Enhancing the Management of Data and Streamlining Processes in Malawi’s tertiary education institutions for transparency and efficiency

Solomon Dindi

Funding Area: Critical shared infrastructure / Infraestructura compartida critica

Problem Statement: Data management inefficiencies and manual administrative processes remains a challenge in tertiary education institutions in Malawi. The challenges result in delayed access to critical information, limited data transparency, and resource wastage. Manual processes, such as student registrations, course management, and data reporting, lead to errors and hinder administrative efficiency. The lack of centralized and standardized data management systems also hampers strategic decision-making and resource allocation. There is an urgent need to transform data management and streamline processes improve transparency and efficiency in Malawi Tertiary Institutions. Recognizing this, the Ministry of Education has prioritized development of management information systems in its current strategy. Complementary initiatives such SAVE Project and EQUALS embarked on the development of the Higher Education Management Information System (HEMIS) at national level, however there is a significant gap in support for tertiary institutions to have Management Information Systems (MIS). Few institutions that have MIS use commercial systems which are expensive and, externally hosted which hinders integration with other systems. Open-source MIS such as OpenEduCat provides an opportunity for tertiary that can be adapted and effectively used.

Proposed Activities: The project sets out to pilot the adoption and use of OpenEducat, an open-source educational management system for tertiary institutions in Malawi. The system will enable the institutions to have centralized and standardized student information, course data, and administrative records; student registration, grading, and reporting, and real-time data and analytics. The project activities will include: (i) Comprehensive Training for MAREN Systems Team – The MAREN Systems Team will undergo an in depth training program on the OpenEducat System. The training will focus on system administration, customization, and general system usage. The systems team will be equipped with advanced skills to effectively manage and support the platform (ii) MAREN will procure a high-performance server to host virtual machines for the tertiary institutions as a foundation for deploying multiple OpenEducat instances. (iii) Training for ICT and Administration Staff from tertiary institutions will be conducted on Trainer of Trainers approach system administration, support, and general usage and administration staff will be trained in modules for general end-user functionality. (iv) The MAREN team will work hand-in-hand with the ICT Staff from the institutions to deploy the OpenEducat in the targeted institutions along with support for migrating their existing institutional data to OpenEducat. (v) Over the duration of the project, MAREN will provide ongoing support to provide direct engineering assistance (DEA) along with collection of feedback on the system functionality to identify areas for improvements. The Team will also support the institutions to develop real-time dashboards and reporting functionalities within OpenEducat to enable administrators and educators to access accurate and up-to-date data for decision-making.

Openness: The proposed project embraces openness of infrastructure and open access through several aspects including: Utilization of OpenEduCat, which is an open-source management information system. It is freely available to all institutions, allowing them to access and use the software without any licensing costs or restrictions. This openness promotes collaboration, customization, and innovation among educational institutions. The project will ensure knowledge transfer and developing the capacity of ICT Staff for the targeted institutions who will also have access to training and education resources openly for maximizing the use of the MIS. The proposal leverages hosting with MAREN along with the networking and infrastructure access for all the institution to enhance openness. The institutions in the project will also benefit from direct engineering assistance at no cost to support the implementation, integration and ongoing maintenance of OpenEduCat.

Challenges: MAREN takes into consideration challenges that would be associated with the implementation of the project and the corresponding action for ensuring the project delivers the desired results. Some of the challenges and actions include: slow transitioning and unwillingness to move from manual systems to an automated system like OpenEduCat. MAREN plans to engage the institutions extensively to promote the adoption of the new systems including sharing the benefits of using OpenEduCat. Challenges related to data compatibilities may hinder the transfer of existing data to the MIS, the project through the trainings will support the institutions to develop custom interfaces to enable integration with existing systems. Delays in acquisition of planned server from suppliers due to forex shortages in Malawi. MAREN will leverage on its good rapport the organization has with suppliers to hasten procurement process at commencement of the project in November, 2023

Neglectedness: The project presents an essential area of investment in the education sector particularly ensuring that resource constrained tertiary institutions have access to digital systems that would have enhance transparency and efficiency of operations in terms of data management. Considering that developing Information Management System or outsourcing the MIS service is associated with high cost that the tertiary institutions in Malawi cannot afford and sustain. Limited funding are available to be directed to such initiatives. The IOI would support this project as unique area of need for promoting tertiary education in Malawi.

Success: The project’s success will be determined through regularly monitor the adoption and usage of OpenEduCat in participating institutions to track the number of institutions implementing the system and its integration into their daily operations. The project will consider the targeted MAREN systems team trained, ICT staff from the institutions have the capacity to set-up the OpenEduCat and ably navigate the system. The administration staff develop modules and are able to use the information from the System to produce reports and analytics and documented dngoing support from MAREN to the institutions.

Total Budget: US$25000

Affiliations: The proposal is affiliated with the Malawi Research and Education Network (MAREN), the National Research and Education Network (NREN) for Malawi and which is recognized as such by the Government of Malawi.

LMIE Carveout: The proposed project fits within the LMIE carveout category. The working location of the team and organization, MAREN, is in Malawi, which is recognized as an LMIE by the World Bank. The project's community, including users for the OpenEducat, will also be located in Malawi as the project is focused on enhancing data management and streamlining processes in Malawi's tertiary education institutions. Additionally, the proposed solution, OpenEducat, is open-source and can be freely adopted and adapted by institutions in LMIEs, promoting cost-effectiveness and sustainability within these communities. The project aligns with the LMIE carveout's objective of supporting initiatives led by individuals and organizations in LMIEs and services widely adopted within LMIE communities.

Team Skills: The project will be implemented by MAREN. The team possesses a diverse range of skills, capacity, and experience that are vital to the success of the proposed project. (1) Solomon Dindi, as the team leader, brings 17 years of expertise as an ICT specialist, particularly in academic institutions in Malawi. His experience in championing the development and integration of various Management Information Systems (MISs) at the University of Malawi demonstrates his ability to lead technology-driven initiatives. (2) Grace Dzoole, a seasoned finance professional, adds immense value with her 20 years of experience in managing financial resources, including audit, in both private and public sectors. With her MBA and Chartered Global Management Accountant credentials, she ensures efficient financial management and reporting for the project. (3) Zanga Chimombo has 20 years' experience in the ICT sector, focusing on developing and implementing systems across diverse industries, including education, insurance, agribusiness, and telecommunications and essential expertise for successful technology transformation projects (4) Jones Kumwenda, seasoned software developer, brings over 7 years of experience in designing and implementing information systems and databases. His knowledge in cloud security practices and tools ensures data and application security, a critical aspect in the deployment of OpenEducat.

How Did You Hear About This Call: Word of mouth (e.g. conversations and emails from IOI staff, friends, colleagues, etc.) / Boca a boca (por ejemplo, conversaciones y correos electrónicos del personal del IOI, amigos, colegas, etc.)

Submission Number: 119