Find out how OscilloSoft helped an education institute develop a rigorously automated administration system providing an efficient solution to their complex course-curriculum fueled needs.
This client was a Non For Profit organisation acting as an education administrator for postgraduate students, actively providing and overseeing the delivery of multiple postgraduate courses.
Partnering with other related tertiary institutions, ensuring academic standards and a flexible learning approach for their students. Their primary focus is on postgraduate Education courses, pivoting on creating the leaders of tomorrow by the accreditation of the teachers of today.
As such, their innate business process (BP) involved heavy amounts of administrative cross-referencing and to combat this, they utilised a Learning Management System or an LMS.
These systems have become increasingly popular, being used by 87% of active web users and their main focus is to make the remote delivery of content easier and flow better between the lecturers and students. And for our client’s case, that’s exactly what it did. It worked perfectly until they tried to accommodate more complicated administrative processes into it.
And that’s where we came in. Our team developed a custom-built administration system that revolved around their industry-specific, complicated course curriculum and also fed data back and forth between their existing LMS system. Our system gave the clients the flexibility to grow into more convoluted admin procedures without compromising their quality of education and giving up their already established LMS-based operations.
Prior to adopting the custom-built application, the client was using their LMS to support basic admin functions such as creating student-lecturer profiles and assigning specific units to the conductor of the unit. This, however, fell short for more complicated requirements like a multi-step student enrollment process (in which a student will go through a number of administrative checks and stages to be fully enrolled) and a course curriculum centred around the resources available in each semester, i.e. a semester focused course curriculum.
Their LMS didn’t have the technical capacity to handle these requests and as such called for the need for a separate solution. A primary focus of the solution was dealing with the clients “complex course curriculum”. That is, how their courses were structured with respect to the rest of the system.
For our clients, their course curriculum revolved around the set up of their individual semesters, using the time elapsed between each established semester as an indicator for the availability of the course for the lecturers and students. So not only was there a necessity in administering this specific course curriculum, but there was also an inherent need for a system that facilitates a sturdy back and forth of data with the LMS.
Client Requirements :
A centralised hub for administrative management, including dashboard views and module management for students, lecturers and courses.
A system to accommodate their semester-based course curriculum.
Capacity to store mass student data and a holistic view of student history.
Quick and easy online registrations through a portal.
Capacity for a complex enrollment system.
System Hierarchy facilitating various levels of system accessibility.
Integration with existing LMS to support relevant data exchange.
In the context of these requirements, our developers established that the system needed substantial amounts of administrative flexibility and thus focused the solution on the following aspects :
Centralisation of The System :
This aspect focuses on creating a set of interlinked modules that centralise the rest of the client’s admin processes. This was achieved by setting up the course curriculum to revolve around semesters and by creating modules and dashboards of modules specific to their business process.
Dynamic Enrollment Process:
This aspect focuses on creating dynamic forms via mass automation and on facilitating a multi-stage enrolment approval process within the system.
Accessibility & Hierarchy Options:
This aspect focuses on differentiating the different users of the system based on their roles and positions in the institutional hierarchy.
This aspect focuses on pushing the relevant data from the LMS into the application to keep all the information updated and easily accessible.
This then allowed the application to incorporate features to tackle the main challenges faced by the client in the ways as shown in the infographic.
So, with the application curated by OscilloSoft, the client was able to attain a system that acts as an administrative hub giving them dexterity in adjusting and managing all their resources to meet the specific requirements of their course curriculum. In addition, implementing the solution also gave provided the client:
A custom-built application acts as a central repository of data, including everything from basic course information to user-specific data.
Course, Lecturer and Student associations based on semester defined rules. (Course Curriculum Specific Modules)
An application with the capacity to accommodate a complex enrolment process and a dynamic automated system for student intake.
Enrolment progress tracking for students.
Flexibility in management of resources and courses.
Varying user accessibility levels in both the application and the LMS based on user hierarchical role.
Defined LMS course accessibility based on semester timings.
Imported and automatic report generation through LMS integration.
Continuously updated system based on events in the LMS.