MANAGEMENT INFORMATION AND EVALUATION SYATEM (MIES)

INTRODUCTION

Information has been recognized as one of the crucial corporate resources which facilitate better
utilization of other important resources such as men, machine, money and methods. Only a fully nurse
manager is in position to take better decision as compared to an informed one. Information is the data
that have. been put into a meaningful and useful context and communicated to a recipient who uses it
to make decision. Data refers to raw, unevaluated facts, figures, symbols, objectives, events etc.

Information management in an organization includes three interrelated area: information system,

information management and information technology. Information technology is useful tool used to
process the data and information.

Management information system collects, transmits, process and stores

data on an organization’s resources, programs and accomplishments. This system makes possible the
conversion of these data into management information for use by decision makers within the
organization. A management information system, there for, produces information that supports the
management functions of an organization.

DEFINITION

Management information system (MIS) is an integrated man machine system designed for providing
information to support operational control, management control and decision making function in an
organization. –Davis and Oison

Management information system (MIS) is a system which provide management with in the information
it require to monitor process , measure performance, detect trends, evaluates alternative, make
decision ana to take corrective action—RR Durech

EVALIUATION SYATEM :

A periodic evaluation of system to assess its status in term of original and current expectation and to
chart its future direction.

Health information system health information is any quantifiable and non-quantifiable information that
can used by health decision- makers and clinicians to better understand disease process and health care
issues and to prevent , diagnose or treat health problems(WHO)

OBJECTIVES OF MIS

 to enhance communication among employ

 tp provide a system for recording and aggregating information

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  reduce expenses related to labor- intensive manual activities
 to support the organization’s strategic goals and direction

IMPORTANCE OF MIS

 planning systematically and coordinating activities

 establishing databases on budgets, personnel, facilities and equipments
 providing guidance in choosing entry for program intervention and establishing active
partnership with other organization
 guiding prioritizing by identifying major problems
 proving information on the status of population serves, such as its health status (i.e. defines
surveillance levels)
 providing indicators for monitoring and evaluation of performance
 Assessing the impact or effectiveness of services.
 Guiding the forecasting of commodity or service needs.
 Methods of improvement.

IMPLIMENTATION METHOD OF MIS

 Parallel approach
 Modular approach
 Direct approach

PARALLEL APPROCH

The selected new system is installed and operated with current system. This method is expensive
because of duplicating facilities and personnel to maintain both the systems. In this approach a target
date must be fixed when the operations of old system cease and new one will operate on it’s own.

DIRECT APPROACH

Direct installation of new system with immediate discontinuance of the old existing system is referred as
“cold turnkey” approach. This approach become useful when these factors are considered. The design of
the new system is inexpensive with more advantages and less risk involved. New system is compact and
simple old system is regarded absolutely of no value. The new system does not replace the existing
system.

MODULAR APPROACH

This is generally recognized as “pilot approach” , means the implementation of system in organization
on a piece-meal basis.

ADVANTAGE OF MIS

 The risk of system failure is localized

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  The major problem can be easily identified and corrected before further implementation
 It supports and enhances the overall decision making process.
 MIS enhance job performance throughout an institution.
 It provides the means through which the institution’s activities are monitored and information is
distributed to the management, employees and customers.
 It measure performance , manage resources
 It can also be used by management to provide feedback on the effectiveness of risk control.

LIMITATIONS

Technology also increases the potential for inaccurate reporting and flawed decision making. Because
data can be extracted from many financial and transaction systems, appropriate control procedures
must be set up to ensure that information is correct and relevant.

ELECTRONIC MEDICAL RECORDS

An Electronic medical Record (EMR) is a computerized medical record created in an organization that
deliver care, such as hospital or physician’s office. Electronic medical record tend to be a part of local
stand- alone health information system that allow storage, retrieval and modification of records.

MODULES OF HOSPITAL MANAGEMENT SYSTEM

REGISTRATION

SPECIAL FACILITIES IN REGISTRATION

BILLING

DIAGNOSTICS/ LABS /SERVICES

BUSINESS ANALYTICS AND MIS

ADMINISTRATION

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 OP CONSULTATION

ADT (ADMISSION, DISCHARGE AND TRANSFER)

IP ORDERS

CLINICAL PACKAGE INSURANCE

DOCTOR AND OTHER PAYMENT

MEDICAL RECORDS

SCHEDULER

INVENTORY MANAGEMENT

NURSING MANAGEMENT INFORMATION SYSTEM (NIMS)

Nursing information systems are computer system that manage clinical data from a variety of health
care environment and made available and orderly fashion to aid nurse in improving patient care.

APPLICATION OF NIM

Work load measurement and

staffing requirement

Fiscal resources Personnel management

management

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Staff
FISCAL RESOURCE MANAGEMENT;

The information generated can be used to monitor past performance or to predict future performance.
Accumulated data can be analyzed for the development of trends that can be used to project future
expenditure. Necessary reallocation and budgetary adjustment can then be made on the basis of these
projection.

WORKLOAD MEASUREMENT AND SRAFFING REQUIRMENT

It help to store, manipulate and retrieve large volume of data. The information generated assisted
nursing manager in planning, monitoring and evaluating use of nursing resources on daily basis and in
the longer time frame. It is used to generate staff schedule with conjunction with personnel
management.

STAFF SCHEDULING

Nursing managers are able to plan schedule in advance with considerable time saving. Staffs are
informed well ahead of time. Staffing records, if maintained properly, provide useful information for
monitoring absenteeism, schedule time off and turn over.

PERSONNEL MANAGEMENT

An employee with a special mix of skills can be located. Records are readily accessible needed for the
accreditation purpose or to monitor contract compliance. The information may be retrieve on daily basis
for use in conjunction with workload measurement and contract requirements to plan staffing
assignments.

ADVANTAGE OF NIS

1) IN NURSING ADMINISTRATION : -
Evaluate quality assurance programs defend resource allocation
to nursing demonstrate the contribute nursing, make to the care of the patient. Identify
outcome of nursing care.
2) IN NURSING PRACTICE :- Enhance documentation by nurses provide data enable research
directed at examining the interrelationship between data elements and nursing outcomes.
Facilitates development of nursing process.
3) NURSING RESEARCH :- To assess variable on multi levels including institutional, local regional
and national. Identify integrate to build information and to further synthesize to develop nursing
knowledge.
4) NURSING EDUCATTION :- T o develop body of knowledge with focus on nursing process to
enable staff education needs based on follow up care and outcomes. To enhance student nurses
accurate documentation.

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 EVALUATION SYSTEM

Every organization needs to evaluate its performance and the impact of its effort. In many
instances, organization have multiple programs and will need to evaluate each one from two
perspective:
 How
 Whether it has achieved its specific objectives
 Organization should develop and implement a comprehensive evaluation plan that
outlines the-frames and resources needed for mid -term and final evaluation of each
major program

MAJOR KINDS OF EVALUATION

 Process evaluation
 Output evaluation
 Effects evaluation
 Short-term evaluation

PROCESS EVALUATION

Continue monitoring and supervision are the part of process evaluation, which examine show well
program activities are being implemented. Specifically, process evaluation focus on the development
and strengthening of existing systems, protocol against project goal and guideline necessary to support
standardize and institutionalize service activities. These activity support planning, implementation and
supervision to assess progress against project goals and objective. Process evaluation should also review
what is working and what is not in order to enable the staff and managers to develop corrective action,
determine whether resources, equipment, supplies and staff skills are adequate and used effectively
identify barrier program.

Measure every detail of program implementation is not feasible or necessary, especially in large-scale
projects. Process indicators should be developed based on the priorities of the stakeholders, clients and
evaluators, while relating back to the original evaluation question and the key processes highlighted in
the logic model.

Output evaluation

The output evaluation assesses achievements on-site by viewing defined, quantifiable indicators of
program performance such as access, quality and acceptability, number of persons trained and use of
services by the target populations. Output indicators are usually quantitative.

Effects evaluation

Effects measurement focuses on changes observed within the target population in the catchment area,
for example: observed changes in reproductive health attitudes, changes in staff and skills, and changes
in provider attitudes toward providing and managing services.

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Short-term impact evaluation

The findings from the original baseline survey should be used to derive the indicators for the short-term
impact evaluation. This evaluation is conducted at a specified, predetermined time following the
introduction of a new program. Relevant data from reports, service statistics, and training information
systems contribute to the analysis of short-term impact.

INFORMATION EDUCATION AND COMMUNICATION (IEC)

INTRODUCTION

Information, Education and Communication is now rightfully recognized as an integral part of policy
making procedure. Over the years, the thrust of the Department has been to place the IEC as an
intervention tool to generate demand for the range of services under National Rural Health Mission and
various other schemes implemented by this Department. The communication strategy aims to facilitate
awareness, disseminate information regarding availability and access to quality health care within the
Government run public health system. The key objective of the IEC strategy is to encourage a health
seeking behavior that is achievable in the context in which people live. The strategy views recipients of
health services as not merely users of services but key participants in generating demand for services

IEC is the process of learning that empowers people to make decision, modify behavior and change
social condition. IEC activities are developed based upon needs assessment, education principles and
periodic evaluation of using a set of goals and objectives.

AIMS OF IEC

 To change the health behavior of individual family and community.

 To prepare background or basis for change in health behavior.
 To motivate or to adopt the health attitude.
 To change the norms of community.
 To facilitate education for audience about the public health and to create awareness in public
opinion.
 To obtain or garner social, political support for health activities.

The primary function of health communication is to provide knowledge and information to the people
about health problems and how to maintain and promote health. Health information is an integral part
of the national health syatem. The information gathered through the needs assessment provides the
frame work for the development of suitable IEC activities. Any activities and material must always be
culturally sensitive and appropriate.

Information is telling something to an individual about a person , topic or an subjects.

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TYPES OF INFORMATION

1. Conventional information –which confirm and change is brought out(Accepting)

2. Progressive information- which reform and behavior change is brought about(Adopting)
3. Liberating information –which transform and social change is brought out

Health information can be communicated through many channels to increase awareness and knowledge
of different population about various issue, products and behaviours.

EDUACTION

Eduaction is an important instrument of personality building, progress and awareness. Education is a

process, the chief goal of which is to bringe about change in human behaviour. Health education is the
pillar of the community.

APPROCHES OF HEALTH EDUCATION

1. Mass level :- mass media, radio, films , television , posters, magazine and journals and news
papers.
2. Community level approach
3. group level
4. individual level
5. family level approch

COMMUNICATION

The communication is the process of sharing ideas, feelings and information ideas among people.

Acc. To the Johan Brion define the communication is simple and comprehensive way of transmission and
receiving of information, feeling and attitude communication is two way process and it a continue
process involving interaction between two or more people.

IEC PROGRAME
OBJECTIVE OF IEC PROGRAMES

 To prepare IEC strategy for various national health program

 To prepare IEC action plan.
 To produce IEC/BCC material for mass media as well as interpersonal communication.
 To coordinate activities with various department

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  To coordinate and guide NGOs in health IEC activities
 Leprosy elimination
 Malaria and filarial control
 Health intelligence and vital statistics
 Pulse polio immunization
 Blood bank and civil defense
 Control of diarrheal disease
 Family welfare, reproductive and child health
 Health system development project
 AIDS control, RTI and STD control
 To evaluate IEC activities

THE AREA OF IEC PROGRAMME

 Primary health care

 Prevention of disease/control of communicable disease
 Reproductive or maternal child health services
 Family welfare
 Nutritional services
 Personal hygiene

PRINCIPLE OF DESIGNING IEC PROGRAMME ACTIVITY

1. Activity to be based on need assessment-

When IEC program is planned, it should be planned based on their needs. It is important to
build a relationship of trust and mutual respect in order to get accurate and complete
information about sensitive topics. Focus group, individual interview or knowledge, attitude,
behavior and practice(kabp) survey can be valuable way to gather information. Only after there
is an accurate picture of individual’s knowledge, attitude, behavior, expectation and aspirations
of health needs one can determine the program best suit according to its needs.
2. Predetermined clear goals-
Objective can be broadly defined as a general statement which attempts to give both
shape and direction to set of more defined intention for the future.
The objective should be SMART:
S- Specific (what and who)
M- Measurable (something which can be measured)
A- Area specific(where)
R- Realistic (achievable)
T- Time bound (when)
3. Assess the influence of underlying social, cultural, environment condition-
The culture has a strong impact on health belief and practice and it is very difficult
to change it. Influence of this must be considered before planning any programme.
4. Proper selection of activities-

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 Activities should have appropriate context. There may be variety of alternative
activities but the activity should be selected according to the need of the target group. Activity
should be link with the availability of the support and resources.
5. Development of appropriate content of the message-
The content of the massage and the media must be complementary to each other.
Always positive message should be emphasized and the content must reflect the nature and
quality of the services available. Development and refinement of message time to time is
necessary.
6. Participate of target group is essential-
During selection of objective the group will be selected for whom the message
will be develop. For e.g. For MCH program the target group will be mother and child and they
should be actively participate.

7. Provision for periodic evaluation should be made-

For any planned program, evaluation is essential to find out the effectiveness of
the program. Periodic evaluation should be made to check behavior modification in the target group.

8. The essential of IEC-

IEC combine strategic approaches and method that enable individual, group and
family and organization and community to play active role in achieving, protecting and
sustaining their own health. IEC activity is not only provide activity foe which it is shape but also
provide activity according to the need or demand that may be created as a result of effective IEC
activities.

STEPS IN DVELOPING IEC ACTIVITIES

1. Information gathered through the need assessment provide the framework for the development
of suitable IEC activity.
2. Conduct a need assessment
3. Set goals and objective in behavioral terms
4. Establish behavioral objective that will contribute to achieving the goal

IEC strategy

any IEC strategy should be well planned, properly implemented, continuous monitored and timely
evaluated for getting the best results.

PLANNING

 Make comprehensive strategy. That means objective should be clear, client centered and
undertaking audience segmentation.

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  Know the community tradition
 Focus IEC on most essential issue and there should be appropriate message for each audience.
 Always emphasis positive behavior change
 Try to avoid information overloading especially when the umbrella campaign is to be carried
out.

IMPLEMENTING A STRATEGY

 Take support of community leaders.

 Establish linkage with traditional healers, local NGOs and local support groups
 To spread message or for inaugural events, local holiday and festivals are more advantageous.
 In spite of expensive and elaborate products, simple, inexpensive, print material can be more
effective and useful.
 A media campaign should be involve for maximum impact.

MONITOR AND EVALUATION STRATEGY

 As a part of management information system(MIS) documentation of IEC program inputs and

experiences is important for knowing the success and failure
 Inexpensive method like observation can be used for monitoring the campaign.
 The research and evaluation team should be well know about IEC project, for which they are
engaged
 Evaluation framework should be responsive to program needed. It provide information to make
corrective action and adjustment during implementation phase and also redesign it.

MIS AND IEC RELATE TO FAMILY WELFARE SERVICES

Information, Education and Communication is now rightfully recognized as an integral part of policy
making procedure. Over the years, the thrust of the Department has been to place the IEC as an
intervention tool to generate demand for the range of services under National Rural Health Mission and
various other schemes implemented by this Department. The communication strategy aims to facilitate
awareness, disseminate information regarding availability and access to quality health care within the
Government run public health system. The key objective of the IEC strategy is to encourage a health
seeking behaviour that is achievable in the context in which people live. The strategy views recipients of
health services as not merely users of services but key participants in generating demand for services.

The communication strategy has focused on sustaining behaviour changes on key health issues through
multimedia tools. The sustained IEC campaign on Polio and hard work of health functionaries over
several years has a great unprecedented success as no incident of Polio has been reported since 13th
January 2011, thus paving the way for Polio free India.

To supplement Swasth Bharat Programme on DD a series of 20 folders in various national health

programmes/schemes are published in Urdu, Hindi and English. Among them, folders on Janani Shishu

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Swasthya Karyakram, Janani Suraksha Yojana, Child Health, Immunization Programme for the Elderly,
Blindness Control Programme, Programme on Mental Health, Financial Assistance to Poor Patients,
National Programme on Malaria Control, Kala Azar, Japanese Encephalitis, TB, Cancer, Diabetes, Tobacco
Control, Cardiovascular diseases and Family Planning have been published for distribution across the
country.

Besides, issues on Non-Communicable Diseases, Healthcare of the Elderly, Population Stabilization and
Family Planning etc. and health awareness focusing on behavioural change communication strategy
have been brought out for health functionaries/health workers. The target audiences for IEC-BCC
campaigns include citizens all over the country in various age groups (adolescents, adults-married or
unmarried, parents, local opinion makers, grass root level health care providersANMs, ASHA, Anganwadi
workers, health care programme managers and other administrative functionaries of Health
Departments as also associated Departments such as Panchayati Raj Institution, WCD, Water and
Sanitation Departments as also NGOs, civil society stakeholders and media personnel.

HMIS including data quality assurance and information use procedures, the electronic HMIS system for
managing data processing, reporting, analysis and use; and the and the community health information
system (CHIS), which organizes information on individuals and families—information related to vaccines,
family planning, maternal and child health, HIV treatment and support, and other services—and makes
it available all in one place, such as a family folder. An effective HMIS not only serves to monitor the
performance and quality of the health services being provided but also provides a sound evidence
platform to base decisions upon, by acting as a repository of information for various healthcare
indicators collecting data from the community and healthcare providers. Utilization of routine MIS is not
limited to policy makers and program managers.

SUMMARY

An MIES helps a manager to collect and use information to make management decisions in a timely
manner. Managers also use MIS data to analyze, plan, make decisions, take actions and evaluate. An
effective MIES provides accurate, complete, and timely information. MIES formats should include
feedback mechanisms so that decisions made at all levels within the organization.

Information education and communication (IEC) is used for generating awareness. It means process of
working with individual, community and society to develop communication strategies to promote
positive behavior that are appropriate to their setting.

CONCLUSION

Management information system, more commonly known as MIS is a computer based system.
MIS actually helps the organization, especially the managers to organize and evaluate

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information and data and provide information in timely and efficient manner. Evaluation is the
process that involve timely evaluation of the employee in the organization for further
improvement and better productivity. Information system included the system how to provide
health education to the people for maximum involvement of people with their behavior
modification.

BIBLIOGRAPHY

1. Management information system: cited on 4Feb 2019: available from :

http://www.instahealthsolutions.com/modules.html
2. Management information system: cited on 4 Feb 2019: available from :
http://en.wikipedia.org/wiki/Management_information_system
3. Management: cited on 3 Feb 2019: available from http://www.slideshare.net/
Jyothi19587/management-pptgifty
4. Dash bijayalaskhmi. Information, education and communication: comprehensive textbook of
community health nursing. New delhi: jaypee brothers;2017.p.143-154.

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