Academic Program Proposal Management System for QAC-UGC

Abstract

ABSTRACT The Academic Program Proposal Management System was developed to address inefficiencies in the Quality Assurance Council of the University Grants Commission (QAC-UGC) for handling new academic program proposals. The traditional manual process relied on paper-based submissions and email communication, leading to delays, lack of transparency, and difficulty in tracking approvals. This system provides a web-based platform where universities can submit proposals, track their status, receive structured feedback, and ensure compliance with QAC-UGC regulations through automated validation checks. The system streamlines the proposal review workflow, enabling Program Coordinators, Deans, Vice Chancellors, and UGC officials to collaborate efficiently. Key features include role-based access control, automated notifications, real-time tracking, and proposal version management. The development followed a structured software engineering approach, incorporating form validation, role-based workflows, and approval tracking mechanisms to ensure seamless proposal management. Testing was conducted through unit testing, integration testing, system testing, and user acceptance testing (UAT) to verify system functionality, reliability, and usability. The evaluation of the system demonstrated significant improvements in processing speed, accuracy, and approval transparency, reducing human errors and ensuring compliance with academic policies. The system enables seamless coordination between universities and the UGC, making the approval process more structured and efficient. Future enhancements could include AI-powered proposal analysis, mobile-friendly access, and advanced data analytics for trend analysis and decision-making. This system revolutionizes academic proposal management by automating workflows, ensuring regulatory compliance, and providing a user-friendly interface, ultimately improving efficiency for all stakeholders involved. Keywords: Web-based System, University Grants Commission (UGC)