Awoshie Last Stop, Opposite Odorgonor Senior High School.

+233 (0) 302338347 | 0205017192 | 0559236280 info@rhomicom.com

Introduction

1. INTRODUCTION

Rhomicom Organisation Management System is a software designed to help automate the management of all Organizations be it Churches, Schools, Companies, NGOs etc.

It has modules that cover almost every aspect of the management of an Organization or Enterprise.

It is well suited for areas such as capturing personal data about persons in the Organization, Payroll Processing and efficient management of Internal Contributions and Payments of members, Financial Accounting, Inventory & Fixed Assets Management, Sales and Purchasing (Procurement), efficient tracking & reconciliation of all of the organization’s payables and receivables, monitoring of the Attendance Records of persons and many more.

2. SOFTWARE INSTALLATION / DATABASE SETUP

The software comes in a simple setup file which includes most of the basic prerequisite applications.

However the user must also have Microsoft Office Word and Excel 2003 and above installed on the client machines. Installing ADOBE Flash player and ADOBE Reader is also an advantage.

The database is POSTGRESQL which is only installed on a central server to be accessed by all.

A. STARTING THE SETUP FILE

i. Double-Click on the Organisation Management System V1.0.0 Setup.exe file in the setup folder provided. Make sure you say yes to all dialogs that ask whether you want the setup to run.

ii. Click Next

iii. Maintain the default setup folder and click next

iv. Click Next again

v. Indicate whether you want a desktop icon and click next

vi. Review your selections and click INSTALL

vii. Wait for Installation to Complete

viii. Affirm and Install all Prerequisite Programs that show up by clicking on Next throughout.

B. CONFIGURING THE DATABASE ON THE SERVER

i. If this machine is the Database Server Machine then Click on LOAD DEFAULTS ON the Screen that comes up otherwise Click on Close to complete the Installation

ii. If the PG_RESTORE DIRECTORY is still blank it means the POSTGRESQL Database is not installed. Click on INSTALL POSTGRESQL to Install the Database if this machine is the Server Machine. Take notice of the password you use during the Installation. After successfully Installing POSTGRESQL Click on load defaults again. Provide your own Database Connection Parameters if the defaults are not correct. Type in the POSTGRESQL Installation Password and click on connect.

iii. Choose a Base database directory which must have the name of the database as the last folder. Click on Create to either create and Empty Database or a Sample Database. For a Sample Database make sure the Sample database Source Backup File is the one selected.

NB: You will be asked to provide the POSTGRESQL Password during this Database Creation Process.

C. CONFIGURING AN FTP SERVER (FILEZILLA)

i. Setup and Install an FTP Server and create a User that has full access to the Base Database directory you specified.

ii. This ftp user will be configured into the system so that network users can through the software view files they are supposed to view via the network.

D. Click on Finish

3. WELCOME SCREEN

A. CONNECTING TO LIVE AND TRAINING DATABASES

i. Provide details of the Database you want to connect to by selecting one from the Stored Connections Combo Box or by typing in all the details.

ii. Click on OK. Enter your user name and Password. For a fresh database the ff can be used. USERNAME: admin PASSWORD: admin

iii. Select the Roles you wish to use and click OK. You can get this Dialog Box by clicking on SELECT ROLES on the Top Menu under START

B. HOME PAGE

i. The home page displays basic information about your current connection. It also provides shortcuts to the menu items on top of the main form.

C. START MENU

i. CHANGING MY PASSWORD

ii. MY INBOX/NOTIFICATIONS (REMS)

iii. SELF-SERVICE MODULE (REMS)

iv. OPEN LOCAL FILE STORAGE: – Click here if you want to view where files and documents attached to database records are stored on your local machine.

D. CORE MODULES MENU

i. This provides access to all the fundamental modules of this application

E. OTHER MODULES MENU

i. This provides access to all the optional modules of this application

F. ADDINS MENU (REMS)

G. SETTINGS MENU

i. This provides access to all the tools needed to administer and setup the application

ii. REFRESH: – This refreshes the main form and the data on it.

iii. CUSTOMIZE :- This provides an interface to change color scheme of the application

NB: Once the scheme is changed a restart is required before the changes take effect.

H. HELP MENU

i. OPERATIONAL MANUALS: – Opens a web interface which contains the software manuals and any operational manuals of the Organisation if available.

ii. CONTENT: – Opens the PDF Help File.

iii. ABOUT RHOMICOM: – Opens an Adobe Flash File which contains a brief advertisement for Rhomicom Systems Technologies Ltd., the company behind this application.

4. COMMON FEATURES ACROSS MODULES

A. LEFT MAIN MENU (TREEVIEW)

i. This usually contains a list of all the various sub-modules of the module the currently logged in user has access to

ii. User can click on any of the items in this list to open the main form behind this sub-module

B. NAVIGATING THROUGH RECORDS

i. On every form/dialog box users can move from one record to another by clicking on the appropriate blue arrow icon in the top toolbar

C. SEARCHING FOR RECORDS

i. Records can be searched for by typing a portion of the data being searched for in the search for textbox and selecting a search criteria from the search in combo box

ii. E.g. To search for all persons who have Z01 in their ID No. type %Z01% in the search for textbox and make sure ID is selected in the search in combo box and click on GO or REFRESH button as shown below

iii. Also to search for all accounts whose account numbers start with 3 just type 3% in the search for textbox and make sure account number is selected in the search in combo box

D. VIEWING SQL STATEMENT AND RECORD HISTORY

i. To view the SQL Statement behind the current form or dialog box for the purposes of troubleshooting or report development just click on the view SQL button on the toolbar

ii. To view the RECORD HISTRORY of a currently selected record or line click on the record history button on the toolbar to view who created and who last updated the record

E. PICKING VALUES FROM LIST OF VALUES

i. For any text field which requires that you pick values from an already defined list of values (LOV) there is usually a small button with three dots (…) on it besides the text field. Click on this button to choose the required value or date.

F. EXPORTING DATA CAPTURING TEMPLATES (EXCEL)

i. On most forms and dialog boxes there is usually a button with label EXPORT (STH) TEMPLATE. User must click on this button to get an Excel Template which can be filled with data for later importation into the system.

ii. When clicked a small dialog box pops up with a question and the possible answers. Choose your option from the available options and type the corresponding number in the text field provided on that dialog box. The system will use the option you choose to generate the required Microsoft Excel Template. E.g. in the Diagram below one must type in 1 to get the current Organisation’s chart of accounts, 2 to get a sample chart of accounts and 3 to get an empty template.

iii. In this other diagram below the user must enter 1 for an empty template, 2 for all records to be exported with the template and 3 on going to get a certain limited number of records exported with the template.

G. IMPORTING DATA CAPTURING TEMPLATES (EXCEL)

i. There is also usually another button with label IMPORT (STH) TEMPLATE which can be clicked to import records saved in a previously exported excel template.

ii. When this button is clicked a dialog pops up asking for you to select the file you wish to import. Navigate to the location of the file, select it and click on OPEN to start importing records from this file.

H. ADD/EDIT/SAVE/DELETE RECORDS

i. Users can always ADD records by looking for the button on the toolbar with the plus icon and clicking on it. A blank form or dialog appears for the user to fill it. Click on OK or SAVE when done to save the record.

ii. Such menus can also usually be accessed by right-clicking on the left list.

iii. To EDIT/DELETE a record make sure that record is the currently selected record by selected it from the Left List or by navigating to it. Click on the EDIT or DELETE button once you’ve selected the appropriate record

I. VIEWING EXTRA INFORMATION

i. Some forms have a button labelled VIEW EXTRA INFORMATION. This button when clicked displays a dialog box showing all the Extra Information Labels or Fields enabled for this form. For each row of extra information the data can be provided against it and it gets stored against the current record for which extra information is being captured.

J. REFRESHING/RELOADING RECORDS

i. Records can always be reloaded/refreshed by clicking on either a GO button or a REFRESH button