SCHOOL MANAGEMENT SYSTEM 2 : THE DEVELOPMENT OF A PREFECT MANAGEMENT SYSTEM WITH STUDENT CASE TRACKING AND AI CASE ANALYSIS AT BESTLINK COLLEGE OF THE PHILIPPINES

Abstract

The Prefect Management System, integrated with a Student Case Tracking Module, was developed for the Prefect Department of Bestlink College of the Philippines to address existing operational challenges. The system aims to efficiently track student cases, manage prefect duties, and generate accurate reports. It is designed to enhance workflow, simplify administrative processes, and support the effective enforcement of disciplinary policies. To ensure the system could adapt to the evolving needs of the Prefect Department, we employed the Agile Scrum methodology. Scrum's iterative process enabled the team to incrementally develop functional modules—such as duty management and case tracking—in manageable phases. Given the department's limited experience with digital systems, sprint cycles were extended to three to four weeks to allow ample time for feedback and necessary revisions. Additionally, we incorporated detailed documentation practices to align with the school's standards, modifying the traditional Scrum documentation approach accordingly. By following the Scrum framework, we successfully developed key system features such as student case tracking, prefect duty management, and report generation. The system evolved through continuous collaboration with the Prefect Department, with their feedback playing a vital role in shaping its functionality. Each sprint iteration brought the system closer to meeting the department’s operational requirements and user expectations. The use of Agile Scrum proved highly beneficial in accommodating the Prefect Department’s evolving requirements. The iterative development model, combined with frequent feedback loops, ensured the system remained adaptable and aligned with the department’s needs. Extended sprint cycles provided the team with ample time to incorporate feedback and refine the system effectively. Collaboration among the Scrum Master, Project Manager, developers, and other team members was crucial to the project's success. Ultimately, the system was designed to streamline and enhance the efficiency of the Prefect Department’s operations.