Tandabui Information Management System – Results Publication Workflow
This document defines the complete workflow for academic results publication in TIMS, including LMS integration, approval chains, committee oversight, and publication authority rules.
- System Overview
- LMS-TIMS Integration
- Complete Publication Workflow
- Pre-Committee Authorization
- Examination Committee Review
- Publisher Role
- Publication Flow
- Edit Permissions
- Post-Publication Edits
- System Validation Checks
- Key Rules Summary
TIMS manages the end-to-end academic results lifecycle from mark entry in the LMS through final publication to students and parent notification. The system enforces strict separation of duties, unanimous committee approval, and complete audit trails.
- Separation of Duties: Clear role-based authorization and publication workflow
- Unanimous Approval: All committee members must approve before publication
- Audit Trail: Every action is logged with timestamps and actor identity
- Results Invisibility: Results remain hidden until final publication
| Module Type | Description |
|---|---|
| Continuous Assessment (CA) | Ongoing coursework, assignments, quizzes |
| Practical | Lab work, field exercises, demonstrations |
| End of Semester | Semester-end assessments |
| Exam/Final | Final examination marks |
Teacher Enters Marks (LMS)
↓
Teacher Clicks "Send to TIMS"
↓
LMS Pushes Module Marks to TIMS
↓
TIMS Receives & Validates Marks
↓
TIMS Calculates Grades & GPA
↓
TIMS Tracks Performance Progress
Teacher Enters Module Marks (LMS)
↓
Teacher Clicks "Send to TIMS"
↓
LMS Pushes CA / Practical / Exam Marks
↓
TIMS Receives Marks
↓
TIMS Calculates Grades & GPA
↓
┌─────────────────────────────────────┐
│ Pre-Committee Processing │
├─────────────────────────────────────┤
│ Examination Officer Authorization │
│ ↓ │
│ HoD Confirmation │
└─────────────────────────────────────┘
↓
Examination Committee Review (FINAL AUTHORITY)
↓
Do ALL Committee Members Approve?
↙ ↘
NO YES
↓ ↓
Committee Records Committee Approval Locked
Edit Notes (Required) (Unanimous Consent)
↓ ↓
System Routes to Examination Officer
System Admin Publishes
↓ ↓
Admin Applies Fixes Examination Officer
(Using Committee Notes) Publishes Results
↓ ↓
Results Re-Evaluated ┌──────────────────────────────┐
(No Re-Auth Required) │ Examination Officer Publishes │
↓ │ (Even if also Teacher) │
(Re-enters Committee State) └──────────────────────────────┘
↓
✅ Publish Results
↓
Results Visible to Students
↓
Automatic Parent Notification
↓
Process Complete
Authorization and confirmation occur BEFORE the Examination Committee review.
Pre-Committee Checks
↓
Examination Officer Authorization
↓
HoD Confirmation
↓
Ready for Examination Committee
| Role | Allowed Self-Action | Condition |
|---|---|---|
| HoD | May self-confirm | ✅ Allowed |
| Examination Officer | May self-authorize | ✅ Allowed (even if teacher) |
The Examination Committee serves as the FINAL AUTHORITY before publication.
Committee Approval State
↓
Check: All Members Approved?
↙ ↘
NO YES
↓ ↓
Publish UI Publish Button Enabled
Hidden (Exam Officer Only)
| Rule | Description |
|---|---|
| Unanimous Consent | ALL committee members must approve |
| UI Visibility | Publish button appears ONLY after unanimous approval |
| Publisher | Examination Officer is the ONLY authorized publisher |
| Audit | Publication action is logged (who published, when) |
When edits are required, the committee provides structured feedback:
Committee Review Screen
↓
Edit Needed Identified
↓
Committee Member Adds:
• Affected Course / Module
• Issue Category (Marks / GPA / Mapping / Other)
• Free-text Notes
↓
All Notes Aggregated
↓
Locked Committee Decision
↓
Routed to System Admin
| Field | Description | Required |
|---|---|---|
| Affected Course/Module | Specific course or module needing edit | ✅ Yes |
| Issue Category | Type: Marks / GPA / Mapping / Other | ✅ Yes |
| Notes | Free-text explanation of required changes | ✅ Yes |
Key Behaviors:
- Multiple committee members may add notes
- Notes are immutable once routed
- Admin sees exact edit targets, not generic rework requests
The Examination Officer is the ONLY role authorized to publish results. The Examination Officer CAN publish even if they also entered the marks as a teacher.
| Role | Can Publish? | Condition |
|---|---|---|
| Examination Officer | ✅ Yes | Can publish (even if also teacher) |
| HoD | ❌ No | Authorization/Confirmation only |
| Academic Officer | ❌ No | Not a publisher |
| Teacher (non-Exam Officer) | ❌ No | Must go through Exam Officer |
Examination Officer initiates publication
↓
System validates: Is Exam Officer role?
↓
↙ ↘
NO YES
↓ ↓
❌ BLOCKED ✅ Publish
Results
| Step | Actor | Action | Validation |
|---|---|---|---|
| 1 | Examination Officer | Authorizes results | ✓ |
| 2 | HoD | Confirms | ✓ |
| 3 | Examination Committee | Reviews & approves (all members) | No edits needed |
| 4 | System | Validates Exam Officer role | ✓ |
| 5 | Examination Officer | Publishes results | ✅ Results visible |
| Who Can Edit | Process |
|---|---|
| Teacher ONLY | Teacher edits marks in LMS |
Teacher Edits Marks (LMS)
↓
Re-sends to TIMS
↓
TIMS Recalculates Grades/GPA
↓
Full Approval Chain Restarts:
• Examination Officer Authorization
• HoD Confirmation
• Examination Committee Approval
• Final Publication
| Who Can Edit | Process |
|---|---|
| System Admin ONLY | Admin applies correction directly |
Post-publication edits follow a streamlined flow without requiring re-authorization or committee re-approval.
Results Published
↓
Edit Required?
↙ ↘
YES NO
↓ ↓
System Admin End
Only
↓
Admin Applies Correction
↓
Direct Re-Publication
(by Eligible Publisher)
| Aspect | Requirement |
|---|---|
| Editor | System Admin only |
| Committee Re-Approval | ❌ Not required |
| Authorization/Confirmation | ❌ Not required |
| Publisher Eligibility | ✅ Exam Officer role required |
| Audit Trail | ✅ Fully preserved |
Before allowing publication, the system MUST verify:
| Check | Description | Required |
|---|---|---|
| Committee Approval | Examination Committee has approved (unanimously) | ✅ |
| No Pending Edits | No edits are pending or needed | ✅ |
| Authorization Complete | Examination Officer authorized (or self-authorized) | ✅ |
| Confirmation Complete | HoD confirmed (or self-confirmed) | ✅ |
| Publisher Eligibility | Publisher has Examination Officer role | ✅ |
| Timestamp Validity | All approval timestamps are valid and sequential | ✅ |
If ANY check fails → Publication BLOCKED
| Rule | Description |
|---|---|
| Publisher Role | Only Examination Officer can publish (even if also teacher) |
| Committee First | Examination Committee must approve BEFORE any publication path |
| Unanimous Approval | ALL committee members must approve before publication |
| No Edits to Publish | Can only proceed to publication if zero edits needed |
| Self-Authorization | Exam Officer can self-authorize |
| Post-Publication Edits | Admin only, direct re-publication (no committee re-approval) |
| Pre-Publication Edits | Teacher only, requires complete restart of approval chain |
| Parent Notification | Automatic upon successful publication |
| Results Visibility | Locked until final publication, unlocked immediately after |
For systems supporting Mermaid rendering:
graph TD
Start[Teacher Enters Module Marks in LMS] --> Send[Teacher Clicks 'Send to TIMS']
Send --> Push[LMS Pushes CA/Practical/Exam Marks]
Push --> Receive[TIMS Receives Marks]
Receive --> Calc[TIMS Calculates Grades & GPA]
Calc --> PreComm[Pre-Committee Processing]
PreComm --> ExamAuth[Examination Officer Authorization]
ExamAuth --> HoDConf[HoD Confirmation]
HoDConf --> Committee{Examination Committee Review}
Committee -->|Not All Approve| EditNotes[Committee Records Edit Notes]
EditNotes --> AdminRoute[Route to System Admin]
AdminRoute --> AdminFix[Admin Applies Fixes]
AdminFix --> Committee
Committee -->|All Members Approve| Unanimous[Unanimous Approval Locked]
Unanimous --> Publish[✅ Exam Officer Publishes]
Publish --> Visible[Results Visible to Students]
Visible --> Notify[Automatic Parent Notification]
Notify --> Complete[Process Complete]
Complete --> PostEdit{Post-Pub Edit Needed?}
PostEdit -->|No| End[End]
PostEdit -->|Yes| AdminOnly[System Admin Edits]
AdminOnly --> RePub[Direct Re-Publication]
RePub --> Visible
style Start fill:#e1f5fe
style Publish fill:#c8e6c9
style Visible fill:#c8e6c9
style Notify fill:#c8e6c9
style Block fill:#ffcdd2
style EditNotes fill:#fff3e0
style Committee fill:#fff9c4
style AdminOnly fill:#fff3e0
- Teacher submits marks (LMS → TIMS)
- TIMS computes grades and GPA
- Examination Officer authorizes
- HoD confirms
- Examination Committee reviews
- All committee members approve
- Examination Officer publishes
- Students see results
- Parents are notified
| Guarantee | Enforcement |
|---|---|
| Committee unanimity required | System blocks publication until all approve |
| Single publisher role | Only Examination Officer can publish |
| Committee-driven edit notes | Precise admin fixes, no guesswork |
| Post-publication edits fast | Non-blocking, no re-approval chain |
| Role-based publishing | Only Exam Officer can publish |
| Results invisible | Locked until final publish action |
DRAFT → SUBMITTED → AUTHORIZED → CONFIRMED → COMMITTEE_REVIEW
↓
┌──────┴──────┐
↓ ↓
NEEDS_EDITS APPROVED
↓ ↓
(Admin Fix) PENDING_PUBLISH
↓ ↓
COMMITTEE_REVIEW PUBLISHED
↓
POST_PUB_EDIT
↓
REPUBLISHED
| Field | Value |
|---|---|
| Version | 1.2 |
| Last Updated | January 2026 |
| Status | Final |
| Author | TIMS Development Team |
This document serves as the authoritative reference for TIMS results publication implementation.