2022 04 08 HEMIS User Manual

User Manual
Education Management
Information System
Confidential. © 2022 EDUCATION4SIGHT. All rights reserved.

Table of Contents
1. Project Objectives 4. Step-by-step Guide 7. Timeline 10. Manage Institutions
2. Activate your Account and Login 5. Data Upload Sequence 8. Showcase 11. System Admin Responsibilities
3. Data Specification & Reference Tables 6. Data Template Files 9. Manage User Accounts 12. Dashboards & Reports
Confidential. © 2022 EDLIGO. All rights reserved.

2
Project Objectives
O-1 O-4
O-7
Monitoring indicators for policy analysis,
Improve coordination of programs and projects
Promote transparent, accountable governance and research for evaluation and development,
performance being executed at the institution level,
efficient service delivery transparency, and accountability
regional level, and national level
O-2 O-5
Improve the efficiency and effectiveness of MOE and MOLS

strategic interventions and resource utilization in its Derive the Policymaking of MOE and MOLS.
respective areas
O-3 O-6
Enable sectors to have quick access to actionable

Monitor the national indicators in Business Intelligence
information by providing greater visibility of their
Tool, research, and public administration
respective programs and projects performance
3
Activate your Account and Login
Activate your Account

Before logging in for the first time, you must activate your account with the code sent to your email
address by following this steps:
1. Connect with your Outlook account and check your inbox. You should have received an email from
[email protected] with a password.
2. Open chrome web browser, navigate to http://hemis.ethernet.edu.et/, then click Activate
Account.
3. In the Email Confirmation page put the email and password you received by mail, then create and
confirm a new password and make sure to remember it. Create and
confirm
your new
password
Username
Password

4
Activate your Account and Login
Login
• To access the EMIS, navigate to http://hemis.ethernet.edu.et/
and login with your username and the new password.
• The new password is the one you created when activating your
account, not the one received in your email.

5
Data Specifications file & Reference Tables
• In order to standardize data being entered to the system, we have created a list of Reference
Tables and a Data Specifications file that are used to validate user input. Data not matching values
within these tables will be rejected.
• It’s important to download the Data Specifications file and to check the Reference Tables.
• To download the Data Specifications file, navigate to the Home page, then click Download Data
Specifications.
• To check the Reference Tables, click Reference Table menu, then choose an option from the drop-
down list.

6
Step-by-step Guide
• The system will guide you through the process of uploading and validating files.
• Navigate to the Home page to see the step-by-step guide.
• When the color of the Step is green, it means that the files have been uploaded or validated.

7
Data Upload Sequence
• You must follow this step-by-step procedure to upload the files in the correct sequence.
1. Staff Overview
2. Staff Assignment
3. Staff Development
1. Institution Overview 4. Staff Attrition
2. Institution Details 5. Staff Awards
1. Upload 2. Upload 3. Upload 4. Upload 5. Upload

Institutions Students Staff Student Others
Details
1. Student Overview 1. Applicants

2. Student Enrollment 2. Results
3. Graduates
4. Attrition
5. Internship
6. Cooperative Training
7. Apprenticeship
8. Employment

8
Data Template Files
• The Data Template Files define the data items, types, and formats used in EMIS and the list of
possible values. It helps you to upload correct data.
• For each step of the sequence, you will have to download the Template File, fill it with data, then
upload it to the server for further processing.
• To download the Student Overview template file for example, select Data Submission from the
menu, select Institutions, Institutions Overview, then click on Download Template.

9
Timeline
• Some uploaded files are due during specific times of the year.
• The submission timeline states that data about:

✓Institution Overview and Institution Details must be uploaded before anything else. It is mandatory to
know first the internal structure of each institution.
✓Student Overview and Student Enrollment must be uploaded at the beginning of the semester.
✓Student Results and Student Attrition must be uploaded at the end of the semester.
✓Student Graduates and Student Employment must be uploaded at the end of the year.
✓Student Internship must be uploaded each semester.
✓Staff Overview, Staff Assignment and Staff Development must be uploaded at the beginning of the
semester.
✓Staff Attrition and Staff Awards must be uploaded the end of the semester.

10
Showcase
Fill Institution Overview (1/3)
1. First you need to download the Institution Overview template file. Select Data Submission from
the menu, select Institution, Institution Overview, then click on Download Template.
2. Don’t add the main university to Institution Overview as it’s already uploaded in the system (e.g.,
AAU)
3. Add the list of Campuses to Institution Overview after prefixing them with the code of the main
institution (e.g., the unique code of Addis Ababa Art School Campus is AAU-AS-CAMPUS)
4. Add the list of Colleges to Institution Overview after prefixing them with the code of the main
institution (e.g., the unique code of College of Business and Economics is AAU-CBE)
5. Add the list of Schools and Departments after prefixing them with the code of the College (e.g.,
the unique code of School of Commerce is AAU-CBE-SOC)
11
Showcase

• This example demonstrates how the data of Addis Ababa University should be uploaded.
• First, data related to the internal structure of the university should be uploaded as shown in the
Institution Overview excel sheet.

12
Showcase

13
Showcase
Fill Institution Details (1/3)
Then, you need to download the Institution Details template file: Select Data Submission from the
menu, select Institution, Institution Details, then click on Download Template.
Institution level:
• Please note that the structure of the university is divided into 3 levels:
1. The level of Campuses is 999.
2. The level of the main institution (AAU) is 1 (Don’t add it to Institution Details as it’s already
uploaded in the system).
3. For other institutions it starts from 2 (e.g., The level of colleges is 2).
4. For departments and schools under the colleges use level 3.
Parent institution code:
• It is used to map each institution to its parent. For example, the college of Health Sciences is at
level 2 and its parent AAU is at level 1.
14
Showcase

• Fill the Institution details excel sheet as shown in the example below.

15
Showcase

16
Showcase
Workflow
• The submission cycle is a series of steps to ensure that the uploaded files contain the required
data. It proceeds through the following phases: Data Upload, Data Processing, Data Submission,
then Data Validation.
• To upload a file, you must follow this submission cycle.

17
Showcase
Upload File
1. Go to the Data submission menu and select the name of the file to upload ( Institution Overview,
then Institution Details)
2. In the Upload page Select the Academic Year.
3. To upload a file, you should either drag and drop it into the upload section or click Upload icon to
select the file from the computer. Once the file is selected, click Open button, then click Upload
Now button to start the upload process.
➢ Once the upload is complete, a notification will appear indicating that the file has been uploaded,
the file will be added to the Files List and the Status will be changed to UPLOADED.
➢ Once a file is uploaded you can either Process it or Delete it.
Process Data
Delete Data

18
Showcase
Process File
• To process the uploaded file, go to the Files List, locate the file and click Process Data icon.
• A notification will appear indicating that the file has been processed and the Status will be changed
to PROCESSED.
➢ Once the file is processed you can either view valid and invalid records, submit it for validation or
delete it.
View valid
and invalid
records
Submit for
validation
Delete Data
19
Showcase
View Valid and Invalid Records

• The user can view Valid and Invalid Records in the Process, Submission and Validation phases.
• To view the records list, locate a file and click either Show Valid Record icon or Show Invalid Record
icon.
20
Showcase
Submit File for Validation

• To submit a file for validation, go to the Files List, locate the file and click Submit for Validation icon.
A notification will appear indicating that the file has been submitted for validation and the Status
will be changed to SUBMITTED.
• Once a file is submitted for validation, you can view valid and invalid records, return it for review
or validate it.
View valid
and invalid
records
Return file
for review
Validate
Data

21
Showcase
Validate File
• To ensure the accuracy and consistency of data, the system will guide the user through the Data
Validation Process.
• To validate a file, you can either follow the steps in the Welcome page or go to the Data validation
menu and select the name of the file to validate.
• To validate a file, go to the Data Validation Files List, locate your file and click Validate Data icon.
A notification will appear indicating that the file has been validated successfully and the Status will be
changed to VALIDATED.
View valid
and invalid
records

Showcase
Return File for review
• To return a file for review, go to the Data Validation Files List, locate your file and click Return for
Review icon. A notification will appear indicating that the file has been returned for review and the
Status will be changed to REJECTED.
• Once the file is returned for review, the user who uploaded the file can view valid and invalid
records and then delete it to upload a newer version after making corrections to the file.

23
Showcase
Delete File
• A file can be deleted in the Upload and the Process phases.
• Once validated, the file can only be deleted by the admin.
• To delete a file, go to the Files List, locate the file that you want to delete and click Delete Data icon.
Then, click Confirm button. A notification will appear indicating that the file has been deleted.

24
Showcase
Institution Hierarchy
• After uploading, processing and validating Institution Overview and Institution Details files, you
can view your Institution Hierarchy.
• Select Institution Info menu then Institution Hierarchy.

25
Showcase
Sequence of other files to upload
• After uploading Institution Overview and Institution Details files, you must upload the rest of the
files in the correct sequence as shown below.
• Sequence: Institution Education Programs, Student Overview, Student Enrollment, Staff Overview,
Staff Assignment, Additional Student files, Additional Staff files, Institution Resources, Additional
Institution files

26
Showcase
Files History
Submission History:
• You can view all the processed, submitted and validated files in the Submission History.
• Go to the menu, click History icon, then Submission icon to see the Upload History.
Validation History:
• Once you validated a file, you can view it in the Validation History.
• Go to the menu, click History icon, then Validation icon to see the files you validated.

27
Showcase
Global History
• Displays percentage of correct records submitted / validated by the institution and all its descendants.
• Displays the list of files submitted / validated by the institution and all its descendants.

28
Manage User Accounts
Create Accounts
• The System admin can create accounts for Ministry and ETA (Education Training Authority) admins.
• The Ministry admin can create accounts for HE Institution admins.
• The HE Institution admin can create accounts for:

1. Vice Presidents (Academic, Administrative and Development admins)
2. College admins.
3. Campus admins.

29
• The Manage Account Interface allows you to edit, create or delete a user, and view the existing
users.

30
View Users

31
Manage Institutions
View Institution Details

• To view the Institution hierarchy, Overview or Yearly data click Institution Info icon menu.
32
Manage Institutions
Display Institutions
• The Manage Institutions Interface shows the list of institutions managed by the logged in user.
33
System Admin Responsibilities
Delete Validated Files
• Once a file is validated it can only be deleted by the System Admin.

• Go to the menu, click Delete validated data. In the Delete Validated Files page select the institution, the
academic year and the academic period.
• Locate the file that needs to be deleted and click Delete icon. Then, click Confirm button of the confirmation
box. A notification will appear indicating that the file and all related records have been deleted.

34
General Data
• The admin can view and edit the Population, Literacy and Financial data.

35
Dashboard Rights
• Each role contains a set of predefined dashboard rights. The Admin, can view and edit the dashboard
rights for each role.
• Go to the menu, click Dashboard Rights. Select a role. Use the checkbox of the desired dashboard right to
give or revoke access to the selected role. Then, click Update button to save.

36
Policy Goals
• The Min Score, Base Score, Target Score and Weight of the Policy Goals can be viewed and updated by
the admin.
• Go to the menu. Click Policy Goals. Then, select a Stakeholder (for Ministry of Education) or select a
Stake Holder and HE Class (for Higher Education) . Click Edit icon. Then, edit one or more policies and
click Save button.
• For each policy objective we can edit the performance indicators by clicking on the arrow icons of the
"Action" section.

37
Two-Factor Authentication
• Allows the admin to enable or disable Two-Factor Authentication by user role.

38
Study Programs
• Allows the admin to add, edit or delete Study Programs.

• The list of all education programs can be viewed by all institutions under the reference table
menu.

39
Dashboards & Reports
KPIs and PIs
• Performance Indicator (PI): Is a metric or indicator which informs the user about some element of
performance.
• Key Performance Indicators (KPIs): Is a critical metrics (key/most important indicator) describing
the business-critical performance to reach the intended target.
• A Key Performance Indicator typically combines a set of weighted Performance Indicators.
Performance Indicator 1 PI1 W1=30%

KPI
PI4 W4=10%
Performance Indicator 4

40
Standard Dashboards and Reports (1/3)
• Dashboard: A graphical interface to provide the user a way to monitor the performance.
• Report: A document that presents information in an organized format (e.g., in tabular format).
There are two levels in the dashboard hierarchy:

• Standard dashboards
• Pre-defined performance information from information relevant to multiple users and organization
• Easy to understand format
• Advanced dashboards
• Performance information from advanced and/or sensitive information
• The format might sometimes be complex

41
• The Standard Dashboards are aimed to give a performance status updates of students, staff and
institutions to all the users of the system.
• They offer a quick way to monitor the performance of a particular case in real time with help of
visuals and reports, highlighting the most important aspects of the performance.
• They are divided into students, staff and institutions.
• They are separated for HE and TVET.
• The content in the Dashboards is filtered based on user profiles.

42
Standard Dashboards list:

43
Layout of Standard Dashboards and Reports (1/3)

Name of indicator
Indicator’s value
Reference value
Change in % from previous year
Maximum 8 small boxes in one

row for Performance
indicators.
Title of the graph
The Blue color palette

is used for the Students
Dashboards.
Visualisation type:
bar or pie charts Maximum 3 graphs
in one row.
maximum two rows.

44
The Brown color palette is used for

the Staff Dashboards.
Student Dashboard

45
The Purple color palette is used for

the Institutions Dashboards.

46
Advanced Reporting
• The Advanced Dashboards are aimed for advanced group usage and certain special needs such as:
✓Upload status dashboard.

✓Executive dashboard.
✓KPI dashboard.
✓Ad-hoc query and reporting.
• the Advanced Dashboards provide both simple information at a glance, and detailed information in
a drill-down and drill-through features.

47
Advanced Reporting – Upload Status Dashboard (1/2)

48
Advanced Reporting – Upload Status Dashboard (2/2)
List of institutions that did

not submit data.

49
Advanced Reporting – Upload

Status Dashboard (2/2)
• The Executive dashboard is aimed for the minister-
level user (MOU or MoLS). Its task is to provide an
overview from the whole education system in a
glance, added with certain topical areas which are
relevant for executives. In addition, this user has
access also to other standard and advanced
These three dashboard
dashboards. types gives an overview as
“big numbers” regarding
institutions, students and
staff
This dashboard describes the

whole education process from
students' point of view: yearly
level numbers of applicants,
In addition, institutions’ enrollments, graduates,
financial data are reported employed
(not shown in this page). It
offers as institution ranking
based on financial data.

50
Use of Emis by External Users

• There is a need to publish relevant information from EMIS to the external users. These might be
the press, Ethiopian citizens, different kind of national and international organizations, external
researchers.
• Instead of offering a direct access to EMIS for external users (called “general dashboard”), EMIS
user can provide the needed data to the party who needs the data for example in excel format by
using systems functionality to this.
• The requests may be based on normal processes used in MOE and MoLS.

51
Advanced Reporting – KPI Dashboard Principles

Level 4 Global KPI
WKPI’1 WKPI’n
Level 3 KPI’1 KPI’n
WKPI1 WKPI2 WKPI2 WKPIn-1 WKPIn
Level 2 KPI 1 KPI 2 KPI n-1 KPI n
W1 W2 W3 W4 Wn-3 Wn-3 Wn-2 Wn-1 Wn-1 Wn
L1 Indicator 1 Indicator 2 Indicator 3 Indicator 4 Indicator n-3 Indicator n-2 Indicator n-1 Indicator n
Definitions in advance for each indicator 1- n separately:

1.Definition of how many indicators are needed and how they contribute to the
Definitions in advance for each upper levels from L2 onwards:
1. Definition how many levels above L1 are needed
next level (L2)
2. Used range (e.g., 0 – 100) for normalization
2.Minimum potential value
3. Mapping value for base (e.g., 20)
3.Maximum potential value
4. Mapping value for target (e.g., 80)
4.Base value (minimum acceptable value)
5. Color codes used below values for mapped base (e.g. red for 0-20, green 80-100,
5.Target value
otherwise yellow)
6.Formula to calculate the actual indicator value
6. Definition whether linear or non-linear mapping
7.Weights Wn as % to indicate the importance of indicator for upper level (KPI –
7. Weights WKPIn and KPI’N as % for specific KPI’ or total KPI
level); sum 100% for specific KPI

52
Advanced Reporting – KPI Dashboard consisting of 3 levels

53
KPI Dashboard

54
KPI Dashboard Consisting of all Indicators in a Table Format

55
KPI Dashboard showing Performance of each Institution

56
Advanced Reporting – Ad-hoc and Query Reporting (1/5)

• User can type ad-hoc queries to retrieve Student, Staff or Institution data from the system
• A List of suggestions is shown to help the user write queries

57

• Type help to see a screen with suggestions to get a list of keywords that can be used to query
data.

58
shows a table
containing
examples of
queries in plain
English used to
retrieve data from
the system
Custom
queries using
plain English

59

• Ad-hoc query reporting allows the user to create custom queries using plain English.
• Filters can also be used to refine query results
Custom
queries using
plain English
Filters
Results

60

• The best approach to see if Power BI detects a keyword is to type it into the question box and
see what happens. If a word or term is greyed out, it means that it isn't recognized by Power
BI.
• Examples of possible terms to use in Ad-hoc reporting:

• Aggregates: total, sum, amount, number, quantity, count, average, most, least, fewest, largest,
smallest, highest, biggest, maximum, max, greatest, lowest, littlest, minimum, min
• Blank and Boolean: blank, empty, null, prefixed with "non" or "non-", empty string, empty
text, true, t, false, f
• Equality (Range): in, equal to, =, after is more than, in, between, before
• Query commands: sorted, sort by, direction, group, group by, by, show, list, display, give me,
name, just, only, arrange, rank, compare, to, with, against, alphabetically, ascending,
descending, order

61
Thank you
https://www.edligo.com/
LinkedIn: EDLIGO
Donaustrasse 8, 85049 Ingolstadt, Germany
Confidential. © 2022 EDLIGO. All rights reserved. 62

2022 04 08 HEMIS User Manual

Uploaded by

Copyright:

Available Formats

2022 04 08 HEMIS User Manual

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

2022 04 08 HEMIS User Manual

Uploaded by

Copyright:

Available Formats

User Manual

Confidential. © 2022 EDUCATION4SIGHT. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Improve the efficiency and effectiveness of MOE and MOLS

Enable sectors to have quick access to actionable

Activate your Account

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

1. Upload 2. Upload 3. Upload 4. Upload 5. Upload

1. Student Overview 1. Applicants

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

• The submission timeline states that data about:

Confidential. © 2022 EDLIGO. All rights reserved.

Fill Institution Overview (1/3)

Fill Institution Overview (2/3)

Confidential. © 2022 EDLIGO. All rights reserved.

Fill Institution Overview (3/3)

Confidential. © 2022 EDLIGO. All rights reserved.

Fill Institution Details (1/3)

Fill Institution Details (2/3)

Confidential. © 2022 EDLIGO. All rights reserved.

Fill Institution Details (3/3)

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

View Valid and Invalid Records

Submit File for Validation

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Return File for review

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

• Select Institution Info menu then Institution Hierarchy.

Confidential. © 2022 EDLIGO. All rights reserved.

Sequence of other files to upload

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

• The Ministry admin can create accounts for HE Institution admins.

• The HE Institution admin can create accounts for:

Confidential. © 2022 EDLIGO. All rights reserved.

Manage User Accounts

Confidential. © 2022 EDLIGO. All rights reserved.

Manage User Accounts

Confidential. © 2022 EDLIGO. All rights reserved.

View Institution Details

Delete Validated Files

• Once a file is validated it can only be deleted by the System Admin.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

Confidential. © 2022 EDLIGO. All rights reserved.

• Allows the admin to enable or disable Two-Factor Authentication by user role.

Confidential. © 2022 EDLIGO. All rights reserved.

• Allows the admin to add, edit or delete Study Programs.

Confidential. © 2022 EDLIGO. All rights reserved.

KPIs and PIs