In 2018, Kenya took a significant step in education reform by introducing the National Education Management Information System (NEMIS).

The system was designed to digitise education data management by centralising records, improving learner tracking, guiding policy formulation, and enhancing resource allocation.

However, despite its ambitions – and heads of institutions can bear me witness – NEMIS has faced persistent operational challenges that have limited its effectiveness.

A key concern of NEMIS is the inaccuracy of data caused by limited technical capacity.

Learner information often remains outdated – students who transfer or drop out may still appear as active, skewing statistics and complicating funding and planning.

NEMIS has been characterised by system downtimes, slow response, and crashes during peak periods, to the frustration of users, especially during crucial processes such as student registration or capitation allocations.

These inefficiencies diminish the platform’s value and make it harder to achieve timely and informed decision-making.

NEMIS lacks integration with other key government systems.  

The Kenya Education Management Information System (KEMIS) is not merely a replacement for NEMIS but a complete overhaul aimed at creating a smarter, more inclusive education data management system.

The system will link student data from ECDE, primary, secondary, tertiary institutions, and universities into a centralised database. The promises of KEMIS are superior to the operations of NEMIS.

A standout feature of KEMIS is its robust digital infrastructure, which supports real-time updates and cloud-based storage.

KEMIS enables instant data entry for student records, attendance, and assessments.

This ensures the ministry can access up-to-date information and respond swiftly to emerging issues such as school dropouts or infrastructure damage.

KEMIS also promotes interoperability by integrating with other key government platforms such as eCitizen, the Social Health Insurance Fund (SHIF), and the Ministry of Health.

This holistic approach facilitates a comprehensive learner profile – combining academic, health, and social welfare data.

Such cross-sector coordination can improve the delivery of services like school feeding programmes, immunisation tracking, and educational support for vulnerable groups.

Ease of use is another strength of KEMIS. Its mobile-friendly interface and simplified dashboard make it accessible even to users with limited digital skills.

This is especially important in rural areas, where smartphones are more common than desktop computers.

The intuitive design empowers teachers, principals, and county officers to navigate the system with ease, boosting overall participation in data management.

Perhaps most critically, KEMIS is built to inform long-term planning. With advanced analytics and predictive tools, education authorities can anticipate trends such as enrolment growth, teacher shortages, or the need for more infrastructure.

This proactive approach allows the government to take timely action, such as recruiting teachers or expanding facilities in high-demand areas. It also aids in monitoring the effectiveness of curriculum reforms.

KEMIS represents a strategic shift toward a data-driven, inclusive education system capable of adapting to new challenges and serving every learner more effectively.

The writer is a Professor of Chemistry at the University of Eldoret, a higher education expert, and a quality assurance Consultant