Subtrack: A Subscription Management and Analytics System for International School Manila

Abstract

This capstone project presents the design and development of SubTrack: A Subscription Management and Analytics System for International School Manila (ISM). The system addresses inefficiencies in managing over one hundred educational and operational applications used by more than 2,000 students and 600 faculty and staff. Existing subscription management processes at ISM involve multiple offices, including the EdTech Coordinators, IT Office, Purchasing Office, and, when required, the Legal Office, all operating through independent and largely manual workflows. This fragmented approach results in redundant requests, delayed renewals, limited visibility, and increased financial and compliance risks.

SubTrack was developed to centralize and automate the subscription management lifecycle. The system features a consolidated database, multi-office workflow automation, and analytics capabilities for budget forecasting and utilization tracking. It also includes a conditional legal review module to support contract validation and data privacy compliance for high-value or sensitive subscriptions. The platform was built using ASP.NET Core Web API for the backend, Razor Pages with Bootstrap for the frontend, and Microsoft SQL Server as the primary database, with deployment on Azure App Services to ensure scalability and reliability. The system was evaluated through technical testing, simulated workflows, and automated security assessment to verify functionality, workflow correctness, and system integrity. These validation approaches confirmed that SubTrack effectively supports end-to-end subscription management processes within a controlled and non-human testing environment.

Through SubTrack, ISM is provided with a unified platform for monitoring, approving, and analyzing subscription usage and expenditures. The system enhances operational efficiency, improves transparency across departments, and supports data- driven decision-making, contributing to the institution’s broader digital transformation initiatives in educational technology management.