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Application User Guide - Basic Module

Table of Content Page


1 Introduction . 1
2 Functions & Features ... 1
3 School (Sste!" Mana#e!ent
3.1 School $ro%ile .. &
3.2 Student 'ata $ara!eter ... (
3.3 Sta%% 'ata $ara!eter .... 11
& )urriculu! Mana#e!ent
&.1 Slla*us In%o .. 1(
&.2 Slla*us +%%ered . 1(
&.3 ,e-els +%%ered .... 1(
&.& Su*.ects In%o ... 1/
&.( Su*.ects +%%ered . 10
&./ )lass 'etails ('escription & )lass 1eacher" . 12
( Student 3ecords Mana#e!ent
(.1 $ersonal 3ecord . 24
(.2 Attendance . 22
(.3 ,ea-in# School .. 23
(.& 1rans%er . 2(
(.( )han#e )lass . 20
(./ 'iscipline (Merit5'e!erit 3ecord" 22
(.0 Mailin# Address . 31
(.2 $re-ious School In%o .. 32
(.6 Guardian In%o . 33
(.14 Student )hec7list 3(
(.11 )o-)urriculu! Acti-it . 3/
(.12 Achie-e!ent .. 30
(.13 $ersonalit Gradin# 32
(.1& 1esti!onial5,ea-in# )ert etc. $rintin# .. 36
(.1( Start 8ear Student Auto-9nrol!ent .. &4
/ Sta%% 3ecords Mana#e!ent
/.1 $ersonal 3ecord .. &2
/.2 1rans%er ... &3
/.3 ,ea-in# School &(
/.& Additional 'ut ... &0
/.( +ption Su*.ects &2
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Application User Guide - Basic Module
0 1i!eta*le 3ecords and Sit-In Mana#e!ent
0.1 1i!eta*le 1e!plate )reation . &6
0.2 1i!eta*le 3ecords Input . (4
0.3 Sit-In Mana#e!ent . (1
0.& $rintin# Sit-In Slip .. (&
2 $rintin# Student & Sta%% I' )ard
2.1 Student I' )ard .. (/
2.2 Sta%% I' )ard ... (2
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Application User Guide - Basic Module
1 Introduction
1his !anual ser-es as a #uide to end users usin# the School Mana#e!ent Sste!
(SMS" Basic Module. $rocedures are included in order %or users to run the correct
se:uence o% processes. Screen input and output %or!ats are pro-ided to sho; users
the data capture process and e<pected results respecti-el.
$rocessFlo; School Mana#e!ent Sste! (SMS" o%%ers our school an inte#rated
state-o%-the-art solution to !ana#e our school ad!inistration= co!!unication and
in%or!ation sharin# needs. 1he SMS co!es ;ith po;er%ul %eatures such as a
centrali>ed data*ase and Internet connecti-it that are housed ;ithin a sin#le ser-er=
!a7in# the SMS the !ost co!plete= po;er%ul et a%%orda*le school !ana#e!ent
solutions a-aila*le locall.
1he SMS #i-es school ad!inistrators and teachers the a*ilit to easil and cost-
e%%ecti-el !ana#e e-er aspect o% data #atherin# and reportin# * auto!atin#
routine ad!inistrati-e and classroo! %unctions. Ad!inistrators= teachers= parents
and students ;ould also *e a*le to access and share the !ost up-to-the-!inute
in%or!ation throu#h eas and %riendl Internet *ro;ser inter%ace.
A centrali>ed data*ase ;ill ena*le our school to record= access= report and !ana#e
students and sta%% data and per%or!ance records in real-ti!e. As soon as an
in%or!ation is added or chan#ed it?s a-aila*le to all users i!!ediatel. For school
ad!inistrators= this ;ould %acilitate the data-dri-en decision-!a7in# that ;ill lead to
an i!pro-ed and e%%icient school !ana#e!ent. 1he SMS-AS$ !odule #i-es parents
real-ti!e access to trac7 their children?s pro#ress.
SMS o%%ers co!prehensi-e %eatures set in a sin#le application. It includes a %ull
ran#e o% %unctionalities to cater %or all o% our re:uire!ents ;ith separate lo#ins %or
ad!inistrators= teachers= students and parents.
1he SMS is an on-line ;e*-*ase application sste!. Acti-ation o%
%unctions5transactions ;ill update the related !aster %iles and transaction %iles
i!!ediatel and thus !aintains up-to-the-!inute in%or!ation.
2 Functions & Features
1he %unctions and %eatures o% the SMS Basic Module include@
School System Setup Management
1he School Sste! Setup Mana#e!ent !odule allo;s use to !ana#e our school
in%or!ation such as school pro%ile= calendar= !otto= !ission= tar#et= o*.ecti-e=
-ision= strate#= histor= son#= *ad#e= and location. In addition= to ensure
consistenc in storin# o% standard data %or eas and !eanin#%ul -ie;in#= %unctions
are pro-ided %or user to de%ine standard code and descriptions on in%or!ation such
as student acti-it= !erit5de!erit code= sta%% #rade5.o* title= additional duties and
positions.
Curriculum Management
1he )urriculu! Mana#e!ent !odule allo;s user to speci%ied the le-els that are
o%%ered * the school. User-de%ined codes and descriptions can *e used to descri*e
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the classes in each le-el. User can also de%ine su*.ects that are tau#ht at the school=
and these standard su*.ects? codes and descriptions ;ill *e used in *oth the
1i!eta*le and 9-3eport )ard !odules.
Student Records Management
1he Student 3ecords Mana#e!ent !odule ena*les e%%ecti-e !ana#e!ent o%
co!prehensi-e records on each student such as student personal particulars=
attendance= co-curriculu! acti-ities= achie-e!ent= discipline= pre-ious school
in%or!ation= and parent5#uardian. 1he sste! ;ill eli!inate duplicate e%%ort on
nu!erous !anual processes and paper;or7.
+ther %eatures include auto enrol!ent o% e<istin# student to the ne<t le-el %or ne<t
acade!ic earA auto relationship lin7in# ;ith others students throu#h
parent5#uardian. In%or!ation on student co-curriculu! acti-ities= achie-e!ent etc=
;ill *e auto!aticall retrie-ed ;hen #eneratin# student ,ea-in# )erti%icate or
1esti!onial.
Staff Records Management
1he Sta%% 3ecords Mana#e!ent !odule allo;s user to store acade!ic and non-
acade!ic sta%% in%o such as personal details and additional duties. Acade!ic sta%%
+ption su*.ects are stored %or re%erence ;hen settin# classes? ti!eta*les. Inte#rated
;ith the 1i!eta*le and Sit-In Mana#e!ent !odule= each sta%% ti!eta*le ;ith
in%or!ation such as su*.ects tau#ht= %ree periods could easil *e -ie;ed or printed
as and ;hen re:uired.
Guardian Records
1his !odule allo;s user to !aintain #uardian records that could *e lin7ed ;ith
students? records * speci%in# the relationship *et;een the #uardian and students.
1hrou#h this= in%or!ation on students that are under the sa!e #uardian could *e
easil o*tained. 3ecords on #uardian such as personal details= address= occupation
and e!ploer ;here applica*le are stored %or re%erence and analsis.
Enquiry Options
Bust ;ith a clic7 on a !ouse= user shall *e a*le to retrie-e the desired in%or!ation.
Cith the SMS ;e*-*ased architecture= thou#h !odular in desi#n= there is no need to
.u!p *et;een !odules in order to run a :uer or print a reportA all essential
%unctions are a-aila*le at one ti!e * na-i#atin# as ou ;ould ;ithin an ;e*site.
Under a central data*ase= an chan#e to an record= once updated ;ill *e
i!!ediatel a-aila*le to all users= particularl ad!inistrators %or e%%ecti-e
!ana#e!ent and decision !a7in#. 1he online process ;ill ensure that up-to-the-
!inute in%or!ation is a-aila*le.
Timetable Records & Sit-n Management
1his !odule allo;s user to 7eep records o% ti!eta*les %or the classes in the school.
User !a de%ine di%%erent te!plates to suit !ultiple teachin# sessions at the school.
+nce all the classes? ti!eta*les are !aintained in the sste!= each sta%% ti!eta*le
;ith in%or!ation such as su*.ects tau#ht and %ree periods could easil *e -ie;ed or
printed as and ;hen re:uired. B re%errin# to the %ree period(s" %or a selected #roup
o% sta%%= di%%icult in %indin# the ri#ht ti!e %or a !eetin# ti!e is a thin# o% the past.
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Sit-In can also *e easil !ana#ed ;ith i!!ediate in%or!ation on an sta%% that has
%ree periods.
Student and Staff ! Card "rinting
1he sste! allo;s ou to print students and sta%% I' cards. In%or!ation such as
student na!e= student nu!*er and class that are auto!aticall e<tracted %ro! the
student records ;ill *e printed on the student I' card. Chereas %or sta%%= the sta%%
na!e= sta%% nu!*er and .o* title5#rade can *e printed on sta%% I' card.
#ea$ing Certificate and Testimonial "rinting
Cith all the rele-ant student data stored in the sste!= a student ,ea-in# )erti%icate
and 1esti!onial could easil *e printed .ust * a clic7 o% !ouse.
$lease re%er to Appendix A %or a su!!ar o% the %unctions and the users ;ho !a
access these %unctions. Be%ore a user !a access the SMS Basic Module= please
assi#n the related role(s" %or the users usin# the DUser Mana#e!ent? !odule. $lease
re%er to the User Mana#e!ent #uide %or details.
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3 School (Sste!" #anage!ent
1he SMS is a para!eter dri-en sste! that allo;s user to de%ine settin#s and data
-alues accordin# to user re:uire!ents. 1hese standard settin#s and -alues ;ould
then *e used throu#hout the sste! to ensure co!!on5si!ilar data are stored
consistentl in the sste!.
1he sste! pro-ides the %ollo;in# %unctions to de%ine standard settin#s and data
-alues@
(a" School $ro%ile Setup
(*" Student 'ata $ara!eter Setup
(c" Sta%% 'ata $ara!eter Setup
(d" Bloc753oo! 'escription

3$1 School Profile Setup
1his %unction allo;s user to store standard school in%o such as school code= na!e=
address= lo#o= school principal5head!aster na!e etc that shall *e re%erred to ;hen
%unctions5transactions are initiated in the related !odules o% the SMS.
1o initiate this %unction= #o to School Mgmt-%School "rofile-%Edit. Sste! shall
displa the details to *e input as sho;n in the sa!ple screen %or!at *elo;.
Eote
(a" 1he school na!e shall *e displaed on the pa#e header. It ;ill also *e printed
in %or!s= letter etc #enerated * the sste! to#ether ;ith the school address.
(*" 1he selected School $rincipal5Fead!aster na!e shall *e displaed
accordin#l under GSta%% $hotoH
(c" 1he School ,ea-in# )ert Eo. and 1esti!onial Eo. shall *e printed
accordin#l. User !a need to reset the nu!*er to the correct startin#5current
nu!*er used * the school. 1hese nu!*ers !a also *e used to !onitor the
nu!*er o% lea-in# certi%icate or testi!onial alread issued.
(d" GMerit5'e!erit $ointH is used to indicate the startin# point %or each student.
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(e" G)u!ulati-e Merit5'e!erit $ointH is a %la# used to indicate ;hether the
!erit5de!erit point %or each student is cu!ulati-e or reset %or each ear. A tic7
indicates that it is cu!ulati-e.
(%" GUpdate $re-ious 8ear 3esultH is a %la# used to indicate ;hether user is
allo;ed to update pre-ious ear result. A tic7 indicates that user is allo;ed to
update.
(#" GSchool ,o#oH is used to indicate the %ile na!e %or the uploadin# o% the school
lo#o. 1he lo#o shall *e displaed on the top le%t corner o% !ost o% the sste!
screen output. It ;ill also *e printed in %or!s= letter etc #enerated * the
sste!.
(h" 1he GFront $a#e $ictureH and GInde< $a#eH are currentl not used in the
sste! - reser-ed %or %uture use.
3$2 Student %ata Para!eter Setup
1he sste! allo;s user to de%ine certain standard data -alues that are input in
-arious student records such as co-curriculu! acti-it= acti-it position= !erit and
de!erit codes etc.
3.2.1 )o-)urriculu! Acti-it 'escription
1o de%ine co-curriculu! acti-it= #o to School Mgmt-%Student "arameter-%&cti$ity
!escription-%Create and %ollo; the steps *elo;.
Step 1
Select the acti-it tpe to *e created i.e. )lu* & Societ= Sports & Ga!es or
Uni%or! Group. )lic7 on process to con%ir! the selection.
Step 2
Sste! shall displa the codes and descriptions o% acti-ities (i% an" that ha-e *een
created as sho;n in the sa!ple screen *elo;. 1o de%ine ne; acti-it= si!pl input
the acti-it code and description and clic7 on GSa-eH *utton to con%ir! the creation.
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Application User Guide - Basic Module
Eote
1o edit the acti-it code or description= #o to School Mgmt-%Student "arameter-
%&cti$ity !escription-%Edit. 1o delete the acti-it= #o to School Mgmt-%Student
"arameter-%&cti$ity !escription-%!elete.
3.2.2 Student )o-)urriculu! Acti-it $osition 'escription
1he sste! allo;s user to de%ine standard acti-it positions that shall *e lin7ed to
the co-curriculu! acti-ities that ha-e also *een de%ined. 1his shall ena*le standard
acti-it positions to *e stored %or all students.
1o de%ine student co-curriculu! acti-it position= #o to School Mgmt-%Student
"arameter-%&cti$ity "osition-%Create. Sste! shall pro!pt user to input the details as
sho;n in the sa!ple screen *elo;.
Input the G$osition Group Ea!eH and the respecti-e position na!e e.#. $en#erusi=
Eai*-$en#erusi etc. Indicate also the position ran7 and the nu!*er o% person %or
related position (total post". )lic7 on the GSa-eH *utton to con%ir! the creation.
Eote
1o edit the acti-it code or description= #o to School Mgmt-%Student "arameter-
%&cti$ity !escription-%Edit. 1o delete the acti-it= #o to School Mgmt-%Student
"arameter-%&cti$ity !escription-%!elete.
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Application User Guide - Basic Module
3.2.3 ,in7in# G$ositionH to )o-)urriculu! Acti-it
1he standard acti-it positions that ha-e *een de%ined shall *e lin7ed to the co-
curriculu! acti-ities that ha-e also *een de%ined. 1his shall ena*le standard acti-it
positions to *e stored %or all students.
1o lin7 the de%ined position and co-curriculu! acti-it= #o to School Mgmt-%Student
"arameter-%#in' "osition to &cti$ity-%Create and %ollo; the steps *elo;.
Step 1
Sste! shall pro!pt user to select the position GGroup Ea!eH as sho;n in the
sa!ple screen %or!at *elo;. )lic7 on G$rocessH *utton to con%ir! the selection.
Step 2
Sste! shall pro!pt user to select the acti-it that is to use the G$ositionH. Si!pl
clic7 on the GSelect5)ancel Bo<H to select the acti-it (can select !ore than 1
acti-it". )lic7 on the G$rocessH *utton to co!plete the lin7in#.
Eote
A Dtic7? indicates that the acti-it is alread lin7ed to the speci%ied G$ositionH #roup.
1o cancel5delete the lin7 *et;een the G$ositionH and the acti-it= si!pl clic7 on the
GSelect5)ancel Bo<H %or the related acti-it.
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3.2.& Student )hec7list
1he sste! allo;s user to de%ine standard student chec7list %or !onitorin# o%
!iscellaneous ite!s related to student such as %ees pa!ent= *oo7 on loan
application= scholarship application etc.
1o create the chec7list= #o to School Mgmt-%Student "arameter-%Chec'list-%Create
and %ollo; the steps *elo;.
Step 1
Indicate the e%%ecti-e %or the chec7list. 1he sste! allo;s users to create di%%erent
chec7list (;ith di%%erent ite!s" %or each ear. I% the chec7list to *e created is si!ilar
to pre-ious ear= user !a use the School Mgmt-%Student "arameter-%Chec'list-
%Copy "re$ious (ear option to create the chec7list.
Step 2
Input the chec7list description as sho;n in the sa!ple screen %or!at *elo;. )lic7
on GSa-eH *utton to sa-e the ite!s alread created. Eote that the sste! allo;s
user to create ( ite!s at one ti!e. 1o create !ore ite!s= initiate the creation process
a#ain.
Eote
1o edit the acti-it code or description= #o to School Mgmt-%Student "arameter-%
Chec'list -%Edit. 1o delete the acti-it= #o to School Mgmt-%Student "arameter-%
Chec'list -%!elete.
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3.2.( Merit and 'e!erit )ode 'escription
1he sste! allo;s user to de%ine !erit5de!erit code description and point %or
student. 1o de%ine the description and point= #o to School Mgmt-%Student "arameter-
%Merit )or !emerit*-%Create. Input the !erit code= description and point ran#e as
sho;n in the sa!ple screen *elo;. )lic7 on GSa-eH *utton to con%ir! the creation.
Eote
1o edit the !erit5de!erit code or description= #o to School Mgmt-%Student
"arameter-%Merit )or !emerit*-%Edit. 1o delete the acti-it= #o to School Mgmt-
%Student "arameter-% Merit )or !emerit*-%!elete.
3.2./ Action 1a7en (on !erit and de!erit"
1he sste! allo;s user to de%ine action ta7en on !erit and de!erit case %or student
e.#. canin# %or de!erit= letter o% appreciation %or !erit. 1o de%ine the action ta7en=
#o to School Mgmt-%Student "arameter-%&ction Ta'en !escription-%Create. Input the
initial (or code"= description and indicate the tpe o% the action ta7en. )lic7 on
GSa-eH *utton to co!plete the creation process.
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3.2.0 Student $ersonalit 'escription
1he sste! allo;s user to de%ine student personalit descriptions that shall *e
printed in the student testi!onial. User !a then assi#n #rade %or these personalit
-alues %or indi-idual student (re%er Section 3.2.2". 1o de%ine the personalit
descriptions= #o to School Mgmt-%Student "arameter-%"ersonality !escription-
%Create. Input the description accordin#l as sho;n in the sa!ple screen *elo;.
)lic7 on GSa-eH *utton to co!plete the process.
3.2.2 Student $ersonalit Grade Setup

1he sste! allo;s user to setup the #rade %or the Student $ersonalit Ialue. 1his is
to ensure that standard #rades are input5selected %or all students. 1o setup the #rade=
#o to School Mgmt-%Student "arameter-%"ersonality Grade-%Create. Input the #rade
accordin#l as sho;n in the sa!ple screen *elo;. )lic7 on GSa-eH *utton to
co!plete the process.
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3$3 Staff %ata Para!eter
1he sste! allo;s user to de%ine certain standard data -alues that are input in
-arious sta%% records such as sta%% #rade= acti-it= acti-it= position etc.
3.3.1 Sta%% Additional 'ut
1o de%ine sta%% acti-it= #o to School Mgmt-%Staff "arameter-%&cti$ity !escription-
%Create and %ollo; the steps *elo;.
Step 1
Select the acti-it tpe to *e created i.e. Acade!ic or Mana#e!ent. )lic7 on
G$rocessH *utton to con%ir! the selection.
Step 2
Sste! shall displa the codes and descriptions o% acti-ities (i% an" that ha-e *een
created as sho;n in the sa!ple screen *elo;. 1o de%ine ne; acti-it= si!pl input
the acti-it code and description and clic7 on GSa-eH *utton to con%ir! the creation.
Eote
1o edit the acti-it code or description= #o to School Mgmt-%Staff "arameter-
%&cti$ity !escription-%Edit. 1o delete the acti-it= #o to School Mgmt-%Staff
"arameter-%&cti$ity !escription-%!elete.
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3.3.2 Sta%% Additional 'ut $osition
1he sste! allo;s user to de%ine standard acti-it positions that shall *e lin7ed to
the acti-ities that ha-e also *een de%ined. 1his shall ena*le standard acti-it
positions to *e stored %or all sta%%.
1o de%ine the acti-it position= #o to School Mgmt-%Staff "arameter-%&cti$ity
"osition-%Create. Sste! shall pro!pt user to input the details as sho;n in the
sa!ple screen *elo;. First assi#n a #roup na!e %or the position= then indicate the
position(s" description= ran7 and nu!*er o% post %or the position. )lic7 on GSa-eH
*utton to con%ir! the creation.
3.3.3 ,in7in# G$ositionH to Acti-it
1he standard acti-it positions that ha-e *een de%ined shall *e lin7ed to the co-
curriculu! acti-ities that ha-e also *een de%ined. 1his shall ena*le standard acti-it
positions to *e stored %or all sta%%.
1o lin7 the de%ined position and co-curriculu! acti-it= #o to School Mgmt-%Staff
"arameter-%#in' "osition to &cti$ity-%Create and %ollo; the steps *elo;.
Step 1
Sste! shall pro!pt user to select the position GGroup Ea!eH as sho;n in the
sa!ple screen %or!at *elo;. )lic7 on G$rocessH *utton to con%ir! the selection.
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Application User Guide - Basic Module
Step 2
Sste! shall pro!pt user to select the acti-it that is to use the G$ositionH. Si!pl
clic7 on the GSelect5)ancel Bo<H to select the acti-it (can select !ore than 1
acti-it". )lic7 on the G$rocessH *utton to co!plete the lin7in#.
Eote
A Dtic7? indicates that the acti-it is alread lin7ed to the speci%ied G$ositionH #roup.
1o cancel5delete the lin7 *et;een the G$ositionH and the acti-it= si!pl clic7 on the
GSelect5)ancel Bo<H %or the related acti-it.
3.& Sta%% Grade
1he sste! allo;s user to de%ine standard #rade %or the sta%% to ensure consistent
data is input in the sta%% personal record. 1o initiate this process= #o to School Mgmt-
%Staff "arameter-%Grade Code & !escription-%Create. Input the rele-ant code and
description as sho;n in the sa!ple screen *elo;. )lic7 on GSa-eH *utton to con%ir!
the creation.
Eote
1o edit the code or description= #o to School Mgmt-%Staff "arameter-%Grade Code &
!escription-%Edit. 1o delete the acti-it= #o to School Mgmt-%Staff "arameter-% Grade
Code & !escription-%!elete.
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3.( Bloc753oo! 'escription
1he sste! allo;s user to descri*e (* na!e or nu!*er= or *oth" the *uildin#
*loc7s and roo!s that are a-aila*le in the school. 1hese descriptions ;ould then *e
re%erred to in the ti!eta*le and in-entor trac7in# !odules.
1o descri*e the school *uildin# *loc7s and roo!s= #o to School Mgmt-%+loc',Room
!escription-%Create. Indicate the *loc7 code= description etc as sho;n in the sa!ple
screen *elo;.
Eote
1o edit the *loc7 or roo! details= #o to School Mgmt-% +loc',Room !escription-
%Edit. 1o delete the acti-it= #o to School Mgmt-% +loc',Room !escription -%!elete.
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& Curriculu! #anage!ent
1his !odule allo;s user to@
a" Speci% the le-els that are o%%ered * the schoolA
*" 'e%ine su*.ects that are tau#ht at the school. 1hese standard su*.ects? codes
and descriptions ;ill *e used in *oth the 1i!eta*le and 9-3eport )ard
!odulesA and
c" 'e%ine the code (e.#. 11A" and description (e.#. 1in#7atan 1A" o% the classes
in each le-el o%%ered. 1he class teacher shall also *e speci%ied.
&.1 Slla*us In%o ('escription & ,e-el Setup"
1he sste! allo;s user to de%ine the slla*us description= and the le-els that are
o%%ered under the slla*us. 1his setup is not re:uired %or Malasian schools as it is
alread pre-set %or DMalasian Slla*us?.
&.2 Slla*us +%%ered
1he sste! allo;s user to indicate the slla*us that is o%%ered * the school. 1his is
to ena*le user to speci% the related le-els that are o%%ered under each slla*us. 1his
setup is not re:uired %or Malasian schools as it is alread pre-set %or DMalasian
Slla*us?.
&.3 ,e-els +%%ered
User shall indicate the le-els that are o%%ered in the school. 1his is in order that
sste! displas onl the related le-els in the -arious %unctions5transactions as and
;hen initiated * the user.
1o indicate the le-els o%%ered= #o to Curriculum Mgmt-%#e$el Offered and %ollo; the
steps *elo;.
Step 1
Select the slla*us %or the le-els to *e o%%ered as sho;n in the sa!ple screen *elo;.
)lic7 on G$rocessH *utton to con%ir! the selection.
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Step 2
Indicate the le-el(s" o%%ered * clic7in# on the GSelect5)ancel Bo<H as sho;n in the
sa!ple screen *elo;. A tic7 indicates that the le-el is o%%ered.
&.& Su*.ect In%o ()ode and 'escription J Alread $re-de%ined %or Malasian Slla*us"
1he sste! allo;s user to de%ine su*.ect code and description and other details.
1hese shall then *e re%erred to under !odules such as 1i!eta*le 3ecords and 9-
3eport )ard. 'ote that !ost sub(ects that are offered under #alasian Sllabus
ha)e been pre*defined in the sste!.
1o initiate this process #o to Curriculum Mgmt-%Sub-ect nfo-%Code & !escription-
%Create. Input the su*.ect details as sho;n in the sa!ple screen *elo;.
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&.( Su*.ect +%%ered (Standard Su*.ects alread pre-set %or Malasian School"
1he sste! allo;s user to indicate the su*.ects that are o%%ered %or the -arious le-els
in the school. 1his is in order that the sste! onl displa the su*.ects o%%ered
(instead o% all de%ined su*.ects" under related !odules such as 1i!eta*le 3ecords
and 9-3eport )ard.
1o indicate the su*.ect(s" o%%ered= #o to Curriculum Mgmt-%Sub-ects Offered and
%ollo; the steps *elo;.
Step 1
1o select the su*.ect= either use the su*.ect %ield= or input su*.ect code or description
to search. Alternati-el= si!pl clic7 on G$rocessH *utton and sste! shall displaed
all the su*.ects? descriptions that ha-e *een de%ined (see screen 2 *elo;".
Step 2
1o speci%icall select the su*.ect= clic7 on the su*.ect code as sho;n in the sa!ple
screen *elo;.
Step 3
Indicate the le-els %or ;hich the su*.ect is applica*le as sho;n in the sa!ple screen
*elo;. 1he sste! allo;s user to %urther indicate ;hether the su*.ect is Delecti-e? or
Dcore?= and also ;hether the su*.ect is a co!pulsor pass or not (lin7 to student
e<a! result".
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Application User Guide - Basic Module
&./ )lass 'etails ('escription & )lass 1eacher"
1he sste! allo;s user to de%ine classes? descriptions as per standard used in the
school. 1hese descriptions shall then *e re%erred to throu#hout the sste!. Under
the sa!e %unction= the class teacher shall also *e indicated. 'ote that this process
needs to be done each ear in order to !aintain historical records of the classes
that are offered in each ear as +ell as the class teacher.
1o de%ine the classes? descriptions= #o to Curriculum Mgmt-%Class !etails-%Create
and %ollo; the steps *elo;. I% there is no chan#e to the classes? descriptions %or each
ear= user !a use the option under Curriculum Mgmt-%Class !etails-%Create from
"re$ious (ear to create the class descriptions. User shall then *e re:uired to edit the
class teacher usin# the option under Curriculum Mgmt-%Class !etails-%Edit.
Step 1
Select the For!5,e-el %or the classes to *e de%ined as sho;n in the sa!ple screen
*elo;. )lic7 on G$rocessH *utton to con%ir! the selection.
Step 2
Input the class code= na!e= session and other details as sho;n in the sa!ple screen
*elo;. Eote that standard code and na!e should *e used %or each ear in order that
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the classes? descriptions displaed in the class list are consistent (displa * sste!
throu#hout !ost !odules".
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, Student -ecords #anage!ent
1he Student 3ecords Mana#e!ent !odule ena*les e%%ecti-e !ana#e!ent o%
co!prehensi-e records on each student such as student personal particulars=
attendance= co-curriculu! acti-ities= achie-e!ent= discipline= pre-ious school
in%or!ation= and parent5#uardian. 1he sste! ;ill eli!inate duplicate e%%ort on
nu!erous !anual processes and paper;or7.
+ther %eatures include auto enrol!ent o% e<istin# student to the ne<t le-el %or ne<t
acade!ic earA auto relationship lin7in# ;ith others students throu#h
parent5#uardian. In%or!ation on student co-curriculu! acti-ities= achie-e!ent etc=
;ill *e auto!aticall retrie-ed ;hen #eneratin# student ,ea-in# )erti%icate or
1esti!onial.
(.1 Student $ersonal 3ecord
1o create student personal record= #o to Student Mgmt-%"ersonal Record-%Create.
User !a use the edit option to chan#e the data that ha-e alread *een input. I% a
record is ;ron#l created= user !a use the delete option to re!o-e per!anentl the
record in the sste!.
Input the rele-ant data as sho;n in the sa!ple screen *elo;. $lease re%er to the
input #uide *elo; to ensure that correct data is input %or certain %ields. Eote also
that data %or %ields !ar7ed ;ith K need to *e input.
Input Guide
Field 'a!e Co!!ent
8ear 1his is used to indicate the current acade!ic ear %or
the student. For a ne; student ;ho starts at the school
in ear 244&= then the ear should *e set to 244& e-en
thou#h the student record !a *e created in Eo-e!*er
or 'ece!*er o% 2443.
Ea!e in +ther ,an#ua#e 1his is %or input o% student na!e in )hinese characters.
Fo;e-er= the rele-ant so%t;are e.#. )hinese Star= needs
to *e acti-ated and used in the input process.
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Application User Guide - Basic Module
Student Eo. 1his shall *e the GStudent 3e#istration Eo.H. I% not
applica*le= the student I) nu!*er should *e input here
as sste! re:uires that this nu!*er *e uni:ue %or each
student.
Guardian Ee; I)5Ar!
Forces Eo. 1his is used to chec7 %or e<istence o% #uardian?s
personal record. Eote that i% the #uardian record does
not e<ist (*ased on the I' nu!*er input"= sste! shall
auto!aticall create a ne; personal record (;ith *asic
data i.e. I) Eo. and na!e" %or the #uardian. User shall
input other data * editin# the #uardian pro%ile. I% the
record e<ists= sste! shall displa the #uardian na!e
%or re%erence. Indicate also the relationship *et;een the
student and #uardian. Sste! shall internall lin7 the
student and #uardian *ased on the relationship.
$hoto ,ocation 1his is used to upload student photo (;hich shall *e
lin7ed auto!aticall to the student record". User !a
use di#ital ca!era to ta7e the student photo in standard
passport si>e. Follo; the steps *elo; (;ith re%erence to
the sa!ple screen *elo;" to upload the photo.
(a" )lic7 on the DBro;se? *utton to locate the director in ;hich the photo is
stored (see sa!ple screen *elo;".
(*" )lic7 on the related photo (the na!e %or the related photo shall *e
displaed in the DFile na!e?.
(c" )lic7 on D+pen? *utton and sste! shall auto!aticall displa the
director and %ile na!e %or the photo in the D$hoto ,ocation? input colu!n.
User !a pre-ie; the photo to *e uploaded usin# the DSho; $hoto?
*utton.
(d" )lic7 on DSa-e? *utton to con%ir! the creation o% the student record. 1he
photo shall *e auto!aticall lin7ed to the ne;l created student record.
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Application User Guide - Basic Module
(.2 Student Attendance
1he sste! allo;s class teacher to record students? attendance. 1o initiate this
process= #o to Student Mgmt-%&ttendance and %ollo; the steps *elo;.
Step 1
Indicate the date %or the attendance record. Eote that sste! allo;s user to update
the class attendance %or pre-ious date. )lic7 on G$rocessH *utton to con%ir! the
selected5input date.
Step 2
Sste! shall de%ault all students as present. I% a student is a*sent= clic7 on the
G3easonH colu!n and sste! shall auto!aticall un-tic7 the related *o< under the
G$resentH colu!n. 1o co!plete the update= clic7 on the G$rocessH *utton.
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(.3 Student ,ea-in# School 3ecord
1he sste! allo;s user to 7eep student lea-in# school record. 1o initiate this
process= #o to Student Mgmt-%#ea$ing School-%Create and %ollo; the steps *elo;.
Step 1
Select the student class and input his5her na!e as sho;n in the sa!ple screen *elo;.
Step 2
Indicate the lea-in# date= reason %or lea-in# and other rele-ant co!!ent i%
applica*le. )lic7 on the G$rocessH *utton to con%ir!.
Step 3
User (pre%era*l the school principal" needs to -eri% an record o% student that has
*een %la##ed as Dlea-in# school?. 1o initiate this process= #o to Student Mgmt-
%#ea$ing School-%.erify. Sste! shall displa the list o% lea-in# student as sho;n in
the sa!ple screen 1 *elo;. )lic7 on the student na!e to -ie; the indi-idual lea-in#
details. )lic7 on the GIeri%H *utton as sho;n in sa!ple screen 2 to con%ir! that the
student is lea-in# school. )lic7 on the G3e.ectH *utton i% the student has *een
;ron#l set as lea-in# school.
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Application User Guide - Basic Module
Screen 1
Screen 2
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Application User Guide - Basic Module
(.& Student 1rans%er 3ecord
1he sste! allo;s user to 7eep student trans%er record. 1o initiate this process= #o to
Student Mgmt-Transfer-%Create and %ollo; the steps *elo;.
Step 1
Select the student class and input his5her na!e as sho;n in the sa!ple screen *elo;.
Indicate the 1rans%er 1pe i.e. either ;ithin schools that use SMS (AS$ -ersion" or
to another school that does not use SMS. I% the student ne; school is usin# AS$
SMS= sste! shall auto!aticall create a ne; duplicate record (tie to the ne;
school" %or the student.
Step 2
Indicate the date and reason %or trans%er. )lic7 on the G$rocessH *utton to con%ir!.
Step 3
User (pre%era*l the school principal" needs to -eri% an record o% student that has
*een %la##ed as Dtrans%er?. 1o initiate this process= #o to Student Mgmt-%Transfer-
%.erify. Sste! shall displa the list o% student due %or trans%er as sho;n in the
sa!ple screen 1 *elo;. )lic7 on the student na!e to -ie; the indi-idual trans%er
details. )lic7 on the GIeri%H *utton as sho;n in sa!ple screen 2 *elo; to con%ir!
that the student is trans%errin# to another school. )lic7 on the G3e.ectH *utton i% the
student has *een ;ron#l set as trans%er.
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Screen 1
Screen 2
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Application User Guide - Basic Module
(.( )han#e )lass
1he sste! pro-ides an option %or user to chan#e student?s class. 1his is to cater %or
cases ;here student re:uests %or chan#e o% class or as initiated * school
ad!inistrator. Eote that this process shall also create student?s class histor in the
sste!.
1o initiate this process= #o to Student Mgmt-%Change Class and %ollo; the steps
*elo;.
Step 1
Sste! shall pro!pt user to indicate the student class and na!e as sho;n in the
sa!ple screen *elo;. )lic7 on G$rocessH *utton to con%ir! the input.
Step 2
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(./ Student 'iscipline 3ecord
1he sste! allo;s user to 7eep student discipline (!erit and de!erit" record. Eote
that the !erit and de!erit codes and details are as pre-de%ined * user J please re%er
Section 3.2.(.
(./.1 'e!erit 3ecord
1o create student de!erit record= #o to Student Mgmt-%!iscipline-%!emerit-%Create
and %ollo; the steps *elo;.
Step 1
Sste! shall pro!pt user to indicate the student class and na!e as sho;n in the
sa!ple screen *elo;. )lic7 on G$rocessH *utton to con%ir! the input.
Step 2
Sste! shall displa the de!erit codes and descriptions that ha-e *een pre-de%ined
* user. 1o select the related de!erit case %or the student= clic7 on the de!erit code
e.#. '12.
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Step 3
Sste! shall pro!pt user to input details o% the de!erit case such as the date= !ar7s
#i-en= action ta7en (as pre-de%ined * user usin# the option School M#!t-LStudent
$ara!eter-LAction 1a7en 'escription-L)reate"= date action ta7en (on the student"
and an rele-ant re!ar7. )lic7 on GSa-eH *utton to con%ir! the record creation.
Eote that the G1ot. Mar7H indicates the su! o% !erit and de!erit !ar7s %or the
student.
Eote
1o edit the record= #o to Student Mgmt-%!iscipline-%!emerit-%Edit. 1o delete the
record= #o to Student Mgmt-%!iscipline-%!emerit-%!elete.
(./.2 Merit 3ecord
1o create student !erit record= #o to Student Mgmt-%!iscipline-%Merit-%Create and
%ollo; the steps *elo;.
Step 1
Sste! shall pro!pt user to indicate the student class and na!e as sho;n in the
sa!ple screen *elo;. )lic7 on G$rocessH *utton to con%ir! the input.
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Application User Guide - Basic Module
Step 2
Sste! shall displa the !erit codes and descriptions that ha-e *een pre-de%ined *
user. 1o select the related de!erit case %or the student= clic7 on the !erit code e.#.
M3.1.
Step 3
Sste! shall pro!pt user to input details o% the !erit case such as the date= !ar7s
#i-en= action ta7en (as pre-de%ined * user usin# the option School M#!t-LStudent
$ara!eter-LAction 1a7en 'escription-L)reate"= date action ta7en (e.#. a;ard
#i-en" and an rele-ant re!ar7. )lic7 on GSa-eH *utton to con%ir! the record
creation. Eote that the G1ot. Mar7H indicates the su! o% !erit and de!erit !ar7s %or
the student.
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(.0 Student Mailin# Address 3ecord
1he sste! allo;s user to 7eep student !ailin# address record. 1his address is %or
re%erence purpose in addition to the student ho!e address (;hich !a di%%er ;ith
the !ailin# address" as !aintained in the student personal record.
1o create the record= #o to Student Mgmt-%Mailing &ddress-%Create and %ollo; the
steps *elo;.
Step 1
Sste! shall pro!pt user to input the student class and na!e as sho;n in the
sa!ple screen *elo;. )lic7 on G$rocessH *utton to con%ir! the input.
Step 2
Input the rele-ant details as sho;n in the sa!ple screen *elo;. )lic7 on GSa-eH
*utton to con%ir! the record creation.
Eote
1o edit the record= #o to Student Mgmt-%Mailing &ddress-%Edit. 1o delete the record=
#o to Student Mgmt-%Mailing &ddress-%!elete.
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(.2 Student $re-ious School In%o
1he sste! allo;s user to 7eep record o% student pre-ious school. 1his in%or!ation
shall *e printed in the student?s lea-in# certi%icate.
1o create the record= #o to Student Mgmt-%"re$ious School nfo-%Create and %ollo;
the steps *elo;.
Step 1
Sste! shall pro!pt user to input the student class and na!e as sho;n in the
sa!ple screen *elo;. )lic7 on G$rocessH *utton to con%ir! the input.
Step 2
Input the related details on the pre-ious school as sho;n in the sa!ple screen
*elo;. Sste! shall also sho; other pre-ious school record(s" that has *een created
%or the student. )lic7 on GSa-eH *utton to con%ir! the record creation.
Eote
1o edit the record= #o to Student Mgmt-%"re$ious School nfo-%Edit. 1o delete the
record= #o to Student Mgmt-%"re$ious School nfo-%!elete.
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(.6 Student?s Guardian 3ecord
1he sste! allo;s user to 7eep student?s #uardian record(s". 1he related details
;here applica*le shall *e printed in the student?s lea-in# certi%icate and testi!onial.
Eote that i% the student?s #uardian data such as I) nu!*er= na!e and relationship
;ith student= ha-e *een input ;hen creatin# student personal record= sste! ;ould
ha-e auto!aticall created the #uardian record ;ith these *asic data. User should
use the edit option (#o to Student Mgmt-%Guardian nfo-%Guardian "rofile-%Edit" to
update the #uardian other details such as occupation= address etc.
Creating New Guardian Record
1o create ne; #uardian record= #o to Student Mgmt-%Guardian nfo-%Guardian
"rofile-%Create and input the details as sho;n in the sa!ple screen *elo;. $lease to
the notes *elo; on input o% certain data.
Eotes
Field 'a!e Co!!ent
+ccupation )ate#or Select the occupation cate#or accordin#l. 1he cate#ories
listed are pre-de%ined in the sste!. User !a de%ine ne;
cate#or usin# the option under Student Mgmt-%Guardian
nfo-%Occupation Category-%Create.
+ccupation Select the occupation accordin#l. 1he occupations listed
are pre-de%ined. User !a de%ine ne; occupation usin# the
option under Student Mgmt-%Guardian nfo-%Occupation
!escription-%Create
$hoto ,ocation 1his is used to upload #uardian photo (;hich shall *e
lin7ed auto!aticall to the #uardian record". 1he uploadin#
process is si!ilar to student photo J please re%er to Section
(.1.
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Application User Guide - Basic Module
Student and Guardian Relationship Creation
I% the student and #uardian relationship is not de%ined (#uardian I) nu!*er and
na!e not input" durin# the student personal record creation= user needs to create the
relationship a%ter the #uardian record has *een created.
1o create the relationship= #o to Student Mgmt-%Guardian nfo-%#in' Student and
Guardian-%Create and %ollo; the steps *elo;.
Step 1
Input the student class and na!e as sho;n in the sa!ple screen *elo; and clic7 on
G$rocessH *utton to con%ir! the input.
Step 2
Input the #uardian I) nu!*er as sho;n in the sa!ple screen 1 *elo; and clic7 on
the G$rocessH *utton. Sste! shall displa the #uardian na!e and other
identi%ication details as sho;n in sa!ple screen 2. Indicate the relationship *et;een
the student and #uardian. )lic7 on the G$rocessH *utton to con%ir! the creation.
User !a use the edit option to edit chan#e the relationship or use the delete option
to re!o-e the relationship.
Screen 1
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Screen 2
(.14 Student )hec7list Update
1o update student chec7list= #o to Student Mgmt-%Chec'list. Select the status %or the
related ite!s and indicate the status update date. User !a also input rele-ant
re!ar7. )lic7 on G$rocessH *utton to con%ir! the update. Eote that the chec7list
ite!s are as de%ined * user J please re%er Section 3.2.&.
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(.11 Student )o-)urriculu! Acti-it 3ecord
1he sste! pro-ides option %or user to record student? co-curriculu! acti-ities %or
each acade!ic ear. 1hese records shall *e auto!aticall retrie-ed %or printin# in
student testi!onial.
1o create co-curriculu! acti-it record= #o to Student Mgmt-%Co-Curriculum
&cti$ity-%Create and %ollo; the steps *elo;.
Step 1
Input the student class and na!e as sho;n in the sa!ple screen *elo; and clic7 on
G$rocessH *utton to con%ir! the input.
Step 2
Select the Acti-it (the list displaed is as de%ined * user under School Mgmt-
>Student Parameter->Actiit! "escription->Create"= $osition (the list displaed is as
de%ined * user under School Mgmt->Student Parameter->Actiit! Position->Create
;hich is also lin7ed to the acti-it * the user"= Session (acti-it session that the
student .oins"= Start and 9nd 'ate (student .oinin# date". )lic7 on GSa-eH *utton to
con%ir! the record creation.
Eote
1o edit the record= #o to Student Mgmt-%Co-Curriculum &cti$ity-%Edit. 1o delete the
record= #o to Student Mgmt-% Co-Curriculum &cti$ity -%!elete.
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(.12 Student Achie-e!ent 3ecord
1he sste! pro-ides option %or user to record student? achie-e!ent. 1hese records
shall *e auto!aticall retrie-ed %or printin# in student lea-in# certi%icate and
testi!onial.
1o create the record= #o to Student Mgmt-%&chie$ement-%Create and %ollo; the steps
*elo;.
Step 1
Input the student class and na!e as sho;n in the sa!ple screen *elo; and clic7 on
G$rocessH *utton to con%ir! the input.
Step 2
Select the acti-it= achie-e!ent le-el= ran7 (or position in co!petition"= date
in-ol-ed5participated= and an rele-ant re!ar7 i% applica*le. )lic7 on GSa-eH *utton
to con%ir! the record creation.
Eote
1o edit the record= #o to Student Mgmt-%&chie$ement-%Edit. 1o delete the record= #o
to Student Mgmt-% &chie$ement -%!elete.
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(.13 Student $ersonalit Gradin# 3ecord
1he sste! pro-ides option %or user to record student? personalit #radin# %or each
acade!ic ear. 1hese records shall *e auto!aticall retrie-ed %or printin# in student
testi!onial.
1o create the record= #o to Student Mgmt-%"ersonality-%Create and %ollo; the steps
*elo;.
Step 1
Input the student class and na!e as sho;n in the sa!ple screen *elo; and clic7 on
G$rocessH *utton to con%ir! the input.
Step 2
Select the #rade %or each personalit descriptions listed. Eote that personalit
descriptions listed are as de%ined * user under School Mgmt->Student Parameter-
>Personalit! "escription->Create. Chile the #rades are as de%ined * user under
School Mgmt->Student Parameter->Personalit! Grade Setup->Create.
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(.1& $rintin# o% Student ,ea-in# )erti%icate and 1esti!onial
1he sste! pro-ides options %or printin# o% student lea-in# certi%icate (#o-ern!ent
%or!at or #eneral %or!at" and testi!onial.
$rintin# ,ea-in# )erti%icate (Go-ern!ent For!at"
1o print= #o to Student Mgmt-%Testimonial,#ea$ing Cert etc-%#ea$ing Cert /Go$
0ormat1 and %ollo; the steps *elo;.
Step 1
Input the student class and na!e as sho;n in the sa!ple screen *elo; and clic7 on
G$rocessH *utton to con%ir! the input.
Step 2
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(.1( Start 8ear Auto-9nrol!ent $rocess
1he sste! pro-ides a %unction %or user to auto!aticall enroll students to the ne<t
le-el e.#. %ro! 1in#7atan 1 to 1in#7atan 2. 1o initiate this process= #o to Student
Mgmt-%Start (ear &uto-Enrolment-%Setup and %ollo; the steps *elo;.
Step 1
Sste! shall de%ault the acade!ic ear %or ;hich the students are to *e !o-ed= e.#.
%ro! ear 2443 to 244& as sho;n in the sa!ple screen *elo;. Select the a%%ected
slla*us (i.e. Malasian Slla*us" to ena*le the sste! to indicate the related
classes. )lic7 on G$rocessH *utton to proceed ;ith ne<t step.
Step 2
Select the ne; class %or each o% the current class as sho;n in the sa!ple screen
*elo;. 1he ne; class shall *e the class to ;hich the students are to *e enrolled. For
e<a!ple i% e<istin# students ;ho are in 1in#7atan 1A in (2443 are to *e enrolled to
1in#7atan 2A in ear 244&= si!pl select the GEe; )lassH as 1in#7atan 2A and
clic7 on G$rocessH *utton to con%ir!.
1he status indicates the %ollo;in#@
Status Indication
Eot 'one 1he ne; class to ;hich the students are to *e enrolled is
not et set.
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Eot Eecessar 1his is onl applica*le %or the hi#hest le-el classes at
the school. For e<a!ple i% 1in#7atan ( is the hi#hest
le-el o%%ered * the school= then the ne<t class %or
students in 1in#7atan (A does not ha-e to *e indicated.
Sste! shall auto!aticall set the status %or these
students as D,ea-in# School?.
Caitin# 1his status indicates that the ne; class has *een de%ined
*ut the auto-enrol!ent process is not done et.
Step 3
+nce the ne; classes ha-e *een de%ined= #o to Student Mgmt-%Start (ear &uto-
Enrolment-%2pdate. Sste! shall sho; the acade!ic ears and Slla*us in-ol-ed as
sho;n in the sa!ple screen 1 *elo;. )lic7 on G$rocessH *utton to proceed. Sste!
shall displa the list o% a%%ected classes (current and ne; classes" and also the total
nu!*er o% students as sho;n in sa!ple screen 2 *elo;. )lic7 on G$rocessH *utton to
con%ir! and co!plete the enrol!ent process.
Screen 1
Screen 2
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Application User Guide - Basic Module
. Staff -ecords #anage!ent
1he Sta%% 3ecords Mana#e!ent !odule allo;s user to store in%o on acade!ic and
non-acade!ic sta%% such as personal details and additional duties. Acade!ic sta%%
+ption su*.ects are stored %or re%erence ;hen settin# classes? ti!eta*les. Inte#rated
;ith the 1i!eta*le and Sit-In Mana#e!ent !odule= each sta%% ti!eta*le ;ith
in%or!ation such as su*.ects tau#ht= %ree periods could easil *e -ie;ed or printed
as and ;hen re:uired.
.$1 Staff Personal -ecord
1o create sta%% personal record= #o to Staff Mgmt-%"ersonal Record-%Create. User
!a use the edit option to chan#e the data that ha-e alread *een input. I% a record
is ;ron#l created= user !a use the delete option to re!o-e per!anentl the record
in the sste!.
Input the rele-ant data as sho;n in the sa!ple screen *elo;. $lease re%er to the
input #uide *elo; to ensure that correct data is input %or certain %ields. Eote also
that data %or %ields !ar7ed ;ith K need to *e input.
Input Guide
Field 'a!e Co!!ent
Grade 1his shall *e the sta%% #rade as de%ined under Sta## "ata
Parameter->Grade Code $ "escription.
$hoto ,ocation 1his is used to upload sta%% photo (;hich shall *e lin7ed
auto!aticall to the sta%% record". User !a use di#ital
ca!era to ta7e the sta%% photo in standard passport si>e.
1he uploadin# process is si!ilar to student photo J
please re%er to Section (.1.
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.$2 Staff Transfer -ecord
1he sste! allo;s user to 7eep sta%% trans%er record. 1o initiate this process= #o to
Staff Mgmt-Transfer-%Create and %ollo; the steps *elo;.
Step 1
Input the sta%% na!e or sta%% nu!*er as sho;n in the sa!ple screen *elo;. Indicate
the 1rans%er 1pe i.e. either ;ithin schools that use SMS (AS$ -ersion" or to
another school that does not use SMS. I% the sta%% ne; school is usin# AS$ SMS=
sste! shall auto!aticall create a ne; duplicate record (tie to the ne; school" %or
the sta%%.
Step 2
Indicate the date and co!!ent (i% an" on the trans%er. )lic7 on the G$rocessH *utton
to con%ir!.
Step 3
User (pre%era*l the school principal" needs to -eri% an record o% sta%% that has
*een %la##ed as Dtrans%er?. 1o initiate this process= #o to Staff Mgmt-%Transfer-
%.erify. Sste! shall displa the list o% sta%% due %or trans%er as sho;n in the sa!ple
screen 1 *elo;. )lic7 on the sta%% na!e to -ie; the indi-idual trans%er details. )lic7
on the GIeri%H *utton as sho;n in sa!ple screen 2 *elo; to con%ir! the sta%%
trans%ers. )lic7 on the G3e.ectH *utton i% the sta%% has *een ;ron#l set as trans%er.
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Screen 1
Screen 2
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Application User Guide - Basic Module
.$3 Staff /ea)ing School -ecord
1he sste! allo;s user to 7eep sta%% lea-in# school record= %or e<a!ple record o%
sta%% ;ho retire or resi#n. 1o initiate this process= #o to Staff Mgmt-%#ea$ing School-
%Create and %ollo; the steps *elo;.
Step 1
Input the student na!e or sta%% nu!*er as sho;n in the sa!ple screen *elo;. )lic7
on G$rocessH *utton to con%ir! the input.
Step 2
Indicate the last ;or7in# date= reason %or lea-in# and input rele-ant co!!ent (i%
an". )lic7 on the G$rocessH *utton to con%ir!.
Step 3
User (pre%era*l the school principal" needs to -eri% an record o% sta%% that has
*een !ar7ed as Dlea-in# school?. 1o initiate this process= #o to Staff Mgmt-%#ea$ing
School-%.erify. Sste! shall displa the list o% sta%% lea-in# as sho;n in the sa!ple
screen 1 *elo;. )lic7 on the sta%% na!e to -ie; the indi-idual details. )lic7 on the
GIeri%H *utton as sho;n in sa!ple screen 2 to con%ir! that the sta%% is lea-in#
school. )lic7 on the G3e.ectH *utton i% the sta%% record has *een ;ron#l !ar7ed as
lea-in# school.
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Screen 1
Screen 2
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Application User Guide - Basic Module
.$& Staff Additional %ut -ecord
1he sste! allo;s user to 7eep sta%% additional dut records. 1o create the record=
#o to Staff Mgmt-%&dditional !uty-%Create and %ollo; the steps *elo;.
Step 1
Input the sta%% na!e as sho;n in the sa!ple screen *elo; and clic7 on G$rocessH
*utton to con%ir! the input.
Step 2
Select the Acti-it (the list displaed is as de%ined * user under School Mgmt->Sta##
Parameter->Actiit! "escription->Create"= $osition (the list displaed is as de%ined *
user under School Mgmt->Sta## Parameter->Actiit! Position->Create ;hich is also
lin7ed to the acti-it * the user"= Session (%or ;hich the sta%% shall *e in-ol-ed"=
Start and 9nd 'ate (durin# ;hich the sta%% is in-ol-ed". )lic7 on GSa-eH *utton to
con%ir! the record creation.
Eote
1o edit the record= #o to Staff Mgmt-%&dditional !uty-%Edit. 1o delete the record= #o
to Staff Mgmt-%&dditional !uty -%!elete.
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.$, Staff 0ption Sub(ect -ecord
1he sste! allo;s user to 7eep sta%% +ption su*.ect(s" record. 1o create the record=
#o to Staff Mgmt-%Option Sub-ect-%Create and %ollo; the steps *elo;.
Step 1
Input the sta%% na!e as sho;n in the sa!ple screen *elo; and clic7 on G$rocessH
*utton to con%ir! the input.
Step 2
Select the sta%%?s option su*.ect(s" and related :uali%ication as sho;n in the sa!ple
screen *elo;. )lic7 on GSa-eH *utton to con%ir! the creation.
Eote
1o edit the record= #o to Staff Mgmt-%Option Sub-ect-%Edit. 1o delete the record= #o
to Staff Mgmt-%Option Sub-ect-%!elete.
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1 Ti!etable and Sit*In #anage!ent
1he sste! allo;s user to 7eep records o% ti!eta*les %or the classes in the school.
User !a de%ine di%%erent te!plates to suit !ultiple teachin# sessions at the school.
+nce all the classes? ti!eta*les are !aintained in the sste!= each sta%% ti!eta*le
;ith in%or!ation such as su*.ects tau#ht and %ree periods could easil *e -ie;ed or
printed as and ;hen re:uired. B re%errin# to the %ree period(s" %or a selected #roup
o% sta%%= di%%icult in %indin# the ri#ht ti!e %or a !eetin# ti!e is a thin# o% the past.
Sit-In can also *e easil !ana#ed ;ith i!!ediate in%or!ation on an sta%% that has
%ree periods.
1$1 Ti!etable Te!plate Creation
Be%ore the ti!eta*le records can *e input= user !ust create the ti!eta*le te!plate.
1o create the te!plate= #o to Timetable & Sit-n Mgmt-%Timetable Template-%Create
and %ollo; the steps *elo;.
Step 1
Input the nu!*er o% periods per da= session (separate te!plate needs to *e de%ined
%or !ornin# and a%ternoon session"= description o% the te!plate= and the
start5e%%ecti-e date o% the te!plate. )lic7 on G$rocessH *utton to con%ir! the input.
Step 2
Input the start ti!e %or each period under the G1i!eH colu!n. )lic7 on a *o< under
GB1H to indicate the slot %or *rea7-ti!e. )lic7 on the related das %or ;hich the
periods? ti!es are applica*le (e.#. user !a de%ine separate ti!e slot %or Frida".
)lic7 on GAddH *utton to sa-e the de%ined ti!e-slots. Sste! shall auto!aticall
displa the te!plate ($eriod= 'a and 1i!e".
1o edit an ti!e-slot %or speci%ic da= select the tar#et da and clic7 on GMMUpdateH
*utton. Sste! shall auto!aticall displa the ti!e-slots %or the da. )lic7 on the
speci%ic slot to edit. +nce done and read to sa-e= clic7 on GAddH *utton.
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1$2 Ti!etable -ecords Input (2 %a"
1he sste! allo;s user to input ti!eta*le records * da and class. 1o initiate this
process= #o to Timetable & Sit-n Mgmt-%Timetable Template-%Create and %ollo; the
steps *elo;.
Step 1
Select the class and te!plate. )lic7 on G$rocessH *utton to con%ir! the selection.
Step 2
Sste! shall displa the ti!eta*le te!plate as sho;n in the sa!ple screen *elo;. 1o
input the ti!eta*le details (su*.ect= teacher= location"= si!pl clic7 on the da.
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Step 3
Sste! shall sho; all the periods %or the da as sho;n in the sa!ple screen *elo;.
Select the teacher= su*.ect and location (not co!pulsor" %or each period. I% a period
is a GBoin )lassH ;here !ore than one su*.ects is tau#ht (also !ore than one teacher
in-ol-ed"= clic7 on the *o< ne<t to GB+IE ),ASSH. Sste! shall then displa
additional slots (sa!e period and ti!e" %or user to input the additional su*.ect(s" and
teacher(s". +nce input is co!plete= clic7 on G$rocessH *utton to sa-e (scroll do;n
the pa#e to -ie; G$rocessH *utton".
'ote@ 1he sste! pro-ides option %or user to delete the class ti!eta*le. Eote that
the deletion process shall re!o-e the ;hole ti!eta*le %or the selected class.
1$3 Sit*In #anage!ent
1his %unction allo;s user to easil identi% teacher(s" that are a-aila*le %or sit-in.
Sit-in slip !a also *e printed %or issuance to the related teacher(s". 1o initiate this
process= #o to Timetable & Sit-n Mgmt-%Sit-n Management-%Maintain and %ollo;
the steps *elo;.
Step 1
Select the session= sta%% and date %or ;hich the sit-in is re:uired (see sa!ple screen
*elo;".
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Step 2
Sste! shall hi#hli#ht the period(s" that re:uire sit-in %or the selected da as sho;n
in the sa!ple screen *elo;. 1o select the period %or ;hich the sit-in is to *e setup=
si!pl clic7 on the ti!e-slot e.#. 40@(4-42@24.
Step 3
Sste! shall displa details %or the period as sho;n in the sa!ple screen *elo;. 1o
select sta%% %or the sit-in= clic7 on the GSta%% 3eplace!entH colu!n and sste! shall
displa the list o% teachers ;ho are a-aila*le %or sit-in. 1o chec7 ;hen the teacher is
a-aila*le (* -ie;in# the ;hole da periods %or the selected teacher"= clic7 on the
G)hec7H *utton. Sste! shall displa the ;hole da period %or the teacher (as seen
on ri#ht-hand side o% sa!ple screen *elo;".
+nce the teacher has *een selected= user !a indicate ;hether the su*.ect %or the
period is to *e replaced ;ith other su*.ect= indicate the a*sense reason %or the
replaced teacher and input an rele-ant re!ar7. )lic7 on GSa-eH *utton to sa-e the
sit-in setup.
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Step %
Sste! shall displa the sit-in details as sho;n in the sa!ple screen *elo; %or user
to con%ir!. 1o con%ir!= clic7 on the G)loseH *utton. )lic7 on the G'eleteH *utton to
cancel5re!o-e the sit-in setup.
Step &
Sste! shall displa GA*senseH on the period %or ;hich the sit-in has *een setup. 1o
continue ;ith the setup %or other period= si!pl clic7 on the ti!e slot %or the period
and %ollo; throu#h steps 3 and & !entioned a*o-e.
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1$& Printing Sit*In Slip
1o print the Sit-In slip= #o to Timetable & Sit-n Mgmt-%Sit-n Management-%"rint
Sit-n Slip and %ollo; the steps *elo;. Eote that the slip can onl *e printed i% the
process as !entioned in Section 0.3 has *een done.
Step 1
Select the date and session %or the sit-in as sho;n in the sa!ple screen *elo;. )lic7
on G$rocessH *utton to con%ir! the selection.
Step 2
Sste! shall displa the list o% teachers ;ho ha-e *een assi#ned %or sit-in as sho;n
in the sa!ple screen *elo;. )lic7 on G$rintH *utton to print the slip.
Step 3
Sste! shall displa the slip-in %or pre-ie; *e%ore printin# as sho;n in the sa!ple
screen *elo;. 1o print= clic7 on GFileH on the *ro;ser !enu*ar and select G$rintH.
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3 Printing Student and Staff I% Card
1he sste! pro-ides options %or user to print student and sta%% I' card.
3$1 Printing Student I% Card
1o initiate this process= #o to ! Card-%Student ! Card and %ollo; the steps *elo;.
Step 1
1he sste! allo;s user to print students? I' cards * class. Select the class
accordin#l as sho;n in the sa!ple screen *elo;. )lic7 on G$rocessH *utton to
con%ir!.
Step 2
Sste! shall displa the list o% students in the class as sho;n in the sa!ple screen
*elo;. 1o select the student(s" %or ;hich the card is to *e printed= clic7 on the
related *o< on the ri#ht-hand side.
'ote
a" +nl & students? cards can *e printed at one ti!e.
*" 1he student %irst na!e shall *e de%ault as the DBi#? na!e to *e printed. User
!a chan#e the na!e. User !a optionall include the student class= I) Eo.
and *arcode %or printin# on the card. A tic7 indicates the ite! to *e printed.
c" User !a select the BG (*ac7#round" i!a#e to *e printed on the card.
d" )lic7 on G$rocess G to con%ir! the selection to *e printed.
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Step 3
Sste! shall displa the I' cards %or the selected students as sho;n in the sa!ple
screen *elo;. 1o print= clic7 on GFileH at the *ro;ser !enu*ar and select G$rintH.
$lease ensure that the G$a#e SetupH is set in the %ollo;in# !anner@
$aper @ A&
+rientation@ ,andscape
Mar#ins @ 4.3 inches (%or all le%t= ri#ht= top and *otto!"
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3$2 Printing Staff I% Card
1o initiate this process= #o to ! Card-%Staff ! Card and %ollo; the steps *elo;.
Step 1
Input the sta%% na!e or nu!*er as sho;n in the sa!ple screen *elo;. +r to print
!ore than one sta%% card at one ti!e= clic7 on G$rocessH *utton ;ithout inputtin# the
sta%% na!e or nu!*er.
Step 2
I% no sta%% na!e or nu!*er ;as input= sste! shall displa the list o% sta%% as sho;n
in the sa!ple screen *elo;.
1o select the sta%% %or ;hich the card(s" is5are to *e printed= clic7 on the related *o<
on the ri#ht-hand side.
'ote
a" +nl & cards can *e printed at one ti!e.
*" 1he sta%% %irst na!e shall *e de%ault as the DBi#? na!e to *e printed. User !a
chan#e the na!e. User !a optionall include the sta%% nu!*er= #rade and
*arcode %or printin# on the card. A tic7 indicates the ite! to *e printed.
c" User !a select the BG (*ac7#round" i!a#e to *e printed on the card.
d" )lic7 on G$rocess G to con%ir! the selection to *e printed.
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Step 3
Sste! shall displa the I' cards %or the selected sta%% as sho;n in the sa!ple
screen *elo;. 1o print= clic7 on GFileH at the *ro;ser !enu*ar and select G$rintH.
$lease ensure that the G$a#e SetupH is set in the %ollo;in# !anner@
$aper @ A&
+rientation@ ,andscape
Mar#ins @ 4.3 inches (%or all le%t= ri#ht= top and *otto!"
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