Loading article...
Loading article...
Stream/Area:
-
Subject:
-
Paper ID:
IJSREM62528
Volume:
10 |
5 |
May 2026
Pages:
1-3
Publication Frequency:
Monthly (12 issues per year)
License:International Journal of Scientific Research in Engineering and Management follows the Creative Commons Attribution 4.0 (CC BY 4.0) License, allowing free use and distribution with proper attribution.
Department of Information Technology
MIT ADT University, Pune
Department of Information Technology
MIT ADT University, Pune
Department of Information Technology
MIT ADT University, Pune
This paper proposes an integrated digital platform aimed at integrating three major workflows related to ad- ministration in an academic institution: the Budget Approval System, the Digital Gate Pass System, and the Voucher & Claim Reimbursement System. Conventionally, these processes are manual, paper-intensive, and bound to experience delays and inefficiencies on account of repetitive authorization steps and lack of interdepartmental coordination. The proposed system aims at overcoming these challenges through digital automation by using role-based authentication, QR-code verification, and centralized dashboards to ensure smooth coordination. AI components like anomaly detection and intelligent approval recommendations are also proposed to be integrated for better decision-making efficiency. The empirical test results reveal that the proposed system reduces processing time and administrative workload sig- nificantly, thereby enhancing the level of transparency, security, and sustainability within the institutional environment.
KEYWORDS
This paper demonstrated the successful implementation of a comprehensive digital ecosystem that unifies budget approval, gate pass management, and reimbursement workflows into a single, secure platform. Leveraging role-based authentication, QR code verification, and AI-driven validation, the system achieved a 70% reduction in approval delays with complete elimination of paper-based documentation. Qualitative feed- back highlighted improved communication, accountability, and user satisfaction. The platform provides a scalable foundation for broader digital campus initiatives, aligning operations with standards of efficiency, transparency, and sustainability.
[1] P. Sharma, et al., “Digital Workflow Automation in Educational Institu- tions,” Journal of Information Systems, 2023. [2] R. Gupta and A. Singh, “Integrating QR and Role-Based Systems for Campus Security,” International Journal of Engineering Research and Technology (IJERT), 2022. [3] IBM Developer, “AI-Based Anomaly Detection in Workflow Systems,” 2024. [Online]. Available: https://developer.ibm.com [4] A. Mehta and S. Patel, “Digital ERP Systems for Institutional Workflow Optimization,” IEEE Access, 2021. [5] P. Nilchian, et al., “Digital Reimbursement Systems in Academic Institutions,” PubMed, 2025. [6] R. Rodrigues, “Smart Gate Pass Security Management System Using Deep Learning,” SSRN Electronic Journal, 2021.
Publication Date
5/5/2026
Peer Review Type
Double-Blind Peer Review
Review Rounds: 2
Documents
Article Views
0
Total views since publication
PDF Downloads
6
Total downloads since publication
Geographic Reach
5
Digital Preservation: This article is permanently archived on Zenodo and complies with all data preservation standards across major indexing platforms.
Plagiarism Screening
This manuscript has been checked for plagiarism using TurnitinPlagiarismChecker software.
Conflict of Interest
The authors declare no conflict of interest related to this research work.
Funding Information
No funding information available for this research.
Related research in the same subject area
Loading similar articles...