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User Manual
MANUAL
Online Course Application
May 2019
Revision Sheet
User’s Manual Page i
User’s Manual Page ii
User’s Manual
Authorization Memorandum
I have carefully assessed the User’s Manual for Kisiipolys Online Course application System. This
document has been completed in accordance with the requirements of System Development
Methodology.
We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based
on our authority and judgment, the continued operation of this system is authorized.
ALEX MARAGA 5th May 15, 2019
___________ ________________ ____________
NAME DATE
Project Leader
COLLINS JUMAH 5th May 15, 2019
_______________________________ _____________________
NAME DATE
Operational
User’s Manual Page iii
USER'S MANUAL
TABLE OF CONTENTS
Page #
A. GENERAL INFORMATION........................................................................................................ A-1
1.1 System Overview.................................................................................................................. A-1
1.2 Project References ...................................................................................................................... A-2
1.3 Authorized Use Permission ........................................................................................................ A-2
1.4 Points of Contact ......................................................................................................................... A-2 1.4.1 Information ................................................................................................................................... A-2 1.4.2 Coordination ................................................................................................................................. A-2 1.4.3 Help Desk ..................................................................................................................................... A-2
1.5 Organization of the Manual ....................................................................................................... A-2
1.6 Acronyms and Abbreviations .................................................................................................... A-2
B. SYSTEM SUMMARY ................................................................................................................... B-1
2.1 System Configuration .......................................................................................................... B-1
2.3 User Access Levels ............................................................................................................... B-1
C. GETTING STARTED ................................................................................................................... C-1
3.1 Logging On ........................................................................................................................... C-1
3.2 System Menu ........................................................................................................................ C-1 3.2.x [General System UI] ...................................................................................................................... C-1
3.4 Exit System ........................................................................................................................... C-1
4.0 USING the SYSTEM (ONline) ................................................................................................. C-1
4. 1 [Application Access] ............................................................................................................ C-1 4.1.1 Client side .......................................................................................................................................... C-1 After choosing the two fields click next button, here your session user session will be set. .......................... C-1 4.1.2 Application Process ............................................................................................................................ C-2 4.1.3 Backend Server................................................................................................................................... C-4
4.1.3.1 Login .......................................................................................................................................... C-4
D. 5.0 Special Instructions for Error Correction............................................................................... C-9
E. 5.1 Caveats and Exceptions ................................................................................................. C-9
1.0 General Information
User’s Manual
1.0 GENERAL INFORMATION
1.0 General Information
User’s Manual Page A-1
The User’s Manual provides the information necessary for the user to effectively use the automated
information system.
A. GENERAL INFORMATION
1.1 System Overview
Kisii poly Online Course Application is:
A Web application system based on any device platform.
Supports all browsers type: Internet Explorer, Microsoft Edge, Firefox 5.x and later, Opera,
Google chrome etc.
System name or title: Kisiipoly Online Course Application
System category:
Major application: performs clearly defined functions for which there is a readily
identifiable security consideration and need
General support system: provides general ADP or network support for a variety of users
and applications
Operational status:
Partially Operational
Under development
1.0 General Information
User’s Manual Page A-2
1.2 Project References
References that were used in preparation of this document in order of importance to the end user.
1.3 Authorized Use Permission
COFRICA provides you with access to a variety of resources on this website (“Web App”). The system
will be up to date with the new technology tools. Updates may be done without your notice but there will
be no interaction with your data or any system performances.
1.4 Points of Contact
1.4.1 Information
The points of organizational contact (POCs) that may be needed by the document user for informational
and troubleshooting purposes are currently not available.
1.4.2 Coordination
The list of organizations that require coordination between the project and its specific support function
(e.g., installation coordination, security, etc.) are currently not available.
1.4.3 Help Desk
Help desk information including responsible personnel phone numbers for emergency assistance is
currently not available.
1.5 Organization of the Manual
User’s Manual v0.01.
The manual is categorized into three critical parts.
1.6 Acronyms and Abbreviations
Provide a list of the acronyms and abbreviations used in this document and the meaning of each.
App: Application
URL: Uniform Resource Locator
2.0 System Summary
User’s Manual
2.0 SYSTEM SUMMARY
2.0 System Summary
User’s Manual Page B-1
B. SYSTEM SUMMARY
This section provides a general overview of the system written in non-technical terminology. The
summary should outline the uses of the system in supporting the activities of the user and staff.
2.1 System Configuration
The Kisiipoly Online Course Application is an online platform for applying study courses in the
institution. The study level ranges from higher diploma, diploma, certificate, competency base
and artisan courses.
The platform is web based.
For site audit, the following have been tested by the developers to identify and fix common
problems that might affect the site:
i. Site performance
ii. Progressiveness
iii. Best practices
iv. Accessibility
v. SEO (Search Engine Optimization).
vi. User experience.
Data storage:
All data submitted by the users are stored in MySQL database. Data security has been
performed to ensure no data is accessible by unauthorized users.
2.3 User Access Levels
The Primary user and family member and authorized user may be able to add and modify data
and information.
3.0 Getting Started
User’s Manual
3.0 GETTING STARTED
3.0 Getting Started
User’s Manual Page C-1
C. GETTING STARTED
This section provides a general walkthrough of the system from initiation through exit. The logical
arrangement of the information shall enable the functional personnel to understand the sequence and flow
of the system. We Use screen prints to depict examples of text under each heading.
3.1 Logging On
No user ID and password is required to log onto web interface. User or applicant has to access the site via
the Url: http://www.kisiipoly.ac.ke/apply/apply.php.
3.2 System Menu
This section describes in general terms the system menu first encountered by the user, as well as
the navigation paths to functions noted on the screen. Each system function should be under a
separate section header, 3.2.1 - 3.2.x.
3.2.x [General System UI]
Once the above link has been clicked. The interface displayed will be as shown in figure 1 below.
Figure 1 showing online course application interface.
3.4 Exit System
Click on back button to end your session which was set.
4.0 Using the System (Online)
User’s Manual
4.0 USING THE SYSTEM (ONLINE)
4.0 Using the System (Online)
User’s Manual Page C-1
This section provides a detailed description of the online system from initiation through exit, explaining
in detail the characteristics of the required input and system-produced output. THIS SECTION IS
ONLY TO BE USED FOR ONLINE SYSTEMS.
4.0 USING THE SYSTEM (ONLINE)
.
4. 1 [Application Access]
The Kisiipoly Course Application can be accessed via the link:
http://www.kisiipoly.ac.ke/apply/apply.php.
Accessible in any in any browser.
4.1.1 Client side
The applicant has to choose the level of study applying for and the department.
Figure 2 showing user select fields
After choosing the two fields click next button, here your session user session will be set.
Only courses from the specified department will be selected and displayed in the next page.
When course in the department is available or registered or the institution is offering, then user can
proceed to the next level of applying as shown in figure 3 below.
Otherwise if the course is not offered in the institution, a warning message will be displayed so user has
to choose only offered courses which are registered as shown in figure 4.
4.0 Using the System (Online)
User’s Manual Page C-2
Figure 3 showing success message when user course is available and being offered
Figure 4 showing error message when course selected is not being offered.
4.1.2 Application Process
When selected study level and department meets the condition, the applicant can proceed with application
in the next page.
The applicant has to fill all required fields as shown in figure 5 and 6 below.
4.0 Using the System (Online)
User’s Manual Page C-3
To submit application, click on the ‘Submit application’ button shown.
Figure 5 showing fields to be filled by applicant
Figure 6 showing input fields
4.0 Using the System (Online)
User’s Manual Page C-4
4.1.3 Backend Server
This interface displays admins actions on the applicant’s data.
The administrator can:
i. View list of all applicant.
ii. Print list of applicant.
iii. Approve applicants request
iv. Delete applicant request.
4.1.3.1 Login
Admin has to login to access the system. Provide username and password.
Figure 7 showing admin login screen
If account does not exist. One can create by clicking on the link crate new account as shown in figure 8
4.0 Using the System (Online)
User’s Manual Page C-5
Figure 8 showing new admin account creation
After successful login the dashboard will be displayed as shown in figure 9.
Figure 9 showing admin dashboard
4.0 Using the System (Online)
User’s Manual Page C-6
Blue button with an edit icon: Redirects to user detailed information.
Orange button with two ticks: Enables admin to approve user request.
Red button: Means delete applicant. This will erase any data related to applicant.
Figure 10 showing applicant details
4.0 Using the System (Online)
User’s Manual Page C-7
Figure 11 showing printed list of applicants.
4.0 Using the System (Online)
User’s Manual Page C-8
5.0 ERROR HANDLING
4.0 Using the System (Online)
User’s Manual Page C-9
5.0 SPECIAL INSTRUCTIONS FOR ERROR CORRECTION
As a condition of your use of the Services, you will not use the Services for any purpose that is
unlawful or prohibited by these terms, conditions, and notices. You may not use the Services in
any manner that could damage, disable, overburden, or impair any performance, or the
network(s) connected to any.
Currently we are experiencing mailing issues due to upgrade of some important files to be used
including the important libraries. The team is working to ensure mailing functions are restored.
5.1 CAVEATS AND EXCEPTIONS
The services that KOFRICA provides to you are subject to the following Terms of Use ("TOU").
The right to update the application at any time without notice to you, without interfering with
any data and other system functionalities.
10.0 Appendix
User’s Manual
10.0 Appendix
User’s Manual Page C-1