Develop an integrated information system prototype for efficiently managing the thesis workshops for Systems Engineering, facilitating the administration of registrations, tutor assignments, proposal reviews, and student progress tracking.
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Develop an integrated information system prototype for efficiently managing the thesis workshops for Systems Engineering, facilitating the administration of registrations, tutor assignments, proposal reviews, and student progress tracking.
3. Tool for UCB Library for Searching Older Thesis Projects, Grade Projects, and in Various Departments and Careers
The video shows how to use the library interface manually for searching older thesis projects, grade projects, and in various departments and careers.
"Searched result for 'Redes Neuronales' in 'La Paz' department, Only in the career of 'SIS'":
A place where a student can find contact information and relevant information about the experience of a tutor. They can sort and filter by subjects (experience of the professors).
More information if the student clicks on a professor:
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After the student has read all the information and prerequisites for inscription, they can fill the inscription form when it is open. (The Coordinator can enable or disable the inscription forms from the system.)
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The student has to talk in person with the coordinator or the career director about their project to see if the project is acceptable regarding technologies and duplicity. With the provided information, there shouldn't be any problem.
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The student has to submit the project proposal in a letter. The project and the director must accept it.
From the Coordinator or career director's part, they have to accept your request:
They can write any conditions for your case, for special cases and conditions of inscriptions:
The student receives their credentials: username and autogenerated password:
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After logging into the system, the student can now see the new tab "Mi propuesta de trabajo," where they can upload a link to the drive photo or scan of the letter with a stamp from the coordinator/career director.
Letter example for "degree workshop proposal":
Modal of confirmation for sending the letter:
After sending the degree workshop proposal, the student can wait until the response from the meeting of the career director and executives in charge of the review of the proposals.
Panel with the proposals of all students:
Reviewing the proposal:
PD: The proposal has 4 states:
- Approved (in this case)
- Observed
- Rejected
- Ready for review (default state for every proposal)
Coordinator view of all the states:
Modal of confirmation:
New state from the Coordinator's view:
Now they can see in "details" all the important information about the approval of that card:
Now, with the proposal information, the student has a "grade profile":
The student can see the state of their proposal, and if it is approved, they can see their "grade profile":
Rejected student view:
Observed student view:
Sending another proposal letter for review:
All the proposal letters need to have the "Approval" score to be able to have a "grade profile."
- First, the Professor can send their email to the system admin, and the admin writes it down on the "Create temporal code" page.
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The professor receives the code in their email.
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They use it in the system and can access the form.
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They fill out the form with their personal information.
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They receive an email from "[email protected]" with their username and autogenerated password.
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After login, they can edit their personal information and photo.
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They can add subjects to their information and write some experience about that. It will be shown to the students who need a tutor for their thesis project.
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They can add a LinkedIn link for more information for their students. They can also add multiple links if needed.
Provides essential information about the thesis process and official documentation. Allows creating and publishing news with any start and end date to inform students about changes or recommendations.
Simple interface to search thesis projects within the department by keywords, authors, topics, with a usage tutorial.
Provides information on available tutors, including their experience and contact details to help students choose a tutor.
Verifies teacher access through email and two-factor authentication to prevent identity theft.
Students can fill out a registration form reviewed by a teacher to validate if they can take the thesis course. Students can submit project proposals for review and access.
Students can withdraw from the course, and the coordinator can approve or reject withdrawal requests.
Provides interfaces for submitting and reviewing thesis proposals, facilitating feedback between the department council and students.
Helps the thesis coordinator assign tutors and reviewers to students.
Enables virtual or in-person meetings between students and tutors, task assignments, progress tracking, and feedback with grades.
Facilitates the generation of the final document for formal defense.
Allows managing users, changing roles, and deregistering students.
The project was initiated with a document of few requirements, later expanded with additional requirements obtained through interviews with the director of the department, thesis workshop coordinator, and associated teachers. We used JIRA for task management and project tracking.
The Bolivian Catholic University “San Pablo” offers nine modalities of graduation, with the most common in Engineering being the project, thesis, directed work, and graduation with excellence. The graduation process has deficiencies in organization, lack of information, and communication.
- Inadequate communication between workshop coordination and topic proposals.
- Lack of proper guides and formats.
- Lack of documentation to support proposals.
- Lack of knowledge about the schedule and tutor availability.
- Lack of knowledge about the number of interested students.
- Delayed communication with students.
- Lack of centralized record of proposals.
- Delays in issuing results of council meetings.
- Rudimentary student tracking (Excel sheets).
- Difficulty generating statistics.
How can the management and control of graduation modalities in the Systems Engineering department be improved?
Develop an information system focused on managing graduation modalities to automate the necessary processes.
- Identify necessary roles for restricted access to sensitive information.
- Develop a module for proposal registration and its requirements.
- Design a module for the evaluation of proposals and documentation by teachers.
- Generate a schedule modifiable by teachers for the presentation of documentation.
- Expose statistics on students and modalities.
The system will improve the organization of graduation modalities by centralizing documentation and facilitating communication between students, teachers, and tutors.
It will provide convenience to teachers by centralizing documentation in one place and allow students to view submission dates and receive effective feedback.
- Web platform accessible from different devices.
- Real-time visibility of documentation status.
- Record of comments and feedback.
- Visualization of statistics through graphs.
- Data download capabilities.
- Generation of a schedule with submission dates.
- Early alert notifications to students.
- Inputs: Data and proposals from the student for registration.
- Subjects: Students, teachers, and tutors.
- Outputs: Tutor assignment, schedule visualization, and statistics.
- Controls: University regulations and academic calendar.
Develop an information system for managing graduation work with specific roles (student, teacher, tutor). The system will allow registrations, proposal registration, document tracking, statistics generation, and more.
- Navigation map for global users.
- Visualization of past project statistics.
- Search for past projects.
- Registration requirements visualization.
- Registration and login.
- Navigation map for students.
- Schedule and submission details visualization.
- Submission of deliverables and personal data modification.
- Navigation map for tutors.
- Session control and record.
- Schedule and requirements visualization.
- Student statistics and feedback on deliverables.
- Navigation map for coordinators.
- Navigation map for the head of department.
- Visualization of finalized project statuses.
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Frontend:
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Backend:
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Development Tools:
This documentation is a summary of the complete project, covering from conceptualization to final implementation, highlighting the objectives, problems, solutions, and functionalities of the system. For a more extensive documentation, technical details, architecture diagrams, installation and usage guides, and a log of problems and solutions encountered during development will be included.