Chanakya's Quotes

Chanakya's Quotes :-

"A person should not be too honest. Straight trees are cut first and honest people are screwed first."

"Even if a snake is not poisonous, it should pretend to be venomous."

"The biggest guru-mantra is: Never share your secrets with anybody! It will destroy you."

"There is some self-interest behind every friendship. There is no friendship without self-interests. This is a bitter truth."

"Before you start some work, always ask yourself three questions - Why am I doing it, What the results might be and Will I be successful. Only when you think deeply and find satisfactory answers to these questions, go ahead."

"As soon as the fear approaches near, attack and destroy it."

"The world's biggest power is the youth and beauty of a woman."

"Once you start working on something, don't be afraid of failure and don't abandon it. People who work sincerely are the happiest."

"The fragrance of flowers spreads only in the direction of the wind. But the goodness of a person spreads in all direction."

"Whores don't live in company of poor men, citizens never support a weak company and birds don't build nests on a tree that doesn't bear fruits."

"God is not present in idols. Your feelings are your god. The soul is your temple."

"A man is great by deeds, not by birth."

"Never make friends with people who are above or below you in status. Such friendships will never give you any happiness."

"Treat your kid like a darling for the first five years. For the next five years, scold them. By the time they turn sixteen, treat them like a friend. Your grown up children are your best friends."

"Books are as useful to a stupid person as a mirror is useful to a blind person."

"Education is the best friend. An educated person is respected everywhere. Education beats the beauty and the youth."

IMPACT OF TECHNOLOGY ON BUSINESS

IMPACT OF TECHNOLOGY ON BUSINESS

[ISSUES, OPPORTUNITIES AND CHALLENGES]

Abstract:

Technology, the word itself carries big meaning. No one can give exact answer of the question, “From when Technology enters in our society? Or from when we started using the concept of Technology?” By taking broad meaning of Business, we all will agree that we all are businessmen and we do that since we come in existence. During this paper, we are trying to explore the impact of Technology on our Business and what kind of issues, opportunities and challenges Technology creates for us. First we will have a look at traditional business, i.e. how business was done at the start of the civilization. Then we will check whether impact of technology existed or not. Then onwards we will check actual impact of today’s technology on current business mode with its issues, opportunities and challenges.

1. Introduction

During the start of the human civilization, we deal in different kind of business. Firstly we do business in “GIVE & TAKE” manner i.e. Barter System. Then onwards some common transaction material comes in the picture. Hence step by step as we grow and our social values changes, we modify our type and style of doing business. But the main thing is that the business was done for just satisfying each others need. There was no concept of profit and capitalization. One man give whatever he has in access and take some part of commodities of other. Such Barter System continued for a long time. As the groups and society came into existence, human started to use some common material to carry out transaction. From then onwards “the concept of buying and selling” came into existence. This common transaction items were animals, gold, etc. and this lead to the profit and loss in the business. After the concept of MONEY came into existence and it totally changed the style of doing business.

2. Impact of Technology was existing.

First of all, what is Technology? What does Technology mean? How does it affect business?

“Technology is systematic knowledge and action, usually of industrial processes but applicable to any recurrent activity. Technology is closely related to science and to engineering. Science deals with humans' understanding of the real world about them—the inherent properties of space, matter, energy, and their interactions. Engineering is the application of objective knowledge to the creation of plans, designs, and means for achieving desired objectives. Technology deals with the tools and techniques for carrying out the plans.”

Technology is a word with origins in the Greek word technologia, techne "craft" and logia "saying." It is a broad term dealing with the use and knowledge of humanity's tools and crafts. Technology means applying a systematic technique, method or approach to solve a problem.

The history of technology is at least as old as humanity. The history of technology follows a progression from simple tools and simple (mostly human) energy sources to complex high-technology tools and energy sources.

The earliest technologies converted readily occurring natural resources (such as rock, wood and other vegetation, bone and other animal byproducts) into simple tools. Processes such as carving, chipping, scraping, weaving, knotting, rolling (the wheel), and sun-baking are simple means for the conversion of raw materials into usable products. Anthropologists have uncovered many early human habitations and tools made from natural resources. Birds and other animals often build elaborate nests and some simple tools out of various materials. We normally don't consider them to be performing a technological feat, primarily because such behavior is largely instinctive. There is some evidence of occasional cultural transference, especially among the other, nonhuman primates. Nevertheless, there is now considerable evidence of such simple technology among animals other than humans.

The use, and then mastery, of fire (circa 1,000,000 - 500,000 BC) was a turning point in the technological evolution of humankind, affording a simple energy source with many profound uses. Perhaps the first use of fire beyond providing heat was the preparation of food. This enabled a significant increase in the vegetable and animal sources of food, while greatly reducing perish ability.

The use of fire extended the capability for the treatment of natural resources and allowed the use of natural resources that require heat to be useful. Wood and charcoal were among the first known materials used as a fuel. Wood, clay, and rock (such as limestone), were among the earliest materials shaped or treated by fire, for making artifacts such as weapons, pottery, bricks, and cement. Continuing improvements led to the furnace and bellows and provided the ability to smelt and forge native metals (naturally occurring in relatively pure form). Gold, copper, silver, and lead, were such early metals. The advantages of copper tools over stone, bone, and wooden tools were quickly apparent to early humans, and native copper was probably used from near the beginning of Neolithic times (about 8000 BCE). Native copper does not naturally occur in large amounts, but copper ores are quite common and some of them produce metal easily when burned in wood or charcoal fires. Eventually, the working of metals led to the discovery of alloys such as bronze and brass (about 4000 BCE). The first uses of iron alloys such as steel dates to around 1400 BCE.

Meanwhile, humans were learning to harness other forms of energy. The earliest known use of wind power is the sailboat. The earliest record of a ship under sail is shown on an Egyptian pot dating back to 3200 BCE. From prehistoric times, Egyptians probably used "the power of the Nile" annual floods to irrigate their lands, gradually learning to regulate much of it through purposely built irrigation channels and 'catch' basins. Similarly, the early peoples of Mesopotamia, the Sumerians, learned to use the Tigris and Euphrates rivers for much the same purposes. But more extensive use of wind and water (and even human) power required another invention.

It is still a mystery as to who invented the wheel and when and why it was invented. According to some archaeologists, it was probably originally invented about 8000 B.C. The wheel was almost certainly independently invented in Mesopotamia -— present-day Iraq. Estimates on when this may have occurred range from 5500 to 3000 B.C., with most guesses closer to a 4000 B.C. date. The oldest artifacts with drawings that depict wheeled carts date from about 3000 B.C., though for all anyone knows, the wheel may have been in use for millennia before these drawings were made. But there is also evidence from the same period of time that wheels were used for the production of pottery. (Note that the original potter's wheel was probably not a wheel -— but rather an irregularly shaped slab of flat wood with a small hollowed or pierced area near the center and mounted on a peg driven into the earth. It would have been rotated by repeated tugs by the potter or his assistant.) More recently, the oldest-known wooden wheel in the world was found in the Ljubljana marshes of Slovenia.

The invention of the wheel revolutionized activities as disparate as transportation, war, and the production of pottery (for which it may have been first used). It didn't take long to discover that wheeled wagons could be used to carry heavy loads and fast (rotary) potters' wheels enabled early mass production of pottery. But it was the use of the wheel as a transformer of energy (through water wheels and windmills and even treadmills) that revolutionized the application of nonhuman power sources.

After all these, we all agree with the statement,

The history of technology is at least as old as humanity

3. Impact of Technology on Business

The activity of providing goods and services involving financial and commercial and industrial aspects is a Business.

As in past, Technology has its own impact on style and type of business we do. We need technology, and yet every new technology places new demands upon us and creates new forms of stress. We can't live with it, but we can't live without it. There is no turning back to some pre-technological Eden. Aristotle rightly described man as an animal that lives by technology. The human race lives by art and reasoning. Other animals come as complete packages. Their sense powers and instinctive programming are infallible within the limits of their particular ecological niche. Their organs (their hardware) and their instincts (software) are tailored to specific activities. As Aristotle said, they sleep with their shoes on.

The other animals have each only way method of defense and cannot exchange it for another. Whereas the human is physically weaker, by the use of his hands he can create any tool that any other animal has. Our weakness is our strength, as the lack of any specialized defensive organs makes us free to be versatile. Likewise, we are poorly equipped with instincts. Our entire behavioral repertoire is made up of what Aristotle would call "art" or "techne".

Issues, Opportunities and Challenges

Every technology is an extension of our own natural powers, and can be reduced back to some natural need. This is to say that technology can be understood in terms of final cause, or purpose, and that purpose is a purpose of the living human being. Every instrument or tool has objective effects, in terms of results both intended and not intended, the work done. The objective effects of technology are easy to study by conventional methods. Every invention comes from the desire to enhance an existing natural function, to accelerate it. This implies that the objective effects of technology can be studied in a quantitative manner. The objective benefits of one car over another can be measured by speed and fuel consumption. The deaths that result from the use of cars, compared with the time saved by the use of cars, and the pollution produced by various types of fuel are easily tabulated.

Hence one or another way technology has major impact on business. And since the last 50 yrs with the advent of the information technology the world has turned around. With the establishment of the Internet business has got globalize Businesses are now able to approach overseas market. They are no more confined to their areas of their establishment. Business today is inextricably intertwined with technology, from the smallest home office, to a multinational corporation with multiple monolithic legacy application. It is impossible to be in business today without confronting the issues of technology. The way we do business today is different than 30 years ago. Technology has evolved around the areas of telecommunication, travel, stock market, shipping even around our daily lives.

Marketing, Sales, Production, Quality and every other face of business got affected by technology. E-commerce is a system by which people can buy, sell and deal with customer. Concepts like online shopping and e-marketing has changed method of doing business. Now there is no personal touch with customer required. Also several new techniques have been developed to improve sale of product. Better transportation, proper information, open market of world with globalization and many other things allow the business man to sale their product and gain profit. There is now so much technological development of machineries and production tools. By use of these new machines, production cost and time comes down and that is without loss of quality of product, in fact the quality of product is improved.

As the new technological concept emerges, the style and method of doing business is also changes. The business which was once fully concentrated on profit, is now more quality centered, consumer oriented. It is no more product base now. Only the business who works according to the need of the consumer or who creates artificial need of their product for consumer can survive now a day. Also technology changed the whole structure of the business. It has now become more specific and specialized, more product quality and consumer satisfaction based. Departmentalization and HRM make business more live and progressive. A general employee is now part of business in fact he is the most valuable asset of the business.

These new technologies brought many opportunities for business. The production time and cost decreased, quality of product increased, transportation time decrease, style and method of sales and marketing changed, all these factors creates new opportunities for business. Media, ad world, survey, and many other are new requirements of business. HRM, BPO, KPO and consultancy are emerging concept of corporate world.

Concept of public sector and globalization improves chances to survive for small business. Even a common man can become part of a large business. On the other side no one need to have big capital to start a business. Hence a common man have opportunity to start a business and grow it world wide. Also geographical barriers are no more there. After concept of globalization, we can do business in every corner of the world.

But simultaneously Technology has its adverse effects. Technology is the artificial enhancement of human power. It should make us stronger and smarter, however our demented community is discovering that it now has the opposite effect. Nuclear power has terrified and paralyzed its creators, while the improved cleverness and flexibility of our machines have caused social chaos and economic stagnation.

"When the life of people is unmoral, and their relations are not based on love, but on egoism, then all technical improvements, the increase of man's power over nature, steam, electricity, the telegraph, every machine, gunpowder, and dynamite, produce the impression of dangerous toys placed in the hands of children."

The Internet is threatening newspapers, the music industry, television broadcasting and even the movie industry. Instant up to date news on many and varied subjects is available, along with pictures, at the touch of a keyboard, via the Internet; a fact which directly threatens newspapers, if not the whole printing industry. Similarly music can be copied onto computer files and played without the need for records or compact discs, undermining the CD creation and publication industries; television programs and commercial films can be copied and viewed in the same way, on home computers or home theatres, making television channels and movie theatres unnecessary. Industries now share the same uncertainty as workers as they do not know how long they will be required. Hence keep the employee satisfied and honest for business is one of the challenge for today’s business.

Technology also brings such challenges. As the opportunity of business increases, simultaneously complication of work and competition in market also increases. Globalization of market broke the back bone of the small scale industries. It is hard for business to survive without making changes in it and become flexible towards market. Hence the survival is another challenge for business.

Trust of consumer is the basic thing for every business and that is what business loses day by day. There are so many options and choices, the consumer have now a day. Hence it is hard for business to not allow people to leave them. For that they have to keep on increasing quality of product, decrease the cost and also improve the service. Because of unfaithful environment of the market, people are not interested or in fact feel fear to invest their money into business. Hence to regain the faith of consumer and investor is the most important challenge for business.

Summary

Hence, Technology come with us and will remain till we are. It has major part play in our life and our business. It has both good and bad impact on our business. It provides lots of good opportunities for business to grow. But simultaneously, it also creates lots many challenges for us.

Hence at the end of the discussion,

Only the user, who uses the instrument or tool, knows the exact use of it.

MANAGEMENT INFORMATION SYSTEM

HOW TO DEVELOP A MANAGEMENT INFORMATION SYSTEM HOW TO DEVELOP A MANAGEMENT NFORMATION SYSTEM The workshop discusses the strategy and approach to developing management information systems in community oriented projects and programs. Participants will discuss their approaches and experiences in researching information needs, designing performance measurement frameworks, developing indicators, evolving work plans and reporting results. GOAL • Contribute to a better understanding of organizations, communities and clients OBJECTIVES • To stress the importance of Management Information Systems in keeping records of services provided by Community based organizations Purpose • Understand the basics of management information system (MIS) familiarize with the stages of development of a simple MIS and its applications. - WORKSHOP BACKGROUND FOR CERIS - WORKSHOP LENGTH Three hours TRAINING METHODS • Adult education • Participatory • Experiential learning • Use of visual aids • Small group work: discussion, exercises TEACHING AIDS AND EQUIPMENT REQUIRED • Transparencies • Flipchart, markers and masking tape • Overhead projector and screen • Notepads • Nametags • Pens FACILITATION MEDIUM • English ASSUMPTION • Community based agencies benefit from developing a management information system. This is an introductory program for frontline workers, practitioners and coordinators without background in MIS. FACILITATOR: REQUIRED KNOWLEDGE AND SKILLS • Familiarity with CERIS-PAC Project • Knowledge of immigrant and refugee serving agencies in Greater Toronto Area • Sound understanding of management information system • Good skills and knowledge of adult education methods • Experience with development of MIS in non-profit sector NOTES TO THE TRAINER Trainer needs to arrange copies of overheads in order of the modules. On the left side pouch in the folder insert draft agenda, a notepad and the evaluation form. The goal and purpose statements and the workshop objective could be written on flipcharts and taped on the wall before the workshop commencement. Round table(s) would be ideal for effective participation. Overhead projector, screen and flipcharts will be needed. Find out the facility for coffee, tea and drinking water at the venue and the location of wash rooms for men and women. While choosing a venue, prefer one with handicap accessibility. Effective use of participants as volunteers will be useful in conducting discussion sessions and in displaying flipcharts. - AGENDA - Welcome Introduction Review of agenda and objectives Current Practices in MIS – Experience sharing Importance of Management Information System Concepts of Information, Information Systems and Management Dos and Don’ts in developing MIS Steps in developing MIS Evaluation Closure - CURRICULUM - 1. Welcome (5 minutes) The representative of the agency hosting the workshop venue (agency whose facility is hired for the workshop) or the facilitator introduce themselves could welcome the participants and introduce the facilitator. Further, the representative could walk through the physical facilities such as the arrangements for coffee/tea, washrooms and telephone facility. 2. Introduction (Discussion, 5 minutes) The facilitator may choose to introduce herself/himself briefly in terms of directly related work experience and academic background. Then, explain the purpose of CERIS-PAC Project on Knowledge for Action and Action for Knowledge and how the present workshop is related to it. The participants could be invited to introduce themselves by name, job title and their organizational affiliation. 3. Review of agenda and objectives (Flipchart, discussion, 10 minutes) The facilitator could explain the agenda for the workshop including the break time and end time. S (he) could elucidate the goal and purpose of the workshop. S (he) could also explain the context and background expected of the participants. The facilitator could ask each participant to describe his or her expectations and learning objectives. Then the facilitator may consider amending the agenda to build in participant requirements. 4. Role and significance of Management Information System (Overheads, discussion, 25 minutes) The facilitator sets the tone for a participatory atmosphere for the workshop by asking participants what do they think of MIS. This could generate a good discussion and contribute to unfreezing. Why MIS? The facilitator introduces the overhead on `Why are we focusing attention on developing MIS’. An important concept emerging in non-profit sector is `competitiveness’ of agencies and how to become competitive in an environment of funds crunch. The facilitator could discuss the dependence and interrelationships among different units such as finance, program development, outreach, etc within an agency.Canada’s workforce largely consists of ‘knowledge-workers’. The facilitator stimulates discussion in reviewing the impact of globalization, funding cuts, need for increased productivity and demands from funders to demonstrate results. Underline the fact that about 80 per cent of a frontline worker’s time is devoted to receiving, processing and sharing information in community agencies. Two significant resources of a modern organization are people and information and success depends on how these are managed. The facilitator needs to explain that developing a MIS has costs as well. These relate to equipment, hiring of personnel, orientation and training and staff time adjustment. The decision to develop a MIS is an important one and has to be ratified by the Board based on a recommendation from agency management. Introduction of MIS calls for newer skills among the staff to cope with the changes. Management functions and MIS The facilitator shows the overhead on management functions. Information is gathered around critical functions of management such as planning, organizing, staffing, controlling and communicating. Among these functions, MIS is closer to the controlling function as it provides feed back on organizational performance and helps in monitoring. Types of management information Executive decisions are made using a variety of information. The facilitator introduces the overhead on types of management information and enables the participants to distinguish various types and uses of management information. It is vital for the organization to survive and grow by accessing and processing not only internal information but also external information. The facilitator could use the examples to elucidate the messages. External information could include socio-economic situation of clients, public policies, amendments in social legislation of importance to an agency, funding programs introduced or planned by federal or provincial governments, grants from foundations and the work of other agencies. Role of Information The facilitator highlights the role and uses of information and introduces the overhead on why management information system. The facilitator promotes discussion by clarifying the differences between ‘data’ and ‘information’. Discuss the attributes of information, particularly the issues of authenticity, timeliness and confidentiality. These factors underline the significance of information as a resource. Types of Information Systems In continuation of the discussion on role of information in community agencies, the facilitator draws the attention of participants to four types of commonly used information systems. Introduce the overhead on types of information systems and explain with examples each type. For example, office information system exists in each agency as most of them have telephone and fax and undertakes correspondence. The decision support system is a way by which the Board uses the information provided by agency management to determine policy or other decisions. 5. Steps in developing MIS (Overheads, flipchart, and discussion 40 minutes) After facilitating an understanding of basic concepts and elements of MIS, the facilitator initiates the discussion on what are the steps involved in creating a MIS. The set of two overheads on steps in MIS development is to be introduced while discussing the different stages. These steps are more appropriate for a computer based MIS. Preliminary Investigation In this phase, the agency needs to critically assess its current system in order to justify the cost and time involved before deciding on having a new MIS. The facilitator needs to clarify the MIS need not always involve computers. However, if there are computers the work gets accelerated. Requirements Analysis The facilitator discusses the methods and means of ascertaining the information needs to be addressed by MIS. Further, the mechanisms for gathering information from primary and secondary sources are to be determined by agencies. A critical factor is ascertaining MIS needs of primary and secondary users. System Design The facilitator explains basics of a MIS system elucidating the inputs, the processing and the outputs. While inputs include information provided by front-line workers, the outputs could be various types of reports, including those sent periodically to funders . The procedures define how and in what format the information will be inputted and by whom and at what intervals. The storage could be manual or electronic or both. Design specifies the operational parameters at a drawing board stage. One of the inputs for MIS could be information from a client database. Other stages The facilitator systematically discusses the different steps in MIS development in a universalized perspective. In other words, it needs to be specified that these steps need to be tailored to one’s own situation. In the acquisition stage, hardware is procured after appraisals and cost analysis. Draw attention to the need to ensure compatibility between what is being acquired and what is already available within the agency. The implementation step is a crucial one consuming considerable amount of time in MIS development. Here the application development is done customized to the agency’s needs. The procedure and user manuals are developed and personnel are oriented in using MIS. The software is installed once it is tested and debugged. 6. Operationalizing MIS: Role descriptions (overheads, flipchart, discussion, 30 minutes) In operationalizing MIS, who needs to do what needs specification. Two key roles in MIS development are those of a MIS coordinator and MIS application developer/programmer. An application developer may not be needed where the level of programming effort is minimal. Role of MIS Coordinator The facilitator illustrates the role and responsibilities of a MIS coordinator by introducing the overhead on role of MIS coordinator in developing a MIS. It needs to be clarified that a MIS coordinator could be anyone in the agency with enthusiasm and basic knowledge of MIS concepts with computer literacy. This is important, as most of the agencies do not have resources for a full-time MIS coordinator. The coordinator acts as a linking pin among staff finding out needs, enabling design of forms, plotting information flow, preparing reports and motivating everyone. Role of an application developer The facilitator will show the overhead on role of application developer in MIS. In the introductory remarks, the facilitator could mention that depending upon the complexity of MIS design, an application developer might be needed. In some cases the MIS coordinator could also undertake application development by writing programs. Often a ready-made package from the market may eliminate the need for application development. Developing MIS – Dos and Don’ts The facilitator initiates a discussion on dos and don’ts to be observed while creating a MIS. Introduce the overhead on developing MIS – dos and don’ts. This could stimulate an interesting discussion on participant experiences and perceptions. Record on flip charts the observations and suggestions of participants. Then reflect on the outcome of the discussion. 7. What components could form part of MIS? (overhead, flipchart, discussion, 25 minutes) The facilitator reflects on the materials shared on developing MIS. The overhead on what components could form part of a MIS in a not-for-profit organization is presented. The facilitator discusses each component presented in the overhead. Then the facilitator could organize a brainstorming session to enlist ideas of the participants and post it on flipcharts. Alternatively, the facilitator could stick flipcharts and invite the participants to add to those areas identified in the overhead. 8. Closure (5 minutes) The facilitator provides in about five minutes a quick recap of the major events in the workshop. Thank the participants for their participation and for their active participation in the discussions. Encourage the participants to explore the need for MIS in their agencies. 9. Evaluation (10 minutes) Hand out the evaluation form with a request to fill it. Collect the filled-in forms. WHY ARE WE FOCUSING ATTENTION ON DEVELOPING MIS? • The information explosion – growing base of knowledge workers(70% Canadian work force) • The rapid pace of change(globalization, rapid social changes, legislative changes, downloading, funding cuts, job losses, tax reforms and so on)• The increasing complexity of Management (demands on quality, competitiveness, timely delivery, etc.) • The interdependence of organization units (finance, family welfare, fund-raising, personnel, etc.) • The improvement of productivity (better outreach, more clients, more programs, better accuracy, etc.) • The availability of computers for End-users(easy access, hand- on service, wide literacy and interest) • The recognition of information as a resource WHY MANAGEMENT INFORMATION SYSTEM? A majority of workers today are knowledge workers – they spend time creating, distributing, or using information. Example: bankers, coordinators, caseworkers, counselors, community organizers, programmers, etc • About 80% of an executive’s time are devoted to information receiving, communicating, and using it. • Information is the basis for virtually all activities performed in an organization • Best use of two key ingredients in organizations – people and information • Effective utilization of information systems in management. • Productive use of information • nformation is a resource to increase efficiency, effectiveness and competitiveness of an enterprise Some Examples of MIS • Airline reservations (seat, booking, payment, schedules, boarding list, special needs, etc.) • Train reservation • Bank operations (deposit, transfer, withdrawal) WHAT IS INFORMATION? Information is data presented in a form that is meaningful to the recipient. It adds to knowledge and is relevant for the situation. Two types of information are accounting information and management information. Data becomes information when they are transformed to communicate meaning or knowledge, ideas or conclusions. By itself data is meaningless. The attributes of an item of information are: accuracy, form, frequency, breadth (scope), origin, time. horizon. Attributes of a set of information are relevance, completeness and timeliness. TYPES OF INFORMATION SYSTEM Information system aims at processing data: to capture details of transactions, to enable people to make decisions, and/or to communicate between people and locations. 1. Transaction processing system Reasons for TP are recording, classification, sorting, calculation, summarization, storage and display of results 2. Management Information System (Management reporting system) Provide information for decision support where information requirements that can be identified in advance Decisions supported by this frequently occur. 3. Decision Support System Assist with unique and non-recurring decisions, which are relatively unstructured Mainly what factors to consider and what information are needed. 4. Office Information system Combines word processing, telecommunications and data processing to automate office information. Draws on stored data as a result of data processing. Includes handling of correspondence, reports and documents. MANAGEMENT FUNCTIONS Management is the act or skill of transforming resources (land, labor, capital and information) onto output to accomplish a desired result or objective. Planning – establishing goals and developing policies, procedures, and programs to achieve them Organizing – grouping activities and establishing organizational structures and procedures to ensure that the activities are performed Staffing – obtaining and training personnel to work in the organization in order to achieve goals and objectives Controlling – measuring performance against goals and objectives and developing procedures for adjusting goals, procedures, or activities. Communicating – transferring information on goals, objectives, and performance to personnel throughout the organization and the environment TYPES OF MANAGEMENT INFORMATION Seven types of information are necessary for top-level managers. 1. Comfort information: informs about current situation or achievement levels that are tuned to expectations. (Clients served, target achieved, patients treated, operations conducted, etc.) 2. Status information or progress information: keeps abreast of current problem and crises and changes.(progress on office construction, status of research study, labor negotiation, grant application) 3. Warning information: signals that change for good or worse are occurring (stock price, turn over, client complaints, etc.) 4. Planning information: descriptions of projects/programs due in future, knowledge of anticipated developments(future of funding, future of federal/provincial support ) 5. Internal operations information: indicators on how organization/ program is performing. 6. External intelligence: information, gossip, and opinions about activities in the environment of the agency. Competition, funding policies, political changes, emerging social policies, etc. 7. Externally distributed information: annual report before release, quarterly progress report for donors, press releases about the agency, publicity material before printing, etc. Among these, the first five are internal to the organization. Two are external to the organization: STEPS IN MIS DEVELOPMENT Preliminary Investigation • The problem • Magnitude and scope • Alternatives • Viability and cost effectiveness Requirements Analysis • Knowing the primary and secondary users • Ascertaining user needs • Primary and secondary sources of information • Design, development and implementation needs Systems design • Inputs • Processing • Outputs • Storage • Procedures • Human resources Acquisition/procurement • Compatibility • Cost effectiveness • Performance standards • After sales service • Configuration • Portability Implementation/installation • Application development • Testing • Debugging – logical and syntactical • Procedure and user manual preparation • Orientation and training Maintenance and upgradation WHAT COULD BE THE ROLE OF MIS COORDINATOR IN DEVELOPING A MIS?• Interact with user groups • Identify the needs of users of MIS • Designing of reporting formats • Identify systems of information flow • Ensure smooth flow of information within and outside the organization • Time management – tracking inputs/reports • Act as interface among sections and management tiers • Identify training needs of staff in MIS jointly with application developer • Organize monthly/periodic meetings to assess performance, maintain minutes and follow-up on the decisions • Interface with the various divisions/units in the organization for information sharing WHAT COULD BE THE ROLE OF COMPUTER PROGRAMMER/APPLICATION DEVELOPER• Participate in assessing users’ information needs • Develop computer based applications • Undertake initial testing and debugging applications • Operationalize the applications • Staff training • Extend on-going support to users in handling the applications • Focus on customizing inexpensive market software for agency needs DEVELOPING MIS – DOS AND DON’TS DO’s DON’Ts · Have simpler and manageable system · Develop common understanding between consultant and the organization · Involve programmer in needs assessment · Customize off-the-shelf software · Have simple software for users to handle · Extensively involve users in MIS development · Adopt modular approach for s/w development · Be ambitious · Be unrealistic in developing action plan · Delay decisions on hiring application developer/s · Depend heavily on the Consultant · Invest heavily in in-house application development · Let vendors determine hardware needs for LAN · Go for large applications STEPS IN MIS DEVELOPMENT Preliminary Investigation • The problem • Magnitude and scope • Alternatives • Viability and cost effectiveness Requirements Analysis • Knowing the primary and secondary users • Ascertaining user needs • Primary and secondary sources of information • Design, development and implementation needs Systems design • Inputs • Processing • Outputs • Storage • Procedures • Human resources Acquisition/procurement • Compatibility • Cost effectiveness • Performance standards • After sales service • Configuration • Portability Implementation/installation • Application development • Testing • Debugging – logical and syntactical • Procedure and user manual preparation • Orientation and training Maintenance and upgradation WHAT COMPONENTS COULD FORM PART OF A MIS IN A NOT- FOR-PROFIT ORGANIZATION? Here are the applications selected by an NGO wishing to develop MIS. 1. A database to record transactions of the different units within the NGO with their client system (local groups, CBOs, etc.) to record all interactions in key functions of the organization. 2. A work plan application to enable people to plan/schedule their activities 3. A performance measurement application to ascertain and report the progress of the activities in a results based management framework 4. Financial information system to query, view and modify activity related information and finances 5. Documentation and information resource system 6. Personnel information system These need to be compatible and build on the existing systems to minimize costs and time of the staff. This is an indicative list. You need to decide what you want. WHAT DOES THE CASE STUDY RECOMMEND ON SOFTWARE? To reduce costs it could be cheaper to buy software off the shelf in the market for: • File management system • Documentation and information resource system • Routine/repetitive operation programming (leave, attendance, travel, etc.) • Financial information system • Personnel information system These need to be compatible and build on the existing systems to minimize costs and time of the staff. HOW TO DEVELOP A MANAGEMENT INFORMATION SYSTEM? A CASE ILLUSTRATION Here the experiences of a not-for-profit organization in developing a management information system are presented. This is a typical case as it lucidly brings out the pros and cons of going in for developing a MIS. This experience is recent as it pertains to 1997-98. However the organization is yet to complete the installation of its MIS. The actual name of the organization is not mentioned for the purpose of confidentiality. Task Force A task force was established to examine the idea of having a MIS in the organization. Once it was decided to go in for a MIS, the Task Force was enlarged with the hiring of an external consultant. The consultant’s role was to help the staff in design of the MIS plan of action and assist in technical areas of application development, testing and implementation of the Project. Besides the consultant, an Application Developer was hired to join the MIS development team. A few representatives of the staff constituted the users representatives on the team. Orientation for staff Initially a two-day orientation session was held for all staff by the consultant on the concept and uses of MIS. Need Investigation and Identification Considerable time was spent with user groups in the organization to identify their needs. Based on the needs a system was designed. The needs included: • A database to record transactions of the different units within the NGO with their client system (local groups, CBOs, etc.) to record all interactions in key functions of the organization. • A work plan application to enable people to plan/schedule their activities • A performance measurement application to ascertain and report the progress of the activities in a results based management framework • An executive/financial information system to query, view and modify activity related information and finances. Why delays? Target achievement in developing MIS was behind the schedule due to: • Overambitious plan of action of the consultant • Expanded scope of work and complexity of MIS. • Unrealistic action plan. • Delays in hiring computer programmer • Delay in selection of what hardware and software to acquire for MIS • Non-involvement of computer programmer in needs assessment and initial design process • Increased dependency on the consultant • Absence of common understanding between the consultant, programmer and the management Based on the delays and problems in launching MIS in Phase – I, the Project was revised and the Phase-II was started with modest operational goals.Lessons from the case • Concurrently develop capabilities in-house • Have a technically simple system • MIS needs to address basic needs of agency and user groups • Use a modular approach linking modules gradually(do not develop a large application) • Buy software as much as possible from market off the shelf and customize

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