Streamlining School Operations with an Integrated Learning Management System 【Tsukuba Kaisei Fukuoka High School】

Tsukuba Kaisei Fukuoka High School faced significant operational challenges during the COVID-19 pandemic, as restrictions on in-person classes forced the school to rely on multiple disconnected tools for video distribution, attendance tracking, and report submissions.
Paper-based processes, email communication, and Excel spreadsheets resulted in communication gaps, delays, and a substantial administrative burden on teachers.

To address these issues, the school introduced a unified Learning Management System (LMS) capable of consolidating video delivery, attendance management, report submission, and notifications.
With stable AWS-based video streaming and mobile-friendly submission features, the system reduced teachers’ administrative workload by approximately two hours per day, while eliminating missed notifications and greatly improving the overall learning experience for students and guardians.

🟥Challenges

As in-person classes became difficult to continue, the school encountered several operational problems:

• Attendance tracking and assignment management were dispersed across paper, email, and multiple tools
• Teachers had limited visibility into student progress, delaying timely academic support
• Qualification exam announcements and event notifications were handled via paper, leading to missed information and delays
• Viewing logs for lecture videos could not be collected, making it impossible to objectively track engagement

With video distribution, notifications, and attendance managed through separate systems,
daily administrative tasks increased significantly, leaving teachers with less time for instruction and student support.

🟧Solution

To solve these challenges, the school implemented a web-based system that centralizes all essential learning operations.

Key Technologies

• Stable video streaming using AWS (S3 / CloudFront)
• Integrated management of viewing logs, reports, and user accounts with MySQL
• Single Sign-On (SSO) linked to the school’s existing domain

Focus Areas

• Simple, intuitive UI that students and guardians can use without confusion
• Management screens enabling teachers to handle accounts and create notifications independently
• Enhanced security through SSL encryption, permission controls, and backup processes

Implementation Process

1. Conducted detailed workflow analysis through on-site interviews
2. Developed a rapid prototype and collected feedback from teachers and students
3. Released features in phases (Video → Reports → Notifications → Qualification exams)
4. Provided training sessions to ensure smooth transition from paper- and email-based workflows

During implementation, challenges such as large video file sizes and temporary viewing log issues arose.
These were resolved through automated encoding processes and iterative improvements using an agile development approach.

🟨Results

The introduction of the LMS delivered measurable improvements to school operations.

Quantitative Results

• Approx. 2 hours of administrative work saved per day
  (attendance aggregation, report confirmation, etc.)
• Full transition from paper, email, and multiple tools → centralized web-based system
• Achieved zero missed notifications to students and guardians

Qualitative Effects

• Students can watch lectures, submit reports, and apply for exams directly from their smartphones
• Teachers can monitor learning progress via dashboards, enabling early intervention
• More time is available for lesson preparation, improving instructional quality
• Faster communication strengthened trust with guardians

⬜️Contact

For inquiries or consultation regarding this case study,
please feel free to contact us.