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MANAGEMENT INFORMATION SYSTEM AND THE PERFORMANCE OF STAFF

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ABSTRACT


The study focused on management information system on the performance of staff in Michael Okpara University of Agriculture and Alex Ekwueme University. Specifically this study Ascertain the effect of information storage (Staff bio data and results) on staff promotion  rate (Staff turnover) in Michael Okpara University of Agriculture and Alex Ekwueme University, Determine the effect of staff and students’ data availability (filing system and programmes) on the job effectiveness (service delivery) of Michael Okpara University of Agriculture and Alex Ekwueme University, Examine the effect of computer application (e-learning and computer systems) on staff output (Result and Time) in Michael Okpara University of Agriculture and Alex Ekwueme University and lastlyDetermine the extent to which infrastructure and resource allocation (class rooms and funds) to university  affect staff Commitment ( Innovation and techniques) The study population is 2,332 administrative staff of MOUAU and AEU. Taro Yamane formula was used to deduce the sample size of three hundred and fort-three (343). Data was analyzed by the use of descriptive and inferential statistics. Result of objective I and hypotheses 1 tested showed that Equipment and Software information system has significant effects on the performance of administrative staff (t=4.972***, p = 0.000 < 0.05. Objective 2 and  hypothesis 2 shows that networks information system within university has significant effects on administrative efficiency of administrative staff (F-statistics 8.997***, p = 0.000 < 0.05), Objective 3 and hypothesis 3 shows that individuals & procedures information system has significant effects on effectiveness of administrative (t =7.963, p = 0.000 < 0.05) and Objective 4 and  hypothesis 4 shows that lack of management skill and financial challenge hamper efficient performance of management information system in Nigeria Universities (Z-calculated value less than the t-tabulated value of 1.96 at p< 01120). The study, therefore, recommends that management should aid in the development of existing system and make provision of adequate information relating to MIS in order to simplify complex problems and facilitate high quality administrative staff performance in Nigerian Universities.












TABLE OF CONTENTS


Title page                                                                                                                                i

Declaration                                                                                                                             ii

Certification                                                                                                                           iii

Dedication                                                                                                                              iv

Acknowledgments                                                                                                                  v

Table of Contents                                                                                                                   vii

List of Tables                                                                                                                          xi

List of Figures                                                                                                                         xiii

Abstract                                                                                                                                  xiv

 

CHAPTER 1: INTRODUCTION

1.1       Background to the Study                                                                                            1

1.2       Statement of the Problem                                                                                           4

1.3       Objective of the Study                                                                                                6

1.4       Research Questions                                                                                                    6

1.5       Hypotheses                                                                                                           7

1.6       Significance of the Study                                                                                           8

1.7       Scope of the of the Study                                                                                           9

1.8       Limitations      of the of the Study                                                                              10

1.8       Definition of terms                                                                                                     11

 

CHAPTER 2: REVIEW OF RELATED LITERATURE

2.1       Conceptual Review                                                                                                     12

2.1.1    Information system                                                                                                     12

2.1.2    Definition of management information system                                                          15

2.1.3    Objectives of management information system                                                         17

2.1.4      Need for management information systems                                                             20

2.1.5    Characteristics of management information system                                                  22

2.1.6    Factors that should be considered when designing a management

            Information system                                                                                                     24 

2.1.7    Classical and modern hierarchy use of management information system             25

2.1.8    Eras of management information system                                                                   26

2.1.9    Physical view of management information system                                                    27

2.1.10  Decision making                                                                                                         28

2.1.11  Employee performance                                                                                              28

2.1.12  Relationship between management information system and performance                30

2.1.13  Effect of management information system on the performance

            Of administrative Staff                                                                                               31

2.1.14  Roles of management information system                                                                 36

2.1.15   Problems of management information system                                                           44

2.1.16 An overview of the development of management information system:

            The theoretical underpinning.                                                                                    46

2.2       Theoretical Framework                                                                                              49

2.2.1    Cognitive fit theory                                                                                                    49

2.2.2    Task-technology theory                                                                                              50

2.2.3    Approaches to management information system                                                       51

2.2.4    System approach to management information system                                               53

2.3       Empirical Review                                                                                                       54

2.4       Gap in Literature Review                                                                                           58

2.5       Summary of Literature Review                                                                                  58

                                   

CHAPTER 3: RESEARCH METHODOLOGY

3.1       Research Design                                                                                                         60

3.2       Population of the Study                                                                                              60

3.3       Sources of Data Collection                                                                                         61

3.4       Sample and Sampling Techniques                                                                             61

3.4.1    Sample size determination                                                                                         63

3.5       Validity of research instruments                                                                                64

3.6       Reliability of research instruments                                                                             64

3.7       Methods of data analysis                                                                                            65


CHAPTER 4: DATA PRESENTATION AND ANALYSIS

4.1       Introduction                                                                                                                72

4.1.1    Presentation of data                                                                                                    72

4.2        Analysis of Descriptive statistics (comparative study)                                        73

 

 

4.2.1: Ascertain the effect of information storage on Staff Promotion rate in

            MOUAU and AEC                                                                                                     73

4.2.2      Determine the effect of Staff and Students Data Availability on the

Job effectiveness of MOUAU and AEU.                                                                   74

4.2.3:   Examine the effect of Computer Application on Staff output in

            MOUAU and AEU.

                                                                                                                                                      75

4.2.4 Determine the extent to which infrastructure and resource allocations

            Affect Staff   Commitment the Organizations understudy AEU                              76

4.3 Hypotheses Testing                                                                                                          77

4.3.1 Hypothesis 1                                                                                                                  77

4.3.2 Hypothesis 2                                                                                                                  79

4.3.3Hypothesis 3                                                                                                                   81

4.3.4 Hypothesis 4                                                                                                                  82

4.4 Testing of Hypotheses AEU                                                               84

4.4.1 Hypothesis 1                                                                    84

4.4.2 Hypothesis 2                                                                        85

4.4.3 Hypothesis 3                                                                                   86

4.4.4 Hypothesis 4                                                                                 88

4.5 Comparative Study between MOUAU and AEU                          90

4.5.1 Hypothesis one comparism                                              90

4.5.2 Hypothesis two comparism                                                                                                                                                                              91

4.5.3 Hypothesis three comparism                                                                                         93

4.5.4 Hypothesis four comparism                                                                                          94

4.6 Discussion of Findings                                                                                                     96

 

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.1       Summary of Findings                                                                                                 102

5.2       Conclusion                                                                                                                  106

5.3       Recommendations                                                                                                      110

5.4       Suggested Areas for Further Research                                                                       111

            References                                                                                                                  112

            Appendices                                                                                                                 118

 

 

 

 

 

 

 


 

LIST OF TABLES

Table 4.1: Return Rate of Questionnaire                                                                                72

Table   4.2 Descriptive comparison between MOUAU and AEU on MIS facilities                      73

Table 4.3: Descriptive comparison between MOUAU and AEU on Adoption of MIS

                        Facilities                                                                                                         74

 

Table 4.4:        Descriptive comparison between MOUAU and AEU on Information

                        System assessment and services                                                                     74

 

Table 4.5:        Descriptive comparison between MOUAU and AEU on barriers to 

                        MIS development                                                                                           76

 

 

 

 


 

 

 

CHAPTER 1

INTRODUCTION


1.1       BACKGROUND TO THE STUDY

Management information system has broadened the physical layout of offices to accommodate local networks and departmental integrated systems and so for 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. The System approach to management of information, with these staff abilities to effectively participate in the analysis, design, implementation and utilization of the management information system is very much needed.

Through 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, 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. However 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).

Every Organization has objectives that guides and justifies its existence, attainment of these organizational objectives entails effectivewhich 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 inaligning employees’ interest with that of the organization thereby motivating the employees towards attaining organizational objectives/goals through effective MIS.

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 in general.

The information needed for effective 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 toAminu (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 toineffective planning, poor decision making, poor priority of needs, bad programming or scheduling of activities, hence,consequentially leading to an inefficient and ineffective 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 Alex Ekwueme University 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 of Alex Ekwueme University, Engr. Prof. M. C. Ndineche,he explained that the University have had theinformation 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 in the Universities.

In recognition of the important role that management information systemplays in facilitating activities in administrative in the university system, it becomes imperative to examine the effects of management information system on the of Administrative Staff in Universities, with an indebt focus on Michael Okpara University of Agriculture Umudike and Alex Ekwueme Universitywithin the period of 2011 to 2018.


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 casein 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 likes of Ajayi and Omirin, (2007). Ineffectiveuse of management information system in the Administrative 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, resource allocation and above all low-level of staff among others.

The difficulty associated with effective of Administrative Staff in Michael Okpara University of Agriculture UmudikeandAlex Ekwueme Universityhad been attributed to ineffective information management implementation.Therehad 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 MIS, effective 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 affectadministrative among Nigerian Universities, taking an indebt focus on Michael Okpara University of Agriculture Umudikeand Alex Ekwueme University


 

1.3       OBJECTIVES OF THE STUDY

The broad objective of this study is to examine management information system and performance of administrative staff of Michael Okpara University of Agriculture Alex Ekwueme Universitywithin the period of 2011 to 2018.

The specific objectives are to:

      i.         Ascertain the effect of information storage(Staff bio data and results) on staff promotion  rate (Staff turnover) inMichael Okpara University of Agriculture and Alex Ekwueme University

     ii.         Determine the effect of staff and students’ data availability (filing system and programmes) on the job effectiveness(service delivery) of Michael Okpara University of Agriculture and Alex Ekwueme University.

   iii.         Examine the effect of computer application(e-learning and computer systems) on staff output(Result and Time) in Michael Okpara University of Agriculture and Alex Ekwueme University.

   iv.         Determine the extentto which infrastructure and resource allocation (class rooms and funds) to university  affect staff Commitment ( Innovation and techniques)


1.4  RESEARCH QUESTIONS

The following research questions were formulated to guide the study:

               i.         How does information storage (staff bio data and results) affectsstaff Promotion rate (staff’ turnover) in Michael Okpara University of Agriculture and Alex Ekwueme University?

              ii.         What is the effect of staff and students’ data availability (filing system and programmes) on the job effectiveness(service delivery) of Michael Okpara University of Agriculture and Alex Ekwueme University?

            iii.         What is the effect ofcomputer application (e-learning and computer systems)on staff outputinMichael Okpara University of Agriculture and Alex Ekwueme University?

            iv.         How does infrastructure and resource allocation (class rooms and funds) to university affect staff commitment (Innovation and Techniques)in Michael Okpara University of Agriculture and Alex Ekwueme University?


1.5       RESEARCH HYPOTHESES

The following Hypotheses will be tested in their null forms:

HO1:   information storage (staff bio data and results) does not have significant effect onpromotion rate (staff’ turnover) in Michael Okpara University of Agriculture and Alex Ekwueme University.

HO2:   staff and students’ data availability (filing system and programmes)does not significant effect on the job effectiveness(service delivery) of Michael Okpara University of Agriculture and Alex Ekwueme University.

HO3:   computer application(e-learning and computer systems)does not have significant effect on staff outputin Michael Okpara University of Agriculture and Alex Ekwueme University

HO4:   Infrastructure and resource allocation (class rooms and funds) to universitydoes not have significant effect on staff commitment (Innovation and Techniques) in Michael Okpara University of Agriculture and Alex Ekwueme University.


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 OkparaUniversity of agriculture and Alex Ekwueme University, 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 MIS, 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 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 hason the of Administrative staff of Michael Okpara University of Agriculture Umudike and Alex Ekwueme University, all in south eastern Nigeria, within the period of 2011 to 2018.

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 Alex Ekwueme University. Alex Ekwueme Universityis another area covered in this study. As one of the foremost state.The Administrative staff of Alex Ekwueme Universityare 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 Ndufu Alike Ikwo, just like Michael Okpara University of Agriculturehas 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 Alex Ekwueme University is located at the southeastern part of Ebonyi State is surrounded by many autonomous communities and homesteads all of which had contributed land acquired for the development of the University.

The Time scope for this study is within the period of 2011 to 2018. 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 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 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 aided the researcher in carrying out an effective study. In overcoming these challenges, book print library was consulted as much as online library.


 

1.9       DEFINITION OF TERMS

The following terms are defined as applied in the context of this study

Management Information System: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 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 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:These are the cases being studied by the researcher that is Michael Okpara University of Agriculture Umudike and Federal University Ndufu Alike Ikwo.

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.

MIS: This stands foraction or process employed in achieving organizational objectives or goals.

 

 

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