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JPCS - EVSU OCC

Integrated Management System

User Manual

Last Updated: May 2023

1. System Overview

The JPCS Integrated Management System is designed for members and administrators of the Junior Philippine Computer Society (JPCS) at EVSU Ormoc Campus. It simplifies attendance tracking, event management, and membership using QR code technology.

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QR Technology

Simplified attendance tracking using personalized QR codes for each member.

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Event Management

Streamlined event creation, tracking, and attendance monitoring for all JPCS activities.

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Member Management

Comprehensive member database with role-based access control and activity tracking.

Profile

Purpose: Manage your personal data and view your system activity.

How to Use:

  • View your profile details: name, student ID, year, section, course, email, and role.
  • Upload or update your profile picture (supports cropping and preview).
  • Change your password via the "Forgot Password" link.
  • Enable or reset Google Authenticator for two-factor authentication.
  • View your activity log (all major actions are recorded).
  • See your attendance records for all events (status: Present, Late, Pending, Absent).
  • Notifications for attendance, new events, and ongoing events are shown in your profile.

Important: Keep your profile information up to date to ensure you receive important notifications. Only one active session is allowed per user for security.

Feedback

Purpose: Submit suggestions or report issues to improve the system.

How to Use:

  1. Go to the Feedback page from the menu.
  2. Enter your name (or leave blank for anonymous), email, and your feedback message.
  3. Submit the form. Your feedback will be reviewed by admins.
  4. Recent feedback is displayed with pagination. Admins can delete inappropriate feedback.

Tip: Be specific when reporting issues. Include details like what you were doing and any error messages you saw. Feedback is reviewed regularly by admins.

4. Payment System & Fee Management

The Payment System module manages all organization-related fees, payments, and receipts. It provides a transparent way for students, teachers, and admins to track payment status, manage collections, and generate reports.

Key Features:

  • Fee/Item Management: Admins can add, edit, or remove fees (e.g., Org Fee, T-shirt, Event Fee) and set deadlines and status (Active/Inactive).
  • Payment Recording: Admins and teachers can record payments for students, update payment status (Fully Paid, Partially Paid, Refunded, Unpaid), and generate receipts.
  • Student Payment Tracking: Students can view their payment status for each fee/item, including deadlines and amounts due.
  • Dashboard Overview: Visual summary cards show total collected, uncollected, and overdue amounts for each fee/item, plus payment status tables for all students.
  • Search & Filter: Quickly search payments by student name, ID, item, or status. Filter by payment status or fee/item.
  • Receipts: Download official receipts for each payment entry (admin/teacher only).
  • Payment Summary Sidebar: See a quick summary of all fees, total collected, uncollected, and overdue amounts in the sidebar.

User Roles & Permissions:

  • Admins/Teachers: Can add/edit/delete fees, record and update payments, view all payment records, and download receipts.
  • Students: Can view their own payment status and receipts, but cannot edit or add payments.

How to Use:

  1. Viewing Fees & Deadlines:
    • Go to the Fees/Items page to see all current and past fees, their amounts, deadlines, and status.
    • Admins can add new fees/items by clicking Add Fee/Item and filling out the form.
  2. Recording a Payment (Admin/Teacher):
    • Go to the Payments page.
    • Click Add Payment.
    • Select the fee/item and search for the student by name or ID.
    • Enter the payment amount (system will auto-calculate status: Fully Paid, Partially Paid, etc.).
    • Submit to save the payment. The payment will appear in the student’s payment history and summary tables.
  3. Updating or Refunding a Payment:
    • Find the student and payment entry in the Payments table.
    • Click Update to modify the amount or status, or mark as Refunded if needed.
  4. Viewing Payment Status (Student):
    • Students can log in and view their payment status for each fee/item on the Dashboard or Fees page.
    • Status is shown as Fully Paid, Partially Paid, Refunded, or Unpaid, with deadlines and amounts due.
  5. Downloading Receipts:
    • Admins/teachers can click the Receipt button next to any payment entry to download an official receipt.
  6. Using the Dashboard:
    • Dashboard summary cards show total collected, uncollected, and overdue for each fee/item.
    • Payment status tables allow searching, filtering, and viewing all student payment records at a glance.

Tip: Use the search and filter options to quickly find students or payments. Always double-check payment details before saving or updating records.

Note: Only admins and teachers can add or update payments. Students can view their payment status and receipts but cannot edit payment records.

3. Admin Features

Attendance Scanner

Purpose: Log attendance by scanning your QR code. (ADMIN / TEACHER ONLY)

How to Use:

  1. Go to the Attendance Scanner page.
  2. Select the ongoing event for which you want to mark attendance.
  3. Scan the student's QR code or enter their student ID manually.
  4. Attendance is recorded as "Time In" or "Time Out" for the selected event.
  5. Attendance status is updated in real time and notifications are sent to the student.

Tip: Make sure your QR code is clearly visible and well-lit when scanning.

Admin Login & Security

Purpose: Access administrative tools and manage the system securely.

How to Use:

  • Admins log in with their credentials to access admin-only pages.
  • Only one active session per admin is allowed. Logging in elsewhere will log out previous sessions.
  • Sessions expire after 30 minutes of inactivity for security.
  • All admin actions are logged in the activity log.

Security Note: Admin credentials should never be shared. Always log out when you're finished using the system, especially on shared computers. Passwords are securely hashed and never stored in plain text.

Manage User Roles & Accounts

Purpose: Assign roles such as Student, Teacher, or Admin, and manage user accounts.

How to Use:

  • Go to the Manage Roles page (admin only).
  • View all registered users and their roles.
  • Change a user's role (admin, teacher, student) as needed.
  • Update student information (name, email, year, section, course, password).
  • Reset or delete student accounts.
  • Download the list of registered students as CSV.

Note: Only admins can manage roles and reset/delete accounts.

Feedback Management

Purpose: Monitor and manage user feedback.

  • Admins can view all submitted feedback.
  • Delete inappropriate or resolved feedback entries.
  • Feedback is paginated for easy browsing.

Tip: Regularly review feedback to address user concerns and improve the system.

Student & Attendance Management

Purpose: Maintain student records and attendance logs.

  • Admins can reset all students (removes all student data, QR codes, and ID pictures).
  • Admins can reset all attendance records.
  • Download attendance records for a specific date (Excel format, grouped by year level).
  • Attendance is tracked per event and per student.

Warning: Reset actions are irreversible. Download data before resetting.

Activity Logs & Auditing

Purpose: Track all significant actions performed by users and admins.

  • All major actions (login, registration, event creation, attendance, etc.) are logged.
  • Admins can view activity logs for any student.
  • Logs are archived after 1 week and deleted after 2 weeks for privacy.

Tip: Use activity logs to audit system usage and investigate issues.

📤 Exporting Data (ADMIN / TEACHER ONLY)

Purpose: Download reports, attendance logs, and student lists for compliance and reporting.

How to Use:

  • Export attendance logs by event or by date range.
  • Export student records in CSV or Excel format.
  • Exported data includes: attendance status, name, student ID, year, and section.

Tip: Use exported files for compliance, reporting, and backup. Always review data before sharing externally.

🔄 Password Reset (User Manual)

Purpose: Regain access if you forgot your password or are locked out.

How to Use:

  1. Go to the Login page.
  2. Click on "Forgot Password".
  3. Enter your official EVSU email address.
  4. Enter the OTP from your Google Authenticator app (if 2FA is enabled).
  5. Follow the instructions sent to your Authenticator app to reset your password.

Note: If you do not receive the reset email, check your spam/junk folder or contact support for assistance.

🔒 Google Authenticator (2FA)

Purpose: Enhance your account security with two-factor authentication (2FA).

How to Use:

  1. Go to your Profile page.
  2. Enable Google Authenticator under the security section.
  3. Scan the displayed QR code using the Google Authenticator app on your phone.
  4. Enter the 6-digit code generated by the app to verify and activate 2FA.

Tip: Save your recovery codes in a safe place when setting up 2FA. These codes allow you to regain access if you lose your passwords.

Contact / Support

Purpose: Request assistance or report technical problems.

  • Use the support form to contact JPCS EVSU OCC support (requires name, email, and message).
  • Support messages are sent to the official JPCS EVSU OCC email.
  • If you have trouble resetting your account, contact JPCS officers or use the Facebook page link provided.

Tip: For urgent issues, reach out to JPCS officers directly.

More Content Coming Soon

This manual will be updated with additional sections and features as they are developed.

Copyright © 2023 JPCS - EVSU OCC Integrated Management System.

Design & Code by: Laire Neil Villena