The client is an established coaching institute that prepares school students for national-level competitive entrance exams and board examinations. It works with experienced educators and runs structured programs that combine detailed study material, small class sizes, doubt-solving support, and regular feedback. Client
The client is an established coaching institute that prepares school students for national-level competitive entrance exams and board examinations. It works with experienced educators and runs structured programs that combine detailed study material, small class sizes, doubt-solving support, and regular feedback. Alongside its own centers, the institute partners with leading schools in the region to offer dedicated batches for their students.
Challenges Faced by the Client
The client manages academic activities for students attending both online and offline coaching classes. Attendance is tracked across these sessions, while assessments and test scores/grades are recorded in Microsoft Teams. As student enrollment grew, maintaining these records and compiling a clear picture of each student’s academic progress required increasing administrative effort and:
- Attendance tracking had varied formats: Online attendance relied on Teams data, while offline attendance was recorded separately, requiring separate tracking methods and data sources.
- Growing enrollment increased record maintenance: As student numbers increased, keeping attendance and academic records updated added to the administrative workload.
- Tracking progress required compiling different records: Attendance details, assessment results, and grades had to be brought together to understand each student’s academic progress.
- Preparing reports involved gathering multiple details: Compiling all student-related information for progress reports and administrative reviews added recurring work for the team.
Solutions
UBTI began by studying how the client teams conduct classes, record attendance, and track assessments across online and offline sessions. Microsoft Teams already held the class and assessment data, but it was not connected to the institution’s wider academic records. The recommendation was therefore to retain Teams for teaching and to build a unified Academic Management System on the Microsoft Power Platform that automatically gathers, consolidates, and reports on this data:
- All academic records are held in one system: A Power Apps application serves staff and administrators, while SharePoint acts as the central repository for student, course, attendance, and assessment records. This gives every team a single, reliable source to work from.
- Student and class details update automatically: Scheduled Power Automate workflows refresh staff, student, and enrollment information every night. Teams meetings are captured as they are created or changed, so the schedule in the application always matches what faculty see in Teams.
- Each user sees what their role requires: Users sign in with their existing Microsoft 365 accounts and are assigned an Admin or Staff role automatically. Administrators view institution-wide information, while faculty see only their own subjects and classes.
- Online attendance is captured from Teams: Once a session ends, attendance is retrieved through the Microsoft Graph API and pre-filled for faculty to review. This removes the need to record each online student by hand.
- Offline attendance is recorded in the same application: Staff mark students directly in the app, individually or in bulk, and the whole class is saved in a single step. Records can be edited only for the current day and the previous seven days, which helps keep historical data reliable.
- Assessment results are brought in alongside attendance: Assignment details, submission status, and returned grades are synchronized from Teams. Faculty can therefore view a student’s attendance and academic performance together.
- Reports reach stakeholders on a schedule: Daily attendance reports go to staff and administrators, a weekly progress report goes to each student and parent, and a consolidated weekly report goes to administrators. Since every report draws on the same records, the information remains consistent across all reports.
Solutions Benefits
With attendance, assessments, and student records now integrated into a single connected system, the client no longer has to piece together academic information from separate sources. Online and offline classes follow a single process, and the records that once needed regular manual upkeep now stay current on their own. The improvements show up first in daily operations and extend to how the institution reports, plans, and grows:
- Attendance is recorded consistently across all class formats: Online and offline sessions now feed the same records, so staff no longer reconcile two separate sets of attendance data. This gives the team a reliable view of who attended which class, whether it was held in person or online.
- Staff spend less time on routine academic documentation: Because student, class, and meeting details update automatically, faculty and administrators are no longer tied to repeated data entry. As a result, the growing student base adds far less to the team’s workload than before.
- Each student’s progress is visible in one place: With attendance and assessments tied together, staff can understand a student’s progress without gathering details from multiple records. This allows them to notice attendance or submission concerns earlier and respond sooner.
- Progress reports reach students and parents on time: Reports that once had to be compiled manually are now prepared and delivered on a fixed schedule. Parents receive prompt updates on attendance and assignments, keeping them informed and involved in their child’s progress.
- The institution can grow with confidence: The system works reliably with more than 20,000 live records, and staff see only the information relevant to their own subjects. The client can therefore welcome more students and classes while keeping its records accurate, organized, and governed.
Conclusion
The client had difficulty maintaining consistent attendance and assessment records for their students across online and offline classes. As enrollment grew, staff had to manually maintain and consolidate these records, which increased their workload and made each student’s progress harder to track. To address this, UBTI built an Academic Management System on Microsoft Power Platform, keeping Microsoft Teams for classes while centralizing its data into an app. Today, attendance and assessments follow a single process, and progress reports reach students and parents on a regular schedule without manual compiling. UB Technology Innovations, Inc. continues to help educational institutions manage paperwork, so teachers can focus on each student’s learning journey.
