Multi-Campus & Collegiate Faculty Setup

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Multi-Campus & Collegiate Faculty Setup within SmartERP.

Configure multi-campus institutional hierarchies, colleges, faculties, academic departments, and physical facilities.

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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.

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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:multi-campus-and-faculty-setup-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:multi-campus-and-faculty-setup-transaction-processing-state}

Institutional Hierarchy Architecture#

SmartERP structures collegiate universities across multi-tier organizational entities:

$$\text{University Institution} \longrightarrow \text{Campuses} \longrightarrow \text{Colleges / Faculties} \longrightarrow \text{Academic Departments}$$

This architecture isolates administrative responsibilities while consolidating institution-wide reporting for the Board of Trustees and the Ministry of Education.

Configuring University Campuses#

1. Navigate to Higher Education > Configuration > Institution > Campuses.
2. Click New and define campus attributes:
   • Campus Name & Code: e.g., Bole Main Campus (MAIN-BOL) or Kality Technology Campus (TECH-KAL).
   • Physical Location: Region, Sub-City, Woreda.
   • Campus Dean / Director: Assign responsible executive.
   • Facilities Profile: Number of lecture halls, specialized laboratories, dormitories, and dining halls.
3. Check Independent Inventory Warehouse if the campus maintains autonomous central stores for textbooks, chemicals, and IT equipment.

Defining Colleges, Faculties & Academic Departments#

1. Open Higher Education > Configuration > Institution > Colleges.
2. Create college entities (e.g., College of Health Sciences, Institute of Technology).
3. Under each college, configure Academic Departments:
   • Department Name: e.g., Department of Civil Engineering.
   • Department Head: Assigned faculty member.
   • Department Budget Code: Connected to financial accounting cost center (account.analytic.account).
   • Administrative Office Room Number.

Physical Facility & Lecture Hall Capacity Tracking#

1. Navigate to Higher Education > Configuration > Facilities > Lecture Rooms.
2. Enter room specifications:
   • Room Identifier: e.g., Block 04 / Room 201.
   • Room Type: Tiered Amphitheatre, Standard Lecture Room, Computer Lab, Physics Wet Lab.
   • Maximum Seating Capacity: e.g., 120 Seats.
   • Multimedia Equipment: Projector, smart podium, video conferencing, audio PA system.
   • Air Conditioning / Ventilation Status.
3. Seating limits are strictly enforced during automated timetable scheduling, preventing class over-allocation.

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#