Ez-RPH: A Smart Automation Ecosystem for Reducing Teachers’ Repetitive Administrative Work

About the Project

Teachers are increasingly required to manage lesson planning, student records and classroom-based assessment (PBD) through different digital platforms. Although these processes are related, the information often has to be entered repeatedly, particularly when PBD records need to be submitted again through idMe (Identity Management System). Ez-RPH was developed to reduce this repetitive administrative work by connecting lesson planning (RPH), record management and PBD within a more integrated workflow. The system currently consists of six modules available through web, Android and iOS platforms. Its purpose is not to replace teachers’ professional judgement, but to automate repetitive tasks that take place after a teacher has made an assessment decision. This approach is applied in the Auto-PBD function. Teachers remain responsible for determining each student’s mastery level (Tahap Penguasaan, TP). Based on records that have already been entered into the system, related information such as remarks, intervention and effort entries (ulasan, intervensi, tahap usaha) can then be prepared automatically for the teacher to review. The teacher checks the information and makes the final submission through idMe. The effectiveness of this workflow has been examined through both system demonstration and teacher feedback. In a recorded demonstration, Auto-PBD completed the preparation of PBD records for a class of at least 30 students within 30 seconds. In addition, five workshops involving 117 teachers recorded mean ratings between 4.28 and 4.60 out of 5 across ease of use, usefulness, time management, intention to use and recommendation, with agreement levels ranging from 84% to 95%. In addition, Ez-RPH has successfully obtained copyright registration with the Intellectual Property Corporation of Malaysia (MyIPO), with the official copyright certificate duly issued. Overall, Ez-RPH focuses on reducing repeated data entry rather than automating teachers’ professional decisions. By simplifying routine administrative processes, the system aims to allow teachers to spend less time on repeated documentation and more time on teaching and supporting students.