UNIVERSITY OF PETROLEUM & ENERGY SERVICES

onEdu User Manual

Automated Attendance Management
By
Winnou Systems and Services (P) Ltd.
[1st October 2011]

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the document. Type the abstract of the document here. The abstract is typically a short summary of the
contents of the document.]
Contents
1. Overall Description................................................................................................................................ 5
1.1 System Features ............................................................................................................................ 5

1.2 Operating Environment ................................................................................................................ 6

2. onEdu Application ................................................................................................................................. 7

3. Administrator Functions ....................................................................................................................... 8
4. Acadamics ............................................................................................................................................. 9
4.1 Attendance.................................................................................................................................... 9

4.1.1 Enter Attendance ................................................................................................................ 10

4.1.2 Edit Attendance................................................................................................................... 12
4.1.3 Attendance Register............................................................................................................ 15
4.1.4 Attendance Dashboard ....................................................................................................... 17
4.2 Student Promotion...................................................................................................................... 18

4.3 Student list .................................................................................................................................. 19

5. Communication ................................................................................................................................... 20
5.1 Attendance Alerts ....................................................................................................................... 20

5.2 Attendance Group SMS............................................................................................................... 22

5.3 Parent letters .............................................................................................................................. 23

5.4 SMS Sent Report ......................................................................................................................... 25

6. Reports ................................................................................................................................................ 25
6.1 Attendance Reports .................................................................................................................... 25

6.1.1 Consolidated Attendance Report........................................................................................ 26

6.1.2 Periodical Attendance Report ............................................................................................. 27
6.1.3 Day Wise Attendance Report .............................................................................................. 28
6.1.4 Attendance Report .............................................................................................................. 28
6.1.5 University & management Reports..................................................................................... 30
6.1.6 Faculty Load Report ............................................................................................................ 31
6.2 Time Table reports ...................................................................................................................... 32
 6.2.1 Course report ...................................................................................................................... 32
6.2.2 Room Report ....................................................................................................................... 33
6.2.3 Faculty Report ..................................................................................................................... 33
6.2.4 Day Wise Report ................................................................................................................. 34
6.2.5 Room Vacant Report ........................................................................................................... 34
6.2.6 Real Time Room Status ....................................................................................................... 35
7. Master Data ........................................................................................................................................ 36
7.1 Acadamics ................................................................................................................................... 36

7.1.1 Assign Subjects to batches .................................................................................................. 36

7.1.2 Assign Subjects to Faculty ................................................................................................... 37
7.1.3 Change Student Address ..................................................................................................... 38
7.1.4 Time Table Upload .............................................................................................................. 39
7.1.5 Manage Time table ............................................................................................................. 39
7.1.6 Master Subject Upload ....................................................................................................... 42
7.1.7 Master Faculty Upload ........................................................................................................ 43
7.1.8 Master Room Upload .......................................................................................................... 44
7.1.9 Master Student upload ....................................................................................................... 45
7.1.10 Manage Subjects ................................................................................................................. 46
7.1.11 Manage Faculty ................................................................................................................... 48
7.1.12 Manage Rooms ................................................................................................................... 49
7.1.13 Manage Students ................................................................................................................ 51
7.1.14 Assign Students to Batches ................................................................................................. 53
7.1.15 Student Address Upload ..................................................................................................... 54
8. Exception Handling ............................................................................................................................. 55
8.1 Attendance Posted Report.......................................................................................................... 55

8.2 College Wise Exception Report ................................................................................................... 56

8.2.1 Faculty Misc Exception........................................................................................................ 59

8.2.2 Student Miscellaneous Exception ....................................................................................... 60
8.2.3 Misc Exception .................................................................................................................... 60
8.2.4 Late Class Exception ............................................................................................................ 60
8.2.5 Late Comer Exceptions........................................................................................................ 60
8.2.6 Instructor Substitute Exception .......................................................................................... 60
8.2.7 Un-scheduled Class Exception ............................................................................................ 61
8.2.8 Student Attendance Exception ........................................................................................... 62
 onEdu user Manual
UPES Online Attendance Management

This manual describes the usage of the customized automated attendance management system being
implemented at UPES.

In order to improve the attendance management operations in the University, UPES has decided to
implement automation in collecting the attendance of staff and students across the campus. onEdu ERP
is implemented with the required customisation to manage this automated Attendance Management
System envisaged by UPES and provide the required reports and data required for management.

This will improve the accuracy of the attendance data and provide real time updates of the attendance to
the management.

1. Overall Description
1.1 System Features
The customized onEdu consists of the following features for implementing the automated attendance
management functionality.

Interfacing
• Provide automatic uploading facility of the required data from the existing system
Attendance Tracking System
• Time Table import from FET(Third party Software) (XML file)
• Time Table management
• Rooms management
• Attendance through RFID cards (Add/Update/Delete) also provision for manual attendance
• Course management
• Faculty management
• Student management
• Semester management
• Real time status of class room occupancy in the dashboard application
• Real time status of class attendance to the faculty taking respective classes
• Daily Student attendance dash board
• Automated parent letters
• Integrated SMS- Send SMS based on rules
• View of the projected attendance
• Attendance alerts

Reports/Outputs
• Consolidated attendance reports
• Attendance reports for University and Management
• Student attendance condonaton reports
• Students list with specific attendance range
• Day wise attendance check reports
 • Attendance register
• Projected attendance report
• Attendance report by date range
• Faculty load report – No of classes planned, Number completed, balance

1.2 Operating Environment

Currently onEdu is implemented on XAMP environment using MySql for database. The below picture
shows the pictorial representation of the system architecture.

All the rooms will be fitted with the Swipe machines and these machines are connected to a central
server. The Students and the Faculty Swipe data will be collected on this server and stored in the Access
Database. This functionality is taken care by third party software. The customized onEdu application will
down load the swipe data from this database on regular intervals. The master data like students,
Subjects, Rooms etc., will be downloaded from the existing SAP data base. The time table is being
created by using a third part tool called FET. The resultant time table created will be downloaded by
onEdu.

Customised onEdu application takes care of the daily automated attendance management using the data
downloaded from the Swipe data server and the master data.
2. onEdu Application
onEdu application is a web based application hosted on the UPES Servers and can be accessed using
any browser with internet access.
Once the application is initiated the following Log-In screen will be displayed. By entering the proper
Username and Password will allow the user to enter the application.

The access to the application is restricted to the users based on the roles with Administrator as the super
user with all the access facilities. Based on the roles the access permissions are defined.
The typical roles allowed to use the onEdu application are Administrator, HODs, Faculty and Students.
The roles can be defined and access permissions can be set by Administrator.
The functionality made available on onEdu will be different for different user roles. The following sections
provide details of the usage based on the roles.
3. Administrator Functions
This chapter details the functions that are assigned and managed by Administrator (superuser). This role
has the highest authority and will have permission to all the available options in onEdu ERP. To access
the Administrator role functions enter the Administrator’s user name (generally administrator) and the
relevant password in the login screen. If the access authorization is correct the following screen with all
the options will be displayed.

This screen provides all the options to manage the automated attendance management. Following are
the list of options-
Acadamics – This option allows the user to post the manual attendance, Edit attendance, take
attendance register report and look at the attendance dash board. Apart from this it allows to promote the
students to nest semester and view the list of selected students.
Communication- All the communication options are grouped here. This allows to communicate with
Students (attendance alerts) Parents (Parent letters), send Group SMSs and report on the SMS sent.
Reports- All the reports are grouped under this option. Reports pertaining to Attendance and Time Table
along with the Real time Rooms status is available under this option.
Master Data- This option allows the college to set up and maintain the master data like Acadamic
(Students, Faculty, Subjects, Rooms etc.,), Password, Role authorisations
Exception Handling- This option allows the Superuser to manage the exceptions araising during the
automatic attendance posting.
While the options are displayed in the order of frequent usage , it is the Master Data option which is used
to set up the master data required. This option as indicated above allows UPES to set up the environment
like creating the data for Rooms, Departments, Subjects, Faculty and Students with required mapping
between them. Provides the facility to create Time table and manage the same.
4. Acadamics
This option allows the user to post the manual attendance, Edit attendance, take attendance register
report and look at the attendance dash board. Apart from this it allows to promote the students to nest
semester and view the list of selected students. Position the cursor on the Acadamics tab to see the
following screen. This option has three sub options Attendance, Student Promotion and Student List.

4.1 Attendance
By positioning the cursor on Attendance Tab the corresponding options Enter Attendance, Edit
Attendance, Attendance Register and Attendance Dash board will be displayed.
4.1.1 Enter Attendance
This option is used to enter Attendance Manually. This option can be used to post attendance whenever
automated attendance posting is not done automatically. To post the attendance manually click on this
option Enter Attendance. The following screen will be displayed.

To start with we need to choose the Section to which the attendance need to post. Select the section from
the drop down list. Ex: Select ADEIII. The following screen will be displayed.
In order to post the attendance select Faculty and Subject. These details can be selected by choosing the
relevant data from the drop down lists. If the subject is a lab then select the Batch also. The date is set to
current date by default and the Period is also set to the first period. So once the Faculty and Subject are
selected (and Batch if it is lab), the list of students belonging to the section will be displayed as shown
below.

The screen displays the student Roll number, Sap number, Name and the attendance percentage till
date. If the attendance percentage is below 75% the name will be displayed in RED Color. The date of
last attendance posted will be also displayed on the screen.

Against each student a check box is provided to mark the attendance. By default the check box will be
marked as present. Faculty can uncheck the box by clicking the box to mark the student as absent. Once
the attendance is marked click on ENTER to post it.

Once the ENTER button is clicked a confirmation check box will be displayed as shown below. Choose
Cancel to modify the attendance OR click OK to continue.

Once choosing the OK option the following screen will be displayed with the list of absentees for
reconfirmation to post the attendance.
Three options are provided in this screen are to go back to previous screen to modify the attendance of
all the class, Confirm the attendance to go ahead and post the attendance or to cancel the operation.

You can post the attendance of the absentee students listed here by updating the check boxes and
proceed with the attendance posting.

Once the correctness of the data is checked Click the Confirm Button to post the attendance. Following
screen with a message indicating the successful attendance posting will be displayed and allows for
posting the attendance for next date.

4.1.2 Edit Attendance

Edit attendance option is provided to edit the attendance already posted either by automatic attendance
posting or by manual attendance posting options. To edit attendance manually click on this option Edit
Attendance. The following screen will be displayed.
To start with we need to choose the Section to which the attendance need to post. Select the section from
the drop down list. Ex: Select ADEIII. The following screen will be displayed.

In order to edit the attendance select Faculty, Subject and Date. These details can be selected by
choosing the relevant data from the drop down lists. If the subject is a lab then select the Batch also. The
date is set to current date by default.

So once the Faculty, Subject and date are selected (and Batch if it is lab) the system will display the
period. Click the Show Attendance button then the list of students belonging to the section will be
displayed as shown below.
The screen displays the student Roll number, Sap number, Name and the In time (Swipe card data if the
attendance is posted automatically).

Against each student a check box is displayed with the current status of the attendance. Faculty can
modify the status of the attendance by clicking the box. Once the attendance is corrected click on NEXT
to update.

Once the NEXT button is clicked a confirmation check box will be displayed as shown below. Choose
Cancel to modify the attendance OR click OK to continue.

Once choosing the OK option the following screen will be displayed with the list of absentees for
reconfirmation to complete the updation of attendance.
Two options are provided in this screen are to Cancel to go back to previous screen to modify the
attendance of all the class, Confirm to go ahead and post the attendance.

You can update the attendance of the absentee students listed here by updating the check boxes and
proceed with the attendance updation.

Once the correctness of the data is checked Click the Confirm Button to update the attendance. Following
screen will be displayed with a message indicating the successful attendance updation.

4.1.3 Attendance Register

Attendance register report shows the cumulative number of classes attended by the students date wise
for the period selected. Select the option Attendance Register in the dropdown menu of Attendance.
Acadamic->Attendance->Attendance Register. The following screen will be displayed.

Choose the relevant section and Subject from the drop down list. Then select the start date and end date
for which the Attendance Register report is required as shown below.
After entering the relevant data click on the Show Report button to view the Attendance register.

This report will show the cumulative attendance date wise with a total for each student for the given
period. The option has a facility to Print the report or Export to XL Sheet for further usage.

Chose the Print option to print the report. The following screen shows the print out format and can be
redirected to a select printer.
4.1.4 Attendance Dashboard
Attendance dashboard is a online management report which shows the summarized information of
various attendance data pertaining to all the departments/courses, subjects and students.

Click on the Attendance Dashboard option under Attendance tab. Acadamic -> Attendance->Attendance
Dashboard. The following screen with all the details will be displayed.

This screen displays 7 different types of information to the management.

Student Attendance Monitor- This graph shows the percentage of the attendance at a glance across the
university.

Attendance Entry Compliance – This table shows date wise Classes Scheduled, Classes held and the
attendance percentage.

Students in the Attendance range - This table shows number of students in various ranges of attendance

Overall Attendance By Range – This block of data displays the graph of department wise attendance

Attendance by Departments – This graph shows the attendance percentage of various

departments.

Subjects wise least attendance percentage – As name suggest this table shows the subjects with
attendance percentage in the ascending order. This shows the subjects with least attendance on top.

Absentees for the last 3 days – This shows the number of students who are absent for three consecutive
days. If you click on the students number the list of students will be displayed
The this screen can used to send a e-mail or SMS to the parent to alert them. The bottom of this list has
the facility to enter the message and choose the required option (mail/SMS).

Select the required students to whom the message needs to be sent. Enter the message in the text box.
The choose the option and send the message by clicking the SEND message.

Max Absentees List – This shows the 100 number max absentees list in the ascending order of
attendance percentage.

4.2 Student Promotion

This option is used to promote the students to next Semester. To initiate this option click on the option
Student Promotion. Acadamic -> Student promotion. The following screen will be displayed.
4.3 Student list
This option is proved to view the list of Student pertaining to a section in the university. Choose
Acadamic -> Student List and the following screen will be displayed.

Select the Semester for which the list of students required. Ex; ASE III. The following screen will be
displayed.

The screen provides a facility to print the list of students displayed. Click on PRINT to get this print out.
The following screen will be displayed and allows the report generated to be directed to a printer.
The student names in the screen are active and by clicking on any of the student names the respective
student information will be displayed and can be edited. The blow screen shot shows the operation.

5. Communication
This option provides required communication facilities to university. This consists of the four sub options.

5.1 Attendance Alerts

This option is used to send SMS alert to the parent when their ward is absent any of the days. Chose this
sub option by clicking on Communication -> Attendance Alerts. The following screen will be displayed.
This allows to select the date and Section. Select the date and the system displays all the students
absent for that date for all the sections. If you choose a section from the drop down list the students
specific to that section will be displayed as shown below.
At the bottom of the screen a text box is provided to enter the message text. Enter the required message
and click on SEND to send the SMS to all the students selected.

5.2 Attendance Group SMS

This option is used to send SMS or Email to the parents for all the students with a cut off attendance
percentage. Choose this option Communication ->Attendance Group SMS. The following screen will be
displayed.

Choose the Section from the dropdown list. Select the time period by selecting the From date and To
date. The default attendance percentage is 65%. This can be modified to required value. Once the data is
correctly entered click on View button.
The list of students satisfying the attendance percentage criteria will be displayed. By default all the
students are selected for sending the message. Select the required Students by using the check boxes.
Enter the required Message. Choose the option SMS or Email. Then click on SEND button. This sends
message entered to all the selected students as a SMS or Mail. The counter shoes the number of
characters left while typing the Message.

5.3 Parent letters

This option is used to generate Parent letters. This option allows to choose sending the details
of Attendance % and Sessional marks. Currently only the Attendance % details report is
available.

Choose the option Attendance % from the dropdown list then the following screen will be displayed.

Fill in the required data- Select the section from dropdown and then fill in the period under consideration
by entering from date and to date. By default the Percentage is displayed as 65%. This is the cut off
attendance percentage. This can be altered to suite the requirements. Click View report will display the
list of students with attendance less than the set attendance %.
Provision is available to print all the letters by clicking the PRINT option on the top of the screen. The
labels required to be pasted on the envelopes can be generated by clicking the Print Label button.

Individual parent letters can also be generated by clicking the Print button available in each Student row.

The following screen displays the Label printout.

5.4 SMS Sent Report
This option displays a report giving the list of SMS already sent using the options available under the
Communication tab. Choose Communication –> SMS Sent report. The following screen will be displayed.

This report shows the list of students and their mobile numbers, date and the message sent to them.

6. Reports
This menu with the set of sub menus provides reports pertaining to Acadamics including Attendance,
Time table and Real Time Room Status.

6.1 Attendance Reports

Under the Attendance Tab a set of reports are listed as shown below which include Consolidated
Attendance report, Periodic Attendance Report, Day Wise Attendance report, Attendance report,
University and Management Report and Faculty Load report.
6.1.1 Consolidated Attendance Report
This report provides details of the attendance of the students pertaining to a specific Section and with in
selected dates. The details include the Roll number, Sap Number, Name, Total classed held, Number of
classes attended and Percentage of attendance.

Option provided to select the percentage of attendance in steps or a specific attendance percentage. The
following screen shows the screen shot on selecting the option.

Based on the selected details the list of students pertaining selection criteria will be displayed as shown
below. The report has option to Print and Export.
6.1.2 Periodical Attendance Report
This report provides list of students with their attendance details Subject wise including the percentage of
attended classes against the total number of classes held. The following screen shows the selection
criteria for the report.

Select the relevant Section. From date and To Date. Select the Attendance percentage option available
OR enter the required Percentage value. By clicking the Show Result the following report will be
displayed.

This report has options to Print and Export.

6.1.3 Day Wise Attendance Report
This report provides the details of student’s attendance on daily basis with Period wise attendance status
for a given date. The absentee periods are marked in RED.

This option accepts the Course Name, Semister and date for which the report is required. Once the
required data is entered and clicking the GO button the report screen is displayed as shown below.

6.1.4 Attendance Report

This report is used to see the attendance details of a specific student. This report provides the attendance
details includes Subject wise total number of classes conducted and classes attended along with the
percentage. Color coding of the attendance percentage is provided based on the Attendance range. This
report also provides the Projected attendance percentage based on the planned classes. This report can
be generated for a given period.
In the first screen enter the Name of the student OR Roll Number of the required student. The search
criteria displayed the student details as shown below.

In this screen the from date and to date and the percentage can be entered. Then click on the Student
Name to see the report. The following screen displays the Student’s attendance report with all the
percentage details including colour coding.
6.1.5 University & management Reports
This option consists of a set of reports useful to top management. These are

• Check Absentees,
• Check Attendance,
• Classes not Taken and
• Mass Bunk

6.1.5.1 Check Absentees

This option provides the details of the attendance of students pertaining to a Section, for all the selected
dates. The report gives the number of periods absent for each day. Path is -Reports Academics
Attendance University and Management Report Check Absentees

Select the Department/Course, Section and the date range by entering the From-date and to-date. Then
click OPEN. The following report will be displayed.
6.1.5.2 Check Attendance
This report provides the attendance status on date wise, Period wise, subject wise number of students
attended the class. Path is - Reports Academics Attendance University and Management Report
Check Attendance

Select the Department, Section and the period for which the report is required by choosing the start date
and end date. The following screen shows the report generated for Section ASE III. The report will be
sorted with latest date displayed on top.

6.1.5.3 Class Not taken

Under development

6.1.5.4 Mass Bunk

Under Development

6.1.6 Faculty Load Report

This report provides the information about the total number of classes planned for a given faculty and
Average hours per week, number of hours completed till date and the balance hours. Select the Path -
Reports Academics Attendance Faculty Load Report.

Select the Faculty from the drop down list. Select the period by setting the start date and end date. The
following report will be displayed.
6.2 Time Table reports
The next set of reports in Acadamics are grouped under Time table. This set consists of the following
reports.

• Course Report
• Room report
• Faculty report
• Day Wise report
• Vacant Room report

6.2.1 Course report

This displayed the timetable for the selected Batch/Course. The path is Reports Academics Time
Table Course Report. Select the required Batch/Course from dropdown to get this report.
6.2.2 Room Report
This report shows the Room usage on a given date. This report displays the time table for that date and
displays the period wise details where the room is utilized. Path- Reports Academics Time Table
Room Report. Select the Room Name and date to get this report.

6.2.3 Faculty Report

This report provides the information of the classes planned in the timetable for the given faculty on the
selected day. Path - Reports Academics Time Table Faculty Report.

Select the Department, Faculty and the date required to get the report. The report displays the time table
with the period where the faculty is planned to take a class.
6.2.4 Day Wise Report
This report displays the list Room wise Periods planned with the details like the Batch Name, Room
Name, Period start time and End Time, Subject, Faculty and Batch ID of the students. Path - Reports
Academics Time Table Day Wise Report. Select the date for which the report is required to get the
report.

6.2.5 Room Vacant Report

The report displays during what time periods the room is vacant for the given date. The status will be
displayed for all the rooms. Path - Reports Academics Time Table Room Vacant Report. Select the
date to see this report.
6.2.6 Real Time Room Status
This is a dash board provides visual display of the status of all the Rooms. By default the dash board
displays all the rooms. Select the Block to see the status of the rooms in that specific block. The status of
the rooms is depicted by the color coding as indicated below. The numbers shown in the brackets depicts
the number of rooms.

Green -Class Running ()

Yellow -Class Scheduled but not Running (5)
Red - No Class Scheduled (12)
Blue - Utilization % (71)

By positioning the cursor on any of the rooms the list of periods planned will be displayed along with the
details of the period (batch, faculty name, Subject, Period start time & End time). The currently running
period will be highlighted in Red color.
7. Master Data
This menu option consists of a set submenus used for managing Acadamic data. Other options provided
are to Change the existing password and Role permissions of users.

7.1 Acadamics
All the master data management options are provided under this sub menu. . This consist of submenus to
create and manage the master data like Courses, Sections, Subjects, Faculty, Rooms, Time table etc.,
Options are provided to upload the master data to simplify the management. As far as the time table is
concerned facility is provided to upload the Time table created by FET tool and once uploaded the same
can be managed in the system.

The list of menu options shown in the following screen shot.

7.1.1 Assign Subjects to batches

This option is used to assign subjects to a Course / Batch. In this application the subjects are
automatically assigned to the batches/courses while uploading the time table. This facility is provided to
reduce the manual work. So this option is actually displays the existing assigned subjects and allows the
user to update the list. This allows to select a Course from the drop down list. Option is also available to
assign the list of subjects which are assigned to the same batch last year directly. Otherwise select the
batch and all the subjects already assigned will be displayed.

Since the Subjects are already created based on the time table exiting Subjects can be edited or deleted
as required. Facility is provided to update the Internal Marks and External marks.

7.1.2 Assign Subjects to Faculty

This facility allows to assign different subjects to a given faculty. Path Master Data Academics Assign
Subjects to Faculty. Select the required faculty and Department name from the drop down list. The screen
displays the Faculty name. If only Department is selected then all the Faculty in the department will be
displayed.

Click on the faculty for which the subjects need to be assigned. The following screen will be displayed
with the list of subjects already assigned to the Faculty for different Courses.
The list subjects can be updated by either deleting the existing subjects or by adding new subjects. New
subjects can be added by selecting the Course and the relevant subject from the drop down list and
clicking the Add Subject button.

7.1.3 Change Student Address

This option allows the address of the student to be updated/changed. Facility available to select the
student by selecting the Name, Roll umber, SAP Id if just by giving the course id. Based on the selection
the details of a specific student will be displayed. In case the course is selected list of all the students
pertaining to the course will be displayed.

Select the student for whom the details need to be modified. The following screen with the particulars will
be displayed.
Change the required data and click on Update to modify. Cancel button is used to cancel the operation.

7.1.4 Time Table Upload

As indicated the time table will be created and generated using a third part tool called FET. This tool
generated the time table in CVS Format. This upload time table option uses this file to upload the time
table in to onEdu application. During the upload operation all the validations against the master Data
(Rooms, Faculty, Courses, etc.,) will be done. Also the required Batch creation and Subjects and their
dependencies like subject mapping to Faculty will be done automatically.

Select the FET generated csv file where the time table is stored in the browser field and enter the start
date and end date of the semester as shown below. Click the Upload button. This will upload the time
table and create the required master data for the semester.

In case of any discrepancies identified during the upload (validation) the same will be displayed at the end
of the operation.

7.1.5 Manage Time table

This option allows to manage/update the existing time table for a given Department or course. Select the
Department and section from the drop down list and the start date of the week from calendar.

By clicking the view the time table specific batch for the requested period will be displayed.

This screen displays already planned information day wise. If there are more than one batch class the
same will be displayed next to each in the same cell. The existing periods can be modified/edited or
deleted by choosing the icons displayed. New periods can be added by choosing the Add button
displayed.

Editing – Click on the Edit button and the existing period information will be displayed in a pop-up box and
allows to be modified.
While modifying the contents a period the changes can be only for day or for the whole semester. This
can be selected by choosing the For the “Day” or “Sem”. Subject, faculty, Room, Batch (if it is a Lab or
Tutorial) can be modified from the drop down lists. Once the required changes are selected click on
Update. This will change the time table for the given period. Based on the selection for “Day” or “Sem” the
periods data pertaining to the selected period will be updated.

Delete – If the option button Delete is chosen the system prompts with a dialog box ‘Are sure you want to
delete’.

On confirmation the period will be deleted. And the Time table will be redisplayed with modified data. A
success message will be also displayed.
Add – The Add button is used to add a new period. By clicking this button the following screen will be
displayed.

A period can be added for the Day or for a whole Semister by choosing the Day/Sem. Select the Subject,
faculty, Room, Number of hours (defines the period duration), Batch (if it is alb or tutorial). Period will be
added by clicking the Add button.
Validations take place while adding the period are -
1. Whether the faculty is free during the period of time selected
2. Whether the room is free during the selected time.
In case of failure of the validation an error message to that effect will be displayed and period will not be
created.

7.1.6 Master Subject Upload

This option is used to set up the list of the Subjects in the system. This provides facility to upload the list
of Subjects instead of entering them one by one. Path -Master Data Academics Master Subject Upload

This screen allows the user to down load the template in which the Subjects can be created for uploading
the same. By clicking the Download Sample XLS, the following screen will be displayed.
Select ‘Save file’ in the dialogue box to save the template file. The sample template file is as shown
below. The fields are self explanatory. Create a XLX File by filling the list of Subjects and the details of
each subject.

Subject Data Template

Subject Subject Subject Short
Sno Code Name Name Subject Type
Theory/Lab/Tutorials

For uploading the subjects Click on the ‘Browse’ button which allows to select the XLS file created. Once
the correct file is selected click on ‘Save” button. This uploads the Subjects in to the system

7.1.7 Master Faculty Upload

This option is provided to set up the master data for the Faculty. This facility is provided to upload the
data instead of entering the same on by one. The upload is provided Depart wise. The following screen
will be displayed on choosing the option. Path - Master Data Academics Master Faculty Upload
This has provision to down load the sample template as shown below.

Faculty Data Template

Sno Faculty RF ID NO Faculty Name Department Designation

After saving the Template file, fill the details of the Faculty RF ID Number, name, Department,
Designation. Once the data is complete the same can be uploaded. Choose the Department name from
the drop down list and use the browser button to select the sample file and click on ‘Save’ button to
complete the uploading the Faculty data.

7.1.8 Master Room Upload

This option is provided to set up the master data for the Rooms. This facility is provided to upload the
data instead of entering the same on by one. The following screen will be displayed on choosing the
option. Path- Master Data Academics Master Room Upload

This has a provision to down load the Sample template file.

 Room Data Template
RF ID - IP
Sno Building Name Room Name Room RF ID Code No Capacity

Enter the details of each room in the Sample template. The fields are self explanatory. Once the file is
ready click on the ‘Browse’ button and select the file created and click on the ‘Save’ Button. This uploads
the Rooms data in to system.

7.1.9 Master Student upload

This option allows uploading the new students in to the system. This option is used to transfer the Student
data from the existing system first time and subsequently used to upload the details of new students
joining the University.

This has a facility to down load the Sample template file to create the Student Details. Click on the
Download Sample and save the file. The format is as shown below.

Student Data Template

Students Set (Year-course-Semister-Batch)
Paren Parent Address
Rollnumbe Studen Paren t St P
r (RF ID Studen t Studen t Mobil Parent Add Ad Ci at i Gen
NO) t Name Mobile t Email Name e Email 1 d2 ty e n der
The fields are self explanatory. Fill in the details of the each student and prepare the file with the
complete data.

Once the data is ready select the Batch/Course name and the Batch Year of study from the drop down
lists and. Select the Sample file where the Student’s data is created using the browser button and click on
‘Save’ Button to upload the Student’s data in to the system.

7.1.10 Manage Subjects

This option is provided to manage the details of the Subjects uploaded and available in the system.
Facility is also provided to add a new Subject using this option. The path - Master Data Academics
Manage Subjects.

On choosing the option the above screen will be displayed. This screen has a comprehensive search
facility to search the subjects based on Short code, name, type of the subject etc., By default all the
available subjects will be displayed. The subjects can be Deleted or the details of the subjects (Short
code, name, Type) can be modified. Facility is available to take a Print of the Subjects list or to export to
XL Sheet is available in the screen. Since the number of subjects are more on the top of the list a set of
numbered boxes are displayed indicating the number of pages the subjects are available. By choosing
the appropriate number the subjects available in the page will be displayed. The Arrow buttons displayed
on both sides of these boxes can be also used to move between the pages.

Subject can be deleted by clicking the Delete button available against the Subject. A dualogue box will be
displayed with a message ‘Are you sure you want to delete’. Confirm by clicking ‘Yes’ to delete the
subject. A message indicating the success of deletion of the subject will be displayed. You can click
‘Cancel’ to abort the operation.

To edit the details of a subject click on Edit button. Following edit screen will be displayed.

Here the details of the subject can be modified as per the requirement. Once the details are changed click
on ‘Update’ button to update the details in System. The details will be updated and a success message
will be displayed. Click on ‘Back’ button to abort the operation to back to the Manage Subjects screen.

Adding a new Subject – this can be achieved by clicking the ADD SUBJECT Button on the top right hand
corner of the screen. The following screen will be displayed.

Enter the Subject name, subject code, Short code of the subject. Chose the type of subject from the drop
down list. Then click on ‘Add’ button to add the new subject in to system.
7.1.11 Manage Faculty
This option is provided to view, edit, delete the existing faculty and add new faculty to the system. All he
options are similar to the manage subjects. Path - Master Data Academics Manage Faculty

On choosing the option the following screen will be displayed with all the available list of Faculty and a
comprehensive search criteria based on the Name, Course, Designanation. Provision available to Add a
new Faculty.

By default all the available Faculty will be displayed. The Faculty can be Deleted or the details of the
Faculty (Name, Course, Designation) can be modified. Facility is available to take a Print of the faculty list
or to export to XL Sheet is available in the screen. Since the number of faculty are more on the top of the
list a set of numbered boxes are displayed indicating the number of pages the faculty are available. By
choosing the appropriate number the faculty available in the page will be displayed. The Arrow buttons
displayed on both sides of these boxes can be also used to move between the pages.

Faculty can be deleted by clicking the Delete button available against the faculty. A dualogue box will be
displayed with a message ‘Are you sure you want to delete faculty’. Confirm by clicking ‘Yes’ to delete the
Faculty. A message indicating the success of deletion of the faulty will be displayed. You can click
‘Cancel’ to abort the operation.

To edit the details of a faculty click on Edit button. Following edit screen will be displayed.
The existing details of the faculty will be displayed. The details can be modified. Once the changes are
done, click on ‘Update’ this will update the details of the faculty and a success message will be displayed.
The operation can be aborted by clicking ‘back’ button.

Add a new faculty – This can be achieved by clicking the ADD NEW FACULTY button on the top right
hand side of the screen. Following screen will be displayed. Fill in the new faculty details as shown and
click on ‘Add’ button. A success message will be displayed on adding the faculty to the system. The
operation can be aborted by clicking ‘Back’ button.

7.1.12 Manage Rooms

This option is provided to manage the data of the Rooms available in the system and also to add a new
room to the system. Path - Master Data Academics Manage Rooms.
By choosing the option the following screen will be displayed with the list of all the available rooms.
By default all the available rooms will be displayed. The Rooms can be Deleted or the details of the Room
(Building,Name,RF ID code, IP Number, Capacity) can be modified. Facility is available to take a Print of
the rooms list or to export to XL Sheet is available in the screen. Since the number of rooms are more on
the top of the list a set of numbered boxes are displayed indicating the number of pages the rooms are
available. By choosing the appropriate number the rooms available in the page will be displayed. The
Arrow buttons displayed on both sides of these boxes can be also used to move between the pages.

Rooms can be deleted by clicking the Delete button available against the room. A dualogue box will be
displayed with a message ‘Are you sure you want to delete room’. Confirm by clicking ‘Yes’ to delete the
Room. A message indicating the success of deletion of the room will be displayed. You can click ‘Cancel’
to abort the operation.

To edit the details of a room click on Edit button. Following edit screen will be displayed.

This displays the existing details of the room chosen. The details can be modified. Once the required
changes are done click ‘Update’ button to update the details in the system. A success message will be
displayed. The operation can be aborted by clicking ‘back’ button.
Add a new Room – This can be achieved by clicking the ADD ROOM button on the top right hand side of
the screen. Following screen will be displayed.

Fill in the new room details as shown and click on ‘Add’ button. A success message will be displayed on
adding the room to the system. The operation can be aborted by clicking ‘Back’ button.

7.1.13 Manage Students

This option is provided to manage the details of the students in the system and also to add new students.
Path - Master Data Academics Manage Students. On choosing the option the following screen will be
displayed.

The screen has a comprehensive search facility for Students on Course, Semester, Roll number, SAP Id
and Student Name. choosing the Course and semester the list of students in the batch will be displayed
as shown below. Student can be selected by searching on other fields also.
Facility available to take a print out of the student list or to export to an XL for further operation. Against
each student listed two options are provided Edit and delete. To Delete a student click on the Delete
option. A dialogue box ‘Are you sure you want to delete the student’ will be displayed. The student can be
deleted by clicking ‘ Yes’ button. The operation can be aborted by clicking ‘Cancel’. A message indicating
the status of the operation will be displayed.

To Edit the details of a student click on ‘Edit’ button. The following screen will be displayed.

The existing details of the student will be displayed. Modify the details as per the requirement and click
‘Update’ to update the details in the system. A success message will be displayed on completion of the
operation. Operation can be aborted by clicking ‘Back’ button.

New student can be added by selecting the ADD STUDENT Button available on the top right hand corner.
The following screen will be displayed with empty fields. Fill in the new student’s details as shown and
click on ‘Add’. A success message will be displayed on completion of the operation. By clicking ‘Back’ the
operation will aborted.

7.1.14 Assign Students to Batches

This option is provided to assign the students available in the section to different batches. This is to
facilitate them to attend the Tutorials and Labs. Path - Master Data Academics Assign Students to
Batches. On choosing the option the following screen will be displayed. Select a Semester and a Batch
(B1) from the drop down list.

All the students pertaining to the selected Semester will be displayed with selection check boxes to their
left hand side. If the students are already assigned to batches the students pertaining the selected batch
will be displayed.
To assign students to the selected batch, select those students by selecting the check box. Once the
selection is complete, click on the ‘Assign’ button provided at bottom the screen. By doing this the set of
students selected will be assigned to the batch selected. The operation can be repeated again for
assigning remaining students to other batches (B2, B3).

By clicking on the name of the student the student information screen will be displayed to check the
details while assigning them to batches. Print facility provided in the screen to take a print out of the list of
student assigned to the batches.

7.1.15 Student Address Upload

TBD.
8. Exception Handling
This Menu item provides the facilities to check the attendance posting done automatically by the
automated attendance posting scripts which run continuously. The two sub menu options are –

- Attendance Posted Report

- College Wise Exception report

8.1 Attendance Posted Report

This report provide information of student’s attendance percentage, Room Number wise and Period wise
including the details like Section, Subject, Faculty, Batch of the student and the attendance percentage.
Select the date for which this report is required and click on Show Result. The following report will be
displayed. Options are provided to Print or Export to XL for further analysis is available.

Since the report is large and runs in to multiple pages facility provided to move across the pages on the
top of the report.

View Attendance Not Posted -

This report has a provision to view the period for which the attendance is not posted. This condition may
arise due various exceptions. Click on the ‘View Attendance Not Posted’ button, the following report will
be displayed for the same date.

This report will be also displayed Room wise, Period wise consisting of Section name, Room Name,
Period, Subject, Faculty and Batch of the student.
Facility provided to Print or Export to XL Sheet available. Since the report is large facility provided to
move across the pages.

8.2 College Wise Exception Report

This option provides to view the summarized exceptions generated, College wise, in a day during the
automated attendance posting. While posting the attendance validations will be done for the correctness
of the data received for attendance posting. Provided the validations are correct the attendance will be
posted for those classes/ periods.

However different types of exceptions will result while posting the attendance based on the data received
for this operation. Following are the major Exceptions checked during the posting of attendance and
flagged for further processing. The administrators can view these exceptions and resolve the same by
applying different solutions.

1. Fac Misc Exceptions

2. Stu Misc Exceptions
3. Misc Exceptions
4. Late Class Exception
5. Late Comer Exception
6. Instructor Substitution Exception
7. UnScheduled Class Exception
8. Student Attendance Exception

The possible exceptions and their explanations are given below. The possible action by the
administrator during the exception handling phase is also indicated.

1. Fac Misc Exceptions – Faculty swipe present, but not tallying with the time table (no
class pertaining to the faculty), no student swipes received from the same room with in
next ten minutes. This is considered as Faculty miscellaneous exception and will be
ignored while handling the exceptions.
 2. Stu Misc Exceptions – As per the standard process Students should swipe after the
faculty swipes. In case student swipes present these are considered as Student
Miscellaneous Exceptions. At the time of exception handling the set of students will be
ignored for posting the attendance.

3. Misc Exceptions – Receiving students swipes not pertaining to the class scheduled.
These are catagorised as Miscellaneous exceptions. At the time of exceptions handling
these swipes are ignored.

4. Late Class Exceptions – Faculty swipes after 20 minutes of the scheduled class and
the other student swipes follow. At the time of exception handling the reason for the
delay will be cross checked and if found valid the attendance will be posted.

5. Late Comer Exceptions – Students get a grace time of ten minutes to swipe after the
Faculty/scheduled class time. If the student swipes after this grace period the swipes are
catagorised as Late comer Exceptions. At the time of exception handling the students
will be given attendance based on the faculty feedback.

6. Instructor Substitution Exceptions – This happens when a different faculty takes a

class other than the designated faculty. At the time of exception handling the reasons
will be checked and attendance will be posted.

7. Un Scheduled Class Exceptions – As the title indicates this occurs when a un

scheduled class is held. System will receive faculty swipes and student swipes but not
connected to any scheduled class. At the time of exception handling the information will
checked and on confirmation of the special class the attendance will be posted.

8. Student Attendance Exceptions – In this scenario student swipes are present and tally
with scheduled class but not faculty swipe available. This could happen because the
faculty might have forgotten to swipe or he might have forgotten to bring his card. At the
time of exception handling the reason for the missing faculty swipe will be checked and
attendance will be posted. In case students present and faculty has not taken the class
the attendance will be ignored.

Exception Handling Process

To view the College wise Exception report select the College from the drop down list and enter
the date required. Click ‘Show report’ to view the report. Path - Exception Handling College
Wise Exception Report. The following screen will be displayed. This screen displays the
summary of attendance posting data and the exceptions raised by the system.
For convenience of understanding the summary table is shown below.

Total No of Classes Scheduled 389

Total No of Attendance Posted 240
Total No of Rooms Scheduled 75
Total No of Theory+Tutorial Classes Scheduled 330
Total No of Lab Classes Scheduled 59

Total No of Fac Misc Exceptions 1

Total No of Stu Misc Exceptions 11
Total No of Misc Exceptions 22
Total No of Late Class Exception 3
Total No of Late Comer Exception 75
Total No of Instructor Substitution Exception 0
Total No of Unscheduled Class Exception 8
Total No of Student Attendance Exception 0

This consists of two parts. The first part of the table gives the attendance summary like the total number
of classes scheduled, Number of classes for which the attendance is posted, Number of rooms in which
the classes are scheduled, Number of Tutorial+Theory classes scheduled and number of Lab classes
scheduled. This information gives a summary for the day to the management.

The second part of the Table lists out the summary of various exceptions encountered during the posting
of attendance.

Just below the summary table list of all the exceptions will be shown separately grouped under each type
of exception. The screen shot below shows the list of exceptions category wise. The Faculty name is
highlighted and a link is provided to separate screen where the details of the exceptions are displayed
and user is allowed to take decisions or make corrections.
The whole report/screen has a facility to Print or Export to XL.

8.2.1 Faculty Misc Exception

By clicking on the Faculty name in the ‘Fac Misc Exception list’ the following screen giving the details of
the specific exception will be displayed.
As per the process this exception happens when faculty swipe alone exists and not connected to any of
the scheduled class and no student swipes are present. So this exception will be ignored and no
attendance will be provided to the faculty.

8.2.2 Student Miscellaneous Exception

As detailed this exception gets generated when students swipe before Faculty swipes. This data will be
automatically rejected by the system.

8.2.3 Misc Exception

As indicated this exception occurs when students who does not belong to the scheduled call swipes in.
The time of swipe has no relevant class in the time table pertaining to the students. The data will be
rejected by the system.

8.2.4 Late Class Exception

By clicking the faculty Name in the ‘Late Class Exception’ group of exceptions the following screen will
be displayed.

As indicated this exception happens when the Faculty swipes after 10 minutes the scheduled period. The
administrator will check the reason and decide to confirm the exception. If there is a valid reason the
attendance will be posted and class will be accepted. Option is available to reject the class for any valid
reasons.

8.2.5 Late Comer Exceptions

As indicated this exception occurs when student swipes after ten minutes of the schedule time of the
period. The administrator/faculty can check the attendance of students in Edit attendance and can
modify attendance based on the decision taken.

8.2.6 Instructor Substitute Exception

By clicking on the Faculty Name of the ‘Instructor Substitute Exception’ group the following screen will be
displayed.

As indicated this exception takes place when a different Faculty take a class instead of a planned faculty.
The screen displays the Faculty name as per the time table and also displays the faculty who took the
class based on the swipe data. Facility is available to modify the period data like faculty, subject, room
etc., and accept the class information and post the attendance. By doing this the class details will be
updated with new faculty and attendance will be posted. Option is available to reject the class if required
is also available.

8.2.7 Un-scheduled Class Exception

By clicking on the Faculty name in the ‘Unscheduled Class Exception’ group list the following screen will
be displayed.
As indicated this exception arises when a special class takes places which is not planned as per the time
table. The administrator will check the data and confirm the class by setting the Faculty name, Room,
Subject in time table and posting the attendance for the students. In special cases, if required, the class
can be also rejected by choosing the Reject button.

8.2.8 Student Attendance Exception

As indicated this exception occurs when student swipes and time matches with the existing scheduled
class.

By clicking on the name of the faculty in the above screen the Student Attendance Exception handling
screen will be displayed.

The possible reasons are

1. Faculty has forgotten to swipe or forgotten to get his/her card or

2. The class has not taken place (only students present and faculty not attended).

The administrator will check the reasons- if the faculty forgotten to swipe the class, attendance will
posted on confirmation of the same. In case the Faculty did not take the class the class attendance will be
rejected. In case of any other possibilities the data for the class will be updated accordingly and
attendance may be posted.