School Management App Training Manual LDo E Mobile
School Management App Training Manual LDo. E- Mobile C 1
Overview of School Management Application modules Module Description Responsible Department 1. Classroom Enrolment & Learner Attendance Schools report on the number learners they have enrolled at their school per grade (once-off) and then on a daily basis record the attendance of learners. It should be the department in charge of monitoring Learner Attendance vs Enrolment. Our feeling is that this will be monitored and acted on a Cluster Manager / Circuit Manager level, but we need to know who at the School Management head office will report on the daily attendance stats at all their schools. 2. Teacher Enrolment & Attendance Schools will record the number of teachers they employ in a departmental and SGB post at their school. No names are recorded at this stage. The department in charge of monitoring Teacher Attendance vs Enrolment. Our feeling is that this will be monitored and acted on a Cluster Manager / Circuit Manager level, but we need to know who at the School Management head office will report on the daily attendance stats at all their schools. 3. General Incident Reporting Schools can at any time report a general incident at their school. School Management Contact Centre 4. Maintenance Incidents Schools report on any Building, Electrical or Plumbing incidents. Facility Management department. 5. School Feeding (NSNP) The app captures the number of learners fed and the quality of meals received. School feeding scheme management. C 1 2 JULY 2019
School Management Application Increased Visibility = Quality Education Services Teacher Enrolment and Attendance Learner Enrolment and Attendance Incident Reporting School Needs Assessment School & Teacher Profiles School Feeding Program Management will access the data via email or using a web portal log in. Configurable messages and surveys C 1 School profile verification Built in validation of data submitted 3 View & reply on incident feedback JULY 2019
System hierarchy & roles Master Admin Province District Web Report Users Circuit Cluster School Profile School 4 C 3 – Confidential | 6 September 2017 Mobile User: Principal 4 Principal Profile Incident Managers
School Management Application- mobile flow 1. Install & enrol the application 2. Login, synchronising, important settings & closing the app 3. Update Password 4. Update Principal Profile 5. Update School Profile 6. Classroom & Learner Enrolment 7. Teacher Enrolment 8. Learner Attendance 9. Teacher Attendance 10. School Feeding 11. Incident Reporting 12. School Messages 13. Forms 14. FAQs & Support C 1 5 JULY 2019
1 C 1 Login, synchronize and Important settings 6 JULY 2019
1. 1 Important device settings • Swipe down from the top of the device to activate the notification bar. • At the top of the notification bar you will see important device settings. • The application will only be able to upload data if your “Mobile Data” & “Location” settings are on. • The application does work “offline”. It makes use of store-and-forward technology to store data captured when the user isn’t connected and it then forwards the data when the user moves into an area with connection. C 1 7 JULY 2019
1. 2 Opening Application First time login shows placeholder details. You will get the chance to update the details to your school and principal info 8 JULY 2019
1. 3 Important details on first screen • The “App version” shows what version of the application you are using. • The App version will increase every time a new update of the application is pushed to your device. • “Available Since” shows when the version was released. • You will need to synchronise successfully to update to the latest App version. C 1 9 JULY 2019
1. 4 Synchronising the application • In the top right hand corner of the application there are two arrows making a circle. • The user needs to select that EVERY time the application is opened. • When the arrows go green it means the data was synchronised. • Synchronising is important because that is when the application communicates with the server. All data that was stored offline will be uploaded. The app will also check for new updates and download them upon successful synchronisation. C 1 10 JULY 2019
2 C 1 Principal Profile, School Profile 11 JULY 2019
2. 1 Update Principal Profile The first time you log in, you will be prompted to update your “Principal”. Please note – the e-mail address and cell number will be used by the department to contact you and it will also be the details the application uses to send notifications. C 1 12 JULY 2019
2. 2 Update School Details The next prompt will ask you to update your “School Details”. Link your school to the correct District, Circuit and Cluster. This can only be corrected by a technician later, so please ensure correct *If you are a master trainer, link your ‘demo school’ to a Training district, Training Circuit and Training cluster C 1 13 JULY 2019
2. 3 Updating Additional School Details After initial set up, go to Profiles section This is where you can update school details at any time C 1 14 JULY 2019
2. 3 Updating Additional School Details Important to set up during training: ● Select School Type (primary, secondary or combined) ● Add Landline number ● Enter School Street Address GPS - Update only when you are present at your school See next page C 1 15 JULY 2019
2. 4 GPS Coordinates At your school, stand outside with a clear view of the sky ● Go to School Profile ● Select GPS ● Select the top arrow ● Sync Go back, and check that the coordinates are saved C 1 16 JULY 2019
2. 5 Updating School Grade Details All grades (classes) have been added to all schools. Remove the grades that are not applicable to your school. ● Go to School Profile ● Edit Classes ● Select a class, Remove ● Save Repeat till list of grades is correct C 1 17 JULY 2019
3 C 1 3. Enrolment data: ● Classroom & Learners ● Teachers 18 JULY 2019
3. 1 Classroom & Learner Enrolment - Create Classroom • • • C 1 Update Classroom & Learner Enrolment at your school before you can continue to capture the daily Learner Attendance. You will first select a grade and then create a classroom within that grade. You will enter the classroom name (eg. Grade 1 B) and the number of males & females the classroom has. 19 JULY 2019
3. 1 Classroom & Learner Enrolment - Edit/Delete C 1 • On the training day there is no need to create all the classroom & learner enrolments. • The principals can create a few classrooms with learners to practice the Learner Attendance later on. • They will complete the Enrolment when they are back at their school. • They can Edit/Delete classroom details at any time by just selecting the existing classroom. • The system keeps an audit trail of all transactions. 20 JULY 2019
3. 1 (b) Updating School Grade Details All grades (classes) have been added to all schools. Remove the grades that are not applicable to your school. ● ● Go to School Profile ● Edit Classes ● Select a class, Remove ● Save Repeat till list of grades is correct C 1 21 JULY 2019
3. 2 Teacher Enrolment • • C 1 Before any Teacher Attendance data can be captured, the principal first has to update the “Teacher Enrolment” for their school. This is where they state the number of employees their school appointed with a government contract and/or Student Governing Body (SGB). 22 JULY 2019
4 C 1 4. Daily Attendance ● Learners ● Teachers 23 JULY 2019
3. 1 Classroom & Learner Enrolment • • • C 1 Update Classroom & Learner Enrolment at your school before you can continue to capture the daily Learner Attendance. You will first select a grade and then create a classroom within that grade. You will enter the classroom name (eg. Grade 1 B) and the number of males & females the classroom has. 24 JULY 2019
4. 2 Teacher Attendance - Daily Form • • • C 1 Update Classroom & Learner Enrolment at your school before you can continue to capture the daily Learner Attendance. You will first select a grade and then create a classroom within that grade. You will enter the classroom name (eg. Grade 1 B) and the number of males & females the classroom has. 25 JULY 2019
5 C 1 School Feeding NSNP daily monitoring 26 JULY 2019
5. 1 School feeding- Daily form • • • C 1 For the department to effectively monitor the National School Nutrition Program the principals are asked to update the School Feeding form on a daily basis. A few simple questions will be asked about the meal the learners received. If the learners didn’t receive any meals a system notification will alert school management. 27 JULY 2019
5. 1 School Feeding- Daily form • • • C 1 Yes/No questions are asked about the meal that was received by the learners. Choose an option for all the questions before you can continue. An email notification will be sent to the principal at 12 h 00 to remind them to capture the “School Feeding” form. 28 JULY 2019
5. 1 School feeding- Daily form • C 1 There about 11 questions - to be practiced during training, not all shown here 29 JULY 2019
4. 2 Teacher Attendance - Daily Form At the end, confirm that you want to submit C 1 School Feeding must be filled in daily, either use the Yes questionnaire or the No questionnaire depending on if children fed or not. 30 JULY 2019
6 C 1 Incident Reporting ● General ● Maintenance 31 JULY 2019
6. 1 Incident Reporting (Report New. . . ) • • • C 1 There are four main incident categories to choose from – ○ General ○ Maintenance – Building ○ Maintenance – Plumbing ○ Maintenance - Electrical Once the Principal selects a main incident category the system will generate a Incident Reference Number. The Principal will then select Incident Type, select the Incident Priority and type a description for the incident. 32 JULY 2019
6. 2 Incident Reporting (Add Photo) • • C 1 After registering the incident the Principal can take pictures and attach it to the description of the incident. This will then all be available to the relevant management responsible for resolving the specific incident type. 33 JULY 2019
6. 3 Incident Reporting (View Reported) . • • • C 1 • You can also view all incidents you have reported. Select “View Reported Incidents” and then a specific Incident Category. It will display all the incident statuses for the selected category and next to it the number of incidents in that status. Tip – use the landscape rotation of your tablet to view all the detail in an easier format. The incident status is changed by the School Management contact center and facility management teams who receive a notification the moment an incident is reported by a principal. The Principal will receive an e-mail notification whenever the incident status is updated. 34 JULY 2019
7 Communication from the department Forms & Messages C 1 35 JULY 2019
7. 1 Forms . • • • C 1 School management will be able to configure “Forms” on an ad-hoc basis. These forms can be sent to one or more schools at any time. A “Form” will consist of one or more questions. The Principal will only be asked to reply to the question(s) once and it will then be available for web users in a report format. The Principal can update their answer at any time – an audit trail is kept of all the updates. 36 JULY 2019
7. 2 Messages . • • C 1 The Provincial System Administrator can use their web management portal to send a message to a selection or to all the School Management school. The Principal will receive an email notification informing them of the new message and they can then go into their application and mark the message as read. The System Administrator will then view a report on the “Read vs Unread” schools. The message may include a link to a website, video or document for download. 37 JULY 2019
8 Web Portal Features & System Configurations C 1 38 JULY 2019
8. 1 Overview of web management portal features • Management can configure system: • Create/Edit/Link Provinces, Districts, Circuits, Clusters and Schools • Create school details and link school grades • Create Books and Furniture and link to schools • Create Principal details and link to a school • Management invite users for web access: • System Administrators, Head of Department, Technicians, District - , Circuit – and Cluster Managers • Management reporting: • Full view on aggregated data. • Trend graph reporting. • Incident Reporting drill down. • Feedback: • Management has the ability to address incidents and provide in-application feedback to principals. • Principal messaging – sending a broadcast message to all the principals. C 1 39 JULY 2019
4. 2 Teacher Attendance - Daily Form . Different system roles can have access to features and reports on different levels (for instance District vs Provincial access). They are granted access to the web management portal by the System Administrator and they will log in using their cell number and a password. They all use the same login domain: https: //limpoposm. mezzanineware. com/ Principals will also have web portal access to view data reported by them at their school. C 1 40 JULY 2019
4. 2 Teacher Attendance - Daily Form . C 1 • • All system roles will have access to the above dashboard. It will give them a daily snapshot of the activity at the school linked to them. The user will be able to drill down and view the detail captured on that day. The user can also view the “History” of the data captured on other days. 41 JULY 2019
8. 4 Alerts and notifications • Principals: – Email at 11: 00 if they haven’t submitted any data yet – Email every time they upload data successfully – Email when the status of one of their incidents have been changed – Email notification when they receive a new “Principal Message” from the System Administrator – SMS to retrieve application password • Provincial Master Administrator: – Email at 12: 00 with a list of schools who haven’t submitted any data yet • Incident Team Member / Facility Manager: – Email every time a new incident is logged – Email every morning at 08: 00 to remind them of the incidents they still need to attend to C 1 42 JULY 2019
9 Support and FAQs C 1 43 JULY 2019
8. 1 Support and common errors • Education Department Technicians are the principals’ first line of support for any application related issues. • The application will work even in areas with bad/no signal. The data will be stored on the device and uploaded the next time you synchronise the application. • The application will work and upload data even if you have no airtime (this is a Vodacom benefit) • Do not remove the sim card • Do not change any settings • If the application is accidentally removed from the tablet – contact the School Management Technician who will SMS the principal an enrolment URL to their tablet cell number • If the application isn’t enrolled anymore, contact support to send you a barcode to scan • Always make sure you are using the application with Mobile Data on. • Always remember to synchronise your application. C 1 44 JULY 2019
9. 2 Application diagnosis • Swipe from right to left to display the “Diagnostics” sidebar. (You can also select the three vertical dots). • This is where you will see a status summary of the application. • If any of the four indicators are red select the item to find out more about the error. • “Connectivity” will be red if you are in an area with bad signal. C 1 45 JULY 2019
- Slides: 45