PGMSPostgraduate Management System
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University Postgraduate System

From application to graduation — one secure, traceable record.

Postgraduate Management System brings admissions, supervision, progress reports, thesis examination and fees for Master's and PhD candidates into one platform for the Institute of Postgraduate Studies, faculties, supervisors and students.

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This semester at a glance

Active candidates
48
Applications in review
36
Progress reports on time
92%
Median supervisor review
14 days

Illustrative figures from the demo dataset.

The problem

Postgraduate records live in spreadsheets, email threads and paper forms. Progress reports go missing, viva bookings clash, and nobody can say who approved what — or when.

The solution

One system with clear roles for the IPS, deans, coordinators, supervisors, examiners and students. Every step has an owner, a due date and an audit trail, and every document is stored securely in the cloud.

Modules

Everything a postgraduate office needs, connected.

Admissions

Online applications, shortlisting, interviews and offer letters with a full decision trail.

Student records

One record per candidate: programme, mode, semester, status, CGPA and research title.

Supervision

Main and co-supervisor assignment with workload visibility across faculties.

Progress & milestones

Proposal defence, semester progress reports and colloquia with due dates and reviews.

Thesis examination

Examiner appointment, thesis dispatch, examiner reports and results.

Viva scheduling

Panels, venues and online sessions scheduled and tracked in one calendar.

Fees & scholarships

Semester fees, payments, waivers and sponsored students at a glance.

Reports

Time-to-completion, intake trends and on-time progress by faculty and programme.

Built for everyone in postgraduate education

Each role sees exactly what it needs — nothing more.

  • IPS administrators

    Run admissions, records, fees and user accounts, and set the security policy.

  • Deans

    Offer places, appoint examiners and follow faculty performance.

  • Programme coordinators

    Shortlist applicants, assign supervisors and schedule vivas.

  • Supervisors

    See only their own candidates and review milestones online.

  • Examiners

    Receive assigned theses and submit their reports.

  • Students

    Track progress, submit reports and see their fees in one place.

  • Auditors

    Read-only access to records and the audit trail for quality assurance.

  • Applicants

    Apply online without an account and get a reference number by email.

    Apply now →

Built for research degrees

Supervision, milestones and examination are first-class, not bolted onto a coursework system.

Every decision traceable

Every approval, role change and download is logged with who, when, where and on which device.

Secure by default

Optional or mandatory two-factor authentication, role-based access, encrypted storage and session control.

100%

of approvals, role changes, sign-ins and file downloads are recorded in the audit log — available to the Super Admin in real time.

Security promise

Student data is personal data. PGMS is designed to protect it, in line with Malaysia's PDPA 2010.

  • Two-factor authentication

    Authenticator app or email codes; administrators can make it mandatory.

  • Role-based access

    Nine roles. Supervisors see only their students; students see only their own record.

  • Encrypted documents

    Files stored in Cloudflare R2 with short-lived signed links, never on the web server.

  • Complete audit trail

    Every sign-in, approval and change is logged with IP, location and device.

Request a demo or get support

Tell us about your institute or faculty. We reply within one business day.