User handbook

Extended MIS: Mobile user handbook

December 2019

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Roles and responsibilities in extended MIS

Update data at school point. Accountable for data quality and accuracyHM/school user

Support school user in MIS and technology useCRCC

• Train CRCCs, HMs, school users. Resolve operational and technical issues in using MIS

• Ensure compliance to state guidelines and timelines. Monitor data quality through MIS

• Coordinate operational support from district office and technical support from state MIS

Block officer

District officer

• Support user training, and resolve block escalated operational and technical issues

• Ensure compliance to state guidelines and timelines. Monitor data quality through MIS

• Coordinate technical support from state MIS

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Update student profile

Update Aadhaar number

Add student through Admission

Remove student through Exit

Transfer out/transfer in

Update attendance daily

Update assessment data after

SA1/SA2

First point of contact for

school users

• Provide training and

troubleshooting support

• Provide technology support

at block point

• Escalate to district user

Monitor rate of compliance

• Incomplete profiles

• Incomplete SA1

Point of contact for block

coordinators

• provide training and

troubleshooting support to

school user if necessary

• provide technology support

at district office point

• Escalate to state user

Monitor rate of compliance

• incomplete profiles

• incomplete SA1

School will update; block, district, state will monitor to ensure quality and compliance

School User Block User District User

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Student module

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Key differences between SDMIS and extended MIS

Annual Real time

Block point updates School point update

Web based Web + mobile access

Block/district/school School HM

Updated, comprehensive school and student data at all times

No frequent data collection for interventions and programs

Frequency of update

Mode of update

Technology for update

Data ownership

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Logging-in to extended MIS

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How to log into extended MIS

Enter your

School UDISE hereEnter password

here

Enter above

CAPTCHA hereSelect checkbox

to save

your credentialsClick on Sign-In

For Login

MIS Login Page

Extended MIS link: http://emisosepa.odisha.gov.in/

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If a school user forget their password, they

should contact the MIS PC at their block to

reset it

The MIS PC will use the User Management

page to reset the password for that school

Resetting the password sets it to default:

Osepa@123

When the school user logs in using the

default password after a reset, they will be

prompted to change the password

MIS PCs to support school users with login details and reset

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Review the list of students in your school

Add students to the school through the Admission page

Remove students through Transfer or Exit

Filter and complete all Partially Filled profiles

Fill student-wise SA1 through Assessment

Update attendance daily

Steps for school user to update and use extended MIS

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

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Unique student id

Important: Three important and identifying numbers

Admission reference number

Transfer Certificate number

• System generated, 16-digit id assigned to every student

• Does not change through the student's lifecycle

• Enables identification of any child in MIS

• Example: 2130010460100906

• Admission number of the student, as maintained by school

• System generated for all students migrated from SDMIS

• To be manually entered by the school for new students

• Example: 2019-20/0020

• System generated, 16-digit TC number

• Links students in transfer to initial school

• Enables identification and tracking in MIS

• Example: 2115010020119120

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Active, In School: Student enrolled at the school

Active, In Transfer: Student has transferred out

Inactive, Dead: Student has died

Inactive, Juvenile case: Student in juvenile

detention

Inactive, Out of school: Student is out of school

Inactive, Fake: Student profile was fake

Inactive, Duplicate: Student profile was a duplicate

Inactive, Dropout: Student has dropped out

Important:Student status Active and Inactive

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Viewing students in a school

View the students in your school, by class (1/2)

Click here for the menu

Click here on Student menu

Click here

to Manage Student

Upon clicking on

Student Menu,

list of submenus

will appear

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View the students in your school, by class (2/2)

Manage

Student

Page

Class

Filter –

Select

Class to

filter

students

List of

students

as per

filter

criteria

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Adding students through Admission

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Step 2: Add students through admission

Scenario 1: Adding a new student in extended MIS

Scenario 2: Adding a student that already exists in extended MIS, through Aadhaar, Student ID or TC number

Student admission is possible only by the school user, with a school login

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Scenario 1: Adding a new student in extended MIS (1/2)

Click here

to add a

new

student

Admit

student to

your

school

from here

Mandatory

fields are

marked

with a red

asterix*

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Scenario 1: Adding a new student in extended MIS (2/2)

Click on

Update &

Next Button

Click

Confirm to

add student

to your

school

Unique ID

generated

for the

student

added

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Click on

Admission

Menu button

to visit

admission

page

Enter Unique

Student ID of

the student

here

Click on

confirm

button to

admit

student

On screen demo

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Scenario 2: Adding a student that already exists in extended MIS, through unique student ID (1/3)

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Scenario 2: Adding a student that already exists in extended MIS, through Aadhar (2/3)

Click on

Admission

Menu button

to visit

admission

page

Enter

student

Aadhaar

here

Click on

confirm to

admit

student

On screen demo

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Scenario 2: Adding a student that already exists in extended MIS, through TC (3/3)

Click on

Admission

Menu button

to visit

admission

page

Enter TC

number in

quick fill bar

and click on

GO to

readmitted

the

transferred

student

Upon

clicking

confirm

button

student will

readmitted

to your

school

again

On screen demo

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Remove students through Transfer or Exit

A student can be removed from the school in two ways:

Transfer: When a student transfers to a different school or

requests a TC

Exit: When a student leaves the school due to one of the following

reasons (Death, Dropout, Missing, Fake, Juvenile Case, Migrated

out of state)

Removing a student from a school is possible only bythe school user, with a school login

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Remove students through Transfer

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Transfer: Transferring out a student (1/3)

Click on

Transfer and

select

Transfer

Student

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Transfer: Transferring out a student (2/3)

Select

student by

checking the

checkbox

Choose

character of

student for

TCClick on

Generate TC

button to

generate TC1

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Transfer: Transferring out a student (3/3)

Click

Confirm to

generate TC

TC number

will be

generated

and

displayed to

the user

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Remove students through Exit

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Exit: Removing a student in case of Exit (1/2)

Click on Exit

button

Click on Exit

– sub menu

Select

checkbox to

select

student for

Exit

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Exit: Removing a student in case of Exit (2/2)

Select

reason for

Student Exit

Click on

Submit

Student

profile

updated

to

Inactive

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Click on

Manage

Student

Menu button

Select from

the status

filter as

inactive

Inactive

options will

display

Removing a student using exit updates the student profile to Inactive

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Filter "Partially Filled" student profiles

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Filter "Partially Filled" student profiles and complete them

•Go to the Manage Student Page

•Select Active students

•Select Partially Filled profiles

•Complete them with the Edit button

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Manage student: how to filter “Active” student profiles

Select

Manage Student

Search Active

Status

students

Once filters are

selected, click

Search

List of

Student

profiles

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Manage student: how to filter “Partially Filled” profiles

Click here on

Manage Student

Search

Profile Status

Search

student

status as –

Completed

or Partially

Filled

Once filters are

selected, click

Search

List of Student

profiles

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Completing/updating student profiles

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Manage Student: how to complete a student's incomplete profile (1/2)

Click on Edit

student

profile

Button

Once filters are

selected, click

on Search

List of

Partially

Filled

Student

profiles

Mandatory

fields are

marked

with a red

asterix*1

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Manage Student: how to complete a student's incomplete profile (2/2)

Upon

clicking on

Update and

Next the

profile will

be updatedClick Submit

Click on

confirm

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Filling SA1 through Assessment

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Assessment: Updating SA1

Click on

Assessment

Click on

Assessment 1

Click on

Check box

here1

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Enter

marks

here

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Assessment: Updating SA1

Click on Save

Click on

Confirm

Data Saved

message to

confirm

successful

updation

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Filling Attendance daily

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Attendance: Updating daily attendance

Click on

AttendanceClick on

Daily

Attendance

Click on P-

Present or A-

Absent

button

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Attendance: Updating daily attendance

Click Submit

Click

Confirm to

save

attendance

data1

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Filling Attendance monthly

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Attendance: Updating monthly attendance

Click on

Attendance

Select Monthly

Attendance

Enter

Monthly

Attendance

here

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Help and Support

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MIS support channel from the Headmaster to the state MIS team

MIS PC1

MIS PC2

HM1

HM2

HM3

Distr.Prog.

State MIS

MIS PC will be the first point of contact for HMs for all issues

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Operational issues should be resolved

at the block

• Access related issues (no smartphone/

computer, no internet)

• User related issues (user unable to use

technology, doesn’t have training)

Operational issues to be resolved by blocks and districts

If the issue cannot be resolved at the block, it should be

escalated to the district programmer and resolved by the

district team

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Data and technology and issues to be logged with state MIS

Data and technology issues should be

escalated to the state team

• Access related issues (server failure issue, access

related issue not related to user

login or operations)

• Core data related issue (data incorrect and

cannot be updated by interface)

• Other technical issues

Data and tech related issues should be communicated to

the state MIS team via google form, whatsapp group or

phone call

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User resources and state help channels

Extended MIS blog https://emisosepa.home.blog/

User videos for web users

User videos for mobile users

FAQ document

Google drive with training documents: bit.ly/2LsHQp0

State MIS team (Rajguru Sir): mis-osepa@gov.in

9337684357

Google Form (to log issues)

https://forms.gle/RvD8fLFu3xw5DQkh7

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How to update a student's Aadhaar

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Manage Student: updating a student's Aadhaar

Click on

manage

student menu

Click on Edit

Button to

update

aadhaar

Update

aadhaar here

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Unused Slides