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Education Management Information System (EMIS) – Functions and Benefits


The integrating an education management information system (EMIS) is becoming less of an option and more of a mandatory requirement.  One of the few things all educational institutions have in common is their reliance on numerous software tools and data storage systems.

To achieve maximum efficiency and enhance productivity, each of these systems needs to be connected.  An education management information system allows just that, serving as a central ‘hub’ for all essential data and communications.

Traditionally, only the most affluent institutions have been able to afford education management information systems, or extensive enterprise resource planning software suites.  In addition, the functions and benefits of such tools was strictly limited by the rudimentary nature of cloud computing at the time.

Cloud hosting and high-speed internet access have since become the norm for educational institutions in most developed nations.  Consequently, the adoption of EMIS solutions is now a realistic possibility for almost all schools and colleges.

But how does an educational management information system work, and how can an organisation benefit from EMIS integration?


How Does an Education Management Information System Work?

The educational management information system creates a central data repository for a school, college or university.  This subsequently enables the institution to store, access and manage all important data from a single central dashboard.  Authorised personnel can also access the system from anywhere in the world, using any connected device.

It is essentially a productivity tool for streamlining a long list of essential admin tasks, while simplifying complex data analysis and reporting.  The versatility of an EMIS is such that it can be used to help an educational institution accomplish almost any immediate or long-term goal.

Just a few examples of which include heightened profitability, improved success rates for students, better staff retention rates, ensuring prompt payments of fees and facilitating distance learning.

In a sense, an EMIS is to a school or college what an operating system is to a computer.  A simplified, centralised and unified dashboard, which provides quick and easy access to the information, functionalities and facilities you need.

A significantly more efficient and user-friendly option than running a series of separate tools in unison, which are not designed to communicate or integrate with one another.

Why Education Management Information Systems Are Essential

An EMIS is a bespoke tool that can be customised in any number of ways. The way in which an EMIS is configured and deployed will be determined primarily by the predetermined objectives of the institution.

Though in all instances, an education management information system will be used to perform the same essential functions.  Each of which can not only be streamlined and simplified, but in many cases automated to free up resources and reduce the risk of human error.

What follows is a brief summary of just a few of the essential features and functionalities of an education management information system:

Better Communication with Parents

An EMIS can simplify the process of communicating with parents for faculty members and administrators.  Instant communications and mass-communications can be sent with ease, keeping parents informed about important events and the academic progress of their children.

Better Communication with Students

The same also applies with students, who can be contacted individually or en masse using an EMIS.  This can be particularly useful when a time-critical announcement needs to be made, such as an alteration to class scheduling or a reminder about an important deadline.

Management of Fee Collections

Automatic alerts can also be generated to inform administrators and accounts managers of late or missed payments. A semi-automated payment management system can make it much easier to stay on top of fee collections, which for most institutions represent a primary source of revenues.

Enquiries and Admissions Management

Most common questions and enquiries regarding admissions can be answered using automated EMIS solutions, freeing up invaluable resources to be allocated elsewhere.  In addition, much of the initial admissions process can also be automated, as can tracking key data on students admitted and application patterns.

Examination Management

The scheduling and communication tools provided by an effective EMIS can be useful for planning, scheduling and sharing important information about exams.  The same system can also be used to publish exam results to be accessed by students and authorised faculty members, track pass rates and create detailed reports on current and historical student performance.

Student Information Dashboard

This facility provides faculty members and parents with quick and easy access to all key information on students’ academic activities.  This may include things like fee payment history, attendance data, exam results and general academic performance information. All linked with the simplified communication tools of the platform to connect parents and students with faculty members.

Attendance Management

Attendance tracking and management in its entirety can be almost fully automated with EMIS integration.  Faculty members and administrators no longer need to track attendance manually, but simply consult automatically generated reports and respond to alerts where issues are detected.

Accommodation Management

All aspects of accommodation management for institutions with on-campus housing can be simplified with an EMIS.  This includes queries and questions from prospective students, management of available inventory, logging maintenance issues, collection of payments and more.

Integrated Downloads Centre

One of the most essential features of an EMIS, an integrated downloads centre provides learners and faculty members with centralised access to all the resources and materials they need via their preferred connected device. A facility that can significantly reduce the requirement for physical study aids, and the consequences associated with lost learning materials.

Timetable Management

The EMIS can be used as a central database for all timetables and schedules – both in relation to the institution’s faculty members and its students. Anyone wishing to do so can access and/or print these timetables at any time, making it easier to plan ahead for lessons, meetings and functions.

Payroll Management

Business owners and managers are likely to find the payroll management features of an EMIS invaluable.  A comprehensive log of all essential payroll information is maintained, along with additional functionalities including requests for leave and remaining paid holiday entitlement.

Lesson Plans & Assignments

Faculty members have the option of sharing assignments and lesson plans in advance with students (and their parents), while providing access to the materials needed to prepare for the lessons/assignments in question.  All of which can be downloaded or printed with ease.

Transportation Management

Where an educational institution also provides free or subsidised transportation, an EMIS can help. The system can be used to store, track and manage information on things like bus routes, transportation timetables, driver information, available seats on buses, approximate arrival times and so on.

The Future of Education Information Management

As the takeover of the Internet of Things continues, the prevalence of EMIS solutions will continue to grow. 

Cost-effective and surprisingly simple to integrate with existing data management systems, an effective EMIS has the potential to save any school, college or university a great deal of time and money.

All while building towards a richer and more successful experience for each and every student.