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Functionality Overview Student System Linda Bidi

ADAPT IT EDUCATION

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1000+ employees10 000 customers53 Countries Africa and worldwideJSE listed ADI Software and Services ProviderLevel 2 B-BBEE contributor

National offices: Johannesburg, Durban, Cape Town International offices: Mauritius, Botswana, Kenya,

Ireland, Australia and New Zealand

Strategic Partners: Microsoft | Oracle | IBM | SAP

ABOUT ADAPT IT

VISIONTo be the leading provider of specialised software

PURPOSEGrowing our people and solutions -enabling our clients to achieve more

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Adapt IT Campus

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ITS INTEGRATOR PRODUCT SUITE

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Core Systems

• User Access Control• Business Process Driver• Document Storage and Retrieval• Surveys & Questionnaires• Routing System• Identification Card Interface • Communication via printed

document, e-mail and SMS

Student Management

STUDENT MANAGEMENT• Student Administration (incl.

Self-Service & Mobile)• Lecturer Self-Service • Distance Education• Co-operative Education• Research Administration• Alumni Management• Health Management

STUDENT FINANCIALS• Student Debtors• Bursaries and Loans

Financial Management

FINANCIAL MANAGEMENT• Financial Structures• General Ledger • Accounts Receivable• Income and Expenditure Budgeting• Finance Self-Service • Asset Management (incl. Self-Service &

Mobile)• Procurement Management

CASH MANAGEMENT• Counter System• Banking Interface

Human Resources Management

• Personnel System• Salary System • Salary Budgeting System• Personnel Self-Service • ITS InfoSlips for Payslips

MIS and Reporting

• Metadata Data Layer• Management reports via Self-

Service• JasperSoft

Resource Management

• Contact Management• Print Costing• Meal Bookings and

Point of Sale• Venue Reservation • Vehicle Reservation • Mobi Elections

Timetabling

• Timetabler• Timetabler Live• Timetabler Automation• Timetabler Attendance• Timetabler Pay Claim• Timetabler Utilities

3rd Party Plug-ins and Interfaces

• DHET• MyGate• Vericred• IntelliCard • StudySpend• Eduloan • Moodle/Blackboard• MyMarket

• CELCAT Timetabler • FIHRST• FoneWorx• Sierra Library system• Innopac Library system• Real Pay• i-Chain• Caseware

• Timetabler Room Booker• Timetabler Web Publisher• Timetabler Autocal• Timetabler Notification Service• Timetabler Course Scheduler• Timetabler Exam Scheduler

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Student Lifecycle

Enquiry

Application

Registration

Study Period

Examination

Graduation

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Application

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Biographical information entered/updated • validations to minimise risk of creating duplicate student records• search on Surname functionality for quick look-up

• Different categories of Applicants –first time entering, returning students, etc.

• Applications for any future year, block and offering type can be processed• multiple qualifications per student

• Study Quotes generated• includes all fee categories• application fees can be raised

• Institutionally defined Admission Statuses drives Application Process • communication sent to applicants according to status

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Registration

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Contact, Distance, Short Course Education Management• Different types of registration for different categories of students• Multiple Program registration• Online registration features

• Fees generated automatically • Students assigned to class, practical and tutorial groups• Registration quota control on programmes and courses

• On-line validation during registration• Outstanding fees, Disciplinary actions, etc.• School leaving subject requirements• Program pre-requisite/substitutes• Course pre-requisite/co-requisite/substitutes• Examination timetable clashes• Lecturing timetable clashes• Enrolment quotas for each Course/Year of Study/Block/Offering Type

combination

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Registration

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Contact and Distance Education Management• Different types of registration for different categories of students• Multiple Program registration• Short Course Registration• Online registration features• On-line validation during registration• Printouts generated automatically at registration

• Student statement, Proof of registration, Class and Examination timetable, Prescribed book list, Study material requisition & stores picking slip (for Distance Education), Meal tickets (if the Meal Booking System is used)

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Registration

Enquiry

Application

Registration

Study Period

Examination

Graduation

Study Contracts• students can register under study contract• study contract allows for the set-up of alternate fees and payment rules for

Students / Supporting Companies registering under the Contract• Group Billing to the Contractee• Distribution of combined payments

Cancellation (withdrawal) and cancellation credits• Contact and Distance Education Management• Different types of registration for different categories of students• Multiple Program registration• Short Course Registration• Online registration features• On-line validation during registration• Printouts generated automatically at registration• Cancellation (withdrawal) and cancellation credits

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Registration

Enquiry

Application

Registration

Study Period

Examination

Graduation

• System provides for residence application, admission and registration• Back-office or self-help

• Fees are linked to rooms per residence and room type• Rooms can also be priced individually• Residence fees automatically raised on residence registration

• Room/Breakage deposits can be handled• Students can apply for placement in a specific residence and room• Cross-view functionality to view progress with Academic Application and

Admission• Movement of students in or between residences recorded and fees adjusted

automatically• Financial cancellation credits will automatically be calculated and credited to

the student • two methodologies available (fixed dates and number of days after

registration)• Facility for the control of asset items issued to students

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Registration

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Define bursaries or loans › The criteria for allocation › Enter bursary/loan applicants• Match the funds to applicants according to criteria, e.g.• Allocate manually or automatically according to specific rules• Generate the necessary financial transactions in SD• Keep track of the available funds to prevent the over allocation of funds• Can do allocation to student once-off or monthly• Validate to see if student still registered

• Biographical• Academic• Income (Means test)• Other criteria(leadership, sport, etc.)

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Study Period

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Full academic record of total study period• System cycles –full control over mark input• Assessment marks

• Continuous assessment or • Contributing to an overall period mark (can then be combined with an

Exam mark)• Assessment outcome different methods:

• Results• Competency based• Rubric criteria

• Mark entry either numerically or alphabetically• Via back-office of self-service

• Primary & Secondary mark entry possible –accuracy control

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Student Fees

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Fees auto generated with administration activities • Study fees defined according to various criteria• Statements printed at any stage to reflect the student

current financial situation • Statuses to control actions, e.g.• Withhold exam results• Prevent student from registering• Facility to remove statuses automatically• Payment agreements to manage:• amount due by students• SD age analysis• Interest calculation

Student Fee Payment

Via self service

Counter

Directly into bank

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Examination

Enquiry

Application

Registration

Study Period

Examination

Graduation

• Rules for examination mark calculation:

• whether Examination is part of course evaluation and weighting

• Weighing of Exam Mark to Continuous Assessment

• Sub-minimum per paper to pass course

• Number of Papers to be written

• Paper weighting and duration

• Structure of re-attempts if student fails examination

• Examiner, Moderator, etc.

• Publication of results –paper, self-service, sms, Interactive sms, Infoslips, etc.

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Graduation

Enquiry

Application

Registration

Study Period

Examination

Graduation

Manage graduation on academic and event management level

Academic Management:• Different Progression rule-sets• Exit point identification• Maintain exceptions• Identify possible graduates • Flag students as graduates

Management graduation event• Attendance and guest invitations• Seating plans and tickets• Print lists and reports as required

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Statutory Reporting

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HEMIS

• HEMIS reporting is done by submitting detailed information in record layout by including a number of data elements extracted from the institutional database and submitted as ASCII files

• These data elements are validated and cross-checked at the institution (as opposed to the former method of data validations done at the DHET) using software provided by the DHET called VALPAC

• At present HEMIS reports on:– Institutional offerings– Student Information– Personnel Information (as from 2007 institutions are expected to submit HEMIS reports on Space Information)

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TVETMIS

• TVETMIS is a unit record based information system that stores and maintains unit records of public college data, which is related to their campuses, programmes of study, subjects, staff, students and of course finances.

• Although the data content of TVETMIS is primarily maintained and supplied by the public TVET colleges, the data standards andrelated specifications are defined by the DHET electronic files based on the standards and specifications are transmitted to theDHET to be loaded to TVETMIS

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EDLES Overview

• Upload the Time Table Information from the Department of Education• Extract Student Enrolment Details for sending to the Department of Education• Extract Student Marks for sending to the Department of Education• Upload the Exam Results from the Department of Education• Extract Matric Student Enrolment Details for sending to the Provincial Department of Education

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Thank you