Ozean Journal of Social Sciences 3(1), 2010

Transcription

1 Ozean Journal of Social Sciences 3(1), 2010 ISSN Ozean Publication ADOPTION OF MANAGEMENT INFORMATION SYSTEMS (MIS) IN LAUTECH TEACHING HOSPITAL LIBRARY: THE EFFECTS AND PROSPECTS ON LIBRARY SERVICE DELIVERY AKEWUKEREKE MODUPE*, ADEOYE MOSES OLADELE**, ABOYADE WAHAB AKANMU*** and OLADAPO YEMISI OLUREMI**** *Chief Librarian,Ladoke Akintola University of Technology Teaching Hospital, Osogbo. OSUN STATE, NIGERIA **LAUTECH MEDICAL LIBRARY, College of Health Sciences P.M.B 4400 Osogbo. Nigeria ***Assistant System Librarian, Hezekiah Oluwasanmi Library, Obafemi Awolowo University Ile-Ife Nigeria. ****Lautech Medical Library College Of Health Sciences P.M.B 4000 Osogbo Nigeria. address for correspondence: Abstract: This paper describes primarily the advantages abound in the introduction of Management Information Systems (MIS) into the hospital library information service delivery. The tool if adopted will in no small measure aid the achievement of effective and efficient information management in the hospital under review. Using health systems research methodology, it was found that there is the need to add new requirements of MIS to the existing manual systems in LAUTECH Teaching Hospital, Osogbo to enable the institution have a measurable balance between the information need of the community and the available health information resources and services. The recommendations will help other medical librarians and heads of hospitals to take immediate action in their daily routine services when in similar situation. INTRODUCTION Library and Information Services are a critical part of any mission and vision driven establishment which need changes according to the needs and expectations of the society. New developments in the field of information and communication technologies are emerging in leaps and bounds; therefore the application of MIS to information service delivery is essential. All over the world, institutions and organizations have recognized the importance of libraries and power of information to raise awareness and mobilize action for effective and efficient performance of the institution. Thus, the library as a databank of knowledge and information has the power to contribute positively towards the attainment of formulated goals of the institution. This is in line with Ogunbode s (2005) submission that, library managers needs to be systematic and purposeful. They must work within the rules and regulations of the organization in order to succeed in leading a proactive work force. In like manner, Uhaegbu (2007) emphasized that, successful organizations like teaching hospitals require medical librarians who can get information, decode, interpret, and maximally use it to solve organizational problems. Therefore, the objectives of this study include: 63

2 i. Review of the hospital library systems using manual and Management Information Systems; ii. Discuss how MIS can be used to facilitate quick and efficient information generation processing and use; iii. Analyze the impact of MIS on library service practices; and service delivery. iv. Make appropriate recommendation to fast track the hospital into an information technology driven environment, particularly when IT is involved. WHAT IS INFORMATION AND WHY INFORMATION MANAGEMENT SYSTEM (MIS)? Healthcote (2000) define Information as data that has been put into in form that is useful. Information is needed in all organizations for day-to-day running of activities for decision making. Likewise, information is seen as a system that could be used by the policy makers like Administrators, Politicians, and Artisans etc. In particular information in the medical setting is utilized by Doctors, Nurses, Librarians, and Laboratory Scientists, Pharmacists and so on. They use information to analyze problems, create new products and find lasting solution to health questions such as what are the new methods of operating ovarian Cysts? or what new drugs are available for malaria, or how can we package health information to make it more acceptable to patrons? Wilson (1997) in one of his theories identified information as an accepted aphorism that no modern society can function without intensive use of it. Information can also be defined as a data or symbol which can be physically recognized and processed, either by human or machine. Chukwu (2005) recognized information as a receivable resource that is not depleted once applied, but remains available for further use elsewhere. He added that, the information produced at the right time and in the right hands of people can help to ensure the effective use of other resources. RELEVANCE OF MIS TO MANAGEMENT. Management Information System (MIS) is generally thought of as an integrated user-machine providing information to support operations, management and decision making to effectively function in an organization. It is indeed a conveyor belt for appropriate high quality information from its generation to its users. Every organization s management makes decision, prepare, plans, and controls activities by using information which is obtained from two major sources namely: formal and informal sources such as face-to-face conversations e.g. telephone calls, social contacts and so on. Planning and decision making have primarily been management tasks that occur at every level of management. Although, the type of planning and decision making differs, it cut across all levels. The emergence of MIS has led to new vistas in organizations especially for their information management needs. The fulcrum upon which an effective MIS oscillates is a carefully conceived, designed, and executed database. This is the heart of every MIS in any organization s environment. Some of the characteristics of MIS will include: an information focus, designed for managers in an organization; structured information flow; an integration of data processing; and an inquiry and report generation. The relevance of MIS becomes rewarding when viewed against the backdrop of the accelerated rate of change in customer demands and relationships as well as the complex working environment in most organizations, whether big or small. 64

3 WHY LIBRARY INFORMATION MANAGEMENT? The existence of a library within the hospital community is to provide information for training, research, and recreation and aid achievement of set goals; hence the management of the health sector must be able to provide adequate facilities that will sustain the library in order to have access to required information like in any other organization. The success of the Medical Librarians found in the health sector depends on the available resources per capital allocated to the library for effective service delivery. Information which is the core product of any good library is becoming increasingly complex. The complexity of information systems particularly in Nigeria tends to be characterized by such phenomenon as: diversities in the directions and dimensions of health programmes, operational goals and procedures, inadequacy of funds and other materials resources. Even in the face of excruciating inflationary spirals, conflicting models and polices theories and methodologies advocated or adopted for implementation. Inadequacy of information on the above phenomena and other strategy of management may lead to dwindling library service delivery to the people. Nwankwo (1997) wrote a very good piece on information management. He pointed out that there is an increasing demand by the Nigeria public that the health sector should produce good results despite the above bewildering list of complex variables. In response to the discussion, Wilson (2007) observed that, for appropriate, adequate and timely information for management decisions, operational function appears particularly challenging in the current situation where the available data on information are unreliable, unmanageable and generally involving highly technical issues and rapid developmental advances. In Massie s view as quoted above, it is a statement of fact that the health sector is growing and escalating at an alarming rate. New research developments are coming up thereby challenging the medical world especially medical practitioners and health related workers in developing countries like Nigeria. As the system and its institutions grow, so do the problems of planning, organizing, administration, monitoring and control expand therefore, the need for increase information management capacity among policymakers is absolutely necessary. To this end, Wilson (2007) maintained that the essence of good management is to help solve the problems of increasing growth, development and productivity by making the best possible use of available resources in a changing environment. MANAGEMENT INFORMATION SYSTEMS IN THE HOSPITAL. Adoption of MIS in the Health sector, especially at the LAUTECH Teaching Hospital, will not only pose an unexpected challenges that will turn around the institution roles, it will give practical solutions to problems confronting the general services of the health practitioners, support staff and people within and outside the hospital community. Besides, MIS in the Teaching Hospital if adopted will provide and enhance research through internet or network of services which aims at solving management problems and help to get task achieved in a much easier, quicker and faster way. Furthermore, MIS in medical field will maintain lots of prospects in the hospital if adopted. To mention a few these are some of the ways through which MIS is useful in the teaching hospital. i. Management Information Systems (MIS) provides information which assists in the control and evaluation of the organization s performance. Take for instance at the end of each calendar year, Annual Reports of events are recorded. This is necessary to determine organization s performance. Through the use of MIS, statistical figures will show the degree of improvement on the performance recorded over the years. Graphically, number of deliveries, death cases, successful operations etc are easily presented and used for decision making. ii. Application of MIS promotes decision making. In the Teaching hospital, at the Human Resources Management Unit, for example, the application of MIS in very important in recording staff biodata, number of consultants, physiotherapists, senior staff, scientists etc. At the click of buttons sought information is retrieved. Faults in staff data are easily and quickly detected using MIS. Also at the pharmacy unit, data on different types of drugs in acquisition can be seen at a glance; this helps pharmacists to decide what drugs are in or out of stock. This is similar to what is obtainable at the medical store where services can be effectively discharged using MIS. Records of goods supplied and issued out to different departments and units are efficiently recorded for audit purposes. 65

4 iii. MIS also useful in to collecting, organizing and storing up data. For instance, through staff profiles, data stored using MIS can be used to identify training needs of health care providers in the hospital. Topmost in the objective of any teaching hospital are service provision and medical training. The training can be acquired through formal or informal education. Through workshops, seminars and conferences clinicians can be refreshed. This is an essential ingredient of capacity building for health workers to develop personally and perform effectively on their jobs. iv. MIS also provide means to manipulate information for decision making. Through the use of information from Internet, Intranet, and access to local and international journals and textbooks new scientific discoveries are communicated world wide. This revolutionalized information handling promotes standard in medical practices. Application of these new methods ensue qualitative and quantitative patient care. v. Likewise, MIS permit use and re-use of stored information. To all health establishments, information is an essential ingredient, absence of which might result in unpleasant consequences. Information that concerns staff welfare, finances, infrastructures, facilities, equipment are relevant to all levels of management be it at the lower, intermediate or top levels. MANAGEMENT INFORMATION SYSTEM (MIS) AND ITS RELEVANCE IN THE MEDICAL LIBRARY Adekeye - Adeoti (1997) extensively discussed MIS as the technique, the process, as well as the structure concerned with systematic, accurate and speedy organization and control of relevant signals, data or messages from the various parts and environment of an activity unit, through appropriate collection, editing, analysis, display, storage and retrieval of such signals or messages in manners that would be useful for managerial decision making. In agreement with Adekeye-Adeoti, Argyris (1998) described MIS as a system using formalized procedures to provide management at all levels in all functions with appropriate information based on data from both internal and external sources, to enable them to make timely and effective decisions for planning, directing and controlling the activities for which they are responsible From the above, it will be noted that the emphasis is on the cases of which information is put. We may all agree in unison that planning, directing and controlling are the essential ingredients for management. Thus, it is at the discretion of the information managers to in-put the kind of information soft ware that can easily be accessible and available to the intended user especially in the a teaching hospital setting; knowing fully well that, without relevant information, no institution can function effectively. Users of medical libraries include: Doctors, Scientists, Nurses, Administrators, Engineers and Support staff. Without them the existence of hospital library may not be necessary; suffice to say that relevant information is imperative for effective performance in patient care. Today, MIS has become the life blood of management in all libraries and information centers. At the medical library for example, MIS is the cement that binds together the various elements of a library s units (reference, circulation, audio-visuals, reprography etc.) with one another and with the library s objective of serving patrons. The demand for a good library services is increasing as clinicians are beginning to undertake research and post-basic medical education. The ways in which health services are structured have bearing on the ability of staff to coordinate and integrate care. Ultimately, integration of care and incidentally the quality of care in the various aspects of services are dependent upon the degree of commitment, efficiency in knowledge and skills of member of staff involved. The health care providers cannot work in isolation since health services depend on the availability of information for a healthful living. Provision of good resource materials, availability of research results, quality medical training and continue medical education are paths to achievement of quality health care services which is the ultimate goal of the teaching hospital. This, if done will provide information to the right users at the right time in the right format. Thus, information emanating from medical library will have impact on the effectiveness of the institution s set goals and objectives. 66

5 THRUST OF THE PAPER At the LADOKE AKINTOLA UNIVERSITY TEACHING HOSPITAL LIBRARY (LTHL), most of the data processing is still done manually. Take for instance, paper files and registers are still used to store information such as circulation records, individual staff records, data processing, reference and technical work etc. As the cost of computerized information continues to drop and electricity becomes more stable, manual system is still in use in the hospital library. Unknown to the hospital authority, the application of computer technology will have corner stone effect on Library Managers in task performance, and on the overall success of organizations set goals and objectives. More so, MIS if adopted will facilitate and strengthen access to requisite information. A change in technology has given room to new ways of creating, storing, organizing and providing information; therefore, public expectation of the role of medical libraries must equally increase. A Library in a teaching hospital has to respond by developing more sophisticated on-line library services that allow clinicians and other health workers within the hospital environment to have access to library services with a classed difference in operations considering the mission and vision of the institution. With required materials that will encourage the users in their various professional fields, Medical Librarians must have it behind their minds that, medical library users want information fast, because they try to make the hospital user-friendly and provide safety of lives. From the foregoing, Library administrators must be able to turn situation around by applying new technologies such as MIS provides for development. The application of information technology if adopted is a pointer to the existence of a better library service delivery. To corroborate the above statements, a critical analysis has been given in a tabular form to illustrate the shortcomings of manual library operation on library service delivery at the LAUTECH TEACHING HOSPITAL OSOGBO. On another table, the effect of MIS application as identified was discussed. The findings gave support to the agitation for MIS adoption in the medical library. 67

6 TABLE.1. Effects And Problems Of Mannaul Operations On Iformation Service Delivery At The Lauteach Teaching Hospital Library, Osogbo AREAS OF MANUAL LIBRARY OPERATIONS Acquisition SERVICES Request Orders Billing claims Supply Inviting tender Claims CIRCULATION SERVICES Loan services Sending overdue notices, Schedules DOCUMENT DELIVERY PROBLEMS OF MANUAL OPERATIONS IN THE LIBRARY Slow Takes weeks using postal services Money and documents can get lost in transit Sometimes Inaccurate Cumbersome Get lost in transit Deniable SECURITY Human error promoted 68 RESULT OF MANUAL OPERATIONS Takes months to process information Many mistakes can be made Mistake not easily detected Reduce speed of delivery Unreliable if not thoroughly supervised Human errors promoted STAFF MATTER Exposes staff data LIAISON Manual Dispatch Inability to report correctly EFFECT OF MIS APPLICATION On MANUAL OPERATIONS IF ADOPTED Faster Easier process can be completed in a day Financial transaction can be done on-line Personalized document delivering system enhanced Faster, through routing of information to users using computers (OPAC) Easier, through, phone contacts, users profiles and instant messages Get feedbacks instantly when delivered Same message can be sent to many at the same time Effective Efficient Reduce losses Can decode and encoded character easily Easy to detect error Easily updated Instant Message REFERENCE Encourages Takes up large Reduce voluminous

7 SERVICES deterioration volume of space work Newspaper cutting Changes paper chemistry Reduce occupation space Clipping Compact Captions Neat SELECTIVE DISSEMINATION OF INFORMATION (SDI) Slow Cumbersome Delayed information Messages can be routed to users through phone calls or CATALOGUING Cumbersome, Tasking Slow and expensive Non-conformity standard to Use of web catalogue (web cat) Reduces backlog and arrearages CLASSIFICATION Cumbersome, Tasking Slow and expensive Non-uniformity classification materials in of Classification made easy (CIP ) Reduce boredom Accurate, Up to date Faster CURRENT CONTENT SERVICES AND NEW ARRIVALS Board display, Encourages theft of materials displayed Not accessible to many at a time Electronically displayed, Secures library materials TABLE.2. The Impact Of Mis Over Manual Operations In Lautech Teaching Hospital Library Service Delivery If Adopted. TYPES OF MANAGEMENT INFORMATION SYSTEM LIBRARY AUTOMATION AVAILA- BILITY IN LAUTECH LIBRARY EFFECT ON LIBRARY OPERATIONS IF APPLIED Nil Sustainability of relevance in ever changing world of information technology Store and process accurately. Accessibility to large amount of information Can be applied to all modules of operations in the library circulation, reference, technical services RECOMMENDATIONS Consider adoption 69

8 E-LIBRARY Nil Re-orientate the mode of library service delivery INTERNET SERVICE WORLD WIDE WEB (WWW) Create access to library resources that are online through computers and databases Nil Up to date information E-library and virtual library Largest wide area network globally provide access to particular or specific information Shares latest news on science, education, technology, etc Provide access to thousands through online data bases Operates open system Simplicity of operation. Consider adoption Partial adoption in place. There is need for improvement TELEFAX Nil Marking time Advise on new innovation COMPUTER 2 sets available Process, store and compile information faster and better than manual EXTRANETS Nil Not restricted to the organization or its branches alone, other bodies may have access to information E.g. inventory between suppliers and customers In libraries, book vendors, service packaging etc INTRANET Nil Shares document Revolutionalized the way organization share information internally Encourages business services Restricts record access to external bodies Information can be coded VIRTUAL LIBRARY Nil Stores collection in digital format Add more to existing ones Consider adoption Consider innovation adoption Consider innovation adoption and and 70

9 Tables 1and 2 discusses the impact of management information systems over manual system of library operation. MIS required types of basic criteria element as discussed in the two tables, alongside the effects and prosperities if adopted. Recommendations are also given in the last row of the tables. This will help stakeholders to recognize and understand the importance of MIS in information generation and provision to aid effective decision making. As a result of the findings as enumerated on the two tables, it is evident that introduction and use of MIS will improve the quality of Information Management in all areas of clinical processes and operations, promote users satisfaction and enhance quality of production. However, it is worth nothing that, despite the advantages of MIS on manual operations in the library, we do not need toabandon the existing system. What we need do is to add up the new inventions to the existing system, but that can only be possible if we have the right foundation. It is necessary that we must consider the few problems of MIS as there is no perfect system. Problems like finance, staffing, infrastructure, interest of stakeholders, availability of software and hardware facilities are some of the bottle necks of management information systems where it is applicable. In addition to the bottle necks of MIS, there are a number of pit falls that interfere with computerization. Most managers are promoters of these difficulties either through ignorance or demonstration of apathy. Some of the envisaged problems are: i. Resistance to change; ii. Fear of uncertainty; iii. Communication gap between the Medical Librarian and the Management of the hospital; iv. Paucity of funds; v. Apathy on the part of authority; vi. Lack of basic infrastructure and facilities; vii. Problem of technical know how and experts advice; and viii. Problems associated with skilled manpower. CONCLUSION Conclusively, it is worth nothing that the on-going revolution in information and communication technologies has changed the face of library operation radically. The changes are imperative for all librarians to embrace and enforce. Both information storage and retrieval have become simplified. The Internet as global information highway now offers easy access to limitless information as well as marketing of institution and their products (hospital services). In spite of this radical development, it is very important to note that the role of the library in the medical centre remains very important and unique for teaching, research, and recreation. More so, the health sectors must tap the benefits of ICT by expanding the scope of their services delivery systems. In particular, libraries situated within the teaching hospitals are now in better position to assist clinicians, researcher, health related workers and all people within and outside the hospital in sourcing requisite information for their jobs, research functions, and giving wider dissemination of their research findings. With the recommendations made above in Tables 1 & 2 concerning the adoption of MIS in the medical library, Medical Librarians in Nigeria particularly in the teaching hospitals would soon move away from manual information systems to the world of information technologies. 71

10 RECOMMENDATIONS i. It is therefore recommended that the value and role of library service in training, research and recreation must be properly spelt out so that adequate attention will be given to all stakeholders to understand the relevance of information systems in aiding effective and efficient decision making in the organization. ii. All stakeholders must support and embrace the issue of organizational changes to serve the rapidly growing number of health consumers in a cost effective manner. This will increase profitabilities of the organization and enhance quality service delivery especially in the health sector like ours. REFERENCES Adeoti-Adekeye, W. B. (1997). The importance of Managing Information System. Library Review Vol. 46 (5) Pp Award, E. (1988). Concepts, Structures and Application of Management Information System. London: McGraw- Hill. Pp Chukwu, O. C. (2005). Information explosion and the challenges of packaging in the new millennium. The role of bibliographic control. A proceeding of selected papers of the cataloguing and classification section of the Nigerian Library Association. Pp Gordon, R. S. (2005). How to become a Librarian. Library Journal. SVol. 6 (1) Pp.1 4. Healthcote, P. M. (2000). A level ICT. Ipswich, Payne-Gallway Publishers. Pp Hughes, Graeme C. (1991). The Information Age. Information Development. Vol. 7(2) Pp 72. Nwankwo, John I. (1985). Fundamentals of Management Information Systems Ibadan, Spectrum Books. Pp Okoro, Okee (2005). Information explosion and the role of information resources management in the new millennium. Proceeding of selected papers of the cataloguing and classification and indexing section of the Nigerian Library Association Pp Opeke, Rosaline (2006). Library and Information Resources Management. Ibadan, Distant Learning Centre. Pp Sanusi, K. D. (2004). Libraries as tools for making the world a better place to live. Being a paper presented at the 2004 Nigerian Library Association Avnnual Conference held at Akure, Ondo State. Uhaegbu, A. N. (2007) The Information User. Issues and Themes. Okigwe, Whytem Publishers. Pp Wilson, David A (1997). Managing Information. 2 nd ed. Heinemann, Butterworth. Pp p Presently, in the library what is available is internet services which is an aspect of what Digital Age Ventures incorporation is trying to introduce to the Hospital Managers. 72