ACMS Admin Manual

The System Admin role is a role that will be assigned to Astria learning personnel and will enable the user to be able to perform the following functions on the system:

Login
Configuration for new environment
Manage profile
Manage Academics
Manage collaborations
Manage data and reports
Manage administrations

Login

To login type the URL on the address bar [ This may differ based on different institutions]
Click Enter.
The Login screen below will be displayed.

NB: To be able to logon to the system, you should have been provided with your username and password.

Enter your user ID in the ‘User ID’ field
Enter password in the ‘Password’ field
To complete the logging in process, click on the ‘Log in” button
After logging into the system for the first time, users will be required to change their password.

Dashboard

After successful login; the picture below of a landing page will be displayed.

Configuration of the new environment

The purpose of this module is to set up a new environment for different schools/colleges and to allow admin to create and grant access to different users

Once the admin is logged in, on the landing page; navigate to the side of the screen and click Administration
Scroll down to select Settings and the system will display all the settings as shown below

Click General settings and the system will display a form where an admin will be required to fill in the following information
Enter the school/collage name
Enter the address of school/college
Enter the school/collage phone number
Select the institution type
Select the student attendance type
Select the start day of the week
Select the date format
Select the date separator
Specify the financial year start date
Specify the financial year-end date
Enter the starting receipt number
Select the language
Select the time zone that matches your institution
Select the country where your institution is located
Enter the currency type
Enter the precision count
Upload the school/collage logo [NB: The size of the image should not be greater than 500KB]
Upload a logo for the applicant registration form [NB: The size of the image should not be greater than 500KB]
Select the grading systems
Select the theme that matches the colour of your school
Select the font
Choose to enable /disable auto increment of student admission no [This should be enabled to allow the increment of student numbers(To enable click on the check box, to disable uncheck the box)]
Choose to enable /disable auto increment of employee no[This should be enabled to allow the increment of employee’s numbers(To enable click on the check box, to disable uncheck the box)]
Choose to enable /disable news comment moderation
Choose to enable /disable sibling
Choose to enable /disable password change at first time login [This should be enabled to allow user to set their own password]
Choose to enable /disable applicant notification to admins
Enter applicant notification email
Choose to enable /disable notification to applicant
Choose to enable /disable opt for application registration
On email template, enter all the details that should be send out to applicants
Click save to complete the process

Adding data to the system

Creating Acceptance/rejection letter

On the landing page; navigate to the side of the screen and click administration
Under administration you will find a link labelled “Settings” click the link and navigate to click on the link labelled “Create Acceptance Letter” as illustrated below

Click on Manage Acceptance letter then click on “New category course” as shown below.

Enter the category name (e.g general admission, post graduate and etc)
Enter the header of the acceptance letter
Specify/set the height of the header
Specify the width of the header
Enter the footer of the acceptance letter
Specify the height of the footer
Specify the width of the footer
Enter the page margin
Enter the font size
Enter the email address that should be CCd when the acceptance letter is sent out
Enter the subject of the email
Enter the body of the email (message that should be contained in an email that will be sent out together with the acceptance letter)
Enter the information that should be contained on the PDF format of the acceptance letter

Enter the subject for the rejection email
Enter the body for the rejection email
Enter the details that should be contained on the PDF format of the rejection letter
Upload any supporting documents
Click save to complete the submission

Create course levels/course year

Navigate to Administration > Settings > Manage global subjects > online registration > course year

Go to course year, click on create course level, enter the course level name, select the sequence number and save

Manage Course/Batch

On the landing page; navigate to the side of the screen then click Administration
Click Settings and click Manage Course/Batch as shown below.

By clicking on the link labelled “Manage Programme/Batch” a user will be redirected to the screen below where they will have the ability to manage programmes, manage batches and select

Clicking on Manage programme will redirect the user to the list of programmes available on the system, the user can view,edit, delete the programmes or the user can create new programmes in addition to the existing ones
To create a new programme, a user should click on the “new program” link located on the top screen as shown below and the system will display a form and allow the user to fill in the required information.

Enter the course name
Enter the section name
Enter the course code [this can be the prefix of the course name plus numbers depending on the policy of the institution]
Select the grading system type
Enable/disable elective selection [to enable the elective selection check the box otherwise leave it unchecked]
Select the course category [This is added on application letter creation]
Enter the admission prefix

Initial batch details:

Enter the batch name
Enter the start date
Enter the end date
Click save to complete the submission

Manage global subjects/Modules

On the landing page; navigate to Administration, go to Settings and click Manage global subjects/Module as shown below.

Under manage global subjects, click on manage short description to create a short description for the global subject

Click on new short description to create a new short description

After creating the short description, navigate back to the Manage Global Subject main page by clicking on global subjects on the navigation path and the system should redirect to the below screen.

Click on Manage global subjects to create new global subjects or update existing subjects names.

To create a new global subject, click on New global subject button as highlighted above and the below screen should be displayed

Assign global subjects to programmes

- On the landing page, navigate to Administration > Settings > Manage globals subjects > Assign Global subjects

Select to either assign by subject or by course.
If assign by subject is selected then the user should select the programme they wish to assign the subjects to

The system will display all the subjects in the system and allow the user to make selections

Assigning global subjects in a particular programme to batches and levels

Go to Administration > Settings > Manage Global Subjects > Online registration > Assign global subjects

Select the programme, batch, level and the global subjects linked to the selected programme will be displayed, selects all the global subjects you want to the selected batch and level

Associate employees with global subjects

On the landing page, navigate to Administration > Settings > Manage Global subjects > Employee Subject Association.

After clicking on Employee Global Subjects Association, a page below will be displayed, select the global subject, department and click on filter, a list of all employees in the selected department will be displayed, click on Assign next to the employee name you wish to assign the selected global subject to and the system will display a confirmation message.

Adding a course for application

On the landing page; navigate to the side of the screen and click Academics
Under academic tab, the user should click on Application Registration then click on Add Course as shown below

Select the course from the dropdown list [This is added on manage course/batch]
Enter the display name
Enter the amount that should be charge for application on the course
Check the box to activate registration
Click add course and the course will be saved to the database

Adding a term

On the landing page; navigate to the side of the screen and click the Academic link
Click Application Registration then click Category settings and the below screen will be displayed

Enter the term name (e.g Term 1, first semester and etc)
Enter the term code
Enter the start date of the term
Enter the end date of the term
Enter any additional notesClick save and the entered information will be saved to the database.

Setting Application instructions

On the landing page; navigate to the side of the screen and click Academics
then click Application Registration > Settings and the system will display the below page

After clicking the setting link, the user will be redirected to the page below where they will be required to enter the required information.

Enter the instruction that you want the applicant to see before they apply.
Or choose to disable application instructions by clicking on Disable application instructions

Customizing the application form

On the landing page; navigate to the top of the screen and click Academics

Click Application Registration then click Settings then navigate to the right corner of the screen and click Customize form as shown below

After clicking on the “customize form” link, the system will display a form and allow the user to customize it as per their institution policy, the user can also add new fields by clicking this icon and reorder the fields according to their preferences using this icon , the user can mark fields as mandatory by clicking the check box next to the field name.

To Add new Section, click on Add new section and the below screen will be presented.

Enter the name of the section
Enter the description of the section
Click on create section and the section will be added

To reorder section click on Reorder section

Drag the section according to the way you like the section to be displayed
Click save to complete the process.

Student Admission

The purpose of this functionality is to allow Admins to enroll and allot students into the system.

Student Application

To complete the student application process the admin should perform the following steps.

On the landing page; navigate to the side of the screen and Click Academic
Click Student > Student Admission as highlighted in the below screen

Clicking on the student admission link will redirect the user to the form where they will be required to enter the student related details, once the admin has entered all the required information, the admin should click on “save and proceed” and the system will add the student into the system.

Accepting/allocating student to programme

On the landing page; navigate to the side of the screen and click Academics
Click Application Registration and the below screen will be displayed

Click on highlighted icon next to the programme you wish to work with and the below screen will be displayed

To update the status, select the applicant and click Update status ( note that you can also update bulk students by selecting on the check box next to the student’s names you wish to update status for)
To allocate an applicant, select the applicant and click Allocate Applicant (NB: you can also allocate many students by selecting the check box next to the student’s names and click allocate )

Opening registration for students

To open a registration for student, an admin may follow these steps:

Step 1: Make sure that you create a course/batch, associate the course with global subjects, and enrol students under that course.

Step 2: Create a registration term for that course/batch.

Step 3: Create a batch group for that term.

Step 3: Associate that batch group with global subjects.

NOTE: Assuming that the course/batch has been created and there are students under that course/batch, the admin may proceed to open a registration for students who belong to that course batch.

Creating a registration term

On the landing page, navigate to the side of the screen and click Administration
Click Settings > Global subject/Module > Registration Term > Manage Registration term > New Registration and the system will display the page to create a registration term as shown below.

Enter the term name and click save and the term name will be added to the list of registration terms as shown below.

Note: If you already have a registration term, you can choose to modify it by clicking the modify link and the system will redirect you to a page where you can modify and save the registration term.

Creating a batch group period

On the landing page, navigate to the side of the screen and click on Academics then navigate to the settings
Under settings click Course registration management as highlighted on the below screen

Click the new batch group period and the system will display the page to create a new batch group period as shown below.

Select the registration term you wish to create a batch group for.
Enter the name of the batch group.
Select an LMS course prefix (this prefix will be used in the LMS) or click “add new” to create a new prefix.
Set the start and end date.

Select the registration term you wish to create a batch group for.
Enter the name of the batch group.
Select an LMS course prefix (this prefix will be used in the LMS) or click “add new” to create a new prefix.
Set the start and end date.
Select the batch by clicking on the check box next to the batch name.
Click save.

Note: If you already have a batch group period, you can choose to modify it by clicking the edit link and the system will redirect you to a page where you can modify and save the current batch group.

Associating global subjects/Modules to the created batch group [Assuming that the global subject/Module has been created]

Click Administration
Click Settings > Global Subjects/Modules > Global Group Subjects and the below screen will be presented.

Select all global subjects/modules that are linked to the course by clicking on the check box next to the subject name as shown above.

NB: Once the admin is done with all the steps, the student can login and register.

Adding New Users

This functionality enables the systems administrator to enroll new system users and activate their user profiles. In cases where access to the system is to be revoked, the system administrator may block the profile.

To create a new user profile, the steps below may be followed.

The user clicks “Administration” then users then “Add new” as illustrated below

The system will redirect the user to the user form and allow the user to enter the following information.

The Admin enter the username
The Admin enter the first name
The Admin enter the last name
The Admin creates a password
The Admin enter an email address
The admin clicks the “create button” to complete the process.
The below screen with a confirmation message will be displayed

Note: All fields marked with a red asterisk are required (mandatory fields)

Collaboration

The purpose of this functionality is to enable the users to collaborate within the system, below are the sub-system linked to collaboration.

Email
Events
News
SMS

Inbox

The purpose of this module is to receive, read and respond to temporary correspondence from other users of the system. Upon successful login to the system, the user is presented with this work space as seen in the image below.

On the landing page; navigate to the right corner of your screen.
To view messages click the message icon, to read and reply to a message, click on the ‘view all messages’ link and the screen below will be displayed.
To create a broadcast message, the user should navigate to the right corner of the screen
Click the dropdown next to the “new message” button
Click “create broadcast message” and the system will allow you to enter the subject of the message as well as the body of the message.

The user chooses recipients they wish to share the message with by selecting the following fields
Add employees- the dropdown list of available employees’ role will be displayed
The user selects the desired role
The system displays all users that are linked to the selected role
The user selects the users they wish to share the message with and the names of the users will be added as selected recipients
Add students- the dropdown list will be displayed
Add parents- the dropdown list will be displayed
The use enters the subject of the message
The user enters the details of the message
The user attaches any supporting document
The user checks the box to enable replies for the broadcast message, otherwise leave the box unchecked
The user clicks “send message” to complete the process.

Inbox settings

The notification functionality enables users to record and view dates and events that are of significance. It encompasses an institution that is accessible to all registered internal users. The purpose of this function is to record and view dates and events that are of importance to the institution

On the landing page; navigate to the top of the screen.
To view/read notifications, click the alarm icon

Email

This functionality enables the user to send emails to employees, students and a batch group that are enrolled on the system.

Sending an email to employee, the user should follow the below steps:

The user should click the “To employee” link and the below screen will be displayed.

The user selects the department they are sending the email to
The system displays the list of people linked to the selected department
The user selects the recipients
The user enters the subject of the email
The user enters the detailed message of the email
The user attaches any supporting documents
The user clicks on “send” to complete the process
The system displays a confirmation message.

Sending an email to students, the user should follow the below steps:

The user should click “To student” and the below screen will be displayed

The user selects a batch or choose to send to all batches
The user selects a recipient (not applicable if the user selected “all batches”)
The user enters the subject of the email
The user enters the message
The user attaches the supporting documents
The user clicks “send”
The system displays a confirmation message.

Sending an email to a batch of group, the user should follow the below steps:

The user should click “To a batch of group” link and the below screen will be displayed

The user selects a batch group
The user enters the subject of the email
The user enters the message of the email
The user attaches supporting documents
The user clicks send to complete the process
The system displays the confirmation message.

Event creation

Admin should navigate to the side of the screen then click on collaboration and select event creation and the below screen will be shown

The user enters the title of the event they wish to create
The user set the start date and end date
The user specifies whether the event is a holiday or not [if it’s a holiday the user checks the box otherwise the user leave the box unchecked]
The user enters the description of the event
The user selects the audience [all users of the institution or applicable users]
For applicable users the users should then specify the audience as displayed below and the event will only be displayed on the select audience.

The user clicks on create event and the event will appear on all the selected audiences.

News

The purpose of this functionality is to allow users to view published news as well as to add News.

The user has the ability to search the news
The user has the ability to select the period [select whether they want to only view news that were published 3 months ago/6 months ago/1 year ago/All the news]

To Add new the users should follow the below steps:

The user should click “Add” button and the below screen will be displayed
The user should enter the title of the news
The user should enter the content of the news
The user should attach any supporting document
To add more attachments, the user should click the “Add” button
The user clicks “publish news” to complete the process

SMS module

The purpose of this functionality is to allow users to send SMSes to other ACMS users (student,employees and applicants)

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