IGNOU Computer Division

Admission Data Entry Package User Manual

Prepared by Software Development Cell, Computer Division IGNOU, Maidan Garhi, New Delhi-110068
CONTENTS 1

1 Installation Instruction:................................................................................................. 2 2 Operational Manual....................................................................................................... 6 2.1 Login Form.............................................................................................................. 7 3 Admission Data Entry.................................................................................................... 9 3.1 Search Option (Alt-H):........................................................................................... 10 3.2 Delete Option (Alt-D):........................................................................................... 11 3.3 Reset Option(Alt-R):.............................................................................................. 11 3.4 Edit Option (Alt-E): ............................................................................................... 11 3.5 Query Option(Alt-Q) : ........................................................................................... 11 3.6 Exit Option (Alt-X) :............................................................................................... 12 4 Master Maintenance ................................................................................................... 12 5 Reports........................................................................................................................ 13 5.1 Error Checklist: .................................................................................................... 13 5.2 DD Listing (Bank Wise):........................................................................................ 13 5.3 Create Address Label File: ................................................................................... 13 5.4 Admission Form: .................................................................................................. 13 5.5 Study Centre Wise List: ........................................................................................ 14 5.6 Comprehensive Stats: .......................................................................................... 14 5.7 Statistics:.............................................................................................................. 14 6 Tools........................................................................................................................... 15 6.1 Change Password:................................................................................................. 15 6.2 Transfer Data to DBF file: ..................................................................................... 15 6.3 Create Database for Sending to HQs: ..................................................................16 6.4 Default Settings: .................................................................................................. 17 6.5 Merge Data of Current Session: ...........................................................................17 6.6 Backup Database: ................................................................................................ 18 6.7 Imports Data of DBF:............................................................................................. 18 6.8 Update Master: .................................................................................................... 18

1 Installation Instruction:
1. Copy the software in your PCs Hard disk
2

a. Software can be downloaded from http://onlineadmission.ignou.ac.in/downloadpackagerc.ht m 2. Double Click on file Setup.exe 3. The setup.exe on execution will first check for the existence of framework software and if it is already installed then it will automatically start installing the Admission software. 4. In case the Framework and proper version is not present in the computer then it will start installing the Framework first. Installation of .NET Framework 2.0 may take few minutes depending on the speed of the computer. 5. Press the Next Button as shown in the first screen

6.

It will ask for the Path (default path is c:\Program Files\ignou\AdmJan2010\) where to Install, as shown in the screen, click on the next button to proceed.

7.

Softwar e will be

installed on the selected path.

2 Operational Manual
After installation, it will add the shortcut on your desktop with the name Admission Jan2010

You can run the software by double click on icon on the desktop OR select Start All Programs AdmJan2010 Admission Jan2010 (as displayed on the screen)

The next screen will ask you for the user name & password ,

2.1 Login Form

The username is <first two digit of RC Code> & SHORT NAME OF THE RC for e.g. for Delhi Regional Centre one has to type 07DELHI in capital letters. The user can see the autosuggest list after entering rc code and can select from the list also. Password is same as your USERNAME in CAPITAL Letters. For e.g. for RC DELHI the User Name is 07DELHI AND 07DELHI as password. (User can change the password of their choice from the ToolChange Password of Main Menu)

After entering USERNAME, PASSWORD CLICK ON OK BUTTON.

Menu Screen After successful login, the first screen with menu driven screen will come.

3 Admission Data Entry

Select Admission Data Entry Option from the Main Menu,

This is the main data entry screen; you have to first type/select the Program and Click/Enter on Continue Button and continue doing data entry. One can use Down Arrow key for Selection of Data from list or Alt+Down Arrow Key to see the data in List. After entering all data, Click on Submit Button or Alt-S (Shortcut Key). If the data entered is not valid, it will prompt with a message for e.g.

If there are no errors, then it will display the successful message on the screen.

If the data is incomplete and still you want to save the record, Click on the Error Record Check Box at the Top Right Corner. The Data entry screen color will change to Reddish

After Selecting the Error Record, the validation of record will not be done and the data will be saved and ERROR field of the record will be marked as Y. Later on, error record can be rectified with valid data by recalling the record using the Edit/Search Option and again Submitting the Data using the Submit Button or Alt-S(Short key).

3.1 Search Option (Alt-H): This option can be selected from Search Button of the Data Entry Screen at the bottom right or use Alt-H (short key) to Search the record, one has to select the record from the selection area from left side margin or Shift+Spacebar and click on Edit button. There is option available to view either the error records or valid record. Option for customize query is also available, one can select the Field to Search In and type the desired Search Text in the field and Press Next Button.

10

3.2 Delete Option (Alt-D): One can delete the record by selecting Delete Button or (Alt-D) from the option available at the bottom screen of the Main Data Entry Screen. It will ask for the Enrollment No. which is by default the current EnrNo. of the Main Data Entry Screen being displayed. It will further ask you for the confirmation for the deletion.

3.3 Reset Option(Alt-R): This option will reset all the fields with blank text for the purpose of fresh data entry. 3.4 Edit Option (Alt-E): This option will fetch the desired record and allow editing the same. 3.5 Query Option(Alt-Q) : This option will display the desired record without any editing feature.
11

3.6 Exit Option (Alt-X) : This option will close the Main Data Entry Screen.

4 Master Maintenance
This option will give you the read only view of Master Contents i.e. Fee, Medium, Compulsory Courses, Optional Courses etc. of the Database, It has the OPTION TAB of Programme Master, Compulsory Courses, Optional Master, Optional Courses etc. One can Select Program from the list and Press Continue Button and select the desired Tab.

12

5 Reports

There are lots of report options available for general & Statistics purposes. The reports can be exported to Excel/PDF format from the report viewer option. The export option to text file is currently not available and will be available soon in future updates of the software. Brief of the reports menu are as below: 5.1 Error Checklist: Report will display only the error records with the Remarks column describing the error caused. 5.2 DD Listing (Bank Wise): This option will display the Sum of DD Amount with Bank wise details. Option are available for Bank1 & Bank2 Reports separately. 5.3 Create Address Label File: This option will print the 3 columns Address label in html format. It will ask for the file name of html where to save. While viewing the simply double click the html file which is label.htm, one can copy and paste the content of html file into MS-Word and can take print of their choice. 5.4 Admission Form: This option will ask for the enrolment no. to view the details in Admission Form Format.

13

5.5 Study Centre Wise List: This option will display the study centre wise list of students and their telephone, email-id etc. 5.6 Comprehensive Stats: This option will ask for the html file to create comprehensive statistics. The saved html can be viewed by double clicking the saved html file.

5.7 Statistics: In this category there are many other different statistics available e.g. Programme Wise, Study Centre Wise, Gender Wise, Religion Wise, PH Programme Wise, City Wise, Category Wise, Territory Wise, Lot No. Wise etc.

14

6 Tools

There are many options available in this category, which is explained below: 6.1 Change Password: This option helps you to change the password of the user. It will ask you for the old password.

6.2 Transfer Data to DBF file: This option helps you to transfer the MS Access Data into DBF file. It will prompt you for the file name by which name and where to store the dbf file. Click on the Save As Button and give the name with extension .dbf and then press Create DBF File button.

15

6.3 Create Database for Sending to HQs: This option helps you to create MDB file which can be sent to the HQ. It will prompt you for the Lot No. for which you wish to send. The 0 is default means all Lot No. to be transferred.

16

6.4 Default Settings: This option will set the default user name and session. The default settings will be used in Login Form which will bring the User ID from this table every time you login.

6.5 Merge Data of Current Session: This option will help you to merge differently placed data of other MDB Access files in one computer. Take all other MDB files from different machine (using Backup option of Tool Menu) and copy in some folder in the identified computer which will be treated as the master Databse. Click on the Open Button in the Identified Computer (as shown in the screen below) and select the copied MDB file and Click on Merge Data. After successful entry it will display the count of successful Data Merged in blue color and Error count in Data not Merged in red color.

17

6.6 Backup Database: This option helps you to take the backup of the MDB Access database. It is highly recommended to have the backup on regular intervals. This will helps you, in case the data got crashed and from virus problems. Select the path and name of the backup file of MDB file by pressing the Save As Button and then press Create Backup of Database. Keep the backup in safe custody like in Pen Drive or some different drive other than C:\ which is commonly affected by viruses.

6.7 Imports Data of DBF: This option helps you to transfer your DBF files into Current Database. This option currently not available and will be available soon. 6.8 Update Master: This Option helps you to update the master copy of the Current Access Database, The master of course details, fees, Compulsory Courses, Optional courses and other details will be updated by this option. This option should not exercised until and unless when new version of the package is available and instruction from the headquarter to do so.

18

19