User's Manual Templatekisiipoly.ac.ke/sites/default/files/courseApplicztion... · 2019-06-18 ·...

User Manual

MANUAL

Online Course Application

May 2019

Revision Sheet

User’s Manual Page i

User’s Manual Page ii

User’s Manual

Authorization Memorandum

I have carefully assessed the User’s Manual for Kisiipolys Online Course application System. This

document has been completed in accordance with the requirements of System Development

Methodology.

We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based

on our authority and judgment, the continued operation of this system is authorized.

ALEX MARAGA 5th May 15, 2019

___________ ________________ ____________

NAME DATE

Project Leader

COLLINS JUMAH 5th May 15, 2019

_______________________________ _____________________

NAME DATE

Operational

User’s Manual Page iii

USER'S MANUAL

TABLE OF CONTENTS

Page #

A. GENERAL INFORMATION........................................................................................................ A-1

1.1 System Overview.................................................................................................................. A-1

1.2 Project References ...................................................................................................................... A-2

1.3 Authorized Use Permission ........................................................................................................ A-2

1.4 Points of Contact ......................................................................................................................... A-2 1.4.1 Information ................................................................................................................................... A-2 1.4.2 Coordination ................................................................................................................................. A-2 1.4.3 Help Desk ..................................................................................................................................... A-2

1.5 Organization of the Manual ....................................................................................................... A-2

1.6 Acronyms and Abbreviations .................................................................................................... A-2

B. SYSTEM SUMMARY ................................................................................................................... B-1

2.1 System Configuration .......................................................................................................... B-1

2.3 User Access Levels ............................................................................................................... B-1

C. GETTING STARTED ................................................................................................................... C-1

3.1 Logging On ........................................................................................................................... C-1

3.2 System Menu ........................................................................................................................ C-1 3.2.x [General System UI] ...................................................................................................................... C-1

3.4 Exit System ........................................................................................................................... C-1

4.0 USING the SYSTEM (ONline) ................................................................................................. C-1

4. 1 [Application Access] ............................................................................................................ C-1 4.1.1 Client side .......................................................................................................................................... C-1 After choosing the two fields click next button, here your session user session will be set. .......................... C-1 4.1.2 Application Process ............................................................................................................................ C-2 4.1.3 Backend Server................................................................................................................................... C-4

4.1.3.1 Login .......................................................................................................................................... C-4

D. 5.0 Special Instructions for Error Correction............................................................................... C-9

E. 5.1 Caveats and Exceptions ................................................................................................. C-9

1.0 General Information

User’s Manual

1.0 GENERAL INFORMATION


User’s Manual Page A-1

The User’s Manual provides the information necessary for the user to effectively use the automated

information system.

A. GENERAL INFORMATION

1.1 System Overview

Kisii poly Online Course Application is:

A Web application system based on any device platform.

Supports all browsers type: Internet Explorer, Microsoft Edge, Firefox 5.x and later, Opera,

Google chrome etc.

System name or title: Kisiipoly Online Course Application

System category:

Major application: performs clearly defined functions for which there is a readily

identifiable security consideration and need

General support system: provides general ADP or network support for a variety of users

and applications

Operational status:

Partially Operational

Under development


User’s Manual Page A-2

1.2 Project References

References that were used in preparation of this document in order of importance to the end user.

1.3 Authorized Use Permission

COFRICA provides you with access to a variety of resources on this website (“Web App”). The system

will be up to date with the new technology tools. Updates may be done without your notice but there will

be no interaction with your data or any system performances.

1.4 Points of Contact

1.4.1 Information

The points of organizational contact (POCs) that may be needed by the document user for informational

and troubleshooting purposes are currently not available.

1.4.2 Coordination

The list of organizations that require coordination between the project and its specific support function

(e.g., installation coordination, security, etc.) are currently not available.

1.4.3 Help Desk

Help desk information including responsible personnel phone numbers for emergency assistance is

currently not available.

1.5 Organization of the Manual

User’s Manual v0.01.

The manual is categorized into three critical parts.

1.6 Acronyms and Abbreviations

Provide a list of the acronyms and abbreviations used in this document and the meaning of each.

App: Application

URL: Uniform Resource Locator

2.0 System Summary

User’s Manual

2.0 SYSTEM SUMMARY

2.0 System Summary

User’s Manual Page B-1

B. SYSTEM SUMMARY

This section provides a general overview of the system written in non-technical terminology. The

summary should outline the uses of the system in supporting the activities of the user and staff.

2.1 System Configuration

The Kisiipoly Online Course Application is an online platform for applying study courses in the

institution. The study level ranges from higher diploma, diploma, certificate, competency base

and artisan courses.

The platform is web based.

For site audit, the following have been tested by the developers to identify and fix common

problems that might affect the site:

i. Site performance

ii. Progressiveness

iii. Best practices

iv. Accessibility

v. SEO (Search Engine Optimization).

vi. User experience.

Data storage:

All data submitted by the users are stored in MySQL database. Data security has been

performed to ensure no data is accessible by unauthorized users.

2.3 User Access Levels

The Primary user and family member and authorized user may be able to add and modify data

and information.

3.0 Getting Started

User’s Manual

3.0 GETTING STARTED

3.0 Getting Started

User’s Manual Page C-1

C. GETTING STARTED

This section provides a general walkthrough of the system from initiation through exit. The logical

arrangement of the information shall enable the functional personnel to understand the sequence and flow

of the system. We Use screen prints to depict examples of text under each heading.

3.1 Logging On

No user ID and password is required to log onto web interface. User or applicant has to access the site via

the Url: http://www.kisiipoly.ac.ke/apply/apply.php.

3.2 System Menu

This section describes in general terms the system menu first encountered by the user, as well as

the navigation paths to functions noted on the screen. Each system function should be under a

separate section header, 3.2.1 - 3.2.x.

3.2.x [General System UI]

Once the above link has been clicked. The interface displayed will be as shown in figure 1 below.

Figure 1 showing online course application interface.

3.4 Exit System

Click on back button to end your session which was set.

http://www.kisiipoly.ac.ke/apply/apply.php

4.0 Using the System (Online)

User’s Manual

4.0 USING THE SYSTEM (ONLINE)



This section provides a detailed description of the online system from initiation through exit, explaining

in detail the characteristics of the required input and system-produced output. THIS SECTION IS

ONLY TO BE USED FOR ONLINE SYSTEMS.

4.0 USING THE SYSTEM (ONLINE)

.

4. 1 [Application Access]

The Kisiipoly Course Application can be accessed via the link:

http://www.kisiipoly.ac.ke/apply/apply.php.

Accessible in any in any browser.

4.1.1 Client side

The applicant has to choose the level of study applying for and the department.

Figure 2 showing user select fields

After choosing the two fields click next button, here your session user session will be set.

Only courses from the specified department will be selected and displayed in the next page.

When course in the department is available or registered or the institution is offering, then user can

proceed to the next level of applying as shown in figure 3 below.

Otherwise if the course is not offered in the institution, a warning message will be displayed so user has

to choose only offered courses which are registered as shown in figure 4.

http://www.kisiipoly.ac.ke/apply/apply.php



Figure 3 showing success message when user course is available and being offered

Figure 4 showing error message when course selected is not being offered.

4.1.2 Application Process

When selected study level and department meets the condition, the applicant can proceed with application

in the next page.

The applicant has to fill all required fields as shown in figure 5 and 6 below.



To submit application, click on the ‘Submit application’ button shown.

Figure 5 showing fields to be filled by applicant

Figure 6 showing input fields



4.1.3 Backend Server

This interface displays admins actions on the applicant’s data.

The administrator can:

i. View list of all applicant.

ii. Print list of applicant.

iii. Approve applicants request

iv. Delete applicant request.

4.1.3.1 Login

Admin has to login to access the system. Provide username and password.

Figure 7 showing admin login screen

If account does not exist. One can create by clicking on the link crate new account as shown in figure 8



Figure 8 showing new admin account creation

After successful login the dashboard will be displayed as shown in figure 9.

Figure 9 showing admin dashboard



Blue button with an edit icon: Redirects to user detailed information.

Orange button with two ticks: Enables admin to approve user request.

Red button: Means delete applicant. This will erase any data related to applicant.

Figure 10 showing applicant details



Figure 11 showing printed list of applicants.



5.0 ERROR HANDLING



5.0 SPECIAL INSTRUCTIONS FOR ERROR CORRECTION

As a condition of your use of the Services, you will not use the Services for any purpose that is

unlawful or prohibited by these terms, conditions, and notices. You may not use the Services in

any manner that could damage, disable, overburden, or impair any performance, or the

network(s) connected to any.

Currently we are experiencing mailing issues due to upgrade of some important files to be used

including the important libraries. The team is working to ensure mailing functions are restored.

5.1 CAVEATS AND EXCEPTIONS

The services that KOFRICA provides to you are subject to the following Terms of Use ("TOU").

The right to update the application at any time without notice to you, without interfering with

any data and other system functionalities.

10.0 Appendix

User’s Manual

10.0 Appendix


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