The Garrison, St. Michael 20, Barbados
Contents
1. E Ministry s Administration Manual The Garrison St Michael 20 Barbados Z7 246 436 6361 Fax 246 429 5421 e l General cxcezo cxc org e l Registration registration cxc org Contents 1 Starting Student Information Registration System EE 3 LAO WO Stat tla cack ra haere AAA AA OR 3 2 1 System Administration Main Menu 5 E EE E 7 ZL EE 8 2 4 e 9 2 15 Maintal USES aii ia 10 2 1 7 Add New Usera lila 11 A A enee See 13 ZNO SUDJOCES EE 14 ENN SE 15 DVT Edit BEEN 16 E MCT EE 18 2 1 13 Field Specification ee EEN 19 2 2 System POCOS ee eer 20 Page 2 1 Starting Student Information Registration System 1 1 How to Start To start the Student Information Registration System use the icon on the desktop labelled SIRS Select the icon and double click using the left mouse button The user will be presented with a screen entitled LOGON The LOGON screen is the point of entrance to the CXC Registration application USER ADMIN Ok PASSWORD E Cancel PERIOD 2008 JUNE CSEC a Change Password CAB BEA INES AM IN AI IONES ES NES Figure 1 Ministry s Administrators Logon Screen To Log On To gain access to the application the user must complete all three sections on the LOGON screen shown above 1 User This will be the Administrator s log on information 2 Password This will be a predefined Administrator s password and control access to the application The password s2. Page 20 INDEX Add new user 10 11 Rp 5 Administrator lts 5 e EE 5 SA erin EE 5 8 Restore Systeri oemoerna 9 Back Up ys iria lia 8 Detten Eat eieiei 7 Bagkuge aere 5 8 Start EE 3 Change password eoncncccocconcnnnnnnnnnonononanonanananinanonos 14 Starting application 3 Compaction een anna aa eaaa 5 EE 9 et somite cia 15 System Administration 5 EGit Seis E 10 15 System Administrator ooonccinininionnnnnnnnnnonananennnnnonos 5 GTOUPS iuris oline dia 12 System back puntines 8 Lage eenegen ada 3 System E E 8 LOGGING on 3 System paths EE 5 Maintain Users i icccisceccscesecessstecessacsessiesvessseaeesees 10 System Paths eessen 7 Pass WOrd cansas t A iia 10 14 Systemi Restore miii nai 9 Password change ssssssssssissessesissessesresersessesees 14 Usain 12 15 Butacas la 17 User eroupg mihian riera aa a Taek 12 Purge viek nd EE R 5 User matptenanmce naneo 10 Purge dit 17 Us A ees 10 Purge database E 17 Page 21
3. user being added In the PASSWORD field type the password of the user being added The actual entry will not be seen only stars will appear so please verify what is being entered there In the EMAIL field type in the email address of the teacher user to be added In the Cell Phone SMS field type in the cell phone number including area code of the teacher user to be added Select the Teacher option if the user is a teacher At this point the Administrator can enter the group that this user will be placed in i e the group that defines the access rights of the user This can be done by pressing the Groups button see Figure 11 below Add Saves the addition made and allows for additional users to be added Save Saves the current user entry Delete Removes the user displayed in the form shown above from the database Page 11 Close Closes the present window and returns the Administrator to the form displayed on selecting Maintain Users from the System Administration Main Menu Page 12 2 1 8 Groups On selecting Groups from the Add New User option the following screen is displayed User Roles Userld MINISTRY SUPER USER D Subjects i Delete Close Figure 11 User Role Screen From here the Administrator can assign the user to a group from the Drop down Box in the Groups column Subjects Save Delete Close Clicking on this button gives the Administra
4. ACHER Seene x SS FULL NAME PASSWORD m Teacher F Save Delete Groups Subiects Close Figure 14 Edit User Screen This screen is divided into two sections The user list section shows all the users of the application along with their full name and indications of a password stars along with a Teacher field The right section displays the field user defined Username and the FULL NAME field based on row selection in the User List section It is in this section that changes can be made to the Full Name and Teacher fields only Note If the username is incorrect the only way to correct it is to delete the username record and then correct the username To scroll through the list of Users use the scroll bars if displayed and make a selection by clicking on the row which contains the username required The screen has a similar functionality to the Add New Users screen However no new additions can be made here OK Saves the changes made Delete Deletes the User shown Groups Allows the Administrator to modify the group of the User Subject Allows the Administrator to modify the subjects assigned to the User Page 16 Close Closes the edit user screen and returns the Administrator to the Maintain Users screen Page 17 2 1 12 Setup Menu On selecting the Setup Menu from the System Administration Main Menu the following screen in Figure 14 is displayed SET
5. UP MENU MAINTAIN AGE BOUNDARIES MAINTAIN LOCAL FEES a FEES RECALCULATION Figure 15 The Setup Sub Menu The available options are Maintain Age Boundaries Allows the Administrator to define age boundaries used in reports Maintain Local Fees Allows the Administrator to set define the various local fees for the particular centre and or territory Fees Recalculation This option recalculate fees used by the application to reflect the local fees entered at the Maintain Local Fees option To exit the screen click on the CXC section of the window Page 18 2 1 12 Purge Database This option is available on selecting the Purge Database option from the System Administration Main Menu N B Use this only when all the data is backed up and is no longer required in the current database The purged data will no longer be available for this Exam Period after this On selecting this option the following warning will be displayed WARNING You are about to delete all information related to the exam period you log on to Do you want to continue Yes Figure 16 Purge Database Warning To delete all information for the selected examination period click Yes To cancel the process and return to the System Administration Main Menu click No 2 1 13 Field Specifications Field Name Size Datatype First Name lt 30 Text Letters A Z hyphen space and apostrophe are accep
6. abelled Date Modified When the required selection is chosen click the Ok button to affect the restore Click the Cancel button to get back to the System Administrator s Main Menu Page 9 2 1 5 Maintain Users On selecting Maintain Users from the System Administration Main Menu the following screen will be displayed amp User Administration Change Passwords Edit User Figure 9 Maintain Users Menu The available options are Add New User Allows the Administrator to add a new user name to access the system Change Password Allows the Administrator to change the password of an existing user Edit User Allows the Administrator to edit an existing User s information To close this menu and return to the System Administrators Main menu click on the CXC logo on the left of the screen Page 10 2 1 7 Add New User On selecting Add New User from the Maintain Users option the following screen is displayed USER DIALOG USERNAME fl FULL NAME PASSWORD EMAIL CELL PHONE SMS Teacher r Add Save Delete Group Subiects Close Figure 10 Add New User Screen In the field labelled USERNAME type the name of the user that needs to be added An agreed upon naming convention should be adhered to Recommended First initial and last name as one word i e Jared Seale s user name would be JSEALE In the field labelled FULL NAME type the full name of the
7. hould not be shared with other users 3 Period The period for which the registration is to be effective has to be selected from the drop down list provided The dropdown list is accessible by clicking on the down arrow After the initial installation the Admin password must be changed See figure 2 below This Password must be changed Figure 2 Admin Password Change request screen The Administrator must select the OK button to proceed Page 3 The Change Password button allows the Administrator to change his own password using a minimum of 6 characters Password Administration m DK PASSWORD pe VERIFY a BEE ae Figure 3 Change Password Screen After completing the relevant sections click on OK or press lt Enter gt on the keyboard The following screen will then appear Change PW Click OK to Change the Password for user ADMIN Cancel Figure 4 Password Confirmation Screen Once the OK button has been selected the following screen will appear Microsoft Access Password has been changed Figure 5 Password Changed Confirmation Screen After the OK button has been selected the application returns to the logon screen see Figure 1 above allowing the Administrator to logon using the newly defined password Provided that all the information is correctly entered on the LOGON screen the user will be presented with the MAIN MENU screen If the informa
8. l leave the last subject selected intact Page 14 2 1 10 Change Passwords On selecting Change Passwords from the Maintain Users option the following screen is displayed amp Menu Password Administration Password Administration Close User List Refresh User Last Clear Password New Password Twice Note PWs are not case sensitive 6 to 50 of any characters Change Password I Use Password Mask for pw entry M Hide default users ie engine creator admin Figure 13 Password Administration Screen From this screen the Administrator can change and or clear a user s Password In the list of users if the User in question is not seen then select the Refresh User List button to make sure that all the available users are in the visible list Select highlight the user who needs their password changed and then enter the password twice once in each of the two fields provided When the Administrator is satisfied that this is the password needed the Administrator can then select the Change Password button for the change to be effected N B The Check boxes provided are not for Ministry Use Close Closes the present window and returns to the Maintain Users screen Page 15 2 1 11 Edit User On selecting Edit User from the Maintain Users option the following screen is displayed USER DIALOG User List FullName Teacher TEST USER no x USERNAME ADMINISTRATOR aae MATH TE
9. on that was set in the Systems Paths for recovery purposes in the event of the corruption of the database The backup file is given the current system s date in the format YYYYMMDD followed by a two digit run number which starts at zero and increments each time a backup is run on a given day In addition a three character extension which represents the Microsoft Access version being used forms the complete file name Therefore a Microsoft Access XP backup run on 26 August 2007 would be given the name 2007082600 003 and the fifth backup run on the same date with the same version of Microsoft Access would have a file name of 2007082605 003 Page 8 2 1 4 Restore System On selecting Restore System from the System Administration Main Menu the following screen is displayed 83 filelisting Iof x Filename Date Modified Cancel Record 14 4 J 1 gt ou gt of 7 Figure 8 Restore File Listing A list of all the backups stored is seen and the Administrator can select the backup that is needed to be restored from Care must be taken to take the latest valid backup so that the maximum of data is recovered The back up is selected by clicking the mouse on the entry required or using the up and down arrows to scroll through the list The selected back up is the one with the arrowhead in the extreme left hand corner next to the column filename Please choose the required date from the column l
10. ted Middle Name lt 30 Text Letters A Z hyphen space and apostrophe are accepted tast Name lt 30 Text Letters A Z hyphen space and apostrophe are accepted Class lt 8 Text Alpha numeric characters accepted Date of Birth DOB 8 Date DD MM YYYY j eee oes lt 3000 Integer Numeric Projection Form While each name field can support a maximum length of 30 characters the total length of the name must not exceed 70 characters Page 19 2 2 System Specifications Hardware Minimum Computer Specification Stand alone implementation Processsor Pentium 600 Memory 256 MB RAM minimum recommended 510 MB Hard Drive 500 MB free hard drive space CD ROM Drive Modem Minimum Computer Specifications Network Implementation Processsor Pentium 800 Memory 256 MB RAM Hard Drive 500 MB Free hard Drive Space CD ROM Drive Network Card 10 100 MPS Modem Printer Paper Handling capability for A4 A5 Letter Legal and US fanfold Software Operating System Windows NT 4 0 w SP6 Windows 2000 Windows XP installed Microsoft Office XP and beyond Recent version of Anti Virus software Services Internet Services with E Mail this is the preferred form of data transmission Access level security Administrator rights logon is required for the installation process to allow the updating of the system registry
11. tion is incorrect an error message will be presented The user must respond to the error message by correcting the information on the LOGON screen and either click on ok or press lt enter gt on the keyboard to continue Moving within a form To move from one field to the next the user can either use the Tab key on the keyboard or the mouse to position the cursor Page 4 2 1 System Administration Main Menu On logging on to the SIRS application as an Administrator refer to How to Start the following screen is displayed amp SYSTEM ADMINISTRATION MAIN MENU E m gt A CARIBBEAN EXAMINATIONS COUNCIL 4 HEADQUARTERS System Path Restore System Maintain Users Setup Menu Purge Database Main Menu Figure 6 Administrator s Main Menu From the Systems Administration Main Menu the application s parameters are defined and basic maintenance functions are carried out The menu carries out its function via nine 9 option buttons System Path This option allows the Administrator to set and change the system paths to the locations of application files Backup System This option allows the Administrator to store the back end database in an alternate location for recovery purposes in the event of an irreparable problem Restore System This option allows the Administrator to restore the back end data from a stored location in the event of an irreparable problem Maintain Users This option allo
12. tions of the application except admin functions Page 13 2 1 9 Subjects On selecting Subjects from the User Roles screen the following screen is displayed for the respective user USER SUBJECT SELECTION Available Subjects Selected Subjects AGRICULTURAL SCIENCE DA BIOLOGY AGRICULTURAL SCIENCE SA BUILDING TECHNOLOGY CONSTRUCTION BUILDING TECHNOLOGY WOODS CARIBBEAN HISTORY CHEMISTRY OK CLOTHING amp TEXTILES ECONOMICS ELEC DOC PREP amp MGT ELECTRICAL amp ELECTRONIC TECHNOLOGY Cancel GEOGRAPHY HOME ECONOMICS MANAGEMENT HUMAN AND SOCIAL BIOLOGY INFORMATION TECHNOLOGY Figure 12 U ser Subject Screen From here the Administrator can assign subjects to a specific user which would then allow the user the ability to complete batch data entry for the subject s assigned Single or multiple subjects can be selected from the available subjects and transferred to the selected subjects section by using the directional arrow The action can be reversed by using the alternative directional arrow The double directional arrow will select all the subjects displayed while a single directional arrow will select only one subject at a time The OK button will save and close the subject window The Cancel button will discard all subject selections in the current window provided that the Yes option is selected from the message window If the No option is selected the application wil
13. tor the ability to assign subjects for the selected user This selection of subjects is important for the Batch Entry option in the users main menu Saves the changes additions made Deletes the selected row of data Closes this Window and returns to the Add New User screen The various groups are described below Ministry Additions Ministry Edits Ministry Admin Ministry Exports Ministry Consolidate Ministry Super User Users within this group can add a new candidate view candidate information and generate reports Users must be cautious of which centre code is selected before completing the registration Users within this group can edit candidate information view candidate information complete amendments and generate reports Users must be cautious of which centre code is selected before completing the registration Users within this group can add a new user assign users to groups assign passwords to users allow users to change passwords and import CXC update files Users within this group can generate the candidate sequence numbers and export files to the Ministry Users must be cautious of which centre code is selected before completing the registration Users in this group can import files received from various centres and other stand alone machines to form a consolidated database and produce sequence numbers for the candidates registered Users in this group can perform all of the func
14. ws the Administrator to a Add users to the system b Change Passwords c Edit existing users data Set Up Menu Allows the configuration of 2 options and 1 role function The 2 options are 1 Maintain Age Boundaries 2 Maintain Local Fees Page 5 The 1 role function is 3 Fees Recalculation Purge Database This option removes all the entries in the database Main Menu This option brings up the User Application Main Menu screen refer to SIRS User Manual for more details Quit Selection of this option closes the System Administrator s Main Menu and thus p y the application Page 6 2 1 2 System Path On selection of System Path from the System Administration Main Menu the following screen is displayed Description PathFile H Ba UE AND GES LODE DIE CT OC feos backup E BACK END Je cxc backend Record 14 4 LI rifa of 2 EZ Figure 7 Pathfiles Screen In the column labelled Pathfile enter the path for the description entry i e for the entry Back End place the fully qualified path to the back end Access file If the file is in the cxc directory of Drive F then the path should be f cxc N B The entries found there have no bearing on the actual path please change to the correct path Please set the system paths BEFORE use of the Application Page 7 2 1 3 Backup System When the Backup Systems option is selected the back end database is stored in an alternate location locati
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