M-Star Training Videos

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Gerald Phillips
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1 & Quick Links: ShaalaDarpan M-Star Training Manuals M-Star Training Videos MIP Ver KVSD1.2

2 2 Table of Contents Access Related... 4 What do we do in the following cases?... 5 o We are unable to login into the application... 5 o Upon clicking on M-Star icon, School expert system window doesn t open... 5 o Upon clicking on M-Star Icon, User service profile failed the login message is displayed... 5 o Upon clicking on M-Star Icon User profile cannot be loaded message is displayed... 5 How do we access the previous Academic Year i.e ?... 5 The Academic year bar is not displaying, how do we change it in this case?... 5 How can we change the password of M-Star application and/or OmVcard?... 7 How to take prints of various reports on our local printer from M-Star application?... 8 User Credentials Related... 9 Invalid Domain Name message is displayed at the time of logging-in. How do I login into the application? How do I Log into Analytics? My username doesn t seem to work After changing the user role of the principal, upon logging-in message is displayed user invalid. How do I log into application? The screen names under Activities are not appearing whereas the OmVcard is active and we are able to log in. What should we do? Student Data Related How do we view the student data previously uploaded? While importing student details from the excel file, the data is not getting ported and it shows 'zero records found'? How do we issue transfer certificate to students who left in Academic year (AY) ? We have mistakenly promoted a student who was to be detained in AY How to do we correct this? Do we need to promote students of Class XII? We have promoted the student but the names are not appearing in the new Academic Year Admission module? How do we upload the student photographs? We are unable to see the local folder where student images are saved on local PC. How do we access student photo to upload from local drive? Sometimes when we upload the photo, the preview of the image does not appear in the main Student Personal Details Screen. How do we resolve these? The parent's occupation in Student's Parent Details is not getting saved. What should we do? How do I enter details of new students who have joined the school? Where do we enter the medical or health details of students? We have entered incorrect name of student. How do we correct the same? How do we delete details of students? Employee Data Related How do we delete details of employees who have been transferred? How do we enter details of new employees? How do we upload the details of new employees using excel? The OmVcard credentials provided is not working?... 23

3 3 Financials How do I correct opening balance in Bank Day Book? How do I change the opening balance of Bank from Cr to Dr? The closing balance under a sub-account head (e.g. UBI BANK A/C) is not tallying with the closing balance of LEDGER maintained by the school. What can be the reason? Can I delete the vouchers after approving the same? How to update or correct an error in a voucher? Can I enter a voucher without entering the yearly opening balance? Can I approve the voucher later e.g. after 1 month of entering the voucher (in cases where principal may be out of town etc.)? Are the account heads pre-defined in M-Star and can we make any changes in them? Can we add new account heads or delete an existing account head? Can I edit the Opening Balance of an account head or sub account head? If an account head gets deleted from my school will it affect all KV schools? DO S DON TS * The new FAQs that have been added in this version are highlighted in green font

4 4 Access Related

5 5 What do we do in the following cases? o We are unable to login into the application o Upon clicking on M-Star icon, School expert system window doesn t open o Upon clicking on M-Star Icon, User service profile failed the login message is displayed o Upon clicking on M-Star Icon User profile cannot be loaded message is displayed The above concerns are pertaining to the Cloud. Such issues may be expected in the initial days after migration of application on the Cloud. This is also due to the increase in the number of concurrent users (users simultaneously logging into the application) and the load on the servers as a result of this increase. MGRM team is constantly supporting in order to address this concern. In such a case, we request you to kindly try logging-in into the application again after sometime. How do we access the previous Academic Year i.e ? The Academic year bar is not displaying, how do we change it in this case? To access previous Academic Year , you need to click on Academic Year displayed at the bottom left hand side of the Homepage screen. Upon clicking a window opens in which you can select the Academic year (as shown below).

6 6 However, in certain cases (esp. if using Windows 7 or 8 ), the taskbar may hide this section as shown below. To resolve this, right click on the task bar and change settings on the task bar. Please select Auto Hide the taskbar.

7 7 How can we change the password of M-Star application and/or OmVcard? The passwords are pre-set. Once the OmVcards are personalized for employees, the passwords will be updated and communicated.

8 How to take prints of various reports on our local printer from M-Star application? The local printer of the PC can be used to take the prints from M-star application.

8 8 How to take prints of various reports on our local printer from M-Star application? The local printer of the PC can be used to take the prints from M-star application. For this, please make the local printer as default printer refer screen shot below: (Ensure that the tick appears against the name of the printer) Re-start the application and now in the reports the local printer set as default will show to take the prints.

9 9 User Credentials Related

10 10 Invalid Domain Name message is displayed at the time of logging-in. How do I login into the application? At time of logging into the application for the first time i.e. cloud login, please ensure that you prefix kvs\ to your OMV Card no. i.e. if your OMV Card no. is then please enter kvs\ as the username. How do I Log into Analytics? My username doesn t seem to work. All users i.e. students and staff (principals and class teachers) have access to M-Star Analytics. Please use your 12 digit OMV Card no. to log into the Analytics application e.g. if your OMV Card no. is , please only enter

11 11 After changing the user role of the principal, upon logging-in message is displayed user invalid. How do I log into application? Upon changing the role of a user, you need to communicate to the project management unit* to update the user details in the cloud. Therefore, please do not change role of existing principal till the time new user has access and details have been updated in cloud. Also, upon changing the role of a user, please record the new OMV Card number allocated to user from OMV Card password list. *Cloud Team / Project Management Unit KVS is in process of provisioning a full time dedicated team for project management. The screen names under Activities are not appearing whereas the OmVcard is active and we are able to log in. What should we do? Please ensure that you have assigned a user role to the user as per requirement as per following steps: The employee name appears in report OmVcard password list or you can note the same from screen HRMS Official Details Note the OmVcard number of the user Click on the System Administration module Click on OmVCMS screen under Activities Select Change user role option enter the OmVcard number as noted and prefix the OmVcard number with '1234' Now click on Get Detail. User Name would be displayed Select the role to be assigned and click on Update User role

12 12 Upon changing the role of a user, you need to communicate to the project management unit* to update the user details in the cloud. Therefore, please do not change role of existing principal till the time new user has access and details have been updated in cloud. Also, upon changing the role of a user, please record the new OMV Card number allocated to user from OMV Card password list. *Cloud Team / Project Management Unit KVS is in process of provisioning a full time dedicated team for project management.

13 13 Student Data Related

14 14 How do we view the student data previously uploaded? The student data was previously uploaded in Academic Year by all schools. Currently the system automatically logs you into AY To access the data, please change the academic year to AY You would then be able to view all student data in Admission Module. You can now promote the student from tab Student Promotion (Available in Admission Student Promotion). (Please click on Academic Year, to change the AY to )

15 15 While importing student details from the excel file, the data is not getting ported and it shows 'zero records found'? This could be due to following reasons: 1. Please check the excel sheet that is being used for data upload. It has to be the correct excel porting sheet as per guidelines 2. Please check that there should not be any special character in the data getting uploaded such as - `,!, #, $, %, &, *, {,}, ;, :, ', <,>, etc. How do we issue transfer certificate to students who left in Academic year (AY) ? For all such students, please follow the steps mentioned below 1. Generate the transfer certificate. ( 2. Now mark all such students in-active from Admission Module Student Personal Details 3. In the Student Promotion screen, all these students would not be displayed any longer.

16 16 We have mistakenly promoted a student who was to be detained in AY How to do we correct this? You can change the class-section of such students by using option Demotion available under Student Promotion Special Cases. This activity has to be done in the new AY i.e (since the student has been promoted to AY ). Do we need to promote students of Class XII? For the last class of the previous academic year (i.e. XII in case your school is upto class XII) you do not need to promote the students. We have promoted the student but the names are not appearing in the new Academic Year Admission module? Please check that you have promoted the students using the option 'Regular Promotion' only and not using the option 'Special promotion' Also, in case there is a section change for the students, then same has to be done at time of promotion or using the screen 'Class Section Change' in Admission module How do we upload the student photographs? Student photographs can be uploaded from screen Admission Module Student Personal Details.

17 17 Please click on checkbox photograph and then click on browse button to search for the image. You can then select your drive where the images are stored and select the file name. After selecting the image click on Submit button and then on Save. We are unable to see the local folder where student images are saved on local PC. How do we access student photo to upload from local drive? Student photographs as saved on local drive of the computer can be uploaded in the application. To access the local drives of the computer, once the dialog box showing various folders opens (after clicking 'Browse button in the application), please click as per below: 'Network' tsclient. Then it will show various drives of the local PC such as \\tsclient\c, \tsclient\d etc (refer screenshot below) Click on the drive name and select the folder where you have saved the photographs for uploading.

18 18 After selecting the image click on Submit button and then on Save in the application. Sometimes when we upload the photo, the preview of the image does not appear in the main Student Personal Details Screen. How do we resolve these? Student photographs should be of appropriate dimensions and size as below: ~288px (Width) X ~329px (Height) Image resolution: ~72dp Image size : should be less than 100Kb Image format: jpg The parent's occupation in Student's Parent Details is not getting saved. What should we do? Occupation for a parent type for a student is to be saved across three mandatory levels: Occupation For this please select an option from the field occupation Service Type For this please click on the button [ ] against field 'Occupation and select the service type Service Details For this also when we click on the button [ ] against field 'Occupation' and after selecting the service type, please select service details You can also enter more details for the parent as required in the fields. But the three fields mentioned above are to be mandatorily selected. Once you have entered the details, click 'Okay' in the window and then Save from the main screen.

19 19 How do I enter details of new students who have joined the school? We recommend that details of new students be entered directly in the application in the current academic year i.e , using the following 2 step process 1. Enter registration details of the students in Applicant Personal Details Screen. (you can also search for mgrm training applicant personal details screen in youtube) 2. Enter the admission details of the students in Student Personal Details Screen. (you can also search for mgrm training applicant personal details screen in youtube) Note: 1. Other details such as parent details, birth details can be entered either after first step or second step in corresponding screens e.g. if you are entering parent details after first step then parent details would have to be entered in applicant parent details. Otherwise, if you are entering details after second step then you have to enter details in student parent details. If parent details are entered in applicant parent details screen, then after doing the second step i.e. admitting the student, the details would be displayed in student parent details. 2. Alternatively, you can also directly import the students details from the excel file used for the first time (though this process is recommended only for first time). Note if you enter the details in Academic Year , the details will not be displayed in new Academic Year

20 20 Where do we enter the medical or health details of students? Please enter the health details of students in following screen: Admission Activities Student Health Details In the screen Student Health Details you have to first enter the checkup date and then enter other details of student. After we have entered the date and health details, click on button Save and the student health details gets saved for the particular check-up date we have entered. We can save health details for multiple check-up dates if required. You can also refer to you tube video: We have entered incorrect name of student. How do we correct the same? If the student s photo has not been attached, then the name of the student can be changed in Admission Activities Student Personal Details screen directly. If the student s photo has been attached, then we first need to dissociate the photo and then update the name in Admission module and then re-attach the photo as required. How do we delete details of students? To remove details of a student, please mark the student status as inactive from student personal details.

21 21 Employee Data Related

22 22 How do we delete details of employees who have been transferred? To remove details of employees, please mark the employee status as inactive from employee official details. All such employees would then be displayed under section Ex-Employees. (you can also search for mgrm training official details inactive on youtube) How do we enter details of new employees? Details of new employees can be entered directly in the application in the current Academic Year i.e Following 2 screens are mandatory screens to activate employee record in the application. 1. Employee Personal Details: (you can also search for mgrm training personal details in youtube) 3. Employee Official Details: (you can also search for mgrm training official details in youtube) Once you enter the details, the OmVcard number of the employee gets generated. The same can be accessed in the report in HRMS module OmVcard password list Note if you enter the details in Academic Year , the details will not be displayed in new Academic Year

23 23 How do we upload photographs of employees? Photographs of employees can be associated from HRM Personal Details screen. Please refer the link below. (you can also search for mgrm training image association in youtube) How do we upload the details of new employees using excel? Please enter the employee details directly in M-Star application instead of using the porting feature. Porting feature is useful in case of first time upload for all employees. The OmVcard credentials provided is not working? Please enter the employee details directly in M-Star application instead of using the porting feature. Porting feature is useful in case of first time upload for all employees.

24 24 Financials

25 25 How do I correct opening balance in Bank Day Book? How do I change the opening balance of Bank from Cr to Dr? The closing balance may reflect unexpected amount, in case the opening balance for bank account has been selected as Cr. To change the type of opening balance, please go to screen Sub- Account Heads, click on find and select the bank account for which the opening balance type has to be changed. Click on Dr. Now click on Add. You can now Save the data. 1. SELECT ACCOUNT HEAD 2. SELECT BANK ACCOUNT 5. CLICK ON SAVE 3. CLICK ON DEBIT 4. CLICK ON ADD

26 26 The closing balance under a sub-account head (e.g. UBI BANK A/C) is not tallying with the closing balance of LEDGER maintained by the school. What can be the reason? The closing balance may reflect unexpected amount, in case the opening balance for bank account has been selected as Cr. So we need to change the 'Cr' to 'Dr' for the type of opening balance for the sub-account. To change the type of opening balance, please go to the screen Sub-Account Heads, click on find and select the bank account for which the opening balance type has to be changed. Click on Dr. Now click on Add. You can now Save the data. Can I delete the vouchers after approving the same? A voucher can be edited only till the time it is not approved. After approval the voucher would have to be reversed by creating another voucher (which would reverse the effect of previous voucher). E.g. Journal voucher How to update or correct an error in a voucher? A voucher can be edited only till the time it is not approved. You can edit the voucher details before its approval as per below steps: 1. Find the voucher which needs to be modified using the 'Find' feature on the screen 2. As the details of the selected voucher gets displayed in the main screen, you can change the account head name or sub account head name or amount of the voucher 3. To add another row, please click on button 'Add' and a new row gets added in the screen and further details can be filled and saved

27 27 4. To remove an already added row, please click on button 'Add' and a new row gets added in the screen and further details can be filled and saved 5. After making the changes, please save the screen Can I enter a voucher without entering the yearly opening balance? Yes, vouchers can be entered without entering the yearly opening balance The yearly opening balance affects the as on date closing balance in the main ledger trial balance Can I approve the voucher later e.g. after 1 month of entering the voucher (in cases where principal may be out of town etc.)? Yes, we can approve the voucher at a later date also. In case vouchers needs to be approved for any past date, then we must ensure that we select the correct posting date during approval Are the account heads pre-defined in M-Star and can we make any changes in them? Can we add new account heads or delete an existing account head? All the account heads have been defined centrally by KVS HQ Accounts team. Schools only need to enter the yearly opening balance of the respective account heads and define the bank accounts under sub-account heads as applicable. In case of any changes, addition, or deletion of account head, please contact regional office for approval

28 28 Can I edit the Opening Balance of an account head or sub account head? Yes, yearly opening balance can be modified as required. If an account head gets deleted from my school will it affect all KV schools? No. Account head will get deleted for the specified school and a request needs to be logged-in in the MIP for re-defining the account head again.

29 29 DO S Upon updating roles of all users for the first time, please inform Project Management Unit at KVS so that the user details can be updated in the cloud. Thereafter, each user would be able to login into darpan.kvs.gov.in using his/her own ID and password. In future, whenever you change the role of a user, please inform the Project Management Unit, so that the user details can be updated in the cloud. User would be able to login once the details are updated on cloud. Please verify the student and employee details (name, date of birth, blood group) before associating the photographs. DON TS Please don t change the role of existing principal for whom the credentials have been issued. If you do so, you would not be able to login into the application, till the time the cloud team updates the details of the new principal on cloud. Please don t approve finance vouchers before verification. Once approved you can only reverse the entry by passing another voucher. Please don t enter details of new employees or students in Academic year

SES User Manual. Offline Exam Result Entry & Result Import in M-Star SES

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