Student registration tool for school administration

This project aims to create a secure web-based platform for student registrations that reduces media breaks, manual data entry errors, and process time, while also providing an easy-to-use interface for both users and administrators. The system will import existing data, allow users to enter missing information, and export the final data as a flat file for import into Scolaris.

Initial Situation/Problem statement

The school administration uses the client-server application Scolaris with an MS SQL database, which serves as the master data source for most of the systems they use. Each year, around 300-400 new students need to be registered, and their information is entered manually based on handwritten forms sent in by their parents or guardians via email. This manual data entry process is inefficient and error-prone, resulting in media breaks, bad handwriting, and typing errors that need to be corrected across multiple systems. These issues can cause problems such as incorrect user credentials, which can be time-consuming to fix. Furthermore, this work needs to be done quickly to ensure that the data is available for mailings and planning purposes.

Project Goal

The Goal of our project is to create a secure website for student registrations with an easy-to-understand user interface; reducing media breaks, manual data entry errors, process time and costs.

Developed Solution and its benefit

The followig five concepts highlight different aspects of our Tool for school registration and data management. They aim to ensure:

• Secure and Easy Registration
• Seamless Data Integration
• Efficient Administrative Oversight
• Effective Communication between School Administrators and Parents

Secure Web Platform
Build a secure, intuitive web-based platform for school registrations. It leverages two-factor authentication for enhanced security. The platform streamlines data management for school administrators and interfaces smoothly with Scolaris, reducing potential for errors and media breaks.

Versatile Registration App
Craft a multi-platform application that simplifies school registration for parents. With features like two-factor authentication and push notifications, it offers a user-friendly solution. It also serves as a comprehensive tool for school administrators to handle data management.

Cross-Plattform Tool
Design an integrated solution for student registration, comprising a web-based platform and a mobile application. This comprehensive system offers the flexibility needed by parents and school administrators, ensuring a seamless data integration between the platforms

School Admin Dashboard
Develop a comprehensive dashboard for school administrators. It displays an overview of student demographics, enabling easy filtering and access to important data points. The dashboard also facilitates communication with parents, addressing critical updates or issues.

Communication Platform
Establish a versatile communication platform for school administrators. It enables contact with specific parent groups via multiple channels, including mail, email, and messaging services. The platform allows for sending personalized messages or using preset templates.

Testimonial
«With the “Clever Student Registration Tool” we will reduce internal workload, enhance process time and data quality. The team has found a good approach to provide safe access for the parents, where they can amend the data of their children directly on our servers. The school administration team can then verify and correct the data before it is imported into the school administration tool, which is our central database. The team has coped well with all the changes and has provided a good base for further development of the tool.»
Neal Grammer Taylor - CIO and Teacher at Schulen MeWo

Key terms

• UI/UX ToolFigma
• Programming languagesPython, Django
• Frontend LibraryHTML, css
• Styling LibraryBootstrap

Client

Neal Grammer Taylor
IT Dienste Schule MeWo​
Schule Mellingen-Wohlenschwil
Bahnhofstrasse 22
5507 Mellingen

Team

Team
Christopher Trachsel, Giancarlo Leo, Kirsten Melanie Lobner (IP3), Anja Krebs (IP3), Carolin Mäder, Mauro Hirt, Mojžiš Masár,
Coach
Sibylle Peter