Attendance tracking and continuous assessments

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Attendance tracking and continuous assessments within SmartERP.

SmartERP School Attendance and Assessment modules govern daily classroom operations, student accountability, and academic evaluation.

{screenshot:attendance-and-assessments-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_school, smarterp_academic
• Security Groups:
  • Teacher / Instructor (Technical ID: smarterp_school.group_school_teacher)
  • Academic Registrar (Technical ID: smarterp_school.group_school_registrar)
  • Principal / Headmaster (Technical ID: smarterp_school.group_school_manager)
• Master Data Dependencies: Academic grade levels (Primary, Middle, Secondary), curriculum syllabus, examination schedules, fee structures, and guardian records.

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 School Management app icon.
4. From the top navigation bar, open School Management → Students / Classes / Attendance / Gradebook.

{screenshot:attendance-and-assessments-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 Full Name (Mandatory): Legal name matching Ministry of Education student census
   • Grade & Section (Mandatory): Assigned academic level and classroom division
   • Guardian Emergency Contact (Mandatory): Primary parent/guardian phone number and address
   • Academic Term / Year (Mandatory): Current academic operational calendar year
3. Configure optional operational parameters and localized tags as required:
   • Transportation Route (Optional): Designated school bus route and stop
   • Extracurricular Activities (Optional): Student sports, clubs, and academic societies
   • Medical Notes & Allergies (Optional): School nurse emergency health details
4. Click the Save icon in the control bar to commit the record.

{screenshot:attendance-and-assessments-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Application → Enrolled → Active Student → Continuous Assessment → Final Assessment → Promoted / Graduated).
• Ledger & System Impact: Tuition fees create customer invoices in Accounts Receivable; fee receipts post to bank and cash clearing journals.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:attendance-and-assessments-transaction-processing-state}

Daily and subject-period attendance#

Teachers record attendance via mobile-responsive web interfaces or tablet apps:

• Attendance States: Present, Absent (Excused), Absent (Unexcused), Tardy / Late.
• Period-Level Tracking: Tracks subject-by-subject attendance in secondary and tertiary programs to identify targeted truancy.
• Biometric Turnstile Integration: In schools equipped with RFID or facial recognition turnstiles, arrival and departure timestamps are automatically synced to the student record.
• Automated SMS Alerts: Unexcused morning absences automatically trigger an immediate SMS alert to the designated guardian's mobile phone via the integrated SMS gateway.

Continuous assessment and examination grading#

The grading engine supports customizable weighted grading policies:

Automated GPA and rank calculation#

1. The system computes raw scores, applies subject credit hours, and calculates cumulative Grade Point Averages (GPA on a 4.0 scale or 100% percentage scale).
2. Class standings and section rankings are automatically determined without manual calculation.
3. Official bilingual report cards and transcripts are generated with a single click, featuring teacher remarks, conduct ratings, and school stamp authorization.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • School: Generate term grade report cards (smarterp_school.ir_cron_gradecards): Runs at the end of each term to compile student transcripts
  • School: Daily parent attendance notification via SMS (smarterp_school.ir_cron_attendance_sms): Runs daily at 09:30 to notify guardians of student absences
• Custom Print Templates & Reports:
  • Official Student Report Card & Academic Transcript
  • Classroom Daily Attendance Register
  • Term Tuition Billing & Fee Collection 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#