Tandabui Information Management System – Results Publication Workflow

This document defines the complete workflow for academic results publication in TIMS, including LMS integration, approval chains, committee oversight, and publication authority rules.

1. System Overview
2. LMS-TIMS Integration
3. Complete Publication Workflow
4. Pre-Committee Authorization
5. Examination Committee Review
6. Publisher Selection & Eligibility
7. Publication Paths
8. Edit Permissions
9. Post-Publication Edits
10. System Validation Checks
11. Key Rules Summary

TIMS manages the end-to-end academic results lifecycle from mark entry in the LMS through final publication to students and parent notification. The system enforces strict separation of duties, unanimous committee approval, and complete audit trails.

• Separation of Duties: Teacher who enters marks cannot authorize or publish
• Unanimous Approval: All committee members must approve before publication
• Audit Trail: Every action is logged with timestamps and actor identity
• Results Invisibility: Results remain hidden until final publication

Teacher Enters Marks (LMS)
         ↓
Teacher Clicks "Send to TIMS"
         ↓
LMS Pushes Module Marks to TIMS
         ↓
TIMS Receives & Validates Marks
         ↓
TIMS Calculates Grades & GPA
         ↓
TIMS Tracks Performance Progress

Teacher Enters Module Marks (LMS)
   ↓
Teacher Clicks "Send to TIMS"
   ↓
LMS Pushes CA / Practical / Exam Marks
   ↓
TIMS Receives Marks
   ↓
TIMS Calculates Grades & GPA
   ↓
┌─────────────────────────────────────┐
│   Pre-Committee Processing          │
├─────────────────────────────────────┤
│ Examination Officer Authorization   │
│              ↓                      │
│ HoD Confirmation                    │
└─────────────────────────────────────┘
   ↓
Examination Committee Review (FINAL AUTHORITY)
   ↓
Do ALL Committee Members Approve?
   ↙                         ↘
 NO                          YES
 ↓                            ↓
Committee Records             Committee Approval Locked
Edit Notes (Required)         (Unanimous Consent)
 ↓                            ↓
System Routes to              Publisher Selection Enabled
System Admin                  (Committee-Only View)
 ↓                            ↓
Admin Applies Fixes           Select Eligible Publisher
(Using Committee Notes)       (Teacher ≠ Publisher)
 ↓                            ↓
Results Re-Evaluated          ┌──────────────────────────────┐
(No Re-Auth Required)         │ HoD / Exam Officer / Academic │
 ↓                            │ Officer (One Selected)        │
(Re-enters Committee State)   └──────────────────────────────┘
                               ↓
                        System Validates Eligibility
                               ↓
                     ❌ Block if Publisher = Teacher
                               ↓
                     ✅ Publish Results
                               ↓
                 Results Visible to Students
                               ↓
               Automatic Parent Notification
                               ↓
                       Process Complete

Authorization and confirmation occur BEFORE the Examination Committee review.

Pre-Committee Checks
   ↓
Examination Officer Authorization
   ↓
HoD Confirmation
   ↓
Ready for Examination Committee

The Examination Committee serves as the FINAL AUTHORITY before publication.

Committee Approval State
   ↓
Check: All Members Approved?
   ↙            ↘
 NO             YES
 ↓               ↓
Publisher UI     Publisher Selection UI
Hidden           Visible (Committee Only)

When edits are required, the committee provides structured feedback:

Committee Review Screen
   ↓
Edit Needed Identified
   ↓
Committee Member Adds:
   • Affected Course / Module
   • Issue Category (Marks / GPA / Mapping / Other)
   • Free-text Notes
   ↓
All Notes Aggregated
   ↓
Locked Committee Decision
   ↓
Routed to System Admin

Key Behaviors:

• Multiple committee members may add notes
• Notes are immutable once routed
• Admin sees exact edit targets, not generic rework requests

The teacher who entered the module marks CANNOT be the same person authorizing or publishing those results.

Committee selects eligible publisher
         ↓
System validates: Publisher ≠ Teacher?
         ↓
    ↙         ↘
  NO           YES
   ↓            ↓
❌ BLOCKED     ✅ Proceed to
Publication    Publication

Teacher Edits Marks (LMS)
         ↓
Re-sends to TIMS
         ↓
TIMS Recalculates Grades/GPA
         ↓
Full Approval Chain Restarts:
   • Examination Officer Authorization
   • HoD Confirmation
   • Examination Committee Approval
   • Final Publication

Post-publication edits follow a streamlined flow without requiring re-authorization or committee re-approval.

Results Published
   ↓
Edit Required?
   ↙         ↘
 YES          NO
 ↓            ↓
System Admin  End
Only
 ↓
Admin Applies Correction
 ↓
Direct Re-Publication
(by Eligible Publisher)

Before allowing publication, the system MUST verify:

If ANY check fails → Publication BLOCKED

For systems supporting Mermaid rendering:

graph TD
    Start[Teacher Enters Module Marks in LMS] --> Send[Teacher Clicks 'Send to TIMS']
    Send --> Push[LMS Pushes CA/Practical/Exam Marks]
    Push --> Receive[TIMS Receives Marks]
    Receive --> Calc[TIMS Calculates Grades & GPA]
    
    Calc --> PreComm[Pre-Committee Processing]
    PreComm --> ExamAuth[Examination Officer Authorization]
    ExamAuth --> HoDConf[HoD Confirmation]
    HoDConf --> Committee{Examination Committee Review}
    
    Committee -->|Not All Approve| EditNotes[Committee Records Edit Notes]
    EditNotes --> AdminRoute[Route to System Admin]
    AdminRoute --> AdminFix[Admin Applies Fixes]
    AdminFix --> Committee
    
    Committee -->|All Members Approve| Unanimous[Unanimous Approval Locked]
    Unanimous --> PubSelect[Publisher Selection Enabled]
    PubSelect --> SelectPub{Select Eligible Publisher}
    
    SelectPub --> Path1[HoD]
    SelectPub --> Path2[Exam Officer]
    SelectPub --> Path3[Academic Officer]
    
    Path1 --> Validate{Publisher ≠ Teacher?}
    Path2 --> Validate
    Path3 --> Validate
    
    Validate -->|No| Block[❌ BLOCKED]
    Validate -->|Yes| Publish[✅ Publish Results]
    
    Publish --> Visible[Results Visible to Students]
    Visible --> Notify[Automatic Parent Notification]
    Notify --> Complete[Process Complete]
    
    Complete --> PostEdit{Post-Pub Edit Needed?}
    PostEdit -->|No| End[End]
    PostEdit -->|Yes| AdminOnly[System Admin Edits]
    AdminOnly --> RePub[Direct Re-Publication]
    RePub --> Visible
    
    style Start fill:#e1f5fe
    style Publish fill:#c8e6c9
    style Visible fill:#c8e6c9
    style Notify fill:#c8e6c9
    style Block fill:#ffcdd2
    style EditNotes fill:#fff3e0
    style Committee fill:#fff9c4
    style AdminOnly fill:#fff3e0

1. Teacher submits marks (LMS → TIMS)
2. TIMS computes grades and GPA
3. Examination Officer authorizes
4. HoD confirms
5. Examination Committee reviews
6. All committee members approve
7. Committee selects publisher
8. System validates publisher ≠ teacher
9. Publication occurs
10. Students see results
11. Parents are notified

DRAFT → SUBMITTED → AUTHORIZED → CONFIRMED → COMMITTEE_REVIEW
                                                    ↓
                                            ┌──────┴──────┐
                                            ↓             ↓
                                    NEEDS_EDITS    APPROVED
                                            ↓             ↓
                                    (Admin Fix)   PENDING_PUBLISH
                                            ↓             ↓
                                    COMMITTEE_REVIEW  PUBLISHED
                                                          ↓
                                                   POST_PUB_EDIT
                                                          ↓
                                                   REPUBLISHED

This document serves as the authoritative reference for TIMS results publication implementation.