MIS Failure in a Developing Country: Lessons from a Tanzanian NGO

1. MIS Failure in a Developing Country: Lessons from a Tanzanian NGO By Gerald Mwanyika

2. The Objectives of Session • Background. • NGO. • Introduction of IS. • System analysis, design, implementation and testing. • Outcome of IS. • Lessons learned.

3. Background • BSc (Hons) Computer science with Business Information Engineering (2005) • Developer at Sky Sports (2005-2011)

4. Sky Sports

5. Background • MSc Management Information Systems (2008-2010 part time) • Consultant for Hebet Technologies (2010) • Technical Director at Language Ltd (2011-present)

8. TRCS • TRCS – Tanzania Red Cross Society. • Part of Worldwide Red Cross and Red Crescent societies network since 1963. • Active in 26 regions • Over 200 full time staff • 280 branches • 12,000 Members

9. Introduction of IS • Integrated web-based data management system. • Design and building of website.

10. System analysis Methods used for analysis of current paper based system were:- • Workshop • Observation • Questioners • Document analysis

11. System analysis outcome Organisational structure • TRCS has four key departments, Health, Branch Development, Disaster Management and, Department of Administration and Finance. • All activities and departments are based at the HQ. • TRCS consists of members, volunteers and full time employed staff. • Large division between management and rest of staff.

12. System analysis outcome 2 Data flow diagram based on Aids/HIV prevention project

13. System analysis outcome 3 Knowledge: • Language • Computer and Internet Technology : • Lack of Personal Computers • Lack of Internet

14. Web Based System Requirements Aim of new WBS was to: • Web site to attract new members • Finance/Administration system • Disaster/Branch system • Educational system • Data collection

15. System Design • Design of the system focused on three dimensions • Information design • Technology design • Process Design

16. Information Design • Centralized information

17. Technology Design • Hardware – PC, internet and PDA • Software – No limitation browser compatibility.

18. Process Design • Dataflow diagram health department process design.

19. Implementation and Testing • Implementation of the system was done by IT company based in Tanzania. • Implementation was split into five stages and RAD prototyping methodology was used: • Build of Administration system • Branch system • Health system • Finance system • Front end website

20. TRCS website

21. TRCS wbis admin

22. Outcome of IS • Lack of involvement and support from the management hierarchy. • The system was not viewed as part of essential modernisation within the organisation. • The organisation was not ready for such an advanced system due to lack of internet and computer knowledge among the management and staff. • There was no formal transition process from the old to the new system, and both staff and management were keener to use the old system that they were familiar with.

23. Lessons learned • Even though there was an impetus to change and sufficient funds to introduce a new information system; drive from top management and swift strategic change management is crucial in making any system usable post delivery. Neither of these were present. Encouragement when the system is used, training when there a problems and discipline when the system is not being used appropriately would appear to be necessary if organisations are to enforce transition.

24. Thank you • Thank you for listening….. Questions?