Abstract

The Role of State Education MIS Systems in Improving the Quality of Education through the UDISEPlus

State Educational Management Information Systems (MIS) play an essential role in improving the quality of education, mainly through implementing the UDISEPlus system. UDISEPlus, the successor to the DISE system, has become India’s primary source of information on school education statistics since 2012-13. It provides valuable data on various factors such as schools, enrollment, teacher qualifications, and infrastructure.

Implementing state educational MIS systems, including UDISEPlus, offers several benefits. First, it enhances educational planning by identifying areas with shortages of schools, teachers, or resources, enabling effective allocation of resources and targeted interventions. Second, it improves accountability by tracking the progress of schools and educational districts, promoting transparency, and identifying areas for improvement. Third, state educational MIS systems support informed policy formulation, using data to develop policies to increase school enrollment, improve teacher quality, and reduce dropout rates. Additionally, data-driven decision-making facilitates evidence-based choices on funding priorities, program effectiveness, and school management.

Despite the Ministry of Education’s efforts to consolidate MIS systems, some states maintain their educational MIS portals. Reasons for this include customization of systems to meet specific state needs, concerns about data ownership, and limitations of UDISEPlus in collecting state-specific data. The maintenance of state-specific MIS systems allows for collecting data specific to the state’s requirements and programs, tracking progress at the state level, and informing state-level policies and decision-making.

The decision to maintain separate educational portals should consider factors such as the capabilities and integration of the state’s MIS with UDISEPlus, the cost of maintaining two systems, and the benefits of having separate portals. Each state must carefully evaluate these factors and determine the best approach for its education system.

Suppose states decide to maintain their own MIS systems. In that case, it is essential to ensure data quality, promote data sharing with other stakeholders, enhance communication and transparency, and align state-specific MIS systems with the goals of the national UDISEPlus system. Collaboration between state systems and UDISEPlus can contribute to a comprehensive understanding of education in India and support efforts to improve its quality.

The Role of State Education MIS Systems in Improving the Quality of Education through the UDISEPlus (2023)

Background

UDISEPlus is a valuable tool for understanding the state of education in India. The award-winning DISE, conceptualized and nurtured by NIEPA (1994 to 2017), acquired the status of the official statistics in 2012-13 and was renamed Unified-DISE and later transferred to the Ministry of Education in 2017 as a wholly developed entity with almost nil time lag. Since 2012-13, UDISE has been India’s only source of information on school education statistics, thanks to the efforts made by the country’s premier institutions, namely NIEPA, New Delhi. All parallel information systems were discontinued, including one maintained by the Department of Higher Education located in the Ministry of Education and All India School Education Survey of NCERT. UIDSEPlus provides data on various factors, including schools, enrollment, teacher qualifications, and infrastructure. This data is used to identify areas with disparities in educational opportunities and develop policies and programs to address the disparities.

How Much We Gain: A Case of UDISE+ 2021-22

Here are some of the specific benefits of UDISEPlus:

  • Enhanced educational planning:UDISEPlus data can be used to identify areas with shortages of schools, teachers, or other educational resources. The information can be used to plan for the construction of new schools, the recruitment of new teachers, or the provision of other resources.
  • Improved accountability:UDISEPlus data can be used to track the progress of schools and educational districts. This information can hold schools and districts accountable for their performance and identify improvement areas.
  • Informed policy formulation:UDISEPlus data can be used to inform the formulation of educational policies and programs. For example, the data could be used to develop policies to increase school enrollment, improve teacher quality, or reduce dropout rates. NEP 2020 extensively utilized UDISE data.
  • Data-driven decision-making:UDISEPlus data can be used to make data-driven decisions about education. For example, the data could be used to decide which schools should be prioritized for funding or which programs are most effective in improving student outcomes or even can be used to determine which school is to be upgraded, merged with another school, or even closed down.

Overall, UDISEPlus is considered an essential tool for understanding the education state in India and making informed decisions about education policy. It is a powerful tool that can be used to improve the quality of education for all students in India.

From UDISE to UDISPlus & from NIEPA to MoE

When taking over UDIEPlus from NIEPA during the 2018-19 data collection, the Ministry of Education said that states maintaining two parallel systems were not considered good because it led to duplication of effort and data, making it difficult to compare data across states.

“Because of the limitations of UDISE, many states and UTs developed their own MIS systems to collect data required in UDISE DCF. Therefore at the national level, the Department had to contend with two sets of data. Thus, over time, the authenticity and utility of the UDISE gradually decreased, and aggregation of data at the national level became difficult” [UDISEPlus Booklet, April 2019]

The Ministry of Education’s decision to take over UDIEPlus was considered a step towards consolidating the MIS systems in India. The Ministry of Education also said that it was important for states to consolidate their MIS systems into a single system as the same would allow for the sharing of data and the development of common standards for data collection. MoE also said at that time that the transfer from NIEPA to MoE would help improve the data collection and analysis quality, making tracking the education progress in India easier.

Here are a few potential benefits of consolidating MIS systems in India:

  • Improved data quality:Consolidating MIS systems will help improve the data collection quality, ensuring data is collected consistently and accurately.
  • Increased data sharing:Consolidating MIS systems will make sharing data between different stakeholders in the education system easier. This will help improve the understanding of the education state in India and inform policy formulation.
  • Efficiency:Consolidating MIS systems will help improve the education system’s efficiency. This is because it will reduce the duplication of effort and resources.

Maintenance of State-specific MIS Portals

Despite the Ministry of Education’s resolution to consolidate MIS, states continued their state-specific MIS/Portals. A few states, like West Bengal, developed their own MIS even after the UDISE shifted to the Ministry of Education; moreover, they run parallel systems. However, the MoE is still working with states to encourage them to consolidate their MIS systems, for which it provides financial assistance to develop common standards for data collection. The reasons to continue with the portals may be because of the following:

  • Customization: States may have customized their MIS systems to meet their needs. They may be reluctant to give up this customization or not see the benefits of using a standardized system.
  • Cost: States may not see the benefits of consolidation or have the resources to consolidate their systems.
  • Data ownership: States may be reluctant to give up control of their data. They may be concerned that their data will not be used correctly or that it will be shared with other stakeholders without their permission.

However, a few states, despite the fully developed online UDISEPlus Portal, continue to maintain & use  their MIS systems may also be because of the following additional reasons:

  • One of the important reasons is to collect data that is specific to their state. UDISEPlus is a national portal, and it collects data that is common to all states. However, each state may also want to collect data specific to their needs/programs. In the earlier version of the UDISE, states were provided the flexibility to add ‘n’ number of state-specific supplementary/additional variables, collect data and manipulate the same by using the same off-line UDISE software.
  • To track the progress of schools and educational districts within their state. UDISEPlus provides data on the progress of schools and districts at the national level. However, states may also want to track the progress of schools and districts within their state. This information can be used to identify areas where improvement is needed and to target resources accordingly.
  • To inform the formulation of policies and programs related to education in their state.  However, states may also want to use additional data to inform their policies and programs.
  • UDISEPlus data can be used to make data-driven decisions about education at the national level. However, states may also want to use this data to make data-driven decisions. For example, a state may use UDISEPlus data to decide which schools should be prioritized for funding or which programs are most effective in improving student outcomes.
  • Some states may also maintain their educational portals because they believe they can provide a better user experience than UDISEPlus. For example, a state may want to create a more user-friendly portal that provides more detailed information about the state’s education system.

Whether or not to maintain a separate educational portal is up to each state. States will need to consider several factors, such as the specific needs of their education system, the resources available to them, and the benefits of having a separate portal.

State-specific  MIS/Portals

A few examples of continuing the state-specific MIS/Portals are presented below, which must not be considered exclusive. The State systems collect data on various factors per their requirement, including student enrollment, attendance, teacher qualifications, and infrastructure. The data on the additional variables are being collected and used at the state level, which shall help them better plan, monitor, and implement a state-specific program. The states are Andhra Pradesh, Assam, Bihar, Chattisgarh, Delhi, Chattisgarh, Telangana, Gujarat, West Bengal, Haryana, Kerala, Uttar Pradesh, Rajasthan, Karnataka, Madhya Pradesh, Odisha, Jharkhand, Punjab, Tamil Nadu, etc. It is also observed that state-specific portals are mainly confined to larger states.

Uploading of Data on to UDISEPlus Portal

States collect data through their portals and transmit data onto the UDISEPlus server through a secure electronic mechanism. The data is transmitted in a standardized format, allowing easy integration and analysis encrypted to protect its confidentiality. The data transmission process is as follows:

  • The state education department collects data through its state portal.
  • The data is then uploaded to a secure server.
  • The data is encrypted and transmitted to the UDISEPlus server in a standardized format called the UDISE Plus Data Structure (UPDS), a set of data elements and associated definitions that ensures that the data is consistent and can be easily integrated and analyzed.
  • The UDISEPlus server decrypts the data and stores it in its database: The encryption process uses a secure algorithm to scramble the data so that unauthorized users cannot read it.
  • The data is encrypted to protect its confidentiality & transmitted over a secure network. The secure network uses various security measures to protect the data from unauthorized access, including firewalls, intrusion detection systems, and encryption.

In addition, states also use APIs to transmit data to the UDISEPlus server. APIs, or Application Programming Interfaces, are instructions that allow different applications to communicate with each other. In the case of UDISEPlus, APIs are used to transmit data from state education portals to the UDISEPlus database. The use of APIs to transmit data to UDISEPlus has the following advantages.

  • It allows for the data to be transmitted in a standardized format.
  • Transmitting data ensures that the data is consistent and can be easily integrated.
  • APIs make it easier for states to transmit data to the portal rather than manually upload it to the UDISEPlus database.
  • Additional details about the use of APIs to transmit data to UDISEPlus are:
    • The use of APIs to transmit data to UDISEPlus is a valuable tool for improving the efficiency and effectiveness of the UDISEPlus system.
    • It allows for the timely collection and sharing of data and avoids duplicity of the state’s efforts to collect the data.

Advantages of Maintaining State Portals

Whether or not a state should maintain two systems, one their own MIS and another UDISEPlus portal, depends on several factors, including (i) The capabilities of the state’s own MIS, (ii) The level of integration between the state’s own MIS and UDISEPlus (iii) The cost of maintaining two systems & (iv) the benefits of having two systems.

  • If the state’s own MIS can collect and manage the data required by UDISEPlus, then there is no need to maintain two systems. However, if the state’s own MIS cannot collect and manage the data required by UDISEPlus, it may be necessary to maintain two systems.
  • The level of integration between the state’s MIS and UDISEPlus is also essential. Maintaining a single system may be possible if the two systems are well-integrated. However, if the two systems are not well-integrated, then it may be necessary to maintain two systems.
  • The cost of maintaining two systems is another factor to consider. If the cost of maintaining two systems is too high, it may be necessary to consolidate them into a single system.
  • The benefits of having two systems are also a factor to consider. Suppose there are benefits to having two systems, such as the ability to collect different types of data or use different software applications. In that case, it may be necessary to maintain two systems.

Ultimately, whether or not to maintain two systems, one their own MIS and another UDISEPlus portal, is a complex one that must be decided by the states and is made on a case-by-case basis. By carefully considering these factors, states can make the best decision for their education system.

A Few Additional Benefits

The following are a few additional benefits in case the states decide to maintain State-specific Educational MISs (Management Information Systems) in addition to the national UDISEPlus system:

  • Enhanced educational planning:State-specific MISs can identify areas with shortages of schools, teachers, or other educational resources. This information can then be used to plan for the construction of new schools, the recruitment of new teachers, or the provision of other resources.
  • Improved accountability:State-specific MISs can be used to track the progress of schools and educational districts. This information can hold schools and districts accountable for their performance and identify improvement areas.
  • Informed policy formulation:State-specific MISs can inform the formulation of education-related policies and programs. For example, the data could be used to develop policies to increase school enrollment, improve teacher quality, or reduce dropout rates.
  • Data-driven decision-making:State-specific MISs can be used to make data-driven decisions about education. For example, the data could be used to decide which schools should be prioritized for funding or which programs are most effective in improving student outcomes.
  • Improved communication:State-specific MISs can improve communication between different stakeholders in the education system, such as schools, teachers, parents, and policymakers, which would help ensure that everyone is on the same wavelength and working towards the same goals.
  • Increased transparency:State-specific MISs can increase transparency in the education system through which parents, teachers, and other stakeholders can easily access data about the performance of schools and districts, which may help them to hold schools & districts accountable for their performance and to ensure that all students have access to quality education.

State-specific educational MISs can be a valuable tool for improving a state’s education quality. They can help to identify areas where improvement is needed, to inform policy formulation, and to make data-driven decisions. They can also improve communication and transparency in the education system.

Differences: State MIs Vs. UDISEPlus

A few differences exist between states having their own educational MIS and supplying UDISEPlus data in their format through API or other modes. The purpose of national UDISEPlus is not to be forfeited.

  • Data quality:If states have their own educational MIS, they are responsible for ensuring that the data is collected consistently and accurately. However, suppose states supply UDISEPlus data in their format through API or other modes. In that case, there is no guarantee that the data will be collected consistently or accurately, which may lead to problems with the quality of the data in the national UDISEPlus.
  • Data sharing:If states have their own educational MIS, they may be unable to share the data with other stakeholders in the education system, which could limit the usefulness of the data for policy formulation and decision-making. However, if states supply UDISEPlus data in their format through API or other modes, the data can be shared with other stakeholders.
  • Data Ownership:If states have educational MIS, they own the data,  which means they can decide how it is used and who can access it. However, if states supply UDISEPlus data in their format through API or other modes, the ownership of the data is not clear, which could lead to problems with the sharing and using of the data.

UDISEPlus aims to collect data from across the country on the state of education in India, which can be used to improve the quality of education in India by identifying areas where improvement is needed, informing policy formulation, and making data-driven decisions. If states have their own educational MIS and supply UDISEPlus data in their format through API or other modes, this could limit the usefulness of the data for these purposes.

However, it is essential to observe that the Ministry of Education must be working with states to encourage them to consolidate their MIS systems, as this will help ensure that the data in UDISEPlus is of high quality and can be shared with other stakeholders. Still, some states will likely continue to maintain their own MIS systems for the foreseeable future.

Education for All in India