CMS Manual

Step-by-Step guidelines

Version: 2.1
Table of Contents
Concession Categories ............................................................................................................................ 4
Process of Admission .............................................................................................................................. 5
a) Pre-requisites of Admission ........................................................................................................ 5
1) Instalment Schedule ................................................................................................................... 5
2) Expiry Due Date........................................................................................................................... 6
3) Bank Mapping ............................................................................................................................. 6
I. Bank Branch ............................................................................................................................ 7
II. Account ................................................................................................................................... 7
III. Bank Programme Detail Mapping ....................................................................................... 8
4) Merit ........................................................................................................................................... 8
b) Admission Form Acknowledgement ........................................................................................... 9
c) Principal Approval ..................................................................................................................... 10
d) View Student Challan/View Student Challan All ....................................................................... 10
Enrolment ............................................................................................................................................. 11
a) Pre-Requisite of Enrolment....................................................................................................... 11
I. Sections ................................................................................................................................. 12
II. Campus Section Mapping ..................................................................................................... 12
III. Class Sections .................................................................................................................... 12
IV. Collector ............................................................................................................................ 13
V. Challan Confirmation ............................................................................................................ 13
b) Enrolment ................................................................................................................................. 14
I. Enrolment ............................................................................................................................. 14
II. Enrolment Section Wise ........................................................................................................ 14
Fee Management .................................................................................................................................. 15
a) Student Concession (in Bulk) .................................................................................................... 15
b) Student Concession (Single Student) ........................................................................................ 16
c) Accountant Approval ................................................................................................................ 16
d) Cancellation of Concession ....................................................................................................... 17
e) Concession Edit ......................................................................................................................... 18
f) Sub-Instalment .......................................................................................................................... 19
g) Sub-Instalment Approval .......................................................................................................... 19
h) Challan Instalment Revert......................................................................................................... 19
i) Instalment Exempt .................................................................................................................... 20
j) Instalment Exempt Approval .................................................................................................... 20
k) Challan Due Date Change.......................................................................................................... 21

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 l) Student Fine .............................................................................................................................. 21
m) Student Fine Approval .......................................................................................................... 22
n) Student Fine Exempt ................................................................................................................. 22
o) Student Fine Exempt Approval ................................................................................................. 22
How to Transfer/Migrate Student ........................................................................................................ 23
a) Shift Transfer ............................................................................................................................. 23
I. Student Transfer ................................................................................................................... 23
II. Student Transfer Approval .................................................................................................... 23
III. Transfer Student Admission .............................................................................................. 24
b) Programme Transfer ................................................................................................................. 25
I. Student Transfer ................................................................................................................... 25
II. Student Transfer Approval .................................................................................................... 25
III. Transfer Student Admission .............................................................................................. 25
c) Student Migration ..................................................................................................................... 26
I. Student Transfer ................................................................................................................... 26
II. Student Transfer Approval .................................................................................................... 27
III. Transfer Student Admission .............................................................................................. 27
d) Process to Change Section & Class Section Promotion ............................................................ 28
How to Struck Off the Student .............................................................................................................. 28
a) Struck Off to Student ................................................................................................................ 28
b) Struck off Approval ................................................................................................................... 29
How to Enter Timetable ........................................................................................................................ 29
a) Pre-Requisites of Timetable ...................................................................................................... 29
I. Staff (entry in CMS) ............................................................................................................... 29
II. Staff Approval ....................................................................................................................... 30
III. Teaching Staff Subject Mapping ....................................................................................... 31
IV. Location ............................................................................................................................. 31
b) Timetable .................................................................................................................................. 32
How to Mark Attendance...................................................................................................................... 32
a) Attendance Marking ................................................................................................................. 33
b) Student Attendance Admin ...................................................................................................... 33
c) Attendance Approval ................................................................................................................ 34
d) Leave Marking ........................................................................................................................... 34
e) Leave Approval.......................................................................................................................... 35
Examination .......................................................................................................................................... 35
a) Pre-Requisite of Examination.................................................................................................... 35

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 I. Building Section Mapping ..................................................................................................... 35
II. Building Grading Policy ......................................................................................................... 36
b) Class Exam ................................................................................................................................. 36
c) Class Exam Approval ................................................................................................................. 37
d) Exam Schedule .......................................................................................................................... 37
e) Exam Result ............................................................................................................................... 38
f) Exam Result Approval ............................................................................................................... 38
SMS Broadcast ...................................................................................................................................... 39

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Concession Categories
Currently there are three types of concession categories which are given to students based on the
duration for which it will work. Note that concession on next instalment will be carry forward if student
maintain 90% or 80% of attendance as per provided policy by the head office. In case he/she is unable
to maintain 90% or 80% of attendance then system will not give concession to that student on next
instalment.

For example, student avail Special category concession (which is applicable for 2 years) on 1st
instalment on 1st year. But he/she fails to maintain 90% of attendance then system will not give
concession on 2nd instalment and if he/she again able to maintain 90% attendance then system will
automatically give concession on 3rd instalment. Concession categories are as follows.

1. Special Category
2. General Category
3. Referral Category

Special General Referral

This type of concession will be This type of concession This type of concession will be
given for two years (whole will be applicable for 1 applicable for a single
programme) year instalment

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Process of Admission
There are some pre-requisites which should be performed to complete the admission process without
any hurdle. If any of these pre-requisites is skipped, then the process will not be completed and system
will not allow operator to perform next step.

a) Pre-requisites of Admission
a) Instalment Schedule
b) Expiry Due Date
c) Bank Mapping
d) Merit

1) Instalment Schedule
Instalment schedule means the duration of an instalment. It is the duration in which system
calculates attendance percentage to continue concession for next instalment.

• Click on Fee Management module and Instalment Schedule interface.

• Click on Add button
• Date from: Start date of 1st instalment
• Date to: Last date of 1st instalment*
• Enter the required details and click on Save button.

For each programme detail, separate instalment schedule must be entered. For example, FSC
Medical and FSC Engineering are separate programmes.

• If MIS in-charge wants to change instalment schedule, then he/she will click on List button.
• Select the relevant instalment schedule record.
• Click on Edit button and update new details.
• Click on Update button.

*Note: start and end date of first instalment will help to generate automatic concessions for second
instalment.

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2) Expiry Due Date
Expiry due date means the last date of fee submission; it is the date which will print on challan
form.

• Click on Fee Management module, then click on Expiry Due Date interface.
• Click on Add button and select the relevant details.
• List of programmes will appear below which are being offered in above selected campus.
• Check the check box against the programmes of which challan forms MIS in-charge wants to
enter due date.
• Current Due Date means last date to pay fee and it is the date which will be printed on challan
form as the last date to deposit fee.
• No. of Due Days & No. of Expiry Days means that system will consider these days as leverage
period. For example, if due date is 20th August and 5 is mentioned in No. of Due Days then
system will start charging fine from 26th August (20th August + 5 extra days).
• Click on Save button.
• Note that same steps will be followed for 2nd & 3rd instalments schedule.
• If MIS in-charge wants to change expiry due date, then he/she will click on List button.
• Select the relevant instalment schedule record.
• Click on Edit button and update new details. These changes will effect on whole
programme/programmes.
• Click on Update button.

3) Bank Mapping
Bank mapping is used for fee collection and these bank details will be printed on challan form.
Same bank account can be mapped against all programmes or different bank accounts can be
mapped against different programmes. There are three steps for bank mapping which should be
followed in a sequence mentioned below.

• Bank Branch
• Account
• Bank Programme Details Mapping

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 I. Bank Branch
In this step MIS in-charge will enter branch address, title, and bank officer details
(normally operations manager) who is looking after PGC account.

• Click on Bank Branch interface from Bank module.

• Enter the required details.
• Code means the branch code.
• Landline No is branch land line number.
• Mobile No and email is of bank account officer.
• All leading banks have already been updated in CMS, if your required bank is not in
list then MIS in-charge will request CSD to show that bank in list.
• Click on Save button.
• If MIS in-charge wants to change bank branch details, he/she will click on List button.
• Select the relevant instalment schedule record.
• Click on Edit button and update new details. These changes will effect on whole
programme/programmes.
• Click on Update button.

II. Account
In this interface MIS in-charge will enter account details. These details will appear on
challan form.

• Click on Account interface from Bank module.

• Select the relevant bank.
• Select the Brach (will show branch title given in bank branch)
• Title means account title.
• Click on Save button.
• If MIS in-charge wants to change account details, then he/she will click on List button.
• Select the relevant account record.
• Click on Edit button and update new details.
• Click on Update button.

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Note: A city can use more than 1 accounts simultaneously.

III. Bank Programme Detail Mapping

In this step MIS in-charge will map bank accounts details with the programmes, it means
that in which bank account fee of different programmes will be deposited.

• Click on Bank Programme Detail Mapping interface from Bank module.

• Select the relevant bank, campus, and bank branch.
• Click on Male/Female radio button, if male and female both will deposit fee in same
account then this step will be performed twice i.e. once for female and the other for
male.
• Programmes being offered in above selected campus will appear, check on both check
boxes. If you don’t check both check boxes, then either branch address or account
number will not appear on challan form.
• Click on Save button.

4) Merit
Here MIS in-charge will enter minimum merit percentage decided by principal for regular
students’ admission eligibility of each programme.

• Click on Merit interface from Admission module.

• Total marks field means total marks of previous passed degree. For example, if merit is
being defined for FSC/ICOM/FA then here MIS in-charge will enter total marks Matric/O
level etc. If your BISE has marks 1100 then you are advised to enter 980 or any other
minimum marks because some other board’s candidate can also apply in your campus.
And if you have entered 1100 marks and his/her board marks are less than your city
board then system will not allow to save details.
• Percentage field means the minimum percentage value to be eligible for merit.
• Merit Date Start means starting admission date
• Merit Date End means last admission date.
• No of seats means maximum estimated seats for whole programme detail.

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 • Separate merit will enter for each programme detail, for example, separate for FSC
(Medical), separate for FSC (Engineering).
• If MIS in-charge wants to change merit, then he/she will click on List button.
• Select the programme detail merit.
• Click on Edit button and update new details.
• Click on Update button.

b) Admission Form Acknowledgement

In this interface candidate’s basic, personal, and academic information will enter for admission.
Asterisk fields are mandatory and details will not save if any of these fields remain blank.

• Click on Admission Form Acknowledgment from Admissions module from menu bar.
• Click on Add button
• Click on Regular radio button from Student Type field title and enter data in form.
• If No Instalment found against Program Detail it means that Instalment Schedule is missing.
• If No Merit error appear in green colour text, then this means that Merit has not entered
against that programme detail.
• Ignore ‘’Serial No. not in Sale’’
• Don’t check Pre-Class check box except against those students who paid fee in Pre 1st Year.
• Click on Save button.
• An automatic reference number will be generated having basic student information. Copy that
reference number and go to Acknowledgment Slip Print interface, paste this reference
number, and give print to student.
• CMS will also send an SMS on the number entered in acknowledgment (number should not
on ported on another network) having reference number.
• Operator can Edit any information even after saving data in acknowledgment form.
• Click on Add button and search the student by his reference number/father name etc. and
then click on Edit button against relevant student record.
• After making required changes click on Update button to save changes.

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c) Principal Approval
After saving record in admission form acknowledgment next step is principal approval as follow

• Click on Principal Approval interface from Admission module.

• Select the relevant campus and click on Regular radio button.
• Click on List button.
• List of candidates will appear, check the required candidate/candidates, and click on App. All
button.
• If Due Date Missing error appear in red highlighted box, it means that expiry due date step
has been skipped by MIS in-charge.

d) View Student Challan/View Student Challan All

In this interface operator will print challan and handover to candidate for deposit of fee.

• Click on Fee Management module and then click on View Student Challan interface if
operator wants to print challan of a single candidate.

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 • If an operator wants to print challans of all candidates in bulk whose principal approval has
been done, then he/she can do this through View Student Challan All interface.
• Click on View Student Challan All interface from Fee Management module.
• Select the session, campus, and programme.
• If operator wants to print challan programme detail wise separately, for example, separate
for FSC Medical and FSC Engineering, then click on Programme detail check box and select
the relevant programme detail.
• Click on View button, list of candidates will appear.
• Select the required candidates and click on Print button.

Enrolment
a) Pre-Requisite of Enrolment
There are four pre-requisites which must be performed before doing enrolment step. If any of
these step is skipped, enrolment of student will not be completed.

Steps are mentioned below;

• Sections
• Campus Section Mapping
• Class Section
• Collector
• Challan Confirmation

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 I. Sections
Here MIS in-charge will create name and its details.

• Click on Sections interface from Basic Setup module.

• Click Add button and enter the details.
• Asterisk fields are mandatory.
• Title means sections title.
• Description means for which programme section has created.
• Click on Save button.

II. Campus Section Mapping

Here we map section (which is created in previous step) with relevant campus. As CMS does
not know for which campus you have created this section.

• Click on Campus Section Mapping interface from Basic Setup module.

• Select the relevant campus.
• Alphabets will appear, click on that alphabet from which section title starts. For example,
‘M’.
• List will appear of all sections starting from letter ‘M’.
• Check the check box against required section title.
• Click on Save button.

III. Class Sections

In this step MIS in-charge will define section strength (maximum students who will enrol
in this section). In this step MIS in-charge will also map section with programme detail.

Note: If students have enrolled in a section then never change the roll number serial, because if it has
been changed then entire details of those students who have enrolled will be removed from CMS.

• Click on Class Section interface from Basic Setup module.

• Click on Add button and select relevant details.
• Alphabets will appear, click on that alphabet from which section title starts. For example,
‘M’.
• List will appear of all sections starting from letter ‘M’.

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 • Select the relevant section and define the section strength, and give roll number serial
which will enrol in that section
• Click on Save button.

IV. Collector
Collector means where the student has paid his/her fee either fee paid in bank or received
by campus in cash/cheque form. To add collector;

• Click on Collector interface from Basic Setup module.

• Click on Add button and select the relevant campus.
• Define Collector title (e.g. BOP, Cash etc.) and define code and brief description.
• Click on Save button.
• If MIS in-charge wants to change any information of collector, then he/she will click on
List button.
• Select the relevant account record.
• Click on Edit button and update new details.
• Click on Update button.

V. Challan Confirmation
When candidate has given the paid challan receipt to operator or fee has been received
through cheque/cash then its challan confirmation date will be entered in CMS. It is the
date when bank has received amount.

• Click on Fee Receiving interface from Fee Management module.

• Enter the challan number which has been paid in the bank and click on View button.
• Select the collector from drop down list and select the date on which fee has been
deposited.
• Operator can only enter fee receiving date not more than 5 days old. For example, if
challan was paid on 12th July, then operator can confirm this challan till 16th July. If he
tries to confirm challan after 16th July, system will prompt error.
• For this, MIS in-charge will send a scanned letter to CSD team singed by principal
mentioning the reason of delay. CSD team will remove 5 days’ restriction.

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b) Enrolment
For enrolment, operator will assign student an ID and section. Enrolment can be done by single
student or through bulk process.

I. Enrolment
• In this interface operator manually select section against individual student.
• Click on Enrolment interface from Admission module.
• Select the relevant details.
• Select the male, female or both radio to view respective students’ list whose fee have
been paid.
• Click on List button to view list of students as per above given criteria.
• Select the relevant section and required students.
• Click on Save button.

II. Enrolment Section Wise

In this interface, operator first select the section in which he/she wants to enrol the students.

• Click on Enrolment Section Wise interface from Admission module.

• Select the relevant details.
• Select the male, female or both radio to view respective students’ list whose fee has been
paid.
• Select the relevant section from Section drop down list.
• Click on List button to view list of students as per above given criteria.
• Select the students whom you want to enrol in above selected section and click on Save
button.

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Fee Management
In Fee Management module, all actions related to financial activities will perform.

a) Student Concession (in Bulk)

This interface is used to give concession to students who are not eligible for scholarship
concession. Through this interface concession can be given to a single student or in bulk

• Click on Student Concession interface.

• Click on Add button and select the relevant campus, programme. If operator wants to give
concession on 1st instalment of 1st year student, then there is no need to select Section.
• Select the required concession type by clicking on radio button.
• Select the Concession Category and Concession (will be blank for A++, A+, A and B+
concession category)
• Select the Instalment from instalment planner field against which operator wants to give
concession.
• List of all students will appear against above selected criteria.
• Enter the remarks if any in Remarks field.
• Select the students against the required concession category.
• Click on Save button.

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b) Student Concession (Single Student)
• Click on Student Concession interface.
• Click on Add button and check the Single Student check box.
• Enter the reference ID, challan number or student ID and then click on anywhere on screen so
that system can fetch details of that student.
• Select the required concession type by clicking on radio button.
• Select the Concession Category and Concession (will be blank for A++, A+, A and B+ concession
category)
• Select the Instalment from instalment planner field against which operator wants to give
concession.
• Enter the remarks in remarks field, if any.
• Check the check box against student detail and click on Save button.

c) Accountant Approval
It is the necessary part as concession will not be applicable without completing this step.

• Click on the Accountant Approval interface from Fee Management module.

• Select the relevant campus, programme, and class.
• Asterisk fields are compulsory
• Do not check the Concession Revoked check box.
• click on Un-Approved button to view list.
• Select the students to whom you want to approve for concession.
• Click on Save button.

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d) Cancellation of Concession
If MIS In-charge wants to delete the concession of any student, then following will be the process.

• Click on Student Concession interface from Fee Management module

• Enter the Student ID, Reference Number in search box
• Click on List button to show the concession details and then Delete the concession
• Now go to Accountant Approval interface from Fee Management module
• Select the Campus, Program, Class and Section of student
• Click on Concession Revoke check box
• Click on Un-Approved List
• Select the desired student and click on Approve button to delete concession.

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e) Concession Edit
If MIS In-charge wants to change the concession of any student, he/she can edit it at any time.

Note: Concession edit will be applicable on sub-instalments.

• Click on Student Concession interface from Fee Management module

• Enter the Student ID, Reference Number in search box
• Click on List button to show the concession details, click on Edit button to change the
concession
• Select the new concession and click on Update button.
• Now go to Accountant Approval interface from Fee Management module
• Select the Campus, Program, Class and Section of student
• Click on Un-Approved List
• Select the desired student and click on Approve button to delete concession
• Now Re-Generate Due Date to implement the changes

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f) Sub-Instalment
• Sub-instalment is used when student wants to pay his/her instalment fee in more than a go.
• Click on the Sub Instalment interface from Fee Management module
• View the student and click on Sub-instalment link.
• Enter the amount to be received from student and click on Add button.
• For example, if student wants to pay dues in two sub-instalments then enter the amount
which will be received in sub-instalment 1 and enter remaining amount as sub-instalment 2.
• Due Date and Expiry Due Date will not show until the running amount will not be zero.
• Click on Save button to save the record.

Note: If operator wants to give exemption to any student then first he/she will make sub-instalments
and then will create sub-instalments. If he/she will follow this sequence, then exempted amount will
reflect in reports.

g) Sub-Instalment Approval
• Click on Sub-Instalment Approval interface from Fee Management module.
• Click on Details button to show details of sub instalment.
• If you want to edit the details, click on Edit button or otherwise click on Approve button.

h) Challan Instalment Revert

• Challan revert is used when there are any changes required in sub-instalment. For example,
change of amount of sub-instalment, change in the period of sub-instalment or any wrong
information entered in sub-instalment etc. Sub-instalment will not revert if any amount of
sub-instalment has been paid.
• Click on the Challan Instalment Revert interface from Fee Management module.
• Search the required student through challan number, student ID or through reference ID.

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 • Click on View button to show details.
• Check the check box and click on Approve button.

i) Instalment Exempt
Any exemption in fee will be given to student through interface.

• First operator will create sub instalment of amount which will be given as exemption and 2nd
sub instalment of fee which student will pay and approve that sub instalments.
• Click on Instalment Exempt interface from Fee Management.
• Enter challan number or student ID and check the Show All Challan check box.
• Check the check box near the Status field, details of challan amount will appear below.
• Enter the amount that will be given as exemption and click on Save button.

Note: If operator wants to give exemption to any student then first he/she will make sub-instalments
and then will create sub-instalments. If he/she will follow this sequence, then exempted amount will
reflect in reports.

j) Instalment Exempt Approval

After performing instalment exemption next step is instalment exempt approval, if this step is
not performed then effect will not appear on actual fee challan.

• Click on instalment Exempt Interface Approval interface.

• List will show whose approval is pending.
• Select the required student, enter the remarks upon whom approval exemption has been
given.
• Click on Save button to approve the record.

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k) Challan Due Date Change
This interface is used when MIS in-charge wants to change due date of a single challan. In case
there is need to change due date of whole programme detail then MIS in-charge should use Expiry
Due Date interface, discussed at the start of guidebook.

• Click on Challan Due Date Change interface from Fee Management module.
• Enter the Challan Number whose due date need to be changed.
• Enter the new due date and click on Save button.

l) Student Fine
• Click on Student Fine interface.
• Select the relevant details from drop down list if operator wants to charge fine in bulk.
• Click on Single Student check box if operator wants to charge fine a single student.
• Select the fine type from Fee Head, in case desired fine type is not available in drop down list
then MIS in-charge will request to CSD team to add that specific fine head.
• Enter the Fine Amount and Due Date of fine submission.
• Click on Save button to save details.

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m) Student Fine Approval
Here campus admin will approve fine of students.

• Click on the Student Fine Approval from Fee Management module.

• List will appear of un-approved fines.
• Click on Check Box to approve and then click on Approve button

n) Student Fine Exempt

It is used when exemption will be given to any student in fine.

• Click on the Student Fine Exempt from Fee Management module.

• Search the required student through challan number, student ID or through reference ID
• Click on View button to show details.
• Click on Check Box and then enter required amount to be receive from student.
• Click on Save button.

o) Student Fine Exempt Approval

• Click on the Student Fine Exempt Approval from Fee Management module.
• Search the required student through challan number, student ID or through reference ID
• Click on View button to show details.
• Click on Check Box to approve and then click on Approve button

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How to Transfer/Migrate Student
There are three types of student transfer/migration, which are as follows. Only enrolled students can
be transfer or migrate.

• Shift Transfer
• Programme Transfer
• Migration

a) Shift Transfer
Shift transfer means that transfer student from Morning to Evening or Evening to Morning. Below
mentioned steps should be followed to shift the student.

I. Student Transfer
• Click on Student Transfer interface from Admission module.
• Enter the Student ID.
• Select the same campus in which student will be enrolled.
• Mention the approved remarks of principal in Remarks field. For example, Morning to
Evening.
• If there are any pending dues, then system will prompt a message that “Dues are
Pending” but operator should click on save button ignoring this prompt.
• It is not necessary to check the City check box in shift transfer case.
• Click on Save button.

II. Student Transfer Approval

• Click on Student Transfer Approval interface from Admission module.
• Click on Details link and then scroll down the page, detail of student will appear.
• Pending Dues Cancel check box must be Check if shown.
• Click on Approve button.

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 III. Transfer Student Admission
• Click on Transfer Student Admission interface from Admission module.
• Click on Admission link and then scroll down the page, details of student will appear.
• Campus will already have selected but if operator has selected wrong campus then
he/she can change it from this interface.
• If there is a need to allot new Student ID, then operator must Check on Permanent
Migration. If want to continue with current student ID, then there is no need to check
on Permanent Migration check box.
• To generate difference amount challan atomically, then the challan must be confirmed
(enter paid date of current programme).
• After transfer, student submits a challan of difference amount between Evening to
Morning shift transfer will automatically generate. It will be decided by the principal
either to receive this difference amount challan or exempt it. After this operator will
enrol the student.
• When student will shift from Morning to Evening then a negative amount difference
challan will generate automatically. In this case, campus admin will send this challan
number to CSD team, who will confirm the Paid Date, after this operator will enrol the
student.

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b) Programme Transfer
This option is used when student will change his programme. For example, ICS to FSC or FSC to
ICS etc.

I. Student Transfer
• Click on Student Transfer interface from Admission module.
• Enter the Student ID.
• Select the same campus in which student is enrolled.
• Mention the approved remarks of principal in Remarks field. For example, FSC to ICS.
• If there are any pending dues, then system will prompt a message that “Dues are
Pending” but operator should click on save button ignoring this prompt.
• It is not necessary to check the City check box in programme transfer case.
• Click on Save button.

II. Student Transfer Approval

• Click on Student Transfer Approval interface from Admission module.
• Click on Details link and then scroll down the page, detail of student will appear.
• Pending Dues Cancel check box must be Checked if shown.
• Click on Approve button.

III. Transfer Student Admission

• Click on Transfer Student Admission interface from Admission module.
• Click on Admission link and then scroll down the page, details of student will appear.
• Campus will already be selected but if operator has selected wrong campus then he/she
can change it from this interface.

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 • If there is a need to allot new Student ID, then operator must Check on Permanent
Migration. And if want to continue with current student ID then there is no need to check
on Permanent Migration check box.
• After transfer student admission, a challan of difference amount between one
programme to another will automatically generate. It will be decided by the principal
either to receive this difference amount challan or exempt it. If there is a negative amount
difference challan, then campus admin will send this challan number to CSD team, who
will confirm the Paid Date, after this operator will enrol the student.

c) Student Migration
There are two campuses involved in student migration, 1st is Donor (who transfer the student
from its campus) and 2nd is Donnie (who accept the student).

I. Student Transfer
• Click on Student Transfer interface from Admission module.
• Enter the Student ID.
• Select the same campus in which student is enrolled.
• Mention the approved remarks of principal in Remarks field. For example, Multan to
Sargodha.
• If there are any pending dues, then system will prompt a message that Dues are Pending
but operator should click on save button ignoring this prompt.
• It is necessary to check the City check box in migration case.
• Click on Save button.

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 II. Student Transfer Approval
• Click on Student Transfer Approval interface from Admission module.
• Click on Details link and then scroll down the page, detail of student will appear.
• Pending Dues Cancel check box must be Checked if shown.
• Click on Approve button.

III. Transfer Student Admission

• Donnie will perform this step to admit student in its campus.
• Click on Transfer Student Admission interface from Admission module.
• Click on Admission link and then scroll down the page, details of student will appear.
• Campus will already have selected but if operator has selected wrong campus then
he/she can change it from this interface.
• If there is a need to allot new Student ID, then operator must Check on Permanent
Migration, and if want to continue with current student ID then there is no need to check
on Permanent Migration check box.
• After transfer, student submits a challan of difference amount between one programme
to another that will automatically generate. It will be decided by the principal either to
receive this difference amount challan or exempt it. If there is a negative amount
difference challan, then campus admin will send this challan number to CSD team, who
will confirm the Paid Date, after this operator will enrol the student.

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d) Process to Change Section & Class Section Promotion
This interface is used when student wants to change section of same programme and same class.
For example, M-10 of ICOM Morning Part I to M-11 of ICOM Morning Part I. This interface is also
used when Part I students are promoted to Part II.

• Click on Class Section Promotion interface from Admission module.

• Right side selection will define current section details (Year/Session from) and left side
selection will define new section details (Year/Session To).
• Select the required fields.
• Click on View button to populate the students.
• Check the check box against Section field if operator wants to promote students section wise.
• Select the required student whose class section promotion is required and select the
destination section of part II.
• Click on Save button to promote the students.

How to Struck Off the Student

In CMS struck off means student has been expelled temporarily due to absentees, behaviour or any
other reason. If student has left the college then CMS admin will raise request to CSD team to mark
student as left. When operator will mark student as struck off then a “Struck Off” challan will be
generated od Rs 5000 as struck off fine, which can be exempted on principal discretion.

a) Struck Off to Student

• Click on Student Warning/Suspension interface from Admission module.
• Enter the student ID and click on View button.
• Select the Struck from Action field and other relevant details.
• Click on Save button.

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b) Struck off Approval
• Click on Student Warning/Suspension Approval interface from Admission module.
• Enter the student ID and click on View button.
• Check the check box against relevant student, enter the remarks
• Click on Approve button.

How to Enter Timetable

a) Pre-Requisites of Timetable
There are four pre-requisites of timetable which are necessary to add in CMS. These are as
follows;

• Staff (entry of Staff in CMS)

• Staff Approval
• Teaching Staff Subject Mapping
• Location

I. Staff (entry in CMS)

• It is required when faculty members’ details have not been entered in CMS. If the details
have already been entered, then there is no need to perform this step.
• Click on Staff interface from Staff Management module.
• Asterisk (*) fields are compulsory, rest are optional fields.
• It is mandatory to click on Teaching Staff check box
• Each staff details will enter one by one.
• Click on Save button.

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Note: If a teacher is teaching more than one campuses (e.g. Punjab College of Science and Punjab
College of Commerce) then there is no need to enter his data in separate campuses. Only in one
campus his/her data will be entered.

II. Staff Approval

• After entry of staff next step is the approval of that staff.
• Click on Staff Approval interface from Staff Management module.
• Click on Add button
• Select the required Campus and select Professor from Designation field.
• Click on View Unapproved button.
• A list will appear, select ‘’Teacher’’ from Role field and click on check box near View
button.
• List of programmes will appear below.
• Click on the Class to which the teacher will teach and then click on Show Subjects.
• Subjects of that class will appear below.
• Mention the per lecture rate against the subject to which the teacher will teach.
• Click on Save and Approve button.

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 III. Teaching Staff Subject Mapping
• Click on Teaching Staff Subject Mapping interface from Staff Management module.
• Select the required details from dropdown lists.
• Workload means maximum per week lectures that teacher will take per week.
• Normally 10 is mentioned in Section Count but operator can increase/decrease it.
• Keep blank Extra Workload field.
• Click on Save button.

IV. Location
• Location means the room number (where the classes will be held) and building (if more
than one buildings in a city).
• If location details have already been entered, then there is no need to perform this step.

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 • Click on Location interface from Basic Setup module.
• Click on Add button.
• Asterisk (*) fields are mandatory fields.
• Capacity means the class sitting capacity (how many students can sit in class at a time)
• Exam Strength means (how many students can sit in case Exam will be held in this
location).
• Click on Save button.

b) Timetable
After completing pre-requisites of Timetable, now operator can enter time table of staff.
Following steps need to be followed.

• Click on Timetable Edit interface from Timetable module.

• Select the required field from drop down list.
• Click on List button to view the details.
• Slot means start and end time of lecture.
• In Days field means ‘’days when classes will be held’’ (if more than one class are to be held in
a week then timetable should be entered one by one of each day). For example, there will be
separate entries for Monday lecture and for Tuesday lecture.
• Start Date means the starting date of lecture (means when session will start)
• End Date means the last date of lecture (means when session will be closed)
• Click on Insert button to enter the time table.

How to Mark Attendance

In this interface, operator can enter attendance of a single subject or all subjects in one go.

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a) Attendance Marking
• Click on Class Subject Attendance interface from Attendance module.
• Select the required campus, class, and section from dropdown list.
• If operator wants to enter one subject attendance, then select subject from Subject dropdown
list.
• If operator wants to mark the attendance of all subjects, then simply click on Check for All
Subjects checkbox.
• Student ID and subjects list will appear along with lecture timings, by default ‘Present’ is
selected.
• Mark the attendance and click on Save button.

b) Student Attendance Admin

This interface is used when there is any mistake in attendance, for example, student was present
in class but mistakenly his/her absent has been marked or vice versa. To change his/her absent
into present this interface will be used.

• Click on Student Attendance Admin interface from Attendance module.

• Select the Campus and the Teacher in which lecture there is mistake in attendance and select
the Date of which correction is needed.
• List of student’s IDs and previously marked attendance details will appear.
• Correct the mistake and click on Save button.

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c) Attendance Approval
• Click on Student Attendance Approval interface from Attendance module.
• Select the required campus and date of which attendance approval is required.
• Lecture wise un-approved attendance list will appear, select the required lecture and if
operator wants to approve all un-approved attendance in one go check the All Check box
• Click on Approve Direct button.

d) Leave Marking
Leave should be mark and approve before attendance approval. If operator has marked the leave
after attendance approval, then leave will not appear in reports.

• Click on Student Wise Leave Application interface from Student module.

• Click on Add button and enter Student ID.
• CMS will fetch Student’s details, select the leave reason, and date range of which leave will be
marked.
• Enter the Remarks and click on Save button.

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e) Leave Approval
• Click on Student Leave Approval interface from Student module.
• Click on Unapproved list button, all unapproved leaves will appear.
• Select the relevant student and click on Approve button.

Examination
a) Pre-Requisite of Examination
Following are the two pre-requisites which must be performed once in a session, for example,
once for 1st year and once for 2nd year. If any of the following step is missed, then system will not
allow to complete remaining steps.

Steps are mentioned below:

• Building Section Mapping

• Building Grading Policy

I. Building Section Mapping

Before performing this step, operator will send building details (Building Name, Building
Code, Phone number, Building Status rented/owned and Address) to CSD team, so that
building details can be visible to you in system. When mentioned details will be entered by
CSD, then operator can map sections of that building.

If there is only one building in a city, then all sections of all programmes will be mapped and
if there are more buildings in a city then operator will map relevant sections with relevant
building.

• Click on Building Section Mapping interface from Examination module.

• Select the City, relevant Building and Campus.
• All sections of that campus will be visible.
• Select those sections whose classes are being held in above selected building, if all
sections’ classes are being held in selected building then select all sections.
• Click on Map button to save the record.

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 II. Building Grading Policy
Building grading policy means, in how much subjects student has passed will consider as
overall pass. For example, if in grading policy overall pass count is 5 and total subject are 6
then it means student will consider as pass if he/she passed in 5 subjects.

• Click on Building Grading Policy interface from Examination module.

• Select the relevant campus.
• Enter overall pass count and select the required programme against which grading policy
to be entered.
• Click on View button.
• A grid will appear, enter the marks range against each grade. System will not save the
record if F grade is blank.
• Click on Map button.

b) Class Exam
Through interface, MIS in-charge will enter the details about nature of exam (e.g. monthly,
weekly, full book etc.) and the month in which exams will be held.

• Click on Class Exam interface from Examination module.

• Select the required campus, programme, academic term and month.
• Select the Exam Type i.e. monthly Test, full book test etc.

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 • Weightage means total marks of exam/test. For example, if total marks are 20 then we will
give 20 in weightage field.
• List of subjects will appear below. Check the check box against the exam that was conducted
and enter total marks against each subject.

c) Class Exam Approval

• Click on Class Exam Approval interface from Examination module.
• Click on List button, details of exam will appear.
• Check the check box against required exam and click on Approve button.

d) Exam Schedule
In this interface, MIS in-charge will add schedule of exam entered in class exam interface. Here
he/she will mention the date on which exam will be held. The process is as follows;

• Click on Exam Schedule interface from Examination module.

• Select the relevant campus, programme detail, Academic term, month in which exam will held
and exam type entered in exam type interface.
• Gird will appear below, containing the subjects whose exam will be held.
• Enter 1st and Last Date of month in which exam will be conducted.
• Result Expiry means the date up to which operator can change the result pf said exam, after
that date result will not be changed.
• Click on Save button.

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e) Exam Result
Here operator will enter the exam result, marks can be added single subject wise as well as in
bulk. The process is as follows;

• Click on Exam Result interface from Examination module.

• Select the required campus, programme, academic term, exam month and relevant section.
• If operator wants to add result by single subject, then click on check box against Section field
and if wants to enter result in bulk then there is no need to check this check box.
• Click on View button, list of students will appear below along with students’ details, their
attendance and subject/subjects whose result will be entered.
• Enter the result and click on Save button.

f) Exam Result Approval

After entering the exam result, next step is its approval, in this step if any error is found while
entering it can be rectified. In case there was error in result and exam result has also been
approved then MIS in-charge will send an email to CSD team by mentioning error. The process is
as follows;

• Click on Exam Result Approval interface from Examination module.

• Select the required campus, programme, academic term, exam month and relevant section.
• Click on Un-Approve List button to view students’ results.
• Enter the Remarks, if any otherwise leave this blank.
• Click on Approve/Save button.

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SMS Broadcast

Target Audience Description

All It means all students of college, both Part I & Part II
It means all students of either Punjab Colleges of Science, Punjab College of
Campus
Information Technology or Punjab College of Commerce
It means all students of Part I or Part II of a specific campus. For example,
Campus Class Punjab College of Science Part I (Both FSc & BSc) or Punjab College of Science
Part II (Both FSc & BSc)
Campus Program It means all student of Part I or Part II or a program. For example, FSc Part I
Class or FSc Part II
Roll Wise This interface is used to send SMS to teachers or other non-faculty staff
Roll No Section It is used to broadcast SMS of their name and section which has been
Intimation allotted to them
Send Excel & It is used to send SMS of audience whose numbers are not in CMS, SMS will
Upload Excel be broadcasted to persons whose numbers added in excel file
Student It is used to send SMS of a specific student

• Click on SMS Broadcast interface from SMS module.

• Select the target audience, session and other relevant details.
• SMS type should be Broadcast and SMS should be not more than 160 characters.
• Click on Send SMS button.

Note: Operator should select Session of respective audience. If session will not be selected, then SMS
will be send to previous sessions as well.

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