MIS Gap Analysis “Make technology work for you”

Assumptions All training participants are from banks that have a memorandum of agreement for microfinance technical assistance MABS Service Providers. The participant banks have an existing management information system (MIS), particularly, a banking system, consisting, at least, of savings, loans and general ledger modules. The participants have a fair working knowledge in computers and management information systems.

What is covered by this module? This module will only cover the gap analysis on the microfinance activities of the bank and will not attempt to discuss the total management information system of the bank. This module does not include the requirements analysis of the whole banking system, especially when the bank has no computerized banking system yet. This module shall not discuss the detailed functionality of the banking software. This module does not include discussion on basic computer operations.

Session Objectives At the end of this module, the participant shall have gained knowledge in doing a gap analysis between the bank’s existing management information system (MIS) and the MABS-prescribed microfinance MIS. The participants shall have gained experience on how to communicate to the system developer the results of the gap analysis and the enhancements needed.

Process Objectives At the end of the Gap Analysis Process the participants shall: have become familiar with the MABS- prescribed microfinance MIS have analyzed the gap between the bank’s existing MIS and the MABS- prescribed microfinance MIS have gained the capability to prepare a Gap Analysis Document

Process Objectives At the end of the Gap Analysis Process the participants shall: have the ability to conduct discussions with the potential users of the MIS possess the ability to discuss the Gap Analysis Document with the developer of the existing MIS

What is Gap Analysis? The Gap Analysis is a comparison between the ideal system and the existing system. The result of the Gap Analysis is a detailed assessment of the functionality that a system currently possessed and the functionality that is required. The Gap Analysis report normally shows what needs to be changed, upgraded, or added to the system in order to accommodate the requirements of the microfinance unit.

Why is there a need for Gap Analysis? In general, the MIS or banking system may differ from one bank to another. Even though highly regulated, banks use their computer system in different ways. Banking software do follow certain reportorial standards but each modules differs on its detailed processes The Gap Analysis shall indicate specifically and clearly the changes that has to be made or added.

Stages of Gap Analysis Computer hardware complement Banking software complement, i.e., the capability of the existing system to perform the prescribed microfinance operations related processes Reportorial requirements, i.e., the capability of the existing system to generate the prescribed microfinance reports

Who are involved in the Gap Analysis Process? Top management Microfinance Unit Operations Systems developer -Internal IT/MIS Unit -External Service Provider

Expected Output Gap Analysis Document/System Specifications Minutes of the discussion with the software developer Enhancement contract between the bank and the software developer

Gap Analysis Process Document the bank’s existing MIS complement Analyze the gap between the existing system and the desired MIS Prepare the Gap Analysis Document Post Gap Analysis Processes

Document the bank’s existing MIS complement Computer hardware complement – Determine whether the bank has an existing local area network (LAN). – If the bank has a LAN, determine the configuration of all personal computers (PCs), printers, and other peripherals, including the file server

Document the bank’s existing MIS complement Banking software complement –List down what modules are present on the existing banking system –Prepare a master list of the reports that each module of the existing banking system can generate.

Analyze the gap between the existing system and the desired MIS Examine whether the existing banking system can accommodate the prescribed microfinance MIS. Identify all functionalities and reports that the existing system is not capable of generating.

Prepare the Gap Analysis Document Using the Specifications, list down all functionalities not present on the existing system and the reports that it cannot generate Use suggested format to draft the gap analysis document Present the draft gap analysis to probable users of the microfinance MIS Finalize gap analysis document

Post Gap Analysis Process Prepare the systems specifications –This document is similar to the gap analysis document, except that it contains technical notations to be used in discussing with the system developer Discuss the Systems Specifications document with the systems developer Agree on the timetable, terms & conditions, and the installation, test and implementation

Integration : Milestone Approval of the Systems Specification Document Meeting with systems developer Approval of the proposal Installation and testing Implementation

Thank You!!!