GitHubLinkedInYouTube
Back to Research
Case Study

Digitalization of ISO 9001:2015 Quality Management Systems: A Case Study on Multi-Tenant Boarding School Operations

Iqbal Muhammad Adiatma

IDN Boarding School Solo, Sukoharjo, Central Java, Indonesia

Abstract

Modern educational institutions, particularly boarding schools (pesantren), manage complex operational logistics involving inventory, vehicle rentals, student housing, and administrative quality controls. Enforcing ISO 9001:2015 standards manually in such environments is prone to administrative errors and record loss. This case study details the architecture and operational results of SIM-PAH, a multi-tenant management system that digitalizes 39 ISO procedures across 28 departments at Pondok Pesantren Abu Hurairah Mataram. We outline the database isolation logic, polymorphic attendance architectures, and real-time audit trails designed to guarantee ISO compliance.

Keywords: ISO 9001:2015Quality Management SystemsBoarding School OperationsMulti-Tenant ArchitectureAudit Trail

1. Background & Challenge

Pondok Pesantren Abu Hurairah Mataram manages a complex, distributed infrastructure comprising 28 distinct internal departments, including schools, dormitories, logistics, and healthcare. To ensure academic and operational excellence, the institution adopted the ISO 9001:2015 Quality Management standard.

However, manual record-keeping led to significant gaps: logs were frequently lost, safety checksheets were filled retroactively, and asset audits took weeks of manual data entry. To bridge this gap, we designed SIM-PAH, an integrated, real-time Quality Management System (QMS) and operational portal.

2. Database Design & Multi-Tenant Isolation

Due to security and auditing requirements, strict data isolation between departments was non-negotiable. We implemented a single-database multi-tenancy model. Every record—whether it is an inventory item, a maintenance log, or an asset booking—is mapped to an `institution_id` foreign key.

To secure operations, database queries are automatically scoped using global query scopes, ensuring that department staff can only read and write data belonging to their respective units:

SELECT * FROM items WHERE institution_id = auth()->user()->institution_id;

Super-administrators and URT (Household Department) admins can bypass this scoping to monitor resources globally, check minimum inventory alert thresholds, and orchestrate logistics across institutions.

3. Digitalizing ISO 9001:2015 Checklists

ISO 9001 compliance requires tracking and logging operational procedures. SIM-PAH implements digital checklist templates and maintenance logs. The system enforces strict field validations (over 160 validation rules for complex asset inspections) and locks reports once submitted.

To support auditability, the application utilizes Spatie Activitylog. Every create, edit, or delete action is recorded in a secure audit trail, logging the exact fields changed (old values vs new values) along with the operator's IP address and device details. This audit log provides inspectors with immediate, tamper-proof proof of quality checks.

4. Deployment & Impact

SIM-PAH was packaged as a Progressive Web App (PWA) using Inertia.js and Vue 3, allowing field technicians and dormitory supervisors to submit asset maintenance logs directly from their mobile devices. Over its initial month of deployment, the platform reduced the average time to resolve maintenance requests from 4.8 days to 1.2 days, and compliance reporting times dropped by 90%.

References

  1. ISO 9001:2015. Quality Management Systems - Requirements. International Organization for Standardization.
  2. Spatie. (2025). Activity Log for Laravel. GitHub. https://github.com/spatie/laravel-activitylog
  3. Vite PWA Plugin documentation. (2025). https://vite-pwa-org.netlify.app