Collaborative Framework for the Implementation of Integrated ICT University Systems

The Strathmore University ExperienceThe Elimu Project

Dr Joseph Sevilla Strathmore University Nairobi, Kenya. jsevilla@strathmore.edu

Workshop at Kigali Institute of Science and Technology

Kigali 29th November 2007

Summary

• ICT University Management Systems• Implementation Models• Strathmore Experience• Elimu Project

ICT University Management Systems

• Management of core functions of Universities:– Academic:

• Integrated Library System (ILS)• Learning Management System (LMS)• Quality Management – Academic Processes

– Administrative:• Academic Management (AMS)• Financial Management (FMS)• Human Resource Management (HRM)• Quality Management – Administrative Processes• Hostels Management• Document and Records Management• Research Management

Strategic Priority at SU

• Academic:– Integrated Library System (ILS)– Learning Management System (LMS)

• Administrative:– Academic Management (AMS)– Financial Management (FMS)– Human Resource Management (HRM)

Academic Management (AMS)

• Key operational system to manage student records: – Admissions, registration, enrolment.– Course planning, resource allocation (lecturers, classrooms,

timetabling), tutoring/mentoring.– Class management: lists, attendance.– Academic performance, examinations, academic records,

certification, transcripts.– Students financial record: invoicing of fees, receipting of

payments, account balances, debtors.

• Fully web–based and platform independent.• Proper Access Control: Administrators, lecturers, students –

each user accesses what is relevant.• Integration with other systems (e.g. FMS, ILS, LMS).

Financial Systems AMS / ERP´s

• Managing University finances: – Chart of Accounts, General ledger.– Purchase ledger, Suppliers.– Inventory management. – Budgeting, Asset management.– Financial reporting, eDocs, etc.

• Fully web–based and platform independent.

• Integration with other systems (AMS, LMS, ILS, Payroll and HRM).

Integrated Library Systems (ILS)

• Library Management (ILS)– Cataloguing & Classification. – OPAC, Circulation. – Serials management module: Journals and Periodicals.– Acquisitions.– Manage online and off line resources with the same tool.– E-mail and/or txt patron's overdues and other notices. – Print your own barcodes.– Conforming to international Library standards: z39.50,

MARC21 and UNIMARC.• Web-based Interfaces and platform-independent solution.• Integration with other external systems: able to query

existing databases. • Integration with other internal systems (AMS, FMS).

Learning Management System (LMS)• Facilitate the effective delivery of knowledge:

– Promote learner motivation and involvement.– Improve content delivery.– Facilitate student/lecturer and student/student

interaction.– Making full use of the wide range of pedagogic

opportunities provided by ICT.

• Able to complement traditional teaching and deliver distance education.

• Asynchronous learning:– Every learner accesses the information at its own time

and from a convenient location.

Learning Management System (LMS)

• Static Content:– Course Syllabi/Outline, Course notes,

Examples, Assignments.– Manuals, books on line. – Glossaries.– Additional teaching materials including

multimedia. – Exam guidelines, past papers, etc.– Internet links to relevant resources.

Learning Management System (LMS)• Dynamic Content:

– Virtual one to one lecturer supervision.– Journal, notice-boards/announcements.– Student to student interaction:

• Chat, forums and discussion groups.• Group projects.

– Tools to monitor progress:• Assignments, self-assessment quizzes.• On-line examinations, automatic grading.• Surveys.

– Workshops.– Wikis, Blogs.

Where to Acquire these Systems?

• Local Vendors– Understand standard commercial applications.– Often inexperienced on academic

requirements.– Unclear long term sustainability and support.

• International Vendors– Proven systems and long track record.– Very expensive if outside the continent.– May require expensive travelling.

• Danger: Vendor lock-in.

Can we develop these Systems?

• Resources required:– Technical Skills / Human Resources.– Functional Skills.– Managerial Skills (Development/

Implementation)– Expensive training.

• Many man-hours required to develop a mature application.

• A case for collaborative development.

Should we re-invent the wheel?

• What if all these systems were already freely available?

• A case for Free and Open Source Software (FOSS).

Free and Open Source Software

• Mature Applications available.• Developed and maintained by experts world-wide. • Source Code is freely available.• Easily customisable if technical skills are

available.• Support is available from other users and

developers.• No licence fees. Free Updates. No vendor lock-in.• Fosters the development of local skills and

independence from foreign companies.

Is FOSS really free?

• Free Software does not mean free implementation.

• Total Cost of Ownership (TCO)– Software is a small part of the cost.– Expertise required to customise, install, train,

support, maintain and upgrade the application.

• Project Management and Change Management are of vital importance to a successful implementation.

Implementation at SU

• Contracted implementation to Strathmore Research and Consultancy Centre (SRCC).

• Constituted management implementation teams representing all user departments.– Project Manager.– Steering Committee: Senior Management.– Functional Committee: Target Users.

• Implemented FOSS solutions wherever available.

Academic Management (AMS)

• Obtained from University of Navarre (Spain).– Fully Web – based.– Supported by Tecnicia (Spain).

• Core Team of 3 senior programmers trained in Spain.

• Team of 10 programmers thoroughly customised the system to meet our specific needs.

Financial Systems AMS / ERP´s

• Joined Kuali Project (www.kuali.org)– Project was started in late 2002 by Indiana University,

the University of Hawaii, NACUBO and the rSmart Group to develop the Kuali Finantial System (KFS).

– By 2005, they were joined by four additional partners as core investors in the project: Cornell University (NY), San Joaquin Delta College (CA), Michigan State University, and the University of Arizona.

– Designed by universities for universities.

• Community Source (Open Source) and web-based.

• Implementation partner: rSmart Group.

Integrated Library Systems (ILS)

• Koha (www.koha.org)– A full featured modern integrated library

system (ILS) – Impressive set of features.– Steered by a growing community of libraries

world-wide.– Fully customised to our needs.– Web-based and Open Source.

• Our implementation is available at: www.lib.strathmore.edu

Learning Management System (LMS)• eLearning Platform: Moodle (

www.moodle.org)– Over 330,000 registered users.– Over 35,600 registered sites.– Over 70 languages.– Over 196 countries.– Over 270 modules/plug-ins available.

• Web-based and Open Source.• Our implementation is available at:

www.elearning.strathmore.edu

Strathmore University has

• Made steady progress in the successful implementation of University-wide integrated management systems.

• Developed relevant expertise.• Forged strategic partnerships with leading

international companies.• Made a substantial financial commitment.• Capable of replicating similar solutions in other

Universities of the region, providing products, implementation services, training and support.

Elimu Project

• Collaborative Project between Universities.• Objectives:

– Implementation of proven FOSS applications.– Develop local expertise at institutional level.– Foster a regional community of users.

• Procedure:– General MoU of collaboration/technical

assistance between SU and collaborating institutions.

• Attract donor support.