SMS User Manual

School Management System User Manual
Status: Version:
Released 1.1
Copyright ALDA Technology. All rights reserved www.iALDA.com
Table of Contents
1. INTRODUCTION ....................................................................................................................................... 5 1.1 SMS OVERVIEW .................................................................................................................................. 5 1.2 SMS TECHNICAL OVERVIEW................................................................................................................. 5 1.3 SYSTEM REQUIREMENTS ...................................................................................................................... 6 1.3.1 Minimum SMS Client Requirements.......................................................................................... 6 1.3.2 Minimum SMS Server Requirements ........................................................................................ 6 1.4 INSTALLATION ...................................................................................................................................... 6 1.4.1 SMS Client Installation............................................................................................................... 6 1.4.2 SMS Server Installation ............................................................................................................. 9 1.5 SMS SERVER CONFIGURATION .......................................................................................................... 11 2. LOGON SMS AND OPTIONS MENU ..................................................................................................... 17 2.1 LOGON SMS...................................................................................................................................... 17 2.2 OPTIONS MENU ................................................................................................................................. 19 2.2.1 Add New Job............................................................................................................................ 19 2.2.2 Change Password ................................................................................................................... 20 2.2.3 Search Student ........................................................................................................................ 21 2.2.4 School Info ............................................................................................................................... 24 2.2.5 Connection Settings................................................................................................................. 27 3. SYSTEM ADMINISTRATOR................................................................................................................... 28 3.1 SYSTEM USER MANAGEMENT ............................................................................................................. 28 3.1.1 Add New User Account............................................................................................................ 28 3.1.2 Modify User Account................................................................................................................ 30 3.1.3 Delete User Account ................................................................................................................ 32 3.2 SYSTEM CONFIGURATION ................................................................................................................... 34 3.2.1 Title Configuration.................................................................................................................... 34 3.2.2 Relationship Configuration....................................................................................................... 36 3.2.3 Item Status Configuration ........................................................................................................ 38 3.2.4 Room Type Configuration........................................................................................................ 40 3.2.5 Study Status Configuration ...................................................................................................... 42 3.2.6 Grading Configuration.............................................................................................................. 44 3.2.7 Timesheet Configuration.......................................................................................................... 46 3.2.8 Weeks per Semester Configuration......................................................................................... 50 3.2.9 Absent Type Configuration ...................................................................................................... 51 4. ADMINISTRATION.................................................................................................................................. 54 4.1 BUILDING MANAGEMENT ..................................................................................................................... 54 4.1.1 Add Building............................................................................................................................. 54 4.1.2 Modify Building......................................................................................................................... 55 4.1.3 Delete Building......................................................................................................................... 56 4.1.4 Printing Building Report ........................................................................................................... 57 4.1.5 Printing Building Usage Report................................................................................................ 58 4.2 FLOOR MANAGEMENT ........................................................................................................................ 59 4.2.1 Add Floor ................................................................................................................................. 59 4.2.2 Modify Floor ............................................................................................................................. 60 4.2.3 Delete Floor ............................................................................................................................. 61 4.3 ROOM MANAGEMENT ......................................................................................................................... 63 4.3.1 Add Room ................................................................................................................................ 63 4.3.2 Modify Room............................................................................................................................ 64 4.3.3 Delete Room ............................................................................................................................ 65 4.4 ROOM USAGE MANAGEMENT .............................................................................................................. 66 4.4.1 Employee and Office ............................................................................................................... 66 4.4.2 Class and Classroom............................................................................................................... 70 4.4.3 Student and Bedroom .............................................................................................................. 74 4.5 ROOM RESERVATION MANAGEMENT ................................................................................................... 81 4.5.1 Add Room Reservation............................................................................................................ 81 4.5.2 Modify Room Reservation ....................................................................................................... 83
SMS User Manual v1.1.doc
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4.5.3 Printing Room Reservation List ............................................................................................... 85 4.6 ROOM ITEM MANAGEMENT ................................................................................................................. 87 4.6.1 View and Modify Room Items .................................................................................................. 87 4.6.2 Printing Room Items List.......................................................................................................... 88 4.7 JOB MANAGEMENT ............................................................................................................................. 90 4.7.1 View All Jobs............................................................................................................................ 90 4.7.2 View or Modify New Jobs ........................................................................................................ 90 4.7.3 View Closed Jobs .................................................................................................................... 92 4.8 NOTICE BOARD MANAGEMENT ............................................................................................................ 92 4.8.1 Add New Notice ....................................................................................................................... 92 4.8.2 Modify Notice ........................................................................................................................... 94 4.9 INVENTORY STOCK MANAGEMENT ...................................................................................................... 96 4.9.1 Category Management ............................................................................................................ 96 4.9.2 Item Management .................................................................................................................. 100 4.10 W ORKPLACE ACCIDENT MANAGEMENT.............................................................................................. 106 4.10.1 View and Modify Workplace Accident ................................................................................... 106 5. STUDENT MANAGEMENT................................................................................................................... 107 5.1 SEMESTER MANAGEMENT ................................................................................................................ 107 5.1.1 Add Semester ........................................................................................................................ 107 5.1.2 Modify Semester .................................................................................................................... 109 5.1.3 Set Current Semester ............................................................................................................ 110 5.1.4 View Total Students by Semester Chart................................................................................ 111 5.1.5 Import Students from File ...................................................................................................... 112 5.1.6 Add Students to Class ........................................................................................................... 114 5.1.7 Timetable Generator.............................................................................................................. 117 5.1.8 Supper Report Generator ...................................................................................................... 122 5.1.9 View Total Students by Grade Chart ..................................................................................... 125 5.2 GRADE MANAGEMENT ...................................................................................................................... 126 5.2.1 Add Grades............................................................................................................................ 126 5.2.2 Modify Grade ......................................................................................................................... 127 5.2.3 View Total Students by Class ................................................................................................ 128 5.3 CLASS MANAGEMENT ....................................................................................................................... 129 5.3.1 Add Class............................................................................................................................... 129 5.3.2 Modify Class .......................................................................................................................... 131 5.3.3 Copy Classes from Last Semester ........................................................................................ 131 5.3.4 Auto Assign New Student to Class ........................................................................................ 133 5.3.5 Students Results Overview.................................................................................................... 135 5.3.6 Printing All Students Results ................................................................................................. 135 5.3.7 Printing Student Results ........................................................................................................ 137 5.3.8 Setup Graduation Date .......................................................................................................... 138 5.4 STUDENT MANAGEMENT ................................................................................................................... 138 5.4.1 Student................................................................................................................................... 138 5.4.2 Students Parents .................................................................................................................. 146 5.4.3 Workplace Accident ............................................................................................................... 156 5.4.4 Import Students from Last Semester ..................................................................................... 159 5.4.5 Printing Student List............................................................................................................... 161 5.4.6 Printing Student Cards........................................................................................................... 162 5.4.7 Printing New Semester Information Letter............................................................................. 163 5.4.8 Student Behaviour Management ........................................................................................... 165 5.5 SUBJECT MANAGEMENT ................................................................................................................... 170 5.5.1 Subject ................................................................................................................................... 170 5.5.2 Teaching Diary....................................................................................................................... 175 5.5.3 Assignment & Results Management...................................................................................... 182 5.6 TIMETABLE MANAGEMENT ................................................................................................................ 189 5.6.1 Add Timetable........................................................................................................................ 190 5.6.2 Copy Timetable...................................................................................................................... 191 5.6.3 Set current Timetable ............................................................................................................ 193 5.6.4 Delete Timetable.................................................................................................................... 194 5.6.5 View & Edit Timetable............................................................................................................ 196 5.7 ATTENDANCE MANAGEMENT ............................................................................................................. 202 5.7.1 Add Attendance Sheet........................................................................................................... 202
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5.7.2 Delete Attendance Sheet....................................................................................................... 203 5.7.3 Add Attendance Record......................................................................................................... 204 5.7.4 Modify Attendance Record .................................................................................................... 206 5.8 DOCUMENT MANAGEMENT................................................................................................................ 207 5.8.1 Upload Document .................................................................................................................. 207 5.8.2 Modify Document ................................................................................................................... 209 5.8.3 Download Document ............................................................................................................. 210 5.9 RELATED SCHOOL MANAGEMENT ..................................................................................................... 212 5.9.1 Add Related School ............................................................................................................... 212 5.9.2 Modify Related School........................................................................................................... 214 5.10 FURTHER STUDY MANAGEMENT ....................................................................................................... 215 5.10.1 Add Related School to Semester........................................................................................... 215 5.10.2 Add Student to Related School.............................................................................................. 216 5.10.3 Delete Student from Related School ..................................................................................... 219 5.10.4 Output Students Data ............................................................................................................ 220 5.10.5 Printing Student List............................................................................................................... 222 6. ACCOUNTING MANAGEMENT ........................................................................................................... 224 6.1 STUDENT PAYMENTS........................................................................................................................ 224 6.1.1 Make Student Payment ......................................................................................................... 224 6.1.2 Collecting Money ................................................................................................................... 226 6.1.3 View Payments by Cashier.................................................................................................... 228 6.1.4 Collection Overview ............................................................................................................... 230 6.1.5 Update Semester Info............................................................................................................ 232 6.1.6 Payments Overview Report ................................................................................................... 233 6.2 FEE MANAGEMENT ........................................................................................................................... 234 6.2.1 Add Fee ................................................................................................................................. 234 6.2.2 Modify Fee ............................................................................................................................. 236 6.3 CLASS PAYMENT MANAGEMENT........................................................................................................ 237 6.3.1 Show Over Due Students ...................................................................................................... 237 6.3.2 Show All Students.................................................................................................................. 238 6.3.3 Printing Warning Letter .......................................................................................................... 239 6.3.4 Printing Over Due Student List .............................................................................................. 241 7. HUMAN RESOURCE MANAGEMENT................................................................................................. 242 7.1 EMPLOYEE MANAGEMENT ................................................................................................................ 242 7.1.1 Add New Employee ............................................................................................................... 242 7.1.2 Modify Employee ................................................................................................................... 244 7.1.3 Employee Workplace Accident Management........................................................................ 245 7.1.4 Printing Activate Employee List ............................................................................................. 247 7.2 SUBJECT GROUP MANAGEMENT ....................................................................................................... 248 7.2.1 Add Subject Group ................................................................................................................ 248 7.2.2 Modify Subject Group ............................................................................................................ 249 7.2.3 Assign Teacher to Subject Group.......................................................................................... 250 7.2.4 Remove Teacher from Subject Group ................................................................................... 251 7.3 POSITION MANAGEMENT................................................................................................................... 252 7.3.1 Add New Position .................................................................................................................. 252 7.3.2 Modify Position....................................................................................................................... 253 7.3.3 View Total Employee by Position Chart ................................................................................ 254 8. TEACHING ............................................................................................................................................ 256 8.1 8.2 8.3 8.4 8.5 8.6 8.7 INDIVIDUAL TEACHERS TIMETABLE ................................................................................................... 256 CLASS MANAGEMENT ....................................................................................................................... 257 STUDENT MANAGEMENT ................................................................................................................... 257 SUBJECT MANAGEMENT ................................................................................................................... 257 TIMETABLE MANAGEMENT ................................................................................................................ 257 ATTENDANCE MANAGEMENT ............................................................................................................. 257 DOCUMENT MANAGEMENT................................................................................................................ 257
APPENDIX A: FREQUENTLY ASKED QUESTIONS .................................................................................. 258 APPENDIX B: HOW TO INSTALL MICROSOFT SQL SERVER DESKTOP ENGINE ............................... 260
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1. Introduction
1.1 SMS Overview
SMS - School Management System is a large database system which can be used for managing your school's day to day business. SMS allows users to store almost all of their school's information electronically, including information on students, employees, properties, teaching meteorites etc. Most importantly, this information can be easily shared with authorized users, records can be easily searched, and reports can be easily generated. SMS is configurable and can be configured to meet most individual school's needs. It is a multi-user system and can be used by hundreds or even thousands users at same time. General speaking, it is platform running on a Local Area Network (LAN). However, if the SMS server is configured to be a public server - with a static IP or domain name - it would not have a boundary limitation. Wherever you are, once you have an Internet connection and SMS client installed, you can logon to the SMS server easily just the same as if you were sitting in the school office. However, the speed limitation is up to both your client's and server's Internet speed. SMS could make your school staff's life easier than ever. Using SMS, finding student information is just a few seconds away which might have cost hours, or even days, before. At the end of the semester, printing students' statement becomes just a few minutes' job (the speed limitation determined by your printer), but it could be a nightmare without using SMS. If a student is absent, an email or even a short text message could be sent automatically to their parents' email address or mobile phone...
1.2
SMS Technical Overview
The School Management System is a 3-tiers application. It was building in Microsoft .NET technologies and supports large databases management system mainly MS SQL Server and MySQL.
The first tier of this system is SMS client which is a windows application with rich user interface. End users use it to browser, search, enter records and print reports. The middle tier is SMS server, which technical speaking a web service, plays a middle-man role between clients and the database. It contains all business
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School Management System User Manual rules and all clients requests will be processed by the server and finally store or retrieve data to or from the database. However, it is an invisible part compare with the SMS client and end users may never know it exits. The last tier is DBMS the database management system. It is a third-party software such as Microsoft SQL Server or MySQL and it is where your schools information will be stored.
1.3
1.3.1 1.3.2
System Requirements
Minimum SMS Client Requirements Intel Pentium CPU 800MHz or 100% compatible. We strongly recommend 1200MHz or above 128 MB RAM. We strongly recommend 254MB RAM or above 200 MB free disk space or greater Microsoft Windows 2000/XP/2003 or later. Microsoft Windows 2000 must have SP4 installed. Microsoft Windows 2000/XP must have .NET framework 1.1 installed Microsoft Internet Explorer Minimum SMS Server Requirements Intel Pentium CPU 1200MHz or 100% compatible. We strongly recommend 2GHz or above. 256MB RAM. We strongly recommend 512MB or above 10GB free disk space or more (depending on how much data you will have) Microsoft Windows 2000 Server/2003 Server or later. Windows 2000 Professional or Windows XP Professional could be used for small organizations. However, we recommend Windows 2000 Server or Windows 2003 Microsoft Windows 2000 must have SP4 installed Microsoft Windows 2000/XP must have .NET framework 1.1 installed Microsoft IIS must be installed Microsoft Internet Explorer Microsoft SQL Server 2000 with SP2 or SQL Server 2005. However, free database software MSDE or SQL Server 2005 Express are fully compatible.
1.4
1.4.1
Installation
SMS Client Installation
Before the client installation, please check the minimum clients system requirements (1.3.1) and make sure your client system is fully qualified. 1. Double click sms_client.msi file and an installation window will start.
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2. Click Next button and the Select Installation Folder screen will appear. We strongly recommend you keep default value, however, you can click browse button to change to different location.
3. Click Next button again. Make sure you really want to install SMS client then click Next button, otherwise click Cannel button.
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School Management System User Manual 4. If Next button was clicked then the SMS client is being installed
5. Once SMS client installation completed, click close button to exit the installation
6. Congratulations, you have successfully installed SMS client.
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School Management System User Manual 1.4.2 SMS Server Installation Before the server installation, please check the minimum servers requirements (1.3.2) and make sure your server system is fully qualified. 1. Double click sms_server.msi file and an installation welcome window will start.
2. Click Next button then at Name of Database filed enter your database name. You can choose any name you want. However, you must remember it, because your SMS server configuration will require this information.
3. Click Next button again and the Select Installation Address screen will appear. Please DO NOT change any values on this screen.
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4. Click Next button again. Make sure you really want to install SMS server then click Next button, otherwise click Cannel button. 5. If Next button was clicked, then wait for a few seconds and the installer will install SMS server on your computer. Once the installation has been completed, the completion screen will appear. Simply click the Close button to exit SMS server installation.
6. Congratulations, you have successfully installed SMS server.
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1.5
SMS Server Configuration

1. Double click SMS Server Config Wizard icon on your servers desktop, or click start menu, choose All Programs then School Management System Server, select SMS Server Config Wizard.
2. The configuration wizard window will appears. Click Next to continue.
3. At database setting window, supply your database connection information. The database server filed is the computers name where your SQL Server is installed. In most cases, it should be Localhost which means it is same computer as your SMS server is installed. The database name filed is the database name was given by you during the SMS server installation (details see 1.4.2 2). The database user and password fields are the database users name and password it was assigned to the database. If you are also a DBA, please create a user for your SMS database, otherwise, ask your DBA to give your database user name and password information. Click Next button to continue.
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4. If your database information was correct, then a pop-up window will show message Testing database connection was successful. Click OK to continue.
5. At mail server settings window, supply all information about your email server. The mail server is used for sending emails to employees, students or students parents. Get this information from your mail server administrator if you were using your own mail server; if you were using mail server form a mail service provider, ask the mail service provider for information; even you can use a free public mail service such as gmail as your mail server, a test gmail account is default value. However, if you have configured your SMS not using email functions, you can ignore these settings.
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6. The short message service account is used for sending short text message to employees or students parents mobile. You need to apply an account from third-party service provider. (Currently tested in Australia only. However, it can be made available in any other countries depending on third-party service availabilities. If you are in any country other than Australia and wish to use short message service functions, please contact us). However, if you have configured your SMS not using SMS functions, you can ignore these settings. Click Next to continue.
7. If your server is connecting Internet through a proxy server, your need supply the proxy servers information. In most cases you dont use proxy, pleas skip it. Click Next button to continue.
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8. If your server is connecting to Internet, then a pop-up window will show the message Internet is connected. Click OK to continue.
9. At school information windows, enter all information about your school. Note the admin user and password will be used for first time logon School Management System after you successfully activated your SMS. Please remember it. Click Next to continue.
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10. If you need a free activation code, please click Get Free Activation Code button to get a free activation code, otherwise, enter it into the activation code fields.
11. Click Activate It Now button. If you have successfully activated your School Management System license, you will see the message blow. Congratulations, you can start login SMS using the admin user and password.
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2. Logon SMS and Options Menu

2.1 Logon SMS
Logon School Management System could be as easy as logon your computer. Get your user name and password from your system administrator and then double click the SMS icon on your desktop or from menu to launch the SMS client. 1. Go to File menu and then click Connect.
2. Login screen will be displayed.
3. In the server filed type SMS servers computer name or IP or domain name. If you dont know this information, please ask your system administrator.
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4. Type your user name and password into user name and password fields.
5. Click Remember me to let this computer remember your user name and password so that you dont need type them again next time login. However, we strongly recommend Unclick this click box for security reason.
6. Click Login Button and wait 7. If you are first time logon this system and your user account was set to force change (see 3.1.1 for details). A change password window will appears. Just type your old password and new password, then click apply button.
8. If you were successfully changed your password. The confirm window will appear.
9. Click Ok button and then type the new password at login screen then click Login button. 10. Wait for a while (could be from 1 second to few minutes, up to how big your database is) then you will see your SMS client welcome screen if you were login successfully.
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2.2
2.2.1
Options Menu
Add New Job
1. Click Options menu and select Add New Job.
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School Management System User Manual 2. The Add New Job screen will appear. Type the Job information and select the priority you thought it may be, and then click Apply button.
3. A confirmation window will be displayed.
2.2.2
Change Password
1. Click Options menu and select Change Password.
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School Management System User Manual 2. The Change Password window will appear. Type your current password and new password then click Apply button.
3. A confirmation window will be displayed.
2.2.3
Search Student
1. Click Options menu and select Search Student.
2. The search student window will appear.
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3. Stand selection: you can search student by student number, student name, sex and date of birth or combination. 4. Alternatively, your can search students by student barcode.
5. Click Search button or just simply press Enter then a list of possible students will appear in the button panel.
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6. Double click on a student who you are searching for, the students study history window will appear.
7. Click on More Details button to see the students basic information.
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8. Double click on any semester you want to see on study history window, and it will display the students information of this semester.
2.2.4
School Info
Note: this menu is for system administrator only. If you are not a member of system administrator group, please skip it.
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School Management System User Manual 1. Click Options menu and select School Info.
2. The school info window will appear. You can change any values on general tab or communication tab and then click Apply button. Check Enable Email or Enable SMS will allow this system to use email functions or short message service functions. However, the short message service function was tested in Australia only. The Max Semester indicates how many semesters will be shown on the main window left tree (including pass or future semesters).
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School Management System User Manual 3. Click Show Sig or Show Logo will show principles signature or your schools logo. However, click Update button will allow you change them.
4. Click System Status tab to view your servers Internet status, third-party Short Massage Service account balance and School Management System license status.
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School Management System User Manual 2.2.5 Connection Settings 1. Click Options menu and select Connection Settings.
2. The connection settings window will appear. Click Test Connection button to test your connection to SMS server. A pop-up window will show you the result.
3. If you are using a proxy server connect to SMS server, check Use Proxy Server otherwise ignore step 3 4. Type your proxy server url and port number into fields. If your proxy server requires user name and password, also supply them here, otherwise leave them blank.
4. Click test connection button to test your connection. Make sure it is fine then click apply button. Page 27 of 260
3. System Administrator
Pre-condition: logon SMS server with a System Administrator privilege. If you are not a member of System Administrator group, please skip it.
3.1
3.1.1
System User Management

Add New User Account
Note: only current employees can be assigned to a user account. If you cannot add any user accounts, please make sure you have at least one employee who has not assigned to a user account yet. 1. Select Users node under System Admin and then right click on right hand panel choose Add User from the context menu.
2. Enter all information into relevant fields on Add User window.
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Employee: Choose an employee form this dropdown list. Only employee appear in this dropdown list can be created a user account. Show All Employees: If it was checked, all employees in this system will be listed in the employee dropdown list no matter he/she has a user account or not. If your school policy does not allow one employee can have more then one user account, we strongly recommend DO NOT check it. Employee ID: Employees identical number, it can not be changed Position: Employees current position, it can not be changed User Name: The user name is the name for this employee logon this system and it must be unique. The max length of user name is 20 characters. It is not employees real name so that it could be anything you want. However, we strongly suggest you choose something meaningful and unique, such as employee ID. Password: The users password for logon this system. The max length of password is 20 characters. Start Date: Date of this user account can be actually started using. End Date: Date of this user account expires. It could be any date after start date. If you are not sure how long the user account could last (eg. a permanent employee), we suggest you choose no more than 10 years after start date. Password Length: the minimum length of this user password must be. Password Life: Maximum days of password life. After expire date, the user password must be changed. Early Renew: How many days before the user password expiring and then start showing change password pop-up window during the user login process.
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School Management System User Manual Force Change: If it was checked, then the user logons this system first time will be forced to change his/her password. Enable Login: Only if it was checked, the user can login to this system. Access Teaching: If it was checked, the user account is a member of Teaching group. Access Student: If it was checked, the user account is a member of Student group. Access Administration: If it was checked, the user account is a member of Administration group. Access HR: If it was checked, the user account is a member of HR group. Access Accounting: If it was checked, the user account is a member of Accounting group. Access System Admin: If it was checked, the user account is a member of System Admin group. Note: user accounts must be a member of any one or all of these six groups. However, please check with your schools security policy to make sure that you do NOT do any thing against it. 3. Click apply button and then the Add User window will disappear but the new user will appears at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
3.1.2
Modify User Account
1. Select Users node under System Admin, then a list of user accounts will be appeared on the right panel.
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2. Double click on a user account you want to modify and then the property window will appear.
3. Change any values to whatever you want and then click apply button. 4. The user account property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.1.3 Delete User Account 1. Select Users node under System Admin, then a list of user accounts will appear on right hand panel.
2. Select a user you whish to delete and then right click on the right panel and choose Delete User from the context menu.
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3. A confirmation window will appear, click Yes if you want continue otherwise click No.
4. If Yes was clicked and then the user will be deleted. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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3.2
3.2.1
System Configuration
Title Configuration
3.2.1.1 Add New Title 1. Select Title node under System Configuration, right click on the right panel and choose Add New Title from the context menu.
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2. Enter a title into the title filed.
3. Click apply button and then the Add New Title window will disappear but the new title will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.1.2 Modify Title 1. Select Title node under Configuration, then a list of titles will be shown on the right panel.
2. Double click on the title you want modify, then the property window will appear.
3. Change the value to whatever you want and then click apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.2 Relationship Configuration
3.2.2.1 Add New Relationship 1. Select Relationship node under System Configuration, right click on the right panel and choose Add New Relationship from the context menu.
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2. Enter a relationship into relationship filed.
3. Click apply button and then the Relationship window will disappear but the new relationship will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.2.2 Modify Relationship 1. Select Relationship node under Configuration, then a list of relationships will be shown on the right panel.
2. Double click on the relationship you want modify, then the property window will appear.
3. Change the value to whatever you want and then click apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.3 Item Status Configuration
3.2.3.1 Add Item Status 1. Select Item Status node under System Configuration, right click and choose Add Item Status from the context menu.
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2. Enter an item status into item status filed.
3. Click apply button and then the Add Item Status window will disappear but the new item status appears at right hand panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.3.2 Modify Item Status 1. Select Item Status node under Configuration, then a list of item status will be shown on the right panel.
2. Double click on the item status you want modify, then the property screen will appear.
3. Change the value to what you want and then click apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.4 Room Type Configuration
3.2.4.1 Add Room Type 1. Select Room Type node under System Configuration, right click and choose Add Room Type from the context menu.
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2. Enter a room type into the room type filed.
3. Click apply button and then the Add Room Type window will disappear but the new room type will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.4.2 Modify Room Type 1. Select Room Type node under Configuration, then a list of room types will be shown on the right panel.
2. Double click on the room type you want modify, then the property screen will appear.
3. Change the value to whatever you want and then click apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.5 Study Status Configuration
3.2.5.1 Add Study Status 1. Select Study Status node under System Configuration, right click on the right panel and choose Add Study Status from the context menu.
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2. Enter a study status into the study status filed.
3. Click apply button and then the Add Study Status screen will disappear but the new study status will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.5.2 Modify Study Status 1. Select Study Status node under Configuration, then a list of study status will be shown on the right panel.
2. Double click on the study status you want modify, then the property window will appear.
3. Change the value to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.6 Grading Configuration
3.2.6.1 Add Grading 1. Select Grading node under System Configuration, right click on the right panel and choose Add New Grading from the context menu.
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2. If you are adding the first grading, the maximum score is 100 and it can not be changed. In the minimum score filed, enter an integer between 100 and 0. And also enter a name of this grading (eg. A, B or whatever your school is currently using) then click Apply button.
3. The Grading window will disappear but the new grading will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.6.2 Modify Grading 1. Select Grading node under Configuration, then a list of grading will be shown on the right panel.
2. Double click on the grading you want modify, then the property window will appear.
3. Change the value to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.7 Timesheet Configuration
3.2.7.1 Add Timesheet 1. Select Timesheet node under System Configuration, right click on the right panel and choose Add Timesheet from the context menu.
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2. Type start time and end time for this period.
3. Click Apply button and then the Timesheet window will disappear but the new period will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.7.2 Modify Timesheet 1. Select Timesheet node under Configuration, then a list of timesheets will be shown on the right panel.
2. Double click on the period you want modify, then the property window will appear.
3. Change the value to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 3.2.7.3 Delete Timesheet 1. Click on Timesheet node under Configuration, then a list of timesheets will be shown on the right panel
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2. Right click and select Delete Timesheet from the context menu. Note: only last period will be deleted and you can delete only 1 period at time.
3. At confirmation widows, click Yes if you want to delete the last period, otherwise click No.
4. The last period will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 3.2.8 Weeks per Semester Configuration 3.2.8.1 Add Weeks for Semester 1. Select Weeks per Semester node under System Configuration, right click on the right panel and choose Add New Week from the context menu.
2. If you are at first time adding weeks, and then the screen will let you create more then one week at once. Just simply select number of weeks per semester in your school calendar.
3. Click Apply button and then the Week window will disappear but a number of weeks appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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3.2.8.2 Increasing week If there was already some weeks in your schools calendar and you want to increase the number of weeks per semester, just select Add New Week from the context menu and it will add 1 week at time. 3.2.8.3 Delete week If you want to delete a week from your schools calendar, just select Delete Week from the context menu and last week of the week list will be deleted. Only 1 week can be deleted at time. 3.2.9 Absent Type Configuration
3.2.9.1 Add Absent Type 1. Select Absent Type node under System Configuration, right click on right hand panel and choose Add Absent Type from the context menu.
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School Management System User Manual 2. Enter an absent type into absent type filed.
3. Click Apply button and then the Add Absent Type window will disappear but the new absent type will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
3.2.9.2 Modify Absent Type 1. Select Absent Type node under Configuration, then a list of absent types will be shown on the right panel.
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School Management System User Manual 2. Double click on the absent type you want modify, then the property window will appear.
3. Change the value to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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4. Administration
Pre-condition: logon SMS with Administration privilege. If you are not a member of Administration group, please skip it.
4.1
4.1.1
Building Management
Add Building
1. Select Building node under Administration, then right click on the right panel and choose Add New Building from the context menu.
2. Enter all information of the building into these associated fields.
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School Management System User Manual Building N0.: Buildings identify number. Building Name: Name of the Building Area: Total area of this building Year Complete: Buildings complete year Note: Additional information about this building 3. Click Apply button and then the window will disappear but the new building will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4.1.2
Modify Building
1. Select Building node under Administration, then a list of buildings will be displayed on the right panel.
2. Double click on the building you want modify, then the property window will appear. Page 55 of 260
3. Change values to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 4.1.3 Delete Building
1. Select the building you want to delete. Right click on it and select Delete Building from the context menu.
2. At confirmation window, if you really want delete this building, click Yes otherwise click No. However only empty building (no floors on this building) can be deleted.
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School Management System User Manual 3. If Yes was clicked then the building will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4.1.4
Printing Building Report
1. Select a building under Building that you want to print report. Right click on the right panel and choose Printing Building Report from the context menu.
2. Wait for a while and the building report will be displayed.
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4.1.5
Printing Building Usage Report
1. Select a building under Building that you want to print report. Right click on the right panel and choose Printing Building Usage Report from the context menu.
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School Management System User Manual 2. Wait for a while and the building usage report will be displayed.
4.2
4.2.1
Floor Management
Add Floor
1. Select a building node under Building. Right click on the right panel and choose Add Floor from the context menu.
2. Enter the floor name and area into associated fields.

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3. Click Apply button and then the window will disappear but the new floor will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4.2.2
Modify Floor
1. Select a building node under Building, and then a list of floors will be displayed on the right panel.
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2. Double click on the floor you want modify, then the property screen will appear.
3. Change values to whatever you want and then click apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 4.2.3 Delete Floor
1. Select the floor you want to delete. Right click and select Delete Floor from the context menu.
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2. At confirmation window if you really want delete this floor, click Yes otherwise click No. However, only empty floor (no rooms on this floor) can be deleted.
3. If you clicked Yes then the floor disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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4.3
4.3.1
Room Management
Add Room
1. Select a floor node under a building. Right click on the right panel and choose Add New Room from the context menu.
2. Enter room information into these associated fields.
Room N0.: Unique number of the room. It could be anything you want. Room Name: The name of the room if it has one. Room Type: Choose a room type from the dropdown list. Area: Area of the room. Max Seats: Maximum seats of the room.
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School Management System User Manual Phone: Telephone number if it has one. Note: Any additional information about this room. 3. Click Apply button and then the window will disappear but the new room will appear at right hand panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4.3.2
Modify Room
1. Select a floor node under a building, and then a list of rooms on this floor will be shown on the right panel.
2. Double click on the room you want modify, then the property window will appear.
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3. Change values to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 4.3.3 Delete Room
1. Select the room you want to delete. Right click and select Delete Room from the context menu.
2. At confirmation window if you really want delete this room, click Yes otherwise click No. However only empty room (no one or a class is assigned to this room) can be deleted.
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3. If you clicked Yes then the room will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4.4
4.4.1
Room Usage Management

Employee and Office
4.4.1.1 Add Employee to Office 1. Double click on the room (the room type must be Office) you want add employees to. The room property window will display.
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2. Click usage tab, then right click and choose Assign Person to Room from the context menu.
3. On the selection window select an employee from the dropdown list and then click Apply button.
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4. An employee has been assigned to this office.
5. You can repeat from step 1 to 4 again and add more employees until full of this office. 4.4.1.2 Remove Employee from Office 1. Double click on the room (room type must be office) you want remove employee from. The room property window will display.
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2. Click usage tab and select the employee you want to remove, right click and select Remove Person from Room from the context menu.
3. At confirmation window click Yes if you really want remove this employee, otherwise click No.
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4. If Yes was clicked and then the employee will disappear from room usage list.
5. You can repeat from step 1 to 4 again remove all employees until this office is empty. 4.4.2 Class and Classroom
4.4.2.1 Add Class to Classroom 1. Double click on the room (the room type must be Classroom) you want assign a class to. The room property window will display.
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2. Click usage tab, then right click and choose Assign Room to Class from the context menu.
3. On the Assign Room to Class window choose a class you want assign the room to then click apply button.
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4. The class will appear on the room usage list.
4.4.2.2 Remove Class from Classroom 1. Double click on the room (room type must be classroom) you want remove class from. The room property window will display.
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2. Click usage tab and select the class you want to remove from this room, and then right click and select Remove Class from Room from the context menu.
3. At confirmation window click Yes if you really want remove this class, otherwise click No.
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4. If Yes was clicked and then the class will disappear from the rooms usage list.
4.4.3
Student and Bedroom
This session is for boarding school only. If your school is not a boarding school please ignore it. 4.4.3.1 Add Student to Bedroom 1. Double click on the room (the room type must be Bedroom) you want add students to. The room property window will display.
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2. Click usage tab then right click on the usage list and choose Assign student to Room from the context menu.
3. A student selection window will appear.
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4. Select grade and then class, choose either female student or male student, and then a list of available students will appear on the student list.
5. Use
button to select student one by one from top to bottom. Alternatively, Check the little to get all students you have selected.
check box next to student then use
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6. You can use
or
to remove student from room same as step 5.
7. Make sure all students are those you want, click Apply button. 8. The student selection window will disappear, but those students you selected have been assigned to the bedroom.
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School Management System User Manual 4.4.3.2 Remove Students from Bedroom 1. Double click on the room (the room type must be Bedroom) you want remove student from. The room property window will display.
2. Click usage tab then right click on usage list and choose Assign student to Room from the context menu.
3. A student selection window will appear.
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4. Use
button to remove student one by one from top to bottom. Alternatively, Check the little to remove all students you have selected.
check box next to student then use 5. You can use or
to add student to room same as step 4.
6. Make sure all students are those you want, click apply button 7. Selected students will be removed from that bedroom.
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School Management System User Manual 4.4.3.3 Keep Same as Last Semester If the bedroom was used in last semester and you want keep all students same as it was. Simply do this: 1. Double click on the room (the room type must be Bedroom) you want add student to. The room property window will display.
2. Click usage tab and then right click, select Keep Same as Last Semester from the context menu.
3. All students who used this bedroom last semester will appear on room usage list.
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4.5
4.5.1
Room Reservation Management

Add Room Reservation
1. Double click the room you want to add reservation to. The room property window will be displayed. Select reservation tab.
2. Right click on the reservation list and choose Add Reservation from the context menu.
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3. Enter reservation information into these associate fields.
Reservation Date: Date of reservation. However, only today or any date after today can be chosen. Start At: The reservation start time. End At: The reservation end time and it must be late then start time. Customer: Who requires this reservation
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School Management System User Manual Internal or External: Employees of this school are internal users otherwise are external users. Rent: External users may be changed for this reservation. However, it is up to your schools policy. Note: Any additional information you want adding for this reservation. 4. Click apply button and the reservation has been added and customer may keep this reservation code for confirmation.
5. You can repeat from step 1 to 4 again and add more reservations. 4.5.2 Modify Room Reservation
1. Double click the room you want to modify its reservation. The room property window will appear. Select reservation tab.
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School Management System User Manual 2. Choose the date of reservation. However, you only choose today or any date after today.
3. A list of reservations will be shown. Select the reservation you want to modify and then double click.
4. The reservation property window will be displayed. You can change any value to whatever you want or click the Cancel Reservation for cancelling this reservation and then click Apply button.
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5. The reservation will be changed or if you chose to cancel it, it will disappear from the reservation list.
4.5.3
Printing Room Reservation List
1. Double click the room you want to print servation list. The room property window will appear. Select reservation tab.
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2. Choose the date of reservation. However, you only choose today or any date after today.
3. A list of reservations will be shown. Right click and choose Printing Reservation form context menu.
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4. Wait for a while and the report will be generated.
4.6
4.6.1
Room Item Management

View and Modify Room Items
1. Double click the room you want to view its item. The room property window will appear. Select the item tab.
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2. A list of items will be displayed. Select the item you want to view or modify and then double click on it. The item property window will be displayed.
3. Change values to whatever you want and then click Apply button. 4. The property window will disappear. You can see the message Operation was successful. However, if it was failed, it would be display Operation was unsuccessful on the status bar. 4.6.2 Printing Room Items List
1. Double click the room. The room property windows will display. Select the item tab.
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2. Right click on the item list and choose Printing Item List from the context menu.
3. Wait for a while and the report will be displayed.
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4.7
4.7.1
Job Management
View All Jobs
1. Select Job node under Administration and all Jobs will display at the right panel. Red colour indicates status open; green colour indicates status processing and grey colour indicates status closed.
4.7.2
View or Modify New Jobs
1. Select New Job node under Job and all Jobs in status Open or Process will be displayed at the right panel.
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2. Double click the Job you want to view or modify and then the property window will appear.
3. Print the Job out or click description tab to view Job description and report tab to add fixed report.
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4. Click Apply button then the property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed 4.7.3 View Closed Jobs
1. Select Closed Job node under Job and it will display all closed Jobs on the list.
4.8
Notice Board Management
All Employees who logged on the system will see the notice board first. However, only those who have administration privilege can manage the notice board. 4.8.1 Add New Notice
1. Select Notice Board node under Administration. Right click on the right panel and choose Add New Notice from the context menu.
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2. Enter all information into these associate fields.
Title: the title of this notice Start Date: the actual date start display on notice board End Date: after end date the notice will disappear from the notice board. Priority: How important this notice is. Description: Short description of this notice Notice Body: full text of this notice
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School Management System User Manual 3. Click Apply button and then the window will disappear but the new notice will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4. All users of this system will see this notice after successful login SMS between the notice start date and end date.
4.8.2
Modify Notice
1. Select Notice Board node under Administration, then a list of notices will be shown on the right panel.
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2. Double click on the notice you want modify, then the property window will appear.
3. Change values to whatever you want or if your want close this notice immediately, just uncheck Active and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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4.9
4.9.1
Inventory Stock Management

Category Management
4.9.1.1 Add New Category 1. Select Inventory Stock node under Administration. Right click on the right panel and choose Add Category from the context menu.
2. Enter category code and name into associate fields.
3. Click Apply button and then the window will disappear but the new category will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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4.9.1.2 Modify Category 1. Select Inventory Stock node under Administration, then a list of categories will be displayed on the right panel.
2. Double click on the category you want modify, then the property window will appear.
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3. Change values to whatever you want then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 4.9.1.3 Delete Category 1. Select Inventory Stock node under Administration, then a list of categories will be shown on the right panel.
2. Select the category you want to delete and then right click on the right panel and choose Delete Category from the context menu.
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3. At confirmation window, if you really want delete this category, click Yes otherwise click No. However, only empty category (no items under this category) can be deleted.
4. If Yes was clicked then the category will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 4.9.1.4 Printing Category Report 1. Select the category you want print under Inventory Stock then right click on the right panel and choose Printing Category Report from the context menu.
2. Wait for a while and the report will be displayed.
4.9.2
Item Management
4.9.2.1 Add New Item 1. Select a category node that you want add items to under Inventory Stock. Right click on the right panel and choose Add New Item from the context menu.
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2. Enter all information into these associate fields.
Item Number: Identify number of the item Item Name: Name of the item Barcode: Barcode of the item
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School Management System User Manual Auto Barcode: if it is clicked, then the system will automatically generate a barcode for this item. Otherwise, you can type barcode into the barcode filed. Description: Short description for the item Purchase Date: Date of item purchase Purchase Price: Item purchase price Current Value: evaluation of current value Location: where item stored or used Note: additional information of this item 3. Click Apply button and then the window will disappear but the new item will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
4.9.2.2 Modify Item 1. Select a category node under Inventory Stock, and then a list of items will be shown on the right panel.
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School Management System User Manual 2. Double click on the item you want modify, then the property window will appear.
3. Change values to whatever you want then click apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 4.9.2.3 Printing Item Barcodes 1. Select a category node that you want to print items barcode under Inventory Stock, right click on the item list, and then select Printing Item Barcode from the context menu.
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School Management System User Manual 2. Wait for a while and then all items barcode in this category will be printed out.
3. Cut and stick it on each item. 4.9.2.4 Check Items 1. Select Inventory Stock node under Administration, right click on the right panel and choose Check Items from the context menu.
2. The Check Item Status window will appear.
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3. Use a barcode scanner scan items barcode. If it has been found and then the item will be displayed at the item list area, otherwise, nothing will happen.
4. Checked item will display in red colour.
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4.10 Workplace Accident Management

4.10.1 View and Modify Workplace Accident 1. Select Workplace Accident node under Administration, a list of workplace accidents will be displayed on right panel.
2. Double click on the accident you want view or modify and then the property window will appear.
3. Click description tab to view the accident description and note tap to add any addition information about this accident. If you want to close this accident, just click Close this accident and click Apply button. 4. The property window will disappear. You can see the message Operation was successful. However, if it was failed, it would be display Operation was unsuccessful on left hand status bar.
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5. Student Management
Pre-condition: logon SMS with student privilege. If you are not a member of Student Group, ignore it.
5.1
5.1.1
Semester Management
Add Semester
1. Select Semester node under Student, then right click on the right panel and choose Add New Semester from the context menu.
2. On the adding semester window enter all information of the semester into associate fields.
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Year: year of this semester Rent: rental of student accommodation for this semester. Boarding-school only Semester: Name of this semester Start Date: start date of this semester End Date: end date of this semester. It must be late then start date Reg Sta Date: registration start date of this semester Reg End Date: registration end date of this semester. It must be late then reg start date Note: additional information of this semester Message: the full text body that you want to print on the new semester info letter 3. Click Apply button and then the adding semester window will disappear but the new semester will be displayed at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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5.1.2
Modify Semester
1. Select Semester node under Student, and then a list of semesters will be displayed on the right panel.
2. Double click on the semester you want modify, then the property window will appear.
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3. Change values to whatever you want and then click Apply button 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 5.1.3 Set Current Semester
You can configure maximum number of semesters can be displayed in the system (see 2.2.4 for details). However, only one semester can be currently used. You need manually set the current semester. Note: read colour indicates current semester; blue colour indicates further semester and grey colour indicates past semester. 1. Select Semester node under Student, then a list of semesters will be displayed on the right panel.
2. Select a semester you want to set as current semester, then right click on it and choose Set Current Semester from the context menu
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3. At confirmation window click Yes if you want to set this semester as current semester, No otherwise.
4. If Yes was clicked and the colour of the selected semester will be in red it indicates it is a current semester.
5.1.4
View Total Students by Semester Chart
1. Select Semester node under Student, then right click on it and choose Total Students by Semester Chart from the context menu.
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2. Wait for a few seconds and the chart will be displayed.
5.1.5
Import Students from File
This function can be used only if you have a XML file from your related school (details see 5.10.4). 1. Select a semester under Semester, then right click on the right panel and choose Import Students from File from the context menu.
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2. The importing students window will appear
3. Select a school from top dropdown box that you received the file from. If the file is for year seven, select For Junior Students; on other hand, if the file is for year nine, then select For Senior Students option.
4. Click ... button to select the file you want to import from.
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5. Make sure everything is right and then click Read button.
6. Wait for a few seconds and then a pup-up window will show you the results
7. If it happed that not all students have been imported, please repeat step1 step5 5.1.6 Add Students to Class
Apart from the Import Students from Last Semester function (details see 5.4.4), you can also use this function to assign students to a class especially if some students want to change their class or for some reason havent been assigned to any class yet.
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School Management System User Manual 1. Select a semester under Semester, then right click on the right panel and choose Add Students to Class from the context menu.
2. The adding student window will appear.
3. Select a semester from top left dropdown box and then all available students list of this semester will be displayed on the left panel.
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4. Select the target class and then use > or >> to add students to the target class. If you made a mistake, you can use < or << to remove students from this class.
5. Click Apply button and then all selected students will be assigned to the target class.
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School Management System User Manual 5.1.7 Timetable Generator 5.1.7.1 View Timetable 1. Select a semester node under Semester, right click the right panel and choose Timetable Generator from the context menu
2. Wait for a few seconds and the timetable generator window will appear. By default it displays whole school timetable by subject.
3. If you need view the timetable by teacher, just simply click on the timetable window, then right click and choose View Timetable By Teacher from the context menu.
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4. Wait for a few seconds and then the timetable by teacher will be displayed
5.1.7.2 Edit Timetable 1. On the timetable generator window from 5.1.7.1, click Edit Timetable tab and then the edit timetable window will appear.
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2. Click a day node that you want to add or modify the timetable, and then select a specific class. The timetable of this class on the specific day will be displayed on the right panel.
3. Double click on a period you want to add or modify and then the period property window will appear.
4. Select a subject from the dropdown box and then click Apply button. The property window will disappear but the select period will be changed.
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5. When you try to add a subject to a period, but the teacher of this subject is teaching any other class in the same period and you will see this pop-up window
6. Click on a grade node on the tree, and then all classes of the grade will be listed on the right panel. Figures show that total periods per week for all subjects. Make sure the total periods of a subject is not less then the minimum periods per week of the subject.
5.1.7.3 View Timetable by Teacher 1. On the timetable generator window from 5.1.7.1, click View Timetable By Teacher tab and then the view window will appear
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2. Select any subject group at the tree and then the all employee who is a member of this subject group will be listed at the right panel. You can see the total period per week for each teacher
3. Select a specific teacher under the subject group node and then it will display the teachers individua timetable of this semester.
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School Management System User Manual 4. Right click on the right panel and choose Print Teachers Timetable from the context menu.
5. Wait for a few seconds and then the timetable for this teacher will be displayed.
5.1.8
Supper Report Generator
This function is a user interface for generating students performance reports. It includes 5 text report templates and 4 chart report templates. Depends on the selection you have chosen, it could generate more 100 individual reports.
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School Management System User Manual 1. Select a semester under Semester, then right click on the right panel and choose Supper Report Generator from the context menu.
2. The Supper Report Generator window will appear.
Report Option: Two options you can choose: report for grade the report will be generated based on the grade; report for class the report will be generated based on the class.
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School Management System User Manual Report Type: Choose either text report or chart report Text Report: If text report was checked, then you can select any text report template from this column. The value in text boxes can be changed. Chart Report: if chart report was checked, then you can select any chart report template from this column. The value in text boxes can be change. Subject List: After all options are selected, a list of available subjects will be shown in the panel. 3. After options selection and a list of available subjects will be displayed in the Subject List panel. Double click on any subject you want to generate report.
4. Wait for a few seconds and then the report will be displayed.
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5.1.9
View Total Students by Grade Chart
1. Select a semester node under Student, right click on the right panel and choose Total Students by Grade Chart from the context menu.
2. Wait for a few seconds and the chart will display.

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5.2
5.2.1
Grade Management
Add Grades
1. Select a semester node under Semester you want to add new grades, and then right click on the right panel and choose Add New Grades from the context menu.
2. The adding grade window will appear and all available grades for this semester will be listed.
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3. Click Apply button and then the adding grade window will disappear, but all available grades will be added on this semester if the operation was successful.
5.2.2
Modify Grade
1. Select a semester node under Semester, and then a list of grades will be displayed on the right panel.
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School Management System User Manual 2. Double click on a grade you want modify and then the property window will appear.
3. Select an employee as head teacher for this grade and then click Apply button 4. The property window will disappear but the head teacher will be displayed on the list if the operation was successful.
5.2.3
View Total Students by Class
1. Select a grade node under a semester, then right click on the right panel and choose Total Students by Class Chart from the context menu
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School Management System User Manual 2. Wait for a few seconds and the chart will be displayed
5.3
5.3.1
Class Management
Add Class
1. Select a grade node under a semester, and then right click on the right panel and choose Add New Class from the context menu.
2. On the adding class window enter all information of the class into associate fields. Page 129 of 260
Class No.: Identity number of this class Class Name: Name of this class Head Teacher: head teacher of the class Class Room: classroom for this class Note: Additional information about this class 3. Click Apply button and then the window will disappear but new class will be displayed on the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 5.3.2 Modify Class 1. Select a grade node under a semester, and then a list of classes will be displayed on the right panel.
2. Double click the class you want to modify and then the property window will appear.
3. Change values to whatever you want or if you want to delete this class, just simple check Delete this Class and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 5.3.3 Copy Classes from Last Semester
If current semester is not first semester in this system and you want to copy classes from previous semester, then simply follow this: 1. Select a grade under a semester, then right click on the right panel and choose Copy Classes from Last Semester from the context menu.
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2. All classes from previous semester will be displayed on the selection window
3. Select any or all classes and then click Apply button. The selection window will disappear but all selected classes will be added to this grade. However, the class number is not available; you need manually add class number in this case. (details see 5.3.2)
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5.3.4
Auto Assign New Student to Class
This function can be used only if you have imported students from a file (details see 5.1.5). If you did not use import students from file function, please ignore this. 1. Select a grade under a semester, then right click on the right panel and choose Auto Assign New Students to Classes from the context menu.
2. The student selection window will appear.
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Student Number Option: Those imported students have their old student number from their previous school. However, you may do it differently in your school. Prefix Using SID will add the related school code before the student old number. Postfix Using SID will add the related school code after the student old number. Keep Same doesnt change the old student number. Keep Blank will not import students old student number in this case, you need manually assign a student number to each student. Student barcode Option: Keep old barcode or leave it blank Student Selection Option: You can select student by random or select their score. Class Selection Option: Fill students into classes by maximum number or balance all students into all selected classes 3. Select all options and then click Process button. A pop-up window will show you its result.
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School Management System User Manual 4. If it happed that it has not processed all students, please repeat step1 step3 until all students are assigned to a class. 5.3.5 Students Results Overview
1. Click on a class node under a grade, then all students of this class and their scores of each subject will be displayed
2. Click on the column header and records will be sorted by the column header value.
5.3.6
Printing All Students Results
1. Select a class node under a grade, then right click on the right panel and choose Printing All Students Results from the context menu.
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2. Wait for a few seconds and the Students Statement of this class will be generated.
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School Management System User Manual 3. Click the print button on the top of window and print this class students statement out. 5.3.7 Printing Student Results
1. Select a student record at right panel, then right click on it and choose Printing Students Results from the context menu
2. The selected students statement will be displayed.
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School Management System User Manual 5.3.8 Setup Graduation Date The function is for grade six, grade nine and grade twelve only. 1. Select a class under grade six, nine or twelve, then right click on the right panel and choose Set up Graduation Date from the context menu.
2. Select a graduation date and then click Apply button.
3. The graduation date window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed
5.4
5.4.1
Student Management
Student
5.4.1.1 Add New Student 1. Select Student node under a class, then right click on the right panel and choose Add Student from the context menu.
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2. On the adding student window enter all information into associate fields.
Student No.: Students identify number Barcode: students barcode, it will print the barcode on the students document Page 139 of 260
School Management System User Manual Name: students name M or F: M male F female Auto Barcode: if it is checked then the system will automatically generate barcode for this student Start Date: Date started study at this school DOB: Date of birth Address1: students home address Address2: students home address PCode: students home post code Phone: students home phone Mobile: Students mobile phone Email: students email address Note: additional information about this student 3. Click Apply button and then the adding student window will disappear but the new student will be displayed on the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
5.4.1.2 Update Student Basic Information 1. Select Student node under a class and then all students of this class will be displayed on the right panel.
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2. Select a student you want to update and then right click on the right panel and choose Update Student from the context menu.
3. The property window will appear. You can change values to whatever you want then click Apply button.
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4. If you want to show the students photo, just simply click Show Photo and then the students photo will appear on the window. If no photo was available, then a black image will be shown and Add Photo button will become available.
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School Management System User Manual 5. Click Add Photo button and then a window explorer window will appear. Find where the photo is and then double click on the photo.
6. The photo will be uploaded and displayed on the screen. The Delete Photo will become available.
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School Management System User Manual 7. Click Print button to print the student basic information report.
5.4.1.3 Modify Student Semester Info 1. Select Student node under a class and then all students of this class will be displayed on the right panel.
2. Double click the student you want to modify, and then the property window will appear.
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3. Change values or click Summary tab and type the students summary for this semester. The summary will be printed on the students statement. Click Apply button to save changes.
4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
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School Management System User Manual 5.4.2 Students Parents 5.4.2.1 Add Students Parents 1. Select Student node under a class and then all students of this class will be displayed on the right panel.
2. Select a student you want to add parents, then right click on the right panel and choose Update Student from the context menu.
3. Select Parents tab on the student property window, then right click on the right panel and choose Add Parent from the context menu.
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4. Adding parent window will appear. Enter all information of the parent into associate fields.
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School Management System User Manual Title: the title of the parent Name: the name of the parent Primary: if it was checked, he/she will be a primary contact person Relation: relationship between the parent and the student Occupation: the parents occupation Address1: the parents home address Address2: the parents home address PCode: the parents home post code Company: Where the parent works for Home Tel: home telephone of the parent Mobile: mobile phone of the parent Work Tel: Office telephone of the parent Email: the parents email address Note: additional information for this parent 5. Click Apply button. The parent window will disappear but the new students parent will be displayed on the parents list if the operation was successful.
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School Management System User Manual 5.4.2.2 Modify Students Parents 1. Select Student node under a class and then all students of this class will be displayed on the right panel.
2. Select a student you want to modify parents, and then right click on the right panel and choose Update Student from the context menu.
3. Select Parents tab on the student property window and then a list of students parents will be displayed.
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4. Double click on the parent you want to modify and then the property window will appear.
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School Management System User Manual 5. Change values to whatever you want or alternatively click Children tab to view all children under this parents care.
6. Double click on a student and then the student property window will appear. You can view or change the student basic information same as 5.4.1.2. 5.4.2.3 Search Students Parents If a student has any siblings are studying or used to study at same school, or however, a student has same career as other student, we dont need enter his/her parents information again. Simply search for the students parents. 1. Select Student node under a class and then all students of this class will be displayed on the right panel.
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School Management System User Manual 2. Select a student you want to add parents to and then right click on the right panel and choose Update Student from the context menu.
3. Select Parents tab on the student property window then right click on the right panel and choose Search Parent from the context menu.
4. The search window will appear. If we know this student has a sibling who is studying at another class and his student number is 071001. Type this number into student number filed and then click Find button. However, you can search parents by student name and as well as date of birth.
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5. Parents will be displayed on the window if found any. Make sure they are the students parents as well, click Apply button.
6. Parents will be displayed on the students parent list.
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5.4.2.4 Delete Student Parent 1. Select Student node under a class and then all students of this class will be displayed on the right panel.
2. Select a student you want to delete parents from and then right click on the right panel and choose Update Student from the context menu.
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3. Select Parents tab on student property window, click on the parent you want to delete and choose Delete Parent from the context menu.
4. At confirmation window click Yes if you want to delete this parent, No otherwise.
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5. If Yes clicked and then the parent will disappear from students parents list.
5.4.3
Workplace Accident
1. Select Student node under a class and then all students of this class will be displayed on the right panel
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2. Select a student you want to add workplace accident to, and then right click on the student and choose Update Student from the context menu
3. Select Workplace Accident tab on the student property window, then right click on the right panel and choose Add Accident from the context menu
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4. The Add Accident window will appear. On the window select an occurred date and then type description into Description field
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School Management System User Manual 5. Click Apply button and then the window will disappear but the accident record will appear in workplace accident list
6. Normally when a workplace accident report was created, an email or SMS will be sent to students parents and then the accident status will become Sent. However, if it happened something went wrong, for instants, the servers Internet was down and was unable to send an email or a SMS message at this time, the accident status will become Created. In this case, the reporter can simply select the accident, right click and choose Re-send Email or SMS from the context menu, the server will try to send an email or a SMS message again.
5.4.4
Import Students from Last Semester
If the current semester is not first semester in this system and the class is not new but an existing class from last semester, you DO NOT need enter students again, just simply copy from last semester.
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School Management System User Manual 1. Select student node under a class (it must NOT be in first semester of this system). Right click on the right panel and choose Import Students from Last Semester.
2. At the import windows, select a grade and then a class, all students in this class will be displayed on the left panel. Select some or all students from that class and use > or >> button to add students into the new class. Vice-versa, use < or << button to remove students from the new class.
3. Make sure all students in the new class are those you want import from last semester and then click Apply button.
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4. Click Close button and the selection window will disappear, but those selected students will be displayed in the new class student list
5.4.5
Printing Student List
1. Select Student node under a class and then all students of this class will be displayed on the right panel. Right click on the right panel and choose Printing Student List from the context menu
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5.4.6
Printing Student Cards
1. Select Student node under a class and then all students of this class will be displayed on the right panel. Right click on the right panel and choose Printing Students Card from the context menu
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2. Wait for a few seconds and then student cards will be displayed
3. It will print 5 student cards per page. Cut them into 5 pieces. 5.4.7 Printing New Semester Information Letter
1. Select Student node under a class and then all students of this class will be displayed on the right panel. Right click and choose Printing Student List from the context menu
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2. Wait for a few seconds and then these letters for this class will be displayed
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School Management System User Manual 3. Click the print icon on top of the window, and then all letters will be printed out. 5.4.8 Student Behaviour Management
5.4.8.1 Add Behaviour 1. Select Student node under a class and then all students of this class will be displayed on the right panel
2. Double click on a student you want to add behaviour to, and then the student property window will appear
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3. Select Behaviour tab on the student property window, then right click on the right panel and choose Add Behaviour from the context menu
4. The Add Behaviour window will appear. On the window select an occurred date, level and then type description into Description field
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5. Click Apply button and then the window will disappear but the accident record will appear in workplace accident list
6. Normally when a behaviour report was created, an email or SMS will be sent to students parents and then the behaviour status will become Sent. However, if it happened something went wrong, for instants, the servers Internet was down and was unable to send an email or a SMS message at this time, the behaviour status will become Created. In this case, the reporter can simply select the accident, right click and choose Re-send Email or SMS from the context menu, the server will try to send an email or a SMS message again.
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5.4.8.2 Modify Behaviour 1. At 5.4.8.1 step 5 window, double click a behaviour and then the behaviour property window will appear.
2. Change values to whatever you want, click Note tab to write any information about this record or alternatively click Close Behaviour
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3. If the Close Behaviour was clicked and then the records status will become Closed.
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5.5
5.5.1
Subject Management
Subject
5.5.1.1 Add Subject 1. Select Subject node under a class, then right click on the right panel and choose Add Subject from the context menu.
2. One the adding subject window, enter all information about this subject then click Apply button
Subject: name of the subject Teacher: teacher of this subject

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School Management System User Manual Hours/PW: minimum periods per week Compulsory: If is was ticked, it is compulsory otherwise it is option P Percentage: Using percentage for score. eg. 100, 90 etc. T Text: Using text for score. eg. A, B etc. 3. The subject will be displayed on this class subject list
5.5.1.2 Modify Subject 1. Select Subject node under a class and then all subjects of this class will be displayed on the right panel.
2. Double click on the subject you want to modify and then the property window will appear.
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3. Change values to whatever you want then click Apply button. 4. The subject will be changed if the operation was successful 5.5.1.3 Copy Subjects from Other Class If you have more then one class in a same grade, it is most like they will have exactly same subjects. In this case you can simply copy all subjects from first class instead of adding them one by one. 1. Select a subject node under any class other than first class in a grade, right click on the right panel and choose Copy Subjects from Other Class from the context menu.
2. At confirmation window click Yes if you wish to continue, No otherwise.

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3. If Yes was clicked and then all subjects under first class will appear under this classs subject list.
5.5.1.4 Delete Subject 1. Select Subject node under a class and then all subjects of this class will be displayed on the right panel.
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School Management System User Manual 2. Select the subject you want to delete, then right click on the right panel and choose Delete Subject from the context menu.
3. At confirmation window click Yes if you want to delete the subject otherwise click No
4. The subject will deleted from subject list of this class if the operation was successful.
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School Management System User Manual 5.5.2 Teaching Diary 5.5.2.1 Add Teaching Diary 1. Select Subject node under a class and then all subjects of this class will be displayed on the right panel.
2. Double click on the subject you want to add teaching diary to and then the property window will appear.
3. Click Teaching Diary tab and then right click on the teaching diary panel and choose Add Teaching Diary from the context menu.
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4. One the add teaching diary window, enter all information about this diary then click Apply button
5. The new teaching diary will be displayed on teaching diary list of the subject
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5.5.2.2 Modify Teaching Diary 1. Select Subject node under a class and then all subjects of this class will be displayed on the right panel
2. Double click on the subject you want to add teaching diary to then the property window will appear
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3. Click teaching diary tab and then a list of teaching diaries will be displayed on the teaching diary panel.
4. Double click the teaching diary you want to modify and then the property window will appear
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5. Change values to whatever you want and the click Apply button 6. Or click Print button to print this diary out
5.5.2.3 Delete Teaching Diary 1. Select Subject node under a class and then all subjects of this class will be displayed on the right panel
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2. Double click on the subject you want to modify teaching diary then the property window will appear
3. Click teaching diary tab and then all teaching diaries of this subject will be displayed.
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4. Select the teaching diary you want to delete, then right click on it and choose Delete Teaching Diary from the context menu.
5. At confirmation window click Yes if you want to delete the subject, No otherwise
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6. The teaching diary will be deleted from the teaching diary list of the subject if the operation was successful
5.5.3
Assignment & Results Management
5.5.3.1 Add Assignment 1. Select Subject node under a class, then all subjects of this class will be displayed on the right panel
2.
Double click on the subject you want to add assignments to and then the property window will appear Page 182 of 260
3.
Click assignment tab and then right click on the assignment panel and choose Add Assignment from the context menu
4.
On the adding assignment window, enter all information about this assignment and then click Apply button
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5.
The new assignment will be displayed on the assignment list of the subject
5.5.3.2 Modify Assignment 1. Select Subject node under a class and then all subjects of this class will be displayed on right panel
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2.
Double click on the subject and then the property window will appear
3.
Click Assignment tab and then all assignments will be displayed on the assignment list
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4.
Double click on the assignment you want to modify and then the property window will appear.
5.
Change values to whatever you want and then click Apply button. Page 186 of 260
School Management System User Manual 6. Values will be saved if the operation was successful 5.5.3.3 Result Entry & Modify 1. At the assignment property window (see 5.7.2 4), click Results tab and all students attending this subject will be displayed on the list
2. Double click on any student that you want to enter score for this assignment, and then the window will appear
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3. Enter the score for the student of this assignment and as well as any comments, then click Apply button.
4. The score will be saved and displayed on result window.
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5. Repeat 1 4 step for all students 6. From the Subject property window, click Result Overview link and then the result overview for this subject will be displayed.
5.6
Timetable Management
Basic timetable (type M) for each class will be generated through the timetable generator (details see 5.1.7). However, any class could have more then one timetable. For instance, a class need a special timetable for week 5 (may be one teacher is ill and unable to teach in that week), we need create a special timetable for week 5 only for this case.
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School Management System User Manual 5.6.1 Add Timetable 1. Select Timetable node under a class, right click on the right panel and choose Add Timetable from the context menu.
2. The adding timetable window will appear.
3. Select start week and wed week, any comment goes to note filed, then click Apply button.
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4. The adding timetable window will disappear but the new timetable will be listed on the right panel.
5.6.2
Copy Timetable
Using adding method can add a new timetable (details see 5.6.1) for a class; however, it is an empty timetable only. You need to complete the timetable (details see 5.6.5.5) manually. If your new timetable is only little difference with an existing timetable, you can simply copy that existing timetable (it will copy whole timetable) and then do little modification. 1. Select Timetable node under a class, then all timetables for this class will be listed on the right panel.
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2. Select a timetable you want to copy from, then right click on it and choose Copy Timetable from the context menu
3. At confirmation window click Yes if you want to continue, No otherwise.
4. If Yes was clicked, and then the copied timetable (exactly same as the target timetable except the type will be T) will appear on the right panel.
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5. Follow 5.6.5 to modify the timetable to meet your needs. 5.6.3 Set current Timetable
A class could have more then 1 timetable; however, only 1 timetable can be used at time. Red colour indicates the timetable is currently being used. If a temp timetable is about to start using, you need manually set the temp timetable to be current timetable; after the temp timetable has finished its duty, you need manually set the current timetable back to main timetable. 1. Select Timetable node under a class, and then all timetables of this class will be displayed on the right panel.
2. Select a timetable that you want to set as currently timetable, then right click on it and choose Set Current Timetable from the context menu.
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3. At confirmation window click Yes if you want to continue, No otherwise.
4. If Yes was clicked and the selected timetable will became in red colour it indicates it is current timetable.
5.6.4
Delete Timetable
1. Select Timetable node under a class, and then all timetables of this class will be displayed on the right panel
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2. Select a timetable that you want to delete, then right click on it and choose Delete Timetable from the context menu
3. At confirmation window click Yes if you want continue, No otherwise.
4. If Yes was clicked and then the selected timetable will disappear from the timetable list
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5.6.5
View & Edit Timetable
5.6.5.1 View & Modify Timetable 1. Select Timetable node under a class, and then all timetables of this class will be displayed on the right panel
2. Double click on the timetable you want to view or modify, then the timetable property window will appear.
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3. You can change the start week and end week, or enter some note and then click Save Change button. 5.6.5.2 Printing Timetable 1. At a timetable property window (see 5.6.5.1 step 2), right click on the timetable panel and choose Printing Timetable from the context menu.
2.
Wait for a few seconds and the timetable will be displayed.
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5.6.5.3 Printing Timetable (Subject) 1. At a timetable property window (see 5.6.5.1 step 2), right click on the timetable panel and choose Printing Timetable (Subject) from the context menu.
2.
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5.6.5.4 Printing Timetable (Teacher) 1. At a timetable property window (see 5.6.5.1 step 2), right click on the timetable panel and choose Printing Timetable (Teacher) from the context menu.
2.
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5.6.5.5 Edit Timetable 1. At a timetable property window (see 5.6.5.1 step 2), click Edit Timetable tab and then the edit timetable window will appear.
2.
Click a day node that you want to add or modify the timetable, all periods on the specific day will be displayed on the right panel.
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3. Double click on a period you want do add or modify and then the period property window will appear
4. Select a subject from the dropdown box and then click Apply button. The property window will disappear but the select period will be changed
5. When you try to add a subject to a period, if the teacher is teaching other class in the same period and you will see this pop-up window
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5.7
5.7.1
Attendance Management
Add Attendance Sheet
1. Select Attendance node under a class, then right click on the right panel and choose Add Attendance from the context menu.
2. Select a date from the adding attendance window and then click Apply button.
3. The new attendance sheet will be displayed on the attendance list
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School Management System User Manual 5.7.2 Delete Attendance Sheet 1. Select Attendance node under a class and then all attendance sheets will be displayed on right hand panel.
2. Select an attendance sheets you want to delete, then right click on it and choose Delete Attendance from the context menu
3. At confirmation window, click Yes if you want to continue, No otherwise.
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4. The attendance sheet will disappear. However, only empty attendance sheet can be deleted.
5.7.3
Add Attendance Record
1. Double click on an attendance sheet and the attendance sheet window will appear.
2. Double click on the student you want to add attendance record to, and then the attendance record window will appear.
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3. Select an absent type and enter explanation if you have one then click Apply button. The absent record will be added. An email will be sent to the students parents if the students parents email address is recorded in the system.
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School Management System User Manual 4. You dont need do any thing if a student is attending school that day. 5.7.4 Modify Attendance Record
1. Double click on an attendance sheet and the attendance sheet window will appear.
2. Double click on a student you want to modify his/her attendance record, and then the attendance record window will appear.
3. You can modify this absent record or delete this record by check the Delete check box. 4. If Delete was checked and then the record will disappear.
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5.8
5.8.1
Document Management
Upload Document
1. Select Document node under a class, then right click on the right panel and choose Upload Document from the context menu.
2. The uploading window will appear
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3. Click button to select a document.
4. If the Private Use Only was checked, then the documents status will be private which mains only the document owner can view and download it. Otherwise the documents status will be public that mains all users who can access this class will able to see it and as well as download it.
5. Click Upload button and the upload document window will disappear, but the uploaded document will appear at the right panel. Red colour indicated it is a private document.
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5.8.2
Modify Document
1. Select Document node under a class then all public documents as well as your own private documents will appear on the right panel.
2. Double click on the document you want to modify and then the document property window will appear.
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3. You can change the document status or re-upload the document (it will overwrite the original document). However, check the Delete will delete the document. 4. If the Delete was checked, then the document will disappear from the right panel.
5.8.3
Download Document
1. Select Document node under a class and then all public documents as well as your own private documents will appear on the right panel.
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2. Select a document you want to download, right click on it and choose Download Document from the context menu.
3. At Browse For Folder window select a location and then click OK button to save your document.
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4. Using windows explorer to find the location you have select at step 3 and you will see the document will be there.
5.9
Related School Management
A related school is a school other than your school but your students may go to there for further study. 5.9.1 Add Related School
1. Select Related School node under Student, then right click on the right panel and choose Add Related School from the context menu
2. The adding window will appear. Enter all information into associated fields.
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School Code: Unique identify number for this school. It could be anything, however, it must be unique School Name: Name of the related school Address1: address of the related school Address2: address of the related school PCode: Post code of the related school Phone: Telephone number of the related school Facsimile: Fax number of the related school Email: Email address of the related school Web Site: The URL of the related school web site Contact: Name of the person in the related school you always contact with Note: Any additional information goes note. 3. Click Apply button and then the Add Related School window will disappear but the new related school will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed
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5.9.2
Modify Related School
1. Select Related School node under Student and then a list of related schools will be displayed on the right panel.
2. Double click on the school you want to modify and then the property window will appear.
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3. Change values to whatever you want and then click Apply button. 4. The property widow will disappear. You can see the message Operation was successful on left hand status bar. However, if it was failed, it would be display Operation was unsuccessful
5.10 Further Study Management

5.10.1 Add Related School to Semester 1. Select Further Study node under a semester, then right click on the right panel and choose Add Related School to Semester from the context menu.
2. The school selection window will appear. Select any or all schools you want to add to this semester.
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3. Click Apply button and then the school selection window will disappear but all selected schools will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed
5.10.2 Add Student to Related School 1. Select a school under Further Study, then right click on the right panel and choose Add Student to School from the context menu.
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2. The student selection window will appear.
3. Select a class from dropdown box and the all students of this class will be displayed in the left panel.
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4. Use > select student one by one or check the check box next to student and the use >> to select all students
5. Use < or << to remove students from the school
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School Management System User Manual 6. Make sure all students you have selected are right and then click Apply button. A pup-up window will appear.
7. The student selection window will disappear and all selected students will be displayed under the related school
5.10.3 Delete Student from Related School 1. Select a related school under Further Study and then a list of students will be displayed on the right panel.
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School Management System User Manual 2. Select a student you want to delete, right click on the right panel and choose Delete Student from School from the context menu.
3. At Confirmation window click Yes if you want to delete this student, click No otherwise.
4. If Yes was clicked and then the selected student will disappear from the right panel
5.10.4 Output Students Data This function could be very useful if the related school is also using ALDA School Management System. You can simply write all student information (those who are going to study at this related school) into a file (XML or CSV format) and then pass it to the related school. The related school receives the file and use
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School Management System User Manual Import Students from File function to read all new students into their SMS database. It will save lots of work for data entry. However, if the related school is not using ALDA School Management System, please ignore this. 1. Select a related school under Further Study then right click on the right panel and choose Output Student Data from the context menu.
2. The output window will appear. You can change the file name and the file format
3. Use button to select a location you want to write the file to.
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4. Click Export button and then the file will be generated. 5.10.5 Printing Student List 1. Select a related school under Further Study then right click on the right panel and choose Printing Student List from the context menu
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6. Accounting Management
Pre-condition: logon SMS with accounting privilege. If you are not a member of accounting group, please skip it.
6.1
6.1.1
Student Payments
Make Student Payment
1. Select a semester node under Accounting you want to make a payment. Right click on the right panel and choose New Payment from the context menu.
2. The Payment window will appear.
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School Management System User Manual 3. Search student by either student number or barcode. If you dont have this information, you can search a student from selecting a grade then selecting a class, choose a student from student dropdown box.
4. The student information will appear. Make sure this student is who you are searching for.
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School Management System User Manual 5. Enter an amount of cash you have received from the student into Cash filed then click Make Payment button. 6. If cash you received is less then total amount should be payed, then a confirmation window will appear.
7. Click Yes if you want to continue or No otherwise and the then click Make Payment button again. 8. The payment will be processed. Wait for a second and the receipt will be displayed.
9. Click print icon on the top menu and then the receipt will be printed out. 10. Cut the receipt from middle line and give one copy to the student and keep another one in files. 11. To make another payment just simply click Cleaning button 6.1.2 Collecting Money
Money will be collected from cashiers by someone in the accounting department. 1. Select a semester node under Accounting and then right click on the right panel. A list of payments were made by you will be displayed.
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2. Right click on the right panel and choose Collecting Money from the context menu.
3. At confirmation window click Yes if you want to continue, otherwise No.
4. A login window will appear. The Collector (Person who will collect your money at this time) must type his/her user name and password, then click Process button.
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5. If this information is correct, the request will be processed and a collection receipt will be displayed.
6. Print 2 copies of the receipt and both the casher and the collector must sign it. The collector and the cashier each keep one of them. 6.1.3 View Payments by Cashier
1. Select a semester node under Accounting you want to view payments. Right click on the right panel and choose View Payment by Cashier from the context menu.
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2. The view window will appear.
3. Click a cashier who you want to view details of payments on the top panel and then all payments that made by this cashier will appear on the button panel.
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4. Double click on any transaction and the receipt will be reprinted.
6.1.4
Collection Overview
1. Select a semester node under Accounting. Right click on the right panel and choose Collection Overview from the context menu.
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2. The overview window will appear.
3. Double click on any transaction, and then the receipt of this transaction will be reprinted.
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6.1.5
Update Semester Info
As an accountant, you can modify the charge of accommodation per semester for boarding school as well as write the warning letter text for over due payment students. 1. Select a semester node under Accounting, then right click on the right panel and choose Update Semester Info from the context menu.
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School Management System User Manual 2. The semester property window will appear, change the value of Rent (per semester).
3. Click Overdue Warning tab and write the full text body of the warning letter for overdue payment students.
4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 6.1.6 Payments Overview Report
1. Select a semester node under Accounting, then right click on the right panel and choose Payment Overview Report from the context menu.
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6.2
6.2.1
Fee Management
Add Fee
4. Select a grade node under a semester, then right click on the right panel and choose Add Fee from the context menu.
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5. The Fee window will appear. Enter a name into fee name filed and an amount of the fee into amount filed. Any additional information goes to description field.
6. Click Apply button and the Fee window will disappear. The new fee will be listed on the right panel. You can see the message Operation was successful on left hand status bar. However, if it was failed, it would be display Operation was unsuccessful.
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6.2.2
Modify Fee
1. Click a grade node under a semester, a list of fees will be listed on the right panel.
2. Double click on the fee you want to modify. The fee property window will appear.
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3. Change values to whatever you want. If you want to this fee to be deleted, simply uncheck Active and then click Apply button. 4. The property widow will disappear. You can see the message Operation was successful on left hand status bar. However, if it was failed, it would be display Operation was unsuccessful
6.3
6.3.1
Class Payment Management

Show Over Due Students
1. Select a class node under a grade, all students of this class will be displayed on the right panel. Red colour indicates that the student still owning money to school, black colour indicates balance is 0, however green colour show that student is over payed.
2. Right click on the right panel and choose Show Overdue Students from the context menu.
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3. Only overdue students will be displayed on the list.
6.3.2
Show All Students
1. At 6.3.1 3, right click on the right panel and choose Show All Students from the context menu.
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2. All students of this class will be displayed on the list.
6.3.3
Printing Warning Letter
1. At 6.3.1 3, right click on the right panel and choose Printing Warning Letter from the context menu.
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2. Wait for a few seconds and then the letters will be displayed. Click the print icon on the top menu to print all letters out.
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School Management System User Manual 6.3.4 Printing Over Due Student List 1. At 6.3.1 3, right click on the right panel and choose Printing Overdue Student List from the context menu
2. Wait for a few seconds and then the overdue student report will be displayed.
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7. Human Resource Management

Pre-condition: logon SMS with Human Resource privilege. If you are not a member of HR, please skip this.
7.1
7.1.1
Employee Management
Add New Employee
1. Select Employee List node under Human Resource, then right click on the right panel and choose Add New Employee from the context menu.
2. Enter all information into associated fields.
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Employee ID: Employee identity number. Must be unique. Mandatory field Name: Employee name. Mandatory field Start Date: Date of the employee started work for this school Barcode: the digits for printing barcode on teachers document Auto Barcode: If it was ticked, then the system will automatically generate barcode for this record, otherwise the digits could be typed into the barcode field. Sex: the gender of this employee Position: Employees position University: University the employee graduated from Qualification: The highest qualification employee holds Teacher Reg: Employees teacher registration number Address 1: Employees home address Address 2: Employees home address PCode: Employees home post code Phone: Employees home phone number Mobile: Employees mobile phone
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School Management System User Manual Email: Employees email address Note: Anything you want type here 3. Click Apply button and then the Add New Employee window will disappear but the new employee will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
7.1.2
Modify Employee
1. Select Employee List node under Human Resource, then a list of all employees will be shown on the right panel.
2. Double click on the employee you want modify, then the property window will appear.
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3. Change values to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 7.1.3 Employee Workplace Accident Management
1. Select Employee List node under Human Resource, then a list of all employees will be shown on the right panel.
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School Management System User Manual 2. Double click on the employee you want add accident to, then the property screen will appear. Select Workplace Accident tab, then right click on the right panel and choose Add Accident from the context menu.
3. On the accident screen choose occurred date and type description into Description field.
4. Click Apply button and the accident record will appear in workplace accident list.
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7.1.4
Printing Activate Employee List
1. Select Employee List node under Human Resource, right click on the right panel and choose Printing Activate Employee List from the context menu.
2. Wait for a while. This splash window will indicate the process during report generating.
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3. Generating report has been completed.
7.2
7.2.1
Subject Group Management

Add Subject Group
1. Select Subject Group node under Human Resource, right click on the right panel and choose Add New Subject Group from the context menu.
2. Enter a subject name and select a head teacher for this group.
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3. Click Apply button and then the window will disappear but the new subject group will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
7.2.2
Modify Subject Group
1. Select Subject Group node under Human Resource, then a list of subject groups will be shown on the right panel.
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School Management System User Manual 2. Double click on the subject group you want modify, then the property window will appear.
3. Change values to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 7.2.3 Assign Teacher to Subject Group
Assigning Teachers to subject group is very important because only teachers who belong to this subject group can teach the subject. All employees who have teaching duty must be assigned to one or more subject groups depend on their qualifications. 1. Select a subject node under Subject Group, right click on the right panel and choose Add Employee to Subject Group from the context menu.
2. Select an employee from the Add Employee to Subject Group window.
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3. Click Apply button and then the window will disappear but the employee will appear on the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 7.2.4 Remove Teacher from Subject Group
1. Select a subject node under Subject Group, and then a list of teachers will be shown on the right panel.
2. Select the teacher your want remove from this group, right click and select Delete Employee from Subject from the context menu.
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3. At the confirmation window, if you are sure you want to remove this teacher from the group, click Yes otherwise click No.
4. If Yes was clicked and then the selected teacher will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
7.3
7.3.1
Position Management
Add New Position
1. Select Position node under Human Resource, right click on the right panel and choose Add New Position context menu.
2. Enter position title, maximum/minimum wage and description into associated fields.
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3. Click Apply button and then the Position window will disappear but the new position will appear at the right panel. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed.
7.3.2
Modify Position
1. Select Position node under Human Resource, then a list of positions will be shown on the right panel.
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2. Double click on the position you want modify, then the property screen will appear.
3. Change values to whatever you want and then click Apply button. 4. The property window will disappear. You will see the message Operation was successful on the status bar if it was successful, otherwise Operation was unsuccessful would be displayed. 7.3.3 View Total Employee by Position Chart
1. Select Position node under Human Resource, right click on the right panel and choose Total Employee by Position Chart from the context menu.
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2. Wait for a while and the chart will be displayed.
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8. Teaching
Pre-condition: logon SMS with teaching privilege. Teaching module is a subset of Student module and almost all functions are same as student module. Note: only classes that the user has been involved (teaching any subject or be the header teacher) will be listed.
8.1
Individual Teachers Timetable
This is an only function that is not in student module. 1. Select a semester node under Teaching, and then the users (teacher) individual timetable for this semester will be shown on the right panel.
2. Right click on the right panel and choose Printing Timetable from the context menu.
3. Wait for a whole and the teachers individual timetable for this semester will appear.
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8.2
Class Management
This module is a subset of 5.3 and some functions of 5.3 are not available in this module. Please read 5.3 Class Management for details.
8.3
Student Management
This module is exactly same as 5.4. Please read 5.4 Student Management for details.
8.4
Subject Management
This module is exactly same as 5.5. Please read 5.5 Subject Management for details.
8.5
Timetable Management
This module is exactly same as 5.6. Please read 5.6 Timetable Management for details.
8.6
Attendance Management
This module is exactly same as 5.7. Please read 5.7 Attendance Management for details.
8.7
Document Management
This module is exactly same as 5.8. Please read 5.8 Document Management for details.
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Appendix A: Frequently Asked Questions

1. I have installed SMS client and also had an activation code on my hand, how can I activate my School Management System? Answer: Install SMS server first. Only SMS server needs to be activated. After SMS server is installed, from your server computer, select Start -> Programs -> School Management System Server -> Administrator, then an activation web page will be displayed. Fill all fields on the form and then click Activate button. 2. I dont have a SQL Server but it is a requirement of SMS server (I may buy one once I have decided putting it on production system), is there any free software I can use instead of SQL Server for evaluation propose? Answer: Yes. Microsoft provides a free version of SQL Server - Microsoft SQL Server 2000 Desktop Engine (MSDE) or Microsoft SQL Server 2005 Express. Your can search MSDE information on Microsoft web site www.microsoft.com or any web search engine. Alternatively, visit www.ialda.com, we have links for downloading MSDE as well as a very good article teaching you how to install MSDE. 3. I have installed Microsoft SQL 2005 Express (next generation of MSDE and a free version of SQL 2005), but when I try to install SMS server, it tells me not find SQL Server or access delayed. Does SQL 2005 Express work with School Management System? Answer: Yes absolutely. One thing you must remember is that at beginning of installing SQL 2005 Express, you must uncheck Hide advanced configuration options (default is checked) and go to advanced configuration option. You can keep all default values and only change option from Named instance to Default instance (option Named instance is checked by default and its value is SQLExpress). 4. What is the Server value at login window? Answer: The server value tells SMS client where your SMS server is. The value could be the name of the server (eg. server1), IP of the server (eg. 192.168.1.1), or even a domain name of the server (eg. ialda.com). If you did not know this information, please ask your system administrator or whoever installed SMS server for you. 5. My free SMS license comes which 5 users limitation, can I install SMS client on more then 5 computers? Answer: YES (of course). There is no limitation on how many computers or how many times you can install SMS. No matter what type of licence you have, you can install or uninstall SMS on or from any computer you want. However, only 5 users can be created in School Management System if your license has 5 users limitation. 6. Can I install SQL Server and SMS server on separate computers? Answer:
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School Management System User Manual YES (of course). However, the SMS database can only be generated during the SMS server installation. In order to get the SMS database created on your SQL Server box, you need to install SMS server on it too. You can remove SMS server easy without any damaging your SMS database afterwards. 7. Can I install SMS server more then once and still keep my database unchanged? Answer: YES (of course), uninstall SMS server will never delete or change your database. However, every SMS server installation will generate a database into your SQL Server. You can delete these unused databases safely from SQL Server Enterprise Manager. Additional, we strongly recommend that you keep a copy of your server web.config file before uninstall it. After you have reinstalled your SMS server then just simply replace it, so that you dont need configure your server again (all configuration information is in web.config file). 8. What is database user name and password at SMS server configuration? Answer: All databases in SQL Server must be assigned at least one database user on it before it can be actually used. Any one of those user accounts can be used for SMS server configuration. 9. I have logged on SMS server successful first time using the initial user account (created at activation process) but I can not create a user account for myself, why? Answer. Only current employee can be assigned a user account. Since you are first time login SMS server, there is no any employee in the system, so you must add a new employee at Human Resource module before you can create a user account. 10. I have logged on SMS server successful first time using my own user account, why I can not see any thing in accounting and teaching modules? Answer. Obviously SMS database is empty when you first time starting using it. Accounting and teaching modules are based on the semester, since you have not created any semester yet, so you can not see any thing under those 2 modules. In order to using SMS, the first thing you should do is that building up your schools basic database (details see SMS User Manual). 11. My School Management System license comes with 5 users but why I can add 4 users only? Answer. When you first time activate your SMS server, you have actually created an initial user account (details see 1.1.6). It is an invisible user account so that you can only see 4 users on the user list. 12. How can I uninstall SMS server? Answer. At the computer that your SMS server was installed, click Start -> Control Panel -> Add or Remove Programs, then select EMSWS program and remove it. Note: we strongly recommend you make a copy of web.config file before you uninstall SMS server. Once you reinstall SMS server in future, you just simply replay this web.config file back and then you can start use it without any configuration.
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School Management System User Manual 13. How can I uninstall SMS Client? Answer. At the computer that your SMS client was installed, click Start -> Control Panel -> Add or Remove Programs, then select School Management System program and remove it.
Appendix B: How to Install Microsoft SQL Server Desktop Engine

We strongly recommend that use Microsoft SQL Server 2000 or above as database software for the School Management System. However, if you need to install free database software for financial reason - MSDE is the best choose. It is free and more importantly, it can be easily upgraded to SQL Server later without damaging your database. The following steps describe how to install MSDE for using the School Management System. 1. Pro-installation requirement. Download Microsoft Data Access Components (MDAC) 2.6, and then follow the instruction to install MDAC 2.6 on your computer. Download URL: http://www.microsoft.com/downloads/details.aspx?FamilyID=6a7d785f-c2e0-471d-a33b82ad1d514737&DisplayLang=en Download Microsoft SQL Server Desktop Engine (MDSE 2000) Release A and save it on your computer. Download URL: http://www.microsoft.com/downloads/details.aspx?FamilyID=413744D1A0BC-479F-BAFA-E4B278EB9147&displaylang=en Double click the MSDE2000A.exe and extract these installation files into anywhere on your computer. Go the folder you have extracted these installation files to at step 3, open setup.ini file in notepad, copy these 3 lines code listed below into the setup.ini file just right under [Options] SAPWD=your_password SECURITYMODE=SQL DISABLENETWORKPROTOCOLS=0 5. 6. Change your_password to whatever you want, save and close the setup.ini file. Double click setup.exe, and then follow the instruction to install the MSDE on your computer. Remember that your database user name is sa and password is the value of SAPWD you changed at step 5. The database user information is very important and you need it for the School Management System server configuration later. Reboot your computer and then you can start installing the School Management System server.
2.
3. 4.
7.
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School Management System User Manual

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School Management System User Manual

School Management System User Manual

School Management System User Manual

School Management System User Manual

SMS Technical Overview

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School Management System User Manual

6. Congratulations, you have successfully installed SMS client.

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School Management System User Manual

6. Congratulations, you have successfully installed SMS server.

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SMS Server Configuration

2. The configuration wizard window will appears. Click Next to continue.

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School Management System User Manual

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2. Logon SMS and Options Menu

2. Login screen will be displayed.

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School Management System User Manual

1. Click Options menu and select Add New Job.

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3. A confirmation window will be displayed.

1. Click Options menu and select Change Password.

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3. A confirmation window will be displayed.

1. Click Options menu and select Search Student.

2. The search student window will appear.

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School Management System User Manual

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School Management System User Manual

7. Click on More Details button to see the students basic information.

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System User Management

2. Enter all information into relevant fields on Add User window.

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Modify User Account

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School Management System User Manual