Administration Institutions

External Datasource

Name: OpenEMIS Core
Article Name: Add External Students
Category/Module: Administration
Tags: External, Data Source
Version: 3.8.6
Date Updated: 10 Jan 2017

 

Purpose:

The Add External Students feature allows user to connect to an external database to add students to an Institution.

Features:

Flowchart:

Screen Shot 2017-01-09 at 3.30.31 PM

 

Configure External Datasource

screen-shot-2017-01-10-at-4-28-34-pm

1) Go to OpenEMIS Core

2) Go to Administration > System Setup > System Configurations

3) Select External Data Source in the Dropdown list.

screen-shot-2017-01-10-at-4-32-01-pm

4) Select OpenEMIS Identity in Value list.

screen-shot-2017-01-10-at-4-33-52-pm

5) Enter the URL (which would be the Identity URL), Client ID (which would be the Client field in OpenEMIS Identity)

screen-shot-2017-01-10-at-4-35-32-pm

6) Select Save, you will be able to see the public key being generated. Private key will be visible only upon selecting the edit icon.

Add External Students

You would need to configure the External Data source which steps are provided earlier, before adding external students.

Screen Shot 2017-01-13 at 10.32.47 AM

1) Go to Institutions > Students

2) Select on Add icon

Screen Shot 2017-01-13 at 10.41.45 AM

3) To trigger the External Search, you would have to search for the Student Name > filter

4) The system will search and display all the users in the system (Internal Search)

5) You will now be able to see an External Search button appearing on the page. Select on External Search button.

Screen Shot 2017-01-13 at 10.54.09 AM

6) System will retrieve all the students in the external data source.

7) By default, you will be able to see ‘Create New Student‘ button.

Screen Shot 2017-01-13 at 10.58.02 AM

8) However, if you have found the user in the External Search, select on the record, ‘Add Student’ button will appear.

Screen Shot 2017-01-13 at 11.00.59 AM

9) Upon selecting Add Student, the OpenEMIS ID will be auto-generated, and the status will be set as default to ‘Pending Admission’, and the end date would display the last day of the selected Academic Period.

10) You can select the Academic Period, Education Grade, Class and Start Date > Complete

Screen Shot 2017-01-13 at 11.13.27 AM

11) The system will display a successful message upon adding successfully.

Scenario:
Student ABC – DOB:12/12/2010 (Age: 7) Adding student to Education Grade 3
Error Message: ‘The student should be 9 years old.’ This also depends on the data outliers and student admission age that has been configured in System Configurations.
Student ABC – DOB:12/12/2010 (Age: 7) Adding student to Education Grade 3. Previously was added to another Institution.
Error Message: “Student has already been added to admission list.”

 

Add External Staff

You would need to configure the External Data source which steps are provided earlier, before adding external staffs. Also to ensure there is an existing staff position available in the Institution.

Screen Shot 2017-01-13 at 3.37.31 PM

1) Go to Institutions > Staff

2) Select on Add icon.

Screen Shot 2017-01-13 at 3.46.22 PM

3) To trigger the External Search, you would have to search for the Staff Name > filter

4) The system will search and display all the users in the system (Internal Search)

5) You will now be able to see an External Search button appearing on the page. Select on External Search button.

Screen Shot 2017-01-13 at 3.50.32 PM

6) System will retrieve all the students in the external data source.

7) By default, you will be able to see ‘Create New Staff‘ button.

8) However, if you have found the user in the External Search, select on the record, ‘Add Staff’ button will appear.

9) Upon selecting Add Staff, the OpenEMIS ID will be auto-generated, and the status will be set as default to ‘Assigned’.

10) You can select the Academic Period, Start Date, Position Type, Position and Staff Type > Complete

11) The system will display a successful message upon adding successfully.

Scenario:
Staff ABC – Adding staff to Institution B, however holds an existing staff position in Institution A
Error Message: ‘1484286670 – Jack Reacher is currently assigned to AS49349 – Acorn School. By clicking save, a transfer request will be sent to the institution for approval’.
Tags: , ,

  • The Author
  • Jan 10, 2017
    Modified 6 years ago

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