The Impact of Information Systems at Sultan Qaboos University - Term Paper Example

INFORMATION SYSTEM INTEGRATION (Student Name) (Course No.) (Lecturer) (University) (Date) INTRODUCTION The advancements in the field of technology across the world have seen positive steps taken to improve performance and innovative abilities of organizations and institutions across the world. Nearly every institution seeks to embrace the introduction of better technology and activities related to the advanced technological approaches. The technological improvements have seen the introduction of better information technology frameworks as well as information systems which have been relied upon heavily by business organizations, learning institutions, political administrations among many other organized groups (Hasselbring 2000). This explains why there continues to be more improvements and advancements made towards introducing better technological inventions and facilities by the innovators across the world. One such feature of the technology is referred to as the Information systems which have been used to improve better communications and coordination of activities across organizations. The use of technology has seen the improvements in the manner in which such institutions and organizations are employing the technology operate and organize their activities. However, this has not been true in other organizations. The challenges involved have further seen the need to embrace the use of integrated systems to offer solutions to an array of issues which the information systems could not manage in their single status (Chapman & Kihn 2009). The study intends to determine how effective the use of integrated systems has been to Sultan Qaboos University which is considered as the only public university in the Sultanate of Oman. The higher learning instituting has been on the positive trajectory for a long time, and the paper seeks to determine how job performance, communication, and administrative performance have been influenced by the introduction of the integrated systems of information systems. The study further seeks to establish the applied systems prevailing in Sultan Qaboos University and how they have been different from the former existing systems in the institution in regards to achieving the set objectives. Literature Review Technology has been one of the rapidly growing features in the world. There are significant advancements which have penetrated every corner in the modern society such as in the learning institutions, business, administrative units, religious organizations among many others. Therefore, there has been much concern on how to best improve the nature of the technological feature to suit the emerging concerns and challenges in the modern society. The implementation of better Information Systems (IS) has seen much progress as compared to the situation in the 18th and 19th century (Narasimhan & Kim 2001). A lot of features have been invented. These relate to the use of computer software and aids in ensuring effective communication process. One of the outcomes of better technology has been the introduction of various systems aiming at improving information coordination in the organization. The information systems (IS) have been defined as an organized system beneficial in the collection, organization and presenting information in a more organized manner. It denotes the various processes and networks which are being used by individuals or even people to collect, filter, analyze and present data in a more organized form. The information systems have been used primarily in the larger and even smaller organizations across the world due to a plethora of benefits accruing from its proper use and implementation (Bowersox et al. 2002). One of the areas which have seen a lot of need and benefits of the IS and IT are the learning or education institution. There are a lot of coordinated activities which usually occur within the learning institutions. The use of technology in ensuring easy and effectiveness in such communication practices has been one of the essential components in defining performance and activities within the learning institutions (Irani et al. 2003). One feature in the use of the information system refers to the integration process so as to bring forth an integrated information system. The integration of information systems refers to the process of bringing together separate systems into one whole component for purposes of achieving more and efficient output. Ordinarily, systems function as separate and distinct components which are tasked to perform certain separate objectives. However, the integration of these systems tends to pull together their separate functionality so as to add more value and improve their functionality. Much organization using the information systems have sought to integrate these systems using various methods such as vertical integration method, star integration and even horizontal integration method. All these are aimed at having a more consolidated approach to functionality and improvement of performance of the systems (Genesereth et al. 1997). One of the benefits of integrated systems is the ability to have real-time data. There is the befit of having an updated data of all functions and components in the organizations when using an integrated system as opposed to using single and separate systems. Besides, there is the benefit of better and improved communication between people within the organization. The presence of similar information within the system usually saves the mismatch and confessions which would otherwise arise when every staff operated under a separate system. The integrated systems also reduce the risks associated with duplication and mismatching of data within the organization. The levels of productivity have also been seen as a benefit to an organization which operated the integrated system (Foster et al. 2002). The essence of having to pull together these separate systems into one integrated output is to ensure that all the functions can easily be coordinated, similar information can be shared and that time is saved in accessing and synthesizing particular information due to the reduced risks of duplication. This has been true and more beneficial especially to large organizations which have multiple functional units (Shen et al. 2004). The higher education institutions have a dire need for integrated information system as a way of advancing their activities. These institutions are usually faced with the need to have proper, timely and accurate data regarding all the students, the staff, the departments and the activities which occur within the institutions. The challenge experienced is also associated with the manner in which information flows from one department to another without the risks of delay or distortion. There is a dire need for integrated information systems in such situations to aid in the smooth flow and easy access to information from one department to another, for example, the registry department needs to avail the student information to the finance department in accurate and timely manner. The information system would also ensure easy access and coordination of data across the entire department in the situations (Chouinard et al. 2005). Usually, the various functional units in an institution of higher learning have a more coordinated approach towards performing their duties. For example, the examination departments which require quick and accurate access to information form the registry department and finance department to ascertain n the number of students and those who have complied with examination regulation. Therefore, the integrated systems will offer an interface for all these departments to access and have all these information in a uniform and quick manner (Wang et al. 2005). Several types of system integration operating in different levels exist in the modern organizations. Vertical integration usually occurs when subsystems are integrated according to their functionality. It involves the creation of various system silos which depend on the levels of functionality generated by every system. This type of integration has been deemed as the cheapest and quickest way to achieve the process of integration. The star integration occurs when every system is connected to any remaining subsystem to form a star-like shape (Kim & Narasimhan 2002). The connections usually increase in size depending on the number of subsystems available. The associated costs and time have been considered to increase exponentially depending on the number of subsystems available for purposes of integration. The Horizontal integration occurs when a specialized subsystem is put to the concept and dedicated specifically for communication between other subsists. The number of connections is usually reduced due to the availability of the specialized system to aid in communication and coordination of other subsystems. This system has been considered to mislead easily, and high costs are always associated with its activities (Grover & Saeed 2007). The process of achieving integration requires a lot of features so as to make it successful. One of the requirements regards sufficient resources such as financial, software and hardware requirements. Usually, the process of achieving integration puts together some resources which all work towards ensuring the integrated process become a success. The financial resource is quite important to help purchase the additional materials and also to pay for the labor intended to perform the integration. Some types of integration such as star integration require additional costs that always increase exponentially with an increase in the number of subsystems. A successful integration process also requires expertise offered by professionals or people with the required skills and experience (Swatman & Swatman 1992). In many organizations, a successful process of integration has failed due to lack of proper expertise. The persons required to perform the procedure of ensuring successful integration must be people qualified and have the ability to ensure the proper process of integration. The other important requirement is the manpower to handle and operate the various systems (Ball et al. 2002). In many cases, an integrated system differs from the single and separate systems since every operator within the system is responsible for the general output and information from the system. For example, suppose a department inputs a wrong data in the system, the entire information created and generated in the system will be false and inaccurate. Therefore, a successful implementation also requires the presence of experienced and professional experts to handle and operate the system. The process of achieving a successful integration process has however been affected by several bottlenecks. Some of this limiting factor exists within the organizations themselves while others are external to the organizations. One of such challenge towards achieving a successful integration process is the inadequacy of resources required for successful integration. Resource input is one of essential requirements in setting up an integrated system (Tezuka et al. 2006). For example, purchasing of various software and hardware components is quite essential in ensuring successful integration (Romney & Steinbart 2012). Therefore, organizations which are faced by financial difficulties have a challenge in benefiting from integration process. The other thing concerns the inadequacy of sufficient knowledge or skills in managing the integrated system. One only fear which has been cited by several scholars concern the risk of feeding wrong information into the system. The veracity of the data generated from an integrated system is usually a shared responsibility of all the users of the system. Most organizations have experienced a challenge of using this system due to the risk of having wrong information generated by a user and fed into the system. Therefore, most of them have opted to leave the various systems as single as they exist so as not to interfere with the overall veracity and credibility of information (Chaffey & White 2010). The information systems in Sultan Qaboos University The Sultan Qaboos University is one of the renowned institutions of higher learning in Sultanate of Oman. The university located in Al Khoudh exemplifies an epitome of successful higher education. The current population of the university ranges to about 15,400 students indicated its expansive position in offering a higher learning experience. The institution which was established in 1986 has grown and equally incorporated the latest technological features in its activities. Usually, learning institutions tend to match the requirements which prevail in the surrounding in regards to improvements and technological advances made. This has prompted the institution to find a good position to inculcate the modern IT infrastructure in place, so s to remain competitive and relevant in the learning field (Alter 1998). Currently, the institution operates an information system which links all the departments within the institution. Some of the existing functional departments include the finance department, registry department, library, accommodation and hospitality, the staff unit departments, students’ welfare and the administrative department constituting the various deans, heads of departments and the chancellor’s office (Laudon & Laudon 2004). These departments are always tasked to perform various roles that are distinct, separate but tend to have a harmonious implication in the objectives of the institution. The information systems existing in the institution include the finance systems, student information systems, and the security systems which have been quite operational in the recent years. The systems work on a well-coordinated portfolio of an online platform which helps in fast and easy connective. The Sultan Qaboos University enjoys the existence of a strong student registry and finance department systems which have been used to ensure close monitoring of information regarding the students. A large number of students has been a concern especially in trying to monitor and implement issues regarding better payment school fees and monitoring on the accommodation concern. This has been one of the issues explaining why many students currently stay outside the school premises (Avison & Fitzgerald 2003). The information system establishes a better communication pattern between the students and the administration and this has helped to improve the overall student welfare. The financial information system prevailing in Sultan Qaboos University has been able to ensure smooth monitoring of the financial operations and activities of this institution (Curtis & Cobham 2008). The high number of students registered require updated financial information for purposes of following up on their financial details and position. Therefore, the institution has maintained these systems and continues to invest in improving the entire system to link up all the departments in which there is any form of financial transactions. However, there has not been sufficient process of better performance monitoring, especially in the manner I which the system coordinate and link up to one another (Chan et al. 1997). Impacts of the information system on administrative performance The Sultan Qaboos University has been operating an administration system composed of various heads of departments, deans, chancellor’s office and the University Senate and Board. The administrative unit is usually responsible for overseeing all the operations and activities of the institutions and also coming up with policies to ensure the smooth running of activities. The use of the information system in this university has been of help to the process of administration, oversight and policy implementation. Presently, every head of the department and the various members of the administrative team rely on the information generated from the various existing information systems to make decisions (O'Brien & Marakas 2006). There has been heavy dependence placed upon these systems for the purpose of making decisions. Besides, the process of coming up with new policies and administrative policies have been pegged on the information generated out of these systems. For example, the Senate of the University relies entirely on the formation systems so as to find out the information regarding every student and the need to make any decision regarding such students (Melville et al. 2004). There has also been the positive impact generated by the information system in regards to improving the challenges and the concerns prevailing in the university. It’s one of the duties of the administration in Sultan Qaboos University to ensure that the welfare and the conditions of the students are well maintained. This is done by correcting any shortcomings such as the shortages of the hostels or accommodation materials among many other concerns. The process through which the administration receives such information on the various needs of the students is through the existing information systems in the University. These systems have been able to store and provide sufficient information needed and also be beneficial in helping the administration make informed decisions (Sterman 2000). Impacts of the information system on Finance Procedures The finance procedures of the university have been positively impacted by the introduction of information system within the department. This system is usually aimed at ensuring accurate recording, presentation of the financial data and accuracy in monitoring every payment and expenditure made to and by the University respectively (Grimshaw 2000). In many cases, institutions of higher learning require better and more effective information systems to help in overseeing the financial activities due to a large number of students and numerous transactions. Large institutions such as Sultan Qaboos University are usually faced with the challenge of monitoring every student’s balances for proper accountability. The prevailing system can only offer information to single departments at a time. Therefore, it forces any department in need of any information to have physical collection or retrieval of such information (Wade & Hulland 2004). The prevailing finance procedures of the university are anchored on the accounting software’s which also requires informing from other departments such as the registry departments which has all the information of every student within the university. The present situation forces a physical collection process of such information, and this is usually prone to risks such as the risk of distortion. The accounting and financial information are usually very sensitive, and they require utmost care to handle (Dakin 1993). The use of the information systems in Sultan Qaboos University has so far improved the nature and the process of financial transactions. However, not full potential has been achieved regarding coordination of financial information across all the departments and also integrating the financial information within the various departments. How integration can possible benefit Sultan Qaboos University Integration of the information systems is one of the ways through which organizations achieve a more efficient way of coordinating the various activities and also monitoring the activities within the organization (Zachman 1987). Presently, the university operates an information system which is however not integrated. This has caused some flaws in the financial management and also in the activities of the administrators of the university. The process of integrating the information system would have significant positive impacts to the institution. Sultan Qaboos University would be benefited by integration on several aspects such as Improved communication flow: the flow of information is quite essential for larger organizations such as this intuition due to a large number of departments and also the ability to ensure rapid responses. Every departmental section within the university plays a significant role and therefore requires sufficient flow of information to aid in proper functionality. Integration would offer and opportunity for various systems to pull together and have a more centralized and common focus for all the activities (Thong 1999). Use in the integrated system would easily benefit of information from all the departments just at a clique of the button. Essentially, the university would require such sufficient information exchange and flow across its all departments for effective service delivery. Reduction of risks: integration of the information system would be essential to the university by lowering and reducing any risk associated with duplication of information or even the risk of false information. Integration would ensure that every system is closely interlinked with one another and the activities of one system are monitored by another. This possibly would reduce chances of duplicating the information from various departments and even the possibility of falsifying such information (Yap et al. 1992). Timelines; time is an essential component in the process of administration. A large institution such as Sultan Qaboos University requires timely delivery of reports and information from one department to another. Timeliness of data is beneficial for speedy activities and also helps in reducing time wastages in the transaction. Integration is essential for the university, and this would benefit the institution by improving the services and also enhancing the processing time. Recommendation The Sultan Qaboos University faces a challenge of bringing together the activities of every department and having one central point for managing and administering the activities of the institution. Presently, the large and growing number of students has been a challenge, especially in the finance section. This paper recommends an integrated financial solution for the university since this will help coordinate all the financial data from all the departments. Conclusion The introduction and sophistication of the technological standards in the modern world have precipitated significant strides towards improving the information delivery and processing in organizations (Dumas et al. 2005). Every modern organization continues to embrace the positive benefits of integrating various systems of information in their activities due to the wide advantages accruing from the process. This paper focused on the existing information system prevailing in the Sultan Qaboos University and the impacts of integration in the university. Integration would bring together the systems in the current situation and even enhance the activities involved in the administrative and financing transaction. References Alter, S. (1998). Information systems. Addison-Wesley Longman Publishing Co., Inc.. Avison, D., & Fitzgerald, G. (2003). Information systems development: methodologies, techniques and tools. McGraw Hill. Ball, M. O., Ma, M., Raschid, L., & Zhao, Z. (2002). Supply chain infrastructures: system integration and information sharing. ACM Sigmod Record, 31(1), 61-66. Bowersox, D. J., Closs, D. J., & Cooper, M. B. (2002). Supply chain logistics management (Vol. 2). New York, NY: McGraw-Hill. Chaffey, D., & White, G. (2010). Business information management: improving performance using information systems. Pearson Education. Chan, Y. E., Huff, S. L., Barclay, D. W., & Copeland, D. G. (1997). Business strategic orientation, information systems strategic orientation, and strategic alignment. Information systems research, 8(2), 125-150. Chapman, C. S., & Kihn, L. A. (2009). Information system integration, enabling control and performance. Accounting, organizations and society, 34(2), 151-169. Chouinard, M., D’Amours, S., & Aït-Kadi, D. (2005). Integration of reverse logistics activities within a supply chain information system. Computers in Industry, 56(1), 105-124. Curtis, G., & Cobham, D. (2008). Business information systems: Analysis, design and practice. Pearson Education. Dakin, G. (1993). Shaping the future: business design through information technology. Journal of the Operational Research Society, 43(9), 1249-1250. Dumas, M., Van der Aalst, W. M., & Ter Hofstede, A. H. (2005). Process-aware information systems: bridging people and software through process technology. John Wiley & Sons. Foster, I., Kesselman, C., Nick, J. M., & Tuecke, S. (2002). Grid services for distributed system integration. Computer, 35(6), 37-46. Genesereth, M. R., Keller, A. M., & Duschka, O. M. (1997, June). Infomaster: An information integration system. In ACM SIGMOD Record (Vol. 26, No. 2, pp. 539-542). ACM. Grimshaw, D. J. (2000). Bringing geographical information systems into business. John Wiley & Sons. Grover, V., & Saeed, K. A. (2007). The impact of product, market, and relationship characteristics on interorganizational system integration in manufacturer-supplier dyads. Journal of Management Information Systems, 23(4), 185-216. Hasselbring, W. (2000). Information system integration. Communications of the ACM, 43(6), 32-38. Irani, Z., Themistocleous, M., & Love, P. E. (2003). The impact of enterprise application integration on information system lifecycles. Information & Management, 41(2), 177-187. Kim, S. W., & Narasimhan, R. (2002). Information system utilization in supply chain integration efforts. International Journal of Production Research, 40(18), 4585-4609. Laudon, K. C., & Laudon, J. P. (2004). Management information systems: Managing the digital firm. New Jersey, 8. Melville, N., Kraemer, K., & Gurbaxani, V. (2004). Review: Information technology and organizational performance: An integrative model of IT business value. MIS quarterly, 28(2), 283-322. Narasimhan, R., & Kim, S. W. (2001). Information system utilization strategy for supply chain integration. Journal of business logistics, 22(2), 51-75. Narasimhan, R., & Kim, S. W. (2001). Information system utilization strategy for supply chain integration. Journal of business logistics, 22(2), 51-75. O'Brien, J. A., & Marakas, G. M. (2006). Management information systems. McGraw-Hill Irwin. Romney, M. B., & Steinbart, P. J. (2012). Accounting information systems. Boston: Pearson. Shen, H., Wall, B., Zaremba, M., Chen, Y., & Browne, J. (2004). Integration of business modelling methods for enterprise information system analysis and user requirements gathering. Computers in Industry, 54(3), 307-323. Sterman, J. D. J. D. (2000). Business dynamics: systems thinking and modeling for a complex world (No. HD30. 2 S7835 2000). Swatman, P. M., & Swatman, P. A. (1992). EDI system integration: A definition and literature survey. The Information Society, 8(3), 169-205. Tezuka, T., Kurashima, T., & Tanaka, K. (2006, May). Toward tighter integration of web search with a geographic information system. In Proceedings of the 15th international conference on World Wide Web (pp. 277-286). ACM. Thong, J. Y. (1999). An integrated model of information systems adoption in small businesses. Journal of management information systems, 15(4), 187-214. Wade, M., & Hulland, J. (2004). Review: The resource-based view and information systems research: Review, extension, and suggestions for future research. MIS quarterly, 28(1), 107-142. Wang, W., Wang, M., & Zhu, S. (2005, June). Healthcare information system integration: A service oriented approach. In Services Systems and Services Management, 2005. Proceedings of ICSSSM'05. 2005 International Conference on (Vol. 2, pp. 1475-1480). IEEE. Yap, C. S., Soh, C. P. P., & Raman, K. S. (1992). Information systems success factors in small business. Omega, 20(5-6), 597-609. Zachman, J. A. (1987). A framework for information systems architecture. IBM systems journal, 26(3), 276-292. Read More