Evaluation of MIS Management Information Systems

Evaluation of MIS Management Information Systems

Evaluation of MIS is an integral part of the management control process, in which the organization determines or appraises the quality or worth of their information system. Evaluation of MIS is a process of measuring the performance of organizational information system. The feedback so obtained help in determining the necessary adjustment to be made in their information system.

Evaluation approaches in Evaluation of MIS:

These are different approaches to evaluate MIS in an organization. The MIS evaluation approaches provide the different means to measure a accomplishment of system objectives. The scope of each evaluation is as follows:
(i) Quality assurance review: Quality assurance reviews or technical reviews focus on assessing the information system technical quality e.g., comparison of standards and operations acceptance procedures. The technical evaluation includes variables like data transmission rate, CPU capacity etc.
(ii) Compliance audit: Compliance audit or application control reviews assess the adequency and completeness of control of system inputs, outputs, processing seanity and access. Compliance audit are typically performed by an autonomous internal audit function.

2. Preparation of tender specifications in Evaluation of MIS:

After studying the feasibility and deciding upon the configuration, tender documents are prepared for the benefit of vendors to clarify the details of various specifications as listed below:

(i) Purchase procedure and schedule: it includes:
(a) Date of tender submission
(b) Evaluation criteria
(c) Scope for negotiations, if any and
(d) Expected usage environment and load pattern

(ii) Equipment specification:

Detailed technical specifications of each item required for both mandatory and optional items.

(iii) Quotation format:

(a) Format for stating technical details and quoting prices.
(b) Whether deviations from specifications should be specifically listed.
(c) Prices and levies (duties, taxes etc.) could be quoted as the lump sum or required separately.
(d) Required validity of the quotation.
(e) Earnest money deposit required, if any.

(iv) Proposed terms of the contract:

(a) Expected delivery schedule
(b) Uptime warranties required
(c) Penalty clause, if any
(d) Payment terms (Whether advance payment acceptable)
(e) Arbitrary clauses
(f) Training needs
(g) Post warranty maintenance terms expected

(v) Any additional information required.

3. Inviting tenders:

After the preparation of tender specifications, tenders are invited. Invitation of tenders may depend upon the magnitude of purchase (estimate equipment cost). It may be through
(i) Open tender (through newspaper advertisement)
(ii) Limited tender (queries sent to a few selected vendors)
(ii) Propriety purchase (applies mostly to upgrade requirements)
(iv) Direct purchase from market (applies mostly to consumables)

4. Technical scrutiny and short listing:

This step involves the following activities.
(i) All tendered bids are opened on a per-defined date and time.
(ii) Deviations from the specifications, if any, in each bid are noted. (iii) A comparative summary is prepared against the list of tendered technical features. Additional factors to considered are:

(i) Financial health of the vendor (from balance sheets)
(ii) Nature and extent of support (from information provided on number of support staff per installed site an cross-check with selected customers)
(iii) Engineering quality of products (factory inspection of product facilities, QA procedures and R and D)

5. Detailed evaluation of shortlisted vendors:

This step primarily involves getting any finer technical clarifications. Visits to customer sites and factory inspections may be planned. If any specific performance requirement is stipulated, the offered product is to be examined at this stage through suitable benchmark tests. For benchmark tests, standard benchmarks may be used as adequate performance indicators.

6. Negotiation and procurement decision:

Because of the extensive competition, computer system vendors may offer significant concessions. Negotiations are held to maximize these concessions. However, price negotiations are often not permitted by some organizations. When price negotiations are permitted, the committee members should have a good knowledge of the prevailing market prices, current trends, and also the duty/ tax structure.

(i) Computer magazines
(ii) Vendor directories
(iii) Contact with other users
(iv) Past personal experience

7. Delivery and installation:

In this step, the vendor delivers the hardware/software to the buyers organization, where it is matched with the specifications mentioned in the purchase order. If conforms to these specifications, the vendor installs the system in the premises of the organization.

8. Post-installation review:

After the system is installed, a system evaluation is made to determine how closely the new system conforms to the plan. A post installation review, in which system specifications and user requirements are audited, is made. The feedback obtained in this step helps in taking corrective decision.

More related topic on click on it MIS development.

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