KENYATTA UNIVERSITY

ERP Implementation at Kenyatta University

2007 – 2017

Prof. Paul K. Wainaina PhD. Ag. Vice-Chancellor

KENET Annual Heads of Institution Forum

December, 2017

ERP SYSTEMS

PANASEA (1990-2007)

UNIPLUS (2007-2012)

CAMPUSVUE STUDENT MANAGEMENT SYSTEM (2012 - present)

ERP (Enterprise resource planning) systems enable us to control all key functions in an organization by using

unified information architecture.

Prior to 1990 key functions at KU were captured

through spreadsheets

1. PANASEA System (1990-2007)

Leveraged on advent of PC technology - Disk Operating System based system

Transcript printing

Weakness

Tedious and time consuming

Unable to report on differentiated categories of students

ERP Implementation in Kenyatta University

School A

Students’ data

School B

Students’ data

School C

Students’ data

School D

Students’ data

separate machines for different schools

2. Uniplus Software (2007-2012)

Leveraged on advent of database technology that enabled all students regardless of discipline to be stored in a single database

DBMS software – central machine with all the schools

Improved retrieval of students information

Saved time

ERP Imp Cont’d

Weakness

Limited to main campus – no facility for creation of additional campuses on one platform

Security challenges – no audit trails on who enters and changes records in the system

Pre-designed reports/data entry forms lacked capability for end-user customization

Weak vendor support

Uniplus

Main campus

Uniplus

Campus B

Uniplus

Campus D

Uniplus

Campus C

Uniplus

Campus A

No linkage

ERP Imp Cont’d

Different data sources for admission and student administration systems – Duplication of work and data – islands of information that are not linked

Data capture and retrieval tedious and time consuming

Student registration, time-tabling, transcript, graduation scheduling and hostel allocation activities, difficult to perform

Uniplus De-Commissioned on 30th July, 2012

ERP Imp Cont’d

System A

Admission

System B

Finance

System C

Accommodation

System D

Academics

Systems working as isolated islands

3. CampusVue Student Management System (2012 - present)

Commissioned 1st August, 2012.

Leveraged on availability of network infrastructure, internet and well-powered data centres

Ability to create, manage and report accurately on multiple campuses.

Main Campus

Central deployment

site

Campus

1

Campus

2

Campus 3 Campus

4

Campus 5

ERP Imp Cont’d

Seamlessly integrated Financial Systems, Student Smart Card System, Payment Gateway/Banking System, Human Resources System, eHospital system and Student Class attendance system.

Flexible Student Enrolment (No overlap of terms and different modes of study)

Improved Student Data and Financial Management throughout the entire student life cycle (i.e. from admission to graduation and Alumni)

Weakness

No local support (vendor resides in Bangalore, India support is through skype

ERP Imp Cont’d

CampusVue at a Glance

LESSONS LEARNT

1. Implementation: full & sudden implementation causes confusion and chaos. Phased implementation preferred

2. Thorough analysis of business requirements

3. Technical and end-user training a must

4. Need for local support

5. Investment in good infrastructure a must- Datacenter, good network, scalable servers and steady clean power

6. Be aware of hidden costs

BENEFITS

Improved information access for planning and managing the institution;

Improved services for the faculty, students and employees;

Lower security risks;

Increased income and decreased expenses due to improved efficiency.