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Quick Start Guide

Process your first semester of exam scoresheets in 10 minutes.

Prerequisites

Before starting, ensure you have:

  • [x] DEEPS installed and licensed (Installation Guide)
  • [x] Excel scoresheets from lecturers
  • [x] University logo image (PNG format)
  • [x] Basic folder structure created

Prepare Your Scoresheets

Expected Scoresheet Format

Each lecturer provides an Excel file with student marks:

┌────────────┬──────────────────┬──────┬────────┬──────┐
│ Reg. No    │ Name             │ CAT  │ Assign │ Exam │
├────────────┼──────────────────┼──────┼────────┼──────┤
│ E021-01-001│ John Doe         │ 25   │ 15     │ 45   │
│ E021-01-002│ Jane Smith       │ 28   │ 18     │ 52   │
│ ...        │ ...              │ ...  │ ...    │ ...  │
└────────────┴──────────────────┴──────┴────────┴──────┘

Scoresheet Tips

  • First column should contain registration numbers
  • Names can be in one column or split (First, Last)
  • Mark columns should match the unit's assessment pattern
  • File name should include the unit code (e.g., EMT2101-scores.xlsx)

Organize Input Folder

Place your scoresheets in the correct folder structure:

inputs/
└── 2024-2025/              # Academic year
    └── YR3/                # Year of study
        └── SEM1/           # Semester
            └── scoresheets/
                ├── EMT3101-Thermodynamics.xlsx
                ├── EMT3102-Mechanics.xlsx
                └── EMT3103-Electronics.xlsx

Create Folder Structure

Use Tools → Create Academic Folder to automatically create this structure.

Open Input Folder

  1. Launch DEEPS
  2. Click File → Open Input Folder...
  3. Navigate to your semester folder (e.g., inputs/2024-2025/YR3/SEM1)
  4. Click Select Folder

DEEPS will scan the scoresheets/ subfolder and display found files.

Process Scoresheets

Start Processing

  1. Review the list of detected scoresheet files
  2. Click Process Scoresheets
  3. DEEPS will:
  4. Read each Excel file
  5. Extract student marks
  6. Validate data integrity
  7. Calculate totals and grades
  8. Generate consolidated results

Monitor Progress

Watch the log panel for:

  • Successfully processed files
  • Warnings (missing data, format issues)
  • Errors (unreadable files, invalid data)

Review Outputs

After processing, DEEPS generates several output files:

Consolidated Results

Located in outputs/verified_results/2024-2025/YR3/SEM1/:

File Description
YR3_SEM1_consolidated_verified.xlsx All marks merged by student
YR3_SEM1_pass_list.xlsx Students who passed all units
YR3_SEM1_supp_list.xlsx Students with supplementary exams
YR3_SEM1_special_cases.xlsx Cases requiring manual review

Raw Files

Located in outputs/.raw/2024-2025/YR3/SEM1/:

  • Intermediate processing files
  • Useful for debugging

Generate Senate Document

Once processing is complete:

  1. Go to Tools → Generate Senate Documents...
  2. Select the processed semester
  3. Configure document options:
  4. Include pass list
  5. Include supplementary list
  6. Add special cases
  7. Click Generate
  8. Find the document in outputs/senate_documents/

Complete Workflow Summary

┌─────────────────────────────────────────────────────────────┐
│                    DEEPS Workflow                           │
├─────────────────────────────────────────────────────────────┤
│                                                             │
│  1. COLLECT         Gather Excel scoresheets from lecturers │
│        ↓                                                    │
│  2. ORGANIZE        Place in inputs/YEAR/YR#/SEM#/          │
│        ↓                                                    │
│  3. OPEN            File → Open Input Folder                │
│        ↓                                                    │
│  4. PROCESS         Click "Process Scoresheets"             │
│        ↓                                                    │
│  5. REVIEW          Check outputs for errors/warnings       │
│        ↓                                                    │
│  6. GENERATE        Tools → Generate Senate Documents       │
│        ↓                                                    │
│  7. SUBMIT          Send documents for approval             │
│                                                             │
└─────────────────────────────────────────────────────────────┘

Tips for Success

Best Practices

  • Consistent naming - Use unit codes in filenames
  • Backup originals - Keep copies of lecturer files
  • Review warnings - Address issues before generating documents
  • Test first - Process one file to verify format works

Common Mistakes

  • Mixing different years in the same folder
  • Incorrect column headers in scoresheets
  • Missing registration numbers
  • Processing wrong semester folder

Next Steps