Overview

St. Joseph Institute for the Deaf (SJID), a pioneering educational institution for students with hearing disabilities, relied on Excel spreadsheets to manage evaluations, enrollments, and student progress. This manual process was time-consuming, inefficient, and prone to errors. Rare Crew partnered with SJID to take them to the next level of digitalization by delivering a fully integrated web application and real-time Power BI reports.
From initial discussions through research, analysis, UX design, and development, Rare Crew led the full cycle of the project and continues to provide ongoing support and system updates.

Challenges

Before adopting the Rare Crew solution, SJID faced several operational challenges:

• Manual Data Entry & Tracking: All evaluations were recorded in spreadsheets, leading to duplication, data loss, and limited access to student histories.
• Disconnected Enrollment Processes: No centralized platform to manage student enrollment into multiple programs and classes across locations.
• Delayed Insights: Reporting for student progress, program effectiveness, and institutional trends required manual compilation and lacked depth.
• Scattered Systems: No integration across student information, evaluation scores, and administrative activities.

Our Solution

Rare Crew delivered a custom digital platform that centralized student evaluation, streamlined program management, and introduced powerful data visualization through Power BI.

1. Full-Cycle Project Execution

• Initial Consultation & Discovery: Close collaboration with SJID stakeholders to understand challenges and objectives.
• Research & Requirements Gathering: Deep dive into SJID’s evaluation processes and compliance needs.
• UX/UI Design: Intuitive, accessible interface designed with educators and administrators in mind.
• Custom Development: A secure, responsive web application tailored to SJID’s workflows and educational goals.
• Ongoing Support: Post-launch maintenance, updates, and helpdesk support to ensure smooth operations and feature scalability.

2. Comprehensive Student & Evaluation Management

• Student Profiles: Detailed student records, including demographics, hearing technology, and enrollment history.
• Evaluation Wizard: Step-by-step form to enter structured assessment data across multiple domains.
• Permanent Data Storage: Evaluations are stored long-term and available for historical analysis.

3. Dynamic Program and Enrollment Management

• Multi-State Program Support: Easily add/edit/delete programs and classes per location.
• Flexible Enrollment Options: Assign students to multiple programs/classes with discharge tracking.

4. Secure Role-Based Access

• Microsoft Active Directory Integration: Single sign-on with secure user provisioning.
• Role Management: Different views and access rights for administrators and teachers.

5. Real-Time Power BI Reports

• Automated Data Sync: Continuous export of relevant data points to Power BI.
• Insightful Dashboards: Track progress by student, program, or class with filters and interactive visuals.
• Custom Report Capability: Power BI templates provided, with the ability to expand as needs evolve.

Results & Impact

The Rare Crew solution transformed SJID’s operations, replacing fragmented workflows with a streamlined digital system:

• 100% Elimination of Excel-Based Processes
• Faster Evaluation & Enrollment Workflows
• Improved Accuracy & Data Integrity
• Real-Time Data-Driven Insights via Power BI
• Enhanced Collaboration Between Staff Roles
• Ongoing System Support Ensures Scalability and Flexibility

Conclusion

By taking ownership of the full project cycle — from consultation to deployment and support — Rare Crew helped St. Joseph Institute for the Deaf undergo a true digital transformation. The web application and integrated reporting tools empower educators to make faster, smarter decisions and focus on what matters most: student development.

Want to hear more from the client themselves? Read the review on Clutch.

Ready to move beyond spreadsheets? Let’s explore how Rare Crew can support your mission with custom digital solutions.

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