University Management Information System (UMIS) for the State University of Medicine and Pharmacy “Nicolae Testemițanu”
Client: The State University of Medicine and Pharmacy “Nicolae Testemițanu”
Location: Moldova
The Challenge
The State University of Medicine and Pharmacy “Nicolae Testemițanu” is the only higher medical education institution in Moldova, serving thousands of students, residents, doctoral candidates, and medical professionals, supported by hundreds of academic and administrative staff. The university operates across multiple buildings and locations, with complex academic, administrative, and research processes.
Prior to UMIS, the university faced major challenges:
Fragmented information systems for students, staff, and administration
Heavy reliance on manual, paper-based workflows
Lack of an integrated electronic document management system
Isolated databases that could not communicate with each other
Limited real-time visibility into academic performance, HR data, and operational processes
High operational overhead due to duplication of data and manual reporting
These challenges created inefficiencies, delayed decision-making, and limited the university’s ability to scale and modernize its operations.
Our Approach
The project began with a comprehensive institutional analysis based on legal, regulatory, and operational requirements in Moldova, aligned with ISO 9001 quality standards and international best practices in information systems.
Our approach focused on:
Designing a centralized, web-based University Management Information System accessible via standard web browsers
Structuring UMIS as a modular platform to cover academic, administrative, HR, and communication needs
Implementing role-based access control for students, faculty, administrators, and management
Digitizing workflows while respecting existing organizational hierarchies and approval processes
Ensuring security, scalability, interoperability, and multilingual support
Special attention was given to future extensibility, data migration from legacy systems, and compliance with national data protection and electronic document regulations.
The Solution
The delivered UMIS was a fully integrated, web-based ERP-style platform designed to unify all major university processes into a single digital ecosystem.
Human Resources & Payroll Management: Centralized employee records, recruitment, evaluation, payroll integration, and asset tracking
Electronic Document Management: Digital creation, approval, circulation, archiving, and tracking of internal and external documents
Didactic & Academic Management:
Student admissions and enrollment
Academic records and performance evaluation
Teaching load management
Electronic grade books and evaluation registers
Student Campus Management: Hostel allocation, accommodation requests, asset tracking, and social services
Communication Module: Secure messaging, notifications, and integration with email and national communication systems
Role-based dashboards for students, professors, deans, administrators, and executives
Automated workflows with approvals, notifications, and audit logs
Advanced reporting, statistics, and comparative analytics
Multilingual support (Romanian, Russian, English)
High-level security, backup, and audit mechanisms
Designed for integration with existing and future systems
Results
The implementation of UMIS delivered transformational outcomes for the university:
Centralized digital access for all academic and administrative stakeholders
Significant reduction in manual paperwork and duplicated data entry
Faster, more transparent decision-making at all management levels
Improved monitoring of student performance, staff activities, and institutional efficiency
Secure, compliant handling of sensitive academic and personal data
A scalable digital foundation capable of supporting long-term educational, research, and administrative growth
UMIS enabled the State University of Medicine and Pharmacy “Nicolae Testemițanu” to transition from fragmented legacy processes to a modern, integrated, and data-driven university management platform, aligned with both national requirements and international standard