(Kampala) – Makerere University has unveiled new digital systems aimed at improving efficiency in academic scheduling and attendance tracking, marking a significant move towards modernizing administrative processes.
The announcement came during a retreat held by the College of Humanities and Social Sciences (CHUSS) on November 1-2, 2024, at Nican Resort, where university staff gathered to review the initiative. Dr. Cyprian Misinde, Director of Quality Assurance, introduced the Student Attendance Management System (SAMS) and a digital timetabling tool, both designed to streamline operations by replacing manual processes with advanced digital solutions.
Dr. Misinde explained that the e-timetable initiative seeks to eliminate time-consuming manual processes across the university, aligning with Makerere’s strategic plan to digitize operations. “The motivation for developing the e-timetable is to streamline processes across the university,” he stated. This digital transformation began with financial and student records management systems, showing the university’s commitment to fully integrate technology in its operations.
During the retreat, the Directorate of Information and Communication Technology Services (DICTS) led discussions on e-timetabling and biometric attendance. Dr. Misinde emphasized that the e-timetable system is designed to ease classroom allocation and prevent scheduling conflicts, a challenge the university has faced in the past. He noted, “A more efficient timetable system will help allocate teaching spaces appropriately and reduce clashes.”
The university’s current manual timetabling process often causes administrative delays, resulting in workload imbalances and classroom allocation issues. Dr. Misinde highlighted that the new digital approach will provide a stable timetable, minimize last-minute changes, and produce reports on classroom usage and teaching loads, thereby improving resource management.
Alongside the e-timetable, SAMS is in pilot testing to improve attendance tracking for both students and staff. Dr. Misinde underlined the importance of the system, as university policy requires a minimum attendance of 70% for students to qualify for exams. “This system will allow us to track attendance digitally and generate reports for quality assurance,” he added.
Table: Key Features of Makerere’s Digital Systems
| Feature | Description |
|---|---|
| E-Timetable | Digital scheduling system to streamline class allocations and prevent conflicts |
| SAMS | Student Attendance Management System; tracks attendance digitally for quality assurance |
| Biometric Access | Uses biometric data to accurately record and verify student and staff attendance |
| Integration with ACMIS | Links to the Academic Management Information System for seamless academic and resource management |
Mr. Juma Katongole, Principal Information Systems Officer at DICTS, provided further insight into the e-timetable’s integration with Makerere’s Academic Management Information System (ACMIS). This integration ensures centralized timetable management, making it easier to allocate classrooms efficiently and reduce scheduling conflicts. He explained, “The new system allows for central management of timetables, reducing conflicts and ensuring rooms are allocated efficiently.”
Katongole also mentioned that some university colleges have progressed in implementing the new system, with full deployment expected by the next semester. “Most colleges have nearly completed their timetabling processes, but we aim to refine the system for wider deployment,” he stated.
Acknowledging the unique operational challenges at CHUSS, which houses a large student population and diverse academic programs, Dr. Misinde noted the need for continuous feedback to tailor the systems to college specific needs. “Understanding the dynamics within CHUSS is crucial as we implement these systems,” he said, stressing the university’s commitment to adapting based on staff input.
