PeraCom SWMS | E/23 CO2060 Project

01 — Introduction

The Problem & Our Solution

Manual scholarship management is fragmented, opaque, and inefficient. PSWMS replaces it with a transparent digital ecosystem.

🔴 The Real-World Problem

University scholarship administration has historically relied on paper-based workflows and disconnected spreadsheets, creating significant challenges:

📋Manual, error-prone application tracking across hundreds of students
⏳Slow, opaque approval processes — applicants wait weeks without status updates
🔒Donors have no visibility into how their funds are allocated or utilized
📁Physical document management leads to lost files and compliance risks
🔄No systematic workflow for donor-student matching and fund disbursement

🟢 Our Solution — PSWMS

A centralized, web-based platform that automates the entire scholarship lifecycle — from discovery to disbursement — through a role-based, transparent portal accessible to all stakeholders.

Automated Workflows Real-time Status Donor Transparency Secure Document Storage Multi-role Dashboard Progress Tracking

⭐ Impact & Value

PSWMS transforms scholarship management for all three stakeholder groups:

🎓
Students — Browse scholarships, apply via a guided 4-step wizard, track status in real-time, and submit semester progress reports from a single dashboard.
💼
Donors — Submit scholarship proposals, review assigned student dossiers, approve or reject individual applications, and verify payment disbursements with full audit trails.
⚙️
Administrators — Manage the full lifecycle: scholarship CRUD, application review, student-to-donor assignment, announcement publishing, issue resolution, and user account management.
🏛️
Institution — Improved compliance, reduced administrative overhead, and data-driven decision-making through consolidated statistics and activity feeds.

02 — Solution Architecture

High-Level Architecture

A modern three-tier web architecture built on React, Node.js/Express, and Supabase (PostgreSQL), with JWT-secured REST APIs.

Client Tier →

🎓 Student Portal 💼 Donor Portal ⚙️ Admin Dashboard 🌐 Public Landing

React 18 + Vite ↕ REST / Axios JWT Auth Headers

API Tier →

🔒 Auth 📚 Scholarships 📄 Applications 👤 Student API 🤝 Donor API 🛡️ Admin API

Node.js + Express.js ↕ SQL / SDK Middleware: JWT · Multer

Data Tier →

🐘 PostgreSQL via Supabase 📦 Supabase Storage 🔒 bcryptjs Hashing

⚛️

React 18

Frontend UI

⚡

Vite

Build Tool

🎨

Tailwind CSS

Styling

🟢

Node.js

Runtime

🚂

Express.js

REST API

🐘

PostgreSQL

Database

🔒

JWT + bcrypt

Auth & Security

⛅

Supabase

BaaS + Storage

📊

Recharts

Data Visualization

03 — Software Designs

Detailed Software Design

Nine interconnected database tables, three layered portals, and a comprehensive REST API spanning 40+ endpoints.

Student Module

Browse active scholarships (public + authenticated)
4-step guided application wizard
Multi-file document upload via Supabase Storage
Real-time application status tracking
Semester progress report submission
Issue (support ticket) creation
Profile management & editing

Donor Module

Submit scholarship proposals for admin review
Review assigned student dossiers
Approve / reject individual student applications
View semester progress reports
Payment disbursement verification
Targeted announcement viewing
Issue / support ticket system

Admin Module

Live dashboard with stats + activity feed
Full scholarship CRUD & donor request review
Application review: approve / reject / resubmit
Student-to-donor assignment workflow
User approval queue + account lifecycle
Announcement: draft → publish → schedule
Issue tracking with threaded replies

Database Design

users — all roles (admin / student / donor)
scholarships — active, inactive, draft
applications — multi-status lifecycle
application_documents — file references
donor_students — assignment records
progress_reports — semester reports
announcements, issues — communications

Security Design

JWT-based stateless authentication
bcryptjs password hashing (salted)
Role-based route guards (middleware)
Admin approval queue for new accounts
Supabase Row-Level Security policies
CORS configured for frontend domain
Environment variable secret management

Application Lifecycle

Pending — submitted by student
Under Review — admin reviewing docs
Approved — cleared by admin
Rejected — declined with reason
Resubmit — returned for corrections
Donor Assigned — matched to sponsor
Fully Approved — donor confirmed

User Role Portals

Student Portal

Personal dashboard with active applications
Scholarship browser with filters
Multi-step application form wizard
Document upload & management
Semester progress report submission
Announcement inbox
Issue / support ticket creation
Profile editing

Donor Portal

Stats overview dashboard
Scholarship proposal submission
Assigned student dossier review
Student approve / reject workflow
Progress report viewer
Payment disbursement interface
Targeted announcements
Issue reporting

Admin Dashboard

Live stats + activity feed
Scholarship CRUD management
Donor request approval / rejection
Application & document review
Student-to-donor assignment
User account lifecycle management
Announcement publishing & scheduling
Issue tracking with replies

04 — Testing

Testing & Quality Assurance

Comprehensive functional, API, security, and UI testing conducted across all three user modules.

40+

API Endpoints Verified

User Roles Tested End-to-End

Application Status Flows

✓

All Core Workflows Passing

Test Area	Scope	Method	Result
Authentication Flow	Login, Register (Student & Donor), JWT issuance, protected routes	Manual + Postman	PASS
Student Application Wizard	4-step form, validation, document upload, submission	Manual UI Testing	PASS
Admin Scholarship CRUD	Create, read, update, delete scholarships; status toggle	Manual + REST API	PASS
Application Status Lifecycle	All 7 status transitions (Pending to Fully Approved)	End-to-End Manual	PASS
Donor Request Workflow	Proposal submission, admin approve/reject, student assignment	End-to-End Manual	PASS
Document Upload (Supabase)	Multi-file upload, storage URL retrieval, access control	Manual + Storage API	PASS
Role-Based Authorization	Student/Donor/Admin route guards; cross-role access denial	API Testing (Postman)	PASS
Announcement System	Draft to Publish to Schedule flow, role-targeted visibility	Manual UI Testing	PASS
Issue Tracking	Ticket creation, admin reply, status update	Manual UI Testing	PASS
UI Responsiveness	Desktop, tablet, and mobile viewport testing	Chrome DevTools	REVIEWED

05 — Conclusion

Achievements, Future & Commercialization

PSWMS successfully delivers a production-ready scholarship management ecosystem.

🏆

What Was Achieved

Centralized Student Welfare Management System
Student, Admin, and Donor workflows integrated
Scholarship application and review process
Document upload and verification
Role-based access control
Application status tracking
Email/SMS notifications implemented
Payment-detail management with approval workflow
Issue reporting and management
Testing and module integration completed

🚀

Future Enhancements

Mobile application
Online payment integration
Advanced analytics and reporting
Digital signatures and audit logs
AI-assisted scholarship matching
QR/barcode-based document verification
Integration with university student information systems
Cloud-based scaling for multiple institutions

💡

Commercialization

PSWMS has clear pathways to broader deployment:

SaaS platform for universities
Subscription-based institutional plans
Customization and deployment services
Donor/sponsor management module
Premium analytics and reporting
Hosting, maintenance, and technical support

PeraCom Student Welfare
Management System

Table of Contents