From d4d80bf9e6147cb35925cb849ac062b82740b34d Mon Sep 17 00:00:00 2001 From: ssbg04 Date: Fri, 2 Oct 2026 21:37:29 +0800 Subject: [PATCH] docs: update user documentation with consumer-friendly language and revised feature scopes --- documentation/index.html | 562 +++++++++++++++++++++------------------ documentation/style.css | 4 +- 2 files changed, 299 insertions(+), 267 deletions(-) diff --git a/documentation/index.html b/documentation/index.html index 883d4bf..5be3a3a 100644 --- a/documentation/index.html +++ b/documentation/index.html @@ -3,8 +3,8 @@ - TIS-RMS User Guide & System Documentation - + TIS-RMS User Guide - Student Records Management System + @@ -24,8 +24,8 @@ TIS-RMS Logo
-

TIS-RMS Docs

- Talisay Integrated School v1.0 +

TIS-RMS Guide

+ Talisay Integrated School
@@ -33,7 +33,7 @@ @@ -79,21 +79,21 @@ System Overview - Intro + Guide
  • - Role Permissions - RBAC + Staff Roles & Access + Roles
  • - Login & Access - Auth + Sign In & Access + Sign In
    • @@ -103,7 +103,7 @@
  • - Dashboard & Analytics + Dashboard & Overview
  • @@ -121,31 +121,31 @@
  • - Archival Vault + Student Archives
  • - Batch Print Queue + Batch Print Records
  • - Reports & SF10 Engine + Student Records & Forms
  • - Users & Audit Trail + User Accounts & History
  • - Settings & Backup + Settings & Checklists
    • @@ -168,7 +168,7 @@
  • - Diagnostics & Setup + Help & Troubleshooting
    • @@ -179,96 +179,96 @@
    - System Manual & Operational Reference + User Guide & System Handbook

    Talisay Integrated School - Records Management System

    - An institutional records management and document archiving system built for secondary schools. Supports offline SQLite operation, Socket.IO real-time LAN synchronization, automated DepEd SF10 PDF compiling, multi-page batch scanning, and role-based access control. + A user-friendly records management and document archiving system created for Talisay Integrated School. Easily manage learner information, keep track of required school documents, scan student papers, and print permanent records on Windows computers and Android tablets without needing an internet connection.

    - Windows - Android - Socket.IO Real-Time Sync - Port 18484 - DepEd SF10 Engine - RA 10173 Audit Ledger + Windows Desktop + Android Tablet + Works Without Internet + Live Updates + Easy Batch Printing + Learner Information Tracking
    - +
    -

    User Roles & Security Matrix

    -

    Role-based access control policies governing registrar and teacher duties.

    +

    Staff Roles & Access

    +

    A clear guide to what Administrators and Teachers can view and do in the system.

    - Security Overview + Roles Overview
      -
    • Administrator: Unrestricted access to master data, user accounts, system configuration, permanent deletions, and school-wide reporting.
      • -
    • Teacher / Staff: Scoped access to assigned sections, student enrollment profiles, document scanning, and Form 138/SF9 grade entry.
      • -
    • Audit Logging: Every record access, print action, and modification is committed to an append-only audit trail with workstation IP and timestamp.
      • +
    • Administrator (Registrar): Full access to view all grade levels and sections, create staff accounts, manage document checklists, restore archived files, and save backups.
      • +
    • Teacher / Adviser: Dedicated access to view their assigned class sections, register new students, and upload scanned student documents.
      • +
    • Activity History: Automatically keeps a clear record of who viewed, added, or printed student records so files remain safe and organized.

    - TIS-RMS separates duties between the school registrar (Administrator) and classroom advisors (Teachers). This ensures student records are safeguarded in accordance with DepEd orders and the Philippine Data Privacy Act of 2012 (RA 10173). + The system makes it easy to collaborate while keeping student information safe and organized. Permissions are arranged so teachers can smoothly manage their advisory classes while school administrators oversee records across all grade levels.

    - + - + - + - + - - - - - - - - - - - - - + - + - + - + - + - + - + + + + + + + - + + + + + + +
    Operation / CapabilityFeature / Action Administrator Teacher / StaffEnforcement RuleDescription
    Access System DashboardView Dashboard & Overview School-Wide Assigned SectionScoped by teacher IDShows statistics and missing document counters
    Create / Edit Student ProfileAllowedAllowedLogged in audit trail
    Upload Scanned Documents (SF9, PSA)AllowedAllowedFile type & size validated
    Archive Completed RecordsAdd & Edit Student Profiles Allowed RestrictedAdmin-only authorizationRecorded in activity history
    Generate Official SF10 FormUpload Student Documents (SF9, PSA) Allowed AllowedWatermark applied to draftsNeatly saved directly to student folders
    Manage User Accounts & PasswordsArchive Inactive / Graduated Students Allowed RestrictedGenerates 10-char random temporary passwordKeeps active section rosters clean and current
    Export Database SnapshotsPrint Student Documents & FormsAllowedAllowedPrints official student records and forms
    Manage Staff Accounts & Passwords Allowed RestrictedDirect SQLite backupCreates staff accounts with automatic temporary passwords
    Save System Backup CopiesAllowedRestrictedSafeguards all school records to an external drive
    @@ -278,19 +278,19 @@
    -

    Login & System Access

    -

    Secure access portal for desktop workstations and Android devices.

    +

    Sign In & System Access

    +

    How to log into your account on desktop computers and Android tablets.

    - Authentication Summary + Sign-In Summary
      -
    • Single Sign-On Terminal: Users sign in using their registered username and encrypted password.
      • -
    • Role Auto-Detection: Upon successful sign-in, the system automatically tailors the navigation drawer to either Administrator or Teacher permissions.
      • -
    • Local Server Connection: The Android client connects directly to the school host machine via local network configuration (port 18484).
      • +
    • Simple Sign-In: Sign in with the username and temporary password provided by your school administrator.
      • +
    • Automatic Workspace Setup: When you sign in, the system automatically opens the tools and sections you need based on your role.
      • +
    • School Wi-Fi Connection: Connect your tablet or desktop to the school's local Wi-Fi network to start working immediately.
    @@ -302,24 +302,24 @@
    -
    +
    - Windows Login Screen + Windows Sign In Screen
    - Figure 1A: Windows Authentication Screen + Figure 1A: Windows Sign In Screen Click to enlarge
    - +
    -

    Module 1: Dashboard & Analytics

    -

    Real-time status indicators, enrollment charts, and missing document flags.

    +

    Module 1: Dashboard & Overview

    +

    At-a-glance summaries, student counts, and reminders for missing documents.

    - Key Capabilities + Key Highlights
      -
    • Summary Counters: Instant visibility into Total Students, Incomplete Requirements, Total Documents, and Active Cohorts.
      • -
    • Socket.IO Live Synchronization: Counters update reactively whenever students or documents are added across the local network.
      • -
    • Activity Feed: Shows chronological stream of recent scans, edits, and status transitions.
      • +
    • Helpful Summary Cards: Instant counts for Total Students, Students with Incomplete Requirements, Total Uploaded Documents, and Active Sections.
      • +
    • Live Updates: Counts update immediately on your screen whenever a teacher or staff member adds a student or uploads a document on another device.
      • +
    • Recent Activity Feed: A quick, easy-to-read list showing recent actions taken across the school.

    - The Dashboard serves as the central operational hub for both administrative staff and classroom advisers. Statistics are updated reactively from local SQLite queries and Socket.IO broadcasts, ensuring zero latency even when internet connectivity is unavailable. + The Dashboard is your main home screen. It gives teachers and administrators a clear view of student enrollment, quick reminders for incomplete documents, and recent file activities—all updated automatically in real time without needing an internet connection.

    @@ -358,77 +358,77 @@
    -
    +
    Windows Dashboard
    - Figure 2A: Windows Dashboard & Real-Time Analytics + Figure 2A: Windows Dashboard & Overview Click to enlarge
    -

    Dashboard Metric Breakdown

    +

    What You Can See on the Dashboard

    -

    Real-Time Stat Counters

    -

    Active Enrollees, Archived Students, Total Scanned Pages, and Incomplete Student Folders updated instantaneously through local reactive streams.

    +

    Live Summary Counters

    +

    See the total count of enrolled students, archived records, uploaded files, and students who still need to submit documents.

    -

    Grade & Strand Ratios

    -

    Visual distribution graphs indicating cohort sizes across Grade 7 through Grade 12, allowing administrators to balance section loading.

    +

    Grade Level Distribution

    +

    Clear visual charts showing student numbers across Grade 7 through Grade 12 so teachers and administrators can see class sizes at a glance.

    -

    Live Audit Stream

    -

    Continuous audit trail logging user authentication, student profile edits, document attachments, and batch print executions.

    +

    Recent Activity Feed

    +

    A continuous list of recent actions, such as newly registered students, uploaded documents, and printed records.

    - +

    Module 2: Student Information System

    -

    Learner profiles, enrollment management, requirement tracking, and optical character recognition (OCR).

    +

    Learner profiles, enrollment details, requirement status, and fast SF9/SF10 document scanning.

    - Key Capabilities + Key Highlights
      -
    • LRN Master Index: All records are keyed by DepEd's unique 12-digit Learner Reference Number to prevent duplication.
      • -
    • OCR-Assisted Data Entry: Scan birth certificates or SF9 cards to auto-populate demographic fields into the registration form.
      • -
    • Missing Requirements Flag: Red status badges immediately indicate students with missing birth certificates or Form 137 records.
      • +
    • 12-Digit LRN Tracking: Every student record is organized by their unique Learner Reference Number to prevent duplicate entries.
      • +
    • Quick Data Entry with SF9 & SF10 (OCR): When adding a new student, scan an SF9 (Form 138) or SF10 (Form 137) to automatically fill in basic form fields like Name, LRN, Birthday, and Sex.
      • +
    • Missing Document Reminders: A clear status badge shows right away if a student still needs to submit any required documents.

    - The Student module holds complete demographic and academic records. Search queries match against LRN, last name, first name, grade level, and section in real-time as you type. + The Student Information module holds essential learner details in one convenient place. You can search for students quickly by typing their LRN, last name, first name, grade level, or section.

    @@ -439,21 +439,21 @@
    -
    +
    - Windows Student Master List + Windows Student List
    - Figure 3A: Windows Students Master List + Figure 3A: Windows Students List Click to enlarge
    @@ -500,23 +500,23 @@

    Module 3: Documents & Virtual Folders

    -

    Tree directory structure, requirement taxonomy, and high-performance in-app WebP rendering.

    +

    Organized digital filing cabinets, flexible document requirements, and instant document viewing.

    - Key Capabilities + Key Highlights
      -
    • Virtual Filing Cabinets: Organizes student documents by School Year, Grade Level, and Section without file path conflicts.
      • -
    • Standard DepEd Taxonomy: Categorizes documents into PSA Birth Certificates, SF9 Progress Reports, SF10 Permanent Records, and Ancillary Certifications.
      • -
    • Server-Side WebP Conversion: Multi-page documents and scanned PDFs are converted into optimized WebP images for immediate in-app viewing without external PDF viewer software.
      • +
    • Virtual Filing Cabinets: Neatly organizes student documents by School Year, Grade Level, and Section—just like a physical filing cabinet.
      • +
    • Dynamically Add, Edit, and Enable/Disable Documents: School administrators can add new document types anytime, edit existing document names, and turn specific requirements on or off as school policies change.
      • +
    • Instant Built-in Viewer: Click any document to open a full preview directly inside the app to read, zoom, and rotate pages without needing extra software.

    - TIS-RMS implements a tree-based Virtual Folder Architecture mimicking physical registrar filing cabinets. Folders are automatically maintained per school year and section. + TIS-RMS keeps student files neatly sorted and accessible. Instead of searching through paper filing cabinets, staff can find and view any student document in seconds. Document requirements are completely flexible—administrators can easily add new document types, rename them, or enable and disable requirements as needed.

    @@ -527,7 +527,7 @@
    -
    +
    Windows Documents Explorer
    @@ -539,7 +539,7 @@
    -

    Supported Document Classifications

    +

    Common Document Examples

    PSA / NSO Birth Certificate

    -

    Legal record verifying student name, date of birth, sex, and parentage during enrollment intake.

    +

    Confirms official learner legal name, date of birth, sex, and parent information.

    DepEd Form 138 (SF9)

    -

    Report card displaying quarterly learning area ratings, attendance marks, and observed behavioral values.

    +

    Report card copy kept in the student's folder for records tracking.

    Certificate of Good Moral

    -

    Character certification required for transferring in, scholarship verification, and graduation clearance.

    +

    Character certification required for student records, transfers, and graduation.

    -

    2x2 Formal Identification Photo

    -

    Official student identification portrait used for Form 137 records, diploma inserts, and examination badges.

    +

    2x2 Student Identification Photo

    +

    Formal identification portrait used for official school records and certificates.

    @@ -587,24 +587,24 @@
    -

    Module 4: Archival Vault & Records Retention

    -

    Long-term preservation for graduated, transferred-out, and dropped student records.

    +

    Module 4: Student Archives & Records Retention

    +

    Safe, long-term storage for graduated, transferred, and inactive student records.

    - Key Capabilities + Key Highlights
      -
    • Cohort Separation: Separates graduated or transferred students from active enrollment while keeping scholastic history accessible.
      • -
    • Real-Time Backend Filter: Archive search queries execute asynchronous SQLite queries with debouncing, returning results in under 10ms.
      • -
    • Reinstatement: Administrators can restore incorrectly archived students with a single click, preserving all attached document links.
      • +
    • Separate Inactive Storage: Keeps graduated and transferred students separate from your active classes while keeping all their files permanently accessible.
      • +
    • Fast Archive Search: Quickly search and filter through past school years, grade levels, and sections to locate past records in seconds.
      • +
    • One-Click Restore: Administrators can restore any student back to an active section at any time with all their documents intact.

    - Under national educational records policies, records of graduated students must be retained for permanent access. TIS-RMS isolates archived students from active section rosters while preserving full document searchability. + Student records must be kept permanently for future reference and verification. TIS-RMS stores completed student records safely in the Archives so your active student lists stay clean, while past records remain easy to find whenever a graduate requests their papers.

    @@ -615,132 +615,132 @@
    -
    +
    Windows Archive Explorer
    - Figure 5A: Windows Archival Vault + Figure 5A: Windows Student Archives Click to enlarge
    -

    Archival Guardrails

    +

    Archive Safeguards

    -

    Read-Only Locking

    -

    Archived transcripts are locked in read-only mode to prevent inadvertent grade changes after graduation certificates are issued.

    +

    Protected Records

    +

    Archived student profiles are safely locked to prevent accidental changes while preserving complete details.

    Instant Restoration

    -

    Students archived by mistake can be restored to active registry status with all prior grades and documents preserved.

    +

    Easily return a student to active enrollment if they return or were archived by accident, with all their documents intact.

    -

    Cohort Multi-Filtering

    -

    Filter archives across School Year (e.g., 2023–2024), Grade Level, Section, or Status (Graduated, Transferred Out, Dropped).

    +

    Easy Group Filtering

    +

    Filter archived records by School Year (e.g., 2023–2024), Grade Level, Section, or Status (Graduated, Transferred Out, or Dropped).

    - +
    -

    Module 5: Batch Print Queue & PDF Compilation

    -

    Multi-record merging, auto-duplex formatting, official watermarking, and print spooling.

    +

    Module 5: Batch Print Records

    +

    Print multiple student files or entire sections together in one easy step.

    - Key Capabilities + Key Highlights
      -
    • Automated Compilation: Merges multiple student records into a single consolidated PDF package for division audits.
      • -
    • Background Queue: Large print jobs process asynchronously in the background so workstation responsiveness is maintained.
      • -
    • Watermark Enforcement: Embeds official school seal, verification hash, and "OFFICIAL COPY" watermarks on exported files.
      • +
    • Print Multiple Students at Once: Select several students or an entire section to print their records together in one go.
      • +
    • Smooth Background Preparation: The system prepares print jobs smoothly in the background so you can keep using the app without delays.
      • +
    • Ready for Official Submission: Prepares clean, professional printed copies ready for district audits, transfers, and graduation requirements.

    - Generating records for an entire graduating section can be time-consuming. TIS-RMS compiles and spools documents in batches of 10 to prevent memory pressure while producing clean, standardized vector PDF packages. + Preparing physical documents for an entire class can take hours if done one by one. TIS-RMS lets you select an entire section and print their records in a single coordinated batch.

    1
    -

    Select Target Students

    -

    In the Students or Archives screen, check the target student rows or choose Select All in Section.

    +

    Select Students

    +

    On the Students or Archives screen, check the boxes for the students you wish to print, or click Select All in Section.

    2
    -

    Launch Batch Print Dialog

    -

    Click the Batch Print toolbar icon or press keyboard shortcut Ctrl+P.

    +

    Open Batch Print

    +

    Click the Batch Print toolbar icon or press keyboard shortcut Ctrl+P on your desktop.

    3
    -

    Configure Compilation Options

    -

    Choose document types to compile (SF10 only, SF9 only, or Full Dossier including PSA birth certificates). Toggle duplex page alignment if your printer supports double-sided printing.

    +

    Choose Documents to Print

    +

    Select which documents you need for the selected students (such as SF10 forms or full student folder packages).

    4
    -

    Compile & Print

    -

    Click Compile Dossier. TIS-RMS streams the merged output directly to the system print dialogue or saves a merged PDF.

    +

    Send to Printer

    +

    Click Print to send the documents directly to your connected printer or save them as a ready-to-print file.

    - +
    -

    Module 6: DepEd SF10 & Reports Engine

    -

    Official DepEd Form 137/SF10 compilation directly from Excel templates into standardized PDF outputs.

    +

    Module 6: Student Records & Forms

    +

    Standardized DepEd SF10 forms and student summary sheets focusing on essential learner information.

    - Key Capabilities + Key Highlights
      -
    • DepEd Standard Templates: Reads official DepEd SF10 Excel workbooks for Junior High (JHS) and Senior High (SHS).
      • -
    • Automated Computation: Calculates general averages, remedial subject credits, and promotion remarks automatically.
      • -
    • Direct PDF Rendering: Produces print-ready vector PDF files with correct DepEd header seals and signatory blocks.
      • +
    • Standard Form Layout: Generates clean SF10 forms and learner summary sheets with official school headers.
      • +
    • Core Learner Information Only: Strictly scopes essential student details: Full Name, LRN, Sex, Birthday, and 4Ps Beneficiary Status (Yes or No).
      • +
    • No Academic Grades or Remarks: The system is built for student identity and document tracking—it does not track, calculate, or manage grades, subjects, or teacher remarks.

    - The system includes a dedicated Excel-to-PDF Template Engine. It loads official DepEd SF10 spreadsheets, fills demographic and scholastic data into template cells, and renders standardized vector PDFs. + The Student Records & Forms feature prepares official DepEd SF10 templates and student summary sheets. To keep records management focused and straightforward, the system scopes only basic student identification information and does not handle academic grades, subject lists, or promotional remarks.

    @@ -751,52 +751,84 @@
    -
    +
    - Windows Reports Generator + Windows Forms & Reports
    - Figure 6A: Windows Reports & SF10 Generator + Figure 6A: Windows Student Forms & Reports Click to enlarge
    + +

    Information Handled by the System

    +
    +
    +
    + +
    +

    Learner Legal Name

    +

    Accurately records Last Name, First Name, Middle Name, and Name Extension (e.g., Jr., III).

    +
    +
    +
    + +
    +

    12-Digit LRN

    +

    The official unique Learner Reference Number issued by DepEd.

    +
    +
    +
    + +
    +

    Sex & Birthday

    +

    Verified gender and date of birth as stated in official PSA records.

    +
    +
    +
    + +
    +

    4Ps Status (Yes or No)

    +

    Clear record indicating whether the student is a member of the 4Ps assistance program.

    +
    +
    - +
    -

    Module 7: User Accounts & Audit Trail

    -

    Account provisioning, role assignments, security sessions, and tamper-evident audit history.

    +

    Module 7: User Accounts & Activity History

    +

    Manage staff accounts, set permissions, and see a clear history of system actions.

    - Key Capabilities + Key Highlights
      -
    • Data Privacy Act Compliance: Maintains an immutable activity log recording user ID, target student LRN, action type, IP address, and timestamp.
      • -
    • Cryptographic Password Generation: Newly created user accounts and password resets generate a 10-character randomized temporary password displayed directly on screen.
      • -
    • Access Forensics: Filter audit logs by user, action (View, Update, Delete, Print, Login), or student record. Responsive badge layout ensures zero text clipping.
      • +
    • Account Management: Administrators can easily add new staff members and assign their role as Administrator or Teacher.
      • +
    • Automatic Temporary Passwords: When creating an account or resetting a password, the system provides a secure temporary password displayed directly on screen.
      • +
    • Clear Activity History: A simple history log records who viewed, added, updated, or printed records so staff always know what was done.

    - To comply with the Philippine Data Privacy Act of 2012 (RA 10173), all actions performed within TIS-RMS—including viewing, downloading, printing, editing, and deleting records—are committed to an immutable audit ledger. + Keeping student records safe is essential. TIS-RMS ensures each teacher and staff member has their own login, while maintaining a clear, readable activity history to protect school records.

    @@ -807,7 +839,7 @@
    -
    +
    Windows User Accounts
    @@ -831,9 +863,9 @@
    -

    Audit History & Activity Ledger

    +

    Activity History Log

    - The History screen logs every operation performed in the system. Entries cannot be cleared or modified by non-root users. + The History screen gives administrators a friendly, chronological summary of recent school records actions. It shows who performed each action, which student record was accessed, and what date and time it occurred.

    @@ -844,24 +876,24 @@
    -
    +
    Windows History Log
    - Figure 8A: Windows Immutable Audit History Log + Figure 8A: Windows Activity History Log Click to enlarge
    - +
    -

    Module 8: Settings & Mandatory Checklist

    -

    System customization, requirement checklists, database backups, and network sync configurations.

    +

    Module 8: School Settings & Document Checklist

    +

    Customize school information, manage document requirements, and save backup copies.

    - Key Capabilities + Key Highlights
      -
    • Checklist Configurator: Configure mandatory versus optional documents per grade level (JHS vs. SHS requirements).
      • -
    • Institutional Headers: Set School Name, DepEd School ID, District, Division, and Region for all printed transcripts.
      • -
    • Local Database Backup: Generate timestamped SQLite snapshot files for off-site backup or disaster recovery.
      • +
    • Dynamic Document Checklist: Add new document types, change names, and easily enable or disable requirements for each grade level anytime.
      • +
    • School Profile Headers: Set the School Name, School ID, District, Division, and Region for all printed forms.
      • +
    • Save Backup Copies: Create backup copies of your records anytime and save them to a USB flash drive for safekeeping.

    - The Settings panel allows Administrators to configure school profile headers, customize required document checklists per grade level, export offline SQL backups, and check local network health. + The Settings screen gives Administrators full control over school preferences. You can update school details that appear on printed documents, customize which documents are required, and save backup copies of all records.

    @@ -900,7 +932,7 @@
    -
    +
    Windows Settings
    @@ -912,7 +944,7 @@
    -

    Managing Mandatory Document Rules

    +

    Managing Dynamic Document Requirements

    - Administrators can toggle whether a document is Mandatory or Optional. If a student is missing any required document, their record is automatically flagged with a red badge on the dashboard and student list. + Document requirements are never rigid. If the school introduces a new requirement, administrators can click Add Document and name it. You can edit existing document titles, or toggle Enabled / Disabled with one click. When a document is enabled and marked as required, the system will remind teachers if a student has not submitted it yet. If disabled, it is cleanly hidden from student checklists.

    @@ -934,43 +966,43 @@

    Keyboard Shortcuts (Windows Desktop)

    -

    Productivity keybindings available throughout the desktop client.

    +

    Quick keyboard shortcuts to help you get things done faster on desktop computers.

    - - - + + + - - + + - + - + - + - - + +
    Key CombinationOperationScope / ContextKeyboard ShortcutWhat It DoesWhere It Works
    Ctrl + F or /Focus Search Input FieldGlobalQuickly search for students or filesAnywhere in the app
    Ctrl + NOpen "New Student" Registration DialogOpen the "Add Student" window Students Screen
    Ctrl + UOpen Document Upload / Scanner DialogOpen the "Upload Document" window Documents Screen
    Ctrl + POpen Batch Print Compilation DialogOpen the "Batch Print" window Documents / Archives Screen
    EscDismiss Active Dialog or Lightbox ModalGlobalClose an open window or enlarged pictureAnywhere in the app
    @@ -981,99 +1013,109 @@

    Frequently Asked Questions (FAQ)

    -

    Detailed answers to common technical, operational, and DepEd compliance questions based on current system capabilities.

    +

    Helpful answers to common questions about using the system day-to-day.

    - +

    - System Access & Security + Getting Started & Staff Logins

    -

    Teachers and staff are issued an individual username and temporary password by the System Administrator. When an Administrator creates a user account or resets a password, TIS-RMS automatically generates a 10-character cryptographically randomized temporary password displayed directly in the creation dialog.

    +

    Teachers and staff are given their username and a temporary password by the school administrator. Simply type your username and password into the sign-in screen and click Log In.

    -

    Administrators navigate to User Accounts, click Create User or select an existing account and click Reset Password. The system generates a randomized 10-character alphanumeric password (e.g., k9Xm2Wq7Lp). The user logs in using this temporary credential and can change it to a personal password under their profile settings.

    +

    Administrators open User Accounts, click Create User or select an existing staff account and click Reset Password. The system automatically creates a secure temporary password shown directly on the screen for the staff member to use.

    -

    Yes. TIS-RMS supports concurrent connections across the local area network (LAN). Teachers can scan records, update profiles, and check document checklists on their Android devices or desktop PCs simultaneously without data lock conflicts.

    +

    Yes. Multiple teachers can use the system on different computers and Android tablets at the same time. You can register students, check requirements, and view records simultaneously.

    - +

    - Real-Time Sync & Networking + School Network & Everyday Use

    -

    TIS-RMS utilizes Socket.IO WebSocket connections across the local school network. Whenever any teacher or administrator creates, edits, or deletes a student record, or uploads documents, the server broadcasts the event instantaneously. Connected Windows and Android clients update their screens in real time without requiring manual page refreshes or pull-to-refresh actions.

    +

    No. TIS-RMS runs completely inside the school's local network. You do not need internet access to add students, search records, view scanned documents, or print permanent forms.

    -

    No. TIS-RMS operates completely offline on the school's local area network (LAN). It uses an embedded SQLite database and a local Node.js server running on port 18484, guaranteeing full system uptime even during internet service provider outages.

    +

    Updates appear automatically in real time. Whenever a student is added, a document is uploaded, or information is updated on one computer, all other connected computers and tablets refresh their screens automatically without needing to reload.

    -

    Connect both the server computer and Android device to the same Wi-Fi access point or local network router. Find the server's local IPv4 address using ipconfig in Command Prompt (e.g., 192.168.1.100). On the Android app login screen, configure the server URL with the default port: http://192.168.1.100:18484 and tap Connect.

    +

    Simply connect your Android tablet to the school's Wi-Fi network, open the TIS-RMS app, enter your login details, and tap Log In.

    - +

    - Student Records & OCR Intake + Student Records & Document Scanning

    -

    No. The OCR engine reads the scanned document (e.g., PSA Birth Certificate or SF9) to extract learner details (LRN, full name, birthdate, sex, etc.) directly into the registration form. However, to keep student folders cleanly organized and ensure each file is verified, the raw OCR scan is not automatically saved into their document checklist. The official final document can be uploaded directly to the student's virtual folder when verified.

    +

    When adding a student, you can use the OCR scanner on an SF9 (Form 138) or SF10 (Form 137). The scanner automatically reads the document and populates the text fields on the "Add Student" form (such as Name, LRN, Birthday, and Sex) so you don't have to type them out by hand. Please note: OCR only populates these form text fields; it does not automatically upload or save the scanned file into the student's document folder.

    +
    +
    + +
    + +
    +

    No. The system is designed for student identity records and document tracking. It does not scope, track, or calculate academic grades, subject lists, or teacher remarks. It only manages essential student identification details: Full Name, LRN, Sex, Birthday, and 4Ps Status (Yes or No).

    @@ -1083,7 +1125,7 @@
    -

    TIS-RMS strictly enforces a unique constraint on the 12-digit Learner Reference Number (LRN). If a user attempts to register an LRN that already exists in either the active directory or the archives, the system prevents duplicate creation and prompts the user to view the existing student record.

    +

    The system checks the 12-digit Learner Reference Number to ensure it is unique. If someone tries to add an LRN that is already registered, the system displays a clear message to prevent accidental duplicate entries.

    @@ -1093,93 +1135,83 @@
    -

    The red badge indicates that one or more documents marked as Mandatory in the Settings Checklist (e.g., PSA Birth Certificate or Grade 7 SF10) have not yet been uploaded for that student. Once the missing file is uploaded, the badge automatically updates to green.

    +

    The badge serves as a helpful reminder that the student has not yet submitted one or more documents marked as required in the checklist. As soon as the required document is uploaded, the badge turns green automatically.

    - +

    - Document Management & Viewing + Documents & Dynamic Requirements

    -

    TIS-RMS converts scanned PDF pages into lossless WebP images on the server. Clicking any document card opens the built-in high-resolution preview modal with instant page navigation, zoom, and rotation, eliminating the need to launch third-party PDF viewers like Adobe Acrobat.

    +

    Yes! Document requirements are fully dynamic and flexible. School administrators can add new document types, edit existing document titles, and enable or disable specific requirements whenever school policies change.

    -

    The system accepts PDF documents, PNG images, and JPEG files up to 10MB per file. During upload, the backend automatically optimizes the file and generates WebP thumbnails for instantaneous in-app rendering.

    +

    Simply click or tap on any document card. The app opens a built-in viewer where you can zoom in, rotate pages, and read the document directly without needing any other software.

    -

    Right-click the document card (or tap the context menu on Android) and select Regenerate Thumbnail. The system will re-parse the raw source file and re-render lossless WebP preview pages.

    +

    The system accepts PDF documents as well as clear photos and scanned image files (such as JPG and PNG).

    - +

    - SF10 & DepEd Reports + Printing & Saving Backups

    -

    The system loads the official DepEd Excel SF10 template workbook, pulls student demographics, quarterly ratings, general averages, and remedial notes directly from the database, and compiles them into a standardized vector PDF with official school headers and signatures.

    +

    On the Students or Archives screen, choose your section from the dropdown, click Select All in Section, and click Batch Print (Ctrl+P). The system prepares all the records into a single neat print package ready for your printer.

    -

    From the Students or Archives screen, select the desired section using the filter dropdown, click the Select All in Section checkbox, and tap the Batch Print button (Ctrl+P). The system queues the records in background chunks and outputs a single consolidated PDF package ready for duplex printing.

    -
    -
    - -
    - -
    -

    Administrators should create a database backup at least once a week or before major grading periods. Navigate to Settings > Database Backup and click Create Snapshot. Save the exported .sqlite file to a secondary external USB drive or secured storage.

    +

    Administrators should save a backup regularly (for example, weekly or at the end of each grading period). Go to Settings, select Create Backup Copy, and save the backup file to a safe external USB drive.

    - +
    -

    Troubleshooting & Diagnostics

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    Recommended resolutions for connectivity, printing, and document rendering questions.

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    Help & Troubleshooting

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    Helpful tips and quick solutions for common questions.

    @@ -1187,22 +1219,22 @@
    -

    Android Device Cannot Reach Server

    -

    Verify both the computer hosting tis_rms_server and the Android device are connected to the same local network router. Ensure the Server IP in the app login matches the host machine's LAN address with port 18484 (e.g., http://192.168.1.100:18484).

    +

    Connecting Your Tablet or Computer

    +

    Make sure your Android tablet or desktop computer is connected to the school's local Wi-Fi or office network. Once connected, open the app and sign in with your credentials.

    -

    Scanned Document Preview Fails

    -

    If an uploaded PDF has damaged headers, select Regenerate Thumbnail from the document context menu. The server will re-render pages as lossless WebP images.

    +

    Refreshing Document Previews

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    If a scanned document image takes a moment to appear or was recently re-uploaded, click Refresh Preview on the document card to reload the clear image.

    -

    Batch Print Memory Allocation

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    When compiling large cohorts (>50 students), ensure the host machine has at least 500MB free temporary disk space. TIS-RMS streams pages in chunks of 10 to prevent memory exhaustion.

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    Preparing for Batch Printing

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    Before printing records for an entire section, check that your school printer is turned on with enough paper and ink loaded so your print job finishes smoothly.

    @@ -1213,11 +1245,11 @@ Logo
    Talisay Integrated School - Records Management System -
    Designed for Talisay Integrated School Tiaong, Quezon. All rights reserved.
    +
    Designed for Talisay Integrated School, Tiaong, Quezon. All rights reserved.
    - Document Version 1.0 • Updated October 2026 + User Guide Version 1.0 • Updated October 2026
    diff --git a/documentation/style.css b/documentation/style.css index a905750..81280e0 100644 --- a/documentation/style.css +++ b/documentation/style.css @@ -1,6 +1,6 @@ /* ========================================================================== - TIS-RMS TECHNICAL DOCUMENTATION & SYSTEM MANUAL - Minimalist, Clean Design System for Technical Documentation + TIS-RMS USER GUIDE & SYSTEM DOCUMENTATION + Clean, Accessible Design System for User Documentation ========================================================================== */ :root {