Functions Of Management

Mr. so and so, the writer of this memorandum state that this report aims to address the issue of information management within the organization. With the extraordinary increase of clients in our portfolio, the information held in our manual file folders cannot longer be handled by the data processing clerk. It is extremely necessary to implement a new and upgraded database information system.

By keeping track of records in this "old fashion" way, it results difficult and time consuming to obtain information and to create reports when needed by management. In an organization like this one, the use of Management Information Systems is imperative. There are many choices to select the right and adequate database system.

Going back in time, the company where the writer used to work, the process of keeping information stored was the same as the one currently being used in this organization. Paper case file folders were created to keep information of clients. At first, it was managed in an efficient way because there were only about 200 clients. As the number of clients increased, management and collectors realized that the case information clerk was taking longer to create the paper case file folders and to obtain information for clients that requested information for their records.

The same method used in this organization was applied when management required information for a particular client. A special form called "Client's Information Request" was filled out by the manager or collector requiring information. This special form was placed in a special inbox which was sitting next to the receptionist's desk. Being that there were many managers and collector who requested information, the receptionist had a mountain of requests piled up in the inbox. This was one the many tasks that needed priority attention for the receptionist to accomplish. The receptionist then had to arrange request by date order. This was another time consuming task accomplished by the receptionist.

At first, management, along with upper level directories of the company, gave ideas to simplify the task of sorting the request for information. Their idea was to set put more inboxes with labels identifying the time and date a request was written. The idea would diminish the time that the receptionist would take to sort the requests. The idea was carried out but another problem was created--the space that theses inboxes were taking up in the receptionist's area.

One problem was solved but what about the task for the data processing clerk? Management still needed speed and accuracy from the clerk. Even when he received the stacks of requests, he would have to go into the file cabinets and pull out the file folders to obtain the information to write it down and to have it ready for management and collectors use.

Management and collectors realized that in order for them to obtain the information fast and accurate, sometimes they had to get it themselves because the minimum waiting time was two days to receive such information. In the event that a client would get angry and impatient, then that was the only time when a request was done instantly.

At another meeting with management and upper level directors, it was proposed the hiring of two more data processing clerks. One of the directors studied and analyzed the proposal and found that the cost of hiring two more clerks was more costly than to implement a new system which would keep track of clients and which would allow clerks and users to obtain information and create reports at the touch of a keystroke.

The implementation done in the organization was the installation of MS Access. This powerful tool (MS Access) is the most important resource that most firms have. Yet many firms like this organization, have no appreciation of the cost, value or importance of the information they hold. It should be considered that Microsoft Access is a powerful tool that of course can interface with today's technology and will allow users to create reports and queries in an efficient manner.

According to a research at www.justgetproductive.com, "Over 40 million companies use MS Access to automate time consuming tasks. Inefficient tasks are 'Time Consumers' to any business. They use up your valuable time and resources. Automation of these basic tasks and procedures