How to Sign up? - MySchools
Contents
1. INTRODUCTION Jotell Technologies Uganda Limited incorporated on the 24th June 2011 as a private limited company with principal office at Wakiso district Wakiso Town Council road to district headquarters Centenary Bank building Wakiso Branch The company deals in computer maintenance and repair website development and maintenance software development Database administration and development Computer and accessories sales Graphics designing printer plastic identity card production bulk SMS advertising text books publications and General IT consultancy The company is implementing an on line School Management Information System http jsmis jotellug com The system is web based accessed via a web browser just by typing the URL in the address bar http jsmis jotellug com The system automates the following would be complex activities l Student registration New and continuing students 2 School fees payment process where school fees payment statements per class stream and for an individual student are auto generated indicating total amount paid and the balance due 3 Academic assessment including automatic generation of student midterm Beginning of term end of term report forms 4 Library management system 5 Payroll system 6 Financial system SYSTEM TECHNICAL OVER VIEW The JSMIS is web based technological school management and student Information system supported by database which stores all of the ap2. SCHOOL MANAGEMENT AND STUDENT INFORMATION SYSTEM USER MANUAL OTELL TECHNOLOGIES UGANDA LIMITED Software development Computer Networks General IT Consultancy P O BOX 100 WAKISO Tel 256 776 712 027733 0702 014626 jotellug com Centenary Bank Building Wakiso Branch Road to District Headquarters Expertise amp Handy TABLE OF CONTENTS TABLE OF CON TEINS ud uuu pec aos ee ud desde ee ee eee 2 SPO TEN TECHNICAGOVER VIEW A EN 4 MySchools Ptofile wo aa dad cana ee GAL ROW 4 System Implementation and subscription charges ccccceeccecccecceceeecececeeececeeceeececececeaeceececeeeeeeeeeeceeeeeeeaeeeeeeceeeeeeeeeeeees 8 OO CEGO e M Lace te aD Ud AME 9 ROGI nn IMEEM M M ME 9 SYSTEM SETUP Ic 9 naa E 13 EXAMS INFORMA TION cer pm 14 STUDENT ADMISSION PROCESS 15 STUDENT REPOR UM ii an e M 17 me EE TRE 18 THE CLASS TEACHER HOME PAGE durus eens ethene odes qur ae eee 19 STUDENT ACADEMIC ASSESSMENT REPORT FORMG c cccccccscccsccccccccccccccccceccccccccccccccccccccceecccccceccceccesecess 20 ENTER SSDUDENT MARKS RA dM M tate 21 EREFOARCENODUCE sismo CE 21
3. 1 Downloadable templates Downloadable Templates DD 1 17 2 Reports MM 1 YYYY 2013 E Exam EOT a Glick ta Generate Fees Payment Entry Sheet No file selected Select Initials mieni Type m Click to Submit Marks to SMIS Database Select Click Upload Ms Excel sheet xml Lit 18 THE CLASS TEACHER HOME PAGE CONTACT ADMIN SEND REQUEST FOR ENTER MARKS REPORTS SMS MESSANGER Clicks ENTER MARKS Select your level the system automatically generate classes select class the system automatically generates the streams for the selected class The Secrete Access code is provided by the school database systems administrator Select Term Subject Access PIN Staff ID CLICK TO GENERATE MARKS ENTRY LISTS The system is set to sort and generate records automatically Select level the system will generate Class list automatically Select Class the stream will generate Stream lists automatically 19 Marks Entry sheet Examination Type BOT Subject MATHEMATICS Subject Teacher Initials BJK Page 1 I T Frequently change your PIN to evade intrude s from hacking your account CLICK TO CHANGE PIN CLICK TO DOWNLOAD MARKSHEET 3 NAMUKASA ANE ery Good Keep it UP 5409765089 7777 ferris has ot enough HALL 34415 00 NEGE _ _ O wWerGoodKeepitUP 07 123456 O OT 2015 mawr AL
4. STUDENT link an item on the system menu bar the system generates the following dropdown list ADD New student Use this link while entering data for a single student Level Select Level Class Select Class Stream Select Stream Term 1 House Select House Former school Year of Entry School Fees Type Select Fees Type w Precautions Select Level Student Level Class Stream and House Ensure that the Student number entered is already not in use in the system 15 Use Ms Excel prepared templates to enter data offline and upload at once to the JSMIS database Acceptable data formate xml Student Admission process by Ms Excel Sheet step 2 of 2 Browse MS Excel Sheet already populated with data Compatible formate House AFRICA O L evel Level SENIOR ONE Class of study Fees payment Type Click Browse to Upload No file selected Ms Excel sheet Acceptable formate xml only Procedure for saving xml ms Excel sheet a Download Ms Excel template from myschool web portal Menu Bar gt STUDENT gt STUDENT ADMISSION TEMPLATE Opening admission template xls You have chosen to open STUDENT STAFF FINANCE 29 admission template xls which is Microsoft Office Excel 97 2003 Worksheet from http jsmis jotellug com What should Firefox do with this file Save File Do this automatically for files like this from now on 16
5. b Save the file as XML Spreadsheet 2003 xml Dy do TTE Gay Home Insert Pane armila lata i i S cut X Save As 43 Copy earn Jose AppData Local Temp 44 Paste lt Format Painter Clipboard Organize v New folder Al 6 a Name Date modified Type a 4 29 2015 5 44 AM _ File folder 88 Documents Adobe 4 28 2015 4 44 PM File folder B C BLA CacheMenu 5 1 2015 3 07 File folder INO NAME NAME Pictures B Cookies 4 23 2015 5 42 PM File folder 2 01 51 Videos BxceB 0 5 2 2015 10 50 AM folder pn History 4 23 2015 542 PM _ File folder 4 01 HHS1 SSEMAKU _ HE Computer Low 4 29 20155 55 AM File folder 5 01 51 SSEMAKU GODFH Local Disk C Date created 4 29 2015 5 55 2015 11 34 File folder 6 12 0 34 NAMAKUL JOAN Local Disk D om Empty folder CA OWCY 7 3397 BAHATI ISAAC Er een File name student_admission 9 3403 KL NAMUKAS JANE 10 3 4E 07 NDAGIRE CHRIS Save as type XML Spreadsheet 2003 xml 11 3 4E 09 NDAGIRE CHRIS Authors Jose Tags Add a tag 12 40101 KAWANGU TASH 13 HALL 34 NTEGE JOSE 14 JOT 123 Hide Folders 15 JOT 201 JOSEPH KIWUL STUDENT REPORTS By Class Main Menu Class gt from the drop down Menu select preferred Level Sort class Data Query Class Page Class page has three main Sections
6. it up Editec DELETE better but not enough Worker harder for better results Use this c DELETE Fairly good You can do better that this Work harder to improve on the weaker gra FOO DELETE You are advised to work extremely harder You can perform far better than this if you can sit and concetrate Edited DELETE Good marks keep it up and do not relax DELETE DELETE Click on New comment to enter a new comment for either the Head teacher Class Teacher There are 6 types of comments Very Good Good Fairly good Fair Poor and Very Poor Under description key in the comment the school head teacher wishes to comment on the student academic performance on each of the named categories the system is configured to extract that information to the student report card using average marks e g VeryGood Academically challenging results Very good results keep it 12 GRADING SYSTEM Click View grades Max Age name Agg Edit grades Reset grades aao 01 02 rom NIS UI age ENTM G ENTM G es gt From NI E ul EA LE O Level Class STONE 277 MATHEMATICS EXAMS INFORMATION Set up the type of examinations your students are likely to do and their respective weights E g BOT 20 MID 20 and EOT 60 EXAMS TYPES LISTS Date 06 11 2 New Exam Level Class Exam Weight di Delete 14 STUDENT ADMISSION PROCESS User mouse point NEW
7. 780 000 Records range 501 1000 Records Students only Records range above 1000 Records Students only No Item Rate Amount System Set up and configurations 3 500 000 3 500 000 Monthly Subscription 150 000 1 800 000 SYTEM SCREEN SHOOTS LOGIN Login Reset Click to Close Login Panel Figure 1 SMIS login page The user logins with correct user name schoolid and password he she is then directed to the account home page There are four types of users The administrator subject teacher Librarian and accounts department THE SCHOOL ADMINISTRATOR LOGIN PAGE STUDENT STAFF FINANCE LIBRARY CLASS suBjecTS SYSTEM SET UP TIME TABLE SMS MESSANGER Enter Student No Type Studentid Receipt No Type Receipt No First Last Name Type First Last SMS Messenger SEND SMS V oa p 4 1 a 9 M p 2 4 E 422 7 JT 4 44 5 k zd h M 77 e 100 7 4 P X gt gt ye Figure 2 SMIS School administrator login page gt Library 7 SYSTEM SET UP Before using the system it s mandatory to first configure the system to work properly To configure the system Click on the SYSTEM SET UP button an item on the Myschools menu bar the system generates the following drop down list SYSTEM SET UP TIME TA CLAS
8. ERIA ery Good Keep it UP E Save Marks Reset Figure 3 SMIS MARK SHEET form populated with data Confirm accuracy of information entered press Save marks Which will generate the subject Mark sheet in Ms Excel Formate CHANGE PIN At any point Subject teacher can change his her access code click and fill the following form The secret code can be any text numerical or a combination Old PIN New PIN Confirm PIN Click to Save New PIN STUDENT ACADEMIC ASSESSMENT REPORT FORMS The system generates students beginning of term Midterm and end of term report form Before entering student marks preferably at the beginning of each term the school systems administrator MUST set up the grades that the systems uses to determine student grades SEE CHAPTER ONE 20 ENTER STUDENT MARKS There are two ways of entering data Either using Web forms generated Mark Sheets or Ms Excel generated templates filled offline and marks uploaded as a batch later Enter Marks for a 7 student See Class Page Data entry Section Enter studentid to add student to class EOT Select Initials Select Fees Type select Ad New ser tot Select Initials Click to Submit Marks to SMIS Database Resident Type Select Click Browse to Upload Ms Excel sheet xml And for a group of students use ms excel Import Marks from Ms Excel The data entry procedures throughout the all system are the sam
9. S INFORM NEW FEES NEW SUBJECT USER MANAGEMENT COMMENTS MANAGER GRADE SET UP 5 TIME TABLE SET UP ADVANCE PAY LIMIT SET ACCOUNT INFOR 22022 ecc Enter Class Information e g SENIOR ONE SENIOR TWO SENIOR THREE SENIOR FOUR SENIOR FIVE SENIOR SIX for O level or Primary one Primary two etc for primary sac e A NEW STREAM D S SS E STREAM LIST WEST EAST NORTH NEW STREAM EDIT CLASS IMF STREAM LIST WEST EAST and their respective streams etc NEW FEES NAME Enter the name of the school fees category e g Day Half Day Half scholar scholarship boarders and day scholars 10 Enter Subject Name e g Mathematics Total No of Papers e g 1 No of papers Examinable eg 1 Select Level from the drop down list New Subject Subject Name Total No of Paper No of Papers Examinable Level Manager your users Create user accounts assign user roles delete inactivate users and suspend user accounts NEW USER UserName PassWord Confirm Password Level Query Search Change Password UserName Old PassWord New password Confirm Password 11 NEW SUBJECT Set up comments the way you what and have them appear on student report forms At any point you can edit or delete a comment Description Academically challenging results Very good results Keep
10. e For all users For one record few records use Web forms and for batch data 5 records and above use Ms excel templates provided THE FINANCE MODULE EU muss DENEN ADD NEW ASSSET CASH FLOW STATEMENT a Sample chart of Accounts CHART ACCOUNTS ADD NEW ACCOUNT 22
11. f the schools thus simplifying the decision making process and overall impact 1s effective school management The system deploys modern security and encryption mechanisms to manage school data for example username and password are encrypted before being transverse from one page to another this limits intrudes who would hack user session At the academics side the subject marks are protected by a PIN which can be changed at any time by the subject teacher The implication of this implementation is that no one can ever temper with subject marks The system automatically records user activities This way of recording users makes it easier to track who did what at what time and which place Below is an outline of systems functionalities VV VV VV V ON Student admission School fees collections Staff and students Class Attendance management Library management Staff payment management Report card production Communication to Parents through Email and SMS communication Finance Management Unique Myschools features 1 Dynamic Set ups for grades Examinations Class Subject Teacher Class Teacher and Head Teacher comment set up staff salary set ups All reports exported to MS word and Excel these two applications are very familiar with users One system for every one School Administrators Bursar Class Teachers Subject Teachers and Parents Email notifications to Parents school fees balance demand notice and any
12. nk slip is received at school and entered into MySchool an SMS is instantly sent to parent s mobile contact provided at admission the SMS indicates the Total Amount paid and balance due Access to school data is whenever you go provided you have an internet connected computer The SMS platform can also be used for other communications like Invitation Meeting weddings Introduction Death Get together birth days and surprise bulk SMS sending Sign up process l Visit jsmis jotellug com Sign up sign up its and will always be enjoy months of system usage 2 Fill the online form Back ground Data Fields with are requ ired School Name EmisNo Salect School Level Select level Geographical Description District Select Sub County Select Parish Select Telephone Contact Email Address Contact Person Name s lJser Name PassWord Contirm PassWord School Initials agree to the Jotell Terms of Services and Privacy Policy CREATE ACCOUNT An email will be sent to the email address you provided with a link to activate your account Click on the link your account will be activated for a period of 2 month free of system use For system set up configurations click on the Help button to download the system Manual System Implementation and subscription charges Records range 0 500 Records Students only Item Rate Amount m Monthly Subscription 65 000
13. other school to parents communication A single click of a button will send schools fees payment SMS remainders to parents telephone contacts indicating the names and balances of each student This improves school fees collections and bridges the school s parent divide 6 Figure 1 Sample fees Remainder SMS A parent s portal for keeping parents up to date about their at school children System benefits A 10 11 12 No need for data backup This we do it for you online at zero extra cost Free 24 hours online support Live Chat messenger Highly professional student BOT MID EOT student report cards School fees management Invoicing of each student School fees payment reports Demand Notes Payment list Bank reconciliation Income Statements Dynamic set up for grades school fees structure Salary set ups and report form comments Accessibility to school data whenever you are provided you have an internet connected computer Security of the school data Losses due to hard disk failures fire and theft are no more as school data is stored by virtual cloud server whose access is only by authorized users User friendly information system at affordable prices A lot of money that would be spent in buying and maintenance of servers hiring of IT staff and purchase of confiscated equipments 1s saved Instant single and bulky SMS notifications to parents Whenever student s fees payment ba
14. plication data highly secured and access is limited to authorized users The application imports data to MS excel and reports are exported to both MS word and Excel Internet 4 Router for internet access f Se SZ SCHOOL ADMINISTRATOR lt gt HEADMASTEN JOTELL SMIS D ORS DATABASE SWITCH FOR LAN Lah CONNECTIVITY Out side the school users ZZM can still access the SMIS through internet connectivity BURSER S OFFICE CLASS SUBJECT CAT 5 6 NETWORK TEACHERS CABLES Figure 1 System Physical layout MySchools Profile MySchools is a fully integrated School management and Student Information system The implementation of this management Information System creates a centralized pool of data for all school stacker holders Administrators Teachers Accounts Library and Human resource This puts at easier what would be hard tasks work which takes quite long time takes seconds while using Myschools software Users are categorized into levels Administrators Class Teacher Library and Accounts each level accessibility is limited to only activities of that level For example a Class Teacher entering marks will never know the existing of another user Accounts who enters student fees but a management report Student report card has schools fees balance fetched from accounts This kind of information sharing simplifies resource sharing among different departments o
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