Challenges and Prospects of Using Softwa
Challenges and Prospects of Using Softwa
Abstract: Information Technology implementation process and with efficiency. Legitimate software use by governments
is the study of design, development and implementation will encourage the private sector to follow suit, thereby leading
of computer-based Information Systems, particularly in to growth of the domestic software industry which creates jobs
software applications, computer hardware and networking and generates revenue. A single government organization might
in the organization. Software application usage in higher be using hundreds of computers and mobile devices deployed
educational institutions has become an integral part of at dozens of locations running numerous types and versions of
Information and knowledge management process tools. To operating system and application software.
this end most universities now has ICT department, which
are responsible to design, develop and implement software’s According to higher education proclamation No. 650/2009 [2]
applications. of Ethiopia Higher education is categorized by universities,
university colleges and specialized institutions. Specifically
The focus of this paper is to examine the challenges and
this research proposal focuses on only public universities. In
prospects of using software products in Ethiopian higher
education institutions. A survey was conducted at six these proclamation higher education are deemed to be provide
universities to collect data about the extent, challenge and bachelor degree and above. They are under the responsibility
prospects of using software products by questionnaires, in- of the Ministry of Education except Addis Ababa science and
depth interview and observation. Technology University and Adama Science and Technology
University, which are under the govern of Science and
The overall analysis of the data shown that, In Ethiopian Technology Minister.
higher educational institutions, software products are not
used sufficiently. Most of the departments are not supported The expected growth and transformation of Ethiopia public
by software’s to perform tasks and provide standardized higher education institution cannot easily be realized without
service. The challenges for the universities face not to software usage. In this undergoing research proposal, I will
use software products adequately are many directional. investigate the software usage, challenges and prospects the
The major challenge goes to managers and leaders of institutions cannot be managed by the old ways and means to
the university; they are ignorant or not aware about the reach the pinnacle of success.
importance of using software products. In addition to this,
resistance to use new technology, Lack of documentation /
user manual, poor standardized infrastructure, poor II. Statement of the Problem
internet connection, electric power interruption, shortage
of trained professionals and staff turnover are serious Tertiary institutions are centre for excellence, places where
challenges. people are trained to become professionals who contribute the
Keywords: Challenges of software usage, Software in higher knowledge and skills acquired to national development.
education, Software usage. It is, therefore, important to fully apply software usage in
tertiary institutions. This will enhance individual, institutional
I. Introduction and national development tradition. The use of Software in
higher institution holds out a bright prospect of filling the
Though IT usage has been identified as a significant construct, vacuum created by manual system. The use of software could
significant gaps remain in our understanding of how IT is used also facilitate the keeping of accurate records in the areas of
by different organizational members [1]. library, procurement and finance, Registrar, Human resource
management and Academic Unit [3].
In today’s digital era, software is indispensable aids of doing
every activity. It drives our computers and allows us to collect, Application and services of Information and Communication
organize access, analyze, and share information on a large scale Technology (ICT) are integral to any meaningful development
2 International Journal of System and Software Engineering Volume 7, Issue 1, June 2019
in the education sector in all respects. Thus the efficiency ∑∑ Ensures efficient & effective use of resources and
of employing ICT (software) systems in governmental proactive management of business academic.
organizational unit may be seemingly difficult if the basic ∑∑ It motivates the governmental organizations to engage
challenges of ICT are not addressed. Oshodin and Idehen [4] in using software and improve the efficiency and
identified poor installation of Software related facilities and effectiveness of the institutions.
poor maintenance culture, as problems facing software usage.
Other problems facing the use of software in governmental
organization as adapted from Emetaron [5], Sajjad A and IV. Methodology and Approach
Khawaja M [6] [7] and Hossein Z [8] are: Lack of Basic
Education and ICT Skills, Lack of ICT Technicians and The following methods, techniques and tools will be used with
Personnel, operation and maintenance of software [9] [10]. the aim of achieving the general objective of this research.
The Research will have the following Significance or benefits B. Data Collection Methods and Verification
to the Academic Higher institution: The data for this study collected through a survey questionnaire
∑∑ The institutions can easily identify the challenges to and observation. Before the questionnaire is distributed,
deploy and use different software. a pilot test questionnaire survey was conducted at Addis
Ababa University because the researchers are in nearby to
∑∑ Improves Departmental effectiveness through sharing
this University. The questionnaire survey approach was used
their perspective on managing the daily on-going task (if
for its various benefits: such as to detect relationships that
any). are common across the organizations, exhibit considerable
Challenges and Prospects of Using Software Products in Ethiopian Higher Educational Institutions 3
precision in collecting and reporting data [11], an inexpensive V. Data analysis and Result
approach for collecting data, and offering anonymity [12] [13].
The questionnaire was structured to obtain data on current Data analysis and interpretation is performed in line with the
usage and challenges in the university. The questionnaire was study research questions and objective. Therefore, the data
sent to ICT Director of the selected universities based on the collected using questionnaires and observation was analyzed
modeled sample design. They are responsible to collect the data and interpreted regarding to usage and challenges of software
month period of time is allocated. After carefully collected A. Present Status of Information
about their university software usage, challenges and prospects by using charts,Technology
graphs and tables.
the data by using the above two methods the data was
in different working units such as library, Procurement and
verified Under this section, the researcher tried to understand the
Finance, Registrar andbyAcademic
the researcher to make sure that the data is free
unites. A. Present Status of Information Technology
from error. attitude / interest of IT staffs towards IT or software
This study took 12 months from 1st January to 30th October Underusagethis section,
at their the researcher
job / University, tried
the availability to understand the
of ICT
2017. According to Ethiopian
V. DATAministry of education
AND RESULTuniversities attitude / interest
ANALYSIS infrastructure andof ITrelated
other staffsissues.
towards IT or software usage at
are categorized into three main categories: first, second and their job / University, the availability of ICT infrastructure and
third generation universities. Theinterpretation
Data analysis and Questionnaires was sent
is performed to
in line
otherFrom the graph
related below we understand that almost all IT
issues.
the selected ICT with
directors to distribute to the concerned
the study research questions and objective. units staffs (around 89%) have excellent interests to use
/ departments. In Therefore,
order to collect
the data the data using
collected through observation
questionnaires and
From the graph below (Fig. 1) we understand that almost all
software products at their University to be productive
and questionnaire a month period of time is allocated. After IT staffs (around 89%) have excellent interests to use software
observation was analyzed and interpreted regarding to and efficient at their work place.to be productive and efficient at
carefully collected the data by using the above two methods the products at their University
usage and challenges of software by using charts, their work place.
data was verified by the researcher to make sure that the data is
free from error. graphs and tables.
100%
90%
80%
70%
60%
50%
40%
30%
20%
Excellent Very Good Good Fair Poor
10%
0% Fig. 1: Attitude Towards Software Usage
Fig. 1: Attitude towards Software Usage
Information delivered at the graph below (Fig. 2) is about not sufficient availability of Computer System and printers.
the opinions of the end users about sufficient availability of The majority of respondents (57.14%) expressed not sufficient
Information delivered at the graph bellow is about the printers. The majority of respondents (57.14%) expressed
availability of peripherals. 42.86% of the respondents expressed
Hardware Infrastructure. The majority of the respondents not sufficient availability of peripherals. 42.86% of the
opinions of the end users about sufficient availability of the availability of sufficient peripherals. It is clear from the
(61.9%) expressed that sufficient availability of Computer above information
respondents expressed that
themost of the end
availability of users agree that there is
sufficient
Hardware Infrastructure. The majority of the respondents
System and Printers. 38.1% of the respondents expressed that
(61.9%) expressed that sufficient availability of Computer not sufficient
peripherals. availability
It is clear of peripherals.
from the above information that most
System and Printers. 38.1% of the respondents expressed of the end users agree that there is not sufficient availability
50.00%
40.00%
30.00%
20.00%
10.00%
0.00%
Yes No Yes No Yes No
Computer System Printers Peripherals
Next to this, the researcher tried to understand the shown in the chart below:
availability of an in-house Management Information
System or Data processing software’s. The result is
4 International Journal of System and Software Engineering Volume 7, Issue 1, June 2019
Fig. 3: Availability of an In-house Management Information System
4.2%
The table below shows the percentage of the presence of
28.4% software’s at different departments in the universities.
From the table below (Table I), it is observed that the majority
YES
78.4% of the departments in Ethiopian higher educational institutions
NO
are not supported by software products. It is clear from above
UNDER PROCESS
information that most of the end users agree that software
products are not sufficiently available. Currently, the statuses
of software’s at different departments in the universities are
described as follows:
Fig. 3: Availability of an In-house Management Information
System University ICT Departments
university or the IT professionals have limited resources to
As presented in the above chart, the in-house development and The ICT department of every university has an objective to
develop an in-house softwares.
As presented in the above chart, the in-house development
usage of software products in Ethiopian higher educational provide ICT services for the entire departments in the university.
In the next section, the researcher has presented the present
and usage of software products in Ethiopian higher
institutions is very limited. Onlystatus 28.4% of thein universities The main tasks of ICT department are IT support (Networking,
of software various departments in the
educational institutions is very limited. Only 28.4% of the
use in-house developed software, Universities. and 78.4% are bellow
not using maintenance, software development etc.), IT Security (licensed
inpercentage
The table shows the of the
universities use in-house developed software, and 78.4%
house softwares. Especially most the thirdofand someatthe second antivirus), IT auditing, etc. Regarding the usage of software
presence software’s different departments in the
are not using in house softwares. Especially most the third
generation universities are not using in-house software products. products at the above sub-departments of ICT, most of the
universities.
and some the second generation universities are not using services are performed manually.
The
in-house software result implies that either the From
products. universities have(Table
the table below no trust
I), it isonobserved that the
thethatcapabilities
The result implies of IThave
either the universities professionals
no trust working
majority of thein departments
the university in Ethiopian University
higher Finance Departments
or the
on the capabilities of ITITprofessionals
professionalsworking have
in the limited resources
educational to are
institutions develop an by software
not supported
In finance department of the universities, almost all the
in-house softwares.
activities of the departments are operated manually, except the
In the next section, the researcher has presented the present purchasing in which 33.3% software used fully and 16.7%
status of software in various departments in the Universities. software used partially in the budgeting department.
Department Sub Department Software Used Fully Software Used Partially No Software Used
ICT IT Support 0 33.30% 66.70%
IT security (Licensed anti Virus,) 33.30% 16.70% 50%
IT auditing 0 0 100%
Bug tracking 0% 0% 100%
Finance Budget 0% 33.30% 66.70%
Accounting 0 0 100%
Purchasing 33.30% 16.70% 50%
Stock management 0 0 100%
Auditing 0 0 100%
Project management 0 0 100%
Registrar Student registration 33.30% 16.70% 50%
Grading system 33.30% 16.70% 50%
Course distribution 0% 33.30% 66.70%
Scheduling 0% 33.30% 66.70%
Classroom management 0% 33.30% 66.70%
Human resource Selection / recruitment & appointment 100%
Attendance system 100%
Payroll system 100%
Personnel record management 0% 0% 100%
Library Automation 83.30% 16.70% 0%
Digitization 83.30% 16.70% 0%
Challenges and Prospects of Using Software Products in Ethiopian Higher Educational Institutions 5
Department Sub Department Software Used Fully Software Used Partially No Software Used
Student service Cafeteria 100%
Dormitory 100%
Cost sharing 100%
Clinic 100%
Vehicle and Office facility mgt 100%
building man- Maintenance 100%
agement
Vehicle management / fleet 100%
Residence mgt 100%
2.2% 0.5% 0 0
10 Leadership
1.1% 0 0 0 % Problems
10.5
% Management
14.2% 6.2% 0 0 11.4 Problems
49 Organizational and
%
19.1
% Environmental problems
Technical Problems
%
6.3% 3.2% 0.4% 0
Personal
Problems
Fig. 4: Challenges to Implement and Use IT Products
bove table, the majority of the
So from above Fig. 4 it is possible to conclude that leadership also very problematic factors for implementing IT in the
sing software products
problemsat (49%)
work istake the lion share, management problems universities.
Fig. 4: Challenges to Implement and Use IT
takes the
ry to perform tasks with high second position (19.1%), Technical problem,
Changing Technology and Personnel problem (i.e. Products Lack Further, in this study, the status of the IT professionals at
possible time. Itofis Trained
also observed
staff available,Sotraining and staff different qualification is presented as follows (Fig. 5).
form above Fig.turnovers) are
4 it is possible to conclude that
ondents require new versions of
leadership problems (49%) take the lion share,
work.
management problems takes the second position
pportunities of using software
(19.1%), Technical problem, Changing Technology and
ace in mind and the insufficient
Personnel problem( i.e. Lack of Trained staff available,
at different departments, the
training and stuff turnovers) are also very problematic
nd out the challenges of software
factors for implementing IT in the universities.
research, online questionnaire authoring software pack- [13] “Methods of survey data collection,” NBRI. [Online].
ages, and web survey services,” Journal of Computer- Available:https://www.nbrii.com/customer-survey-
Mediated Communication, vol. 10, no. 3, 2006. white-papers/methods-of-survey-data-collection/
Appendix
Questionnaire to be Filled by IT Professionals and End Users
Dear Sir/Madam,
In today’s digital era, software is an indispensable aid of doing many activities. A single government organization might be using
hundreds of computers and mobile devices deployed at dozens of locations running numerous types and versions of operating
system and application software to automate organizational operations and products. While using the softwares, in addition to their
advantages, challenges are also common.
I am conducting a research on “Challenges and Prospects of Using Software Products in Ethiopian Higher Educational Institutions”,
sponsored by Vice President for Research and Technology Transfer Office of Addis Ababa University, I aim at exploring the extent
software products that are used in higher education institutions, identifying opportunities, finding out challenges and predicting
prospects. Therefore, I kindly request you to attempt all the questions listed in the questionnaire carefully, as this will help to
complete the study successfully.
The information given will be confidential and will be used only for the purpose it has been collected for. There is no need to write
your name. Your assistance will be highly appreciated.
Thank you!
Challenges and Prospects of Using Software Products in Ethiopian Higher Educational Institutions 9
Payroll system
Personnel record management
Library Automation
Digitization
Student service Cafeteria
Dormitory
Cost sharing
Clinic
Vehicle and Office facility mgt
building Maintenance
management
Vehicle management / fleet
Residence mgt
Others ………………………………
……………………………..
……………………………….
………………………………
……………………………….
6. Do you have sufficient availability of ICT infrastructures in your organization to have the required operations using software?
Yes No
If no, which ICT infrastructure do you require?
A. ………………………………… B. ………………………………… C. …………………………………
D. …………………………………… E. …………………………………… F. ……………………………………..
7. What type of software is most widely used at your University? (Multiple answer possible)
Licensed Open source In-house Pirated / cracked
Please explain why?
………………………………………………………………………………………………………
……………………………………………………………………………………………………..
Challenges and Prospects of Using Software Products in Ethiopian Higher Educational Institutions 11
Man Power Position Excellent Very Good Good Average Fair Poor
Software developer
Hardware engineer
Database administrator
Technical support
12 International Journal of System and Software Engineering Volume 7, Issue 1, June 2019
5. Please give your idea on how to overcome problems in the future software development and usage.
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
Thank You for Your Wonderful Cooperation!