University of Ghana’s Distance Education Management System Workshop
In a decisive move to modernise and streamline administrative processes within Distance Education, the Department of Distance Education, under the leadership of Prof. Samuel Amponsah, organised a transformative four-day residential workshop from 30th July to 2nd August 2025 at the Capital View Hotel, Koforidua. The aim was to design and develop a comprehensive online management system that would serve as a central hub for integrating and managing operational data across the Department.
Fig. 1. Prof. Samuel Amponsah, Head of Department for Distance Education, and convener of the workshop.
The workshop brought together 20 key stakeholders from across the College of Education, including senior management, faculty, IT officers, administrative staff, unit heads and officers from the ITD, ensuring that every facet of Distance Education’s operations was represented. This collaborative approach was intended to create a management system that would not only meet current operational needs but also position the Department for future growth.
Fig. 2. The Dean of the school of Continuing and Distance Education and the College Registrar
Facilitated by Prof. Tayo Arulogun, the Vice Chancellor of Miva Open University in Abuja, Nigeria, and supported by Mr. Ernest Owusu from the University of Ghana IT Directorate as consultant and programme developer respectively, the sessions opened with an exploration of the strategic value of dashboards in higher education. Prof. Arulogun emphasised how management systems function as powerful decision-support systems integrating real-time data for programme development, resource allocation and student services while aligning closely with the University’s strategic goals.
Fig. 3: Consultant: Prof. Tayo Arulogun
Mr. Owusu’s presentation of a dummy prototype of the UGDE management system brought the vision to life, offering participants a tangible view of the dashboard’s potential layout, navigation, and functionality. The interactive demonstration set the stage for in-depth group work. Participants were divided into four thematic teams, Claims, Audit & Finance, Academics, and Human Resource & Library, each tasked with identifying the specific data, processes and resources to be incorporated into the dashboard. A representative from each group presented their proposals, which were consolidated into a phased Module Development Plan.
By the third day, the IT team had already enhanced the prototype by integrating several requested features, particularly in Claims, Human Resources and Academics. While some features remain under development, Mr. Owusu is committed to engaging unit heads after the workshop to finalise data inputs and ensure full system readiness.
Fig. 4: Programmer: Mr. Ernest Owusu
The envisioned dashboard will enable the Department to provide seamless services to students, generate accurate statistics for informed decision-making, monitor KPIs and promote transparency and accountability across all units. It is also expected to reduce operational costs by eliminating duplication and improving workflow efficiency.
Fig. 5. Group photograph of participants
Recognising the importance of sustaining the system, the workshop recommended appointing a dedicated permanent or contract staff member to manage the dashboard’s back-end. A Dashboard Implementation and Monitoring Committee has also been established, comprising representatives from key units, to oversee the project and ensure timely delivery by the scheduled launch date of 19th September 2025.
The Distance Education Dashboard Development Workshop stands as a landmark initiative in the College’s digital transformation journey. By combining strategic vision with practical expertise, the Department is well positioned to implement a system that will transform how it monitors performance, allocates resources, and delivers student support, setting a benchmark for other units within the University of Ghana.