Systems Database

EMIS EMIS RegistrarRegistrarInformation Management Information Management

SystemsSystems

DDUMALAG UMALAG VVOCATIONAL-OCATIONAL-TTECHNICAL ECHNICAL SSCHOOLCHOOL

© 2009-2011 by Gibson H. GuirhemTeacher I, TESDA-DVTS

Data is integrated, organized and systematized Data search result can be obtained immediately Data can be created, manipulated, shared and

retrieved automatically by several users simultaneously

Data can be shared or obtained without opening MS Excel, etc. or sharing files in flash disk, etc.

Data can be reported easily Reliable data accuracy and error can be seen

immediately Data can also be stored and used for the future

programs; can be designed to fit with the latest TESDA templates

EMIS REGISTRARAdvantages

Saves time Saves effort and workforce Saves paper and ink (saves planet earth) Saves money, resources and electricity Furthermore, Supervisors, Faculty, Security,

Assessment Office, Employment Office, ID Card/Image Capture/Biometric Service Office, Guidance Office, Cashier, Librarian … would know if the trainee is officially enrolled


Less mistakes and these mistakes can be easily corrected

Less hassle or less worries Since report can be generated immediately,

we get more time checking, analyzing and verifying the outputs

One may need not learn advanced MS Excel* functions like formatting, formulas.

Clients’ needs can be given immediately More time with the students More coffee breaks

*Reporting Application


REGISTRAR OFFICE

ASSESSMENT OFFICE

GUIDANCE OFFICE

SCHOOLLIBRARY

POST-TRAINING (EMPLOYMENT) OFFICE

OFFICES AND DEPARTMENTS

CASHIER

TESDA-DVTS

ORIGINAL SYSTEM SETUP

1. Offices are set apart from each other by buildings, space or elevation

2. Since data is not directly shared each offices may work independently like encoding data already encoded by one office or one office may miss some important information

3. Data is not updated even when (for example) Registrar (or other offices) has updated it

4. Lots of print-outs and waste of time and resources

5. Disorganized...

EMIS Registrar is a database manager software. It is the one that communicates with our database when we store, search or retrieve information from it. This software was created and developed using Visual Basic 2008 .NET

EMIS RegistrarEMIS Registrar

The system uses the WAMP with an FTP Server: WWindows + AApache (Web Server) + MMySQL Server (database) + PPHP

MySQLMySQL is a powerful, free database that allows multiple users to perform queries to the information stored in it.

ApacheApache is also a free webserver and can be installed to any normal workstation to provide web-based services

PHPPHP allows to query MySQL database through web-browser FTP FTP allows transfer of files like photos to one computer to

another.

TESDA-DVTS

EMIS Registrar features the following services/functions:

1. Registrar Data Manager2. Online Registration

Module3. CAC Data Manager4. Post-Employment Data

Manager5. Assessment Mobile

(Backup)6. Registrar Mobile (Backup)7. Offline Assessment

(Mobile) for field assessment

EMIS Registrar Login Form

TRAINEE

CREATE ENROLLMENT PROFILE

Section/Batch Course/Qualification Training Schedule

CREATE ACCOUNTS

Training Fee Assessment Fee Miscellaneous Fees

ADMISSION REQUIREMENTS

ONLINE REGISTRATION

ASSESSMENT AND VERIFICATION

PAYMENT

VALIDATION

INTERNAL CLIENTS

REQUIREMENTS VERIFICATION

EXTERNAL CLIENTS

SCHEDULING

ENCODING OF APPLICATIONS

REAL-TIME/ ACTIVE

ASSESSMENT for pending results

POST ASSESSMENT for batches with

assessment results

REPORTING

Data Required for Assessment:

Trainee’s Profile Enrollment Profile (Section,

Qualification and Training Schedule)

DATA PROCESSING (System Block Diagram)

WALK-IN APPLICANTS

REGISTRAR

ASSESSMENT

EMPLOYMENT DATA OJT

POST-TRAINING

Assessment Result

Employment Status

Tracking status (after 6 months)

Trainee’s Profile Enrollment Profile

(Section, Qualification and Training Schedule)

Assessment Result

REPORTS GENERATED:

1. Trainee’s Profile

2. Registration Form (for Assessment of Subjects and Fees)

3. Enrollment Form (Subjects, Schedule, Accounts, Payments)

4. Class Masterlist

5. Class, Instructor and Room Schedule

6. Enrollment Report (NMIS 050)

7. Terminal Report (NMIS 100)

8. MIS 03_02 (Enrollment, Terminal, Employment Report)

9. Certificate of Training

10. Statistics

11. Complete Monitoring Report

12. ID Cards

REPORTS GENERATED:

1. RWAC (no certificate number)

2. RWAC MONET

3. Statistics

REPORTS GENERATED:

1. Employment Monitoring Report

LIBRARY

GUIDANCEREPORTING

REPORTING

FLOW OF DATA

• Encodes Trainees’ Profile• Enrolls/Sections/Batches Trainees• Provides copies of Enrollment Reports, Masterlist and Statistics

CURRENT FUNCTION

REGISTRATION

OFFICE OF THE REGISTRAR

Creating a unique trainee’s ID ID NumberNumber for the trainee. This ID Number alone identifies the trainee in the database.

ENROLLMENT

Entering the trainee to a unique Section Section or Batchor Batch. The section describes the Course, Qualification Classification and Training Period.

REPORTS

REGISTRAR DATABASE

Registrar Database is installed in the computer called Registrar Server (REGServer).

REGISTRAR OFFICE

OUTPUT DATA:REGISTERED AND REGISTERED AND ENROLLED TRAINEEENROLLED TRAINEE

• ENROLLMENT REPORTS• MASTERLIST• STATISTICS

REPORTS PRODUCED:

TESDA-DVTSEMIS Registrar

FLOW OF DATA

• Receives internal clients (DVTS Scholar, Regular and Modular trainees)• Receives external clients (Other TESDA Schools trainees and Walk-In applicants) • Provides copies of Assessment Report and Statistics for other offices

CURRENT FUNCTION

OFFICE OF THE ASSESSMENT CENTER

OUTPUT DATA:ASSESSED TRAINEEASSESSED TRAINEE

Assessment Database is installed in the computer called Assessment Server (RWACServer) housed in the Office of the Assessment Center.

ASSESSMENT OFFICE

REGISTRARDATABASE

Internal clients carry its Registration and Enrollment information upon entering the assessment database so the other offices (like the Registrar) can retrieve the assessment information instantly.

ASSESSMENTDATABA

SE

REPORTS

REGISTRATION

Registration of candidates who applied for assessment. The registration process gives another unique ID Number for the trainee.

ASSESSMENT

Obtaining assessment results, date of assessment and assessor to create assessment report.

• ASSESSMENT REPORTS• RWAC• RWAC-MONET• STATISTICS

REPORTS PRODUCED:


FLOW OF DATA

• Tracks the employment status of the internal clients who have been assessed and have graduated and updates the trainee’s employment information which is based on his or her enrollment and assessment information.

CURRENT FUNCTION

POST-TRAINING OFFICE

OUTPUT DATA:TRAINEE’S TRAINEE’S EMPLOYMENT EMPLOYMENT STATUSSTATUS

Employment Database is installed in the computer called Employment Server (EMPYServer) housed in the Post-Training Office.

POST-TRAINING OFFICEREGISTRAR

DATABASE

EMPLOYMENT DATABASE

REPORTS

• EMPLOYMENT MONITORING REPORT

REPORTS PRODUCED:

ASSESSMENTDATABASE

• ID Number• Section/Batch• Assessment Result


FLOW OF DATA

• Registrar Office retrieves the assessment result from the assessment database and employment status from employment database. The trainee is traced or tracked because of the ID Number.

FLOW DESCRIPTION

DATA FEEDBACK TO REGISTRAR OFFICE

REGISTRAR OFFICEASSESSMENT

DATABASE

REGISTRARDATABASE

REPORTS

• TERMINAL REPORTS• BILLING STATEMENT• ENROLMENT MONET REPORT• CERTIFICATE OF TRAINING• COMPLETE MONITORING REPORT

REPORTS PRODUCED:

EMPLOYMENTDATABASE


EMIS REGISTRAREMIS Registrar Client GUI for Online Registration


The trainee is given a chance to encode his or her personal profile. The GUI is designed to be user-friendly and easily understood even for the very basic user.

When this was released for use, it was given a name Online Trainee Registration or eTESDAreg. A new or returning trainee is given a privilege to connect to the database and create or edit her profile, shift to a new training or course and request for enrollment.

The registration GUI is applicable for Regular, Modular and even for Scholar.

Since this is just like filling-up an actual personal trainee profile, we are assured that the spelling of their names are correct.

This module also tries to calculate and assess the capacity of the trainee to use the common Windows® forms like filling up fields, textboxes, using combo-boxes, scrolling, drag-and drop, clicking, etc. The literacy is rated by measuring their duration of registration and the presence of the assistance.


After the trainee has requested for enrollment, he or she will be given a code. This code is actually used as a priority number for the services following the Online Registration.

EMIS REGISTRAREMIS Registrar Control GUI – Manual Profile Registration

This tab of the Control GUI used by the encoder to create or edit registration done through the Online Registration Module. This is also used to enter registrations of those who find it difficult to use the Online

Registration module.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management

Section management tab gives the information about the trainee, about her enrollment and assessment history. This is also the one used by the Controllers to section, create subject, schedules, accounts and

update payments and many other functions. The trainee can easily be found by entering her name or trace code in the search box.

EMIS REGISTRAREMIS Registrar Control GUI – Creating a Section

This for is used for creating new sections for Regular, Modular and even Scholar. Note that the information you will provide for a section’s

properties will reflect in most TESDA reports.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Data

Processing

For the controller to easily manage the enrollment of a trainee, this tab would make a lot of work easier.

Click these button to view the output

forms

EMIS REGISTRAREMIS Registrar Control GUI – Section Management - Sectioning

The trainee can be added to a section through a drag-and-drop operation.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Subject

Management

Subjects for a certain period are based on curriculum nomenclature. Core competencies are starred.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Class Schedule

This form will help create schedule for a class, instructors and room. Conflicts disable a schedule to be created therefore providing a seamless schedule management.

Click this button to view Schedule

printout

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Trainee’s

Schedule

The schedule can be applied to the trainee’s available subjects or competencies. For irregular trainees, advanced scheduling will help set the irregular trainee’s schedule.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Accounts

This tab is used to manage Trainee’s Accounts.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Payments

This tab is used to manage Trainee’s Payments.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – ID Card

This is used for creating ID Cards by just dragging-and-dropping profiles to the empty card set.

Click this button to view ID Card

printout

EMIS REGISTRARSection Query and Statistics

Gives the summarized view of trainee’s population.

EMIS REGISTRAREMIS Registrar Control GUI – Section Management – Employment

The trainee’s employment status can be updated through this form.

EMIS REGISTRAREMIS Assessment Control GUI – Application Form

EMIS Assessment GUI helps an encoder to manage applications from internal and external applicants. A lot more advantage on entering internal applicants data since this was already existing in the database.

EMIS REGISTRAREMIS Assessment Control GUI – Real-time Assessment

This tab makes it easier to update assessment status and results after the assessment. Applications can be entered before hand and be set it to ‘To Be Assessed’ in Application Form tab.

EMIS REGISTRAREMIS Assessment Control GUI – Batch Management

Batch Management is used to query assessment information through schedule and qualifications. In this area also will help the encoder to create RWAC report.

Click this button to view RWAC Report

EMIS REGISTRAREMIS Assessment Control GUI – RWAC MONET

This tab manages the reporting of RWAC Monet for TESDA P.O. In the list you can find which batches have been reported and which are not. Both the NC and COC report can be generated from this form.

Click this button to view

RWAC MONET Report

EMIS REGISTRAREMIS Assessment Control GUI – Offline Assessment (Mobile)

If TESDA designates a different assessment venue (other than the Assessment Center), Mobile Assessment Terminal facilitates the applications and assessment result so there’s no need to encode

these application when the packages arrive at the Assessment Center. The mobile device (laptop) can be docked to the network, connect to the assessment server and upload data conveniently.

EMIS REGISTRARSynchronization of Databases

Synchronization is needed to keep the databases up-to-date and this will give the most updated/latest information to any offices. The Registrar, Assessment and Post-Training Offices have their own server

and main database and each have their own copy of databases of other offices. This is done so they can actually work independently at any time. Any changes made on other offices won’t reflect in one if

synchronization is not done therefore synchronization is needed to update these copies of databases. Synchronization works pretty easy when all servers are online and in one network.

See an animated explanation about Synchronization.

EMIS REGISTRAROffline Synchronization (Offline Update)

If synchronization couldn’t work especially when no network connection can be established, Offline Update would resolve this problem. This is done by downloading the update files into one flash drive or

any storage device and uploading them to the other servers.

EMIS REGISTRARReporting

This form gives most of the reports of a section integrating the data given by the assessment and post-training offices.

TESDA ENROLLMENT REPORT

TESDA TERMINAL REPORT

TRAINING AND EMPLOYMENT MONITORING


Statistics and Summaries will gather all the data specified in the filter. This gives the user also an option to select what type of report format and style to be

generated .

Statistics (Original)

Statistics (RNN Style)

Live/Real-Time Enrollment Statistics


This tab will help you generate MIS 03_02 report.

Training and Employment Report

(MIS 03_02)

The trainee can review the information she had entered once she receives the print-out of her profile. This form is submitted to the Registrar. BACK

EMIS REGISTRARReports Generated

TRAINEE’S PROFILE

Registration Form shows the subjects, schedule and accounts of the trainee. This is subject for assessment and verification.

REGISTRATION FORM (FOR ASSESSMENT AND VERIFICATION)

BACK


This form is produced by the registrar and is ready for validation.

ENROLLMENT FORM

BACK


One a schedule is created the class, instructor’s and room schedule are automatically generated.

CLASS, INSTRUCTOR AND ROOM SCHEDULE

BACK


TESDA ENROLLMENT REPORT (NMIS 050)

BACK


TESDA TERMINAL REPORT (NMIS 100)

BACK


TRAINEE MASTERLIST (SECTION)

BACK


MIS 03-02 Form

BACK


Employment Monitoring Report

BACK


ENROLLMENT/GRADUATION STATISTICS

BACK


ENROLLMENT/GRADUATION/ASSESSMENT STATISTICS


BACK

Live Enrolment Statistics sample screenshot (enrollment as of June 17, 2011). No need indeed for another sophisticated program (which is usually commercialized) to show this enrolment statistics. This one was created using MS Excel 2007. A free MySQL ODBC adapter that can be downloaded from the net will help Excel connect with the live data directly from the database.

Excel can be programmed when to retrieve data from the database and automatically updating the chart. This one was set to retrieve data every two minutes.

BACK

EMIS REGISTRAREnrollment Statistics

RWAC Report

BACK


RWAC Monitoring Report

BACK


CERTIFICATE OF TRAINING (PGS SAMPLE)

BACK


ID CARDS

*MS Excel is still used as ID Card generator. BACK


SynchronizationONLINE SYSTEM

ASSESSMENTDATABASE

REGISTRARDATABASE

EMPLOYMENTDATABASE

Information can be exchanged, updated and manipulated simultaneously anytime. Information is always current or recent/up-to-date.

But when one of the server goes offline, connection breaks and no transmission can made to that server. Latest information (or even the previous ones) cannot be retrieved because the server cannot be reached.

SYSTEM ONLINE

SYSTEM OFFLINE

LOCAL DATABASES OF REMOTE SERVERS

ASSESSMENTDATABASE

EMPLOYMENTDATABASE

LOCAL POST-TRAININGDATABASE

LOCAL ASSESSMENT

DATABASE LOCAL ASSESSMENT

DATABASE

LOCAL POST-TRAININGDATABASE

LOCAL REGISTRARDATABASE

LOCAL REGISTRARDATABASE

TO AVOID THAT PROBLEM

ARE INSTALLED WITH THE MAIN SERVER

DATABASESYNCHRONIZATIO

N

SERVERS CAN STILL WORK WITH THE PREVIOUS DATA USING THEIR LOCAL DATABASES. DATABASES WILL BE UPDATED WHEN SERVERS GO ONLINE AGAIN.

Prop

erty

of T

ESD

A-D

VTS

© F

ebru

ary

2009

REGISTRARDATABASE

REGISTRARSERVER

EMPLOYMENTSERVER

ASSESSMENTSERVER

NETWORK DESIGNREGISTRAR OFFICE

REGISTRAR SERVER

HUB

REGISTRAR ENCODERS/REPORTERS/PRINTERS

ASSESSMENT CENTER

ASSESSMENT SERVER

ASSESSMENT ENCODERS/REPORTERS/PRINTERS

POST-TRAINING OFFICE

EMPLOYMENT SERVER

EXTERNAL CLIENTS

ID CARD PRINTER

IMAGE CAPTURE BOOTH

MOBILE CLIENT

MOBILE CLIENT

W-LAN HUB/ROUTER/AP

ACCOUNTS/ BUSINESS

OFFICE

SCHOOL LIBRARY

EMIS OFFICE

IMPLEMENTATIONShowing the actual networking system in building layout and actual IT facilities utilization. Other offices are networked to share other EMIS’ services like internet connection and remote support. The installation stated on April 15, 2011, system testing started on the first week of May 2011 and

enrollment began on May 16, 2011.

Systems Database

Documents

Transcript of Systems Database