Implementing Integrated 
University Systems
Dr Joseph Sevilla 
Strathmore University 
Nairobi, Kenya. 
jsevilla@strathmore.edu
University Management Systems  
• Systems that integrate management of the      
core functions of the University
– Academic Management (AMS),
– Financial Management (FMS),
– Library Management (LMS),
– Course Management System (CMS),
– Human Resource Management (HRM).
Academic Management (AMS)  
• Key operational system to manage student      
records: 
– Admissions, registration, enrolment, fees, 
debtors, course planning, resource allocation 
(lecturers, classrooms, timetabling), tutoring, 
class lists class attendance academic ,  ,  
performance, examinations, academic records, 
certification.
– Integration with other systems (FMS, LMS).
Academic Management (AMS)  
• Acquired from University of Navarre     
(Spain)
– Supported by Tecnicia (Spain).
– Core Team of 3 senior programmers trained in 
Spain.
T f 10 th hl– eam o   programmers oroug y 
customised the system to meet our specific 
needs.
– Customisation and maintenance entrusted to 
SRCC.
Financial Systems AMS / ERP´s    
• Managing University finances: 
– General ledger, purchase ledger, suppliers, inventory 
management, budgeting, payroll, asset management, financial 
statement, eDocs, etc.
• Kuali Project (www kuali org)  . .
– Project was started in late 2002 by Indiana University, the 
University of Hawaii, NACUBO, and the rSmart Group. 
– 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).
• Implementation partner: rSmart Group.
Integrated Library Systems (ILS)   
• Library Management (LMS)  
– Cataloguing, classification, circulation, journals 
and periodicals, acquisition.
• Koha (www.koha.org)
– Steered by a growing community of libraries 
ld idwor -w e.
– Impressive feature set.
Fully customised to our needs–     .
– Open Source.
Course Management System 
(CMS)
• Facilitate the effective delivery of knowledge:
– Promote learner motivation and involvement.
– Improve content delivery.
Facilitate student/lecturer and student/student–     
interaction.
• eLearning Platform: Moodle (www.moodle.org)
– Over 233,368 registered users.
– Over 25,160 registered sites.
– Over 75 languages.
– Over 175 countries.
• Open Source.
Human Resource Management 
(HRM)
• Facility management of staff records.    
• Web-based system 
– Developed in-house. 
– Fully customised to the University needs.
Open Source 
• Developed and maintained by experts world-wide. 
• Source Code is freely available.
• Easily customisable if technical skills are 
available.
• No licence fees. Free Updates.
• Support is available from other users and 
developers.
• Open does not mean that the implementation is 
free.
• Fosters the development of local skills and 
independence from foreign companies.
Strathmore University has  
• Made steady progress in the incorporation      
of University-wide management systems.
• Developed substantial expertise.
• Forged strategic partnerships with leading 
international companies.
• Made a substantial financial commitment.
Strathmore University has  
• Successfully implemented these systems    
and fully committed to their development. 
• Capable of replicating similar solutions in 
other Universities of the region, providing 
consulting services, training and support.
• We are here to stay.
Conclusions
• Project implementation requires:  
– Full study of user requirements.
– Identification of functional procedures.
– Full involvement and support from top 
management.
Ad t ti f th S t t th U i it d– ap a on o  e ys em o e n vers y an  
adaptation of the University to the System.
Conclusions
• Each solution requires:  
– Proper design, customisation, integration.
– Adequate support and maintenance.
• Collaboration between Universities:
– Joint search for funding.
– Economies of scale.
– Develop local expertise.
– Joint development of further enhancements.