Digital Student Management Systems in East African Higher Education: A Systematic Review of Managerial Practices

Abstract

This systematic review consolidates insights regarding the management of digital student management systems (DSMS) by university administrators within East Africa. These integrated platforms oversee admissions, registration, record keeping, and communication functions. A comprehensive search was conducted across four key databases: Google Scholar, Scopus, Web of Science, and African Journals Online, employing structured keywords and platform-specific terms, supplemented by reference list reviews to ensure exhaustive source capture. The review included peer-reviewed articles and institutional reports published in English from January 2010 through August 15, 2024, focusing on DSMS or student information systems within higher education institutions across the East African Community (including Tanzania, Kenya, Uganda, Rwanda, Burundi, and South Sudan), as well as Ethiopia and Sudan. Study quality was appraised using the Mixed Methods Appraisal Tool (MMAT). Of the 47 screened records, 15 met all inclusion criteria. Despite the limited and uneven distribution of evidence across countries, the findings suggest a consistent framework: effective DSMS implementation relies on six interconnected managerial practices. These are: visionary leadership with clear policy guidance; ongoing investment in staff capacity building and digital literacy; proactive resource allocation for ICT infrastructure; systematic monitoring and utilisation of student data to inform decision-making; robust cybersecurity and risk management protocols; and active engagement and support for system users. Universities that prioritised these practices and aligned their systems with national digital strategies reported enhancements in operational efficiency and student services. Conversely, institutions with fragmented systems or limited expertise continued to face challenges. The review underscores the need for context-sensitive research and emphasises that strengthening managerial capacity and promoting cross-institutional collaboration will be vital to advancing DSMS in East Africa.