Advanced Management Information Systems - Essay Example

Management Information systems Introduction: Computers in the contemporary day and age are an integral element of the information processing within a given organization given the fact that they have the powers of the technology to back them and the increasing volumes of data that need processing. The application of computers to information processing began in 1954 when one of the first computers was programmed to process payroll. Today, computerized processing of transaction data is a routine activity of large organizations. Moreover, the capability to automate information processing has permitted an expansion in the scope of formalized organizational information use (Turban, 2009). The challenge at present in the issue of processing information is to make usage of the abilities of the computing information systems so that knowledge could be supported, along with making decisions inclusive of managerial activities. The diversity of computer resources to execute business processing, to offer processing for a formal reporting and information system, along with the achievement of the managerial-decision support are known as the organizational management information system or MIS. Management Information systems: The aims and the execution of the management information systems within an organization make it necessary that there be identification of information requirements. The requirements for routine transaction processing tend to be stable and relatively easy to identify; information requirements for management and decision making activities are more changeable and more difficult to define. A management information system wuld help access organize summarize and display information for supporting routine decision making in functional areas. One would have to understand in this context that it is difficult if not impossible to arrive at a singular decision on the definition of the process that defines the management information system (Davis, 2001). There are those that would define it as an “integrated, user-machine system for providing information to support operations, management and decision-making functions in an organization” (Davis, 2001). The system utilizes computer hardware and software, manual procedures; models of analysis and planning, control and decision making and a database. The fact of the matter remains that an integrated system is not connoted by a singular, monolithic arrangement; rather, it means that the varying aspects of the system design fit into a larger design pattern. A traditional view of information systems in the context of corporate management holds that these are utilized by organizations in controlling and monitoring processes and and in ensuring efficiency and competence (Stair, Reynolds, and Reynolds, 2009). An information system can be used as a feedback mechanism by ensuring that information from a given system is transformed significant data for employees. This could be done by the information being summarized in terms of the work of the given subsystems. These can be used in the long run to change definitions on how the system operates. This again could involve the use of various raw materials the design of novel processes in terms of change of product or even the development of new products ad services (outputs). By this opinion therefore, the IS is exterior to the procedure and serve to watch and manage it. Desalination Issues: The United Arab Emirates today is the largest per capita water consumer in the world ranked third only after the US and Canada. The annual water consumed in Abu Dhabi solely is around 2.486 billion cubic meters; of this usage, 1692 million cubic meters or 69 per cent is used for agriculture. This in turn is predicted to rise to 5.858 billion cubic meters by 2020 (United Arabs, Year book, 2002). There has to be realized that in the current system of meeting the water demands of the Emirate’s agricultural demand a significant amount is supplied by the underground water, where the sweet groundwater, which is being distributed by the federal authority(FEWA) forms almost more tan half the water distributed by them in Northern Emirates. But even though this is true, it is also a reality that the UAE’s needs are being met by an extensively developed program of gas fired desalination, and under this program Abu Dhabi accounts for almost 50% production. Therefore there has today emerged an entirely separate concept of capturing water which is completely different from the concept of water production through capturing underground resources. The issue that is facing the country today dealing with the water shortages has to be looked into and has to be addressed as it can lead to problems in the future which can be political as well as economic in nature. This said there also has to be realized that there is no simple solution that presents itself. The water received by the region by rainfall is also less amounting to only 42mm in most regions, the only exception being the Ras al Khaimah which receives to about 150 mm of water through rainfall in a year Taweelah Plant: Core Business Description The first program that was adopted to ensure that the water problems of the country are addressed was the Taweelah A 1plant project. Under this the plant has been extended to almost 385 million litres of clean water in a day. It has also been refurbished to 1, 430 MW production of energy per day. In the year of 2001 in the month of July the plant entered into a contact with Total Fina Elf and Tractebel, under the Abu Dhabi Water and Electricity Authority (ADWEA). This contract dealt mainly with the procurement development and renovation of the plant. In the year of 2006 the project that was completed which achieved the expansion of the facility, which was a four year undertaking. It was one of the biggest cogeneration plants that are working successfully in the world today. The furthering of the expansion of the facility is under planning and discussion at present. The contract that was signed by the ADWEA looked in purchasing the electricity generated in the plant, as well the water which is utilized to meet about one fourth of the city Abu Dhabi’s energy and water requirements. The budget was completed on time and within budget, where the contract was signed for $ 1.5 billion on the first of May in the year of 2003. Problems: Based on the technological base of the work that is carried out by Taweelah, there would automatically be a number of information system based support functions that would be required for an efficient system of work to be carried out by the management. In this analysis, we identify three essential areas where management information systems and the support that these would provide could be identified as important functions in terms of efficient coordination of management tasks. These could be identified as 1. Knowledge Sharing 2. CRM and supply chain activities 3. Data storage and connectivity 4. Management of employees in terms of HR support One would have to remember that goiven the highly technical nature of thw ork that is processed at the plant and the fact that mistakes in the process of production could be fatal, the issue of task management, and strategic support in terms of MIS could be of vital importance. IT Solutions and corresponding benefits: Given the fact that in an MIS program, the basic processes would be geared toward the middle managers, most MIS systems are characterized by their abilities ti produce periodic reports. The first solution therefore would be to senure that the decisions that the organizayion makes are more structured and make use of the simple data converted into information variable. The first problem that would face the company is that of knowledge sharing and availability to all employees. The idea here is that as a company it is but obvious that there would be a lot of competitive pressure on the management; the solution would therefore be the maximization of output where each unit is concerned. The basic solution in terms of a management information system is the creation and establishment of a computer based network accessible only to the employees. This would be established backed by a network that would work aiming at the collection, categorization and sharing information through the usage of database and intranets. This could be the basic tool of knowledge management. The management challenge in this case would be providing incentives to employees for overcoming resistance to change. The concept discussed here is one based essentially on the importance and value of the identification of the value of the internal knowledge within the organization and sharing it throughout the organizational. This interface could be based on something like a more secret, internalized Facebook, giving the employees with the chance to interact and share information. The second major problem that would have to be dealt with in an operation as large as the desalination plant obviously would be is the problem of data management and storage. The issue here is with respect to the ability of the monitoring and storage system to generate data that is usable by the accounting systems. The idea therefore is that the storage system handles a variety of data but much of this data is non-transferable in terms of information. The idea therefore would be the rebuilding of the system using one database platform and a single structure. Computer auxiliary units could also be developed. Connectivity within departments is a problem given the nature of work, and unreliable factors that determine the manner of functioning where telephone lines are concerned. The ideal solution here is to have an ‘on-line’ connection between the regional office and the headquarters meaning that data input at the regional level is automatically accessible in the headquarters or the main office. Te process would be guided by two o the most standard techniques of increasing competitive advantage through use of IT-the process of transactional processing (which would organize data in hierarchical structures) and supplementary activity to transaction processes involving analysis of accumulated data in terms of data mining and querying. This would help the company map the success and failure rates of each new initiative and every single problem area could be identified and aptly dealt with. The supply chain and the system could again make use of the RFID technology to keep track of the batches as they have been produced and dispatched keeping the system of input and output inventories in control, thereby reducing the margin of error. It has been suggested by logistics literature that RFID technology increases the agility of supply chain systems and gives companies a competitive advantage (Kinsella, 2003). RFID tags are analogues to barcodes that wirelessly transmit their serial number to in-store scanning machines.  Demand forecasting is used in the demand-driven supply chain management method. The integrated system that would allow the data to be shared across the company would also improve decision making at every point in the consumer facing and processing parts of the supply chain. This should automatically increase profits. Technology and the internet are having a major and growing impact in the manner in which organizations select employees using the selection devices such as integrity testing devices like the polygraph test. An increasing number of assessment devices could be administered over the Internet rather than requiring the job candidates to come to a central testing site (Fisher, Schoenfeldt and Shaw, 2008). Bio-data forms an experience records are well suited to being administered and instantaneously scored over the Internet as the first steps in the selection process. Some firms also conduct ability testing over the Internet but also often require a follow-up test for qualifying individuals in a monitored testing center. Another manner in which technology assists testing a particular skill is to have the computer create a customized test for each test taker by selecting items from the item pool on the basis of correctness of past answers (Green, Maxwell and Watson, 2004). Some of the other methods that could optimize outputs at minimal costs could be the use of wireless technology for coordination between departments. Outsourcing could also be an option, especially where the more technical desk part of the operations are concerned. Finally, the information systems could be used in terms of employee training given the propensity to connect instantly. This could be useful in a market that is characterized by an expatriate worker population. The ultimate goal of the operation would be to keep as limited a number of nationals in permanently in international locations as is possible (Noe, 2008). The factors that would have to be kept under consideration here are those of evaluation, management, training, problem solving and even long term operational decisions, for example, training and skill development in case of expatriates would have to break through the moulds of the time and space. The employee's learning needs have to be assessed through a computer dialog and they would in turn have to access the same in order to gain customized training via interactive multimedia, the Internet, computer conferencing and satellite broadcasts (Franzterb, 1998). Critical success factors: The auxiliary system of data connectivity would mean a single structure could be ensured which would mean an integrated system of information transfer and management. RFID tags would help keep tabs on container movement. This should be kept in mind keeping the basic focus of uncertainty and risk reduction thereby positively affecting inventory levels, cycle time, business processes and customer service. Supply chain management systems would be focused on the demand-driven approach, wherein data is captured in real time. The use of technology to ensure that the management of employee records and data is updated would be facailitaued by the new software that are provided by the basic MIS systems. These are cost effective. Getting trained professionals to manage the system is easy and the enture scheme would be relatively easy to execute if only there is a certain amount of stress laid on planning and trained execution. Where technology is concerned, the major success factors would include intuition, the contributions of technology toward the buid-up of a lean supply chain. The logistical support to technology is huge given the right component suppliers in good time. Also, use of technology would be able to organize the system creation process reliably, fast and cost effectively. Investment: The process would take about six to eight months on investment time and $75, 000 in terms of fiscal expenditures for implementation, with the equipment and the personnel required for the implementation of the project. Conclusion In conclusion therefore it might be stated that there are a number of ways in which information systems could contribute to the success and problem solving as far as modern businesses are concerned. The only problem is that these need some quick-fire investments and a team of special technicians to get the innovation right along with a long process of training and familiarity for the staff. Reference: Stair, R., M., Reynolds G., and Reynolds, G., W., (2009). Principles of Information Systems. Cengage Brain. p47 United Arabs, Year book, (2002). United arab emirates yearbook. Trident Press. p187 Kinsella, B., (2003). The Wal-Mart Factor. The industrial Engineer . 35(11). Pp32-36  Noe, R., (2004). Fundamentals of human resource management. A1 Books. 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