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📖 Usage Guide & Advanced Workflows

This guide covers advanced operations for the University Admissions System, including generating synthetic data, migrating it to SQL Server, and configuring the Power BI dashboard.

🛠️ Workflow 1: Generate Synthetic Data (CSV)

The application includes a sophisticated data generator that creates realistic admissions data based on Indian college trends (2017–2026).

1. Locate the Generator Navigate to the root directory where generate_data.py is located.

2. Run the Script Execute the following command in your terminal:

python generate_data.py

3. Output The script will generate the following CSV files in your directory:

  • users.csv: User credentials (applicants).
  • applicants.csv: Demographic details.
  • applications.csv: Application status, dates, and SOPs.
  • academic_profile.csv: GPA and SAT scores.
  • student_achievements.csv: Extracurricular awards.
  • programs.csv, roles.csv, age_ranges.csv: Lookup tables.

Note: The script automatically handles logic like "Accepted students have higher GPAs" and "Admission spikes occur in March-April".

🔄 Workflow 2: Migrate CSV Data to SQL Server

Once you have generated the CSV data, you can bulk import it into your SQL Server database using the provided migration script.

Prerequisite: Ensure your database tables are created. If not, run schema.sql first.

1. Prepare the Migration Script Open the migrate.sql file in a text editor or SQL Server Management Studio (SSMS).

2. Update File Paths The BULK INSERT commands require absolute paths to your CSV files. Find and replace the placeholder path in the script:

  • Find: C:\path\to\your\csv\files\
  • Replace with: The actual absolute path to your project folder (e.g., C:\Users\YourName\Projects\UniversityAdmissions\).

Example:

BULK INSERT roles
FROM 'C:\Users\Admin\UniversityAdmissions\roles.csv' -- Updated Path
WITH ( ... )

3. Execute the Migration

  • Option A (SSMS): Open migrate.sql in SSMS, connect to your database instance, and click Execute.
  • Option B (Command Line): 
    sqlcmd -S localhost -d UniversityAdmissions -i migrate.sql

4. Verify Data The script prints a summary table at the end showing the count of records imported into each table.

📊 Workflow 3: Running the Power BI Dashboard

The Admin Dashboard embeds a live Power BI report to visualize admissions data.

Step 1: Configure the Environment

The application looks for the Power BI URL in your environment variables.

  1. Create a file named .env in the root directory (if it doesn't exist).
  2. Add your Power BI Embed URL: 
    PBI_EMBED_URL=[https://app.powerbi.com/view?r=eyJrIjoi](https://app.powerbi.com/view?r=eyJrIjoi)...
    (Note: If you are setting up your own report, use the "Publish to Web (Public)" link from the Power BI Service).

Step 2: Access the Dashboard

  1. Start the Flask application (python app.py).
  2. Log in as an Admin:
    • Email: admin@mm.edu
    • Password: admin123
  3. You will be redirected to /admin_dashboard.
  4. The Power BI report will load inside the dashboard iframe, displaying metrics derived from your current database state.

Step 3: Refreshing Data

Since the Power BI report is connected to your dataset:

  • Direct Query: If configured with Direct Query, changes in the SQL database (new applications) reflect immediately.
  • Import Mode: If using Import Mode, you must refresh the dataset in the Power BI Service for new SQL data to appear in the embedded report.