Tips on Using MPS/GPS

 

Charles Ma

Marks Processing System (MPS) and Grades Processing System (GPS) are two similar, but complementary systems for the use of examiners in the student assessment process. The primary functions of these systems are to allow examiners to enter marks attained by students, calculate the overall marks and grades and submit them to the Registrar's Office. In the academic year 1998-99, for students of year 1 and 2, MPS will be used. For students of year 3 and above, GPS will be used. Although most of the examiners have experience using the systems, they may at times encounter difficulties. The following tips would help to avoid or resolve some of the typical problems that have come up in the past: 1. Before you close, make a backup copy From the past experience, some examiners could not open the previously entered module/course. The error message was "Not a Table" and the examiners had to re-enter the marks. In order to avoid this kind of error, please make a backup copy before you close the module/course. First, from the Module/Course menu, select Save to save the latest data in the default location (which is usually drive C:). Then select Save As from the Module/Course menu to make the backup copy. You may save it on your hard disk (in another folder) or a diskette. 2. Use ScanDisk utility to fix possible errors on hard disk Problems such as "System hangs" and "Cannot connect to Common Database" are caused by disk directory errors such as lost clusters. To fix these problems, use the ScanDisk utility. In Windows 95 environment, click the Start button and choose Programs > Accessories > System Tools > ScanDisk. In DOS or Windows 3.1 environment, type SCANDISK at the DOS prompt. 3. Reset Environment Settings for connection to Common Database Some of the problems like "Cannot connect to Common Database" are caused by the wrong environment settings for connecting to the central Oracle database. Oracle Financials application is one of the software that requires different environment settings from MPS/GPS. Sometimes users may have installed some other software that will change the environment settings. If it is acceptable that the environment settings be switched back to favour MPS/GPS (which may cause problems in other software), choose "Administrative Services Menu" from the CityU Network menu followed by the option "Setting Env. for Non-Oracle Financials Applications". Finally, restart the PC to make the new settings effective. 4. To import data from Excel file, use dBASE format It is found that fewer problems will arise if you use dBASE format to import data from Excel files. To do so, in Excel, use Save As function and select File Type: dBASE III and specify the filename for saving. Then use any dBASE software such as dBASE III or FoxPro to change the data type of the student number and mark columns to "Character". Then open the module/course in MPS/GPS and choose Mark > Import to import the data. 5. If you cannot connect to Common Database in Windows 95 and do not have time to fix it, use Windows 3.1 If you are unable to connect to Common Database in Windows 95 and do not have the time to wait for a technician to fix it, switch to the Windows 3.1 environment temporarily. The reason is that the system configuration settings in Windows 95 are kept on your hard disk and they are subject to changes that may cause the connection problem. In the case of Windows 3.1, most of the settings are kept in the departmental server and cannot be changed by individual users. To invoke Windows 3.1, re-boot the PC and press <F4> immediately when the message "Starting Windows 95" appears. Then follow the usual procedure to login the network. At the DOS "blue menu" choose "Departmental Windows Software Library" followed by "Invoke Network Windows 3.1". Finally, in the "Administrative Services" group window, double-click the MPS or GPS icon.

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