studentmanagementsystem

For every year we define an Academic Year like 2008-2009, 2009-2010 etc., And while logging into the Application we will select one Academic Year and we Do the Proceedings.

Define the Sections of Classes. If the Sections are defined once, they are available for every Academic Year and not Specific.

Classes

After defining an Academic Year and logging, Create all the Classes which we are going handle in the selected Academic Year. Classes are Specific to an Academic Year.

In an Academic Year, define all the different subjects which are going to teach. No need to define the subjects for every class. Define all the subjects uniquely for all the classes

After Defining Classes and Subjects, We have to establish a link between the Class and Subjects. i.e., Which Class is having what are all the Subjects in that Particular Academic Year.

Ex:- Select a Class, Select the Subjects and Save

Define all the Exams which are going to be conducted in an Academic Year. Define all the Exams Uniquely for all the Classes.

Ex:- 'Assignment-Jun-10', 'Quearterly-Sep-10' etc.,

After Defining the Exams, We have to Establish a Link between the Exams and the Classes. Along with that, Define the Exams Schedule/Time Table also along with the Exam Date, Exam Time, Maximum Marks, Pass Marks for the Selected Class and Exam.

If you Double Click in the first row, the first row's data will be copied to the Entire Column

The Exams which are Defined in the Exams Master, We can have Grades for them.
Ex:- Select an Exam, Select a Class, Enter the Marks From, Marks To and a Grade Name. The Grades can be Defined Uniquely for every Class and Exam

Define the Fee Structure or Monthly Fee for every Class. Select a Class Enter the Fee Code, Fee Description, Amount, Select For the Month. 'For the Month' Means, the Combination of Month-Year in which the respective Fee Component have to be Collected. The 'For the Month's are Automatically Generated from the Academic Year Start Date to Academic Year End Date.

After Defining Fee Structure for a Class, it will be displayed on the Right Side Window. If you want to Edit, Select that class from Right Side Window, then Start adding the New Ones or update the Existing Ones. If any Fee is Received, then that will be displayed in blue colur which cannot be Deleted/Edited.
Press F2 for 'For the Month' Help

Create a Separate Folder in the Computer for Storing the Photos of Students as well as Staff. Select that folder in the windows explorer, Copy that Path and paste that in the Image Path and Save it.

Hint: Save the Photo of a Student with his/her Admission No as the Photo Name.

Hint: Save the Photo of a Staff with his/her with a Unique No as the Photo Name.

Define the Public Holidays, Festivals, Vacations or any kind of Closes in an Academic Year

If one Holiday is to be defined, Check the New Holiday and Click on the Date. A new Row will be Created on the Right Side Window, Enter the Holiday Description and Save.
If a Continuous Vacation is to be defined, Select From Date, To Date, and Holiday Description and Save.
Academic Holidays can be defined only between Academic Year Start Date and End Date only

Create a Daily Class Schedule/Time Table for all the Classes. Select a Class, Enter the Period No, Class From Time, Class To Time, Subject, Teacher and Remarks

Press F2 for Subject and Teacher Help.

Here we are going to Input the School/College Students Information.

Students Info : Enter the Admission No, Student Name, Pet Name, Date of Birth, Joining Date, Joining Date/Admission Date, Joined IN, Section, Present Class, Status etc., Select the Photo of the Student from the Default Folder which is selected in the Photo Path.
If any Student is joining in a Particular Academic Year, Data should be entered only after logging into that Particular Academic Year Only.
Address : Select a Student and Select the Address Tab. Here give the Address Details of the Student and Save. In this, If the School/College Management Intends to send the Marks or Attendance Details through E-Mail, Check E-Mail Option.
Family : Select a Student and Select the Family Tab. Here give the Family Details of the Student and save.
Activities : Select a Student and Select the Activities Tab. Here give the Activity Details of the Student in an Academic Year and Save. Activity Details means the Student Winning a Prize in School/College or Student involved in Quarreling with other Students, or Student involving in Copying Exams or Student Winning Out Side Award etc., Activity Details are specific to an Academic Year.
Attendance : Select a Student and Select the Attendance Tab. This Shows the Attendance Details of the Student in an Academic Year
Fee Details : Select a Student and Select the Fee Details Tab. This Shows the Fee Details of the Student in an Academic Year. When the Student Paid the Fee, How much he paid, their Receipt No and Receipt Dates and Fee Exemptions, What is the Fee Due.
Exams Performance : Select a Student and Select the Exams Performance Tab. This Shows the Exams Performance of the Student in an Academic Year in various Exams Conducted. What are the Marks the Student secured in Different Subjects, Total Scored, Percentage, Grade, Rank and the Result.
Notes : Select a Student and Select the Notes Tab. Any Text Information can be entered here about the Student. This is not specific to an Academic Year
Stock Issues : Select a Student and Select the Stock Issues Tab. Displays all the Stock Issues like Belt, Id Cards, Books, etc., to the Student in an Academic Year.

Here we are going to Input the School/College Staff Information.

Staff Info : Enter the Staff Name, Date of Birth, Joining Date, Designation, Marital Status, Status etc., Select the Photo of the Staff from the Default Folder which is selected in the Photo Path. If the Staff is going to Involve in the Teaching, Check the Teaching Staff.

Address : Select a Staff and Select the Address Tab. Here give the Address Details of the Staff and Save.

Family : Select a Staff and Select the Family Tab. Here give the Family Details of the Staff and Save.

Subjects & Qualification : Select the Subjects in which Staff/Teacher/Lecturer Teaches. Also Enter the Qualification Details of the Staff.

Attendance : Select a Staff and Select the Attendance Tab. This Shows the Attendance Details of the Student in an Academic Year.

Enter the Fee Receipts of the Students for the Selected Academic Year.

*** Before Entering any Fee Receipt, We Need to Create a Cash Account in the Cash/Bank Accounts and Set it Default Cash Account. ***

*** All the Fee Receipts are also should be under one Income & Expenditure 'Account Head'. By Default One Account Head with Name 'Fee Receipts' is created and all the Fee Receipts will go into that. ***

After that what ever the Receipts are received, they will be received under that Cash Account.

Section, Class and Student Name. When a Student Name is selected, on the Right Side Window, the Selected Class Fee Structure is Shown and along with the Students Fee Details like how much Received, What is the Exemption for him/her and what is the Due.

Enter Receipt No, Select Fee Description on the Right Window. Automatically Amount will be coming. Enter Fee Exemption and Remarks and Save.

If you want to Collect Late Fee from the Students, In the Student Master, Set the Payment Date of Every Month to one Day. Ex: 2 or 4 or 6. After that if the Student is Paying the Fee after that day of that particular month, Automatically No. of Days * the Set Amount will be coming automatically. This Amount will be Going under the 'Account Head' Called 'Late Fee'

Similarly if any Fee Exemption is giving to the Student, this Amount will be Going under the 'Account Head' Called 'Fee Exemption'

For Fee Receipt, One Record will be Posted. For Late Fee, One Record will be posted. For Fee Exemption, One Record will be Posted

In the Below Window, All the Fee Receipts can be Viewed and also can be Filtered according to the Class, Section and Between Dates. If you want to Delete a Fee Receipt, Fetch and Select and Press Delete.

After the Exams are Conducted and Corrected, Marks are to be Entered for Automatic Display of Results. Select Exam Name, Section and Class Name. The Selected Class and Section Students will be displayed and Subjects also. Accordingly, Enter the Marks of all the Subjects for every Student. If the Student is absent for that Exam, Put 0.

In the Above Window, Max Marks and Pass Marks will be displayed for the Selected Exam.

Daily Students Attendance can be taken by selecting the Date, Section, Class Name. After selecting, all the Students in the respective Section and Class will be displayed. If the Attendance is already taken, then it will be displayed. If the Attendance is not taken, then a Message comes 'Attendance not Generated'. By default in the Status, 'P' Present will be there. If the Student is Absent, Double Click on it. It will be changed to 'A' Absent. If the Student is Present Half-a-Day, Double Click on it. It will be changed to 'H' Half-Day. After doing for all the Students, Save it.

Daily Staff Attendance can be taken by selecting the Date. If the Attendance is already taken, then it will be displayed. If the Attendance is not taken, then a Message comes 'Attendance not Generated'. By default in the Status, 'P' Present will be there. If the Student is Absent, Double Click on it. It will be changed to 'A' Absent. If the Student is Present Half-a-Day, Double Click on it. It will be changed to 'H' Half-Day. After doing for all the Students, Save it.

Issue the different Stock Items to Students. Enter the Issue Date, Select the Section Name, Class and Stock Item. Students will be populated. Enter the Quantity and Remarks and Save it.

Here give the Activity Details of the Student in an Academic Year and Save. Activity Details means the Student Winning a Prize in School/College or Student involved in Quarreling with other Students, or Student involving in Copying Exams or Student Winning an Out Side Award or Winning a Championship in Chess, Caroms, or any kind of Event External or Internal and etc., Activity Details are specific to an Academic Year.

Select a Date, Activity Name and in the Grid, Select the Students, Select the Activity Grade and enter Remarks and save.

A Dynamic Master where Data can be entered like Cities, States, Designation, Activities, Activity Grades, Relations, UOMs and etc., Data Once Entered cannot be Edited or Deleted. Before Saving please check once or twice.

Whenever any Student takes any books or sports material from the Library or Sports Room, they can be entered here. Select a Class, Section, and Student Name and in the Grid, Select all the Stock Materials which the Student is going to take, enter the Quantity, Hire Date, Return Date and Remarks. When the Student Returns them, Select that Particular Record from Library Issue List and Click on the Status to 'Y' and Save.

All the Library Issues like Books, Sports Materials etc., which are Entered in the Academic Year will be displayed here. We can also Filter the Data according to the Stock Wise, All or Returned or Un-Returned.

Enter the Cash and Bank Accounts in which the Transaction are going to be Dealed. Enter Account Id, Account Name, and Opening Balance for the first time, Type like Cash/Bank. One Cash Account has to be checked with 'Default Bank Account' so that all the Fee Receipts will go in that.

Enter the Opening Balances of the Accounts that are Created. Opening Balances are to be Entered only in the Beginning of the Academic Year and should not be Edited at any point of time. If there is no Opening Balance, Put 0.

Income and Expenditure Account Heads. Create all the Account Heads like Rent, Stationery, Diesel and all the Account Heads in which Cash In-Flow and Cash Out-Flow are Involved with respect to the School/College only.

Enter Account Head Name, Select whether it is Income/Expense for the School/College.
Ex:-
Cash In-Flow, Select 'I'.
Cash Out-Flow, Select 'E'

*** When the Software is initialized for the first time, automatically the following Account Heads will be Created.

Fee Receipts , Stock Purchase , Late Fee , Fee Exemption

Enter all the Transaction or Income/Expenditure daily. Enter Receipt No, Date, Select Account Head, Select by Cash/Bank, Select respective Cash/Bank A/c and Amount and Remarks.

*** No Need to Enter the Transaction for the Fee Receipts. When a Fee Receipt is Entered in the 'Fee Receipts' Automatically a Record will be created in the Transactions. When it is Deleted, here also it will be get deleted. ***

All the Transactions which are Entered in the Academic Year will be displayed. We can also filter Between Dates, Account Head and Cash/Bank A/c.

Select a Main Cash/Bank A/c and see Transactions and Click Fetch. First it's Opening Balance will be Displayed. After that Income and Expenses are Shown which are Recorded under that Account. Finally the Closing Balance will be Shown as on Today's Date

Select a Main Cash/Bank A/c and Select a Account Head and Click Fetch. Whatever the Account Head is Selected only those Records will be displayed and the Final Total.

Select a Main Cash/Bank A/c and see Transactions and Click Fetch. First its Opening Balance will be Displayed. After that Income and Expenses are Shown which are Recorded under that Account. Here all the Account Heads Totals will be displayed instead of every Record wise. Finally the Closing Balance will be Shown as on Today's Date

Define the Different School/College Stock/Materials like Books, Belt, Uniform, Text Books, Note Books, Sports Items, Black or White Boards, Benches, Tables etc., which School/College is going to Purchase and Issued to different Classes.

Enter the Opening Balances of the Stocks that are created. Opening Balances are to be entered only in the Beginning of the Academic Year and should not be edited at any point of time. If there is no Opening Balance, Put 0.

Enter all the Stock Purchases of the Academic Year. Enter Receipt No, Date, Select Account Head, Select by Cash/Bank, Select respective Cash/Bank A/c and Amount and Remarks.
By Default an Account Head will be Created with name called 'Stock Purchase'. When any Purchase is made, it will be on that Account Head. Select Stock Name, Quantity and Rate.

*** When a Purchase is Made, Automatically a Record will be created in the Transactions. When this is Deleted, there also it will be get deleted. ***

All the Stock Purchases which are Entered in the Academic Year will be displayed. We can also filter Between Dates, Account Head and Cash/Bank A/c.

Shows the Stock Statement of the Stock Items. Show every Stock Item, it's Opening Stock, Purchases, Issues to Students and Closing Stock. In the Closing Stock, Rate is going to be Average.

Implement the Following Steps Correctly

1 . Make the Students In-Active in all the Classes, who are Leaving the School/College or Taking the TC.
2 . Make the Students In-Active those who Completed all the Classes. Example 10^th Class or the Highest Class of the Academic Year.
3 . Select the Previous Academic Year.
4 . Select the Present Academic Year.
5 . Define the Classes in the Present Academic Year.
6 . Click on the ''Fetch Students and Classes''. On the Left Side Window, the Previous Academic Year's Classes will be Populated and On the Right Side, Students will be Populated.
7 . On the Left Side Window, Delete the Final Class. Example 10^th Class or the Highest Class of the Academic Year.
8 . On the Left Side Window, In the ''Present Class'' Column Press F2 and Select the Next Class to the Previous Year.
9 . After selecting all the Present Year Classes to the Previous Class, Click on the ''Step-1''.
10 . Immediately after that Click on the ''Step-2''.
Once if the Academic Year is Transferred, In the Previous Year, New Students cannot be Inserted.
After that in the Present Year Insert the New Students who are Joining Newly into the Lower Class and Remaining Classes into the Appropriate Classes and Sections.