Comprehensive University Thesis Management System
The Comprehensive Thesis Management System is a web platform that manages the entire thesis process, from topic registration to defense and graduation. Seven university roles, including student, supervisor, department head, graduate studies, finance, examiner, and system administrator, work within one transparent 29-status workflow. Paramis Tech designed and developed the system for a university's academic affairs office.
Project overview
Custom Software and Educational Platform Development · 1405
Challenge
In many universities, thesis management still depends on letters and scattered files, which causes several problems:
- Students and supervisors struggle to track the status of a case
- Supervisor capacity is not controlled accurately or in real time
- Proposal and literature review versions are not managed and may be overwritten
- Decisions at each stage are not documented or reviewable
- Different roles (department, graduate studies, finance, examiners) are poorly coordinated
The university needed a system to manage the full cycle paperlessly, transparently, and with controlled access.
Solution
ParamisTech designed a role-based system built around a state-machine workflow:
- 29-status workflow: Every status transition passes through an allowed state machine and is timestamped
- Smart supervisor capacity: Each supervisor's effective capacity is calculated live from academic rank and active cases
- Versioned proposals with three-level approval: No version is deleted or overwritten
- Seven roles with dedicated panels: Student, supervisor, department head, graduate studies, finance, examiner, and system administrator
- Append-only audit log: Every sensitive operation is recorded with before and after snapshots
- Dynamic workflow settings: Thresholds and coefficients are read from a settings table, not hard-coded
- Notifications and reminders: SMS and notification infrastructure with a swappable provider
- Live reports: Role distribution, overdue cases, and department statistics for management
A case follows seven stages: topic registration, supervisor approval, department approval, proposal approval, research, defense, and graduation.
Security is layered: passwords are hashed with bcrypt, tokens are rotating, sessions are short-lived and httpOnly, and access control is enforced server-side at both the role and record level.
Results
The entire thesis cycle, from topic registration to graduation, is managed in one paperless, traceable system. Students see case status in real time, supervisors accept topics based on actual capacity, and administrators decide using live reports. The full history of versions and decisions is retained for review.