STUDENT MANUAL FOR SLAB/SLAI/HLCB SYSTEM

Introduction .................................................................................................................... 3

Introduction .................................................................................................................... 3

Overall System overview ............................................................................................... 3

Process Flow .................................................................................................................. 4

System Manual............................................................................................................... 7

1. Generate Assessment Schedule (System action) ............................................. 11

2. System Send Automatic Alert to submit Performance Appraisal Form (System

action) .............................................................................................................. 12

3. Automatic Alert when Student not submitted (System action) ....................... 12

4. Performance Appraisal Form submission (Student action) ............................. 12

5. System Send Email to Supervisor to Verify / Evaluate Student Submission

Report (System action) .................................................................................... 24

Table of Figure Figure 1: Login page for student ............................................................................... 7

Figure 2: Landing page after student login ............................................................. 8

Figure 3: Menu expansion when click on Latihan dan Perkembangan Staf ...... 9

Figure 4: User menu page with student icon .......................................................... 9

Figure 5: Student Progress Report page ............................................................... 10

Figure 6: Assessment Schedule ............................................................................. 11

Figure 7: Actual Dates of Assessment ................................................................... 11

Figure 8: Personal and Sponsorship Details page .............................................. 13

Figure 9: Course Details .......................................................................................... 14

Figure 10: Course Work Details .............................................................................. 15

Figure 11: Research Details .................................................................................... 16

Figure 12: New Publication entry ........................................................................... 17

Figure 13: New publication entry ............................................................................ 18

Figure 14: New Membership page ......................................................................... 18

Figure 15: Award Entry Page .................................................................................. 19

Figure 16: Academic & Non Academic Contributions, Non- Academic Activities and Rewards / Awards .......................................................... 20

Figure 17: Student Disclaimer Page ...................................................................... 21

Figure 18: Student Progress Report Page after submit to Supervisor ............. 22

Figure 19: Student View Report page .................................................................... 23

Introduction

University Malaya (UM) is seeking to enhance the existing SLAB/SLAI/HLCB

system is part of the IHRIS system to manage the University Malaya Staff

who ever on study leave. The current system still requires a lot of manual

process, which needs to be automated. The enhancement will allow

University Malaya to monitor the progress of the staff who is continuing his

study in and outside University Malaya. This monitoring process will ensure

the staffs successfully complete his study within the stipulated time by

assisting the staff. This document is a guide document for the staff to:

1. Enter their Progress Report according to the assessment period.

2. View their Assessment Schedule.

3. View Actual Date of Assessment report.

4. View overall report once submitted to Supervisor.

Overall System overview

University Malaya is looking for developing an enhancement to the existing

module that manages the University Malaya staff study processes. The

current module is running on a client server architecture using Oracle 9i as a

database. This system allows the HR to key in the information about the staff

studying in and out of University Malaya. The system allows the HR staff to

specify the period of study, the staff contact information and where the staff

pursue their study.

The enhancement module was developed as a web based solution that allows

the staff to login to system and update the progress of their own studies. Upon

submission, the process triggers an email to the supervisor and dean to

monitor, verify and approve the staff progress. The superiors also can set the

minimum criteria for the staff. A complete customizable “Alert System” will be

developed and integrated with the enhanced solution that allows the system

to trigger emails to the superiors when the staff haven’t complete the report or

haven’t fulfil the minimum criteria imposed by the superiors. When University

Malaya realizes the staff is under performing based on the superiors

comments University Malaya can take immediate action and assist the staff in

order to successfully complete his tasks on stipulated time.

The existing module is running on Oracle 9i platform using client server

architecture. Currently University Malaya HR staff is using this client-server

screen to key in the staff information such as their study period, institute

where they pursue their study and their study period. The new enhancement

modules need to be developed using PHP version 5 integrated very well with

Oracle 9i the existing module. Upon completion of the project the solution will

be fully functional and robust enough to handle the University Malaya staff,

who pursuing their studies, Supervisors, Dean of their faculty, HR staff and

also the PTM staff.

Please take note that this document only focuses on guiding the student on

how to use the system.

Process Flow

Referring to the process flow as shown in diagram Flow Chart of

SLAB/SLAI/HLCB, the following are the processes involves for student to

submit their report.

1. Generate Assessment Schedule. System will generate assessment

schedule for each registered student. In the assessment schedule,

there will be start date, date open for submission and end date

(Student Dateline).

2. System Send Automatic Alert to submit Performance Appraisal Form.

System send automatic alert to student to remind them to submit

Performance Appraisal Form.

3. Automatic Alert when Student not submitted. The system will check if

the student did not yet send the report. Email will be sent to the student

to remind them to submit the report.

4. Performance Appraisal Form submission. Once student receive email

from the system, they can login, enter the report information and

subsequently submit the Performance Appraisal Form. They can also

view the history if early submission before enter the report. After the

report submission, they can check in the submission status from time

to time to see the progress of the report.

5. System Send Email to Supervisor to Verify / Evaluate Student

Submission Report.

6. View submitted report.

7. View Assessment Schedule.

8. View Actual Date of Assessment.

Flow chart of SLAB/SLAI/HLCB

Sys

tem

Su

pe

rvis

or

He

ad

of

De

pa

rtm

en

tD

ea

nB

SM

Sta

ff

Submit

Performance

Appraisal Form

Check the

Status

Submission

Automatic Alert to

submit

Performance

Appraisal Form

Start

View the

history if early

Submission

Verify / Evaluate

student

Submission

Report

System send email

to Supervisor to

Verify / Evaluate

Student Submission

Report

Automatic Alert

when Student not

submit

Automatic Alert

when Supervisor

not verify /

evaluate

System send email

to HOD to Verify /

Evaluate Student

Submission Report

Verify / Evaluate

student

Submission

Report

System send email

to Dean to Verify /

Evaluate Student

Submission Report

Verify / Evaluate

student

Submission

Report

System send email

to BSM for the

completion of

Student Submission

Report

Take action on

student who fail to

submit their report

End

System Manual

Each student or staffs has their own user id for UM Portal. Once they login,

they will get the following UMPortal screen menu.

Figure 1: Login page for student

Figure 2: Landing page after student login

Base on the page shown in above, student has to click Latihan dan

Perkembangan Staf to expand the sub-menu. Once clicked, Student will get

the menu as shown Figure 3.

Base on the sub-menu as shown in Figure 3, click on icon SLAB/SLAI/HLCB

Pemantauan. A Student icon will appear as shown in Figure 4. Click on the

Student icon to go to Student Progress Report page as shown in Error!

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The student can start entering their report when the Report No link is

activated. This link will be activated if the current date reaches 45 days before

the submission date. If the student did not complete their entry, the link is still

activated and the student can still enter their report. Once the report

submitted, the student can only view the report. The student can also view the

Assessment schedule and view the action date by all the person involves in

Actual Dates of Assessment.

Figure 3: Menu expansion when click on Latihan dan Perkembangan Staf

Figure 4: User menu page with student icon

If the student clicks for the first time, the following page will appear. The page

will allow the student to enter their personal details.

Figure 5: Student Progress Report page

In this page, student can view the Assessment Schedule (Figure 6) and the

Actual Dates of Assessment (Figure 7). The progress table will show link

where student can either enter the report details or view the report details. It

also shows the status of the report which is when the report supposes to be

submitted. It also shows the deadline to submit the report. The Submission

Date will show date when the report sent by the student. The Supervisor

Status, HOD Status and Dean Status columns will show the action needed or

latest status of the report.

1. Generate Assessment Schedule (System action)

The system will generate student’s assessment schedule base on their

registration date and the date they suppose to complete their course. The

system will also check if the students extend their course period. The duration

of the course is 6 months for every session or until the last date of the course.

The duration for the submission is 45 days before the end date for every

session until the end date of the session. Base on this schedule the system

will check and alert the student to submit their report when the date reaches

45 days before the end of the submission.

Figure 6: Assessment Schedule

Figure 7: Actual Dates of Assessment

2. System Send Automatic Alert to submit Performance Appraisal Form (System action)

The system will check the system date. Once the date reaches 45 days

before the submission dateline, the system sends an alert email to remind the

student to enter the report and send for supervisor verification.

3. Automatic Alert when Student not submitted (System action)

If after one week the student still did not submit the report, the system will

send another email alert. If after two weeks, the student still did not submit the

report, the system will send another email alert.

4. Performance Appraisal Form submission (Student action)

Once the student receive and response to the email, they have to login to the

system and student progress report page will be displayed with title Your

Progress Report. In the page, there will be a table showing the progress. If the

current date falls within the Assessment Period and the student have not

entered and submit to supervisor, there will be a link that will open the entry

page for the progress once student click the link (see Figure 5: Student

Progress Report page) . The student can enter the data as long as they did

not submit the report to supervisor. Once the report completed, the student

will submit the report to the supervisor. If the student has submitted to the

supervisor, they unable to enter the data or the progress report anymore.

The student will click the link on the Report No column in page as shown in

Error! Reference source not found.. Subsequently page Personal and

Sponsorship Details will appear (see Figure 8: Personal and Sponsorship

Details page). All the fields in this page are not compulsory. In this page,

student can enter several fields in the Personal Details section and view

Sponsorship Details. To proceed to the next page, Student has to click [Save

& Next] button.

Figure 8: Personal and Sponsorship Details page

Student can use [Back] button to go to previous page and [Home] button to go

to the Student Progress page.

Once [Save & Next] button click, Course Details will appear (see Figure 9:

Course Details). In this page, student can view the Course Details and

Extension Information. In the Progress of Studies section, student has to state

the stage of their studies and also type of the course, whether it is by course

work only, research only or both course work and research. If the option

selected has research, student has to state whether their research has been

started or not.

Once the entry completed, student can click [Save & Next] button to proceed

to the next page or [Back] button to go to previous page or [Home] button to

go to the Student Progress Report page.

Figure 9: Course Details

Figure 10: Course Work Details

If course work was selected in Figure 9, Course Work Details page will appear

(see Figure 10: Course Work Details). If research work was selected,

Research Details page will appear (see Figure 11: Research Details). If

course work and research was selected, both page in Figure 10 and Figure 11

will appear.

In Figure 10, take note in the uploading of transcript, only jpg, pdf, doc, docx

and jpeg allowed to be uploaded. All the fields in this page are compulsory

accept Total of Transfer Credit Hours / Subject Obtained From Previous

Institution. Once the data entered, Student can click [Save & Next] or click

[Back] button to go to previous page or Home to go to Student Progress

Report page.

For Figure 11, the previous report will appear on top of the page for Student’s

reference. Student can add, edit or delete the milestone information. Once

milestone information entered and click the Add button, the data entered will

appear in the list on top.

In the same way, information for Chapter can be entered and appear in the

Chapter list. Click [Save & Next] to save and proceed to next page.

Figure 11: Research Details

After that, Academic contribution page will appear (see Figure 16: Academic

& Non Academic Contributions, Non- Academic Activities and Rewards /

Awards). To enter new publication, student have to click the New Publication

link. Student can enter the publication information as shown in page below

(see Figure 12: New Publication entry).

Figure 12: New Publication entry

To edit the publication information, student can click on the link in the Edit

column. The Publication page will appear and student can edit the information

accordingly (see Figure 13: New publication entry).

Figure 13: New publication entry

From the academic contribution page, student can enter the membership

information by click the link with label New Membership. A New Membership

page will appear (see Figure 14: New Membership page).

Figure 14: New Membership page

Student can also enter Award information. To do that, they can click on New

Award link and New Award page will appear (see Figure 15: Award Entry

Page).

Figure 15: Award Entry Page

Once Publication, Membership and Award information entered, the entered

information will be listed as shown below (see Figure 16: Academic & Non

Academic Contributions, Non- Academic Activities and Rewards / Awards).

Once they have entered and satisfied with the content, student has to verify or

evaluate the report entry and submitted for Supervisor verification and

evaluation (see Figure 17: Student Disclaimer Page).

Once student has submitted to supervisor, they can view their report but

unable to edit the report (see Figure 18: Student Progress Report Page after

submit to Supervisor and Figure 19: Student View Report page).

Figure 16: Academic & Non Academic Contributions, Non- Academic Activities and Rewards / Awards

Figure 17: Student Disclaimer Page

Figure 18: Student Progress Report Page after submit to Supervisor

Figure 19: Student View Report page

5. System Send Email to Supervisor to Verify / Evaluate Student Submission Report (System action)

Once the report submitted, the system will send an alert email to the

supervisor to verify or evaluate the report.