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 lastly, Determine 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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