Victor Microsystems A software solution for schools
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| Victor School Manager 1.2 Reference-Manual Note: Before going through this manual you need to download and install Victor School Manager 1.2 Important Note for Windows 7 and Windows Vista users:
Do not install the software in the System Program
Folder. System Requirements : Operating System:
This project is divided into five sections: 1) Student Information 2) Exam Information 3) Fee Information 4) Conveyance Information 5) School Setup, Backup and Recovery
General Instructions to operate: - Note: By default username is ‘Director’ and password is ‘abc’. Each window has following tools: -
(i) Text Field: This text field is used to select a particular class-name/exam-name/student-name. When you open a window this field will have a blinking Cursor requesting you to enter the first alphabet of the class-name/exam-name/ student-name. The moment you type the alphabet a new window appears where you can select by moving the mouse or using the -> arrow key. After the selection either hit the Enter key or click Select with the mouse. After that all records of the selection will be displayed in the Internal-Frame below the tool-bar.
Note: If the cursor is not available in the Text-Field, you can use short-cut key- Alt + A or Alt + a. When we use this shortcut , it will erase the text in the text-field and move the cursor there, for selecting a different record. (ii) Shortcut key Alt + N or Alt + n (iii) To open a record, you have to select the particular record by moving the mouse in the Internal frame that appears below the tool bar and click the record to select and then click this button. Or hit the Tab key twice and use the -> arrow key to select and click this button. Note: If you select more than one record, then the upper-most record will be open. You can open multiple records and have a view. Go to the Menu- Window and click Tile or Cascade to get the view of all the open windows in the Internal Frame. Shortcut key Alt + O or Alt + o (iv) Shortcut key Alt + S or Alt + s (v) Shortcut key Alt +M or Alt + m
(vi) Shortcut key Alt + R or Alt + r
Note: In some cases you can delete multiple records by selecting all the records to be deleted.
(vii)
(viii) Shortcut key Alt + A or Alt + a
(ix)
(x)
(xi)
(xi)
Section-1 ( Student Information ) This section is further divided into six sections: (i) Class-List (ii) General Information (iii) Scholar(SR) Information-A (iv) Scholar(SR) Information-B (v) T.C. Issue (vi) Char. Cert. Issue
Note:- Student information is recorded in three sections namely Gen._Info, SR-A_Info, and SR_B Info. Gen. Info is the information of the students currently studying in the school. When a student leaves the school, his/her record is removed from here. But his/ her record remains present in the SR_A and SR_B information. Scholar register information which is fixed like name, address, father’s name, mother’s name, etc is taken into SR-A Info. While those information which is entered after every year like class-admitted, no of meetings, session is taken into SR-B info record.
(i) Class-List:
This is the starting point to operate this software. As the name suggest Class-list is the list of classes in the school. Each class is being assigned a unique class number. This unique class_no identifies a class with a particular class-name, section and session. At the end of the session class-name and section may remain the same but class_no will be different. Example: Class IX-A had class-number 17 during 2007-2008. But Class IX-A will have a different class-number ,may be 35 during 2008-09. Click New button to make a new class-list. It will ask you for class_no( which will be automatic, so don’t change it), class_name, section( Don’t put blank, if not put --), no of students( any number , as it updates regularly),select session and class stream. To enter click on ‘OK’ button. A new window of ‘FEE_SCHEDULE’ will appear asking you fro the fee-structure of the class. Enter the appropriate fee, which is required and click ‘OK’. A new class-list will appear and its fee-schedule will be created. Similarly you can modify, delete as stated earlier by using appropriate buttons.
(ii) General Information:
This is the information of the students currently studying in the school. When a student leaves the school, his/her record is removed from here. But his/ her record remains present in the SR_A and SR_B information. To enroll a new student, first select the class (from the text field) in which you want to add the student, then click New button. Enter the various fields and click OK or press enter. Note: a) Date field has 'dd-MM-yyyy' format. Birthday field is mandatory, you cannot keep it blank. If you don’t have birthday record put some ambiguous birthday like 01/01/1001. b) Do not put Mr. or Mrs, before Father or Mother’s name as the program will display automatically. c) You cannot enter new record from SR-A_Info. It has to be entered from Gen. Information. d) Admission Number is same as the SR_No and shall not be confused. e) While adding new student to a class or during enrollment, conveyance facility availed will be asked. In that case you have to enter Yes or No. If you enter Yes, a new window of Conveyance Information will appear asking you about the conveyance details.
Once you press OK record will be inserted, record will be inserted in Scholar Register –A ( SR_A).
Upgrade the class: In order to upgrade the class, make a new class in the Class_list. To upgrade the class, Go to File menu at the top left corner and click a drop down box will appear, select upgrade all class. Now enter the new class_no of the existing class. Once you enter the new class_no , new class_no will appear against each of the students record.It will also display the Final Result of the existing session. So that, you can check whether a student has to be upgraded or not. If you want to change the new class of any student( When a student fails) , go to that student record and change the new class_no of that student.
(iii) T.C. Issue: When a student leaves the school, Go to Gen. Information, select the class and select the student and click remove button. Once remove button is clicked, a new window will appear asking you of the date of removal and cause of removal. Enter the field and press enter. The student record is removed from Gen. Info but not from SR-A_info or SR-B Info. After removing from Gen. Info, now go to T.C. issue, select the name of the student appearing class-wise. Enter new button. It will ask you for Original or Duplicate. Select that is required and press Enter. A Print-Preview window of T.C. will appear, then press print to take out the print.
(iv) Character-Certificate: Similarly like T.C. issue , go to CC_Issue and click new button.
Section-2 ( Exam Information )
This section is further divided into six sections: (i) Class-Subject (ii) Roll-Allot (iii) Exam Schedule (iv) Exam Subject (v) Results (vi) UP to Half Yearly Result (vii) Final Result (viii) Supplementary Result
Note: The result making in the demo program is a generalised method of making the exam result incorporating almost all the possibilities during an exam, But still the presentation or print of mark-sheet can vary from school to school. If you want any changes in the way of making result or mark-sheet, it will be made, once you purchase the full version of the software.
This is step by step process in making result.
(i) Class-Subject: - Class-subject is the list of all subjects of which exam can be taken in a particular year of a particular class. It shall not be confused with the exam subject. Exam subject is the list of subject taken during a particular exam. Exam subject may/ may not be exactly same as the class-subject. For example: A subject EVS in the class-subject, may not be taken in the Unit Test exam. Prepare the class subject before proceeding to the next section. Select the class from the text field of which class-subject to be made. Click on New button, a new window having three different columns compulsory, optional and extra subjects. Compulsory: All subjects up to class-VIII. Optional: Any optional subject offered. Extra: Any subject whose marks is not counted in preparing the Result/ percentage/ rank. Remember: Enter the class subject in the sequence in which you want the result or Mark-sheet to be printed.
(ii) Roll Allot: In this section Roll no is allotted according to the class. The roll no once allotted remains same for the session or complete year. Select the class from the text field. Click on New button. There are two New buttons. First one is for adding roll no to all the students, second one is to add a single roll no. On clicking the first New button, it will ask the roll no from, enter the roll no from and press enter. The roll no will be allotted in alphabetical order of name. If a new student is enrolled after the roll no allotment, the second New button is clicked. It will ask the admission number. Enter the admission number and press enter. Note: If you want to change the roll no, remove all the records by selecting all or Ctrl + A and click on Remove button and add again. In Roll Allot there are two added features:
a) Printing Marks-List: Click on this button to print the Marks-List which has the name of the student with roll no. This is quite useful for marks entry.
b) Printing Permission Letter:/ Admit Card: It is generated automatically in the manner you want by clicking on the print button and selecting the exam. You can print Permission letter of the whole class or print selectively by entering (from roll no to roll no) or if a student lost his /her letter, you can select the entry_no and press the Print-selected.
(iii) Exam Schedule: This is the next step in making result. Select the class and click New button. Select the exam with passing marks, result date. It has two options: a) For All: This will make exam schedule for all the class in that particular session, if exam is to be taken for all the classes of the school. b) For This Class: This will make the schedule for that class only.
(iv) Exam Subject: Select the exam name from the text field. Click on new button. The list of subjects will appear asking you for Max. marks and passing marks. Enter the Max marks and passing marks for those subjects which is to be taken in the exam, for remaining subject leave it blank. Click on Ok or press Enter.
(v) Result: After completing all the procedures in the preceding sections you can now enter into this section. Select the exam name from the text field for which you have to prepare the result. Click on new button. Enter the total meetings and hit Tab key. Now you will enter into the Result table. Note: a) Prepare the marks-list of all the subjects before proceeding and keep it with you while entering the marks. b) For all the exams you have to enter marks in the result section. Up to half-yearly and Final Result are prepared automatically without entering anything.
Enter the marks with the help of marks-list which is already prepared. After you enter all the marks total/ rank/ percent / result will appear automatically. Click the Save button. Result will be saved. It will take hardly 5-10 minutes to prepare the result of whole class.
Print-1 button: It will print the Result-Sheet of whole class. Print-2 button: It will print the Mark-sheet of the selected students. You can print multiple or all mark-sheet/ Report-Card by selecting more than one record or all the records and clicking on the Print-2 button. Note: Once the result is made, if you click the New button it will display the saved result to be updated. If you click the Modify button, whole result of the class will appear to be modified.
(vi) UP to Half Yearly Result: Once all the results up to Half yearly exam are entered into Result Section you can use this section. Select the class name from the Text-field by entering the first alphabet of the class. Click on New button. It will automatically start making the Up to half-yearly result with a progress bar showing the progress of result making. Click on the Save button to save the result.
Note-1): If you have made any changes in the previous result in the result section, then you have to modify the up to half yearly result by going into this section and pressing the modify button or new button. New Result will be prepared automatically incorporating the changes in the previous results. Click on the Save button to update the result. Note-2): a) Percentage is calculated according to the passing percent of the last exam. b) If a student is on leave ( With medical or other grounds) in a subject in a particular exam, his/ her maximum marks is not included in total max marks in calculating the percentage. c) Rank is calculated on the basis of percentage. d) Grace is given in a particular subject automatically. e) Result/ Remarks ( Like passed by grace or division) is given according to the latest examination norms of Rajasthan board.
Once the result is made automatically, you can take the printouts of Result-Sheet and the individual Mark-Sheet just like in the ‘Result Section’.
(vii) Final Result: Once all the results up to Final / Annual exam are entered into Result Section you can use this section. Select the class name from the Text-field by entering the first alphabet of the class. Click on New button. It will automatically start making the Final Result with a progress bar showing the progress of result making. Click on the Save button to save the result. Note-1: If you have made any changes in the previous result in the result section, then you have to modify the up to half yearly result by going into this section and pressing the modify button or new button. New Result will be prepared automatically incorporating the changes in the previous results. Click on the Save button to update the result. The process of making the result is same as that of the Upto Half Yearly result.
Note: After the session is over,
you can use
(viii) Supplemetary Result: Before going into this section, prepare the exam schedule of supplementary exam. Enter the marks in the Result section by selecting the supplementary exam. Now you can enter into suppl. Section. In this you just have to click New button, the supplementary result of all the student who got supplementary will be made. Click on save to save the result. Then if you have to update
the SR Info use Note: Sending of supplementary result should be done only after the Final result has been sent to SR info.
Section-3 ( Fee Information )
This section is further divided into six sections: (i) Fee Schedule (ii) Fee Table (iii) Fee Chart (iv) Fee Receipt (v) Daily Accounts (vi) Fee Accounts
Although fee structure may vary from school to school, but the basic fundamental of fee collection remains the same. This is the generalized way of fee collection and print of fee-receipt etc. It can be used for both - Installment wise or month wise fee. If you want any changes in the way of fee collection or fee receipt, it will be made, once you purchase the full version of the software.
(i) Fee Schedule: It is made automatically, when you will make the class_list. While making class-list, it will ask you about the fee structure of the particular class. Leave the fee-schedule blank which is not applicable to the particular class. When you go into this section, it will display the fee schedule of all classes of the school. You can modify or update the fee schedule of a class by selecting the class and clicking modify button.
(ii) Fee Table: It is the number of fee(in the multiple of particular fee) to be taken in a particular month. You can prepare the fee table for whole year. Make fee table of only those months in which you take fee. For Example: In the month of July, you take the I installment that includes 3 months tuition fee, 1 activity fee, 1 lab fee, 1 computer fee. So you will enter the number 3 against tuition fee, 1 against activity fee, 1 against lab fee and 1 against fee. Basically it gives the number of fee to be taken in a particular month. You can also make the fee-table of New admission. Note: While adding new record, if a particular fee is not taken in a month, you can keep it blank. Note: New month is for new student while taking admission. When making table of New, you should enter( 1/ 2 / 3 etc.) against whatever fee you take during admission.
(iii) Fee Chart: It is basically fee-schedule of a particular student or fee-schedule student wise. It is required because, if you want to change the fee-schedule of a particular student or give concession to a particular student, you can simply change the fee chart of that student. Note: Any changes in the fee schedule of a class automatically changes the fee chart of all the students of that class. So fee taken in a particular month is : Fee chart × Fee Table of that month. Suppose in July month for Mohit Sharma of Class-IX, you take these fee. Here is the way of taking fee into his accounts.
(iv) Fee Receipt: You don’t have to do anything in this section. It maintains all the fee-receipt issued. If any fee-receipt is lost or you have to issue in duplicate: Enter the first alphabet of the student, it will display the list of students in order of class-no with that name. Select the fee-receipt to be printed again and click the Print button. You can view all the fee-receipt issued by clicking on show-all(folder) button.
(v) Daily Accounts: All fee received whether in fee accounts or conveyance accounts is taken into daily accounts. At the end of the day you can get the display of all the fee collected during the day. When you enter this section it will ask you the date of which you want to see the fee collection or you can click on today, to get the fee collected on that very day. You can view all the fee-receipt issued by clicking on showall(folder) button.
(vi) Fee Accounts: All entries regarding fee is to be made into Fee Accounts. It has following features: (a) Insert All Fee (b) Balance Report (c) Report Order by Balance (d) Total Balance Report (e) Monthly Report (f) Total Monthly Report (g) Fee Payment a) Insert All Fee:- Suppose in the month of July you have to take fee of I quarter as made in the fee-table of that month. Fee-table must be made of that month before proceeding to this section. Go to File and click on ‘Insert All Fee’. A window will appear asking you the fee date. You should enter in this case 1-JUL-2009( In this format only) and press enter key. Fee of July will be posted to all the student’s account. Wait till the process completes. Similarly to enter the conveyance fee, go to conveyance accounts and go to file and click on ‘Insert All Fee’. b) Balance Report: It gives the only fee balance( Not the conveyance fee) of all students of school in alphabetical order.
c) Report Order by Balance: It gives the balance fee of all students in descending order of the fee-balance( due).
d) Total Balance Report: It gives the total balance of School fee + conveyance fee in order of class no and names. The summary of fee due will be displayed at the bottom. -> Print Balance Statement:- Click on it and you can take the print out of all the fee dues/balance of all students in class wise manner. -> Print Class-wise Fee-slip: In some schools at the end of the month or quarter, fee-slip is given to all the students giving details of the fee due of a student. Enter the class no of which you want to take the fee-slip and click on ‘Print Class-wise Fee Slip’. It will display the list of all students of that class with balance. Now you can remove any student name to whom you don’t want to give the fee-slip from the list by selecting the student and clicking on Delete button. You can remove multiple students by selecting more than one. All selected student’s name will be removed. Click on the Print button to take the printout of fee-slip.
e) Monthly Report: It displays month wise fee ( not conveyance fee ) ( e.g. Registration fee, admission fee, tuition fee etc ) taken by the school, the payment received and outstanding month-wise.
f) Total Monthly Report: It displays month-wise, the total fee ( School fee + Conveyance fee) with total payment received and total outstanding. g) Fee-Payment button There is a centralized fee-payment system: You can go to fee-accounts or Conveyance-accounts or Fee-receipt and select the student name from the text-field by entering the first alphabet of the student name, his accounts will be displayed and click on Fee-Payment button. Shortcut Key: Alt + F or Alt + f. Once you click, a new window will appear. Use the Tab key to move to the payment text-field and enter the payment amount in fee and conveyance and press enter key. A new window of fee-receipt will be displayed automatically allocating the fee ( If fee-payment is exactly equal to the fee due). You just have to press the Enter key, the fee payment will be entered into : Fee-accounts, Fee-receipt Conveyance-accounts( if applicable) and Daily- accounts. When you remove/delete a fee-receipt from Fee-accounts it will be automatically deleted from Fee-receipt, Conveyance-accounts( if applicable) and Daily- accounts. Once you press the enter key Fee-receipt and conveyance-receipt will get printed. Take the printout and put a seal of you school and give it to the person who has paid the fee.
Section-4 ( Conveyance Information )
1) Conveyance Info:- When you enroll a new student, his/ her conveyance details is asked. If your answer is Yes, conveyance info will be asked ‘ie’ Conveyance-mode, conveyance number, conveyance-fee etc. So it is made automatically with student enrollment. You can change the conveyance details of a student by selecting the student name and Clicking on Modify button. 2) Conveyance Accounts: Similarly as Fee Accounts conveyance accounts help you to check the conveyance fee due of a student. Conveyance payment: It can be made either in fee-accounts or conveyance-accounts by pressing Fee-Payment button or Alt +F. Insert All Fee: Go to File and click on ‘Insert All Fee’. A window will appear asking you the fee date. You should enter in this case 1-JUL-2009 or any fee date( In this format only) and press enter key. Conveyance Fee will be posted to all student’s account. Balance -Report: Go to File and click on Balance-Report. It will display only the conveyance-fee balance of all students availing conveyance in alphabetical order of name of student. Report Order by Balance: Go to File and click on Report Order by Balance. . It will display only the conveyance-fee balance of all students availing conveyance in descending order of the conveyance-fee due of the students. Monthly Report: It displays Month-wise conveyance fee with fee payment and outstanding.
Section-5( School Set up ) Note: By default username is ‘director’ and password is ‘abc’. You can change the password from the first window of the program where you are asked for user’s name and password.
School-Setup : You can edit school information like 'school name', address, phone, etc. Click on this button and edit the information and press OK button. School information will be changed.
Back Up : Clicking on this button will back up the database and you will be asked to select an existing back up folder or create new folder to back up all your data.
Recover : Once you back up , all data is stored in the folder where you took the backup. When you click on this button you will be asked to select the backup folder ( where you took the back up) and click on Recover button to restore the database to the backup state. Add-New-User: You can add New use by clicking on this button. A new window will appear asking you for user name, password, address, phone and permission. In permission you can put ‘yes’ or ‘no’. If permission is yes he gets the administrative permission to do all operations. If permission is ‘no’ he cannot update any record only can view a record.
Remove User: If you want to remove a user, you should have permission ’yes’ in your user accounts. Click on this button and enter the user-name and password of the user you want to remove and press Enter key. User will be removed.
Change the password: When you start this software, the first window that appears, select the user name and put password in the password field. Then click on Change button. Password field will be blank asking you for new password enter the password and click confirm. Your password will change. Remember: The password is case sensitive, so check the caps-lock while entering the password. If it is on put it off.
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New
button : This button is used to Add a new record.
Open button: This button is used to open an existing record.
Folder
button: This button is used to display all the records in the manner you want.
On clicking, a new window will appear, where you can select the columns you want
to display and the order in which you want the display to be. Or you can simply
click the show-all button to get the default display of all the records.
Toggle button: This button is used to modify or update the selected record. To
modify a record, you have to select the particular record by moving the mouse in
the Internal frame that appears below the tool bar and click the record to
select and then this button. Or hit the Tab key twice and use the -> arrow key
to select and click this button. A new window modify window will appear, in
which click the field you want to modify. When you click the field, old or
existing value will appear and a blank text field to enter the new value. Enter
the new value and hit Enter key or click OK button. After that you can select
some more fields to modify or press the Esc key to exit.
Remove button: This button is used to remove or delete 
Print button: This button can be used to print selected record in a definite
format. Move the mouse to this button, it will display what to be printed.
Save
button: It will bring the cursor to the text-field at the left-top corner of the
window and clear the text field, so that you can select a new record.
Refresh
button: It will refresh the records present in the window.
Calculator
button. If you want calculations in between the program, you can click on it.
It’s musical evaluator which works on the principle of BODMAS.
Recycle
button : It is still under trial.
Birthday
button: It displays the list of students having birthday in a particular month,
in order of birth date. When you click this button, it will ask you the month,
enter only first three letters of the month, it will display the list of
students.
this
button to sends all the result information to SR_B Information. This will update
automatically the SR-record after the end of each session.
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