Digital Transformation of New Student Admissions through a Self-Hosted Web-Based PMB System at STAI Minhajul Haq: An Analysis of Efficiency and Operational Costs

• Rizaldy Alpiansyah

  Sekolah Tinggi Agama Islam Minhajul Haq

  Author

  https://orcid.org/0009-0008-9505-8673

• Irfan Alkhotiri

  Sekolah Tinggi Agama Islam Minhajul Haq

  Author

  https://orcid.org/0009-0008-5137-0737

• Agus Salim

  Sekolah Tinggi Agama Islam Minhajul Haq

  Author

  https://orcid.org/0009-0003-8438-7854

• Asep Hasan Sulaeman

  Sekolah Tinggi Agama Islam Minhajul Haq

  Author

  https://orcid.org/0009-0009-3476-7350

This research conducts an in-depth analysis of the operational efficiency and financial feasibility of implementing a self-hosted web-based New Student Admission (PMB) system compared to a commercial Software as a Service (SaaS) subscription platform within the STAI Minhajul Haq environment. In the era of Education 4.0, the demand to digitize academic administration processes has become increasingly crucial, yet many small to medium-sized higher education institutions face structural constraints in the form of limited budgets for adopting high-cost technology platforms. As a strategic solution, this independent PMB system was developed utilizing low-cost local hosting infrastructure directly integrated with a cloud spreadsheet application programming interface (API) to support real-time academic administration. Utilizing a comparative descriptive quantitative approach, this study evaluates various dimensions of information technology governance, encompassing the Total Cost of Ownership (TCO) structure calculation, workflow administrative efficiency through a time-motion study framework, data integration accuracy, cybersecurity evaluation, user satisfaction levels based on a Likert Scale questionnaire, and the alignment of sustainable digital governance using the COBIT 5 framework. The results of secondary and primary data analysis indicate that the implementation of a self-hosted PMB system can reduce annual operational costs by more than eighty percent when compared to standard SaaS subscription packages for an equivalent student capacity. In terms of operational efficiency, the application of automated integration successfully slashed applicant data processing time from over ten minutes to less than thirty seconds per individual, effectively eliminating double data entry redundancy and suppressing human error to a marginal level. Based on the Likert Scale survey, administrators reported a significant increase in satisfaction regarding ease of use, accessibility, and cognitive workload reduction. Furthermore, security hardening through the implementation of parameterized queries and secure HTTP headers ensures data integrity remains protected. This study empirically proves that low-cost digital transformation is not merely a temporary financial compromise, but an adaptive, secure, high-performing, and sustainable academic governance strategy for educational institutions operating with limited resources.

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