A Web-Based Application for Scholarship Re-registration Data Collection

Abstract

The scholarship re-registration data collection process in educational institutions is still largely conducted manually, requiring participants to attend offices in person, complete paper-based forms, and physically submit required documents. This condition leads to significant time inefficiency, potential data loss, and difficulties in monitoring application status by both participants and administrators. This study aims to develop a web-based application to automate the scholarship data collection and re-registration process using PHP and MySQL, applying the waterfall development method comprising analysis, design, implementation, and testing phases. The novelty of this research lies in integrating three user access levels student, department head, and administrator within a single platform equipped with digital document upload, real-time application status tracking, and automated reporting features, thereby replacing inefficient paper-based manual procedures. Black-box testing across 18 test scenarios covering all 10 functional requirements (FR-01 to FR-10) yielded a 100% success rate with zero failures. The developed system successfully reduced average application processing time from 3–5 business days to less than 1 business day. This study contributes a fully automated scholarship registration workflow with a tiered verification mechanism not previously available in existing scholarship data collection systems.