iNEIS Business Continuity Plan · 2020. 7. 27. · Manage Assessment (School) ... To ensure...

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.

http://help.ineis.moe.gov.bn/

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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

http://help.ineis.moe.gov.bn/ao/ao_2.1.3.php#2

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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: [email protected]

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

mailto:[email protected]

http://help.ineis.moe.gov.bn/ad/ad_3.1.php

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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.


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:

http://help.ineis.moe.gov.bn/enrol_issues.php

http://help.ineis.moe.gov.bn/ad/ad_1.1.php

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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 No: +673-2230635 / 2230637.


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

[email protected]

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? ***


http://ineis.moe.gov.bn/mod/page/view.php?id=42



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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.


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




Contact No: +673-2230635 / 2230637.


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




Contact No: +673-2230635 / 2230637.


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? *


http://help.ineis.moe.gov.bn/at/at_5.1.php

http://help.ineis.moe.gov.bn/sr/sr_1.15.php

http://help.ineis.moe.gov.bn/pr/pr_2.2.php#1

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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




Contact No: +673-2230635 / 2230637.


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?

http://help.ineis.moe.gov.bn/cl/cl_8.1.php#4


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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 No: +673-2230635 / 2230637.


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.


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



Contact No: +673-2230635 / 2230637.


Manage Awards (JSS) 1. User is unable to access to the Awards pages. *

User must have DS Award Officer role.


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 No: +673-2230635 / 2230637.


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



Contact No: +673-2230635 / 2230637.


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 No: +673-2230635 / 2230637.


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.


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



Contact No: +673-2230635 / 2230637.


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 No: +673-2230635 / 2230637.


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



Contact No: +673-2230635 / 2230637.



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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 No: +673-2230635 / 2230637.


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?*





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? **



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? *


not both of the Approver and Requestor roles.


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


Date of Request

Date of Withdrawal

Reason for Withdrawal

Remarks

Approval from the School Principal

Route for Approval (if necessary)



any issues:


Contact No: +673-2230635 / 2230637.


Manage Deferment 1. School Registrar cannot raise the Deferment Request forms. What should I do? *


21 | P a g e

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? *





mistake.

3. School Approver could not find a specific Deferment Request form. What should I do? **



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? *


not both the Approver and Requestor roles.


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


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)


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any issues:


Contact No: +673-2230635 / 2230637.


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


http://ineis.moe.gov.bn/

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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



Contact No: +673-2230635 / 2230637.


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


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




25 | P a g e

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.


26 | P a g e

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

27 | P a g e

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 No: +673-2230635 / 2230637.


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.



http://help.ineis.moe.gov.bn/codes/offence_list.php

28 | P a g e

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.


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:

http://help.ineis.moe.gov.bn/di/di_1.1.php

http://help.ineis.moe.gov.bn/di/di_3.2.php

http://ineis.moe.gov.bn/mod/page/view.php?id=42%20

29 | P a g e

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 No: +673-2230635 / 2230637.


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 No: +673-2230635 / 2230637.


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.

http://help.ineis.moe.gov.bn/sm/sm_2.1.php


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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 No: +673-2230635 / 2230637.


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.


32 | P a g e

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? **

33 | P a g e

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.


34 | P a g e

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 No: +673-2230635 / 2230637.


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.


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 No: +673-2230635 / 2230637.


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.


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



Contact No: +673-2230635 / 2230637.


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.


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



Contact No: +673-2230635 / 2230637.



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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

http://www.support.oracle.com/

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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.

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