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AIMS (AMU Information Management System)
Introduction
The system is intended to have the following modules: 1. Students
2. Human Resource 3. Documents 4. Finance 5. More....
However, at present only Students Module is ready which has been developed in two phases. The 1st phase is complete while the 2nd phase is in the process of completion. They have the following
components:
1. Phase I
a) Personal Particulars b) Academics
i. Enrolment (admission) of selected candidates ii. Faculty Assignment
iii. Course Assignment
iv. Cancellation/readmission/change of course
v. Continuation (either to same or next year/semester)
vi. Punishments/Penalties (Suspension, termination, revoke etc) vii. Awards
viii. Course Completion ix. ID Card Printing c) Accommodation
i. Allotment/Transfer of Hall ii. Allotment of Hostel iii. Allotment of Room
iv. Transfer of Hostel or room d) Extracurricular activities
i. Posts (University/Hall/Hostel) ii. Others
2. Phase II
i. Selection of Papers in a Course by students
ii. Construction of Batches on the bases of paper selection by students iii. Assignment of Batches of papers to each students
iv. Construction of Groups of Batches for a class
v. Assignment of a Class to a Teacher to teach a particular paper vi. Assignment of Lecture Theatres and Labs to a Class
vii. Time Table preparation
viii. Attendance updates (monthly/weekly etc.) by a Teacher. ix. Sessional Tests Marks updates by a teacher
x. Printing of Hall Ticket on the basis of attendance
The system is being managed by the Deans of Faculties, Chairpersons of the Departments, DSW, Provosts, Teachers and Controller of Admission and Examinations. However, it can be used by all the administrative officers of the university to get the desired information.
Actions of Deans/ Chairpersons Actions of DSW Actions of Provosts Actions of Deans/ Chairpersons/Teachers
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Terminologies
Here is the list of terminologies used in this software.
1. Academics a. Faculty
A group of Departments of studies has been names as Faculty in the University. There are 12 Faculties in AMU:
Arts, Agricultural Sciences, Commerce, Engineering & Technology, Law, Life Science, Management Studies & Research, Medicine, Science, Social Science, Theology, Unani Medicine
The Administrative Head of a Faculty is known as Dean. A member of Academic Staff of that faculty is appointed, on the basis of seniority, for 2 years for this post. He looks all administrative affairs of the Faculty.
b. Department
a. A department is and academic centre of a specific subject. Few department of similar discipline constitute a Faculty. The Administrative head of a department is known as Chairman/Chairperson who is appointed for 3 years, on the basis of seniority, amongst the academic staff of that department.
c. Course
A department offers different programs of study such as BA, MA etc. for undergraduate and postgraduate students. These programs are named as courses. A course is given a unique code for its identification. For example, the courses of department of Chemistry Department which comes under Faculty of Science are as follows:
Course Code Course Name
CHBB B.Sc. (Hons) Chemistry ICBB B.Sc. (Hons) Ind. Chemistry CHMM M.Sc. (Chemistry)
ICMM M.Sc. (Ind. Chemistry)
d. Paper
Different Course materials are grouped together under the name of Papers and are taught to students of a Course. These papers are assigned Codes and Titles. For example Papers of B.Sc. (Hons) Chemistry- I year are as follows:
Paper Code Paper Title
CH111 Inorganic Chemistry CH112 Organic Chemistry CH113 Physical Chemistry CH1P1 Practical Chemistry
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2. Accommodation a. Hall of Residence
Few hostels are grouped together and assigned a name called Hall. There are 18 Halls of residence in the university. The Head of each hall is called as Provost who looks after the management of the Hall.
b. Hostel
A hostel is place of accommodation for the students. It comes under a Hall. A warden assigned by Provost looks after the Hostel affairs.
3. Executive Officers
These are the persons responsible different administrative activities of their offices b. Controller of Admission and Examinations
c. Dean Students Welfare d. Dean of Faculty
e. Chairman of Department f. Teacher
g. Provost of Hall h. Warden of Hostel
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Administrative Privileges
The System Administrator is the super user and manager who assign different privileges to the different users according to their role as per the university rules. Accordingly they get different menus and enter/update data in their domain.
In the above classification of items/activates the action of the executive officers have been indicated just for the sake of convenience. They may differ and can be accommodated accordingly. Further, actions of many important authorities are not listed to make the presentation simple.
Dean Students’ Welfare
All students are accessible to DSW and can assign or change their Hall of Residence. After assignment of Hall to a student he/she will be accessible to the Provost of that Hall. The following link will be used for this purpose:
>> Module/Progressive/Students Halls
It will display the list of all enrolled students with their status (active/inactive) which is indicated by either (inactive) or (active). The status can be changed using:
>> Module/Managerial/Students
To change status select the student by clicking in the check box on the left of listed student and click Publish/unpublish button. Please note only active students will seen by the respective provost. Hall Allotment
In the above mentioned list, there are two links on right side opposite to each student as shown below and encircled:
Assign
It will assign a new Hall to the selected student. The following window will appear where the desired Hall can be selected.
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Select the Hall from the drop down Menu as shown on the right side above and Assign Hall.
View/Edit
It will display a form having the current academic details of the selected student as well as option: a)
Change Hall - to change the Hall with reasons and remark of desired change for record
keeping.
b)
Update Current Status- to flag the student for some Disciplinary action
c)
History
- It will display the history of the last action taken on the current student.
Search of Student
The search for a student can be done in different ways. By default it searches on Enrolment Number. Other fields of search are also available such as Name, Hall Code, Hall Name, ID etc. as shown below and encircled in the students list.
Note: Please use Enrolment Number without space or special – or _ sign. For example: AB1234. No space or – or _ sign between AB and 1234.
Provosts
Provosts will be able to access only the students of their Halls for data entry/update. They can allot Hostels and Rooms to them and do frequent changes as per the need. They can also update the personal particulars (except Enrolment) in their personal particulars section, if needed. It is explained under Data Validation Module.
To access student for Hostel/Room allotment use the following link: >> Module/Progressive/Accommodation Only, the list of students of your Hall will be displayed as shown below:
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Select or Search & Select any student from the list and assign or change the Hostel/Room. For first time allotment, use “Assign” link other wise use “View/Edit” link as explained above under DSW action for the Allotment of Hall. The Hostel and the corresponding Rooms are available in connected dropdown lists. Some rooms are added later on the suggestion of uses so they may appear at the end of displayed list and thus are not in ascending or descending order as expected.
The following window will be seen on clicking the “Assign” link:
Note: Please read the section of Hall Allotment (DSW section) to know many terminologies and related steps.
On the other hand the following window (having 3 Sections) will be seen on clicking the use “Change/Edit” link where you can update some additional information of the existing student: (There is title as Section A, B, C. It is given just for explanation).
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Section B
Just below the above window some more options will also be displayed as shown below:
Here you can change/update Hostel and Room of the selected student.
-First Select Reason of Change and Reason of change -Then select Hostel followed by Room from drop down list -Other data can also be entered if desired
-Apply changes by clicking “Change” button.
Section C
You will also see the following more options below Section B:
Here you can update the status of the student. Further, History of actions taken earlier will also be displayed under “Status History”.
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Deans
Deans will be able to access only the students of their respective Faculties for data entry/update. They can add/change personal particulars of students admitted to a course, assign Faculty and Course of Study to them and do frequent changes as per the need.
Add New Student: To enrol/admit a new student his/her personal particulars including Enrolment are to be added. Once an Enrolment Number is added, it cannot be deleted. However, its related information can be updated. New student (new Enrolment) can be added by the following link:
>> Module/Managerial/Student
The list of current students of your faculty will be displayed as shown below:
First search the Enrolment number you want to add to the system in the above window to ensure the availability and avoid the duplicity as system will not accept duplicate Enrolment.
If Enrolment is not available the add it. Click “Add New” button in the above window (enclosed in red circle), you will see the window shown on the left:
Enter Enrolment; it will prompt you if it is available to enter. It tests for the uniqueness of Enrolment. If it is already present then it will refuse to enter otherwise will accept.
Fill the form completely. If data for a compulsory field is left then it will prompt you to enter that and will not proceed. So try to get all information needed and fill it. If compulsory item is not available then fill with arbitrary values. For example use 0 for phone, [email protected] for email etc. Click “Add Student” button to add the data to the system.
Enrolment Number:
AB1234 – Correct; AB 1234 – incorrect AB-1234 – incorrect;
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Update Particulars of a Student:
The particulars of an existing student can be updated using the same link as given above. >> Module/Managerial/Student
The list of current students of your faculty will be displayed as shown below:
First search the student using his/her Enrolment or any other particulars given in the above table. Select that student by using “View/Edit” link given on the right hand side of the above table opposite to the desired student. The following window screen will be seen where you can update the personal particulars of the student. If you select Mr. Aftab Alam (3rd student in above list) then you will see following window where you can update his particulars:
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Sequence of Steps Involved In Students Records Entry
1. Addition of Enrolment and personal particulars of the student 2. Activation of status of the student
3. Assignment of Faculty (Registration in the Faculty) 4. Assignment of Course
5. Continuation either to next Part or same Part (Semester/Year/Prof) 6. Completion of Course
7. Disciplinary Action iii.
Step 1: It has been explained above.
Step 2: Display the designated record and check for its status (active/inactive) which is indicated by either (inactive) or (active). The status can be changed using the link:
>> Module/Managerial/Students
To change status select the student by clicking in the check box on the left of listed student and click Publish/unpublish button. Please note only active students will be seen in further steps.
Assignment of Faculty
Step 3: The faculty can be assigned to a student using the link:
>> Module/Progressive/Student Faculties
Photo: The photo of the student can be added/updated. It should be in *.jpg format and size less than 120 w x160 h. First browse to locate the position of the picture and then press “Upload Photo” button.
Update the different particulars of the students and then press “Update” button. On top of this window, 3 more tabs are provided. They are:
Hostel is to see the status of hostel of the student. Earlier records will also be displayed.
Course/Class is to see the status and details of Course/Class. Earlier history wil also be displayed.
Fee Records is similarly meant to display the Fee records of the student. At present it is not active and will be made available shortly.
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The list of the students will be displayed as shown below. Search and select the desired student. Use Assign option to assign Faculty for a new or archived student.
Use View/Edit option to change the Faculty of an active student with an active Faculty and Course. In this case you have to Complete/Cancel his/her Course and make the record Archive to add to the history and then Assign/Change the Faculty. All these options are available under View/Edit option.
If you click “Assign” link opposite to student No. 1 then following window will appear:
The Faculty will be assigned to the student provided it has no active assignment.
In this case enrolment GD4026 (Mr. Zeeshan Ahmad Siddiqui) is active and already has Faculty and Course so system refuses to assign the Faculty to it.
Suppose you selected “Faculty of Science” for assignment to this student so you will see following message and Faculty will not be assigned to GD4026...
The desired Faculty can be selected from drop down menu and assigned to the student. Click “Assign Faculty Button to complete the job.
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Always use “View/Edit” link opposite to a student under such circumstances. You will get following window in that case where Faculty can be changed. Reason of change is also recorded.
Current status of the student is displayed
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After the successful assignment of a new Faculty, Current status and date will be displayed as shown below in the upper window:
Assignment of Course
Step 4: The course can be assigned to a student using the link: >> Module/Progressive/Academics
The list of the students will be displayed as shown below. Search and select the desired student. Use Assign option to assign Course for a new or archived student.
Use View/Edit option to change the Course of an active student with an active Faculty and Course. In this case you have to Complete/Cancel his/her Course and make the record Archive to add to the history and then Assign/Change the new Course. All these options are available under View/Edit option.
The Assign Course window will appear as shown below.
The various components of Assign Course window are shown here.
Current status of the student has been changed and displayed
Since F/o Theology is assigned so only departments of this Faculty will be displayed
Since Sunni Theology is
selected so its courses will be displayed and can be selected.
It will display the sessions which can be selected for the current course.
Here you can select Residential status as Fee will be charged accordingly.
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So select the different items as per requirement. Enter the remaining data in their respective places and the click “Assign Course” button to complete the Course Assignment and its recording into the system.
The View/Edit option can be used to: 1. To change the course of a student
2. To correct the Course assignment due to earlier wrong entry or admission to a new course. 3. To record the completion of course and the students status will be made inactive
The following window will be displayed on clicking View/Edit option. It will be having two sections:
Section A:
Corrections
Complete the form and press “Update Details” button to do the corrections desired.
The Date Picker will prompt on clicking the space provided for dates where the date can be selected. Course Completion
Fill the form including the result of the student and press.
The record will be updated as well as will be sent to “Archive”. Thus the student will be Alumni and may b take fresh admission to a new Course. In other words a student can be enrolled inone Course only at a time.
This section can also be used to cancel the admission of a student in the current Course so that he/she may be admitted to anew Course.
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Continuation
Continuation of course is an important aspect and is a regular phenomenon in the Dean’s office. Continuation may be either to next Part or same Part (Semester/Year/Prof). It can be done using the above window of Section B.
Step 5: The continuation to a course of a student can be done using the link: >> Module/Progressive/Academics
The following part (Section B) will also be displayed just below the above part.
This section is used for course Continuation to either next Part (if passed/Promoted) or to the same Part (if failed). The current status of the student is displayed as “Active”. It means he/she is a regular student and can be continued to the next Year/Semester/Prof.
Fill the Part to which student is to be promoted/continued and press “Continue Course” button. Read the notice displayed and marked with asterisk (*).
Section B:
Disciplinary Action (Status)
Different disciplinary actions are possible and the
active status of the student may change to either of these.... So update the status accordingly.
To undo the disciplinary action make it active. Always press “Update” button after all changes. Status History
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Reports
Different reports are available under Report Tab as shown above and can be selected as per need. 1. Students General (Report)- It is a general list of all students of the university and displays
students’ enrolment, name, and academics as well as accommodation details as shown below. The upper and lower portion of the list is displayed.
. . .
It displays 50 records per page and there are 359 pages as shown above. Once can browse these pages one by one using “Next Page” option or can jump to a specified page by selecting page number from drop down list given at the bottom of above list and using the “Go” button.
Once the student is available in the list his/her further details can be seen using “View Detail” (option given opposite to the selected student). See next page for details. A student can also be searched using the drop down list on top of the list and shown on left side to show the search items.
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Further details related to academics and accommodation etc. Of this student canbe seen using the following Tabs provided on top of the displayed form.
Back to the personal details
Fee Records Academic details
Accommodation details
Accommodation details are shown in the following window on clicking “Hostel” Tab. It also shows the history of accommodation.
Academics details are shown in the following window on clicking “Course/Class” Tab. It also show the history of Academics.
Similarly Fee Records can be displayed which are currently not available due to non availability of data.
We can go back to personal details by clicking “Student Details” Tab.
2. Statistics- It will display a table of data showing number of current active students in different Halls and Faculties.
3. Graphs- It displays the bar chart of students enrolled in different faculties and pie charts of students residing in different Halls of residences.
4. Print ID Card- It can generate PDF file of ID card of the selected student and can be printed. 5. Custom Report- It is a very important part of this software and can print two types of
customised reports:
a. Report with Photos of students which can be opened in a Word Processor
b. Report without photo of student in CSV format and can be opened as Spreadsheet Details of these reports are explained in the next pages.
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Custom Report
Students General Report provides the list of all students of the University and contains students’ personal particulars, and academics as well as accommodation details without any filter on them. The Custom Report, on the other hand, provides flexibility in choosing the desired fields. It also provides all possible filters on them. Further, it has options to get data either as Word Document with photos or list to be used as spreadsheet (without photo). These two options provide additional manipulating facility to the users.
On clicking Custom Report: >> Reports/Custom Report You will see the window shown on your left side. It has 2 columns:
Column 1- Lists all data sets Column 2- List corresponding Filters -Select items needed from col. # 1 -Select Filters needed from col. # 2
-Click the desired button, given below this table, to get the customized Report. - Select Photo if needed for DOC file -No photo will be available in CSV file so do not select it.
-DOC file will be opened in your Browser, Save it as Webpage and then open again with MS Word to save as Word file. Once the file is saved as Word file then you can process it the way you like.
- CSV file will be downloaded automatically on clicking “Generate CSV”. It can be opened with MS Excel and processed in the desired fashion.
At least one filter will be fixed by the system as per privileges assigned to you so you can get data accordingly. For example if you are given privileges of VM Hall then hall code will be fixed for VM Hall and you cannot see data other than VM Hall.
Similarly if you are from Faculty of Science then by default filter is fixed for Faculty code to “Science” and you will be able to get report of your Faculty only.
If you need codes/names of items for filters then go to Help Tab and display the desired items to get codes.
