E-Governance and Education Management Information (EMI) System and its uses in
decision making
Shankar Bahadur Rawal & Shishir Prasad Aryal
E-Governance
Concept and Definition of e-governance
The concept of e-governance originates from the words' government and governance.
Government and governance are two very similar words that people often get confused in their
meaning and contexts. Riley (2012) describes the etymological meaning of the word government
having a root word “govern” that originates from the old French “governer”, or from the Latin
“gubernare” meaning “to steer or rule”, and from the Greek word “kubernan” meaning “to steer”,
steeped in controlling or at least having a large (and possibly invasive) role in multiple facets of
citizens’ lives. David (2010) differentiates the three terms in his essay on 'Government,
Governing, and Governance". He explains that the government is a structure of the office,
authority or function of governing while governing means a condition of having control or rule
over oneself whereas governance is the activity of governing. Thus, Governance refers to the
exercise of political and administrative authority at all levels to manage a country’s affairs. It
includes the mechanisms, processes and institutions, through which citizens and groups
express their needs, exercise their legal rights, meet their obligations and mediate their
differences (UN, 2012)
In the next words, the World Bank (2010) has described the e-governance as the
government-owned or operated systems of information and communications technologies (ICTs)
that transform relations with citizens, the private sector and/or other government agencies to
promote citizen empowerment, improve service delivery, strengthen accountability, increase
transparency, or improve government efficiency.
Similarly, UNESCO (2008) defines governance as the exercise of political, economic
and administrative authority in the management of a country's affairs, including citizens'
articulation of their interests and exercise of their legal rights and obligations. Thus, e-
governance may be understood as the performance of this governance via the electronic medium
to facilitate an efficient, speedy and transparent process of disseminating information to the
public, and other agencies, and for performing government administration activities.
Finally, e-governance is simply an electronic governance with the impact of knowledge
and communication technologies, significantly the net, on the values, processes, and outcomes of
public bureaucracies (Bevier, 2007). It is the use of electronic means, to promote good
governance. It predicts the implementation of information technology in the government
processes and functions to cause simple, moral, accountable and transparent governance. It
entails the access and delivery of government services, dissemination of information,
communication quickly and efficiently.
E-governance in Nepal
Concepts of e-governance have been discussed for several years in works of literature
concerned with the ICT sector in Nepal. The Information Technology Policy, 2057 (2000)
mentions its seventh strategy to assist in e-Governance by using information technology
(Shakya, 2017). IT policy, 2072 describes the use of ICT as its strategies on e-governance and
public service. It aims to strengthen organizational arrangements to improve the dynamics and
effectiveness of the efforts of e-governance for which Government Enterprises Architecture
(GEA), Government Interoperability Framework (GIF) will be implemented. The e-governance
activities in Nepal are guided for the concept of Open Governance. In this regard, arrangements
will be made to provide information and facts in a format that can be analyzed in a variety of
ways. The policy further explains that the effective use of social media will be promoted to
enhance social inclusion and participation in the government system. Capacity building of civil
servants will be promoted to cope with innovative use in public services through the creative use
of ICT. National Geographic Information Infrastructure will be developed and develop
municipalities to smart cities.
E-governance Master Plan (e-GMP) takes a holistic view of e-governance initiatives
across the country, integrating them into a collective vision, a shared cause. Around this idea, a
massive countrywide infrastructure reaching down to the remotest of villages is evolving, and
large-scale digitization of records is taking place to enable easy, reliable access over the internet.
The ultimate objective is to bring public services closer home to citizens, as articulated in the
Vision Statement of eGMP. (DoIT, 2017)
E-governance is the use of Information and Communication Technology (ICT) to make
the governance system effective. It is a governance system based on technology, where public
information and service information are disseminated through the use of technology. Through
this system, it is possible and easy for the government, citizens and other stakeholders to interact
electronically. Through electronic governance, public services can be modernized and the
relations and contacts between citizens and government can be widened. This makes it possible
to maintain e-governance. A website of the Department of Information Technology of Nepal
writes:
The constitution of Nepal, the Electronic Transaction Act, the Information Technology
Policy and the working procedure of using social media by government agencies have also
emphasized on electronic governance. However, due to lack of proper technology, lack of
technical knowledge and weak citizen consciousness, the fact that e-governance has not been
used as expected in Nepal. The e-governance section of Nepal government aims to make all
government services accessible to the common man in his locality, through common service
delivery outlets, and ensure efficiency, transparency, and reliability of such services at affordable
costs to realize the basic needs of the common man (DoIT, 2017).
E-governance in Nepal has steadily evolved from computerization of Government
Departments to initiatives that encapsulate the finer points of Governance, such as citizen
centricity, service orientation and transparency. Lessons from previous e-Governance initiatives
have played an important role in shaping the progressive e-Governance strategy of the country.
Due cognizance has been taken of the notion that to speed up e-Governance implementation
across the various arms of Government at National and Local levels, a programme approach
needs to be adopted, guided by common vision and strategy. This approach has the potential of
enabling huge savings in costs through sharing of core and support infrastructure, enabling
interoperability through standards, and of presenting a seamless view of Government to citizens
(DoIT, 2017)
E-governance is a new concept in Nepal. It has helped in institutional and legal
management in governance. There is a web site in almost all government offices with online
complaint management system. The Election Commission of Nepal has fully computerized the
electoral roll and banks have implemented Internet-based banking system. Different ICT systems
such as PIS in Department of Civil Personnel Records, PBIS in Ministry of Finance, HMIS in
Ministry of Health, the T.S.A. in Financial Comptroller General Office (KOLENIKA) and EMIS
in Ministry of Education are implemented. Computer education programs have been brought to
all since 2010. The trend towards adopting the latest technologies like e-bidding,
Automated System for Customs Data (ASYCUDA), Electricity attendance. The service flow has
been greatly simplified using various software in Nepal.
Education Management Information (EMIS)
Concept and definition of EMIS:
The acronym EMIS stands for "Educational Management Information System".
UNESCO defines EMIS as ‘a system for the collection, integration, processing, maintenance and
dissemination of data and information to support decision-making, policy-analysis and
formulation, planning, monitoring and management at all levels of an education system. It is a
system of people, technology, models, methods, processes, procedures, rules and regulations that
function together to provide education leaders, decision-makers and managers at all levels with a
comprehensive, integrated set of relevant, reliable, unambiguous and timely data and information
to support them in completion of their responsibilities’ (2008: 101).
By definition an EMIS is an organized group of information and documentation
services that collects, stores processes analyzes and disseminates information for educational
planning and management (Villanueva, 2003).
It is a collection of component parts that include inputs processes outputs and feed backs that are
integrated to achieve a specific objective. It is a system for managing a large body of data and
information that can be readily retrieved, processed, analyzed, and made available for use and
dissemination. It is a tool that uses systems theory, together with developments in
computerization, to create a comprehensive approach to the collection and use of vast quantities
of information on the education and training system. As the potential users of data, managers are
systematically provided with accurate and timely information so that decision-making, planning,
project development and other management functions and operations can be carried out
effectively. It is therefore imperative that all educational managers and program implementers be
conscious and capable of performing or managing their information systems either manually or
with computers. The latter is preferred considering the new knowledge and power of the
information age (Villanueva, 2003)
Educational Management Information System is a comprehensive system that brings together pe
ople, practices, and technology to provide information in a timely, cost-effective, and sustainable
manner, at every administrative level, and to support selected operational
functions. Although many EMIS issues remain as they were almost decades ago, attention has no
w beenrefocused from access to quality in education and the advent of newer technologies. Their
rapid and thorough adoption in the developing world was hardly foreseen years ago with its
impact on the direction of EMIS (Pokhrel, .
Purpose of EMIS:
The main purpose of an EMIS is to integrate information related to the management of
educational activities, and to make it available in comprehensive yet succinct ways to a variety of
users. These include teachers, principals, curriculum planners, inspectorate officials, financial
controllers, planners, policy advisers and political leaders, as well as parents and students. In this
way, the combined information resources of the EMIS are at the service of the entire community.
The EMIS unit in UGC (2007), is responsible to keep updated records of higher education
institutions, to prepare statistical reports based on data received from higher education
institutions and to plan for EMI system implementation on various higher education institutions.
However, Villanueva, (2003) describe the overall concept of an EMIS and has given to the
following objectives:
a. To improve capacities in data processing, storage, analysis and supply of educational
management information so that education planners and administrators can avail themselves of
reliable and timely data
b. To co-ordinate and further improve dispersed efforts in the acquisition, processing,
storage, transmission, analysis, repackaging, dissemination and use of educational management
information
c. To facilitate and promote the use of relevant information by various agencies and
individuals at all levels for more effective educational planning implementation and management
d. To streamline the flow of information for decision-making by reducing and
eliminating duplications as well as filling information gaps
e. To provide information for policy dialogue and scenarios for development of the
education system
EMIS in Nepal
The Educational Management Information System (EMIS) in Nepal has been gradually
evolving and demonstrably improving from the perspective of information collection,
interpretation, presentation and application. Especially, EMIS has been used to derive the Flash
Reports I and II. Flash report is the Educational Management and Information System (EMIS)
database of the Ministry of Education. It is a standardized school record-keeping system that
provides basic level data and indicators on education program implementation. Current Flash
Report 2014-015 demonstrates that capability enhancement of schools and DEO has been
possible with the installation of user-friendly and technically sound database management
software developed by the DoE. The district-specific updates based on the flash report have been
presented in the previous section. (Dangal et al. 2016, p. 12)
The Consolidated Report, 2014-015 is the consolidation of school level educational
information obtained through the Flash Reports to support the monitoring of SSRP. It is
presented as an attempt to help users and readers identify the changing trends and programme
impacts of educational development on the school education system in the country. It also traces
the progress of the SSRP indicators and assists in decision-making to improve the programme.
This report also covers the indicators of student participation: Gross Intake Rate (GIR),
Net Intake Rate (NIR), Gross Enrolment Rate (GER), Net Enrolment Rate (NER) and Gender
Parity Index (GPI) by level as well as the students' performance indicators and internal efficiency
of the education system. Furthermore, the Consolidated Report also provides information on
availability of school facilities and services in terms of teachers, textbooks, transitional language
support; access to drinking water, classrooms, toilet facilities, basic learning materials and other
aspects of the school education. The present Consolidated Report is a continuation of previous
Consolidated Reports and provides information about comprehensive school education from
early childhood development to secondary education (ECD/PPCs to Grade12) (DoE, 2015)
Figure 1
Overall process of School Level EMIS System (Flash Reporting) in Nepal.
Source: DoE, 2015.
EMIS is a concept imported from the business world. It is an acronym for a System for
processing Information for Management of Education. It is not purely statistics-based, nor does it
replace the use of statistics. EMIS requires all sorts of data, including statistics, which need to be
credible, verifiable, authoritative, and professionally certified by an authority whose
independent, professional integrity is accepted by all (UNESCO, 2003)
Electronic based School level EMIS. What is EMIS, how to fill up and up to date and
use it. During 2061/61, Department of Education (DoE) had launched the Flash forms for all
types and level of schools to fill them up and send through Resource Centers to DOE. EMIS is
the amended, improved and technology based form of flash reporting in Nepal through which
DoE has timely to manage and improve the information. In the initial stage schools were filling
flash I and II to report DEO and DoE and did not use their own information. EMIS has ended
the system and promoted decentralized system to allow schools to use their information for its
planning to. Original statistics are systemically recorded and help to use them as required. It is an
inseparable part of improving action oriented program development, evaluation and monitoring
of schools. It is a system to reduce workload through minimizing problems related to statistics in
the past. It is a system for regular monitoring of each students and school for their improvement.
(Koirala, 2018)
Use of EMIS in Decision Making
EMIS plays a key role in data generation and DOE is responsible for overall generation
of data and analytical reports. MOE and development partners undertake semiannual reviews and
consultations (ADB, 2016). The Education Management Information System (EMIS) will be
expanded and made web based with availability of key performance targets disaggregated for
various social groups. (ADB, 2016)
Education Management Information System (EMIS) provide comprehensive,
integrated, relevant, reliable, unambiguous and timely data to education leaders, decisions
makers, planners and managers to perform their responsibilities efficiently to achieve the set
goals. Computer technology provides technical support to the education management
information systems by providing right people with right information at the right time to make
best decisions, planning and monitoring in the best interest of organization (Damin et al, 2016)
In order for EMIS to be useful, it has to lay the foundations for generating and accumulating
additional knowledge for decision-makers at all levels of policy formulation, administration and
decisions (Damin et al, 2016)
Education Management Information System (EMIS) is a system for the collection,
integration, processing, maintenance and dissemination of data and information to support
decision making, policy-analysis and formulation, planning, monitoring and management at all
levels of an education system (Hua & Herstein, 2003) There are three key measures for the
success of Education Management Information System includes timely and reliable production
of data & information, data integration & data sharing among various EMIS offices and efficient
use of data & information for policy decisions (Hua & Herstein, 2003). Information is a key
ingredient in an effective education system (WBG, 2016). An education management
information system (EMIS) provides systematic, quality data in a structured environment that
enables utilization of the information produced in planning and policy dialogue. (WBG, 2016)
Education Management Information System is playing an important role in planning,
decision making and monitoring of the schools but there are considerable limitations and
challenges across EMIS cells in terms of the use of IT technologies in education management
and decision making. Non Availability of adequate Information Annual Statistical Report
developed and disseminated to all the districts consists of limited information/data, based on the
perceived demands of the users/stakeholders results non-availability and inadequacy of data /
information for planning and decision making at all level. Delays in Planning and Decision
Making at District Level At National level, EMIS is playing significant role in generating targets
for policy framework and decision making but at decentralized level EMIS is not as good as at
National level due to lack of capacity constraints and delay in transmission of desired data from
PEMIS to DEMIS office. Sometime if one DEMIS cell need data of other district EMIS cell, the
central EMIS office either fails to provide or it get delayed.
Conclusion
As the potential users of data, managers are systematically provided with accurate and
timely information so that decision-making, planning, project development and other
management functions and operations can be carried out effectively. One of the major objective
of EMIS is to streamline the flow of information for decision-making by reducing and
eliminating duplications as well as filling information gaps. Managing education through
informed decision-making requires the availability of accurate and timely information which
links together resource inputs to education teaching and learning conditions and processes and
appropriate indicators of the knowledge acquired by students. The widespread use of information
based decision-making has resulted in more effective and efficient planning and the
identification of new information needs. In others however failure to supply information that is
timely and reliable has contributed to management inefficiencies and a reluctance on the part of
decision-makers to use information. Some Ministers of Education know that data collection does
not function properly and thus they do not trust it. This is also true of other senior decision-
makers in education and other ministries. Ideally the design and establishment of an EMIS
should be preceded by appropriate policy development legislation and relevant administrative
decisions.
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