Information Systems Design for County Social Protection Programs in Kenya: Evidence from an Exploratory User Requirements Study

Abstract

The transition to devolved governance in Kenya created new demands for county-level social protection management information systems (MIS) capable of supporting local programmes while remaining interoperable with national systems. However, existing social protection MIS frameworks largely focus on centralized architectures with limited attention to county-specific user requirements. This study examined user requirements for the design of county social protection MIS in Kenya using an exploratory mixed-methods approach. The study was conducted between January and March 2025 across five purposively selected counties implementing active social protection programmes. A total of 30 respondents participated, including county social protection officials, NGO/CSO representatives, and community welfare committee members. Data were collected using structured questionnaires containing both closed-ended and open-ended items. Quantitative data were analyzed using descriptive statistics and chi-square analysis in SPSS version 27, while qualitative responses were analyzed thematically. Findings showed that the most prioritised MIS design features were data sharing and multiple usage (26.7%), scientific beneficiary identification (23.3%), and decentralisation of services to local user points (20.0%). Weighted ranking analysis further confirmed that interoperability and targeting functions received the highest preference scores, while centralized governance structures received the lowest support. A chi-square test revealed a statistically significant association between stakeholder category and MIS design priorities (χ² = 18.62, df = 10, p = 0.045), indicating that system requirements vary according to institutional roles and operational experiences. Qualitative findings revealed strong support for modular system architecture, federated interoperability with the national Enhanced Single Registry, offline functionality, and partner coordination platforms. Respondents strongly rejected replication of national MIS systems at county level and instead preferred flexible systems tailored to county-specific programmes and local service delivery realities. The study concludes that county governments require federated, user-centered, and decentralised MIS frameworks that balance interoperability with operational autonomy. The study recommends development of modular county MIS platforms, interoperable national data standards, decentralised access structures, partner integration portals, and offline-first mobile data systems to strengthen social protection delivery within Kenya’s devolved governance system.