1

Award Category: Higher Education: Best e-Campus Award

Name of the Project: Examination Information System (EIS)

Details of the Applicant (filling the nomination)

Prof. Zahid H. Khan Director FTK-Centre for Information technology Jamia Millia Islamia, zhkhan@jmi.ac.in

Details of the agency implementing the project/initiative

Jamia Millia Islamia (A Central University) Jamia Nagar, New Delhi – 110025, India

Programme/Project Title/Initiative: Examination Information System (EIS) Programme/Project Website: jmi.ac.in

Details of the Programme/Project/Initiative

Brief Description

Jamia Millia Islamia, New Delhi is one of the distinguished Central Universities with state-of-the-art

IT infrastructure. It has a campus area network having 6500 + network nodes with Optical Fibre

Backbone of ~35 km in the Campus. The Internet bandwidth available with the University is 1066

Mbps, out of which 1-Gbps bandwidth has been provided by National Knowledge Network. The

University has its own ERP (Jamia Management Information System- JMIS) with 18 modules covering

all important functionalities of the University. Jamia Millia Islamia got the Best Jury award in the

World Education Summit-2011 for developing and implementing the ‘File Tracking System’.

Examination Information System (EIS) being presented here is a unique and innovative module

which is also part of the University ERP.

Examination Information System (EIS)

Examination and result processing activity is an extremely important and highly time bound process

in an educational institution. This is a chained process where a slight delay may result in great

inconvenience to the stack holder. The EIS addresses all such examination related issues. The system

provides timely alerts to users through SMS/email and also supports synchronous communication

between online users through live chat. The users may create a task list involving other users. Thus,

it facilitates better and efficient co-ordination amongst user.

2

The system is very simple and generic for serving the needs of all kinds of examinations. It is very

effective in quantifying the work load, bringing accountability, transparency and efficiency in an

Institution and it results in minimizing the time required for declaration of exam results. It is cloud-

based and can be accessed from anywhere. The system serves as an effective model that can be

replicated by any educational Institution.

The Examination Information System developed in-house uses .NET platform for its GUI and

Microsoft SQL Server as back-end database. Application and database runs on windows 2008 R2

servers configured in a failover clustering.

The system is configured on a private-cloud environment and EIS as a service is provided through an

industry standard application virtualization software on demand. A single instance of the EIS runs on

the cloud and serves multiple-end users or client organization. The application delivery client can be

installed on various devices running Windows, non-windows, mobile OS etc. The platform includes

Win7, Win8, Win32, WinCE, Embedded Linux, Apple, Solaris, Microsoft Mobile and Android Mobile

with a suitable RDP client within the enterprises network. Remote users connect from an unsecured

network environment like WWW through a Secured Connectors. Furthermore portable Client

Packager enables a CD or USB drive to run the application on PC. Removing the USB key from the

computer closes the client leaving no trace on the host computer.

EIS is delivered through (a) Desktop Application using Application Virtualization Host (b) remote

connection through Secured Connector and Web Application.

Objective:

The system supports all activities of examination in a University system such as: (i)

Registration of students to take a examination, (ii) Conduction of examination at the exam

centre, (iii) Online marks submission by the examiner, (iv) Online result processing by the

tabulator, (v) Result Declaration, (vi) Preparation/Printing of Tabulation Sheet, (vii) Result

Sheet, (viii) Grade Card and (ix) Degree/Diploma Certificates

Promotes transparency in the university system by publishing the result online

Promotes efficiency by enabling all stake holder to access the EIS from their respective work

places

Makes environmental friendly institution by considerably reducing/eliminating use of paper

Generates a variety of reports to enable the administration in monitoring, controlling and

planning the examination activities

3

The system also generates useful analytical/statistical reports for consumption of the

institution as well as funding agency. Such reports include comparative performance of

examinee in different courses, statistical data about passed-out students etc

The system ensures timely declaration of result

The system enables anyone to verify the students transcripts for originality online

The system enforces standard examination process and rules during preparation of results of

all courses conducted by the institution

Target group:

University/College teachers including evaluators, examiners, tabulators /administrators

Students/Employers/General Public

Geographical reach:

Within the premises of the institution or from outside the campus through VPN

Date from which the project became operational:

April 8, 2011

Is the project still operational?

Yes

Highlight 5 Achievements of the programme/project/Initiative

Successful preparation and declaration of semester results of all PG Courses during the

academic year 2011-12 in which 6382 students appeared in the examination with a total

number of 34620 evaluation components

Successful implementation of the system for all UG / Diploma / Certificate Courses also

during the current academic session 2012-13 in which 7447 number of students registered

for taking the odd semester examination in a total of 45216 number of papers. Equal

number of examinees shall be registered for even semester examination 2013

Examination processes are monitored for compliance to the notified schedule. The system

not only enables to declare the result on time; but in certain cases we were even able to

declare the result, before the scheduled date

A number of University processes related to examination were re-engineered

The online availability of examination records has considerably reduced the time and

resources required for manual searching of the information from tabulation registers. With

the passage of time it will further eliminate the time and resources for archival searching

4

Highlight 5 major challenges faced while implementing the programme/project/initiative and

how they were overcome?

Challenge 1:

To make the use of EIS system by evaluator / teachers for online entering the marks obtained by the

student.

Resolution:

(i) By involving top management in forcing the teachers / examiner to update the marks online

(ii) By imparting operational training to staff associated with the examination

(iii) By asking the tabulators to help examiner enter their marks

Challenge 2:

In the manual system, there was the possibility of making error in award list, which invariably leads

to revision of results.

Resolution:

An online interface with the system was provided which facilitated entry of marks and thus reduced

errors or omissions

Challenge 3:

The implementation of the system required changes in the roles of the personnel engaged in the

examination office which in turn had financial implication at individual level. Therefore, lot of user

resistance was being faced within the examination unit itself.

Resolution:

The users were convinced that their changed profile will be more meaningful for the organisation

and would reduce their present work load.

Challenge 4:

Convincing the end users that the EIS is better than their existing manual system

Resolution:

By demonstrating the system to the users, in the presence of their respective higher officials

Organizing training programmes for the tabulators / examiners

Challenge 4:

Convincing of all stake holder to adopt the changed processes

Resolution-

Presentation and Discussion in presence of senior management

5

EXAMINATION INFORMATION SYSTEM (EIS)

The Examination Information System has been developed in-house to automate the examination

activities. Application and database runs on windows 2008 R2 servers configured in a failover

clustering.

System is configured on a private-cloud environment and Examination Information System (EIS) as a

service is provided through an industry standard application virtualization software on demand. A

single instance of the EIS runs on the cloud and serves multiple-end users or client organization. The

application delivery client can be installed on various clients running Windows, non-windows, mobile

OS. Platform include Win7, Win8, Win32, WinCE, Embedded Linux, Apple, Solaris, Microsoft mobile,

Android mobile with a suitable RDP client within the enterprises network. Remote users connect

from an unsecured network environment like WWW through a secure connector. Further more

portable client packager enables a CD or USB drive to run the application on PC. Removing the USB

key from the computer closes the client leaving no trace on the host computer.

JEM is delivered through (a) Desktop Application using application virtualization host and (b) Web

Application using Secured Connector.

FEATURES

The Examination Automation System provides following facilities:

Master Data: Academic Session, Examination Notification, Subjects, Course Curriculum,

Examination Rules, Define Course, Papers, Master Course Structure (Evaluation Scheme),

Effective Course Set for a Session, Effective Evaluation Scheme (Paper Set)

Enrollment Process (Set Up Roll Register): Enrollmet / Student ID Allocation at the time of

admission. Roll Number is allocated to the students at first time registration of students in a

course

Registration of Examinees in the exam: Filling up the examination form by the office-staff in

the Department concerned or in COE; Later on the Examination Form shall be entered by the

students itself with the facility of printing of Admit Card in office of the concerned department

Attendance Memo and award list for Examiners: Includes printing of Attendance memo,

attendance sheet, Award list; This process is done at exam centres by the COE-staff/ Dept staff

6

Submission of marks by the Examiner through local Intranet Web: This includes the marks

entry by Examiner, Tabulator-1 and Tabulator-2. It facilitates marks updating by Code as well as

by Roll, marks entry by code necessitates decoding of the marks by decoder

Online Result Processing : Tabulator-1 and Tabulator-2 compare and submit the result online

sitting at their terminals; one tabulation sheet signed by both the tabulators is submitted

Declaration of result: The process of Result Declaration is done by Master Tabulator in the COE

Office. It also comprise printing of Tabulation Sheet, Grade Sheet, Certificates

Display of result on Local Web Server: The moment result is declared and result sheet is signed

by the competent authority, complete information is published on the web and is visible to the

students. They can log-in with their enrolment number as username and print the web marks

statement. Provision is such that marks updating can be made visible to the student, the

moment examiner enters the marks.

Alerts & reminder: Each and every Participant of the Examination process is sent appropriate

message (SMS, Email) by the system automatically at all events, i.e. Students, paper setter

checker / examiner, tabulator, coders, decoders & university admin officer.

EXAMINATION INFORMATION SYSTEM (EIS)

7

SYSTEM WORK FLOW

Admission Module

1. Student Taking Annual / Semester Examination in a University Course

Hard Copy (Offline) Examination Registration Form Online Registration Form for

Examination accessed through

University / Institute’s Website /

Local Intranet Web Server or

Application Server Existing mode of distribution

available through the office of

Controller of Exam for Private

Candidates

Distribution through the office of

Head of Dept / Dean of Faculty

for Regular, Ex-Regular, CR

Students

2. Registration of Examinee to a University/Institute Course

E-Roll List Status through web, SMS, email Hall Ticket

Hard Copy of the Hall Ticket

delivered through Exam Office

Soft Copy of the Hall Ticket

emailed to the Candidates

E-Hall Tick/downloadable from

University/Institute Application Server

8

6. Post Declaration Process

Promotion of Passed/Eligible Examinee

To next

higher

Part/ Sem

Re-Eval /

Re-total

Re-Dressal

Committees

Compartment

Examination

Clear Remaining

Div Improv (CRDI) Ex-Student,

Next yr in the

same part

5. Declaration of Result

Online Result on University

Website Downloadable Soft Copy

of the Candidate, Marks / Grade

Statements

Verification of

Marks / Student

Record

Final Hard Copy

of Marks / Grade

Cards, Certificates

Hard Copy of

Tabulation / Result

sheet for Office record

Master Tabulator – Result declared at COE, Marks/ Grade Card generated

Coding of Answer Sheet

Manual System

D

E

C

O

D

E

R

3. Conduction of Offline Paper-Pen Examination

Evaluation of Answer Book

Attendance Memo and Blank

Marks Award List

Seating Arrangement of

Examination Hall at Center

Preparation of Result Sheet

by Tabulator-2

Verification of Marks by

Scrutinizer / Tabulator-II

Online Submission of Marks by

the Examiner / Evaluator

4. Authentication and Online Submission of Examination Result by Tabulator-1 and Tabulator-II

9

SYSTEM AUTHENTICATION AND DATA SECURITY

As examination record is very important information, Data Security is ensured by –

Encrypt data at Rest

Encrypt data at Transit

Strong Authentication

Cryptography and more Secure Algorithm

It manages user’s access and rights by using following three tier authentication:

Windows 2008 R2 level - User authentication (Domain Users)

Application Virtualization Security Level

Application Level (.Net) - Object Level Authentication - (Rights and Privilege of Users)

Furthermore at Database Level there are three levels of security: Admin - Full Access of Database;

DML (update, Delete, Insert)- For some users; Read Only- For students

There are 3 types of user

1. Guest / Students –They have access to general reports

2. Users – They have limited access for the papers / courses where they have been allotted to

examine or tabulate. The access is time bound as decided by Jamia rule after which it is

withdrawn, further time is extended on request by COE.

3. Admin – admin user comes from the administrative staff of different offices of Jamia

(Registrar, Dean, Heads, Course coordinator, Class Advisor, Teachers, Section Officer ) and

admin staff of CEO (CE, Dy CE, AR, Section Officers, Dealing Clerk )

Each object/process of the examination system is assigned a privilege rights on a scale of 1-10

Scale 0 No Access

Scale 1 View only Mode

Scale 2 View and Edit mode Enabled

Scale 3 View, Edit and Add Mode

Scale 4 View, Edit, Add and Delete Mode

Scale 5 View, Edit, Add, and Delete and capable of creating another user, revoking any rights and

objects Scale 6 has a special privilege for result processing and Post Result activities.

Scale 7-10 is meant for the super users like CE, Tabulation in charge, Registrar etc with the power to

undo any wrong doing as per Jamia Rule

10

ACTION LOGS

Each and every action is taken by a user is logged in the database consisting of User Name who

initiated the action, Machine on which user was logged on, date and time and action detail.

The actions are recorded at 3 different levels –

1. Object Level Logs – like action of editing of marks by examiner

2. Database Level Logs – whenever any record in a table is updated or deleted, it is written to

a Transaction History Table using a database trigger. There will be as many number of

records in the Transaction History Table as many number of time the record is updated. This

is stored with the Time stamp and username

3. System Level Logs – user login is maintained by the following :

Domain Controller Log

Application Virtualization Software Log

Application Software Log

SYSTEM LOG

11

Degree Level: R-Doctorate, P-M..Phil, M-Master, B-Bachelors, G-PG Diploma, A-Advance Dip, D-Diploma, C-Certificate S- Short Term O-Others

Subject Major (See the Two character code subject / course list)

Type of Course X digit means 0 to 7 – Regular, 8 to F- Evening/Self finance, P, G to N - Private; Q to Z- Distance;

Session CourseID

CourseID Class Part 1 - 9: Parts A - Z: Parts if >9

CourseSID Part/Sem#

ClassSID TSN

CODING SCHEME

CourseID (4) A A A X

CourseSID (6) 99 AAAX

ClassID (5) A A A X X

ClassSID (7) 99AAAX X

ClassTSN (9) 99AAAX9 99

12

Serial number 00-99: Theory

L0-LZ: Lab P, A, F, V

Degree Level Subject Major Subject Minor or Part 1-F Regular Courses I-Z non-regular Courses

ExamID PSN ClassSID

Last two digits of Session’s End-Date

A-Annual Exam-1 (APR) B-Annual Exam-2 (NOV) C-Comptt Annual Exam-1 D-Comptt Annual Exam-2 E-Even Semester Exam O-Odd Semester Exam S-Supplimentary Exam X-Special Exam

Last 2 year digit

Name Initials Serial number

PaperID (6) X AA A 9 9

Paper Minor: 1-9, A Regular; A-H Eve P/T; I-P Private; Q-Z Distance; 0-optional/Compulsory

PsetID(12) AYY AAAXNN NN

SID (2) Y Y

ExamID(3): A YY

HrID (6) A A 9 9 9 9

13

Session ID Year of Enrollment

Enrollment Serial number year wise

CourseSID Serial #

Roll Part/Sem #

ExamID

Center Code Serial #

CenterID Floor # Bldg # Room #

Enrollment (8) Y Y - 9 9 9 9 9

Roll (9) YYAAAX 999

RollID (13) AYY YYAAAX999 N

CenterID (4) AAA X

RoomID (8) AAAX X X 99

14

System Snapshots

COURSE CURRICULAUM AND EXMINATION RULES

1. ACADEMIC SESSION

2. COURSES CURRICULUM AND EXMAINATION RULE (TEMPLATE)

15

3. SUBJECTS & PAPERS

4. EVALUATION SCHEME (Number of papers in each Part/Sem) Template

16

5. COURSE SET- (Effective Course Structure with Examination Rules for a Course in a

Particular Academic Session) Course structure Template is used to create the Course Set for

each Academic Session. While processing the result Examination Rules of the Course Set are

applied for which an examinee is registered.

6. PAPER SET-Effective Evaluation Scheme with Examination Rules Enforced in an Academic

Session

17

REGISTRATION OF STUDENTS

7. Course Part/Semester Registration

a. ROLL REGISTER

b. ROLL DETAILS

18

c. ENROLLMENT DETAILS

d. DETAILS OF PAPERS TAKEN BY AN EXAMINEE

19

e. ADDS NEW ROLL- Individual Students can be added to a Course Roll Register

through ‘Add New Roll’ screen. However, a complete list of Class Rolls may either be

prepared offline or maybe imported through the import utility from the Admission

Module of JMI MIS and uploaded to the system using MS Excel file.

EXAMINATION REGISTRATION

8. REGISTER EXAMINEE

20

CONDUCTION OF EXAMINATION

9. EXAMINEE ATTENDANCE MEMO

EVALUATION PROCESS

10. EVALUATION UPDATE

a. MARKS UPDATE BY CODE

21

b. MARKS UPDATE BY ROLL (EXAMINER’S SCREEN)

c. MARKS UPDATE BY TABULATOR I AND TABULATOR II

22

d. MARKS DECODING BY DECODER

RESULT PROCESSING AND TABULATION

11 TABULATOR I, TABULATOR II AND MASTER TABULATOR

a. TABULATION ROLL DETAILS

23

b. RESULT PROCESSING ACTIONS

c. PAPER WISE MARKS DETAILS

24

d. TABULATION REPORTS AND POST RESULT PROCESSES

12 REPORTS SNAPSHOTS

a) DEFINE A REORT

25

b) Crystal Report output

26

c) Marks Sheet (UG Courses)

27

d) Marks Sheet (Diploma Engg Courses)

28

e) Grade Card (PG Courses)

29

f) Result Sheet

RESULT SHEET

30

g) Tabulation Sheet

31

12 INSTANT MESSANGER AND USER’S COLLABORATIVE TOOL

All user of the system are provided collaborated facility to exchange their ideas live, to collaborate

on running process, query, file transfer, task scheduler (creating a task, assigning task to other user,

finding the status, reassigning the task to other level )

a) CHATTING

b) SMS/EMAIL

32

b) SMS/email

c) DRAW

33

d) TASK / TO-DO LIST

e) SQL STATEMENT TOOLS FOR CUSTOM QUERIES

34

13 STUDENT ACCESS WEB MODULE

a) STUDENT LOG-IN SCREEN

b) STUDENT DETAILS SCREEN

35

c) Web Marks Statement

d) Contact Detail Update Screen