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NATIONAL PLANNING COMMISSION ISC/ICT DIVISION

MANAGEMENT INFORMATION SYSTEM (MIS) IMPLEMENTATION FRAMEWORK

(Draft – Version 1.2)

May 2012


Acronyms

AMS

Asset Management System

BI

Business Intelligence

DW

Data Warehousing

ETL

Extraction, Transformation and Loading

ICT

Information and Communications Technology

IT

Information Technology

MIS

Management Information Systems

NIMRES

National Integrated Monitoring, Reporting and Evaluation System

NPC

National Planning Commission

ODA

Official Development Assistance

TNA

Training Needs Assessment

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Table of Contents

1.INTRODUCTION........................................................................................................................................1 2.OVERVIEW OF THE NATIONAL PLANNING COMMISSION MIS..................................................................1 2.1.THE NPC MIS INFRASTRUCTURE SETUP.............................................................................................1 2.1.1.Data Sources...............................................................................................................................2 2.1.2.Data Warehousing and Business Intelligence.............................................................................2 2.1.3.Collaboration..............................................................................................................................3 2.2.NPC MIS IMPLEMENTATION PROCESS ..............................................................................................5 2.2.1.MIS Implementation Pre-Planning Phase...................................................................................5 2.2.2.Summary MIS Activity Implementation Process.........................................................................6

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1. INTRODUCTION Every organization struggles with the management of information on a daily basis to facilitate decision making processes at the various levels of management. Broadly speaking, Management Information Systems (MIS) is a discipline that deals with the use of Information Technology (IT) involving computers and computer technology to process data and information to aid management decision making. The computer technology is important because we are in the information age, a time when knowledge is power. Today more than ever, organizations need information, information technology (IT), and the overarching MIS function to process, assimilate, and distribute information and knowledge to create and sustain a competitive advantage.

2. OVERVIEW OF THE NATIONAL PLANNING COMMISSION MIS Management Information Systems (MIS) deal with the planning for, development, management, and use of IT tools to help organizations perform activities related to information processing and management. MIS deal with the coordination of three important organizational resources namely; information, people and information technology. Ideally, they use technology to support the goals and objectives of the organization driven by their missions and determined by appropriate strategic business plans. Currently at the NPC, existing information in hard copy documents or in databases is located within individual departments, directorates and divisions with minimal or no linkages to facilitate access and sharing of the available data and information. Therefore, the objective is to set up NPC MIS in order to make data and information from the various operational level databases accessible and shared by all of the NPC staff by the use of IT. 2.1.

THE NPC MIS INFRASTRUCTURE SETUP

The NPC MIS infrastructure is divided into three major parts; the Data Sources, Data Warehousing (DW) and Business Intelligence (BI), and Collaboration.

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2.1.1. Data Sources Operational database systems are the main data sources for the MIS infrastructure. Operational level systems in this context are those that capture and store data at the departmental, directorate, and division level on a day-to-day basis. NPC is implementing a number of operational databases to digitally store, process, and disseminate information on various aspects. Below is a list of the existing and operational databases within the NPC.

Database

Description

Unit served

Official Development Assistance (ODA) Database

ODA database captures data on development aid agreements, projects, disbursements (financials) for the Government of Namibia. The information stored is accessible on-line via the web by all the relevant stakeholders.

Donor Management and Monitoring and Evaluation

Asset Management System (AMS)

The system captures data on assets, generates management reports, schedules periodic asset maintenance, vehicle fleet management, and parking allocation for staff vehicles.

Division of General Services

Training Needs Assessment (TNA) Database

A database that stores staff training needs, training schedules, training carried out, other training records and staff qualification details.

Division of General Services

National Integrated Monitoring, Reporting and Evaluation System (NIMRES)

A system used to store and analyse M& E data, generate project and program implementation performance reports

Donor Management and Monitoring and Evaluation

2.1.2. Data Warehousing and Business Intelligence A data warehouse (DW) is a logical collection of information gathered from many different operational databases. Data gathered from the many different databases creates business intelligence (BI). The business intelligence supports business analysis activities and decision making functions. The data warehouse has a number of key features as described below. Business intelligence (BI) is a combination of applications and technologies for gathering, storing, analyzing, and providing access to data in-order for users to make informed business decisions. BI is configured to facilitate decision-making at various levels of management 2 ISC/IT Division - MIS Implementation Framework


(executive, top, middle and operational). BI tools facilitate querying, reporting, analysing, forecasting and mining of data from the Data Warehouse. a. Extraction, Transformation and Loading (ETL), and the Staging Area As stated, a data warehouse receives data from different data sources within NPC and its external stakeholders. Extraction, Transformation and Loading (ETL) is a process that enables synchronisation (pulling) of data from different sources into the Data Warehouse. Data from one or more of the operational level database systems needs to be extracted and copied into the data warehouse. Before data is made available in the data warehouse, it is first loaded into the Staging Area. Once loaded, it is “cleaned�, validated and processed into useful and usable data by the Data Warehouse. b. Data Marts This is a snap shot of the data warehouse that focuses on a specific subject matter. Data marts will be designed for particular reports hence making it easy to report and analyse the data from the Data Warehouse. c. Cubes Data cubes contain data organised in a way that facilitates non-predetermined (ad-hoc) reports through queries. Different cubes will be generated to analyse and answer different performance reports on projects and programmes under implementation. These cubes can be generated on and as when required basis. 2.1.3. Collaboration Collaboration is an important component of an MIS system. It enables employees to publish, share, search, analyse and manage information through a web browser. NPC management has embraced the use of Microsoft SharePoint application as a collaborative tool. SharePoint is a web enterprise information access portal created to facilitate institutional collaboration. Using SharePoint, employees can set up web enabled links to share information with others, manage documents from start to finish, and publish reports to share information and also help everyone make informed and better decisions.

Below is a diagram showing the proposed NPC MIS infrastructure set up.

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Figure 1: The Schematic Representation of the Management Information System for the NPC

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2.2. NPC MIS IMPLEMENTATION PROCESS 2.2.1. MIS Implementation Pre-Planning Phase For the successful implementation of the management information systems (MIS), it is important that NPC management carry out the following pre-planning activities as a precursor to the implementation process. (i)

Nomination of NPC MIS Implementation Steering Committee

A committee will be charged with MIS policy guidance and overseeing of the implementation process. The committee comprises senior members of staff representing the three Departments of Macroeconomic Planning, Regional and Sectoral Planning and Policy Coordination, and Donor Management, and Monitoring and Evaluation, Directorate of General Services and the Head of Division in charge of ICT. The committee is to be chaired by the Permanent Secretary or a designate. (ii)

Nomination of MIS Implementation Technical Committee

The committee will be charged with the technical assessment of all MIS initiatives and making recommendations to the Steering Committee for consideration and approval. The committee will also carry out periodic monitoring and evaluation of the MIS initiatives under implementation. The committee will be comprised of subject matter specialists drawn from the three departments and directorate of General Services. It will be chaired by the Head of the division in charge of ICT. (iii)

Sensitization and Training of NPC on MIS General Concepts

In the preparation to begin the implementation of the MIS initiatives, it is critical that NPC staff are sensitised and trained on MIS general concepts. This will create awareness and general understanding about MIS applications within the organisation. (iv)

Development of an ICT Strategy for NPC

To guide technically the implementation of the MIS activities, there is need to have an operational ICT strategy in place to harmonise MIS initiatives with other ICT services and applications.

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2.2.2. Summary MIS Activity Implementation Process (i)

(ii)

NPC Information Needs (Requirements) Analysis •

General Services

Administration Services

Financial Management

Human Resources Management

Records Management

Planning, Monitoring & Evaluation

Official Development Assistance (ODA)

Training

Asset Management

Projects

Departmental and Directorate performance information

Develop/Design an MIS Framework •

Based on various databases and information flows

(iii)

Develop the MIS Architecture

(iv)

Develop an MIS Conceptual Schema

(v)

Develop an MIS Logical Schema

(vi)

Create/update databases and their interfaces

(vii)

Create a Data warehouse

(viii)

Create/generate MIS Reports

(ix)

Disseminate/share Reports

(x)

Train Staff

(xi)

Monitor and Evaluate MIS activities 6

ISC/IT Division - MIS Implementation Framework

MIS Implementation Framework (final draft as of 30 May 2012)  

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