May. 2011 Khartoum. A management information system (MIS) is a tool that provide information to...

May. 2011Khartoum

A management information system (MIS) is a tool that provide information to support management and decision making.

Management information is an important input at every level in the organization /e.g. for planning, implementation, monitoring and controlling/.

The system utilizes computers, manual procedures/ guidelines/ and a database.

Good MIS system should meet the following five elements timeliness, accuracy, consistency, completeness, and relevance.

Timeliness:- MIS should be capable of providing and distributing current information to appropriate users. Information systems should be designed to speed up reporting.

Accuracy:- A sound system of automated and manual internal controls /quality control/ must exist throughout all information processing. /there should be a clear quality assurance methodology and trained quality control staffs/

Consistency :- Data should be processed and compiled consistently and uniformly at all level. Variations in data collection and reporting method can distort information. /the time and method of data collection between different VDC or LIU should be the same.

Completeness:- Decision makers need complete and pertinent

information in a summarized form. /all the necessary data can be collected. /

Relevance:- Information provided to management must be relevant.

The MIS implementation process involves a number of sequential steps

1. First establish management information needs.◦ To get information related to all agricultural activity,

population number and etc.. for each VDC and to have an aggregate value for LIU and Project level.

◦ To disseminate all the necessary data such as the baseline data, project related reports, other short term consultants report and news and events of the project on the web

◦ To exchange planning report, quarterly and yearly achievement report from the three LIU.

◦ To exchange regular financial dispersement to the LIU and utilization report form LIU.

◦ Etc..

2. Requirement /Steps/ used to develop MIS

2. Identify Information Units and define responsibilities VDC:- The unit is the source of information both for planning and

achievement of activities. The unit collects monthly data and pass the data to CWT. They are responsible for data quality at VDC level.

CWT:- The unit is responsible to collect the monthly data from each VDC and for data quality at CWT level. The unit is also responsible to transfer the monthly report to LIU team. Both at VDC and CWT level the data collection is based on paper format. A clear reporting format for these two units should be prepared by M&E team.

LIU:- The unit is responsible for monthly data entry to the system and data quality at LIU level. The automated data entry is stared at this level. Therefore, the person in charge of the data entry will get an authorization password from the IT expert.

NPCU:- The unit is responsible for safe data exchange between different units and for quarter base data quality at project level. The role of the data administrator is to post different project related documents, reports, baseline study and other to the web page, to work on data security and to backup the hole system

2. Requirement /Steps/ used to develop MIS cont..

3. Identify Stockholders◦ Ministry of Agriculture:- the ministry is responsible for all land

related issues.◦ Physical plan:- all water resource related issues are the mandate of this

unit.◦ Ministry of Irrigation:- it is the overall supervisor of the project.◦ Ministry of finance:- mandated for all related issues.◦ NPCU and string committee at national level ◦ LIU string committee and the coordinator◦ The locality committee, the administration unit committee.◦ The directorate of national park.◦ Ministry of Truism and Wild life.◦ The World Bank and MFA etc.


4. System Descriptions Web based application:- it has number of advantages in data exchanging.

Database:- there are a number of a database software that uses to develop database at server level, the selection of these software depend on the availability of the budget and the experience of the experts. For this project, MySql software is selected.

Interfaces for interaction:- the interface development is made by the Macromedia Dream weaver software and PHP server application technology is used.

Built-in security features such as password access is attached for data entry and update pages. For report page there is no password, it can be accessible by any body. The login access for the three LIU is also used to filter the VDC’s name which is belong to the respective LIU.

The system will have the capability to generate different level of report in terms of time and administration boundary. i.e the system will give us the quarterly and yearly report of physical and financial activities.

The system will have a main /home/ page that leads to other pages through different links. In this main page different Watershed activity Photos, news and events and M&E reports can be posted


5. Software identification To build web applications, we need the following software: A web server such as ISS, Apache, etc.. A web server is software

that serves files in response to requests from web browsers. Apache is used

An application server that runs on web server. It is software that helps to link the web server and the database driver. PHP is used

A database system is data storage. MySQL is used A database driver is a software that link the application server to

the database. Programming /scripting/ software:- Macromedia MX and CSS3 is

used The choice of application server, database software, web server

and programming software depends on several factors, including the availability budget,


2. Requirement /Steps/ used to develop MIS cont..An illustration of data storing and querying process in Web environment

6. Network showing information flows.


VDCCollect information form their respective villages

monthly

WCTCollect information form

VDC monthly and transfer to LIU

Check the data quality Monthly

LIUCollect information form

CWT monthly and transfer to NPCU

NPCUValidate information form LIU and post on the web

quarterly

Check the data quality quarterly

Check the data quality Quarterly

No

Yes

Yes

No

No

Data

entry

form

at

WWW

Yes

7. The Database Development

Identify Entities:- Entities are independent object that are part of the database. From the MIS objectives /requirements/ discussion, the following 13 entities are identified.

LIU, CWT, Locality, Administration unit, VDC, Activity, Indicator, Output, Outcome, Indicator implementation, Activity Implementation, Financial Implementation and Finance Dispersement.

For simplicity we combined some of the entities by using some entities as the instance /columns/ of other entities.

The conceptual data model:- it defines the possible instance of the table and identify the primary key /unique identifier/. It also the time to decide the foreign key /reference key/ that uses to create relationship between different tables.


The logical modeling:- The logical data model conveys the logical functioning and structure of the database and describes how the data is stored (e.g. what constraints are applied to the table etc.) This is the stage to attach the data type, specify the length of data, specify the non null or null attributes to each column.

The Physical modeling:- this is a stage of translation of the logical modeling to physical modeling. This step is dependent to the available DBMS. Since we are using the MySql software, the translation phase means developing the database, the table and all the necessary columns in SQL language under PHP environment.


8. Testing the system. frequent system testing schedules are needed to ensure quality and minimize system bugs. Especially, in the beginning, until it meets the operational requirements, system test with end users is very necessary.

9. Launching the management information system and conduct training. Training should be given for LIU experts.

10. Monitoring actual implementation of the MIS and its functioning from time to time. Careful monitoring in all parts of the system will help to correct any bugs or problems quickly. If necessary, update version will be done.


1. Most of the requirement for MIS Development is completed. Such as:- Defining the information need Identifying Information units and stakeholders System description Information flow charts

2. Database development 75% of the identified entities are changed to the physical

modeling i.e. developed on localhost MySQL database.

3. Page development3.1 Main page:- it is developed by IT team but it needs further

improvement in its layout and continents.

3. Present Status of MIS Development

3. Present Status of MIS Development

Main Page of the project

Needs to add news & event and WME reports as a menu

Needs to add project description text

3.2 Data Entry Format:- more than 75% of the data entry formats are developed, some such as an output, outcome and goal indicator and financial data entry formats are under construction.

3. Present Status of MIS Development Cont..

Data entry form for VDC and their respective CWS, Admin, Locality and LIU

Data entry format for Monthly Activity Achievements

Login format for data entry and update

3.3 Data Update Format:- More than 75% of the data update formats are developed. Only some are tested.



3.3 Report Format:- Less than 10% of the report formats are developed.

Report Format for Activity Planning

Report Format for Activity Achievement

1. Finalizing the rest of the pages:- it is observed that, the IT expert has only a basic knowledge on Database, PHP and Java scripting. Therefore, a compressed /one month/ advanced database application development, PHP, java scripting and database security and maintenance training should be available for them

2. Entering the necessary basic information to the database such as, list of VDC’s, activity, output and outcome list etc…

3. Testing the system:- while developing the application, most of the pages are tested on the localhost not on the server. Therefore, the system should be tested for data transfer rate and other function on the server from remote /LIU/.

4. Future tasks in MIS Development

4. Launching the management information system and conduct training. Training should be given for LIU experts, clear and summarized guideline should be prepared on how to use the system and two or three days practical training is necessary for LIU.

5. Monitoring actual implementation of the MIS and its functioning from time to time. After implementing the system, its functionality has to tested from time to time at different steps and update also will be available based on users comment.

N.B. The two IT expert must be supported by training, M&E expert and other project officials. They are new for such application development and for monitoring and evaluation, so it will be a challenge for them to reach on the intended use of the system.

4. Future tasks in MIS Development cont…

Thank you!

May. 2011 Khartoum. A management information system (MIS) is a tool that provide information to...

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