Management Information Systems-Presentation by P.musonda

Presented By: Prosper Musonda Financial Information System Developer

AMG Global Consult Ltd, Lusaka. [email protected]

Capacity Building in Management Information Systems for the Donor’s

Implementation Partners (IP/s)

3. What is Management Information System?

4. Deficiencies in the current donor funding systems

5. Solutions recommended

6. Data flow chart and features

7. Time Table-software development

8. Benefits

9. Outcome of the relationship between project objectives/aims and MIS

10. Conclusion and Questions

AMG Global Consult Ltd

The combination of human and computer based resources that result in the collection, storage, retrieval, communication and use of data for the purpose of efficient management of operations and for business…By Kelly: T.Lucey,

Management Information Systems, Seventh Edition.


Most donors prescribe reporting formats without considering how data is collated in those reports

Control systems are not available to compare performance to predetermined standards, plans, or objectives, in order to determine whether performance is in line with these standards and presumably in order to take any remedial action required to see that human and other resources are being used in the most effective and efficient way possible in achieving donors’ objectives.

Besides providing funding and reporting formats, donors DO NOT provide MIS on how to manage these resources.


Set-up a capacity building unit whose TOR should be centered on developing MIS. The core responsibility of the unit should be designing the following systems:

1. Financial Accounting System2. Payroll System3. Management Reports4. Stock/Inventory Monitoring System5. Fixed Assets Management6. Roles and Responsibilities7. Policies & Procedures and Management Controls8. Provide Training in the management and support of the

systems employed

The MIS should be integrated


DATA CAPTURE

1. Financial

2. Payroll

3. Stock

General Ledger

Reports Generated

1. Donor ‘s

2.Management

3. Financial

Stock/Inventory Monitoring

Fixed Assets Management

1. Registers

2. Financial & Administrative

Forms

3. Help Desk


Task Duration( day/s)

1 Evaluation of the Management information System 1

2 Analysis of the system requirements and designing 5

3 Development 10

4 Testing 2

5 Development of a user’s manual and testing 2

6 Training & assessment of trainee, plus review of the user’s manual based on feedback

5

7 Development of policies and procedures manual 2

8 Deployment and support training 1

9 Post-implementation review 1

10 Report writing 1

11 Further post-implementation review performed a month later

Total 30 Days


The benefits for taking this action are:1. Relevance. This is the over-riding quality. Information produced

is relevant to the problem being considered.2. Reliability. Information is of high quality, accurate and reliable3. Comparable. Use of consistent style. Comparison with

budget/prior year.4. Adequate. Information is complete in respect of the key

elements of the problem. (ideally all the information required for a decision is available)

5. Timely. Reports are available immediately following period end.

6. There is confidence in the source of the information from both the donors and IPs.

7. Integrated. Activity data is linked to financial performance8. The system is tailor made and easy to use and manage.


MIS


Scope

Time Cost

QualityService/Product

On Time Within Budget

The donors together with the full involvement of the Ips should set up systems to process data into information on the performance of specific areas of the organisation. A good information system therefore should:

1. Be defined by donor’s operating profile in collaboration with the partner. The system must be process driven.

2. Distinguish between the critical success factors and ‘nice-to-have’.

3. Have an architecture flexible to survive technology and business changes over time.

4. Be scalable in performance, offering key information down to detailed analysis.

5. Be thoroughly integrated with the donor’s reporting process.


Documents

Management Information Systems-Presentation by P.musonda