Update on the progress of CEMAS and it's Launch

Dear Staff,

A lot of work has been accomplished over the last one and a half years in readying Makerere for the campus management solution under the CEMAS project.The campus management solution to be deployed,is an Integrated Management Information System (IMIS) with three interdependent modules (AR,Finance and HR) that will communicate seamlessly with each other.

At present,what we have at Makerere is fragmented silos (independent information systems) which are unable to communicate with each other thus creating challenges of data integrity within the University.However,these challenges are to be addressed by the CEMAS-IMIS campus management solution as explained above.

CEMAS will be piloted at three colleges (CoVAB,CEDAT and Law) on the
5th/August/2016 if everything goes according to plan since these are the most ready colleges having submitted all their course and timetable data for integration on the CEMAS system.

For the first time,all Ugandan prospective students used the CEMAS online application portal which went live in late May 2016 to apply for admission to Makerere. The online portal will also be enabled to permit international applications in the next application cycle (2017/18).
https://applications.mak.ac.ug/

Training of key CEMAS system users (college registrars and members of finance department) on student admissions, registration and student finance management is currently underway to enable them use the system once it's launched.

BENEFITS OF THE CAMPUS MANAGEMENT SOLUTION UNDER CEMAS

1. Improved data integrity due to seamless communication between the different modules (AR,Finance,HR) of the system.The fees collection process is also mostly automated with minimal human intervention only at the point of payment (bank).All student payments at approved banks will be automatically transferred to the University CEMAS Finance module.

2. Reports on number of students within the university and fees collected can easily be obtained from the system for purposes of better planing.For example the system clearly showed the number of prospective students who used the online portal to apply for admission to Makerere plus the fees that were collected.

3. If the system is correctly used,it should improve productivity since it highly minimizes the need to move between AR,Finance and HR units.


CEMAS will come with Smart-IDS enabled with RFID and NFC chips which respectively permit commercial payments through banks and verification of student records using smart card readers. The Radio Frequency Identification (RFID) chip,turns the smart-ID into a Visa Debit card which can be used across several banks to make payments at various points of sale (supermarkets,gas stations,airline payments etc) as well as payment of university tuition. While the Near Field Communication (NFC) chip will permit verification of student authenticity and tuition payment before they sit for exams or access library services within the university. This will be enabled via smart-ID readers which will be supplied to examination invigilators.

The smart-ID will serve as a student-ID for the entire student life-cycle (admission to graduation) and thereafter cease to be a student-ID.However,it (smart-ID) will continue to function as a Visa Debit card that can be used for commercial transactions well after graduation.

The cost of the smart-ID readers is already covered by government and a specified number will be supplied at no cost to Makerere while the cost of smart-IDs with all the functionality mentioned above,will be borne by the client (Makerere) and further details on this will be shared soon.

The above is a general overview of all undertakings preceding the launch of CEMAS at Makerere. Should all activities go according to plan, CEMAS will be launched at CoVAB,Law and CEDAT on the 5th/August/2016 and we kindly request for your support and cooperation to this end.