One portal in place of a hundred and fifty spreadsheets.
The MCET NAAC Activity Portal turns a manual, Excel-driven quality-assurance process into a role-based digital workflow — task assignment, faculty submission, three levels of verification, and analytics that update themselves.
Nearly 150 integrated sheets, maintained by hand.
Faculty typed their activity records into spreadsheets. IQAC could not verify every entry, HODs could not see who had finished, and answering "how many activities are approved?" meant opening file after file.
Who does what
HOD and SPOC are faculty members too — they switch views rather than hold separate accounts. IQAC Admin sits above all of it as super admin.
From an institutional target to a finalized record.
Eight stages. Assignment travels downward, verification travels back up, and a rejection at any level returns to the faculty member with a written remark.
Verification is not a plain approve/reject. Any reviewer — SPOC, HOD or IQAC — can return a submission with a remark explaining what is wrong. The record goes back to the faculty member, who corrects it and resubmits into the same chain.
The status ladder
Every submission carries a status that anyone with access can read at a glance, in place of chasing a spreadsheet owner.
Four ways to read the same system.
Hierarchy, swimlane, approval loop and data flow. The swimlane and the loop share the stage clock from The Flow.
01 · Role hierarchy
Authority narrows going down; a record travels up the same ladder to become institutional data.
02 · Swimlane, eight stages
Who is holding the record at each stage. The path zig-zags down to Faculty and back up through SPOC and HOD.
03 · The approval loop
Assignment travels one way around the ring, verification the other, and the record ends where it began.
one database
one status
04 · Data flow
Every dashboard, metric and export reads the same verified rows. Nothing is entered twice.
Screen by screen, for each role.
Wireframe maps of the path each user takes after login — what they land on, what they open next, and where the path ends.
Where the paths meet
The four flows are not parallel products. A faculty submission leaves the Faculty flow at the submissions table and enters the SPOC flow at All Department Activities; the same record then appears in the HOD's Pending Approvals and finally in IQAC's All Activities.
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"Our project is a web-based IQAC activity management portal that digitizes the complete process of task assignment, faculty submission, multi-level verification, approval, tracking, analytics, and reporting, replacing the existing manual Excel-based workflow."