Management Information Systems - Pathfinder International

(A) (B) (C) (D)INFORMATION DATA TO USING THE MAKINGCATEGORIES/PROGRAM AREA GATHER INFORMATION DECISIONSWORKPLANIMPLEMENTATIONCOSTS ANDEXPENDITURESTAFFING ANDSUPERVISIONCOMMODITIES/DRUGSNOTE: Adapted from Family Planning Managers Handbook: Basic Skills and Tools for ManagingFamily Planning Programs. MSH, 1992.24STEP 1. For each "information category", list what data should be gathered. Try to beas specific as possible (Refer to the definitions of "operational" information and"performance" information).STEP 2. Describe how each data set will be used, and by whom, and whether a timeperiod is involved (e.g., a supervisor will review reports in developing supervisoryschedules on a monthly basis).STEP 3. List the ways these data and information can be used for decision-making.Again, try to be as specific as possible, e.g., numbers of persons participating arelower than expected activity, location should be shifted for convenience.STEP 4. Assess whether the way in which data are collected and information flowwithin your organization help to maximise its use, especially for decision-making.STEP 5. Review the implications of this exercise for the organization's MIS. Reviseformats or procedures that do not contribute to efficient, effective use of data anddecision-making.Below is a sample of a completed chart from this exercise. Use it to "test" or compare answers.Sample Decision-Making Using Operational InformationINFORMATION CATEGORY DATA TO USING THE MAKING DECISIONPROGRAM AREA GATHER INFORMATIONWORKPLAN Timing of activities; Managers can ensure • Re-scheduling activitiesIMPLEMENTATION availability of that staff and other • Re-deployment ofpersonnel and resources are available staff. Resources asmaterials for planning activities needed.COST AND EXPENDITURES Budgeted amounts, Managers can ensure • Authorizing expendiobligations accrual that funds are available turesand balances for to execute planned • Budget and programpersonnel, program activities revisions.equipment, and can determine • Communityinfrastructure, what the services cost participationmaintenance. and how to price them. in subsidizing programcosts.