Case Study: Public Administration the Role

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SAMPLE EXCERPT:

[. . .] The use of these common identification codes is also depicted by the integration of information belonging to different sources which ultimately forms the basis for the comprehensive presentation of information.

Information is classified in the MIS on the basis of content type and the type of data source. The first class of the MIS is the "standard reports" which have one dimension only which pertains to reference point (time) only. The second class is the one having multiple dimensions which are reached through "dynamic OLAP tabulation query." The third category comprises of the presentations formed by merging two applications. This is depicted in cases of investment monitoring where all partner accounts and project accounts can be monitored at a glance, from the point-of-view of their financial investment requirements. The fourth category is the case where "original document source" is mentioned as there exists certain information which is not worthwhile to be inserted in a database. The fifth category involves the presentation through the embedded services of the portal software as in the case of the business travels. The following figures gives a clear picture of the organizational structure of HCSO's MIS (Karpati 2007).

Case Analysis

The decision of HCSO to implement an MIS within the organization turned out to be a fruitful one, yielding gainful results much higher than the expectations. The core purpose served by the MIS was that, HCSO being a public administration organization is highly committed in giving a transparent overview on its operation for all employees and has no financially confidential information which is the case mostly in the private sector. The president and the managers present in the organization now have a transparent service in their hands which is instrumental in comprehensive analysis of the documents on the basis of their content. We will now focus on an in-depth analysis of the HCSO's strategy of implementing an MIS within the organization, the factors which actually necessitated the need for having an MIS in public administration and the problems which were actually solved by the MIS implementation. The analysis finally highlights the administrative aspect involved in the case and the lessons learned through this case study, which are beneficial to other public administration organizations as well.

Factors Necessitating the Need for MIS within Public Administration Organizations

It is a vivid fact that public administration is an information-intensive activity and information is an indispensable resource which serves as an essential raw material in several policy-making, decision-making and communication processes. Most functions in public administration organization rely heavily on information. The transfer of information that occurs in these processes entails information flows between and among all the members involved in any organization or institution. These information flows essentially require the collection, production, dissemination and exchange of information. This process gets complicated as information is present at scattered sources and it requires a great deal of time and money to gather the relevant data from scattered sources. Thus, a centralized system is needed where all the information is stored and there should exist a single pipeline at which all the information requests could be made. The same situation existed at the HCSO, and the planned strategy of MIS implementation catered information dissemination effectively and integrated the information from scattered sources well through the use of an IT-based MIS. HCSO managers required information in a standardized format for formulating their decisions properly, and since the information was held by disseminated sources in HCSO, the implementation of IT-based MIS served instrumental in improving the decision making process by integrating information into a single centralized database. As mentioned in the case study, HCSO lacked effective monitoring and feedback system for reports prepared within the organization. Moreover, there was an absence of standardized report format within HCSO, and thus a centralized database was required which would store all reports in a standard format and will facilitate all the managers in extracting their required information in a timely manner.

Problems solved by MIS Implementation in Public Administration

The use of MIS in public administration serves instrumental in allowing the information flows to take place with increasing ease, rapidity and repercussions. Information is made more usable and valuable through the implementation of MIS. The core objective of an MIS in a public administration organization is to provide the users with current information on the operation of the entire organization and all the monitored fields easily and quickly, which eventually lends a hand to the decision making process. The interface of a properly configured MIS made it possible to quickly overview the results of the statements. An MIS actually results in systematization of the information flow which improves data reliability, data analysis and presentation. Similarly, considering the HCSO case study, the implementation of the IT-based MIS catered with an effective standardized system which reduced the number of information queries from managers to data owners, which ultimately resulted in the production of time series. Moreover, the MIS implementation reduced burden on the email system too and automatized the monitoring of operational information. MIS in a public administration organization is thus instrumental in improving the information management process and as the managers need proper information for decision making, MIS lends a hand in decision making and makes it more effective and reliable process. Similarly, in HCSO, as the managers need proper information for decision making, the MIS catered with standardized report format which made the analysis of data much easier and yielded highly productive results. The case study mentions at the end that all the managers realized the significance of MIS implementation as it resulted in a transparent overview of the operation of the employees.

Administrative Aspects of the HCSO Case Study

Information dissemination and sharing of information tends to be a significant aspect pertaining to public administration as it is essential in formulating several decisions. The HSCO is a public administration organization which requires relevant and systematic information from scattered sources for appropriate decision. The case study's core administrative aspect is depicted by the fact which mentions the requirement of relevant information and reports by the top level managers for taking significant decisions pertaining to the operational performance of the organization. Another administrative aspect is depicted when the case study specifies the requirement of proper information flow within the HCSO for conducting the operations in a transparent way. Administration involves proper monitoring and controlling of operational performance. Thus another administrative aspect pertaining to the HCSO case study is depicted by the need of the top level managers in evaluating operational performance of the organization.

Lessons Learned from the HCSO Case Study

The HCSO case study manifested the benefits gained from the implementation of an IT-based MIS within a public administration organization. The case study highlighted how MIS can serve instrumental in enhanced level of understanding of the organization and a greater ability of managing organizational resources and their performance. One of the fundamental lessons learned from the HCSO case study is that IT-based MIS implementation in public administration organizations actually leads to faster decision making and control through provision of timely information. As the information is integrated well at a single platform, it gets easy to access relevant information for performance evaluation required at various levels of decision making process by top managers of the organization (Rocheleau 2005). As in the HCSO case study, with the IT-based MIS, top level managers gained access to the standardized reports and information formats instead of sending several queries to the dispersed data owners present in the organization.

Another significant lesson embedded in this case study is that MIS implementation actually lends a hand in better decision making and control through provision of relevant information. As the managers in HCSO could easily analyze the performance criteria by accessing the centralized database and viewing the feedback reports stored within the database.

The case study also highlighted that MIS can also be used for regulatory activities and monitoring and controlling of public service providers. MIS-based decision making uses reports in standard formats so that they can be analyzed easily (Rocheleau 2005). As in the HCSO case study, the strategy of the organization firstly focused on deciding upon a standard report and information format before distributing the files on the basis of their content within the database. This standardization was immensely beneficial in monitoring operational performance effectively and timely.

MIS tends to cater organizations with cost effective solutions of information handling, as it performs several functions more quickly without utilizing a great of human resources. As in the HCSO case study, the monitoring and control process was automatized without requiring the managers to look in to minor details.

IT-based MIS implementation is significant in reducing large bundles of unnecessary paper documents which burden the employees working in the organization. Computerization of reports and documentations is beneficial in quick analysis of the performance parameters. As in case of HCSO, the initial phase implemented the MIS through a paper-based system which was later automatized into… [END OF PREVIEW]

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Public Administration the Role.  (2013, January 10).  Retrieved November 21, 2019, from https://www.essaytown.com/subjects/paper/public-administration-role/1880956

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"Public Administration the Role."  Essaytown.com.  January 10, 2013.  Accessed November 21, 2019.
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