Interface New Application from HECAS
This function allows the users to provide details of how to interface HECAS file into the iNEIS system which will automatically create the Scholarship Application Form for any further processing. The HECAS file will be provided by the DST people.
Create HECAS file to create Application
Using Excel to create HECAS file using the rules set by the system, ensuring the values are following the standard Name and Char Length.
Roles Involve: MOE Scholarship Section - Verifier and Administrator.
Open a new Excel sheet.
The order of the column needs to be adhered to. You can leave blank for fields that does not require any value but the column must not be skipped. There are a total of 50 fields in this file upload format. Fields will need to be pipe delimited, separated by '|'.
Column No. Field Name Input Values Field Length 1 *Applicant's Name Char (150) 2 *Level Code Level codes configured in the level code setup Char (10) 3 *Identity Card No Char (20) 4 *IC Color YELLOW, PURPLE, GREEN Char (6) 5 Passport No. Char (15) 6 *Gender F, M, U Char (1) 7 Title Char (15) 8 Date Of Birth DD/MM/YYYY
Date (10) 9 Home Address Char (254) 10 Postal Code Char (12) 11 Home Phone Number Char (24) 12 Mobile Phone Number Char (24) 13 Email Address #1 Char (70) 14 Email Address #2 Char (70) 15 Name of Last School Attended Char (150) 16 Special Needs Char (500) 17 Father/Guardian's Name Char (150) 18 Father/Guardian's Identity Card/Passport No. Char (20) 19 Telephone No. Char (24) 20 Mother/Guardian's Name Char (150) 21 Mother/Guardian's Identity Card/Passport No. Char (20) 22 Telephone No. Char (24) 23 Other Examination Results Long (2000) 24 Title of Examination Char (60) 25 Subject Code Char (8) 26 Subject Char (50) 27 Grade Char (8) 28 Year Obtained MONTH YEAR
e.g. JUNE 2013
Char (20) 29 IELTS Char (5) 30 IGCSE Char (5) 31 IB Char (5) 32 TOFEL Char (5) 33 GP Char (5) 34 Title of ND Programs Char (150) 35 Year Obtained - ND YYYY
Char (4) 36 Month Obtained - ND MONTH
Char (12) 37 No. of Distinction - ND Nbr (2.2) 38 No. of Pass - ND Nbr (2.2) 39 No. of Merit - ND Nbr (2.2) 40 No. of Fail - ND Nbr (2.2) 41 Title of HND Programs Char (150) 42 Year Obtained - HND YYYY
Char (4) 43 Month Obtained - HND MONTH
Char (12) 44 No. of Distinction - HND Nbr (2.2) 45 No. of Pass - HND Nbr (2.2) 46 No. of Merit - HND Nbr (2.2) 47 No. of Fail - HND Nbr (2.2) 48 Institution Name Char (30) 49 Category Char (80) 50 Course/Programme Title Char (254)
Note: (*) are required fields in the HECAS file format
Save the file as .CSV format.
Note: Any changes after it has been saved should be done using Notepad only.
Upload HECAS file to create Application
This function will be use to upload the HECAS file to the system to create new Scholarship Application Form.
Login as the MOE Scholarship Section - Clerk, Verifier, Statistician and Administrator.
Navigate to Main Menu > Student Financials > Scholarship and Bursaries > Inbound HECAS Interface.
Verify the information in the summary log. Any errors encountered during the process will be mentioned in the log file. The log file will only contain rows that went through and successfully created new Scholarschip Application Form for the Students.
Once the process has completed, check for the newly created applications in the Scholarship Application Form page.
User will not be able to upload the same student details for the same application year and level code again. System will display error showing there is already an existing application. Any amendments to the scholarship application must be done manually in the Scholarship Application page.
Note: Any value can be entered as the Run Control ID and can be retrieved later.
Note: Ensure that the Application Year is the right Year the Student is applying to.
Note: Click on the Browse button to search for the file. Select the file and click on the Open button. Then Upload the file.
Review created Applications by Upload File
Once the applications are created, the MOE Scholarship Section can verify the applications in the Scholarship Application Form page.
Navigate to Main Menu > Student Financials > Scholarship and Bursaries > Scholarship Application Form.
All the Student details in the HECAS will be automatically populated in the Scholarship Application Form. All scholarship application created via the Inbound Interface HECAS upload process will be regarded as New application in iNEIS.
Note: Enter the IC Number instead if you don't know the Student ID or the Application ID. Also the magnifying glass can be used to search for the student.