In its efforts to advance higher education information management systems in the Pacific, the Pacific Community (SPC) is developing the Pacific Higher Education Management System (PHEMS).
PHEMS is envisioned as a centralised and user-friendly platform tailored to the unique needs of higher education institutions in the Pacific. It is designed to simplify and optimise key operations, including course management, staff administration, and student tracking - addressing the region’s specific challenges.
As part of the first phase that focussed on testing and feedback gathering, SPC conducted a hands-on demonstration of PHEMS at the Vanuatu Institute of Technology (VIT) from 12 to 15 November 2024. This initiative represents a significant step towards modernising education management in the region to empower institutions to enhance outcomes for both staff and students.
During the workshop, SPC facilitated an in-depth demonstration of the system, focussing on core modules, including system administration, institution management, and staff management.
Stakeholders from VIT had the opportunity to explore the system’s features and learn how it could simplify workflows, enable data-driven decisions, and improve institutional efficiency.
Wade Evans, Principal of VIT, shared that the hands-on training sessions were invaluable in providing practical experience with PHEMS. He stated, “Engaging directly with the system allowed us to understand its functionalities and applications within our institutional context. This experiential learning has significantly boosted our confidence in integrating PHEMS into daily operations, ensuring a smoother transition and effective utilisation. We are confident of a successful transition from our current paper-based system to a digital paperless system.”
The sessions also included collaborative discussions where feedback was collected to ensure that PHEMS aligns with VIT’s unique requirements. One of the most critical outcomes was identifying the next steps for developing additional modules.
Conversations about hosting the system were also pivotal, with VIT exploring temporary hosting options while evaluating long-term solutions.
“Adopting PHEMS is a strategic move towards modernising VIT's operations,” Evans added. “The system's automation capabilities will reduce reliance on paper-based processes, promoting sustainability and operational efficiency. For students, this translates to more accessible and responsive services, while staff will benefit from reduced administrative burdens, allowing them to focus more on teaching and research activities.”
PHEMS is designed to align with the specific needs of Pacific institutions while supporting regional and national education goals. For VIT, it complements the institution’s Strategic Plan 2022–2026 by enhancing teaching and learning approaches to be inclusive, equitable, and innovative.
“By providing a unified platform, PHEMS will facilitate efficient scheduling, resource allocation, and curriculum updates,” Evans noted. “This directly supports our commitment to fostering an environment where both students and staff can thrive.”
The visit concluded with several key outcomes, including a successful demonstration of PHEMS, training key personnel, and compiling a feedback report summarising user insights. Collaborative discussions with VIT staff from relevant divisions also helped identify requirements for the next phase of development, which will focus on online applications and enrolments.
“EQAP [Educational Quality and Assessment Programme] has been pivotal in this initiative. Their expertise in educational quality assurance and system implementation has provided us with valuable insights and best practices,” said Evans.
Amendra Chand, Applications Developer at EQAP, highlighted SPC’s extensive experience in designing digital education systems like PHEMS to address the unique challenges of Pacific institutions. He noted that SPC’s deep regional understanding ensures PHEMS remains adaptable and responsive to institutional needs.
“SPC’s understanding of the cultural diversity and varying needs of Pacific countries has been incorporated into the system design, making it flexible enough to be customised to suit the specific requirements of different member countries and their providers,” Chand explained. “PHEMS is a solution that will enable providers to move to a digital platform given their limited financial resources and ICT capacity to onboard a similar enterprise system. It will also enable providers to deliver quality education to their learners and build capacity in efficient and effective operation.”
He added, “The platform will contribute to the long-term sustainability of education systems in the Pacific by fostering better data management, reporting, ease of access, and increased efficiency—helping decision-makers track progress and achieve their education goals."
The insights gained from this workshop will help refine PHEMS further, ensuring it remains an adaptable, robust tool for the region’s diverse institutions. Looking ahead, two additional workshops with VIT are planned for 2025 to test the system and gather further feedback. These sessions will build on the progress made during this visit, paving the way for the full rollout of PHEMS, which is expected to take place in 2026.
