Manage Exam
Overview
Purpose
This application enables organizations to design, manage, schedule, and analyze exams for diverse stakeholder groups. It supports both manual and bulk operations, reusable templates, and automation through scheduling and event triggers, enabling efficient assessment and performance evaluation.
Scope & Audience
Primary Users:
Admins
Exam Coordinators
Secondary Users:
Candidates such as employees, students, suppliers/vendors, and certification seekers
Core Use Cases
Employee Certification – Conduct skill assessments and compliance exams for workforce development
Vendor Qualification – Evaluate supplier knowledge and adherence to standards
Student Testing – Facilitate academic exams and progress evaluations
Compliance & Audits – Ensure regulatory and legal knowledge through mandatory tests
Skill Development – Assess proficiency in technical or soft skills for training programs
Event/Training Assessment – Measure knowledge retention after workshops or training sessions
Architecture & Technical Design
High-Level Architecture
Client:
Web Client
Mobile Client (phone or tablet)
Backend:
Azure SQL Database
Data Sources:
Organizations Data
Flat Files (CSV uploads)
Integration:
Authentication via Azure AD (Single Sign-On)
REST API for Flow Automation
Components
Examination MCQ Answer Management
Manage answer templates and create MCQ answers
Manage Bulk Exam Questions
Upload and display exam questions via CSV
Connect Organization Selection
View users linked to organizations and application packages
Manage User Groups
Import candidates details in bulk and manage groups
Exam Automation
Schedule exams, monitor expiry, send reminders, and trigger or clone exams based on events
Key Technical Decisions
Dedicated ‘Survey’ schema for database consistency
Server-side validations for data integrity
Excel exports for reporting
Email notifications for reminders and updates
Functional Descriptions
Create and Manage Exams
Users can add, edit, delete questions, or bulk upload via CSV. Validated questions are linked to exams and stored in the database.
Create and Manage Exam Questions
Users can add, edit, delete questions, or bulk upload via CSV. Validated questions are linked to exams and stored in the database.
Create MCQ Answer Templates
Enables saving reusable answer templates (private or public) for multiple-choice questions, which can be stored and accessed for future use.
Clone Existing Exams
Duplicates an existing exam, including questions and candidate groups, and creates a new exam record.
Manage Exam Candidates and Groups
Organize candidates into groups or bulk upload via CSV. Data is stored in the database for targeted exam deployment.
Exam States
Manage lifecycle states (Planned, Confirmed, Published, Finished, Cancelled) with database updates and notifications.
Exam Scheduling and Deployment
Automates exam publishing based on a scheduled date. Updates state to Published automatically.
Event-triggered Exam Deployment
Publishes an exam clone based on an external REST API event trigger.
Reordering Question Sequence
Allows changing question orders. Updates sequence in the database and reflects in the UI.
View Exam Results
Displays individual and aggregated exam
results. Supports export and reminders for pending submissions.
Exam Response Submission
Candidates submit answers. The system
validates and stores responses in the database for analysis.
Detailed User Guide
On the first screen of the application, there are two sub-workflows named Manage Exams and View Exam Results. From Manage Exams, it is possible to create a new exam.
Manage Exam
Step 1: Exam List
Users can view all existing exams in the system. From this screen, they can start creating a new exam, manage existing ones, or clone an exam.
State Colors:
Yellow = PLANNED
Purple = CONFIRMED
Green = PUBLISHED
Available Actions:
Create Exam – Start a new exam creation process
View Exam – Shows the summary of an existing exam
Clone Exam – Duplicate an existing exam for reuse
Cancel Exam – Discard the current exam setup
Back – Navigate to the main screen
Step 2: Exam Setup
This screen allows users to define the basic details of the exam, some of which are mandatory.
Mandatory Fields:
Exam Name
Starting Date
Closing Date
Exam Passing Threshold (N/100)
Optional Fields:
Description
Introduction Text
Ending Text
Additional Options:
Bulk Upload Questions – Checkbox to enable uploading questions via CSV.
Available Actions:
Next – Proceed to question creation.
Back – Return to the exam list.
Step 3: Question Creation
Users can add questions to the exam and assign weights to each question. The exam can include multiple question types.
Fields:
Question No (Auto-generated)
Question Text
Question Type
Select Question Weightage (N/100)
Remarks
Question Types:
Yes/No
True/False
Multi-Choice
Single-Choice
Numerical
Available Actions:
Next – Proceed to set up answers.
Back – Return to the exam list.
Step 3.1: Define Correct Answer
Users can define correct answers only for True/False, Yes/No, and Numeric question types on this screen.
Available Actions:
Next – Save the question and answer.
Back – Return to question creation.
Step 3.2: Multiple Choice Question Answer Template
Users can select pre-created answer templates for MCQ questions based on their access permissions.
Available Actions:
Next – Proceed to answer options.
Back – Return to question creation.
Step 3.2.A: Multiple Choice Answers
If users choose Create New Custom Answers, they can define the answer options for Multi Choice Questions one by one. Otherwise, previously defined answers from the selected template will be automatically populated in the grid view.
Users can assign weights to both correct and incorrect answers. Points for a correct answer are awarded only when it is selected, while points for an incorrect answer are awarded only when it is not selected. Additionally, users can specify whether an answer is correct or incorrect while defining its weight.
Available Actions:
Next – Proceed to exam summary.
Back – Return to previous screen.
Additional Options:
Save as Template – Checkbox to create a new answer template.
Step 3.2.B: Single Choice Answers
If users choose Create New Custom Answers, they can define the answer options for Single Choice Questions one by one. Otherwise, previously defined answers from the selected template will be automatically populated in the grid view. Users can assign weights to correct and partially correct answers, ensuring that at least one answer is assigned a 100% weight. All incorrect answers can remain at zero points. Points for a correct answer are awarded only when it is selected.
Available Actions:
Next – Proceed to exam summary.
Back – Return to previous screen.
Additional Options:
Save as Template – Checkbox to create a new answer template.
Step 3.2.1: New Answer Template
Users can create reusable answer templates. If the template type is set to Private, only the creator can access it. If set to Public, the template will be accessible to all users.
Fields:
Template Name
Template Type (Private or Public)
Available Actions:
Next – Save template and proceed to exam summary page.
Back – Return to previous screen.
Step 4: Exam Summary
Displays all exam details and questions for review.
Details:
Exam Metadata
List of Questions
Available Actions:
Exams List– View all existing exams.
Edit Exams Info – Modify exam details.
Reorder Questions – Change question sequence.
Delete Question – Remove a question.
Edit Question – Modify question text, type or weight.
Bulk Upload Questions – Upload via CSV.
Add Question – Add a new question.
Confirm – Finalize exam setup.
Step 5: Confirm Exam
This screen shows confirmed exam details before publishing.
Available Actions:
Exams List– View all existing exams.
Revert to Draft – Revert the exam state to “Planned” and make changes before publishing.
Publish – Make the exam live.
Schedule and Publish – Set a future date or event trigger.
Step 6: Publish Exam
Once published, the exam is ready for candidates assignment.
Available Actions:
Exams List – View all existing exams.
Add Participants – Assign users or groups.
Schedule – Adjust publishing schedule.
Revert to Draft – Unpublish and revert the state to “Planned” to edit.
Finish Exam– Make the exam end.
Step 7: Schedule and Publish
Users can choose how to schedule the exam.
Options:
Schedule Exam – Set a date.
Exam Trigger by Events – Launch based on an event.
Step 8: Schedule Exam
Users select a date for automatic publishing.
Available Actions:
Next – Confirm the schedule.
Back – Return to the previous screen.
Step 9: Exam Trigger by Events
Users select an event that will trigger exam publishing. The Trigger ID should be sent through a REST API from a third-party application after the event is completed.
Available Actions:
Add New Event – Create a new trigger event.
Next – Confirm event trigger.
Back – Return to the previous screen.
Step 10: Exam Submission (Candidates)
Users can add candidates to the exam. If the Group Candidate checkbox is selected, the user can create a reusable group.
Available Actions:
Upload From Groups – Upload candidates from existing groups
Bulk Upload Candidates – Bulk upload candidates via CSV
Submit – Finalize candidates list.
Back – Return to the previous screen.
Additional Options:
Group Participants – Checkbox to create a new group for the participants.
View Exam Results
This section explains the View Exam Results workflow in detail.
Step 1: Exam Results
Users start by accessing the Exam Published/Finished List screen. This screen displays all exams that have been published or finished. From here, users can select a specific exam to view its results.
State Colors:
Yellow = Partial responses from candidates
Green = All responses have been collected
Red = No responses yet from candidates
Available Actions:
Next – Proceed to view respondents.
Back – Return to the previous screen.
Step 2: Responded Candidates
After selecting an exam, users are taken to the Responded Candidates screen. This screen lists all candidates who have submitted responses for the selected exam. Users can review the list and choose to view individual responses or a summary of all candidate results.
Available Actions:
View Individual Results – Proceed to individual detailed results.
View Summary – Navigate to the overall exam results summary.
Back – Return to the exam list.
Step 2.A: Individual Exam Summary
When a user selects a specific candidate, they are directed to the Individual Exam Summary screen. This screen displays all exam details and the candidate’s responses, including True/False, MCQ selections, and numeric answers where applicable. The user can enable a retake of the exam for that candidate by clicking the 'Allow Retake' button.
Available Actions:
Export to Excel – Download the individual response in Excel format.
Allow Retake – Available only for failed and incomplete exam submissions.
Back – Return to the Responded Candidates list.
Step 2.B: Exam Results Summary
If the user chooses View Summary, they are taken to the Exam Results Summary screen. This screen provides aggregated data for the entire exam, including statistics on how many candidates responded and how many did not, pass and fail rate along with overall response trends.
Available Actions:
Export to Excel – Download the complete exam results, or lists of passed or failed candidates, in Excel format.
Send Reminders – Trigger Email reminders for candidates who have not responded yet.
Back – Return to the Responded Candidates screen.
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