Gatistavam Campus Case Study
Client & Project Overview
Gatistavam Campus is a platform built to manage and enhance campus operations, with features for students, faculty, administration, and campus services. The project aims to digitize and streamline campus workflows such as student enrollment, course scheduling, announcements, resource booking, and internal communication. The goal was to improve efficiency, transparency, and engagement across the campus community.
Challenges / Needs
- Manual and fragmented processes for managing student data, course schedules, room/resource bookings, announcements, etc.
- Difficulty in communication between administration, faculty, and students — delays in announcements, notices, or updates.
- Inefficient usage of campus resources (classrooms, labs, equipments) due to lack of centralized booking or tracking.
- No unified portal/mobile access — students and faculty had to rely on email, notice boards or separate systems.
- Need for user roles/permissions (admin, faculty, students) with secure access control to different modules.
- Desire to provide better insights and reporting for administrators: usage of classrooms, student attendance, resource utilization.
Goals & Objectives
- Build a unified web + (optionally) mobile portal for managing all major campus operations.
- Streamline student enrollment and course scheduling processes.
- Provide a resource booking system (labs, classrooms, equipment) with calendar view.
- Enable timely communications: announcements, notices, alerts to students & faculty.
- Role-based access: different views/options for admins, faculty, students.
- Dashboard & analytics for administrators to monitor attendance, resource utilization, student activity.
Our Role & Scope
- Requirement gathering: interviewing stakeholders (students, faculty, admin) to understand workflows.
- System architecture & backend development: database, APIs, security, role management.
- Front-end design: responsive web portal and/or mobile app, for student & faculty ease of use.
- Features developed: enrollment module, schedule manager, resource booking, announcements module, student/faculty dashboard.
- Notification system: in-portal notifications, email/SMS alerts for important announcements or booking confirmations.
- Reporting & analytics: usage reports, attendance listing, resource utilization graphs.
- Testing & deployment: Functional testing, usability testing (especially mobile), rollout, user training.
Solution & Key Features
- Enrollment & Course Scheduling: Students enroll in courses, sees schedule; admins / faculty define courses & schedule classroom allocations.
- Resource Booking System: Booking system for classrooms/labs/equipment with calendar view; conflict detection.
- Announcements & Communication: Admin/faculty can post announcements/notices; students receive notifications.
- Dashboard Views: For students: upcoming classes, bookings, notices; for faculty: their courses, classes, announcements; for admin: aggregate statistics.
- Role-based Access Control: Different permissions for admin, faculty, and students.
- Attendance / Presence Tracking (if applicable): Track attendance by class, view reports, alerts on low attendance.
- Reports & Analytics: Resource usage, student participation, room utilization, most/least busy times, etc.
Challenges & How We Overcame Them
- Data migration: If campus had legacy data (student records, course schedules), cleaning/migrating while maintaining consistency.
- Conflict resolution in bookings: Implemented logic to prevent double-bookings; approvals; real-time checks.
- User adoption & change management: Training for staff & faculty; user guides; onboarding.
- Scalability & performance: If many users are using simultaneously (schedule lookup, booking), optimize queries, caching, responsive UI.
- Security & Data Privacy: Ensuring that student data is secured; role permissions set correctly; proper authentication; if personal data, ensure compliance.
Design & UX Approach
- Intuitive navigation: clearly separated sections for students, faculty, and admins.
- Responsive UI so users can access via desktop and mobile.
- Clean, minimal-clutter interfaces; dashboards with key info immediately visible.
- Calendar views for schedules and bookings; notifications badge/alerts.
- Emphasis on clarity: booking confirmations, schedule changes, etc. are clearly communicated.
Results & Impact
- Enrollment & scheduling time reduced by X% compared to previous process.
- Resource bookings (classrooms, labs) improved utilization rate by Y%.
- Announcements reach students faster, reducing delays in communication.
- Student & faculty satisfaction increased (via feedback).
- Admins have better visibility into resource usage and attendance.
- Fewer scheduling conflicts or double-bookings.
Key Learnings & Future Plans
- Early involvement of all types of users (students, faculty, admin) helps shape simpler workflows.
- Good notification system is key — missed updates frustrate users.
- Calendar & booking UIs must be polished — even small UX issues around selecting times or overlapping bookings lead to confusion.
- Future features: mobile app version; integration with LMS or e-learning; biometric or face recognition for attendance; integrating events module; integrating finance / cafeteria / hostel modules.
Visuals / Assets Ideas
- Screenshots: dashboard (student/admin/faculty), booking calendar, enrollment flow, announcement module.
- Diagrams: how data flows: scheduling → enrollment → booking → notification.
- Before / after workflows: how students/faculty used to do these tasks, and how it's now streamlined.
- Graphs: resource utilization over time; booking requests vs approvals; attendance trends if applicable.