A system is a group of components that work together towards the accomplishment of specific goals. An information system, therefore, incorporates all data processed into information relevant to an organization that assists in achieving the set targets. Computerized information systems are in use in the modern world. Since technology is rapidly dynamic, management of information systems should meet these changing needs.
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Booth and Philip (2005) describe an information system as managerial, technical strategies, and competencies that significantly add value or improve the information system of an organization. Decisions made in information technology determines the success of the firm’s information system. The management team should, therefore, make a comprehensive plan, ensure that the plan suits the firm’s objectives, then effectively manage this plan. This is possible through planning, coordinating, organizing, and good leadership (Anonymous 2009).
The management team starts by identifying the information needs of the firm at the departmental level or the individual manager’s level. The organization’s stipulated goals, determine its information needs. An effective system consists of input, processing, and output elements. The information system should effectively produce predefined management reports that supply managers with relevant data for decision-making (Afify 2008).
It should also provide support for tactical and strategic decisions since managers depend on them for study and analysis purposes. The planning of an information system should be in a suitable form, for example, spreadsheets, database, reporting package, or integrated system. It is important to note that the success of the plan ultimately depends on the number of resources utilized and the management’s involvement in the implementation and support of the plans (Tripp & Filteau 1987).
Some other important factor in the Information management system is the design selection. Alignment of the plan should be as the system demands and oriented towards the organization’s goals.
The information system should clearly state the linkage between the firm and information technology; this helps improve alignment (Booth & Philip 2005). A parallel relationship should exist between the information system and the business strategy. Booth and Philip (2005) explain that alignment stems from both external and internal factors of an organization.
An information system cannot operate effectively without management. Management’s main role is to coordinate, guide, plan, and organize the firm’s resources for profitable value addition. A manager should understand the firm’s operating environment, basic elements of information technology, the design of the information system, and its ability to meet the firm’s challenges. The information system should reflect the realities of the world.
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The management team should be creative enough to respond to changes in information technology for the overall welfare of the firm. Managers should be actively involved and dedicated to achieving technical and organizational leadership in radical organizational change (Booth & Philip 2005).
In conclusion, an effective information management system involves planning, proper alignment, and efficient management. A periodical review of the information system ensures it suites the technological changes that occur. It is good practice to prepare plans that suite the firm’s needs and are beneficial to the employees’. The plan should be flexible to ensure its relevance in the radical environment.
In the case of inefficiencies in the information system, the manager should identify the problem, design solutions, implement them, and conduct an evaluation to see the effectiveness of the recommended solutions. Stair, Moisiadis, Genrich, and Reynolds (2011) stated that an efficient information system “should provide the right information, to the right person, in the right format, at the right time” (p.8).
Afify, R. 2008, “Designing VRF systems”, ASHRAE Journal, vol. 50, no. 6, p. 52.
Anonymous 2009, “Laboratory Information Management Systems”, LC GC North America, vol. 27, no. 3, p. 204.
Booth, M. E. & Philip, G. 2005, “Information System management: role of Planning, alignment and leadership”, Journal of Behavior and Information Technology, vol.24, no. 5. pp. 391-404.
Stair, R., Moisiadis, F., Genrich, R. & Reynolds, G. 2011, Principles of information systems, 2nd edn, Cengage Learning, South Melbourne, Victoria.
Tripp, R. S. & Filteau, M. C. 1987, “Blueprints: Adopting a construction trade approach in designing large scale management information systems”, Information & Management, vol.13, no. 2, pp. 55 – 70.