Delivered (In Production)Internal Tool & DashboardWeb ApplicationData & Reporting Automation
Counseling Records & Reporting System for a Junior High School
Internal web application for digital counseling activity logging, multi-year student history continuity, and automated routine report generation.
Problem solved:
Counseling sessions and behavioral records were previously managed through physical notebooks and fragmented spreadsheets. Compiling routine reports for school leadership was slow and error-prone, and student counseling history was lost upon transition between academic years.
What it does:
- Multi-Year Student Continuity: Student records remain linked across grade levels, supported by a 2-step Excel class rollover module (validation preview first, followed by confirmed batch execution).
- Audit Trail & Archiving: Comprehensive audit logging tracks all additions and modifications (who, when, before/after values). Record deletion utilizes soft-deletes to safeguard historical continuity.
- Automated Routine Reporting: Monthly and semester reports in PDF and Excel formats are automatically compiled and delivered directly to school leadership via email without manual intervention.
- Case Statistics & Visual Summaries: Visual dashboards display caseload distributions across classes, months, and service areas to support institutional evaluations.
- Role-Based Access Control: Clear permission separation between counselors and administrators, along with protected storage for sensitive supporting documentation.
Role:
Sole developer: requirements analysis, system and database design, and full-stack development. Handed over ready for the client to deploy on their own server.
Tech Stack:
LaravelSvelteInertia.jsTailwind CSSDaisyUIMySQL
This counseling records and reporting system was developed to digitize the administrative workflow for counselors at a public junior high school in Indonesia.
Background & Operational Challenges
Prior to this system, school counselors documented student observations and counseling sessions in physical notebooks and individual spreadsheets. This manual approach created several operational bottlenecks:
- Slow Manual Reporting: Compiling monthly and semester statistics across classrooms required labor-intensive tallying before submitting reports to the school principal.
- Disconnected Student Records: When students progressed to the next academic year, their counseling history from previous grades became difficult to locate quickly.
- Data Loss Risks: Physical notebooks and disconnected spreadsheets were vulnerable to accidental loss or inconsistent updates.
Technical Solution & System Architecture
The application was built as a modular application using Laravel and Svelte connected via Inertia.js. This architecture delivers a responsive interface without full page reloads, with centralized server-side validation and session security.
- Two-Step Academic Rollover: The annual grade progression module validates student Excel uploads, displays a summary preview of promoted, retained, or transferred students, and flags discrepancies prior to final database commitment.
- Audit Logging: Every create, update, and soft-delete operation is captured in an audit trail to ensure internal accountability.
- Scheduled Document Automation: Scheduled server tasks aggregate monthly data into structured PDF and Excel files, dispatching them automatically to designated leadership email addresses.
