Computerised Accounting System - Cheng Gong Systems Pte Ltd - Essay Example

RESEARCH METHODOLOGY BACKGROUND This study is the field study of real analysis (work based analysis) of manual paper based book keeping system in comparison to the computerized accounting system. The organization in this study is Cheng Gong Systems Pte. Ltd. (CGSP) based in Malaysia – a wholesale and retail computer company which has a network of 300 dealers. This company has very recently implemented a computerized accounting system. Primary research is intended to be carried out in the company relating to the way previous manual book keeping system was used and the new computerized accounting system. We will be using face –to-face interviews with the accounting personnel and senior management staff. Questionnaires will also be developed to ascertain actual problems faced during and after the implementation of new automated accounting system. The data obtained will be analyzed and any limitations or problems faced during primary research will be reported. RESEARCH METHODS It is the basic requirement of any research study to give detailed thought to the appropriate research methodology and technique which ensures a valid, reliable and accurate conclusion and result. There are many factors which need to be considered to choose the exact method which will produce best results such as the time constraints, data availability, and Skills of the researcher etc. The literature on research methodologies converge on two main methods of data collection and analysis --- Qualitative methods and Quantitative methods. QUALITATIVE RESEARCH The Qualitative research takes a holistic and completely personal and subjective approach to research. Here the data should be representative of the full picture rather than a sample and the validity of the data is most important. The different methods of qualitative methods are action research, case study research and ethnography. The data collection techniques include methods such as Field study where the researchers observes the problem closely, interviews and questionnaires, document analysis etc. QUANTITATIVE RESEARCH On the other hand, the Quantitative research is more experimental and looks for theories and laws that can be proved under laboratory conditions. But here the focus is more on the consistency and stability of the data such that the results can be replicated by any other researchers. The different quantitative methods used by researchers are survey methods, laboratory experiments, econometric methods and numerical methods. TRIANGULATION Since last few years, the researchers are increasingly combining the two methodologies in the same single research and this has given rise to the concept of Mixed methods research or the Triangulation Method. Many authors have discussed the triangulation such as Gable (1994), Kaplan and Duchon (1988), Lee (1991), Mingers (2001) and Ragin (1987) As per the advocates of this combined research methodology, it helps to provide a broader and deeper perspective to problems and in a sense also complement each other by providing a proof of the validity of the research results. The combined research methods thus are able to eliminate the inadequacies of individual methods and are able to provide automatic confirmation of the results as different techniques from both methodologies are use to arrive at the common result. Thus Triangulation method is able to relate and integrate the information received from two ways and provides the researcher with a more holistic and accurate picture of the given problem which would not be achieved when using a single type of method or data collection technique. (Perone and Tucker, 2003) ISSUE OF VALIDITY Although there are no questions and doubts regarding the reliability of data in qualitative research, experts are usually divided over the validity. It is very difficult to convince people of the valid conclusions of the researcher. Thus the researchers have started to use triangulation to make their claims more scientific and more convincing. This is because triangulation allows the researcher to explore variety of different perspective on any problem and allows the liberty of using a combination of qualitative and experimental techniques. There are four types of triangulation methods that are used by the researchers. (Tindall, 1994) They are : 1. Data triangulation. This managed by having lots of different respondents or interviewees who are interviewed on same set of questions and thus the researcher gets many perspectives from different people. Moreover, the researchers sometimes may go back to the original interviewee to check the accuracy of the interview. This is called respondent validation or member checks. 2. Investigator triangulation. In this case, instead of single researcher, there is a group of researchers who carry out the same set of activities and then collate their findings. As a result, there are many different perspectives of looking at the same problem and the validity claims after this exercise sound more authentic as there is no conceived individual bias in the observations as the data is collected by many people. Moreover, this allows data to be collated in a shorter time. 3. Method triangulation. In this case, two or more than two methods are employed to gain understanding of the same set of observables and variables. This is popularly known as the multi-method approach and the data is subjected to analysis through more than one method. As a result, the researchers can claim his conclusion to be more valid. 4. Theoretical triangulation. This is done at the start of a project or the study and the study is approached through different perspectives and using a multi disciplinary expanse. But there are authors who do not support the theory that triangulation can lead to better validity. For example, as per Rennie (2000) the triangulation methods can lead to confusion and loss of focus as there is too much data or too many different perspectives. Similarly, Silverman (2000) argued for the adoption of refutability principle to claim validity. As per this principle, the data analysis should be always checked against the theory to see if there any deviants and why. And then Fielding and Fielding (1986) say that using multiple methods does not mean that the results are valid and thus validity cannot be claimed on this issue only. When using a mixed methods approach or the triangulation approach, several research techniques can be applied which are either scientific or interpretative in nature. There is only some difference in how it is applied. Examples of these data collection techniques are: 1. Field study in which the researcher observes the happenings directly by being at the spot. (Klein & Myers 1999) 2. Questionnaire-based data collection. In this case a written response is taken from people on a certain set of questions which are mostly structured in nature. Lots of experts have discussed this method such as Straub (1989), Kraemer & Dutton (1991), Newsted et al. (1998) 3. Face-to-face Interviews in which the respondents are verbally interviewed and information sought using both structured and open ended questions. 4. Case study. This refers to a study of a particular project/setting/phenomena in its real time environment and gathering information from multiple sources and analyzing it critically. (Yin, 1984, 1994; Lee ,1989; Walsham, 1995b) 5. Secondary research. In this technique, already present data and documents are analyzed thoroughly. No new data is collected. As per experts, the case study research method is used for information systems research as it provides insights into managerial as well as technical aspects of the problem. (Benbasat et al., 1987) And as per Myers (1997), the primary technique of data collection in a case study is interviews and documentary materials. Therefore, in our current study, we will be using both qualitative and quantitative methods of data collection to gauge the changes and benefits accrued in the financial performance of the company due o implementation of computerized accounting system. For the qualitative methods, we will be conducting in depth face-to-face interviews with the accounting staff of the company and with the senior management staff as well. From the Quantitative methods, we have chosen the questionnaire method to know about the problems being faced by the accounting staff after the implementation of the new system. RESEARCH DESIGN We believe that it is of utmost importance to choose strategies and techniques that are able to explore the given problem in a meaningful manner. Hence we have chosen to use triangulation by combining the qualitative and quantitative methods of data collection. This is not only a need to use all perspectives but also an effort to use the best research practices available to us. The Research design can be divided into five distinct parts. See figure 1 below for the pictorial representation of the five phases. These are : 1. Literature Review In this section, we analyzed the previous work done on the subject by other authors. We also looked at the advent of IT in general and how it has changed the way people do business. This was then expanded to the particular concept of accounting softwares and systems. Many studies have focused on emphasizing the need to align the newly arrived IT technology with the current business strategies of the organizations. But the lack of knowledge and incomplete information has not helped matters as firms specially the small and medium sized ones who have limited resources and time at their disposal shy away from embracing the new technologies. We looked at the studies which discovered and talked about factors that actually control the usage and adoption of IT in organizations. Then other studies showed that availability of correct and complete accounting information was able to could help organizations manage costing, expenditure and cash flows and supporting monitoring and control. In fact, it was seen that the major reason businesses shifted to IT platform was to have a computerized financial reporting system rather than anything else. 2. Document Analysis In this section, various documents of the Cheng Gong company were analyzed to understand the workings and performance of the company. The idea was to look for performance factors that can be controlled or changed by the use of computerized accounting system. We will be comparing the financial performance of the company before and after the implementation of the computerized accounting system. This will help us in assessing the basic objective of our research that is whether there has been any improvement or benefit from implementing the automated system in accounting. . 3. . Interviews In this phase, we conducted a series of face-to-face interviews with the accounting staff of CGSP and asked them about their views and perceptions of both the systems that is the manual book keeping systems and the new computerized accounting systems. The staff were also quizzed about the usability, reliability, accuracy and relative ease in work if any after the implementation of the new system. Interviews were also conducted for management staff to assess their feelings and views on the new system. They were specifically asked about the improvement in the productivity and quality of accounting reports after the implementation of the new automated system. Both the staff and managers were asked about the major problems faced due to the new system. 4. Questionnaires In this phase, questionnaire was developed with questions based on actual work problems faced by the staff and managers. Based on the interview responses, we develop the questions for this phase. The idea was to get written response for the problems that were being faced and their perceptions of the magnitude of the problem. Moreover, it will also help us n collating the verbal and written responses of the accounting staff. Good research design makes sure that the questionnaire design meets the needs and demands of the research. That is the questions asked should be the right ones otherwise the whole effort is wasted. We should not look for getting too many questions. This may draw out incomplete responses or questionnaire as respondents may not answer all the questions. The best questionnaire is the one that has clear and concise questions. 5. Data analysis Finally, the data collected through the interviews and questionnaire was analyzed and looked at in addition to the secondary data available from the company’s financial reports to arrive at the final conclusion. The results were also compared to the previously held beliefs and theories. Figure 1 Research Design As we are aware that for any research design to be successful, it should be flexible enough to take on additional components as and when required. Sometimes, preliminary research questions and interviews may throw light on issues which we have not thought out before. In such cases, the researchers should allow their questionnaires and interviews to factor in such new issues. References Benbasat I., Goldstein D. & Mead M. (1987) 'The Case Study Research Strategy in Studies of Information Systems' MIS Qtly 11,3 (September 1987) 369-386 Fielding, N, and Fielding, J. (1986) Linking data. Qualitative research methods. Series 4A. Sage University Paper, Sage Publications, Beverley Hills, California. Gable G.G. (1994) 'Integrating Case Study and Survey Research Methods: An Example in Information Systems' Eur. J. Info. Syst. 3,2 (1994) 112-126 Kaplan B. & Duchon D. (1988) 'Combining Qualitative and Quantitative Methods in Information Systems Research: A Case Study' MIS Qtly 12 (1988) 571-588 Klein H.M. & Myers M.D. (1999) 'A Set of Principles for Conducting and Evaluating Interpretive Field Studies in Information Systems' MIS Qtly 23, 1 (March 1999) 67-93, at http://www.auckland.ac.nz/msis/isworld/MMyers/Klein-Myers.html Kraemer K.L. & Dutton W.H. (1991) 'Survey Research in the Study of Management Information Systems' in Kraemer (1991), 3-57 Lee A.S. (1989) 'A Scientific Methodology for MIS Case Studies' MIS Qtly 13,1 (March 1989) 33-50 Lee A.S. (1991) 'Integrating Positivist and Interpretive Approaches to Organizational Research' Organization Science 2, 4 (1991) 342-365 Mingers J. & Stowell F. (Eds.) (1997) 'IS Research: An Emerging Discipline' McGraw-Hill, London, 1997 Myers, M. D. (1997) "Qualitative Research in Information Systems," MIS Quarterly (21:2), pp. 241-242. Newsted P., Huff S., & Munro M. (1998) 'Survey Instruments in IS' MISQ Discovery, December 1998, at http://misq.org/discovery/surveys98/surveys.html, living version at http://www.acs.ucalgary.ca/~newsted/tutor.htm Perone, J and Tucker, L. (2003) An exploration of Triangulation of methodologies : Quantitative and Qualitative methodology fusion in an investigation of perceptions of transit safety. Center for Urban Transportation Research, University of South Florida. Ragin, C. C. (1997). Turning the tables: How case-oriented research challenges variable-oriented research. In G. Brochmann (Ed.), Comparative social research: Methodological issues in comparative social science (pp. 27-42). Greenwich, CT: JAI. Rennie, D.L. (2000) ‘Grounded theory methodology as methodical hermeneutics: Reconciling realism and relativism’, Theory & Psychology 10: 481-502. Silverman, D. (2000) Doing Qualitative Research: A Practical Handbook, London: Sage. Straub D.W. (1989) 'Validating Instruments in MIS Research' MIS Qtly 13,2 (June 1989) 146-166 Tindall, C. (1994) Issues of evaluation, in P. Banister, E. Burman, I. Parker, M. Taylor and C. Tindall (1994) Qualitative Methods in Psychology: A Research Guide. Buckingham: Open University Press Walsham G. (1995b) 'Interpretive Case Studies in IS Research: Nature and Method' European J. of Info. Sys. 4, 2 (1995) 74-81 Yin R. (1984, 1994) 'Case Study Research : Design and Methods' Sage, 1st Ed. 1984, 2nd Ed. 1994 . . Read More