Concept Note for

Individual Student Registration and tracking

Background
Recently MoE developed and implemented a system (Certificate-MIS) to automate the
process of grade 10, 11 and 12 student results and issuing high school graduation certificates.
The systems also has the capacity to store grade 10, 11 and 12 student’s bio data, attendance,
and dropout.
As a result of the implementation of this system, the pros and cons of the individual student
related data was identified. The MoE management decided to have a unified system for
storing and tracking individual student information from grade1 to grade12 using unique ID.

Problem:
The following are the main problems with current system:

 The current system (Certificate-MIS) stores information only about grade 10, 11 and
12 students not below grade 10
 The current students’ results documents verification and validation process at
provincial level is not reliable that results in back and forth of documents due to errors
and mistakes
 With the current platform, it is not possible to track grade-wise information of
individual students
 The current platform does not support student transfer from one school to another
school
 The system is not implemented at school level
 The current system does not generate reports that are needed for decision making for
example the data for Kankor exam is not currently provided
 The current human resources at central, provincial, district and school levels do not
have the required capacity to manage the students’ results processing, verification and
certificate issuing process effectively.
Another major challenge is that although schools have been assigned a unique code in the
system, but there is still no unique code to identify each student and each teacher Such
identification will allow the MoE to understand the progress of each child as he/she graduates
through grades or drops out of school.

The solution:
The proposed system will allow an in-depth look at the school level. Thus, we can see how
many students pass each grade, how many students are dropped out and how many students
are newly enrolled. Having a unique code for each student will allow us track each student
individually.
A student – wise profile will be entered on an annual basis during school census. The system
will assign unique code for each student, and ensure that the same code is used for that
particular student through his/her school life duration.

It is worth mentioning that this system will be integrated with EMIS and Learning
Assessment Systems.

Expected Results:
 Track individual student’s attendance and performance in the education system using
unique identification.
 Improve the process of education resources allocation, distribution and utilization at
school level.

There are ways in which a student can be assigned a unique code, for a given school. This
code will be unique throughout the country and we could know if a student is performing
well, going through grades on time, or dropped out. To see how this could be developed and
how the data collection and storage process will take place, consider the following table:
Provinci
Central

District
School

S.
al

Activity Frequency Remarks

No

Capacity development
at central, provincial, One time
district and school level.
Infrastructure
establishment (network,
One time
connectivity, computers,
storage….)
1 App Development One time
Where infrastructure is
2 App Installation One time
available
First time student
Regular profile collection from
3 Data Collection
bases 1 to 9 and 10 to 12
then every year
First time student
profile collection from
Regular
4 Data Entry 1 to 9 and 10 to 12
bases
then only for
enrollment
5 Data Cleaning Annually
Using computers/
6 Data Verification Annually
Tablets
Regular Using computers/
7 Attendance Tracking
bases Tablets
 Using computers/
8 Exam Data Collection Annually
Tablets

Application Development
Software application will be developed centrally securing the services of a third party, this
will be a web and mobile based application capable to work at national and sub-national
levels. It will be installed at central and in all PEDs servers. The system will be developed on
top of the Certificate-MIS.

Data Collection & Entry

Considering the load of data collection and entry, it is recommended that first time data
collected from school will be entered at PEDs level in different phases i.e. in the first phase
the data of upper secondary school will be collected and entered in the system and then
secondary and primary. Once all students’ records are entered at PED level, then student’s
exam results and new enrolled data will be collected from school transferred to the system.
Data cleaning will also take place at provincial level annually through PED and DED staff.

Data Verification
Central team will be responsible for monitoring the overall data collection and entry
processes, in addition to the monitoring they will also care about data verification of 5%-10%
of schools at random bases, once collected data is verified at central level, then will be
available for dissemination and reporting to PEDs, DEDs, Schools, MoE leadership and
stakeholders.

Attendance Tracking
The system will also facilitate the process of students’ attendance, absenteeism, drop out and
permanent absent on regular bases.

The system will also track the students transfer from one school to another.

Exam Result & New Enrolled

 At the end of each year, schools write down student profiles of all their students. Such
profiles contain information such as name of student, gender, date of birth, parent’s
name, address, NID, marks, result, grade etc…

 To prepare exam result OR new enroll student’s profile, MoE does not send a blank
form for the school. Instead it generates the student form from the last year data in
schools using the system only for first grade student new information will be entered

 This ‘pre-filled’ form goes out; the current details for old students are noted against
their names. For new students, the entire detail is recorded in completely blank rows,
and exam result data is recorded against the existing students’ information in the
form.
 Once this form is filled, information will be saved locally in the tablet and transferred
to the central server once connectivity is established. For new students, a new profile
is created, which creates a fresh unique id for new students automatically, and exam
result for all existing student will be also transferred accordingly
Estimated Budget
S.No Activity Unit Quantity Unit cost Total cost Remarks

Assign to a third party company / hiring of 8

Development of Individual $ TA for two years for development and
1 System 1 $ 400,000
Students MIS 400,000 maintenance . At average 2000 USD monthly.
This activity will be in first year
Need assessment and training at
central, provincial, district and Training on the whole process and system.
2 Members 35 $ 3,200 $ 112,000
school level on the whole process This activity will be in year#1of the project
from data collection to reporting
At average 6 lap top computers in 34
3 Lap top computers Laptops 210 $ 800 $ 168,000 provinces + Kabul city for data entry. This
activity will be in year #1

Sender multifunction product Printer + Center and 34 provinces + Kabul city. This
4 40 $ 3,500 $ 140,000
(printer + scanner) Scanner activity will be in year#1

Number of students 7,000,000 from 1 to 9

classes * per student 0.15 Total Amount
Individual student profile
5 Students 7,000,000 $ 0 $ 1,050,000 =1,050,000 USD. It includes stationary,
collection from 1 to 9 grades
transportation and training costs. This activity
will start in year#2
Number of students 7,000,000 from 1 to 9
1 to 9 grades data entry into
classes * 0.1 per student Total Amount
6 Individual student MIS in the Students 7,000,000 $ 0 $ 700,000
=1,050,000 USD. This activity will start in
provinces
year#2.
Total Cost $ 2,570,000