Custom Software Development for Academic Administration

The Challenge

In academic institutions, administrative teams often rely on manual processes to handle large volumes of student data, course tracking, and performance reporting. These workflows are typically time-consuming, error-prone, and inefficient—especially when multiple platforms (like spreadsheets and databases) are used without integration.

During my time as a Casual Systems Assistant at Western Sydney University, I was tasked with modernising and optimising part of this workflow.

The Solution: Custom Automation Tools

I designed and implemented a suite of lightweight tools that automated repetitive academic admin tasks using familiar tools like Excel combined with Python and SQL backends.

Key components of the solution:

• Python-Based Data Pipelines
  Parsed and processed student performance data, automating the intake of assessment records from different sources.

• Excel Macros for Automation
  Integrated the backend with Excel macros to allow non-technical staff to trigger automated tasks—like report generation and data validation—within their daily workflow.

• SQL Dashboards & Reports
  Designed a reporting system with custom SQL queries and dashboards to provide insights on:

  • Student engagement

  • Assessment completion

  • Academic progress across subjects

Technologies Used

• Python (Pandas, openpyxl, pyodbc)

• Excel VBA Macros

• MySQL for data storage and reporting

• Windows Task Scheduler for automation

Outcomes

✅ Reduced Manual Workload
Tasks that previously took hours were completed in minutes with automated scripts and one-click Excel macros.

✅ Improved Data Accuracy
Automated validation checks reduced the risk of human error during data entry and reporting.

✅ Faster Reporting
Stakeholders gained quicker access to student data, improving the speed of academic decision-making.

✅ Better Collaboration
By integrating automation into familiar tools like Excel, the system required minimal training and was adopted quickly by staff.

What I Learned

This project reinforced how simple, well-targeted automation can dramatically improve efficiency—even in environments without full-scale enterprise software. It also highlighted the importance of building tools that match users’ comfort levels, ensuring higher adoption and long-term impact.