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1
Award Category: Higher Education: Best e-Campus Award
Name 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, [email protected]
Details of the agency implementing the project/initiative
Jamia Millia Islamia (A Central University) Jamia Nagar, New Delhi – 110025, India
Programme/Project Title/Initiative: Examination Information System (EIS) Programme/Project Website: jmi.ac.in
Details of the Programme/Project/Initiative
Brief Description
Jamia Millia Islamia, New Delhi is one of the distinguished Central Universities with state-of-the-art
IT infrastructure. It has a campus area network having 6500 + network nodes with Optical Fibre
Backbone of ~35 km in the Campus. The Internet bandwidth available with the University is 1066
Mbps, out of which 1-Gbps bandwidth has been provided by National Knowledge Network. The
University has its own ERP (Jamia Management Information System- JMIS) with 18 modules covering
all important functionalities of the University. Jamia Millia Islamia got the Best Jury award in the
World Education Summit-2011 for developing and implementing the ‘File Tracking System’.
Examination Information System (EIS) being presented here is a unique and innovative module
which is also part of the University ERP.
Examination Information System (EIS)
Examination and result processing activity is an extremely important and highly time bound process
in an educational institution. This is a chained process where a slight delay may result in great
inconvenience to the stack holder. The EIS addresses all such examination related issues. The system
provides timely alerts to users through SMS/email and also supports synchronous communication
between 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.
2
The system is very simple and generic for serving the needs of all kinds of examinations. It is very
effective in quantifying the work load, bringing accountability, transparency and efficiency in an
Institution 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 be
replicated by any educational Institution.
The Examination Information System developed in-house uses .NET platform for its GUI and
Microsoft SQL Server as back-end database. Application and database runs on windows 2008 R2
servers configured in a failover clustering.
The system is configured on a private-cloud environment and EIS as a service is provided through an
industry standard application virtualization software on demand. A single instance of the EIS runs on
the cloud and serves multiple-end users or client organization. The application delivery client can be
installed on various devices running Windows, non-windows, mobile OS etc. The platform includes
Win7, Win8, Win32, WinCE, Embedded Linux, Apple, Solaris, Microsoft Mobile and Android Mobile
with a suitable RDP client within the enterprises network. Remote users connect from an unsecured
network environment like WWW through a Secured Connectors. Furthermore portable Client
Packager enables a CD or USB drive to run the application on PC. Removing the USB key from the
computer closes the client leaving no trace on the host computer.
EIS is delivered through (a) Desktop Application using Application Virtualization Host (b) remote
connection 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
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 institution
Target group:
University/College teachers including evaluators, examiners, tabulators /administrators
Students/Employers/General Public
Geographical reach:
Within the premises of the institution or from outside the campus through VPN
Date from which the project became operational:
April 8, 2011
Is the project still operational?
Yes
Highlight 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
4
Highlight 5 major challenges faced while implementing the programme/project/initiative and
how they were overcome?
Challenge 1:
To make the use of EIS system by evaluator / teachers for online entering the marks obtained by the
student.
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 marks
Challenge 2:
In the manual system, there was the possibility of making error in award list, which invariably leads
to revision of results.
Resolution:
An online interface with the system was provided which facilitated entry of marks and thus reduced
errors or omissions
Challenge 3:
The implementation of the system required changes in the roles of the personnel engaged in the
examination office which in turn had financial implication at individual level. Therefore, lot of user
resistance was being faced within the examination unit itself.
Resolution:
The users were convinced that their changed profile will be more meaningful for the organisation
and would reduce their present work load.
Challenge 4:
Convincing the end users that the EIS is better than their existing manual system
Resolution:
By demonstrating the system to the users, in the presence of their respective higher officials
Organizing training programmes for the tabulators / examiners
Challenge 4:
Convincing of all stake holder to adopt the changed processes
Resolution-
Presentation and Discussion in presence of senior management
5
EXAMINATION INFORMATION SYSTEM (EIS)
The Examination Information System has been developed in-house to automate the examination
activities. Application and database runs on windows 2008 R2 servers configured in a failover
clustering.
System is configured on a private-cloud environment and Examination Information System (EIS) as a
service is provided through an industry standard application virtualization software on demand. A
single instance of the EIS runs on the cloud and serves multiple-end users or client organization. The
application delivery client can be installed on various clients running Windows, non-windows, mobile
OS. 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 connect
from an unsecured network environment like WWW through a secure connector. Further more
portable client packager enables a CD or USB drive to run the application on PC. Removing the USB
key 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) Web
Application using Secured Connector.
FEATURES
The 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
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)
7
SYSTEM WORK FLOW
Admission Module
1. Student Taking Annual / Semester Examination in a University Course
Hard Copy (Offline) Examination Registration Form Online Registration Form for
Examination accessed through
University / Institute’s Website /
Local Intranet Web Server or
Application Server Existing mode of distribution
available through the office of
Controller of Exam for Private
Candidates
Distribution through the office of
Head of Dept / Dean of Faculty
for Regular, Ex-Regular, CR
Students
2. Registration of Examinee to a University/Institute Course
E-Roll List Status through web, SMS, email Hall Ticket
Hard Copy of the Hall Ticket
delivered through Exam Office
Soft Copy of the Hall Ticket
emailed to the Candidates
E-Hall Tick/downloadable from
University/Institute Application Server
8
6. Post Declaration Process
Promotion of Passed/Eligible Examinee
To next
higher
Part/ Sem
Re-Eval /
Re-total
Re-Dressal
Committees
Compartment
Examination
Clear Remaining
Div Improv (CRDI) Ex-Student,
Next yr in the
same part
5. Declaration of Result
Online Result on University
Website Downloadable Soft Copy
of the Candidate, Marks / Grade
Statements
Verification of
Marks / Student
Record
Final Hard Copy
of Marks / Grade
Cards, Certificates
Hard Copy of
Tabulation / Result
sheet for Office record
Master Tabulator – Result declared at COE, Marks/ Grade Card generated
Coding of Answer Sheet
Manual System
D
E
C
O
D
E
R
3. Conduction of Offline Paper-Pen Examination
Evaluation of Answer Book
Attendance Memo and Blank
Marks Award List
Seating Arrangement of
Examination Hall at Center
Preparation of Result Sheet
by Tabulator-2
Verification of Marks by
Scrutinizer / Tabulator-II
Online Submission of Marks by
the Examiner / Evaluator
4. Authentication and Online Submission of Examination Result by Tabulator-1 and Tabulator-II
9
SYSTEM AUTHENTICATION AND DATA SECURITY
As 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 Algorithm
It 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 students
There 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 1-10
Scale 0 No Access
Scale 1 View only Mode
Scale 2 View and Edit mode Enabled
Scale 3 View, Edit and Add Mode
Scale 4 View, Edit, Add and Delete Mode
Scale 5 View, Edit, Add, and Delete and capable of creating another user, revoking any rights and
objects 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 to
undo any wrong doing as per Jamia Rule
10
ACTION LOGS
Each and every action is taken by a user is logged in the database consisting of User Name who
initiated 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 Log
SYSTEM LOG
11
Degree Level: R-Doctorate, P-M..Phil, M-Master, B-Bachelors, G-PG Diploma, A-Advance Dip, D-Diploma, C-Certificate S- Short Term O-Others
Subject Major (See the Two character code subject / course list)
Type of Course X digit means 0 to 7 – Regular, 8 to F- Evening/Self finance, P, G to N - Private; Q to Z- Distance;
Session CourseID
CourseID Class Part 1 - 9: Parts A - Z: Parts if >9
CourseSID Part/Sem#
ClassSID TSN
CODING SCHEME
CourseID (4) A A A X
CourseSID (6) 99 AAAX
ClassID (5) A A A X X
ClassSID (7) 99AAAX X
ClassTSN (9) 99AAAX9 99
12
Serial number 00-99: Theory
L0-LZ: Lab P, A, F, V
Degree Level Subject Major Subject Minor or Part 1-F Regular Courses I-Z non-regular Courses
ExamID PSN ClassSID
Last two digits of Session’s End-Date
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 Exam
Last 2 year digit
Name Initials Serial number
PaperID (6) X AA A 9 9
Paper Minor: 1-9, A Regular; A-H Eve P/T; I-P Private; Q-Z Distance; 0-optional/Compulsory
PsetID(12) AYY AAAXNN NN
SID (2) Y Y
ExamID(3): A YY
HrID (6) A A 9 9 9 9
13
Session ID Year of Enrollment
Enrollment Serial number year wise
CourseSID Serial #
Roll Part/Sem #
ExamID
Center Code Serial #
CenterID Floor # Bldg # Room #
Enrollment (8) Y Y - 9 9 9 9 9
Roll (9) YYAAAX 999
RollID (13) AYY YYAAAX999 N
CenterID (4) AAA X
RoomID (8) AAAX X X 99
14
System Snapshots
COURSE CURRICULAUM AND EXMINATION RULES
1. ACADEMIC SESSION
2. COURSES CURRICULUM AND EXMAINATION RULE (TEMPLATE)
15
3. SUBJECTS & PAPERS
4. EVALUATION SCHEME (Number of papers in each Part/Sem) Template
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
17
REGISTRATION OF STUDENTS
7. Course Part/Semester Registration
a. ROLL REGISTER
b. ROLL DETAILS
18
c. ENROLLMENT DETAILS
d. DETAILS OF PAPERS TAKEN BY AN EXAMINEE
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 REGISTRATION
8. REGISTER EXAMINEE
20
CONDUCTION OF EXAMINATION
9. EXAMINEE ATTENDANCE MEMO
EVALUATION PROCESS
10. EVALUATION UPDATE
a. MARKS UPDATE BY CODE
21
b. MARKS UPDATE BY ROLL (EXAMINER’S SCREEN)
c. MARKS UPDATE BY TABULATOR I AND TABULATOR II
22
d. MARKS DECODING BY DECODER
RESULT PROCESSING AND TABULATION
11 TABULATOR I, TABULATOR II AND MASTER TABULATOR
a. TABULATION ROLL DETAILS
23
b. RESULT PROCESSING ACTIONS
c. PAPER WISE MARKS DETAILS
24
d. TABULATION REPORTS AND POST RESULT PROCESSES
12 REPORTS SNAPSHOTS
a) DEFINE A REORT
25
b) Crystal Report output
26
c) Marks Sheet (UG Courses)
27
d) Marks Sheet (Diploma Engg Courses)
28
e) Grade Card (PG Courses)
29
f) Result Sheet
RESULT SHEET
30
g) Tabulation Sheet
31
12 INSTANT MESSANGER AND USER’S COLLABORATIVE TOOL
All user of the system are provided collaborated facility to exchange their ideas live, to collaborate
on 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
32
b) SMS/email
c) DRAW
33
d) TASK / TO-DO LIST
e) SQL STATEMENT TOOLS FOR CUSTOM QUERIES
34
13 STUDENT ACCESS WEB MODULE
a) STUDENT LOG-IN SCREEN
b) STUDENT DETAILS SCREEN
35
c) Web Marks Statement
d) Contact Detail Update Screen