Capacity Building in Management Information Systems for the Donors Implementation Partners (IP/s)

Presented By: Prosper Musonda Financial Information System Developer AMG Global Consult Ltd, Lusaka. Zambia pmusonda@msn.com

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What is Management Information System? Deficiencies in the current donor funding systems Solutions recommended Data flow chart and features Time Table-software development Benefits Outcome of the relationship between project objectives/aims and MIS Conclusion and Questions
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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 businessBy Kelly: T.Lucey,
Management Information Systems, Seventh Edition.

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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.
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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. 2. 3. 4. 5. 6. 7. 8.

Financial Accounting System Payroll System Management Reports Stock/Inventory Monitoring System Fixed Assets Management Roles and Responsibilities Policies & Procedures and Management Controls Provide Training in the management and support of the systems employed
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The MIS should be integrated

Fixed Assets Management General Ledger 1. Registers 2. Financial & Administrative Forms 3. Help Desk

DATA CAPTURE 1. Financial 2. Payroll 3. Stock

Reports Generated 1. Donor s

2.Management
3. Financial

Stock/Inventory Monitoring

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Task
1 2 3 4 5 6 7 8 9 10 11 Evaluation of the Management information System Analysis of the system requirements and designing Development Testing Development of a users manual and testing Training & assessment of trainee, plus review of the users manual based on feedback Development of policies and procedures manual Deployment and support training Post-implementation review Report writing Further post-implementation review performed a month later Total
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Duration ( day/s)
1 5 10 2 2 5 2 1 1 1 30 Days

The benefits for taking this action are:

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Relevance. This is the over-riding quality. Information produced is relevant to the problem being considered. Reliability. Information is of high quality, accurate and reliable Comparable. Use of consistent style. Comparison with budget/prior year. Adequate. Information is complete in respect of the key elements of the problem. (ideally all the information required for a decision is available) Timely. Reports are available immediately following period end. There is confidence in the source of the information from both the donors and IPs. Integrated. Activity data is linked to financial performance The system is tailor made and easy to use and manage.

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Scope

Quality Service/Product

MIS

Time

Cost

On Time

Within Budget

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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. 2. 3. 4. 5.

Be defined by donors operating profile in collaboration with the partner. The system must be process driven. Distinguish between the critical success factors and niceto-have. Have an architecture flexible to survive technology and business changes over time. Be scalable in performance, offering key information down to detailed analysis. Be thoroughly integrated with the donors reporting process.
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