A dedicated scholarship management portal for the Education Office of Madiun Regency, serving as the central bridge for college student scholarship applications, automated evaluation, and document verification.
1. Challenges of Manual Workflows
Municipal scholarship programs encompass diverse categories (academic, non-academic, affirmative action, and medical) with distinct eligibility criteria, scoring weights, and document requirements.
Previously, the registration and review process relied on Google Forms and manual Google Sheets spreadsheets. This caused administrative bottlenecks during document verification, data deduplication, and applicant scoring—prolonging the review cycle by weeks and introducing human error.
2. Process Automation: From Spreadsheets to a Modern Web Portal
To eliminate tedious manual processes and minimize human error, the workflow was transformed into an integrated web platform powered by Laravel and Filament:
- Structured Multi-Step Application Form: Replaced Google Forms with an interactive multi-step portal featuring real-time file format validation, automated NIK/NIM duplicate checks, and live application status tracking for applicants.
- Centralized Verification Dashboard (Filament): Enabled Education Office staff to review dossiers directly inside the browser (in-app PDF/image previews, one-click approvals, and per-document revision notes) without managing disjointed spreadsheets.
- Automated Scoring & Ranking: Eliminated manual spreadsheet calculations with an automated scoring pipeline that ranks applicants according to category weights and regional quotas.
3. Data Protection & Document Verification
- Secured document storage with strict MIME-type validation and access controls.
- Granular verifier scoping utilizing Spatie RBAC ensuring administrative reviewers can only evaluate dossiers assigned to their authorized program.
- Structured audit logs and selection history guaranteeing transparency and accountability in local government scholarship distribution.