BUK Result Processing Software Manual.doc

(BUK RESULT PROCESSING SOFTWARE)MANUAL

ALPHA VERSION

Produced by M.I.S Unit, Bayero University, Kano.

Table of Contents Page

1.0 Software overview- - - - - - - - 11.1 System requirement . - - - - - 11.2 Software installation- - - - - - - 11.3 Content of the folder- - - - - - - 21.4 Database connection- - - - - - - 2

2.0 Database selection and Data entry- - - - - 32.1 Database selection- - - - - - - 32.2 Data entry Per Student- - - - - - 32.3 Data entry Per Course- - - - - - 52.4 Data entry By Batch- - - - - - - 7

3.0 Editing - - - - - - - - - - 83.1 Result Editing - - - - - - - - 8

4.0 Report- - - - - - - - - - 104.1 Student Slip- - - - - - - - 104.2 S.B.C Version- - - - - - - - 13

Written by: Umar Balarabe 2


1.0 SOFTWARE OVERVIEWThe software is designed for Bayero University, Kano and is expected to be used by its staff, especially the M.I.S Unit and student’s level coordinators.

The software is designed to capture students’ academic results and store it currently in an MS access Database. Lastly, it would be migrated to Mysql database.Some commonly used reports can easily be generated from the Database. These include students’ end of semester/session results in form of the result slip and S.B.C version.

1.1 SYSTEM REQUIREMENTAmong the system requirements of this software are:

a) Microsoft Access.Microsoft Access: This package can be found in Microsoft office suit

b) Microsoft Excel.Microsoft Excel: This can also be found in Microsoft office suit.

c) Java InstallerJava Installer: This software is included in the BUKAccessBridge folder.

d) Rich Text File.Rich Text File: Format of this file comes along with the Microsoft operating system. This can be XP, Vista or Window 7.



1.2 CONTENT OF THE FOLDER

The content of the BUKAccessBridge’s folder must have the following files like in figure bellow

lib folder Template folder BUKAccessBridge software (BUKAccessBridge Icon) jre-6u14-windows-i586 application (Java Icon)

Database dbase.properties



1.3 SOFTWARE INSTALLATION Step 1: Run Java installation file (Double click on Java Icon) if it’s not installed on the computer (The installer is in the same folder with the software. The name is “jre-6u14-windows-i586”).

Step 2: Restart the computer (Optional)

Step 3: Run the BUKAccessBridge software (Double click on BUKAccessBridge)

1.4 DATABASE CONNECTIONConnection to Database must be established before anything, to do so follow the steps below. After double clicking the BukAccessBridge, the interface bellow would be displayed.

Step 1: Click on EDIT Menu

Figure 1.0Step 2: Click on DATABASE NAME…

Step 3: Enter the DATABASE NAME like in Figure 2.0 bellow.

Figure 2.0

Click OKRestart the application (Close the BUKAccessBridge and open it again).



Names of the faculties are as follows:sms ---------- Faculty of Social and Management Sciencetec ----------- Faculty of Technologysci ---------- Faculty of Sciencemed ----------Faculty of Medicineagr ---------- Faculty of Agriclaw----------- Faculty of Lawedu----------- Faculty of Educationfais ---------- Faculty of Art and Islamic Studies

N:B Make sure the Database is located inside the BUKAccessBridge Folder .

2.0 DATABASE SELECTION AND DATA (RESULT) ENTRY 2.1 DATABASE SELECTION

Under DATABASE FILE Section, click the button with the TELESCOPE icon as in Figure 3.0 to select the desired Database.

Figure 3.02.2. RESULT ENTRY PER STUDENT

This section is used to enter result per student. The following steps are to be performed.

Step 1: Mode SelectionStep 2: Entry TypeStep 3: Student Registration Number Step 4: Session and LevelStep 5: Course and ScoreStep 6: Save



Step 1 and 2: Mode Selection and Entry Type

Click on “MANUAL ENTRY” menuClick on “PER STUDENT”, as is shown in the figure 4.0

Figure 4.0

Step 3: Student Registration Number Enter the student’s REGISTRATION NUMBER here Step 4: Session and Level: Enter the student’s SESSION and his LEVEL here

Figure 5.0- Course and Score: COURSE CODE and their SCORES should be

entered here.



Before saving the record, make sure the selection at THE LAST OR ANY CELL like the one in figure 5.0 has been removed, this selection should be in an EMPTY CELL OR SPACE, like indicated in RED note. If not, that record would not be saved. Make sure it looks like in the Figure 6.0 before saving.

Figure 6.0

- Save: Click REFRESH button after entering all the courses and their scores.

Note the RED note underneath the window.

2.3 RESULT ENTRY PER COURSEThis section is used to enter result per course. The following steps are to be performed.

Step 1: Database SelectionStep 2: Manual Entry ModeStep 3: Entry TypeStep 4: Course codeStep 5: Session Step 6: Reg. No. and ScoreStep 7: Save

Step 1: Database Selection: This process is the same as in Section 2.1



Step 2 &3: Manual Entry Mode and Entry Type:

Click on “MANUAL ENTRY” menuClick on “PER COURSE”, as is shown in the figure bellow.

Step 4& 5: Course Code and Session: Enter the COURSE CODE of the result and the SESSION here.

Step 6: Enter the student’s REG. NUMBER, press TAB key and enter the RAW MARK for that course here.

- Save: Click the Disc Icon to save the record.



2.4 RESULT ENTRY BY BATCHThis section combine the two methods above (Section 2.2 and 2.3), the result can be entered in large number of students and with many courses at the same time. The following steps are to be performed.

Step 1: Database Selection Step 2: OptionStep 3: Direction of the result Step 4: ParametersStep 5: ProgramStep 6: Working DirectoryStep 7: Start

Step 1: Database Selection: as in section 2.1

Step 2: Options: “SCORE” is to be selected here

Step 3: Direction of the result: Click “TO ACCESS” option box under Direction section

Step 4: Parameter: Do nothing here

Step 5: Program: Do nothing here



Step 6: Working Directory: Click BROWSE to locate template’s folder or to the folder where the result is situated and just click the folder but not to be opened.

Step 7: Click START button to start inputting the result to Database.

Figure 7.0

The registration numbers of the student would be shown during this process, when finished, “Done” would be displayed.



3.0 EDITING3.1 RESULT EDITING If after you entered the results, you noticed the result of one or two students must be corrected or edited. You should use Result Editing item to do that.

The following steps are to be performed.Step 1: Editing Mode Step 2: Entry TypeStep 3: Input Student’s Registration Number.Step 4: Making the necessary changesStep 5: Save

Step 1: Editing Mode: Click “EDIT” menu Step 2: Entry Type: Select “STUDENT RESULT” as in figure bellow

Figure 8.0

Step 3: Input Reg. Number: Enter his/her REGISTRATION NUMBER and click “OK” as in figure 8.0



Step 4: Making the necessary changes: Under this section the result can be corrected, either the course code or the score.

Step 5: Save: The record can be saved by clicking REFRESH button.



4.0 REPORT4.1 STUDENT SLIPUnder this section, result slip of student can be produced by following the steps bellow

Step 1: Launching DatabaseStep 2: Running the report Step 3: LevelStep 4: Session Step 5: Program CodeStep 6: Exporting the report to RTF format.

Step 1: Launching Database: The database can be launched by opening the DATABASE, like in the figure bellow for Faculty of Agriculture.

-



Step 2: Running Report: Double click on “STUDENT’S COPIES RAW3” as in figure bellow

Step 3: Level: Enter the students’ LEVEL hereStep 4: Session: Enter the SESSION hereStep 5: Program Code: Enter the PROGRAM code

Note: Program code can be obtained in the AWARD_IN_VIEW CODES file inside the BUKAccessBridge’s folder.



Step 6: Exporting the report to RTF format: Right click on the “STUDENT’S COPIES RAW3”, go to EXPORT and select “WORD RTF FILE” entry as in the figure bellow.

Follow the displayed window to save the report in RTF format.Locate the exported file and print the students’ result slip

Figure 9.0



4.2 S.B.C RESULT VERSIONTo produce S.B.C version, following steps must be followed:

Step 1: Database Selection Step 2: OptionStep 3: DirectionStep 4: ParametersStep 5: ProgramStep 6: Working DirectoryStep 7: Start

Step 1: Database Selection: as in section 2.1

Step 2: Option

Step 2: Direction Click “FROM ACCESS” option box under Direction section

Step 3: Parameter:LEVEL and SESSION fields must be indicated as above

Step 4: Program Select the student’s PROGRAM to produce the SBC version for them.



Step 5: Working DirectoryClick BROWSE and locate SBC folder or to the folder where the output is expected to be, click the folder but not to be opened.

Step 6: Click START button to start producing the SBC version.

Activities would be shown by the right side of the start button. When through, “Done” would be displayed at the end of the registration numbers as in the figure above. The SCB version can be located in the SBC folder or in the directed folder.

COMMENTAny user’s comments/observations are welcomed. My e-mail address is: [email protected]


BUK Result Processing Software Manual.doc

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