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DoSE EMIS Presentation Jan 2006 Renovation of The Gambia EMIS

DoSE EMIS Presentation Jan 2006 Renovation of The Gambia EMIS. BESPOR and Consultancy Objectives Situation Analysis (cons) Situation Analysis (pros) EMIS Renovation Plan Overview 2006 - 2007 1: EMIS Database Completion (2005/6) 2: Renovate HR Information Systems

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DoSE EMIS Presentation Jan 2006 Renovation of The Gambia EMIS

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  1. DoSE EMIS Presentation Jan 2006 Renovation of The Gambia EMIS • BESPOR and Consultancy Objectives • Situation Analysis (cons) • Situation Analysis (pros) • EMIS Renovation Plan Overview 2006 - 2007 • 1: EMIS Database Completion (2005/6) • 2: Renovate HR Information Systems • 3: Monthly Cluster and School Data Collection • 4: Adjust EMIS System for Information Needs up to 2015 • 5: Staff Capacity Building • Initial Findings on ICT Requirements • Draft Schematic Diagram of Planned ICT and EMIS Infrastructure • Financing EMIS and ICT activities Ian Attfield, BESPOR EMIS Consultant Annex 7 EMIS SMT Pres. Jan 13th

  2. DoSE EMIS Presentation Jan 2006 BESPOR and Consultancy Objectives • BESPOR Project Development Output 4: • ‘Improved Knowledge Management throughout the Education Sector’ with EMIS related OVIs: • 1: EMIS fully operational by Nov. 2007 • 2: EMIS disaggregated data used to inform policy/planning (e.g. GESDP) • Specific Consultancy Objectives • 1: Situation Analysis of EMIS to meet long term needs • 2: EMIS Design Review and Upgrading Plan • 3: Budgeting for EMIS Upgrade • 4: Capacity Building for Sustainable Operations Annex 7 EMIS SMT Pres. Jan 13th

  3. DoSE EMIS Presentation Jan 2006 Situation Analysis: Constraints • Management and Co-ordination: • Problematic relationships with other GOTG agencies (e.g. PMO) • Restructuring ITHRD/PPABRD => HRD / PPABD • No delegation/decentralisation of EMIS tasks • Limited (i) management oversight of junior staff and (ii) acceptance of responsibilities by senior staff. • Human Resources: • High turnover and change of management level staff • High turnover and loss of technical and data entry staff, including international volunteers • Limited incentives to motivate and retain good quality staff. • Technical and Financial: • Continued power and telecommunication shortages • Absence of recurrent funding 2003 - 2004 • Creeping EMIS complexity and need for design changes. • Chaotic and inefficient working practices. Annex 7 EMIS SMT Pres. Jan 13th

  4. DoSE EMIS Presentation Jan 2006 Situation Analysis: Positive Aspects • Management and Co-ordination: • SMT with Institutional Memory and ‘Willingness to Change’ • Introduction of Management Accountability • Combination of EMIS into ‘logical home’: PPABD • Decentralisation to RED and Cluster Monitor is Underway • IFMIS likely to Improve Inter-Departmental Communications. • Human Resources: • Significant staff retention since 2000, evident skills upgrade • High quality international volunteers in place • Better incentives to motivate /enhance Cluster Monitors. • Technical and Financial: • New technology with price/performance falling • Wireless technologies arriving, improved communications • Short term availability of recurrent funding 2005 – 2008 via EFA FTI and BESPOR. Annex 7 EMIS SMT Pres. Jan 13th

  5. DoSE EMIS Presentation Jan 2006 EMIS Renovation Plan Overview • Structured so that majority of Implementation Activity is over the period Jan 2006 – Dec 2007. • ‘Catch up’ with backlog of data for 2005/6 school year and personnel records. • Introduction of Cluster Monitors (CM) as Key Player for DoSE-School Interaction, piloted from Jan 2006 to support and monitor monthly school visits and WSD. • Introduction of Revised Data Collection Instruments and Enhanced Output Information for 2006/7 school year. • Integrated with necessary HR Capacity building activities and the upgrading of ICT infrastructure. • Built in requirements to introduce new changes as IFMIS and a revised SPAS are introduced. • Aims to have in place a stable cycle and more comprehensive output by 2007/8 school year. Annex 7 EMIS SMT Pres. Jan 13th

  6. DoSE EMIS Presentation Jan 2006 Activity 1: EMIS Database Completion (2005/6) • Catch up with backlog for 2005/6 school year and output results over Jan – June 2006. • Pilot Use of Cluster Monitors to collect Madrassa School and ANFE centre data in all regions. • Rapid Data Entry and improved central processing and checking of data quality. • Introduction of 2003 based population data and projections as a basis for Enrolment Rate Calculation and EFA progress assessment reporting. • Improved provision of output, tailored to needs of Directorates, RED, CM and Schools Annex 7 EMIS SMT Pres. Jan 13th

  7. DoSE EMIS Presentation Jan 2006 Activity 2: Renovate HR Information Systems • HRD and PPABD to formally agree co-operation mechanism • Catch up with backlog of Personnel changes (2002 – 2005) to reflect current postings and active staff snapshot. • Re-introduce Use of Postings Database in April – June 2006. • Cross – Validation Exercise with Personnel database and new IFMIS Payroll in July 2006 to eliminate errors. • Introduce mechanism in Jul – Dec 2006 to keep Personnel database up to date with Incremental changes • Revise HR data processes to accommodate: • Introduction of IFMIS Personnel/Payroll. • A revised SPAS, potentially split for (i) teachers and (ii) management grades and head teachers based on agreed service delivery plans and other factors. Annex 7 EMIS SMT Pres. Jan 13th

  8. DoSE EMIS Presentation Jan 2006 Activity 3: Monthly Cluster & School Data Collection • Utilise Cluster Monitors (CM) as key field staff to collect and verify regular monthly data from all schools, incorporating student and teacher attendance data and other WSD information. • Train RED/CM and pilot Jan – June 2006. • End of Term data entry by RED into Term Attendance Data (TAD) database. • Review and Revise system July- Sept 2006, introduce cluster and school annual record book. • DoSE recognise TAD data as definitive quantitative source of records for CM school visits, attendance data (Student and Teacher) and WSD records. • Use as assessment factor for SPAS (Teachers, Heads and CM) and provision of CM allowances for 2006/7 school year. Annex 7 EMIS SMT Pres. Jan 13th

  9. DoSE EMIS Presentation Jan 2006 Activity 4: Adjust EMIS System for Needs up to 2015 • 2000 system design requires adjustment to reflect current and anticipated requirements up to 2015. • Cascade these changes into the operational EMIS system so information is available to support Gambian education sector management, planning and policy formulation. • Review and revise formats and software July-Sept 2006. • Changes identified for BC schools, ECD/ANFE centres, facilities / furniture, textbooks/guides, girls scholarships and SN children. • New GIS School maps, based on 2003 census settlements. • New enrolment data with breakdown by student ethnicity. • Repeat CM/RED training to mainstream CM as enumerators for all field data in Nov 2006. Distribute EMIS feedback. • Present more comprehensive EMIS results by March - April 2007 for SMT review. • Stabilise system from 2007/8, review system 2010? Annex 7 EMIS SMT Pres. Jan 13th

  10. DoSE EMIS Presentation Jan 2006 Activity 5: Staff Capacity Building • Series of training workshops Jan 2006 – mid 2007 to introduce EMIS changes, with a focus on building the skills and capacity of RED and CM staff. • Senior DoSE/RD management workshops (June/July 2006) and March/April 2007) to review EMIS results and progress. • Central Workshop on SPAS/HR data when new procedures are ready. • Short training for general ICT skills for (i) DoSE/RED staff summer 2006, (ii) CM summer 2007. • Short term database training DoSE/RED staff summer 2006. • Long term ‘Specialist EMIS/ICT distance learning course’ scholarships available, DoSE/RED staff competitively apply. • SMT/BESPOR selection based upon objective criteria. • Requirement to continue normal duties and bonded to future defined DoSE service. • Another long term international volunteer late 2006 - 2008. Annex 7 EMIS SMT Pres. Jan 13th

  11. DoSE EMIS Presentation Jan 2006 Initial Findings on ICT Requirements • For further development by BESPOR ICT Consultant. • Adequate Hardware emerging, draft proposals prepared for 2006 – 2007 to support EMIS operations • Better management oversight of central DoSE ICT operations critical to reduce waste and free PPABD staff for productive work. • Introduce wireless data links and power invertors to DoSE/HRD and RED locations to reduce vulnerability to state utility supplies. • Install a new DoSE server (late 2006) at an ISP office to enable sustainable communications and web based document filing and accessible data. Outsource ISP based server maintenance. • DoSE to consider adoption of MIT ‘One Laptop Per Child’ scheme for mass introduction of ICT into school using BESPOR/DFID funds. Annex 7 EMIS SMT Pres. Jan 13th

  12. DoSE EMIS Presentation Jan 2006 Draft Schematic Diagram of Planned ICT and EMIS Infrastructure IFMIS (Separate System from mid 2006, run by DoSFEA) (separate data import, no direct link) Fiber Optic WAN Main EMIS and central DoSE file records PCU Data Personnel/SPAS database DoSE HRD File Server DoSE PPABD File Server PCU File Server Wireless Datalinks, (replicating data to Internet Server if not confidential) Internet Backbone ISP Office DoSE Internet File / Web / Email Server Wireless Links to 6 RED, upload to regional section of Internet server Paper based data feeds from Cluster Monitors of school data and reports 6 RED computers with RED file system, USB backup, TAD databases and access point for provision of Internet to RED computers via peer – peer LAN. Annex 7 EMIS SMT Pres. Jan 13th

  13. DoSE EMIS Presentation Jan 2006 Financing EMIS and ICT activities • Adequate funding available 2006 - 2008 for investment and recurrent costs (BESPOR/ EFA FTI): allow for risk that 2009 –2015 they may not be available. • EMIS recurrent field data collection costs to transfer from PPABD to CM allowances. • Already agreed CM fuel allocation and field allowance become linked to fulfilling TAD requirements without extra payment. • Annual extra payment to CM for each school or ECD/ANFE centre data form collected, validated and submitted to RED. • 100 D/ school or centre if data complete/adequate. • 500 D bonus / CM for submission of all data on agreed date. • 500 D penalty / CM for submission more than 2 weeks late. • Loss of all extra payment and transfer to other CM or DoSE staff if CM is unable to fulfill requirements. • Overall cost of above ~ 150,000 D / year, pilot for Madrassa schools in Feb 2006. Quality check at RED or DoSE essential. • Introduce similar incentive scheme for RED and central DoSE EMIS staff to encourage timely completion of work. Annex 7 EMIS SMT Pres. Jan 13th

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