The systems selection process.

• Author: Wold, Geoffrey H.
• Position: Management information systems

The 10 steps of a structured method for selecting a management information system can help reduce error and lead to the selection of the right system for a governmental unit.

Selecting a management information system is more critical today that it was 10 years ago because cost-effective technology and information systems are needed for all areas of government. Improved management information has become vital for effectively and efficiently managing governmental operations. Governmental organizations, therefore, should continuously monitor developments and trends in information technology and evaluate the need to change or add automated systems.

Equipment and software obsolescence is a continuing concern. In 10 years, data processing has progressed through five generations of computer hardware, and indications are that changes will accelerate as technology advances. Software advances generally have been much slower but have included many more vendors.

Managers may directly or indirectly identify the need to change or add automated systems by recognizing one of the following concerns:

* lack of computing resources;

* use of older technologies (i.e., hardware, software, communications, etc.);

* limited management information;

* lack of operational information;

* stagnation in operational and management information system (MIS) functions;

* untimely information;

* turnover of data processing personnel;

* deteriorating vendor service and support;

* lack of software features, functions and capabilities; or

* high data processing costs.

Any of the above problem areas may be a symptom of systems obsolescence or indicate the need for systems replacement.

Step-by-Step through the Process

The process and methodology involved in performing a systems selection is illustrated in Exhibit 1. Failure to select the right system may be due to one or more of the following factors:

* improper definition of systems objectives and requirements,

* failure to involve both management and users at adequate levels,

* underestimating the costs and effort required for conversion,

* failure to adequately plan for expansion or

* failure to evaluate software properly.

The factors that lead to errors in system selection can be minimized through the use of a structured methodology, such as the technique described in the following 10 steps and depicted in the exhibit. This process can be used as a guide and tailored to fit the specific circumstances of a governmental entity.

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