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									                                                                                                                                                                                                                               Annex-C



                                                                                                 Data Gathering Sheets Readme
Under the Folder named "data-sheets", there are two folders which are named "templates" and "templates-filled". In the "templates" folder there are a number of excel files. These excel files will be used to eventually load
data which is required by the system. Explaination of each file is give below. Each file will be filled and placed under the relevant department in the "templates-filled" folder by the CMS team. The CMS team will also verify
the completeness of the sheets and their data types and formats by using a tool that will be provided by Techlogix. Once verified, Techlogix team will use these sheets as input to configure the system.




File Name                                                                                    Description                                                                            Destination for filled sheets
                                           The Academic Calendar template requires you to enter semester/term start and end dates for previous, current and
                                                                                                                                                                     PU\deliverables\data-sheets\templates-filled\<Department
           Academic Calendar.xls           future terms.
                                                                                                                                                                     Name>\Master Data\Academic Calendar


                                                                               Comments                                             Is Manadatory                  Format           Maximum Length                  Example
                                           This is the type of academic terms in your university. Possible values are annual,
Term Type
                                           semester.                                                                                     Yes                        Text                                             Annual
                                           This is the year of the term being created. If a term spans over two years, please
                                           only enter the start year of the term.
Year                                                                                                                                     Yes                 2004, 2005 etc                                          2008
                                           Enter a simple description of the term, for example, Summer Semester 2006,
                                           Annual Term 2008
Term Detail                                                                                                                              Yes                        Text               30 characters        Fall Semester 2008
                                           This is date on which the term starts
Term Begin Date                                                                                                                          Yes                  mm/dd/yyyy                                            9/1/2008
                                           This is the date on which the term ends
Term Ending Date                                                                                                                         Yes                  mm/dd/yyyy                                            2/1/2008


File Name                                                                                       Description                                                                         Destination for filled sheets
                                           This workbook has two sheets. The first sheet is used for entering information about buildings at the University, for
                                                                                                                                                                     PU\deliverables\data-sheets\templates-filled\<Department
         Building and Facility.xls         example Blocks etc. The second sheet is used to enter information about rooms in those buildings.
                                                                                                                                                                     Name>\Master Data\Building and Facilities


Building Sheet                                                                 Comments                                             Is Manadatory                  Format           Maximum Length                  Example
Building                                   A 10 character name for each building in your department                                      Yes                        Text                    10            AdminBlock
                                                                                                                                                                                            30            Administration Block
Description
                                           A maximum 30 character description of the building                                            Yes                        Text
Short Description                          A short description of 10 characters                                                          Yes                        Text                    10            AdminBlock
Facility ID                                A ten character name of the facility(room)                                                    Yes                        Text                    10            Comp Lab
                                           Please enter the building(entered in the previous sheet) to which the room                                                                       10            AdminBlock
Building
                                           belongs to.                                                                                   Yes                        Text
Room                                       Enter the room number for this facility                                                       Yes                       Number                                 22
Description                                A maximum of 30 character description of the room                                             Yes                        Text                    30            Computer Lab
Short Description                          A short description of a maximum of 10 characters                                             Yes                        Text                    10            Comp Lab




                                                                                                                                                                                                                         Page 1 of 12
                                                                                                                                                                                                          Annex-C



Facility Sheet                                                   Comments                                              Is Manadatory           Format             Maximum Length              Example

                             This is the type of the facility. Choose from Laboratory, Computer Lab, Exterior,                                                                         Lecture Room
Facility Type
                             Lecture Room, Seminar room, sports facility, and others.                                        Yes                 Text
                                                                                                                                                                                       East Wing, New
Location Code                You can divide the University into various sectors, areas or geographical locations.                                                         30           Campus
                             Enter the area where this room/facility is located.                                             Yes                Text
Room Capacity                The capacity of the room.                                                                       Yes               Number                                  200
General Assignment           A simple yes or no that informs us if the room is allowed to be assigned.                       Yes               Yes/No                                  Yes
Academic Organization        Enter the name of the department to which this room belongs to.                                 Yes
                                                                                                                                                                                       Overhead Projector

                             These are the equipment available in the room. Choose from Air Conditioning,
                             Heater, Podium, White Board, Overhead Projector, Television, Network Link,
Room Characteristics         Fixed Tier Seating, Theater Seats, Closed Circuit ITV Studio, Computer, Window,
                             Amplified Sound System, Satellite Link, Biology Laboratory, Chemistry Lab,
                             Computer Technology Labatory, Culinary Labatory, Aviation Maintenance
                             Labatory, Medical Laboratory, Practicum Interview Room.                                         No
                             Enter quantity of room characteristics available.                                                                                                         1
Quantity                                                                                                            Yes(If characteristics
                                                                                                                            given)             Number




File Name                                                                          Description                                                                      Destination for filled sheets
                             This file collects information about the existing committees at the University along with their type, their members and
                                                                                                                                                     PU\deliverables\data-sheets\templates-filled\<Department
            Committees.xls   designation of members.
                                                                                                                                                     Name>\Master Data\Building and Facilities


                                                                 Comments                                              Is Manadatory           Format             Maximum Length              Example
Committee Name               This can be any committee at the university that is related to students.                        Yes                 Text                     30           BSCS Interviews
                                                                                                                                                                          30           Undergraduate
                                                                                                                                                                                       Interviews
Committee Type

                             This is the broad category/type in which this particular committee falls.                    Yes                    Text
Description                  Description of the committee                                                                 Yes                    Text                    100           BS CS Interviews
Committee Members            Names of the faculty members or administrative staff of the university who are the           No                     Text                 Full Name
                             Role of the committee member. Choose between Chair of Committee
                             Academic Member of Committee, Administrative Support, Administrator of
Committee Role
                             Committee,Co-Chair of Committee,Member of Committee,Staff Member of                Yes, if Committee
                             Committee,Student Member of Committee                                              member given                   Text
Member Since                 Date on which the member joined the committee                                                Yes                mm/dd/yyyy                  Date          10/6/2007
Member Till                  Date on which the membership of the member will expire                                       No                 mm/dd/yyyy                  Date          10/5/2008




                                                                                                                                                                                                    Page 2 of 12
                                                                                                                                                                                                               Annex-C



File Name                                                                                    Description                                                             Destination for filled sheets
                                      This file collects important information about all courses being conducted in a particular department.
                                                                                                                                                      PU\deliverables\data-sheets\templates-filled\<Department
                Courses.xls
                                                                                                                                                      Name>\Master Data\Committees


                                                                           Comments                                           Is Manadatory        Format            Maximum Length                  Example
Subject Area                          Broad Categorization to which this course belongs to.                                         Yes              Text                     8                   EN
Code                                  Numeric Course code to represent the course.                                                  Yes            Number                    10                   201
Title                                 Title of the course                                                                           Yes              Text                    30             Communication Skills
                                      Contact Hrs of the course                                                                                Number(upto two
Contact Hrs
                                                                                                                                    Yes         decimal places)                                       3.00
                                      Credit Hrs of the course                                                                                 Number(upto two
Credit Hrs
                                                                                                                                    Yes         decimal places)                                       3.00
                                      Components of the course each of which indicates a form of study. Choose
                                      between lecture, laboratory, seminar,clinical, discussion, field studies, practicum,
Course Components
                                      supervision, thesis research, independent study, research
                                                                                                                                    Yes                                                              Lecture
                                      Enter the name of department, institute or college which will be offering this
Department/Institute/College/Center
                                      course.                                                                                       Yes              Text                                             PUCIT
                                      Choose whether this course will be offered to undergraduate or postgraduate.
Career                                                                                                                                                                       15
                                                                                                                                    Yes              Text                                        Undergrad
                                      This field lists the courses that should be studied prior to taking the course under
Pre Requisites
                                      consideration.                                                                                No               Text                                  EN 101, EN 102
                                      This field lists the courses that should be studied along with the course under
Co Requisites
                                      consideration.                                                                                No               Text                                  EN 202




                                                                                                                                                                                                          Page 3 of 12
                                                                                                                                                                                                                 Annex-C



File Name                                                                               Description                                                                    Destination for filled sheets
                                   This template is used to gather information about various external organization that the department has frequent
                                                                                                                                                        PU\deliverables\data-sheets\templates-filled\<Department
      External Organisations.xls   communication with.
                                                                                                                                                        Name>\Master Data\External Organizations


External Organisations Sheet                                           Comments                                          Is Manadatory                Format           Maximum Length                  Example
External Org ID                    Unique ID for each organization                                                             Yes                      Text                   11            HEC
Organization Type                  Choose from the list [Business, Chancellor Office, College, Commission, Council,            Yes                      Text                                 Commission
Description                        A maximum 30 character description of the organization                                      Yes                      Text                   30            Higher Education
Short Description                  A short description of organzation of 10 characters                                         Yes                      Text                   10            HEC
Proprietorship                     Choose from the proprietryships Public, Private, Religious, Other                           Yes                      Text                                 Public
Location Number                    This is incremented number used for each location you enter.                                Yes                    Number                                 1
Location description               A maximum 30 character description of the organization location                             Yes                      Text                    30           Islamabad
Location Address                   A maximum 110 character address of the organization location                                Yes                      Text                   110           Blue Area, Islamabad
Department Number                  This is incremented number used for each department you enter.                              Yes                    Number                                 1
Department Description             A maximum 30 character description of the organization's department                         Yes                      Text                   30            I.T
Department Location                Choose from the list of locations you entered first under Locations                         No                       Text                                 1
Contact Number                     This is incremented number used for each contact you enter.                                 Yes                    Number                                 1
Contact Name                       Name of the contact person.                                                                 Yes                      Text                   50            Anwar Amjad
Contact Person's Job Title         Enter the job title for the contact person                                                  No                       Text                   32            Director
Contact's Email ID                 Enter the email ID of the contact person                                                    No                      email                   50            abc@xyz.com
Contact's Phone                    Enter the phone number of the contact person                                                No                      phone                   24            051 123 45 67
Contact's Department               Choose from the list of departments you entered under departments                           No                       Text                                 1

File Name                                                                               Description                                                                 Destination for filled sheets
                                   From this sheet, we require information regarding the faculty members of a particular department. We require some
                                                                                                                                                     PU\deliverables\data-sheets\templates-filled\<Department
            Instructors.xls        basic biographical information, contact information, and their designation.
                                                                                                                                                     Name>\Master Data\Instructors


                                                                       Comments                                          Is Manadatory                Format           Maximum Length                  Example
Id                                 Enter the Id of the instructor                                                              Yes                     Text                    11                      445214
                                   Choose if the instructor is allowed to teach Undergraduate or Post graduate
                                   programs. Both values are allowed as well.
Academic Career                                                                                                                Yes                  Text                                      Undergrad, Postgrad
Date of Birth                      Enter the date of birth of the instructor                                                   No                 mm/dd/yyyy
First Name                         Enter the first name of the instructor                                                      Yes                  Text                       30
Middle Name                        Enter the middle name of the instructor                                                     No                   Text
Last Name                          Enter the last name of the instructor                                                       Yes                  Text
Gender                             Enter the gender of the instructor                                                          Yes                  Text




                                                                                                                                                                                                           Page 4 of 12
                                                                                                                                                                                                 Annex-C



NIC                            Enter the CNIC number.                                                                   Yes       xxxxx-xxxxxxx-x              15
                               Choose type of phone number you want to associate with the instructor. Choose
Phone Type                     between home, main, mobile, other, campus                                                Yes                                                             mobile
Area Code                      Enter the Area code of the phone number                                                  Yes          Number                     5                        042
Phone Number                   Enter the Phone Number                                                                   Yes          Number                    15                      5788411
                               Choose type of address you want to associate with instructor. Choose between
Address Type                   Other, Billing, Permanent, Preferred                                                     Yes
Address 1                      Enter Address Line 1                                                                     Yes            Text                    50
Address 2                      Enter Address Line 2                                                                     No             Text                    50
City                           Enter City name                                                                          Yes            Text                    30
Country                        Enter Country name                                                                       Yes            Text                    10
                               Choose between the Provinces of Pakistan or of the country whose address has
                               been provided.
Province                                                                                                                No             Text                                            Punjab
                               Enter rank of instructor. Choose between Adjunct Professor, Advisor, Assistant
                               Professor, Associate Professor, Instructor, Lecturer, Professor, Teaching
                               Assistant, Undefined, Visiting Lecturer, Visiting Professor, Emeritus
Rank                                                                                                                    Yes            Text
Department                     Enter name of department of the instructor. Multiple can be entered.                     Yes            Text                    30

File Name                                                                          Description                                                         Destination for filled sheets
                               This sheet attempts to capture information about the programs being conducted at the department.
                                                                                                                                        PU\deliverables\data-sheets\templates-filled\<Department
             Programs.xls
                                                                                                                                        Name>\Master Data\Programs


Programs Sheet                                                    Comments                                        Is Manadatory      Format            Maximum Length                  Example
Faculty/College                Enter the Faculty to which the program belongs.                                          Yes            Text                    30            UCET
Department                     Enter the Department name the program belongs to.                                        Yes            Text                    30            Electronics
Academic Career                Choose from the Careers Undergraduate, Postgraduate                                      Yes            Text                    30            Undergraduate
Program                        A maximum of 30 charcter description of the program.                                     Yes            Text                    30            B.Sc Electronics
Admission Year                 Specify the year the program was started at University.                                  No             Text                     4            2001
Program Duration               Specify the duration of the program in number of years                                   Yes            Text                     1            4
Term Type                      Specify whether it’s a semester based program, annual or term based.                     Yes            Text                                  Semester
Grading                        Enter the grading used for this program e.g. 100 Scale, GPA                              Yes            Text                                  GPA 4.0
Repeat Rules                   Specify the repeat rules applied to the students of this program                         Yes            Text                                  Total 5 attempts.
Degree Requirements            Specify the requirement a student needs to satisfy to become eligible for the            Yes            Text                                  138 CH, Courses,
Degree Name                    Enter the name of the degree awarded to the students of this program.                    Yes            Text                                  BS Electronics
Formal Description on Degree   Enter the formal description that will be printed on the degree                          Yes            Text                                  Bs in Electronics
Campus                         Specify the campus(es) where this program is being offered.                              Yes            Text                                  Quaid




                                                                                                                                                                                            Page 5 of 12
                                                                                                                                                                                                 Annex-C



File Name                                                                           Description                                                        Destination for filled sheets
                               This sheet is required to capture information about hostel rooms of this department.
                                                                                                                                        PU\deliverables\data-sheets\templates-filled\<Department
            Hostel Rooms.xls
                                                                                                                                        Name>\Master Data\Hostel Rooms


                                                                  Comments                                            Is Manadatory   Format           Maximum Length                  Example
Hostel Name                    A 30 character name for each hostel at your university.                                    Yes          Text                    30            Hostel 1
Hostel Type                    A 12 character hostel type should be mentioned here.                                       Yes          Text                    12            Boys Hostel
Room No.                       The room number should be entered here.                                                    Yes          Text                    12            DMCGH-0-1
Room Description               A 30 character description of the room.                                                    Yes          Text                    30            Dormitory
Room Capacity                  This is the number of people who can live in this room.                                    Yes         Number                 6 digit         4
Floor                          This is the floor on which the room is located.                                            No           Text                    12            Ground Floor

File Name                                                                            Description                                                       Destination for filled sheets
                               This sheet is for gathering information about Hostel Stores.
                                                                                                                                        PU\deliverables\data-sheets\templates-filled\<Department
            Hostel Store.xls
                                                                                                                                        Name>\Master Data\Hostel Store


                                                                  Comments                                            Is Manadatory   Format           Maximum Length                  Example
Hostel Name                    The hostel name that you mentioned in the hostel rooms sheet.                              Yes          Text                    30            Hostel 1
Store Name                     A 10 character store name.                                                                 Yes          Text                    10            GH Store
Description                    A 30 description of the store.                                                             Yes          Text                    30            Girls hostel Store




                                                                                                                                                                                           Page 6 of 12
               Lists of Students currently enrolled in a particular department will be gathered using this sheet. A studen
Students.xls   biographical and contact information is collected
using this sheet. A students
                               PU\deliverables\data-sheets\templates-
                               filled\<Department Name>\Student Data
Start Date 17th Sept 2008
End Date 23rd Sept 2008

R1         Punjab University College of Information Technology
R2         College of Statistical and Actuarial Sciences
R3         College of Earth & Environmental Sciences
R4         Centre for High Energy Physics
R5         Department of Mathematics


Start Date 24th Sept 2008
End Date 30th Sept 2008

R1         Department of Geography
R2         Department of Space Science
R3         Institute of Geology
R4         Centre For Integrated Mountain Research (CIMR)
R5         University College of Pharmacy


Start Date 06th Oct 2008
End Date 12th Oct 2008

R1         Department of Arabic
R2         Department of Iqbal Studies
R3         Department of Persian
R4         Department of Sindhi
R5         Department of Botany

Start Date 13th Oct 2008
End Date 19th Oct 2008

R1         Department of Psychology & Applied Psychology
R2         Department of Sports Sciences & Physical Education
R3         Department of Zoology
R4         Institute of Bio-chemistry and Bio-technology
R5         Institute of Mycology & Plant Pathology

Start Date 20th Oct 2008
End Date 26th Oct 2008

R1         Department of Islamic Studies
R2         Sheikh Zayed Islamic Centre
R3         Institute of Chemical Engineering & Technology
R4         Institute of Quality & Technology Management
R5         University College of Engineering & Emerging Technologies
Start Date 27th Oct 2008
End Date 2nd Nov 2008

R1         Department of Special Education
R2         Department of Business Education
R3         Department of Elementary Education
R4         Department of Secondary Education
R5         Department of Islamic Education

Start Date 3rd Nov 2008
End Date 9th Nov 2008

R1         Institute of Business & Information Technology
R2         Institute of Administrative Sciences
R3         Department of Library and Information Science
R4         Hailey College of Commerce
R5         Hailey College of Banking & Finance

Start Date 10th Nov 2008
End Date 16th Nov 2008

R1         Department of Political Science
R2         Institute of Communication Studies
R3         Department of Women Studies
R4         Department of Population Sciences
R5         Department of Archeology

Start Date 17th Nov 2008
End Date 23th Nov 2008

R1         Department of French
R2         Department of Philosphy
R3         Department of Design
R4         Department of Islamic Arts
R5         Department of Architecture
Department of Physics
Institute of Chemistry
Centre for Geographic Information System (GIS)
Centre for Solid State Physics                    Microelectronics Research Centre
Department of Natural Medicine




Department of Turkish                             Department of Hindi
Department of Kashmir Studies                     Department of Pashto
Department of Punjabi                             Department of Regional Languages
Department of Urdu                                University Oriental College
Department of MicroBiology & Molecular Genetics




Centre for Clinical Psychology
Centre for Excellence in Molecular Biology
School of Biological Sciences
School of Physical Sciences
Punjab University Law College




Centre for Coal Technology
Department of Science Education
Department of Research and Evaluation
Department of Technology Education
Centre for English Language Teaching & Linguistics   University Laboratory School
Institute of Business Administration (IBA)




Department of Economics




Department of Social Work

Department of Sociology
Department of Criminology                            Department of NGOs Studies & Civil Society
Department of English Language & Literature




Department of History
Center for South Asian Studies                       Pakistan Studies Center
Department of Painting
Department of Performing Arts
Department of Art History                            PhD Program Art and Design

								
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