BTMS ADMIN (WEB-BASED MANAGEMENT SYSTEM WITH DOCUMENTATION WORKFLOW AUTOMATION AND OPERATIONAL STANDARDIZATION USING AI)

Abstract

The Bus Transport Management System: ADMIN (BTMS: ADMIN) is a web-based platform designed to tackle the increasing administrative complexities in bus transport operations. Traditional approaches—such as manual documentation, paper visitor logs, and unintegrated scheduling—often lead to inefficiencies, delays, non-compliance with regulations, and human errors. BTMS: ADMIN leverages artificial intelligence to automate workflows, optimize scheduling, and ensure consistency across operational modules. By digitizing and standardizing key processes, the system enhances efficiency, accuracy, and transparency, enabling a more agile and future-ready transport administration. The development and evaluation of BTMS: ADMIN employed a mixed-methods research design, combining qualitative insights with quantitative performance data to create a robust, user-centered system. Following the Agile Scrum framework, the process prioritized flexibility, iterative development, and active stakeholder engagement. This approach enabled rapid prototyping, continuous feedback incorporation, and incremental improvements across development sprints. Each sprint targeted a specific functional module, such as user role management, automated document workflows, reservation and scheduling, and legal case monitoring. After each sprint, functional demonstrations and structured usability tests were conducted to evaluate system performance and user experience, guiding further refinements. This iterative methodology ensured the system’s evolution remained closely aligned with real-world operational needs, enhancing responsiveness, reliability, and scalability throughout the development lifecycle. The implementation of BTMS: ADMIN yielded broadly positive results, with success influenced by factors such as adoption rates, leadership engagement, and departmental infrastructure readiness. Departments demonstrating high implementation fidelity marked by consistent system use, strong leadership support, and sufficient technical capacity, experienced the greatest improvements in administrative efficiency. In these units, processing times decreased by 40–50%, reflecting significant workflow optimization. A key contributor was the AI-driven document routing and approval system, which cut average document turnover from 36 hours to 18 hours, effectively doubling processing speed. Additionally, departments utilizing the AI-powered scheduling feature saw a 68% reduction in facility reservation conflicts, underscoring the system’s effectiveness in optimizing resource allocation and reducing operational bottlenecks. These outcomes highlight that while BTMS: ADMIN offers substantial performance benefits, its success depends heavily on institutional readiness and ongoing stakeholder commitment. The BTMS: ADMIN initiative offers valuable insights at the convergence of technology, organizational behavior, and administrative management in the transportation sector. Although the system features advanced capabilities such as AI-driven automation and secure, role-based data access, technical sophistication alone did not ensure successful implementation. The most impactful outcomes occurred in departments where leadership actively championed the system, designated internal advocates to promote adoption, and implemented mechanisms for ongoing usage evaluation. This highlights a key lesson: the success of digital transformation relies not only on robust technology but also on proactive leadership, sustained user engagement, and an organizational culture that emphasizes accountability and continuous improvement.