Post Installation Configuration

Owen Iyoha edited this page Dec 5, 2013 · 12 revisions

EduERP needs to be setup for use after installation and the following guide helps to do this, especially for demo purposes. In these instructions example.edu.ng is used to represent your EduERP domain, substitute example.edu.ng with the name of the domain you have used for your EduERP installation.

  1. Login to EduERP with Administrator Account at http://example.edu.ng with details created during the installation

  2. Create Drupal Staff Account – A new user which will be the key user for controlling the EduERP system must be created through the Drupal User Interface; navigate to http://example.edu.ng/admin/user/user and create this new user by clicking on the ‘add user’ tab and completing the form that is displayed. Make sure ‘Staff’ is selected from the available roles on the form. Take note of the username and password you create for this account. See: http://eduerp.org.ng/help/creating-staff-accounts.
    The Drupal Admin user with Drupal Id 1 should not be used for EduERP functions. The new account should become the EduERP administrator account so that Drupal admin functions are kept separate from EduERP admin functions.

  3. Assign EduERP Roles: Assign EduERP roles to the account created in step 2 by navigating to: http://example.edu.ng/staff/list. You will see the name of the new account listed, click the assign roles link beside the name to assign roles.
    The first role that should be assigned is the Role Assigner which has the highest EduERP privileges. In the ‘Give University Role’ section of the assign role page select Role Assigner from the role drop down menu and then click on the ‘Assign New Role to the Account Name created in step 2’ button. You should also assign the Bursar, Registrar and Academic Staff roles to the same account name by repeating the process described above so that this account has multiple roles for demonstration purposes. see: http://eduerp.org.ng/help/role-assigner.

  4. Create Faculty and Department: Create a faculty using the account created in step 2 that has been given the Assigner role by navigating to: http://example.edu.ng/staff/createeditfaculty. After creating a faculty, create a department for that faculty by navigating to: http://example.edu.ng/staff/createeditdept. See: http://eduerp.org.ng/help/create-or-modify-faculty .

  5. Assign HOD Role: With department created in step 4, assign the account created in step 2 with the Head of Department role for the department by navigating to: http://example.edu.ng/staff/list click on the assign roles link beside the account name. Select the Head of Department role and department created in step 4 from the drop down lists in the ‘Give Department role’ section of the page and click the ‘assign new role to account name’ button.

  6. Create Courses & Assign Courses: Courses need to be created for each department created. The Head of Department role is responsible for this function. Navigate to: http://example.edu.ng/staff/createeditcourse select the department from the drop down menu that you are creating a course for and follow the wizard and instructions on the page. Make sure you also assign the course created to a lecturer. Since you will not have created other staff accounts at this point you can assign the course to the Head of Department for purposes of the demo. In a live scenario you would likely assign the course to another staff member. See http://eduerp.org.ng/help/create-or-modify-courses-department for guidance.

  7. Create Programmes: Programmes are created in a department and this function is performed by the HOD role for the specific department. Navigate to http://example.edu.ng/staff/createmodifyprog and fill in the form. The create programme form is a large form so refer to http://eduerp.org.ng/help/create-or-modify-university-programme for guidance. For purposes of the demo keep the settings like minimum and maximum credit load for 100 level for semesters 1 and 2 very low e.g. 2 and 3 and keep CA (Continuous Assessment) at 0 this will ensure you can quickly set up EduERP to see how it works without having too many settings to configure. You must ensure that you have added enough courses to the program so that the student will be able to select courses with enough credit for level 100 to match the total minimum specified above for both semesters (as the demo is configured to combine registration of courses for both semesters).

  8. Specify Courses for a Programme: Specify the courses you created by navigating to: http://example.edu.ng/staff/createmodifyprog#staff-specify-course-proceed-form and select the programme created in step 7 from the drop down menu that appears on the page and click the 'start specifying courses' button to complete the process. This will take you a page where you will add courses to the programme. You must ensure that you have added enough courses to the programme so that a student will be able to select courses with enough credits for 100 level to match the total minimum specified above for both semesters (this instance of EduERP combines registration of courses for both semesters).

  9. Verfiy all courses needed for a programme are being run for a semester: This must be run (for each semester) to ensure that the software is properly configured ahead of student course registration.

  10. Create Fee Items to be associated with the programme you have set up by navigating to: http://example.edu.ng/staff/schoolfeesadmin in the ‘School Fees Setup’ section complete the Create/Modify School Fee Items link and Create/Modify School Fees Setup link which consists of 4 steps. Refer for guidance http://eduerp.org.ng/help/school-fees-administration. This function is normally performed by the Bursar role. Additionally use http://example.edu.ng/staff/updatesettings to set Set Late Registration Amount (it must be set, the default value will not be used if left as it is). And set other settings as desired.

  11. Specify Current Session & Semester: Set the session and semester for which EduERP is running by navigating to: http://example.edu.ng/staff/semester and select the session and semester from the drop down menus that appear in the first section of the Semester Administration Page and click the Set the Session and Semester button to complete the process. EduERP will not function properly is the current session is not set. http://eduerp.org.ng/help/set-session-and-semester.

  12. Open Student Registration for Session: Open student registration for the session by scrolling down the page at: http://example.edu.ng/staff/semester. A link on the EduERP homepage for students to create accounts will be available when the open student registrations for the Session’ button is clicked. http://eduerp.org.ng/help/open-close-student-registrations-session.

  13. Create a student account by starting student registration: A Student (Applicant) account can be created by clicking on the create account link on the EduERP home page (you will need to log out of EduERP first) and fill the form. Take note the JAMB number you use during the registration and take note of the username and password for the student account you create. Also the student should apply for a programme you have setup in step 7. See: http://eduerp.org.ng/help/applying-universitycreating-account-university-system for guidance.

  14. Clear Student: After completing step 11, log out of EduERP and log back in with the staff account you created in step 2; navigate to http://example.edu.ng/student/clearance. You are now acting as a registrar office to clear a student. On this page enter the JAMB number of the student account created in step 11 and click the ‘search’ button. The student details should be displayed. Click the verified and cleared check boxes at the bottom of the page and click the submit button. EduERP will display the student’s new Matriculation number and a confirmation agreement is generated. Take note of the matriculation number as this replaces the student username created in step 11 that the student will use to log into EduERP.

  15. Authorise a Scholarship: Navigate to http://example.edu.ng/staff/scholarshippayment Enter the matriculation or JAMB number of the student you have created and click the ‘search now’ button. From the new page displayed, select State Government from the Scholarship Type drop down menu. Enter some text in the ‘Remarks-Brief details about the scholarship’ field then click the ‘Authorise Scholarship’ button. Giving scholarship to this student is necessary for demo purposes because the next step involves student paying for their school fees which involves the EduPAY plugin. If a student is on full scholarship in EduERP then EduPAY will not be needed in the next step (this will only work if the student does not opt to pay for a Hostel room and the "Last Date For Fee Payment Without Late Registration Charges" is set in the future in Fee Settings).

  16. Student Pay Fees: log out of EduERP and log back in as the cleared student using the matriculation number generated in step 12 and the student password created in step 11. Click on the ‘Pay Fees’ link in the left hand side bar and follow the wizard that takes you through the process of paying the school fees that were setup in step 8. As this student is a scholarship student he will not have to actually pay any fees using EduPAY but EduERP will mark this student as having paid fees on completion of the pay fees process. It is important to continue to the end of the process 'Send Fee Details for Processing ‘ Click Once Only!

  17. Student Course Registration: After paying school fees navigate to course registration by clicking on the ‘Registration’ link on the left hand side bar. The courses that the student is eligible to register for are displayed. If the course is a core course it will already be checked elective courses will have to be checked by the user. Refer to: http://example.edu.ng/help/course-registration for further details.

You will also need to review additional instructions for a production system before you go live.