Reminder” option to send notifications.
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25. Assign Scholarship Scheme
❖ The initial assignment of the scholarship scheme for the Undergraduate Students will be ported
to SAP through the SAP-AMS Interface during the time of admissions.
❖ However, there is a provision to make changes to the existing scheme or to completely assign a
new scheme.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user will provide the Department, Program of study and the admission batch and the
student list will be populated accordingly.
❖ To make change, the user needs to click on “Click to maintain” for a particular student. On
clicking the same, the following screen is displayed.
Sensitivity: Internal & Restricted
❖ The user will have an option to Create, Change Display or Delete the records. However the user
cannot make changes to an approved record.
❖ The following information will be visible to the User.
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26. Schedule Exams
❖ The UG Office will have the provision to Schedule the Examinations for the Courses offered by
the Undergraduate Department.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The User will provide the Department, Academic Year, Session and select the Examination Type
– Sessional or Final Examination from the drop down available for the same. The details table
will be populated based on the selection.
❖ To maintain the exam schedule the user needs to select the “Click to Maintain” option for the
particular course. On clicking the same, the following screen is displayed.
❖ It displays the details of the previously scheduled examinations. The user can create, delete or
make changes to the existing records. To create a record, user needs to select “Create”. On
clicking the same, the following screen is displayed.
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❖ The user will provide the details of Academic Year, session, Exam Type and provide the Date of
Examination, Start Time and End Time of the exam in the specified format.
❖ The user will click on “Save” to save the entry and click on Proceed to navigate back to the main
screen.
Sensitivity: Internal & Restricted
27. Identify Student Advisor
❖ The UG Office will assign Faculty Advisor and Project Guide to the UG Students for the selected
Academic Year and Session.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed
❖ The UG Office will provide the details of Academic Department, Academic Year, Academic
Session and Batch and click on Search.
❖ The student list will be populated based on the selection Parameters.
❖ The Academic Section will select the Faculty to be assigned for the selected students from the
drop down option available as shown below
❖ The Academic Section will be able to Assign Project Guide, Faculty Advisor or Co-Advisor for the
selected students and finally click on assign to complete the process.
Click on the
Tile to
assign
Faculty
Advisor/
Project
Guide to UG
Students.
Select the check
box
corresponding
to the students.
Select the
faculty for
assignment
from the
dropdown
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❖ There is also an option to view the Supervisor History by clicking on the “Supervisor Details” tab.
❖ There is also an option to change the Advisor by selecting the checkbox corresponding to the
students and clicking the “Change Advisor” option.
❖ On successful change of the advisor the following message is displayed. The Advisor
information can also be downloaded in Excel format.
Sensitivity: Internal & Restricted
28. Execute Auto Approval
❖ The requests for Course Registration and Dropping will be auto approved once the period for
course registration and dropping is over.
❖ The Academic Section will maintain the auto approval time limits in the calendar and follow the
steps to execute the Auto Approval process.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed.
❖ The user will provide the date on which the auto approval should happen and the mails
regarding it will be triggered accordingly.
❖ The user will provide the Academic Year and Session for which the auto approval should be
scheduled. There is an option to execute the auto approval separately for Course Registration
and Dropping or execute both at once. In that case the user needs to select the “Run all” option
and click on Execute.
❖ Once the execution is successful, the following message will be displayed to the User.
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29. Class Scheduling and Attendance Upload
❖ The UG Office will schedule the classes and upload the attendance.
Steps to be followed by the UG Office
❖ The UG Office will first need to down load the template that will contain the details of the
course-instructor mapping.
❖ The UG Office will login through their portal and click on the following Tile as shown
❖ On clicking the Tile, the following screen is displayed.
❖ The UG Office will provide the Academic Department, Academic Year and Session and click
on Execute.
❖ The following report is generated that will contain the details of the Instructor mapped to the
course along with the Approved Timeslot.
Click on the shown Tile
to view and download
the Report for Course,
Instructor and
Timeslot.
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❖ The User will click on the “Download Template” option to download the template.
❖ Once the Template is downloaded in Excel, the user will provide the information for the fields-
Class Section, Class capacity, Number of Classes, Details of Start Class and End Class Number,
Location and Room Number Details.
❖ Once the template is converted, it will be uploaded through the SAP system.
❖ Once the Upload is successful, the classes will be scheduled automatically in the period
specified and the Instructor will be assigned for the same. Also, this information will start to
reflect in the “My Timetable” application for the Undergraduate students.
❖ The next step involves the attendance upload for the students. The UG Office will fill the
following template and provide the necessary details- Course Code, Date for attendance, Start
Time and End Time of the class, the Student SR Number.
❖ If the student was present his attendance will be denoted as P whereas absence will be
denoted as A.
❖ Once the template is converted, it will be uploaded through the SAP system.
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❖ Once the Upload is successful, the attendance for the classes will be updated. Also, this
information will start to reflect in the “My Attendance” application for the Undergraduate
students.
❖ There is also a provision to change the class scheduling information after the upload for the
same has been executed.
❖ The User will provide the details of Course Code, Academic Year and session and click on Find
❖ On clicking the same the following information will be displayed.
❖ The User will select the Edit option and click on “Change Academic Events” and execute.
❖ On Execution, the following information will be displayed. The user may change the class timings
and class days or the Instructor and click on Generate Dates to save the changes.
Sensitivity: Internal & Restricted
30. Senate and Council Approval
❖ After the student has completed the requisite credits, and met the criteria for successful completion
of the Program, the student becomes eligible for Degree Award. The Report for eligible students for
that Academic year is presented before the Senate and Council for Approval. After Approval, the
student becomes eligible for Degree
Steps to be followed by the UG Office
❖ Academic Section will login through the portal and click on the following Tile as shown.
❖ On clicking the above tile the following screen is displayed.
❖ The Academic Section will select the Academic Department and the Program of Study and click on
Execute to view the Report
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❖ The following Report is displayed that contains the details of the student who are eligible for Degree
Award.
❖ The Approver will select the checkbox corresponding to the students and click on the “Degree
Awarded” button to award the degree as shown below.
❖ After successful approval, the report will show the details of the students who will be awarded
Degree for that Academic Year.
❖ The Report can be filtered by clicking and selecting the field(s) and clicking on the icons as
shown. This filter selection can also be removed by clicking on the “Delete Filter” option.
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❖ The Report can be downloaded in excel format by right clicking on the screen and selecting
the Spreadsheet option.
❖ The Report can be downloaded in excel format with a prefixed name by clicking on the icon
as shown screen and selecting the “Text with Tabs” option and clicking on Continue.
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❖ On clicking Continue, the user should provide the File Name and provide “.xlsx” extension and
click on Generate to save the excel sheet with the prefixed name.
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31. Mass De-Registration
❖ The UG Office will click on the following Tile.
❖ On clicking the Tile the Following Screen is displayed
❖ The below mentioned steps should be followed by the UG Office to complete the process of
Deregistration
❖ Select User Defined search 1 from the drop down available for selection method
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❖ Create button should be clicked. On clicking the Create button, the following screen is displayed.
❖ Selection Variant Name should be provided. This should be an appropriate Name to be provided
by the User. Click on Continue to Proceed. The following screen is displayed.
❖ UG Office should click on Student Name and Number. Under that Student Number should be
selected and the student number corresponding to the student to be de registered should be
provided in the field indicated. To proceed click on Transfer Hit List.
❖ Select the following details from the drop down corresponding to De Registration Data
❖ Remove the checkbox selection for the following sections and click on Execute button to
De-Register the selected Student.
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Section C: Approver Applications
This section provides the details of actions required to be taken by the UG Office where approval of
the Academic Section is required.
32. Approve New Course
❖ For the creation of a new course, The Request submitted will go through the following Approvals
Instructor → UG Office →UG SCC Chair → UG Dean
Steps to be followed by the UG Office to take Action
❖ Approver needs to click on the below mentioned Tile to take action on the Request generated for
Course Creation.
❖ The following screen is displayed to the Approver that contains the record of the previously
Approved, Rejected, Reviewed Requests and the recently created Request waiting for Approval.
On Clicking the Details tab for the Selected Request, all the Details for the request placed will be
displayed.
Click on the
mentioned Tile to
take action on the
Request for
Course Creation
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❖ The following screen is displayed to the Approver that contains the details of the Request placed.
The Approver will provide his Comments in the box indicated below and Click on Proceed to take
Action.
❖ The following screen is displayed to the Approver that contains the details of the Request placed.
The Approver will provide his Comments in the box indicated below and Click on Proceed to take
Action.
Click on the
Details Tab to
view all the
Details of the
Request place.
Provide
Comments and
Click on Proceed
to take Action
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❖ The following screen is displayed to the Approver on Clicking Proceed. The Approver will select
the Request and take Action on the same.
❖ The UG Office will have an option to send the Request for Review to the below specified
Recipients. After the Corrections are incorporated, the Request will follow the same Workflow.
Click the Request
for which Action is
intended.
Click on
Approve- To
Approve the
Request
Reject – To Reject
the Request
Review- To send
the Request for
Review
Click on Review to
send the Request
to the mentioned
recipient for
Reviewing.
Sensitivity: Internal & Restricted
33. Approve Marks
❖ On submitting the marks entry request for approval, the approver will get notification mail. The
approvers will have to click on the Marks entry approval tile placed in his user role given below.
❖ The request for approval appears on the subsequent approver screen in the Marks Entry
Approval Tile given below
❖ On clicking the course hyperlink, approvers can see the details of the marks entered for
approval.
Sensitivity: Internal & Restricted
❖ The Approver has the option to send the request for review in case of discrepancy. The entire
Request (course wise) is sent back to the Instructor for Review.
❖ After the Faculty makes the necessary corrections, the request is re-submitted for further
approval. The Approvers will approve on the same. After successful approval the marks get
permanently stored in system.
❖ The User will be able to provide comments by clicking on the “Enter Comments” option.
❖ The user will also be able to see the status of the request and the action details of all the previous
approvers and their comments by clicking on the Status option.
Sensitivity: Internal & Restricted
❖ The details of the previously approved requests will be available in the Completed Requests
Section.
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34. Approve Specialization
❖ The UG Office will approve the requests initiated by the students for Selection of Major/Minor.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile to initiate the
Approval Process.
❖ On clicking the Tile, the following Approver Screen is displayed. The Approver has the option to
only approve the Request. Previously Approved Requests will be available under the Completed
Requests Section
❖ On clicking Details, the following screen is displayed that contains the entire details of the
request raised by the student
Click on the tile
to initiate the
Approval
process.
Click on Details
to view the
details of the
Request raised
for Selection of
Major/Minor
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Click on the
checkbox to select
one combination
for Approval.
Click on Proceed
to navigate back to
the Approver
Screen
Click on Approve to
Approve the
Request
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35. Approve Marks Change
❖ In cases where the student requests for a review of marks, the Instructor initiates the
Grade Change Request for that student. After the re-computation of the marks and final
Approval, the correction is reflected in the Term Transcript of the student. The correct
and updated Term Transcript can be downloaded by the student from the portal.
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile to initiate the
Approval Process.
❖ On clicking the Tile, the following screen is displayed.
❖ On clicking Details, the following information will be displayed.
Sensitivity: Internal & Restricted
❖ The user will be able to provide comments and view the status of the request. The
Academic Section can only approve the requests.
❖ The details of the previously approved requests will be available in the Completed Requests
Section.
Sensitivity: Internal & Restricted
36. Approve Scholarship Activation
❖ The request created by the student for scholarship activation will go for further approval to UG
Office and further goes to the UG Dean, the Final Approver.
❖ After the final approval, the Scholarship assigned to the student is activated for the current
Academic Year for the stipulated time of assignment
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile to initiate the
Approval Process.
❖ On clicking the Tile, the following screen is displayed.
❖ On clicking Details, the following information will be displayed.
Sensitivity: Internal & Restricted
❖ The user will be able to provide comments and view the status of the request. The
Academic Section can only approve the requests.
❖ The details of the previously approved requests will be available in the Completed Requests
Section.
Sensitivity: Internal & Restricted
37. Approve Renewal of Scholarship
❖ The student has the provision to renew his scholarship and after successful Approval from
Approvers the Scholarship is renewed for the UG Student
Steps to be followed by the UG Office
❖ The UG Office will login through their portal and click on the following Tile as shown.
❖ On clicking the Tile, the following screen is displayed that contains the details of the previously
Approved or Rejected requests and the Pending Requests
❖ On clicking the Details button, the following screen is displayed that contains the details of the
Request for Renewal of Scholarship
Sensitivity: Internal & Restricted
❖ The Approver will provide his comments and click on Proceed to navigate to the Approver
Screen.
❖ The details of the previously approved requests will be available in the Completed Requests
Section.
Sensitivity: Internal & Restricted
38. Approve Leave
❖ The UG Office will approve the requests initiated by the students for Leave.
Steps to be followed by the UG Office
❖ The UG Office will login through the portal and click on the following Tile
❖ On clicking the Tile, the following screen is displayed
❖ When the Approver clicks on the Details button the details of the leave request is displayed as
shown below. The Approver will be able to provide his remarks/ Comments for the same.
Click on the
following Tile to
initiate the
process for
Leave Approval
Click on Details
button to view
the details of
the Leave
Request raised
Sensitivity: Internal & Restricted
❖ The user will be able to view the Leave Hisotory for the particular student under the “Leave
History” tab.
❖ The previously Approved Requests are shown under the Completed Requests Section
Click on
Proceed to
navigate
back to
the
Approver
Screen
Sensitivity: Internal & Restricted
Sensitivity: Internal & Restricted
39. Approve Continuation
❖ UG Students have an option to apply for continuation for continuing their program from BSc to
MSc, after completing all the requisites required for completion of the B.Sc. program.
❖ Eligible students will have an option to apply for Continuation which will be followed by an
Approval process.
❖ After the successful Approval, the UG Student will be able to continue from B.Sc. to M.Sc.
program
Workflow Approval for Request for Continuation Process
Student → UG Office → UG Dean
Steps to be followed by the UG Office
❖ The Approver will login through their portal and click on the following Tile as shown below.
❖ On clicking the Tile the following screen is displayed.
❖ The Approver will be able to see the details of the request by clicking on Details. The following
screen is displayed. A provision is present for the Approver to provide comments
Click on the
Tile to
Initiate the
Approval
Process
Sensitivity: Internal & Restricted
❖ The previously Approved Requests are shown under the Completed Requests Section
Click on Proceed to
navigate back to the
Approver Screen
Sensitivity: Internal & Restricted
40. Approve Request for Discontinuation
❖ On the submission of the request with proper reason for the discontinuation, a workflow is triggered for the approval.
❖ On successful approval at all the levels the students gets de-registered from the program of study and can leave the institute after completing the final no dues formality.
Approval Workflow
Student → UG Office → UG Dean
Steps to be followed by the UG Office
❖ The Approver will login through his portal and click on the following Tile
❖ On clicking the Tile, the following Screen is displayed.
❖ The Approver will click on Details and view the details of the Request and click on Proceed to Continue.
Sensitivity: Internal & Restricted
❖ The previously Approved Requests are shown under the Completed Requests Section
Sensitivity: Internal & Restricted
41. Approve Scholarship Payment
❖ The UG Office will approve the payment of scholarship request initiated by the student.
Steps to be followed by the UG Office
❖ The Approver will login through his portal and click on the following Tile
❖ On Clicking the Tile, the following screen is displayed.
❖ On clicking details for the corresponding request the following details are displayed.
Sensitivity: Internal & Restricted
❖ The previously Approved Requests are shown under the Completed Requests Section
Sensitivity: Internal & Restricted
42. Course Registration on Behalf of a Student
❖ The UG Office will have the exclusive authorisation to register or drop courses on behalf of the
student, after the required approvals for the same are in place.
Steps to be followed by the UG Office
❖ The User will login through his portal and click on the following Tile
❖ On clicking the Tile, the following screen is displayed.
❖ The user can search the student through the personal details search help and click on continue
to execute the search.
Sensitivity: Internal & Restricted
❖ The user can also search based on SR Number of the student by providing the last 5 unique
digits of the same in the following format.
❖ The user will be able to view the admission and registration details of the student.
❖ For registering the courses, the Academic Section needs to select the following tab, as shown
Sensitivity: Internal & Restricted
❖ On clicking the tab, the following screen is displayed, where the user needs to select “Selection” and provide the Academic Year and Session for which the registration needs to be done. The user will then select the Modules option as highlighted.
❖ On clicking the modules option, the offered courses will be populated in the list and the user will select the check box corresponding to the course(s) that needs to be registered.
❖ The User can also select the Module radio button and key in the specific modules and provide the booking type (For e.g., Basic Course, Major, Minor etc.) registration type as “Credit”.
❖ Once the selection is completed, the User needs to select on “Copy” and finally click on “Save” to save the entries.
❖ For dropping the courses, the user will select the “Booking Dialog” tab, select the course
which needs to be dropped and select the following icon as shown.
Sensitivity: Internal & Restricted
❖ On clicking the icon, the following window is displayed, where the user needs to define
the Course Drop Type and click on “Continue”. The User will then click on Save to save
the changes.
❖ In a scenario, where the student does not have a sessional registration record for Course
Registration/ Dropping, the user will first need to create a sessional registration record.
❖ The user will select the “Registration” tab and click on the “Registration” option to
create a registration record.
❖ The user will provide the Academic Year, Academic Session, the Semester and the
registration classification. The User will then select” Save “to save the entries.
Sensitivity: Internal & Restricted
Sensitivity: Internal & Restricted
43. Replace/Edit Instructor Assignment
❖ In certain exceptional scenarios, there might be a need to Change/Edit the Instructor Assignment
pertaining to a course, or to replace the Instructor completely.
❖ The UG Office will have the exclusive authorisation to Replace/Edit the Instructor Assignment.
❖ The User needs to execute the transaction for “Edit Even Offerings”. On execution, the
following screen is displayed.
❖ The User will provide the details of Course Code, Academic Year and session and click on Find
❖ On clicking the same the following information will be displayed. It will give the details of the
existing Instructor Assignment records.
❖ In a scenario where a single Instructor mapped to a course, needs to be replaced, the new
faculty must first be mapped through the “Course Instructor Mapping “application.
❖ The User will select the Edit option and click on “Change Academic Events” and execute.
❖ On Execution, the following information will be displayed. The User will only assign classes to
the now “Active” Instructor. The user may change the class timings and class days and click on
Generate Dates to save the changes.
Sensitivity: Internal & Restricted
❖ In a scenario where the assignment needs to be changed for more than one faculties, the first
step involves the approval for mapping of the Instructor(s). This activity can be performed
through the “Course Instructor Mapping by the Associate Dean.”
❖ Once the Instructor have been mapped successfully to the Course, the Academic Section will be
able to make changes to the class assignment.
❖ The User will execute the transaction and provide the details of Course Code, Academic Year
and session and click on Find.
❖ On clicking the same the following information will be displayed. It will give the details of the
existing Instructor Assignment records.
❖ The User will select the Edit option and click on “Change Academic Events” and execute.
❖ On Execution, the following information will be displayed. The User will only assign classes to
the now “Active” Instructor. The user may change the class timings and class days and click on
Generate Dates to save the changes.
❖ There is also a provision wherein the entire tenure of the class and be divided among the
Instructors mapped to the course.(For e.g., a course can be taken by an Instructor for the first
two months followed by another Instructor who can take the course for the remaining tenure).
❖ In such a case, the User will specify the Schedule Description by defining the Relative start and
end units. (For e.g., The User will define the Relative End for Faculty A as “2 Months after Start
of the Class Period” and the Relative Start for Faculty B as “2 Months after Start of the Class
Period”.)
❖ The User will click on Generate Dates to save the changes.
Sensitivity: Internal & Restricted
❖ On the Generation of the Dates, the assignment of the Instructor for the classes scheduled will
be completed and the same will reflect in the “My Timetable application for the students.