Education Management Information System the ERP solution for Ministry of Youth Affairs and Skills Development

Education Management Information System (EMIS) is an institutional support service, which manages educational data and derives useful information for operational activities, decision making and planning processes. It is established under a subproject (strengthen Ministry of Youth Affairs and skills Development (MYA) and relevant institutions) of the Technical Education Development Project (TEDP).

TEDP is an Asian Development Bank funded project implemented under the MYA with the objective of increasing mid level and highly skilled human resources.

Pilot project was analyzed, designed, developed and implemented at the relevant institutions in very timely and successful manner.

Under the one of the component of the project it has been decided to establish an Educational Management Information System for:

  • Six (6) Colleges of Technology (COT)
  • Department of Technical Education and Training (DTET)
  • Tertiary and Vocational Education Commission (TVEC)
  • Ministry of Youth affairs
  • UNIVOTEC -University of Vocational Technology

The overall architecture of EMIS is an enterprise level architecture operating across several institutions and across departments of the same institution. This integrates educational, financial and administrational bodies all together. The Software architecture of the EMIS is a Modular System with different possibilities for

  • Extensions for additional workstations in each institutes and in to new sites
  • Extensions for additional software modules
  • Extensions for additional users with different rights

Proposed system is consisting of 13 software modules which cater different functional areas of the individual institutions. This covers all most all the functionalities.

These individual modules are exchanging data, only through web services. We use SOA to communicate between modules. Hence changes to any single data structure of any module is not effected the other modules.

Individual modules collaborate to give enterprise level results. This enables decision making and planning process.

To get the enterprise level collaborative results, the system needs to communicate with several independent modules separately and get the necessary parameters/results from each module. As an example the above Calculating Cost per Student illustrates how to calculate a cost per student per course. To calculate that figure, the system needs to connect to several individual modules such as course module to get course details, student module to get student details, HR modules to get human resource details, Resource management module to get resource usage details and finance module to get the expenditure.

This finance module automates the accounting part of the institutional operations and provides the core accounting functionalities. It covers costs and budgeting, including unit cost per course and per student. It covers cash book, bank reconciliation, payment management, invoicing, inventory control & fixed assets management, and financial reports (General ledger, Balance Sheet, Profit & Loss or Income and Expenditure statements).