Virtual Booth

The Mentor-Mentee Management System (MMMS) has been designed, developed, tested, and implemented for Kolej Profesional MARA Beranang. The purpose of this project was to convert the Mentor-Mentee management process which was previously being done manually, to a digitalized version, through the use of an automated system. The MMMS addresses significant issues and inefficiencies within the manual processes of Mentor-Mentee management (such as Mentor assignment, activity tracking & reporting, and activity record keeping) by providing a web-based, centralised application that is created using the Django web application framework (Python), MySQL database and responsive front-end (HTML, CSS, JavaScript).

An exhaustive Feasibility Study was conducted that analyzed the financial, technological and operational components and determined that MMMS had the highest Net Present Value (NPV) of available project options, and was therefore the best fit for the Institution's needs. The system has three main user roles; Head Mentor-Mentee, Mentor/Facilitator (Lecturer), and Mentee/Student. Each role has access to a variety of customized functions, such as automatic Mentor Assignment, electronic attendance tracking, on demand reporting and notification systems.

The project used a clearly defined series of activities which included creating the Project Plan, collecting user requirements through interviews and reviewing existing documents for reference, designing the system using UML (Unified Modeling Language) and Storyboarding methods, developing the new Web Application, and conducting extensive testing. Major deliverables from this project include the Software Requirement Specification (SRS), System Design Specification (SDS), and a deployed cloud server version of the fully functioning web application.

The evaluation of the system shows that it is able to perform all functional requirements (automated matching and reporting, etc.), as well as non-functional requirements (usability, reliability, performance and security). The lessons learned from this project indicate that it is crucial to conduct iterative testing, manage files consistently, and allocate enough time for this project while being realistic in your expectations for time. Future enhancements may include mobile-optimized versions of this application, integration with current colleges' databases, as well as using artificial intelligence for mentor-mentee matching.

The MMMS creates an efficient, transparent and scalable digital way to conduct the matching process that was previously conducted on paper and through many error-prone steps and inefficiencies. The enhanced productivity of the Administrative office's work and the improved engagement between mentors and mentees will help institutions in complying with their educational standards.