USER MANUAL Data Archiving

USER MANUAL Data Archiving

(Document 27e)

Copyright © 2007. Education Bureau. The Government of the HKSAR. All Rights Reserved.

WebSAMS User Manual Version 1.2

Table of Contents

1 MODULE OVERVIEW.............................................................................................................. 1 1.1 INTRODUCTION....................................................................................................................... 1

1.1.1 Objective ........................................................................................................................ 1 1.2 FUNCTION CHART .................................................................................................................. 2 1.3 FLOW DIAGRAM..................................................................................................................... 3 1.4 INTERACTIONS WITH OTHER MODULES.................................................................................. 4

2 OPERATION PROCEDURES................................................................................................... 6 2.1 DATA ARCHIVE ...................................................................................................................... 6

Perform Data Archive by School Year ...................................................................................... 6 2.2 DATA RE-ARCHIVE............................................................................................................... 11

Perform Data Re-archive ......................................................................................................... 11 2.3 DATA RETRIEVAL ................................................................................................................ 15

Data Retrieval by School Year................................................................................................. 15 Data Retrieval by Student ........................................................................................................ 18

2.4 ENQUIRY .............................................................................................................................. 23 Student Enquiry ....................................................................................................................... 23

2.5 ARCHIVE STATUS................................................................................................................. 25 Enquiry Archive Status ............................................................................................................ 25

2.6 AUDIT TRAIL ........................................................................................................................ 27 View Audit Trail ...................................................................................................................... 27

Copyright © 2007. Education Bureau. The Government of the HKSAR. All Rights Reserved.


1 Module Overview

1.1 Introduction

1.1.1 Objective

It is anticipated that WebSAMS data will eventually grow to an extent that system performance will be affected by the sheer volume of the data. In order not to affect the system performance adversely, it is advantageous to have an archive function to offload some of the data to a separate database space to reduce the on-line data volume. When these data are required, they will be retrieved back to the on-line tables and accessed via the normal WebSAMS functions. User can enquire the archive status and search for data which are archived.

Data Archiving Module provides the following functions:

- Data Archive

- Data Re-archive

- Data Retrieval

- Enquiry

- Archive Status

- Audit Trail

Only users belonging to the “SCHOOL_HEAD” or “SYSTEM_ADMIN” user groups can perform data archive, data re-archive, data retrieval and audit trail; while all users can perform enquiry and archive status function.

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1.2 Function Chart

Audit Trail

Archive Status

Enquiry

Data Retrieval

Data Re-archive

Data Archive

Archive



1.3 Flow Diagram

Data Archive

Data Retrieval

Audit Trail

Archive Status Enquire Archive Information

Data Re-archive

Student Enquiry



1.4 Interactions with other modules

Assessment (ASR) - ARC01 Data Archive - ARC02 Data Re-archive - ARC03 Data Retrieval

Data

Archiving (ARC)

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School Management (SCH) - ARC01 Data Archive - ARC02 Data Re-archive - ARC03 Data Retrieval

Student (STU) - ARC01 Data Archive - ARC02 Data Re-archive - ARC03 Data Retrieval

eau. The Government of the HKSAR. Page 4 ights Reserved.


ARC01 – Data Archive

• Assessment (ASR) • Student Subject, Student Conduct, Student Drop Exempt, Student Other

Assessment, Student Subject Remark, Student Overall Comment, Student Award and Punishment Data Captured to ASR and Student Attendance Data Captured to ASR of selected school year are archived.

• Updating assessment data and setup are prohibited for school years which contain archived data.

• School Management (SCH) • Deleting class level and Updating term information are prohibited for school

years which contain archived data. • Student (STU)

• Updating the setup of subjects and student schooling profile are prohibited for school years which contain archived data.

ARC02 – Data Re-archive


Assessment, Student Subject Remark, Student Overall Comment, Student Award and Punishment Data Captured to ASR and Student Attendance Data Captured to ASR of selected school year are re-archived.





ARC03 – Data Retrieval


Assessment, Student Subject Remark, Student Overall Comment, Student Award and Punishment Data Captured to ASR and Student Attendance Data Captured to ASR are retrieved by school year or by student.







2 Operation Procedures

2.1 Data Archive

Perform Data Archive by School Year

Function Description

This function allows users to perform data archive for any number of school years.

Pre-requisites

1. Only users belonging to the WebSAMS System Administrator group can perform data archive.

2. Data of that school year have not been archived.

User Procedures

1. Click [Archive] [Data Archive] from the left menu.



2. Select the Year to be Archived.

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3. Click [Run] button.

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4. Confirm the action. Data archive process starts.



5. A message "Processing..." will be displayed during the data archive process.

6. Data archive completed.



Post-effects

1. When the [Run] button is clicked, the system will prompt for confirmation. Once confirmed, the system will archive the information of the selected school year. When the system prompts "Data archive completed", data archive process is completed.

2. Assessment data such as student subject, student conduct, student drop exempt, student other assessment, student subject remark, student overall comment, award and punishment data captured to ASR, attendance data captured to ASR which show a significant large data growth per year will be moved from the original tables to the archive tables to avoid system performance downgrade.

3. Archive status is logged and Audit Trail is generated in the system. Where Archive status contains information such as archive type, selected school year and last update time and Audit Trail contains information such as user id, archive type, student information, school year, school level, school session, class name and class number.

Notes

1. Except for the person who performs data archive, nobody can use the WebSAMS function. The system would check if there is/are any active user(s) logging in WebSAMS. All users would be forced to log out if more than 1 user session(s) is/are found.

2. Error messages will be prompted if there is any error and users are not allowed to proceed. Errors occur under the following scenario:

- No assessment data in the selected year.



- Data of the selected year have already been archived. Users may

perform data retrieval to restore the assessment data first and then perform re-archive function. Please refer to Chapter 2.2 Data Re-archive and Chapter 2.3 Data Retrieval.

- There are (partially) restored assessment data in the selected year. Users should perform data re-archive function instead. Please refer to Chapter 2.2 Data Re-archive.



2.2 Data Re-archive

Perform Data Re-archive


This function allows users to perform data re-archive so that the restored assessment data can be archived again.

Pre-requisites

1. Only users belonging to the WebSAMS System Administrator group can perform data re-archive.

2. Restored data exist.

User Procedures

1. Click [Archive] [Data Re-archive] from the left menu.

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3

3. Confirm the action. Data re-archive process starts.

4. A message "Processing..." will be displayed during the data re-archive

process.



5. Data re-archive completed.

Post-effects

1. When the [Run] button is clicked, the system will prompt for confirmation. Once confirmed, the system will re-archive all the assessment data that is restored before. When the system prompts "Data re-archive completed", data re-archive process completed.



2. Archive status is logged and Audit Trail is generated in the system. Where

Archive status contains information such as archive type, selected school year and last update time and Audit Trail contains information such as user id, archive type, student information, school year, school level, school session, class name and class number.

Notes

1. Except for the person who performs data re-archive, nobody can use the WebSAMS function. The system would check if there is/are any active user(s) logging in WebSAMS. All users would be forced to log out if more than 1 user session(s) is/are found.


- No restored assessment data.



2.3 Data Retrieval

This function allows users to retrieve assessment data from archive tables back to online tables. Users may perform this function if he/she wants to modify the history data.

Data Retrieval by School Year


This function allows users to retrieve assessment data by school year. Unlike data archive that is performed by a single year, data retrieval can be performed either by school level / school session / class level / class name.

Pre-requisites

1. Only users belonging to the WebSAMS System Administrator group can perform data retrieval.

2. Archived or re-archived data exist.

User Procedures

1. Click [Archive] [Data Retrieval] from the left menu.

2. Select By School Year.

3. Select School Year, School Level, School Session, Class Level and Class Name to be retrieved.

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4


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f the HKSAR. Page 15


5

5. Confirm the action. Data

6. A message "Processing.

Copyright © 2007. Education BuAll

retrieval process starts.

.." will be displayed during the data retrieval process.

reau. The Government of the HKSAR. Page 16 Rights Reserved.


7. Data retrieval completed.

Post-effects

1. When the [Run] button is clicked, the system will prompt for confirmation. Once confirmed, the system will retrieve the selected information. When the system prompts "Data retrieval completed", data retrieval process completed.



2. Assessment data such as student subject, student conduct, student drop

exempt, student other assessment, student subject remark, student overall comment, award and punishment data captured to ASR, attendance data captured to ASR will be moved back to the original online tables.

3. Archive status is logged and Audit Trail is generated in the system. Where Archive status contains information such as archive type, selected school year and last update time and Audit Trail contains information such as user id, archive type, student information, school year, school level, school session, class name and class number..

Notes

1. Except for the person who performs data retrieval, nobody can use the WebSAMS function. The system would check if there is/are any active user(s) logging in WebSAMS. All users would be forced to log out if more than 1 user session(s) is/are found.


- No archived data.

Data Retrieval by Student


This function allows users to retrieve assessment data by student.

Pre-requisites

1. Only users belonging to the WebSAMS System Administrator group can perform data retrieval.

2. Archived or re-archived data exist.

User Procedures

1. Click [Archive] [Data Retrieval] from the left menu.

2. Select By Student.

3. Input search criteria and click [Search] button to search for student records.



4. A list of matched student records will be displayed.

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5

4

5. Select a student byselect one or more s


Copyright © 2007. Educatio

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clicking the checkbox next to the Reg No. Users can tudent records to be retrieved at the same time.

n Bureau. The Government of the HKSAR. Page 19 All Rights Reserved.


7. Confirm the action. Data retrieval pr

8. A message "Processing..." will be d

Copyright © 2007. Education Bureau. The GoAll Rights Reser

7

ocess starts.

isplayed during the data retrieval process.

vernment of the HKSAR. Page 20 ved.


9. Data retrieval completed.

Post-effects

1. When the [Run] button is clicked, the system will prompt for confirmation. Once confirmed, the system will retrieve the selected information. When the system prompts "Data retrieval completed", data retrieval process completed.



2. Assessment data such as student subject, student conduct, student drop

exempt, student other assessment, student subject remark, student overall comment, award and punishment data captured to ASR, attendance data captured to ASR will be moved back to the original online tables.

3. Archive status is logged and Audit Trail is generated in the system. Where Archive status contains information such as archive type, selected school year and last update time and Audit Trail contains information such as user id, archive type, student information, school year, school level, school session, class name and class number.

Notes

1. Except for the person who performs data retrieval, nobody can use the WebSAMS function. The system would check if there is/are any active user(s) logging in WebSAMS. All users would be forced to log out if more than 1 user session(s) is/are found.

2. The School Year column will display all school years which contain the archived data of a student. If the student is selected, the achieved data for all school years will be retrieved.

3. Error messages will be prompted if there isallowed to proceed. Errors occur under the fo

- No archived data.

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any error and users are not llowing scenario:

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2.4 Enquiry

Student Enquiry


This function allows users to track the student if his/her assessment data are archived/re-archived. Users should refer to this function once he/she finds that assessment data are not present in the online function.

Pre-requisites

NIL

User Procedures

1. Click [Archive] [Enquiry] from the left menu.

2. Input the search criteria and click [Search] button to search for archived student records.

1

3. A list of matched archived student records will be displayed.



Post-effects

1. The list of archived student records is shown.



2.5 Archive Status

Enquiry Archive Status


This function allows users to view the status of data archiving and to know which school years with archive, restored or partially restored data. There are three kinds of archive status:

- Archived – All data in the school year have been archived

- Partially restored – Part of the data in the school year have been restored

- Restored – All data in the school year have been restored

Pre-requisites

NIL

User Procedures

1. Click [Archive] [Archive Status] from the left menu.

2. Archive Status page will be displayed.

Post-effects



1. The list of archive status history is shown.



2.6 Audit Trail

View Audit Trail


This function allows users to view data archive/re-archive/retrieval history.

Pre-requisites

1. Only users belonging to the WebSAMS System Administrator group can view audit trails.

User Procedures

1. Click [Archive] [Audit Trail] from the left menu.

2. Input the audit trail data range.

3. Click [View] button.

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4. Audit Trail file is generated. Click [Open] button to preview the file. To save the Audit Trail file, click [Save] button.



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5. Users can view the audit trail records.

Post-effects



1. The audit trail file is generated.

Notes

1. Audit Trail Date From and Audit Trail Date To are mandatory fields and they are required to be entered. It is default to be the first and the last date where data archive / data re-archive / data retrieval is performed.


- Invalid date format.


Documents

USER MANUAL Data Archiving