The School Management Information System (SMIS) contains the following modules,
- Administration Module
- Student Record Module
- Fees and Finance module
- Transactions Module
- Progress Report
- Staff Management
- System Configuration
- Calendars, Attendance and schedules
- Stores and Inventory Module
Enquiries for positions are made from the registration page, the student then provides basic information about them before being enrolled into the system.
Notable fields include the Class Applying: indicates the class the student wishes to enroll in, the year and term applying. The year/session and term being applied for may not necessarily be the current one but can be a date in the future.
Once the student is enrolled, more details about him can be added by accessing the student info page by clicking on the student name in the registration data table list on the right hand side of the screen.
A students’ documents can also be uploaded by selecting the “Document Manager” tab under the student information page.
NB: Here,any document relating to the students’ profile may be uploaded.
A student can be terminated by providing a valid reason and filling in more information about his/her termination reason:
The last class attended and the last fee paid is also selected to affirm whichever term the student was terminated.
The system also allows one to re-admit the student while terminated, select the class to rejoin, the term and session and save the record
Admitting a student in the SMIS is basically acknowledging that he/she has passed the requisite steps and has been issued an admission no.
Here, the first fee invoice will also be generated and appended into the students’ account.
The date of admission has to be supplied, as well as remarks for admission.
Once confirmed, the student is admitted and the status now becomes “Studying” as per the registration table listing.
During the study year, the student may move from term to term (eg Term1 to Term 2 to Term 3) and so on.
In this case, the “Term Promotion” menu will be employed.
Here, there is an option for selecting either a single student or all students, the term they are moving into.
Remember to ensure all progress reports are generated before promoting from term to term or year to year.
This module is used to assign students the subjects examinable in a specific year and term.
Registration and Admission reports
The reports include the below:
(i)Admissions-All student who are studying
(ii)Waiting List-Students registered but not admitted
(iii)Students Left:Students who have been terminated for any reason
(iv)Transcripts:A record of student performance year on year since they joined the school
The module deals in all issues affecting fee payment-invoicing, receipting and statements
These are documents that are generated during admission or term promotion (invoice) and when payment is received (receipts)
Each have a unique document no (invoice or receipt no) and narratives.
Here is a sample of the different documents:
Fee payment is basically achieved by selecting fee items with checkbox option and selecting “pay all”.
The items then move to the grid on the right hand side of the screen where the payment details are added:
Narratives,Payment amount,Account no where payment is being received,Payment reference,the date of payment and any other relevant remarks.
This sub-module assists the user to assign specific fee amounts to specific students, incase the student has a fee amount that is different from the default class fee structure.
This sub-module is used to create a temporary fee invoice,especially at the end of the term when students have not yet been promoted and hence not fee structure is available.
The temporary invoice also contains an element of the Balance Brought Forward (BBF),which is essential for the parent to know the students’ fee balance.
This module is used to record income/payments made to the school for other items other than fee items.
An invoice is raised via the “Misc Invoice” menu and received via “Misc Income” menu.
The transport module is used to manage school vehicle fleet and defines the routes taken ,the vehicles owned, drivers, mileage and daily job card that can be issued to the drivers.
This module remains largely unused in this school.
This is analogous to the “examinations” module and is used to record progress of continuing students in the various subjects they are assigned.
Once created from the General Settings>>Manage Progress Reports page,
Each subject is assigned a “grading scale” which is the different activities assessed for a particular student in a specific term.
The activities are assigned a maximum score whose total within a subject may not be more than 100%.
These activities are the ones that shall be used to key in marks achieved by students in the different subjects during scores entry by subject teachers.
The marks and comments are issued by the subject teachers through their individual logins as assigned by the super administrator.
The subject teachers are usually first configured through “General Settings >Subject Teachers”
Students are also assigned the different subjects they take though “Administration >Subjects Taking”
Once scores are fully entered and comments supplied by the class teachers,the product is an elegantly designed Progress Report which can be drafted by the class teacher and authenticated by school principal by way of appending her signature to the report.
The progress report may also have custom aspects depending on the school
The verified report is accessed only by the Administrator through “Progress Reports >> Reports >>Report Verification”.
A portable document format (PDF) of the same is generated and password protected through this module.
This module is for managing all stakeholders of the school who are users of the SMIS.
Here teacher’s information is captured and later permissions assigned through the “General Setting >>Permissions “ menu
The system allows for many different configurations affecting each of the modules, and this can be accessed from the “Settings” drawer menu on the top left screen.
This menu is the “engine” of the system and more configurations may be learned from here.
The SMIS is modular and has room for expansion, with a front office modules, MS, biometric and financial accounting modules still being a part of the same.