Bece BRS Usermanual

USER MANUAL
BATCH REGISTRATION
SYSTEM
BECE
© UBT 2010
BECE-BRS USER MANUAL
TABLE OF CONTENT
1 INTRODUCTION..........................................................................2
1.1 REQUIREMENTS............................................................................................2
1.2 HOW TO OBTAIN APPLICATION SETUP............................................................3
1.3 SETUP AND INSTALLATION............................................................................5
2 USER INTERFACE DISPLAY..........................................................6
2.1 MAIN INTERFACE (BECE BATCH REGISTRATION SYSTEM).................................6
2.2 NEW SCHOOL REGISTRATION INTERFACE.....................................................12
2.3 REGISTRATION ENTRY FORM INTERFACE......................................................13
2.4 CONTINUOUS ASSESSMENT.........................................................................15
2.5 SCHOOL CHOICE SELECTION INTERFACE.......................................................17
3 HOW TO USE THE BECE-BRS......................................................19
3.1 SCHOOL REGISTRATION REQUIREMENTS......................................................19
3.2 PROCEDURE FOR BECE REGISTRATION ........................................................19

3.2.1 HOW TO ADD A NEW SCHOOL..................................................................................20
3.2.2 HOW TO CONTINUE CANDIDATE ENTRY FOR A SCHOOL...........................................20
3.2.3 HOW TO TRANSFER SCHOOL MASTERFILE................................................................20
3.2.4 HOW TO LOAD NEW MASTERFILE (OnlineMasterFile) INTO THE BRS........................21
3.2.5 HOW TO ENTER CONTINUOUS ASSESSMENT MARKS................................................21
3.2.6 HOW TO ENTER SCHOOL CHOICE SELECTION...........................................................22
4 HOW TO USE THE ONLINE SYSTEM.............................................24

4.1.1 HOW TO UPLOAD REGISTRATION DATA (CandidateMasterfile).................................24
4.1.2 HOW TO EDIT OR ADD CANDIDATE INFORMATION...................................................25
4.1.3 HOW TO GET FEE SLIP..............................................................................................28
4.1.4 HOW TO PAY REGISTRATION FEES............................................................................29
4.2 HOW TO DOWNLOAD SCHOOL DATA............................................................30
4.3 HOW TO UPLOAD SCHOOL SELECTIONS DATA (SchoolChoicefile)...................30
5 ITEMS TO BE SUBMITTED TO WAEC............................................31
TABLE OF FIGURES
1
FIGURE 1: ONLINE LOGIN PAGE......................................................3
FIGURE 2: ONLINE MAIN PAGE........................................................4
FIGURE 3: DOWNLOAD FILES PAGE.................................................4
FIGURE 4: MAIN INTERFACE...........................................................6
FIGURE 5: NEW SCHOOL REGISTRATION INTERFACE.......................12
FIGURE 6: REGISTRATION ENTRY FORM INTERFACE.......................13
FIGURE 7: CONTINUOUS ASSESSMENT INTERFACE.........................16
FIGURE 8: SCHOOL CHOICE SELECTION INTERFACE........................17
FIGURE 9: FILE UPLOAD PAGE......................................................25
FIGURE 10: CANDIDATE INFORMATION ENTRY PAGE......................27
FIGURE 11: FEE SLIP....................................................................29

1 INTRODUCTION
BASIC EDUCATION CERTIFICATE EXAMINATION BATCH

REGISTRATION SYSTEM (BECE-BRS) is a software designed to ease
the burden of registering candidates for the Basic Education Certificate
Examination (BECE). This software seeks to reduce the amount of
paperwork done through out the registration process and also to handle
inconsistencies that may occur during manual registration.
1.1 REQUIREMENTS
a. A computer with Microsoft Office 2007 installed on it.
b. Application (BECE-BRS) setup
2
1.2 HOW TO OBTAIN APPLICATION SETUP

1. Open Microsoft Internet Explorer and type
https://www.waecinternetsolution.org in the address bar to view the
Online System login page (Figure 1).
2. Log in to open the Main page (Figure 2) using the School Number and
password.
Note: Precede the school number with “BE” for BECE schools.
Example: BE0001001
3. Click on the link “Click here to download files” to open the
download files page.
4. In the Download Files page Click on “Download Registration App”
button (Figure 3) to download the application setup.
5. Click on Save in the file download dialog box.
6. In the Save As dialog box select the destination to save the
application and click on Save to begin download of application.
7. Click on Exit to return to the Main page.
8. Click on Exit to return to the Login page.
Figure 1: Online Login Page
3
Figure 2: Online Main page
Figure 3: Download Files page
4
1.3 SETUP AND INSTALLATION
1. Open the destination where the Application Setup was downloaded to.
2. Double click on the application Setup called BECE-BRS-GHANA to
start installation of software using the setup wizard.
3. Click on Next to continue with installation
4. Select the Typical setup type to continue with installation.
5. Click the “Install” button and wait while the software is installed.
6. Open the system by double clicking BECE-BRS-GHANA desktop
shortcut to use the software.
5
2 USER INTERFACE DISPLAY

The batch registration system has the following features or interfaces.
1. Main interface.
2. New School Registration Interface
3. Registration Entry Form Interface.
4. Continuous Assessment Interface
5. School Choice Selection Interface.
2.1 MAIN INTERFACE (BECE BATCH REGISTRATION SYSTEM)
This is the first form that is displayed when the software is launched.
This form consists of a list box display of the school currently in session
and the buttons that perform the various functionalities of the software.
Figure 4: Main Interface
6
Below are the features of the Main Interface.
7
8
9
10
CAPTION FUNCTION
Create New School Registration Opens New School Registration
Session interface.
View User Manual Opens a printable user manual.
Shows the school currently in
session. It displays the Centre
Number, School Number, School
Existing School Registration
Name, Exam Year and Exam
Sessions
Month.
A school can be selected and set
as active.
Highlight the school you want to Sets the selected school in the list
work on and click this button box as active.
Deletes the selected school from
Delete School
the system.
View and Continue Candidate Opens the Candidate Information
Information Entry Entry interface.
Generate Index Number and Generates index numbers for
School Master File candidates as well as the master
file for the activated school.
Opens a printable report of the
Statement of Entries
candidate entries.
Opens a printable report bearing
Photo Album the pictures of registered
candidates.
Open SchoolMasterFile Folder Opens the SchoolMasterfile folder
Loads the downloaded masterfile
Load Master File data (OnlineMasterfile) into the
BRS.
Opens the Continuous Assessment
Continuous Assessment Form
interface.
Generates continuous assessment
Generate Continuous Assessment
report and file for the selected
Report and File
school.
Opens the school choice selection
School Choice Selection
interface.
Generate School Choice Report Generates school choice report
and File and file for the selected school.
Transfer File Opens a window for you to select
(Masterfile, Continuous assessment and
School choice file)
destination for WAEC data.
Exit Closes the software.
11
2.2 NEW SCHOOL REGISTRATION INTERFACE

This form permits the creation or addition of a new school prior to
registration of candidates. It consists of text box for data entry; combo
box and two buttons which perform the function of this interface.
Figure 5: New School Registration Interface
Below are the features of the New School Registration Interface.
CAPTION FUNCTION
Enter or select center number
Exam Center Number
from drop down list.
Enter or select school number
School of Entry Number
Displays the name of the
School of Entry Name
selected school.
Examination Year Displays the year.
Examination Month Displays the month.
Creates and opens the student
Create Registration Session
entry form for the new school.
Close Closes the New School
12
Registration interface.
2.3 REGISTRATION ENTRY FORM INTERFACE
This interface performs two functionalities. First, it permits the entry of

candidate information and secondly, searches for a candidates record
using the candidate’s index number or surname.
Figure 6: Registration Entry Form Interface
13
a) Entry of Candidate Information

i. Personal Information section
ii. Subject selection section
Below are the features of a)

CAPTION FUNCTION
Click to add new candidate
Add New Candidate Record
record.
Enter candidate name, Surname
first, followed by other names or
Candidate Name
initials (Maximum of 25
characters).
Select gender, male or female
Gender
Enter or select Day, Month, Year
Date of Birth
Click to check for a blind, deaf or
Blind, Deaf, Dumb
dumb candidate.
Click to check if candidate has
Re-sitter
written the exams once or more..
Click to browse to the location of
Add Candidate Picture
candidate’s picture.
Optional Subject, Ghanaian
Select subject from drop down
Language and Culture, Basic
list.
Design and Technology
Saves the candidate’s
Save
information to a record.
View Duplicate names Displays duplicate names.
Deletes the displayed Candidate
Delete Entry
record.
Clears all the entry boxes (fields)
Clear Screen
for fresh entry.
Closes the Candidate Information
Exit
entry interface.
b) Search for Candidate’s record. Below are the features of b)

CAPTION FUNCTION
Search by Candidate Number or Enter the Candidate’s index
14
Surname number or Surname in this box

Click to search for the record of
Search the specified candidate index
number or surname.
Click to navigate candidates’
First, Previous, Next, Last
record.
Displays the total number of
Candidate Record
candidates in the school.
2.4 CONTINUOUS ASSESSMENT
This interface displays the name and number of the activated school,
the name and the index number of the candidate for which subject
marks are to be entered. This interface also has a search capability to
enable quick access to a candidates subject marks record using index
number or name of the candidate.
15
Figure 7: Continuous Assessment Interface
Below are the features of the Continuous Assessment Interface.

CAPTION FUNCTION
Search by Index Number or Enter the Candidate’s index number
Name or Surname in this box
Click to load continuous assessment
Get School Record record of the specified candidate
surname.
Enter the marks for each active
Marks
subject name
First, Previous, Next, Last Click to navigate candidates’ record.
Saves the candidates marks for the
Save
subjects
Closes the Continuous Assessment
Exit
entry form
16
2.5 SCHOOL CHOICE SELECTION INTERFACE
Figure 8: School Choice Selection Interface
17
Below are the features of the School Choice Selection Interface.
CAPTION FUNCTION
Click to select the choice (1st, 2nd,
School Choices 3rd, 4th, 5th and 6th) before selecting
school code.
School
Enter or select school code from
(Public, Private and Technical
school category drop down list.
categories)
Select programme for each school
Programme Preference
choice form the drop down list.
Select the accommodation facility
Accommodation Preference available at the selected school
(Day, Boarding, Hostel)
Saves the candidate’s information
Save
to a record.
Clears the selections made under
Clear School choice the current school choice e.g. 1st
Choice only
Deletes all the saved selections for
Reset
all the candidates.
Closes the school choice selection
Exit
form.
18
3 HOW TO USE THE BECE-BRS
3.1 SCHOOL REGISTRATION REQUIREMENTS
Before you start the batch registration, make sure you have the following
ready and available.
1. Candidates’ Information (name, sex, date of birth, subjects).

2. Candidates’ Pictures.
Note: The complete set of candidate’s pictures must be available before

you start the entry of candidate’s information. You will not be allowed to
proceed to save any candidate record if the picture is not available. The
minimum size for the pictures is 150 X 150 pixels and the maximum
size is 150 X 200 pixels.
3.2 PROCEDURE FOR BECE REGISTRATION
1. Create or Select an existing School and set as active school.

2. Enter and Save Candidate information for each candidate (Name, Date
of Birth, Picture, Subjects etc.)
3. Generate Index number and School Master File.
4. Print School Statement of Entries and Photo Album to verify entries.
5. Transfer Masterfile if entries are complete and upload the
CandidateMasterfile to the Online System.
6. Print Fee Slip and pay Fees at the Bank.
7. Download the new masterfile (OnlineMastefile) from the Online System
after registration period.
8. Load the OnlineMasterfile into the BRS to view SchoolChoice and
Continuous Assessment buttons.
9. Enter the Continuous Assessment marks, Transfer and print final
continuous assessment marks report.
19
10. Enter the School Choice Selections, Transfer and print final second
cycle school selection report.
11. Copy Continues Assessment File on to CD and submit
12. Upload the SchoolChoice file on the Online System.
13. Submit all relevant reports and data to WAEC.
3.2.1 HOW TO ADD A NEW SCHOOL
1. Click Create New School Registration Session button.

2. Enter Centre Number or select from drop down list in the text box.
3. Enter School number or select from drop list.
Note: The corresponding school name will be displayed when the

right school number is selected.
4. Click on Create Registration Session button and start Candidate
information entry.
5. Continue registration from Procedure No. 3
3.2.2 HOW TO CONTINUE CANDIDATE ENTRY FOR A SCHOOL
1. Select and activate School from the Existing School Registration

Session List.
2. Click View and Continue Candidate Information Entry button to
open Entry Form.
3. Enter and Save Candidate Information.
4. Click Exit button after completion of entry.
5. Continue registration from Procedure No. 3.
3.2.3 HOW TO TRANSFER SCHOOL MASTERFILE
Note: Once the data is transferred, no further changes or corrections

can be made to the entries on the BRS except on the Online
System. Ensure that all the entries are correct and complete before you
transfer data.
20
1. Click on Transfer Masterfile.

2. Browse to the destination of your choice from the Select Destination
Directory window and click the Choose button to complete the data
(folder) transfer process.
3. Browse to the location where the data (folder) is transferred and check
for its existence i.e. a folder which bears the School’s Number as its
name. E.g. 0205056.
This folder contains a Files_SchoolNumber folder,

Picturefiles_SchoolNumber folder and SchoolNumber-BECE-BRS-
GHANA file.
E.g. FILES_205056 folder (CandidateMasterfile-205056 text file),

PictureFiles_205056 folder (candidate pictures) and 205056-BECE-BRS-
GHANA
3.2.4 HOW TO LOAD NEW MASTERFILE (OnlineMasterFile) INTO

THE BRS
1. Download the new maasterfile (Onlinemasterfile) from the Online

System.
2. Select and activate School from the “Existing School Registration
Session List”.
3. Click on Open SchoolMasterfile Folder button to open the
SchoolMasterfile folder.
4. Copy and paste the new masterfile (OnlineMasterfile) into the folder
and close the folder
Note: Ensure that the Onlinemasterfile bears the school number of the
active school and it is the only file in the SchoolMasterfile folder.
5. Click on Load Masterfile to load the new masterfile data into the BRS.
6. Proceed to enter the continuous assessment marks and school choice
selection when the buttons are visible.
3.2.5 HOW TO ENTER CONTINUOUS ASSESSMENT MARKS
21
1. Click Continuous Assessment Form button to open the form.

2. Enter and Save the candidates’ subject marks to save the marks.
3. Click Exit button after completion of entry.
4. Generate Continuous Assessment Report and print.
5. Generate Continuous Assessment file.
6. Click on Transfer Continuous Assessment File when all the
continuous marks have been entered.
3.2.6 HOW TO ENTER SCHOOL CHOICE SELECTION
Before you start the School Choice Selection, make sure you have all the
Six (6) School Choices for all the candidates based on the various
categories.
Category A, B, C, D – Public Schools

Category P – Private Schools
Category T – Technical Schools
1. Click on School Choice selection to open school selection interface.

2. Click on the School choice (i.e. 1St Choice, 2nd choice, etc) to make it
active before you select the school.
3. Select the school from the categories A, B, C, D, P and T. You must
adhere to the rules for the selections.
4. Select the preferred programme and accommodation.
5. Repeat Procedure 2 – 3 for the six (6) choices.
6. SAVE the selected schools for the current candidate and proceed to
the NEXT candidate.
7. Exit when school choice selection is complete.
8. Generate School Choice Report and Print.
9. Generate School Choice File.
10. Click on Transfer School Choice file when the entries and complete.
1.1.1 SCHOOL CHOICE SELECTION RULES
1. CHOOSE SIX SCHOOLS (1ST TO 6TH CHOICE)

2. SELECT PROGRAMME AND ACCOMMODATION IN EACH SCHOOL
OF CHOICE
3. CANNOT CHOOSE ONE SCHOOL TWICE,
4. CANNOT CHOOSE MORE THAN ONE SCHOOL IN PUBLIC SCHOOL
A
22
5. CANNOT CHOOSE MORE THAN TWO SCHOOLS IN PUBLIC

SCHOOL B
6. CHOOSE A MINIMUM OF ONE SCHOOL IN C AND D IF STUDENT
SELECTS SCHOOL IN PUBLIC SCHOOL CATEGORY ONLY
23
4 HOW TO USE THE ONLINE SYSTEM

Open Microsoft Internet Explorer and type
https://www.waecinternetsolution.org in the address bar to view the
Online System login page (Figure 1).
Log in to open the Main page (Figure 1) using the Login ID and password.
Note: Precede the school number with “BE” for BECE schools.
Example: BE0010101
4.1.1 HOW TO UPLOAD REGISTRATION DATA (CandidateMasterfile)

1. Open the Online system in your internet explorer.
2. Enter your login ID and password and click on Login to view the main
page.
3. Click on Click Here to upload file to open the Upload School Master
File page (Figure 9).
4. Select Master File and Click on Browse to open the Upload File
window.
5. Browse to the “CandidateMasterfile” text file located in the FILES
subfolder located in the School folder and Click on Open.
6. Click on Upload File to upload the school master file.
7. Click on Exit to close the upload page when the upload is complete.
24
Figure 9: File Upload page
4.1.2 HOW TO EDIT OR ADD CANDIDATE INFORMATION
TO EDIT A CANDIDATE ENTRY;

page.
3. Upload the school masterfile if the file has not been uploaded.
4. Click on Add/View Candidate Information Entry to open the entry
page (Figure10).
5. Use the First or Last, Previous or Next and Search buttons to browse to
the candidate’s record.
6. Edit the personal information by entering or selecting the appropriate
fields.
7. Edit the selected subjects by selecting the subjects from the list of
subjects.
8. Click on Save to update the candidate’s information.
9. Click on Exit to close the entry page.
25
10. Print the Fee Slip if all the corrections or changes have been
effected.
TO ADD A NEW CANDIDATE ENTRY;

page.
3. Upload the school master file if the file has not been uploaded.
4. Click on Add/View Candidate Information Entry to open the entry
page.
5. Click on Add New Candidate.
6. Enter the candidate’s information ( name, date of birth, subjects)
7. Click on Browse and browse to the location of candidate’s picture and
click on Show Picture to display the picture.
8. Save the information for the candidate and proceed to the next
candidate by clicking on Add New Candidate.
9. Exit the page when you finish entering the candidate records.
10. Print the
Statement of Entries Report for the candidates to verify and make all
necessary corrections.
11. Print the Fee slip if all the new candidates have been added and all
corrections have been effected.
12. Print the
Statement of Entries Report-Final and submit to WAEC.
Note:
• Adding a candidate does not change the order or index number of the
uploaded candidate data (CandidateMaster file). It only appends the
new candidate to the original list of uploaded candidates.
• All additional candidates will be added to the complete school’s data
after paying at the Bank.
26
Figure 10: Candidate Information entry page
27
4.1.3 HOW TO GET FEE SLIP

page.
3. Upload the school master file if the “Masterfile” text file has not been
uploaded.
4. Effect all changes, corrections and additions to the candidate data.
5. Click on Click Here for Fee Slip to open the fee slip (Figure 11).
6. Click on Here (click here to print fee slip) to print the slip.
7. Click on Exit to close the fee slip page.
28
Figure 11: Fee Slip
4.1.4 HOW TO PAY REGISTRATION FEES

A receipt will be issued to the school once payment is made at the Bank.
TO PAY THE FEES;

1. Print the Fee Slip.
2. Present the fee slip at only the specified banks which are registered
to receive payments.
3. Pay the exact amount at the bank. It should not be more or less
than what is on the fee slip.
4. Ensure that the receipt is signed and stamped.
29
4.2 HOW TO DOWNLOAD SCHOOL DATA

page.
3. Click on Click Here to download file to open the download Files
page (Figure 9).
4. Select the Master file on the download School Master File page.
5. Click on Download File to download the school master file.
6. Browse to a location of your choice and click on Save to download
Master file.
7. Click on Exit to close the download page when the download is
complete.
Note: The downloaded master file will have the name
OnlineMasterfile-SchoolNumber. Example:
OnlineMasterfile-0001001 (text file).
4.3 HOW TO UPLOAD SCHOOL SELECTIONS DATA

(SchoolChoicefile)
page.
3. Click on Click Here to upload file to open the Upload School Master
File page (Figure 9).
4. Select the School Choice File and Click on Browse to open the
Upload File window.
5. Browse to the “SchoolChoicefile” text file located in the FILES subfolder
located in the School folder and Click on Open.
6. Click on Upload File to upload the school master file.
7. Click on Exit to close the upload page when the upload is complete.
30
5 ITEMS TO BE SUBMITTED TO WAEC
School Registration
1. Upload CandidateMasterfile on to the Online System.

2. CD containing the TRANSFERRED school folder which has the
Masterfile and Picturefiles.
3. A print copy of the following Reports
i. Statement of Entries-Final
ii. Summary of Basic Design and Technology Selections-
Final
iii. Summary of Ghanaian Language Selections-Final
iv. Photo Album of Candidates
v. Fees Slip-Final
Continuous Assessment

Continuous Assessment File.
2. A print copy of Continuous Assessment Report –Final
School Choice Selection
1. Upload SchoolChoice File on to the Online System.

SchoolChoice File.
3. A print copy of Second Cycle School Selection-Final.
Note: Contact the WAEC office when you encounter any problem at any
stage of the registration procedure.
31
©UNIVERSAL BUSINESS TECHNOLOGY 2010
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USER MANUAL

1.2 HOW TO OBTAIN APPLICATION SETUP............................................................3

1.3 SETUP AND INSTALLATION............................................................................5

2 USER INTERFACE DISPLAY..........................................................6

2.1 MAIN INTERFACE (BECE BATCH REGISTRATION SYSTEM).................................6

2.2 NEW SCHOOL REGISTRATION INTERFACE.....................................................12

2.3 REGISTRATION ENTRY FORM INTERFACE......................................................13

2.4 CONTINUOUS ASSESSMENT.........................................................................15

2.5 SCHOOL CHOICE SELECTION INTERFACE.......................................................17

3 HOW TO USE THE BECE-BRS......................................................19

3.1 SCHOOL REGISTRATION REQUIREMENTS......................................................19

3.2 PROCEDURE FOR BECE REGISTRATION ........................................................19

4 HOW TO USE THE ONLINE SYSTEM.............................................24

4.2 HOW TO DOWNLOAD SCHOOL DATA............................................................30

4.3 HOW TO UPLOAD SCHOOL SELECTIONS DATA (SchoolChoicefile)...................30

5 ITEMS TO BE SUBMITTED TO WAEC............................................31

FIGURE 1: ONLINE LOGIN PAGE......................................................3

FIGURE 2: ONLINE MAIN PAGE........................................................4

FIGURE 3: DOWNLOAD FILES PAGE.................................................4

FIGURE 4: MAIN INTERFACE...........................................................6

FIGURE 5: NEW SCHOOL REGISTRATION INTERFACE.......................12

FIGURE 6: REGISTRATION ENTRY FORM INTERFACE.......................13

FIGURE 7: CONTINUOUS ASSESSMENT INTERFACE.........................16

FIGURE 8: SCHOOL CHOICE SELECTION INTERFACE........................17

FIGURE 9: FILE UPLOAD PAGE......................................................25

FIGURE 10: CANDIDATE INFORMATION ENTRY PAGE......................27

FIGURE 11: FEE SLIP....................................................................29

BASIC EDUCATION CERTIFICATE EXAMINATION BATCH

1.2 HOW TO OBTAIN APPLICATION SETUP

Figure 1: Online Login Page

Figure 2: Online Main page

Figure 3: Download Files page

1.3 SETUP AND INSTALLATION

2 USER INTERFACE DISPLAY

2.1 MAIN INTERFACE (BECE BATCH REGISTRATION SYSTEM)

Figure 4: Main Interface

Below are the features of the Main Interface.

2.2 NEW SCHOOL REGISTRATION INTERFACE

Figure 5: New School Registration Interface

Below are the features of the New School Registration Interface.

2.3 REGISTRATION ENTRY FORM INTERFACE

This interface performs two functionalities. First, it permits the entry of

Figure 6: Registration Entry Form Interface

a) Entry of Candidate Information

Below are the features of a)

b) Search for Candidate’s record. Below are the features of b)

Surname number or Surname in this box

2.4 CONTINUOUS ASSESSMENT

Figure 7: Continuous Assessment Interface

Below are the features of the Continuous Assessment Interface.

2.5 SCHOOL CHOICE SELECTION INTERFACE

Figure 8: School Choice Selection Interface

Below are the features of the School Choice Selection Interface.

3 HOW TO USE THE BECE-BRS

3.1 SCHOOL REGISTRATION REQUIREMENTS

1. Candidates’ Information (name, sex, date of birth, subjects).

Note: The complete set of candidate’s pictures must be available before

3.2 PROCEDURE FOR BECE REGISTRATION

1. Create or Select an existing School and set as active school.