Planning the MIS Implementation:
The MIS implementation always starts with planning. Planning, as discussed in Chapter 11, refers to the overall planning function relating to MIS installation. It includes broad strategic planning and only the higher levels of management are involved in it. But the implementation planning, that is discussed here, is about how the MIS design can be transformed into a physical reality. It involves procurement of the necessary equipment (including hardware and software), installation of networks, documenting the system, running the system live, generating information files, training the employees, etc. Systems analysts and managers together develop the detailed plans but the managers have the final say in them. An implementation plan has to cover all the tasks and subtasks in order to assign specific responsibilities to different organizational members. Broadly, an implementation plan has to identify and establish relationships among tasks, establish a schedule for the completion of all the tasks, prepare a cost estimate for the tasks, and establish a reporting and control system.
Identify and establish relationships among tasks
The first step in implementation planning is to identify all the tasks that are to be executed as part of the implementation process. This is followed by the establishment of relationships between these tasks. The simplest relationship is to arrange the tasks in a logical sequence. A logical sequence need not imply that a task can begin only after the preceding task has been completed. Two or more tasks can begin simultaneously or overlap during the process or end simultaneously.
Establish a schedule
The next step is to develop a schedule (a tentative one) based on the flow of tasks in the logical sequence. The management takes the help of systems analysts to develop the schedule. As the MIS implementation is considered as a project by itself, project management concepts can be applied here. The critical path for the project has to be calculated and the most likely time of finishing the project has to be deduced once the starting time is known. This scheduling helps the management to plan for allocation of resources at various stages of the implementation process.
Prepare a cost estimate for the tasks
The cost of executing each task has to be estimated and budgeted for as a part of the implementation process. Managers can accordingly go ahead with the allocation of capital resources to different tasks. Budgeting also helps in controlling the cost escalations or cost overruns.
Establish a reporting and controlling system
A controlling system is used to minimize the deviations from the planned path of action. Every project has to be monitored and controlled such that all the tasks in the project are carried out as planned. In order to identify the deviations, a good reporting system has to be in place. Managers can obtain information on the progress of implementation through daily, weekly, and monthly reports. An analysis of such reports reveals the status of the project and the further steps that have to be taken.
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