Challenges: How to Streamline Admissions for Both Prospective Students and Administrators?
Institut Teknologi Bandung (ITB) is a technical university in Bandung, Indonesia. ITB aspires to become a respected university in the region, not only acknowledged as a world-class institution, but also playing significant roles in education, research and development, technology, and the arts in the Asian region. Despite its big aspiration and strong reputation, ITB recognized that the admission process required improvement to deliver a more efficient experience for prospective students, lecturers, and web visitors.
Previously, the admission, data verification, payment, and announcement were conducted separately for each pathway, including Undergraduate, Postgraduate, and Non-Regular programs. They caused data duplication, human error, and information delays. Additionally, a centralized dashboard and CMS had not been developed, making it difficult for administrators to monitor data in real-time, verify data quickly, and generate accurate reports for informed decision-making. Meanwhile, the absence of a centralized system made the admission process more complex and time-consuming, with a lack of transparency for admission status.
To address this problem, ITB partnered with Suitmedia, aiming to improve efficiency and accuracy in managing and verifying applicants’ data as well as providing a centralized platform for prospective students to register for admission, submit documents, make payments, and track admission status. For administrators, the project's goal was to help them monitor, verify, and manage applicants’ data through a comprehensive dashboard and CMS. With the new admission website, the admission would be more transparent and accessible, reinforcing the ITB’s reputation as a modern and technology-driven institution through the implementation of an integrated and efficient digital admission system.
Solutions: Transforming the Conventional Admission Process into a Modern and Centralized System
We developed a specific strategy to ensure that both prospective students and administrators could use this platform without any hassle. The methods include analyzing requirements and the admission across all academic levels, creating a user-friendly design, and implementing data integration and process automation. A dashboard and CMS were also developed to help administrators monitor the admission in real-time and facilitate reporting.
The project began with a comprehensive analysis of the existing admission procedures to design a system structure and process tailored to the users’ needs. We then created an intuitive design to enable prospective students to easily apply for admission, make payments, and track their status. After designing, we proceeded to the development stage, utilizing PHP, HTML5, CSS3, and JavaScript, with the support of MySQL, to ensure the system runs smoothly, securely, and efficiently. At the same time, we integrated additional features, including automated notifications, an administrative dashboard, and data verification, to enhance the monitoring process.
Furthermore, the unique aspect of this project lies in the development of a fully integrated admission website to accommodate all pathways, ranging from undergraduate to postgraduate and non-regular programs, on a single platform. This website not only functions as a registration portal, but also combines automatic data verification, real-time notifications, payment integration, and an analytical dashboard that facilitates monitoring and decision-making for administrators. Its responsive and user-friendly interface helped prospective students to complete the entire admission procedures through various devices, showing a significant change compared to its conventional admission systems.
Results: A Fully Integrated Website that Simplifies the Admission Process
Suitmedia assisted ITB in creating more streamlined and integrated admission procedures with the development of the Admission Website. The website has simplified registration, verification, payment, and the announcement of selection results on a single platform. As a result, work efficiency increased, and manual errors were significantly reduced. Now, ITB offers a seamless experience for prospective students in applying to their desired programs.
