University Automation System

Winfoware Technologies www.winfoware.com

Table of Contents 1.C Win Suite.............................................................................3

a.University Information: ................................................................... 4 b.Student Information System: .......................................................... 4 c.Placement Module........................................................................... 5 d.Stores and Procurement:................................................................. 6 e.Finance and Accounting................................................................... 7 f.Fixed Asset Management.................................................................. 7 g.Grants management....................................................................... 7 h.HR and administration Modules......................................................... 7 i.Library management........................................................................ 8

2.Examination system............................................................... 8

1. C Win Suite
Is a comprehensive, well designed browser based e Governance solution focusing on integrated and unified information delivery and sharing framework across the University. The solution has been developed in coordination with experienced Academicians and University administrators. The solution is matured through repeated implementations and has best practices built in. Its architecture facilitate some components of the solution can be made accessible over internet to enable remote access of information to students / users and top administrators on the mobile. CWin comprises of following Modules

Configuration
University Info Affililiated Colleges Courses offered

s cs mic em ade Aca Ac

e ur ct ru St al se le e tic ur ab nc ac Co et e Pr m da ac / Ti ten rf al te At rn in te nt In re Pa

H/w Inte gra OM ti on int R m e a

gr at chin ion e

Academic Management `` System

e ff ic O ck Ba

Student list from affiliated colleges

Colleges

Re su l ts

r rs he ts pe ot ke ic pa & n n lT al stio tio H u ue ib s Q str tic di gis lo

g in ts s ss on en e i c ot cem ro P m n ro ou P n n Eligibility process A ver o Concessions

a. University Information: This is a web enabled portal and is the primary interface of C Win which links to other modules like Student Information System (SIS), Placement Module and others which are detailed below. This module covers the complete academic activities of university like Course information Dictionary of courses offered by category like graduate / PG / Doctoral. This details information on courses offered, duration, subjects, faculty and the pattern of study including promotion criteria is comprehensively presented for easy understanding for any students / parents to access. This also gives information on fees applicable from time to time throughout the course duration. Admission Information: Information on the Admission procedures adopted by the University Faculty: Lists faculty along with a pen sketch of their resumes, subject wise. Info capsule: Details of the University History, University Administration details of key officials, contact numbers and e mail IDs Events and calendars: The University can use this link to post information on key events that are taking place in the University Employment Notifications: The University can list all opportunities available for staff for advancement as also external opportunities. There is a facility to download application forms and also to submit applications online. Results: Results of all students taking part in any University level exam are posted here Security: This enables users to access respective modules. The rights of access can be granted by the Administrator. Access is through Username and Password. Communication Corner: This is a link where students / parents / faculty can use to communicate on e mail. Access is through username and password. This is designed on the basis of an e-mail allotted to each student.

b. Student Information System: This part of the solution needs to be web enabled. Admission: The application form captures all the relevant data of the student personal & parental history, academic background, courses in order of preference to which admission is sought. Separate categories are provided for graduate / post graduate / doctoral and post doctoral courses. Further categorization is possible by way of professional courses like management and other courses Acceptance History: This captures data on student acceptance, course to which accepted, major subjects, electives data. This module has the provision to generate

standard admission acceptance formats for delivery to the student. On payment of fees and enrollment of the student this module to the ID Number generation module. ID Number generation: The ID Number is unique to the student through the stay in the University. The ID number can be designed course wise/ year of admission wise and generated at random. Facility to enable print of ID number with a photograph of the student is there. Incase university opts for smart card based system for students for accessing variety of services, this module has plug-ins. However, a separate hardware and related software needs to be patched up which Winfoware can provide. Attendance: Details of Student attendance are entered here. This module can be integrated with information from automatic attendance capturing systems. The module is programmed to generate alerts by way of e mails in the event of shortage of attendance. Students can also use the leave request format available to seek leave of absence Internal Assessment: (Optional) Marks/Grades: Marks obtained by students in internal assessments / class exams are entered here University Exams Marks/Grades: (Optional) Marks / Grades obtained by the student subject wise are entered here. This module enables printing of a cumulative student record. Scholarship: Details of scholarship awarded to the student, monthly disbursal details of the same Extra Curricular Activities: Record participation and achievements in university sponsored non academic activities like sports and social events. Student Page: There is provision for enabling a web page for each student. Students can use this web page to post their bio data and the same could be linked to placement and other modules where student data is required.

c. Placement Module A web enabled portal, facilitate collaborative participation of university, students and potential employers. This facilitate university to compile profiles of students eligible for taking up employment and make it available for employers to access and shortlist for appearance to tests and interviews. Brief contents of the portal comprise the following Student Bio Firms enrolled for placement Jobs available Index Engine Employers Corner Results

The module components are self explanatory. The index engine enables student search using various parameters. Students can also access details of firms who are

enrolling in the campus. The firms and the students will have to fill up forms online which enable capture of key data. Both the students and the Firms sub modules will provide links to the respective web pages. An inbuilt utility for requesting organization for placements with profile summary can be generated as a mailer. University, if prefer can also arrange for students to update, edit their resumes and send it online for submission. Interview results can be hosted on the web as well.

d. Stores and Procurement: One of the core activity in University administration is the procurement activity. Procuring right materials, at right time at right price is the need of the hour to effectively manage funds and make the dependent process efficient. Our integrated purchase and stores system is a full fledged procurement system starting from the goods indent note, approvals for the same, checking availability with the indent stock point, goods issue note and material supply, vendor empanelment, rate contracts, vendor analysis, RFP generation, comparison statement, issue of Purchase Order, Goods receipt and acceptance after specification QA, Billing and payment the Procurement and Inventory system can be absolutely paperless. Major activities are Item Maintenance categorizing items, standardizing nomenclature, identifying UOM, fixing inventory levels through minimum, maximum and recorder levels. Budget Allocation Define Cost centers, Departments and associate budgets for CAPEX and Revex. Indent generation Enable all end users to electronically submit requisition Vendor Empanelment qualified filtering process for registering vendors. Rate Contracts Facilitate entering into rate contracts with Vendors for specific items / item categories enable reduce processing time when items are repeatedly bought from same suppliers. RFP generation Raise enquiries / tender and invite quotations. Quote Comparison Compare vendor quotations and compare various parameters like rates, taxes and terms Purchase Orders managing purchase orders Goods received Note Receipt of materials against PO Quality Control Inspection, rejection and acceptance based on results Stock Accounting Account stock and value Bill passing and Payment Clear vendor bills Material issues issue against requisitions and manage indents. Our solution helps speed up rate of procurement, bring down unnecessary inventory, downsizing cost reduction in procurement and results in better vendor management. Authorization levels are available to edit, approve and delete indents apart from effecting intra store transfer. This module enables evaluation and rating of vendor performance, better and more effective management of stores and inventory.

e. Finance and Accounting Components of this module include Receivables Payables Budget Capital Expenditure Budget Revenue Expenditure Balance Sheet

We propose to use a standard packaging product for this purpose and integrate the necessary information from other systems.

f.

Fixed Asset Management

The Assets Management module is aimed at keeping track of asset information from the time of indent, procurement, location of usage, ownership, movement of Asset. The Asset Location can be sub categorized to include details of floor, room. This module also keeps tack of expenditure on upgrades, repairs and maintenance, enables depreciation calculation, WDV at any period of time. Alert mechanisms are available for AMC expiry / Insurance expiry / preventive maintenance schedules these alerts can be custom configured. This module is designed to extend the useful life of an asset. Barcode based tracking is integrated enabling the verification and auditing process easy and hence brings accountability and visibility.

g. Grants management Accounting grants to university is importance from accounting and compliance perspectives. Be it purchase of equipments, expenditure towards administration activities, facilities etc are important inputs towards grants management. This utility provides features define category of expenses and keep track of nature of expenditure on a day to day basis and make the information available instantly to grant commission.

h. HR and administration Modules Its a comprehensive administrative system of employees comprising Employee Information

Training Appraisals Service Records Cumulative Benefits Leave Recruitment Leaving of Service

Recruitment module can be linked to the University Information Portal. An interested person has the facility to submit applications online or download an application form for submission. Employees and faculty can log in and view various records, apply for leave online, view different vacancies and training opportunities and apply online for the same. The module enables tracking of Attendance from the administration module apart from interface with attendance capturing devices like biometric devices, smart cards Online appraisals are possible with this solution. In this appraisal forms can be made available to concerned employees online, who in turn can fill up and submit the same. However the access to this will have to be authorized as confidential information will be carried. Other modules include Facilities Management, Administration. The Facilities Module keeps track of usage and performance of various facilities. These include computer labs, libraries, equipment management. The Administration module comprises employee attendance. Office administration. Management of events like graduation ceremonies, seminars: organization of tour and travel: petty expenditure, hostel administration, time table and classroom administration apart from administration of various other University related activities.

i.

Library management

A comprehensive library management utility with handling inventory through location marking and identification, inwarding, check-in and check-out of books. The Easyask option enable users to search for titles, history and availability before opting to avail so as to reduce effort and time by library management team in serving members.

2. Examination system
Examination Division is the most sensitive component of the administrative structure in a University. Conducting of examination is a crucial and complex job for University Administration. Absolute confidentiality has to be ensured. It is in most cases a 24 x 7 job. Our examination system offers a comprehensive solution to completely automate the examination process of the University.

Schedule

Announc ement

Process

Conduct

Our solution incorporates integrating Exam Administration with Student Database, OMR technologies for scanning of valuated marks sheets and Application forms. Affiliated colleges shall adhere to sending the eligible student list by course and subject in a fixed template which shall be collated from the university end before the exam related process starts rolling. Following major processes are envisaged to be forming the scope. List of examination centers and capacity Number of halls and seating capacity Common exam centers if any and mapping colleges to such centers List of approved and eligible students from affiliated colleges Internal and practical marks from colleges wherever applicable Collating them centrally for further processes Time table generation Admit cards / hall tickets Exception report in the event of clash of paper QP & answer sheet estimation Answer bank to questions in the case of OMR based papers Logistics Dispatch of admit cards, exam materials Appointment of invigilators Preparation of attendance sheet based on EC allocation By day & by subject Evaluation Integration with OMR machines for extraction Result processing & grading Marks card Result outputs to colleges by course & by student

The result process happens based on the configuration set up in the SIS module and hence these are interdependent systems.