MANAGEMENT INFORMATION

SYSTEM

DEFINITION• Management is the process of directing and

controlling the resources and their application towards the achievement of specific objectives.

• Information is the result of transforming data into elements of knowledge that are directly useful and applicable.

• System is the array of components designed to accomplish a particular objective according to a plan.

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•Management information system is a system which provides management with the information it requires to monitor progress, measures performance, detects trends, and evaluates alternatives, make decisions and to take corrective actions

• R R Duerch

• MIS is defined as a formal system of gathering, integrating, comparing, analyzing and dispensing information internal and external to the enterprise in a timely, effective and efficient manner.

Koontz Harnold

OBJECTIVES OF MIS

• To enhance communication among employs.

• To provide a system for recording and aggregating information.

• Reduce expenses related to labor-intensive manual activities.

• To support the organization’s strategic goals and direction

• To provide reliable, latest and useful heath information to all levels of health officers and administrators.

• To amend health policies and working system on the basis of feedback, received from health information system.

• To provide information about periodically and time bound programmes and for midterm evaluation.

• To contribute towards achievement of objectives of health policies and programmes.

• To increase efficiency and quality in health management

PURPOSES OF MIS

• To provide management information to decision makers at various levels in the organization

• To provide a basis to analyze warning signals that can originate both externally and internally

• To automate routine operations thus avoiding human work in the processing tasks

• To assist management in making routine decisions

USES OF MIS• To support decision-making and taking actions.

• To help to assess community needs, e.g. community needs assessment approach under RCH can make use of MIS for preparing sub-centre action plans

• To prioritize the health needs

• To assess the performance of health workers or institutions like subcentre – PHC – CHC – district or state.

• To monitor programme operations.

• To evaluate the programme or it measure its success and failure.

• For better planning of services and programmes at local level.

• To justify the resources spent (staff, money and material).

• For operational and epidemiological research purposes.

• MIS is useful for training of workers and medical officers and the supervisors.

• Helps to provide database or information to client or community whose livers it affects profoundly.

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CLASSIFICATION OF MIS

• Data bank information system

• Predictive information system

• Decion making information system

• Decision taking information system

STEPS IN MIS DEVELOPMENT

• Preliminary investigation• The problem

• Magnitude and scope

• Alternatives

• Viability and cost effectiveness

• Requirements analysis• Knowing the primary and secondary users

• Ascertaining user needs

• Primary and secondary source of information

• Design, development and implementation needs

• Systems design• Inputs

• Processing

• Outputs

• Storage

• Procedures

• Human resources

• Acquisition/procurement• Compatibility

• Cost effectiveness

• Performance standards

• After sales service

• Configuration

• Portability

• Implementation/ installation• Application development

• Testing

• Debugging – logical and syntactical

• Procedure and user manual preparation

• Orientation and training

• Maintanence and upgradation

DO’S AND DON’TS IN DEVELOPING MIS

Do’s

• Have simpler and manageable system

• Be unrealistic in developing action plan develop common understanding between consultant and the organization

• Involve programmer in needs assessment

• Customize off -the -shelf software

• Have simple software for users to handle

• Extensively involve users in MIS development

• Adopt modular approach for s/w development

Don’ts

• Be ambitious

• Delay decisions on hiring application developers

• Depend heavily on the consultant

• Invest heavily in in-house application development

• Let vendors determine hardware needs for LAN

• Go for large applications

ADVANTAGES OF MIS•Means of effective and efficient

coordination between departments

• Connect people, processes and data in real time across the hospital on a single platform

•Workflow routes documents and information electronically

• It supports and enhances the overall decision making process

• It enhances job performance throughout organization

• It provides the means through which the activities can be monitored and information is distributed to the management, employees and clients

• It provides the feedback on the effectiveness of risk control.

• Quick and reliable referencing access to relevant data and documents

• Hospital administrators would be able to significantly improve the operational control and thus streamline operations

• It enables doctors and hospitals to better serve their patients

• Improved quality of patient care.

• Increased nursing productivity

• Reducing the time spend by staff filling out forms ,freeing resource for more critical tasks.

• Better quality of care, procedures and service to patients.

• Control over the costs incurred by diagnosis related groups

• Use of less labour

• Improvement in organization and departmental techniques

• Management of day to day activities

• Day to day assistance in a department and closer contact with others

DISADVANTAGES OF MIS

• Unauthorized entries

• Backing

• Theft or corruption of data

• Incidence of sudden crash of the system

ROLE OF COMMUNITY HEALTH NURSE IN IMPLEMENTING MIS

• Ensure active co-operation of community health nurses already in the phase of strategic planning of MIS and also ensure the cooperation of other allied health workers for the implementation of management information system.

• Allocate adequate resources for the implementation of management information system in the community.

• Appoint a nurse manager in each department of community health to co-ordinate implementation of the system

• Form a team of co-ordinators from individual departments to encourage exchange of experience

• Provide sufficient staff in the community to assist with the implementation of MIS.

• Organize a kick-off meeting or a workshop for nurses and other health workers working in the community to provide them with information on new procedures, nurses' responsibilities in using the new system, and expected effects of the new system on nurses' work, patient care and the hospital and the community as a whole.

• Train nurse managers and other experienced nurses to assist with the training of other nursing staff.

• Adopt a unified methodological approach, prepare quality standardized documentation, develop a flexible system that can be readily modified, and actively involve the end user.

• Ensure continuous communication between system developers and users.

• The organizational changes that will occur with the implementation of the new system must be anticipated and presented to its users as a positive development and not as an additional task in their daily work.

• Ensure the participation of experts from all relevant fields in all phases of the project for the successful completion of the system.