IGNOU Computer Division

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IGNOU

Computer Division

Fresh Admission Data Entry Software (July 2010)

User Manual

Prepared by Software Development Cell, Computer Division

IGNOU, Maidan Garhi, New Delhi-110068

Please send your feedback at [email protected] and [email protected]

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CONTENTS

1 Installation Procedure ................................................................................................................................ 3

2 Operational Usage ...................................................................................................................................... 5

2.1 Login Form ......................................................................................................................................... 6

3 Admission Data Entry.................................................................................................................................. 8

3.1 Search Option (Alt-H): ...................................................................................................................... 10

3.2 Delete Option (Alt-D): ...................................................................................................................... 10

3.3 Reset Option(Alt-R): ......................................................................................................................... 11

3.4 Edit Option (Alt-E): ........................................................................................................................... 11

3.5 Query Option(Alt-Q) :....................................................................................................................... 11

3.6 Report Option (New Feature) .......................................................................................................... 11

3.7 Exit Option (Alt-X) : .......................................................................................................................... 11

4 Master Maintenance(for View only)......................................................................................................... 11

5 Reports...................................................................................................................................................... 13

5.1 Checklist & other Reports (New Feature) ........................................................................................ 13

5.2 Error Checklist: ................................................................................................................................. 14

5.3 DD Listing (Bank Wise): .................................................................................................................... 14

5.4 Create Address Label File:................................................................................................................ 14

5.5 Admission Form: .............................................................................................................................. 14

5.6 Study Centre Wise List: .................................................................................................................... 14

5.7 Comprehensive Stats: ...................................................................................................................... 14

5.8 Statistics: .......................................................................................................................................... 15

6 Tools.......................................................................................................................................................... 16

6.1 Change Password: ............................................................................................................................ 16

6.2 Transfer Data to DBF file: (with new feature).................................................................................. 16

6.3 Create Database for Sending to HQs: (with new feature) ............................................................... 17

6.4 Default Settings:............................................................................................................................... 18

6.5 Merge Data of Current Session:....................................................................................................... 18

6.6 Backup Database:............................................................................................................................. 19

6.7 Update Master: ................................................................................................................................ 19

6.8 Update Study Centre: (New Feature) .............................................................................................. 20

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1 Installation Procedure

1. Copy the software in your PCs Hard disk

a. Software can be downloaded from

http://onlineadmission.ignou.ac.in/downloadpackagerc.htm

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

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6. It will ask for the Path (default path is d:\ADMJUL2010\) where to Install, as

shown in the screen, click on the next button to proceed.

7. Software will be installed on the selected path.

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2 Operational Usage

After installation, it will add the shortcut on your desktop with the name Admission

July2010

You can run the software by double click on icon on the desktop OR select Start � All

Programs � AdmJul2010 � Admission Jul2010 (as displayed on the screen)

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

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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 “Tool�Change Password” of Main Menu)

After entering USERNAME, PASSWORD CLICK ON OK BUTTON.

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Menu Screen

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

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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.

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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).

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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.

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.

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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.

3.6 Report Option (New Feature)

This option will display the various report option depending upon the criteria

selected.

3.7 Exit Option (Alt-X) :

This option will close the Main Data Entry Screen.

4 Master Maintenance (for View only)

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.

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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 Checklist & other Reports (New Feature)

This option will prompt you for the criteria (see the below picture) depending upon

these the records will be filtered and desired reports get generated.

You can filter the records on Lot No./Study/Enrollment Range/Control

Range/Program field etc. and generate CheckList/SC Wise List/ Bank List/Bank

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Summary/ Material Distribution List/ Labels & Study Centre Cross Tab query in the

Txt file mode.

5.2 Error Checklist:

Report will display only the error records with the Remarks column describing the

error caused.

5.3 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.

5.4 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.

5.5 Admission Form:

This option will ask for the enrolment no. to view the details in Admission Form

Format.

5.6 Study Centre Wise List:

This option will display the study centre wise list of students and their telephone,

email-id etc.

5.7 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.

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5.8 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.

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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: (with new feature)

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.

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6.3 Create Database for Sending to HQs: (with new feature)

This option helps you to create MDB file which can be sent to the HQ depending

upon the criteria selected. It will prompt you for the various criteria depending

upon the MDB file for HQ will be created.

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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 Database. 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.

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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 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.

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6.8 Update Study Centre: (New Feature)

This option will helps you to edit the data in grid mode. Here you can filter records

using different option available and set the Study Column to desired Study and press

Update Study Centre Grid.

You can also Delete/Update the records depending upon the criteria. Please use

Delete/Update button cautiously. As data once deleted can not be recovered.