SCHOOL MANAGEMENT SYSTEM: THE DEVELOPMENT OF WEB-BASED REQUEST DOCUMENT TRACKING FOR THE REGISTRAR AT BESTLINK COLLEGE OF THE PHILIPPINES

Abstract

Educational institutions are increasingly adopting digital solutions to overcome inefficiencies in administrative processes. At Bestlink College of the Philippines, the registrar's office has traditionally relied on manual methods for handling document requests, such as Transcripts of Records (TOR), diplomas, and enrollment certificates. These manual processes are often time-consuming, error-prone, and lack transparency, resulting in dissatisfaction among students and staff. To address these challenges, we developed the Web-Based Document Request Tracking System (WBDRTS). This system streamlines the document request process by allowing students to submit requests online, track their status in real-time, and receive automated notifications upon completion. For administrative staff, it offers an integrated dashboard that improves request management and significantly reduces manual workload. The development of the Web-Based Document Request Tracking System (WBDRTS) followed a structured approach grounded in the Agile Scrum methodology. The project was divided into multiple sprints, with each sprint focused on the incremental development of specific functionalities, including user authentication, document request submission, payment processing, and real-time status tracking. The implementation of the Web-Based Document Request Tracking System (WBDRTS) at Bestlink College of the Philippines has led to significant improvements in both the registrar’s office operations and user experience. By automating the document request process, the system reduced administrative workload by approximately 50%. Registrar staff now manage requests more efficiently through an integrated dashboard, enabling better task prioritization and workflow optimization. Students benefit from real-time visibility into their document requests, including status updates and notifications, enhancing transparency, building trust, and reducing the volume of status-related inquiries. Integrating a web-based document request and tracking system into the registrar’s office at Bestlink College of the Philippines represents a significant advancement in how educational institutions manage student records and administrative workflows. This transition from traditional, manual methods to a centralized online system reduces administrative workload, streamlines the document request process, and offers a seamless and convenient experience for students. Real-time visibility into request statuses fosters greater trust and accountability between the registrar’s office and the student body.