Implementing Information Systems for an Academic and Human Resources Department of a University - Case Study Example

BUS105 By Name Course Instructor Institution City/State Date Implementing information systems for an Academic & Human Resources Department of a University Introduction Because of the information technology revolution, the modern universities have transformed and new techniques have been introduced to make the systems more effective. According to Sadiq et al. (2012, p.77), most organisations understand the significance of information storage and retrieval. The information system will merge the university’s HR and academic processes as well as activities and may be utilised to maintain details like students and employees profiles, salary administration, absence reports and different forms of reports (Jahan, 2014, p.33). This case study focuses on the Implementation of information systems for a university’s Academic and HR Department. Components of a feasibility study A feasibility study was developed so as to ensure that the project is technically profitable, cost-effective and feasible. The first component was market analysis, whereby the target market segment was defined according to its psychographic, geographic and behaviouristic characteristics. It was determined that there was a feasible market for the IS project since universities operate in markets that are not highly saturated with competitors. Another component was Technical analysis whereby the IS requirements such as patents, copyrights and expertise for the project was determined. For the project to be successful, the university must obtain resources, particularly employees with high technical skills so as to reduce the likelihood of the project failing. The last component was financial analysis, whereby the project implementation cost was determined. The cost is expected to be high. Appropriate Information Systems for the Business Four information systems have been identified to be suitable for the university’s academic and HR departments. The first one is the Management Information System (MIS) which is an organisational technique that offers the past, current and future information associated with external intelligence and internal operations. The MIS will enable the university’s HR department plan, control and operate its functions by providing uniform information within the required time frame so as to help in decision-making process (Asemi et al., 2011, p.165). The second appropriate system is the Finance and Accounting Information System, which will be responsible for managing the university’s financial assets. The system will enable the HR department manage and maintain the university’s financial records like payroll, receipts and so forth. Imperatively, the system will automate the monotonous chore of entering as well as posting accounting transactions (Al-Mamary et al., 2014, p.337). The third appropriate system is the Academic Information Systems (AIS), whose objective will be to serve the IT needs of the university’s academic programs and facilitating educational and research endeavours within the institution. The   AIS will facilitate online submission of research projects, financial documents, and allow online surveys. The last suitable system is the Education Management Information System (EMIS) whose objective will be to improve education management at every level. The system will act as a data manager module for collecting and managing data (UNESCO, 2015). Benefits and risks The proposed new systems have benefits and risks. The benefits associated with the proposed system include inventory reduction, improved productivity, allows for information visibility, and results in improved processes (Basahel & Irani, 2010, p.4). The information systems will improve the quality of the information centre or an organisation by offering important information for effective decision – making. For instance, the MIS will allow the university to assemble, store, process, retrieve, and distribute information (Gupta et al., 2010). Furthermore, the new systems will improve the tracking of information in different knowledge fields for the instructors, students and researchers. The systems will also improve employees’ productivity, generate new strategic opportunities, improve resource creativity and flexibility, improve knowledge and create standards. Still, the new systems will have some risks; for instance, Errors could ensue at the knowledge base, and result in incorrect decisions. Besides that, the new systems could be exposed to cyber-attacks, which may result in damages. The threats to the systems come from different sources, such as activities of the employees or attacks by hackers (Jouini et al., 2014, p.490). Besides that, risks can originate from both external and internal sources. Some of the risks that can affect the new systems include; poorly conducted cost-benefit analysis, budget constraints, insufficient time, and change of the market conditions (Đurković & Raković, 2009, p.16). The best method The best method for implementing the proposed information systems is the pilot techniques, which involves implementing the entire new system at the university. The new system will be implemented in stages or modules. The new system will be implemented in stages or modules. According to (Rosenblatt, 2013, p.486), the risk of failures or errors in phase operation is limited and the phased operation is cheaper as compared to other methods. In the phased changeover, the proposed new systems are implemented progressively (one phase at a time). The phased changeovers although they have limited errors and are cheaper, they take a lot of time since every phase is implemented separately. Still, it reduces resistance to change, since the changes are introduced to employees in small stages. Given that the changes at the university will be large-scale, the phased changeovers make it more manageable. Success is almost guaranteed when using this method since the employees and users will learn as the implementation goes on. A plausible time frame   Sufficient time should be allocated to all stages so as to allow the new systems to be implemented effectively. The project will involve four stages; feasibility stage, development stage, testing stage and implementation stage. The first three stages will take approximately one month each while the implementation stage will take four months (since the implementation method used is the phased changeover). Therefore, the whole project will take approximately seven months. Stages Duration Feasibility Study 1st June – 30th June Development Process 1st July – 31st July Testing Process 1st August – 31st August Implementation Process 1st September – 31st December Conclusion and Summary In conclusion, implementing Information System can help the university to store information and data systematically to facilitate decision making, aid planning as well as submitting of reports. The appropriate systems suggest for the university include; Management information system, Finance and Accounting Information System, Academic Information Systems, and Education Management Information System. Given that the project is enormous, phased changeover has been suggested to be the most suitable implementation method. The entire project will take approximately seven months. References Al-Mamary, Y.H., Shamsuddin, A. & Aziati, N., 2014. The Role of Different Types of Information Systems In Business Organizations : A Review. International Journal of Research (IJR), vol. 1, no. 7, pp.333-39. Asemi, A., Safari, A. & Zavareh, A.A., 2011. The Role of Management Information System (MIS) and Decision Support System (DSS) for Manager’s Decision Making Process. International Journal of Business and Management, vol. 6, no. 7, pp.164-73. Basahel, A. & Irani, Z., 2010. Examining the strategic benefits of information systems: A global case study. European, Mediterranean & Middle Eastern Conference on Information Systems, vol. 1, pp.1-17. Đurković, O. & Raković, L., 2009. Risks in Information Systems Development Projects. Management Information Systems, vol. 4, no. 1, pp.13-19. Gupta, C.L.P., Sharma, S. & Tripathi, S., 2010. Importance of Management Information System in Electronic- Information Era. S-JPSET, vol. 1, no. 2, pp.107-14. Jahan, S., 2014. Human Resources Information System (HRIS): A Theoretical Perspective. Journal of Human Resource and Sustainability Studies, vol. 2, pp.33-39. Jouini, M., Rabai, L.B.A. & Aissa, A.B., 2014. Classification of security threats in information systems. Procedia Computer Science, vol. 32, pp.489 – 496. Rosenblatt, H.J., 2013. Systems Analysis and Design. New York: Cengage Learning. Sadiq, U., Khan, A.F., Ikhlaq, K. & Mujtaba, B.G., 2012. The Impact of Information Systems on the Performance of Human Resources Department. Journal of Business Studies Quarterly, vol. 3, no. 4, pp.77-91. UNESCO, 2015. Education Management Information System (EMIS). [Online] Available at: www.utsouthwestern.edu/about-us/administrative-offices/information-resources/academic-information-systems/systems/index.html [Accessed 26 May 2016].   Read More