DATABASE/MIS PRESENTATION ABDUL BONTON FOFANAH CIVIL SERVICE TRAINING COLLE TOWER HILL - FREETOWN

WHAT IS A BENCHMARK? Benchmarking is the process of improving performance by continuously identifying, understanding, and adapting outstanding practices and processes found inside and outside an organization (company, public organization, Government etc.). Benchmarking focuses on the improvement of Government process by exploiting "best practices" rather than merely measuring the best performance. Best practices are the cause of best performance. The systematic discipline of benchmarking is focused on identifying, studying, analysing, and adapting best practices and implementing the results. To consistently get the most value from the benchmarking process, senior management may discover the need for a significant culture change. That change, however, unleashes benchmarking’s full potential to generate large paybacks and strategic advantage.

Faced with cutbacks in funding, escalating costs, global competition for limited resources, and a demand for higher-quality outcomes, organizations of all types have felt the pressure to operate more effectively. The use of Management Information System (MIS) for Organizational improvement is required to achieve these goals. Based upon various management approaches, five guiding principles are being used to make outstanding improvements in organizational performance: measurements/benchmarking, leadership, employee involvement, process improvement, and customer focus (Citizens). However, not every organization trying to apply these principles is successful. What is required for success is that these principles be understood and applied as an integrated system of management.

Benchmark Concept Creative Adaptation Breakthrough Performance What is our performance level? How do we do it? What are others' performance levels? How did they get there?

Reasons to Benchmark Weaknesses Organizations must continue to innovate as well as imitate.

 an action plan to implement the changes to the process.  constant updating to keep the standard of excellence.  a means to measure.  commitment by leadership.  resources, including time. What is required

DATA BASE/MANAGEMENT INFORMATION SYSTEM This department is responsible for gathering information from all Ministries Departments and Agencies, storing and communicating information relating to the SLIBS activities to facilitate in discharging its functions efficiently and run the organisation in an efficient manner for the betterment of our Country and to also enhances the quality of management and growth of the organisation by providing timely, accurate and meaningful information for planning, organising and control. Our scope is to improve the performance processes in MDAs by applying efficient work processes (work done by people, equipment and information systems). It is a valuable Governance Technique and its application not only identifies innovative work processes but also involves discovering the thinking behind Good Governance.

MIS supports an organization’s strategic plan. its done on existing processes that are well-defined. the organizational leader is knowledgeable and committed to total quality (TQ). it is utilized as a tool in a TQ Management APPLICATION OF MIS TO BENCHMARKING

Characteristics of Management Information Systems:  significantly change business performance  contribute to attaining a strategic goal  fundamentally change the way an organization operates,  or the way it competes,  or the way it deals with its customers or suppliers.

l A database is a model of structures of reality l The use of a database reflect processes of reality l A database system is a software system which supports the definition and use of a database DATABASE SYSTEM

Methods for the DB/MIS Implementation  Collect data  Identify targets  Set priorities  Produce reports  Prepare summary reports for management.

DATA COLLECTION METHODOLOGY

Data administration  Data are the lifeblood of organizations  Data need to be managed  Data administration is concerned with the management of organizational memories

 Compare data  Organise and catalogue for retrieval  Set new objectives and standards  Develop action plans for new standards  Implement and embed changes Data administration

DATA MANAGEMENT  Enable users to access the data they need in the most suitable format  Maintain data integrity

Project planning Requirements definition Database design Database testing Database implementation Database usage DATABASE DEVELOPMENT LIFE CYCLE (DDLC)

MANAGEMENT OF THE DATABASE ENVIRONMENT

DATA ADMINISTRATION FUNCTIONS AND ROLES  A function is a set of activities to be performed  Individuals are assigned roles to perform certain activities  Data administration functions may be performed by a:  Data administrator  Data administration staff  Database development  Database consultant  Database analyst

Prepare summary reports for senior management, with focus on good practice, performance and target setting “Produce well-structured, transparent and comparable information with a view of identifying good practices and gaps in performance which can lead to future target setting” (SLIBS Practical Guide) DATABASE/MIS FUNCTIONS AND ROLES

CONCLUSION Provide a Positive, Proactive, Structured Process. Analysis to determine the performance gaps. Integration to set new goals and standards.

Thanks for your time!