student management system (sms)

COSMOPOINT SDN BHD
STUDENT MANAGEMENT SYSTEM
(SMS)
ADMISSION
USER MANUAL
VERSION 1.0
7 February 2011
STUDENT MANAGEMENT SYSTEM, SMS
DOCUMENT HISTORY
DOCUMENT HISTORY
REVISION HISTORY
Revision Number
Ver 1.0 Rel 1.0
Revision Date
07/02/2011
Summary of Changes
Author
Initial Release
Syed Zin Syed Sha’ari
APPROVALS
This document requires following approvals
Name
Title
DISTRIBUTION
This document has been distributed to:
Name
COSMOPOINT SDN BHD
Version 1.0
Title
i
December 15, 2010
STUDENT MANAGEMENT SYSTEM, SMS
TABLE OF CONTENT
TABLE OF CONTENTS
DOCUMENT HISTORY ............................................................................................................................... i
REVISION HISTORY ........................................................................................................................... i
APPROVALS ...................................................................................................................................... i
DISTRIBUTION .................................................................................................................................. i
TABLE OF CONTENTS............................................................................................................................... ii
1
ADMISSION...................................................................................................................................... 1
1.1 PROGRAM FEE PAYMENT ........................................................................................................ 1
1.2 PROCESS ADMISSION .............................................................................................................. 5
1.3 REPRINT LETTER..................................................................................................................... 10
1.4 ADMISSION REPORT .............................................................................................................. 14
COSMOPOINT SDN BHD
Version 1.0
ii
December 15, 2010
STUDENT MANAGEMENT SYSTEM, SMS
1
ADMISSION
1.1
PROGRAM FEE PAYMENT
ADMISSION
Program Fee Payment task is used to manage admission fees process, including the
following;



Enter admission fee information
Generate and print receipt
Produce report progress payment by marketer
How to Access Program Fee Payment Screen
1. From Main Screen, click Student Menu. List of submenu for the Student Module will be
displayed on left screen.
2. Click Admission Submenu. List of tasks for the Admission Submenu will be displayed.
3. Click Program Fee Payment task. Display Program Fee Payment Screen will be displayed
on the working area as shown in Figure 1.1a
Figure 1.1a Display Program Fee Payment Screen
From Display Program Fee Payment Screen, you will be able to;


Payment Process
View Progress Payment
Payment Process
1. Enter IC or Passport Number.
2. Click Search button. Student information is appeared in the screen as shown in figure
1.1b.
COSMOPOINT SDN BHD
Version 1.0
1-1
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.1b Display Detail Student Information
3. Click Copy Ref No. function. Reference number for the student will be appeared at the
‘Ref No’ field.
4. Click Check button. The system will check whether payment has been made. If not, user
will allow to entry payment information and generate receipt (Generate Receipt button
will highlight) else user can only re-print the official receipt (re-print button will
highlight) as shown in figure 1.1c.
Figure 1.1c Payment Process
5. Click Generate Receipt or Re-Print button to print the receipt. Official receipt will be
displayed as shown in figure 1.1d.
COSMOPOINT SDN BHD
Version 1.0
1-2
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.1d Official Receipt
6. Click Printer icon. Print Screen will be displayed as shown in figure 1.1e.
Figure 1.1e Print Screen
7. Click OK button. Printer will print the official receipt.
View Progress Payment
1. Enter view progress information as shown in figure 1.1f.
COSMOPOINT SDN BHD
Version 1.0
1-3
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.1f View Progress Information
2. Click View Report Progress button. View Progress Report will be displayed as shown in
figure 1.1g.
Figure 1.1g View Progress Report
3. Click Printer icon to print the report. Print Screen will be displayed as shown figure 1.1h.
COSMOPOINT SDN BHD
Version 1.0
1-4
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.1h Print Screen
4. Click OK button. Printer will print the report.
1.2
PROCESS ADMISSION
Process Admission task is used to handle the admission of students
How to Access Process Admission Screen
1. From Main Screen, click Student Menu. List of submenu for the Student Module will be
displayed on left screen.
2. Click Admission Submenu. List of tasks for the Admission Submenu will be displayed.
3. Click Process Admission task. Display Process Admission Screen will be displayed on the
working area as shown in Figure 1.2a
Figure 1.2a Display Process Admission Screen
4. Select search condition from drop down menu at the ‘search by’ field.
5. Enter search information based on the search condition selected.
COSMOPOINT SDN BHD
Version 1.0
1-5
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
6. Click Search button. List of Unprocessed Admissions will be appeared as shown in figure
1.2b.
Figure 1.2b List of Unprocessed Admission
7. Click CheckDetail function on a particular applicant record. Applicant Details Screen will
be displayed as shown in figure 1.2c.
COSMOPOINT SDN BHD
Version 1.0
1-6
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.2c Applicant Details
8. Verify applicant information and click Check List button. Admission checklist will be
appeared as shown in figure 1.2d.
COSMOPOINT SDN BHD
Version 1.0
1-7
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.2d Admission Checklist
9. Mark the items in the checklist that fulfil the admission requirements.
10. Click Save button. The system will check mandatory and admission requirements. If not
meet requirement, notification message dialog box will be displayed. Admission process
cannot be proceeding.
11. If meet requirement, print button for acceptance letter in Malay and English will be
displayed as shown in figure 1.2e or figure 1.2f.
Figure 1.2e Print Button for Conditional Acceptance Letter
COSMOPOINT SDN BHD
Version 1.0
1-8
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.2f Print Button for Final Acceptance Letter
Note: If items under the final acceptance group in the checklist have not been checked,
print button for conditional acceptance letter in Malay and English will be appeared.
Once the items are checked, print button for final acceptance letter in Malay and
English will be appeared replacing print button conditional acceptance letter.
12. Click Print button. Acceptance Letter will be displayed as shown in figure 1.2g.
Figure 1.2g Conditional Acceptance Letter
13 Click Printer icon. Print dialog box will be displayed as shown in figure 1.2h.
COSMOPOINT SDN BHD
Version 1.0
1-9
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.2h Print Screen
12. Click OK button. Printer will print the acceptance letter.
1.3
REPRINT LETTER
Reprint Letter task is used to reproduce letter acceptance in Malay or English. In addition,
this task can issue a report list of applicant by intake.
How to Access Reprint Letter Screen
1. From Main Screen, click Student Menu. List of submenu for the Student Module will be
displayed on left screen.
2. Click Admission Submenu. List of tasks for the Admission Submenu will be displayed.
3. Click Reprint Letter task. Display Reprint Letter Screen will be displayed on the working
area as shown in Figure 1.3a
Figure 1.3a Display Reprint Letter Screen
4. Enter IC or Passport Number.
COSMOPOINT SDN BHD
Version 1.0
1 - 10
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
5. Click Search button. List of new student based on IC/Passport number entered will be
displayed.
6. Select intake from drop down menu on the intake field. List of new student based on
intake selected will be displayed as shown in figure 1.3b.
Figure 1.3b List of New Student based on intake Selected
From List of New Student, you will be able to;



Print List of Applicant
Print Condition Acceptance Letter
Print Final Acceptance Letter
Print List of Applicant
1. Make sure intake field is selected.
2. Click Print List Student function. List of new student for the intake will be displayed as
shown in figure 1.3c.
3. To print the report, refer to To Print Letter Procedure.
COSMOPOINT SDN BHD
Version 1.0
1 - 11
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.3c List of New Student for the Intake
Print Condition Acceptance Letter
1. Click Print CA Malay Letter or Print CA English Letter function on a particular student
record. Condition Acceptance Letter will be displayed as shown in figure 1.3d.
2. To print the report, refer to To Print Letter Procedure.
Figure 1.3d Condition Acceptance Letter
COSMOPOINT SDN BHD
Version 1.0
1 - 12
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Print Final Acceptance Letter
1. Click Print FA Malay Letter or Print FA English Letter function on a particular student
record. Final Acceptance Letter will be displayed as shown in figure 1.3e.
2. To print the report, refer to To Print Letter Procedure.
Figure 1.3e Final Acceptance Letter
To Print Letter
1. Click Printer icon located at the top right of the screen. Print dialog box will be displayed
as shown in figure 1.3f.
Figure 1.3f Print Dialog Box
2. Click Print button. Printer will print the letter.
COSMOPOINT SDN BHD
Version 1.0
1 - 13
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
1.4
ADMISSION
ADMISSION REPORT
Admission Report Task is used to produce report related to the student admission.
How To Access Admission Report Screen
1. From Main Screen, click Student Menu. List of submenu for the Student Module will be
displayed on left screen.
2. Click Setup Submenu. List of task for the Setup Submenu will be displayed.
3. Click Admission Report task. Display Admission Report Screen will be displayed on the
working area shown in Figure 1.4a
Figure 1.4a Display Admission Report Screen
From Display Admission Report Screen, you will be able to product two (2) reports:


List of student pay RM 300 for the specific intake and center.
Total number of student by program and faculty for the specific intake and center.
To Produce Report List of Student pay RM 300 for the specific intake and center
1. Click View Payment RM 300 button. Search View Payment Screen will be displayed as
shown in Figure 1.4b.
COSMOPOINT SDN BHD
Version 1.0
1 - 14
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.4b Search View Payment Screen
2. Select center and intake from dropdown menu for the ‘To Center’ and Intake field.
3. Click View button. List of student pay RM 300 will be appeared in the screen as shown in
Figure 1.4c.
Figure 1.4c List of Student pay RM 300 by intake and center
4. Click Print button. The report will be display on the new window as shown in Figure
1.4d.
COSMOPOINT SDN BHD
Version 1.0
1 - 15
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.4d Report for List of student pay RM 300
5. Click Print icon. PRINT dialog box will be displayed as shown in Figure 1.4e.
Figure 1.4e Print Dialog Box
6. Click OK button. Printer will print the report.
To Product Report Total Number of Student by Program and Faculty for the specific intake
and Center.
COSMOPOINT SDN BHD
Version 1.0
1 - 16
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
1. Select center and intake from dropdown menu for the center and intake field.
2. Click Search button. List of program are appeared in the screen as shown in Figure 1.4f.
Figure 1.4f List of Program
3. Click Print button. List of program by faculty will appear on the new window as shown in
Figure 1.4g.
COSMOPOINT SDN BHD
Version 1.0
1 - 17
February 7, 2011
STUDENT MANAGEMENT SYSTEM, SMS
ADMISSION
Figure 1.4g List of Program By Faculty in Print Format
4. Click Print button. Print Dialog Box will be displayed as shown in Figure 1.4h.
Figure 1.4h Print Dialog Box
5. Click OK button. The printer will print the report.
COSMOPOINT SDN BHD
Version 1.0
1 - 18
February 7, 2011