Management Information Systems

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MANAGEMENT INFORMATION SYSTEMS (MIS) SERVICES

The University relies heavily on several information systems to carry out its administrative, teaching and learning functions. Most of the applications have been developed in-house by the ICT team, including the flagship SMIS system. We highlight recent developments in the MIS section.

University System of Websites

The UoN website is a strategic tool through which the university reaches out to

all its stakeholders. Through the website, the University posts information on public announcements, achievements, upcoming events, news, job and programme advertisements among others.

Number of visitors to the UoN website has also increased significantly. This means the university cannot afford to compromise on the quality and accuracy of information provided online. To achieve this, the ICT centre did an overhaul of the University website where customer feedback, universally acceptable web practices and web technological changes were concerned.

Among the features that the new website has is the ease of update of information at all levels, and flexibility in the look and feel of the unit sites. Other management features include easy performance measurement of the unit sites. The new website was developed from October 2010 and launched in May 2011, and is available on http://www.uonbi.ac.ke.

The URL of the previous University website can be accessed at http://archive.uonbi.ac.ke.

Future enhancements include creation of online journal sites, conference planning sites, online surveys and revamp of the staff profiles. Other features to be worked on include blogs and chart forums and revamping of the intranet.

Student Management Information System (SMIS)

This system was revamped in 2008/2009 at a cost of approximately Kshs 25M. It has continuously been used to implement core functions of students’ educational processes that include:

·         Admission

·         Course registration

·         Marks entry

·         Issuance of transcripts

·         Graduation

·         Provisional online fees statement and

·         Provisional marks on the student portal.

During the year up to June 2011, further security features were improved in the system to enhance the integrity of the examination process and student marks. In addition, a subsystem of direct receipting was added to enable payments done directly to the bank to be downloaded and imported into the system, thus reducing queues of manual receipting.

Online Room Booking and Allocation System

This system was implemented in 2010 at a cost of approximately Kshs 3M. The system has increased efficiency in online room allocation process. Previous cases of refunds to students due to paid but missed rooms have been eliminated. Further amendments in the system that will be done include: group room allocation and use of mobile technology to enhance accommodation fee payment as well as application and confirmation of rooms by students.

Online Leave Application System (OLAPIS)

This system automates the process of leave application. Implementation was carried out in 2010 at a cost of approximately Kshs1.5M. Using a workflow system of online leave application, the process has been streamlined, thus making approval process more manageable. Information is sent to users via email on their leave application status. Furthermore, this has contributed to a paperless community. In future, other forms of leave will be implemented e.g. sabbatical leave.

University Health Service Management Information

This system has been re-engineered at an approximate cost of Kshs 5M. It has automated the operations of the University Health Services including treatment and drug stock control. Future modifications to be made include creation of modules in counselling, theatre operations and full integration of audit and finance.

E-Learning platform

This was revamped in 2010/2011 at an estimated cost of Kshs 4M. It is a Web based e-learning platform for deployment of online course materials, teaching and collaboration among students and lecturers. It is hosted on http://multimedia.uonbi.ac.ke. Currently, lecturers can post learning materials which students online. Approximately 334 courses are on the e-learning platforms. In future, E-learning intends to integrate with SMIS and HRMIS to facilitate students and staff access; revamp and strengthen e-learning labs and develop a studio for production of quality multimedia content and to convert all course materials in the University to e-leaning mode.

Joint Admission Board System (JAB)

This system computerizes the admission processes for all Kenya’s public universities. Successful applicants can access JAB results through the University of Nairobi Website http://jab.uonbi.ac.ke/ or by sending an SMS to 5553. The jab development team intends to incorporate the use of mobile technology to enhance application process by students.

Financial Management Information System (FIMS)

At an approximate cost of Kshs 18M, this system was implemented 2007/2008. It computerizes the financial/accounting function of the University. It has several modules including General Ledger, Inventory Control, Accounts Receivable and payable. It has enabled efficient, accurate and timely financial reporting by the University. The system will be extended to include Assets Management and Workflow modules.

Student Clearance System (SCS)

SCS was implemented in 2006/2007 at approximately Kshs 2M. The turn-around time and effort students take to clear from the University has been reduced, as the process of clearing students who have finalized or wish to suspend their studies has been computerized. Future enhancement is to make a provision for staff clearance.

Q-Pulse

This system was implemented in 2009/2010 to automate the Quality Management Systems of the University of Nairobi. It includes the following modules: Document Control, Audit/CAPA, Assets, Customers and Suppliers, and Training.

UHS Claims System

It was implemented in 2009/2010 at a cost of Kshs 1.5M. It has computerized the process of dental and optical claims at the University as per policy. It intends to extend the operation to include medical claims.

Online Job Application System (OJAS)

This system aims at computerizing the process of job application and short-listing at the University. This is intended to streamline the processing of job applications and to reduce turnaround time for processing of job applications. The development is complete; users have been trained and the system is being rolled out.

Performance Management Information System (PCMIS)

The system aims at computerizing the process of tracking and analyzing Performance Contracts. The development is complete, and testing is on progress.

University Performance Appraisal System (USPAS)

This project aims at computerizing the process of Staff Appraisal within the University and analysis of the data collected to reduce the turn-around time. Its development is complete and is currently being tested for rollout with a pilot college

 

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