Admin Capability Guide
🏛️ SAMARTH eGov Suite · Capability Guide
What an Institution Admin can do in SAMARTH
Admins build and run the whole instance — the structure, the people, the academics, and every governance and finance service on top. This is the full command surface, package by package.
5 module packages
40+ modules to run
1 access-control system
1 Core Module
2 User Management
3 Employees
4 Academics
5 Roll out the rest
The command surface
Five packages, one connected system
Everything an admin runs lives in one of five packages — all standing on the Core Module and governed by User Management access control.
Package 1 · Base / Core
Lay the foundation & control access
Everything else references what you build here, so it’s done first and completely. This is also where the entire suite’s security lives.
🏗️ Define the institution (Core Module)
- Set the institution profile — name (incl. Hindi), short code, head, logo, vision/mission, funding body, establishment year, official URL, address, social links.
- Record recognitions — UGC, NAAC, NIRF, AICTE, NAD, AISHE.
- Create Organizational Unit Types (Campus, Faculty, Department, Library, Hostel, School, College…).
- Build Organizational Units singly or via bulk Excel import, each with a permanent unique code.
- Define Designations as Posts or Assignments and attach system roles to them.
- Configure Email Templates and module settings.
🔑 Manage users & roles (User Management)
- Create accounts — Administrative, Guest, Affiliated User — with username, email, mobile, 2FA and first-login password rules.
- Assign / remove roles per user or in bulk; every change is written to the User Role Logs.
- Reset passwords, send invite mails, compose emails, and relieve accounts.
- Configure permissions, system roles, role-permission mapping, modules, blocked accounts, module control, and privacy/security statements.
↳ How access is granted — the chain to get right once
The golden rule of access: Designation → Roles → Permissions → Module access. Get this chain right once and access across all 40+ modules becomes predictable. Grant module-specific roles, not blanket access.
Package 2 · Employee Services
Run the workforce & HR lifecycle
From appointment to retirement, with appraisal and recruitment in between.
↳ The employee lifecycle
👥 Employee management (HR-PIS)
- Add staff singly or in bulk (Teaching / Non-Teaching), each with an Employee Code.
- Run the HRMIS Dashboard — sanctioned posts, recruited staff, live vacancies.
- Manage assignments (change OU/designation), status (active/inactive), and employee codes.
- Drive the Employee Lifecycle: Appointment → Promotion → Re-engagement → Separation.
- Export employee data; grant employees self-update rights; maintain master data.
📅 Leave & payroll administration
- Configure leave types and approval workflows; sanction applications.
- Set up salary schemes and generate payroll / payslips.
- Process pension & gratuity at separation.
📈 Appraisal & promotion (CAS/PBAS/APAR)
- Configure appraisal sessions and approval hierarchies (HoD → Dean → IQAC → Dean Academics).
- Process applications, validate auto-calculated UGC-2018 scores, and generate print-ready reports.
- Reassign, extend, or flag incomplete applications; keep a full audit trail.
🧑💼 Recruitment & training
- Advertise posts, collect applications, screen and schedule via Recruitment Management.
- Run Training of Trainers (ToT) programmes.
Package 3 · Academics
Set up academics & produce results
The most layered package — build it in order: Programme → Courses → Structure → Evaluation → Sections → Mapping → Marks.
↳ The build order (each step needs the one before it)
↳ Turning entered marks into published results
🎓 Programmes & curriculum
- Create programmes with an evaluation scheme (credit-based CBCS or percentage).
- Add courses singly or via bulk Excel; set credits and scheme.
- Define course structure rules — compulsory vs elective, with JSON group rules controlling student choice.
- Set evaluation components (internal/external, weightage, max marks, aggregate formula) and assessment types shown on the marksheet.
⚙️ Academic settings
- Configure academic year, sessions (Year/Semester; Bachelor/Master/Doctoral).
- Set division groups, grade letters & points, and map them to programmes.
🧩 Sections & mapping
- Create sections and add students to them (year/term-wise).
- Assign courses to a section’s students.
- Map a faculty Examiner or Co-ordinator to each course-section.
🏁 Result lifecycle
- Oversee Import → Verify → Aggregate → Verify → Grade.
- Generate SGPA / percentage, download term reports and marksheets.
- Move students to the next term.
Package 3 · Academics (continued)
Admissions, fees & student services
📝 Admissions & students
- Configure admission cycles and forms; manage applications and allocation.
- Import students (single or bulk), validate and allocate them to programmes.
- Manage the Student Portal — auto-imported when admitted via the Admission Portal.
₹ Fee configuration
- Configure programme-specific admission, term/semester and examination fees.
- Integrate the payment gateway; run due management.
- Set late-fee rules (JSON) and gate course selection with fee verification.
🗣️ Feedback administration
- Build feedback templates and question banks; schedule, publish and discard.
- Analyse responses with bar/pie charts and reports.
💼 Training & Placement (TPO)
- Configure placement seasons and OU mappings.
- Verify companies, oversee opportunities, update hiring status.
- Generate season/company/job/OU/gender/category reports.
🎓 Other student-lifecycle modules
- Administer Examination & LMS / online proctored exams, Thesis, Alumni, Convocation and Certificate issuance.
- Manage Hostel end-to-end — rooms, facilities, mess menus, allocations, requests, incidents and hostel fees.
Package 4 · Governance
Run accountability & campus operations
The widest package — the services that keep an institution transparent, compliant and running day to day.
📁 Records & transparency
- File Management & Tracking — paperless e-files and noting.
- RTI requests, Legal Case tracking, Minutes archive & retrieval.
- Grievance redressal and Service Desk ticketing.
🏫 Estate & campus services
- Estate, Residence Allocation (e-housing), Fleet, Security.
- Health, Sports, and Essential Services.
🌐 Communication & outreach
- Core Communication System and Content Federation.
- Endowment management.
🏛️ Affiliation
- Manage affiliated / constituent colleges through the Affiliation Management System.
Package 5 · Accounts & Finance
Manage money & assets
💰 Budget & bills
- Financial Supply Chain Management — budget & accounts.
- Bill Tracking for vendor and internal bills.
📦 Assets & research funds
- Inventory Management across stores and units.
- Research Project & Grants Management.
Across everything
Oversight & institutional reporting
📊 See and prove the whole picture
- Use module dashboards for live counts (employees, vacancies, applicants, results, feedback).
- Rely on bulk Excel import/export for students, employees, courses, OUs and companies.
- Lean on audit logs (role changes, application trails) for accountability.
- Feed recognition & ranking reporting — NIRF, NAAC, AISHE — from one connected source of truth.
Reference
Key admin roles
| Role | What it lets you do |
|---|---|
core_admin | Build OU types, OUs and designations in the Core Module |
| User Management admin | Create accounts; assign/remove roles; permissions & logs |
hrprofile-admin | Add/update all employees; HRMIS; export employee data |
academic_admin · programme_admin | Programmes, courses, structure, evaluation, sections, results |
cas_admin | Configure & process CAS/PBAS/APAR sessions and approvals |
| Feedback / Training / Hostel admins | Run feedback, placement and hostel services respectively |
Build in order. A half-finished Core Module causes pain in every module above it. Configure structure and access first, bring in people, set up academics — then roll out governance and finance modules in phases by priority.