Kumaty Academy, a private school in Yola, Nigeria, significantly improved its result computation process by implementing SAFSIMS, a comprehensive school management software. This case study explores how the academy reduced its elongated result compilation process, achieving a 60% reduction in processing time.
Background
Before SAFSIMS, Kumaty Academy relied on a manual process for result computation. This method was time-consuming, laborious, and prone to errors. Mfon Etuk, an educator at Kumaty Academy, described the process as “very, very complicated” and stated that it involved multiple steps, including:
- Manually checking each result for mistakes, empty columns, and comments.
- Manually inputting teacher and head teacher comments.
- Dealing with the high cost of printing results and newsletters for over 400 students.
So, Kumaty Academy faced several challenges in its result computation process:
- Manual result compilation takes up to five full working days
- Excessive paper usage, consuming up to $700 per term
- High risk of human error in calculations and data entry
- Extended working hours for staff, often until 9 PM, during result preparation periods
These challenges led to inefficiencies, increased costs, and potential inaccuracies in student performance reporting.
Implementing SAFSIMS as the Solution
Kumaty Academy decided to adopt SAFSIMS in 2022 to streamline its administrative processes, particularly result computation. The initial implementation phase presented some challenges due to staff unfamiliarity with the software.
- Staff encountered difficulties saving data properly, leading to data loss.
- Configuring result templates proved challenging initially.
However, with subsequent use and increased familiarity, the academy experienced a significant reduction in result computation time:
The implementation process included:
- Initial setup and configuration of the SAFSIMS platform
- Staff training on the new system
- Gradual adoption of various modules, including result computation
- Continuous support and refinement of processes
The Impact on Results Computation
The first time Kumaty Academy used SAFSIMS, it took five working days to compute results, similar to the manual process. This was attributed to the staff still getting accustomed to the software.
By the second use, the time was reduced to two days. Currently, result computation takes two days, with some staff members completing the process in a single day if marking is finished.
This represents a reduction of 60% in result computation time, achieving the Academy’s goal of increased efficiency.
The reduction in result computation time has led to several other benefits for Kumaty Academy such as:
- Reduced workload and stress for teachers: Teachers can now focus more on teaching and less on administrative tasks. It has eliminated the need for extended working hours for staff, especially during exam season.
- Reduced Errors: There are little or no human errors in calculations and data entry for the result scores.
- Faster release of results to parents: Parents receive results quicker, allowing them to address any academic concerns promptly.
- Significant cost savings: The academy has reduced its paper consumption from about 12 cartons per term to only 5, resulting in substantial financial savings.
“It cuts the days of computing results from 5 days to 2 working days at most. We’ve drastically cut down on our paper use.” – Mfon Etuk
The implementation of SAFSIMS at Kumaty Academy led to a dramatic 60% reduction in result computation time, from five days to just two days. This improvement not only saved time but also reduced resource usage, minimized errors, and enhanced the academy’s overall administrative efficiency. The success of this digital transformation demonstrates the potential for educational institutions to improve their operations by adopting SAFSIMS.
