Database Information Systems Management - Essay Example

Database Information Systems Management Question During the seminar(S), we carried out a progressive project to create an Information System (IS) to benefit the Senior Management running the 4BIM600 ISM module. The IS consisted of data input fields were students had entered interchangeable data such as attendance, there thoughts on the seminar, notes and comments regarding the seminar, how well they would rate the session on a scale of 1-10 and what improvements they would make. In the instance of our project the roles of stakeholders were defined prior to the development phase. This is good practice because the benefits of the stakeholders are known prior to the designing of the IS and their needs can be addressed The concern when developing the application was with the benefits to the stakeholders, including the students, tutors and system developer. It is good practice during this phase of development to endure that the IS progressed to endure the desired benefits and it is bad practice to progress with the development if these desired benefits have not been realized.1 Fortunately in our project the benefits of the stakeholders had been define and benefits realized. These are important aspects of application development because they determine actions of business and IT management. An example of bad practice in developing such a system is to neglect to define who owns the IS Development. This means the individuals who are or will be responsible for all of the factors encompassing the development of the IS. These individuals include the sponsor, the IT project manager and the users. In retrospect of our project, there was some ambiguity in dedicating ownership of the IS Development. However, after defining the stakeholders the ownership and benefits objectives became clear. This is why it is good practice to set forth who owns the IS Development before progressing. It is bad practice not to define the stakeholder's role and intended benefits. e IS. A stakeholder is an individual who has an interest in the IS development and the future outcomes it. Our project the intended outcome was that SM is then able to view this Data in information format through computer-generated reports. In analysis of the outcome of the project I found that our current IS was inaccurate and did not go into much depth at all to benefit the end user Senior Management, due to lack of quality and quantity input by students. I also found that the IS itself had great potential, if the recommendations suggested were put in place. This is a good example why it is bad practice not to clearly define the benefits to all of the users, including the end users. In order to avoid these kind of mistakes and bad practices when developing an IS it is important to think of the development as a process. It is good practice to break the stakeholders down into context when developing the IS. The process includes technology, task, people and the structure or culture. These are all related to one another and it is good practice to think of stakeholder in the context of each of these steps being dependant upon each other. The technology that will be involved in the change is relative to the task to be performed. These components of the system or process depend on the stakeholders in the activity and Organisation and the structure and culture of the Organisation is important to all of the previous steps. It s bad practice to leave out any of these components and not to recognize that one has to do with the other. If any of these steps are overlooked important benefits to the stakeholders will be neglected and it will result in a faulted IS. It is good practice to think ahead and include everyone and everything you can. As the development progresses these factors can be cut down or omitted. These good practices for approaches to use when discovering stakeholders could be implemented in an IS for Emergency Medical Services (EMS). The approach that should be used would base its primary concern on patient satisfaction. An approach to discovering customers for a new EMS System would include asking if the EMS organization determined how it would continuously evaluate its methods for identifying customer requirements. When this is done the coordination of stakeholders can be implemented. In the context of an EMS IS it is important to identify the patients satisfaction and patients as stakeholders. In addition care providers needs and administration need to be identified in the stakeholder coordination process. Another important approach and good practice regarding the stakeholders, is to ensure the system(s) being developed is designed for frequently collecting data on hard measures of customer satisfaction. For example, s increased public financial support or repeat business, and soft measures such as opinion surveys or focus groups Question,) This is the age of information and if a manager wants to successfully organise their organisation management information systems can help them accomplish this. A smart manager will use management information systems as a fundamental resource to help them organize their duties. Management information systems and databases are valuable resources for a manager. Information systems can utilize information systems on a number of various resources. These resources include people, space, equipment and services. 7 If a manager is able to organize the resources the job of the manager is more productive and the manager can dedicate their time to improving the existing system within their organization. An example of how a manger can use a management information system to improve their organizing skills in a number of ways. The nature of a management information system is to keep information in an organized manner so that managers and others can access the information in an expeditious fashion. However, to have access to information in a quick manner is not enough to improve the way in which a manager can utilize a management information system in an efficient and economic manner. The manager must know which information will best suit his department and be knowledgeable as what do with it. By this it is meant if the manager is able to utilize the management information system properly it will benefit them. Employee reviews, reports and attendance records are examples of information a manager could put on the information system database to improve their efficiency. Productivity and productivity reports would be excellent candidates for the information system and by having this information on the database it will help the manager become more organised and as a result more efficient and able to improve productivity. A smart manager will utilize the information system to help them with their planning as well as organizing. Examples of ways that a manager can use a information system and database to improve the efficiency of their department is by entering day-to-day transactions on the information system's database. By doing this it will be much easier for the manager to evaluate day-to-day responsibilities and goals and as a result plan for them. In addition by having all of the information necessary for daily managerial functions on the database, the manager can look at everything at one time and plan. These planning responsibilities include time management planning and daily business obligations. The information system database can be used to make it possible so the manager can look ahead and see all meetings and other obligations that will be necessary for the day, week, month or even the year. By being able to look ahead and have the information organized and available it will improve the planning skills of the manager. Through the improvement of the planning process the manager will be able to improve their productivity and overall performance. 8 The database is storage for information and a good manager will make use of this. There are a number of ways the manager can use the information system to plan besides to benefit time management and coordinate meetings. The information system can be used by the manager to set forth new goals and keep track of their progress. By doing this the manager can see ahead and plan for the future with more accuracy. What is most important is that the manager realizes the information system can be used to help, plan, and organize and that all of the functions of the database/information system work together. In addition to organizing and planning a good manager will utilize the information system/database to aid them in decision-making. There are several ways a manager can accomplish this. One example is by having all information on past projects put onto the database. This could be entered into the database with productivity reports, comments on the past projects and success and failure statistics. The manager, by having access to all of this information, can look over what was done in the past and use it as comparison and reference to make decisions regarding new ventures. Another example how a manager can utilize the information system to help in decision-making is using the database to obtain information about the organization, products or services made or sold. Once again, by having access to all of this information at one time will aid the manager in making decisions that are based on knowledge and the information system can help expedite the manager's time in making solid informed decisions. A manager can use the information system for planning the direction a company is to take, whether to diversify, which areas of the world to operate in, how to maximize profit. 10 A manager can utilize the information system by using the operational information on the system. The manager can take this operational information and examine the data to produce order information and make decisions. 9 Management decisions can be classified into two types - structured and unstructured. Structured decisions are repetitive, routine and involve a definite procedure for handling them. 11 An information system can help a manager with these types 0f decisions. As well an information system can help a manager with unstructured decisions. These types of decisions require Judgement, insight and evaluation. They are often important decisions and there is no set procedure for making them. 12 However, an information systems database can help the manager make these decisions by providing numbers, such as past sales figures, productivity statistics and so forth. Question 3: In the context of this case study, there are several issues I would take into account. Whenever there is change in an organization much preparation and planning is required. In the case of the FLARE system, there are several factors that should be taken into consideration. Namely, that testing for reliable software is essential. Typically, a programmer will ask the question 'why do we need to test' Management should take into consideration that testing is not done just to be sure that a program meets technical requirements, but also that it is maintainable. Testing is used often as a means of determining quality and proving that the software is fit for its purpose. While it can assist, it is almost impossible to check that all the for any program and we are forced to relay on a set of carefully selected data. However, in spite of these limitations, testing is a very necessary phase in the life cycle of a project and needs to be planned (designed) carefully), 13 In order to make an organizational decision such as a changeover there are many things that must be taken into consideration regarding FLARE and the current system. The changeover will involve file conversion. File conversion involves the conversion of old file data into the form required by the new System. This normally requires format changes, editing, restructuring, etc. File set-up is the process of creating the new computer file from the data (already converted to a form acceptable by the computer. Care must be taken for the accuracy of conversion, error correction and detection. 14 . Any changeover in an organization is a big undertaking Preparation is vital and so is planning for any glitches that will come up. In regard to a FLARE system changeover, there are a number of important factors for the organization to consider. One important aspect to contemplate is that changeover can take place in one of the methods indicated below: 1. Direct (Straight) changeover: New System Old System time . It involves the removal of the old system and introduction of the new system at a go. This is the most dramatic of the changeovers and is the most open to errors. Normally occurs when it is a new or small system, or a complete innovative system, and when user department is experienced in computer usage. 14 1. Parallel changeover: New System Old System time Old system is kept alive until new system has been proved successfully. Maybe best system but has the disadvantages that it increases costs and difficulty since the company must support the two system at the same time. 1. Phased (Staged) changeover: Old System New System time The new system is introduced piece-by piece. Reduces risks but prolongs changeover. At the end of the implementation phase, there is yet another decision point at which the system is reviewed. It is admittedly rare, though not completely unheard of, for a system to be stopped at this late stage. 15 Although cost is a factor the phased changeover is the most feasible to use for the FLARE system. There are several reasons for this and one is due to the upgrade in size. he cost factor in the end would be far greater if the system is implemented and either the new or the old system went down. In addition when factoring in the efficiency and raise in productivity in the future for the organization if the Flare system were implemented would be worth the initial cost of the phase in changeover. In order for this or any changeover to be successful, the organization must adhere strictly to scheduling and the phases of the plan. The main functions in this last stage are: . Evaluation . Systems Maintenance The work of a systems analyst does not cease when the system becomes operational and error-free. The evaluation phase takes place after the system has been running error-free for several cycles. The purpose of the evaluation is threefold. "Firstly, the efficiency of the system is examined to see where improvements can be made. Secondly, the achievements of the system are compared to the objectives originally set. . Thirdly, the evaluation provides valuable feedback to the systems analyst, so that he may learn from the good and the bad points of the system." 16 Endnotes 1 Greenspan, Phillip (2003)." Chapter 12: Database Management Systems" Alex's Guide to Web Publishing. 2 Boddy, D; Boonstra, A & Kennedy, G. 2002. Managing information systems, an organisational perspective. Financial Times / Prentice Hall 3 Beynon-Davies, P. 2002. Information systems: an introduction to information in organisations. Palgrave. 4 Ibid 5 O'Brien, J. 2004. Management information systems: managing information technology in the business enterprise, 6th ed. Irwin 6 Ibid 7 http://www.strodes.co.uk/powerpoint/37.ppt. (2005) 8, Ibid 9 Boddy, D; Boonstra, A & Kennedy, G. 10 http://www.strodes.co.uk/powerpoint/37.ppt. (2005) 11, 12 Ibid 13 ww.pctechtalk.com/forums/showthread.phps=f20d349e57baa26641fdc4cdee568d52&threadid=12560 14, 15, 16 Ibid References Beynon-Davies, P. 2002. Information systems: an introduction to information in organisations. Palgrave. Boddy, D; Boonstra, A & Kennedy, G. 2002. Managing information systems, an organisational perspective. Financial Times / Prentice Hall O'Brien, J. 2004. Management information systems: managing information technology in the business enterprise, 6th ed. Irwin http: //www.strodes.co.uk/powerpoint/37.ppt. (2005) Read More