Enterprise Resource Planning System Integration For Academic Affairs Processes In Selected Public Universities In Kenya

ABSTRACT

Despite the strict regulations put in place by the Commission for University Education, it is

perceived by the education stakeholders that the academic sector in universities faces

difficulties of handling large numbers of student enrollements that has escalated in the recent

past due to increase in the number of universities and thirst for education making handling of

voluminous data manually very cumbersome. This study was conducted to determine the

efficiency of Enterprise Resource Planning system integration as an information system in the

management of academic affairs in Kenyan public universities. Despite the difficulties

involved in using the system, Enterprise Resource Planning (ERP) systems promise

multidimensional benefits and competitive leadership in managing information if integrated

in academic affairs. Grounded in systems theory, this empirical study aimed at providing a

roadmap for holistic examination of the efficiency of integrating ERP systems in the

management of academic affairs in universities. The objectives of this study were to;

determine the influence of the implemention of ERP on enhancing accuracy of examination

processes; establish the challenges encountered by universities that have implemented ERP in

the provision of security to examination data; determine the role of ERP in accessing data in

the management of academic affairs and find out the effect of the application of ERP on

timely management of data. The study adopted descriptive cross sectional survey research

design. The target population was 22 Deputy Vice Chancellor Academic affairs and Registrar

Academic affairs, 286 Deans of Faculty / Schools and chairmen of Department, 11 IT

Personnel and 1100 Lecturers. Proportionate Stratified random sampling and purposive

sampling were used to select respondents for the study. Questionnaires, interview schedules

were used to collect quantitative and qaulitatative data respectively. A sample of 16 DVCs

and academic Registrars, 8 IT technicians, 120 Deans of faculties/schools and CODs and 320

lecturers were selected for the study from 8 universities. A total of 464 respondents

participated in the study. Purposive sampling technique was used to select universities and

respondents for the study. Lecturers were selected using proportionate stratified random

sampling technique according to the courses they teach. The instruments of data collection

were the questionnaire, interview schedules and content analysis. Pearson Product-Moment

Correlation Co-efficient was used to test the reliability of the research instruments. The data

collected were analyzed using descriptive statistics of mean, frequencies and percentages and

inferential statistics; chi square. It was established that integration of ERP and the

competency levels determined the accuracy of using ERP in the management of academic

affairs.The efficiency of managing academic affairs was determined with data accuracy,

accessing of students data, security of data and the application of ERP and improvements

attainned. The study revealed that ERP enhanced data accuracy, eased access of students’

data, ensured data safety and improved the flow of information. The study recommended that

there should be in-servicing of staff on the use of ERP system, adoption of ERP system in

improving the efficiency in academic,universities should meet the CUE requirements of

integrating technology such as ERP in the management of academic affairs, they should

improve on the perception of including technology of ERP in managing academic affairs,the

government through the ministry of higher education need to provide funds for the

integration of technology which at times can be expensive for universities, and universities

should have clear guidelines on the type of information to be accessed when using ERP.