Introduction

The System Health Module tracks the processes that need to be in place in order to allow for the efficient running of your school.

The processes of the current year are set up and the activities of each term assessed and managed. The processes that sum up the year are also tracked, as well as those that prepare your school for the next year.

In addition, missing information allows one to improve and maintain the overall health of your system by determining what information is missing.

Features

• Preparation for the current year
• Term management
• Ending off the year's activities
• Preparation for the next year
• Missing learner info
• Missing staff info
• Tasks

Preparation for this year

For any year, the system must of course be completely set up before you can proceed with the year’s activities. For this reason, its prudent to get as much of next year set up this year. The moment final year marks are finalized, you can proceed as follows:

• Existing learner information needs to be entered or learners already in the system need to be promoted in preparation for next year.
• New learners need to be entered for next year.
• All learners need to indicate what subjects and sports they wish to take for next year.
• All learners need to be assigned to subject classes, form classes and teams for next year.

So getting the system ready for the next year involves the following:

• Existing Learners
• New Learners
• Subjects
• Sports
• Subject Classes
• Form Classes
• Teams

Pending Promotion - Learners not yet addressed (promoted or held back).

Before getting to the stage of accepting any new learners into your school for this year, you of course have to first accommodate all your existing learners.

This is done in one of two ways:

• Entering your existing learners into the system for the first time (if this is the first year that your school is using TS School)
• Promoting learners already in the system up through the grades.
  

Details:

• A list of all learners not yet addressed for this year
• All addressed learners as a percentage of all learners for this year

E.g. if there are 100 learners and you have promoted only 15 of them, then the task of promoting all the learners is only 15% complete.

Pending Admissions - Prospective learners not yet incorporated into the school

Only once all your current learners are full accommodated for this year will you be able to know exactly how much room is left over to accommodate prospective learners. Prospective learners are inducted into the school from out of the Learner Pool screen of the Admissions Module.

Details:

• A list of all potential learners not yet accepted for this year
• All accepted new learners as a percentage of all potential learners for this year

E.g. if there are 100 potential learners and you have accepted only 15 of them, then the task of accepting all the potential learners is only 15% complete.

Subjects Wish List - Learners with no subjects planned

Before learners can be assigned to subject classes for this year, they need to first indicate in the Learner screen of the Learner Module the subjects they wish to take.

Details:

• A list of all learners with no subjects planned for this year.
• All those learners that have a subject wish list for this year (containing at least one subject) as a percentage of all learners.

E.g. if there are 100 learners and only 15 of them have subject wish lists, then the task of getting all learners to indicate which subjects they wish to take is only 15% complete.

Sports Wish List - Learners with no sports planned

Before learners can be assigned to teams for this year, they need to first indicate in the Learner screen of the Learner Module the sports they wish to take.

Details:

• A list of all learners with no sports planned for this year.
• All those learners that have a sport wish list for this year (containing at least one sport) as a percentage of all learners.

E.g. if there are 100 learners and only 15 of them have sports wish lists, then the task of getting all learners to indicate which sports they wish to take is only 15% complete.

Subject Classes - Learners not yet assigned to subject classes

Assigning learners to subject classes is done by the Setup Subject Classes screen of the Subject Class module

Details:

• A list of all learners not yet assigned to a single subject class for this year.
• All those learners that belong to at least one subject class as a percentage of all learners for this year.

E.g. if there are 100 learners and only 15 of them belong to at least one subject class, then the task of assigning all learners to subject classes is only 15% complete.

Form Classes - Learners not yet assigned to form classes

Once learners are assigned to subject classes for this year, the next thing to do is to assign them to form classes (per administration purposes).

Assigning learners to form classes is done by the Setup Form Classes screen of the Form Class module

Details:

• A list of all learners not yet assigned to form classes for this year.
• All those learners that belong to form classes as a percentage of all learners for this year.

E.g. if there are 100 learners and only 15 of them belong to form classes, then the task of assigning all learners to form classes is only 15% complete.

Teams - Learners not yet assigned to form classes

Assigning learners to teams is done by the Setup Teams screen of the Sports module

Details:

• A list of all learners not yet assigned to a single team for this year
• All those learners that belong to at least one team as a percentage of all learners for this year.

E.g. if there are 100 learners and only 15 of them belong to at least one team, then the task of assigning all learners to teams is only 15% complete.

Terms

Activity during the year’s terms also needs to be monitored.

For each term:

• Tests need to be set up.
• Marks need to be entered.
• Report cards need to be finalized, printed and posted off.

So monitoring the activities during any one term involves the following:

• Tests
• Marks
• Subject Class Report Cards
• Form Class Report Cards
• Printed Report Cards
• Posted Report Cards

No Tests - Subject classes with no tests/exams for the term

Subject classes should have at least one test set up for the current term (although it’s not compulsory).

Getting a subject class to have a test for a term is initially done by the Templates screen of the Examinations module and then possibly finalized by the Tests / Exams screen. Details:

• A list of all subject classes with no tests for the current term.
• All those subject classes that have at least one test for the current term as a percentage of all subject classes.

E.g. if there are 100 subject classes and only 15 of them have at least one test, then the task of making sure that all subject classes have tests is only 15% complete.

Missing Marks - Subject classes with learners missing marks for the term

Giving learners their marks for tests and exams is done in the Mark Book screen of the Examination module.

Details:

• A list of all learners missing marks for the current term.
• All those test results that have marks for the term as a percentage of all test results.

E.g. if there are 100 test results and only 15 of them have been entered, then the task of giving all learners all their marks is only 15% complete.

Subject Class Report Cards - Subject class term report cards not yet finalized

Final comments need to be put onto the report cards for subject classes for the current term. This is done in the Mark Book screen of the Examinations module.

Details:

• A list of all learners whose subject class report cards have not yet been finalized (do not have comments) for the current term.
• A graph showing subject class results that have comments (i.e. are finalized) as a percentage of all subject class results for the current term.

E.g. If 20 learners each take 5 subjects, then there are 100 subject class results that need to be finalized. If only 15 of them have been entered, then the task of finalizing all subject class report cards is 15% complete.

Form Class Report Cards - Form class term report cards not yet finalized

Final comments need to be put onto the report cards for form classes for the current term. This is done in the Finalize Report Cards screen of the Examinations module.

Details:

• A list of all learners whose form class report cards have not yet been finalized (do not have comments) for the current term.
• A graph showing form class results that have comments (i.e. are finalized) as a percentage of all form class results for the current term.

E.g.
If there are 100 learners, then there are 100 form class results that need to be finalized. If only 15 of them have been entered, then the task of finalizing all form class report cards is 15% complete.

Report Cards not printed - Term report cards not yet printed

It may be useful to track just how far the school is in printing out all the report cards for the term. The actual printing of the report cards is done in the Print Report Cards screen of the Examinations module.

Details:

• A list of all report cards not yet printed for the term.
• A graph showing all printed report cards as a percentage of all report cards for the term.

E.g. if there are 100 report cards and only 15 of them have been printed, then the task of printing all the report cards is only 15% complete.

Report Cards not posted - Term report cards not yeat posted

It may be useful to track just how far the school is in posting off all the report cards for the term. The posting of the report cards is logged in the Post Report Cards screen of the Examinations module.

Details:

• A list of all report cards not yet posted for the term.
• A graph showing all posted report cards as a percentage of all report cards for the term.

E.g. if there are 100 report cards and only 15 of them have been posted, then the task of posting off all the report cards is only 15% complete.

Final

At some point, the year’s activities need to be wrapped up and finalized.

• Tests need to be set up.
• Marks need to be entered.
• Final report cards need to be finalized, printed and posted off.

So finalizing the year involves the following:

• Tests
• Marks
• Subject Class Report Cards
• Form Class Report Cards
• Printed Report Cards
• Posted Report Cards

No Tests - Subject classes with no tests/exams for any term

Subject classes should have at least one test set up for at least one term of the year (although it’s not compulsory). Getting a subject class to have a test for a term is initially done by the Templates screen of the Examinations module and then possibly finalized by the Tests / Exams screen.

Details:

• A list of all subject classes with no tests for the year.
• All those subject classes that have at least one test for the year as a percentage of all subject classes.

E.g. if there are 100 subject classes and only 15 of them have at least one test, then the task of making sure that all subject classes have tests is only 15% complete.

Missing Marks - Subject classes with learners missing any marks for the year

Giving learners their marks for tests and exams is done in the Mark Book screen of the Examination module.

Details:

• A list of all learners missing marks for the year.
• All those test results that have marks for the year as a percentage of all test results.

E.g. if there are 100 test results and only 15 of them have been entered, then the task of giving all learners all their marks is only 15% complete.

Subject Class Report Cards - Subject class final report cards not yet finalized.

Final comments need to be put onto the report cards for subject classes for the year. This is done in the Mark Book screen of the Examinations module.

Details:

• A list of all learners whose subject class report cards have not yet been finalized (do not have comments) for the year.
• A graph showing subject class results that have comments (i.e. are finalized) as a percentage of all subject class results for the year.

E.g.
If 20 learners each take 5 subjects, then there are 100 subject class results that need to be finalized. If only 15 of them have been entered, then the task of finalizing all subject class report cards is 15% complete.

Report Cards Not Printed - Final report cards not yet printed

Final comments need to be put onto the report cards for form classes for the year. This is done in the Finalize Report Cards screen of the Examinations module.

Details:

• A list of all learners whose form class report cards have not yet been finalized (do not have comments) for the year.
• A graph showing form class results that have comments (i.e. are finalized) as a percentage of all form class results for the year.

E.g.
If there are 100 learners, then there are 100 form class results that need to be finalized. If only 15 of them have been entered, then the task of finalizing all form class report cards is 15% complete.

Printed Report Cards

It may be useful to track just how far the school is in printing out all the final report cards. The actual printing of the report cards is done in the Print Report Cards screen of the Examinations module.

Details:

• A list of all final report cards not yet printed.
• A graph showing all printed final report cards as a percentage of all final report cards.

E.g. if there are 100 final report cards and only 15 of them have been printed, then the task of printing all the final report cards is only 15% complete.

Report Cards Not Posted - Final report cards not yet posted

It may be useful to track just how far the school is in posting off all the final report cards. The posting of the report cards is logged in the Post Report Cards screen of the Examinations module.

Details:

• A list of all final report cards not yet posted.
• A graph showing all posted final report cards as a percentage of all final report cards.

E.g. if there are 100 final report cards and only 15 of them have been posted, then the task of posting off all the final report cards is only 15% complete.

Preparation for Next Year

For any year, the system must of course be completely set up before you can proceed with the year’s activities. For this reason, its prudent to get as much of next year set up this year. The moment final year marks are finalized, you can proceed as follows:

• Existing learner information needs to be entered or learners already in the system need to be promoted in preparation for next year.
• New learners need to be entered for next year.
• All learners need to indicate what subjects and sports they wish to take for next year.
• All learners need to be assigned to subject classes, form classes and teams for next year.

So getting the system ready for the next year involves the following:

• Existing Learners
• New Learners
• Subjects
• Sports
• Subject Classes
• Form Classes
• Teams
  

Promote Existing Learners - Learners not yet addressed (promoted or held back)

Before getting to the stage of accepting any new learners into your school for next year, you of course have to first accommodate all your existing learners. This is done in one of two ways:

• Entering your existing learners into the system for the first time (if this is the first year that your school is using TS School)
• Promoting learners already in the system up through the grades.
  

Details:

• A list of all learners not yet promoted for next year
• All promoted learners as a percentage of all learners for next year

E.g. if there are 100 learners and you have promoted only 15 of them, then the task of promoting all the learners is only 15% complete.

Pending Learners - Prospective learners not yet incorporated into the school

Only once all your current learners are full accommodated for next year will you be able to know exactly how much room is left over to accommodate potential learners. Potential Learners are inducted into the school from out of the Learner Pool screen of the Admissions Module.

Details:

• A list of all potential learners not yet accepted for next year
• All accepted new learners as a percentage of all potential learners for next year

E.g. if there are 100 potential learners and you have accepted only 15 of them, then the task of accepting all the potential learners is only 15% complete.

Subjects Wish List - Learners with no subjects planned.

Before learners can be assigned to subject classes for next year, they need to first indicate in the Learner screen of the Learner Module the subjects they wish to take.

Details:

• A list of all learners with no subjects planned for next year.
• All those learners that have a subject wish list for next year (containing at least one subject) as a percentage of all learners.

E.g. if there are 100 learners and only 15 of them have subject wish lists, then the task of getting all learners to indicate which subjects they wish to take is only 15% complete.

Sports Wish List - Learners with no sports planned.

Before learners can be assigned to teams for next year, they need to first indicate in the Learner screen of the Learner Module the sports they wish to take.

Details:

• A list of all learners with no sports planned for next year.
• All those learners that have a sport wish list for next year (containing at least one sport) as a percentage of all learners.

E.g. if there are 100 learners and only 15 of them have sports wish lists, then the task of getting all learners to indicate which sports they wish to take is only 15% complete.

Subject Classes - Learners not yet assigned to subject classes

Assigning learners to subject classes is done by the Setup Subject Classes screen of the Subject Class module.

Details:

• A list of all learners not yet assigned to a single subject class for next year.
• All those learners that belong to at least one subject class as a percentage of all learners for next year.

E.g. if there are 100 learners and only 15 of them belong to at least one subject class, then the task of assigning all learners to subject classes is only 15% complete.

Form Classes - Learners not yet assigned to form classes.

Once learners are assigned to subject classes for next year, the next thing to do is to assign them to form classes (per administration purposes). Assigning learners to form classes is done by the Setup Form Classes screen of the Form Class module.

Details:

• A list of all learners not yet assigned to form classes for next year.
• All those learners that belong to form classes as a percentage of all learners for next year.

E.g. if there are 100 learners and only 15 of them belong to form classes, then the task of assigning all learners to form classes is only 15% complete.

Teams - Learners not yet assigned to teams.

Assigning learners to teams is done by the Setup Teams screen of the Sports module.

Details:

• A list of all learners not yet assigned to a single team for next year
• All those learners that belong to at least one team as a percentage of all learners for next year.

E.g. if there are 100 learners and only 15 of them belong to at least one team, then the task of assigning all learners to teams is only 15% complete.

Missing Info

Improve and maintain the overall health of your system by:

• Determining what information is missing
• Inserting the missing information

E.g. a learner's I.D. number is needed for completeness of information but is not compulsory. But entering the learner's I.D. number will only improve the quality of information in the system thus making the system more “healthy”.

The following information is currently checked for completeness:

• Learner
• Staff

Activity Toolbars

TS School has a number of toolbars to assist you with the school’s activities throughout the year and from year to year. These toolbars are as follows:

• This Year’s Preparation Toolbar
• Terms Toolbar
• Final Toolbar
• Next Year’s Preparation Toolbar

This Year’s Preparation Toolbar

• Existing learners need to be added or promoted.
• New learners need to be added.
• All learners need to indicate what subjects and sports they wish to take.
• All learners need to be assigned to subject classes, form classes and teams.

Terms Toolbar

• Tests need to be set up and marks entered.
• Report cards need to be finalized, printed and posted off.

Final Toolbar

• Tests need to be set up and marks entered.
• Report cards need to be finalized, printed and posted off.

Next Year’s Preparation Toolbar

• Existing learners need to be promoted.
• New learners need to be added.
• All learners need to indicate what subjects and sports they wish to take.
• All learners need to be assigned to subject classes, form classes and teams.

Tasks

View the background tasks assigned to this machine. Possible tasks are as follows:

• Lock PC
• PC Messages
• Send Emails
• Send SMSs
• Check DB Backup
• Check Web upload