OpenEMIS Core User Guide

Last updated: 3 July 2014 (r1)

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Acknowledgment

OpenEMIS was conceived and developed by UNESCO and is supported jointly through a technical collaboration with Community Systems Foundation (CSF).

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Contents

Chapter 1: Getting started ................................................................ 5 Introduction ............................................................................................................ 5

Overview of main features ..................................................................................... 5

Comparison with other OpenEMIS products .......................................................... 7

System requirements ............................................................................................. 8

Accessing OpenEMIS Core ................................................................................... 9

Navigating the database home page ................................................................... 11

Chapter 2: Adding and managing institution data ....................... 13 Navigating the Institutions module ....................................................................... 13

Adding a new institution ....................................................................................... 17

General category .............................................................................................. 21

Details category ................................................................................................ 23

Attendance category ........................................................................................ 32

Assessments category ..................................................................................... 33

Behaviours category ......................................................................................... 33

Finance category .............................................................................................. 34

Totals category ................................................................................................. 34

Quality .............................................................................................................. 37

Reports category .............................................................................................. 37

Chapter 3: Adding and managing student data ........................... 39 Navigating the Students module .......................................................................... 39

Adding a new student .......................................................................................... 42

Chapter 4: Adding and managing staff data ................................. 45 Navigating the Staff module ................................................................................. 45

Adding a new staff ............................................................................................... 48

Chapter 5: Viewing and downloading reports .............................. 52

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Navigating the Reports module ............................................................................ 53

Chapter 6: Performing administrator functions ........................... 56 Navigating the Administration module ................................................................. 56

System setup ....................................................................................................... 57

Administrative boundaries ................................................................................ 58

Education Structure .......................................................................................... 62

National Assessments ...................................................................................... 63

Field Options .................................................................................................... 63

Translations ...................................................................................................... 67

System Configurations ..................................................................................... 68

Accounts & Security ............................................................................................. 69

Users ................................................................................................................ 69

Groups .............................................................................................................. 71

Roles .................................................................................................................... 72

National Denominators ........................................................................................ 73

Data Processing ................................................................................................... 74

Build ................................................................................................................. 74

Generate ......................................................................................................... 75

Export ............................................................................................................... 76

Processes ......................................................................................................... 77

Database .............................................................................................................. 78

Other categories .................................................................................................. 78

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Getting started

Introduction

The OpenEMIS initiative aims to deploy a high-quality Education Management Information System (EMIS) designed to collect and report data on schools, students, teachers and staff. The system was conceived by UNESCO to be a royalty-free system that can be easily customized to meet the specific needs of member countries.

The OpenEMIS mission is to support UNESCO member countries in developing common database standards for tracking national education indicators, containing high-quality data with adequate coverage and depth to sustain good governance around the agenda of achieving national and international priorities for education.

OpenEMIS was initially developed by UNESCO. The initiative is coordinated by UNESCO with technical support provided by the OpenEMIS Lab, a programme of Community Systems Foundation1.

The OpenEMIS initiative has developed a suite of open source products which address the entire spectrum of education data management needs of different stakeholders. OpenEMIS Core is an open source EMIS that facilitates the collection, processing and management of education information. OpenEMIS Core is a customizable and integrated web application which supports the day-to-day activities involved in managing an education system.

Using OpenEMIS Core, education stakeholders will be able to adequately monitor and evaluate their education systems. They will also be able to easily manage education data transactions at all administrative levels.

Overview of main features

OpenEMIS Core has been designed with the following main features.

1 www.communitysystemsfoundation.org

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Completely open source software

Because OpenEMIS is an open source initiative, there are no licensing requirements or restrictions. The software is made available to countries at no cost.

Full customization options

OpenEMIS Core allows administrators to create custom fields, indicators and reports, to respond effectively to local data reporting requirements.

Alignment with international data definitions

The database structure of OpenEMIS Core is aligned with UNESCO-developed International Standard Classification of Education (ISCED) standards to facilitate cross-country comparisons of education indicators.

Advanced data visualization capabilities

OpenEMIS Core is integrated with Google Earth, allowing schools to be conveniently visualized in Google Maps. Indicators can also be quickly exported and then uploaded into DevInfo, where it can be visualized in numerous map and graph formats.

System-generated estimates

OpenEMIS Core supports generation of reliable estimates using advanced geo-location algorithms along with data from previous years to fill in missing data gaps.

Data security

OpenEMIS Core has been designed using a comprehensive security architecture, ensuring that all data entered into the system is encrypted and secure. All data are hosted in a secure data warehouse. The software also relies on user-defined roles and user permissions to help ensure data security.

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Strong technical and training support

The OpenEMIS Lab offers world-class technical and training support at all stages of country implementation to ensure successful and sustained use.

Comparison with other OpenEMIS products

OpenEMIS Core is a software application within a larger ecosystem of OpenEMIS information management tools, all of which integrate seamlessly with each other to support education data management goals and objectives. The following table provides a brief description of these various tools, to differentiate OpenEMIS Core from its other sister products.

Product name Description

OpenEMIS Core An education management information system intended for use at the ministry level that facilitates the collection, processing and management of education information (i.e., aggregate data for all the schools within a ministry)

OpenEMIS Survey A survey tool that facilitates the collection of education field data through a user-friendly mobile app and web interface

OpenEMIS School A school management information information system intended for use at the school level that facilitates the collection, processing and management of school information

OpenEMIS Classroom A mobile app intended for use at the classroom level designed for teachers to facilitate the collection of data on attendance, assessments and behaviors

OpenEMIS Visualizer A mobile app that facilitates the analysis and visualization of education data to support researchers, planners and decision-makers

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OpenEMIS Analyzer A web-based OLAP (online analytical processing) tool designed to support analysis of education data by facilitating the construction of user-defined queries to produce customized datasets

For more details on any of these products, please visit www.openemis.org.

System requirements

OpenEMIS Core is a web-based application that can be used in any browser, including Internet Explorer, Firefox, Chrome and Safari.

The product will run on most hardware configurations (Intel Core i5 processor or greater), operating systems (Windows, Mac, Linux) and databases (MySQL, SQL Server, Oracle). Alternatively, the product can also be fully hosted at the OpenEMIS Lab.

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Accessing OpenEMIS Core

OpenEMIS Core is a web application hosted on a web server. The application can be accessed using any Internet browser such as Internet Explorer, Firefox, Chrome or Safari, using the following URL: www.openemis.org (Fig. 1.1).

Fig.1.1 OpenEMIS home page

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To access a particular country database, enter the URL provided by the OpenEMIS

Lab. To access the demo database, click OpenEMIS Core from the home page (circled in red in Fig. 1.1) and then click the Demo button to go to the Login page (Fig. 1.2).

Fig 1.3 Login page

Enter your username and password as provided by the administrator (or use the default credentials if you are using the Demo database) and click Login to enter the selected database.

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Navigating the database home page

The database home page consists of the following sections (Fig. 1.4).

Fig.1.4 Database home page

Callout number

Item Comments

1 Database URL

The URL is specific to each individual OpenEMIS Core database. Note that the URL begins with the HTTPS communications protocol, ensuring that all data entered into the system is encrypted and secure.

2 User role The current user role is displayed here.

3 Top menu bar The top menu bar contains links to Home, Account (which allows users to update contact details and passwords), Support (which displays contact details for technical support as well as system information) and

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Logout.

4 Home icon Clicking the OpenEMIS icon takes users back to the home database page.

5 Main menu bar

The modules on the main menu bar (Institutions, Students, Staff, Reports and Administration) will be covered in subsequent chapters. Note that some of these modules may not be visible, depending on the user permissions assigned to your role.

6 Notice board Administrators can customize the text displayed in the notice board area via the Administration tab.

7 Banner Administrators can customize the banner displayed on the home page via the Administration tab.

8 Statistics The Statistics section displays the total number of institutions, students, and staff.

9 Activities The Activities section displays changes (additions, updates, edits) to the underlying database, thereby fostering data transparency.

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Adding and managing institution data

The Institutions module allows users to add and manage data related to educational institutions.

Click Institutions from the top menu bar to begin (Fig. 2.1).

Fig. 2.1 Clicking Institutions from the top menu bar

Navigating the Institutions module

The Institutions module opens to display a list of all institutions (schools) added up to the present, along with each institutions code, area and type. The table below guides users in navigating the list of institutions (Fig. 2.2).

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Fig. 2.2 List of Institutions page

Callout number

Item Comments

1 Number of institutions

The total number of added institutions (schools) is displayed here.

2 Search box Enter any institution name (or portion of a name, such as the first two letters) or code to search for a particular institution, or click Advanced Search to use additional search filters.

3 Pagination Click any number to jump to its page in the institutions table, or click Next to advance to the next page.

4 Sort arrows Click any arrow to sort the column in descending order. Click it again to sort in ascending order.

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Click any institution name in the table to view its details (Fig. 2.3).

Fig. 2.3 Selected institution page

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The breadcrumb (circled in red in Fig. 2.3) at the top of the page displays the current pages drill-down location within the Institutions module. Click any level of the breadcrumb to return to the desired level.

Click Edit below the breadcrumb to edit the institution details. Click Delete to delete the entire entry. Click History to view the edit history for the selected institution.

From the left panel, click the category links below to view additional features associated with the selected institution. These will be explained in greater detail later in this chapter.

Left panel category

Features Comments

General Shifts/Attachments/More Click to view/edit/add details on any shifts and associated documents, such as inspection reports, etc.

Details Programmes/Positions/Students/ Staff/ Classes

Click to view/edit/add details on any associated programmes/positions/students/ staff/classes.

Attendance Students/Staff Click to view details on attendance of students and staff.

Assessments Results Click to view details on assessment results.

Behaviours Students/Staff Click to view details on behaviours of students and staff.

Finance Bank Accounts Click to view/edit/add details on bank accounts.

Totals Various Click to view/edit totals for the various categories.

Quality Rubrics/Visits Click to view/edit/add details on rubrics and inspection visits.

Reports Various Click to view and download different reports summarizing data related to the selected institution.

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Adding a new institution

To add a new institution, go to the home page of the Institutions module and click Add new Institution from the left panel (Fig. 2.4).

Fig. 2.4 Clicking Add new Institution

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The Add Institution page opens (Fig. 2.5).

Fig. 2.5 Add Institution page

Enter details for the new institution in the displayed fields. Please note the following guidelines:

Selections within the various drop-down menus are customizable by the administrator, via the Administration module.

Please ensure accuracy when entering data in the various date fields. Entering inaccurate data in the date fields can lead to problems later on due to internal data validation checks. For example, if you enter 1 January 2010 in the Date Opened field and subsequently try to assign a staff to the

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same institution starting at an earlier date, the system will not permit you to move forward.

If the school is currently still in operation, leave the Date Closed field blank. Under the Area header, enter the geographic location of the institution. This

information is required if you wish to later visualize your data in map format using DevInfo2 database technology, as the DevInfo application will match data from this field against its map database.

Under the Area (Education) header, enter details related to Ministry of Education-assigned areas (for example, parishes). Note that this information will not be used for mapping purposes.

Under the Location header, enter the latitude and longitude of the institution, to allow users to view its physical location within the Google Maps application.

Click Save at the bottom of the page when finished to save the entry. The newly added institution will be displayed on the page (Fig. 2.6).

2 www.devinfo.org

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Fig. 2.6 New institution page

To edit the institution details, click Edit below the breadcrumb. Click Delete to delete the entire entry. Click History to view the edit history for the selected institution.

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The left panel displays various categories (General, Details, Attendance, etc.), allowing you to enter/edit additional features associated with the newly-added institution. Click the arrow to the right of any category to expand/collapse its feature list (Fig. 2.7).

Fig. 2.7 Expanding/collapsing categories to view feature lists

The various categories and their features are explained below in greater detail.

General category

The General category contains features that allow you to view overviews, shifts, attachments, and other custom-defined information. These various features are explained below.

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Overview The Overview feature displays an overview of the profile for the selected institution (Fig. 2.8).

Fig. 2.8 Selected institution overview page

From the breadcrumb, click Edit to edit the profile details. Click Delete to delete the profile. Click History to display the change history.

Shifts The Shifts feature displays details on various shifts for the selected institution. From the breadcrumb, click Add to add details for a new shift.

Attachments The Attachments feature displays attached documents related to the selected institution. From the breadcrumb, click Add to upload any associated documents, such as inspection reports, etc.

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NOTE: This category does not allow you to create new student and staff profiles. Instead, it allows you to assign previously-created student and staff profiles to an institution. You must use the Students and Staff modules to first create these profiles before they can be assigned in the Institutions module.

This process ensures that any student or staff profile needs to be created only once in OpenEMIS. When that individual leaves a school and joins another, the same profile can be re-assigned to the new school.

More The More feature displays details of custom data fields created by the administrator to support local data management requirements.

Details category

The Details category contains features that allow you to view information related to the educational programmes, positions, students, staff and classes at the selected institution. Click the arrow to the right of the Details category to expand/collapse the feature list (Fig. 2.9).

Fig. 2.9 Viewing the feature list under the Details category

These various features are explained below.

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Programmes The Programmes feature displays the list of educational programmes to which you can assign students and staff (Fig. 2.10).

Fig. 2.10 Programmes page

Select the desired year from the drop-down year menu and click Edit below the breadcrumb to add or delete an educational programme.

Positions

The Positions feature displays the list of staff positions in the selected institution (Fig. 2.11).

2.11 Positions page

Click Add to add a new position to the institution, or click the position number to edit or delete the selected position.

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Students The Students feature displays the list of students assigned to the selected institution (Fig. 2.12).

Fig. 2.12 List of Students page

Enter a students name or OpenEMIS ID in the search box to search for any student previously assigned to the institution.

Use the year, programme and student status filters below the search box to filter the list of students as desired.

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Click any student record in the list to view the students profile (Fig. 2.13).

Fig. 2.13 Selected student information page

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Click Add from the List of Students page to assign a new student whose profile has previously been created to the selected institution (Fig. 2.14).

Fig. 2.14 Add Student page

Use the search box to search for students across the entire database.

In the Start Date field, be sure to accurately enter the students enrolment date in the selected institution. If someone else attempts to add the same student to another institution for the same period, the data validation checks built into the system will not permit this action.

Staff The Staff feature displays the list of staff assigned to the selected institution (Fig. 2.15).

Fig. 2.15 List of Staff page

Use the year filter to filter the list of staff as desired.

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Click any staff record in the list to view the selected staffs profile (Fig. 2.16).

Fig. 2.16 Selected staff information page

Click Academic to view details of any uploaded academic data.

Click Add from the List of Staff page to assign a new staff whose profile has previously been created to the selected institution. Use the search box to search for staff across the entire database. In the Start Date field, be sure to accurately enter the staffs joining date at the selected institution. If someone else attempts to add the same staff to another institution for the same period, the data validation checks built into the system will not permit this action.

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Classes The Classes feature displays details on the various classes in the selected institution (Fig. 2.17).

Fig. 2.17 List of Classes page

In OpenEMIS, the definition of class is flexible: the administrator may define class according to local school needs and requirements. For example, you may choose to enter Class A, Class B, etc., wherein each class follows a set curriculum (subjects). Alternatively, you may choose to enter specific classroom subjects as classes.

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Click any class from the table to view class details (Fig. 2.18).

Fig. 2.18 Selected class page

From below the breadcrumb, click Edit to edit the class details.

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To add a new class, click Add from the List of Classes page (Fig. 2.19).

Fig. 2.19 Add Class page

Enter the desired data. Recognizing that a single class may often contain students from multiple grades (e.g., an Advanced Math class may contain students in both 7th and 8th grades), OpenEMIS allows you to add multiple grades to a class by selecting the desired grade levels.

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Attendance category

The Attendance category contains features that allow you to view attendance information for students and staff at the selected institution. Click the arrow to the right of the Attendance category to expand/collapse the feature list (Fig. 2.20).

Fig. 2.20 Viewing the feature list under the Attendance category

Click Students or Staff to view attendance data for students and staff, respectively (Fig. 2.21).

Fig. 2.21 Attendance Students page

Use the year, week and class filters below the breadcrumb to refine your selections.

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Assessments category

The Assessments category allows you to view and edit assessment results for the selected institution. Click the Results feature to display the assessment page (Fig. 2.22).

Fig. 2.22 Assessments page

Click any assessment in the table to view the assessment results (Fig. 2.23).

Fig. 2.23 Viewing assessment results

Click Edit below the breadcrumb to edit the assessment results for any student.

Behaviours category

The Behaviours category allows you to view and enter details related to behaviour-related issues for students and staff at the selected institution. Click Students or Staff to view a list of students and staff for whom you can view any behaviour-related issues that have been documented.

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Finance category

The Finance category allows you to view, add and edit details of bank accounts associated with the selected institution. Click Bank Accounts to view the Bank Accounts page, which allows you to view, add and edit details.

Totals category

The Totals category contains features that facilitate aggregate reporting of school census data to national Ministries of Education. Click the arrow to the right of the Totals category to expand/collapse the feature list (Fig. 2.24).

Fig. 2.24 Viewing the feature list under the Totals category

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Click the following features to view total (aggregate) data for a selected school year:

Students Teachers Staff Classes Shifts Graduates Attendance Results (related to result of national assessments) Behaviour Textbooks Infrastructure Finances More (displays aggregate data for custom indicators specified by the

administrator)

Aggregate data values on each feature page are displayed in one of four colors, as defined in the upper right legend (Fig. 2.25).

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Fig. 2.25 Total (aggregate) data values for selected feature

Note that the legend reflects decreasing data confidence moving from left to right: grey values (data entry) are considered the most reliable, whereas red values (estimates4) are considered the least reliable. As such, paying attention to the color of the displayed data values can help you assess data quality and reliability.

At the end of each school year, after you have confirmed the accuracy of all totals and are ready to send the data on to your Ministry of Education for official reporting

4 To provide data in support of national reporting objectives, OpenEMIS has been designed with the capability to generate estimated data values based on geographical information and census data. For example, if a school had submitted a school questionnaire in 2000 and 2010, OpenEMIS can generate reasonable estimates for 2005 (historical) as well as projected estimates for 2015 (future). Alternatively, if one school located in a remote location submits its questionnaire but another school in the same area does not, OpenEMIS can generate reasonable estimates to fill in missing data gaps based on geo-location algorithms.

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purposes, click the Verifications feature and then click Verify. Once you click Verify, no further changes can be made to the data for that particular school year.

Quality

The Quality category contains features that allow you to view and add details related to rubrics and inspection-related visits to the selected institution. Click the Rubrics or Visits feature to view and add details for both of these features.

Reports category

The Reports category contains features that allow you to view reports for the selected institution. Click the arrow to the right of the Reports category to expand/collapse the feature list (Fig. 2.26).

Fig. 2.26 Viewing the feature list under the Reports category

Click the Dashboards feature to display various dashboard reports which can be viewed in HTML and other formats.

Click the General feature to view general reports for the institution in CSV format (Fig. 2.27).

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Fig. 2.27 Reports General page

Click CSV next to any report to download it in CSV format.

Click the Details, Totals and Quality features to view custom (administrator-defined) reports in CSV format (Fig. 2.28).

Fig. 2.28 Reports Details page

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Adding and managing student data

The Students module allows users to add and manage student data.

Click Students from the top menu bar to begin (Fig. 3.1).

Fig. 3.1 Clicking Students from the top menu bar

Navigating the Students module

The Students module opens to display a list of all students added to date, along with their unique OpenEMIS ID number, gender and date of birth. The table below guides users in navigating the list of students (Fig. 3.2).

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Fig. 3.2 List of Students page

Callout number

Item Comments

1 Number of students

The total number of added students is displayed here.

2 Search box Enter any student name (or portion of a name, such as the first two letters) or unique student OpenEMIS ID to search for a particular student, or click Advanced Search to use additional search filters.

3 Pagination Click any number to jump to its page in the list of students, or click Next to advance to the next page.

4 Sort arrows Click any arrow to sort the column in descending order. Click it again to sort in ascending order.

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Click any student name in the table to view his/her profile (Fig. 3.3).

Fig. 3.3 Selected student profile

The breadcrumb (circled in red in Fig. 3.3) at the top of the page displays the current pages drill-down location within the Students module. Click any level of the breadcrumb to return to the desired level.

Click Edit from below the breadcrumb to edit the student profile. Click Delete to delete the entire entry. Click History to view the edit history for the selected student.

From the left panel, click the category links below to view additional features associated with the selected student. These will be further explained later in this chapter.

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Left panel category

Features Comments

General Overview, Contacts, Identities, Nationalities, Languages, Comments, Special Needs, Awards, Attachments, etc.

Click to view respective details, all of which are entered through the Students module.

Finance Bank Accounts Click to view respective details, all of which are entered through the Students module.

Details Guardians, Classes, Absence, Behaviour, Results, Extracurricular

Click to view respective details. Note that data for classes, absence, behaviour and results must be entered through the Institutions module. Data on other features are entered through the Students module.

Health Overview, History, Family, Immunizations, Medications, Allergies, Tests, Consultations

Click to view respective details, all of which are entered through the Students module.

Adding a new student

To add a new student, go to the home page of the Students module and click Add new Student from the left panel (Fig. 3.4).

Fig. 3.4 Clicking Add new Student

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The New Student page opens (Fig. 3.5).

Fig.3.5 New Student page

Enter details for the new student in the displayed fields. Note the following guidelines:

The OpenEMIS ID number should be the national student number assigned by the government (such as a social security number, etc.)

Selections within the various drop-down menus are customizable by the Administrator, via the Administration module.

Click Next at the bottom of the page when done. The application wizard guides you through a series of additional pages (Contacts, Identities, Nationalities, Languages, etc.), where you will be prompted to enter additional student data. If you do not wish to enter data for any particular page, click Skip. At the last page, click Finish to save the entry.

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NOTE: Student data on classes, absence, behaviour and results must be entered through the Institutions module. For more details, please consult Chapter 2 of this user guide.

The newly added student profile will be displayed (Fig. 3.6).

Fig. 3.6 Newly added student profile

Click Edit from below the breadcrumb to edit the student profile. Click Delete to delete the entire entry. Click History to view the edit history for the selected student.

To add bank account details for the student, click the Bank Accounts feature under the Finance category and then click Add from below the breadcrumb to add the desired information.

To add details on guardians or extracurriculars (e.g., government funding received by the student, sports details, food vouchers, etc.), click the Guardians and Extracurricular features under the Details category and then click Add from below the breadcrumb to add the desired information.

To add health details for the student, click the desired feature(s) under the Health category and then click Add from below the breadcrumb to add the desired information.

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NOTE: It is highly recommended that all staff data be entered into OpenEMIS by the Human Resources department of the Ministry of Education.

Adding and managing staff data

The Staff module allows users to add and manage data for both teaching and non-teaching staff (e.g., maintenance workers, food workers, janitors, technicians, librarians, etc.).

Click Staff from the top menu bar to begin (Fig. 4.1).

Fig. 4.1 Clicking Staff from the top menu bar

Navigating the Staff module

The Staff module opens to display a list of all staff added to date, along with their unique OpenEMIS ID number, gender and date of birth. The table below guides users in navigating the list of staff (Fig. 4.2).

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Fig. 4.2 List of Staff page

Callout number

Item Comments

1 Number of staff

The total number of added staff is displayed here.

2 Search box Enter any staff name (or portion of a name, such as the first two letters) or unique staff OpenEMIS ID to search for a particular staff, or click Advanced Search to use additional search filters.

3 Pagination Click any number to jump to its page in the list of staff, or click Next to advance to the next page.

4 Sort arrows Click any arrow to sort the column in descending order. Click it again to sort in ascending order.

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Click any staff name in the table to view his/her profile (Fig. 4.3).

Fig. 4.3 Selected staff profile

The breadcrumb (circled in red in Fig. 4.3) at the top of the page displays the current pages drill-down location within the Staff module. Click any level of the breadcrumb to return to the desired level.

Click Edit from below the breadcrumb to edit the staff profile. Click Delete to delete the entire entry. Click History to view the edit history for the selected staff.

From the left panel, click the category links below to view additional features associated with the selected staff. These will be further explained later in this chapter.

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Left panel category

Features Comments

General Overview, Contacts, Identities, Nationalities, Languages, Comments, Special Needs, Awards, Memberships, Licenses, Attachments, etc.

Click to view respective details, all of which are entered through the Staff module.

Finance Bank Accounts Click to view respective details, all of which are entered through the Staff module.

Details Qualifications, Training, Positions, Absence, Leave, Behaviour, Extracurricular, Employment, Salary

Click to view respective details. Note that data for absence and behaviour must be entered through the Institutions module. Data on other features are entered through the Staff module.

Health Various Click to view respective details, all of which are entered through the Staff module.

Training Needs, Results, Achievements

Click to view respective details, all of which are entered through the Staff module.

Report Quality Click to view respective details, all of which are entered through the Staff module.

Adding a new staff

To add a new staff, go to the home page of the Staff module and click Add new Staff from the left panel (Fig. 4.4).

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Fig. 4.4 Clicking Add new staff

The New Staff page opens (Fig. 4.5).

Fig.4.5 New Staff page

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Enter details for the new staff member in the displayed fields. Note that selections within the various drop-down menus are customizable by the Administrator, via the Administration module.

Click Next at the bottom of the page when done. The application wizard guides you through a series of additional pages (Contacts, Identities, Nationalities, Languages, etc.), where you will be prompted to enter additional staff data. If you do not wish to enter data for any particular page, click Skip. At the last page, click Finish to save the entry. The newly added staff profile will be displayed (Fig. 4.6).

Fig. 4.6 Newly added staff profile

Click Edit from below the breadcrumb to edit the staff profile. Click Delete to delete the entire entry. Click History to view the edit history for the selected staff.

To add details related to the following categories and features:

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NOTE: Staff data on attendance and behaviour must be entered through the Institutions module. For more details, please consult Chapter 2 of this user guide.

Finance (Bank Accounts) Details (Qualifications, Training, Positions, etc.) Health (various) Training (Needs, Results, Achievements) Report (Quality)

click the respective category and feature and then click Add/Edit from below the breadcrumb to add the desired information (Fig. 4.7).

Fig. 4.7 Qualifications page

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NOTE: All reports available for viewing and downloading through the Reports module must be first generated by the Administrator through the Administration module (see Chapter 7 of this user guide). Otherwise, these reports will not be available for users to access.

Viewing and downloading reports

The Reports module allows users to view and download a variety of education reports from OpenEMIS.

Click Reports from the top menu bar to begin (Fig. 5.1).

Fig. 5.1 Clicking Reports from the top menu bar

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Navigating the Reports module

The Reports module opens to display a list of all the types of reports available to view and download (Fig. 5.2).

Fig. 5.2 Reports module

The left panel displays the different types of reports you can view and download, dependent on the customization done by the Administrator. Click any report type from the left panel to view a series of tables displaying the names of the various reports available and a brief description of each one.

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To access any report, first select the desired report type from the left panel and then click the desired report from the page (Fig. 5.3).

Fig. 5.3 Selecting a report to view

The application then displays details for the selected report, including its file size and when it was last generated by the Administrator (Fig. 5.4).

Fig. 5.4 Viewing report details

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Click the desired file type (e.g., CSV, HTML) to view and download the report to your computer to analyze and share.

The following report types can be generated by the Administrator to appear in the left panel of the Reports module:

Report type Comments

Institution Reports These include various reports related to institutions, institution totals, infrastructure and finance.

Student Reports These include various reports related to students.

Staff Reports These include various reports related to staff.

Training Reports These include various reports related to training.

Quality Assurance Reports

These include various reports related to quality assurance.

Consolidated Reports

These include the Wheres My School Report (a Google Earth (KML) file containing all the locations of the institutions) as well as the Year Book Report (a formatted summary of school census data for a given year) (Fig. 6.5).

Fig. 5.5 Sample Year Book Report

Data Quality Reports

These include various reports highlighting institutions with missing data and other data discrepancies.

Dashboards These reports allow users to visualize OpenEMIS data in online dashboard format.

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Performing administrator functions

The Administration module allows OpenEMIS site administrators to perform a variety of key administrator functions, including:

Modifying the original system setup: administrative boundaries, education structure, national assessments, field options and system configuration;

Adding new users to the system; Viewing and editing national denominators; Performing data processing functions: building custom indicators,

generating reports, exporting indicators and viewing report generation status; and

Executing database backup and restore.

Click Administration from the top menu bar to begin (Fig. 6.1).

Fig. 6.1 Clicking Administration from the top menu bar

Navigating the Administration module

The Administration module opens to display a list of administrative categories on the left panel. Click any category to expand it, displaying the various features available under that category (Fig. 6.2).

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Fig. 6.2 Administration module

System setup

The System Setup category contains various administrative features that allow the administrator to modify the original system setup.

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NOTE: To ensure data integrity of the underlying database, the OpenEMIS Lab performs the initial set up of the administrative boundaries, beginning with the country level and going down to the lowest sub-national level desired by the Ministry of Education for purposes of data entry, tracking and reporting. This information is provided to the OpenEMIS Lab at the outset of a country OpenEMIS implementation. The Administrative Boundaries feature is therefore intended to enable the Administrator to perform only minor edits (e.g., adding new sub-national areas, changing the name of an existing administrative area, etc.).

Administrative boundaries

The Administrative Boundaries feature allows you to view the original administrative boundaries previously set up by the OpenEMIS Lab and make minor edits to the original setup.

Editing administrative areas

By default, the Administrative Boundaries page displays the list of first sub-national areas below the country level (Fig. 6.3).

Fig. 6.3 Administrative Boundaries page (first sub-national areas)

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To edit any of these displayed areas or to add/remove areas from this list, click Edit from below the breadcrumb (Fig. 6.4).

Fig. 6.4 Editing first sub-national areas

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To edit any of the data in the list, enter the desired new text in the boxes. To remove any area from the list, clear its checkbox in the Visible column. To add a new area to the list, click Add Area from the bottom of the list. To adjust the default display order of these various areas in the drop-down menus (available in other modules), use the arrows in the Order column to move the various areas to the desired positions. Click Save to save all changes.

Follow the same procedure to edit areas in the second, third, etc. sub-national levels. For example, to edit second sub-national level areas, select the parent first sub-national area from the second area level box (Fig. 6.5).

Fig. 6.5 Administrative Boundaries page (second sub-national areas)

To edit any of these displayed areas or to add/remove areas from this list, click Edit from below the breadcrumb and follow the steps explained above.

Editing administrative area levels

To edit the names of the various administrative area levels, select Area Levels from the drop-down menu below the breadcrumb (Fig. 6.6).

Fig. 6.6 Selecting Area Levels

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The application then displays the various administrative area levels as entered by the OpenEMIS Lab during the initial database setup (Fig. 6.7).

Fig. 6.7 Viewing administrative area levels

Click Edit from below the breadcrumb to edit any of these area levels.

Editing education areas and area levels

In some countries, the Ministry of Education (MOE) assigns schools to its own MOE-defined areas (for example, parishes), which are different from the standard internationally-recognized administrative area boundaries.

If you wish to associate institutions to MOE-defined area levels and areas, select Areas (Education) and Area Levels (Education) from the drop-down menu below the breadcrumb and follow the same procedure outlined above to define these areas and area levels (Fig. 6.8).

Fig. 6.8 Specifying MOE-defined administrative areas and area levels

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NOTE: To facilitate comparisons of education indicators across countries, the OpenEMIS Lab performs the initial set up of the national education system by entering details related to education levels, cycles, programmes, orientation, fields of study, certifications and subjects. This information is provided by the Ministry of Education to the OpenEMIS Lab at the outset of a country OpenEMIS implementation. The OpenEMIS Lab ensures that this data is entered in alignment with UNESCO-developed International Standard Classification of Education (ISCED) standards. Accordingly, the Education Structure feature is therefore intended to enable the Administrator to make only minor edits to the national education system as needed (e.g., adding additional subjects).

Education Structure

The Education Structure feature allows you to make edits to the education structure originally set up by the OpenEMIS Lab.

Select the desired education structure category from the drop-down menu and click the various links within the education structure tables to drill down and view the information originally entered by the OpenEMIS Lab (Fig. 6.9).

Fig. 6.9 Viewing education structure details

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To make minor edits to the education structure, click Edit from below the breadcrumb.

National Assessments

The National Assessments feature allows you to add or edit details concerning any national-level assessments for which you wish to track data in OpenEMIS (Fig. 6.10)

Fig. 6.10 National Assessments page

Select the desired education programme from the drop-down menu and then click Add or Edit to enter the desired national assessment details.

Field Options

The Field Options feature allows you to customize your national OpenEMIS application in two ways:

Customizing the fields (selections) available in any drop-down menu by adding, editing, or removing fields, and

Adding new custom fields for data collection.

Editing static fields

Static fields are defined as fields in drop-down menus which are already present in the application after being initially set up by the OpenEMIS Lab.

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For example, when adding a new institution through the Institutions module, the drop-down menu in the Ownership box displays a list of static fields (Fig. 6.11).

Fig. 6.11 Static fields in the Ownership menu

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To modify this list of static fields, first select Ownership from under the Institution heading in the drop-down menu below the breadcrumb (Fig. 6.12).

Fig. 6.12 Selecting desired static field to edit

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The application then displays a list of all static fields under the selected heading (in this example, Ownership) (Fig. 6.13).

Fig. 6.13 Static fields under the selected heading

Click Add or Reorder from under the breadcrumb to add or re-order fields as desired.

The changes will be reflected in the fields displayed in the drop-down menu for the selected heading.

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Translations

The Translations feature allows you to make edits to the default translations previously set up by the OpenEMIS lab (Fig. 6.14).

Fig. 6.14 List of Translations page

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NOTE: Many of these system configuration details require advanced technical knowledge to update and should be handled only by the OpenEMIS Lab. These include the Wheres My School Config section which is required for the Google Earth mapping application to work correctly, as well as the SMS section which allows OpenEMIS to disseminate and collect survey data via SMS. For more details, please contact the OpenEMIS Lab.

System Configurations

The System Configurations feature allows you to make edits to the system configurations previously set up by the OpenEMIS lab (Fig. 6.15).

Fig. 6.15 Viewing system configurations

Use the drop-down menu to select the desired category of system configurations to view. Select any configuration from the left column to edit it.

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Accounts & Security

The following three administrative features are available under the Accounts & Security category: Users, Groups and Roles (Fig. 6.16).

Fig. 6.16 Accounts & Security administrative features

Users

The Users feature allows you to view and modify the list of people who have access to your specific implementation of OpenEMIS (Fig. 6.17).

Fig. 6.17 Users page

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Use the search box below the breadcrumb to search by keyword for any user.

Click any user in the table to view that persons details (Fig. 6.18).

Fig. 6.18 User Details page

Note that each user is assigned to a specified group and role (as displayed in the table below the Groups header), which determines the permissions available to that user.

Note further that you can modify user details only for yourself and for those users whom you have created: the Edit command appears below the breadcrumb in these cases.

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To add a new user, click Add below the breadcrumb in the main Users page to display the Add User page (Fig. 6.19).

Fig. 6.19 Add User page

Enter the desired details and click Save when done.

Groups

The Groups feature allows you to view and modify the list of groups to which users in your specific implementation of OpenEMIS are assigned. Examples of groups that can be created include:

Principals Teachers Students Staff Administration Human Resources System Administrator

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Each group is associated with a particular set of user permissions which permit access to certain functions and portions of OpenEMIS while limiting access to other functions and sections.

Roles

The Roles feature allows you to assign user permissions to the various groups (Fig. 6.20).

Fig. 6.20 Roles page

Click Permissions next to any role to specify the desired user permissions.

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NOTE: To ensure data integrity of the underlying database as well as to ensure alignment with international definitions, the OpenEMIS Lab performs the data entry for national denominator data. This information is provided to the OpenEMIS Lab by the Ministry of Education at the outset of a country OpenEMIS implementation. The National Denominators feature is therefore intended to provide administrators the option to make only minor edits to the underlying data.

National Denominators

The National Denominators category contains two features, Population and Finance, which allow you to view and edit national census data (population and finance indicators) previously entered into OpenEMIS by the OpenEMIS Lab. These data serve as denominators for calculating system-generated education indicators (Fig. 6.21).

Fig. 6.21 Population page (National Denominators category)

Use the various filters (year, area, etc.) to make your desired selections to view the data. Use the data quality legend at upper right to understand whether the data represent specifically entered values or system-generated estimates (in the case of missing data).

Click Edit to make minor edits to the previously-entered national census data.

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Data Processing

The Data Processing category contains various features which allow you to perform key administrative data processing functions within OpenEMIS (Fig. 6.22).

Fig. 6.22 Data Processing category features

Build

Click the Build feature to open the Custom Indicators page, which allows you build your own custom (user-defined) indicators (Fig. 6.23).

Fig. 6.23 Custom Indicators page

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NOTE: Please contact the OpenEmis Lab for specific guidance in how to build custom indicators in OpenEMIS.

NOTE: In order for users to view a particular report in the Reports module, it must be first generated by the administrator using this feature.

Generate

Click the Generate feature to generate reports, indicators and estimates for users to download for viewing and analysis (Fig. 6.24).

Fig. 6.24 Generate page

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Use the filter below the breadcrumb to first select the desired reporting category (Fig. 6.25).

Fig. 6.25 Selecting reporting category

Then select the checkbox(es) next to the desired report(s) which you wish to view. When done, click Generate from the bottom of the page. The selected reports will then be available for selection and download in the Reports module.

Export

Click the Export feature to export OpenEMIS indicators to DevInfo or Datawarehouse format, for data visualization and data analysis purposes (Fig. 6.26).

Fig. 6.26 Export page

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First select the desired data format from the filter below the breadcrumb. Then click Export from the bottom of the page. The data will be exported into the selected format for external use.

Processes

Click the Processes feature to view the status of previously-generated reports (Fig. 6.27).

Fig. 6.27 Processes page

Click Log from the right column to view the data processing log for any selected report.

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Database

The Database category allows you to backup and restore your OpenEMIS database (Fig. 6.28).

Fig. 6.28 Database category

Click the Backup feature to create a backup of your database.

Click the Restore feature to restore your database using a previously-generated backup.

Other categories

For details on the other categories in the Administration module, please contact the OpenEMIS Lab.