Elimu Suite Management Systems g y - Strathmore University

Elimu Suite 

Management Systems 

November 2006

Introduction ti to Elimu Suite Systems

Elimu Suite 

• Elimu Suite integrates University’s core functions and Business Processes; 

• It comprises of the following Systems; 

• Academic Management System (AMS) 

• Financial Management System (FMS) 

• Library Management System (LMS) 

• Course Management System (CMS) 

• Human Resource Management System (HRM)

Academic Management System (AMS) 

• AMS manages Academic Business Processes: 

• Admissions, registration, enrolment, fees, debtors, course planning, 

resource allocation (lecturers, classrooms, timetabling), tutoring, class 

lists, class attendance, academic performance, examinations, academic 

records, certification and Mentoring; 

• The system Integrates with other systems (e.g. FMS, LMS). 

• Acquired from University of Navarre (Spain) 

• Initial training conducted by Tecnicia (Spain); 

• Currently supported by a team of 7 programmers housed at Strathmore; 

• Thoroughly customised for the local environment;

Financial Management Systems (FMS) 

• Kuali System manages University finance’s business Processes: 

• General ledger, purchase ledger, suppliers, inventory management, 

budgeting, payroll, asset management, financial statement, e-Docs, etc. 

• Kuali Project (www.kuali.org) 

• Project was started t in late 2002 by Indiana University, it the University it of 

Hawaii, NACUBO, and the rSmart Group; 

• By 2005, four additional partners join 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); 

• Implementation partner: rSmart Group

Library Management System (LMS) 

• KOHA System manages the Library processes; 

• Cataloguing, classification, circulation, journals and periodicals, 

acquisition. 

• Koha (www.koha.org) 

• Steered by a growing community of libraries world-wide; 

• Impressive feature set; 

• Fully customised to local needs; 

• Open Source.

Course Management System (CMS) 

• The system facilitates effective delivery of knowledge: 

• Promotes learner motivation and involvement; 

• Improves content delivery; 

• Facilitates student/lecturer and student/student interaction. 

• eLearning Platform: Moodle (www.moodle.org) 

• Statistics as at 31 st October, 2006 

• Over 150,000 registered users (2005: 75,000). 

• Over 17,600 registered sites (2005:1,150). 

• Over 75 languages g (2005: 70). 

• Over 160 countries (2005: 138). 

• Open Source.

Course Management System (CMS) 

• Other statistics: 

• Courses: 693,671 

• Users: 7,016,821 

• Teachers: 1,216,919 

• Enrolments: 10,696,654 

• Forum Posts: 7,681,481 

• Resources: 4,364,339 

• Quiz questions: 5,079,343 

• 30 sites with more than 20,000 users; 

• The site with the most users is moodle.org with 43 courses and 150,733 

users; 

• The site with the most courses is UNIVERSITE DE NANTES with 13,878 

courses and 2,106 users.

Human Resource Management (HRM) 

• The System facilitates Staff management and their records. 

• Web-based system; 

• Developed in-house; 

• Fully customised to the University needs.

Academic Management System

Admissions Module 

• Process 

• Enter applicant’s personal details; 

• Enter applicant’s application 

details; 

• Enter applicant’s interview details; 

• Admit Successful applicant; 

• Applicants who fail may retake the 

interview; 

• Information 

• Bio data; 

• Previous academic qualifications; 

• Program of study applied for.

Programme Management 

• Process 

• Define the faculties and departments; 

• Define the academic year parameters; 

• Define tariff structure for academic years; 

• Define courses and syllabuses; 

• Define subjects and assign resources; 

• Define exemptions, transfers and syllabus adaptations. 


• Rules on subject enrolment; 

• Previous academic years information; 

• Scholarships information.

Course Management 

• Components of course management 

• Certificates 

• Degree that the student intends to 

obtain; 

• Syllabi 

• Used to define credit range; 

• Used to define relationships 

between courses; 

• Used for the management of 

exemptions and transfers. 

• Courses 

• Taught Courses 

• Assigning i resources to courses 

(lecturers, time and rooms); 

• These are managed through an academic 

plan; 

• In addition, the system manages: 

• Exemptions; 

• Transfer of credits; 

• Number of students who can take a 

course. The Students are classified as: 

• Repeating students t or 

• New students

Syllabus Management 

• Data items 

• Name; 

• Faculty; 

• Cost of an economic credit; 

• Minimum and maximum annual 

credits; 

• Minimum i and maximum credits for 

certificate; 

• Maximum total credits: i.e. for: 

• Compulsory courses and 

• Elective courses 

• Year when the syllabus began; 

• Year when the syllabus was 

terminated; 

t • Requires planning at faculty level.

Lecturer Management 

• Lecturer management; very basic 

though sufficient for the AMS; 

• Maintenance of lecturer information 

can be managed from: 

• AMS; or 

• Through an interface with an HR 

system. 

• The System maintains: 

• Bio data; 

• Qualifications. 

• Indirectly, the System maintains: 

• Taught courses; 

• Lecturer availability.

Course Enrolment 

• Process 

• New students have their subjects registered for 

them in the system; 

• Continuing students register the subjects online; 

• Students generates an invoice by themselves; 

• Subjects registered are bound by rules defined in 

the system. 


• Student previous registrations; 

• Available subject groups; 

• Current subject list.

Examination 

• Process: 

• Examination mark sheets are generated by the 

administrators; 

• The lecturer enters the marks and completes the 

mark sheet; 

• The lecturer then publishes the mark sheet; 

• The mark sheet is then closed and becomes a 

part of the student’s academic record. 

• Classification of exam: 

• Normal exam 

• Supplementary exam 

• Other information available: 

• Number of times the exam has been taken 

• Transcripts: 

• The system allows for generation of academic 

transcripts for students; either as individual or 

batch issuance of transcripts.

Fees and Debtors 

• The System currently manages debtor 

information; 

• Provides all financial transactions 

relating to a student; 

• For generation of Complete Trial 

Balance; an interface with an 

accounting or financial system is 

required; 

• Fee and debtor reports in the system 

include: 

• Debtors report; 

• Daily collection; 

• Debtors age analysis; 

• Monthly collections; 

• Registration fees report.

Enquiries and Reports 

• The System provides for maximum 

visibility; 

• It generates basic reports and 

integrates with third party tools; 

• Reports include: 

• Financial reports; 

• Examinations and course work; 

• Academic certificates. 

• Allows for statistical evaluation of 

student data; i.e. 

• Average marks; 

• Number of subjects passed; 

• Number of students with honors.

Mentoring Module 

• Consists of two sub modules: 

• Mentor’s Module: 

• The mentor can view the students assigned to them; 

• The mentor can communicate with the students through email; 

• The mentor can record mentoring sessions. 

• Director’ Module: The director: 

• Views and edits mentors’ data; 

• Communicates with mentors through email; 

• Assigns, reassigns or cancels assignments of mentors to students; 

• Accesses mentor statistics; 

• Accesses information relating to students who have not had meetings with 

their mentors.

Other Functionality 

• Messaging 

• Allows sending and receiving of email 

messages between: 

• Administration to lecturers and 

students; 

• Lecturers to students; 

• Messages are kept in the database for 

future reference; 

• Interfaces: 

• Allows seamless exchange of data with 

other systems; 

• The system interfaces with with: 

• Accounting system; 

• Library system; 

• Access control system; 

• HR system.

Financial Management System 

Kuali System

Introduction 

• What is Kuali: 

• A Financial Management System based on financial software used in Indiana 

University (IU); 

• 5 universities came together to form the Kuali project; 

• rSmart Company is the Implementation Partner; 

• Steered by Solid technical and functional teams; 

• Source Code: Community source. 

Benefits: 

• Made for universities – takes into account University's’ unique requirements; 

• Chart of accounts for universities; 

• University Processes; 

• Segregation of duties and audit Controls: 

• Embedded accountabilities (approvals) 

• Policy implementation (business rules) 

• Automates workflow and documentation and maintains an audit trail.

Kuali Modules 

• Core modules: 

• Kuali Nervous System; 

• Kuali Enterprise Workflow; 

• Chart of accounts; 

• General ledger; 

• Budgets; 

• Financial transactions effected by means of e-Docs; 

• Reports/decision support; 

• Purchases effected by means of e-Purchases; 

• Fixed assets; 

• Accounts payable; 

• Accounts receivable; 

• Research grants/endowments; 

• Contracts;

Transactions Currently Available 

• Maintains a Chart of Accounts; 

• Journal vouchers; 

• Maintain users/workgroups; 

• Payments: maintains; 

• Payees and payment reasons; 

• Travel mileage, per diem, expense, etc. 

• Maintain banks, bank accounts; 

• Cash receipts, banking, direct deposits, credit card transactions; 

• Accounting for labour; 

• Budgets; 

• Internal billing; 

• Service billing; 

• Encumbrances; 

• Transfer of funds;

Roles in Kuali 

Segregation of duties: Levels are as follows: 

• Initiator 

• Approver 

• Delegate 

• Reviewer 

• Admin 

• Super-user

Library Management System 

Koha

Broad Intent 

• Integrates all of the core operations of a Library: 

• Acquisitions; 

• Cataloguing g (data entry or bibliographic description); 

• User services (circulation, catalog access, fines and charges, reservations etc.); 

• Serials Management; 

• Management Reporting.

Circulations 

• Single point of service i.e. one person can handle both issues and returns; 

• Immediate view of patron status i.e. overdue, debarred etc. 

• Shares notes on issues affecting patrons, e.g. if patron has authorized third party to 

borrow items for them; 

• Immediate view of item status – on loan or on shelf; 

• Automatic fines calculation; 

• Reservations Management;

Cataloguing 

• Standards based interfaces; 

• Ability to borrow data from existing sources on the internet; 

• Greater volume per person per day; 

• Faster turn around times between acquisition and shelf availability; 

• Can deal with any item format (books, cds, videos, maps, etc.);

Acquisitions Module 

• Choice of acquisitions: i.e. Budget or non-budget based; 

• Storage and Administration of supplier data; 

• Multiple currency administration and conversion; 

• Purchase order management and archiving.

OPAC (Online Public Access Catalogue) 

• Searching on multiple keys; 

• Ability to login and view account status; 

• Ability to place items on reservation; 

• Ability to make purchase suggestions; 

• Ability to create virtual shelves for either public or private usage; 

• Ability to renew items online.

Other Functionality 

• Z3950 Server which allows sharing of bibliographic details 

of holdings; 

• Among Library Consortia; 

• On the www where appropriately configured; 

• Interfaces: The system allows seamless data exchange 

with other systems and currently interfaces with: 

• HR System; 

• Windows/Linux Directory Services; 

• Academic Management System. 

• Reporting: Comprehensive, Customizable reports on the 

p g p , p 

modules.

Value Proposition 

• Reduced staff-user interaction due to the 

increased patron independence; 

• Segregation of duties. With clearly defined 

access rights and duties – results to 

specialization and hence improved 

services; 

• Efficiencies as information is centralized; 

• Improved integrity due to system controls; 

• Improved quality of staff-user interaction.

Contacts 

Strathmore Research & Consultancy Centre (SRCC) 

Strathmore University Campus 

Ole Sangale Road, Madaraka 

P.o Box 59857 00200 

Nairobi, Kenya 

Telephone: 254-20-606155;606268 

Fax: 254-20-607498

Elimu Suite Management Systems g y - Strathmore University

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