HOW NEMIS WORKS AND WHAT YOU NEED TO KNOW.

What is Nemis?

NEMIS is an acronymn which stands for National Educational Management Information Systems

NEMIS is just another management information system (MIS) under the ministry of education science and technology (MOEST). It captures the details of each and every student in the republic of Kenya including teaching and non-teaching staff AKA auxiliary staff. 

An information system can be defined as a set of interrelated components that collect (or retrieve), process, store and distribute information to support decision making and control in an organization. In addition to supporting decision making, coordination and control, an information system also help managers and workers analyze problems and visualization in an organization.

What role does information system play?

1. Help in timely (real time) decision making and influences how decisions are made by providing information when it is needed thus increasing efficiency.
2. Reduces the cost of collecting information that is needed by the ministry.
3. It increases the accuracy of information provided by letting school heads be the source, custodians and answerable to the information provided directly.
4. Analysing the data provided is much easier with computerized systems. This helps the Ministry to roll out policies more effectively and quickly. 
   
5. But the primary aim of NEMIS is to collect, provide and analyze real time data for decision making. NEMIS is the first Nation-wide initiative towards digitized education. 

The NEMIS System Overview

The Ministry of Education (MOE) has developed a comprehensive Education Data ManagementInformation System - National Education Management Information System (NEMIS). NEMIS will henceforth be the single source of truth for information for the Kenyan education system (schools, learners and facilities). It is designed to provide quality data that is reliable, relevant, and easily accessible.

Over the years, Kenyan education data has been and is collected by multiple entities within and outside the Ministry of Education, with each agency or state agency developing and maintaining its own unique data set. This approach created fragmented data sets that gave differing information on the Kenyan education system which created a hotbed of resource leakages in the sector.

The Ministry has developed NEMIS which is a critical agent in the ongoing reforms and is a critical pillar for full implementation of education reforms in Kenya on effective monitoring and evaluation; quality assurance; budgeting and allocation of resources; and policy and planning. NEMIS is expected to enhance:

1. Governance and Accountability:

   NEMIS will enable the Ministry to efficiently and transparently allocate resources to learners with a view to enhancing maximum efficiency and value for the Kenyan tax payer. Disaggregated learner‐level data on educational expenditures will help policy makers establish the equity and efficiency in resource allocation for instance book ratios; pupil teacher ratios etc.  It will also help purge ghost children and ensure that capitation allocation is used for intended purposes. 

2. Unique Personal Identifier:
   This is one of the hallmark features of the NEMIS. That every learner in Kenya will have a globally unique 6-character Unique Personal Identifier (UPI) of the form AAA-BBB used in their entire life time. This UPI will be used at every stage of the learner’s education. 

3. School Code:
   Another hallmark feature of NEMIS is the unique school code. Through NEMIS, each institution of learning will be issued a mandatory unique identifier of the form AAAA. Any school that will have no unique code shall be deemed not to be existing. 

4. Evidenced Based Decision making and planning:
   NEMIS data will be utilized for evidence based decision making at all levels of education. Data‐driven planning is known to be more effective for an education system as resources are allocated effectively. Likewise, Governments design and implement data‐driven policies that are based on facts and reality.

5. Monitoring and Evaluation:
   Monitoring and Evaluation through an enhanced quality and assurance framework. NEMIS will generate education statistics on institutions, enrolment, human resources and physical facilities to facilitate this role.

What you need to access the nemis system.

1. Username provided by the ministry to the head of institution.
2. Password also provided by the ministry. However it can be changed and takes 30 days to effect.

Learner registration

What do you need to register a learner?

1. Birth certificate photocopy
2. Mother's ID
3. Father's ID
4. Guardian's ID (any of the three in the 2nd, 3rd and 4th choices)
5. Home County, sub county and postal address
6. Medical History
7. Phone Numbers of parents, guardian and pupil if need be.
8. e-mails but optional
9. Learner's photo 150x150 pixels
10. UPI key (Unique(user) Personal Identity)

How do i get the UPI?

Note that only authorized persons have the details and credentials to access Nemis Portal. In most cases heads of institutions or their delegated personnel/assistants.

1. Sign In to https://nemis.education.go.ke
2. On the menu bar, point to learner then select registration option
3. In the LEARNER REGISTRATION page that opens identify 'New Learner? Get UPI' and click or select Get UPI.

Finally, in new page that opens, fill in the form to generate a UPI. Repeat this process for all your pupils as you record the UPIs against their names before moving to the next task.

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