INTEGRATED NATIONAL EDUCATION
INFORMATION SYSTEM
Online User's Guide


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.

  1. Open a new Excel sheet.

  2. Change the format of the fields to Text.

  3. Create the upload file according to the field format as follows: 

    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
    e.g. 22/02/1996    		 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
    e.g. 2015    		 Char (4)
    36 Month Obtained - ND MONTH
    e.g. NOVEMBER    		 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
    e.g. 2015    		 Char (4)
    43 Month Obtained - HND MONTH
    e.g. JUNE    		 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

  4. Save the file as .CSV format.

    5. 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.

  1. Login as the MOE Scholarship Section - Clerk, Verifier, Statistician and Administrator.

  2. Navigate to Main Menu > Student Financials > Scholarship and Bursaries > Inbound HECAS Interface.

  3. In the Add a New Value tab, enter any value in the Run Control ID field and click the Add button after that.

    4. Note: Any value can be entered as the Run Control ID and can be retrieved later.

  4. You will be directed to the Inbound HECAS Interface page.

  5. Enter the values in the Academic Institution and Application Year fields.

    6. Note: Ensure that the Application Year is the right Year the Student is applying to.

  6. Click on the Upload File button to attach the .CSV file.

    7. Note: Click on the Browse button to search for the file. Select the file and click on the Open button. Then Upload the file.

  7. Click on the Run button and user will be directed to the Process Scheduler Request page.

  8. Select 'MOE_HECAS_AE' and click the OK button next.

  9. You will be directed back to the Inbound HECAS Interface page. Take note of the Process Instance number.

  10. Click on the Process Monitor link and user will be directed to the Process Monitor page.

  11. Use the Process Instance number to look for the process and click the Refresh button until the Run Status is Success and Distribution Status is Posted.

  12. Click on the Details link and it will direct you to Process Details page.

  13. Click on the View Log/Trace link to go to the View Log/Trace page.

  14. Click on the MOE_HECAS_AE.log file link, in the File List section.

  15. 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.

  16. Once the process has completed, check for the newly created applications in the Scholarship Application Form page.

  17. 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.

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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.

  1. Navigate to Main Menu > Student Financials > Scholarship and Bursaries > Scholarship Application Form.

  2. In the Find an Existing Value tab, enter the values in the Academic Institution, Student ID or the Application ID and the Application Year fields of the student applied to.

    3. 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.

  3. Click on the Search button next to search for the Student application.

  4. 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.

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