Beruflich Dokumente
Kultur Dokumente
User Guide
Acknowledgment
OpenEMIS was conceived and developed by UNESCO and is supported jointly
through a technical collaboration with Community Systems Foundation (CSF).
v20140705
Contents
v20140705
v20140705
Getting started
Introduction
www.communitysystemsfoundation.org
5
v20140705
System-generated estimates
OpenEMIS Core supports generation of reliable estimates using advanced geolocation algorithms along with data from previous years to fill in missing data gaps.
Data security
OpenEMIS Core has been designed using a comprehensive security architecture,
ensuring that all data entered into the system is encrypted and secure. All data are
hosted in a secure data warehouse. The software also relies on user-defined roles
and user permissions to help ensure data security.
v20140705
Product name
Description
OpenEMIS Core
OpenEMIS Survey
OpenEMIS School
OpenEMIS Classroom
OpenEMIS Visualizer
v20140705
OpenEMIS Analyzer
System requirements
OpenEMIS Core is a web-based application that can be used in any browser,
including Internet Explorer, Firefox, Chrome and Safari.
The product will run on most hardware configurations (Intel Core i5 processor or
greater), operating systems (Windows, Mac, Linux) and databases (MySQL, SQL
Server, Oracle). Alternatively, the product can also be fully hosted at the OpenEMIS
Lab.
v20140705
v20140705
To access a particular country database, enter the URL provided by the OpenEMIS
Lab. To access the demo database, click
OpenEMIS Core from the home
page (circled in red in Fig. 1.1) and then click the Demo button to go to the Login
page (Fig. 1.2).
10
v20140705
Callout
number
Item
Comments
Database
URL
User role
11
v20140705
Logout.
4
Home icon
Main menu
bar
Notice board
Banner
Statistics
Activities
12
v20140705
The Institutions module allows users to add and manage data related to
educational institutions.
Click Institutions from the top menu bar to begin (Fig. 2.1).
13
v20140705
Item
Comments
Number of
institutions
Search box
Pagination
Sort arrows
14
v20140705
Click any institution name in the table to view its details (Fig. 2.3).
15
v20140705
The breadcrumb (circled in red in Fig. 2.3) at the top of the page displays the
current pages drill-down location within the Institutions module. Click any level of
the breadcrumb to return to the desired level.
Click Edit below the breadcrumb to edit the institution details. Click Delete to delete
the entire entry. Click History to view the edit history for the selected institution.
From the left panel, click the category links below to view additional features
associated with the selected institution. These will be explained in greater detail
later in this chapter.
Left panel
category
Features
Comments
General
Shifts/Attachments/More
Details
Programmes/Positions/Students/
Staff/ Classes
Attendance
Students/Staff
Assessments
Results
Behaviours
Students/Staff
Finance
Bank Accounts
Totals
Various
Quality
Rubrics/Visits
Reports
Various
16
v20140705
17
v20140705
18
v20140705
same institution starting at an earlier date, the system will not permit you to
move forward.
If the school is currently still in operation, leave the Date Closed field blank.
Under the Area header, enter the geographic location of the institution. This
information is required if you wish to later visualize your data in map format
2
using DevInfo database technology, as the DevInfo application will match
data from this field against its map database.
Under the Area (Education) header, enter details related to Ministry of
Education-assigned areas (for example, parishes). Note that this
information will not be used for mapping purposes.
Under the Location header, enter the latitude and longitude of the
institution, to allow users to view its physical location within the Google
Maps application.
Click Save at the bottom of the page when finished to save the entry. The newly
added institution will be displayed on the page (Fig. 2.6).
www.devinfo.org
19
v20140705
v20140705
The left panel displays various categories (General, Details, Attendance, etc.),
allowing you to enter/edit additional features associated with the newly-added
institution. Click the arrow to the right of any category to expand/collapse its feature
list (Fig. 2.7).
General category
The General category contains features that allow you to view overviews, shifts,
attachments, and other custom-defined information. These various features are
explained below.
21
v20140705
Overview
The Overview feature displays an overview of the profile for the selected institution
(Fig. 2.8).
22
v20140705
More
The More feature displays details of custom data fields created by the administrator
to support local data management requirements.
Details category
The Details category contains features that allow you to view information related to
the educational programmes, positions, students, staff and classes at the selected
institution. Click the arrow to the right of the Details category to expand/collapse the
feature list (Fig. 2.9).
Fig. 2.9 Viewing the feature list under the Details category
These various features are explained below.
NOTE: This category does not allow you to create new student and staff profiles.
Instead, it allows you to assign previously-created student and staff profiles to an
institution. You must use the Students and Staff modules to first create these
profiles before they can be assigned in the Institutions module.
This process ensures that any student or staff profile needs to be created only
once in OpenEMIS. When that individual leaves a school and joins another, the
same profile can be re-assigned to the new school.
23
v20140705
Programmes
The Programmes feature displays the list of educational programmes to which you
can assign students and staff (Fig. 2.10).
The Positions feature displays the list of staff positions in the selected institution
(Fig. 2.11).
24
v20140705
Students
The Students feature displays the list of students assigned to the selected
institution (Fig. 2.12).
25
v20140705
Click any student record in the list to view the students profile (Fig. 2.13).
26
v20140705
Click Add from the List of Students page to assign a new student whose profile
has previously been created to the selected institution (Fig. 2.14).
27
v20140705
Click any staff record in the list to view the selected staffs profile (Fig. 2.16).
28
v20140705
Classes
The Classes feature displays details on the various classes in the selected
institution (Fig. 2.17).
29
v20140705
Click any class from the table to view class details (Fig. 2.18).
30
v20140705
To add a new class, click Add from the List of Classes page (Fig. 2.19).
31
v20140705
Attendance category
The Attendance category contains features that allow you to view attendance
information for students and staff at the selected institution. Click the arrow to the
right of the Attendance category to expand/collapse the feature list (Fig. 2.20).
Fig. 2.20 Viewing the feature list under the Attendance category
Click Students or Staff to view attendance data for students and staff, respectively
(Fig. 2.21).
32
v20140705
Assessments category
The Assessments category allows you to view and edit assessment results for the
selected institution. Click the Results feature to display the assessment page (Fig.
2.22).
Behaviours category
The Behaviours category allows you to view and enter details related to behaviourrelated issues for students and staff at the selected institution. Click Students or
Staff to view a list of students and staff for whom you can view any behaviourrelated issues that have been documented.
33
v20140705
Finance category
The Finance category allows you to view, add and edit details of bank accounts
associated with the selected institution. Click Bank Accounts to view the Bank
Accounts page, which allows you to view, add and edit details.
Totals category
The Totals category contains features that facilitate aggregate reporting of school
census data to national Ministries of Education. Click the arrow to the right of the
Totals category to expand/collapse the feature list (Fig. 2.24).
Fig. 2.24 Viewing the feature list under the Totals category
34
v20140705
Click the following features to view total (aggregate) data for a selected school year:
Students
Teachers
Staff
Classes
Shifts
Graduates
Attendance
Results (related to result of national assessments)
Behaviour
Textbooks
Infrastructure
Finances
More (displays aggregate data for custom indicators specified by the
administrator)
Aggregate data values on each feature page are displayed in one of four colors, as
defined in the upper right legend (Fig. 2.25).
35
v20140705
To
provide
data
in
support
of
national
reporting
objectives,
OpenEMIS
has
been
designed
with
the
capability
to
generate
estimated
data
values
based
on
geographical
information
and
census
data.
For
example,
if
a
school
had
submitted
a
school
questionnaire
in
2000
and
2010,
OpenEMIS
can
generate
reasonable
estimates
for
2005
(historical)
as
well
as
projected
estimates
for
2015
(future).
Alternatively,
if
one
school
located
in
a
remote
location
submits
its
questionnaire
but
another
school
in
the
same
area
does
not,
OpenEMIS
can
generate
reasonable
estimates
to
fill
in
missing
data
gaps
based
on
geo-location
algorithms.
36
v20140705
purposes, click the Verifications feature and then click Verify. Once you click
Verify, no further changes can be made to the data for that particular school year.
Quality
The Quality category contains features that allow you to view and add details
related to rubrics and inspection-related visits to the selected institution. Click the
Rubrics or Visits feature to view and add details for both of these features.
Reports category
The Reports category contains features that allow you to view reports for the
selected institution. Click the arrow to the right of the Reports category to
expand/collapse the feature list (Fig. 2.26).
Fig. 2.26 Viewing the feature list under the Reports category
Click the Dashboards feature to display various dashboard reports which can be
viewed in HTML and other formats.
Click the General feature to view general reports for the institution in CSV format
(Fig. 2.27).
37
v20140705
38
v20140705
The Students module allows users to add and manage student data.
Click Students from the top menu bar to begin (Fig. 3.1).
39
v20140705
Item
Comments
Number of
students
Search box
Pagination
Sort arrows
40
v20140705
Click any student name in the table to view his/her profile (Fig. 3.3).
41
v20140705
Left panel
category
Features
Comments
General
Overview, Contacts,
Identities, Nationalities,
Languages, Comments,
Special Needs, Awards,
Attachments, etc.
Finance
Bank Accounts
Details
Guardians, Classes,
Absence, Behaviour,
Results, Extracurricular
Health
Overview, History,
Family, Immunizations,
Medications, Allergies,
Tests, Consultations
42
v20140705
Click Next at the bottom of the page when done. The application wizard guides you
through a series of additional pages (Contacts, Identities, Nationalities,
Languages, etc.), where you will be prompted to enter additional student data. If
you do not wish to enter data for any particular page, click Skip. At the last page,
click Finish to save the entry.
43
v20140705
NOTE: Student data on classes, absence, behaviour and results must be entered
through the Institutions module. For more details, please consult Chapter 2 of
this user guide.
44
v20140705
The Staff module allows users to add and manage data for both teaching and nonteaching staff (e.g., maintenance workers, food workers, janitors, technicians,
librarians, etc.).
NOTE: It is highly recommended that all staff data be entered into OpenEMIS by
the Human Resources department of the Ministry of Education.
Click Staff from the top menu bar to begin (Fig. 4.1).
45
v20140705
Item
Comments
Number of
staff
Search box
Pagination
Sort arrows
46
v20140705
Click any staff name in the table to view his/her profile (Fig. 4.3).
47
v20140705
Left panel
category
Features
Comments
General
Overview, Contacts,
Identities, Nationalities,
Languages, Comments,
Special Needs, Awards,
Memberships,
Licenses, Attachments,
etc.
Finance
Bank Accounts
Details
Qualifications, Training,
Positions, Absence,
Leave, Behaviour,
Extracurricular,
Employment, Salary
Health
Various
Training
Needs, Results,
Achievements
Report
Quality
48
v20140705
v20140705
Enter details for the new staff member in the displayed fields. Note that selections
within the various drop-down menus are customizable by the Administrator, via the
Administration module.
Click Next at the bottom of the page when done. The application wizard guides you
through a series of additional pages (Contacts, Identities, Nationalities,
Languages, etc.), where you will be prompted to enter additional staff data. If you
do not wish to enter data for any particular page, click Skip. At the last page, click
Finish to save the entry. The newly added staff profile will be displayed (Fig. 4.6).
50
v20140705
click the respective category and feature and then click Add/Edit from below the
breadcrumb to add the desired information (Fig. 4.7).
NOTE: Staff data on attendance and behaviour must be entered through the
Institutions module. For more details, please consult Chapter 2 of this user
guide.
51
v20140705
The Reports module allows users to view and download a variety of education
reports from OpenEMIS.
NOTE: All reports available for viewing and downloading through the Reports
module must be first generated by the Administrator through the Administration
module (see Chapter 7 of this user guide). Otherwise, these reports will not be
available for users to access.
Click Reports from the top menu bar to begin (Fig. 5.1).
52
v20140705
53
v20140705
To access any report, first select the desired report type from the left panel and then
click the desired report from the page (Fig. 5.3).
54
v20140705
Click the desired file type (e.g., CSV, HTML) to view and download the report to
your computer to analyze and share.
The following report types can be generated by the Administrator to appear in the
left panel of the Reports module:
Report type
Comments
Institution Reports
Student Reports
Staff Reports
Training Reports
Quality Assurance
Reports
Consolidated
Reports
Data Quality
Reports
Dashboards
55
v20140705
Click Administration from the top menu bar to begin (Fig. 6.1).
56
v20140705
System setup
The System Setup category contains various administrative features that allow the
administrator to modify the original system setup.
57
v20140705
Administrative boundaries
The Administrative Boundaries feature allows you to view the original
administrative boundaries previously set up by the OpenEMIS Lab and make minor
edits to the original setup.
NOTE: To ensure data integrity of the underlying database, the OpenEMIS Lab
performs the initial set up of the administrative boundaries, beginning with the
country level and going down to the lowest sub-national level desired by the
Ministry of Education for purposes of data entry, tracking and reporting. This
information is provided to the OpenEMIS Lab at the outset of a country
OpenEMIS implementation. The Administrative Boundaries feature is therefore
intended to enable the Administrator to perform only minor edits (e.g., adding new
sub-national areas, changing the name of an existing administrative area, etc.).
Editing
administrative
areas
By default, the Administrative Boundaries page displays the list of first subnational areas below the country level (Fig. 6.3).
58
v20140705
To edit any of these displayed areas or to add/remove areas from this list, click Edit
from below the breadcrumb (Fig. 6.4).
59
v20140705
To edit any of the data in the list, enter the desired new text in the boxes. To
remove any area from the list, clear its checkbox in the Visible column. To add a
new area to the list, click Add Area from the bottom of the list. To adjust the default
display order of these various areas in the drop-down menus (available in other
modules), use the arrows in the Order column to move the various areas to the
desired positions. Click Save to save all changes.
Follow the same procedure to edit areas in the second, third, etc. sub-national
levels. For example, to edit second sub-national level areas, select the parent first
sub-national area from the second area level box (Fig. 6.5).
v20140705
The application then displays the various administrative area levels as entered by
the OpenEMIS Lab during the initial database setup (Fig. 6.7).
61
v20140705
Education Structure
The Education Structure feature allows you to make edits to the education
structure originally set up by the OpenEMIS Lab.
Select the desired education structure category from the drop-down menu and click
the various links within the education structure tables to drill down and view the
information originally entered by the OpenEMIS Lab (Fig. 6.9).
62
v20140705
To make minor edits to the education structure, click Edit from below the
breadcrumb.
National Assessments
The National Assessments feature allows you to add or edit details concerning
any national-level assessments for which you wish to track data in OpenEMIS (Fig.
6.10)
Field Options
The Field Options feature allows you to customize your national OpenEMIS
application in two ways:
63
v20140705
For example, when adding a new institution through the Institutions module, the
drop-down menu in the Ownership box displays a list of static fields (Fig. 6.11).
64
v20140705
To modify this list of static fields, first select Ownership from under the Institution
heading in the drop-down menu below the breadcrumb (Fig. 6.12).
65
v20140705
The application then displays a list of all static fields under the selected heading (in
this example, Ownership) (Fig. 6.13).
66
v20140705
Translations
The Translations feature allows you to make edits to the default translations
previously set up by the OpenEMIS lab (Fig. 6.14).
67
v20140705
System Configurations
The System Configurations feature allows you to make edits to the system
configurations previously set up by the OpenEMIS lab (Fig. 6.15).
68
v20140705
Users
The Users feature allows you to view and modify the list of people who have access
to your specific implementation of OpenEMIS (Fig. 6.17).
69
v20140705
Use the search box below the breadcrumb to search by keyword for any user.
Click any user in the table to view that persons details (Fig. 6.18).
Note that each user is assigned to a specified group and role (as displayed in the
table below the Groups header), which determines the permissions available to that
user.
Note further that you can modify user details only for yourself and for those users
whom you have created: the Edit command appears below the breadcrumb in
these cases.
70
v20140705
To add a new user, click Add below the breadcrumb in the main Users page to
display the Add User page (Fig. 6.19).
Groups
The Groups feature allows you to view and modify the list of groups to which users
in your specific implementation of OpenEMIS are assigned. Examples of groups
that can be created include:
Principals
Teachers
Students
Staff
Administration
Human Resources
System Administrator
71
v20140705
Each group is associated with a particular set of user permissions which permit
access to certain functions and portions of OpenEMIS while limiting access to other
functions and sections.
Roles
The Roles feature allows you to assign user permissions to the various groups (Fig.
6.20).
72
v20140705
National Denominators
The National Denominators category contains two features, Population and
Finance, which allow you to view and edit national census data (population and
finance indicators) previously entered into OpenEMIS by the OpenEMIS Lab. These
data serve as denominators for calculating system-generated education indicators
(Fig. 6.21).
Fig.
6.21 Population page (National Denominators category)
Use the various filters (year, area, etc.) to make your desired selections to view the
data. Use the data quality legend at upper right to understand whether the data
represent specifically entered values or system-generated estimates (in the case of
missing data).
Click Edit to make minor edits to the previously-entered national census data.
73
v20140705
Data Processing
The Data Processing category contains various features which allow you to
perform key administrative data processing functions within OpenEMIS (Fig. 6.22).
Build
Click the Build feature to open the Custom Indicators page, which allows you
build your own custom (user-defined) indicators (Fig. 6.23).
74
v20140705
NOTE: Please contact the OpenEmis Lab for specific guidance in how to build
custom indicators in OpenEMIS.
Generate
Click the Generate feature to generate reports, indicators and estimates for users to
download for viewing and analysis (Fig. 6.24).
NOTE: In order for users to view a particular report in the Reports module, it must
be first generated by the administrator using this feature.
75
v20140705
Use the filter below the breadcrumb to first select the desired reporting category
(Fig. 6.25).
Export
Click the Export feature to export OpenEMIS indicators to DevInfo or
Datawarehouse format, for data visualization and data analysis purposes (Fig.
6.26).
76
v20140705
First select the desired data format from the filter below the breadcrumb. Then click
Export from the bottom of the page. The data will be exported into the selected
format for external use.
Processes
Click the Processes feature to view the status of previously-generated reports (Fig.
6.27).
77
v20140705
Database
The Database category allows you to backup and restore your OpenEMIS
database (Fig. 6.28).
Other categories
For details on the other categories in the Administration module, please contact
the OpenEMIS Lab.
78
v20140705