HOW TO DEVELOP A MANAGEMENT INFORMATION SYSTEM HOW TO DEVELOP 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 clientsOBJECTIVES • 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 -
• Familiarity with CERIS-PAC Project
- AGENDA - Review of agenda and objectives Current Practices in MIS – Experience sharingImportance of Management Information System Concepts of Information, Information Systems and ManagementDos and Don’ts in developing MIS Steps in developing MISEvaluation 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 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. 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.
5. Steps in developing MIS (Overheads, flipchart, and discussion 40 minutes) 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)
The coordinator acts as a linking pin among staff finding out needs, enabling design of forms, plotting information flow, preparing reports and motivating everyone.
7. What components could form part of MIS? (overhead, flipchart, discussion, 25 minutes) 8. Closure (5 minutes) 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 resourceWHY 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 enterpriseSome 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.
1. Transaction processing system Reasons for TP are recording, classification, sorting, calculation, summarization, storage and display of results2. 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 unstructuredMainly 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.
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 performedStaffing – 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.
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.
• 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 needsSystems design • Inputs• Processing • Outputs• Storage • Procedures• Human resources Acquisition/procurement• Compatibility • Cost effectiveness• Performance standards • After sales service• Configuration • PortabilityImplementation/installation • Application development• Testing • Debugging – logical and syntactical• Procedure and user manual preparation • Orientation and trainingMaintenance 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 needsDEVELOPING MIS – DOS AND DON’TS
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 needsSystems design • Inputs• Processing • Outputs• Storage • Procedures• Human resources Acquisition/procurement• Compatibility • Cost effectiveness• Performance standards • After sales service• Configuration • PortabilityImplementation/installation • Application development• Testing • Debugging – logical and syntactical• Procedure and user manual preparation • Orientation and trainingMaintenance 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 framework4. Financial information system to query, view and modify activity related information and finances 5. Documentation and information resource system6. 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:
• Concurrently develop capabilities in-house • Have a technically simple system |
Tuesday, December 12, 2006
MANAGEMENT INFORMATION SYSTEM
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