General
Manuals to Streamline Mak Processes Launched
As part of the activities of the Change Management Committee, the Quality Assurance Directorate has released three manuals to further streamline processes at Makerere University. The Financial Procedures Manual; the Procurement and Disposal Manual; and the Internal Audit Manual were launched by the Deputy Vice Chancellor in charge of Finance and Administration, DVCFA, Prof. Barnabas Nawangwe, at a ceremony in the CEDAT conference hall on 3rd Dec 2014 .
The manuals are to be used by the respective offices of Makerere University and soft copies of the same will be availed online by the Quality Assurance Directorate.
The Internal Audit Manual is an amalgamation of all key separate policies including the Internal Audit Charter, Audit Committee charter, Code of Ethics and Audit Standards. This manual makes reference to best internal audit practices the world over like of integrity, confidentiality, objectivity and competence in guiding users. It is applicable to all staff, students and agents of the University who conduct, manage or oversee university resources.
The Financial Procedures Manual is strong on financial discipline across the university. The section on responsibilities stipulates that Principals, Directors and Heads of Units conduct their activities in a manner consistent with good internal control. They shall ensure compliance with Government of Uganda, University and donor requirements in the use of resources. This includes assessing the risks of achieving set objectives and explaining budget variances from expected budget conditions. In the guidelines provided, this manual is to be used as the main reference on financial accounting policies and procedures. Consultation is to be made with the University Bursar on any areas outside the scope of this manual.
The Procurement and Disposal Manual points to the principles of non-discrimination, transparency, fairness, and conflict of interest in handling public procurement and disposal activities.
At the launch of these manuals, the Commissioner Financial Management Services in the Ministry of Finance, Planning and Economic planning, Godfrey Ssemugooma shared that the ministry is introducing a Computerised Education Management & Accounting System (CEMAS). The system, which aims at automating all university processes, is being implemented through a collaboration of the Ministries of Education, Finance & Works; the eight public institutions of higher learning; as well as regulators and operators including NITA-U, and the National Council for Higher Education among others.
CEMAS is expected to introduce new business features & modify processes; provide system training and skills 
development for financial management cadres; and redefine the common consumables procured by the University, e.g., stationery. In some of its benefits, CEMAS will see to the timely access to accurate financial information: including online tracking of revenue performance; quick generation of reports; quality data for planning; timely reconciliations and financial reporting. It will also ensure flexibility of the university, through extended business hours: 24/7 availability of selected services; reduced operational costs, less customer queues, and less human resource hours.
In response to the proposed system, Prof. Nawangwe noted that, “we do not want you to bring a system that will add to our already many problems. We will embrace CEMAS for as long as it is indeed a solution to help us in the timely delivery of services.
The Director Quality Assurance, Dr. Vincent Ssembatya, observed that Makerere University has to provide services with the knowledge that modern students access information online.
Larry Ribbeklint a consultant with KPMG observed that Makerere University has in place the necessary laws but emphasized the need for the different constituents to come together to form ideas about an overall internal control system. He gave an example of the absence of a clear paper on anti-corruption at Makerere University.
Article by Marion Alina, Public Relations Office
By Gerald Ochwo
On 25th March 2025, a delegation of Registrars from Mbarara University of Science and Technology (MUST) undertook a benchmarking exercise at Makerere University, with a specific focus on the latter’s pioneering efforts in academic records digitalization. The delegation, led by Dr. Dickson Kalungi, Ag. Deputy Academic Registrar was received by Mr. Charles Ssentongo, Deputy Academic Registrar in charge of Admissions and Records Division, who represented the Academic Registrar (AR), Prof. Buyinza Mukadasi.
The visit was prompted by Makerere University‘s trailblazing achievements in digitalizing academic records, as exemplified by the Digitalization of Academic Records Project (DARP). This initiative has been instrumental in creating a centralized, digital one stop repository of all University’s academic records, thereby enhancing the efficiency, accuracy, and security of academic records management.
In his welcoming remarks, Mr. Ssentongo conveyed the Academic Registrar’s message and highlighted Makerere University‘s efforts to digitalize all its processes and records. He further noted that the university is intentional about creating a digital ecosystem that makes academic records retrieval easy and efficient.
“As a university, we are now intentional with the digitalization of all our processes including, digitization of our manual records that date as way back as the inception of Makerere University. Currently, the DARP project as gone as far as creating a one stop center for both Academic document verification and certification, whereby our former graduates, will only need to access the online verification and certification portal and submit their documents without necessarily having to travel many physical distances to Makerere University” Mr. Ssentongo remarked.
In his appreciation remarks, the MUST head of delegation, Dr. Dickson Kalungi, thanked the Academic Registrar for honoring their request to come and learn from the best practices that exist at Makerere University and particularly commended the Department for the great steps and strides made in pioneering modern Academic records storage management systems.
“I want to sincerely thank the Office of the Academic Registrar for sparing time and organizing this meeting. As a University, we have embarked on a transformative change drive whereby we intend to automate all our registry processes including, the management of Academic Records. The DARP project at Makerere University, has been one project where we draw a number of lessons and we are eager to go and implement some of the best practices we have observed here today”
Conclusion
The benchmarking exercise undertaken by Mbarara University of Science and Technology demonstrates the significance of Makerere University and particularly, the Office of the Academic Registrar’s achievements in academic records digitalization. The DARP project serves as a model for other institutions to follow, highlighting the importance of investing in digital solutions to enhance the efficiency, accuracy, and security of academic records management. It further demonstrates the university’s commitment to sharing knowledge and best practices with other institutions. Makerere University‘s efforts in digitalizing academic records have set a high standard for other universities to emulate, and the DARP project is a shining example of innovation and excellence in academic records management.
Gerald Ochwo is the Liaison Officer, Office of the Academic Registrar
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