SAP SLcM (Student Lifecycle Management) SAP S/4 HANA … · 2020. 12. 30. · 1 SAP SLcM (Student...

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SAP SLcM (Student Lifecycle Management)

SAP S/4 HANA Implementation Project

User Manual for Ph.D. Students

Indian Institute of Science

Kindly reach out to [email protected] in case of any discrepancy.

mailto:[email protected]

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Contents 1. About SLcM ........................................................................................................................................... 5

2. Provision to upload Certificates ................................................................................................... 8

3. Student File........................................................................................................................................ 9

3.1 Personal Details ............................................................................................................................ 9

3.2 Address Details ........................................................................................................................... 10

3.3 Academic Work ........................................................................................................................... 11

3.4 Parents details ............................................................................................................................ 13

3.5 Bank Details ................................................................................................................................. 13

3.5 Scholarship Details ............................................................................................................... 15

4. Course Registration ......................................................................................................................... 16

5. Course Dropping ............................................................................................................................. 20

6. Course and Instructor Feedback .................................................................................................. 22

7. Download of Term Transcript ..................................................................................................... 24

8. Scholarship Activation ................................................................................................................... 25

7. Request for Scholarship Type ....................................................................................................... 27

9.1 Financial Assistance ................................................................................................................... 27

9.2 Research Assistance Screen: - ................................................................................................. 29

10. Student Scholarship Payment ...................................................................................................... 31

11. Application for Leave ..................................................................................................................... 33

12. Request for Continuation/Upgradation/Downgrade .............................................................. 38

12.1 Upgradation: - ........................................................................................................................... 38

12.3 Continuation: - .......................................................................................................................... 40

13. View Exam Schedule....................................................................................................................... 41

14. Request for Discontinuation ......................................................................................................... 42

15. Mess Application ............................................................................................................................. 44

16. Student Mess Change ..................................................................................................................... 45

17. Dues Clearance ................................................................................................................................ 47

17.1 Annual No Dues......................................................................................................................... 47

17.2 Final No Dues ............................................................................................................................ 48

18. Annual Progress report ................................................................................................................. 51

19. Scholarship and Fee Details .......................................................................................................... 52

20. Identification of Research Supervisor ........................................................................................ 54

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21. Troubleshooting Section ............................................................................................................... 56

Abbreviation Stands For

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AMS Academic Management System

AR Academic Assistant Registrar Academic Section

CGPA Cumulative Grade Point Average

DCC Department Curriculum Committee

DR Academic Deputy Registrar Academic Section

ERR Examination Result Registry

FICA Finance and Contract Accounting

HMS Hostel Management System

NON-RTP Non-Research Training Programme

PO Process Orchestration

PS Project Systems

RE-FX Real Estate Flexible Management

RTP Research Training Programme

SCC Senate Curriculum Committee

SCRC Senate Committee on Research conferment

SLcM Student Life Cycle Management

SOI Scheme of Instruction

TGPA Term Grade Point Average

FA Financial Assistance

AR Assistant Registrar

RA Research Associate

JRA Junior Research Associate

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1. About SLcM

Student Lifecycle Management is a component of SAP Higher Education & Research solution which aims

at cost-effective management of higher education by providing functions that cover the core processes of

a university. SAP SLCM is designed for Higher Education & Research to provide an integrated student

lifecycle management and, support business processes.

It is used for maintaining student records, student financials, recruitment and admission, student advising, academic structure, class schedule as well as academic services for teaching and research.

Following diagram shows the functions that Student Lifecycle Management offers at IISc.

Course Management

There are two processes in Course Management

1. Addition of new courses in SOI (Scheme of Instructions)

2. Change in Existing Courses.

This is followed by the activation and offering of the various courses for the specific Academic Year and

Session, through Course-Instructor Mapping and Activation.

Admission

The data related to the admission of Student is being brought to SAP SLcM through an interface from Academic Management System (AMS). Once applicant’s pay’s admission fees in AMS system, they are

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provisionally admitted and following details will be ported to SAP via the interface: 1. Student Personal Details 2. Admission and Registration Details 3. Certificates uploaded by Student 4. Student Qualification Details 5. Student Scholarship Details 6. National Entrance Test Details 7. Fee pending for Student Account – How much total fees is pending for student to pay 8. Fee Posted to Student Account – How much fees student has paid 9. Customer Master Data in RE-FX (Flexible Real Estate Management, etc.

Provisionally admitted students will be called for reporting to Institute.

Course Registration/Dropping

Courses are available on Student portal for registration during the active window for Course Registration. The dates can be viewed from the Academic Calendar available in Student portal. Student will log in on the portal to choose a set of courses before a set deadline. Student needs to submit the request and once the request is approved, the courses will be registered. The information will be available in the Academic Work in Student Profile.

There are two deadlines to drop a course. If a student drops before first deadline, then there is no mention of that course in Transcripts and the Examination Results Register (ERR), but if a student drops after first deadline and before second deadline, then it will appear in the transcript of Student with status “W” (Withdrawn). Student will be able to initiate the request for dropping and upon successful approval, the course will be dropped.

Examination & Grading

This involves the process for Marks Entry and Grade Change. After successful approval of the same and on the activation of the Result Publication Date, Student will be able to generate and download term transcript. This also encompasses generation of reports like- ERR, CMGS, etc.

Re-Registration

On the commencement of new Academic Session, students’ needs to activate their registration by initiating the process of Course Registration for the new session. Registration activation can also be achieved by initiating request for Scholarship, which creates an active sessional registration record.

Graduation & De-Registration

On successful completion of the program requirement, Student is eligible for Graduation. On Senate and Council Approval, the status of Student is “Degree Awarded” in the SAP System and Student is deregistered from SAP SLcM. However, deregistration does not have an impact on the existing data of Student.

Alumni

Once the degree is awarded, Student is considered an Alumni. alumna/alumnus. The data related to Alumni is available in the Alumni Management System.

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Interfaces

Data is ported from AMS to SAP via an Interface. Once an applicant pays admission fees and uploads

relevant documents in AMS system, applicant is provisionally admitted, and all details of Students are

updated in SAP. Provisionally admitted students will be called for reporting to Institute.

The information about Mess Guest Charges and Mess Bill Generation is ported from HMS to SAP.

Following information is received by the HMS System from SAP System: -

• Mess Allotment,

• Change of Mess,

• Student Details for Upgrade/Downgrade/Continuation,

• Mess Deallocation/Vacation,

• Mess Bill Payment/Adjustment,

• Generation of Advance Slot,

• Extension of Mess,

• Details of Leave History of Student for Mess Sign In/Sign Off.

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2. Provision to upload Certificates

➢ After the completion of the Student registration Process, students will upload the necessary

documents from their portal

➢ Ph.D. Students must login through their portal and click on the below tile:

On clicking the Tile, following screen is displayed. The student must upload the necessary documents of

the mentioned file type(s) and size.

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3. Student File

Student will be able to view all the student details in “My Profile’ tile.

The student needs to login to the portal and click on the below tile ‘My Profile’

On clicking the Tile, the following screen is displayed. The the top section consists of following

details :

➢ SAP Student Number – A unique auto generated number assigned to each student

➢ Registration Number - A unique Student Registration Number

➢ Student Name - Student name provided in institute

➢ Academic Department- Program name like UG, PG or Ph.D.

➢ Program of Study Program like BSc, PG, Ph.D.

➢ Status- Student

➢ Outstanding Dues- If any fees or anything is pending than it will be Red, else if anything is

done than it will be green

➢ Student Photograph- Student Photograph will be shown

3.1 Personal Details

Student will be able to view the following Details- Names, Gender, Marital Status etc., if any.

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3.2 Address Details

Student will be able to view the following Details. There is an option to view both Permanent Address and

Address of Correspondence, if any.

Student will be able to view the following Details - Admission Batch, S.R No, AADHAR No etc.

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3.3 Academic Work

Student will be able to view the following Details about the course work. They need to click on the arrow

symbol to expand the record and view the details.

Students can also download the summary sheet by clicking the following as shown.

The following is downloaded. The Summary Sheet consists of the consolidated information about

the registered courses.

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3.4 Parents details

Student will be able to view the Name, Profession, etc. of the Parent/Guardian, if the same data

has been maintained.

3.5 Bank Details

Student will be able to view the following Details - Bank Name, Account Holder Name

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If Bank Details are not maintained in initial stage, then student have access to maintain the same

in Student Profile as shown below:-

Once student clicks on ‘Save’, below pop up appears. Once student clicks ‘Yes’ bank details Get saved

Student can maintain data only once. After that, for any change or modification in their bank account,

student must approach F&A section since it has implication with students’ financial processes.

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3.5 Scholarship Details

Student will be able to view the following Details about the assigned Scholarship Scheme

1) MOE – Mode of Entry like GATE, CEED, PMRF etc...

2) Agency Name – IE (Indian Institute of science), IPS (IISc Promotional Scheme)

3) DBT – If it is Direct Bank Transfer or not

4) Scholarship Amount – Amount of scholarship in student master

5) Scholarship Type – New, Revised, Renewal etc...

6) Scholarship Sector – If scholarship is internal or external

7) From date – To date – Validity of scholarship

8) Scheme status – Active or inactive

9) Approved status – Approved or Rejected

10) Updated on – If any changes it will show system date

11) Remarks – If any remarks available

12) Activation – If student scholarship is active or not

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4. Course Registration

The process of Course Registration will enable the PG/Ph.D. students to register for courses

Process Workflow – Parallel Workflow for all 3 levels, where only Instructor can Approve/Reject.

DCCCHAIR & Advisor can only reject

Steps to be followed by the Student

The Ph.D. student will log in through his portal and click on the below tile as shown below.

On clicking the Tile, the following screen is displayed.

Student

Advisor Instructor DCC Chair

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The Student will be able to register for courses for the current Academic Year and Session. Once student

submits the request, corresponding Workflow for the process is triggered.

Student needs to select the Module Pool from the dropdown option available. Based on the module

Pool selected, list of courses pertaining to that Module will be displayed. The student will select the

course for which he is registering

Student will be able to view all the details of the course - Academic Level, Course Credits Faculty details,

timeslot, course content and references

Click on the

“Course

Group” to

Select

Course from

the drop

down

Note: - If

student has

failed in

previous

semester

they will

have option

of Reappear

Click on the

“Course Group,

Course” to select

the module pool

from the drop

down

Click on “Add” to

choose the

selected subject

Click on

“Details” tab to

view the Faculty

details and

timeslot for the

course to be

registered for

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Student should then click on Submit button to send the request for further Approval

➢ The Student will be able to view his previously approved requests for course registration under the

Registered Courses Section. The student will be able to remove the course before submission by

clicking on Remove button

➢ Once the request has been approved and the Course has been successfully registered, the same will

be reflected in his Academic Work available under the ‘My Profile’ tile.

Student can view completed and pending requests in Course registration tile under submitted requests-

Status

If any student is having F grade in Ph.D., they can reappear through course registration

Click on

“Submit” to

send the

request for

Approval

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Auto Approval for Course Registration – There will be specified time period for course registration

approval for students. If the request is not approved or rejected within that time period, request will be

auto approved.

Program will be scheduled in background to process the same.

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5. Course Dropping

The process of Course Drooping will enable the UG students to drop the registered courses. There are two

type of Course dropping based on Timeline- ‘Dropping with Mention’ and ‘Dropping without Mention’. If

the Student drops the course within the time frame, it is dropping without Mention. However, if the

student drops the course after the time frame, it is ‘Dropping with Mention’ and the same will be indicated

and specified in his Transcript.

➢ Process Workflow – Parallel Workflow for all 3 levels whereas only Instructor can Approve/Reject,

DCCCHAIR & Advisor can only reject


The Ph.D. student will log in through his portal and click on the below tile as shown below

On clicking the Tile, the following screen is displayed. On the screen, the type of ‘Dropping with

Mention’ or ‘Dropping without Mention’ will be specified.

Click on the Tile

indicated to drop

courses for

current Academic

Year and Session

Student

Advisor Instructor DCC Chair

Click on the Tile

indicated to drop

courses for

current Academic

Year and Session

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➢ The Student will be able to drop the registered courses for the current Academic Year and

session. Once he submits the request, corresponding Workflow for the process is triggered

➢ Student will be having 2 option to drop the course & to Change request

Once student Selects Request Type & Submits, it will trigger Parallel approval reqeusts to Advisor,Faculty

& DCCChair

After submitting, Request will be as in- Progress until it is approved or rejected

Auto Approval for Course Dropping – There will be specified time period for course dropping approval

for students. If the approval request is not approved or rejected within that time period, request will be

auto approved.

Program will be scheduled in background to process the same.

Click on the

checkbox

corresponding to

the courses to be

dropped.

Click on “Request

Type select

Drop/Change

Request” to initiate

the process of

Dropping

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6. Course and Instructor Feedback

Before the commencement of the Examinations, student must have completed the Feedback Process.

Ph.D. student will provide the feedback for the courses he has registered for in that Academic Year and

Session.

Student has to login and click on Tile “Enter Feedback”

On clicking the Tile, the below screen is displayed.

➢ Student needs to click on ‘Fill Feedback’ Form option to give the feedback for the corresponding

Course and Faculty. Once the Student has successfully submitted the Feedback, status corresponding

to that course will be displayed as Completed

➢ On clicking the Fill Feedback Form button, the following Screen is displayed

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Student will select his response from the drop down corresponding to the questions. The Ph.D.

Student will also be able to provide his comments and finally click on Submit to submit the

Feedback.

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7. Download of Term Transcript

➢ The student can download the Term Transcript once the result is published. Academic section

maintains the date in academic calendar enabling the students to view and download transcript

➢ The Term Transcript is downloaded in PDF format.

➢ The student will be able to download and view his Term Transcript until he becomes an alumnus.

Once he becomes an Alumni, he is deregistered from the system and will not have access to the portal.

For PG/Ph.D. Students

Student Dashboard to view the transcript

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8. Scholarship Activation

The Student will select Apply for scholarship by activating from their student profile after reporting to

the Institute

Overall submtited requests will be seen in status tab

Workflow Process for Scholarship Activation Ph.D.

For Ph.D.: -

Student -> Research Supervisor->Dept. Chair->Academic Office->DR. Academic

The Student Profile is displayed as shown below. The student will Click on Scholarship Details to

view Details of Scholarship Assigned

Student needs to click on the Scholarship Details to view Details of Scholarship assigned to student by the

PG Academic Section

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➢ The student needs to click on the Activate button to Activate the Scholarship assigned to the student

for the current Academic Year for the stipulated time of assignment and upload the supporting

Documents for the same

➢ The request created will go for further approval to Department chair, Academic Office, &

Deputy register

➢ After the final approval, the Scholarship assigned to the student is activated for the current

Academic Year for the stipulated time of assignment

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7. Request for Scholarship Type

Student can request various Scholarship related services online. The Following are the Scholarship

Request type:

1. Request for Financial Assistance

2. Request for Research Associateship

3. Renewal of Scholarship Scheme (only for Int. Ph.D. who have completed 7CGPA)

On submission of the request the approval process takes place and upon approval at all the levels only

the changes take place in the database.

Student will login to their portal and click on Apply for Renewal of Sch.Ship/Fin.Assist/RAShip as below

➢ Student who have completed 5 years but not submitted thesis only they can apply for Financial

Assistance

9.1 Financial Assistance

Student should select financial Assistance option and select Agent

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➢ Financial Assistance Scheme: - It will contain drop down values and will show the data corresponding

to program types of the student where MOE code is blank and scholarship type – 5 – Financial

assistance. On selection of the scheme and clicking the submit button workflow will be triggered

From the date of joining find the total duration of the students with following program types

➢ M. Tech (Res) students – Students who have not completed thesis submission within 2 years can only

apply or else system will throw message - “You are not eligible to request for financial assistance”.

➢ Ph.D. Students - Students who have not completed thesis submission within 5 years can only apply or

else system will throw message - “You are not eligible to request for financial assistance”.

➢ Int. Ph.D. Students - Students who have not completed thesis submission within 7 years can only

apply or else system will throw message “You are not eligible to request for financial assistance”.

On successful approval at all the levels, student master info type gets updated. And it will make the

previous record scheme status as Inactive.

The new Financial Assistance Scholarship will be extended with extension of 1 year from the previous

scholarship record in ‘From Date’ and ‘To Date’.

From Date – Will be the new date which will be just next date from “To Date” of the previous active

record or the system date if the ‘To Date’ of the previous record is greater than the system date.

To Date – Will be the new date which will be just 1 year from new “From Date” of the current record.

Workflow for Financial Assistance: -

Student->Research Supervisor->DCC Chair->Department Chair->Academic office->DR. Academic

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9.2 Research Assistance Screen: -

Student will login to their portal and click on “Request for scholarship Type” & from dropdown Research

Assistance will be selected & submitted for approval.

Research Associates:-

➢ On selection of the ‘Research Associateship Show’ field on the screen – Thesis submission date &

thesis ID which is mandatory to submit Research Associateship

➢ Ph.D. Eng. Students – With background M. Tech and have completed thesis submission within 4.5

years can only apply or else system will throw message as “You are not eligible to request for

Research Associateship”

➢ Ph.D. Eng. Students – With background B. Tech and have completed thesis submission within 5 years

can only apply or else throw message as “You are not eligible to request for Research Associateship”.

➢ Ph.D. Science. Students - With background B.E/B. Tech/M.Sc./M. Tech and have completed thesis

submission within 5 years can only apply or else throw message as “You are not eligible to request

for Research Associateship”

➢ Int. Ph.D. Students – With background B.Sc. and have completed thesis submission within 5 years can

only apply or else throw message as “ You are not eligible to request for Research Associateship”

➢ The new Research Associateship Scholarship will be extended with extension of 1 year from the

previous scholarship record in From Date and To Date

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➢ From Date - will contain the new date which will be just next date from “To Date” of the previous

active record or the system date if the to date of the previous record is greater than the system date.

➢ To Date - will contain the new date which will be just 1 year from new “From Date” of the current

record.

➢ On successful approval at all the levels new record gets updated. And it will make the previous

record scheme status as Inactive.

Workflow for Research Associateship: -

Student-> Research Supervisor->Department Chair->Academic office->DR. Academic->Dean

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10. Student Scholarship Payment

The student will apply for Payment of scholarship for each month which will be processed for further approval

Workflow for scholarship Payment

Student->Dept. Admin-> Research Supervisor->Dept. Chair

Steps to be followed by the Ph.D. Student

The Student will login through his portal and click on the below tile:

Once student clicks on the tile, below screen appears where they must select scholarship & submit for

approval

To create sessional registration record, click on ‘Validate’ and proceed to create the active sessional registration record. If registration record does not exist, then below message will be shown. Once student clicks on ‘Yes’, registration record will be created and student can apply for scholarship payment

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Once record is created, below message will be displayed for students.

Conditions to apply for payment of scholarship: -

a) Student can apply for scholarship only till 19th of a month for previous month, else below error message will be displayed to student.

b) Student cannot apply for present month for scholarship. Below Error message will be displayed. Student can apply only for previous month until 19th of present month

c) Student cannot apply for the month in which they have already submitted request and have got approval, else below error message will be displayed

d) Student cannot apply for scholarship before ‘From date’, else below error message will be displayed

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11. Application for Leave

Ph.D. students will be able to apply for Leave for the following reasons.

1. Study Leave/Travel

2. Personal Leave

3. Break in Study(Medical)

4. Maternity Leave (Applicable only for Female Students)

5. Medical Leave

6. Internship

7. Collaborative Research Work

Student will provide all necessary details like - Duration of leave, date of leaving supporting documents

and submit the request for Approval.

➢ Workflow Process for Approval for Casual Leave

Student->Research Supervisor->Dept. Chair

➢ Workflow Process for Approval for Study Leave, Break in Studies, Maternity Leave, Internship and

Collaborative Research Work

Student->RS->Dept. Chair->Academics office-> DR Academics->SCRC Chair

➢ Steps to be followed by the Student in case the student is taking the below types of leave

Study Leave, Break in Studies, Maternity Leave, Internship and Collaborative Research Work

The student will login through his portal and click on the below tile as shown below:

On clicking the Tile, following screen is displayed. The student should select the type of leave he is

availing for from the drop-down option available.

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➢ The student is required to give all the necessary details for the leave request. Student should also

attach supporting documents. An option is available for the student to attach supporting documents

while submitting the Leave.

Steps to be followed by the Student for taking Personal Leave

➢ The student will login through his portal and click on the below tile as shown below:

➢ On clicking the Tile, the following screen is displayed

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➢ The student should select the type of leave he is availing for from the drop-down option available.

➢ For Personal Leave, the student can check the leave balance pending for that Academic Year

➢ For availing personal leave, attachment is not required. The student can Submit the request for

Approval from Research Supervisor and Department Chair

➢ The student will click on ‘Submit’ to initiate the approval process.

➢ The student will be able to view the details of all the leave requests under “Leave History”

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Study Leave/Travel, Break in Study (Medical), Medical Leave, Internship, Collaborative

Research Work

Workflow Process for Approval above specified leaves

Conditions to apply Leave: -

1) Student->RS->Dept. Chair->Academics office-> DR Academics->Dean Science/Dean Eng.

(Attachment is required) – (RS->Dept. Chair->Academics office-> DR Academics->SCRC Chair (Attachment is

required) – (>= 3 Month)

Study Leave/Travel

Below Screen appears when student clicks on “Study Leave/Travel”, students should enter

details below and submit

Fields for Travel & Other Expense Details: - Below screen appears when student click on

Travel & Other Expense Details

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Student should enter Expenses Entry – Agency Amount = GARP Requested from IISc as specified

in above screen

Additional Details:- In additional Details, if data is available it will be displayed, else fields will be

blank

Once request is submitted it will trigger for further approval. After final approval GARP form can

be downloaded by student from portal

Note: - Applying leave procedure is similar to other type of leaves and approval is as specified

for study leave only leave types are different

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12. Request for Continuation/Upgradation/Downgrade

12.1 Upgradation: -

➢ Students pursuing M.Tech/M.Mgt/M.Des/M. Tech (Res) can request for Upgradation and be

upgraded to Ph.D. program, on completion of the requisite required for completion of their current

program

➢ Eligible students will have an option to apply for Continuation which will be followed by an Approval

process.

➢ After the successful Approval, the Student will be able to upgrade to Ph.D. Program

Workflow Approval for Request for Upgradation Process

Student->DCC Chair ->Research Supervisor->Department Chair->Academic Office ->DR. Academics-

>SCRC chair

Steps to be followed by the M. Tech (Res) Student

The student will login through his portal and click on the following Tile shown

On clicking the Tile, the following screen is displayed. Student should have completed 24 credits & 8

CGPA for applying for upgradation.

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➢ After the student provides all the necessary details, student should provide his reason for Upgradation

and upload the supporting documents for the same. There is an option available for the Student to

upload the supporting documents

➢ After entering all the necessary details, the student will submit the Request for Approval

12.2 Down-gradation

➢ Students pursuing Ph.D. Science/Ph.D. ENGG. and Int. Ph.D. can request for Down-gradation to be

downgraded to PG programs

➢ After the student provides all the necessary details, student should provide reason for Down-

gradation and upload the supporting documents for the same. There is an option available for the

Student to upload the supporting documents

➢ After entering all the necessary details, student will submit the Request for Approval

Workflow Approval for Request for Down-gradation Process

Student->DCC Chair ->Research Supervisor->Department Chair->Academic Office ->DR. Academics -> SCRC chair

Steps to be followed by the Ph.D. Science/Ph.D. Engg. And Int. Ph.D. Student

The student will login through his portal and click on the below highlighted tile:

On clicking the Tile, the following screen is displayed

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➢ After the student provides all the necessary details, he should provide his reason for

Down-gradation and upload the supporting documents for the same. There is an option available

for the Student to upload the supporting documents

➢ After entering all the necessary details, the student will submit the Request for Approval

➢ After the Final Approval, the status of student changes to PG with effect from the date of

assignment and the status of the student will get updated in the Student Profile

12.3 Continuation: - M.Tech (Res) after completing their project work/Thesis can request to further continue with the other Programs in the Institute. Student must provide the date of Project/Thesis Submission & reason for continuation Workflow for Continuation: - Student->DCC Chair->Research Supervisor->Dept. Chair->Academic Office->DR Academics->SCRC Chair After Continuation Student Scholarship details will get updated as per continued course in Scholarship

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13. View Exam Schedule

Ph.D. student Login – Student can view all Exam schedule through specified tile below: -

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14. Request for Discontinuation

➢ The application will allow the students to request for the discontinuation from the program of study and leave the institute in between of the program without completion.

➢ On the submission of the request with proper reason for the discontinuation, a workflow is triggered for the approval.

➢ On successful approval at all the levels the students get de-registered from the program of study and can leave the institute after completing the final no dues formality.

Approval Workflow

Student -> Research Supervisor ->Department Chair -> Academic Section ->DR. Academic


The student will login through his portal and click on the following Tile

On clicking the Tile, the following Screen is displayed.

For PG Student, Final No dues must be completed before student apply for discontinuation. Else system will throw error and student cannot apply for scholarship.

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Once they complete Final No dues, student can apply for discontinuation and system will check whether they have returned their scholarship, if Yes, Check box will be displayed where student need to enter receipt number and upload document

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15. Mess Application

Student will login to Portal & click on Tile “Mess Information”.

On clicking the Tile , following screen is displayed where the student will be able to view their

Mess Allocation details.

➢ If any Guest of student side is on premise, same will be maintained in Mess Guest charges

➢ Student mess details will be miantained in Mess allocation. If student wants to discontinue from mess,

student can sign off & date will be stored in sign off date. Student will not be charged from Sign off

date.

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16. Student Mess Change

Student has to Login and click on Tile “Change Mess”

➢ Mess date cannot be present date, else below error message will be displayed

➢ Date should be greater than today’s date

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➢ Date should be always 1st of month. Mess change can happen only on 1st of next month. If student is

applying for mess change, he cannot apply in between December month it should be from January

1st

➢ On clicking the Tile, the following screen is displayed where the student can find the details of the

Mess ID and the ‘With effect from’.

➢ Once the student applies, the approval workflow is triggered according to the following workflow.

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17. Dues Clearance

There are two kinds of No Dues Clearance that are availed by the student

1. Annual No Dues

2. Final No Dues

17.1 Annual No Dues

➢ The student avails this to check his Dues for every Academic Year. After he submits the request for

Clearance of Annual No Dues, the request is sent to Hostel (Asst. Registrar, Hostel), Unit VC (F&A) –

Tuition Fees, Unit VC (F&A) – Scholarship / SAF Loan, Unit VIB (F&A) – T A Advances

➢ After the Approval from the Approvers, the Annual No Dues status will be visible to the student.

➢ The Approvers for this process are-

1. Asst. Registrar, Hostel

2. Unit VC (F&A) – Tuition Fees

3. Unit VC (F&A) – Scholarship / SAF Loan

4. Unit VIB (F&A) – T A Advances


The Student will login through his portal and click on the below tile.

The following screen will be displayed to the student on clicking the above tile.

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➢ The Student will select the Dues Category as Annual No Dues, provide the Date of Leaving and would

be able to see Approvers with whom the clearance is required. To submit the Request, the student

will click on the “Submit” button.

17.2 Final No Dues

➢ The student avails this to check his Final No Dues after he submits his Project and has successfully completed program. After he submits the request for Clearance of Final No Dues, the request is sent to the Approvers for their Approval.

➢ After the Approval from the Approvers, the Final No Dues status will be visible to the student.

➢ The Approvers for this process are-

1. Department Chair

2. Hostel (Asst. Registrar, Hostel)

3. JRD Tata Memorial Library (Librarian)

4. Gymkhana (Senior Sports Officer)

5. Unit VC (F&A) – Tuition Fees

6. Unit VC (F&A) – Scholarship / SAF Loan

7. Unit VIB (F&A) – T A Advances

8. SERC (Office, SERC)

9. Office of Development and Alumni Affairs (ODAA)

10. Digits Office


The Student will login through his portal and click on the following Tile

The following screen will be displayed to the student on clicking the above tile.

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➢ The Student will select the Dues Category as Final No Dues, provide the Date of Leaving and would be

able to see Approvers with whom the clearance is required. To submit the Request, the student will

click on the “Submit” button.

➢ If the request is sent for Review, student needs to make the changes and resubmit the request. The

student will receive an email notification, regarding the same. To resubmit the request, the student

will and click on the same tile, and click on the “In Progress” link for the submitted request as

displayed.

➢ On clicking the link, the following details are displayed about the action of the Approvers. The

student will click on the Comments hyperlink corresponding to the “Review” Action.

On clicking the link, following screen is displayed. The student will provide comments and clicks on

“Submit for Approval” to resubmit the request.

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18. Annual Progress report

Ph.D. student Login -> Student can submit Annual Progress report from their portal through the below

tile

Now student can view ‘Research supervisor’ as well as ‘Co-Supervisor’ details along with RS, DCC Chair &

Department chair

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19. Scholarship and Fee Details

➢ It is the provision for the student to check the outstanding dues, is any?

➢ The student will login through their portal and click on the below tile.

➢ On clicking the tile, the following screen is displayed.

➢ Academic Fee Details- To check the outstanding Academic Fees.

Hostel and Mess Bill Details-

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Scholarship Payment Details- displays the details of the Scholarship Payment based on year and

month.

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20. Identification of Research Supervisor

Student should click on Tile “Identify Research Supervisor” as shown below: -

Once student clicks the above tile, below screen appears. Student needs to select from option displayed

below to process further

Student should enter details and submit for further approval

Workflow for Identify Research Supervisor: -

Student ->RS->Department Chair

One final Approval is done RS gets change in student master from next day onwards after approval

Below screen appears where student should fill required details and submit

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21. Troubleshooting Section

Process Error Message Probable Reason and Solution Course Registration Faculty Advisor not mapped A faculty advisor needs to be assigned to

Student. Student should contact respective departments.

Course Dropping Change Request not allowed for Reappeared courses

Change request is not allowed for Reappeared courses

Course Feedback Feedback has been submitted already for the selected Faculty and course

Once submitted, student cannot submit feedback for same course

Course Feedback No Faculty has been assigned to the selected subject

Student cannot submit feedback for course for which faculty is not assigned

Course Feedback Please fill all the questions in faculty feedback. Please fill all the questions in course feedback.

Student cannot fill partially and submit feedback. Thy need to fill completely and then submit feedback.

Student Leave Document type invitation letter is mandatory.

Invitation letter is mandatory for study leave travel.

Student Leave Attachment is mandatory Attachment is mandatory for all types of leaves except personal Leave.

Student Leave Please enter valid contact number Contact number should be numerical Student Leave Departure Time must be Equal to

or greater than 17.30 PM Student travel date cannot be less, it should be equal or greater than 17.30 PM.

Student Leave Your other leaves are overlapping with current leave period

Leaves cannot be applied for same date twice.

Student Leave Leave Quota is for x days Student cannot apply for leave more than quota assigned for Medical, Break in studies, Personal Leave & Maternity Leave

Upgradation You should complete 24credits and more CGPA should be 8.0 and more, currently you are having credits: 12 & CGPA X

For upgradation, student should have completed 24 credits & 8 CGPA

No Dues You cannot submit ‘Annual No dues as final no dues is already submitted’ for the academic year 20XX-XX

Student cannot submit annual no due after submitting final no due

No Dues Your final no dues has been already submitted for 20XX-XX

Final No dues can be submitted only once

Apply for scholarship Payment

Scholarship data is not maintained

Scholarship data should be maintained

Apply for scholarship payment

Scholarship Payment could not be processed as Bank details are not available. Please update the bank details or contact Finance and Account section for further assistance

Bank details should be maintained for students for applying payment of scholarship

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Please submit the payment request after the last date of the current month

Scholarship can be applied for present month it can be applied only for previous month


Student has already applied for scholarship amount

Student cannot apply for scholarship twice for same month


You can’t apply the scholarship for the future date

Student cannot apply for scholarship payment for future month

Mess Change Date should be first of month Student cannot apply mess change in mid-month

Mess change Date should be greater than today’s Date

Mess change cannot be applied for previous month

Request for discontinuation

You should complete final no dues before submitting discontinuation

Student should have submitted Final No dues before applying for discontinuation


You should return your scholarship before submitting for discontinuation

Student should select check box of scholarship returned & than enter receipt before discontinuation


Please upload the document of Receipt from IISC/Receipt for NEFT Transfer

Student should upload document of receipt for discontinuation

Scholarship Activation

Scholarship activation is not allowed for provisionally admitted student

Scholarship activation is allowed only for confirmed students


Please update bank details before activation

Bank details updation is mandatory for scholarship activation


Please get the assignment of Research Supervisor done before activating Scholarship

Research supervisor assignment is mandatory for activation of scholarship


Please upload external agency sanction letter/Joining report.

If scholarship sector is External, then attaching documents is mandatory

Identification of RS You are not allowed to nominate Research Supervisor/ERP Supervisor/Co-supervisor. Please contact DCC Chair

ERP student cannot request for RS they have to contact DCCChair for same

Continuation For Continuation you should have

submitted the Thesis

For Continuation student should have submitted thesis

Continuation You should complete 12 credits

and more CGPA should be 8.0

and more

For Continuation Student should have completed 12 credits & 8 CGPA else system will not allow to request

Continuation Continuation is not applicable for

MSc

MSc students cannot apply for Continuation

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Downgrade For down gradation if the

comments and the date of

submission is not there - Please

provide the Inputs

For Down gradation Comments and date for submission is mandatory

SAP SLcM (Student Lifecycle Management) SAP S/4 HANA … · 2020. 12. 30. · 1 SAP SLcM (Student...

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