User Manual - admingrp portal
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1. By default the encoder is considered as the Owner of that particular record The group can either view ALL records entered or only those that are entered by the encoders that belong to the certain group Add New User Group Show tool tips as mouse moves over options Group name Description me Sesser Save changes Table permissions for this group Table insert View Edt Delete Exte mal Services Personnel Database No No No Owner Owner Owner Group Group Group All All All Personne Assignment No No No Owner Owner Owner Group Group Group All All All Pre Assignment Requirement No No No Owner Owner Owner Group Group Group Figure 3 Add New Group Page e Press the Save Changes button afterwards Add User Functional description This feature lets the system administrator add users to the group They shall inherit the permissions given to their assigned group unless changed otherwise Page 8 De La Salle University Administration Group Portal Software User Manual Steps e Assuming you are already logged in to the portal proceed again to the Admin setting s page This time click on Add User e In the Add User page type a preferred user name and then check whether it is already taken or not Admin Home Users Home View UserGroups Add New Group View Users Add User View Users import CSV data Log Out Records Add New User i2. R asc eee First Name I Office is Office Local Number E E Save changes i Figure 4 Check username availability e Provide an initial password and all other pertinent details about the user The user can alter these later on View Groups Functional description The View Groups feature allow the system administrator to view all the groups that have been granted access to the portsl and consequently edit their group details and permissions if deemed needed Steps Page 9 De La Salle University Administration Group Portal Software User Manual e Go to the View Groups link on the Admin settings page e Refer to the legend key and press the icon of your desired action Edit add new user list all members users in the group or delete group View User Groups LARR a ro So e eo ae ee a Dpi A ra eo e re S9 or S praes u i s Figure 5 View Groups page View Users Records Functional description This allows the system administrator to view database records according to who encoded them Steps e Proceed to the View Users page Refer to the image below Page 10 De La Salle University Administration Group Portal Software User Manual Admin Home Users Home View UserGroups Add New Group View Users Add User import CSV data Log Out Search members i All fields Group v Status Any v Find Reset Usemame Group Signup date
3. First Name Last Name Office Office Local Number Status lemsinc Admins 02 27 2015 Crisce Lamsin Ts Active ON o3 5 Edwin Santiago OVPA 557 atve M calotk Encoders o 5 Kristine Calot OAVPIRM 591 atve OMe lorenzod Approved Users 04 06 2015 Daisy Lorenzo OVPA atve OM santiagoe Admins 04 07 2015 Edwin Santiago OvPA atve OMe buagasm Encoders 06 02 2015 Ma Dianne Buagas OAVPFM 599 atve Oa O panganibanf Approved Users 06 10 2015 Maria Fatima Panganiban OVPA 558 Actve ON gues anonymous 09 14 2015 atve On Previous Displaying members 1 to 8 of 8 Next Key Edit member details Delete user A activate new banned user Ban suspend user Fl View all data records entered by user Figure 6 View Users Page e Use the drop down fields to sort or filter database records Import CSV data Functional description This feature is used to bulk populate the database by importing a file in CSV format Steps Page 11 De La Salle University Administration Group Portal Software User Manual Admin Home Users Home View UserGroups Add New Group View Users Add User View Users import CSV data Log Out Records Import CSV File This page allows you to upload a CSV file for example one generated from MS Exce and import it to one of the tables of the database This makes it so easy to bulk populate the database with data from other sources rather than manually enter every s
4. Monitoring e Water Consumption Monitoring e Electronic Directory e Air Condition Units Inventory e Radio Units Inventory e CCTV Units Inventory Purpose This document is being provided to assist the above mentioned users on how to access and use the portal as well as familiarize them with the system s key features to be able to maximize its use Hardware and software requirements are likewise to be discussed later on For more ease actual system screenshots shall also be incorporated Page 4 De La Salle University Administration Group Portal Software User Manual Overview The Administration Group Portal is a project initiated by the Office of the Vice President for Administration OVPA It is comprised of a number of database driven applications that ensures the availability and quick access to accurate sets of data envisioned to serve as analytical tool for more informed and well guided decision making The portal is web based and is maintained by DLSU s Information Technology Services Office who also provide complete network support for the system in its entirety 2 1 Hardware Requirements The following are the minimum hardware requirements for all users regardless of roles 15 SVGA computer monitor 30GB Hard disk space At least 1GB RAM Mouse with its corresponding pad Windows compatible printer Standard keyboard Modem 2 2 Software Requirements The following are the minimum software requireme
5. 1 Administration Group Portal Home Page Admin Account In the Admin settings page proceed to the Add New Group link found at the uppermost portion of the page Admin Settings ADMINISTRATION GROUP PORTAL 09 21 2015 02 32 pm fF 2015 09 21 L 09 21 2015 02 32 pm 2015 09 21 L i 2015 02 28 pm 2015 09 21 M 5 08 01 pm fF 2015 09 17 D 5 07 59pm 2015 09 17 D 2015 07 56 pm F 2015 09 17 D 2015 07 54pm 7 2015 09 17 D 5 07 51 pm FP 2015 09 17 D 2015 07 48 pm PF 2015 09 17 D 17 2015 07 44 pm 2015 09 17 D 5 08 01 pm faa 2015 09 17 D 5 07 59 pm PF 2015 09 17 D 2 09 1 07 48 pm 7 2015 09 17 D 07 44 pm F 2015 09 17 D 07 41 pm 7 2015 09 17 0 09 17 2015 07 41 pm 7 2015 09 17 D calotk 1158 records Total User Groups 1019 Lock Records buagasm 675 records Active Users Admin Settings 346 records Locked User Accounts oQ Edit permissions for guests panganiban 148 records tf Total Users a mpor csv data Speakers 100 Figure 2 Admin Settings Home Page Page 7 De La Salle University Administration Group Portal Software User Manual e Specify a name for the group as well as a description optional Set the permissions to be granted to the group We have four options available Insert Edit View and Delete The system administrator can also choose what database records are to be accessed by the said group
6. 15 LIBRARY 06 19 2015 100110670101 YUCHENGCO HALL 401JE000360 06 07 2015 Figure 11 Tabular form of records Page 16 De La Salle University Administration Group Portal Software User Manual You are logged in as Electricity Consumption Monitoring Record Details Record Number 15 Verified Validate Data Verfification Date 07 27 7201 Verified by Panganiban Building Code 100024820101 Building Name STRC Meter Code 91GD01591 Bill Date July visi vi s 2013 Billing Period Start Date June vi is 2013 v Billing Period End Date July vji 7_v s 2013 v Consumption in Kilowatt Hour Total Amount Paid in PhP Current Rate per Kilowatt Hour Remarks 796218 Q Print Preview Save Changes Delete Back BEH Figure 12 Record Detail View sample form Verify Records Functional description To verify records the system employs a second tier authentication in which the verifier will be asked to supply his her password to continue Steps From the detail view form simply tick the Verified checkbox A password prompt will pop out thereafter Refer to the screnshot below Page 17 De La Salle University Administration Group Portal Software User Manual VALIDATE DATA Please enter password to confirm the changes and have this record verified Co Submit Figure 13 Password Prompt for Data Verification e Type your password then click the Submit
7. Administration Group Portal SOFTWARE USER MANUAL Prepared by Criscel G Lamsin June 2015 Page 1 De La Salle University Administration Group Portal Software User Manual Abstract This document is the Software User Manual intended to help target users of the Administration Group Portal understand its main features and components The Administration Group Portal is comprised largely of different database driven applications geared towards reinforcing the decision making mechanism of the Administration body by providing up to date useful and accurate set of data Page 2 De La Salle University Administration Group Portal Software User Manual Contents Introduction 1 1 Intended Readership 1 2 Applicability 1 3 Purpose Overview 2 1 Hardware Requirements 2 2 Software Requirements Tutorials 3 1 User Roles 6 3 1 1 System Administrator 6 3 1 2 Data Encoder 3 1 3 Data Verifier Other Functions to Consider Page 3 De La Salle University Administration Group Portal Software User Manual 13 14 18 Introduction 1 1 1 2 1 3 Intended readership This user manual covers the use of the Administration Group Portal for the following roles e System Administrator e Data Encoder e Data Verifier Applicability This document applies to the Administration Group Portal which is composed of the following module components e External Service Personnel ESP Database e Electricity Consumption
8. button e After saving the changes done notice that the checkbox have already been marked plus the Verified by field has already been automatically supplied with your username The same thing goes for the Verification date Other key functions to consider e Change password A generic password is initially given to each user After a successful login the user can alter the given password by clicking on his her username found on top of the page From there he she will be directed to the Change Password page where user will be asked mto supply both his her old and new Page 18 De La Salle University Administration Group Portal Software User Manual passwords Passwords are encrypted in MD5 hashes for more sense of security so to speak Sorting To sort records alphabetically the user would just need to click on the table headers Once for ascending order and twice for descending fashion Data Filtering Data filters can be utilized to enable users to perform queries and limit data into specific subsets and parameters that would suffice their needs The filter form contains different comparison operators and can accommodate up to 20 queries at a time After data has been filtered it can either be printed or exported into CSV formats Printing Users can print records either in bulk tabular view or individually The following shows a data record being individually printed Record Details Back cancel Print V
9. erification Date 00 09 17 2015 Personnel ID Picture Middle Name _ Place of Birth i TENORIO 104 08 1986 Civil Status silts PNC ae Rengiomi A bee a el ll Educational Attainment __ BACHELOR S DEGREE Last School Attended Address UNIVERSITY OF MAKATI MAKATI CITY Home Address City Jin Cade UNIVERSITY QF MAKATI MAKATI CITY CORsMEDINA ST PIO DEL PILAR _ Figure 14 Print Preview Page 19 De La Salle University Administration Group Portal Software User Manual Navigation A navigation panel found right on top of the page will help users switch from one module component to another This is accompanied by a Home icon that shall redirect the user back to the system home page should the user opt for that Next and Previous buttons are also available to enable users to browse through the database records Session timeout After fifteen 15 minutes of inactivity the user shall automatically be logged out from the system and will be re directed back to the login page Page 20 De La Salle University Administration Group Portal Software User Manual
10. ingle record Table f External Services Personnel Database csv file Choose File No file chosen Show advanced options Preview C SV data gt Figure 7 Import CSV page e Preview the data before confirming file import to make sure that the fields match e Press the Confirm and import CSV data button once done checking to complete the import process e Go to the Import CSV page Specify the module that you wish to populate data with View Users Functional description This feature is used to edit individual user permissions and reset passwords if necessary Steps Click on the View Users link on the Admin Settings page Once there choose the username of the person that you wish to edit Page 12 De La Salle University Administration Group Portal Software User Manual Click on the Set special permissions for this user button if you intend to grant e special permissions for the user that are different from those indicated to his her group Admin Home Users Home View User Groups Add New Group View Users Add User Nee ven Import CSV data Log Out Edit Member calotk e SS Group Encoders Y ans kristine aay __ as ome oaveirm es a changed his password on 03 18 2015 11 14 am from IP address 103 231 241 9 Figure 8 Edit member user page e Make sure to click on Save Changes afterwards 3 1 2 Data Encoder The data encoder is designated to
11. input data into the system using the Add Record form being provided This user must have an INSERT VIEW access permission to carry out such task 3 1 2 1 Data Encoder operations Add Record Functional description To add database into the system add record forms are made To input dates there are two options to choose from the encoder can do it Page 13 De La Salle University Administration Group Portal Software User Manual manually or he she can also opt to use the datepickers created Fields that are automatically calculated must be left blank Special Instruction for e External Services Personnel Database For the Generate ID Number function encoder must supply the 6 digit ID number prefix as well as the desired number of ID numbers to be constructed A maximum of 128 ID numbers can be created at a time The list can be downloaded in text format after that GENERATE ID NUMBER You can generate a maximum of 128 ID numbers at a time f Figure 9 Generate ID Number page For the Personnel ID Pictures click the Choose File button to upload pictures Allowed file types are jpg jpeg gif and png The ESP database has two 2 child tables namely the Personnel Assignment History and the Pre Assignment Requirement These are represented by the tabs found just below the records detail view The Personnel Assignment History keeps track of the personnel s past assign
12. ments while the latter keeps Page 14 De La Salle University Administration Group Portal Software User Manual 3 1 2 track of the Medical Examination requirements administered to the personnel prior to his her deployment this includes the drug tests done on him her Electricity Water Consumption Monitoring The current rate per kilowatt hour or cubic meter is automatically calculated by the system Thus encoder will have to leave it blank Data Verifier To ensure data accuracy a data verifier whose main task is to double check all the data inputs is assigned Data verification comes at the aftermath of the encoding process The data verifier also corrects any perceived errors or inconsistencies on the database records 3 1 3 1 Data Verifier Operations Edit Record Steps From the portal s homepage choose from the list of module components Say for instance Electricity Consumption Monitoring Refer to the screenshot below Page 15 De La Salle University Administration Group Portal Software User Manual Category Components Proceed to data ELECTRICITY CONSUMPTION MONITORING 2 WATER CONSUMPTION MONITORING BACK Figure 10 Administration Group Portal Home Page User account e You will then be redirected to the tabular form consisting of the database records Direct your mouse pointer on the record that you wish to edit From then an editable form shall pop out G You are logged in a
13. nts for all users regardless of roles Internet Explorer 8 0 or higher Mozilla Firefox Safari or Google Chrome MS Windows XP Professional or Home Edition or Vista or Windows 7 Microsoft Office 2007 or higher or Open Office 3 0 or higher An anti virus program Page 5 De La Salle University Administration Group Portal Software User Manual Tutorials This tutorial will be divided based on the role given to a particular user 3 1 User Roles 3 1 1 System Administrator The system administrator is tasked to oversee the database management mechanisms of the portal He she is also in charge of managing the creation activation and deactivation of all user accounts 3 1 1 1 System Administrator operations Add New Group Functional Description Users of the system are assigned into groups to distinguish their access permissions from the other This feature aids the system administrator in adding a new user group Steps e Login to the portal The link being used is adminportal dlsu edu ph e Inthe home page click on Admin Settings Note that this link shall only be visible to the system administrator s Refer to the screenshot below Page 6 De La Salle University Administration Group Portal Software User Manual e eveccronic Directory DOWNLOAD USEr MANUAL ABOUL OVCAON ers Home Browse Copyright 2013 De La Salle University 2401 Taft Avenue 0922 Manila Philippines Utilines Personnel Figure
14. s c Electricity Consumption Monitoring Add Record Q Print Preview Export Verified Verification Date Verified by Building Code Building Name Meter Code Bill Date J 06 23 2015 lamsinc 337968780101 WAREHOUSE EXT C O 34SES029791 06 11 2015 CARPENTRY AND PAINTING SHOP w 07 27 2015 panganibanf 427170901 3 AGNO L HERMITAGE 35CS000243 07 11 2013 w 07 27 2015 panganibanf 427400701 7 BACK OF GYM SPS 03BA168764 07 11 2013 LEVERIZA WALK J 06 19 2015 338308720101 BACK OF GYM SPS 103BA168764 06 11 2015 LEVERIZA WALK w 07 27 2015 panganibanf 286579501 9 TULUYAN HOUSE C O 11FAG00650 07 11 2013 COSCA J 06 19 2015 337968750104 PRE SCHOOL C O LEGAL 33SJN43192 06 11 2015 AID CLINIC J 06 19 2015 337968760101 TULUYAN HOUSE C O 598 06 11 2015 COSCA w 07 27 2015 panganibanf 427114904 1 PRE SCHOOL C O LEGAL 33SJN43192 07 11 2013 AID CLINIC w 07 27 2015 panganibanf 907935201 1 WAREHOUSE EXT C O 4SES029791 07 11 2013 CARPENTRY AND PAINTING SHOP J 08 04 2015 panganibanf 100187200101 RETREAT HOUSE 410JE001089 06 08 2015 J 06 19 2015 100024850101 BR CONNON HALL 412JRL00195S 06 07 2015 J 06 19 2015 100097700101 E RAZON SPORTS 4093400315 06 08 2015 CENTER J 06 19 2015 100024830101 VELASCO HALL 403JE003425 06 07 2015 J 06 19 2015 100024820101 STRC 91SAI01670 06 07 2015 w 07 27 2015 panganibanf 100024820101 STRC 91GDQ1591 07 07 2013 i _J 06 19 2015 100024870101 FACULTY CENTER OLD 414ISL001567 06 07 20
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