Electronic Candidate Registration System User Manual

ELECTRONIC
CANDIDATE
REGISTRATION
SYSTEM
User Manual
ECZ-ECRS User Manual 2009-All rights reserved

Examinations Council of Zambia 2009-ECRS 2
INTRODUCTION
The Electronic Candidate Registration System (ECRS) is a system that has been designed to allow for the registration of
candidates at the school, District and Province Level. It allows users to register candidates for the Grade 7, Grade 9 and
Grade 12 examinations.
This user manual is intended for the users to easily navigate around the ECRS. It will walk you through the entire process
of registering candidates, view/print various reports, consolidate the data and create data CDs for onward transmission
to Examinations council of Zambia (ECZ).
The ECRS has been developed in Ms Access and will run on computers running Ms Windows XP and 2000. The system
comprises of four main components namely:
Grade 7
Grade 9
Grade 12 Internal
Grade 12 GCE
Important features of the system include:
Level options This allows users to choose among the available options which are:
- Grade 7
- Grade 9
- Grade 12 Internal
- Grade 12 GCE].
Level form This allows the user to enter candidate data
The system allows users to perform functions that include:

- Adding, Editing/Updating, deleting & maintaining of candidate details
- Querying of candidate details
- Importing & Exporting data
- Copying to CDs
Should the user encounter any problems with the system, please do not hesitate to contact Examinations Council of
Zambia on the following numbers:
+260 211-250 950 Office (During working hours)

+260 977 773 432 Mr. Frank Chikwale

GETTING STARTED
Before getting started, ensure that your computer has been installed with the Electronic Candidate Registration System
(ECRS).
Open the candidate registration system by Double clicking on the icon appearing on the desktop, named Electronic
Candidate Registration System.
Depending on the version of Microsoft Office Access you are using, the following screen, shown below will appear:
Click on the Open button and the following screen will be displayed:

The above screen is called the MAIN MENU. It contains the Level options, All Reports option, Data consolidation option
and ECZ CD Data Creation option.
This is the starting point of the registration of candidates for the examinations.
Before getting started, it is important to note that the systems data entry standard is the use of Uppercase (Capital
letters).

GRADE SEVEN (7)
To register candidates for the Grade 7 examination, click on the Grade 7 button on the MAIN MENU. The following
menu will be displayed:
When using the system to register candidates for the first time, the session centre must first be created for that session
(year of the exam).
To create the session centre, Click on the Create Session Centre button. The following screen will be displayed:

Using the mouse, click on the arrow pointing downwards on the Centre Code field. A pop down menu will appear:
Select the Centre Code:
Using the tab key or by clicking into the Session Code field, type the Session Code (year of the examination). For
example, for the year 2011, type 11:
Move to the next field and type the Session Estimates (Indents):

Once all the details has been entered, Click on the Save button. The system will confirm that the center has been
defined and registered into the system.
Once you have saved, you can leave the above menu by clicking on the Close button. You will be returned to the
following menu:

Important Note:
The process of creating the Session Centre, Must be done the first time the
system is being used.
Once the session centre has been created, you may then proceed to add or edit candidates by clicking on the Add/Edit
button a candidate. The following screen will appear prompting you to enter a Centre Code:
Type in the centre code you wish to add candidate details to e.g. 9007 and click on OK.
The system will then prompt (ask) you to enter the Exam year to which you want to register candidates for in the
following dialogue box. Enter the exam year as illustrated below.

NOTE:
If you enter a wrong Centre Code, the proceeding forms will be blank and you will not
be allowed to save any details.
The following screen will be displayed after entering the right centre code and clicking OK:
To proceed with the registration of candidates click on the Start Registration button. The following screen will be
displayed:

You may begin to enter the candidate details starting with the Candidate Serial (Examination number).
Type in the candidates 4-digit serial (Examinations Number) e.g. 0001.
Use the tab key or click in the box to move to the next fields.
The Examination number is generated automatically.
PLEASE TYPE THE NAMES IN UPPERCASE (Capital Letters).

Type the Surname i.e. MULENGA.
Type Other Name(s) and initial(s) if any i.e. MARTHA F.
Type the Date of Birth i.e. DD/MM/YYYY = 12/12/1980.
The compulsory subjects namely, Mathematics, English, Social Studies, Environmental Science, Special Paper I and II will
be automatically registered.
Select the Nationality. Non Zambian for Non Zambian and Zambian for Zambian.
Select the Sex, either Female or Male.
In the Special Educational Needs (SEN) field select what is applicable to the candidate.
In the Option Code field, select the Zambian language code applicable to your school or region e.g. 2 for
Ichibemba.
Select the School of Choice.
Once you have completed entering the candidate details, click on the Save button to save the record.
To add another candidate, click on the Add button and repeat the outlined steps above.
To edit a record, click on one of the navigation buttons (First, Last, Previous and Next). Click in the field or fields you
wish to make changes. Once you have completed editing the details click on the Save Button. The following screen and
message will appear:

To delete a record, click on one of the navigation buttons (First, Last, Previous and Next) to get to the record you wish to
delete. Click the Delete button. The following screen and message will be displayed:
If you are sure you want to delete the record, click Yes to proceed. The record will be deleted.
If not, click the No button. You may then proceed to either add or edit other records. Just simply follow the above
outlined steps.
Once you finish Adding, editing or deleting a record(s), click on the Close button. You will be returned to the following
menu:

Once you have completed with the registration of candidates, click on the Close button to be returned to the Main
Menu as shown below:
At this menu, you can either choose another level to register candidates. If not, click on the EXIT button to leave the
system.

GRADE 9 CANDIDATE REGISTRATION USING ECRS

GRADE NINE (9)
To enter Grade 9 candidate details, click on the Grade 9 button on the MAIN MENU.
The following menu will be displayed:
When using the system to register candidates for the first time, the session centre must first be created for that session
(year of the exam).
To create the session centre, Click on the Create Session Centre button. The following screen will be displayed:


Using the tab key or by clicking into the Session Code field, select the Year of the Examination. For example, for the year
2011, select it from the drop down list.
Once all the details has been entered, Click on the Save button. Once you have saved, you can leave the above menu by
clicking on the Close button. You will be returned to the following menu:

IMPORTANT NOTE :
The process of creating the Session Centre, Must be done the first time the
system is being used.
Once the session centre has been created, you may then proceed to add or edit candidates by clicking on the Add/Edit
button a candidate. The following screen will appear prompting you to enter a Centre Code:
IMPORTANT NOTE : If you enter a wrong Centre Code, the proceeding

forms will be blank and you will not be allowed to save any details.

The following screen will be displayed after entering the right centre code and clicking OK:
displayed:
You may now begin to enter the candidate details starting with the Candidate Serial (Examination number).
Type in the candidates 4-digit serial (Examinations Number) e.g. 0001 and use the tab key or click in the box to
move to the next fields.

Type the Surname i.e. MULENGA.

Type Other Name(s) and initial(s) if any i.e. MARTHA F.
In the Entry Type field, select I for Internal, E for External and A for APU.
Proceed with the entry of details as shown below:
The Entry Type:

For Internal registration, the compulsory subjects namely, English, Civics, Geography, History,
Mathematics and Environmental Science will be automatically registered. The option subjects

have to be selected. To select the option subjects click on the Save button. The following screen
will appear:
Select the option subjects by clicking in the boxes and then click the Return button. You will be returned to the following
screen:
For external registration the subjects have to be selected. When you click on the Save button, the
following menu will be displayed:

Select the subjects by clicking in the boxes and then click the Return button. You will be returned to the following
screen:
Once you have completed entering the details, you can click on the Update button and the following screen appears:

The above screen is for viewing details that have been entered and for editing entered subjects.
Once you have viewed the details or edited the details, click on Close. You will be returned to the following menu:
To add another candidate, click on the Add button and repeat the outlined steps above.
Once you have completed entering the candidate details, click on the Save button.

To edit a record, click on one of the navigation buttons (First, Last, Previous and Next). Click in the field or fields you
wish to make changes.
Once you have completed editing the details click on the Save Button.
delete. Click the Delete button. The following screen and message will be displayed:
If you are sure you want to delete the record, click Yes to proceed and the record will be deleted. If not, click No not to
delete.
You may then proceed to either add or edit other records. Just simply follow the above outlined steps.
Once you finish Adding, editing or deleting a record(s), click on the Close button. You will be returned to the following
menu:

Once you have completed with the registration of candidates, click on the Close button to be returned to the Main
Menu as shown below:
At this menu, you can either choose another level to register candidates. If not, click on the EXIT button to leave the
system.
GRADE TWELVE (12)

Registration of Grade 12 candidates begins with the creating of the session centre.
On the Main Menu, below the Grade 12 button, click on the create session centre button. The following screen will be
displayed:

Using the tab key or by clicking into the Session Code field, type the Session Code (year of the examination). For
example, for the year 2009, type 29:

Once all the details has been entered, Click on the Save button. Close and you will be returned to the following menu:
To proceed with registration, click on either Int/APU for Internal candidates or GCE for external candidates from the
Main Menu.
Grade 12 Internal/ APU

For Internal/APU the following menu will be displayed prompting you to enter the centre code.

Type the Centre Code you wish to add candidate details to e.g. 1002 and click on OK.
The following screen will be displayed:
displayed:

To begin, type in the FIRST 2 DIGITS of the examination number as assigned at Grade 9. Followed by the LAST 8 DIGIT of
the examination number.
Once the details have been entered, click on the Save button to save the candidate details. The following screen
will automatically be displayed for you to select the subjects:

Select the subjects by clicking in the boxes. Once the required subjects have been selected, click on the Close button.
You will be returned to the following screen and message will be displayed:
Click Ok and you will be returned to the following screen:

To add another candidate, click on the Add button and repeat the above steps.

To edit or view a record, you can either click on one of the navigation buttons (First, Last, Previous and Next) or click on
the Save button.
When you click on the Update button the following screen will appear:
This screen is used to edit candidate and subject details. To edit a record, click on one of the navigation buttons (First,
Last, Previous and Next). Click in the field or fields you wish to make changes. Once changes have been made, click on
the Close button to return to the Internal Menu as shown below:
delete. Click the Delete button and you will be returned to the following menu:

You may then proceed to either add or edit other records. Just simply follow the above outlined steps.
Once you finish with the registration of candidates, click on the Close button. You will be returned to the Main Menu.
Grade 12 GCE
For GCE the following menu will be displayed prompting you to enter the centre code:
Type the Centre Code you wish to add candidate details to e.g. 1002 and click on OK.

displayed:
You may now begin to enter the candidate details starting with the Candidate Serial (Examination number).
Type in the candidates 4-digit serial (Examinations Number) e.g. 0001 and use the tab key or click in the box to
move to the next fields.

Type the Surname i.e. MWAMBA.

Type Other Name(s) and initial(s) if any i.e. ZALOS
Once the details have been entered, click on the Save button to save the candidate details. The following screen
will automatically be displayed for you to select the subjects:
Select the subjects by clicking in the boxes. Once the required subjects have been selected, click on the Close button.
You will be returned to the following screen:

To add, edit, view or delete a record, follow the same steps as outlined above in the grade 12 Internal section.
Once you have completed the registration of GCE candidates, click on Close button on the above menu and you will be
returned to the main menu.

REPORTS

ALL REPORTS
This option allows you to view various reports which include the Provisional Register, Entry summary by centre and Entry
summary by district.
At the Main menu, click on the All Reports button and the following screen will be displayed.
Chick on the report you wish to view and print. You will be prompted to enter the centre code you wish to view and
print as shown below:
Enter the centre code followed by year the following will be displayed for:

- Provisional Registers
- Centre Entry Summary

- District Entry Summary Report
-Special Education Needs Report
You can print the above reports by clicking on the File option on the top left hand corner of the screen. A pop down
menu will appear. Choose the print option to send the report to the connected printer. To closes the report click on the
red X on the top right hand corner of the screen. You will be returned to the previous menu.
Once you have completed viewing and printing the reports, click the Close All Reports button and return to the Main
Menu:

DATA CONSOLIDATION - EXPORT
AND IMPORT

DATA CONSOLIDATION - EXPORT AND IMPORT
This process involves the merging of all the data that has been entered on different computers. It allows you to create
data files in the export folder that will be required for consolidation on another computer.
Upon successful installation of the ECRS software on the computer, a folder is automatically created named ECZ. This
folder contains the IMPORT and EXPORT folders as shown below:
Each of these folders contains sub folders named as follows g7, g9, 912 & gce as shown below:
EXPORT DATA FILE CREATION

To proceed with data file creation for consolidation, click on the Data Consolidation button at the main menu. The
following screen will appear:
From the
above
screen,
click on
the Grade
you wish
to create
consolidation data file. The following screen will be displayed for example for Grade 12 Internal/APU:

Click on the Create data file button and the following screen will be displayed:
You will be prompted to enter the starting Centre code and click OK. The
and then the end

Centre Code and click OK. For example start Centre code 9001 and the end Centre Code 9001. The following screen and
message will be displayed:

A file will be created in the Export folder as shown below:
For Grade 7 - C:\ECZ\Export\G7\G7data.txt

Grade 9 - C:\ECZ\Export\G9\G9data.txt
Grade 12
- Internal/APU - C:\ECZ\Export\G12\G12data.txt
- GCE - C:\ECZ\Export\GCEdata.txt
Click OK and you will be returned to the following menu:
At this menu, you can also choose to preview a summary of the consolidation file. Click on the Preview Consolidation
Summary button and the following screen will be displayed:
You will be prompted to type the centre code you wish to preview. Type the centre code and click on OK. The following
screen will be displayed:

This screen shows a summary of the candidate export.
To print the report, click on the Print Consolidation Report button. The following menu will be displayed prompting you
to enter a centre code and click OK:
The report will be sent to the connected printer and you will be returned to the following menu:

Before data consolidation, the created text files in the export folder for each grade MUST be copied to the IMPORT
folder for that grade. The text files are found in the following location:
C:\ECZ\export
For each grade, click on the sub folder respectively as shown in the above screen.

Copy the highlighted text file to the IMPORT folder of the computer where the consolidation will be done.
For Example:
From C:\ECZ\Export\G12\G12data.txt
To C:\ECZ\Import\G12\G12data.txt
Once this is done, you may proceed to consolidate the data.

To consolidate the data click on the Data Consolidation button and the following screen will be displayed:
Click on the button for the grade you wish to consolidate the data and the following screen will be displayed:
On this menu, to consolidate the data click on the Data Consolidation file button and the following screen and message
will be displayed:

Carefully read the message. The Yes button appends details to the main file and this command can not be undone. To
proceed, click on Yes. The following screen and message will appear:
Carefully read the message. The Yes button appends details to the main file and this command can not be undone. To
proceed, click on Yes. The following screen and message will appear:

The message shows the status of the consolidation of candidate details from the named data file
C:\ECZ\Import\G12\G12data.txt. Click on OK to proceed. The following screen will be displayed:
The message shows the status of the consolidation of subject details from the named data file
C:\ECZ\Import\G12\G12data.txt. Click on OK to proceed. The following screen will be displayed:

Click on OK to proceed and you will be returned to the following screen:
Click on the close button and you will be returned to the Data consolidation menu. At this menu, click on the close
button and you will be returned to the Main Menu as shown below:

ECZ CD_Data Creation
This process creates a data file that will be copied on CD for transmission to ECZ.
Click on the ECZ CD_Data Creation button and the following screen will be displayed:
Click on the button for the grade you wish to create data for the CD and the following screen and message will be
displayed:

The created data file can then be copied to CD for onward transmission to ECZ.
Click on OK and then Close. You will be returned to the Main Menu:
At this menu, you can either choose another grade to which you can register candidates and perform other functions. If
not, click EXIT button to leave the system.

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ECZ-ECRS User Manual 2009-All rights reserved

Important features of the system include:

Level form This allows the user to enter candidate data

The system allows users to perform functions that include:

+260 211-250 950 Office (During working hours)

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Select the Centre Code:

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PLEASE TYPE THE NAMES IN UPPERCASE (Capital Letters).

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Select the Centre Code:

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IMPORTANT NOTE : If you enter a wrong Centre Code, the proceeding

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Type the Surname i.e. MULENGA.

Proceed with the entry of details as shown below:

The Entry Type:

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GRADE TWELVE (12)

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Grade 12 Internal/ APU

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PLEASE TYPE THE NAMES IN UPPERCASE (Capital Letters).

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Click Ok and you will be returned to the following screen:

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Type the Surname i.e. MWAMBA.

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- Centre Entry Summary

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-Special Education Needs Report

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EXPORT DATA FILE CREATION

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