The Foundational Building Blocks

Sustainable financing entails ensuring that a range of reliable and consistent sources of income are available to develop, operate, and maintain the EMIS and its associated sub-systems. It encompasses all levels of the education system, from the Ministry of Education (MoE) to the institutions. Effective mobilization and use of financial, human, and infrastructure resources in the ecosystem is crucial to ensuring long-term operation and success of an EMIS.

Securing political commitment and budget

Sustainable financing starts with a strong political commitment from the national government to support a well-functioning EMIS. Predictable annual budget allocations from the government should be the primary funding source, informed by accurate cost projections for developing and maintaining the EMIS over time. At the national level, the budget should consider capital costs, recurrent costs, and human resourcing costs, all aligned with strategic objectives for the education system. Multi-year cost projections are critical, especially if the initial EMIS development requires extensive development or phased implementation.

Planning and managing resources effectively

The national government, the EMIS unit, and provincial or regional representatives involved in EMIS design and implementation should identify the infrastructure, technology, and human resourcing needs for EMIS implementation. They should develop a clear, multi-year plan and accurately cost each activity. Once approved by government, budget allocations should cover annual maintenance costs and some development or capital costs with allocations released before each financial year to avoid delays in expenditure. While the MoE can also seek additional funding from development partners for special projects or one-off investments, this funding is not guaranteed, especially in the long term. Sustainable financing also depends on reducing wasteful expenditure through detailed planning aligned with strategic objectives and business needs, and other cost-cutting measures.

Explore these essential resources on Sustainable Financing:

1. Financing for the EdTech Ecosystem – This working paper discusses the EdTech ecosystem and ways to finance it effectively. EdTech refers to ways in which digital technologies can be leveraged for education.
2. A Digital Platform Ecosystem Approach to EMIS Strengthening – Discover how a modular, platform-based architecture can enhance the sustainability and flexibility of EMIS, especially in low- and middle-income countries. This paper highlights strategies for adapting to changing data needs and technology shifts, with real-world examples of scalable and participatory development in a digital platform.

Steps to predict and reduce costs in EMIS implementation

1. Align EMIS implementation plans with the strategic objectives for the EMIS.
2. Develop a detailed, multi-year, costed plan of activities for phased EMIS implementation.
3. Use service providers that offer discounts to government departments and institutions (provided this does not compromise quality).
4. Secure multi-year contracts with service providers at discounted rates.
5. Set up pre-existing agreements with service providers in different provinces or regions where applicable.
6. Enforce prescribed services and applications where possible to reduce staff training costs, multiple vendor support contracts, and inter-system integration costs.
7. Move from manual data collection and administration to digital processes to improve staff efficiency and increase access to data for up-to-date reporting.