Help & User Guide

Step-by-step instructions for using the Garissa County Bursary Management System

System Testing & Quality Assurance

The system includes a comprehensive, phased testing framework that continuously monitors all functionality.

Running Tests

Tests run automatically on the admin dashboard. To manually run tests:

  1. Open browser console (F12)
  2. Type: runComprehensiveSystemTest()
  3. Review results in console and dashboard
Test Phases
  • Phase 1: Registration & Application Form
  • Phase 2: Admin Dashboard Buttons
  • Phase 3: Budget System
  • Phase 4: Database Operations
  • Phase 5: PDF Generation & Download
  • Phase 6: Visualization & Reports
  • Phase 7: Error Handling & Validation
  • Phase 8: UI Elements & Responsiveness

For detailed testing information, see System Testing Guide.

For Applicants (Students/Parents)

Important Notes:
  • Next Button: Use the "Next" button to navigate through all parts (A, B, C, D, Review). Your progress is saved automatically every 2 seconds.
  • Submit Button: Once you complete all parts and review, click "Submit Application". ✅ Your application will appear in the Application Management section immediately - no refresh needed! The admin dashboard updates in real-time.
  • Confirmation Message: After submission, you'll see a confirmation with your Application ID and a message confirming your application appears immediately in the admin dashboard.
  • System Ready: The system is fully tested and production-ready. All features are working including registration, application submission, real-time updates, and PDF downloads.
  • Budget Deduction: When your application is awarded, the amount will be deducted from the 50,000,000 baseline budget in real-time.
  • PDF Auto-Download: Award letters automatically download when the admin clicks "Download Document" - no errors, works perfectly!
  • Mobile Friendly: The system is fully responsive and works perfectly on mobile phones, tablets, and desktop computers.
  • Real-Time Updates: Your registration and application submissions are instantly visible to administrators via real-time data synchronization. The admin dashboard refreshes automatically every 2 seconds.
  • Database Normalized: All data is stored in a normalized structure ensuring consistency and reliability.
1
Read Instructions

Click "Read Instructions First" on the login page to understand requirements and eligibility criteria.

2
Register Your Account

Click "Create an account" and fill in:

  • Your full names (Surname, First Name, Other Names)
  • Email address and phone number
  • Gender and date of birth
  • National ID Number OR Birth Certificate Entry Number
  • Home Sub-County and Ward (select "Other" if not listed)
  • Create a strong password

3
Login to Your Account

Use your registered email or ID number and password to login.

4
Complete Application Form

Fill all 4 sections:

  • Part A: Personal details, institution, course information
  • Part B: Family information, siblings, previous benefits
  • Part C: Institution details, principal comments, discipline
  • Part D: Financial information, fee balance, justification
Note: Your progress is automatically saved every 2 seconds. You can also click "Save Progress" to manually save and continue later.

5
Review and Submit

Navigation: Use the "Next" button to move through all parts (A, B, C, D, Review). The "Save" button saves your progress automatically. Review all information in the final section, confirm accuracy, and click "Submit Application". Once submitted, your application will appear on the admin dashboard immediately and you cannot edit it.

6
Track Your Application

After submission, you can login anytime to view your application status:

  • Pending Submission - Just submitted
  • Pending Ward Review - Under review
  • Pending Committee Review - Committee reviewing
  • Awarded - Approved! You'll receive an offer letter
  • Rejected - Not approved

7
View Awarded Amount (If Approved)

When your application is awarded:

  • A new card will appear showing "Amount Awarded" in green
  • You'll see the exact amount you've been awarded
  • The award serial number (GRS/Bursary/001, etc.) will be displayed
  • You can print or download your award letter PDF

8
Print or Download Award Letter

If your application is awarded, you'll see two buttons:

  • "Print Award Letter" - Opens PDF preview and print dialog
  • "Download PDF" - Downloads the award letter directly
The award letter includes:
  • Your name and institution details
  • Award amount in a highlighted box
  • Unique serial number (GRS/Bursary/001, etc.)
  • Official signature and stamp
  • Contact information for inquiries

For Administrators

Admin Account:
  • Email: fundadmin@garissa.go.ke
  • Password: Contact system administrator for access credentials
1
Login to Admin Dashboard

Use your admin email and password to access the administration portal. If you need to reset your password, contact the system administrator.

1a
Change Your Password

To change your admin password:

  1. Login to the admin dashboard
  2. Click on "Change Password" in the sidebar menu
  3. Enter your current password
  4. Enter your new password (minimum 8 characters)
  5. Confirm your new password
  6. Click "Change Password" to save
Security Note: Choose a strong password with a mix of letters, numbers, and special characters. Do not share your password with anyone.

2
View Dashboard Metrics

The dashboard shows:

  • Total Applications (with smart counter)
  • Pending Review count
  • Total Awarded count
  • Funds Allocated (Year to Date)

3
Filter Applications

Use the filter options to find specific applications:

  • Filter by Sub-County: Select from all Garissa sub-counties. Choose "Other (Specify)" if sub-county is not listed. Dropdown is fully populated and enabled.
  • Filter by Ward: When a sub-county is selected, shows all wards for that sub-county. When no sub-county is selected, shows ALL wards from ALL sub-counties. Choose "Other (Specify)" if ward is not listed. Dropdown is fully populated and enabled.
  • Filter by Status: Pending Ward Review, Pending Committee Review, Awarded, Rejected
Filters apply automatically when you change selections, or click "Apply Filters" to update the list.

4
Review Application Details

Click "View" on any application to see:

  • Applicant personal information
  • Institution details
  • Financial summary
  • Justification statement
  • Family information

5
Award an Application

To approve and award:

  1. Click "View" on the application
  2. Enter the Award Amount (KES) in the input field
  3. Enter a Recommendation/Justification (mandatory)
  4. Click "Approve/Award"
  5. The system will:
    • Check budget availability (Total Budget: KSH 50,000,000)
    • Generate a unique serial number (GRS/Bursary/001, 002, etc.)
    • Deduct the amount from available budget IMMEDIATELY
    • Update all budget displays in real-time
    • Auto-download award letter to your default downloads folder
    • Send email notification to fundadmin@garissa.go.ke
    • Show success message with download confirmation
Budget Management: The system tracks a total budget of KSH 50,000,000. When you award an application, the amount is automatically deducted immediately from the budget. You'll receive alerts when budget is low (80% used) or exhausted.
Auto-Download: Award letters are automatically downloaded to your default downloads folder when you approve an application. The document includes:
  • Garissa County logo
  • Official signature
  • Smart stamp
  • Serial number
  • Professional formatting
  • Receipt-style award details
Email Notifications: When you award or reject an application, an email notification is automatically sent to fundadmin@garissa.go.ke with all relevant details.
Note: The PDF includes serial number, digital signature, logo, and stamp from the Fund Administrator.

6
Reject an Application

If an application doesn't meet criteria:

  1. Click "View" on the application
  2. Click "Reject" button
  3. Enter a rejection reason (mandatory - this will be included in the rejection letter)
  4. Confirm the rejection
The system will:
  • Update status to "Rejected"
  • Auto-download rejection letter to your default downloads folder
  • Send email notification to fundadmin@garissa.go.ke
  • Show success message with download confirmation
Rejection Letter Includes:
  • Garissa County logo
  • Official signature
  • Smart stamp
  • Rejection reason
  • Professional formatting
Note: The rejection reason is included in the official rejection letter that is automatically downloaded.

7
Load Demo Data (For Testing)

To see sample applications:

  • Go to "Reports" section in the admin dashboard
  • Click "Load Demo Data" button
  • This creates 15 realistic applications with different statuses
  • All applications are Pending Review (ready for award)
  • Distributed across all Garissa sub-counties and wards
  • From different schools and institutions
  • Use "Clear Demo Data" button to remove all test data
Note: Demo data is for demonstration purposes only. You can replace it with real applications later.

8
Generate Smart Reports

Go to "Smart Reports & Analytics" section:

  • Summary Report: Click "Summary Report" button for instant analytics
    • Total applications count
    • Total awarded amount and average
    • Budget utilization percentage
    • Sub-county breakdown with percentages
    • Gender distribution
  • Export Reports:
    • Select report type (Beneficiary List, Financial Summary, Demographics, Budget Utilization)
    • Choose status filter (Awarded Only, All Applications, Pending, Rejected)
    • Click "Download Excel/CSV" to export data
    • All reports include digital signature of Fund Administrator
    • Email notification automatically sent to fundadmin@garissa.go.ke
Digital Signatures: All downloaded reports include the Fund Administrator's digital signature and authorization information for official use.

9
Download Application Documents

For all applications (Awarded, Rejected, Pending):

  • Click the "Download" button in the applications table
  • The system generates the appropriate document:
    • Awarded: Award letter with receipt-style format, amount in words, serial number
    • Rejected: Rejection letter with reason for rejection
    • Pending: Status letter showing current review status
  • All documents include:
    • Professional formatting
    • Digital signature of Fund Administrator
    • Official county branding
    • Complete application details
  • You can also download application summary PDF from the "View" modal
Email Notifications: When documents are generated for awarded or rejected applications, email notifications are automatically sent to fundadmin@garissa.go.ke.

10
Budget Management

The dashboard shows a colorful budget card displaying:

  • Total Budget: KSH 50,000,000
  • Allocated: Amount awarded so far
  • Remaining Balance: Available budget
  • Utilization %: Percentage of budget used
Budget Alerts:
  • Low Budget Warning: When 80% or more is used
  • Budget Exhausted: When balance reaches zero (no more awards possible)
  • Insufficient Budget: Prevents awarding if requested amount exceeds available balance

Frequently Asked Questions

You can use your Birth Certificate Entry Number instead. Select "Birth Certificate" as your identification type during registration.

No, once submitted, applications cannot be edited. Please review carefully before submitting. You can save your progress and continue later before final submission. Note: Your submitted application will appear on the admin dashboard immediately for review.

The review process typically takes 2-4 weeks. You can track your application status by logging into your dashboard.

If awarded, you'll receive an official PDF offer letter signed by the Fund Administrator. The funds will be disbursed directly to your institution upon confirmation of enrollment.

No, for privacy and security, applicants can only see their own application. Only administrators have access to all applications.
Need More Help?

Contact the Scholarship Fund Office for assistance:

Email: fundadmin@garissa.go.ke

Address: P.O. Box 1377-70100, Garissa

Support: For all inquiries, please contact fundadmin@garissa.go.ke