Adoption of a college management software to digitise paper based workflows
My Role
As an assistant professor at BMS College of Architecture, I was assigned to be the technical lead for the ERP software. I identified problems with existing paper-based processes, proposed an ERP solution, and led the implementation and customization of the software to meet the college's specific needs.
Research Methods
Firsthand observation of existing workflows, Informal discussions with colleagues, Iterative testing and feedback collection
Discipline
UX design, systems thinking, and project management
Platform
Web-based application, accessible through browsers, with a supplementary Android app
Time Frame
2 years (2021-2023)
Introduction
As an assistant professor at BMS College of Architecture, I spearheaded a digital transformation initiative to revolutionise our institution's administrative processes. Our college, with 600 students and 50 faculty members, had long relied on paper-based systems for crucial tasks like attendance tracking and leave management. These traditional methods were becoming a significant bottleneck in our operations.
Straddling both teaching and administrative roles, I had a unique perspective on the inefficiencies plaguing our workflows. From time-consuming manual entries to the lack of real-time data access, these issues were hindering our ability to provide an optimal educational experience.
Recognising the need for change, I proposed and led the implementation of an ERP (Enterprise Resource Planning) solution. This case study details our journey from paper to pixels, highlighting the challenges we faced, the solutions we developed, and the lessons we learned.
Our goal was not just to digitise existing processes, but to reimagine them for enhanced efficiency and improved decision-making. This project touched every aspect of our college's operations, fundamentally changing how we support and engage with our students and faculty.
I discuss the designing of the Leave Management module in this case study, I am happy to discuss about the other modules in person.
The Challenge
Our mission was to transition from these outdated paper-based workflows to a comprehensive digital College Management System, effectively implementing ERP for colleges. The key objectives were to:
Objectives
40%
reduction in leave approval times The digitised leave management system streamlined the approval process, reducing wait times and improving transparency.
30%
decrease in administrative workload for attendance tracking Automating attendance tracking eliminated the need for manual entry and compilation of attendance data.
60%
improvement in student access to academic records With the new ERP system, students gained instant access to their academic records, including grades, attendance, and course information.
50%
reduction in paper usage for administrative tasks The shift to digital processes significantly reduced the college's reliance on paper-based systems.
Leave Management Module:
The existing leave module didn't apply to our institution, as we had more parameters to follow for sanctioning faculty leave. Our process had additional steps to complete before a leave application could be sent for approval.
Leave application process: I mapped the steps of our normal scenario into a flow diagram and then modified the leave module accordingly. Observing the user flow, I understood that new fields needed to be introduced to make the digital process very similar to our previous paper-based method.
We introduced the following parameters:
Pre-approved via field: This was introduced to refer back to the director's request for the faculty's approval (via WhatsApp, email, or oral communication).
Option to Add Replacement Faculty: When a teaching faculty member wanted to take leave, two situations could arise:
a) No classes on the leave date: The faculty could directly approach the Director with the leave application.
b) Classes scheduled on the leave date: The faculty needed to find an alternate arrangement with another teaching staff.
What changed after the modification?
✅ Faculty could apply through their systems, phones, or tablets.
✅ Faculty could track their leave balance instantly.
✅ Better accountability for the institution in terms of administration.
✅ Improved tracking of employee leaves for salary calculations.
✅ Faculty no longer had to wait in front of the main office for the director's approval.
✅ The digital process was familiar to users, easing the transition from paper-based methods.
✅ The director could now view the leave history of any employee.
Research
Our research approach was rooted in practical, hands-on methods that leveraged our intimate knowledge of the college ecosystem. Through contextual inquiry, we observed colleagues in their natural work environment, gaining insights into their daily challenges with paper-based processes. Informal interviews with faculty and staff provided valuable perspectives on pain points and potential improvements.
Observational studies allowed us to map out existing workflows, identifying inefficiencies and opportunities for digitization. We paid close attention to how different users interacted with paper forms and records, informing our digital interface design.
Throughout the development process, we employed iterative testing. By releasing early versions of the software to a select group of users, we gathered real-world feedback that guided our continuous refinement of the system. This approach ensured that the final product was not only functional but also intuitive and aligned with user needs.
While not following formal UX research methodologies, these methods provided rich, contextual data that was crucial in developing a system tailored to our institution's unique requirements.
Learnings:
Continuous user input was crucial in shaping an effective and user-friendly system. We learned that even small adjustments based on user feedback could significantly improve adoption rates and user satisfaction. Regular check-ins and open communication channels with faculty and students helped us identify and address pain points quickly, leading to a more robust and accepted system.
Gradual rollout allowed for smoother adoption and system refinement. By introducing features incrementally, we could manage change resistance effectively and provide adequate support at each stage. This approach also allowed us to prioritise critical features and gather valuable insights to inform subsequent phases of development.
We discovered the importance of striking a balance between introducing new, efficient digital processes and maintaining familiarity with existing workflows. By designing digital interfaces that mimicked paper-based processes where possible, we eased the transition for less tech-savvy users while still leveraging the benefits of digital systems.
The shift to a digital system highlighted the power of data-driven decision making. With centralised, accessible data, administrators could make more informed choices about resource allocation, curriculum planning, and student support. This reinforced the importance of not just digitising processes, but also leveraging the resulting data for continuous improvement.
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