Post on 27-Feb-2021
iNEIS Business Continuity Plan
Table of Contents Executive Summary ....................................................................................................................................... 1
Manage Academic Operations (MOE) .......................................................................................................... 2
Manage Student Admission (School) ............................................................................................................ 3
Manage Teacher Records (MOE) .................................................................................................................. 5
Manage Teacher Records (School) ............................................................................................................... 6
Manage Student Records (School) ................................................................................................................ 7
Manage Student Progression (School) .......................................................................................................... 8
Manage Assessment (School) ....................................................................................................................... 9
Manage Student Awards (School) ............................................................................................................... 10
Manage Awards (JSS) .................................................................................................................................. 11
Manage Examinations (School) ................................................................................................................... 11
Manage Examinations (MOE/DE) ............................................................................................................... 12
Manage Curriculum Materials (School) ...................................................................................................... 13
Manage Curriculum Materials (MOE/CDD) ................................................................................................ 14
Manage Attendance.................................................................................................................................... 15
Manage Clearance ...................................................................................................................................... 16
Manage Student Transfer ........................................................................................................................... 18
Manage Withdrawal ................................................................................................................................... 19
Manage Deferment ..................................................................................................................................... 20
Manage School Resources: Scheduling & Timetabling ............................................................................... 22
Manage Co-curricular Activities .................................................................................................................. 24
Manage Student Discipline ......................................................................................................................... 27
School Management ................................................................................................................................... 29
Manage Student Pass .................................................................................................................................. 30
Manage Billing ............................................................................................................................................. 32
Manage Collection ...................................................................................................................................... 33
Manage Student Allowance (School) .......................................................................................................... 34
Allowance Application ............................................................................................................................ 34
Issue and Monitor Allowances ................................................................................................................ 35
Terminate Allowances ............................................................................................................................ 35
Manage Student Allowance (JSS) ................................................................................................................ 36
Manage Scholarships & Bursaries ............................................................................................................... 36
Manage Scholarship & Bursaries Application ......................................................................................... 36
Evaluate and Award Scholarships ........................................................................................................... 37
Manage Scholarship ................................................................................................................................ 37
Technical ..................................................................................................................................................... 41
Hardware ................................................................................................................................................ 41
Application .............................................................................................................................................. 42
Network .................................................................................................................................................. 42
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Executive Summary
This document outlines the common errors encountered during the day-to-day operations of iNEIS which
may affect operational end-users. To ensure Business Continuity, the document details common scenarios
for each Management System and its respective escalation procedures. For more extreme case scenarios
which end- users may encounter such as a systems failure or power outage, this document identifies and
includes attachments in the form of templates to ensure that the relevant capturing of data is kept on-
going.
Each scenario is provided with a risk indicator to identify the risk level.
The level of risks are categorized as such:
High (***) : School will not be able to proceed with their tasks at all as it requires either setup
from a higher management or is dependent on another module.
Medium (**) : Requires involvement with multiple personnel (Helpdesk, Teachers from previous
school or another role in the school)
Low (*): It can be resolved within the schools with corrections or additional step.
It should be noted that a comprehensive guide for steps and resolutions can be found at the iNEIS online
help (http://help.ineis.moe.gov.bn) which have been made available to school users.
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Manage Academic Operations (MOE) 1. What to do if school cannot term activate students in new term? ***
Check if term has been added into Academic Calendar. Steps can be found in Manage
Academic Operations > Manage Academic Calendar (MOE) > Setup and Maintain Academic
Calendar under the title “Add Term/Session in Academic Calendar”
(http://help.ineis.moe.gov.bn/ao/ao_2.1.3.php#2).
2. What to do if students are not term activated by default when students are uploaded. *
Ensure the Maximum Program Effective date (Effdt) in Term/Session table is the last day
of the term.
3. In the event of system failure or power outage, users who are handling the following Business
processes:
I. Setup of New Campus will need to record the new campus’ information using the “New Campus
Data Template”. The template captures the following data which can be entered later into the
system for setup:
School Name
Location
Cluster
Effective Date of Activation
Academic Career
Academic Program
Academic Plan
II. Deactivation of campus will need to take note of the deactivation information using the “Campus
Deactivation Template”. The template captures the following data which can be setup later into
the system:
School Code
School Name
Effective Date of Inactivation
III. Setup of New Term will need to record the new term’s information using the “Term Table Data
Template”. The template captures the following data which can be setup later into the system:
Term
Term Begin Date
Term End Date
Weeks of Instructions
Sixty Percent Point in Time
Confer Date
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Users with the Department of School Administrator user-role may contact support at the following
should they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Admission (School) 1. What to do if a student cannot be uploaded because there is a similar birth certificate or IC
number in the system? ***
For School side: Registrar from school A (current school) will need to contact the helpdesk and
inform them regarding this issue so that they can check which student is currently using the
birth certificate or IC number.
For MOE side: Helpdesk will need to check with both school on the student information, if
school B (school that use the birth certificate or IC number) has the wrong detail, ask them to
update the student details so that school A can upload their student, or vice versa.
2. Why user cannot enroll student into the class? ***
Helpdesk to ensure the user has the School Student Registrar role and Enrollment Security.
3. What to do during uploading a student file the Run Status is “Not Success” and Distribution
Status is “Posted”? **
Check if the file uploaded is save with the correct separator which is “,” (comma). If the
separator is wrong, open the file in note pad and replace the current separator into comma.
4. What to do if student cannot be enroll into a class? *
User can choose either one of the following solution:
i. Check if the user has the School Student Registrar role and Enrolment Security to enroll
student.
ii. Check if the student is term activated for the term they are supposed to be enroll in. To
term activate the student, steps can be found in the Online Help under Manage Student
Admission > Register Applicants > Term Activate Students
(http://help.ineis.moe.gov.bn/ad/ad_3.1.php).
5. What to do if there is error when enrolling student into class? *
Retrieve the details of the student and check what the error message is. Registrar need to fix
the error according to the error message. To get the description of the error, steps can be
found in the Online Help under FAQ > Resolving Class Enrolment Issues under the title
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“Encounter Error when merging student block and class block.”
(http://help.ineis.moe.gov.bn/enrol_issues.php).
6. What to do if user cannot insert the correct career of a student into the Student Block? ***
Student is not active in that career. Check if the student is uploaded into the correct
career. If student is not uploaded in the respective career, fill in the Student Data
Template and upload the student into the system with their correct career. To upload the
student, refer to the Online Help under Manage Student Admission > Receive and Manage
Applications & Offers > Manage Upload Student Application
(http://help.ineis.moe.gov.bn/ad/ad_1.1.php).
7. What to do if user cannot find the class nbr for a subject when creating class block? *
Registrar need to contact the Time Tabling Admin to upload the missing subject.
8. In the event of system failure or power outage, users who are handling the following Business
Processes:
I. Admission of Students will need to record the student’s information using the “Student Data
Template”. The template captures the following data which can be uploaded later into the
system:
Student’s Full Name
Gender
Date of Birth
Birth Details
IC Details
Birth Certificate Number
Ethnicity
Religion
Citizenship Status
Passport Details
Phone Details
Email Address
Home Address
Rank Among Siblings
Academic Career
Academic Program
Academic Plan
Campus Code
II. Student Enrollment will need to record the student’s enrollment information using the “Class
Enrollment Template” unless schools have their own template containing no less than the
following information:
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Student ID
Class Section
Subjects
Status (‘Enroll’ or ‘Drop’)
Drop Reason (‘Student Dropped Class’ or ‘Wrong enrollment’ or ‘Withdrawn’)
Action Date
Term
Academic Career
Campus
Users with the School Student Registrar user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Teacher Records (MOE)
1. What to do if there is a teacher that has no ID? ***
User can choose either one of the following solution:
Fill in the Teacher Data Template which can be found at iNEIS Portal under Resources > Data
Loading under the title “Download Teacher Data Template”
(http://ineis.moe.gov.bn/mod/page/view.php?id=42) and email to iNEIS Helpdesk at
ineis@moe.gov.bn
Refer to Online Help under FAQ > Resolving Class Enrolment Issues under the title “What to do
with new teachers?” (http://help.ineis.moe.gov.bn/enrol_issues.php).
2. What to do if there is error in uploading teacher data template? **
Check if the user has the correct role, MOE HQ Teacher Records Officer.
Check if the file is correctly filled in. Also, make sure to save the file in csv format, with “~”
(tilde) as the list separator.
3. What to do if teacher is transfer from one school to another? *
Contact iNEIS Helpdesk team to update the teacher’s Instructor/Advisor table, Campus
Security, Organization Security, Application Centre, and the new roles of the teacher.
4. What to do if “Similar IC number exists” is encountered when teacher is uploaded? ***
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Check if IC number belongs to another teacher or student. Confirm who is having the correct
IC number.
If teacher was accidentally uploaded as student, helpdesk to contact vendor so they can take
further action.
Manage Teacher Records (School) 1. Which role can update the teacher’s record? *
School Administrator – Teacher Records
2. What to do if a teacher is having the wrong IC number? ***
The School Administrator – Teacher Records should contact iNEIS Helpdesk providing the
correct information of the teacher so that the teacher with wrong IC number can be corrected.
3. What to do if teacher is transferred from one school to another? *
Contact iNEIS Helpdesk and provide them the teacher’s information (teacher IC number, new
school and the date teacher moved to new school) so they can take further action.
4. In the event of system failure or power outage, users who are handling the following Business
Processes:
I. Admission of Teachers will need to record the teacher’s information using the “Teacher Data
Template”. The template captures the following data which can be uploaded later into the
system:
Teacher’s Full Name
Teacher Category
Marital Status
Gender
Date of Birth
Birth Details
IC Details
Ethnicity
Religion
Citizenship Status
Passport Details
Phone Details
Email Address
Home Address
Academic Career
II. Teacher Transfer will need to record the teacher’s transfer information using the “Teacher
Transfer Template”. The template captures the following data which can be updated later in
the system:
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Teacher’s ID
Teacher’s Name
IC Number
New Campus
Term of Transfer
III. Update Teacher Details will need to record the teacher’s up-to-date information using the
“Updates to Teacher Data Template”. The template captures the following data which can be
updated later in the system:
Teacher’s ID
Remarks (Information to be updated) e.g. Marital Status: Married
IV. Update Teacher’s User Role will need to record the teacher’s up-to-date user role
information using the “User Role Matrix”. The “User Role Matrix” captures the following data
which can be updated later in the system:
School Name
Teacher’s Name
Email Address
Phone Number
IC Number
User Roles
Users with the School Student Registrar user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Records (School) 1. Which user role can update the student’s record? *
Class Teacher, School Administrator – Student Records and School Student Registrar.
2. What to do if the student has two different ID? ***
Registrar will need to contact the helpdesk and inform them which student ID is the correct one
and which one is wrong, so the consultant can delete the wrong student ID.
3. In the event of system failure or power outage, School Student Registrar who are handling the
following Business Process:
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I. Update Student Details will need to record the student’s up-to-date information using
the “Updates to Student Data Template”. The template captures the following data
which can be updated later in the system:
Student’s ID
Remarks (Information to be updated) e.g. IC Number: 01-123456
Users with the School Student Registrar user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Progression (School) 1. Empty results when viewing .log file after users have run the progression process? (Only
applies to Student Progression) *
Reason could be one of the following:
Users did not run the Attendance Stats Calculation process before running the Progression
process. Steps can be found in Online Help under Manage Attendance > Process Attendance
Roster > Run the Attendance Statistics Calculation Process
(http://help.ineis.moe.gov.bn/at/at_5.1.php).
Attendance was not taken properly by class teacher hence group of student in class was not
picked up by student progression process. Registrar will need to progress student manually for
that class. Steps can be found in Online Help under Manage Teacher & Student Records >
Manage Student Records > Maintain Student Program/Plan:
(http://help.ineis.moe.gov.bn/sr/sr_1.15.php).
4. Why did some/all students failed to progress when using the Student Track Allocation template? *
Details are filled incorrectly in the Student Track Allocation template. Steps can be found in
Online Help under Manage Student Progression > Evaluate and Update Student Progression >
Student Track Allocation under the title “Generate Student List based on Track Eligibility”
(http://help.ineis.moe.gov.bn/pr/pr_2.2.php#1).
5. Why users cannot progress students? *
Reasons could be one of the following:
Users can verify if they have the School Student Registrar role from the Query Viewer page by
using the Query Name “MOE_SCHL_ROLE”.
If teacher is newly appointed as registrar, iNEIS Helpdesk to check if registrar have the Program
Action Security.
6. Why can’t the Student Program/Plan be saved when I progress student manually? *
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I. Click Include History button and repeat the steps to progress student manually.
7. How do I progress Preschool students to Year 1? **
II. Preschool to Year 1 is not a progression. Registrar should fill in the Student Data Template with
the preschool students’ data. As student already exist in system, only minimal data is required
such as the Name, Gender, Date of Birth, Birth Certificate No., Academic Career, Academic
Program, Academic Plan and Campus. Then School Admin - Student Clearance should graduate
the preschool students. Steps can be found in Online Help under Manage Clearance >Update
Student Records > Update the Student Records for Graduating Student under the title “Process
Graduating Students by Batch” (http://help.ineis.moe.gov.bn/cl/cl_8.1.php#4).
8. In the event of system failure or power outage, School Student Registrar who are handling the following
Business Process:
i. Student Progression will need to record the student’s progression information using the
“Progression Template”. The template captures the following data which can be entered later
into the system for progression or streaming of students:
Student ID
Name
Academic Career
Current Academic Program
Current Academic Plan
New Academic Program
New Academic Plan
Progression Status (PLNC/PRGC/DATA)
Campus
Users with the School Student Registrar user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Assessment (School) 1. User is unable to access the Assessment pages. *
User does not have Subject Teacher role.
2. User is unable to take assessment mark entry. What is to be done? **
Steps are available in Online Help under Frequently Asked Questions (FAQ) > Manage
Assessment > I am unable to find the subject class to enter marks. What do I do?
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3. My student is not in the Assessment Mark Entry list. How do I include them in the list? **
Steps are available in Online Help under Frequently Asked Questions (FAQ) > Manage
Assessment > My student is not in the Assessment Mark Entry list. How do I include them in the
list?
4. Schools are unable to record TIARA or KGBK grades.*
TIARA/KGBK Programme Coordinator has to do the setup for the school.
5. In the event of a systems failure or power outage, users who are handling the following Business
Process:
i. Assessment Marks Entry will need to record Assessment marks using the “A3 Mark sheet
Template”.
Users with the School Exam Secretary or Subject Teacher user-role may contact support at the following
should they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Awards (School) 1. User is unable to access the Honors and Awards page. *
Teacher must have the School Award Officer role.
2. Award cannot be recorded because the award name is not available. **
Inform DS Award Officer to configure in Honors/Awards Table.
3. User is unable to record award for a student. ***
Student must be available in the system and enrolled in the current school.
4. In the event of a systems failure or power outage, users who are handling the following Business
Processes:
i. Enter/Update Student Awards will need to record Student Awards information using the
“Student Awards” template. The template captures the following data which can be entered later into the system:
Student Name
Description of Awards
Date Received
Award Type
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Academic Level
Formal Description of Award
Users with the School Awards Officer user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Awards (JSS) 1. User is unable to access to the Awards pages. *
User must have DS Award Officer role.
2. In the event of a systems failure or power outage, users who are handling the following Business
Processes:
i. Enter/Update Teacher Awards will need to record Teacher Awards information using the
“Teacher Awards” template. The template captures the following data which can be entered
later into the system:
Teacher Name
Description of Awards
Date Received
Award Type
Academic Level
Formal Description of Award
Users with the DS Awards Officer user-role may contact support at the following should they encounter
any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Examinations (School) 1. School Exam Secretary is unable to record the Distribution of Statement of Entry for School. *
Department of Examinations (DE) has not marked Distribution Status to Yes for the specific
school to signify the collection from DE.
2. Class Teacher is unable to record the Distribution of Statement of Entry for the Class. *
School Exam Secretary has not marked Received Status to Yes to signify collection from DE.
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3. School Exam Secretary is unable to record the Distribution of Result Slip for School. *
DE has not marked Distribution Status to Yes for the specific school to signify the collection from
DE.
4. Class Teacher is unable to record the Distribution of Result Slip for the Class. *
School Exam Secretary has not marked Received Status to Yes to signify collection from DE.
5. School Exam Secretary is unable to enroll the students to the public examination in iNEIS. **
Public Examination Timetable has not been uploaded for the school.
6. Subject Teacher is unable to view the Examination Grades in system. *
DE has not uploaded the examination grades in the system.
7. In the event of a systems failure or power outage, users who are handling the following Business Processes:
I. Track collection of students’ Statement of Entry Forms needs to record the relevant information using the “Students’ statement of entry forms tracker”. The “Students’ statement of entry forms tracker” captures the following information which can be entered later into the system:
o The relevant information to capture are as follows: Student ID Student Name Received (Y/N) Received Date
Users with the School Exam Secretary user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Examinations (MOE/DE) 1. User is unable to access to the Examination pages. *
User must have MOE Dept. of Examination role.
2. In the event of a systems failure of power outage, users who are handling the following Business
Processes:
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I. Distribution of Statement of Entry Forms needs to record relevant information using the
“Schools’ Statement of Entry Forms Tracker”. The “Schools’ Statement of Entry Forms Tracker”
captures the following data which can be entered later into the system:
Exam Centre Code
School code
School Name
Name of school representative
Distribution date
Users with the MOE Department of Exams Administrator user-role may contact support at the
following should they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Curriculum Materials (School) 1. School Textbook Officer is unable to find a specific Curriculum Material. *
i. Ensure availability by searching via Author, ISBN, Title, etc.
ii. Inform CDD officer of the specific Curriculum Material.
2. Class teacher is unable to find the Curriculum Material for the class to record student’s loan of
Curriculum Materials. **
i. Course ID student was enrolled to is not attached to the Curriculum Material, hence class
teacher was unable to view.
ii. Inform Curriculum Development Department (CDD) and to provide the Course ID and the
Material ID for further action.
3. In the event of a systems failure or power outage, users who are handling the following Business Processes:
I. Request textbooks from CDD will need to record textbook details using the “Request Record of Textbooks” Template. The template captures the following data which can be entered later into the system:
School Name School Textbook Officer’s name Title of Book Author’s Name Publisher’s Name ISBN number Edition Quantity Required Reason for Request
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Date / Time of Loan / Return
II. Record textbooks received from CDD will need to record textbook received details using the “received record of textbooks” template. The template captures the following data which can be entered later into the system:
School Textbook Officer’s name
Title of Book
Author’s Name
Publisher’s Name
ISBN number
Edition
Received Date
Quantity Received
FOLIO Ref Nbr
Remarks
III. Record loans of textbook to Students/Teacher will need to record textbook loan details using the “Loan Record of Textbooks” template. The template captures the following data which can be entered later into the system:
School Textbook Office’s name
Curriculum Material Title
Author’s Name
Publisher’s Name
ISBN number
Edition
Date Out
Issue Qty
Return Qty
Remarks
Users with the School Textbook Officer user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Curriculum Materials (MOE/CDD) 1. User is unable to access the Curriculum Materials page. *
User does not have the MOE Curriculum Development role.
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Manage Attendance 1. Class Teachers are unable to take an attendance in Attendance Roster by Class. What is to be
done? *
i. Verify if the teacher has been assigned the Class Teacher User Role.
ii. Verify if the teacher was assigned as Class Teacher of the class in the Maintain Schedule of
Classes.
iii. Verify if the Class Teacher is trying to take attendance for the past term. If yes, Class Teacher
should ask their School Registrar to update attendance for the past term.
iv. If not successful, Class Teacher to record attendance manually first and report to iNEIS Helpdesk.
2. School Registrars are unable to update the Attendance Roster by Class for both past and current
term. What is to be done? *
i. Verify if the registrar has been assigned the School Admin – Attendance User Role.
ii. Verify if the registrar was assigned as the Primary Instructor of the class in the Maintain
Schedule of Classes.
iii. If not successful, School Registrar to update the attendance manually first and report to iNEIS
Helpdesk.
3. There are additional students in the Attendance Roster by Class and there are also students who
do not belong to the school. What should I do? **
Steps are available under FAQ > Manage Attendance > There are additional Students in the
class attendance roster and there are also students who do not belong to the school. What
should I do?
4. No students were found in the Attendance Roster by Class. What should I do? *
Steps are available under FAQ > Manage Attendance > No students were found in the
Attendance Roster by Class. What should I do?
5. Some dates are missing from the Attendance Roster by Class or there are multiple class attend
dates in the attendance roster. What should I do? *
Steps are available under FAQ > Manage Attendance > I see multiple class attend dates in my
attendance roster for the same date. Or sometimes the date is missing from the attendance
roster. What do I do then?
6. The newly enrolled students are missing from the Attendance Roster By Class. What should I do? *
Steps are available under FAQ > Manage Attendance > Why are the newly enrolled students
missing from the Attendance Roster By Class?
7. A student’s attendance have already taken or updated by a teacher, but the attendance statistics
is not updated or accurate. What should I do? *
i. Verify with the teacher when the attendance of the student was updated.
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ii. If the attendance was updated within the past 7 days, either wait for the Attendance Statistics
Calculation Process to run every Saturday night, or run the process manually for immediate
attendance statistics updates.
iii. If the attendance statistics is still not updated or inaccurate, get the affected attendance
details and report to iNEIS Helpdesk.
8. In the event of a systems failure or power outage, School Registrar/Class Teacher will need to record
attendance manually using the “Attendance Sheet” which is provided by their respective school so
the data can be entered later into the system. The “Attendance Sheet” should capture the following
data :
Student Name
Class Information
Attendance Date
Attendance Markings/Remarks or reason for absence.
Users with the School Registrar/Class Teacher user-role may contact support at the following should
they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Clearance 1. Teacher kept getting the ‘No active persons in-charge assignment for the checklist items’ error
message while trying to complete the request forms. What should I do? *
Steps are available under FAQ > Manage Clearance > Why am I getting the ‘No active
persons in-charge assignment for the checklist items’ error message?
2. Process keeps going to ‘No Success’ when creating the Clearance Checklist for students. What
should I do? **
i. Check the details of the ‘No Success’ process and view the .log file. If it contains a
message indicating ‘Error changing value. {MOE_CL_CHKLST_CI.CHECKLIST_CD}’
ii. Report to iNEIS Helpdesk to assign the 3C Group Security for the teacher.
3. The 3C Group Security has already been assigned to the School Admin-Student Clearance, but
when I run the process I am still getting the ‘No Success’ status. What should I do? *
Steps are available under FAQ > Manage Clearance > Why does the Clearance process
keep running to ‘No Success’ even after the School Admin – Student Clearance has been
assigned the 3C Group Security?
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4. Graduation Student process was run for retained students by mistake. How do I reverse and
correct the process? *
Steps are available under FAQ > Manage Clearance > What if I accidentally run the
Graduating Students process for retained students? What should I do?
5. Teacher ran the Graduating Student process and in the Student Program/Plan is Data Change
(‘DATA’) record instead of Completion (‘COMP’) record. How do I correct the process? *
Remove the awarded Certificate under the Certificate tab in the Student Certificate.
Remove the Data Change record (‘DATA’) in the Student Program/Plan of the students
who were graduated.
Re-run the Graduating Student process with the correct setup.
Verify that the latest record in the Student Program/Plan of the graduated students
should be a Completion (‘COMP’) record.
Verify that the Certificate Status of the graduated student should be ‘Awarded’ under
the Student Certificates tab.
Verify the awarded Certificate in the Student Certificate.
6. In the event of a systems failure or power outage, School Registrar/Class Teacher will need to
manually record the following details in the Clearance/Leaving Certificate forms which are provided by their respective school so the data can be entered later into the system. The Clearance/ Leaving Certificate Form should capture the following data :
i. Clearance Form
Student Name
List of the Clearance Items
Signature from the Teachers In-Charge of Clearance Items
ii. Leaving Certificate Form
Student Name
Date of Leaving
Reason for Leaving
Highest Qualification
Signature from the School Principal
Collection Information
Users with the School Registrar/Class Teacher user-role may contact support at the following should
they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
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Manage Student Transfer 1. School Registrar cannot raise the Transfer Request forms. What should I do? *
i. Verify if the School Registrar has been assigned the School Transfer Requestor User Role.
ii. Verify if the School Registrar has been assigned as Registrar in the Instructor/Advisor Table.
2. Student is invalid when School Registrar is trying to raise a Transfer Request form. What
should I do? *
i. Verify if the School Registrar is assigned as Registrar in the Instructor/Advisor Table.
ii. Verify if the student is still active in the school by checking the Student Program/Plan.
iii. Check and remove if there are any duplicated records in the Student Program/Plan,
especially Plan Change records (‘PLNC’), caused by running multiple progression by
mistake.
3. School Registrar could not complete the Transfer request forms. What should I do? *
i. Verify if the teacher has been assigned as Registrar in the Instructor/Advisor Table.
ii. Verify if the teacher has been given the 3C Group Security.
iii. Verify if the Clearance Checklist Items set up are correct according to the Academic
Career.
iv. Check if there is any incomplete existing Clearance Checklist Items assigned to the
student.
v. Verify if the School Registrar is trying to complete Transfer Request forms for Pre-School
students, which is unnecessary since there are no Clearance Checklist Items for Pre-
School career.
4. School Approver could not find a specific Transfer request form. What should I do? **
i. Verify if the School Registrar has submitted the request form. The status of the request
form should be ‘Submitted’ instead of ‘Pending’.
ii. Verify if the School Registrar has mistakenly inserted a Transfer record (‘DATA’) in the
Student Program/Plan of the student before approval has been given. If yes, note down
the Effective Date and Campus code before deleting the Transfer record. Head of
Registrar should approve the request form first then the School Registrar should complete
it and run Clearance for the student before re-inserting the Transfer record.
5. School Approver could not approve the Transfer request form. What should I do? *
i. Verify if the School Approver has been assigned only the School Approver User Role and
not both of the Approver and Requestor roles.
6. In the event of a systems failure or power outage, School Registrar will need to record Student
Transfer details using the “Student Transfer Template”. The template captures the following data
which can be entered later into the system:
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Student Name
Student ID
Current Class Section
Current & Requested School Code/Class Section
Date of Request
Date of Transfer
Reason for Transfer
Remarks
Approval from the Head of Registrar
File Attachment (if necessary)
Users with the School Registrar user-role may contact support at the following should they encounter
any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Withdrawal 1. School Registrar cannot raise the Withdrawal Request forms. What should I do? *
i. Verify if the School Registrar has been assigned the School Withdrawal Requestor User
Role.
ii. Verify if the School Registrar has been assigned as Registrar in the Instructor/Advisor
Table.
2. Student is invalid when School Registrar is trying to raise a Withdrawal Request form. What
should I do?*
i. Verify if the School Registrar is assigned as Registrar in the Instructor/Advisor Table.
ii. Verify if the student is still active in the school by checking the Student Program/Plan.
iii. Check and remove if there are any duplicated records in the Student Program/Plan,
especially Plan Change records (‘PLNC’), caused by running multiple progression by
mistake.
3. School Registrar could not complete the Withdrawal request forms. What should I do? *
i. Verify if the teacher has been assigned as Registrar in the Instructor/Advisor Table.
ii. Verify if the School Registrar has been given the 3C Group Security.
iii. Verify if the Clearance Checklist Items set up are correct according to the Academic
Career.
iv. Check if there is any incomplete existing Clearance Checklist Items assigned to the
student.
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v. Verify if the School Registrar is trying to complete Withdrawal Request forms for Pre-
School students, which is unnecessary since there are no Clearance Checklist Items for
Pre-School career.
4. School Approver could not find a specific Withdrawal Request form. What should I do? **
i. Verify if the School Registrar has submitted the request form. The status of the request
form should be ‘Submitted’ instead of ‘Pending’.
ii. Verify if the School Registrar has mistakenly inserted a Withdrawal record (‘WADM’) in
the Student Program/Plan before the Principal approves the request. If yes, note down
the Effective Date before deleting the Withdrawal record. The Principal should approve
the request form and the School Registrar should complete it and run Clearance for the
student before re-inserting the Withdrawal record.
5. School Approver could not approve the Withdrawal request form. What should I do? *
i. Verify if the School Approver has been assigned only the School Approver User Role and
not both of the Approver and Requestor roles.
6. In the event of a systems failure or power outage, School Registrar will need to record Student
Withdrawal details using the “Student Withdrawal Template”. The template captures the
following data which can be entered later into the system:
Student Name
Student ID
Current Class Section
Date of Request
Date of Withdrawal
Reason for Withdrawal
Remarks
Approval from the School Principal
Route for Approval (if necessary)
File Attachment (if necessary)
Users with the School Registrar user-role may contact support at the following should they encounter
any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Deferment 1. School Registrar cannot raise the Deferment Request forms. What should I do? *
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i. Verify if the School Registrar has been assigned the School Deferment Requestor User
Role.
ii. Verify if the School Registrar has been assigned as Registrar in the Instructor/Advisor
Table.
2. Student is invalid when School Registrar is trying to raise a Deferment Request form. What
should I do? *
i. Verify if the School Registrar is assigned as Registrar in the Instructor/Advisor Table.
ii. Verify if the student is still active in the school by checking the Student Program/Plan.
iii. Check and remove if there are any duplicated records in the Student Program/Plan,
especially Plan Change records (‘PLNC’), caused by running multiple progression by
mistake.
3. School Approver could not find a specific Deferment Request form. What should I do? **
i. Verify if the School Registrar has submitted the request form. The status of the request
form should be ‘Submitted’ instead of ‘Pending’.
ii. Verify if the School Registrar has mistakenly inserted a Deferment record (‘LEAV) in the
Student Program/Plan before the Principal approves the request. If yes, note down the
Effective Date before deleting the Deferment record. The Principal should approve the
request form and the School Registrar should complete it before re-inserting the
Deferment record.
4. School Approver could not approve the Deferment Request form. What should I do? *
i. Verify if the School Approver has been assigned only the School Approver User Role and
not both the Approver and Requestor roles.
5. In the event of a systems failure or power outage, School Registrar will need to record Student
Deferment details using the “Student Deferment Template”. The template captures the following
data which can be entered later into the system:
Student Name
Student ID
Current Class Section
Date of Request
Date of Deferment
Reason for Deferment
Extension of Deferment (if necessary)
Remarks
Approval from the School Principal
Route for Approval (if necessary)
File Attachment (if necessary)
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Users with the School Registrar user-role may contact support at the following should they encounter
any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage School Resources: Scheduling & Timetabling 1. School Timetabling Admin is unable to access the Upload Class Schedule page. What is to be
done? **
Verify if the user has been provided the role of a School Timetabling Admin
(MOE_SCHL_TT_ADMIN).
2. School Timetabling Admin are unsure of the steps to build a school timetable in EDVALTM. What is
to be done? ***
Steps to construct a timetable in Edval can be found in the iNEIS™ portal
(http://ineis.moe.gov.bn) > Resources > Academic Year 2016 Activity Preparation >
Timetabling Activity > TT Construction with Edval.ppt
3. The newly transferred/uploaded Teacher(s) is not present in EDVALTM. What is to be done? *
Verify if the teacher(s) is transferred/uploaded into your school by generating the
MOE_TT_INT_TCH report.
i. If the teacher is present in the MOE_TT_INT_TCH report, download it in excel
format and import it into the school’s Edval file.
ii. If the teacher(s) is not present, please contact Helpdesk to perform the
Transfer/Upload request.
4. The subject is not found in iNEIS™ but is offered in my School. What is to be done? *
Subjects setup in iNEIS™ is based on the Curriculum structure provided by CDD. Verify if the
subjects are approved/authorized by contacting Helpdesk.
5. The School has new facilities but it is not present in EDVALTM. What is to be done? *
Verify if the facilities information is setup in iNEIS™ by generating the MOE_TT_INT_FAC
report.
i. If the facility is present in the report, download it in excel format and import it into
the school’s Edval file.
ii. If the facility is not present, the School Timetabling Admin will need to create the
new Facilities in iNEIS™. Refer to Online Help: Manage School Resources: Scheduling
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& Timetabling > Setup and Maintain Facilities Information > Manage Building and
Facility Table > Setup Facility Table.
6. School Timetabling Admin is unable to upload the School Timetable successfully. What is to be
done? ***
In EDVALTM:
i. Verify if the School Timetabling Admin has not added any teachers that is not
present in iNEIS™ manually in the Teacher Data page.
ii. Verify if the School Timetabling Admin has imported the correct list of subjects in
the CS Course Data page.
iii. Verify if the School Timetabling Admin has not added any Facilities that is not
present in iNEIS™ manually in the Room Data page.
iv. Verify if the School Timetabling Admin has inputted Subject Codes for every subjects
(except for CCA, Program Khas and subjects not offered in iNEIS™) in the Class Data
page.
v. Verify if the School Timetabling Admin has scheduled the periods and classes in the
Year Timetable / Group Timetable page.
vi. Verify if all three criteria (Subject, Teacher and Room) are present in the Year
Timetable / Group Timetable page.
vii. Verify if the School Timetabling Admin has input the correct Term Start Date, Term
End Date and Term/Session code when exporting.
In iNEIS™:
i. Verify if the School Timetabling Admin has uploaded the correct .PSV file instead of
the .ETZ file.
ii. Verify if the School Timetabling Admin has entered the correct Academic Career
based on the timetable uploaded.
7. School Timetabling Admin is unable to open their school’s .ETZ file because it is locked. What is to
be done? *
Verify if the updated version of the Edval software is used. Please follow the directions as
indicated on the error message to unlock the file.
8. School Student Registrars informed they cannot generate the School’s Attendance roster. What is
to be done? ***
Verify if the School Timetabling Admin has uploaded the School’s Registration Timetable.
Verify if the School Timetable Admin has ran the Assign Extra Instructor-All process.
Verify if the School Student Registrar is assigned as the Primary Instructor in the Maintain
Schedule of Classes page.
9. School Student Registrars informed they are unable to enroll students into a class because the
class capacity is met. What is to be done? **
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Steps are available under FAQ > Manage School Resources > Scheduling & Timetabling >
iNEIS™ > My Class has more than 30 students. How can I proceed with enrolment?
10. In the event of a systems failure or power outage, the School Timetable Admin will need to print out
the school timetable via EDVALTM to share amongst other teachers in their respective school. The
types of timetable data which can be printed and shared include the following:
School Master Timetable
Techer individual Timetable
Class Timetable
Teacher workload
Room Timetable
Users with the School Timetable Admin user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
For EDVALTM software related issues such as Licensing and Timetable lock-out issues, users with the School
Timetable Admin user-role may contact support at the following should they encounter any issues:
Contact Person: Danny Lee or Stefan Mah
Contact No: +6738850668
Email: support@sprintville.com
Manage Co-curricular Activities 1. School CCA Head is unable to access the Upload CCA Schedule page. What is to be done? **
Verify if the user has been provided the role of a School CCA Head (MOE_SCHL_CCA_HEAD).
2. School CCA Head do not have the CSV template required to create CCA Timetable. What is to be
done? ***
The CSV template can be download from iNEIS™ portal (http://ineis.moe.gov.bn) >
Resources > Academic Year 2016 Activity Preparation > CCA Timetabling & Enrollment
Activity > CCA Schedule Upload File.csv.
3. School CCA Head is unsure of the steps on how to create CCA Timetable using the CSV template.
What is to be done? ***
Verify if the School CCA Head has downloaded the three School Data files (Subject, Teachers
and Facility Information) from iNEIS™. Steps to generate the three School Data files can be
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found in iNEIS™ Online Help under Manage Co-Curricular Activities (CCA) > Schedule CCA
Activity > Generate Data for Scheduling.
Once the three School Data files are downloaded, step by step instructions on how to
construct the school’s CCA timetable in the CSV template can be found in the iNEIS™ portal
(http://ineis.moe.gov.bn) > Resources > Academic Year 2016 Activity Preparation > CCA
Timetabling & Enrollment Activity > CCA Scheduling and Enrollment.pptx.
4. The newly transferred/uploaded Teacher(s) is not present in the list of teachers
(MOE_TT_CCA_TCH) report. What is to be done? *
Verify if the teacher(s) is transferred/uploaded into your school by generating the
MOE_TT_CCA_TCH report.
i. If the teacher is present in the MOE_TT_CCA_TCH report, download it in excel
format and use it to fill in the CSV template.
ii. If the teacher(s) is not present, please contact Helpdesk to perform the
Transfer/Upload request.
5. The CCA is not found in iNEIS™ but is offered in my School. What is to be done? *
CCA setup in iNEIS™ is based on the Curriculum structure provided by Department of Co-
Curricular (DCC). Verify if the CCA are approved/authorized by contacting DCC.
6. The School has new facilities but it is not present in the list of facilities (MOE_TT_CCA_FAC) report.
What is to be done? *
Verify if the facilities information is setup in iNEIS™ by generating the MOE_TT_CCA_FAC
report.
i. If the facility is present in the report, download it in excel format and use it to fill in
the CSV template.
ii. If the facility is not present, the School CCA Head will need to inform the School
Timetabling Admin so they can create the new Facilities in iNEIS™. Steps to create
new facility is found in Online Help: Manage School Resources: Scheduling &
Timetabling > Setup and Maintain Facilities Information > Manage Building and
Facility Table > Setup Facility Table.
7. School CCA Head is unable to upload the School CCA Timetable successfully. What is to be done? ***
a. In the CSV template:
i. Verify if the School CCA Head has not added any teachers that is not present in
iNEIS™ manually in the CSV template.
ii. Verify if the School CCA Head has not added any Facilities that is not present in
iNEIS™ manually in the CSV template.
iii. Verify the Class Section column to ensure that there is no more than 4 characters
present.
iv. Verify the Date column to ensure that the data format captured in the CSV template
must be in DD/MM/YYYY.
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v. Verify the Start Time and End Time columns to ensure that the time are captured in
24 hour format: HH:MM.
vi. Verify if the School CCA Head has set the delimiter/separator to ‘;’ semicolon.
vii. Verify if the School CCA Head has saved the file in the correct .CSV format.
b. In iNEIS™:
i. Verify if the School CCA Head has uploaded the template in the correct .CSV format
instead of the .XLS format.
ii. Verify if the School CCA Head has entered the correct CCA Career (CCA1 for Primary
level, CCA3 for Secondary level and CCA5 for Sixth Form level) based on the
timetable uploaded.
iii. Verify if the School CCA Head has ticked the Upload Full Term Data checkbox.
8. School CCA Head has ran the Term Activation Batch process. However, some of the student’s term
activation status in the .log file has been reported as Ineligible. What is to be done? **
The School CCA Head will need to note down the list of student IDs who are ineligible and
perform the following checks:
i. Verify if the students have a CCA career by checking in the Student Program/Plan
page in iNEIS™. If the students have yet to be admitted, the steps to admit the
student can be found in Manage Co-Curricular Activities (CCA) > Activate Students in
CCA Career > Admit Student to CCA.
ii. Verify if the students have completed their Academic program in the Student
Program/Plan page in iNEIS™. The School CCA Head will need to inform the School
Student Registrar to graduate the students who have completed their Academic
Program from both CCA and Academic Careers.
iii. Verify if the students who are newly admitted into CCA has the Effective Date set as
the Start Term Date so the students can be term activated and enrolled into the
current Term.
iv. Verify if the students are transferred students. School CCA Head will need to check if
the CCA career has been transferred to the current school along with the Academic
Career. If the Academic Career has been transferred but the CCA career has not,
School CCA Head will need to inform the School Student Registrar to do the
appropriate transfer.
9. School CCA Head is unable to enroll the students into CCA. What is to be done? **
Verify if the students have been successfully term activated.
10. School CCA Head is unable to merge the student blocks and class blocks together and encounter
errors when doing so. What is to be done? ***
Retrieve the details of the student and check what the error message is. School CCA Head need
to fix the error according to the error message. To get the description of the error, steps can be
found in the Online Help under FAQ > Resolving Class Enrolment Issues under the title “Encounter
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Error when merging student block and class block.”
(http://help.ineis.moe.gov.bn/enrol_issues.php).
11. In the event of a systems failure or power outage, the School CCA Head will need to record student
CCA information using “CCA registration” template. The template captures the following data which
can be entered later into the system:
Student’s Name/ID
Date Details
Class Section
CCA Subject
Time (Start and End time)
Facility Detail
Teacher Detail
Users with the School CCA Head user-role may contact support at the following should they encounter
any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Discipline 1. Class Teachers are unable to create discipline incident log for specific students. What is to be
done? *
i. Ensure that users are Class Teacher
ii. Ensure students are in the campus
iii. Ensure that student are enrolled into the class
2. School Users are not able to search for specific Disciplinary incident log in their school. What is to
be done? *
Ensure that schools users have security assigned based on their campus and must be Class
teacher of the reported student.
3. Users are unable to find specific offence type/Action Take. What is to be done? *
Class Teachers are only allowed to create incident log for disciplinary cases that are
categorized as “Light”. For full list of Light offence Group, please refer to online help
(http://help.ineis.moe.gov.bn/codes/offence_list.php) >List of codes > Discipline Offence Type
& Actions Taken > Offence Type.
Meanwhile Discipline Teacher/Principals are needed to assist to create incident log for severe
cases.
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If needed, Hal-Ehwal Pelajar (HEP) will need to setup new disciplinary regulation. Steps can be
found in Online help (http://help.ineis.moe.gov.bn/di/di_1.1.php) > Manage Student Discipline
> Setup Discipline regulation.
4. School users are not able to escalate severe disciplinary cases to HEP for severe disciplinary cases.
What is to be done? *
Only Discipline Teacher, Deputy Principal and School Principal are able to escalate Disciplinary
cases to HEP. Steps to escalate disciplinary cases can be found from online help
(http://help.ineis.moe.gov.bn/di/di_3.2.php) under Manage Student Discipline > Process
Incident Log (Discipline Teachers, Deputy Principal & Principal) > Update incident log > Escalate
Incident Log to HEP.
5. School users (Class Teacher, Deputy Principal and School Principal) are not able to generate
disciplinary letter. What is to be done? *
Ensure that Offence Status are set to “Confirm” then option to print disciplinary letter will be
available.
6. School counsellor are not able to create School counselling Log. What is to be done? *
i. Ensure that role “MOE_SCHL_COUNSELOR“ has been assigned to school counsellor
ii. Ensure that students are in the campus.
7. HEP officer are not able to view escalated disciplinary cases. What is to be done? *
Ensure that role “MOE_HQ_HEP_OFFCR “are assigned to HEP officer. Only escalated cases
to specific HEP officer are able to view the case.
8. BKK officer are not able to view escalated counselling cases. What is to be done? *
Ensure that role “MOE_HQ_BKP_COUNSELOR” are assigned to BKK officer and the case are
assigned to the specific BKK counsellor.
9. BKK Head are not able to assign different BKK counsellor to handle counselling cases. *
i. Ensure that “MOE_HQ_BKP_HEAD” are assigned in order to be able to assigned differ
counsellor.
ii. If BKK counsellor are not able to be found in system, please ensure BKK counsellor have iNEIS
account. Creation of iNEIS account can refer to JSS Helpdesk by filling up template which can be
found on iNEIS Portal (http://ineis.moe.gov.bn/mod/page/view.php?id=42 ) >Data Loading >
Teacher Data Template.
10. In the event of a systems failure or power outage, users who are handling the following Business
Processes:
I. Create Discipline incident log will need to record student disciplinary information using the
“Discipline incident log” template. The template captures the following data which can be entered
later into the system:
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Student’s Name/ID
Date
Class Section
Type of offence
Offence place
Offence Time
Evidence (if any)
Action taken
Reporter ID/Name
II. Create Counselling log will need to record student counselling information using the “Counselling
log” template. The template captures the following data which can be entered later into the
system:
Student’s Name/ID
Date
Class Section
Name of counsellor
Counselling information
Session info - Session number/Date/Time/Place/Comment
Users with the School discipline officer/Class Teacher/Principal user-role may contact support at the
following should they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Users who may require further information on disciplinary matters may contact Hal ehwal
pelajar(HEP), Jabatan Sekolah-Sekolah.
Users who may require further information on counselling matters may contact Bahagian Kerjaya dan
Kaunselling Jabatan Sekolah-Sekolah.
School Management 1. School users are not able to update school organization, school committee and schools event
data. What is to be done? *
a) Ensure that School admin are granted role of “MOE_SCHL_ADMIN_SCHL_MGMNT”
b) Ensure that Campus security are properly assigned to School Admin.
2. School users are unable to upload School committee data. What is to be done? **
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a) Users are not granted role of “MOE_SCHL_ADMIN_SCHL_MGMNT”
b) Ensure that MOE School Management Officer are granted role of
“MOE_HQ_SCHL_MGMNT_OFFCR”
c) Excel template are not filled properly.
Please refer to online help (http://help.ineis.moe.gov.bn/sm/sm_2.1.php) > School Management
> Setup Committee Data > Setup/Update committee Data > Upload committee Data.
3. In the event of a systems failure or power outage, users capturing/updating school Management
information will need to record the data using the “School Management” template. The template is
divided into three (3) sections and captures the following data which can be entered later into the
system:
I. School organization
School Location & Address
School Contact number
Type of School department
II. School committee data
Teacher ID/Name
Teacher role in the committee
Committee Name
Start/end date of joining the committee members
III. School event data
Meeting Name/Date/Time/Location/contact minutes/Meeting Type
Meeting coordinator name/ID/Contact number
Users with the School Admin user-role may contact support at the following should they encounter any
issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Pass
1. School Registrar are unable to find the student at Visa Permit Data page. What is to be done? ***
i. Verify that the student is enrolled in the current school from the student/program plan page.
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ii. Verify the student Citizenship/Passport in the Citizenship and Passport
page. Please refer to Online Help (http://help.ineis.moe.gov.bn/sr/sr_1.10.php) > Manage
Teacher and Student records > Manage Student Records > Maintain Student Citizenship and
Passport.
2. Registrar are unable find the Visa Permit Data page. What is to be done? *
Registrar do not have specific role "MOE_SCHL_ADMIN_STDNT_PASS".
3. Unit Pengakuan Belajar (UPB) Administrator(MOE) are unable find the Visa Permit Data page.
What is to be done? **
UPB Officer do not have specific role "MOE_HQ_UPB_ADMIN".
4. UPB Administrator (MOE) are unable to Print the 4 Colour "Surat Akuan Belajar" letter/
acknowledgement letter. ***
The status must be save as Issued, the acknowledgement letter button will only be shown.
5. In the event of a systems failure or power outage, the school admin will need to create/update
student pass information using the “Student Pass” template. The template captures the following
data which can be entered later into the system:
Student’s Name
Date
Sponsors Name
Sponsors relationship with applicants
Applicants passport number
Reference number
Immigration Expiry Date
Issuing Authority
Issue Place
Form collection Date
Users with the School Admin user-role may contact support at the following should they encounter any
issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Users who may require further information on Student Pass related matters may contact Unit Pengakuan
Belajar (UPB) at the following:
Contact No: +673-2230145/ +6732-230146.
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Manage Billing 1. School Finance Officer can’t calculate the fees for the student. What is the issue it can’t be
calculated? *
i. Verify the Student Program/Plan if the student is Active.
ii. Student must be Term Activated to the current Term.
iii. Verify the school Master Fee setup have been set.
iv. Verify the student citizenship is correct.
v. Verify the student Academic Plan.
vi. If the problem persists, use the Manual Ad/Hoc Calculation instead. Steps can be found in
Manage Invoice (Billing) > Manual Ad/Hoc Calculation > Manual Charge: Group Post (Online)
under “Create Group for Approval”.
Refer to the Online Help under Manual Invoice (Billing) > Automatic Tuition Calculation > Tuition
Calculation for Individual under “Individual Student Tuition Calculation” on how to calculate
automatically the fees individually or under Manual Invoice (Billing) > Automatic Tuition Calculation >
Tuition Calculation for Batch of Students under “Calculate fees for Batch of Students” by batch of
students.
2. The fees calculated is not posted into the Student Financial Account. How to clarify this issue? *
Verify the Student Program/Plan if the student is Active.
Verify the Academic Plan if it’s to the latest Year.
Verify the school Master Fee setup have been set.
If the problem persists, use the Manual Ad/Hoc Calculation instead under Manage Invoice
(Billing) > Manual Ad/Hoc Calculation > Manual Charge: Group Post (Online) under “Create
Group for Approval”.
3. The Excel file for Group Post failed to be uploaded into the system. How to find out what went
wrong and fix this? *
Verify the Group Type and MOE Layout ID is correct.
Check if the file is saved as csv (comma delimited).
Check the file layout if the data order is correctly placed.
Verify the correct term.
Check the item code if it’s correct and it’s for Invoice (Billing).
Verify the date format.
Verify the dates whether it’s within the range of the term.
Verify the Student ID.
Verify the format of the fields from the link given from Online Help under Manage Invoice (Billing) >
Manual Ad/Hoc Calculation > Manual Charge: Upload Excel File to Group Post under “Create Upload
File in .CSV Format“.
4. The approval is not received by the school principal. How to resolve this? **
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Check with helpdesk if the school principal have the granted roles to access them, and if it’s
resolved then cancel your previous upload and re-upload it to restart the process in order to
send it to the correct approver.
5. The Student ID is not found in iNEIS. How to resolve this issue? **
Verify if student have an active term in his/her residing school.
6. Unable to perform billing because the student has not been transferred. How to resolve this
issue? **
Verify the Student Program/Plan if the student is in your school.
Contact the School which the student used to reside in and asked them to complete the
transfer process of that student to your school.
Manage Collection 1. The file failed to be upload to the iNEIS. How to find out what went wrong and fix this? *
i. Verify the Group Type and MOE Layout ID is correct.
ii. Check if the file is saved as csv (comma delimited).
iii. Check the file layout if the data order is correctly placed.
iv. Verify the correct term.
v. Check all item code if it’s correct and it’s the code for collection.
vi. Verify the date format.
vii. Verify the dates whether it’s within the range of the term.
viii. Verify the Student id.
Verify the format of the fields from the link given from Online Help under Manage Collection >
Manage Counter Payments > Upload External File to Group Post under “Create Upload File in .CSV
Format”.
2. The received fees is not posted into the Student Financial Account. How to clarify this issue? *
i. Verify the student ID from the group posting for collection.
ii. Verify the student account to see if the amount is posted there.
3. The approval is not received by the school principal. How to resolve this? **
Check with helpdesk if the school principal have the granted roles to access them, and if it’s
resolved then cancel your previous upload and re-upload it to restart the process in order to
send it to the correct approver.
4. In the event of a systems failure or power outage, users who are handling the following Business Processes:
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I. Payment Collection from students will need to record payment information from students using the “payment from students’ template”. The template captures the following data which can be entered later into the system.
Student Name Item Type (School Fund or School Fee) Amount Date of Payment
Users with the School Finance Officer, School Admin, Class Teacher or Principal/Deputy Principal
user-role may contact support at the following should they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Allowance (School)
Allowance Application 1. When creating the Allowance Application, School Welfare Officer can’t find the Student ID or
finding using its I.C. Number. What is the cause of this issue? *
i. Verify that the student is enrolled in the current school from the Student/Program Plan page.
ii. Verify the student is on the current Academic Career.
iii. If the problem still persists, please seek assistance with your School Registrar to check if the
student is present in the school.
Please refer to the Online Help under Manage Student Allowances > Allowance Application > Apply
for Allowance, on how to create the Allowance Applications.
2. When creating the Allowance Application, the student Family Details are empty. What is to be
done? *
Verify the Student Family Details if it is entered in the Student Family Details page.
3. When creating Allowance Application, the Student Information are empty. What is to be done? *
i. Verify the Student Information if it is entered in Add/Update a Person page.
ii. Verify all the information is entered and use the latest information of the student details.
4. When creating Allowance Application, the Level of the student is still not showing the current year
level. What is to be done? **
Contact the School Registrar to progress the student.
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Issue and Monitor Allowances 5. When creating the Allowance Disbursement for Elaun Sara Hidup (ESH), the process did not detect
the students who is applying for this allowance. What is the cause of this issue and what need to
be done? *
i. Verify that the student allowance application type is applying for the ESHB1 and ESHPK.
ii. Verify on the Disburse Allowance page, all the required information is entered. This include the
allowance type, especially the ESHB1 and ESHPK.
Please refer to the Online Help under Manage Student Allowances > Issue and Monitor Allowances >
Disburse Allowance under “Calculate Disbursement Amount” on how to Disburse Allowance.
Terminate Allowances 6. When terminating the allowance application by batch, the allowance application for the specified
student is not terminated. What is the cause of this issue and what need to be done? *
i. Verify that the student clearance is done in the system.
ii. Verify that the student is graduated/transferred/deferred.
iii. If the student is still not terminated by batch, please do manually to terminate the student.
Please refer to the Online Help under Manage Student Allowances > Terminate Allowance >
Terminate Batch Allowance under “Run Terminate Batch of Student (Clearance) Process” on how to
Terminate Batch Allowance.
7. In the event of a systems failure or power outage, users who are handling the following Business
Processes:
I. Create a New Allowance Application will need to record Allowance information from students using the “New Allowance Application” template. The template captures the following data which can be entered later into the system.
Student Name I.C. Number Allowance Type - Bus, Hostel and Elaun Sara Hidup Student Details
Allowance Start Date
Allowance End Date
Distance from home to school Family Details (Parents, Guardian if available and siblings)
Name
Age
Marital Status
Relationship with Applicant
Employment Status
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Users with the School Finance Officer or Principal/Deputy Principal user-role may contact support
at the following should they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Student Allowance (JSS) 1. When creating Allowance Application, the application is not routed to Principal for approval. What
is to be done? **
i. Verify that the current School Principal has the MOE_SCHL_ALLOWANCE_APPR role.
ii. Verify the MOE_SCHL_ALLOWANCE_APPR role exists in the Approval Rules list in the Allowance
Type Setup page.
iii. If the problem persists, please contact iNEIS Helpdesk to solve the issue.
2. In the event of a systems failure or power outage, users who are handling the following Business
Processes:
i. Approve/reject allowance applications will need to record Allowance approval/rejection
information from using the “Allowance Application status” template. The template captures
the following data which can be entered later into the system
Student Name
IC Number
Approval Status (Approved/Rejected)
Users with the MOE Allowance Approver user-role may contact support at the following should
they encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
Manage Scholarships & Bursaries
Manage Scholarship & Bursaries Application 1. When uploading the HECAS file, Scholarship Section found that there were no Scholarship
Application automatically created in the Scholarship Application page. What is the cause of this
issue? *
i. Verify the HECAS excel file if these required fields is not entered such as Applicant’s Name,
Level Code, I.C. Number, I.C. Colour and Gender.
ii. Verify the HECAS excel file that it is in a .CSV format.
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iii. Make sure the HECAS excel file fields is pipe delimited and separated by ‘|’.
iv. If it’s not successfully uploaded, please create manually through the Scholarship Application
Form page.
Please refer to the Online Help under Manage Scholarships & Bursaries > Manage Applications for
Scholarships & Bursaries > Interface new applications from HECAS under “Upload HECAS file to
create Application” on how to upload the HECAS file.
Evaluate and Award Scholarships 2. Scholarship Section is unable to upload the application status, the process displays an error that
the student NRIC cannot be found. *
i. Verify the student National ID data is the same as the IC Number in the uploaded .CSV file.
ii. If the National ID field is showing a different IC Number, verify the student’s IC Number and
update the field if required.
iii. If the issue is still persist, update manually the Scholarship Application Status through the
Scholarship Application Form page.
Refer to the Online Help under Manage Scholarships and Bursaries > Evaluate and Award
Scholarships > Update Scholarship Application Status under “Update Application Status” on the
format of the .CSV file.
3. When using the Scholarship Rejection letter, the generated letter doesn’t give any reasons why the
Scholarship Applicant is rejected. *
i. Make sure the Scholarship Application Status is rejected.
ii. Also verify that once the Application Status is changed to Rejected, the remarks field must be
entered with the reasons in the Scholarship Application Form page.
iii. If the reasons is still not appearing in the remark field, please manually add the reasons in the
Rejection Letter once it is generated by the system.
Manage Scholarship 4. Scholarship Section is unable to upload the Disbursement Details, the process displays that the
student NRIC cannot be found. *
i. Verify that the Student I.C. Number entered in the uploaded disbursement file tallies with the
National ID of the student in the system.
ii. If the National ID in the system is not the same as is entered in the file, please update the
National ID and try to upload again the file.
iii. Make sure the data entered in the file is correctly entered on each of the fields. Refer to this link
in Online Help under Manage Scholarships and Bursaries > Manage Scholars > Upload
Disbursement Details under “Create Upload File in .CSV Format” for the format of the fields.
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iv. If the issue is still persist, update manually the Disbursement Details in the Scholarship
Disbursement page as referred to this link under Manage Scholarships and Bursaries > Manage
Scholars > Enter Disbursement Details.
5. When generating the Scholarship Expense Claims, the name under ‘Dan Atas Nama Wakil:’ is not
visible. What is the cause of this issue? *
i. Please make sure the Father/Student Name is entered in the Scholarship Claims page.
ii. If the problem is still exist, update the Scholarship Claims letter manually after it is generated by
the system.
Refer to the Online Help under Manage Scholarships and Bursaries > Manage Scholars > Enter
Student Expense Claims on how to create the Scholarship Claims letter.
6. In the event of a systems failure or power outage, users who are handling the following Business
Processes:
i. Create a New Scholarship Application will need to record Scholarship Application information using the “Scholarship Application Template”. The template captures the following data which can be entered later into the system:
Student Name I.C. Number
ii. Update Interview Details will need to record Scholarship interview information using the “Update Scholarship Interview Details” template. The template captures the following data which can be entered later into the system
Student Name I.C. Number Interview Title - Multiple Mini Interview, Oral Malay Interview, Continual
Assessment Test, Scholarship Committee Interview Average Marks Result - Fail/Pass Remarks (If necessary)
iii. Update Application Status will need to record Scholarship Application Status information using the “Update Scholarship Application Status” template. The template captures the following data which can be entered later into the system:
Student Name I.C. Number Application Status
Note:
If Application Status is Awarded, Scholarship Section can proceed to creating awarded letter.
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If Application Status is Rejected, Scholarship Section can proceed to create rejection letter.
iv. Enter/Update Scholar’s Academic Details will need to record Scholar’s Academic Details using the “Update Scholar’s Academic Details” template. The template captures the following data which can be entered later into the system:
1. Upon Completion -
Student Name I.C. Number People most accessible in Brunei details
Name
Address
Mobile Phone
Office Phone and Email (If necessary) Exam Results details
Results
Classification
Degree Awarded Testimonial of Return details
One way ticket - Government/Self-Funded
Date of Departure
Date of arrival in Brunei Co Curriculum Activities details (If necessary)
Association/Activity
Position
Date From
Date To
Awards
2. Semester Updates - Student Name I.C. Number Reporting Date Year of Study Semester (If necessary) Result - Fail, Pass, Pass after Resit, Pending, Repeat, Resit with attendance
and Resit without Withdraw Classification (If necessary)
v. Enter/Update Scholarship Disbursement Details will need to record Scholar’s disbursement details using the “Scholar’s Disbursement” template. The template captures the following data which can be entered later into the system:
I.C. Number Scholarship Type
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Application Year Month Year Year of Study Payment Made From Payment Made To Payment Type Payment Type Detail Amount
vi. Enter/Update Scholarship Expense Claims will need to record Scholar’s Expense Claims using the “Scholar’s Expenses” template. The template captures the following data which can be entered later into the system:
Take note of the scholarship student which MOE Scholarship Section want to enter/update
scholarship claims “Scholar’s Expense”
o Student Name o Payment Type - Elaun Kacamata, Elaun Bagasi, Elaun Buku, etc. o Foreign Currency o Amount in Foreign Currency o Exchange Date o Exchange Rate o Adjustment Reason o Adjustment Amount o Actual/Total Claim
Users with the MOE Scholarship user-role may contact support at the following should they
encounter any issues:
Contact Person: iNEIS Helpdesk team
Contact No: +673-2230635 / 2230637.
Email: iNEIS@moe.gov.bn
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Technical
Hardware 1. Hardware Failure ***
As hardware maintenance is covered by Sprintville Technologies (SPV), routine checks on all
hardware are conducted daily. This includes monitoring health status, faulty components, resources
and whether application services are running. Any hardware failure is escalated to Oracle Support for
further diagnosis.
In the event of hardware failure, there are a few ways to identify the source of failure.
1. Physical
- There will be ambient light ‘Blinking’ indicating there error on the server itself.
- Administrator will need to login via ILOM to check the error
2. via ILOM
- Administrator is able to check the health/status of the server via ILOM
- Should there be a ‘Warning’ icon, the error code is provided together when filing a service
request to Oracle Support (www.support.oracle.com)
- Service Requests are provided with additional requirements E.g. snapshot, logs, screenshot
- There will be a turnaround time for replacement of parts depending on severity and their
respective impact are as below:
o Severity 1 – Within 1 week.
o Severity 2 – Within 5 days
o Severity 3 – Within 2 days
2. Pillar chassis is faulty ***
Axiom Pillar is the core storage hardware that stores all the operating system (OS) and Application
(Data). However, should there be an impact, it will be the chassis but it is preventable by using the
Unified Archives method.
Unified Archives are a new native archive type for Oracle Solaris. Unified Archives enables multiple
system instances to be archived in a single unified file format. Unified Archives may contain one or
more archived instances of Oracle Solaris from a single host. Administrator can select individual
installed zones to include during archive creation and the host itself is optional.
Administrator can deploy Unified Archives to recover a system that needs to be replaced due to
failure, duplicate or clone a system configuration that you want installed on multiple machines or
migrate an existing system to new hardware or to a virtual system. Administrator can deploy archives
using any of the following methods:
Oracle Solaris Automated Installer (AI)
Oracle Solaris Zones utilities
Unified Archive bootable media
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The solutions to prevent such impact and action are as mentioned below:
OS Level
1. To create a unified archives for all servers to the local hard disk
2. Restore the unified archives to the particular server
Application Level
o SPV to ensure NetBackup successfully backup all servers with policy WebAppFSbkup
o Restore from the NetBackup to the particular server.
3. Disk Storage full (Production & Non-Production) ***
Administrator are able to view the status or health via Axiom Storage Service Managers software.
Escalation is required when the storage has reached 80% usage for the DICT to commence with the
procurement process as it may require time for the shipment/hardware to arrive before the storage
is full, all new data will not able to save.
Application 1. Application requires Server reboot *
Typically, when an application is updated, the server environment requires a reboot to apply the
changes made to the configuration. Escalation to applicable stakeholders is required. End-user might
not be aware and the work done will not be saved. End-user might encounter disconnection from
the system.
Escalation measures are as follows:
1. SPV inform DICT
2. Provide DICT the approximate time required, date, which server and when the server will be up
3. Notify end user with Memo on the login page (system.ineis.moe.gov.bn)
4. Notify DICT when the server is up and running
5. Notify DICT should SPV required extended time for maintenance
Network 1. System Connectivity Issue ***
The physical network is divided into logical segments (3 Tier) E.g. Web server 1, Web server 2 and
Web Server 3. These reduce the latency and traffic load on the network and the network devices,
offering increased performance.
The diagrams below shows Production (Figure A) and Non-Production (Figure B) network
environment.
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SERVER FARMDMZ
APPServers
StorageWEB
Servers
NBUServersDB
Servers
STORAGETEK SL150
FRONTCONTROLPANEL
TapeLibrary
SAN FC Network
Production
MOE Network
EGNC DC
OGN
CounsellingMOE HQ CoCurriculum
NEN
WSID Schools
MOE InternetL
Others Schools
EGNC Firewall
MOE Firewall
Data IP
Mgmt IP
Backup IP
DMZ IP
Network VLAN
OVMServers +Manager
Figure A Production Environment
SAN FC Network
SERVER FARM
Non-Production
MOE NetworkMOE Firewall
Data IP
Mgmt IP
Backup IP
Other VLAN
OVMServers +Manager
NBUServers
Storage
STORAGETEK SL150
FRONTCONTROLPANEL
TapeLibrary
WEB/APP Server:CSDEVCSCFGCSUATCSTRN
CSUAT2
Database Server:CSDEVCSCFGCSUATCSTRN
CSUAT2
Figure B Non-Production Environment
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With regards to the system, Network connectivity refers to inbound connectivity and outbound
connectivity.
Inbound connectivity refers to communications among the servers within their respective
environment.
Outbound connectivity refers to accessibility of users to the system via intranet or internet.
Intranet connectivity is provisioned by EGNC for school users to connect to the system.
HTTPS (also called HTTP over TLS, HTTP over SSL and HTTP Secure) is a protocol for secure
communication over a computer network which is widely used on the Internet. HTTPS consists of
communication over Hypertext Transfer Protocol (HTTP) within a connection encrypted by Transport
Layer Security or its predecessor Secure Sockets Layer. The main motivation for HTTPS is
authentication of the visited website and protection of the privacy and integrity of the exchanged
data.
Should there be any connectivity issue, all users might encounter a lag, blank page, xml invalid, etc.
Issues with inbound connectivity:
1. SPV to check the network internally. Example Ping, Traceroute, Download and upload Packet
Size, TCPView, etc.
2. Reboot the Application server and clear the cache.
Issue with outbound connectivity:
1. DICT to check connectivity of firewall and load balancer by using general network diagnostic
tools e.g. Ping, Traceroute, Download and upload Packet Size, TCPView, etc.
2. If issue persists:
Intranet: DICT to check school’s respective network hardware
Internet: DICT to check EGNC’s vendor.