FCOM KPI Evidence System - An AI-Assisted Platform for Verified KPI Evidence Management in Higher Education

About the Project

Academic staff in universities must prove their Key Performance Indicators (KPIs) with supporting documents, yet this evidence is commonly scattered across email, messaging applications and personal drives, and verified manually by deans without a standard record. This paper presents the FCOM KPI Evidence System, a web application that lets each academic upload proof only for the KPIs that apply to their own post, lets the Dean or Deputy Dean verify the proof online, and automatically applies a round stamp bearing the approver’s name and the date to every verified page. All evidence for a KPI, whether image, PDF, Word or Excel, is converted in the browser and merged into one stamped PDF. The system adds a two-part AI layer. First, “AI Evidence Check” reads an uploaded file and advises whether it fits the selected KPI, suggests a better-fitting KPI where it does not, and gives approvers a short summary; the decision always remains with the approver. Second, the chatbot “Ask AI Evi” answers status questions, such as how many staff have not uploaded and which KPIs still lack evidence, using only role-scoped live system data. The system is deployed on cloud services and supports 16 position profiles based on the faculty’s official 2026 KPI templates and a roster of 61 staff.