PROJECT TOPIC ON THE USE OF MANAGEMENT INFORMATION SYSTEMS IN NATIONAL BOARD FOR TECHNICAL EDUCATION
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PROJECT
TOPIC ON THE USE OF MANAGEMENT INFORMATION SYSTEMS IN NATIONAL BOARD FOR
TECHNICAL EDUCATION
CHAPTER ONE
INTRODUCTION
1.1
BACKGROUND TO THE STUDY
The world is
in a dispensation of great change and working in an Information Age, where
managers have to assimilate masses of data, convert that data into information,
form conclusions about that information for planning and making decisions
leading to the achievement of business objectives. The place of information in
an organization sense is complex. Information is very crucial for effective
running of all organization. It is a basic and important resource needed to
develop other resources in any thriving organization. Information is data that
have been processed into meaningful and perceivable form for use by
administrators and managers in planning and decision-making. In the same vein
Eyitayo et a ( 2006) said information is data which has been processed in such
a way as to be meaningful and useful to the person who receives it. Uhegbu
(2001), held the view that information is a conveyor of knowledge, a change
agent, a reinforcement of ideas and opinion.
The
development and use of MIS is a modern phenomenon concerned with the use of
appropriate information that will lead to a better decision making and
organizational planning, hence better results Ali et a ( 2011). A manager‟s
effectiveness is largely dependent on the existence and use of information
system such as a management information system. Management information system
gathers, process, store and disseminate relevant information to the appropriate
levels of management to support their planning and decision making. O‟Brien
(2003) reported that information supports every aspect of business activities
and therefore provides organizations with knowledge to support their decision
making responsibilities. Adebayo (2007) is of the opinion that if the relevant
information required in a decision making process or an organizational planning
is not available at the appropriate time then, there is a good chance to be a
poor organizational planning, inappropriate decision making, poor priority of
needs and defective programming of activities.
Management
information system is an ever evolving and a useful integrated user-machine for
providing information, supporting operations, management, analysis and decision
making functions by utilizing computer hardware, software models and database.
MIS is basically concerned with processing data into information which is then
communicated to the various departments, in an organization for appropriate
decision making. MIS provides several benefits to organizations some of which
are: it provides effective and efficient means of coordination between
departments, quick access to relevant data and documents; use of less labour;
quick and reliable referencing; management of day-to-day operations and
day-to-day assistance in a department and improvement in organizational and
departmental techniques.
Various
organizations have chosen to apply this system to their organizations.
Management information systems have become a major function area of business
administration. According to Heven et al ( 2004), information systems nowadays
play a vital role in the e-business and e-commerce operations, enterprise and
management and strategic success of the business. Despite the role MIS play in
organization, some organization up till date still find it difficult to break
even as a result of series of barrier.
1.1.1
Concept of Barrier
A barrier
is, generally speaking an obstacle, an obstruction, or a hindrance that may
prevent an event from taking place Peng and Nunes, (2010). From the business
perspective, barrier is an obstacle within the business context that prevents
business objectives from being realized. In essence a barrier to MIS
exploitation is any obstacle or factor that is inherent to the business context
or the system itself, and can prevent organizations from efficiently using,
maintaining and improving the implemented MIS. (Rucks and Ginter; 1982, Rach
and Benbasat, 2000) argued that potential benefits associated with the use of
MIS may not be achieved due to issues such as technological barriers, systems
barrier and organizational barrier.
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National
Board for technical Education as an Agency of the Federal Ministry of education
specially established to handle all aspects of technical and vocational
education training in Nigeria, generates a lot of data both internally and
externally which the human brain can no longer comprehend hence, need a perfect
working MIS devoid of barriers designed to meet all the stakeholders,
management, and staff information needs for effective and efficient
organizational operations, decision making and organizational planning.
PROJECT
TOPIC ON THE USE OF MANAGEMENT INFORMATION SYSTEMS IN NATIONAL BOARD FOR TECHNICAL
EDUCATION
1.1.2
Concept of Management Information System
Management
information system is a computer-based system that provides managers with the
tools for organizing, evaluating and efficiently running their departments. In
order to provide past, present and prediction information, an MIS can include
software that help in decision making, data resources such as database, the
hardware resources of a system, decision support systems, people management and
project management applications and any computerized processes that enable the
department to run efficiently.
In the words
of Alzarani (2010), MIS is an information system that generates accurate,
timely and organized information so managers and other users can make
decisions, solve problems and supervise activity. MIS produces fixed, regularly
scheduled reports based on data extracted and summarized from the firm‟s
underlying transaction processing systems to middle and operational managers to
identify and inform structured and semi structured decision problems. Sekhar
(2007) opined that MIS is a “system that collects and processes data
(information) and provides it to managers at all levels who uses it for
decision making, planning, program implementation and control”. In other words,
MIS is aimed at proffering the management with a solution to a problem.
According to
Laudon and Laudon (2004), MIS is an integral Part of organizations which
represents an organizational and management solution, based on information
technology, to a challenge posed by the environment. MIS is an information
system that enhances management decision making. This is because it possesses
decision making capability. It is therefore a dynamic concept subject to
change, time and again, continually interacting with the internal and external
environment of the organization and thereby provide a corrective mechanism
within the system that brings about the change needed by a typical MIS.
According to David and Olson, (2005); Lucas,( 2000) McLeod,( 2005).
A MIS
essentially produces information that supports the management functions of an
organization. In essence, MIS is the link required to connect all the
organization‟s components together, hence providing better operation and
survival in a competitive environment. Similarly, O‟Neil and Adiya, (2007)
reported that organizations that do not have formal information sharing
practices will fail to leverage their manager‟s intellectual capital for
business innovation and growth.
This means
that MIS enables the exchange of experience which transfers the required
information to the management levels to sustain competitive advantage since it
affects the decision making to improve the quality of services provided. In the
same vein, Barachini et al,( 2009) said it is imperative that organizations
should continuously motivate their employees to share valuable information so
that their intellectual capital can be leveraged. MIS will give management a
new dimension in managing its knowledge and help in carrying out and maximizing
the management‟s initiation in harmonizing the appropriate strategies in the
short and long term planning( Edmondson: 2002). MIS exist t improve and enhance
decision making on the issues affecting human and material resources (Adebayo:
2007).
1.1.3 The National Board for Technical Education
(NBTE)
The National
Board for Technical Education is one of the agencies of the Federal Ministry of
Education specially established to handle all aspects of Technical and
Vocational Education Training in Nigeria. It was established by Act No. 9 of
11th January, 1977. There are at present 110 approved tertiary technical
institutions and 159 technical colleges under the purview of the Board with
different types of ownership.
The NBTE
provides standardized minimum guide curricula for Technical and Vocational
Education and Training (TVET). It supervises and regulates through an
accreditation process, the programs offered by the technical institutions and
colleges. It is also involved in the funding of the government polytechnics and
monotechnics.
Vision
The vision
of the NBTE is to promote quality Technical and Vocational Education and
Training (TEVT) for the sustainable development, growth and leadership roles of
Nigeria in Africa and global affairs. Its mission is to promote the production
of skilled/semi skilled technical and professional manpower, to revitalize and
sustain the national economy, reduce unemployment and poverty through the
setting of appropriate quality assurance instrument for planning and decision
making, sourcing and disbursing of funds and establishment of adequate linkages
between TVET institutions and industry (NBTE News Letter, 2013 ).
1.2 Statement of Problem
Barriers
pose serious problems to organizations as they rely on their employees to adapt
to changes that will improve staff performance and productivity, however, the
adaptation is usually slow, often difficult and sometimes even unsuccessful.
Management effectiveness is largely dependent on the existence and use of
information for planning and decision making in an organization, therefore if
the relevant information required in a decision making process or an
organizational planning is not available at the appropriate time then, there is
a good chance to be a poor organizational planning, inappropriate decision
making, poor priority of needs and defective programming or scheduling of
activities.
The
development and use of MIS in the modern organization became necessary as an
efficient information management system creates, processes, and disseminates
information that is critical to organizational performance. It ensures that
information is available to the managers and other users in the form they want
it and when they need it. This is why timely information is particularly
central to effective decision making in an organization. Similarly, Reedy et al
(2009), reported that information system is the mechanism to ensure that
information is available to the managers in the form they want it and when they
need it.
In a
specialized setting like the NBTE a lot of data are being generated both
internally and externally on a daily basis. Its proper transformation and
dissemination on daily basis is very crucial. The NBTE is a large scale
organization in terms of size, area, coverage, varieties of activities and
functions, and also diverse manpower requirements. It is therefore, natural
that such large organization should adapt an information system (MIS) devoid of
any barrier to facilitate information generation, management, and use by the
staff, management and the stakeholders.
Despite the
roles MIS play in supporting managers in information provision for an improved
planning and decision making function, the level of awareness and use of this
system by management of NBTE appears to be very minimal. Preliminary
investigation by the researcher revealed that information generation, process,
storage and dissemination are carried out majorly through manual system. This
made the researcher to ponder whether it is as a result of poor utilization of
the management information system which leads to delay in information
accessibility?.
It is
against this backdrop that this study is being undertaken to determine the use
of MIS in NBTE Kaduna, to identify the barriers to the use of MIS, to determine
the impact of the use of MIS on the management work processes and to determine
the extent of management reliance on MIS for their information needs.
1.3 Research Questions
For the
purpose of this study, the following questions are set:
What are the
barriers to the use of Management Information System in NBTE?
What is the
impact of the use of MIS on management work processes?
To what
extent do you rely on MIS for your information need?
1.4 Objectives of the study
The
objectives of this study are:
To identify
the barriers inhibiting the use of MIS in NBTE.
To determine
the impact of MIS use on management work processes
To determine
the extent to which management rely on MIS for their information need
1.5 Significance of the Study
This study
is important because it tends to identify the barriers to effective use of MIS
in National Board for Technical Education, Kaduna. It provides the management
and stakeholders‟ knowledge on the roles MIS play in organization. MIS is
basically concerned with the process of collecting, processing, storing and
transmitting relevant information to support management in their challenging
role of decision making. However, this can only be achieved if the
stakeholders, management and staff fully appreciate the role and importance of
MIS and challenges the organization is bound to face failure to adequately
accept and utilize MIS. Preliminary interview section with some of the managers
of NBTE indicates that currently no evaluative work has been done as regards to
the organization‟s MIS utilization in NBTE Kaduna. Therefore, the outcome of
this study will result into recommendations to address the challenges
identified at the end of the study.
The findings
will reflect the type of barriers that hinders adequate utilization of MIS and
how organization can overcome them. It will create a general awareness on how
the use of MIS is beneficial in the management of NBTE operations and
organizations in general. The study is of significant value to researchers and
scholars in the Library/ Information Science discipline in ABU Zaria, Nigeria
and the world at large.
1.6 Scope of the Study
The study
focused on the use of MIS in National Board for Technical Education Kaduna. It
aimed at identifying the barriers (organizational, system, individual or
national barrier) that hinders effective use of MIS in NBTE, and to find out
the consequences of the use of MIS on management. Due to the limitations placed
on the researcher by time and finance, it will not be possible to extend the
study to other branches of the NBTE offices other than the Kaduna
Head
Office. The
study was limited to National Board for Technical Education branch in Kaduna.
1.7 Operational Definition of Terms
The
following terms are operationally defined for their usage in the study.
Barrier :
Any obstacle or factor that is inherent to the business context or the system
itself, and that can prevent organizations from efficiently using, maintaining
and improving the implemented system.
Data: They
are facts obtained through reading, observation, counting, measuring, weighing,
etc which are then recorded. It is derived from both internal and external
sources.
Information:
Data that have been processed into a meaningful and useful content/form and
communicated to a recipient who uses it to make decisions? .
Information
System : A complete system designed for the productions, collections,
organization,
storage, retrieval and dissemination of information in an organization.
Management Information
System : An
Information System that
uses formalized
procedure
to provide management at all
levels with appropriate
information based on data
generated
from both internal and external sources to support them in their decision
making and
planning
functions.
System : A
system is an assembly of parts or components connected together in an organized
way.
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