Attendance Registration Advanced

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Attendance Registration Advanced is an add-on module that gives extra functionalities to Attendance Registration. With this module, you gain access to an advanced statistical interface that makes it even easier to monitor attendance.

Attendance Registration Advanced offers you these advantages:

  • You have access to a web-based view of the students’ attendance records and a statistical interface, making it easy to keep overview of the students' attendance activities. Students can keep track of their own attendance while teachers, student counsellors, and school management can see attendance for students and classes relevant to them. When you log on to UMS Web, you will see different data if you are a student, teacher, student counsellor, or manager. This means that you will only see information relevant to you.
  • You get a Guardian Portal allowing parents, guardians, employers, social workers, and internship mentors to follow a student's progress during schooling. The Guardian Portal gives you access to the student’s timetable, attendance records, and grades. If there are new occurrences, you will automatically be notified. The portal also allows you to monitor several students at the same time if you e.g. have more than one child attending the school.
  • School employees can create attendance reports through the web interface. The reports can be created for one or several students, e.g. based on the teachers of a class or the contact teacher for a group of students.
  • Students can subscribe to text messages that will be sent when they are registered as absent. The text messages shows that the school engages in the students and invites the students back to the classroom (requires SMS Send).
  • It is possible to print attendance sheets that teachers can use for e.g. field trips or in classes where it is not possible to register attendance through a computer (requires Merge Letters).

Prerequisites

Supported administrative systems

Easy - (W031) (requires subscription to do so through STIL)

Module requirements

UMS

UMS Academic Web

Attendance Registration

Testing after setup

Log in as a teacher and check that there is access to absence statistics at the front of UMS portal (but note that the statistics will only appear when data registration is more than 1 day old).

Writing to EASY can be checked by reviewing log files (Absence_ExportToAdminSystems.log). There is also logs in SQL table job_logs

What to have ready

Write to EASY:

  • Institutions number and PIN code W031
  • IP on the UMS server writes back must be open to the EASY

A running UMS installation incl. Attendance Registration

Should third party be contacted

UNI-C

Order access to W031, if you want to use the write-back to EASY

Installation

User-access

Access to the Absence-statictics, is controlled via. Standard AD-group membership, these AD-group can be either Global or Universal, and mail-enabled groups are OK as well.

Access to the Absence-statictics is found in the menu “Web-setup\edit”, or by the direct link “Web setup” in the UMS Configurator. Select “Absence” in tree menu:

Absenceadvancedwebsetup.png

The following settings are used/needed for Absence Extended, the rest is used in Absence Basic/registrations:

  • Headmaster access:
    • Members of the chosen group has access to the schools overall statistics.
    • If left blank, nobody has this access/role.
  • Counselor access.
    • Members of the chosen group is treated as “student-counselors” which gives access to special note-types.
    • If left blank, nobody has this access/role.
  • Standard access.
    • Members of the chosen group is treated as “standard-teachers” with access to all relevant absence-statistics for activities, students and so on.
    • If left blank, nobody has this access/role.
  • Show new/Show old checkboxes.
    • These checkboxes are available so that you can choose whether to show old or new version of Absence extended. This option will be removed in later versions (when older version is end of life)

Please note that changing these settings will require an IIS-reset on the frontend to take effect.

Technical settings

Card system

Absence extended has the possibility to use come and go access systems to calculate the students presence. Currently card systems from Buanco supported as well as “custom” system where the come and go timestamps are collected from a webservice.

The Card system settings are controlled via. The menu “Modules/Absence/Card servers”:

Absenceadvancedcardserverssettings.png

Chose which card system that are used from the “Card type” dropdown, and click add.

Absenceadvancedbuanco.png

Following options are available:

·        Description

Enter a description for the system

·        Server/URL

Enter a server address for the server that delivers the data (IP or DNS). If inLogic is chosen for the card system then enter the URL used for data-retrieval.

·        Username/Password/Domain

Enter credentials for the user that used for retrieving the data.

·        DB Field

Chose which field used to identify/match the card user to a UMS created user/student.

After the card system settings is created, it is also needed to ensure that the service that retrieve the card data is started/running. Services are controlled through the menu “Settings\Services”.

Absenceadvancedservicessetup.png

Enter a computer name for the server that you want the service to run on in “Absence card import server”.

Restart the service on the selected computer, and check the log file for connection status of the service (<install path>\UserManagement\CardImport.log).

Also you need to ensure that the absence settings for each template is using cards where needed.

Absenceadvancedabsence.png

Export to admin-system

The Write back webservice need to be setup so that the registered absence registrations can written back to the admin-system (EASY C).

For setting up the write back absence you need to have a PIN code for the write back webservice (W31) from STIL. The data is entered under the data source for the timetableblocks, which is found under “Modules/Timetable/Data sources”

Absenceadvanceddatasources.png

Edit the required data source:

Absenceadvanceddatasources2.png

Now enter the institution number and write back pincode:

Absenceadvancededitdatasource.png

After the write settings settings are entered, it is also needed to ensure that the service that sends the data is started/running. Services are controlled through the menu “Settings\Services”:

Absenceadvancedservicessetup2.png

Enter a computer name for the server that you want the service to run on in “Absence export to admin systems”.

Restart the service on the selected computer, and check the log file for connection status of the service (<install path>\UserManagement\Absence_ExportToAdminSystems.log).

Geocode service

The Geocode service is responsible for collecting geo data for students address (for use in the Absence Stat Interface). For the service to work a Google token is needed.

The token has to be entered under “Settings/Geocode”:

Absenceadvancedgeocode.png

If no token is entered, you need to sign up for one at Google. Simply click the “How to get token” link, and follow the directions.

Enter the acquired token, and make sure that the Geocode is allowed to run on a server “Settings/services”:

Absenceadvanceddatasources3.png

Enter a computer name for the server that you want the service to run on in “Geocode”.

Restart the service on the selected computer, and check the log file for connection status of the service (<install path>\UserManagement\Geocode.log).

FAQ