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Role of MIS in Business Management

Despite the vast improvements in information technology, computers (on which modern IT is based) cannot as yet take over business management. However, business information systems have transformed the effectiveness, power and efficiency of management.

In an earlier article on business management software, we looked at surface aspects of how modern management information systems help businesses. We saw how computers sped up and improved the quality of operations. We also mentioned the existence of broad categories of business software – office suites, functional software such as accounting and inventory, and industry software such as retail management software. In this article, we seek to look more analytically at the role of information management systems.

Decision Support, Problem Analysis and Overall Control

Business managers often need to make decisions that can affect the business’ fortunes one way or other. For example, a company with sales outlets or distributors spread over a wide geographic area might want to optimize the logistical operations of delivering merchandise to the outlets. The best solution might be affected by numerous factors such as demand patterns, availability of merchandise, distances involved and the option of using external carriers (who can find two way loads and might prove a lesser cost option over long distances) instead of own vehicles.

While it might be possible to use complex mathematical formulas by hand to compute the best solution, computers transform the whole process into a routine task of feeding certain information as input and obtaining suggestions for best solutions as output. The task can typically be done in a few minutes (instead of hours or even days) and it becomes possible to examine several alternatives before deciding upon one that seems most realistic.

Identifying problems and analyzing the factors that cause them also has been transformed by modern computer information systems. In a typical MIS environment, standard reports are generated in a routine manner comparing actual performance against original estimates. The software that generates the report can be instructed to highlight exceptions, i.e. significant variations between original estimates and actual performance. Managers will thus become aware of problem areas in the daily course of their work simply by looking at the reports they receive, without having to do detailed data collection and computations themselves.

Identifying the factors responsible for the problem can also be routinized to some extent by using such tools as variance analysis. Variance analysis is an element of standard costing system that splits deviations from estimates (or standards) into causative factors such as increase in price of materials used, excessive usage of materials, unexpected machine downtimes, etc. With such a detailed report, managers can delve deeper into the problem factor, such as why there was excessive usage of materials.

Control is also exercised through variance analysis. Budgets are prepared for all business operations by concerned managers working in a coordinated fashion. For example, estimated sales volumes will determine the levels of production; production levels will determine raw material purchases; and so on. With good information system management, it then becomes possible to generate timely reports comparing actual sales, production, raw material deliveries, etc against estimated levels.

The reports will help managers to keep a watch on things and take corrective action quickly. For example, the production manager will become aware of falling sales (or rising sales) of particular products and can prepare to make adjustments in production schedules, and purchasing and inventory managers will become quickly aware of any mounting inventories of unused materials. MIS thus enhances the quality of communication all around and can significantly improve the effectiveness of operations control.

Effective MIS Involves Humans and Computers Working together

The major aspect to note is that MIS provides only the information; it is the responsibility of concerned managers to act on the information. It is the synergy between efficient, accurate and speedy equipment and humans with commonsense, intelligence and judgment that really gives power to MIS.

Objectives of Property Management

Managing a property should have the goals and objectives. There are two types of organizational objectives which are the short time objective and the long term objective. The short time objectives is considered to be within one year and the long term objectives is more than one year.

The short term objective is also called as operational objectives as it will continue to be daily operation. Property management activities which are daily are such as garbage disposal, housekeeping or gardening. The manpower who been appointed to carry out the work such as repairing pipes should be someone who have the skills and knowledge. The manpower should be the qualified person. Besides, the management structure should have been organised and always updated. Necessary information for example contract or service needs to check to ensure that the service is always available for the owner or need to be terminated. Property information such as taxes needs to be paid and financial information such as rental payment should be recorded. The daily monitoring on work of the employee is required to make sure the performance measurement is good and have the quality. All the things that have been mentioned above are under the short time objective.

The long term objective is also called as strategic management. It is more on the policy making and interpretation. It is also about programmed formulation, implementation and activation. The owner seeks for the outcomes. For example, the mission of a hotel owner is to upgrade a 3 star hotel to 5 star hotels in 5 years time. Hence, the property manager will ensure and monitors all the essential works to make sure the mission will be achieved within the time.

The organizational objective is applicable for the life of the organization. It is included in the strategic plan, long term of five year plan and tactical plan. The organization should have the annual objectives. The short term objective in the operational plans should have the specific time horizon.

Management and Human Relations

Management is described as the process of ‘getting things done through other people’. This is accomplished in organisations, industries, and business enterprises where large numbers of people are employed to achieve corporate goals. Managers collectively are the bosses, invariably paid very well, and/or rewarded with equity in the firm with a share of the profits. The top management agree on the objectives, and the strategies and tactics, to achieve the goals they set for the enterprise they lead, by employing a large workforce to produce the goods, and provide the services for consumers the world over.

Management theory with concern for how to get the most out of front line workers in industrial and commercial concerns became very much a twentieth century phenomenon. Earlier, following the industrial revolution, large concentrations of workers were needed in mills and factories to mass produce goods which replaced agricultural and craft work hitherto produced in small rural family or communal units. In those days the managers were authoritarian and tyrannical when slave labour or indentured labour including child labour at starvation wages could be deployed at the behest of the ruling, capitalist class.

The world has changed since, and owners of capital can no longer treat labour as a disposable commodity. Trade Unions, Communism, and universal education along with worldwide markets meant that the old methods of almost forced, repetitive back-breaking labour of the ‘dark satanic mills’ could no longer be sustained. New disciplines like economics, psychology and sociology sprang up. These social sciences were called upon to build theories of management and organisational behaviour that would explain and help understand the dynamics of an ever more sophisticated and demanding workforce.

Early theories of management exemplified by the work of Frederick Winslow Taylor had been described colloquially as the ‘carrot and stick’ approach. Taylor coined the term ‘scientific management’ for his theory which was later simply referred to as ‘Taylorism’. He sought to break down tasks to their simplest elements so that an assembly line robot could perform them without any need for thinking. All brain work was to be removed from the shop floor and handled by managers alone. Taylorism is explained as the ‘decoupling of the labour process from the skills of the workforce’ and defined as ‘management strategies that are based upon the separation of conception from execution’. This approach worked well with early immigrants to the US with hardly any facility with the English language, and a limited social, or communal life, but proved less effective with future generations.

However, in automated plants using very high tech solutions for 24-hour routine work with little or no human input, the principle still applies. Researchers acknowledge that McDonalds and outsourced call centres (customer service operations) use such strategies and can claim success by ensuring ‘predictability and controllability’. An up to date example of scientific management still in operation is the report by Malcolm Moore headed ‘Bullies in China’s Shops’ (The Daily Telegraph, 6th March 2010). He describes the working conditions as ‘inhumane’ of 38,000 workers living in dormitories who work for one of 102 factories belonging to either Foxconn, Quanta or Pegatron, all Chinese companies who are suppliers of USA’s Apple products (e.g. iPhone) for the world market. Strangely enough it is these supplier companies that increasingly ‘come up with new designs and technology’ and ‘are at the cutting edge’ (op. cit.). The Chinese workers today appear to use their brains even without the ‘human relations’ approach!

Elton Mayo’s Hawthorne plant experiments (1927-32) conducted at the Western Electric plant in Cicero Illinois gave rise to a theory as a departure from Taylorism which came to be known as the Human Relations school by its many followers. Douglas McGregor called Taylorism and similar top down command and control approaches to management of labour, Theory X, and proposed instead Theory Y giving the employees more autonomy and discretion at work following the Human Relations approach of Elton Mayo. Mayo’s experiments involved the changing of illumination, changing the hours of work, and giving more or less breaks, which all resulted in the workers producing more with each intervention. The ‘Hawthorne effect’ has been summarised as employees becoming more productive because they knew they were being sympathetically observed by prestigious people who happened to be social scientists. These experiments proved that ‘an increase in worker productivity was produced by the psychological stimulus of being singled out, involved, and made to feel important’.

The conclusion is that the ‘Hawthorne researchers… identified the importance of the ‘human factor’ in organizations (which) meant that workers were now recognized as having social needs and interests such that they could no longer be regarded as the economically motivated automatons envisaged by Taylorism’. It has to be noted however, that there were 19th century industrialists with Quaker backgrounds, who met their workers’ ‘moral and social needs’ by providing housing, places of worship, and other communal amenities. The Cadbury Chocolate Factory Bournville plant in the UK is a case in point. To be included in the Human Relations school is work of the Tavistock Institute in London which undertook to study the work of coal miners. They too understood that job simplification and specialization did not increase productivity but giving more autonomy to the work group in organising their work shift, did produce better results. Under conditions of uncertainty when engaged on non-routine tasks ‘semi-autonomous’ work groups fared better than isolated individual workers.

Another theory not exclusively applicable to management, but was a general psychological theory which supported the Human Relations school, was Abraham Maslow’s Hierarchy of Needs. McGregor labelled it Theory Z. Put simply, it can be visualized as a pyramid with its broad base starting with Physiological needs (lowest), which had to be satisfied first before requiring attention to Safety needs, followed by Love/affiliation needs, then Esteem needs, and at the highest point, Self-actualization needs.

A firm which had presumably subscribed to classical theories of worker motivation but found it unworkable to its cost was Iceland Frozen Foods (The Sunday Times 8th March 2009). Four years before the turnaround, morale of workers in the firm was ‘at rock bottom after 40% of staff at the Deeside head office was made redundant’. With a change of tactics the CEO, Malcolm Walker was able to get the workforce to have ‘confidence in the leadership skills of the senior management team giving a top score of 73%’. As the basic needs of employees for fair wages, reasonable hours at work, paid holidays, non-discrimination (sex, race, disability etc.) i.e. equal opportunities, are respected (now legally enforced), workers will look for Maslowian higher order needs to be satisfied through their day to day work. This was what Iceland Frozen Foods was able to provide their workforce after a switch to the Human Relations model of treating employees.

Malcolm Walker nicknamed ‘the king of cool’ initiated measures to provide his workers with opportunities to achieve promotions by working hard and using their brains. For example, a shop floor worker who became a home delivery driver achieved the promotion to the position of senior supervisor within just a few years and is quoted in the article speaking approvingly of his boss. It is reported that staff at Iceland Frozen Foods don’t feel under too much pressure… and don’t tend to suffer from work-related stresses. A survey of a representative sample of UK companies revealed that Iceland Frozen Foods was voted by a workforce of over 17,000 men and women as the third most successful company compared with all other companies in motivating them to achieve their best at work. Here is a good example of human relations at work and providing solid support for the movement.

Another example which throws up a different aspect of human relations theory comes from the current trend towards globalization. The Euro Disneyland, a ‘transplanted American theme park’ near Paris lost $34 million over the first six months since it opened in April 1992. Even before it opened there was strong local opposition that it threatened French cultural sensitivities. A strict employee dress code and the outlawing of wine in the park (sacred to the French), among other things, angered the Parisians. Eisner, the CEO of the parent company in the USA, who could speak French and had a French wife, and also a recipient of many awards from the French government, still failed to make Euro Disney a going concern.

The turnaround came when ‘Eisner learned to recognize French cultural traditions and quality of life, rather than focus exclusively on American business interests, revenues and earnings at the expense of the underlying French culture’. Relaxing the rigid rules, removing the American-style hot dog carts, appointing local managers, and deciding to use French language at the park, were essential components of its later success. The conclusion is inescapable that both ‘carrot and stick’ approaches still appear to work if the conditions are right for either approach.

Cash Management – How to Prepare Daily Cash Position Report – Part 2

If your company maintained 2 or 3 banks for payment processing, we have to modify a little bit of the technique so that we can control effectively all the bank’s accounts and at the same time manage to earn extra income by carefully invest surplus fund in short term investment. Lets assume that your company has 3 bank accounts and we name it as Bank A, Bank B and Bank C. We should choose one bank as your major bank where you pool all your cash in that bank. Let’s assume that our major bank is Bank B. That means all your major collections must be deposited into this bank account. Your major payment which comprise big amount such as subcontractors and salary payment must also from this cash pool account.

Any payment prepared which is small in amount but the rate of recurrence is high such as utilities bills payment, petty cash reimbursement, staff claim and other payment should be prepared by using Bank A. We will deposited the incoming cheques into Bank A with more or less the same amount of cheques prepared so that the account balance in Bank A is always in ideal balance.

If we have specific payment pattern for the month, for example we only pay for our suppliers and workshop every 25th of the month, then we use Bank C for our cheque payment. Here we use ZBA technique which means Zero Balance Accounts technique where we will only transfer fund from our cash pool account which is Bank B to Bank C only once a month. That means there is no extra cash in Bank C, which means we have pool all extra cash in Bank B for our short term investment purposes. I will explain further the topic of short term investment when we reach to that topic soon.

All the suggested techniques above looks complicated but the reason behind that is we manage to prepare daily cash position more faster and accurate without spending your time to figure out the serial number for every categories if we use one bank only. From our example above, you will notice that bank A is for bills payment, staff claims and other payment. That means you only have to identify 3 series of serial cheque numbers for the payment using Bank A. Bank B only has 2 payments which is subcontractors and salary while Bank C meant for suppliers and workshop payment. The second reason of doing that is to avoid idle balance in Bank A and Bank C which do not earn any interest income. All our income has been pooled in Bank B where we can place short term investment placement from tenor of overnight to one week.

To reach our bank balance for that day, we just calculate by simply using simple arithmetic which is Opening Balance + Incoming Cheques – Payment made = Closing Balance. When place all the bank column side by side, we manage to get the total closing balance when we total up Bank A,Bank B and Bank C closing balance. This is what I call the cash dashboard where we can see all our bank balance with only one glance. Of course it is not complete yet because we still have not taken into consideration the available balance and cash & cash equivalent figure. I will explain in depth all this terminology later.

Importance of Family Business Management

Ready to be at the wheel?

March 10 and 11, 2018 gave aspiring and budding entrepreneurs an opportunity to connect and collaborate. As the best and brightest minds came together and brainstormed on on how to fuel their business growth. It is the most important aspect in any of the business. The conference at IIT Mumbai brought together the best breed of entrepreneurs, innovators, venture capitalists, business model creators, consultants, policy-makers, academicians, and business practitioners to present and discuss innovation and success under the aegis of entrepreneurship for Small and Medium Businesses.

Over the past decade or so, in the dilemma between joining family owned businesses and higher studies. The scales have been tipping towards entrepreneurship and joining family owned businesses.

Let us explore the genesis and the reason why:

The Genesis

Today, family-owned businesses account for two-thirds of the world’s businesses and generate most of the world’s economic output, employment and wealth. In many regions of the world, family companies dominate the economy. “Family-controlled firms now make up 19% of the companies in the Fortune Global 500,” states The Economist. In India alone, 67% businesses are family run. McKinsey forecasts, that by 2025,there will be more than 15,000 companies worldwide with at least $1 billion in annual revenues, of which 37% will be emerging-market family firms.

The need

There is a need for Family Business Management Programs whether you are in a successful family business or you are into a business facing challenges and trying to bring about a changeover.

Successful family business:

Successful family businesses are successful because families see important changes in their industry. Simply put, successful families are entrepreneurial. Also,families succeed because they invest in productive activities, emphasise growing assets, and consume relatively little of their wealth. These families maintain a culture that encourages family members to create things of lasting value. It’s not surprising that these families encourage entrepreneurs. Furthermore,successful families remain reasonably united, keeping supportive members loyal to one another and to the family’s mission. Over generations, as families become more diverse, it is likely that only a few relatives per generation will directly work in the business.

Outside-the-business members might still support family philanthropic efforts or social activities, and sometimes that level of involvement is enough to maintain family unity. But investing in family entrepreneurs can also keep talented members contributing to the broader family’s wealth and mission. Investing in family entrepreneurs has to be done objectively based on the feasibility of their business plans, and also fairly within the family. Even if some entrepreneurial projects don’t succeed, these investments will help you spot talent to keep your business growing. And you are sending an important message: this family is committed to creating value.

Family businesses – facing challenges

While family businesses on average are stronger performers than other types of enterprise, they face distinct challenges that need to be managed. This constraint often kills the family business.

This creates the need for a course of study in Family Business Management that helps students understand how to capitalize on the strengths, navigate the challenges, and guard against the weaknesses of the companies and the families that own them.

How is Family Business Management program different from an MBA in Entrepreneurship?

Both Family Business Management and an MBA in Entrepreneurship prepare you for setting up and gearing your own business. However, there is a subtle difference. Unlike MBA in Entrepreneurship which prepares students for a setting up a business, the Family Business Management programme is targeted at family business owners looking to sustain, scale and grow their businesses. The content and pedagogy includes concepts of entrepreneurship, business sustainability, market trends which thereby lead to portfolio expansion and business growth. The program would help you evaluate the state of your family businesses and gear you towards accelerating your business to the next level.

Colleges/Institutes for Entrepreneurial Management

Xavier School of Management (XLRI),Jamshedpur, offering a full-time six-month Post Graduate Programme for Certificate in Entrepreneurship Management (PGPCEM).

Entrepreneurship Development Institute of India, Gandhinagar,offering a two-year, full-time, residential Post Graduate Diploma in Management-Business Entrepreneurship (PGDM-BE).

SP Jain Institute of Management and Research – Mumbai,Start Your Business Certification Program (SYB), Grow Your Business Certification Program (GYB), The Entrepreneurial Manager (TEM).

Narsee Monjee Institute of Management Studies,Mumbai,M.B.A in Social Entrepreneurship

Xavier Institute of Management and Entrepreneurship – Bangalore, offering one year Entrepreneurial Development Programme (EDP)

Nirma Institute of Management,Ahmedabad,offering regular two-year MBA specialising in Family Business & Entrepreneurship.

Amity Business School,Noida, offering two year M.B.A in Entrepreneurship

IIM, Bangalore, specialization in Entrepreneurs & Family Businesses.

IIM Udaipur, Management Development Program for Women Entrepreneurs.

National Institute for Entrepreneurship & Small Business Development (NIESBUD), Delhi

The NIESBUD is an apex institute in the area of entrepreneurship and small business development under the Ministry of Micro, Small and Medium Enterprises, Government of India. It oversees the activities of various institutions and agencies engaged in entrepreneurship development, particularly in the area of small industry and small business. It also provides numerous training and development courses for budding entrepreneurs and small businesses.

Making the right choice:

In the world of family business, the entrepreneurs we celebrate are usually founders of companies. If you wish to be a founder of a company, start your new venture and learn how to navigate, go in for a pure MBA in Entrepreneurship. However, if you wish to join your family business and are supposed to take care of and grow the founder’s creation, you are not expected to be entrepreneurs but to understand and carry forward the vision of the founder,an MBA in Entrepreneurship would be more helpful.

Therefore, it is imperative that you make the right and informed choice…

Are these mutually exclusive?

If this makes you think that family business management programs are incompatible to entrepreneurship. The reason is because they are for students who are in family businesses that are usually tradition-bound, multi- generational. Let me tell you, we need to blur the lines here. The family businesses need to be more entrepreneurial. They need to pass on the entrepreneurial mindset and capabilities. To create new streams of wealth across many generations- not just pass the business on from one generation to the next. We need to come up with the concept of ‘family entrepreneurship’. When a leadership transition occurs in a family business, the new generation of leadership should be careful to maintain and build on the networks and knowledge of the former leaders, while expanding their own networks. This will insure that the business can continue to be entrepreneurial into the future.

And when they do, the distinction between Entrepreneurship and Family Business Management studies would begin to blur…

Records Management in Government Agencies in Sierra Leone

Introduction

Records Management is the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage and retrieval to their ultimate disposition. Because information is such an important resource to organization, the records management function also includes information management. Therefore, records management is also known as Records and Information Management or RIM (Magnus, 2006).

Records management may also be used to define as the way official records (correspondence files, information) are organized in such a way that they have a meaning, and can be used continuously by the users such as managers, records professionals, educational institutions,

Importance of Records Management in Government Agencies

Establishing a records management programme, in government agencies for example, the Meteorological Department may result in both immediate and long-term importance to the department. Below are stated some of the importance of records management in the government agencies, civil service, companies and businesses as a whole:

• Records management reduces lost or misplaced records. Because the human element is always with us, even the best system in the world will occasionally have misplaced records. But properly designed document management systems can gradually reduce misfiles. Most often misfiled records can cost the clerical staff a huge wastage of time in searching for records;

• Records management act as evidence in the time of dispute. It is important for the settlement of dispute because it can be shown as proof in court;

• It helps in evaluating progress of organization. It helps in the preservation of history of the organization. The past records shows direction to organization. It helps in finding out the weaknesses and strength of organization. Records management gives the account of progress and direction in which organization is giving on;

• Records management is the memory of business. It is useful for future decision making process. The study of past records shows direction for future. It supplies information to organization whenever it is needed therefore, it helps in taking decision;

• Records management helps to evaluate business progress and performance. It helps in comparison between one period of time and another or between sometime of businesses;

• Records management helps in management and control of important records. It helps to protect necessary records with care and disposes useless records;

• To minimize litigation risks. Organization implement records management programmes in order to reduce the risks associated with litigation and potential penalties. This can be equally true in government agencies. A consistency applied records management programme can reduce the liabilities associated with document disposal by providing for their systematic, routine disposal in a normal course of business;

• It increases accountability. A records management will put in place a system for tracking actions on each record, therefore increasing accountability and providing access reports; and

• To improve working environment. Implementing records management programme improves the working environment through the organization of records and storage offsite. Organized working environment can then improve the perception of the business by clients and potential employees. New employees are also easily trained to manage the company’s records when an efficient records management programme is in place (Jackson, 2008).

The Historical Background of the Meteorological Department Sierra Leone

Sierra Leone was the headquarter (HQ) of the West African Meteorological services which was established in 1923.Meterological services were provided for four West African countries namely Sierra Leone, Ghana, Nigeria and The Gambia respectively. The Sierra Leone Meteorological department is an offshoot of the British West African Meteorological services founded on the 27th April 1961. Since the establishment, the department has been governed by series of directors and the presently director is Alpha Bockari who has served in this capacity from 2012-to date. The headquarter is located at F18 Charlotte street Freetown.

The Meteorological Department exist to provide cost effective weather and climate services by collecting, processing, archiving and disseminating meteorological and climatological information and services to support end user contributing to the management of Sierra Leone’s economy with special regard to protection of lives and property and safeguarding of the environment and recovering the costs of the services so rendered so that it expenditure will not exceed it income.

As a department under the ministry of Transport and Aviation, they are charged with the following mandates /responsibilities:

• Safety and well being of citizen and their protection against severe weather situation and devastation from natural disasters;

• Provision of reliable climate data to facilitates project design for agricultural planning and implement, water supply systems, infrastructure, and tourism;

• Contributing to the socio- economic (including providing end user services for agricultural activities, marine) development of the country;

• Carryout weather and climate related activities e.g. Clean Development Mechanism (CDM), Climate Change Services (CCS), Reduction of Emission from Deforestation and Degradation (REDD), and National Communication (NCS) (Meteorological Department, 2014).

Objectives of the Meteorological Department Sierra Leone

The overarching objective of the Meteorological Department established as the sole authority, which issues weather and climatological warnings and services are, to:

• Forecast, plan and deliver meteorological and climatological services which meet national socio- economic development needs.

• Collect, process, store and disseminate meteorological and climatological information both nationally and internationally in accordance with rules and practices and procedures established under the WMO Convention of the International Civil Aviation Organization (ICAO), International Maritime Organization (IMO), etc and other relevant conventions of the United Nations systems such as the Frame work Convention on Climate Change (UNFCC), and Convention to Combat Desertification, Drought etc.

• Provide a range of customer/ sector specific operational meteorological services to such major sub sector as those for aviation, water resources, agriculture, defense, marine, tourism, sports and recreation, and construction;

• Provides advice on meteorological and climatological matters to the national community and other governmental and non- governmental agencies.

• Develop adequate manpower to enhance functional effectiveness and efficiency of agencies.

• Reduce its reliance on the national budget and generate its own revenue by charging for services rendered to other clients;

• Arrange for and manage surface and upper air observation networks and accurately and effectively record the weather and climate condition for Sierra Leone’s economic development;

• Provides meteorological services for search and rescue operations during disaster and relief operations as well as during national emergencies; and

• Participate on behalf of Sierra Leone in the activities of relevance international organizations to which its belongs, in particular the World Meteorological Organization (WMO), International Civil Aviation Organization (ICAO), World Weather Watch (WWW), Global Climate Observing System (GCOS), Global Atmospheric Watch (GAW), Inter- Governmental Panel on Climate Change (IPCC), African Centre of Meteorological Applications for Developments (ACMAD), United Nation Environment Programme (UNEP) etc role in all climate change activities of the country (Meteorological Department, 2014).

Methods of Managing Records at the Meteorological Department

Records keeping are of great importance to any institution. One of the most crucial decision managers, directors or heads of organization have to make is to choose the suitable methods of managing their organization’s records. There of two methods that is significantly used. These include centralized and decentralized methods of managing records.

Centralized Methods

A Centralized method of managing records is the one in which all physical documents are located in one central location or office. The location is controlled by the records management office staff. The number of employees in the records department will depend on the size of the organization. In a centralized method, end users have the comfort of knowing all physical documents relating to a particular case are held in the same location. If for instance, end user needs to reference a file he/she would be required to contact the records office staff. The file would then be checked out to the end user. A complete claim of custody of file is captured, so the location of file is known at all times.

A centralized method has a heightened level of security. For example, the entrance is locked so only the records staff has access to the files in the records office. This process yields much more control over physical document than the decentralized methods. For efficiency of purpose, uniform office procedures are documented and circulated to all end user. These procedures address topics such as hours or operation, file request and delivery times.

Decentralized Method

A Decentralized method is one in which the physical documents are located across the entire office. This may mean they can be found in every staff offices or other work room space. Unlike centralized methods, where the files are controlled exclusively by the records office. A decentralized method is controlled by the staff that created the file. The physical files are stored at the employee’s desk not in a centralized location for all to access. Thus, the method would not require a full time record staff.

Employees would have access to their files at all times and would be responsible for maintaining accuracy. The decentralized method of managing records has its demerits. For instance, suppose group of employees are working on the same case at the same time suddenly, the employee who is responsible for maintaining the file is absent. The rest of the group may have trouble in locating the file if the organization does not have claim of custody procedure in place. Along the same lines, a decentralized method of managing records will have little or no security over files. This can prove problematic especially if an organization handles high sensitive cases.

However, in the meteorological department, a centralized method of managing the department’s records is adopted. That is to say, both physical and electronic or other records are centrally managed by the department’s office clerk. Although, there are challenges with regards to the keeping and managing of records, nevertheless the method is well utilized. (Meteorological Department, 2014).

Types of Records generated by Meteorological Department

The records generated by the meteorological department office plays a vital role in managing the operations of the department. The department documents past activities, phenomenon and events that serves the basis for further actions. The records are both manual and electronic in nature. Examples of manual records include:

• Office administrative records;

• Human resource records;

• Financial/ fiscal records;

• Meteorological data/ records;

• Material records;

• Public information records;

• Conference/seminar service records; and

• General programs.

Electronic Records: These electronic or machine readable records are data in a form that can be read and processed by a computer and that satisfies the legal definition of a record. At the Meteorological Department in Sierra Leone these are records relating to divisions and out stations in the department and these include:

• Electronic mail and messages;

• Electronic spreadsheet;

• Primary data files and data bases;

• Machines readable indexes; and

• Word processing files.

Users of the Records at the Meteorological Department in Sierra Leone

The users of the Meteorological Department records in Sierra Leone include:

• Administrative personnel;

• Research/ external users;

• Human Resource Management Office (HRMO);

• Government ministries and agencies;

• International organizations e.g. United Nations Development Programme (UNDP), World Meteorological Organization (WMO); and

• Clients to which Meteorological Department information is given. For example, the media in Sierra Leone such as: Sierra Leone Broadcasting Corporation (SLBC), African Young Voices (AYV), and Star Television).

Filing System at the Meteorological Department in Sierra Leone

Filing System in Records Management is the process of classifying, arranging, sorting and storing records so they may be easily located and retrieved when needed. It is the classification and control of basic file groups, material collection procedures, file preparation, sorting, indexing, maintenance and cross referencing. A well defined and maintained filing system allows vital information to be accessed quickly and saves company money by saving time. Business, schools, government agencies and even every day, people use filing systems to keep their affairs organized. Thus, the following various types of filing systems may enable agency to carry out proper filing system efficiently.

Alphabetical Filing System

In the alphabetical filing system, records are arranged according to name that is from A-Z either the name of a person, company or subject in accordance with the letters of the alphabet. There are two methods involve in alphabetical filing system.The topical alphabetic filing system, also known as a dictionary system. In this system files, individual record are in alphabetical order. This filing system works well when storing a small number of records. It proves to be problematic when individual has a lot of client sharing the same name.The other method is the geographical filing system; also know as encyclopedia or classification system. This system is used to organize larger volume of records. It groups subject together under broad categories based on a location such as a city, country or state. The categories and the files within each category are arranged alphabetically.

Numerical Filing System

In the numeric filing system, numbers are assigned to each file and arranged the numbers in segmented order. Files of people with the same name won’t have duplicate headings as with the alphabetical system. This system also offers better filing confidentiality since names are displayed in the files and work well when handing a large volume of files.

Terminal Filing System

In the terminal digit filing system also, numbers of assigned files are in sequential order but filed according to the last two digits. For example. If an individual is filing number 18547; first the individual go to 47 section of the filing system then look for the 85 area of the section and finally look for the number one (1).

Alphanumeric Filing System

The alphanumeric filing system, both letters and numbers are used to organized files. For example, two letters are used to signify the client files in, followed by a number to denote his account number.

The meteorological department filing system, have adopted the alphanumeric filing system. In that record, they use the end-tab folder and pockets that simply stand on shelves and filing cabinets. No hanging pocks with a use of office space. The meteorological department has some challenges but the filing system is organized and use efficiently.

Records Storage Systems

Record should be kept in good order, in a secure location. Those containing confidential or personal data such as staff files must be stored in lockable units and should not be left on desks overnight or view of visitors. Only records which are required frequently should be stored in the office. Those which need to be retained for legal or other reasons should be stored offsite with the records office offsite, while those which have outlived their usefulness should be destroyed. However, records which are less than one year will not be stored offsite.

Storage systems used in records office most provide appropriate protection for records based on format and volume of records, how frequently they are used, how quickly they need to be accessed and security requirement. The main types of records storage systems used include:

Vertical Filing Cabinets

These are adequate for small filing systems, but are less suitable for large runs of records and records that require frequent access. Access is slow, since drawers have to be opened, and these can significant impact where there is a high volume of records activity. The cabinets require large amount of space and drawer space is often not use to full capacity.

Book Shelves

These are suitable for books or files that are stored upright, such as box files and lever arch files.

Lateral Filing Units

These have long drawer for storing files laterally and use space more efficiently than their vertical counterparts. Alternatively, static unit without drawer can be use, where files are stored in hanging pocket or cradles. Where prompt filing and retrieval are required open unit will be the most efficient. If file access is to be restricted, units with lockable doors or shutters can be used.

Mobile Shelving

This may be suitable where a large volume of records need to be stored near at hand, as it reduces the number of access aisles require. It is the most expensive type of shelving, and is very heavy. The floor must have sufficient structural capacity to support these shelves.

Open Shelving System

This usually found in large offices and in central file rooms, it allows for rapid retrieval and refilling. This type of lateral file, which resemble open book shelves allows files to be retrieved horizontally. It also offers full viewing of the folder tabs, which makes for rapid retrieval. And there is an estimated 50 percent saving space when files are moved from vertical system to an open shelve system. This unit usually requires professional installation, which can be negotiated with the vendor is an inclusion in the cost of the equipment. These are the most efficient kinds of files available. They also have doors and can be locked. Some of those with doors have flush backs and can be used as attractive room dividers with a built-in advantage of providing a good deal of sound- proofing. These doors and 6 openings are easily accessed over 200 inches of filing. Those without doors provide even more filing capacity and should be consider, even if there is a perceived need to lock them.

Records Storage Systems at the Meteorological Department in Sierra Leone

The main types of records storage systems used at the Meteorological Department in Sierra Leone is the open Shelve System which is mentioned above where files contacting records are usually found in large offices and in central file rooms which allows for the rapid retrieval and refilling. This type of lateral file, which resemble open book shelves allows files to be retrieved horizontally.

Records Retrieval at the Meteorological Department in Sierra Leone

Retrieval is the process of locating and removing a record or file from storage. It is also the action of recovering information on a given subject from stored data. It deals with standards and procedures in retrieving paper, electronic and image records. For example, finding a name and telephone number in a telephone directory or data base is a common storage and retrieval activity. Records or information can be retrieve in three ways:

Manually: people go to a storage container and remove by hand a record wanted or make a note of information requested from it.

Mechanically: a person uses some mechanical means, such as pressing the correct buttons to rotate movable shelves to correct location of a record, remove the record manually, or record information requested from it.

Electronically: a person uses some means, such as a computer, to locate a record. The physical record may not need to be removed from storage. The requester is informed as to where it can be found, or the information requested is showed to the requester in some way, perhaps on a screen in a data base or electronic mail file.

Request for stored records may be made orally over the telephone or by a messenger or in writing memo, letter etc. The request may be delivered in person, sent by mechanical, such as a conveyor system, or sent electronically by email. The record must be retrieved from storage and given to the requester quickly. Every minute of delay in finding a record is costly in user or requester wasting time and in filers searching time and could possibly lead to loss of money for the business (Stephens, 2009).

However, manual and mechanical procedures are normally utilized in retrieving records at the Meteorological Department since majority of their records are in paper based form.

Challenges facing Records Management at the Meteorological Department in Sierra Leone

The Sierra Leone situation in business of record keeping and management especially in the Meteorological Department system has not been too successful because of the lack of management component. Writing in support of the above finding, I have noted that many years of neglect had done great damage to meteorological sector and record keeping is not an exemption. The following are some of the challenges of proper records management faced by the Meteorological department in Sierra Leone:

Inadequate Funding

The problem of inadequate funding of records office in the meteorological department is more intensive than the other departments. This is a problem that was not only experienced during the colonial era but has passed on even to today’s records management programs. Payment of employee’s salaries, purchase of modern preservation equipment and chemicals among the other day- today activities that facilitates records preservation are vital activities that call for proper adequate funding to enable the institution to achieve its objectives are not quite seen. For this reason, the meteorological records office practice is abandoned with unqualified personnel thus suffering from inefficiency and ineffectiveness.

Inadequacy of Space and Equipment

The records office at the Meteorological Department is rather too small to contain current and non- current records. The equipment used is somehow crude in nature and also of inadequate capacity. The record staff do not have access to modern equipment due to combine problem of inadequate funding and know- how technology.

Problematic Nature of Format

Most record materials are still organic nature, most of them been paper based. This means they are capable of aging, advancing, deteriorating with time. For this reason, they need equipment to be treated and handled with for the purpose of preserving them. For such a country like Sierra Leone which lies within the tropics such conditions are worsen by high level of humidity in the atmosphere and high temperature all around the year. All these conditions combine work to hasten the nature chemical process of decaying records. Furthermore, records keeping facilities in the Meteorological Department do not have weather control preservative where all weather conditions can be controlled to enhance record preservation thus, making the whole preservation process even more difficult.

Absence of Records Management Laws

The National Records act of 1964 is outdated and is no longer serving its usefulness. Records do not have legal description, backing or definition of their service. Legal laws provide for authenticity, which serves to promote and also provides confidence to the public and those practicing in the profession about the service being offered. These are the very important elements that the Meteorological Department’s record keeping facility lacks.

Lack of Understanding and Appreciation

The records management program in the Meteorological Department is rarely appreciated and its role in the provision and management of information understood by only a handful of staff. This is also true as it is the culture in many other public and private sectors that generate vital records on a daily basis have no basic understanding of records life cycle and requirement of the records disposal act. They are extremely ignorant of the vital role that can be played by the records office to help them properly managed and preserve record both at the current and semi- current stages. Staff is totally uninformed about the records activities and for this reason it is recommended that the records office should engage in programs that will help to educate staff and other users in the requirement and content of the activities.

Conclusively,Record keeping in an organization set up is very important and cannot be over emphasized. This is because continuity depends on availability of useful records of the past activities. In a complex organization like that of the Meteorological Department, it is not possible to keep every single information in the brain, because the volume of information is heavy, therefore records must be kept. In Sierra Leone, meteorological laws demand that every meteorological station should keep certain meteorological records such as weather fore cast data, personnel records, visitor’s book, inventory book, account book. Record keeping occupies a strategic position in the efficient and effective management of meteorological system. In fact, it is central in the administration of institution of learning because it document the planning and implementation of appropriate course of service allowing monitoring of work.

Unfortunately, the Sierra Leone situation in business of record keeping and management especially in the Meteorological Department system has not been too successful because of the lack of management component. Giving credence to this assertion, records management practice in the Meteorological Department has a number of problems as indicated above. By paying close attention to all these problems and addressing them one at a time we help solve the problems and enhance good management of records in the Meteorological Department in Sierra Leone.

Learning Management System (LMS) Vs Learning Content Management System (LCMS)

E-learning brought to an organization learning options that are not only less expensive, but are more flexible than classroom training. Although e-learning would never replace “a human touch” that face-to-face training is privileged to, it is de facto that current technologies allow creating e-courses that are relevant, engaging, participatory, and with “a fun element”.

As a growing number of organizations utilize e-learning or “blended learning” (a combination of e-learning and classroom instruction), more organizations face questions of choosing the systems that are best fit to their environment. Larger organizations are on look for the systems that not only deliver and track e-courses, but also allow integration of performance reviews and development plans. The needs of smaller organizations may be more succinct and limited to training delivery. So, what do we consider when choosing the best e-learning program? Let’s look at the differences of the two main e-learning systems – Learning Management System (LMS) and Learning Management Content System (LMCS).

LMS is a software application that is most often web-based and is designed for the administration, documentation, tracking, and reporting of e-learning programs and training content. LMSs, such as WestNet, Halogen, Flextraining or Mindflash require importing a content that is built externally using Microsoft programs, or e-learning development software such as Adobe Captivate or Articulate. Many LMSs offer monthly subscription for a fee based on the number of active users (training participants). Some LMSs offer one-time licensing, and charge annual fees for software upgrade and technical support, which can from 10% up to 25% of the licensing fee.

We have knowledge of at least 210 different LMSs with a range of features offered: from simple content delivery and reporting to sophisticated integration of learning management and social media platforms. Similarly, the difference of subscription and hosting fees is vast, ranging from $3,000 to over $23,000 annually for a thousand users.

In comparison, a Learning Content Management System (LCMS) is content-centric software for creating and managing of e-learning content (Xyleme, Exact Learning Solutions, Kenexa). Instructional designers and trainers can re-use e-learning content. As a result, it requires less of resources and saves time needed for course development. Rather than re-creating entire courses, LCMS provides the ability for courses to be modified and published for various audiences maintaining past versions. E-training elements that developers can manipulate include media files, assessment items, simulations, text or graphics. LCMS technology can also be used to deliver and track courses (as LMS), or as a standalone application for learning initiatives that require rapid development of learning content.

Thus, the main difference is that LMS does not allow creating and manipulating courses; it cannot reuse the content of one course to build another. The LCMS, however, can create, manage and deliver not only training modules but also manage and edit all the individual pieces that make up training modules. The subscription or license of LMCS is usually pricier that of LMS.

So, what does an organization need to consider when choosing the best fit e-learning system?

– An amount of training content to be developed and delivered. If an organization develops and delivers a great amount of training – either because of internal or external requirements – then LMCS may be a better choice. LMCS will be able to save instructional designers’ time by reusing training content that’s already had been created.

– Long term training and development needs. When an organization plans to grow and expand, it means that training and development needs will be growing as well. Thus, even when an LMS might seem a better fit today, considering long terms an LMCS may be the best fit. That way, an organization will avoid additional resources and confusion of switching from one system to another.

– Training audience. Larger organizations that employ workers nationally or internationally would experience a greater need for training modules being updated – because of local regulations and cultural preferences. Thus, LMCS might be of a benefit in this case.

– The plans to integrate e-learning into organizational social platforms. A few LMS and LMCS allow integrating organizational social platforms such as Intranets or wiki’s. Though these systems are usually pricier, this emphasis on learning encourages workers to participate in more training, and increases their engagement.

– The needs to utilize e-learning systems for performance management. Selected LMSs and LCMSs may perform performance management function by allowing managers to track employee performance (incorporating learning application results of completed courses), and by providing employees with an opportunity to create development plans based on performance reviews.

E-learning is a powerful learning platform. When an organization chooses “the right” system, such system can be not only a cost saver, but it can also enhance learner engagement and learning retention.

4 Key Factors To Successful Record Label Management

The recipe for a successful record label, no matter how big or how small, involves many ingredients. Too many to mention here but if you had to narrow it down to the most crucial points you will find the following key ingredients to successful record label management.

Having Talented Music Artists On The Roster,
The Resources Available For CD Production,
The Power To Distribute Music Straight Into The Consumers Hands,
The Ability And Resources To Successfully Promote Music Artists.

1. Recording Artists

Number one on the list to running a successful record label is to have a talented roster of music artists. This not only involves finding extremely talented artists with commercial potential but also establishing contracts between the two, where the two party’s involved are both happy with their part of the agreement, thus resulting in an extremely harmonious and rewarding relationship.

The contract between artist and label should cover topics such as album production fees and spending budgets, recoupable revenue from sales of tickets, albums and merchandise etc, distribution of music royalties as well as possession of publishing rights and profits.

2. CD Manufacturing

It is usually the role of the record label to take care of the manufacturing of records and Compact Discs. If you are planning on setting up a record label you should be certain to possess the resources available to create and manufacture your artists’ music. After all this is an important part of making money for your label. If you are only a small-sized label you can find CD manufacturing plants which will meet the needs of smaller sized record labels and even offer pressing discounts that come with product packaging and art work at affordable rates. Now a days this whole process can be avoided due to the popularity of digital downloads.

3. CD Distribution

Distribution will get a label’s music straight into the palms of consumers. Distribution is paramount to earnings for any recording label. With regard to physical goods like CD albums, you must get them straight into retail stores and then directly into the hands of shoppers. With regard to downloadable music, you should make your products there for web sites (such as apple iTunes) which will sell the songs on-line. Direct selling is one other money-making path for a music label in selling their music.

4. Artist Promotion

Promotion is yet another crucial component to generating product sales. The music label utilizes mass media outlets such as music publications, web sites, radio campaigns, live performance tours and private appearances. You should understand the actual demographics for your niche and after that market appropriately. A solid marketing and advertising campaign will enhance ticket and record sales.

Importance of Online Business Data Listing Management for Small Business

The entrepreneur who really wants to be successful with his or her small business should be ingenious to look for new and innovative ways to advertise products and services to reach a wider market share. It has been found credible by many research studies that it is worth the time of any creative entrepreneur to build his or her business online. Particularly, the Internet has today offered remarkable ways an entrepreneur can build any business online and generate revenue.

Recent available statistics speak positive about the fact that, over 81 percent of small business owners are reported to have their presence known online and over 30 percent are reported to generate over 25 percent of their revenue online. The ingenious entrepreneur cannot therefore ignore the fact that the Internet has been found in many important ways to help improve the image of small enterprises in a greater scale. Company websites, for instance, have been found relevant by most businesses and does underscore the importance of online business data listing management.

Essentially in this respect, the Internet has become a way of proven enterprise management for small business development and growth through which an entrepreneur can also provide information about products and services online. Online business data management listing has become a very efficient way entrepreneurs provide good customer service and support that help businesses retain customers and build the enterprise with increased customer satisfaction and profitability.

Benefits of a Wider Market Share

Further importance of online business data listing management is the possibilities it offers by growth in terms of a wider range of market share and the ability to promote products and services at any given time. Other benefits associated with online business data listing management are reflected in the effective use of low startup costs to build an enterprise online and the ability an entrepreneur has with no-cost social marketing advertising. With online business data listing management an entrepreneur can literally benefit from small business branding on a limited budget. An entrepreneur’s business name and logo are tools he or she can effectively use to project the visible face of the products and services the entrepreneur is going to provide to potential clients.

Benefits of Small Business Apps

Also, there are small business apps an entrepreneur can integrate into his or her online business data listing management framework to enhance enterprise development and success. Some of these capable business applications focus on financials and accounting fundamentals an entrepreneur can use to manage business general ledger data, accounts payable and receivables.

There are also business apps with the principal focus on tracking billable work processes and productivity. With productivity apps an entrepreneur can generate and organically manage documents with business data in a very efficient way and can secure sensitive and high profiled data sufficiently protected within the company’s virtual domain.

Also, the utility and support in communication and collaboration among employees, customers and external contacts can be a resource within any online business data listing management framework.

There is also availability of the more traditional business apps such as office suites online, payroll and small business accounting software or invoicing and expense software-all are varied enterprise applications a capable online data listing management framework can be built upon as business solutions tailored for successful business management and growth. In this case, there are leading business accounting software packages such as QuickBooks and Peachtree which can make business accounting and tax filing purposes simple for any entrepreneur. These software applications can also allow import of data into one or more tax preparation programs.

There are as well free accounting applications such as GNUCash software-a free open source accounting program with a simple interface but with load-full of in-depth accounting functions and features; and BizFusion which is another accessible online small business accounting system with nine modules all on a single interface that works just like Microsoft Outlook 2007 and focuses on inventory, project and asset management with a full built-in small business accounting solution that can provide the entrepreneur with a more complete business picture (including an analysis of competitors) in a single system.

Any entrepreneur can therefore be resourceful and ingenious to implement an online business data listing management for his or her business to improve business efficiency and effectiveness. Even with smaller steps an entrepreneur can take over time to build a full online business data listing management program for his or her small business will see growth benefits accrue. Auspiciously, hardware and software costs are today quite affordable and the processing capacity and performance for both servers and networks have literally opened up a variety of opportunities for small business automation entrepreneurs looking to start their own business and small business owners that have limited budget can work with to build and grow their businesses.

Small Business Management and Entrepreneurship

Owning a successful business is no longer reserved for a lucky few. It is because there are some rules followed by those successful business people in making the business people to climb the richness ladder with assurance and comfort ability although any business is about risking and that the higher the risk the higher the reward or profit.

When you want to startup a business you first must have an idea, example of business ideas are like opening up a hairdresser, opens a salon, a shop and much. Generally, people do make huge mistake. Just because they are thinking about the job and not the business. Only because you are a good chef does not mean you know how to run a restaurant. More important, it does not mean a restaurant would be successful in your market. So you have to clearly assess and evaluate your business idea before implementing it.

Business wise you have to make sure that what you are going to produce Is it a product or service they have fallen in love with. Again, just because you love something does not mean a profitable business will come of it. This is especially true for first-time entrepreneurs. Learning how to run a business is hard enough; you don’t need to make it any harder by doing something you love rather than something customers love paying you a good profit for or producing what you want instead of what they want.

There are some guidelines on how you are sure that your intriguing idea is also something from which you can truly make a profit? There are three essential considerations one has to bear in mind.

Make sure the product or service has a repeat buy. This is by far the most important aspect of long-term business success. You have to have a product or service that people will keep buying. It is better and more profitable, in my opinion, to have a pool cleaning company than a pool building company. Put another way, a business owner should focus on getting a customer once, but making a profit from that person for a very long time.
Be certain you have a high profit margin.

There are very few companies that can compete long term on a “we are cheaper” marketing platform. In any new business, you need to watch your cash flow–and if you are trying to work with low profit margins and make gains in volume, you will need to have a high level of working capital to keep you running through the lean profits early on. Having a higher margin is extremely important when you are growing a business so you can self-finance your growth.

Build a strong support team because a good idea is not enough. The idea counts most, yet a quality idea must still have a great team of people behind it to give it wings. Time after time, when people bring me a business investment proposal or an idea they want to take to market, I ask them who is on their team and they respond with something crazy like, “Oh, we have not hired anyone yet.” Get a board of advisers. Get a team of professional accountants, coaches, lawyers and bankers. A great team will greatly improve the chances for success of any business.

Now if I were going into business today, to be sure of the market what would I choose? I would start with one premise and some hot industries. Here the premise is, you do not make money panning for gold, and you make money selling pans. Get in the way of a buying frenzy, and you will be a success. Therefore the fastest way to make a restaurant profitable is not by having a great chef and great decor or big buildings it is by attracting a starving crowd with money so that they can eat the food in exchange for their money.

In other words look for an idea you can take national or, even better, global at some stage. Although it might be fun and a challenge to establish yourself locally right now, but eventually you’ll want to build something much bigger for the future and also expand you business.