An evaluation of management information systems in the Department of Social Development, province of the Eastern Cape

The alignment of information systems with organisational objectives and strategies is crucial to the efficient performance of any organisation. There is a growing focus on the effectiveness of management and evidence-based decision making in public institutions in South Africa. The Eastern Cape Department of Social Development and Special Programmes (ECDSD) implemented a Social Development Information Management System (SDIMS), which is an information system that supports various functions performed by the Department. While SDMIS provides large amounts of valuable information, it still has much ground to cover in terms of fully meeting the Department’s information needs. There is an increasing demand for information to inform decision making with regards to priority setting, resource usage, monitoring the impact of the Department’s intervention programmes, and monitoring the progress of the Department’s strategic goals. The main purpose of this study was to analyse the extent to which MIS is utilised in the Eastern Cape Department of Social Development and Special Programmes and to make recommendations for the alignment of MIS with organisational objectives in order to achieve these objectives. Furthermore, the study intends to investigate the extent to which the information needs of managers are considered in designing and providing information. The objectives of the study are, firstly, to analyse the current state of MIS utilisation in the Department. Secondly, to evaluate the utilisation of information provided by the MIS unit for decision making, and, thirdly, to make recommendations on how to improve MIS utilisation. Qualitative approach techniques were utilised to collect data for the study. Research questionnaires were distributed to thirty respondents. Semi-structured interviews were conducted with seven interviewees out of a target number of ten. The response rate was 68 percent and this was considered as adequate for scientific analysis and reporting. The study produced the following research findings: Mainly, the MIS users believe that they understand MIS and its capabilities, and have received training on how to use the system. The quality of information provided by MIS is mostly complete and largely meets user requirements and expectations. MIS information is for the most part accurate and comprehensive enough to expedite decision-making. Although MIS largely meets user requirements and expectations in terms of completeness, accuracy and reliability, the study indicates that it still falls short in integrating information from other sources, which include government transversal systems such as the Basic Accounting System (BAS) and the Personnel Salary System (PERSAL). MIS information is mostly available and easy to access, but occasionally not timely. This is mostly caused by the unavailability of real-time information synchronisation between MIS and other government systems. In light of the above findings, the researcher recommends that: There is still more to be done in order to continuously inform and train users on the latest MIS capability developments in the form of awareness workshops, contact and remote support, and through internal news bulletins. The Department needs to work with other government entities that are custodians of transversal systems in finding a solution to the creation of real-time integration of MIS with other external sources of information. Even though the level of MIS utilisation is not too much of a concern, the Department needs to ensure that users of information are kept up to date with new MIS reporting capabilities so as not to underutilise the system. It is therefore recommended that the Department ensure that information is more often reviewed and reports are customised to meet the ever-changing needs of the Department