Table of Contents

Getting Started................................................................ 2
THE EVCS SYSTEM ....................................................................................................... 2
THE SOA-IS SYSTEM.................................................................................................... 2

Application Overview: .................................................................................................. 3

SYSTEM: EVCS .......................................................................................................... 3
SYSTEM: SOA-IS....................................................................................................... 4

Application Manual: ...................................................................................................... 5

SYSTEM SCREENS / WINDOWS ............................................................................. 5
EVCS PROCESS MANUAL ......................................................................................... 7
SOA-IS PROCESS MANUAL.................................................................................... 29

Security Related Information.................................................................................... 34

BUILT-IN SYSTEM SECURITY ................................................................................... 34

Password Creation and Maintenance................................................................... 34
User Credential Verification................................................................................... 34
User Rights to Processes ....................................................................................... 35
Access Expiration .................................................................................................... 35
Secure Communication Channel........................................................................... 35

INSECURE PRACTICE OF USERS.............................................................................. 35

Insecure Passwords................................................................................................ 35
Not So Private Passwords...................................................................................... 36
Un-maintained Passwords ..................................................................................... 36

Technical Requirements ................................................. 37

INTERNET CONNECTION .......................................................................................... 37
CLIENT COMPUTER .................................................................................................... 37
CLIENT WEB BROWSER ............................................................................................ 37
Getting Started

This text will serve as the user’s manual for the proper operation of the Electronic
Verification and Certification System (EVCS) and the Special Order Application and Issuance
System developed by Web Systems Development Inc. for the Commission on Higher
Education (CHED).

THE EVCS SYSTEM

The Electronic Verification and Certification System or EVCS is an application system

utilizing the Internet as its main channel of communication and can be accessed using a web
browser. This way, CHED Regions and the participating Higher Educational Institutions can
use the system in real-time without having to spend in building sophisticated IT
infrastructure (a simple Internet Connection is required). All the necessary build-up of
infrastructure has been carried out by CHED Central Office M.I.S. Division.

THE SOA-IS SYSTEM

The Special Order Application and Issuance System or SOA-IS is an application system
that tightly integrates with the Electronic Verification and Certification System. As such, the
two (2) systems share information and appears as a single system to application users which
means that only one log-in is required to make use of the facilities provided for by the two
systems.

This means that the submission of application for student special orders by Higher
Educational Institutions can be made electronically or on-line using a web browser, the
verification, generation, and printing of students special order numbers can be completed
with less human intervention and in less time and finally, the process of verification and
authentication of records prior to issuance of CAV-DE (Degree Earned) to clients can be
accurately completed in minutes or less.
Application Overview:

Briefly described here are the processes and system constraints involved in the operation of the
whole system (EVCS and SOA-IS) by the user of the Higher Educational Institution. For a
detailed step by step instruction of each process, please refer to the APPLICATION MANUAL
section.

SYSTEM: EVCS

1. A HEI User must first access the system using a login name (username) and password
before any meaningful task can be made. Login name and password can be requested
from your CHED REGION office.

2. After successful login, HEI Users may start entering their Programs and Courses for
submission into the CHED Regions. After submission, an equivalent approval by CHED
Regions is necessary so that any other inputs by HEI users to the system can be
completed.

3. Before any enrollment data can be entered, a program offering must be opened or
created by the HEI user. This step must be repeated for every program a HEI opens for
enrollment.

4. After opening a program, HEI users may start entering their respective Student Profile
Information (using HEI Site). This step must be made every time a new student is to be
enrolled or once every enrollment period (applies only to new students, transferees, and
existing students changing their active program).

5. Credit Units for some students and Enrollment Reports may now be entered in the HEI
Site by the HEI users at this point. This step must be repeated every enrollment period
(applies to all students).

6. When enrollment data have been entered, the HEI User must close the enrollment by
closing the opened program. After this process, no more enrollment information can be
entered. If by accident a program or programs is/are closed, a request for re-opening
must be made subject to approval by the CHED Region. After closing a program
offering, CHED Regions simply accepts the information to be included into the system
data bank and this signals the system to not accept anymore enrollment data and wait
for the terminal report of the Higher Educational Institution.
 7. At the end of each semester, each participating schools must enter their respective
terminal report thru the HEI Site (only those students in the enrollment report can be
given a terminal report or grade indicator).

Submission of terminal reports needs to be accepted by CHED Region for

inclusion into its own databank.

SYSTEM: SOA-IS

1. HEI users can apply for their Students Special Order after students have graduated (all
grades have been issued) thru the HEI Site.

2. When a HEI apply for Special Orders (thru the HEI Site), the application is pending for
approval and can be seen by the CHED Region User (thru the CHED-RO Site). The
approval of application must be made by the CHED Region User prior to the actual
generation of special orders.

3. After the CHED Region successfully generated the special order request, it will be given
to the requesting Higher Educational Institution in a hard-copy format where each
student is given his/her own SO Number.
Application Manual:

This section lists all the detailed steps to be performed by users in navigating and using
the system. System operations have a listing of steps in tabular form and operations are
grouped by their major system.

SYSTEM SCREENS / WINDOWS

LOGIN SCREEN

MAIN PANEL SCREEN (The main screen after user log-in)

 MAIN MENU (Located at the right side of the “Main Panel” Screen)

Logout Button (Located at the top right corner of the main panel screen)

The Close Window Button

EVCS PROCESS MANUAL

All operations detailed in this EVCS manual for the user of Higher Educational Institution
can only be accomplished after successfully logging and have the rights for the specific
operation. If a user has successfully logged in but cannot perform the operation, the most
likely cause is lack of user right to operate or execute the system process.

1. PROGRAM ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and/or REGISTRAR

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click PROGRAM ENTRY item to show the HEI
PROGRAM ENTRY Window.

2. Fill up all the necessary fields in the HEI PROGRAM ENTRY Window and
Click the SAVE RECORD button when finished.

If error(s) occur during saving, read the message(s) for the

explanation of why the error(s) occurred.

* You may enter as many programs as required by repeating this process.

PROGRAM ENTRY SCREEN

2. COURSE ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and REGISTRAR

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click COURSE ENTRY item to show the HEI COURSE
ENTRY Window.

2. From the HEI COURSE ENTRY Window, Click the button labeled SET
PROGRAM to bring in front the SCHOOL PROGRAM Window.

3. From the SCHOOL PROGRAM Window, select the appropriate program you
want to add courses (subjects) to and Click the button labeled SET THIS
PROGRAM.

NOTE: If no valid program appear on the drop-down box selection

that means No Program has been entered yet. Please refer to
PROGRAM ENTRY for the adding of Program.

4. Start entering course information from the COURSE ENTRY Section of the
current window and Click the SAVE button when finished.

If error(s) occur during saving, read the message(s) for the

explanation of why the error(s) occurred.

* You may repeat the previous step (Step #4) as many times as required to
completely add all the courses (subjects) of the selected program. Also,
courses you add will appear at the EXISTING COURSES/SUBJECTS section.

You may complete the whole process (COURSE ENTRY PROCESS) in as many
sessions as required. That is to say, you can complete the adding of courses
to a program in more than one (1) login session if necessary.
COURSE ENTRY SCREEN (Program Select)

COURSE ENTRY SCREEN (Course Entry & Saving)

COURSE ENTRY SCREEN (Error Detection)

 3. PROGRAM & COURSE SUBMISSION

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS REGISTRAR ONLY

STEP INSTRUCTION

1. From the main menu Click the SUBMISSION menu to show the available list
of sub-menus then click SUBMISSION OF PROGRAMS item to show the
SUBMISSION OF PROGRAM Window.

2. From the SUBMISSION OF PROGRAM Window, a list of Programs for

submission will be displayed (if any). Click the SUBMIT button for each
program you want to submit.

NOTE: Approval by CHED REGION is needed here (after submission)

for inclusion of program(s) and courses in the CHED REGION data
bank.

MENU for
SUBMISSION OF
PROGRAM

PROGRAM SUBMISSION SCREEN

4. OPENING OF PROGRAM

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS REGISTRAR ONLY

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click OPEN PROGRAM FOR ENROLLMENT item to
show the proper window module.

2. From the OPENING OF PROGRAM OFFERING Window there is a section

named PROGRAM OFFERING, choose the appropriate program you want to
offer for enrollment here and click the SET THIS PROGRAM button.

3. Now, fill up the rest of the fields and click the SAVE button when finished.

* You may open as many program for enrollment as required by repeating the
steps from 2 to 3 and when you are done you may close the window.

MENU for OPENING A

PROGRAM for
ENROLLMENT
OPENING OF PROGRAM OFFERING SCREEN (Program Selection)

OPENING OF PROGRAM OFFERING SCREEN (Saving of Program Offering Information)

5. STUDENT PROFILE ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and REGISTRAR

NOTE THIS PROCESS CAN ONLY BE ACTIVATED SUCCESSFULLY IF

THE APPROPRIATE PROGRAM FOR THE STUDENT HAS BEEN
OPENED FOR ENROLLMENT.

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click NEW STUDENT item to show the proper window
module.

2. From the STUDENT PROFILE ENTRY Window fill up all the necessary fields
including the field labeled 1st PROGRAM to identify the Program of the New
Student.

In special cases, a student may be allowed to enroll two (2)

different programs at the same enrollment period, as such the 2nd
PROGRAM field needs to be set properly to identify the second
program of the student.

3. When done filling up information click the SAVE RECORD button. You may
now enter another New Student Information or exit the window.

MENU for ADDING

NEW STUDENT
STUDENT PROFILE ENTRY SCREEN (Entry of New Student Information)

6. STUDENT ENROLLMENT ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and REGISTRAR

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click STUDENT ENROLLMENT item to show the proper
window module.

2. From the new window that appeared select the program, school year and
semester for enrollment and click the SET button.

3. From the SEARCH STUDENT section of the window enter the student number
and click the OK button to open-up the COURSE ENTRY section of the same
window.

If a selected student has an existing enrollment data for the

selected program, school year and semester they will be displayed
at the EXISTING COURSE ENROLLMENT section of the window.

4. From the COURSE ENTRY section of the window enter the course (subject)
 code to be enrolled by the student and click the OK button. This will display
the title associated with the course (subject) code and will enable the ADD
button of the same section.

5. Now, click the ADD button to add the course (subject) for the student from
the NEW COURSE ENROLLMENT section of the same window.

Clicking the ADD button does not actually add the course to this
student for enrollment. It merely adds the course or courses to the
list of NEW COURSE ENROLLMENT section of the same window.
In short, the student is not yet enrolled.

6. Repeat the previous steps (Step #4 and #5) until all the courses of the
student are added to the NEW COURSE ENROLLMENT section of the same
window.

7. In order to actually save the enrollment information for the student click the
SAVE NEW COURSE ENROLLMENT button located at the bottom right side
of the window.

8. To input enrollment information for another student, click the CHANGE

STUDENT button from the SEARCH STUDENT section and repeat the steps
from three (3) to seven (7).

MENU for STUDENT

ENROLLMENT
ENROLLMENT FORM ENTRY SCREEN (Setup for Program, School Year and Semester)

ENROLLMENT FORM ENTRY SCREEN (Entry of student number to be enrolled)

ENROLLMENT FORM ENTRY SCREEN (Entry of Course for enrollment by a student)

 ENROLLMENT FORM ENTRY SCREEN (Saving “new course enrollment” of a student)

ENROLLMENT FORM ENTRY SCREEN (After saving “new course enrollment” of a student)
7. STUDENT CREDIT UNIT ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and REGISTRAR

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click COURSE CREDIT ENTRY item to show the proper
window module.

2. From the new window that appeared select the program, school year and
semester to mark the credit period and click the SET button.

3. From the SEARCH STUDENT section of the window enter the student number
and click the OK button to open-up the CREDIT ENTRY section of the same
window.

If a selected student has an existing course credits data for the

selected program, school year and semester they will be displayed
at the EXISTING CREDITED COURSES section of the window.

To show all the course credits (if any) of the student for the
selected program (all years & semesters) click the VIEW ALL
CREDIT UNITS FOR THE CURRENT PROGRAM button located
at the bottom left side of the window.

4. From the CREDIT ENTRY section of the window enter the course (subject)
code to be credited to the student and click the OK button. This will display
the title associated with the course (subject) code and will enable the ADD
button of the same section.

5. Now, click the ADD button of the CREDIT ENTRY section to add the credit to
the student.

Clicking the ADD button does not actually add the credit to the
student. It merely adds the credit to the list of NEW CREDITED
COURSES section of the same window. In short, the course is not
yet credited.
 6. Repeat the previous steps (Step #4 and #5) until all the credits of the
student are added to the NEW CREDITED COURSES section of the same
window.

7. In order to actually save all the course credit information of the student click
the SAVE NEW CREDITED COURSES button located at the bottom right
side of the window.

8. To input course credit information for another student, click the CHANGE
STUDENT button from the SEARCH STUDENT section and repeat the steps
from 3 to 7.

MENU for STUDENT

COURSE CREDIT
ENTRY

STUDENT CREDITED FORM ENTRY SCREEN (Setup of Program, School Year and Semester)
STUDENT CREDITED FORM ENTRY SCREEN (Entry of student number for course credit)

STUDENT CREDITED FORM ENTRY SCREEN (Course Credits entry for a selected student)

STUDENT CREDITED FORM ENTRY SCREEN (Saving of Course Credits for a student)
 STUDENT CREDITED FORM ENTRY SCREEN (After saving Course Credits)

8. CLOSING OF PROGRAM

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS REGISTRAR ONLY

STEP INSTRUCTION

1. From the main menu Click the PROGRAMS menu to show the available list
of sub-menus then click CLOSE PROGRAM item to show the proper window
module.

2. From the CLOSING ENROLLMENT Window choose the appropriate school

year from the drop-down box and click the LOAD button. This will display a
list of programs currently open.

If no school year value(s) are visible from the drop-down box that
means there is no open program yet.

3. Click the CLOSE button for the open program you want to close.

By Closing any Open Programs, the following applies:

 • The program will disappear from the list of open programs.
• Enrollment Information for the closed program will be
automatically submitted to CHED Region System for
acceptance.
• You can no longer add NEW STUDENT for the closed
program.
• You can no longer enroll a student for the closed program.
• You can no longer give course credit to a student with an
enrolled program that is closed.

CAUTION! Be sure that you have entered all the required

information before closing a program.

4. Repeat step #3 until you are done closing all open programs you want to
close.

* If by accident you have closed a program you may still be able to re-open the
said program by requesting for its re-opening to the CHED Region. A module
is included in the system for this reason.

NOTE: This requires acceptance of CHED REGION for inclusion on their

data bank.

MENU for CLOSING

OF PROGRAM
OFFERING
CLOSING ENROLLMENT SCREEN (For the listing of open enrollment in a selected school year)

CLOSING ENROLLMENT SCREEN (Listing of open enrollment in a selected school year)

CLOSING ENROLLMENT SCREEN (Closing by clicking the “CLOSE” button)

CLOSING ENROLLMENT SCREEN (Confirmation dialog prior to actual closing)

NOTE: The closed enrollment will be removed from the listing of

available open enrollment.
9. TERMINAL REPORT ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and REGISTRAR

STEP INSTRUCTION

1. From the main menu Click the TERMINAL REPORT menu to show the
available list of sub-menus then click TERMINAL REPORT ENTRY item to
show the proper window module.

2. From the PROGRAM ENROLLMENT PERIOD section of the TERMINAL FORM

ENTRY Window select the appropriate Program, School Year and Semester
and click the SET button. This action will enable the entry of grades for the
selected program enrollment period.

3. From the SEARCH STUDENT section enter the student number and click the
OK button to display all the enrolled subjects of the student at the EXISTING
COURSE TERMINAL section.

4. From the EXISTING COURSE TERMINAL section, select the course grade from
the drop-down box and enter the appropriate rating for all the courses listed.

COURSE GRADE can be either PASSED or FAILED and RATING is

the equivalent GRADING SYSTEM of the school (i.e. 2.50 or A++).

5. Click the SAVE COURSE TERMINAL button to save your entries.

6. To enter the terminal grades of another of the same Program student click
the CHANGE STUDENT button of the SEARCH STUDENT section and repeat
steps #3 to #5.

7. To enter terminal grades of students enrolled in another program, click the

RESET button of the PROGRAM ENROLLMENT PERIOD section and repeat
steps #2 to #6.
 MENU for the ENTRY
OF TERMINAL
REPORT

TERMINAL FORM ENTRY SCREEN (Entry of Enrollment Period Information)

TERMINAL FORM ENTRY SCREEN (Searching for student to be given a terminal report)
TERMINAL FORM ENTRY SCREEN (Entry of a selected student’s terminal report)

TERMINAL FORM ENTRY SCREEN (Saving of student’s terminal report)

10. CLOSING OF TERMINAL REPORT ENTRY

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS REGISTRAR ONLY

STEP INSTRUCTION

1. From the main menu Click the TERMINAL REPORT menu to show the
available list of sub-menus then click CLOSING / RE-OPENING OF
TERMINAL REPORT item to show the proper window module.

2. From the EXISTING TERMINAL STATUS section of the active window select
the School Year from the drop-down box and click the LOAD button to list all
the available terminal reports.

3. From the list of available terminal reports click the E button (for Edit) to edit
the status of the terminal report. The information will be displayed at the
TERMINAL STATUS section of the active window.

4. From the TERMINAL STATUS section change the status of the terminal report
from Open Terminal to Close Terminal and click the UPDATE button to save
the information.

By closing the terminal report, the following applies:

• No more student terminal grades for the program can be entered.

• The terminal report is automatically submitted to CHED Region
System for acceptance.

If by accident you have closed a terminal report, you may re-open

it by editing the status of the terminal report. This can be made
as long as the submitted terminal report is not yet accepted by
CHED Region User. Otherwise, no more re-opening can be made.

5. Repeat the steps #3 to #4 to close all terminal reports.

NOTE: After closing the terminal report the CHED REGION will now
accept the submission for inclusion on its own data bank.
 MENU for the
CLOSING or
REOPENING of
TERMINAL REPORT

TERMINAL STATUS FORM VIEW/UPDATE SCREEN

TERMINAL STATUS FORM VIEW/UPDATE SCREEN (Listing of opened & un-submitted terminal
reports)

TERMINAL STATUS FORM VIEW/UPDATE SCREEN (Updating Status from OPEN to CLOSE)
SOA-IS PROCESS MANUAL

1. APPLICATION FOR STUDENT SPECIAL ORDERS

SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS STAFF and REGISTRAR

NOTE THIS IS FOR THE ENTRY OF STUDENTS IN THE SPECIAL

ORDER APPLICATION

STEP INSTRUCTION

1. From the main menu Click the SPECIAL ORDER menu to show the available
list of sub-menus then click SPECIAL ORDER APPLICATION ENTRY item
to show the proper window module.

2. From the SPECIAL APPLICATION ENTRY Window click the SET

PROGRAM button to show the SCHOOL PROGRAM Window.

3. From the SCHOOL PROGRAM Window choose the appropriate Program from
the drop-down box and click the SET THIS PROGRAM button.

4. Enter the graduation date and click the SET THIS GRADUATION DATE
button.

5. Enter the school year and click the SET THIS SCHOOL YEAR button.

6. Back from the SPECIAL APPLICATION ENTRY window enter the student
number of the student you want added to the SO Application and click the
OK button. This will display the name of the student for you to review if the
entered student number is really the student you want to add.

7. Click the ADD button to include the student into the list display.

Clicking the ADD button does not actually save the information
but rather prepare the student for inclusion in the SO Application.

8. To actually save the students and therefore include them in the SO

Application click the POST button.
 MENU for the
SPECIAL ORDER
APPLICATION ENTRY

SPECIAL ORDER APPLICATION ENTRY SCREEN (Main Screen)

SPECIAL ORDER APPLICATION ENTRY SCREEN (Program, Graduation, School Year Entry)

SPECIAL ORDER APPLICATION ENTRY SCREEN (Search student for inclusion in the application
list)

SPECIAL ORDER APPLICATION ENTRY SCREEN (Add student in the application list)

SPECIAL ORDER APPLICATION ENTRY SCREEN (Saving Special Order Application)

 SYSTEM Web Site Application of Higher Educational Institution Only

USER HEI User

USER RIGHTS REGISTRAR ONLY

NOTE THIS IS FOR THE SPECIAL ORDER APPLICATION

SUBMISSION

STEP INSTRUCTION

1. From the main menu Click the SPECIAL ORDER menu to show the available
list of sub-menus then click SUBMISSION OF SPECIAL ORDER
APPLICATION item to show the proper window module.

2. From the SUBMIT SO REQUEST FORM VIEW select a school year and
click the LOAD button to load the list of SO APPLICATIONS previously
prepared in the SO APPLICATION ENTRY.

3. From the list of previously prepare applications click the corresponding

SUBMIT SO REQUEST button to actually submit the Application.

4. Repeat step #3 to submit all special order applications to CHED Region

System for Approval.

MENU for the

SUBMISSION of
SPECIAL ORDER
APPLICATION
SUBMIT SO REQUEST FORM VIEW SCREEN (School year selection for displaying applications)

SUBMIT SO REQUEST FORM VIEW SCREEN (Submission of Special Order Application)

2. RETRIEVAL OF GENERATED STUDENTS SPECIAL ORDERS

SYSTEM Not Applicable

USER Not Applicable

USER RIGHTS Not Applicable

1. After the CHED REGION generated the application of students special orders
by the Higher Educational Institution, the hard copy form will be relayed to
the HEI by the CHED REGION.
Security Related Information

The system is designed so that access and consequently the stored information can be
secured and be available only to users who have their credentials verified by the system. Also,
even if the developers did their job of properly developing a secured application, network
administrators, system administrators, and system users still play a major part of the overall
system security. It is therefore mandatory that all people involved in the system must co-
operate to minimize insecurities and in case of system breach lessen the impact damage.
Always remember, the only 100 percent secure system is a system that has not been created
yet!

BUILT-IN SYSTEM SECURITY

Password Creation and Maintenance

One security feature of the system can be found in the creation of User Accounts.
Passwords created are a combination of several types of characters that must be present and
a minimum of ten (10) characters is required in order to be considered valid. This feature
may pose additional complexity to users of the system as they cannot just enter pure
alphabetic characters for the maintenance of their password but the feature cannot be
removed as it helps administrators in strengthening user password security.

User Credential Verification

In order for the user to access any system operation, he or she must supply his/her
system user identification and password. Once user credentials are verified, access can be
given or denied depending on the result of the system verification. In addition, since
password sniffers are all over the Internet, passwords are encrypted to ensure their privacy
over the wire.
 User Rights to Processes

Users are given certain permissions based on their designated system access. This will
allow users to focus on their designated system operation and not overlap with other users of
the system. This way, privilege access can be accessed by privilege user and normal
operations can be performed by less privilege user.

Access Expiration

Access expiration is a way for the system to disconnect any in-active or idle user after
a certain period of time (currently set to 1 hour). This is useful for users who have forgotten
to logout from the system.

WARNING: Always log-out of the system when you are done using the system
or when you leave your computer. Forgetting to logout or leaving your
computer when the system is in use may allow other users to sneak in
and access information not normally allowed to them (degree of damage
may vary depending on the un-authorized user action).

Secure Communication Channel

Communication made by your browser to the server is encrypted which adds to the
degree of system security. What this means is that request your browser makes to the
server are automatically transformed into a form that is not intended to be understood by
humans and have a very low probability of being transformed into plain text by automated
cracking machines except your browser and the server.

INSECURE PRACTICE OF USERS

Insecure Passwords

Although the system makes it hard for users to create weak passwords it does not
entirely prevent the user from entering weak passwords. In addition, passwords are
 generally created with an obvious connection to the user such as birthday, a person’s name
or other information that have special meaning to the user. If a password cracker gets a
hold of this information, guessing the users password may only take a few minutes or few
days depending on the information he/she has. Furthermore, avoid dictionary type
passwords as this is very easy to guess and crack.

Not So Private Passwords

User passwords are meant to be private and known only to the user but there are
users who give out their passwords to others and letting them access the privilege
information and processes in their behalf. This practice should not be tolerated and avoided
at all cost since the innocent user will almost certainly be put into a very compromising
situation if the system is breached.

Other users write their passwords to a piece of paper or store them on their computer
just so they can avoid remembering their password and simply feed the password when
needed to the system. The problem with this is that users often forget where they put their
password and the risk of others finding the password is immense.

Un-maintained Passwords

Password maintenance is often neglected by users, it is their view that this adds to the
complexity of using an electronic system. Since passwords even if encrypted can end up at
the hands of password sniffers, these sniffers can simply run a program to decode the
captured password. Maintaining passwords periodically will minimize the impact of this
problem and save you trouble down the road. Make it a point that you change your
password every now and then!
Technical Requirements

INTERNET CONNECTION

In order to use the system from client location an Internet connection is required. A
facility such as landline or wireless with an Internet Gateway must be present from your
location and a computer that can use the facility.

CLIENT COMPUTER

Client computer must have at least 256MB of main memory and running Windows
2000/XP for those using Microsoft Software or the Linux Operating System with a GUI
environment. A monitor with a minimum screen resolution of 1024 x 768 pixels is a must!

CLIENT WEB BROWSER

Web browser requirements must be met to be able to use the system properly. Errors
attributed to not using the minimum browser requirements cannot be fixed mainly because
earlier browsers lack the technological advancement in browser technology and standards that
are now adopted by different web browser software companies.

# Web Browser Minimum Release Date Operating System

Platform Version Platform

1. Internet Explorer 6.0.0 Aug. 28, 2001 Windows Only

2. Mozilla Browser / Firefox 1.0.0 Nov. 09, 2004 Windows & Linux
3. Netscape 7.0.0 Aug. 29, 2002 Windows & Linux
4. Opera 8.0.2 Jul. 28, 2005 Windows & Linux
5. Konqueror 3.5.1 Feb. 27, 2006 Linux Only

In addition to the above table, the system requires that your browser has Javascript
enabled, browser cookies be turned on and must allow the system to open Pop-Up
windows.