Regional Advisory Group 22nd January 2016
Management Information System A computer based information system used by organisations that evaluates, analyses and processes data to produce meaningful data and useful information. This information assists managers in decision-making and planning. It also allows for the manipulation, tracking and sharing of data to relevant internal and external parties.
Scoping paper • Introduction • Policy context • Youth Provision in N. Ireland • Methodology/Findings • Literature Review • Design and implementation • Recommendations
Methodology/Findings/Literature • Action, Group, Survey, Stakeholder Workshops • Consistent feedback • Types of information (input, baseline, output, outcome) • Disparity in rationale for collection, storage and use • Aspirations and concerns • Proportionality • Resource implications • Ease of use • Standardised/avoid duplication • Web-based • Support required for lead-in
Recommendations • Key principles • Functions • Architecture/Characteristics • Stakeholder Engagement • Resources • Implementation Programme
Key Principles • The planning and design of the MIS must reflect DE’s vision and priorities (P4Y) • The MIS must effectively support planning, decision-making, monitoring and the evaluation of the service • Agreement on the specification must be negotiated with key stakeholders and approved by EA/DE • MIS must be proportionate, flexible and user friendly • The MIS will address duplication and inconsistency in the collection, collation, analysis and presentation of service data • Compliant with legislation and EA protocols regarding Data Protection, FOI and the sharing of information
Architecture/Characteristics • Appearance: visually appealing using consistent language and style • Accessible: easy to access, read, navigate and understand • Content: accurate, informative, relevant and up to date • Functional: every component on the system should work quickly and correctly • Concurrent: the system should allow for concurrent use • Security: the system will be accessed through login and passwords. Different levels of access will be required for different levels of users.
Stakeholder Engagement • Online consultations and surveys • Comment boxes • Monthly newsletters • Develop tools to make engagement more meaningful and productive • Use of VLEs as a means of engagement • Social Media
Resources • IT infrastructure and support • Software developments • Hardware requirements • Personnel • Costs currently within the Service • Training and Development of staff and users • Other additional hidden costs?
Implementation Programme • Phase 1 • Audit/review of current mechanisms and move to a standard package for all EA funded groups • Develop regional and local Target Monitor to collect core data on specific activities and programmes • Create a portal on the Education Authority website incorporating the Target Monitor where users will be given access rights. This will also include facilities to upload action plans, area plans, a range of standardised documents and forms. It will also include staff structures and directories. • Phase 2 • The development of a business plan for a web-based Management Information System. This part of the process will also decide the MIS specification and functions, determine timescales and resources required