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HOW TO DEVELOP A
MANAGEMENT INFORMATION
SYSTEM
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 2
Among these, the first five are internal to the organization. Two
are external to the organization:
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 19
Overhead sheet - 7
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 20
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 21
Overhead sheet - 8
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 22
Overhead sheet - 9
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 23
Overhead sheet - 10
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 24
Overhead sheet - 11
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 25
• 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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 26
Overhead sheet -12
WHAT COMPONENTS COULD FORM PART OF A MIS IN
A NOTFOR-
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.
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 27
Overhead Sheet – 13
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.
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 28
Handout – case study
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
CERIS – PAC Research Training Project
Knowledge For Action – Action for Knowledge
How To Develop a Management Information System (MIS) 29
• 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