re 1

Course 1
Introduction to SIMS

Student Information Management System (SIMS)

Office of the Registrar

Version 1J SC 21/12/2017
 INTRODUCTION TO SIMS

Table of Contents

Introduction to ............................................................................................................................... 1
Course 1 ......................................................................................................................................... 1
What is SIMS? ................................................................................................................ 1
Aims ................................................................................................................................ 1
Requirements .................................................................................................................. 1
Courseware ..................................................................................................................... 2
Queries ............................................................................................................................ 2
Lesson 1 ......................................................................................................................................... 3
Overview of SIMS........................................................................................................................... 3
Objectives ....................................................................................................................... 3
The SIMS Modules (Components) ................................................................................. 3
The University Coding System ....................................................................................... 4
Lesson 2 ......................................................................................................................................... 5
Basic Navigation Skills ................................................................................................................. 5
Objectives ....................................................................................................................... 5
Logging on to SIMS........................................................................................................ 5
Managing Tables on SIMS ............................................................................................. 9
Exiting SIMS ................................................................................................................ 10
Lesson 3 ....................................................................................................................................... 12
Records ........................................................................................................................................ 12
Objectives ..................................................................................................................... 12
Basic Database Concepts .............................................................................................. 12
SIMS Data Tables ......................................................................................................... 13
Retrieving Records........................................................................................................ 13
Lesson 4 ....................................................................................................................................... 20
Student Related Tables ............................................................................................................... 20
Objectives ..................................................................................................................... 20
Student Related Tables ................................................................................................. 20
1. FULL STUDENT DETAILS (STU) TABLE .................................................... 21
2. STUDENT PROGRAMME ROUTE (SPR) TABLE............................................ 22
3. Course Enrolment Detail (SCE) TABLE ............................................................... 23
List of Function Keys .................................................................................................................. 25

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 INTRODUCTION TO SIMS

This guide was prepared by:

Registrar’s Office

The content of this guide is based on manuals produced by

Tribal Education Ltd

The information in this guide is the property of the University of Malta. It may be
reproduced and circulated within the University of Malta. Staff must not disclose or issue
this guide in any form to any other party.

© Copyright 2017 – University of Malta

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 INTRODUCTION TO SIMS

Introduction to
Course 1

What is SIMS?
SIMS (Student Information Management System) software is a comprehensive
program used to record and manage student data. The program was developed by
a UK software house called Tribal.

The SIMS program facilitates the management of data accumulated during the
students’ study period at university. The program was introduced at the University of
Malta following:

an elaborate exercise to identify the appropriate data management software

suitable for the University;
a wide consultation with academic staff, administrative and technical staff;
substantial hardware and software investments.

Aims
Course 1 provides a foundation for the SIMS software and is a pre-requisite for all
other SIMS training programmes. The course equips trainees with the necessary
skills to perform basic operations in SIMS. The main topics covered during this
course include:

An overview of the SIMS program

Introduction to the University Coding System.
Basic navigation skills through the different screens and menus.
Retrieving, editing, adding, deleting and printing student records.
Student Related Tables.

Requirements
The module assumes that trainees:
are familiar with basics of MS Windows and
have access to an IBM compatible computer equipped with MS Windows and
SIMS training software.

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Courseware
The courseware that follows is made up of 5 lessons. Each lesson will gradually
introduce trainees to new skills required to operate the SIMS software efficiently.
Each lesson builds on the material covered during previous lessons. Accordingly,
you are advised to work through the lessons in the same order that these have been
presented in the courseware.

OBJECTIVES
Each lesson starts with a list of objectives or skills that you are expected to master
by the end of the lesson. You are encouraged to review these objectives after
completing the lesson to ensure that you have reached the goals of the lesson. Do
not proceed to the next lesson unless you have mastered the skills covered in earlier
lessons. You will get confused if you ignore this advice!

ACTIVITIES
The lessons are based on practical step-by-step activities that will help you master
the skills required to perform basic operations in SIMS. All the typing that you are
expected to enter in SIMS has been provided in the courseware. Screen shots have
been included so that you can check your computer output.

FORMAT CONVENTIONS
Typing - As you work through the courseware you will be entering text through the
keyboard.
Special Symbols - The courseware provides two symbols, which have special
meanings:

This symbol indicates short cuts or hot keys.

This symbol alerts about cautions to be observed or actions to

be avoided.

Queries
As you work through the activities of this courseware you may encounter difficulties.
It is suggested that you follow this procedure to resolve such problems:

1. Work again through the steps indicated in the activity boxes.

2. If the above does not work, send an e-mail explaining your problem
(including the activity number you are working through) to:

dorianne.mallia@um.edu.mt
stephanie.cassar@um.edu.mt
Staff from SIMS Office will respond.

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Lesson 1
Overview of SIMS

Objectives
By the end of this lesson you will learn about:
The different modules which make up the SIMS software;
The University coding system for faculties, departments, institutes & centres;
The University coding system for courses;

The SIMS Modules (Components)

As indicated in the introductory section of this manual, SIMS is a comprehensive program used to
record and and manage student data.

SIMS is made up 5 modules (or components) or systems:

1. The Menu System, referred to as MENSYS, is the administrative ‘heart’ of the program
providing access to the modules outlined below. MENSYS controls access to the other
modules. Through MENSYS administrators can control which module operations a user
can perform. It controls central facilities such as help and menu bars, customisation of
screens, printing, archiving and auditing of data etc.

2. The Marketing and Admissions System, referred to as MAS, is used to handle the
processing of enquiries, despatch of marketing material, course application management,
enrolling students etc.

3. The Student Registration System, referred to as SRS, is used to manage students’

personal data and related course information. The module is used to attach students to
study-units. SRS may also be used for management of university fees such as issuing
invoices and receipts.

4. The Credit Accumulation Management System, referred to as CAMS, deals with the
definition of study-units and construction of course programmes. A standard coding
system, referred to as the University Coding System, is used for study-units and course
programmes. This module is also used to record assessments as well as calculate and
process final degree classification. CAMS may be used for constructing time-tables,
lecture room and examination scheduling.

5. The Institution Programme Publishing, referred to as IPP (eVision), facilitates the

dissemination and secure processing of information through the World Wide Web.

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The University Coding System

The University Coding System, referred to in the previous section, was introduced to ensure a
uniform coding system for all university departments (faculties, departments, institutes and
centres) and study-units offered by these departments.

The coding system was coordinated by the Office of the Registrar following input from all
academic entities of the University.

Users of SIMS program will benefit from this standard coding system. Coding allows users to
retrieve the data by inputting its unique code. The user does not have to input large amounts of
information to create or retrieve a record.

For example:
The code EMA is used to refer to the Faculty of Economics, Management and
Accountancy.

The course code UBSCHSPH is used to refer to the Bachelor of Science (Honours) in
Sport and Physical Activity.

Department and Faculty Codes may be accessed

through www.um.edu.mt/registrar/staff.

Undergraduate Postgraduate

UPTC Pre-Tertiary Certificate PC Certificate

Preparatory Course
UPRC PD Diploma

Certificate
UC PM Masters

Diploma
UD P·*MPHIL·* MPhil

Higher Diploma
UHD P·*PHD·* Phd

Bachelor (General)
UB P·*PD·* Professional Doctorate

Bachelor (Honours)
UB ·* H ·*

Prep Programme for

UPP
Master courses

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Lesson 2
Basic Navigation Skills

Objectives
By the end of this lesson you should be able to:
Enter the SIMS program;
Resize SIMS windows;
Close and open menus;
Navigate through the different SIMS systems/modules;
Quit the SIMS program.

Logging on to SIMS
ACTIVITY 2.1
Note: All activities are based on the SIMS training software installed on your computer system.

1. In the Windows desktop, double-click SITS Vision Training Database icon.

The following screen will be displayed:

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The screen displays two windows:

a. Vision Window
b. SITS: Vision Logon Window

2. Input your username and password in order to login the SIMS program.

Do not disclose your password to anyone.

The system administrator will assign usernames and passwords to SIMS users.

3. Click the OK button. The Message Notice Board window will be displayed.

4. Click the OK button. SIMS Main Menu window will be displayed.

The SIMS interface consists of two windows:

a. STP – SITS: Vision 9.2.0 window

This window contains the Minimise, Maximise and Close buttons typical of all Windows.

The menu bar has 4 menus: File, Edit, Misc (short for Miscellaneous) and Help.

Running across the bottom of the window there is a field known as the message buffer. SIMS
stores error messages and the output of data processing in this message buffer (as indicated
further on in this module).

b. SIMS Menu System Window

SIMS opening screen will always display the Main Menu (MM) window.

The Main Menu (MM) window displays several icons including the 5
systems/modules/components (MENSYS, MAS, SRS, CAMS & IPP) identified earlier on.

The Main Menu of your ‘live’ software may contain fewer icons.

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Resizing Windows

ACTIVITY 2.2

1. Click the Maximise button of the STP – SITS: Vision 9.2.0 Window.

This will increase the size of this window to its maximum size covering the windows desktop. The
Maximise button changes to the Restore button.

2. Click the Restore button of the STP – SITS: Vision 9.2.0 Window.

This will restore the window to its previous size.

3. Click the Minimise button of the STP – SITS: Vision 9.2.0 Window.
This will reduce the size of the window to its smallest size i.e. as a button on the Windows taskbar.

4. Restore the STP – SITS: Vision 9.2.0 Window by clicking on the STP – SITS: Vision 9.2.0 in the
Windows taskbar.

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Navigating through SIMS Systems/Modules

As indicated earlier on, the SIMS opening screen will always display the Main Menu (MM)
window.
The Main Menu (MM) window displays several icons representing systems or processes.

You can access a systems table by entering the relevant table acronym within the Select menu
option field and pressing the ‘TAB’ button.

ACTIVITY 2.3
You will now navigate to the Full Student Details window using the acronym code method.

1. In the Main Menu (MM) window, click in the Select menu option field.

2. Type the code STU.

3. Press TAB key.

This will display the Full Student Details (STU) window

4. Close the Full Student Details (STU) window.

Through acronyms/codes, users can quickly navigate through SIMS systems and processes.
You will soon become familiar with the acronyms of the screens that you use most often. In table
2.1 overleaf you will find a list of the most commonly used tables/screens, a brief description and
their respective acronyms.

Table Full Name Description

(acronym)
STU Full Student Details Table holding personal data pertaining to an
applicant / student / graduate. Information accessible
from this table includes basic personal details (name,
surname, date of birth, address details).
SPR Student Programme This table holds three sets of basic information. The
Route first section displays student basic details including
name, surname and date of birth. The second
section displays course related data including status,
programme and route. The final section displays
award related data.
An SPR record is created for every course a
students is accepted on. They are distinguished via
the student number followed by a /1, /2 etc.
SCE Course Enrolment Detail This table displays information related to a student
and his /her course at academic year level. An SCE
record is created per student, per course, per
academic year. Information pertaining to a student’s
status in a particular academic year is best accessed

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through the SCE table.

SMO Student Module Taking The Student Module Taking (SMO) table is linked to
the SPR table and holds information related to a
student’s study-unit registrations. The SMO table
may be accessed either via SPR then selecting
Other > Module Taking from the menu or else by
directly typing SMO in the Select Menu option in the
main menu.
SMR Student Module Result The Student Module Result Status (SMR) table
Status displays information related to results a student
obtained whilst following a course. The SMR table is
also linked to the SPR table. It may be accessed
either through SPR then Other > Module > Results
or directly by typing SMR in the Select Menu option
in the main menu.

Table 2.1 – Most commonly used tables /screens on SIMS

Some important points to remember are:

It is not necessary to be in the menu window where the option resides in order to select it.
When quitting a screen / table the system will take you to the menu window where that
option resides.
You may not have access to all the options within a menu window.

Managing Tables on SIMS

When working on SIMS you may find that you will need to open and work with a multiple number
of tables. It is possible to easily switch from one table to the next by following the steps below.

• Ensure that none of your tables are minimised.

• Press and hold the ‘Ctrl’ button
• Press the ‘Tab’ button and release
• Release the ‘Ctrl’ button
• Repeat the procedure in order to proceed to the next table / table required.

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Exiting SIMS

There are 3 different methods for exiting SIMS:

Click the Close button of every menu window. At the Main Menu (MM) window, you will
be prompted to confirm whether you wish to exit the program or not.

Click the Close button of the STP – SITS: Vision 9.2.0 Window. You will be prompted
to confirm whether you wish to exit the program or not.

Type EX in the Select menu option field and press ENTER (on the numeric keypad).
SIMS will close without any message.

ACTIVITY 2.8
You will now navigate to exit the message box by closing each menu window.

1. Click the CLOSE button of the Student Personal Data Menu (SPDM) window. The Main Menu
(MM) window will be displayed.

2. Click the CLOSE button of the Main Menu (MM) window. The following message box shown
overleaf will be displayed.

3. Click No button. You will be returned to the Main Menu (MM) window.

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ACTIVITY 2.9
You will now navigate to exit message box by closing the STP – SITS: Vision 9.2.0 Window.

1. Click the CLOSE button of the STP – SITS: Vision 9.2.0 Window. The message box shown below
will be displayed.

2. Click No button. You will be returned to the Main Menu (MM) window.

ACTIVITY 2.10
You will now exit SIMS via the EX short cut.

1. In the Select menu option field type EX.

2. Press TAB key.

This method does not display any warning message box. SIMS program immediately closes.

Do not forget to exit the system or lock your computer

everytime you leave your desk.

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Lesson 3
Records

Objectives
By the end of this lesson you should be able to:
Define the terms – record, field, data item, primary field, data table
or entity;
Retrieve records using the primary key field or any other field/s;
Move through the different fields of a data maintenance screen;
Scroll through a list of records.

Basic Database Concepts

A database is a collection of related information organised in a specific manner.

Each set of related information makes up one record. One record in a student list, for example,
contains information about one student. The different types of information - student name,
address, ID No. and so on - are called fields.

The diagram shown overleaf displays three records. Each record is made up of a set of data
related to a person. Each of the three records consists of 5 different fields – ID, name, surname,
address and telephone number. The individual pieces of information or data items are stored in
fields.

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Each record contains a field which is referred to as the primary field. The primary field is that
field in a database record that is used to identify that record uniquely.

Consider the example illustrated above. The database can contain multiple records with the
name Maria and surname Vella. Thus every record contains a field with data that uniquely
identifies that record. In the illustrated example and throughout SIMS the ID field is the primary
field. This field contains data that is different for every record in a database.

SIMS Data Tables

SIMS organises data in tables or entities.

An entity or table is a collection of data. For example, personal information about students is
organised in the Student (STU) table. Therefore tables are made up of records (sometimes also
referred to as rows).

Depending on the access level of the user, records may be:

Retrieved;
Amended or edited;
Appended or added to the entity;
Stored or saved in an entity;
Deleted or erased.

Records are made up of fields. Fields can have the following properties:
Editable – Data can be added to, amended or deleted from these fields.
Non-editable – These fields just display data. No data can be added to, amended or
deleted from these fields.
Primary key – This field uniquely identifies the record from all other records. Accordingly
the contents of this field are different for each record.
Mandatory – These fields must contain data otherwise the record cannot be stored. The
primary key is an example of a mandatory field.
Validated – Some fields accept only specific data items. For example, the gender field in
the STU table can only accept ‘M’ or ‘F’. If you type in any character, which is not ‘M’, or
‘F’, the record cannot be stored.

Retrieving Records

There are different ways of retrieving a particular record or a set of records. You can retrieve:

a single record using the primary key field e.g. using the ID. Number / Student Number
field.
a record using more than one field e.g. using the name and surname fields.
many records using one field e.g. using the surname field.

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records using special characters known as wildcards or Boolean operators.

To access SIMS wildcards, click the right-mouse button

and choose Insert wildcard.

ACTIVITY 3.1

1. Open SIMS as indicated in Activity 2.1.

2. In the Main Menu (MM) window, in the Select menu option field type STU and press TAB key. This will display
the Full Student Details table.

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3. In the Student No. field, type in the number 162887M (no brackets).
You will notice that the ID. no. entered is incorrect. To erase the contents of this field there are 3
options:

a. Click Edit menu and select Clear Field option.

or
b. Right-click over the field to clear its contents. A pop-up menu will be displayed. Click Clear
Field.
or
c. Press F7 key

4. In the Student No. field, type in the number 162987M.

5. To retreive this record, you can use any of these 3 options:
a. Click File menu and select Retrieve option.
or
b. Click CTRL+R keys.
or
c. Press F5 key.

The record of the student Karl Amaira will be displayed (shown overleaf).

F7 key clears the contents of a field.

F5 key retrieves a record or a set of records.

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As indicated earlier, the Full Student Details screen contains data about students. Such a screen
is referred to as a data maintenance screen.

There are many data maintenance screens in each of the SIMS systems/modules. Some of
these never change once the data has been setup. Others will change or have new data added
on an annual basis.

All data maintenance screens follow the same format in their general appearance although the
number of fields in the tables may vary.

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Typical components of the screen include:

The title bar of the window e.g. Student Details.

Your username (during the course SITS), University of Malta and the system date.
Details important to Support staff when reporting problems:
a. The component of the product used e.g. SRS01 (on the left).
b. The full title and acronym/code of the table e.g. Full Student Details (STU) (in the
middle).
c. The program name e.g. SRS_STU_B (on the right).
The record/occurrence line e.g. 1 of 1. This changes according to the number of records
retrieved.
Fields where data may be entered. Not all fields in a screen will contain data.
Scroll bars if screens are long and extend beyond what you can see.

Referring to the data maintenance screen showing data for the student Karl Amaira note that:

The screen displays 1 of 1 student (STU ) records, indicating that only one record can be
retrieved for the ID. no. entered.
Not all fields contain data.
Some fields are followed by grey text such as the following fields:
D.o.B. field for this student is followed by the grey text (25) indicating the age of the
student.
Stu status field for this student is followed by the grey text Current indicating that the
student is a current student.
Home/oseas field for this student is followed by the grey text Home indicating the
student is a Maltese citizen.

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ACTIVITY 3.2
You will now move through the different fields in the record of the student with ID. no. 162987M. You will
display the student address and clear the Full Student Details screen to retrieve other records.

1. Click Contact Address button to display the address of the student with ID. no. 162987M. The
Contact Address window will be displayed.

2. Click the close button to close the Contact Address window.

3. Close the Contact Address window. You will return to Full Student Details screen.

4. To clear all fields in this record you can use any of the following 3 options:
a. Click Misc menu and select Clear screen option.
or
b. Right-click on any area of the screen outside the fields. A pop-up menu will be displayed.
Select Clear.
or
c. Press F12 key.

The field contents will be cleared (not deleted) and the screen now shows “1 of 0 records” indicating that you
are on the first occurrence and that no records have been retrieved.

F12 key clears the contents of all Fields in a screen.

The standard administrative procedure of the University of

Malta is that students are responsible of updating their address
through e-SIMS - the students portal.

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ACTIVITY 3.3
You will now retrieve all records with the student name Matthew and surname Borg.

1. In the Full Student Details (STU) window, type Borg in the surname field and Matthew in the
Forenames field.

2. Press F5 key to retrieve all records as specified in step 1.

The screen displays “1 of 24 records” indicating that you are on the first record Matthew Borg out of
24 records with the same name and surname.

3. Press Page Down key to move to the fourth record.

4. Press Page Up key to move to the first record again.

5. To move to the last record without scrolling through all records, click Goto menu and select Last
rec option.

6. To move to the first record without scrolling through all records, click Goto menu and select First
rec option.

7. Press F12 key to clear all fields in the Full Student Details (STU) screen.

- CTRL + TAB – To shift screens

- TAB – Move through fields
- SHIFT + TAB – Move back through fields
- Page Up / Page Down – To scroll through a group
of retrieved records.
- Ctrl + Home – To go directly to the first record of a
group of records.
- Ctrl + End – To go directly to the last record of a
group of records.

ACTIVITY 3.4
You will now retrieve all records in the Full Student Details (STU) table.

1. Press F5 key on a blank Full Student Details (STU) screen. The following message box will be
displayed:

2. Click No button.

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Lesson 4
Student Related Tables

Objectives
By the end of this lesson you will learn about:
The main student tables:
Student Personal Details (STU);
Student Programme Route (SPR);
Student Course Enrolment (SCE).

Student Related Tables

SIMS incorporates 3 main student tables:
1. Full Student Details (STU) table.
2. Student Programme Route (SPR) table.
3. Course Enrolment Detail (SCE) table.

An overview of the three tables indicated above follows.

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1. FULL STUDENT DETAILS (STU) TABLE

The Full Student Details (STU) table defines the personal details of a student. Each record is
intended for use throughout a student's career from initial applicant to student and to ex-student.

A student should only ever have one STU record. The term “student” is used to refer generically
to all the stages e.g. enquirer, applicant etc.
The Admissions Office sets up all student records in the STU table. Record amendments will
automatically update other tables in SIMS.
An applicant/student holding a Maltese Identity Card will have his Maltese Identity Card Number
as his primary identifier. On the other hand, the system will allocate automatically a unique
number for applicants/students who are not in possession of a Maltese Identity Card Number e.g.
0900001 for student applying for the first time for courses commencing in October 2009.

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The Gold Star character ·* (Numeric keypad only) will

retrieve any value/character after the ID Number.

2. STUDENT PROGRAMME ROUTE (SPR) TABLE

This table defines general information about the programme, “route” (subjects) and level. For
example, a student following an Undergraduate Bachelor of Arts (UABA) course in
Communication Studies and Music would have UABA in the Study Programme field and
CSTAMSP in the Route field.

Most details in this table have been generated automatically as a consequence of a transfer
process from the University student information database.

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3. Course Enrolment Detail (SCE) TABLE

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This table records the details of a student enrolling onto a course i.e. an occurrence of a course
year during a specific academic year. It also holds details about the next course, block and
occurrence onto which a student is to be enrolled.
During the yearly progression process, the SCE record of the new academic year is created
reflecting the student’s status.
The block of a course refers to the year of study of the course whereby the student has to satisfy
certain academic criteria to proceed to the next year according to the harmonised regulations for
postgraduate and undergraduate courses.
A student following the first year of the UABA course is placed on block 1 of the course. Having
completed year 1 of the course, satisfying the minimum number of credits required s/he then
proceeds to year 2 block 2 of the UABA course.
The Course Enrolment Detail (SCE) screen is used to identify the course year in which a student
resides and his status during that particular academic year e.g. Regular/Conditionally
Progressed/ Repeater etc.

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List of Function Keys

Function Keys Action

F1 Help

F2 Detail

F4 Quit – Close Table

F5 To retrieve a record/records.

F6 To store/save a record.

F7 To clear the contents of a field.

F10 To activate the menu bar.

F11 To print a field/s, screen/s, record/s, report/s and

message/s.

F12 To clear all fields in a screen.

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