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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
ISSN: 2454-6186 | DOI: 10.47772/IJRISS
Special Issue | Volume IX Issue XXV October 2025
PG Track APB - A Dashboard Approach to Postgraduate Information
Management
*1
Nur Ashiquin C. Alih,
2
Nur Huslinda Che Mat,
3
Norhayuza Mohamad,
4
Nurizah Md Ngadiran,
5
Mohammad Nazrul Muhamad Yusop,
6
Janudin Sardi Hj. Mohd Yusop
1,2,3,4,5,6
Akademi Pengajian Bahasa, UiTM Shah Alam
*Corresponding Author
DOI: https://dx.doi.org/10.47772/IJRISS.2025.925ILEIID000061
Received: 23 September 2025; Accepted: 30 September 2025; Published: 06 November 2025
ABSTRACT
Efficient access to accurate information is essential for the effective administration of postgraduate
programmes. However, in many institutions, data related to postgraduate students remains fragmented across
multiple sources and requires staff to contact various persons-in-charge individually. This process often results
in delays, inconsistencies, and an increased administrative burden. To address this challenge, this study
introduces an innovative dashboard system designed to streamline the retrieval and management of
postgraduate information. PGTrack@APB is a system developed to facilitate the process of obtaining
information related to student and postgraduate matters at the Academy of Language Studies (APB), UiTM
Shah Alam. The dashboard integrates key data points such as student enrolment, supervision status, DRP and
VIVA status as well as administrative records, into a single, accessible platform. It provides real-time access to
information such as the number of postgraduate students by semester, individual student records (including
programme details, thesis-related matters, and study status), as well as supervision information for each
lecturer. By consolidating scattered information, the system enhances efficiency, reduces reliance on manual
communication, and improves the reliability of postgraduate data access. Preliminary implementation
demonstrates that the dashboard substantially reduces time spent on information searching and increases user
satisfaction among administrative staff. Its centralized, scalable design supports UiTM’s goals of improving
efficiency and enabling data-driven decision-making. This in the long run would be a leverage to suit various
stakeholders’ needs while maintaining a standardized framework for managing postgraduate studies.
Keywords: Postgraduate Matters; Data Management; Postgraduate Management System; Effective
Administration
INTRODUCTION
Efficient access to accurate information is essential for the effective administration of postgraduate
programmes. In Universiti Teknologi Mara (UiTM), Pusat Pengajian Siswazah (IPSis) is the central operating
body that oversees and manages the overall postgraduate administration. IPSis coordinates and formulates
admission and academic regulations policies, providing support to enhance research and learning for
postgraduate students across various colleges, faculties, and academies within UiTM. As Malaysia's largest
comprehensive university, with 13 autonomous state campuses, four colleges of studies, 14 faculties, and nine
academic centres throughout the country, IPSis uses several online systems to manage its postgraduate
programs offered to students at these places. Some of the systems are SIMS, AIMS and UPTRACKS (Aziz et
al., 2025). All these systems were prepared to assist the management of postgraduate in UiTM. For instance,
SIMS includes information regarding students’ personal information, enrolment and registration status,
financial information and academic records. AIMS is a curriculum management system that records
information related to all the courses offered in UiTM. UPTRACKS is postgraduate management system
which among other things includes students’ DRP and VIVA status.
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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
ISSN: 2454-6186 | DOI: 10.47772/IJRISS
Special Issue | Volume IX Issue XXV October 2025
The postgraduate management committee at APB utilizes these systems to run its operations. APB UiTM Shah
Alam is also responsible in managing the operation postgraduate programs by research at the branch campuses
despite given the autonomy to offer the programs. Postgraduate management meetings were conducted
monthly to discuss various matters including admissions, curriculum development, supervision, assessment,
and administrative processes such as deferment, withdrawal, transfers, and study extensions. Efficient access to
student, supervisor, and examiner records is essential, as delays or outdated information can hinder decision-
making and prolong meetings. Such circumstances undermine the efficiency and effectiveness of postgraduate
management. Barde, Shaibu, and Daudu (2019) confirmed that slow and delayed retrieval of students’
academic records may be resulted by the poor record organization. Therefore, to counter this issue, efficient
academic record management is called for to ensure a fast and more accurate data retrieval (Ukaogba &
Nwankwo, 2020).
Problem Statement
Although multiple information management systems such as SIMS and UPTRACKS are available, the
retrieval of postgraduate-related information remains largely manual. In many cases, information is obtained
through direct communication with the respective persons-in-charge (PiCs). The postgraduate administrator
then compiles the data, downloads the files, and shares the links when necessary. However, issues emerge
when such information is needed during meetings but is not immediately accessible, often resulting in
unnecessary delays and an increased risk of inaccurate decision-making.
Objectives
1. To develop a centralized platform for APB management of postgraduate information.
2. To streamline administrative processes that enables the efficient retrieval and updating of information
for APB postgraduate.
PRODUCT DESCRIPTION & METHODOLOGY
This innovation project was initiated as a result of a need analysis that enables the identification of various
issues related to data retrieval of postgraduate matters, determining the causes of the issues identified,
suggesting possible solutions and developing prototype. A short survey was distributed among 23
administrative staffs that directly involved in the management of postgraduate in APB. The survey includes 10
questions which focused on the staffs’ satisfaction of data retrieval of postgraduate matters and suggested
solutions to the issues. Table 1 below illustrates the issues and solutions proposed by the respondents.
Table 1 Needs Analysis Result Analysis
Satisfaction Level
Disagree
(%)
Somewhat
Disagree (%)
Agree
(%)
Postgraduate students’ enrolment information (total number, name, ID,
semester, etc) is easily accessible
50.5
30.4
Postgraduate students’ enrolment information (total number, name, ID,
semester, etc) is readily accessible
4.3
43.5
34.8
Supervision information (supervisor and student) is easily and readily
accessible
50.5
39.1
Number of supervisions is easily and readily accessible
69.6
30.4
Postgraduate matters namely NOI, VIVA Voce, thesis correction, etc are easily
and readily accessible
52.2
34.8
Students’ information needs to be constantly updated to ease the decision-
making in meetings (JKAPS, JAF, JKIPA)
34.8
Students’ information needs to be easily and readily accessible to ease the
decision-making in meetings (JKAPS, JAF, JKIPA)
13
43.5
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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
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Special Issue | Volume IX Issue XXV October 2025
APB needs a centralized system that is easily and readily accessible to ease the
data management and retrieval for increased efficiency.
21.7
POTENTIAL FINDINGS AND COMMERCIALISATION
Findings
Based on the information gathered from the survey with the administrators of the postgraduate management,
PGTrack@APB is an innovative dashboard system designed to streamline the retrieval and management of
postgraduate information. It is developed to facilitate the process of obtaining information related to student
and postgraduate matters at APB, UiTM. The following features are included in the system:
1. Postgraduate enrolment information: total number of APB PG students by campus, number of
enrolment based on year, academic semester, program code, locality, status (active/non-active)
2. Supervisor information: number of students (main and co), students’ details (name, program code,
semester, DRP and VIVA status, study mode, progress, status and campus.
3. Student information: name, student ID, program, SV, semester, DRP and VIVA status, mode of study,
campus and research title.
Example of Project
The key features of the PGTrack@APB dashboard are as follows.
Postgraduate Enrolment Tab
One of the features included in the system is the enrolment tab. In this tab, various information regarding
postgraduate matters is included namely year, semester, different campuses, program, status, and chart that
illustrates the total enrolment of PG students by research in APB, UiTM.
Figure 1 Enrolment tab
This tab also enables its user to extract information with regards to the number of students enrolled in specific
program offered in APB, namely LG950 (Doctor of Philosophy, PhD by Research) and LG750 (Master by
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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
ISSN: 2454-6186 | DOI: 10.47772/IJRISS
Special Issue | Volume IX Issue XXV October 2025
Research). Information also filtered by the locality (local/international) and status (active/non-active). This can
be seen in Figure 2 and Figure 3.
Figure 2 Program Tab (LG950)
Figure 3 Program Tab (LG750)
Supervisor Tab
Another feature of the system is the supervisor tab which provides a detailed list of supervisors and their
supervisees. By simply selecting a supervisor’s name, administrators can automatically view information
about the supervisor, including number of students (main and co), students’ details (name, program code,
semester, DRP and VIVA status, study mode, progress, status and campus. This page allows administrators to
track supervisory responsibilities and assignments, showing which supervisors are responsible for which
supervisees. Figures 4 and 5 illustrate the supervisor tab.
Figure 4 Supervisor Dropbox
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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
ISSN: 2454-6186 | DOI: 10.47772/IJRISS
Special Issue | Volume IX Issue XXV October 2025
Figure 5 Supervisory Load
Student Tab
The student tab provides detailed information about all postgraduate by research students in APB. By
selecting a student’s name, data such as name, student ID, program, SV, semester, DRP and VIVA status, mode
of study, campus and research title can be automatically extracted. This feature allows administrators to readily
access students’ details, thereby streamlining information retrieval and reducing reliance on manual searches.
Figures 6 and 7 display the interface of the students load page.
Figure 6 Student Dropbox
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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
ISSN: 2454-6186 | DOI: 10.47772/IJRISS
Special Issue | Volume IX Issue XXV October 2025
Figure 7 Student Load
Commercialization
The centralized and scalable design of PGTrack@APB positions it as a system with strong commercialization
prospects. It offers significant leverage by catering to the diverse needs of various stakeholders while
maintaining a standardized framework for managing postgraduate studies. This adaptability not only ensures
sustainability within UiTM but also opens pathways for replication and adoption across other faculties,
campuses, and potentially other higher education institutions.
Novelty And Usefulness
The PGTrack@APB includes several novelties namely centralization, efficiency, intelligent design, time-
saving, real time response and user-friendly interface.
Centralization: PGTrack@APB combines data for APB postgraduate matters, supervision, students’
information into a single, cohesive platform.
Efficiency: Streamlined administrative processes provide a unified system for information retrieval
and updates.
Intelligent Design: Excel-based dashboard enhanced with Visual Basic application to improve data
entry and search functions.
Time-saving: Reduces the time needed for administrative tasks, allowing users to focus on more
critical academic activities.
Real time response: Provides real-time responses, ensuring immediate access to accurate and updated
information.
User-friendly Interface: Offers an intuitive and user-friendly interface, making it accessible to users
with varying levels of technical expertise.
The PGTrack@APB contributes a range of benefits to postgraduate programs which includes:
Provides streamlined administrative processes.
Offers fast access to comprehensive reports.
Enhances efficiency and reduces reliance on manual communication.
Improves the reliability of postgraduate data access.
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ILEIID 2025 | International Journal of Research and Innovation in Social Science (IJRISS)
ISSN: 2454-6186 | DOI: 10.47772/IJRISS
Special Issue | Volume IX Issue XXV October 2025
CONCLUSION
In conclusion, the PGTrack@APB enhances postgraduate management by centralizing data and streamlining
administrative processes. Preliminary implementation demonstrates that the dashboard substantially reduces
time spent on information searching and increases user satisfaction among administrative staff. Its centralized,
scalable design supports UiTM’s goals of improving efficiency and enabling data-driven decision-making. It
improves efficiency and strengthens institutional reputation and sets a sustainable benchmark for effective
postgraduate management that other institutions can adopt. This in the long run would be a leverage to suit
various stakeholders’ needs while maintaining a standardized framework for managing postgraduate studies.
ACKNOWLEDGEMENTS
The authors collaboratively contributed to the completion of the project. Each author’s specific contributions
were integral to the project's overall success.
REFERENCES
1. Aziz, A., Nur Huslinda, C.M., Janudin, S., Zainab, S., Muhammad Nazrul, M.Y., Avester, G.J. & Zafir, H.N.
(2025). Postgrad Nexus: A Centralized Hub for Postgraduate Supervision and Examination Management.
International Journal of Research and Innovation in Social Science (IJRISS), Vol. 9(1), 2568-2575.
https://dx.doi.org/10.47772/IJRISS.2025.9010207
2. Barde M. A., Shaibu, B. A. & Daudu, H.M. (2019). Organization and retrieval of students’ academic records
in Ahmadu Bello University, Zaria – Nigeria. Samaru Journal of Information Studies, 19(1), 1-13.
3. Ukaogba, J. & Nwankwo, I.N. (2020). Record management practices of principals for effective
administration of secondary schools in Delta State. International Journal of Innovative Science and
Research Technology, Vol. 5(6), 499-505.