MIS Guidelines 20.11.2009

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  • User Guideline/ Manual of the Ministry of Education Ethiopia MoE TVET- Management Information System

    Created and CopyWrite with

    Heinz Ropertz CIM IE Awassa and Holger Heisel CIM IE Bahir Dar 12ropertz@ethionet.et

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    mailto:ropertz@ethionet.etmailto:ropertz@ethionet.et

  • TVET Management- Information- System

    Draft 1 on MIS Version 5.0 TVET- Management Information System

    Institute Information and Statistics Students Cohort Information Intern Ship Information Teacher/ Administration Information Inventory Information Budget Information

    User Guideline/ Manual

  • TVET Management- Information- System

    Created and CopyWrite with Heinz Ropertz Page 3 of 103

    Acknowledgement Introduction to a MS-Access based Data-bank to improve Quality and Verifiability of Data from all TVET Institutions from every Region Statistical Information about TVET Institutions:

    differ from each other in content and design of presentation are unclear as Terms of Departments and Trades are used differently can sometimes not be verified are often incomplete and not reasonable for decision-making on institutional

    and regional level can not be easily combined on regional and federal level are mostly not available in useful PC-application form take a lot of time and resources to update on request

    Statistical Information about TVET Institutions should be:

    standardized, e.g. Contents, Use of Terms, Presentations available in useful PC-application to avoid mistakes by transferring data

    manually prepared digitally, which reduces wasting of time and resources

    Values and Benefits:

    Improvement of Data Quality Improvement of Data Verifiability Avoidance of Data-Transfer mistakes Acceleration of collecting Data and compiling Data-Reports Repeatable statistical reports Improvement of managerial qualities on TVET Institutions level Generating basis for decision making on different institutional levels

    Generally it is the wish of the developer of the SNNPR Data Bank, to give a great thanks to the Regional Educational Office and its TVET Sub Sector for the excellent support and time given to the system and the development. The Developer also thanks the TVET Sub Sector for its openness and cooperation to the implementation phase. Also the thanks are given to the financial support from ECBP in the last phase of the project implementation and communication. Heinz Ropertz

  • TVET Management- Information- System

    Created and CopyWrite with Heinz Ropertz Page 4 of 103

    Tables of Content No. Content Page

    1 Introduction 5 - 6 2 Functions and Features on the MIS Software 7 3 The Computer System requirement 8 - 9 4 Get Stared with the MIS Software 10 - 13 5 Registration of Departments, Trades and Training Program 13 - 17 6 TVET Personnel 18 - 21 7 Intern Ship 22 - 24 8 Equipment AD+WS 25 - 29 9 Students Intake 30 - 33

    10 Students Enrolment, Graduates and Drop Outs (numerically) 34 - 38 11 TVET Expenditure Budget 39 - 41

    Guideline for Expenditure Budget Codes 42 - 72 12 Reports, on Registration, Students, Budget, and Regional 73 - 82 13 Institutional Statistic 83 - 88 14 You I can handle the System, Tip and advises 89 - 94 15 Distribution of different Accounts user assignment, 95

    Possibilities of taking the Registration and numbering 96 - 102 Additional Equipment 103 Any problem what will be accrue or not mention in this manual

    please contact the writer and inform him/ her over the missing difficulty

    Heinz Ropertz, Awassa REB TVET Sub Sector, P.O.Box 506, Phone 046 220 20 49, 45ropertz@ethionet.et, or 78ropertz@t-online.de

    mailto:ropertz@ethionet.etmailto:ropertz@ethionet.etmailto:ropertz@t-online.demailto:ropertz@t-online.de

  • TVET Management- Information- System

    Created and CopyWrite with Heinz Ropertz Page 5 of 103

    1. Introduction A MS-Access based Data-Bank Design to improve Quality and Standardization of Data on Institutional, Regional and Federal Level, The design as well as the copy Write is with the design and development are belonging to Heinz Ropertz, IE CIM employed by the TVET Sub Sector Awassa.

    Information today is a well based system wealth packed on an information transfer input of standards and feeding.

    An information system can only live from, information given and information taken, both are a important input to compress the information in such form that everybody are in the position to take decision in a communicative understanding. Working in a system of complexity in a world of work, everybody is part in an information processing system.

    Human beings getting informed and informing others through using technical and physical application to receive his or her information by:

    Public services, service providers can only exist if service and provision are in the close relation of supplying enough information to each work partner.

    To build awareness means to become aware of a problem or a situation that was not seen or noticed before. There are various means that can be used to communicate.

    Experience shows that it is much better to combine various means as this will lead to a much higher degree of effectiveness in communication.

    We see that communicating includes six aspects: the information the personal intention the relationship and the appeal to think critically to identify problems to find new solutions

    Benefits: setting goals making decisions planning action costing and profit relevance Serious data sources, Quality of data, Concept of permanent up date of

    data, Concept of processing and use of

    the data, Good Structure in processing and

    data organisation, Security concept

    Values Improvement of Data Quality Improvement of Data Verifiability Avoidance of Data-Transfer

    mistakes Acceleration of collecting Data and

    compiling Data-Reports Repeatable statistical reports Improvement of managerial

    qualities on TVET Institutions level

    Generating basis for decision making on different institutional levels

  • TVET Management- Information- System

    Created and CopyWrite with Heinz Ropertz Page 6 of 103

    A MIS (Management Information System) is an application system created to maintain all over data entries on different human and material resources. MIS will give the institute as well as the Regional TVET Sub Sector the necessary information to the correct time and carry out the right decision on a minimum expense. MIS is an active tool for effectively and efficiently in decision making. The MIS Software is an instrument for the following directly and indirectly management actions Directly Indirectly

    Basic information on TVET institutions public and non public training providers

    Have a efficient and effective supervision of leadership and goods service

    Basic information on TVET teaching and administration staff

    Support the decision making process, ability, development and accountability at all management levels

    All over view on TVET enrolment, graduates and drop outs on students yearly

    Easily availability data on management planning, monitoring, evaluating manpower

    Monitoring staff needs in training, development, and proper assignment

    Shorting boring manual routine work gets simple and quick

    Cost effectiveness in teacher, administration relation to students

    Creates professional and open handed competition and new findings of innovations

    Cost effectiveness in planning of institution equipment and machinery

    Quarterly and yearly forecasting of budget requirement and planning

    Managing of Inter ship and relation to the private business community

    Easy access to students data, quick statistical survey in the all over set up of TVET Institute

    We can follow the great and numerous advantages of a MIS. It is developed to strengthen the TVET- Sub Sector in its educational planning and management capacities on the regional and zone levels.

  • TVET Management- Information- System

    Created and CopyWrite with Heinz Ropertz Page 7 of 103

    2. Functions and Features on the MIS Software The software is Simple for user Upgrades of the countries need Simple and easily to maintain The screen layout is very simple in the structure and tells the user the straight start of the program. Every things has a clear visual content and guides the user to all interfaces of the program what is in English language, Amharic will follow. The menus of the program is driven and has a simple selection of processes on fore and back wards with a minim on efforts. Picture 1 The user guideline is as Help- menu integrated in the software and has simple access for the user. A Pentium processor or higher A minimum on RAM 516 MB A simple VGA- Monitor Computer Op System Windows, with Access 2007 application or and with SQL Server system

  • TVET Management- Information- System

    Created and CopyWrite with Heinz Ropertz Page 8 of 103

    3. Lets Start with the Program Registration The new MIS TVET Version 5.0, has new registration applications, first you have to register the Program according to your Regions, or/and Federal level. Look at picture 2, select the Level for your use in the MIS, 1) Fe