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

1. Collaborative Framework for the Implementation of Integrated ICT University SystemsThe Strathmore University Experience The Elimu Project Dr Joseph Sevilla Strathmore University Nairobi, Kenya. jsevilla@strathmore.edu Workshop at Kigali Institute of Science and Technology Kigali 29th November 2007

2. Summary • ICT University Management Systems • Implementation Models • Strathmore Experience • Elimu Project

3. 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

4. Strategic Priority at SU • Academic: • Integrated Library System (ILS) • Learning Management System (LMS) • Administrative: • Academic Management (AMS) • Financial Management (FMS) • Human Resource Management (HRM)

5. 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).

6. 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).

7. 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).

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. Should we re-invent the wheel? • What if all these systems were already freely available? • A case for Free and Open Source Software (FOSS).

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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

20. 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

21. 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.

22. 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.