PMRS - Programme Management Registry System

Navigation

Overview Dashboard

Cohort Details

Issues Tracker

Trainer Dashboard

Manage Data

System Manual

AI Reports

Attendance Reports

Student Directory

Manage Trainers

Audit Logs

v2.6.0

Program & Short Course Summary

Program Performance Overview

Student Enrollment Status

Name	Type	Accreditation	Level	Provider	Date Range	Total Cohorts	Enrolled	Active	Inactive	Completed	Avg Progress	Avg Attendance	Key Issues	Actions

Cohort Details

Issues Tracker

Cohort	Issue Description	Priority	Reported By	Deadline	Status	Resolved By	Actions

Trainer Dashboard

Changes auto-sync to overview

Attendance Register

Avg: 0%

P Present A Absent L Late N No Show E Excused W Withdrawn

Cohort Progress

Unit Progress Log 0 Units

Unit Code	Title	Completion	Status	Notes

Course Progress Report 0 Units

Overall Progress:

0 Done 0 Active 0 Pending

Unit Code	Unit Name	Start Date	End Date	Status	Progress
Select a cohort to view progress

0 students enrolled

Done All complete Active In progress Pending Not started

Student Progress Overview 0 Students

Cohort Progress:

0 students fully complete

Auto-calculated from assessment records. Click a cell to view that student's assessments for the unit.

Student
Select a cohort to view student progress

C Competent (all assessments complete) IP In Progress NS Not Started

Student Assessments

Student	Unit	Type	Score	Status	Assessor	Date
No assessments recorded

C Competent NYC Not Yet Competent NA Not Assessed R Reassessment

Session Notes 0 Notes

Date	Category	Topics	Notes	Trainer
No session notes yet

Theory Practical Assessment Review Field Work

Certificate ID	Student	Issue Date	Units	Attendance
No certificates issued

Select a cohort to start updating

Choose a cohort from the dropdown above

Manage Data

Add Program / Short Course

Course Type

Name

Accreditation Status

Level

Provider

Add Cohort

Cohort ID

Program

Location

Trainer

Phase

Add Unit

Unit Code

Title

Cohort

Status

Unit Templates

Define unit templates for each program or short course. When you create a new cohort, these units will be automatically added.

Add Unit Template

Program / Short Course

Select from Library (optional)

Unit Code

Title

Unit Type

Display Order

Existing Templates

Order	Unit Code	Title	Type	Active	Actions
Select a program to view its unit templates

Unit Library

View all units in the system, including templates and units added to cohorts. Units are organized by program or short course.

All Units

Unit Code	Title	Program / Short Course	Course Type	Type	Unit Type	Status
Loading unit library...

Delete Data

Delete Program

This will delete the program and ALL its cohorts, units, students, and attendance records.

Delete Cohort

This will delete the cohort and ALL its units, students, and attendance records.

System Manual

Version 3.8.2

Contents

Overview Getting Started Overview Dashboard Cohort Details Issues Tracker Trainer Dashboard Attendance Register Certificates Manage Data Manage Trainers AI Assistant Recent Changes Version History Policy & Procedures

Overview

The Programme Management Registry System (PMRS) is a comprehensive web application designed for tracking Technical and Vocational Education and Training (TVET) program progress across multiple cohorts.

Key Features:

Program and Short Course Management with accreditation tracking
Cohort tracking with start/end dates, location, and trainer assignment
Date-based attendance register with status codes
Unit progress logging with completion tracking
Issues tracking and resolution management
Visual analytics with charts and KPI metrics
Year-based filtering for historical reporting
CSV export functionality for reporting

Getting Started

1. Sign In

Click the Sign In button in the top-right corner. There are two login options:

Admin Login - Enter the access code provided by your administrator for full system access
Trainer Login - Use your username and password to access your assigned cohorts

2. Navigation

Use the sidebar on the left to navigate between different sections:

Overview Dashboard - View program summaries and analytics
Cohort Details - View detailed cohort information
Issues Tracker - Log and track cohort-related issues
Trainer Dashboard - Manage attendance and progress
Manage Data - Add or delete programs, cohorts, and units

3. Authentication Required

Most data modification actions require you to be signed in. View-only access is available without authentication.

Overview Dashboard

KPI Cards

The dashboard displays key performance indicators including:

Total Programs/Courses - Number of programs and short courses
Active/Completed Cohorts - Cohort status breakdown
Average Progress - Overall program completion rate
Average Attendance - Overall attendance percentage
Open Issues - Number of unresolved issues

Filtering

Use the dropdown filters to narrow results:

Year Filter - View data for specific years
Course Type Filter - Show Programs only or Short Courses only

Charts

Interactive charts display progress/attendance averages and cohort status distribution.

Export

Click Export Summary or Export Cohorts to download CSV reports.

Cohort Details

View detailed information about each cohort including:

Program name and type
Location and trainer
Start and end dates
Current phase/stage
Progress and attendance percentages
Associated units and their completion status

Use the Cohort Filter dropdown to view specific cohorts.

Issues Tracker

Adding Issues

Click Add Issue to log a new issue:

Select the related cohort
Describe the issue
Suggest a resolution action
Set a deadline

Issue Status

Open - Issue requires attention
In Progress - Issue is being addressed
Resolved - Issue has been resolved
Closed - Issue closed without resolution

Resolved By Tracking

When you mark an issue as resolved, you'll be prompted to enter your name. This creates an audit trail showing:

Who resolved the issue
When it was resolved (date)

This helps maintain accountability and provides a clear record of issue resolution.

Trainer Dashboard

The Trainer Dashboard provides tools for managing daily cohort activities:

1. Select a Cohort

Choose a cohort from the dropdown to begin managing attendance and progress.

2. Attendance Register

Track daily attendance for all students (see Attendance Register section below).

3. Cohort Progress

Use the slider to update overall cohort progress percentage and click Update to save.

4. Unit Progress Log

Update individual unit completion rates and status for each cohort. Options include:

Not Started - Unit training has not begun
In Progress - Unit training is ongoing
Completed - Unit has been completed

5. Student Assessments

Record and track competency-based assessments for each student:

Click Record Assessment to add a new assessment
Select student, unit, assessment type, and date
Enter score percentage (optional) and competency status
Add assessor name and feedback notes

Assessment types include: Written Test, Practical, Portfolio, Observation, Project, and Oral.

6. Certificates (Admin Only)

Generate and manage completion certificates:

Click the yellow Certificates button to generate certificates for all completed students
Only students with all units marked "Competent" will receive certificates
View issued certificates in the Issued Certificates section
Click the print icon to view and print individual certificates
Certificates include student details, program info, units completed, and attendance

Certificate IDs follow the format CERT-YYYY-NNNNNN for easy tracking and verification.

Assessment & Grading

Competency Status Codes

Code	Status	Description
C	Competent	Student has demonstrated competency
NYC	Not Yet Competent	Student needs more practice/training
NA	Not Assessed	Assessment not yet completed
R	Reassessment	Reassessment required

Student Transcript

View a complete summary of a student's assessment results across all units. The transcript shows:

Student and program information
Completion progress bar
Unit-by-unit competency status
Number of assessment attempts per unit

User Roles

The system supports role-based access control with five user roles:

Role	Permissions
Admin	Full access to all features including program/cohort management, trainer management, AI reports, audit logs, and data deletion
Student Admin	Manage student registry and enrollments. Cannot access trainer management, AI reports, or audit logs
Trainer	Mark attendance and update student details within assigned cohorts. Cannot add or remove students
Assessor	Record and manage assessments. View student data and export reports
Student	View own progress and assessment results (limited access)

Trainers and Student Admins log in via the Trainer Login form. Admins assign roles when creating accounts.

Attendance Register

Spreadsheet-Style Interface

The attendance register uses an intuitive spreadsheet layout:

Rows - Each row represents a student
Columns - Each column represents a date
Cells - Click to cycle through status codes

Adding Dates (Columns)

Use the date picker in the header to add new attendance columns. Each date can only be added once.

Adding Students (Rows)

Type a student name in the input field at the bottom of the grid and press Enter to add a new student.

Status Codes

Click any cell to cycle through attendance statuses:

Code	Status	Description
P	Present	Student attended the session
A	Absent	Student was absent without excuse
L	Late	Student arrived late
N	No Show	Student did not appear (expected)
E	Excused	Absence was excused (not counted)

Attendance Calculation

Attendance percentage is calculated as: (Present + 0.75 * Late) / (Total - Excused) * 100. Excused absences are not counted against attendance.

Certificates (Admin Only)

Certificate Generation

The system allows administrators to generate completion certificates for students who have successfully completed all units in a program.

Requirements for Certificate

Student must have completed all units in the cohort
Each unit must be assessed with "Competent" status
Only administrators can generate certificates

Generating Certificates

Go to Trainer Dashboard
Select a cohort from the dropdown
Click the yellow Certificates button in the Unit Progress Log header
Confirm to generate certificates for all eligible students

Viewing Issued Certificates

The Issued Certificates section shows all certificates for the selected cohort:

Certificate ID - Unique identifier (CERT-YYYY-NNNNNN format)
Student Name - Name of the certificate holder
Issue Date - Date the certificate was issued
Units - Number of units completed out of total
Attendance - Student's attendance percentage

Printing Certificates

Click the print icon next to any certificate to open the printable view. The certificate includes:

Student name and ID
Program name and provider
List of all units of competency
Attendance percentage and completion summary
Issue date and authorized signature
Certificate ID for verification

Certificate IDs are automatically generated using the format CERT-YYYY-NNNNNN, where YYYY is the issue year.

Manage Data

Adding Data

Add Program/Short Course - Create new programs with ID, name, accreditation status, level, and provider
Add Cohort - Create cohorts linked to programs with location, trainer, and phase
Add Unit - Create units linked to cohorts with code, title, and status

Unit Templates

Unit templates allow you to define a standard set of units for each program or short course. When you create a new cohort, these units are automatically added, eliminating repetitive data entry.

How to use:

In the Unit Templates section, select a program or short course from the dropdown
Enter the unit code (e.g., BSBWHS301), title, and display order
Click Add Template to save the template
Repeat for all units in the program's curriculum

Template Options:

Display Order - Controls the sequence in which units appear (lower numbers appear first)
Active/Inactive - Toggle templates on or off. Inactive templates are not copied to new cohorts

When you create a new cohort for a program with templates, all active units are automatically added with "Not Started" status. The success message will indicate how many units were created.

Unit Library

The Unit Library provides a comprehensive view of all units across all programs and short courses in the system. It shows both unit templates and actual cohort units in a single searchable table.

Features:

Search - Find units by code or title using the search box
Filter by Course Type - View only Program units or Short Course units
Type Indicator - Shows whether a unit is a Template or a Cohort Unit
Status - Displays Active/Inactive for templates or completion status for cohort units
Unit Type - Shows Core (blue), Elective (cyan), or Module (purple) classification for each unit

Deleting Data

Warning: Delete operations are permanent and cascade to related data:

Deleting a Program removes ALL its cohorts, units, students, attendance records, issues, and unit templates
Deleting a Cohort removes ALL its units, students, attendance records, and issues

Always confirm before deleting. This action cannot be undone.

Manage Trainers (Admin Only)

The Manage Trainers section allows administrators to create and manage individual trainer login accounts. Each trainer can be assigned to specific cohorts, limiting their access to only those cohorts.

Creating a Trainer Account

Navigate to the Manage Trainers tab (Admin only)
Fill in the trainer details:
- Username - Unique login username for the trainer
- Display Name - Full name shown in the system
- Email - Optional contact email
- Password - Minimum 6 characters
Select the cohorts the trainer should have access to
Click Create Trainer

Trainer Login

Trainers sign in using the Trainer tab in the login modal. They enter their username and password to access their assigned cohorts.

Managing Existing Trainers

Edit - Change the trainer's password
Delete - Remove the trainer account permanently

Cohort Access: Trainers only see cohorts they are assigned to in their Trainer Dashboard. This ensures each trainer focuses on their specific cohorts without seeing unrelated data.

AI Assistant

The AI Assistant is an intelligent chat feature designed to help you navigate and use PMRS more effectively.

What Can the AI Assistant Help With?

System Navigation - Learn how to use different features like dashboards, cohort management, and data entry
Programs & Short Courses - Get information about available programs and courses in the system
Feature Guidance - Understand how to track attendance, manage units, log issues, and record assessments
System Updates - Learn about recent changes and new features

How to Use

Click AI Assistant in the sidebar navigation
Type your question in the message box at the bottom
Press Enter or click Send to submit your question
The AI will respond with helpful guidance

Note: The AI Assistant is focused on helping you with PMRS. For questions outside this scope, it will politely redirect you to system-related topics.

Recent Changes & Updates

This section provides detailed information about recent system updates, changes, and any actions you may need to take.

Latest: Version 3.8.2

Released January 2026 - Improved Cohort Selector

Current

What's New in v3.4.x

Custom Unit Templates

Each cohort now has independent unit lists. Add or delete units without affecting other cohorts using the same program template.

Feature

Add Unit to Cohort

Add units directly to a cohort from the Trainer Dashboard. Select from existing units or create new ones.

Feature

Delete Unit from Cohort

Admins can delete individual units from cohorts without affecting other cohorts or templates.

Feature

Sync Unit Names

Update unit names across all cohorts from templates. Sync metadata without adding or removing units.

Feature

Custom Units Badge

Visual indicator shows when a cohort has customized units that differ from the program template.

Previous: v3.3.0

Course Progress Report

Trainer Dashboard section showing unit delivery status, start/end dates, and student completion progress.

Feature

Unit Delivery Tracking

Set start and end dates for units; status auto-updates (Pending → Active → Done).

Feature

Previous: v3.2.1

Student Admin Restrictions

Student Admin role cannot modify Unit Progress Log or Assessments (view-only).

Security

Previous: v3.2.0

Course Attendance History

Comprehensive per-enrollment attendance breakdown showing total days present, absent, late, excused, total hours, and session count.

Feature

Print/PDF Export

Print or save student profiles as PDF including all enrollment history and attendance details with secure token-based access.

Feature

Hours Calculation Fix

Fixed attendance hours calculation to match grid logic: Present=full hours, Late=half hours, Excused=full hours.

Bug Fix

Previous: v3.1.1

Email Validation

Added email format validation before sending. Invalid emails are flagged in the compose modal and skipped during send.

Bug Fix

API Path Fix

Resolved double /api/api/ prefix that was causing the email compose form to fail loading.

Bug Fix

Previous: v3.1.0

Cohort Email System

Send bulk emails to enrolled students with templates (Welcome, Reminder, Announcement) and personalization.

Feature

Email History Tracking

View sent email history per cohort with delivery status and recipient counts.

Feature

Role-Based Email Access

Admin, Student Admin, and Trainers (for assigned cohorts) can send cohort emails.

Security

Previous: v3.0.0

Database Migrations

Added Flask-Migrate (Alembic) for safe, versioned schema changes with upgrade/downgrade paths.

Infrastructure

Production Deployment

Configured Gunicorn with optimal worker/thread settings for production stability.

Infrastructure

Multiple Assessment Types

Assessments now support multiple types via checkboxes (Written, Practical, Portfolio, Observation, Project, Oral).

Feature

Multiple Document Links

Attach multiple evidence URLs per assessment with add/remove functionality.

Feature

Click-to-Select Hours

Faster attendance hours entry with color-coded picker (0-8h in 0.5 increments).

Enhancement

Admin-Only Student Deletion

Student deletion restricted to administrators with cascade confirmation showing affected records.

Security

Previous: v2.9.0

Attendance Sheet Improvements

Fixed student numbering across multi-page sheets, proper enrollment query for all students.

Bug Fix

Single Trainer Certification

Trainer certification section now appears only on the last page to save paper.

Enhancement

Previous: v2.8.0

Global Year Filter

System-wide year filtering with fallback to program start_date when cohort start_date is null.

Feature

Attendance Hours Tracking

Program-configurable daily hours with cohort overrides, manual adjustments, and cumulative totals.

Feature

Keyboard Shortcuts

Quick attendance entry with P/L/A/E/N/W keys for faster data entry.

Feature

Editable Enrollment Dates

Enrollment and completion dates can now be edited from the Student Directory.

Feature

Previous: v2.6.0

Grouped Export

New "Programs with Cohorts" export option groups cohorts under their parent programs in CSV.

Feature

Flexible Enrollment Status

All enrollment statuses can now be edited from Student Directory.

Feature

Previous: v2.5.0

Auto-Calculated Progress

Cohort progress automatically calculated from unit completion rates.

Enhancement

Assessment Document Links

Attach document links (Google Drive, OneDrive) for assessment evidence.

Feature

Previous: v2.4.0

Expandable Cohort Breakdown

Programs with multiple cohorts show clickable numbers to expand and see individual cohort details.

Feature

Admin-Only Student Management

Only administrators can add or remove students from attendance registers to ensure data integrity.

Security

Previous: v2.2.0

Double-Click Attendance Protection

Attendance status changes now require double-click to prevent accidental modifications.

Data Protection

Automated Enrollment Status

Dashboard auto-calculates Active/Inactive status based on attendance patterns.

Automation

Previous: v2.0.2

Bulk Certificate Generation

Generate certificates for all completed students in a cohort with one click. Only students who have completed all units with "Competent" status receive certificates.

Feature

Printable Certificates

Professional certificate template with student details, program information, units of competency, and signature blocks. Print-ready design optimized for A4 paper.

Feature

Issued Certificates Dashboard

New "Issued Certificates" section in Trainer Dashboard shows all certificates for the selected cohort with quick access to view and print each certificate.

Feature

Completion Validation

System validates that students have completed all units with competent status before issuing certificates. Prevents incomplete certifications.

Enhancement

Previous: v2.0.1

Permanent Student IDs

Students now receive permanent IDs (STU-YYYY-NNNNNN) that persist across all program enrollments.

Major Feature

Student Directory

Centralized student directory for managing all learner profiles with search and filtering.

Feature

Previous Improvements

Attendance Independence (v1.3.6): Attendance grid updates independently from unit progress saves
Withdrawn Status (v1.3.5): Students can be marked as "Withdrawn" with 0% attendance calculation
Performance Optimization (v1.3.4): Optimized attendance recomputation from N+1 to bulk query
Week Separators (v1.3.3): ISO week numbering for consistent visual boundaries in attendance grid
AI Report Generator (v1.3.2): Admin-only natural language to SQL report generation with GPT-4o-mini
Accurate Attendance (v1.3.0): ALL session dates now count; unfilled days = Absent (0%)

Action Required

No action required for this update.

All changes are backward compatible. Your existing data remains intact. New features are available immediately.

Version History Admin Only

v3.8.2 Improved Cohort Selector

January 2026

Cohort Dropdown: Groups cohorts by program for easier navigation
Search: Instant search filter to quickly find cohorts as the list grows
Program Headers: Visual headers with cohort counts for organized browsing
Report Card/Transcript Fix: Corrected student ID linking for proper document generation

v3.8.1 Editable Cohort Names

January 2026

Cohort names can now be edited from the Edit Cohort modal
Edited names displayed throughout the system while preserving original ID

v3.8.0 Student Report Cards

January 2026

Report Card Generator: One-click printable report cards from Student Profile
No Data Duplication: Reuses existing assessment, attendance, and enrollment data
Visual Progress Tracking: Progress bar, completion stats, and attendance summary
Unit Status Grid: All units with Competent/In Progress/Not Started badges
Print/PDF Ready: Professional format optimized for printing and PDF export

v3.7.0 Trainer Session Notes

January 2026

Session Notes: Daily session notes feature for trainers to log cohort activities
Per-Cohort, Per-Date: One note per day per cohort with session details
Note Categories: Theory, Practical, Assessment, Review, Field Work, General
Topics & Follow-ups: Track topics covered and action items for next session
Editable with History: Notes can be edited anytime with "Edited" indicator
Access Control: Trainers create/edit own notes; Admin/Student Admin view all (read-only)

v3.6.1 Student Notes/Comments

January 2026

Student Notes: Add private notes to student profiles for administrative tracking
Note Categories: Organize by type (General, Academic, Attendance, Medical, Administrative, Behavioral)
Notes History: View all notes with author, timestamp, and category
Note Management: Add, view, and delete notes from Student Profile
Audit Trail: All note actions are logged for accountability

v3.6.0 Student Progress Overview

January 2026

Student Progress Overview: New Trainer Dashboard section with student-by-unit progress grid
Auto-Calculated: Progress calculated automatically from assessment competency records
Visual Grid: Spreadsheet view with students as rows, units as columns, showing completion status
Click-to-Filter: Click any cell to jump to that student's assessments for the unit
Progress Tracking: Per-student and cohort-wide completion percentages

v3.5.0 Enhanced Issues Tracker & System Policy

January 2026

Issues Tracker: Full cohort names displayed with program for better readability
Issue Evidence Links: Attach document/evidence URLs when creating or resolving issues
Resolution Notes: Add notes explaining how an issue was resolved
PDF Export: Export Issues Tracker as printable PDF report with all details
Resolve Modal: Professional Bootstrap modal with resolution details fields
System Policy & Procedures Manual: In-app documentation with PDF download

v3.4.1 Sync Unit Names

January 2026

Sync Unit Names: New button to sync unit names/titles from templates to cohorts without adding/removing units

v3.4.0 Custom Unit Templates

January 2026

Custom Unit Templates: Cohorts can have independent unit lists that don't sync from program templates
Template Independence: Manually adding/deleting units marks cohort as "Custom Units"
Sync Warning: Confirmation dialog when attempting to sync templates on custom cohort
Visual Indicator: "Custom Units" badge displayed in Trainer Dashboard
Unit Deletion: Admin can now delete individual units from cohorts

v3.3.0 Course Progress Report

January 2026

Course Progress Report: New Trainer Dashboard section with unit delivery tracking
Unit Delivery Tracking: Set start/end dates; status auto-updates (Pending → Active → Done)
Progress Export: Download course progress as CSV
Login UI: Tab now shows "Trainers / Admin"

v3.2.1 Role Permissions & Security

January 2026

Student Admin Restrictions: Cannot modify Unit Progress Log or Assessments (view-only)

v3.2.0 Course History & Print Improvements

January 2026

Course Attendance History: Per-enrollment breakdown with days present, absent, late, excused, total hours, and sessions
Print/PDF Export: Print student profiles with full attendance history using secure token-based access
Hours Calculation Fix: Attendance hours now match grid logic (Present=full, Late=half, Excused=full)

v3.1.1 Email Validation & Bug Fixes

January 2026

Added email format validation before sending; invalid emails flagged in compose modal
Fixed double /api/api/ prefix causing email compose form to fail loading

v3.1.0 Cohort Email System

January 2026

Send bulk emails to enrolled students via Resend integration
Email templates: Welcome, Reminder, Announcement with personalization
Email history tracking per cohort with delivery status
Role-based email access for Admin, Student Admin, and assigned Trainers

v3.0.0 Database Migrations, Multi-Type Assessments & Production Deployment

January 2026

Added Flask-Migrate (Alembic) for safe, versioned database schema changes
Configured Gunicorn production deployment with optimal worker/thread settings
Assessments now support multiple types via checkboxes (Written, Practical, Portfolio, Observation, Project, Oral)
Multiple document links per assessment with add/remove functionality
Click-to-select hours picker with color-coded buttons (0-8h in 0.5 increments)
Admin-only student deletion with cascade confirmation modal
XSS security fix for document link editing using safe DOM APIs

v2.9.0 Printable Attendance Sheet Improvements

January 2026

Fixed student numbering across multi-page attendance sheets
Fixed enrollment query to correctly display all students in cohort
Improved print styling with balanced, professional borders
Trainer Certification section now appears only on last page (saves paper)
Optimized print layout for better A4 landscape fit

v2.3.0 Cohort Breakdown & Trainer Permissions

December 2025

Expandable cohort breakdown for programs with multiple cohorts
Admin-only student management - trainers cannot add/remove students
Dashboard auto-refresh changed to 60 seconds (from 10s)
Cohort expansions persist during auto-refresh until manually closed
Fixed orphaned enrollment data causing dashboard/attendance mismatch
"Total Students" column in breakdown matches dashboard enrolled count

v2.2.0 Data Integrity & Enrollment Automation

December 2025

Double-click attendance protection prevents accidental status changes
Automated enrollment status (Active/Inactive) based on attendance metrics
Dashboard Enrolled column shows total students (active + enrolled + inactive)
4 new trainer source categories for enrollment tracking

v2.0.2 Certificate System Enhancement

December 2025

Bulk certificate generation for all completed students in a cohort
New "Issued Certificates" dashboard showing all cohort certificates
Professional printable certificate template with units of competency
Completion validation - requires all units assessed as "Competent"
Print-ready certificate design optimized for A4 paper

v2.0.0 Permanent Student IDs & Learner System

December 2025 - Major Release

Permanent student IDs (STU-YYYY-NNNNNN) that persist across all program enrollments
New Student Directory for centralized learner management
Learner and Enrollment database models replacing cohort-scoped student records
Multi-enrollment tracking for students across multiple programs
103 unique learner profiles consolidated from 104 student records
Complete enrollment history with attendance tracking per enrollment
Backward compatible with existing attendance, assessments, and certificates

v1.3.9 Production Scalability & Trainer Login

December 2025

Gunicorn production deployment: 4 workers x 4 threads (16 concurrent requests)
Database connection pool: 20 max connections optimized for 15+ trainers
5 new performance indexes on cohort-related queries
Individual trainer accounts with username/password authentication
Cohort-specific access control for trainers
Admin "Manage Trainers" interface for account management
Session expiry handling with friendly notifications
All 17 API endpoints protected with 401 detection

v1.3.6 Attendance Independence Fix

December 2025

Attendance grid no longer auto-reloads when updating unit completions
Unit saves use refreshUnitsOnly() which skips attendance grid reload
Prevents accidental status changes during unit progress updates

v1.3.5 Withdrawn Status & Student Management

December 2025

Withdrawn attendance marking (W) with light badge styling
Expanded student completion_status to include withdrawn
Full AI report support for withdrawn student queries
Attendance cycle expanded to 6 statuses

v1.3.4 Performance Optimization

December 2025

Optimized attendance recomputation: eliminated N+1 queries, now single bulk query
Immediate UI feedback during attendance date operations with loading toasts
Parallel data refresh with Promise.all() for faster updates
Responsive system performance even with 100+ students and 50+ attendance dates

v1.3.0 Accurate Attendance & Production Ready

November 2025

Attendance calculation: ALL session dates now count - unfilled days = Absent (0%)
Realistic tracking: Encourages complete attendance record-keeping
White text headers: Improved contrast for navbar and assessment headers
Production ready: Debug logging disabled, FLASK_DEBUG removed

v1.2.9 Draggable Modal & Enhanced Note Icons

November 2025

UI enhancement: Professional draggable Bootstrap modal for editing attendance date notes
Date display: Full formatted dates with calendar icon
Icon improvements: Upgraded note icons to 14px clipboard icons

v1.2.8 Assessment System Fix & Database Update

November 2025

Bug fix: Resolved assessment recording error (IntegrityError) when saving assessments
Schema update: Assessments now use unit_id (integer) instead of unit_code for proper foreign key relationships
Database migration: unit_code column made nullable, unit_id set as required field
Frontend update: Assessment form and filters now use unit ID for reliable data handling
Data integrity: Includes unit code normalization from v1.2.7 (trim whitespace, uppercase)

v1.2.7 Unit Code Normalization

November 2025

SQLAlchemy validators auto-normalize unit codes (trim whitespace, uppercase)
All existing unit codes cleaned and normalized to prevent duplicates
Defense-in-depth protection against duplicate entries

v1.2.6 Unit Template Sync

November 2025

Auto-sync: New unit templates automatically add to all existing cohorts
Manual sync button in Unit Progress Log for on-demand syncing
Real-time refresh: Trainer Dashboard updates when switching tabs
Smart sync: Prevents duplicate units using unit code matching
Feedback: Shows count of synced units in toast notifications

v1.2.5 AI Assistant Integration

November 2025

New AI Assistant tab in sidebar navigation
Interactive chat interface for system help and guidance
Get information about programs, short courses, and system features
Powered by OpenAI via Replit's integrated AI service
Professional UI with message history and loading states

v1.2.4 Unit Count Display

November 2025

Unit Progress Log header now displays total unit count (e.g., "11 Units")
Count updates dynamically when switching between cohorts
Black text on light badge for improved visibility
Proper singular/plural handling ("1 Unit" vs "11 Units")

v1.2.3 Unit Classification (Core/Elective)

November 2025

Unit Type field added to distinguish Core, Elective, or Module units
Unit type automatically inherited from templates to new cohort units
Visual badges for easy classification (Core: blue, Elective: cyan, Module: purple)
Unit Library shows new classification in searchable table
Backward compatible - existing units default to Core

v1.2.2 Performance & UI Enhancements

November 2025

Cohort selection now loads ~3-4x faster with parallel API loading
Trainer Dashboard layout improved: Full-width attendance register, compact cohort progress bar
Enhanced attendance visuals: gradient buttons, zebra-striped rows, sticky student column

v1.2.1 Issue Resolution Tracking

November 2025

Resolved By column in Issues Tracker showing who resolved and when
Compact sidebar design for better content visibility
Recent Changes section in System Manual

v1.2.0 Program Unit Templates

November 2025

Unit Templates - Define reusable unit templates for programs and short courses
Unit Library - View all units in the system with search and filter
Automatic unit creation when new cohorts are added
Template management with display order and active/inactive status
Professional toast notification system
Improved unit model for better data flexibility

v1.1.0 Assessment & RBAC

November 2025

Competency-based assessment tracking per student/unit
Assessment types: Written Test, Practical, Portfolio, Observation, Project, Oral
Student transcript generation with competency status
Role-Based Access Control (Admin, Trainer, Assessor, Student)
Role-specific sidebar navigation and permissions

v1.0.0 Initial Release

November 2025

Program and Short Course management with accreditation tracking
Cohort management with location, trainer, and phase tracking
Date-based attendance register with spreadsheet-style UI
Status codes: Present, Absent, Late, No Show, Excused
Unit progress logging with completion tracking
Issues tracker with status management
Visual analytics dashboard with Chart.js
Year-based filtering for historical data
CSV export for summary and cohort data
Session-based access code authentication
PostgreSQL database backend
Responsive design with Bootstrap 5

Roadmap - Planned Features

Full Student Registration Database with demographics
Student enrollment workflows and documentation
Advanced reporting and analytics
Email notifications for issues and deadlines
Student portal for viewing progress
Certificate generation upon completion

System Policy & Procedures

Document Version 1.0 | This document is regularly reviewed and updated as the system evolves.

Download PDF Download Editable (Markdown)

1. Purpose

This document establishes the policies, procedures, and guidelines for the effective use and administration of PMRS (Programme Management Registry System). It serves as the authoritative reference for all system users and administrators.

2. User Roles & Permissions

Function	Admin	Student Admin	Trainer	Assessor	Student
Create students	✓	✓	-	-	-
Delete students	✓	-	-	-	-
Manage enrollments	✓	✓	-	-	-
Record attendance	✓	✓	✓*	-	-
Edit assessments	✓	-	✓*	✓*	-
Issue certificates	✓	-	-	-	-
Send cohort emails	✓	✓	✓*	-	-
System settings	✓	-	-	-	-

* Assigned cohorts only

3. Attendance Status Codes

Code	Status	Hours Calculation
P	Present	Full daily hours
A	Absent	0 hours
L	Late	Half daily hours
E	Excused	0 hours
W	Withdrawn	0 hours
N	No Show	0 hours

4. Enrollment Status Lifecycle

Enrolled Active Completed

Active Inactive Withdrawn

5. Issue Priority Levels

Priority	Response Time	Use Case
High	Immediate	Safety, compliance, critical operations
Medium	Within 3 days	Quality issues, non-critical problems
Low	Within 1 week	Minor improvements, suggestions

6. Data Security

All personal data is encrypted in transit (HTTPS)
Passwords are securely hashed and never stored in plain text
Role-based access control limits data visibility
Audit logging tracks sensitive operations
Rate limiting prevents abuse

7. System Evolution

This system is designed to evolve with organizational needs.

Policies are reviewed annually and when significant changes occur
Version numbering follows semantic versioning (Major.Minor.Patch)
All changes are documented in the Version History
Users are notified of significant policy updates

For the complete System Policy & Procedures Manual, download the PDF or editable Markdown file above.

AI-Generated Reports

Admin Only

Generate SQL Query Report

Use natural language to query program data. Examples:

"Male graduates for 2025"
"Students with attendance below 50%"
"Completed assessments by cohort"
"Program completion rates"

Attendance Reports

Monthly Attendance Summary

Month

Year

Program

Cohort

Cohort Attendance Comparison

Month

Year

Program

Student Directory

Admin Only - Student Registry

All Students 0

#	Student ID	Name	Gender	Email	Phone	Enrollments	Status	Actions
Loading students...

Manage Trainer Logins

Admin Only

Add New Trainer

Username Lowercase, no spaces

Display Name

Email (optional)

Password

Role

Assign Cohorts Hold Ctrl/Cmd to select multiple

Existing Trainers

Username	Display Name	Role	Assigned Cohorts	Last Login	Actions
Loading trainers...

Audit Logs

Admin Only

Timestamp	User Type	User ID	Action	Resource	Resource ID	Details	IP Address
Loading audit logs...

Showing last 100 audit entries