The Impacts of Information Systems in Government Organizations - Research Proposal Example

Proposal: The Impacts of information systems in government Organizations Information systems using computers and related technology are being used by organizations in the private and public sector. This proposal is regarding the use of information systems in government organizations and departments in Australia. It will focus primarily on the impact of information systems on the aboriginal population in the country. It can be seen that relevant information on the community is available mainly through the internet. Special assistance like grants is also provided. But the government itself admits that the community still remains backwards in social and economic issues. Introduction: Availability of data, and the resulting information and knowledge are essential components for any organization to be effective. This is true for any organization whether it is formed for profit or service. Modern day information systems using information technology can be effectively utilized for this purpose if the organization and its management are capable and sincere. Privately owned organizations formed for profit have their own agenda which motivates its management and employees to effectively develop an effective information system. But in the case of government organizations, apart from capability, the elected body has to be sincere and motivated in order to effectively develop information systems that can provide valuable service to different sections of the society. Running a country with diverse cultures and races can be challenging and an effective information system can be invaluable in achieving all round development. The study will focus on government organizations in Australia. It would be pertinent to define what a government organization with regard to the views of a government body in the country. According to The State Records Act 2000, of Western Australia, “government organizations includes tertiary institutions, parliamentary departments, State and local government agencies and corporations, Royal Commissions, the Cabinet and the Executive Council, Ministers of the Crown, Courts and Tribunals” (Henderson 2005). This definition will be taken as representative of such organizations in this paper. Aims and objectives: This research proposal is for a study of implementation of information systems in government organizations is Australia. The proposal will focus on the aboriginal population of the country and will focus on the service that the government provides to the Aboriginal community and how it impacts on them. It will also provide recommendations to improve the information systems for such a government organization to service all different cultures as a whole and the Aboriginal community in particular. Any of the government organizations as mentioned in the definition given above deemed as relevant will feature in the study. The rationale behind selecting the aboriginal community is given here. One is that they are the original inhabitants of the country. The second reason is that they are still lagging behind the white and other immigrant population in terms of social and economic development. According to the Australian Bureau of Statistics, “many of Australias Indigenous people experience conditions of economic and social disadvantage. There has been recent renewed focus on monitoring progress in reducing Aboriginal and Torres Strait Islander disadvantage, and the ABS is committed to improving the quality and comprehensiveness of data to assist governments to report against such indicator developments” (Australian Bureau of Statistics). This disadvantage is worth studying. The third reason is that the Government is now looking at implementation of information systems to better the social and economic conditions of the community. Research questions: 1. What are the essential factors that are necessary in the implementation of information systems in any organization 2. Do government organizations in Australia make effective use of information systems in their functioning 3. Does the implementation of the information systems in government organizations help in bettering the lives of the aboriginal community in Australia Issues to explore: Information technology and systems are now used extensively by all types of organizations across the world. It is common knowledge that its use brings in speed, accuracy, and efficiency in the day to day activities. This study will have to review the extent to which government organizations in the country has implemented information systems. Implementation of technology into organizations is not easy in the sense that it can create problems for its users. The study will look at the features of an efficient information system that can be implemented without too much of inconvenience or problems for the organization and its users. The next issue is to review the extent to which information systems are implemented and used in those departments directly engaged in the welfare of the aboriginal community. Background literature: While a more detailed list of some of the key literature that will contribute to this study is included in the Bibliography, a few are highlighted here. Ratzan defines an information system as “a consistent, coordinated set of components acting together towards the production, distribution, or processing of information” (Ratzan 2004, 1). The author adds that even though this process can be done manually, the generally agreed view is that information systems consists of computers and related technology. Boddy et al states that “People at all levels of the organization need to work in ways that add value to the resources they use; to do that they need information – about inputs, the transformation process and outputs” (Boddy, Boonstra & Kennedy 2004, 6). The availability of relevant information at need is essential for the growth and development of a society. According to Chaffey, “Given the importance of information to society, governments launch initiatives and pass laws to ensure that businesses use information competitively, that their citizen’s personal information is protected and that relevant information is accessible to all in the society” (Chaffey & Wood 2004, 7). Morever, productivity is increased when the level of IT based information systems are in place (Anderson & Aydin 2005, 88). Boddy et al states that for information systems whether through IT or otherwise comprises of three factors, namely data, information, and knowledge. Data is raw information that has to be formed into information. Data can be qualitative (measurements) or qualitative (descriptive). The authors (above) state the relationship between knowledge and data in the following manner – “While data is a property of things (size, price, etc), knowledge is a property of people that encourages them to act in a particular way. Knowledge embodies prior understanding, experience and learning and is confirmed or modified as people receive new information” (Boddy 2009, 7). Information by itself is an ambiguous term and may mean different things to different people (Kawalek 2008, 3). For information systems to be effective for a particular audience, it should provide not just data or information, but knowledge derived by deliberate manipulation of the above so that it is transformed into knowledge. For example, information about the space shuttle which in knowledge to space enthusiasts may not be relevant to an aboriginal. Introduction of information systems in any type of organization can have negative consequences if not done properly. According to Grembergen, “innovations based on information technology are the most challenging because they interact with the end users in a variety of different ways and can lead to many outcomes: some intended and some unintended” (Grembergen 2002, 1). Many employees may not be equipped or even motivated to adjust to the new environment. This could bring in a feeling of apathy among such employees resulting in them being indifferent towards their work. It could also result in absenteeism and lower levels of productivity (Williams 1991). For example, studies have shown that “45% of computer-based medical information systems failed due to user resistance, even though these systems were sound technologically” (Anderson & Aydin 2005, 30). This could be more so in government organizations since control of management may be less effective. If such a thing happens, the net effectiveness of implementation of information systems may not yield the desired effect. According to Doll and Torkzadeh, user involvement in the development process can be a solution to bring down resistance. National culture also plays a part in the success of information systems (Gunasekaran 2008, 156). Sowerbutts and Saville also state that introduction of information systems into an organization can complex and be should be handled with care (Saville 1990). Quality of the system can also be compromised by stakeholder perceptions which may not be always practical or even be politically motivated (Duggan & Reichgelt 2006, 8). Another area where information systems are limited is due to the legal and statutory restrictions placed by the government itself (Morgan 2002, 106). Dalcher, referring to other studies, states that “a program that is used, regardless of the original assumptions, must be continually adapted or otherwise it will become progressively less satisfactory” (Khan & Zhang 2004, 25). The Australian Governments and its departments face a serious problem of obsolesce of both hardware and software. A study by the multinational giant Accenture shows that most organizations are unable to modernize their systems due to budgetary constraints. It is estimated that most of the provinces require approximately eighty to hundred million dollars for this purpose, and is something beyond their financial capabilities (Koch, Dell & Johnson 9). This could become a hurdle in effective implementation of modern IT and systems in government organizations. As mentioned earlier, knowledge and information are two essential factors in good information systems. An efficient information communication technology (ICT) and its availability on the web is one of the best ways to disseminate knowledge (Khosrow-Pour 2006, 806). Other authors and experts also attest to this fact. According to Cole, “the internet has revolutionized the availability of information and the dissemination of knowledge throughout the world, especially in Africa” (Krug 2002, 303). The region of Africa is pertinent here in the sense that knowledge dissemination is seen practical for backward communities (aboriginals) also. Krug is of the opinion that more resources should be spent by governments for developing internet technology (Krug 2002, 48). It appears that the government has provided comprehensive internet portals for many of its departments and organizations. The official portal of the Australian Government shows departments and organizations in diverse areas such as culture, commerce, sports, employment, family, health, facts and figures, immigration and defense. The Home page also provides information about current matters issues like swine flu, economic stimulus, and the many government initiatives. With regard to information on aboriginals, most states apart from the national government have special departments and organizations that provide information and assistance. Examples are the Aboriginal Affairs Victoria, New South Wales Department of Aboriginal Affairs, the Australian Local Government Association etc. Most of them provide information on history, grants, financial assistance, records, cultural sensitivity, and community development. The National Native Title Tribunal governed by the Native Title Act among many other duties “mediates native title claims under the direction of the Federal Court of Australia” (Commonwealth of Australia 2008-2009). In a sense, organizations can be made more humane and ethical by bringing about professionalism. This is done through proper employee selection and instilling scientific and moral values (Kaulingfreks & Bos 2008, 109). It can thus be argued that information systems can help to bring about scientific values. The following literature (ideas and concepts) will also be used for the study. Leidner and Kayworth have edited a book on the impact of IT systems on individuals, organizations, and culture ever since its introduction nearly fifty years ago (Leidner & Kayworth 2008). Jones, referring to other studies, talks about the general neglect or apathy with regard to evaluation of information systems in the public sector and the need for improvement in this area (Irani & Love 2008, 244). Jones and Hughes agree with the above viewpoint by stating that service delivery staffs are primarily focused on delivery of the product rather than on evaluation (Jones & Hughes 2004). Information systems can also be used for creative brainstorming (using Group Decision Support Systems or GDSS) for improving efficiency of operations. Another relevant study by Sharma and Yetton reviews the importance cooperation between organizations for developing effective information systems. Different organizations using diverse operating systems result in impracticality of electronic communication. Cooperative development will solve this problem (Sharma & Yetton 1996, 126). Suggested methodology: It is possible to obtain data for the study through primary and secondary research. In the case of the former, the research can get first hand information and be satisfied that the data obtained is what he or she wants. This can be done through surveys by preparing well thought out questionnaires. But it can be expensive in terms of time, money, and other resources. Australia is a vast country with huge geographical distances. Due to the constraints mentioned above, this study will focus on secondary data, that is, rely on studies on this topic done by other researchers and authors. But relevant data or information on aboriginal affairs is primarily web based. This could be a limitation and only a primary study can fully present a clear picture. But, according to Eysenbach, “The ease with which information is accessible for analysis and the anonymity of the Web allows researchers to analyze text and narratives on websites….” (Anderson & Aydin 2005, 130). This indicates that reputed sites can be used as sources for studies. Conclusion: The Australian Government and its organizations do provide a lot of relevant information that is primarily web based. Even though the Government has many ways of assisting its indigenous population (aboriginals) there is still much to do for their betterment. This factor has been admitted to by the Government. The proposed study will throw more light on this factor and will be useful for organizations and individuals interested in bettering the lives of the aboriginal population in Australia. References Anderson, J.G & Aydin, C.E. 2005, Evaluating the Organizational Impact of Healthcare Information Systems, 2nd edn, Springer New York. Australian Bureau of Statistics, Themes – Indigenous, ABS, viewed 17 June 2009, < http://www.abs.gov.au/Websitedbs/c311215.nsf/20564c23f3183fdaca25672100813ef1/0179c2b24398e077ca2570a8000945d2!OpenDocument> Boddy, D, Boonstra, A & Kennedy, G 2004, Managing Information Systems: An Organisational Perspective, 2nd edn, Financial Times/ Prentice Hall. Boddy, D 2009, Managing Information Systems: Strategy and Organisation, 3rd edn, Press Prentice Hall, Pearson Education, England. Chaffey, D & Wood, S 2004, Business Information Management: Improving Performance Using Information Systems, Financial Times/ Prentice Hall. 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