user manual for slab/slai/hlcb system - staff e...
TRANSCRIPT
STUDENT MANUAL FOR SLAB/SLAI/HLCB SYSTEM
Introduction .................................................................................................................... 3
Introduction .................................................................................................................... 3
Overall System overview ............................................................................................... 3
Process Flow .................................................................................................................. 4
System Manual............................................................................................................... 7
1. Generate Assessment Schedule (System action) ............................................. 11
2. System Send Automatic Alert to submit Performance Appraisal Form (System
action) .............................................................................................................. 12
3. Automatic Alert when Student not submitted (System action) ....................... 12
4. Performance Appraisal Form submission (Student action) ............................. 12
5. System Send Email to Supervisor to Verify / Evaluate Student Submission
Report (System action) .................................................................................... 24
Table of Figure Figure 1: Login page for student ............................................................................... 7
Figure 2: Landing page after student login ............................................................. 8
Figure 3: Menu expansion when click on Latihan dan Perkembangan Staf ...... 9
Figure 4: User menu page with student icon .......................................................... 9
Figure 5: Student Progress Report page ............................................................... 10
Figure 6: Assessment Schedule ............................................................................. 11
Figure 7: Actual Dates of Assessment ................................................................... 11
Figure 8: Personal and Sponsorship Details page .............................................. 13
Figure 9: Course Details .......................................................................................... 14
Figure 10: Course Work Details .............................................................................. 15
Figure 11: Research Details .................................................................................... 16
Figure 12: New Publication entry ........................................................................... 17
Figure 13: New publication entry ............................................................................ 18
Figure 14: New Membership page ......................................................................... 18
Figure 15: Award Entry Page .................................................................................. 19
Figure 16: Academic & Non Academic Contributions, Non- Academic Activities and Rewards / Awards .......................................................... 20
Figure 17: Student Disclaimer Page ...................................................................... 21
Figure 18: Student Progress Report Page after submit to Supervisor ............. 22
Figure 19: Student View Report page .................................................................... 23
Introduction
University Malaya (UM) is seeking to enhance the existing SLAB/SLAI/HLCB
system is part of the IHRIS system to manage the University Malaya Staff
who ever on study leave. The current system still requires a lot of manual
process, which needs to be automated. The enhancement will allow
University Malaya to monitor the progress of the staff who is continuing his
study in and outside University Malaya. This monitoring process will ensure
the staffs successfully complete his study within the stipulated time by
assisting the staff. This document is a guide document for the staff to:
1. Enter their Progress Report according to the assessment period.
2. View their Assessment Schedule.
3. View Actual Date of Assessment report.
4. View overall report once submitted to Supervisor.
Overall System overview
University Malaya is looking for developing an enhancement to the existing
module that manages the University Malaya staff study processes. The
current module is running on a client server architecture using Oracle 9i as a
database. This system allows the HR to key in the information about the staff
studying in and out of University Malaya. The system allows the HR staff to
specify the period of study, the staff contact information and where the staff
pursue their study.
The enhancement module was developed as a web based solution that allows
the staff to login to system and update the progress of their own studies. Upon
submission, the process triggers an email to the supervisor and dean to
monitor, verify and approve the staff progress. The superiors also can set the
minimum criteria for the staff. A complete customizable “Alert System” will be
developed and integrated with the enhanced solution that allows the system
to trigger emails to the superiors when the staff haven’t complete the report or
haven’t fulfil the minimum criteria imposed by the superiors. When University
Malaya realizes the staff is under performing based on the superiors
comments University Malaya can take immediate action and assist the staff in
order to successfully complete his tasks on stipulated time.
The existing module is running on Oracle 9i platform using client server
architecture. Currently University Malaya HR staff is using this client-server
screen to key in the staff information such as their study period, institute
where they pursue their study and their study period. The new enhancement
modules need to be developed using PHP version 5 integrated very well with
Oracle 9i the existing module. Upon completion of the project the solution will
be fully functional and robust enough to handle the University Malaya staff,
who pursuing their studies, Supervisors, Dean of their faculty, HR staff and
also the PTM staff.
Please take note that this document only focuses on guiding the student on
how to use the system.
Process Flow
Referring to the process flow as shown in diagram Flow Chart of
SLAB/SLAI/HLCB, the following are the processes involves for student to
submit their report.
1. Generate Assessment Schedule. System will generate assessment
schedule for each registered student. In the assessment schedule,
there will be start date, date open for submission and end date
(Student Dateline).
2. System Send Automatic Alert to submit Performance Appraisal Form.
System send automatic alert to student to remind them to submit
Performance Appraisal Form.
3. Automatic Alert when Student not submitted. The system will check if
the student did not yet send the report. Email will be sent to the student
to remind them to submit the report.
4. Performance Appraisal Form submission. Once student receive email
from the system, they can login, enter the report information and
subsequently submit the Performance Appraisal Form. They can also
view the history if early submission before enter the report. After the
report submission, they can check in the submission status from time
to time to see the progress of the report.
5. System Send Email to Supervisor to Verify / Evaluate Student
Submission Report.
6. View submitted report.
7. View Assessment Schedule.
8. View Actual Date of Assessment.
Flow chart of SLAB/SLAI/HLCB
Sys
tem
Su
pe
rvis
or
He
ad
of
De
pa
rtm
en
tD
ea
nB
SM
Sta
ff
Submit
Performance
Appraisal Form
Check the
Status
Submission
Automatic Alert to
submit
Performance
Appraisal Form
Start
View the
history if early
Submission
Verify / Evaluate
student
Submission
Report
System send email
to Supervisor to
Verify / Evaluate
Student Submission
Report
Automatic Alert
when Student not
submit
Automatic Alert
when Supervisor
not verify /
evaluate
System send email
to HOD to Verify /
Evaluate Student
Submission Report
Verify / Evaluate
student
Submission
Report
System send email
to Dean to Verify /
Evaluate Student
Submission Report
Verify / Evaluate
student
Submission
Report
System send email
to BSM for the
completion of
Student Submission
Report
Take action on
student who fail to
submit their report
End
System Manual
Each student or staffs has their own user id for UM Portal. Once they login,
they will get the following UMPortal screen menu.
Figure 1: Login page for student
Figure 2: Landing page after student login
Base on the page shown in above, student has to click Latihan dan
Perkembangan Staf to expand the sub-menu. Once clicked, Student will get
the menu as shown Figure 3.
Base on the sub-menu as shown in Figure 3, click on icon SLAB/SLAI/HLCB
Pemantauan. A Student icon will appear as shown in Figure 4. Click on the
Student icon to go to Student Progress Report page as shown in Error!
Reference source not found..
The student can start entering their report when the Report No link is
activated. This link will be activated if the current date reaches 45 days before
the submission date. If the student did not complete their entry, the link is still
activated and the student can still enter their report. Once the report
submitted, the student can only view the report. The student can also view the
Assessment schedule and view the action date by all the person involves in
Actual Dates of Assessment.
Figure 3: Menu expansion when click on Latihan dan Perkembangan Staf
Figure 4: User menu page with student icon
If the student clicks for the first time, the following page will appear. The page
will allow the student to enter their personal details.
Figure 5: Student Progress Report page
In this page, student can view the Assessment Schedule (Figure 6) and the
Actual Dates of Assessment (Figure 7). The progress table will show link
where student can either enter the report details or view the report details. It
also shows the status of the report which is when the report supposes to be
submitted. It also shows the deadline to submit the report. The Submission
Date will show date when the report sent by the student. The Supervisor
Status, HOD Status and Dean Status columns will show the action needed or
latest status of the report.
1. Generate Assessment Schedule (System action)
The system will generate student’s assessment schedule base on their
registration date and the date they suppose to complete their course. The
system will also check if the students extend their course period. The duration
of the course is 6 months for every session or until the last date of the course.
The duration for the submission is 45 days before the end date for every
session until the end date of the session. Base on this schedule the system
will check and alert the student to submit their report when the date reaches
45 days before the end of the submission.
Figure 6: Assessment Schedule
Figure 7: Actual Dates of Assessment
2. System Send Automatic Alert to submit Performance Appraisal Form (System action)
The system will check the system date. Once the date reaches 45 days
before the submission dateline, the system sends an alert email to remind the
student to enter the report and send for supervisor verification.
3. Automatic Alert when Student not submitted (System action)
If after one week the student still did not submit the report, the system will
send another email alert. If after two weeks, the student still did not submit the
report, the system will send another email alert.
4. Performance Appraisal Form submission (Student action)
Once the student receive and response to the email, they have to login to the
system and student progress report page will be displayed with title Your
Progress Report. In the page, there will be a table showing the progress. If the
current date falls within the Assessment Period and the student have not
entered and submit to supervisor, there will be a link that will open the entry
page for the progress once student click the link (see Figure 5: Student
Progress Report page) . The student can enter the data as long as they did
not submit the report to supervisor. Once the report completed, the student
will submit the report to the supervisor. If the student has submitted to the
supervisor, they unable to enter the data or the progress report anymore.
The student will click the link on the Report No column in page as shown in
Error! Reference source not found.. Subsequently page Personal and
Sponsorship Details will appear (see Figure 8: Personal and Sponsorship
Details page). All the fields in this page are not compulsory. In this page,
student can enter several fields in the Personal Details section and view
Sponsorship Details. To proceed to the next page, Student has to click [Save
& Next] button.
Figure 8: Personal and Sponsorship Details page
Student can use [Back] button to go to previous page and [Home] button to go
to the Student Progress page.
Once [Save & Next] button click, Course Details will appear (see Figure 9:
Course Details). In this page, student can view the Course Details and
Extension Information. In the Progress of Studies section, student has to state
the stage of their studies and also type of the course, whether it is by course
work only, research only or both course work and research. If the option
selected has research, student has to state whether their research has been
started or not.
Once the entry completed, student can click [Save & Next] button to proceed
to the next page or [Back] button to go to previous page or [Home] button to
go to the Student Progress Report page.
Figure 9: Course Details
Figure 10: Course Work Details
If course work was selected in Figure 9, Course Work Details page will appear
(see Figure 10: Course Work Details). If research work was selected,
Research Details page will appear (see Figure 11: Research Details). If
course work and research was selected, both page in Figure 10 and Figure 11
will appear.
In Figure 10, take note in the uploading of transcript, only jpg, pdf, doc, docx
and jpeg allowed to be uploaded. All the fields in this page are compulsory
accept Total of Transfer Credit Hours / Subject Obtained From Previous
Institution. Once the data entered, Student can click [Save & Next] or click
[Back] button to go to previous page or Home to go to Student Progress
Report page.
For Figure 11, the previous report will appear on top of the page for Student’s
reference. Student can add, edit or delete the milestone information. Once
milestone information entered and click the Add button, the data entered will
appear in the list on top.
In the same way, information for Chapter can be entered and appear in the
Chapter list. Click [Save & Next] to save and proceed to next page.
Figure 11: Research Details
After that, Academic contribution page will appear (see Figure 16: Academic
& Non Academic Contributions, Non- Academic Activities and Rewards /
Awards). To enter new publication, student have to click the New Publication
link. Student can enter the publication information as shown in page below
(see Figure 12: New Publication entry).
Figure 12: New Publication entry
To edit the publication information, student can click on the link in the Edit
column. The Publication page will appear and student can edit the information
accordingly (see Figure 13: New publication entry).
Figure 13: New publication entry
From the academic contribution page, student can enter the membership
information by click the link with label New Membership. A New Membership
page will appear (see Figure 14: New Membership page).
Figure 14: New Membership page
Student can also enter Award information. To do that, they can click on New
Award link and New Award page will appear (see Figure 15: Award Entry
Page).
Figure 15: Award Entry Page
Once Publication, Membership and Award information entered, the entered
information will be listed as shown below (see Figure 16: Academic & Non
Academic Contributions, Non- Academic Activities and Rewards / Awards).
Once they have entered and satisfied with the content, student has to verify or
evaluate the report entry and submitted for Supervisor verification and
evaluation (see Figure 17: Student Disclaimer Page).
Once student has submitted to supervisor, they can view their report but
unable to edit the report (see Figure 18: Student Progress Report Page after
submit to Supervisor and Figure 19: Student View Report page).
Figure 16: Academic & Non Academic Contributions, Non- Academic Activities and Rewards / Awards
Figure 17: Student Disclaimer Page
Figure 18: Student Progress Report Page after submit to Supervisor
Figure 19: Student View Report page
5. System Send Email to Supervisor to Verify / Evaluate Student Submission Report (System action)
Once the report submitted, the system will send an alert email to the
supervisor to verify or evaluate the report.