MEKELLE UNIVERSITY

MEKELLE INSTITUTE OF TECHNOLOGY

Project Proposal
Project Title:
Development of an ERP System for Mekelle Institute of Technology Using Odoo

Thematic Area:
Thematic 6: ERP System for Mekelle Institute of Technology

Department of Computer Science and Engineering & IT

Roll No Student Name Department Email phone no

1 Nebeyat G/her CSE 5th [email protected] 0953496727

2 Robel Guesh IT 5th [email protected] 0943667642

3 Syum Berihu CSE 5th [email protected] 0983533967

Supervisor:
February 20, 2025
Table of Contents page
1. Introduction 1
1.1 Background 1
1.2 Problem Statement 1
1.3 Research Questions 2
1.4 Objectives 2
1.5 Significance of the Study 3
1.6 Scope and Limitations 3
2. Literature Review 4
2.1 ERP in Corporate and Industrial Settings 5
2.2 ERP Implementation in Higher Education 5
2.3 Customization versus Standardization 6
2.4 Public Sector and Governmental ERP Projects 6
2.5 Synthesis of Research Findings and Identified Gaps 7
3. Methodology 8
3.1 Research Design 8
3.2 Data Collection Methods and Sampling Techniques 8
3.3 Data Analysis Techniques 9
3.4 Specification Requirements 9
3.5 Functional Requirements 10
3.6 Non-Functional Requirements 10
3.7 Systems Requirements 11
3.8 Development Process 11
3.9 Access Control and Security 12
 3.10 User Interface Design 12
3.11 Tools and Techniques used 13
4. Expected Outcomes 14
5. Timeline 15
6. Resources and Budget 16
References 17
1. Introduction

1.1 Background

Mekelle Institute of Technology currently operates with multiple fragmented

systems for academic, administrative, and operational processes. Manual processes,
siloed data management, and outdated systems have led to inefficiencies, data
inconsistencies, and challenges in decision-making. In an era where digital
transformation is key to institutional competitiveness, there is an urgent need to
integrate critical functions—ranging from student admissions and course
management to faculty administration, financial tracking, and resource allocation—
into one unified and streamlined platform.

Odoo, a flexible open-source ERP framework, offers a modular and customizable

solution capable of addressing these challenges. By adopting an ERP system based
on Odoo, the institute can automate routine tasks, enhance data transparency, and
improve overall institutional efficiency.

1.2 Problem Statement

The current administrative and academic processes at Mekelle Institute of

Technology are hindered by:

 Fragmented and manual data handling across multiple platforms.

 Inefficient workflows leading to delayed decision-making.

 Lack of integration between core functions such as student management,

finance, and resource allocation.

 Inability to effectively track and report on institutional performance.

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These issues impede the institution’s ability to operate efficiently and respond
swiftly to changing educational and administrative demands. There is a critical need
for a comprehensive ERP system that integrates these functions into a single,
scalable solution.

1.3 Research Questions

The project aims to answer the following key questions:

How can an integrated ERP system improve operational efficiency and data
management at Mekelle Institute of Technology?

What are the essential requirements and challenges for implementing an ERP system
in a higher education environment?

In what ways can the Odoo framework be customized to address the unique needs
of the institute’s academic and administrative functions?

How can the implementation process be structured to ensure seamless integration,

user adoption, and long-term scalability?

1.4 Objectives

Primary Objective:

 To design and implement a robust, integrated ERP system for Mekelle

Institute of Technology using the Odoo framework.

Specific Objectives:

Centralize and automate key academic and administrative processes.

Enhance communication and data sharing between departments.

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 Improve decision-making with real-time analytics and reporting.

Develop an intuitive, secure, and role-based user interface.

Ensure scalability and flexibility to accommodate future growth.

Implement robust data security and compliance measures.

1.5 Significance of the Study

This project is significant as it:

 Advances Operational Excellence: By replacing manual, fragmented

processes with an integrated system, the institute can streamline operations
and reduce administrative overhead.

 Supports Data-Driven Decision-Making: Real-time reporting and analytics

will empower leadership to make informed strategic decisions.

 Enhances Stakeholder Satisfaction: A user-friendly and secure ERP system

will improve the experience for students, faculty, and administrative staff.

 Lays the Foundation for Digital Transformation: The project will serve as
a model for other academic institutions facing similar challenges, contributing
to the broader field of ERP implementation in higher education.

1.6 Scope and Limitations

Scope:

 The project will cover the design, development, and implementation of an

ERP system using the Odoo framework.

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  Core modules will include student information management, course and
faculty administration, financial management, resource allocation, and
integrated reporting.

 The project will be executed in phases—from planning and design to

deployment and post-implementation support.

Limitations:

 Customization will be guided by current institutional processes; major

changes in organizational policy may require additional iterations.

 Budgetary and time constraints may limit the extent of custom features during
the initial rollout.

 Integration with legacy systems may pose challenges that will need to be
addressed through phased testing and stakeholder training.

2. Literature Review

The implementation of Enterprise Resource Planning (ERP) systems has been a

subject of extensive research across various sectors, including manufacturing,
corporate enterprises, and higher education. This literature review examines key
studies and projects that provide a foundation for understanding the benefits,
challenges, and strategies necessary for a successful ERP implementation,
particularly in academic environments.

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2.1 ERP in Corporate and Industrial Settings

Davenport (1998) was among the first to emphasize that ERP systems are not merely
software packages but strategic tools that integrate disparate business processes to
drive efficiency and competitive advantage. Bradford (2010) further elaborated on
this by discussing how modern ERP systems streamline operations across financial,
human resource, manufacturing, and customer relationship management functions.
In a study by Yusuf, Gunasekaran, and Abthorpe (2004) at Rolls-Royce, the
researchers examined the challenges of integrating complex manufacturing and
financial processes into a unified ERP system. Their work highlighted the critical
importance of rigorous process mapping and stakeholder engagement, which
remains relevant for projects across different sectors.

2.2 ERP Implementation in Higher Education

Several studies have focused specifically on ERP implementations in academic

institutions. Yakovlev (2013) presented a case study of ERP implementation at a
small university, detailing how centralized data management and automated
processes can significantly enhance operational efficiency. This research
emphasized that stakeholder involvement—from faculty to administrative staff—is
crucial for mitigating resistance to change and ensuring a smooth transition.

At the University of Washington, subsequent research documented that the success

of ERP projects in higher education hinges on aligning the new system with
institutional goals and reengineering legacy processes to fit best practices (as
referenced in related studies). These projects stress the need for tailored change
management strategies, robust testing protocols, and phased rollouts to address the
unique challenges faced by academic institutions.

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2.3 Customization versus Standardization

Customization is a recurring theme in ERP literature. Kraemmerand (2008) and

Vilpola (2010) have discussed the trade-offs between customizing ERP systems to
fit unique organizational processes and maintaining a standardized system that is
easier to upgrade and maintain. While customization can drive higher user
acceptance by directly addressing specific needs, over-customization often leads to
increased complexity, higher maintenance costs, and difficulties during system
upgrades. These findings are particularly pertinent for higher education institutions
like Mekelle Institute of Technology, where diverse processes—from student
administration to financial management—must be integrated while still allowing for
future scalability.

2.4 Public Sector and Governmental ERP Projects

Research on ERP implementations in the public sector, including projects

undertaken by state governments such as the State of Texas, provides additional
insight into managing large-scale integrations. These studies have shown that phased
deployment, extensive use of web collaboration tools, and shared services models
can effectively reduce implementation risks and costs. Such approaches underscore
the importance of clear communication, continuous stakeholder engagement, and
iterative testing—practices that will inform the proposed project’s methodology.

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2.5 Synthesis of Research Findings and Identified Gaps

Across the literature, several common challenges emerge:

Data Migration Issues: Transferring and integrating data from legacy systems is
frequently cited as a major hurdle (Yusuf et al., 2004).

Customization Dilemmas: The need to balance customization with the benefits of

standardization is critical to maintaining system longevity (Kraemmerand, 2008).

Resistance to Change: Successful ERP projects require proactive change

management and continuous user training to overcome resistance (Yakovlev, 2013;
University of Washington studies).

Integration Complexities: Ensuring seamless integration between ERP modules and

existing systems is essential for realizing the full benefits of the system.

While these studies provide valuable insights, there remains a gap in research on
ERP implementations in higher education within developing countries. The
proposed project at Mekelle Institute of Technology seeks to address this gap by
leveraging the Odoo framework—a highly customizable and scalable open-source
ERP solution—to develop a system tailored to the specific needs of the institution.
By drawing on lessons learned from previous projects and adapting them to the
unique context of Mekelle Institute of Technology, this project aims to contribute to
both academic literature and practical ERP implementation strategies.

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3. Methodology

3.1 Research Design

This project employs a design and development research approach, incorporating

elements of both qualitative and quantitative methods. The process will be iterative,
involving continuous stakeholder feedback, system testing, and performance
evaluation. The design science research methodology will guide the development of
the ERP system, ensuring that the technical solution is rigorously evaluated against
real-world requirements.

3.2 Data Collection Methods and Sampling Techniques

Data will be gathered through multiple channels to ensure comprehensive

understanding of current processes and user requirements:

Stakeholder Interviews: Semi-structured interviews with faculty,

administrative staff, and IT personnel.

Surveys: Distributed to students and staff to assess pain points and expectations.

Document Analysis: Review of existing process documentation, policy manuals,

and legacy system reports.

Observational Studies: Direct observation of current workflows to identify

inefficiencies and integration gaps.

Sampling will be purposive, targeting key stakeholders who are directly involved in
or affected by the existing systems and processes.

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3.3 Data Analysis Techniques

Collected data will be analyzed using:

 Thematic Analysis: Qualitative data from interviews and surveys will be

coded and analyzed to identify common themes and requirements.

 Comparative Analysis: Benchmarking current process performance

against expected outcomes post-ERP implementation.

 Performance Metrics: Quantitative analysis of key performance indicators

(KPIs) such as processing time, error rates, and user satisfaction will be used
to evaluate system performance during pilot testing and post-implementation.

3.4 Specification Requirements

This section establishes the precise academicals and technical specifications that
the ERP system must fulfill.

It details:

• Business specifications such as aligning system functions with institutional

policies and academic workflows.
• Technical benchmarks including performance standards, compatibility with
existing legacy systems, and compliance with data handling protocols.
• Documentation of required interfaces, data models, and integration protocols to
ensure consistency and scalability across modules.

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3.5 Functional Requirements
This subsection outlines the core functionalities that the ERP system must deliver:

• Student and course management modules that support enrollment, scheduling,

and academic records.
• Faculty and staff management features that streamline payroll, scheduling, and
communication.
• Financial management components for budgeting, invoicing, and reporting.
• Integrated resource allocation tools that provide real-time tracking and inventory
management.
• Automated workflow processes, notifications, and reporting capabilities to
enhance operational efficiency.

3.6 Non-Functional Requirements

In addition to functional aspects, the system must meet specific quality attributes:

• Performance: High responsiveness with minimal latency during peak usage.

• Scalability: Capacity to handle increased data loads and user counts without
performance degradation.
• Security: Robust mechanisms including encryption and multi-factor
authentication to safeguard sensitive information.
• Usability: An intuitive, user-friendly interface accessible to users with varying
technical expertise.
• Reliability: High system availability and fault tolerance with minimal downtime.
• Maintainability: A modular architecture that facilitates future updates and reduces
long-term maintenance costs.

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3.7 Systems Requirements
This section specifies the hardware and software prerequisites essential for
deploying the ERP system:

• Hardware: Detailed server specifications for hosting the application, backup

systems, and network infrastructure requirements.
• Software: The necessary operating systems, the Odoo framework, compatible
database management systems (such as PostgreSQL), and middleware for seamless
integration.
• Deployment Environment: Options for both on-premises and cloud-based
configurations to support flexibility and scalability.

3.8 Development Process

An agile and iterative development process is adopted to ensure rapid prototyping
and ongoing improvement:

• Requirement Analysis: Deep-dive sessions with stakeholders to validate both

functional and non-functional requirements.
• Design: Creation of detailed system architectures, data models, and preliminary
UI prototypes.
• Development: Incremental coding cycles that incorporate new features and allow
for regular integration.
• Testing: Rigorous unit, integration, and user acceptance testing at each stage of
development.
• Deployment: A phased rollout that begins with pilot implementations, followed
by full-scale deployment.
• Maintenance: Continuous monitoring and iterative enhancements based on user
feedback and performance metrics.

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3.9 Access Control and Security
Security is integrated at every level of the ERP system:

• User Authentication: Implementation of secure login protocols with multi-factor

authentication to prevent unauthorized access.
• Role-Based Access Control (RBAC): Detailed permission settings ensuring users
only access data and functionalities pertinent to their roles.
• Data Encryption: Use of advanced encryption standards for both data at rest and
data in transit.
• Regular Security Audits: Scheduled assessments to identify vulnerabilities and
ensure compliance with security best practices.
• Compliance: Adherence to relevant institutional, local, and international data
protection standards.

3.10 User Interface Design

A user-centered design approach ensures that the ERP interface is both intuitive
and accessible:

• Simplicity: A minimalist design with clear navigation paths to reduce the learning
curve.
• Consistency: Uniform design elements across all modules to enhance usability
and reduce user errors.
• Accessibility: Compliance with accessibility standards to cater to users with
disabilities.
• Responsiveness: A design that adapts seamlessly across desktop, tablet, and
mobile devices.
• User Feedback: Interactive elements and real-time feedback mechanisms to guide
users and validate their actions.

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3.11 Tools and Techniques used
The project leverages a suite of modern tools and methodologies to streamline
development and ensure quality:

• Development Framework: Odoo as the core ERP framework, primarily using

Python and PostgreSQL.
• Version Control: Git for efficient source code management and collaboration.
• Integrated Development Environments (IDEs): Utilization of tools like PyCharm
or Visual Studio Code to enhance coding productivity.
• Testing Frameworks: Automated testing tools for unit, integration, and regression
testing to ensure robust performance.
• Project Management: Agile methodologies managed through platforms such as
Jira or Trello to track tasks and sprints.
• Collaboration Tools: Use of communication platforms like Slack or Microsoft
Teams to maintain continuous team coordination.
• Documentation: Maintenance of comprehensive documentation using tools such
as Confluence, ensuring clarity and traceability throughout the project lifecycle.

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4. Expected Outcomes

The project is expected to deliver the following outcomes:

A fully functional, customized ERP system that integrates academic and

administrative functions.

Streamlined and automated workflows that reduce manual intervention and

errors.

Enhanced communication and data sharing across departments through a

unified platform.

Real-time analytics and reporting tools that support strategic decision-making.

A user-friendly interface that increases stakeholder adoption and satisfaction.

A scalable and secure system designed to support future growth and

technological enhancements.

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5. Timeline

A preliminary timeline for the project is as follows:

Phase Duration Key Milestones

Planning & Requirements 15 days Stakeholder interviews,

Analysis requirement documentation

System Design & Architecture 15 days Detailed design documents,

customization blueprint

Development & 1 month Module development, UI

Customization customization, initial integrations

Testing & Quality Assurance 15 Days Unit, integration, and user

acceptance testing; bug fixes

Deployment & Training 15 Days Pilot implementation,

comprehensive user training
Post-Implementation Support Ongoing Maintenance, performance
monitoring, iterative
improvements

Total estimated project duration: 3-4 months (with ongoing support post-
deployment).

This revised work plan is condensed to a 3 month timeline to accommodate the assumption
that the system can be developed within that timeframe. Each phase is streamlined to ensure
efficient implementation of ERP system. Although it is difficult to develop the system in 3
months, We have planned to achieve it Because our group is made up of more dedicated
and knowledgeable members.

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6. Resources and Budget

Resources

Project Management: A dedicated Project Manager to oversee implementation

and coordinate with stakeholders.

Development Team: A team of Odoo developers, UI/UX designers, and system

integrators.

Quality Assurance: QA specialists to perform systematic testing.

Support Staff: IT support and training personnel to facilitate post-deployment

support and change management.

Budget (Indicative)

Software Licensing & Odoo Modules: Minimal costs due to the open-source
nature of Odoo; additional expenses for premium modules if required.

Development & Customization: Estimated cost based on developer hours and

complexity of custom features.

Testing & Training: Costs associated with user training sessions, documentation,
and QA processes.

Maintenance & Support: Budget allocated for post-deployment support, system

upgrades, and ongoing training.

A detailed budget breakdown will be formulated during the planning phase and will
include contingencies for unforeseen requirements.

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References

[1] T. H. Davenport, “Putting the enterprise into the enterprise system,” Harvard Business
Review, vol. 76, no. 4, pp. 121–131, Jul.-Aug. 1998.

[2] M. Bradford, Modern ERP: Select, Implement, & Use Today’s Advanced Business
Systems. Lulu.com, 2010.

[3] Y. Yusuf, A. Gunasekaran, and M. Abthorpe, “Enterprise information systems project

implementation: A case study of ERP in Rolls-Royce,” International Journal of Production
Economics, vol. 87, no. 3, pp. 171–184, Feb. 2004.

[4] I. V. Yakovlev, “An ERP implementation and business process reengineering at a small
university,” Educause Quarterly, vol. 36, no. 3, pp. 22–30, 2013.

[5] University of Washington, “Case studies in ERP implementation in higher education,”

[Online]. Available: https://www.example.edu/uw-erp-study. [Accessed: Feb. 21, 2025].

[6] P. Kraemmerand, “ERP implementation: an integrated process of radical change and

continuous learning,” Production Planning & Control, vol. 19, no. 4, pp. 350–357, 2008.

[7] I. H. Vilpola, “A method for improving ERP implementation success by the principles
and process of user-centred design,” Enterprise Information Systems, vol. 4, no. 3, pp. 205–
220, 2010.

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