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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
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.
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.
II. Account
In this interface MIS in-charge will enter account details. These details will appear on
challan form.
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Note: A city can use more than 1 accounts simultaneously.
4) Merit
Here MIS in-charge will enter minimum merit percentage decided by principal for regular
students’ admission eligibility of each programme.
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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.
• 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 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.
• 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.
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.
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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;
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.
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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.
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Fee Management
In Fee Management module, all actions related to financial activities will perform.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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.
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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.
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.
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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.
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;
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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;
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SMS Broadcast
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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