Education Data Model & Schema Architecture

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Education Data Model & Schema Architecture within SmartERP.

Technical specifications of database models, foreign key relationships, constraints, and relational schemas governing SmartERP Education.

{screenshot:education-data-model-and-relations-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_higher_education, smarterp_student_records
• Security Groups:
  • Admissions Officer (Technical ID: smarterp_higher_ed.group_admissions_user)
  • Registrar / Academic Dean (Technical ID: smarterp_higher_ed.group_registrar_manager)
  • Faculty Member / Instructor (Technical ID: smarterp_higher_ed.group_faculty_user)
• Master Data Dependencies: Faculties, departments, ECTS modular curricula, academic semesters (Ethiopian/Gregorian calendar), tuition fee schedules, and student master files.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Higher Education app icon.
4. From the top navigation bar, open Higher Education → Academic Registry → Students / Admissions / Courses / Grading.

{screenshot:education-data-model-and-relations-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Student ID Number (Mandatory): Unique institutional student registration identifier
   • Full Name & National ID (Mandatory): Legal name matching Ministry of Education (MoE) enrollment records
   • Academic Program & Faculty (Mandatory): Approved undergraduate or postgraduate modular program
   • Semester Term (Mandatory): Active academic term adhering to ETA curriculum guidelines
3. Configure optional operational parameters and localized tags as required:
   • Course Prerequisite Override (Optional): Authorized waiver for advanced module enrollment
   • Tuition Sponsorship (Optional): Cost-sharing agreement or private employer corporate sponsorship
   • Dormitory & Campus Facility (Optional): Assigned residential block and meal plan access
4. Click the Save icon in the control bar to commit the record.

{screenshot:education-data-model-and-relations-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Applied → Admitted → Registered / Enrolled → Active Study → Grades Finalized → Graduated).
• Ledger & System Impact: Semester registration automatically generates student tuition invoices in Accounts Receivable; fee settlement via Telebirr/CBE Birr marks student financially cleared.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:education-data-model-and-relations-transaction-processing-state}

Relational Entity Architecture#

SmartERP Higher Education connects campus structures, student master records, course catalogs, grade registers, and financial ledgers into an ACID-compliant PostgreSQL relational schema:

[school-data-model]

Core Model Specifications#

1. Student Master: smarterp.school.student#

Represents the scholar profile:

• name (Char): Full student name.
• student_id (Char, unique, index): Institutional identification number (UGR/NNNN/YY).
• dob (Date), gender (Selection): male, female.
• national_id (Char, index): Ethiopian National ID / Kebele number.
• program_id (Many2one -> smarterp.school.program): Enrolled degree program.
• campus_id (Many2one -> smarterp.school.campus): Base physical campus.
• partner_id (Many2one -> res.partner): Financial accounting entity for billing.
• state (Selection): draft, admitted, enrolled, probation, graduated, withdrawn.

2. Academic Program: smarterp.school.program#

Defines degree program structures:

• code (Char, unique): Program code (BSC-CS).
• name (Char): Degree program name.
• department_id (Many2one -> smarterp.school.department).
• degree_level (Selection): diploma, bachelor, master, phd.
• total_credit_hours (Float), total_ects (Float).

3. Course Catalog: smarterp.school.course#

Maintains the institutional course inventory:

• code (Char, unique, index): Course code (COSC-2011).
• title (Char): Course title.
• credit_hours (Float), ects (Float).
• lecture_hours (Integer), lab_hours (Integer), tutorial_hours (Integer).
• prerequisite_ids (Many2many -> smarterp.school.course): Prerequisite courses.

4. Semester Registration: smarterp.school.registration#

Captures term course enrollments:

• student_id (Many2one -> smarterp.school.student, ondelete="cascade").
• term_id (Many2one -> smarterp.school.academic.term).
• line_ids (One2many -> smarterp.school.registration.line):
  • course_id (Many2one -> smarterp.school.course).
  • section_id (Many2one -> smarterp.school.section).
  • grade_point (Float), letter_grade (Char).
• sgpa (Float, computed), cgpa (Float, computed).
• state (Selection): draft, submitted, approved, locked.

5. Fee Structure & Billing: smarterp.school.fee.structure#

Governs automated student billing:

• name (Char), program_id (Many2one).
• line_ids (One2many -> smarterp.school.fee.line):
  • product_id (Many2one -> product.product): Billing service product.
  • amount (Monetary), fee_type (Selection: per_credit, flat_semester).

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Education: Compute semester GPA and cumulative CGPA (smarterp_higher_ed.ir_cron_cgpa_calc): Runs at the end of each examination period to compute student academic standing
  • Finance: Generate semester tuition fee invoices (smarterp_higher_ed.ir_cron_tuition_invoices): Runs prior to semester registration deadline
• Custom Print Templates & Reports:
  • Official Student Academic Transcript (MoE & ETA Standards)
  • Semester Course Registration & Clearance Slip
  • Student ID Card with Cryptographic QR Verification
  • Examination Results & Faculty Grade Distribution Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#