Ris user manual [ system level ]

Rural Information System (RIS) Page 1 8/30/2012

JP Management and Training Consultants

Rural Information System (RIS) – Systems User Manual

Version 2.0


Table of Contents

Revision History

List of Acronyms

Introduction

Purpose

Problem/Bug Reporting Instructions

System Level

Organizational Level

Data Access Level


Revision History

Version Date Revision Description

1.0 4/01/2011 Administrative module tests

1.1 10/10/2011 Integration of all modules and offline tests

2.0 5/22/2012 Production environment


List of Acronyms

RIS – Rural Information System

SMS – Short Messaging System


Introduction

RIS [ xxx ]

Overview

This system is designed to be accessed both on computer (pc and laptop) and on

mobile/handheld devices.

RIS is a database driven system therefore the data is dynamic i.e. can be added or

edited or deleted. Once a link is clicked that has a feature of add/view/edit/delete,

the default “view” loaded is the view page that displays all entries for that task e.g.

Manage Currencies. A user is always prompted to enter in data for mandatory fields.

System Design

This system is designed in a uniform way i.e. the layout is uniform all over with

variations defined by user access levels. The process of adding, editing, viewing and

deleting system data is uniform, differing in the task being performed. The task

being performed is clearly displayed at the top of the page, see Fig. 5.


Problem/Bug Reporting Instructions

RIS has been extensively tested during development and before launching it to a

production environment. However there are unhandled exceptions that may occur

during the cause of the life time of this system. In such an event, please take a

screenshot of the problematic page or if it is access by a mobile device take note of

the task that was being undertaken.

Send that information and any other details that may be helpful in solving the

problem to email [email protected].

A system patch will be provided in the shortest time possible.


System Level

Once the application is launched, a guest user is redirected to the main log in page

where user authentication is required before accessing any part of the system.

Fig. 1 – main login page

On keying in valid username and password combination, the authenticated user is

then redirected to a section of the system that they have rights to access.

System level refers to the part of this system that is used for the initial setup of RIS.

Only one administrative account (RIS Administrator) is allowed to perform this

function.

When logged in, the RIS Administrator is directed to the Dashboard from where

he/she can access the features of the System Level see Fig. 2.


Fig. 2 – RIS Administrator dashboard

RIS Administrator Account

This user performs initial configurations of RIS under "System Settings" see Fig. 3

Tasks include;

a) Add or edit or delete organization administrators for purposes of accessing

the system.


This section allows the administrator to manage Organization

Administrators who are to use the system.

To add an Organization Administrator, click on “Add Organization

Administrator” link. At this stage, organizations are added too. This

administrator is associated to an Organization.


A view Organizations provides summary information about registered

organizations.

To edit an Organization Administrator, click on “Edit” on the left hand side of

the Organization Administrator. Click "Save changes" to keep modifications

made.


To delete an Organization Administrator , click on “Delete” on the right side of

the Organization Administrator. Note a prompt is presented to confirm the

user really intends to delete an item. Click “Ok” to delete and “Cancel” to

abort.

b) Add or edit or delete suppliers

This section allows the administrator to manage Suppliers used in the

system.


To add a Supplier, click on “Add Supplier” link. The supplier categories are

categories entered under “Manage Supplier Category”


To edit a Supplier, click on “Edit” on the left hand side of the Supplier. Click

"Save changes" to keep modifications made.


To delete a Supplier, click on “Delete” on the right side of the Supplier. Note a

prompt is presented to confirm the user really intends to delete an item.

Click “Ok” to delete and “Cancel” to abort.

c) Add or edit or delete commodities (accept suggestions from organizations,

set prices for commodities with reference to kampala)

This section allows the administrator to manage commodities used in the

system.


To add a Commodity, click on “Add Commodity” link. The commodity is

associated to a season added under “Manage Seasons”

To edit a Commodity, click on “Edit” on the left hand side of the Commodity.

Click "Save changes" to keep modifications made.

Commodity suggestions, this section allows other users to propose

commodities to the administrator through their pages. RIS Administrator can

then approve or delete that commodity.


To delete a Commodity, click on “Delete” on the right side of the Commodity.

Note a prompt is presented to confirm the user really intends to delete an

item. Click “Ok” to delete and “Cancel” to abort.

RIS Administrator is also able to set the week’s commodity price

RIS Administrator can view the pricing history for a commodity


d) System settings: here is where all initial information about the application is

setup i.e. Currencies, Phone Codes , Years (active year), Seasons, Regions,

Districts, Sub counties, Parishes, Value Chain Activities, Exchange Rates,

Supplier Category, Price Units. See Fig. x

Fig. x

Manage Currency

This section allows the administrator to manage currencies used in

the system.


Fig. xx

To add a currency, click on “Add Currency” link.


To edit a currency, click on “Edit” on the left hand side of the currency.


To delete a currency, click on “Delete” on the right side of the

currency. Note a prompt is presented to confirm the user really

intends to delete an item. Click “Ok” to delete and “Cancel” to abort.


Manage Phone Codes

This section allows the administrator to manage phone codes used in

the system.

To add a Phone Code, click on “Add Phone Code” link.


To edit a Phone Code, click on “Edit” on the left hand side of the Phone

Code. Click "Save changes" to keep modifications made.

To delete a Phone Code, click on “Delete” on the right side of the

Phone Code. Note a prompt is presented to confirm the user really



Manage Years

This section allows the administrator to manage Years used in the

system.

This user too can set a year as “Active” by clicking on the radio button

next to the year. A confirmation message is displayed.

To add a Years, click on “Add Years” link.


To edit a Years, click on “Edit” on the left hand side of the Years. Click

"Save changes" to keep modifications made.

To delete a Years, click on “Delete” on the right side of the Years. Note

a prompt is presented to confirm the user really intends to delete an

item. Click “Ok” to delete and “Cancel” to abort.


Manage Seasons

This section allows the administrator to manage Seasons used in the

system.

To add a Season, click on “Add Seasons” link.

To edit a Season, click on “Edit” on the left hand side of the Season.



To delete a Season, click on “Delete” on the right side of the Season.

Note a prompt is presented to confirm the user really intends to

delete an item. Click “Ok” to delete and “Cancel” to abort.


Manage Regions

This section allows the administrator to manage Regions used in the

system.

To add a region, click on “Add Region” link.

To edit a Region, click on “Edit” on the left hand side of the Region.



To delete a Region, click on “Delete” on the right side of the Region.



Manage Districts

This section allows the administrator to manage districts used in the

system.


To add a District, click on “Add District” link.

To edit a District, click on “Edit” on the left hand side of the District.



To delete a District, click on “Delete” on the right side of the District.



Manage Sub Counties

This section allows the administrator to manage Sub Counties used in

the system.


To add a Sub County, click on “Add Sub County” link. Select “Region”

and “District”

To edit a Sub County, click on “Edit” on the left hand side of the Sub

County. Click "Save changes" to keep modifications made.


To delete a Sub County, click on “Delete” on the right side of the Sub

County. Note a prompt is presented to confirm the user really intends

to delete an item. Click “Ok” to delete and “Cancel” to abort.

Manage Parishes

This section allows the administrator to manage parishes used in the

system.


To add a Parish, click on “Add Parish” link. Select “Region”, “District”

and “Sub County”

To edit a Parish, click on “Edit” on the left hand side of the Parish.



To delete a Parish, click on “Delete” on the right side of the Parish.



Manage Value Chain Activities

This section allows the administrator to manage Value Chain

Activities used in the system.

To add a Value Chain Activity, click on “Add Value Chain Activity” link.


To edit a Value Chain Activity, click on “Edit” on the left hand side of

the Value Chain Activity. Click "Save changes" to keep modifications

made.

To delete a Value Chain Activity, click on “Delete” on the right side of

the Value Chain Activity. Note a prompt is presented to confirm the

user really intends to delete an item. Click “Ok” to delete and “Cancel”

to abort.


Manage Exchange Rates

This section allows the administrator to manage Exchange Rates used

in the system.

To add an Exchange Rate, click on “Add Exchange Rate” link. The

currencies to be converted are got from the list added above under

“Manage Currencies”


To edit an Exchange Rate, click on “Edit” on the left hand side of the

Exchange Rate. Click "Save changes" to keep modifications made.

To delete an Exchange Rate, click on “Delete” on the right side of the

Exchange Rate. Note a prompt is presented to confirm the user really



Manage Supplier Category

This section allows the administrator to manage Supplier Categories

used in the system.

To add a Supplier Category, click on “Add Supplier Category” link.

To edit a Supplier Category, click on “Edit” on the left hand side of the

Supplier Category. Click "Save changes" to keep modifications made.


To delete a Supplier Category, click on “Delete” on the right side of the

Supplier Category. Note a prompt is presented to confirm the user

really intends to delete an item. Click “Ok” to delete and “Cancel” to

abort.

Manage Price Units

This section allows the administrator to manage Price Units used in

the system.


To add a Price Unit, click on “Add Price Unit” link.

To edit a Price Unit, click on “Edit” on the left hand side of the Price

Unit. Click "Save changes" to keep modifications made.


To delete a Price Unit, click on “Delete” on the right side of the Price

Unit. Note a prompt is presented to confirm the user really intends to


e) Audit trail: ability to record and view all transactions taking place in the

system. Fig. a

A user is required to select the year and month to view the audit trail.

The tasks are grouped by day.


More details accessible when a user clicks on “Get details”

f) Edit Account

This section allows the RIM Administrator to change his/her password

Technology

Ris user manual [ system level ]