Student Data Management System
The DIT Design Studio is a makerspace of the campus of the Dar es Salaam Institute of Technology.
Accurate records of student membership, projects and studio use is required for reporting and beneficial to infor m strategic growth. Some makerspaces use paper records which are time-consuming, result in multiple errors and require additional labor for data storage and retrieval. As studio manager, I decided to create a online
I interviewed report authors from out international team at Rice University and the DIT administration to identify the data periodically required from the Design Studio and preferred methods of information format, access and classification. I also surveyed a number of studio members to understand their own pain points and existing data management processes.
From my research I identified a number of useful insights and opportunities:
Each data entry required comprehensive member information.
Existing system required repeated entry of the same data during all studio activities (member induction, workshops, entry, machine certification) which was arduous for students.
Students already carry around an ID card for access around the school and thus, own a lanyard or card holder.
An ideal system would allow for fast member check-in, reduce the number of times the same information is collected and allows for fast retrieval of important data points for reporting and strategy.
Repeated collection of similar information
Paper data storage
Data not readily available to international team
Arduous check-in procedures
I aimed to reduce the pain points identified during research, ensuring that comprehensive member information is only collected once, check-in times were made shorter and our international team could access the data without my intervention.
Comprehensive member information collected only ONCE.
All data stored online in a securable database.
Data immediately accessible to international team on online dashboard/spreadsheets
Quick barcode scanning check-in process
1. Unique ID card generator
automatically deletes previous cards generated.
includes a custom menu allows for printing of all, custom range or specific cards.
automatically collects specific from master database & writes it on ID cards in chosen formatting.
uses http request to send ID number to conversion website & returns ID barcode image which is appended to individual ID card.
saves paper & ink by maximizing space usage, 8 cards per sheet.
2. Studio check-in system
1. Reduced number of work hours used on data collection and management.
2. International team has ready access to raw data & key reporting metrics without need for manager intervention.
3. System currently also in use at makerspace in Malawi with continuing plans for expansion.