BAGE TVET COLLEGE

OPERATION MANUAL
OF
OFFLINE STUDENT MANAGEMENT
SYSTEM

Prepared by:- Firaol Seifu

Date 07/Mar/23
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1. Introduction to Technology /machine

Offline Student Management System(OSMS) is a web-based application that

handles basic and advanced college daily routine works that have been done for
many years in a manual way, OSMS can make college officers work easy
because the system automates many major operations starting from registering
students,coursecreation,department creation, competency creation and assign
automatically for students,assign competencies for instructors,issue tempo and
generate report.

OSMS can be implemented using cheap materials or from materials that exist
already in the college, when we compare the expense to the money it saves after
the implementation of the system the significancy of the project is hugely
important.

As a result any college without internet connection(WoredaNet) can use this

system to manage their students digitaly.

2. Schematic layout of Administrator Role(Limited)

Figure 1 Administrator role function flow

competency
Course name
department
relation

Figure 2 Database table relation(some tables have been omitted due to security issue)

3. Function and name of each technology parts

Name of Technology part Its function

System Unit The system unit will act as a central server to store
all records inserted into the system
UTP Cable Its used to connect office computers with the router/
server
Computer Used to access and configure the system
Router Used to distribute the server connection to multiple
computers
Apache and mySQL Its used to configure the database and run the project
file
PHP Used for the backend
HTML,CSS and JS Used for the frontend
Browser(any) Used to visit OSMS
4. Assembling and operation Instruction

Assembling
 The system will only be assembled by the owner of the software in order to
protect the integrity of the system and to avoid unwanted copying of the system
 Operational Manual
1. By using your browser and a link provided to you can insert your username and
password into the following fields to gain access into the system

Type your
username here

Type your
password here

Finally click “Login”

to gain access
 2. to add new student, edit , view their profile and manage their activity status click
on “Students” menu on the left side

Click here To change

student activity status

Click here first to view Click the “new” button

student menu to add new student to
the system

Click on “grades” to
To view or edit
view student total
registered students
points
profile click “view”

if you want to reset

students password to
their ID number(their
default password is
their id no)

3- to register student related payments

click on “Transaction” then “Payments”

click on “Transaction”
To add new payment
then “Payments” to
record click on “add
add students payment
payment”
information

4- to manage instructor competency load

 Click on “manage
Instructor” to open
instructor management
menu

On the required
instructor to assign
“view Loads” will help
competency click on
you identify which
“Add Loads” then a
competency is already
new menu will appear
assigned to the
designated instructor

Continued from “manage instructor”

 Select the right attributes here for the
instructor

Tick there to mark the

necessary competency,
you can mark multiple
competency at once

Finally click on”add

selected competency to
assign

5-Department add/edit menu

 Click here to add new
department

First click on
“Department” to open
department
management menu

Click here to edit

registered departments

6- course management menu

 To add new course click
here
First click on Courses to
open course
management menu

To edit new course click

here

after clicking on “add” you;ll see this menu to add new course

Insert course name in

abrivation

Insert course name in

detail

Select the department

for the course you are
trying to create then hit
save

7- to create new competency and edit

 Click on add to add new
Click on”competency” competency
to open competency
management menu

Click here to edit the

competency

After clicking on add the following menu will appear to insert new
competency

Type competency code

Type competency name

Type competency
Select for which course duration
the competency is
being created for Select the level for the
competency to be
created

8- to create a new user for the system

 Click here to edit user
details

Click on “Add new” to

add new user Click on “reset
password” to reset
user password into
the user username

Click on “Users” to Click on the red button

open user management to delete the user
menu

After clicking on “add new” the following will appear

Type the user real

name, username(used
for login) and password

Select the user role on

the system
9-to generate different kind of documents from the system

Select the right

parameters and click on
the search button

Click on “view log”

to view user
activity From the listed
Select”issue files” to generated files click on
open the menu your desired button to
download a document
file

10- to generate a report

Select the right

parameters and click on
the search button

That is the generated

report

Select ”Report” to open

the menu