Ris user manual [ system level ]

Rural Information System (RIS) Page 1 8/30/2012
JP Management and Training Consultants
Rural Information System (RIS) – Systems User Manual
Version 2.0

Table of Contents
Revision History
List of Acronyms
Introduction
Purpose
Problem/Bug Reporting Instructions
System Level
Organizational Level
Data Access Level

Revision History
Version Date Revision Description
1.0 4/01/2011 Administrative module tests
1.1 10/10/2011 Integration of all modules and offline tests
2.0 5/22/2012 Production environment

List of Acronyms
RIS – Rural Information System
SMS – Short Messaging System

Introduction
RIS [ xxx ]
Overview
This system is designed to be accessed both on computer (pc and laptop) and on
mobile/handheld devices.
RIS is a database driven system therefore the data is dynamic i.e. can be added or
edited or deleted. Once a link is clicked that has a feature of add/view/edit/delete,
the default “view” loaded is the view page that displays all entries for that task e.g.
Manage Currencies. A user is always prompted to enter in data for mandatory fields.
System Design
This system is designed in a uniform way i.e. the layout is uniform all over with
variations defined by user access levels. The process of adding, editing, viewing and
deleting system data is uniform, differing in the task being performed. The task
being performed is clearly displayed at the top of the page, see Fig. 5.

Problem/Bug Reporting Instructions
RIS has been extensively tested during development and before launching it to a
production environment. However there are unhandled exceptions that may occur
during the cause of the life time of this system. In such an event, please take a
screenshot of the problematic page or if it is access by a mobile device take note of
the task that was being undertaken.
Send that information and any other details that may be helpful in solving the
problem to email ris_support@jpmct.com.
A system patch will be provided in the shortest time possible.

System Level
Once the application is launched, a guest user is redirected to the main log in page
where user authentication is required before accessing any part of the system.
Fig. 1 – main login page
On keying in valid username and password combination, the authenticated user is
then redirected to a section of the system that they have rights to access.
System level refers to the part of this system that is used for the initial setup of RIS.
Only one administrative account (RIS Administrator) is allowed to perform this
function.
When logged in, the RIS Administrator is directed to the Dashboard from where
he/she can access the features of the System Level see Fig. 2.

Fig. 2 – RIS Administrator dashboard
RIS Administrator Account
This user performs initial configurations of RIS under "System Settings" see Fig. 3
Tasks include;
a) Add or edit or delete organization administrators for purposes of accessing
the system.

This section allows the administrator to manage Organization
Administrators who are to use the system.
To add an Organization Administrator, click on “Add Organization
Administrator” link. At this stage, organizations are added too. This
administrator is associated to an Organization.

A view Organizations provides summary information about registered
organizations.
To edit an Organization Administrator, click on “Edit” on the left hand side of
the Organization Administrator. Click "Save changes" to keep modifications
made.

To delete an Organization Administrator, click on “Delete” on the right side of
the Organization Administrator. Note a prompt is presented to confirm the
user really intends to delete an item. Click “Ok” to delete and “Cancel” to
abort.
b) Add or edit or delete suppliers
This section allows the administrator to manage Suppliers used in the
system.

To add a Supplier, click on “Add Supplier” link. The supplier categories are
categories entered under “Manage Supplier Category”

To edit a Supplier, click on “Edit” on the left hand side of the Supplier. Click
"Save changes" to keep modifications made.

To delete a Supplier, click on “Delete” on the right side of the Supplier. Note a
prompt is presented to confirm the user really intends to delete an item.
Click “Ok” to delete and “Cancel” to abort.
c) Add or edit or delete commodities (accept suggestions from organizations,
set prices for commodities with reference to kampala)
This section allows the administrator to manage commodities used in the
system.

To add a Commodity, click on “Add Commodity” link. The commodity is
associated to a season added under “Manage Seasons”
To edit a Commodity, click on “Edit” on the left hand side of the Commodity.
Click "Save changes" to keep modifications made.
Commodity suggestions, this section allows other users to propose
commodities to the administrator through their pages. RIS Administrator can
then approve or delete that commodity.

To delete a Commodity, click on “Delete” on the right side of the Commodity.
Note a prompt is presented to confirm the user really intends to delete an
item. Click “Ok” to delete and “Cancel” to abort.
RIS Administrator is also able to set the week’s commodity price
RIS Administrator can view the pricing history for a commodity

d) System settings: here is where all initial information about the application is
setup i.e. Currencies, Phone Codes , Years (active year), Seasons, Regions,
Districts, Sub counties, Parishes, Value Chain Activities, Exchange Rates,
Supplier Category, Price Units. See Fig. x
Fig. x
 Manage Currency
This section allows the administrator to manage currencies used in
the system.

Fig. xx
To add a currency, click on “Add Currency” link.

To edit a currency, click on “Edit” on the left hand side of the currency.
To delete a currency, click on “Delete” on the right side of the
currency. Note a prompt is presented to confirm the user really
intends to delete an item. Click “Ok” to delete and “Cancel” to abort.

 Manage Phone Codes
This section allows the administrator to manage phone codes used in
the system.
To add a Phone Code, click on “Add Phone Code” link.

To edit a Phone Code, click on “Edit” on the left hand side of the Phone
Code. Click "Save changes" to keep modifications made.
To delete a Phone Code, click on “Delete” on the right side of the
Phone Code. Note a prompt is presented to confirm the user really

 Manage Years
This section allows the administrator to manage Years used in the
system.
This user too can set a year as “Active” by clicking on the radio button
next to the year. A confirmation message is displayed.
To add a Years, click on “Add Years” link.

To edit a Years, click on “Edit” on the left hand side of the Years. Click
"Save changes" to keep modifications made.
To delete a Years, click on “Delete” on the right side of the Years. Note
a prompt is presented to confirm the user really intends to delete an
item. Click “Ok” to delete and “Cancel” to abort.

 Manage Seasons
This section allows the administrator to manage Seasons used in the
system.
To add a Season, click on “Add Seasons” link.
To edit a Season, click on “Edit” on the left hand side of the Season.

To delete a Season, click on “Delete” on the right side of the Season.
Note a prompt is presented to confirm the user really intends to
delete an item. Click “Ok” to delete and “Cancel” to abort.

 Manage Regions
This section allows the administrator to manage Regions used in the
system.
To add a region, click on “Add Region” link.
To edit a Region, click on “Edit” on the left hand side of the Region.

To delete a Region, click on “Delete” on the right side of the Region.
 Manage Districts
This section allows the administrator to manage districts used in the
system.

To add a District, click on “Add District” link.
To edit a District, click on “Edit” on the left hand side of the District.

To delete a District, click on “Delete” on the right side of the District.
 Manage Sub Counties
This section allows the administrator to manage Sub Counties used in
the system.

To add a Sub County, click on “Add Sub County” link. Select “Region”
and “District”
To edit a Sub County, click on “Edit” on the left hand side of the Sub
County. Click "Save changes" to keep modifications made.

To delete a Sub County, click on “Delete” on the right side of the Sub
County. Note a prompt is presented to confirm the user really intends
to delete an item. Click “Ok” to delete and “Cancel” to abort.
 Manage Parishes
This section allows the administrator to manage parishes used in the
system.

To add a Parish, click on “Add Parish” link. Select “Region”, “District”
and “Sub County”
To edit a Parish, click on “Edit” on the left hand side of the Parish.

To delete a Parish, click on “Delete” on the right side of the Parish.
 Manage Value Chain Activities
This section allows the administrator to manage Value Chain
Activities used in the system.
To add a Value Chain Activity, click on “Add Value Chain Activity” link.

To edit a Value Chain Activity, click on “Edit” on the left hand side of
the Value Chain Activity. Click "Save changes" to keep modifications
made.
To delete a Value Chain Activity, click on “Delete” on the right side of
the Value Chain Activity. Note a prompt is presented to confirm the
user really intends to delete an item. Click “Ok” to delete and “Cancel”
to abort.

 Manage Exchange Rates
This section allows the administrator to manage Exchange Rates used
in the system.
To add an Exchange Rate, click on “Add Exchange Rate” link. The
currencies to be converted are got from the list added above under
“Manage Currencies”

To edit an Exchange Rate, click on “Edit” on the left hand side of the
Exchange Rate. Click "Save changes" to keep modifications made.
To delete an Exchange Rate, click on “Delete” on the right side of the
Exchange Rate. Note a prompt is presented to confirm the user really

 Manage Supplier Category
This section allows the administrator to manage Supplier Categories
used in the system.
To add a Supplier Category, click on “Add Supplier Category” link.
To edit a Supplier Category, click on “Edit” on the left hand side of the
Supplier Category. Click "Save changes" to keep modifications made.

To delete a Supplier Category, click on “Delete” on the right side of the
Supplier Category. Note a prompt is presented to confirm the user
really intends to delete an item. Click “Ok” to delete and “Cancel” to
abort.
 Manage Price Units
This section allows the administrator to manage Price Units used in
the system.

To add a Price Unit, click on “Add Price Unit” link.
To edit a Price Unit, click on “Edit” on the left hand side of the Price
Unit. Click "Save changes" to keep modifications made.

To delete a Price Unit, click on “Delete” on the right side of the Price
Unit. Note a prompt is presented to confirm the user really intends to
e) Audit trail: ability to record and view all transactions taking place in the
system. Fig. a
 A user is required to select the year and month to view the audit trail.
The tasks are grouped by day.

 More details accessible when a user clicks on “Get details”
f) Edit Account
This section allows the RIM Administrator to change his/her password

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