School Operations

Data Quality, Health Audits & Security Logs

How YeneSchool audits database integrity, flags missing or orphaned records, detects duplicate students, and tracks security audit trails.

Data Quality, Health Audits & Security Logs

Maintaining pristine institutional data is vital for accurate report cards, Ministry of Education submissions, and billing precision. The Data Quality & Security Auditing Module provides real-time health checks, anomaly detection, and a tamper-evident audit trail for every user action.

1. School Data Quality Health Score

On the Director Dashboard and Registrar Portal, the Data Quality Widget displays an overall health score (0% – 100%) calculated across five core dimensions:

Health Check Category	What the System Scans For	Impact If Unfixed
Incomplete Student Profiles	Missing date of birth, gender, blood group, or student photo.	Report card generation errors and ID card printing blocks.
Missing Guardian Links	Students without a registered primary parent phone or emergency contact.	Failed SMS/Telegram attendance notifications and fee reminders.
Duplicate Records	Matching First/Last name with identical Date of Birth or phone.	Double fee invoicing and skewed enrollment counts.
Unassigned Students	Active students not assigned to an academic class or section.	Inability to take attendance or record gradebook scores.
Orphaned Entities	Subjects without assigned teachers or timetables with room overlaps.	Broken student schedule views and unmonitored classroom periods.

Running a Data Health Scan

Go to School Operations > Data Quality.
Click Run Full School Health Scan.
The engine parses all active tables in seconds and generates a list of actionable discrepancy cards.
Click Resolve next to any item to jump directly to the edit dialog with pre-filled recommendations.

2. System-Wide Audit Trails & Change Logs

Every administrative, academic, and financial action in YeneSchool is permanently logged to ensure full institutional accountability and fraud prevention.

Types of Audit Logs

System Audit Trail (SystemAuditLog):
- Records user logins, password resets, role changes, and student record modifications with IP addresses and user-agent strings.
Finance Audit Trail (FinanceAuditLog):
- Tracks fee structure edits, manual discounts, receipt cancellations, and cash balance adjustments with exact Before vs After value diffs.
Grade Change Audit Trail (GradeChangeLog):
- Logs any grade score altered after the official grading window has closed, requiring a mandatory change reason code and supervisor sign-off.

Inspecting Audit Trails

Go to School Operations > Audit Logs.
Filter logs by:
- Date Range (EC or GC)
- User / Operator (e.g., Registrar Usman)
- Action Type (CREATE, UPDATE, DELETE, LOGIN_FAILED)
- Target Entity (Student, PaymentReceipt, GradeScore)
Click any log entry to view the JSON Side-by-Side Diff displaying old values in red and new values in green.
Click Export Audit Log (CSV/PDF) for board oversight or external ministry auditing.

Next Steps

AI Timetable & Auto-Assignment Engine — Automated scheduling and conflict resolution
Transport & Fleet Management — Manage school transportation logistics
Director User Profile & Security — Configure two-factor authentication and session controls

School Events & Calendar Planner

How to schedule school-wide events, term dates, parent-teacher conferences, national and religious holidays across Ethiopian and Gregorian calendars.

Timetable Auto-Assignment Engine

In-depth manual on YeneSchool's constraint solver engine for automated timetable generation, teacher workload balancing, and room conflict resolution.