Help:Databases

Staff, Student and Alumni Management System User Manual

Contents

Abstract Introduction Application 1. New Users' Web Database How to Login as a Guest How to Register Application 2. Rajans' Information Database What Registered Users can do Change Own information Upload personal certificates For admin users How to import a file with dates How to remove duplicate entries (same rajans two serial number) (Only for super user) Application 3. Artifacts in Archives Introduction What guest user can do What registered user can do For admin users What to do after receiving an artifact How to enter if many photos from the same event are donated What if name of artifact donor is not in the list? Application 4: Old Boys' and Past Teachers’ Union's Web Database Options available How to view members data? How to see office bearers? How to see OBU’s activities? How to add members? How to upload a photo? Application 5: Teams of Dharmaraja College Options available How to add a new team type How to add a year How to add a team to a year How to enter a team member How to add a team group How to enter team members whom we do not know their serial number. Application 6: School Management System Introduction

Abstract Introduction

Dharmaraja College Archives Foundation has developed a comprehensive Archives Information Management System (AIMS) that includes a set of web applications to manage data of the Archives and to provide necessary information to the users. It has been in operation and has been improving since 2009. In addition to the web applications a Wikipeadia is developed to provide the college historical information to the Rajans and the public. It is our intention to make this Wikipedia as the information repository of the College. Three web applications provide different information to different stakeholders of the Rajans community. But all of the applications share the same database which gives unified information to all.

Web-based system was developed to ease the maintenance work as there will be no servers and databases maintained at the school premises. The administrators and users can use and update information from anywhere by providing authentication details.

Available Web Applications User Registration (http://dharmaraja.net/newrajans) My Profile (http://dharmaraja.net/rajansdata) Teams and Artefacts (http://dharmaraja.net/archivesdb) Union Admin Student Information Management System

Wikipedia:

Unlike the public Wikipedia, Dharmaraja Archives Wikipedia (AWiki) is a private wikipedia which can be edited only by the registered and authorized users of the AIMS. Anyone can see the information in the AWiki without registering or login. This Wikipedia obtains the primary information from the AIMS and displays. In addition the authorized users can add photos, textual information and links as in the case of normal Wiki. The information in the AWiki are mainly divided into College History College Information Information from Databases Country History

Under the College History documents a substantial information of the College history is given.

Under the College Information Standards, Traditions, People, teams, Events, Unions, Prize Winners, Sports Meet Records and Publications are available.

Under the database information, links to the databases of My Profile, Teams and Artifacts and Union Admin are given.

Country history provides information about the Kandy History, Sri Lankan history and the information about the Buddhist Schools.

Application 1. My Profiles

The registered users can update their information by using this application. New users can register by using the link in the login screen. The registered users can provide personal information and also their achievements, qualifications, profession and personal photos. Any number of personal photos can be added to showing your growth from the school student. Out of these photos, one photo can be selected as the profile picture. Also you can add the Artifacts relevant to college activities available with you and the personal certificates which can be used as proof of the activities you did in the schools as well as your achievements. Also you can declare that you are affiliated to the College in different ways such as student, staff etc and also you can declare that you are a member of a union of the past students or staff of the college. These declarations are monitored by the data administrations of the College or respective Unions yor declaration will be confirmed by verifying and adding additional information such as Admission No or Membership number etc.

New User Registration

User can register After logging in as guest a user can search their information to find out the serial number given to each user. Please note that your name may be available more than once as initial data collection was done through two main sources. One source is the college admission books and other is the existing members list of old boys’ unions. Use the serial number with the admission date information which is the entry taken from the school admission book as these information will be connected to the college information. How to Register Then to register select REGISTER option at the login page and by providing requested information he can register. New user will receive a link via email to activate his account and he can view information of web databases. After the serial number given by the user is verified manually against his personal records in the college user will be notified via email. Once a user received that notification, user is a fully registered member and can change and upload his personal information. Please try your best to provide your School Admission Number so that your information will be linked to college documents. If your serial number is found from above then use that number in Serial No column. Provide additional serial numbers if your name is repeated. Anybody can login to the system as a guest by giving the Guest Name and Guest Password supplied at the beginning of this paragraph.

Application 2. Rajans' Information Database This is the main portal for all past members of the Rajans’ community. Information of all Past Students Principals, Teachers, Founders, and Well-wishers can be accessed through this application. You can search your information from the list provided and register by providing requested information. Registered members can change and upload their personal information. The basic information of Rajans' from year 1913 to date is already entered to the database. The detail data collection is in progress. What Registered Users can do Registered users can access personal information and public information of other usrs in the database. By default contact information is public and user can change the setting so that contact details will not be displayed.

Change Own information Users can change and add their personal information by using Edit Data option. Some of the personal information is not shown to public. Relatives (Non Rajans) are one such option. Owner can upload information of relatives who have no connection to Dharmaraja (That is they are not in database). This information is not public but accessible to Archives data administrators and useful for future data collection activities. If you are a member of an Old Boys’ Union, authorized officers of the OBU are allowed change your contact information. If you wish to deny that you can opt by selecting the relevant option in personal information section. The School admission information is visible to owner but not allowed to change as this information is maintained by the College. Upload personal certificates Users can upload there personal certificates which will be filed under their personal folder at archives. For every information user provide, he can link any uploaded certificate as proof documents. Use the file name format UserSNo_Document Number or Name where Document Number could be a serial number of your documents. Use of UserSNo will make the file identification easier.

For admin users How to import a file with dates Make new columns for required data columns with function below in b

=CONCATENATE(YEAR(F2),"-",TEXT(MONTH(F2),"00"),"-",TEXT(DAY(F2),"00"))

F2 refers the column that has date function Cut and paste the columns (values only) together with required columns to a new sheet Type blank date fields as Null Delete all unnecessary cols and rows Make sure col names are correct Save in csv format Check all date format and Null are correct Import csv file and import from Rajans Full Details How to remove duplicate entries (same rajans two serial number) (Only for super user) Say SNo are 1111(correct) and 9999 (wrong) All the records in all the tables with 9999 has to be changed to 1111 first Goto Rajans Data/Rajans and Teachers (with advance search) Select Add Details Check whether any Option (Home Address to My Teams(verified)) has a number within bracket after the option. If there is any, then there is a record under that Option. Select it and change the serial number Goto Rajans Data/Personal Photo List and change photos of 9999 to 1111 Goto RajansData/RajansFullDetails search for 1111,InlineEdit and select the photo from Image Search for 9999, mark the record as deleted

Application 3. Artefacts in Archives Introduction The information of all the artefacts of the College Archives can be accessed and maintained through this application.

What guest user can do

The guest account can be used to VIEW ARTEFACTS as a list. What registered user can do Can view artefacts grouped under ARTEFACT INVENTORIES. Can upload the artefacts available with them to UPLOADABLE INVENTORIES. The users those who have large collection of artefacts and those who wish to have their personal inventories, please request from Web Master to create your own inventories and enter data. For admin users The Data Administrators of the Archives have full access to all information including calcified information.

What to do after receiving an artifact While accepting the artifact, write a receipt in replicate book. Give original to donor. Send first copy with artifact for inventorying. Leave book copy in the receipt book. After entering in inventory and in database, put the artifact in relevant cupboard. File the receipt. If it is a photo scan it, add water mark and upload to database. How to enter if many photos from the same event are donated Enter one entry in the inventory with a description and the number of items. In database add entry under main number and sub numbers for every photo. Add description to main and sub numbers. Scan and upload every photo to data base. What if name of artifact donor is not in the list? Usually artifact donor would be a past/present student or a past/present teacher should be in the list. By using admission number or birthday or Year of admission/class of admission and name find the serial number of the donor from Rajans database. If the donor is not from above category, add a new entry as a well wisher.

Application 4: Old Boys' and Past Teachers’ Union's Web Database

In this application, the personal information given in above will be presented to the college unions’ members and officers. In addition, the information of each union's office bearers’ and activities will be maintained through this application.

The basic information is available to all guests and registered users. The authorized data entry officers are allowed to maintain their membership information and change member’s personal information such as contact details (if member has authorized by using Rajans Information/My Details/Personal Information/Allow OBUTo Change Personal Info). Other authorized user can search members information based on their professions which is very useful in organizing societal activities.

The officers and activities of each union and of each year can be maintained by the authorized data entry officer of that year. All the users can view this information.

The artefacts available in the College Archives can be linked to services of each union so that details such as photos and documents of each activity can be directly accessed without searching the Archives Web Database. The data administration is granted to the data entry officer of each year.

The unions can use the link directly in their websites so that the membership and activities can be viewed from their web sites. This is very advantages for all the unions as single update of personal information will provide up-to-date information for all the unions and the College. The system can print address labels and also members list.

Options available

Guests View list of unions (obu_list) View details of a union View members list (Members_Public_Information_list) View services (obuservices_list) View artifatcs (artefactcollections_list) View office bearers (obuoffice_list) Registered users (test account=) OBU Officers(Unions_list) (test account=) All union list (obu_list) View banner and primary details of a union View members list (obumembersviewpublic_list)(see other obu, edit your obu) View services (obuservices_list) View artifatcs (artefactcollections_list) View office bearers (obuoffice_list) My Unions List (myobus_list) Serach by preofesssion (obumembersprofessions_list) Edit details (eitdmyobu_list) Add obu members (Obumembersadd_list) Add obu officers (Obuofficeadd_list) Add services (obuservicesadd) View my obus (viewmyobu_list) View obu members (obumembersview_list)

How to see office bearers? Allowed for Guests and Registered users Menu Path: Old Boys’ and Past Teachers Unions’/Unions/View Details/Office Bearers and Activities/Office Bearers How to see OBU’s activities? Allowed for Guests and Registered users Menu Path: Old Boys’ and Past Teachers Unions’/Unions/View Details/Office Bearers and Activities/Services and Activities How to add members? Allowed for Admin users Locate the members record by using Rajans Information/Rajans Full details You can search by admission number birthday or year of admission and class of admission Rajans Information/Rajans and Teachers (with Advance Search) You can search by birthday or year of admission and class of admission Get serial number Open Old Boys’ and Past Teachers Unions’/Add Members Click in line add and enter serial number and other data How to upload a photo? Allowed for Admin users Recommended size photo size 640x480 Add watermarks at bottom and in background (or note them so that later all photos can be down loaded and add watermarks in one go) Name the photo e.g. 99999_SamarakoonSMKB or 99999_SamarakoonKamalanath where 99999 stand for SNo Decided not to use Admission number as a part of photo name Date and time will be appended to the photo name hence will not duplicate even another photo of the same person has the same name Click Old Boys’ and Past Teachers Unions’/Add Members/Add Photo Upload the photo This action will update the Photo Name field and also add a photo to Photo List.

Application 5: Teams of Dharmaraja College

The information of all the sports and other co-curricular teams is accessed and maintained through this application. Guests and Registered users can view all the information. The authorized users (Masters In-Charge) are allowed to maintain the data.

Options available How to add a new team type Goto Teams and Societies/Inline add and add a new team type How to add a year Goto Years/Inline add How to add a team to a year Goto Years/ Teams of Year/Inline Add and add new year How to enter a team member The members of the teams could be entered by using their Admission Number or serial number. How to add a team group Teams are grouped into Sports, Teams (i.e.teams other than sports), Boards and Councils and Societies and Clubs. If you need to add another broad group (very rare) please contact administrator. How to enter team members whom we do not know their serial number. Menu Path: years/add members by serial number If you know the serial number (try your best to find it) ad in usual way. If you could not find SNo add the member to SNo 1 (i.e. Unknown) and fill the column Name(Record not fond in database) If you found any clue (class and year) enter that to Identification Details Remarks column. Also if possible add Information source.

Application 6: School Management System Introduction This application maintains the information of all the present students and staff of the College. It will be accessed by the school administration and it will allow performing all the day to day administrative activities of the college. This information will be made available to Rajans' community when each member leaves the College. School management system can be accessed by present staff and students only.

The students can login and view their records by giving admission number and birthday Students cannot see others information If registered student can change their personal information

Registering could be done by using New User Registration Web Application (see details of how to register). During the registration a UserName and a PassWord should be given. Some users have already been registered by the System Administrator.

Users can login using the UserName and the PassWord

There are many options (Menus) in the School Management System. Following list shows all the menus. The options available for a user depends on his/her User Category.

Students can see sports information of the college

Type of users

Default Users Student (g/g 26995) Teacher (Alex/ 2621) Can edit or view their personal information

My Page (Students) [Page: AddStudentInfo] Edit [Hidden] Educational Institutes [View] Certificates [View] Home Address [View] Relatives (Rajans) [Add] Relatives (Non Rajans) [Add] My Photos [Add] Change Photo [Edit] My Teams [View] My Team's Events [View] Classified Information [Hidden]

My Page (Staff) [Page:ViewRajans] Edit [Hidden] Home Address [Edit] Office Address [Edit] Profession [Add] Achievements After School [Add] Education [Add] Profesional Qualifications [Add] Personal Certificates [Add] Personal Information [Edit] Relatives (Non Rajans) [Add] Classifieds [Hidden] My Teams [View] Personal Photos [Add] Relatives (Rajans) [Add]

Add Details (viewrajans)

My Teams (teammembers) 							
My Team's Events (teameventmembers) 							
Classified Information (studentclassifiedinfo) 							
Relatives (Non Rajans) (showrelationshipsnonrajans) 							
Relatives (Rajans) (showrelationship) 							
Office Address (showrajansofficeaddress) 							
Home Address (showrajanshomeaddress) 							
View Details (showrajans) 							
Profession (showprofession) 							
Profesional Qualifications (showprofesionalqualifications) 							
Personal Photos (showpersonalphotos) 							
Education (showeducationalinstitutes) 							
Achievements After School (showachievementafterschool) 							
Staff (searchrajans) 							
Relatives (Non Rajans) (relationshipsnonrajans) 							
Relatives (Rajans) (relationship1) 							
Relatives (Rajans) (relationship) 							
Personal Information (rajanspersonalinfo) 							
Office Address (rajansofficeaddress) 							
Rajansnames (rajansnames) 							
Home Address (rajanshomeaddress) 							
Rajansfirstnames (rajansfirstnames) 							
List of All (rajans) 							
Public Information of Staff (publicstaff) 							
Profession (profession) 							
Profesional Qualifications (profesionalqualifications) 							
Personal Photos (personalphotos1) 							
Personal Photos (personalphotos) 							
Personal Certificates (personalcertificates) 							
Subjects (examsubjects) 							
Exams (exams) 							
View Exam Results (examresults) 							
Change email (email) 							
Education (educationalinstitutes) 							
College Sections (collegesections) 							
Classifieds (classifiedinfo) 							
Classes (classes) 							
Achievements After School (achievementafterschool) 							
Public Information (SudentsEditView) 							
Relatives (Non Rajans) (Studentsrelationshipsnonrajans) 							
Relatives (Rajans) (Studentsrelationship) 							
Certificates (Studentspersonalcertificates) 							
Home Address (Studentshomeaddress) 							
Exam Results (Studentsexamresults) 							
Students (StudentsInClasses) 							
Personal Information (StudentsAddInfo) 							
Students 							
Educational Institutes (Studenteducationalinstitutes) 							
My Photos (StudentPhotos) 							
Student List For Teachers (StudentListForTeachers) 							
Photos Of All 							
Past Students 							
Past Staff 							
Edit Exam Results (Editexamresults) 							
Change Photo (ChangePhoto)

AdmissionAdmin Chintha/c

Add New Teachers and Students information through List of All Edit Teachers and Students information Add Sections and Classes Change Class to next year class

Councelling Guide/Guide DataAdmin

ExamAdmin Lasanthi/ SchoolAdmin Principal/prn Staff

Staff Add Details/My Page Can view and edit by the owner of the record. Others cannot see or edit Home Address Office Address Profession Achievements After School Education Profesional Qualifications Personal Certificates Personal Information Relatives (Non Rajans) Educational Institutes Classifieds (Remove. Only by the school admins) My Teams Personal Photos Relatives (Rajans)

View Details Can view by School Admin, Staff Record added/edited by AdmissionAdmin Achievements After School Education Profesional Qualifications Profession Home Address Office Address Relatives (Rajans) Relatives (Non Rajans) Personal Photos

Students Add Details/My Page Can view and edit by the owner of the record. Others cannot see or edit

Classes Exams Subjects Student List For Teachers College Sections List of All Public Information of Staff Photos Of All Admin Area