ABSTRACT
This study examined the effects of Management Information System (MIS) on the performance of administrative staff of Michael Okpara University of Agriculture Umudike and Federal University of Technology Owerri. Econometric tools like regression analysis were adopted in the data analyses. The effect of MIS on the performance of the respondents shows that all the performance indicators were found to be significant while for the electronic and print systems used, computers and administrative files were used most respectively. Electronic and print MIS were positively related to performance of the respondents and significantly improved the performance of the selected University’s administrative staff. However, poor database management, lack of training and lack of senior management support ranked highest among the hindrances to MIS development. The study recommends the need to updating information systems continuously to support the role of MIS in improving governmental organizations performance. There is also need to train employee on how to use information system to improve their performance. Information systems’ practitioners are recommended to design and implement MIS built on the relevant effectiveness dimensions; those are MIS capabilities supporting innovativeness, creativity and environment scanning (open system) as well as modeling, optimizing and forecasting (rational) at the expense of internal controlling, monitoring, excessive documentation and stability (internal process).
TABLE OF CONTENTS
Title Page i
Certification ii
Declaration iii
Acknowledgements iv
Table of Contents v
List of Tables vi
List of Figures vii
Abstract xi
CHAPTER 1: INTRODUCTION
1.1 Background of the Study 1
1.2 Statement of the
Problem 5
1.3 Objectives of the Study 6
1.4 Research Questions 7
1.5 Research Hypothesis 8
1.6 Significance of Study 9
1.7 Scope of the study 9
1.8 Limitation of Study 11
1.9 Definition of Terms 11
CHAPTER 2: REVIEW OF RELATED LITERATURE
2.1 Conceptual Review 13
2.11 Information system 13
2.1.2 Definition of management
information system 17
2.1.3 Objectives of management
information system 19
2.1.4 Need for management
information systems 22
2.1.5 Characteristics of
management information system 23
2.1.6 Factors that should be
considered when designing a management information
system 25
2.1.7 Classical and modern
hierarchy use of management information system 26
2.1.8 Eras of management
information system 27
2.1.9 Physical view of
management information system 29
2.1.10 Decision making 30
2.1.11 Employee performance 30
2.1.12 Relationship between
management information system and
performance 33
2.1.13 Effects of management information system on the
performance of employees 35
2.1.14 Role of management
information system 40
2.1.15 Problems of management
information system 49
2.1.16 An overview of the development of management information
system: the theoretical underpinning 51
2.2 Theoretical Framework 55
2.2.1 Cognitive fit theory 55
2.2.2 Task technology theory 56
2.2.3 Approaches to management
information system 57
2.2.4 System approach to
management information system 60
2.3 Empirical Review 61
2.4 Gaps in Literature
Review 65
2.5 Summary of Literature
Review 66
CHAPTER 3:
RESEARCH METHODOLOGY
3.1 Research Design 67
3.2 Population of Study 67
3.3 Sources of Data
Collection 68
3.4 Sample and Sampling
Technique 68
3.4.1 Sampling size determination 68
3.5 Validity of the
Research Instruments 70
3.6
Reliability of the Research Instruments 71
3.7 Method of Data Analysis 71
CHAPTER 4: DATA PRESENTATION AND ANALYSIS
4.1 Socio-Economic Characteristics of the Respondents 73
4.1.1 Gender 73
4.1.2 Age of the respondents 75
4.1.3 Marital status 76
4.1.4 Respondents’ level of
education 77
4.1.5 Staff category 78
4.1.6 Level of work 79
4.1.7 Division/department/unit 80
4.1.8 Years of experience 81
4.2 Effect of Management
Information System (MIS) on the
Performance of Administrative Staff 85
4.3 Level of Adoption of
MIS by the Selected Universities 85
4.4 Relationship Between
MIS and Staff Performance 90
4.5 Hindrances to the Development
of MIS 93
4.6 Hypothesis Testing 97
CHAPTER 5: SUMMARY, CONCLUSION AND
RECOMMENDATIONS
5.1 Summary 98
5.2 Conclusion 100
5.3 Recommendations 101
5.4 Suggested Areas for
Further Research 102
REFERENCES 103
Appendix 109
LIST OF TABLES
3.1 Population and sample size of the study 70
4.1 Frequency distribution of Respondents
according to gender 74
4.2 Frequency distribution of respondents
according to age 75
4.3 Frequency
distribution of Respondents According to Marital Status 76
4.4 Frequency distribution of respondents by
level of education 77
4.5 Frequency distribution of respondents by
status/category 78
4.6 Frequency distribution of respondents by
level of work 79
4.7 Frequency distribution of the respondents
by division/Unit 80
4.8 Frequency distribution of the respondents
by their years of
Experience 81
4.9 Summary of respondent’s reactions to
various research statement
on the Effect of MIS on the performance of
administrative staff 82
4.10 Effect of Management information system on
the
performance of administrative staff of selected
Universities 86
4.11 Level of adoption of MIS by the selected
Universities 87
4.12 Relationship
between MIS and job motivation 91
4.13 Relationship between MIS and performance
error reduction 92
4.14 Hindrances to the development of MIS 94
4.15 Chi-square analysis on the effect of
management believe of MIS on administrative
staff performance 95
4.16 Chi-square analysis on the effect of MIS on
job motivation 96
4.17 Relationship between MIS and performance of
administrative staff 97
LIST OF FIGURES
2.1 Parts of a Management Information System 14
2.2 Transforming data into information 16
CHAPTER 1
INTRODUCTION
1.1 BACKGROUND
TO THE STUDY
Every Organization
has objectives that guides and justifies its existence, attainment of these
organizational objectives entails effective performance which is dependent on efficient
information. These are information concerning personnel activities (job
description and job specification), organizational structures, work procedures,
communication lines, computers, databases, and so on (Laudon and Laudon 2010),
here lies the importance of human resource management and industrial relations
in today’s organizational dynamics where managers are being faced with the challenge
of making effective decision due to not having the right information at the
right time that would aid in aligning employees’ interest with that of the organization
thereby motivating the employees towards attaining organizational
objectives/goals through effective performance.
With the emergence
of management information system, the business processes have undergone a
radical change. Management information system has made significant impact in
various organizational settings, in offices, factories, communications,
entertainment, shopping, banking, hotels, hospitals, transportation and most
especially in the education system. It is being used extensively for decision making,
ease of operation, communication, record keeping, performance and for obtaining
higher productivity from the system where it is actually needed. All these dynamic
changes have affected the working style of the manager. The management
processes now need speed, precision, and snapshot business status through
relevant information technology support. This requires a new management
information system development approach. Though basic role of management
information system has not changed, it has changed inside out in terms of
content and presentation. It is no more a structural system in terms of
regularly processed preformatted reports. The shift is from a centralized
management information system to a distributed and knowledge driven,
user-triggered management information system (O' Brien and Marakas, 2008).
Management Information System was written to provide a real-world understanding
of Information Systems for business and organizations by training staff and
employees on how to use and manage information facilities in improving business
processes, business decision making and gaining advantage in respect to
competitions, formulating strategic plans in executive suits, optimizing
operations in business or factory floors, fine-tuning plans for their own entrepreneurial
ventures, designing information system to optimize their organization's needs,
or creating valuable new information products in any number of industries. (O' Brien and
Marakas, 2008).
Management
information system has expanded the physical layout of offices to accommodate
local networks and departmental integrated systems and so for performance to be
effective, it is no longer limited to the fact that the Administrative staff
and management be skilled in a functional specialty such as academics,
teaching, research or that they understand the traditional managerial functions
of Staffing, planning, organizing, and controlling, Somethings are more needed.
The System approach to management of information, with these staff ability to
effectively participate in the analysis, design, implementation and utilization
of the management information system is very much needed.
The importance of
management information systems in Nigerian Universities, comes from the
benefits that is generated by the system, such as providing useful information
in a timely manner, storage of statistical data and records of staffs and
students, improved labour productivity, cost savings, providing the information
without any delays and mistakes, and improved the management of work (Yaser,
Alina and Nor 2014). Thus, the use of management
information systems has become necessary for any organization to facilitate the
work procedure, improve efficiency and productivity and improve performance in
general.
The information needed for effective performance in
universities cannot be provided from people’s often-deficient memories.
Chiwetalu (2013) assert that education administrators seem to be overwhelmed
with the rise of managerial/administrative workload due to rapid growth and
expansion of the institutions of higher learning in Nigeria. For this administrative
workload to be done efficiently, a standard information system is therefore needed
to provide the administrators with relevant and efficient information that
would cause the workload to be done efficiently. According to Aminu (1986) as
cited in Ajayi and Omirin (2007), information resource is one of the major
issues and indices of university planning. Where the relevant information
required for planning are not available as at when needed, it will lead to ineffective
planning, poor decision making, poor priority of needs, bad programming or
scheduling of activities, hence, consequentially leading to an inefficient and ineffective
performance of the University system. It is difficult to carry out an effective long-term planning
of activities effectively in the University system without efficient
information.
In the past years,
Administrative staff in Michael Okpara University of Agriculture and Federal University of Technology Owerri
had limited facilities and use of information technology for their
administrative functions. These facilities were limited to the sole use of
bursary functions and admissions processes only. It
was not until recently that the both Universities developed a framework to
encourage collaboration and cooperation with individuals, organizations,
including providers of information technology, both administrative and academic
who possess financial and/or technical muscles. During an interview with the ICTC
Director FUTO, Engr. Prof. M. C. Ndineche, He explained that the University
have had the information and communication technology facilities since 1996, but
it wasn’t effectively used as administrative function were manually done and
information’s were still being stored as hard copy. It was not until recently
that the Directorate has developed the capacity to coordinate activities such
as student administration, registration, email, web browsing, advertising,
publications, announcements, networking with various social media e.g. Facebook
etc. Included among the services rendered are: use of Optical Mark Recognition
(OMR) for marking interview and other examination questions such as checking
Post UTME results and Identity (ID) Card Production. Other services are
bursary, staff and students’ records. All
these should be raw data to be processed for useful information which could
enhance efficiency and effectiveness of Administrative staff performance in the
Universities.
In recognition of the important role that management
information system play in facilitating activities in administrative
performance in the university system, it becomes imperative to examine the
effects of management information system on the performance of Administrative Staff
in Universities, with an indebt focus on Michael Okpara University of
Agriculture Umudike and Federal University of Technology Owerri within the period of 2011 to 2016.
1.2 STATEMENT OF THE PROBLEM
Poor management
information system has been identified as a bottleneck in the successful
management of universities in Nigeria (NUC 1987). As it is usually the case in
Nigerian universities, where management information system is not effectively
used to take decisions on long and short-term planning issues. In a university
where information cannot be stored or retrieved as at when needed, it becomes
difficult and more likely impossible to take accurate and timely decisions on
long and short-term planning such as: expenditure estimates, revenue estimate,
cost of each programme of the universities and the like. Ajayi and Omirin, (2007).
Ineffective use of management information system in the Administrative
performance by some of the universities usually result in failure of academic
programmes, ineffective budgeting, wastage of resources, inaccurate projection
of students’ enrolment and manpower needs, poor motivation of staff, poor
resource allocation and above all low-level performance of staff. among others.
The difficulty
associated with effective performance of Administrative Staff in Michael Okpara
University of Agriculture Umudike and Federal
University of Technology Owerri had been attributed to ineffective information
management implementation. There had been absence or limited use of relevant
management information infrastructures to facilitate expansion of the
information communication technology capabilities which has resulted to unacceptable
tardiness in the delivery of university administrative services including
financial transactions and, release of students’ results and transcripts, student
records, accounting information, staff data and so on.
Although information
resource is one of the major issues and indices for performance, effective
performance in Nigerian Universities has become very difficult due to the
ineffective use and adoption of management information system. It is against this background that
it becomes an obvious need to study how the use of management information
system can affect Administrative performance among Nigerian Universities,
taking an indebt focus on Michael Okpara University of Agriculture Umudike and Federal
University of Technology Owerri.
1.3 OBJECTIVES OF THE STUDY
The Broad objective of this study is to examine the effects
of management information system on the performance of administrative staff of
Michael Okpara University of Agriculture Umudike and
Federal University of Technology Owerri within the period of 2011 to 2016.
The specific
objectives are to:
i.
Ascertain the effect of
Management information system on the performance of administrative staff of
selected Universities.
ii.
Determine the level of
adoption of management information system by staff of the selected Universities.
iii.
Ascertain the relationship
between management information system and Administrative Staff performance in
Michael Okpara University of Agriculture and Federal University of Technology
Owerri.
iv.
Examine the inhibiting
factors of Management information system development on the selected Universities.
1.4 RESEARCH
QUESTIONS
The following
research questions were formulated to guide the study:
i.
Has Management
information system any significance on the performance of Administrative staff
of selected Universities?
ii.
At what level was
Management information system adopted by staff of selected Universities
iii.
What is the relationship
between Management information system and administrative
staff performance in Michael Okpara University of Agriculture and Federal
University of Technology Owerri?
iv.
What are the inhibiting
factors of Management information system development on selected Universities?
1.5 RESEARCH HYPOTHESES
The following Hypotheses will be tested in Null form:
HO1: Management
information system has no effect on the performance of Administrative staff of
selected Universities.
HO2: Management
Information was not well adopted by Staff of selected Universities.
HO3:
There is no significant
relationship between management information system and Administrative Staff
performance in Michael Okpara University of Agriculture and Federal University
of Technology Owerri.
HO4: There is no inhibiting factors of Management
information system development on selected Universities.
1.6 SIGNIFICANCE OF THE STUDY
In Nigeria today, the Significance
of an efficient management information system in a stable organization like the
University system cannot be overemphasized. This is because of the theoretical
and Empirical contribution and benefits that are derivable to not just Michael
Okpara university of agriculture and Federal University of Technology Owerri,
but to Nigerian universities at large.
The empirical
significance of this work is to assist not just the university administration
but also public and private organizations administration to structure out an
effective way of managing their information that will consequentially improve
their employee’s performance, since information must flow from the
institution’s management/administrators to staff, students and vice-versa. This
can however be achieved by appreciating the paramount role of efficient
management information system as a veritable tool for providing timely, relevant
and accurate information.
The Theoretical
Significance of this study is to reinforce the already existing knowledge and
possibly reveal new facts that could form basis for further research studies on
human resources practices for effective performance in Nigerian Universities. This
work would apart from providing information also facilitate the academic
community in high-quality teaching and learning services, carrying out research
and online publication. As this would improve and develop the standard of the
university.
1.7 SCOPE
OF THE STUDY
The scope of this study was designed to examine management
information system and the effect it has on the performance of Administrative
staff of Michael Okpara University of Agriculture
Umudike and Federal University of Technology Owerri, all in south eastern
Nigeria, within the period of 2011 to 2016.
The target scope
of this study includes the Registrar Unit, and the information and
communication technology. Directors of the both Universities. Michael Okpara University of Agriculture operates a
collegiate system, The University has a Senate which oversees and harmonizes all
activities of the University. Federal University of Technology Owerri, Uturu
is another area covered in this study. As one of the foremost state The
Administrative staff of FUTO are pooled Staff under the Registrar. The faculties,
colleges, Departments and Units interrelate in a system manner towards the
achievement of the University’s vision and mission. Federal
University of Technology Owerri, just like Michael Okpara University of Agriculture
has a University Senate and Governing Council that have oversight functions of
the University activities.
Geographically, Michael
Okpara University of Agriculture is located in Umudike, Ikwuano local
government area of Abia state. While FUTO is surrounded by many autonomous
communities and homesteads all of which had contributed land acquired for the
development of the University. These communities are Ihiagwa, Obinze, Umuoma,
Nekede, Eziobodo, Avu, Okolochi, Obibiezena, and Emeabiam. It is bisected by a
new road between Obinze and Naze which connects the two mentioned major roads.
The Time scope for this study is within the period
of 2011 to 2016. This period was chosen to capture a more current and
consistent use of management information system in universities. Before this
period, most High institutions seldom use the MIS facilities because they were
yet to be comfortable with it. So, it was within this period that Most
Universities started making effective use and update of MIS facilities in
carrying out their administrative functions.
1.8 LIMITATIONS
OF THE STUDY
So far, some of the challenges limiting the success of this Research
are;
Inadequate information was provided by both Universities due
to organizational secrecy and public service bureaucracy, thereby restricting
the information gathered by the researcher. In overcoming this challenge, I had
to visit all the several administrative units to gather all the information
needed, as continuous waiting and relying on the personnel department was
futile.
Time equally posed a big constraint in this research work as
some environmental factors beyond the researchers control disrupted the smooth
timely run of the subject matter. In overcoming this challenge, I was able to
engage a few of my colleagues to assist me in the distribution and retrieval of
my questionnaires
Finally, there were limited materials and works on the field
of study that should have aid the Researcher in carrying out an effective
study. In overcoming this challenge, I had to extend my search to not just book
print library, but also to online library.
1.9 DEFINITION
OF TERMS
The following
terms are defined as applied in the context of this study
Management Information System (MIS):
Management
information system as used in this work stands for the collection of people,
tools, software and their procedure of handling information to perform various
business tasks at various levels in the organization
Efficiency: stands
for how mis has been able to influence a reduced amount of wasted inputs i.e energy,
time and finance etc. and maximizing outputs.
Effectiveness: stands
for How Mis has been able to increase or improve the procedure to which
organizational objectives are achieved and targeted problems are solved while output
in terms of Profits, Goals and solved Problems are achieved.
Selected Universities:
This are the cases being studied by the researcher, that is Michael Okpara
University of Agriculture Umudike and Federal University of Technology Owerri.
MIS facilities:
This stands for equipment and skills that is designed to perform or provide the
services of processing or transforming gathered information to produce relevant
information that would aid in performing organizational activities. Some these
facilities could be computers, power, internet/intranet services and finally an
expert
or expertise in handling the facilities, etc.
Performance:
This stands for action or process employed in achieving organizational
objectives or goals.
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