# Education Management System (EMS)

# User Flow Document

Purpose: Foundation for UI/UX design and wireframing
Version: 1.0
Date: January 30, 2026

# 1. User Roles Overview

# 1.1 System Administrator

# 1.2 Academic Administrator

# 1.3 Homeroom Teacher

# 1.4 Subject Teacher

# 1.5 Academic Affairs Staff

# 1.6 Finance Staff

# 1.7 Admissions Staff

# 1.8 Transportation Staff

# 1.9 Parent

# 2. Core Features Covered

# In Scope

# Out of Scope (This Document)

• System administration (user management, settings)
• Audit logs and system monitoring
• Mobile-specific flows (responsive web assumed)

# 3. User Flows

# 3.1 Student Management

# 3.1.1 Feature Overview

# 3.1.2 Entry Points

# 3.1.3 User Flow: View Student List

# 3.1.4 User Flow: Add New Student

Validation Rules:

• Student ID: Required, unique, alphanumeric
• Name: Required, 2-100 characters
• DOB: Required, must be in valid age range (5-20 years)
• Class: Required for enrolled students

# 3.1.5 User Flow: Assign Students to Classes (Bulk)

# 3.1.6 User Flow: Record Student Transfer

# 3.1.7 Decision Points & Variations

# 3.1.8 Edge Cases

# 3.1.9 Outputs

# 3.1.10 UX Notes

# 3.2 Academic Resources (Teachers, Classes, Subjects)

# 3.2.1 Feature Overview

# 3.2.2 Entry Points

# 3.2.3 User Flow: Manage Subjects

# 3.2.4 User Flow: Manage Classes

# 3.2.5 User Flow: Manage Teachers

# 3.2.6 Decision Points & Variations

# 3.2.7 Edge Cases

# 3.2.8 Outputs

# 3.2.9 UX Notes

# 3.3 Scheduling (Timetable)

# 3.3.1 Feature Overview

# 3.3.2 Entry Points

# 3.3.3 User Flow: Create Class Timetable

# 3.3.4 User Flow: Assign Substitute Teacher

# 3.3.5 User Flow: Query Room/Subject by Time

# 3.3.6 Decision Points & Variations

# 3.3.7 Edge Cases

# 3.3.8 Outputs

# 3.3.9 UX Notes

# 3.4 Attendance

# 3.4.1 Feature Overview

# 3.4.2 Entry Points

# 3.4.3 User Flow: Mark Period Attendance

# 3.4.4 User Flow: View Attendance Dashboard

# 3.4.5 User Flow: Attendance Report

# 3.4.6 Decision Points & Variations

# 3.4.7 Edge Cases

# 3.4.8 Outputs

# 3.4.9 UX Notes

# 3.5 Leave Management

# 3.5.1 Feature Overview

# 3.5.2 Entry Points

# 3.5.3 User Flow: Parent Submits Leave Request

# 3.5.4 User Flow: Homeroom Teacher Approval

# 3.5.5 User Flow: Academic Affairs Final Approval

# 3.5.6 Decision Points & Variations

# 3.5.7 Edge Cases

# 3.5.8 Outputs

# 3.5.9 UX Notes

# 3.6 Grade Management

# 3.6.1 Feature Overview

# 3.6.2 Entry Points

# 3.6.3 User Flow: Enter Component Scores

# 3.6.4 User Flow: View Grade Calculations

# 3.6.5 User Flow: Grade Approval & Lock

# 3.6.6 User Flow: MOET Sync

# 3.6.7 Decision Points & Variations

# 3.6.8 Edge Cases

# 3.6.9 Outputs

# 3.6.10 UX Notes

# 3.7 Reporting & Communication

# 3.7.1 Feature Overview

# 3.7.2 Entry Points

# 3.7.3 User Flow: Configure Report Template

# 3.7.4 User Flow: Generate Report Cards

# 3.7.5 User Flow: Distribute Reports to Parents

# 3.7.6 Decision Points & Variations

# 3.7.7 Edge Cases

# 3.7.8 Outputs

# 3.7.9 UX Notes

# 3.8 Admissions

# 3.8.1 Feature Overview

# 3.8.2 Entry Points

# 3.8.3 User Flow: Process New Inquiry

# 3.8.4 User Flow: Manage Admissions Pipeline

# 3.8.5 User Flow: Enroll Accepted Student

# 3.8.6 Edge Cases

# 3.8.7 UX Notes

# 3.9 Finance (Fee Management)

# 3.9.1 Feature Overview

# 3.9.2 Entry Points

# 3.9.3 User Flow: Configure Fee Structure

# 3.9.4 User Flow: Generate Invoices

# 3.9.5 User Flow: Record Payment

# 3.9.6 User Flow: Parent Views Invoices

# 3.9.7 Edge Cases

# 3.9.8 UX Notes

# 3.10 Transportation

# 3.10.1 Feature Overview

# 3.10.2 Entry Points

# 3.10.3 User Flow: Create Bus Route

# 3.10.4 User Flow: Assign Students to Route

# 3.10.5 User Flow: Parent Views Bus Info

# 3.10.6 Edge Cases

# 3.10.7 UX Notes

# 4. Cross-Feature Interactions

flowchart LR
    subgraph Admissions
        A[Applicant Enrolled]
    end
    
    subgraph StudentMgmt["Student Management"]
        B[Student Record]
    end
    
    subgraph Academic["Academic Resources"]
        C[Classes]
        D[Teachers]
        E[Subjects]
    end
    
    subgraph Scheduling
        F[Timetable]
    end
    
    subgraph Attendance
        G[Attendance Records]
    end
    
    subgraph Leave["Leave Management"]
        H[Approved Leaves]
    end
    
    subgraph Grades["Grade Management"]
        I[Scores]
        J[Final Grades]
    end
    
    subgraph MOET["MOET Sync"]
        K[National DB]
    end
    
    subgraph Reports["Reporting"]
        L[Report Cards]
    end
    
    subgraph Finance
        M[Invoices]
    end
    
    subgraph Transport["Transportation"]
        N[Bus Assignment]
    end
    
    A -->|Creates| B
    B -->|Assigned to| C
    C -->|Uses| F
    D -->|Teaches| F
    E -->|Scheduled in| F
    F -->|Enables| G
    H -->|Pre-marks| G
    G -->|Feeds into| L
    B -->|Scores recorded| I
    I -->|Calculates| J
    J -->|Syncs to| K
    J -->|Included in| L
    B -->|Generates| M
    B -->|Assigned to| N
    
    classDef accent fill:#7c3aed,stroke:#5b21b6,color:white
    class A,B accent

# Key Dependencies

# 5. UX Notes Summary

# Overall Patterns

# Complexity Assessment

# Critical UX Considerations

1. Scheduling Conflict Resolution — Real-time visual feedback for teacher/room conflicts
2. Grade Entry Speed — Spreadsheet-like experience with keyboard navigation and auto-save
3. Leave Approval Workflow — Clear status visualization across three parties
4. Report Template Builder — Intuitive drag-and-drop with live preview
5. MOET Sync Error Handling — Clear error messages and retry mechanisms
6. Parent Portal Simplicity — Non-technical users; focus on clarity over features

# Responsive Strategy

# Appendix: Screen Inventory

Document Version: 1.0
Status: Ready for Wireframing
Next Steps: Review with UX team; prioritize screens for wireframe; establish component library