In 2001 Adapt IT Education initiated a new service to its ERP system clients’ users which was aimed at the defining of best practices and procedures in the administration of higher education institutions. The reason behind this initiative was that the ERP system could only be deployed effectively at an institution if their administrative policies, practices and procedures were in place, clearly defined and effectively applied.
Over these almost 20 years, Adapt IT Education presented many best practice workshops all over Southern Africa with the objective to define best practices for a particular administrative function. Other higher education institutions that were not using Adapt IT’s ITS Integrator ERP system, joined these workshops as, by definition, best practices are not about the system, but whereas an ERP system should merely support the defined best practices through continuous enhancement of its functionalities
Administrative functions
The administrative functions that were addressed in these best practice workshops included the following:
- Student accounts or student debtors function
- Payroll function, that later extended to include the Human Resources Management function
- Faculty administration
- Examinations administration
- Higher Education Management Information System (HEMIS) reporting to the DHET
- Student Financial Aid function
- Timetabling function
- Procurement Management inclusive of Assets management and Accounts Payable functions
Many of the abovementioned functions established itself as permanent best practice forums operating independently from Adapt IT, or as described below, some still organized and administered by Adapt IT.
Best Practice Forums currently organized and facilitated by Adapt IT Education:
The following four forums are currently still organized and facilitated by Adapt IT Education, and this expertise and experience within Adapt IT Education remains available to organize and facilitate best practice workshops in other administrative functions and in other countries.
The Association for Academic Administrators – AAA
The Association for Academic Administrators (AAA) was constituted in 2018 in Umhlanga, Kwazulu-Natal, South Africa as a result of a merger of the Higher Education Faculty Administrators Forum (HEFAF – constituted in 2003) and the Examination Administrators Forum (ExAF – constituted in 2007). These two Forums were initiated by Adapt IT Education Division to define and formulate best practice for faculty administration and examination administration in higher education institutions respectively. The major objective of the AAA is to professionalize the occupation of academic- and student administrator by registering as a professional body with the South African Qualifications Authority (SAQA). According to its constitution, the AAA will be registered as a Non-profit Company (NPC) operating independently and in accordance with the membership structures of the Association.
- At the merging inaugural conference and AGM in 2018, there were 245 delegated members recorded in the membership register, with 21 public South African universities, 1 private South African university, 6 public South African TVET Colleges, 1 higher education institution from Botswana and 1 higher education institution from Nigeria, recorded as institutional members.
Student Accounts Administrators Forum (SAAF)
The Student Accounts Administrators Forum was formed in 2002 in Johannesburg, South Africa as an initiative of Adapt IT (Pty) Ltd. to define and formulate best practice for student accounts administration at educational institutions.
- Membership is open to all public and private universities and TVET Colleges and other higher education institutions and organizations, from inside as well as outside of South Africa.
- Private companies from the student funding, credit and collection sectors may join SAAF as associate members.
- The 2019 Membership already includes 23 public South African universities, 6 private higher education institutions, 14 public TVET’s, 2 higher education institutions from Namibia, 2 higher education institutions from Botswana, 1 from Lesotho and 1 from Swaziland, as well as 12 associate members from the banking and finance sectors.
Remuneration Association for Educational Institutions (RAEI)
The Remuneration Association for Educational Institutions was formed in 2001 in Pretoria, South Africa as an initiative of Adapt IT (Pty) Ltd. to define and formulate best practice for remuneration and payroll administration.
- Membership is open to all public and private universities and TVET Colleges and other higher education institutions and organizations, from inside as well as outside of South Africa.
- The 2018 Membership already includes 21 public South African universities, 1 private university, 15 public TVET’s, 3 higher education institutions from Namibia, 1 higher education institution from Botswana, 1 from Lesotho and 1 university from Uganda.
Best Practice Forum for ITS Integrator Procurement Management System Users
Best Practice Forum for ITS Integrator Procurement Management System Users Adapt IT held a first best practice workshop in 2014 for the function of Accounts Payable that was followed up with a second workshop in 2015. The Forum was expanded at the 2018 and 2019 Best Practice Workshops to include the functions of Procurement Management, Assets and Contracts Management.
The April 2019 workshop was attended by 66 delegates from 10 public South African universities, 6 TVET Colleges and 2 Higher Education Institutions from Namibia.
Adapt IT Education remains commited to offer higher education institutions not only a state-of-the-art ERP Integrated system that suits their particular needs, but a holistic approach to the efectiveness and efficiencies of its administration policies, practices and procedures, through conducting best practice workshops where institutions come together to exchange best practices and to create platforms for the estbalishment of best practice forums and networks.