10th U6+ Consortium of African Universities International Conference

The integration of institutional information systems has become a critical component of digital transformation in higher education. This study examines the integration of the Koha Integrated Library Management System (ILMS) with the University of Eldoret Enterprise Resource Planning (ERP) platform specifically the ABN Unisol system to automate patron registration and improve library service delivery. The purpose of the study was to evaluate the effectiveness of the Koha–ERP integration framework in enhancing operational efficiency, data accuracy, and patron management within the university library environment. However, limited empirical evidence exists on the effectiveness of Koha–ERP integration in African university contexts, particularly regarding patron management and service delivery outcomes. A descriptive case study design was adopted. Data were collected through system observations, document analysis, interviews with library and ICT personnel, and analysis of system generated reports. The study examined the architecture of the integration framework, assessed automated patron synchronization processes, and evaluated the impact of integration on service delivery. Findings indicate that the integration enabled automatic synchronization of approximately 6,000 patrons annually, significantly reducing manual registration processes. Prior to integration, patron registration and record updating required up to one academic semester due to manual verification procedures. Following implementation, registration became real-time, reducing processing delays by over 95%. Data-entry errors and duplicate records were reduced by approximately 85%, while suspended, deferred, and transferred students are now updated automatically through synchronization mechanisms. The integration also improved reporting accuracy, staff productivity, and user satisfaction. The ERP system which manages over 58,000 active students across eleven schools or faculties serves as the authoritative source of institutional user information, while Koha functions as the library service delivery platform accessible at portal.library.uoeld.ac.ke/. The study concludes that ERP–Koha integration is an effective strategy for enhancing operational efficiency and supporting digital transformation in academic libraries. The paper demonstrates that ERP–ILMS interoperability provides a scalable, replicable framework for modern academic libraries seeking to improve operational efficiency and user experience. Challenges persist, however, where bulk synchronization fails and individual patron synchronization is required as a fallback. The system currently applies uniform patron categories without distinguishing between undergraduates, postgraduates, academic staff, and non-academic staff a limitation that constrains differentiated service delivery and fine rule application. The study recommends developing fallback mechanisms for bulk synchronisation failures and implementing differentiated patron categories to enable nuanced service delivery and fine rule application.