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Transcript of Systems Database
EMIS EMIS RegistrarRegistrarInformation Management Information Management
SystemsSystems
DDUMALAG UMALAG VVOCATIONAL-OCATIONAL-TTECHNICAL ECHNICAL SSCHOOLCHOOL
© 2009-2011 by Gibson H. GuirhemTeacher I, TESDA-DVTS
Data is integrated, organized and systematized Data search result can be obtained immediately Data can be created, manipulated, shared and
retrieved automatically by several users simultaneously
Data can be shared or obtained without opening MS Excel, etc. or sharing files in flash disk, etc.
Data can be reported easily Reliable data accuracy and error can be seen
immediately Data can also be stored and used for the future
programs; can be designed to fit with the latest TESDA templates
EMIS REGISTRARAdvantages
Saves time Saves effort and workforce Saves paper and ink (saves planet earth) Saves money, resources and electricity Furthermore, Supervisors, Faculty, Security,
Assessment Office, Employment Office, ID Card/Image Capture/Biometric Service Office, Guidance Office, Cashier, Librarian … would know if the trainee is officially enrolled
EMIS REGISTRARAdvantages
Less mistakes and these mistakes can be easily corrected
Less hassle or less worries Since report can be generated immediately,
we get more time checking, analyzing and verifying the outputs
One may need not learn advanced MS Excel* functions like formatting, formulas.
Clients’ needs can be given immediately More time with the students More coffee breaks
*Reporting Application
EMIS REGISTRARAdvantages
REGISTRAR OFFICE
ASSESSMENT OFFICE
GUIDANCE OFFICE
SCHOOLLIBRARY
POST-TRAINING (EMPLOYMENT) OFFICE
OFFICES AND DEPARTMENTS
CASHIER
TESDA-DVTS
ORIGINAL SYSTEM SETUP
1. Offices are set apart from each other by buildings, space or elevation
2. Since data is not directly shared each offices may work independently like encoding data already encoded by one office or one office may miss some important information
3. Data is not updated even when (for example) Registrar (or other offices) has updated it
4. Lots of print-outs and waste of time and resources
5. Disorganized...
EMIS Registrar is a database manager software. It is the one that communicates with our database when we store, search or retrieve information from it. This software was created and developed using Visual Basic 2008 .NET
EMIS RegistrarEMIS Registrar
The system uses the WAMP with an FTP Server: WWindows + AApache (Web Server) + MMySQL Server (database) + PPHP
MySQLMySQL is a powerful, free database that allows multiple users to perform queries to the information stored in it.
ApacheApache is also a free webserver and can be installed to any normal workstation to provide web-based services
PHPPHP allows to query MySQL database through web-browser FTP FTP allows transfer of files like photos to one computer to
another.
TESDA-DVTS
EMIS Registrar features the following services/functions:
1. Registrar Data Manager2. Online Registration
Module3. CAC Data Manager4. Post-Employment Data
Manager5. Assessment Mobile
(Backup)6. Registrar Mobile (Backup)7. Offline Assessment
(Mobile) for field assessment
EMIS Registrar Login Form
TRAINEE
CREATE ENROLLMENT PROFILE
Section/Batch Course/Qualification Training Schedule
CREATE ACCOUNTS
Training Fee Assessment Fee Miscellaneous Fees
ADMISSION REQUIREMENTS
ONLINE REGISTRATION
ASSESSMENT AND VERIFICATION
PAYMENT
VALIDATION
INTERNAL CLIENTS
REQUIREMENTS VERIFICATION
EXTERNAL CLIENTS
SCHEDULING
ENCODING OF APPLICATIONS
REAL-TIME/ ACTIVE
ASSESSMENT for pending results
POST ASSESSMENT for batches with
assessment results
REPORTING
Data Required for Assessment:
Trainee’s Profile Enrollment Profile (Section,
Qualification and Training Schedule)
DATA PROCESSING (System Block Diagram)
WALK-IN APPLICANTS
REGISTRAR
ASSESSMENT
EMPLOYMENT DATA OJT
POST-TRAINING
Assessment Result
Employment Status
Tracking status (after 6 months)
Trainee’s Profile Enrollment Profile
(Section, Qualification and Training Schedule)
Assessment Result
REPORTS GENERATED:
1. Trainee’s Profile
2. Registration Form (for Assessment of Subjects and Fees)
3. Enrollment Form (Subjects, Schedule, Accounts, Payments)
4. Class Masterlist
5. Class, Instructor and Room Schedule
6. Enrollment Report (NMIS 050)
7. Terminal Report (NMIS 100)
8. MIS 03_02 (Enrollment, Terminal, Employment Report)
9. Certificate of Training
10. Statistics
11. Complete Monitoring Report
12. ID Cards
REPORTS GENERATED:
1. RWAC (no certificate number)
2. RWAC MONET
3. Statistics
REPORTS GENERATED:
1. Employment Monitoring Report
LIBRARY
GUIDANCEREPORTING
REPORTING
FLOW OF DATA
• Encodes Trainees’ Profile• Enrolls/Sections/Batches Trainees• Provides copies of Enrollment Reports, Masterlist and Statistics
CURRENT FUNCTION
REGISTRATION
OFFICE OF THE REGISTRAR
Creating a unique trainee’s ID ID NumberNumber for the trainee. This ID Number alone identifies the trainee in the database.
ENROLLMENT
Entering the trainee to a unique Section Section or Batchor Batch. The section describes the Course, Qualification Classification and Training Period.
REPORTS
REGISTRAR DATABASE
Registrar Database is installed in the computer called Registrar Server (REGServer).
REGISTRAR OFFICE
OUTPUT DATA:REGISTERED AND REGISTERED AND ENROLLED TRAINEEENROLLED TRAINEE
• ENROLLMENT REPORTS• MASTERLIST• STATISTICS
REPORTS PRODUCED:
TESDA-DVTSEMIS Registrar
FLOW OF DATA
• Receives internal clients (DVTS Scholar, Regular and Modular trainees)• Receives external clients (Other TESDA Schools trainees and Walk-In applicants) • Provides copies of Assessment Report and Statistics for other offices
CURRENT FUNCTION
OFFICE OF THE ASSESSMENT CENTER
OUTPUT DATA:ASSESSED TRAINEEASSESSED TRAINEE
Assessment Database is installed in the computer called Assessment Server (RWACServer) housed in the Office of the Assessment Center.
ASSESSMENT OFFICE
REGISTRARDATABASE
Internal clients carry its Registration and Enrollment information upon entering the assessment database so the other offices (like the Registrar) can retrieve the assessment information instantly.
ASSESSMENTDATABA
SE
REPORTS
REGISTRATION
Registration of candidates who applied for assessment. The registration process gives another unique ID Number for the trainee.
ASSESSMENT
Obtaining assessment results, date of assessment and assessor to create assessment report.
• ASSESSMENT REPORTS• RWAC• RWAC-MONET• STATISTICS
REPORTS PRODUCED:
TESDA-DVTSEMIS Registrar
FLOW OF DATA
• Tracks the employment status of the internal clients who have been assessed and have graduated and updates the trainee’s employment information which is based on his or her enrollment and assessment information.
CURRENT FUNCTION
POST-TRAINING OFFICE
OUTPUT DATA:TRAINEE’S TRAINEE’S EMPLOYMENT EMPLOYMENT STATUSSTATUS
Employment Database is installed in the computer called Employment Server (EMPYServer) housed in the Post-Training Office.
POST-TRAINING OFFICEREGISTRAR
DATABASE
EMPLOYMENT DATABASE
REPORTS
• EMPLOYMENT MONITORING REPORT
REPORTS PRODUCED:
ASSESSMENTDATABASE
• ID Number• Section/Batch• Assessment Result
TESDA-DVTSEMIS Registrar
FLOW OF DATA
• Registrar Office retrieves the assessment result from the assessment database and employment status from employment database. The trainee is traced or tracked because of the ID Number.
FLOW DESCRIPTION
DATA FEEDBACK TO REGISTRAR OFFICE
REGISTRAR OFFICEASSESSMENT
DATABASE
REGISTRARDATABASE
REPORTS
• TERMINAL REPORTS• BILLING STATEMENT• ENROLMENT MONET REPORT• CERTIFICATE OF TRAINING• COMPLETE MONITORING REPORT
REPORTS PRODUCED:
EMPLOYMENTDATABASE
TESDA-DVTSEMIS Registrar
EMIS REGISTRAREMIS Registrar Client GUI for Online Registration
EMIS REGISTRAREMIS Registrar Client GUI for Online Registration
The trainee is given a chance to encode his or her personal profile. The GUI is designed to be user-friendly and easily understood even for the very basic user.
When this was released for use, it was given a name Online Trainee Registration or eTESDAreg. A new or returning trainee is given a privilege to connect to the database and create or edit her profile, shift to a new training or course and request for enrollment.
The registration GUI is applicable for Regular, Modular and even for Scholar.
Since this is just like filling-up an actual personal trainee profile, we are assured that the spelling of their names are correct.
This module also tries to calculate and assess the capacity of the trainee to use the common Windows® forms like filling up fields, textboxes, using combo-boxes, scrolling, drag-and drop, clicking, etc. The literacy is rated by measuring their duration of registration and the presence of the assistance.
EMIS REGISTRAREMIS Registrar Client GUI for Online Registration
After the trainee has requested for enrollment, he or she will be given a code. This code is actually used as a priority number for the services following the Online Registration.
EMIS REGISTRAREMIS Registrar Control GUI – Manual Profile Registration
This tab of the Control GUI used by the encoder to create or edit registration done through the Online Registration Module. This is also used to enter registrations of those who find it difficult to use the Online
Registration module.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management
Section management tab gives the information about the trainee, about her enrollment and assessment history. This is also the one used by the Controllers to section, create subject, schedules, accounts and
update payments and many other functions. The trainee can easily be found by entering her name or trace code in the search box.
EMIS REGISTRAREMIS Registrar Control GUI – Creating a Section
This for is used for creating new sections for Regular, Modular and even Scholar. Note that the information you will provide for a section’s
properties will reflect in most TESDA reports.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Data
Processing
For the controller to easily manage the enrollment of a trainee, this tab would make a lot of work easier.
Click these button to view the output
forms
EMIS REGISTRAREMIS Registrar Control GUI – Section Management - Sectioning
The trainee can be added to a section through a drag-and-drop operation.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Subject
Management
Subjects for a certain period are based on curriculum nomenclature. Core competencies are starred.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Class Schedule
This form will help create schedule for a class, instructors and room. Conflicts disable a schedule to be created therefore providing a seamless schedule management.
Click this button to view Schedule
printout
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Trainee’s
Schedule
The schedule can be applied to the trainee’s available subjects or competencies. For irregular trainees, advanced scheduling will help set the irregular trainee’s schedule.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Accounts
This tab is used to manage Trainee’s Accounts.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Payments
This tab is used to manage Trainee’s Payments.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – ID Card
This is used for creating ID Cards by just dragging-and-dropping profiles to the empty card set.
Click this button to view ID Card
printout
EMIS REGISTRARSection Query and Statistics
Gives the summarized view of trainee’s population.
EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Employment
The trainee’s employment status can be updated through this form.
EMIS REGISTRAREMIS Assessment Control GUI – Application Form
EMIS Assessment GUI helps an encoder to manage applications from internal and external applicants. A lot more advantage on entering internal applicants data since this was already existing in the database.
EMIS REGISTRAREMIS Assessment Control GUI – Real-time Assessment
This tab makes it easier to update assessment status and results after the assessment. Applications can be entered before hand and be set it to ‘To Be Assessed’ in Application Form tab.
EMIS REGISTRAREMIS Assessment Control GUI – Batch Management
Batch Management is used to query assessment information through schedule and qualifications. In this area also will help the encoder to create RWAC report.
Click this button to view RWAC Report
EMIS REGISTRAREMIS Assessment Control GUI – RWAC MONET
This tab manages the reporting of RWAC Monet for TESDA P.O. In the list you can find which batches have been reported and which are not. Both the NC and COC report can be generated from this form.
Click this button to view
RWAC MONET Report
EMIS REGISTRAREMIS Assessment Control GUI – Offline Assessment (Mobile)
If TESDA designates a different assessment venue (other than the Assessment Center), Mobile Assessment Terminal facilitates the applications and assessment result so there’s no need to encode
these application when the packages arrive at the Assessment Center. The mobile device (laptop) can be docked to the network, connect to the assessment server and upload data conveniently.
EMIS REGISTRARSynchronization of Databases
Synchronization is needed to keep the databases up-to-date and this will give the most updated/latest information to any offices. The Registrar, Assessment and Post-Training Offices have their own server
and main database and each have their own copy of databases of other offices. This is done so they can actually work independently at any time. Any changes made on other offices won’t reflect in one if
synchronization is not done therefore synchronization is needed to update these copies of databases. Synchronization works pretty easy when all servers are online and in one network.
See an animated explanation about Synchronization.
EMIS REGISTRAROffline Synchronization (Offline Update)
If synchronization couldn’t work especially when no network connection can be established, Offline Update would resolve this problem. This is done by downloading the update files into one flash drive or
any storage device and uploading them to the other servers.
EMIS REGISTRARReporting
This form gives most of the reports of a section integrating the data given by the assessment and post-training offices.
TESDA ENROLLMENT REPORT
TESDA TERMINAL REPORT
TRAINING AND EMPLOYMENT MONITORING
EMIS REGISTRARReporting
Statistics and Summaries will gather all the data specified in the filter. This gives the user also an option to select what type of report format and style to be
generated .
Statistics (Original)
Statistics (RNN Style)
Live/Real-Time Enrollment Statistics
EMIS REGISTRARReporting
This tab will help you generate MIS 03_02 report.
Training and Employment Report
(MIS 03_02)
The trainee can review the information she had entered once she receives the print-out of her profile. This form is submitted to the Registrar. BACK
EMIS REGISTRARReports Generated
TRAINEE’S PROFILE
Registration Form shows the subjects, schedule and accounts of the trainee. This is subject for assessment and verification.
REGISTRATION FORM (FOR ASSESSMENT AND VERIFICATION)
BACK
EMIS REGISTRARReports Generated
This form is produced by the registrar and is ready for validation.
ENROLLMENT FORM
BACK
EMIS REGISTRARReports Generated
One a schedule is created the class, instructor’s and room schedule are automatically generated.
CLASS, INSTRUCTOR AND ROOM SCHEDULE
BACK
EMIS REGISTRARReports Generated
TESDA ENROLLMENT REPORT (NMIS 050)
BACK
EMIS REGISTRARReports Generated
TESDA TERMINAL REPORT (NMIS 100)
BACK
EMIS REGISTRARReports Generated
TRAINEE MASTERLIST (SECTION)
BACK
EMIS REGISTRARReports Generated
MIS 03-02 Form
BACK
EMIS REGISTRARReports Generated
Employment Monitoring Report
BACK
EMIS REGISTRARReports Generated
ENROLLMENT/GRADUATION STATISTICS
BACK
EMIS REGISTRARReports Generated
ENROLLMENT/GRADUATION/ASSESSMENT STATISTICS
EMIS REGISTRARReports Generated
BACK
Live Enrolment Statistics sample screenshot (enrollment as of June 17, 2011). No need indeed for another sophisticated program (which is usually commercialized) to show this enrolment statistics. This one was created using MS Excel 2007. A free MySQL ODBC adapter that can be downloaded from the net will help Excel connect with the live data directly from the database.
Excel can be programmed when to retrieve data from the database and automatically updating the chart. This one was set to retrieve data every two minutes.
BACK
EMIS REGISTRAREnrollment Statistics
RWAC Report
BACK
EMIS REGISTRARReports Generated
RWAC Monitoring Report
BACK
EMIS REGISTRARReports Generated
CERTIFICATE OF TRAINING (PGS SAMPLE)
BACK
EMIS REGISTRARReports Generated
ID CARDS
*MS Excel is still used as ID Card generator. BACK
EMIS REGISTRARReports Generated
SynchronizationONLINE SYSTEM
ASSESSMENTDATABASE
REGISTRARDATABASE
EMPLOYMENTDATABASE
Information can be exchanged, updated and manipulated simultaneously anytime. Information is always current or recent/up-to-date.
But when one of the server goes offline, connection breaks and no transmission can made to that server. Latest information (or even the previous ones) cannot be retrieved because the server cannot be reached.
SYSTEM ONLINE
SYSTEM OFFLINE
LOCAL DATABASES OF REMOTE SERVERS
ASSESSMENTDATABASE
EMPLOYMENTDATABASE
LOCAL POST-TRAININGDATABASE
LOCAL ASSESSMENT
DATABASE LOCAL ASSESSMENT
DATABASE
LOCAL POST-TRAININGDATABASE
LOCAL REGISTRARDATABASE
LOCAL REGISTRARDATABASE
TO AVOID THAT PROBLEM
ARE INSTALLED WITH THE MAIN SERVER
DATABASESYNCHRONIZATIO
N
SERVERS CAN STILL WORK WITH THE PREVIOUS DATA USING THEIR LOCAL DATABASES. DATABASES WILL BE UPDATED WHEN SERVERS GO ONLINE AGAIN.
Prop
erty
of T
ESD
A-D
VTS
© F
ebru
ary
2009
REGISTRARDATABASE
REGISTRARSERVER
EMPLOYMENTSERVER
ASSESSMENTSERVER
NETWORK DESIGNREGISTRAR OFFICE
REGISTRAR SERVER
HUB
REGISTRAR ENCODERS/REPORTERS/PRINTERS
ASSESSMENT CENTER
ASSESSMENT SERVER
ASSESSMENT ENCODERS/REPORTERS/PRINTERS
POST-TRAINING OFFICE
EMPLOYMENT SERVER
EXTERNAL CLIENTS
ID CARD PRINTER
IMAGE CAPTURE BOOTH
MOBILE CLIENT
MOBILE CLIENT
W-LAN HUB/ROUTER/AP
ACCOUNTS/ BUSINESS
OFFICE
SCHOOL LIBRARY
EMIS OFFICE
IMPLEMENTATIONShowing the actual networking system in building layout and actual IT facilities utilization. Other offices are networked to share other EMIS’ services like internet connection and remote support. The installation stated on April 15, 2011, system testing started on the first week of May 2011 and
enrollment began on May 16, 2011.