Information Systems Strategy Development for Makkah Municipality - Case Study Example

Information Systems Strategy development for Makkah Municipality Table of Contents Table of Contents 2 Introduction 3 2- Corporate background 4 3- Problem Areas 4 4- New project 4 5- Basic Needs 5 6- Scope of new IS/IT at Makkah municipality 6 7- Objectives of new technology 7 8- Information systems strategy for Makkah municipality 8 8.1- Method and Approach 9 8.2- IT Governance 10 8.3- Strategic IT Governance 10 8.4- Strategic IT Governance responsibilities 11 8.5- Operational IT Management 11 8.6- IT Service Continuity & Information Security 12 8.7- Direction 13 8.8- Corporate vision 15 8.9- Architecture 17 9- Strategic Principles and Initiatives 18 10- Core Strategic Development areas 19 11- IS Strategy Implementation 19 11.1- Activity List 19 12. IS Strategy - QA Criteria 20 13- Conclusion 21 14- References 21 1- Introduction The present age is acknowledged as the age of information technology and contemporary tools and techniques of information technology are taking part almost in every walk of life. In addition, the areas of business are also extremely influenced by information technology. At the present, organizations have modern ways and facilities for the corporate management and business handling. However, the skills in implementing coordinated information technology really offer better corporate management and competitive advantage for a corporate. In other words, huge investment, deployment of the effective human resource, and sphosticated technology establshment are intended for facilitating corporate operations managemnt, effective data handling, decision making and resource handling. Furthermore, the implementation of information systems has become essential for every organization that handles overall organizational business information and management process. This report is aimed at analyzing and the IS/IT infrastructure implementation at Makkah Municipality. This report will provide the analysis of different aspects of the new information systems and information technology infrastructure implementation at Makkah Municipality. 2- Corporate background Makkah Municipality is one of the major city management departments in Middle East in terms of size and capacity. In addition, Makkah is the Islamic center for Muslims and it is most sacred place for Muslims. In month of Zill-Hajj more than 10 million people visit Makkah. This amount of visitor exceeds all through the year. The main roles and responsibilities of the Makkah Municipality are: Conducting and carrying out constructional projects in overall city City health management Safety management City sanitation management 3- Problem Areas In management of such a huge event and public management, Makkah Municipality has faced lot of problems. These problems can be regarding following areas: Public information management Event handling Huge data management Daily operations handling Incident response and management Resource deployment Facility analysis HR management 4- New project In the effective management of all the above given problems we Makkah Municipality needs some new technology that is based on IS/IT. According to (Turban, Leidner, McLean, & Wetherbe, 2005, p. 18), an information system gathers, performs operations, stores, evaluates, and distributes information for a particular function. Similar to any other system, an information system consists of inputs (such as instructions and data) and outputs (reports, calculations). In addition, it carries out operations on the inputs by using technology like PCs and develops outputs that are delivered to users or to other systems by means of electronic networks (Turban, Leidner, McLean, & Wetherbe, 2005, p. 18). A management information system is a function or utilization of information system that offers management oriented reporting. These reports are typically developed or produced on a predetermined schedule and come out in a prearranged structure (Whitten, Bentley, & Dittman, 2000, p. 47). Therefore, Makkah municipality is planning to implement two great projects in Makkah. The projects include streets and major conjunctions at the fourth circular road which links the parties of Makkah. These two projects will be implemented at a total cost of more than sr 150 million. In addition, these projects will bring various problems regarding the traffic movement, connection and linking the major roads will be resolved. 5- Basic Needs The effective management of above mentioned operations is only possible through the new information technology techniques. These will facilitate while developing and planning information of project. As Chou, Bindu, & Chou (2005) outline that corporate information is the base of each critical corporate decision making (Chou, Bindu, & Chou, 2005). The formation of business information system such as enterprise resource planning system for Makkah municipality will incorporate the entire operational and functional areas of the management. The basic needed facilities: Back-office information management Purchase management Finance management Inventory Management HR management Makkah municipality information systems would be able to put together the entire corporate transaction data into their main and master databases system for business/organizational planning. However, the main intentions of corporate are to improve the overall power of operations of the management and enhance the overall operational power through effective management of the all operations of Makkah municipality. 6- Scope of new IS/IT at Makkah municipality Management information systems have turned out to be major part of every business that facilitates wide management of the organizational data and information processing, storage, handling and management. It is really hard to handle the organizational management tasks without management information systems facility. The development of the decision support and corporate management system has offered a great deal of advantages regarding effective business management (Stair & Reynolds, 2003). According to Fragidis & Tarabanis (2005), some managment crisis has been evident that if business information systems do not convene the expectations of business strategists, the overall corporate operational structure goes down (Fragidis & Tarabanis, 2005). Here we need to define effectively the main information system scope that can incorporate all aspects of corporate management and operational handling (Fragidis & Tarabanis, 2005). The implementation of this new infrastructure at Makkah municipality aims to offer and deliver effective services and management of the corporate data. The new technology is aimed to enhance the following areas of the corporate areas: New mobile technology infrastructure Easy way of working Better data collection Easy management of the data Less confects among data formats Easy data sharing among all division of the corporate Less or no dirty data Onetime handling of operations Effective management of the municipality operations Link to other departments for effective operations Enhanced decision making 7- Objectives of new technology The main objective of the new IS/IT technology is to incorporate the huge areas of the Makkah municipality. Also, its objective is to enhance the corporate management structure and providing help in effectively handling the organizational operations. The main objectives of Makkah municipality regarding new IS/IT technology are; For the better visitors management For the better municipality processes management Effective municipality operational handling Effective resource management and deployment Visitors and community record keeping and relations management Enhanced constructional projects handling Operational project management Enhanced city health management Enhanced safety management Enhanced city sanitation management Better record keeping Safe data backup 8- Information systems strategy for Makkah municipality Information systems strategies (ISS) are normally believed to be extremely profitable and beneficial while developing and planning information systems. The process and overall development of information systems strategies are sometimes executed in an ad hoc way, however it can be assumed with the support of frameworks. A number of these frameworks encompass the codification of obtainable practice, as others are the outcome of theory information system development (Levy, P., & Galliers, 1999). According to Silver, Markus, & Beath (1995), information technology can be employed to facilitate corporate procedure reengineering by making use of the powerful management method characterized through critical inspection of business procedures tracked by their redesign (Silver, Markus, & Beath, 1995). In this scenario Peters, Heng, & Veta (2002) outline that at the level of general corporate strategy, there is a type of organizational tasks dedicated to recognizing the potential to enhance the business’s overall management operations and ROI. The implementation of corporate information system offers a great deal corporate advantages and enhanced business operational management. In this scenario the development of IS strategy aims to enhance the corporate overall functionality. This factor is a foremost point in the general business strategy formulation; therefore it can be said that information systems can support a business strategy (Peters, Heng, & Veta, 2002). In the same scenario Peters, Heng, & Veta (2002) state that IT interaction model could be employed in two basic means initially proactively, its mean to examine the problems involved in applying a business information system while other use is to formulate suitable recommendations for action. In addition, we can also make use of the IS and IT interaction model reactively, to examine what are the main emerging trends and transformations happened following an information system introducing into the business as well as to formulate recommendations for better business development. All these way lead to a tight interaction development among the information system and business strategy. Therefore, it could be concluded that information systems can support a business strategy (Peters, Heng, & Veta, 2002). The coming sections will deeply define the IS & IT Strategy for the Makkah municipality. In this scenario I will present a detailed overview of different aspects of the Makkah municipality IS Strategy. 8.1- Method and Approach The information strategy we are going to develop for the Makkah municipality is intended to analyze the main system aspects and features. In addition, this information strategy will drive the main system structure and will address the following questions: What technology we are having currently? What type of facilities is required? How could be main objectives achieved? 8.2- IT Governance Figure 1- Makkah municipality IS Strategy 8.3- Strategic IT Governance Makkah municipality has established an information systems strategy group that handles and controls the corporate strategic objectives. Here we have the following divisions of the information systems strategy group. This is the main governance structure of the Makkah municipality: Senior management Project managers IS development team heads Information Systems Group Manager 8.4- Strategic IT Governance responsibilities The strategic IT Governance of Makkah municipality has the following responsibilities. These could be of diverse nature; Better management of Makkah municipality Effective management of Makkah municipality processes Effective pubic management in Makkah Developing and reviewing the information systems strategy for Makkah municipality Ensuring and developing an appropriate framework intended for observing the security and quality of information systems that will be employed for Makkah municipality Implementation of the fundamental priorities in the development and implementation of information systems 8.5- Operational IT Management In Makkah municipality we are having the IT management group that handles and control the overall IT technology development inside. We have decided to have an in-house development for all the new IS and mobile technologies for the Makkah municipality control and management. The new mobile technology and contemporary IT/IS platforms will used for the: Mobile technology based data gathering and manipulation system System implementation Larger scale software implementation in overall Makkah operations handling Effective mentoring of all municipality opertions In days of HAJJ better management of huge number of people coming toward city Better management of the Makkah conjunction and roads 8.6- IT Service Continuity & Information Security The IT services and IT based planning is the key aspects of this strategy document as well as is being tackled inside the overall corporate IS development program. In Makkah municipality corporate we need to establish the global IT based standards. This will make the overall corporate to grow in a better way. This also facilities in the following aspects: Through the information system strategy implementation Makkah municipality will gain more continuity in operations Makkah municipality IS platforms will comply the top corporate standards. This will also offer the Makkah municipality system developer to have a clear view of the technology implementation This information system strategy also implements the clear technology standers in the Makkah municipality technology operations Through this IS strategy Makkah municipality will attain a clear working and operational guidelines in the overall Makkah municipality corporate framework Figure 2- IS Strategy and governance 8.7- Direction Makkah municipality information systems would be developed for the effective corporate information management. In Makkah municipality corporate IS to be strong so effectual strategic management is very important. Makkah municipality strategic principles and initiatives are: The entire information system policy as well as management will be handled by the Makkah municipality administration. Information system strategies will support corporate direction as well as will offer the corporate to develop the systems those are more reliable, functional, adaptable, and re-usable for municipality operations handling. Makkah municipality has main intentions regarding the projects and operations management: Recognize what public is demanding during HAJJ and normal days Describe as well as carry out services that make the municipality operations easy Communicate for the effective development and system implementation Assess workers performance and offer value able services to visitors and public Establish the right potential to maintain the performance Continuously add improvement to IS/IT technology based system Makkah municipality information systems strategy will also support the different departments as offering the following facilities to the administration and system development teams: Building up the cross-departmental and standardized solutions to frequent corporate problems (like linking to emergency services during HAJJ days) Improving the performance of IT resources as well as technology to encourage IT based transformations all through the corporation Establishment of cooperation among the all departments (HAJJ department, Emergency, Red Cross, etc.) Offering support to the system development teams Figure 3- Makkah Municipality Direction 8.8- Corporate vision Makkah municipality desires to incorporate a stronger information system strategy vision that can be explained in following points: Figure 4- Makkah municipality Vision The contemporary technology based Makkah municipality IS\IT structure will meet the corporate demands as well as requirements of the public by data gathering, management and manipulation. The new and more effective technology of the Makkah municipality IS\IT will offer benefits to the associated department such as Makkah emergency services, Red Cross, Security services and regional administration and will deliver the better support. Makkah municipality aims to offer a more flexible communication based structure that offers technical infrastructure that has the capability to hold the growing needs for data network activity, file and document support. Making available mobile working and support for extensive data gathering about HAJJ visitors (HAJIES) Makkah municipality aims to offers the new type of IT service that recognizes corporate as well as operational requirements offering an efficient and effective support service for staff. The information systems strategy for Makkah municipality will be incorporated as a secondary significance: it is linked by platforms as well as applications, the nuts and bolts of how to present the corporate information. Therefore it is linked with the technological structure of the essential business elements that accomplish the requirements of the information strategy. 8.9- Architecture Makkah municipality needs to transform how it works traditionally to meet up business requirements. Makkah municipality will take a new IT\IS based system approach to design and deliver the systems for the corporate data management. This new technology is more effective and reliable regarding the less error based operating of corporate data. This new system also offers the main industry standards of corporate systems like re-usability, generalization, reliability, secure services. The proposed new IT\IS structure I given below: Figure 5- Makkah municipality Architecture 9- Strategic Principles and Initiatives Makkah Municipality will have potential enhancement in following areas: Corporate Support: facilitating the IS\IT platform for offering the better solutions and consultation. Incorporating a new integrated management system Improving the services via IS based platform Developing new and enhanced work and risk management systems Facilitating via new technology resources that considerable minimize the corporate operating staff Deploying new automated data processing systems Minimizing the staff costs by implementing less complex IS and database technology that require no special IT training Enhancing the corporate service speed as well as quality Promoting the mobile, remote and collaborative working and offering all necessary support in this areas Enhancing the corporate operating flexibility Minimizing the reliance fixed system based working platform Offering interactive client support that will also by offered through the on-line guidance system 10- Core Strategic Development areas As I have stated earlier, that Makkah Municipality is basically concentrating on the new IS\IT based systems implementation in the traditional corporate working environments. The main areas of Makkah Municipality IT solutions are support services for financial, management, local authority, police and manufacturing sectors. Below I have outlined some main areas of the core strategic development regarding the Makkah Municipality. Infrastructure Management Information Management Security Management Supplier Engagement Contract Management Financial Management People Management 11- IS Strategy Implementation 11.1- Activity List Below I have outlined some activities in the system working and an operation for the Makkah Municipality new information system. No Activities 1 Organizational analysis 2 Developing list of potential enchantment areas 3 Needs analysis 4 Management consultation 5 Taking demands 6 Feeding supplier needs 7 Developing main strategy framework 8 Taking approval 9 Implementing new corporate policies 10 Workers training 11 Hiring consultants 12 Assessing technology transformations 13 Designing new structure 14 Developing the list of demand 15 Acquiring the new technology platforms 16 Implementation of new technology 17 User operational training 18 Developing for customers 19 Testing and ensuring established quality standards 20 Taking user response 12. IS Strategy - QA Criteria Makkah Municipality IS strategy implementation and maintaining its quality are significant aspects of strategy implementation. Below I have outlined general criteria for ensuring the IS strategy quality assurance: Involving all the stakeholders in policy formulation Report for all critical drivers Be client-centric Hold performance measures Establish meaningful measures Handling corporate events Establishing audit and control Specifying corporate returns Estimating corporate performance Satisfying people needs 13- Conclusion In this report I have presented the detailed analysis of the different aspects of the Makkah Municipality IS Strategy analysis, designing and implementation. This research and analysis based report has offered a detailed analysis of the Makkah Municipality vision and intention regarding the new technology based platforms implementation. I hope this report will offer an insight into analysis of the different aspects of the IS strategy development and analysis for the Makkah Municipality. 14- References Chou, D. C., Bindu, H., & Chou, A. Y., 2005. BI and ERP integration. Information Management & Computer Security Volume 13 Issue 5, pp. 340-349. Fragidis, G., & Tarabanis, K., 2005. The Business Strategy Perspective on the Development of Decision Support Systems. CIMCA Proceedings of the International Conference on Computational Intelligence for Modelling, Control and Automation and International Conference on Intelligent Agents, Web Technologies and Internet Commerce Vol-2 (CIMCA-IAWTIC06) - Volume 02 (pp. 968 -975). IEEE Computer Society Washington, DC, USA. Levy, M., P., P., & Galliers, R., 1999. Assessing information systems strategy development frameworks in SMEs. Information & Management Volume 36, Issue 5, pp. 247-261. Oz, E., 2008. Management Information Systems, Sixth Edition. Thomson Cource Teachnolgy. Peters, S. C., Heng, M. S., & Veta, R., 2002. Formation of the information systems strategy: in a global financial services company. Information and Organization Volume 12, Issue 1, pp. 19-38. Silver, M. S., Markus, M. L., & Beath, C. M., 1995. 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