Examination information system

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  • 1. Award Category: Higher Education: Best e-Campus AwardName of the Project: Examination Information System (EIS)Details of the Applicant (filling the nomination) Prof. Zahid H. Khan Director FTK-Centre for Information technology Jamia Millia Islamia, zhkhan@jmi.ac.inDetails of the agency implementing the project/initiative Jamia Millia Islamia (A Central University) Jamia Nagar, New Delhi – 110025, IndiaProgramme/Project Title/Initiative: Examination Information System (EIS)Programme/Project Website: jmi.ac.inDetails of the Programme/Project/InitiativeBrief DescriptionJamia Millia Islamia, New Delhi is one of the distinguished Central Universities with state-of-the-artIT infrastructure. It has a campus area network having 6500 + network nodes with Optical FibreBackbone of ~35 km in the Campus. The Internet bandwidth available with the University is 1066Mbps, out of which 1-Gbps bandwidth has been provided by National Knowledge Network. TheUniversity has its own ERP (Jamia Management Information System- JMIS) with 18 modules coveringall important functionalities of the University. Jamia Millia Islamia got the Best Jury award in theWorld Education Summit-2011 for developing and implementing the ‘File Tracking System’.Examination Information System (EIS) being presented here is a unique and innovative modulewhich is also part of the University ERP.Examination Information System (EIS)Examination and result processing activity is an extremely important and highly time bound processin an educational institution. This is a chained process where a slight delay may result in greatinconvenience to the stack holder. The EIS addresses all such examination related issues. The systemprovides timely alerts to users through SMS/email and also supports synchronous communicationbetween online users through live chat. The users may create a task list involving other users. Thus,it facilitates better and efficient co-ordination amongst user. 1
  • 2. The system is very simple and generic for serving the needs of all kinds of examinations. It is veryeffective in quantifying the work load, bringing accountability, transparency and efficiency in anInstitution and it results in minimizing the time required for declaration of exam results. It is cloud-based and can be accessed from anywhere. The system serves as an effective model that can bereplicated by any educational Institution.The Examination Information System developed in-house uses .NET platform for its GUI andMicrosoft SQL Server as back-end database. Application and database runs on windows 2008 R2servers configured in a failover clustering.The system is configured on a private-cloud environment and EIS as a service is provided through anindustry standard application virtualization software on demand. A single instance of the EIS runs onthe cloud and serves multiple-end users or client organization. The application delivery client can beinstalled on various devices running Windows, non-windows, mobile OS etc. The platform includesWin7, Win8, Win32, WinCE, Embedded Linux, Apple, Solaris, Microsoft Mobile and Android Mobilewith a suitable RDP client within the enterprises network. Remote users connect from an unsecurednetwork environment like WWW through a Secured Connectors. Furthermore portable ClientPackager enables a CD or USB drive to run the application on PC. Removing the USB key from thecomputer closes the client leaving no trace on the host computer.EIS is delivered through (a) Desktop Application using Application Virtualization Host (b) remoteconnection through Secured Connector and Web Application.Objective:  The system supports all activities of examination in a University system such as: (i) Registration of students to take a examination, (ii) Conduction of examination at the exam centre, (iii) Online marks submission by the examiner, (iv) Online result processing by the tabulator, (v) Result Declaration, (vi) Preparation/Printing of Tabulation Sheet, (vii) Result Sheet, (viii) Grade Card and (ix) Degree/Diploma Certificates  Promotes transparency in the university system by publishing the result online  Promotes efficiency by enabling all stake holder to access the EIS from their respective work places  Makes environmental friendly institution by considerably reducing/eliminating use of paper  Generates a variety of reports to enable the administration in monitoring, controlling and planning the examination activities 2
  • 3.  The system also generates useful analytical/statistical reports for consumption of the institution as well as funding agency. Such reports include comparative performance of examinee in different courses, statistical data about passed-out students etc  The system ensures timely declaration of result  The system enables anyone to verify the students transcripts for originality online  The system enforces standard examination process and rules during preparation of results of all courses conducted by the institutionTarget group:  University/College teachers including evaluators, examiners, tabulators /administrators  Students/Employers/General PublicGeographical reach:  Within the premises of the institution or from outside the campus through VPNDate from which the project became operational: April 8, 2011Is the project still operational? YesHighlight 5 Achievements of the programme/project/Initiative  Successful preparation and declaration of semester results of all PG Courses during the academic year 2011-12 in which 6382 students appeared in the examination with a total number of 34620 evaluation components  Successful implementation of the system for all UG / Diploma / Certificate Courses also during the current academic session 2012-13 in which 7447 number of students registered for taking the odd semester examination in a total of 45216 number of papers. Equal number of examinees shall be registered for even semester examination 2013  Examination processes are monitored for compliance to the notified schedule. The system not only enables to declare the result on time; but in certain cases we were even able to declare the result, before the scheduled date  A number of University processes related to examination were re-engineered  The online availability of examination records has considerably reduced the time and resources required for manual searching of the information from tabulation registers. With the passage of time it will further eliminate the time and resources for archival searching 3
  • 4. Highlight 5 major challenges faced while implementing the programme/project/initiative andhow they were overcome?Challenge 1:To make the use of EIS system by evaluator / teachers for online entering the marks obtained by thestudent.Resolution:(i) By involving top management in forcing the teachers / examiner to update the marks online(ii) By imparting operational training to staff associated with the examination(iii) By asking the tabulators to help examiner enter their marksChallenge 2:In the manual system, there was the possibility of making error in award list, which invariably leadsto revision of results.Resolution:An online interface with the system was provided which facilitated entry of marks and thus reducederrors or omissionsChallenge 3:The implementation of the system required changes in the roles of the personnel engaged in theexamination office which in turn had financial implication at individual level. Therefore, lot of userresistance was being faced within the examination unit itself.Resolution:The users were convinced that their changed profile will be more meaningful for the organisationand would reduce their present work load.Challenge 4:Convincing the end users that the EIS is better than their existing manual systemResolution:  By demonstrating the system to the users, in the presence of their respective higher officials  Organizing training programmes for the tabulators / examinersChallenge 4:Convincing of all stake holder to adopt the changed processesResolution-  Presentation and Discussion in presence of senior management 4
  • 5. EXAMINATION INFORMATION SYSTEM (EIS)The Examination Information System has been developed in-house to automate the examinationactivities. Application and database runs on windows 2008 R2 servers configured in a failoverclustering.System is configured on a private-cloud environment and Examination Information System (EIS) as aservice is provided through an industry standard application virtualization software on demand. Asingle instance of the EIS runs on the cloud and serves multiple-end users or client organization. Theapplication delivery client can be installed on various clients running Windows, non-windows, mobileOS. Platform include Win7, Win8, Win32, WinCE, Embedded Linux, Apple, Solaris, Microsoft mobile,Android mobile with a suitable RDP client within the enterprises network. Remote users connectfrom an unsecured network environment like WWW through a secure connector. Further moreportable client packager enables a CD or USB drive to run the application on PC. Removing the USBkey from the computer closes the client leaving no trace on the host computer.JEM is delivered through (a) Desktop Application using application virtualization host and (b) WebApplication using Secured Connector.FEATURESThe Examination Automation System provides following facilities: Master Data: Academic Session, Examination Notification, Subjects, Course Curriculum, Examination Rules, Define Course, Papers, Master Course Structure (Evaluation Scheme), Effective Course Set for a Session, Effective Evaluation Scheme (Paper Set) Enrollment Process (Set Up Roll Register): Enrollmet / Student ID Allocation at the time of admission. Roll Number is allocated to the students at first time registration of students in a course Registration of Examinees in the exam: Filling up the examination form by the office-staff in the Department concerned or in COE; Later on the Examination Form shall be entered by the students itself with the facility of printing of Admit Card in office of the concerned department Attendance Memo and award list for Examiners: Includes printing of Attendance memo, attendance sheet, Award list; This process is done at exam centres by the COE-staff/ Dept staff 5
  • 6.  Submission of marks by the Examiner through local Intranet Web: This includes the marks entry by Examiner, Tabulator-1 and Tabulator-2. It facilitates marks updating by Code as well as by Roll, marks entry by code necessitates decoding of the marks by decoder Online Result Processing : Tabulator-1 and Tabulator-2 compare and submit the result online sitting at their terminals; one tabulation sheet signed by both the tabulators is submitted Declaration of result: The process of Result Declaration is done by Master Tabulator in the COE Office. It also comprise printing of Tabulation Sheet, Grade Sheet, Certificates Display of result on Local Web Server: The moment result is declared and result sheet is signed by the competent authority, complete information is published on the web and is visible to the students. They can log-in with their enrolment number as username and print the web marks statement. Provision is such that marks updating can be made visible to the student, the moment examiner enters the marks. Alerts & reminder: Each and every Participant of the Examination process is sent appropriate message (SMS, Email) by the system automatically at all events, i.e. Students, paper setter checker / examiner, tabulator, coders, decoders & university admin officer. EXAMINATION INFORMATION SYSTEM (EIS) 6
  • 7. SYSTEM WORK FLOW Admission Module 1. Student Taking Annual / Semester Examination in a University Course Online Registration Form for Hard Copy (Offline) Examination Registration Form Examination accessed throughUniversity / Institute’s Website / Local Intranet Web Server or Existing mode of distribution Distribution through the office of Application Server available through the office of Head of Dept / Dean of Faculty Controller of Exam for Private for Regular, Ex-Regular, CR Candidates Students 2. Registration of Examinee to a University/Institute Course E-Roll List Status through web, SMS, email Hall Ticket E-Hall Tick/downloadable from Soft Copy of the Hall Ticket Hard Copy of the Hall TicketUniversity/Institute Application Server emailed to the Candidates delivered through Exam Office 7
  • 8. 3. Conduction of Offline Paper-Pen Examination Seating Arrangement of Attendance Memo and Blank Coding of Answer Sheet Examination Hall at Center Marks Award List Manual System Evaluation of Answer Book D EOnline Submission of Marks by C Verification of Marks by Preparation of Result Sheet the Examiner / Evaluator O Scrutinizer / Tabulator-II by Tabulator-2 D E R 4. Authentication and Online Submission of Examination Result by Tabulator-1 and Tabulator-II Master Tabulator – Result declared at COE, Marks/ Grade Card generated 5. Declaration of Result Online Result on University Verification of Final Hard Copy Hard Copy of Website Downloadable Soft Copy Marks / Student of Marks / Grade Tabulation / Result of the Candidate, Marks / Grade Record Cards, Certificates sheet for Office record Statements 6. Post Declaration Process Promotion of Passed/Eligible Examinee To next Re-Eval / Re-Dressal Compartment Clear Remaining Ex-Student, higher Re-total Committees Examination Div Improv (CRDI) Next yr in the Part/ Sem same part 8
  • 9. SYSTEM AUTHENTICATION AND DATA SECURITYAs examination record is very important information, Data Security is ensured by –  Encrypt data at Rest  Encrypt data at Transit  Strong Authentication  Cryptography and more Secure AlgorithmIt manages user’s access and rights by using following three tier authentication: Windows 2008 R2 level - User authentication (Domain Users) Application Virtualization Security Level Application Level (.Net) - Object Level Authentication - (Rights and Privilege of Users)Furthermore at Database Level there are three levels of security: Admin - Full Access of Database;DML (update, Delete, Insert)- For some users; Read Only- For studentsThere are 3 types of user 1. Guest / Students –They have access to general reports 2. Users – They have limited access for the papers / courses where they have been allotted to examine or tabulate. The access is time bound as decided by Jamia rule after which it is withdrawn, further time is extended on request by COE. 3. Admin – admin user comes from the administrative staff of different offices of Jamia (Registrar, Dean, Heads, Course coordinator, Class Advisor, Teachers, Section Officer ) and admin staff of CEO (CE, Dy CE, AR, Section Officers, Dealing Clerk )Each object/process of the examination system is assigned a privilege rights on a scale of 1-10Scale 0 No AccessScale 1 View only ModeScale 2 View and Edit mode EnabledScale 3 View, Edit and Add ModeScale 4 View, Edit, Add and Delete ModeScale 5 View, Edit, Add, and Delete and capable of creating another user, revoking any rights andobjects Scale 6 has a special privilege for result processing and Post Result activities.Scale 7-10 is meant for the super users like CE, Tabulation in charge, Registrar etc with the power toundo any wrong doing as per Jamia Rule 9
  • 10. ACTION LOGSEach and every action is taken by a user is logged in the database consisting of User Name whoinitiated the action, Machine on which user was logged on, date and time and action detail.The actions are recorded at 3 different levels – 1. Object Level Logs – like action of editing of marks by examiner 2. Database Level Logs – whenever any record in a table is updated or deleted, it is written to a Transaction History Table using a database trigger. There will be as many number of records in the Transaction History Table as many number of time the record is updated. This is stored with the Time stamp and username 3. System Level Logs – user login is maintained by the following :  Domain Controller Log  Application Virtualization Software Log  Application Software LogSYSTEM LOG 10
  • 11. CODING SCHEME CourseID (4) A AA X Degree Level: Subject Major Type of Course R-Doctorate, (See the Two P-M..Phil, character X digit means M-Master, code subject / B-Bachelors, course list) 0 to 7 – Regular, G-PG Diploma, 8 to F- Evening/Self finance, A-Advance Dip, P, G to N - Private; D-Diploma, Q to Z- Distance; C-Certificate S- Short Term O-OthersCourseSID (6) 99 AAAX Session CourseIDClassID (5) A A A X X Class Part CourseID 1 - 9: Parts A - Z: Parts if >9ClassSID (7) 99AAAX X CourseSID Part/Sem#ClassTSN (9) 99AAAX9 99 ClassSID TSN 11
  • 12. PaperID (6) X AA A 9 9 Degree Level Subject Major Subject Minor or Part Serial number 1-F Regular Courses 00-99: Theory I-Z non-regular L0-LZ: Lab P, A, F, V CoursesPaper Minor: 1-9, A Regular; A-H Eve P/T; I-P Private; Q-Z Distance; 0-optional/CompulsoryPsetID(12) AYY AAAXNN NN ExamID ClassSID PSNSID (2) YY Last two digits of Session’s End-DateExamID(3): A YY Last 2 year digit A-Annual Exam-1 (APR) B-Annual Exam-2 (NOV) C-Comptt Annual Exam-1 D-Comptt Annual Exam-2 E-Even Semester Exam O-Odd Semester Exam S-Supplimentary Exam X-Special ExamHrID (6) A A 9 9 9 9 Name Initials Serial number 12
  • 13. Enrollment (8) YY-99999 Session ID Enrollment Serial number Year of Enrollment year wiseRoll (9) YYAAAX 999 CourseSID Serial #RollID (13) AYY YYAAAX999 N ExamID Roll Part/Sem #CenterID (4) AAA X Center Code Serial #RoomID (8) AAAX X X 99 CenterID Bldg # Floor # Room # 13
  • 14. System SnapshotsCOURSE CURRICULAUM AND EXMINATION RULES1. ACADEMIC SESSION2. COURSES CURRICULUM AND EXMAINATION RULE (TEMPLATE) 14
  • 15. 3. SUBJECTS & PAPERS4. EVALUATION SCHEME (Number of papers in each Part/Sem) Template 15
  • 16. 5. COURSE SET- (Effective Course Structure with Examination Rules for a Course in a Particular Academic Session) Course structure Template is used to create the Course Set for each Academic Session. While processing the result Examination Rules of the Course Set are applied for which an examinee is registered.6. PAPER SET-Effective Evaluation Scheme with Examination Rules Enforced in an Academic Session 16
  • 17. REGISTRATION OF STUDENTS7. Course Part/Semester Registration a. ROLL REGISTER b. ROLL DETAILS 17
  • 18. c. ENROLLMENT DETAILSd. DETAILS OF PAPERS TAKEN BY AN EXAMINEE 18
  • 19. e. ADDS NEW ROLL- Individual Students can be added to a Course Roll Register through ‘Add New Roll’ screen. However, a complete list of Class Rolls may either be prepared offline or maybe imported through the import utility from the Admission Module of JMI MIS and uploaded to the system using MS Excel file.EXAMINATION REGISTRATION8. REGISTER EXAMINEE 19
  • 20. CONDUCTION OF EXAMINATION9. EXAMINEE ATTENDANCE MEMOEVALUATION PROCESS10. EVALUATION UPDATE a. MARKS UPDATE BY CODE 20
  • 21. b. MARKS UPDATE BY ROLL (EXAMINER’S SCREEN)c. MARKS UPDATE BY TABULATOR I AND TABULATOR II 21
  • 22. d. MARKS DECODING BY DECODERRESULT PROCESSING AND TABULATION 11 TABULATOR I, TABULATOR II AND MASTER TABULATOR a. TABULATION ROLL DETAILS 22
  • 23. b. RESULT PROCESSING ACTIONSc. PAPER WISE MARKS DETAILS 23
  • 24. d. TABULATION REPORTS AND POST RESULT PROCESSES12 REPORTS SNAPSHOTS a) DEFINE A REORT 24
  • 25. b) Crystal Report output 25
  • 26. c) Marks Sheet (UG Courses) 26
  • 27. d) Marks Sheet (Diploma Engg Courses) 27
  • 28. e) Grade Card (PG Courses) 28
  • 29. RESULT SHEETf) Result Sheet 29
  • 30. g) Tabulation Sheet 30
  • 31. 12 INSTANT MESSANGER AND USER’S COLLABORATIVE TOOLAll user of the system are provided collaborated facility to exchange their ideas live, to collaborateon running process, query, file transfer, task scheduler (creating a task, assigning task to other user,finding the status, reassigning the task to other level )a) CHATTING b) SMS/EMAIL 31
  • 32. b) SMS/emailc) DRAW 32
  • 33. d) TASK / TO-DO LISTe) SQL STATEMENT TOOLS FOR CUSTOM QUERIES 33
  • 34. 13 STUDENT ACCESS WEB MODULEa) STUDENT LOG-IN SCREENb) STUDENT DETAILS SCREEN 34
  • 35. c) Web Marks Statementd) Contact Detail Update Screen 35