Sistem iKK: An Action Research on the Development and Impact of a Digital Monitoring System for Student Hostel Activities

Abstract

This action research explores the design, development, and iterative enhancement of Sistem iKK, a digital monitoring system implemented to improve the administration and supervision of student hostel activities in a Malaysian residential educational institution. The system addresses persistent challenges in manual hostel management, including inconsistent documentation of student outings, fragmented attendance records for religious and moral programs, limited tracking of hostel program participation, and delays in resolving facility related complaints. Guided by Kemmis and McTaggart’s action research model, the study followed cyclical phases of planning, action, observation, and reflection, with data continuously gathered from 2018 to the present. The research had four primary objectives: (1) to identify limitations in existing manual hostel practices; (2) to develop a context-specific digital system for outing, attendance, and complaint management; (3) to assess the system’s impact on administrative efficiency, student accountability, and data-driven decision-making; and (4) to examine how action research enables sustainable, user-centered digital transformation in educational administration. The initial version of Sistem iKK, developed in 2018, provided basic digital record-keeping, while feedback from users led to a significant interface and functional redesign in 2022, which remains in use. The upgraded system introduced role-specific modules for wardens, guards, kamsis and religious or moral activity coordinators, enhanced data accessibility, and integrated a structured complaint management system. Analysis of system usage logs, administrative reports, and user feedback revealed measurable improvements in student accountability, efficiency of administrative processes, and inclusivity of monitoring across student cohorts. Key outcomes include a reduction in late returns, increased program attendance, and faster resolution of reported complaints. The study underscores the effectiveness of iterative, user-driven system development in educational settings and highlights the potential of Sistem iKK to be adapted and scaled across similar residential institutions.

Keywords: Sistem iKK, action research, digital monitoring system, hostel management, student engagement