Management Information Systems, C.A. Brebbia & P. Pascolo

Management information system for Cairo

cleansing and beautifying agency

A.F. Shakweer* & A.A. DarwishSchool of Chemical, Environmental and Mining Engineering,School of Computer Science and IT, University of Nottingham, UK

Abstract

This paper is the result of a joint research carried out by the School of ComputerScience, University of Nottingham in the UK and the Information TechnologyInstitute (ITI) in Egypt. The paper's aims are to investigate MIS and associatedmethodologies, and apply the User Interface Design (UID) basic principles.Alongside the research, the system Greater Cairo Solid Waste Management(GC-SWM) has been developed to support the claims made within. Conclusionsreached shed light on the importance and benefits of adopting a developmentmethodology and how successful is Information Engineering (IE). Also, researchshowed that the planning phase is crucial for successfully developing aneffective MIS. Adopting the basic user interface design guidelines helped todevelop an effective system and facilitated the training process so it saved bothmoney and time. The MIS developed helped Cairo Cleansing and BeautifyingAgency (CCBA) to manage the relation between different departments in orderto improve the delivered waste collection service and maintain a cleanenvironment at the same time.

1. Introduction

Within any organization, managers are responsible for planning and control. Ateach level of management, the associated personnel relays on information thatrepresents the conditions facing the organization, to make informed decision.Here comes the role of a MIS, and that is to provide relevant and accurateinformation within the appropriate time for the decision-making process.

The implemented MIS is intended for use by CCBA middle and topmanagers. It is expected that those managers will have little or no computerexperience, so training is crucial. However, to facilitate the training task and tomaximise the benefits from the system, HCI guidelines are to be considered.

Management Information Systems, C.A. Brebbia & P. Pascolo (Editors) © 2000 WIT Press, www.witpress.com, ISBN 1-85312-815-5

114 Management Information Systems

1.1 Case Study

The site selected for this research is the Greater Cairo Metropolitan Area(GCMA), Egypt's capital. GCMA has a total population of 12 millions.

At the time being, the estimated amount of MSW in Egypt exceeds 35000ton/day, 42% of which is generated in GCMA. About 30% to 50% of Cairo'shousehold receive irregular service or none at all, leaving a substantial portion ofthe generated wastes to decompose on side streets, railroad tracks and vacant lotsaround the city, particularly in low income areas.CCBA, established in 1983, is the municipal body with overall responsibility

for household waste management in GCMA. CCBA is currently facing severalproblems. First, the huge increase in solid waste generation rates and theassociated information have dictated the need for more effective way ofmanagement. Second, the poor communication between different departmentshas lead to data scattering. Finally, the improper way of data storage that doesnot allow for further data analysis or forecasting processes, in addition data maybe lost or damaged due to manual storage.

2. System Development

Different methodologies exist for the development of MIS; the one adopted inthis research is the IE and it consists of four phases.

2.1 Planning

Several studies have been carried out to investigate the impact of planning on theperformance of a system and it has been widely agreed, by many analysts, that ithas a significant value in various aspects such as: successful implementation,effectiveness of management, and positive change in corporate productivity. [7]This phase is carried out in four steps.

2.1.1 Identify strategic planning factorsThe main objective of this step is to link the organization's strategic plan withthe IS plan. This can be achieved by defining the organization goals and criticalsuccess factors (CSF). [7] CCBA main goals included providing a high qualitypublic SW collection service and to set and promote best current wastemanagement practices. CCBA CSF included: maintain a high quality SWcollection service, maintain a clean environment, and make the optimum use ofthe collected solid waste.

2.1.2 Corporate Planning ObjectivesIn this step, organizational units, organization locations, business functions andentity types are identified:

2.1.3 Develop the Enterprise ModelIn this step, a functional decomposition is carried out. using the organizationinternal documents.


Management Information Systems 115

2.1.4 Developing BSPBSP, a comprehensive planning methodology, was first developed by IBM forinternal use, but was later released as a generalized methodology. [4] As well asbeing one of the oldest IS planning methodologies; BSP is currently widely used.

2.1.4.1 Business Processes & Data Classes The two major components of BSPare data classes and business processes. Data class is a basic item of data thatforms the business and it contains a number of data elements, which are a moredetailed level of data. Business processes are well-defined groups of logical tasksthat are required in managing the organization. [4] A business process eitherCreate (C), Read (R), Update (U), or Delete (D) certain data classes.

2.1.4.2 Logical Grouping The next step was to arrange business processes anddata classes into logical groupings or systems. Related business processes,together with the data classes that were created by those business processes formone logical grouping. Each data class should lie within only one group or system.

2.1.4.3 Relations between groups The (R), (U), and (D) identify the relationbetween the logical groupings, which were developed in the previous step.Rearranging the developed groups produces a stylized view of the organizationinformation architecture. [14] (Figure 1)

Figure 1: BSP Final Stage

2.2 Analysis

Analysis, IE second phase, aims at developing a detailed specification of therequired IS. This phase is sometimes called "requirements analysis". Accordingto McFadden and Hoffer [9], the analysis phase consists of the following twosteps.



2.2.1 Conceptual Data Model (CDM)The CDM is a detailed representation of the organizational data overall structure.It includes the relevant entities, relationships, attributes, business rules andconstraints, and they all help in defining how the data is used. CDM can beexpressed in different forms such as object-oriented models and detailed ERD,the technique adopted in this research. The Entity Relation (ER) model remainsthe mainstream approach for conceptual data modelling as it is relatively easy touse, able to represent complicated business relationships in a way which issimilar to the real world, and has widespread CASE tools support. [19,18]

2.2.2 Process Model (PM)PM is a logical description of the processes performed by differentorganizational functions and the flow of data among them. DFD is a graphicalrepresentation used to show the source or destination of data, the process thattransforms the data, and the data stores where data is held. [7] In this case studytwelve DFDs were developed. (Figure 2)

Depart-ment

EquipmentRequest

1

Equip-ment

Request

RequiredEquipment .

— »

Required

D Requirements

Equipment

DetermineNew

EquipmentTechnical

Specifications

Tech-nicalSpecif]-cations

New EquipmentTechnicalspeculationsInfo

TechnicalSpecifications

Figure 2: Example of a DFD

2.3 Design

The design phase is IE third step. The three sub-steps within this phase are,database design, normalization and merging relations.

2.3.1 Database designIn this step the conceptual database model was transformedimplementation model that is later processed using a DBMS. [9]

into an



2.3.1.1 Logical database design There are four existing commonly usedstructures of logical database models: hierarchical, network, object oriented, andrelational, the one adopted in this research. In this model database is representedas a collection of relations. Each relation represents a table and a table comprisesone or more attributes called columns. Database records are rows in the table,which represents a collection of related data values. [9] All relations betweenentities are represented according to the type of the relation.

2.3.1.2 Physical database design This is the process of transforming the logicaldatabase design into physical storage structures provided that a systemperformance that satisfies the user in terms of response time, storage methods, isachieved. To achieve this objective, tables, files, indexes, access methods,security issues, backup, and recovery are specified.

2.3.2 NormalizationThe stages of normalization are known as normal forms. This can be defined asimproved database criteria that have been developed in the last ten years. [9]Although numerous normal forms have been defined, the general goal ofdatabase normalisation is still to attain at least third normal forms. [7]

2.3.3 Merging relationsThe main purpose of this step is to eliminate redundancy if the normalizedrelations were developed from separate ERDs. This did not occur in this casestudy

2.4 Implementation

MS Access and MS Visual Basic (VB) were used in the development process.While the first is used to create and maintain the database, the second is used todesign the interface and executing some processes.

3. User Interface Design

3.1 What is the User Interface?

Barfield [3] defines the user interface as those parts of the system that aredesigned to be apparent and manipulated by the user. Sutcliffe [13] was morespecific by considering the interface design as "the engineering process ofdesigning interactive computer systems so that they are efficient, pleasing, andeasy to use and do what people want." From the above two definitions, the userinterface incorporates elements that are part of the system and elements that arepart of the user and methods of communicating information from one to theother.



3.2 Why Design Interfaces?

Before investing time, money and effort in any endeavour the prudent willalways ask whether it is worth the investment. One way of demonstrating whywe need to take the issue of interface design more seriously is by showingtangible benefits that can be talked of in cash terms. In a study it was obviousthat good interface design was directly responsible for the improvements ininstalling IBM systems. During one year the net savings for IBM attributable tothese changes were estimated as $555,000. Similarly, DEC increased its sales ofthe second release of a product as a result of improving that product usability.

3.3 Function Grouping

At the very beginning a methodology is needed to decide how the systemfunctions will be grouped and how will this affect the user interface. ThePatterned Systems Design (PSD) methodology's, emerged in 1977, is based onthe concept that if computer systems are designed so that they can confirm topatterns, then users will become quickly familiar with those patterns.

The basic building block of a PSD system is called a Module. This bringstogether all the basic functions associated with a record. So, each record will bethe subject of a module and the functions will be the same for the modules. [5]

3.4 Design Principles

The designers of Lisa and Macintosh were part of a culture that believed in theimportance of good interface design. [6] They developed a set of "humaninterface guidelines", the most important part of which were the "designprinciples". Although, similar lists later appeared, those principles still representa major refrence for any user interface design process.

3.4.1 ConsistencyIt is believed that things that work one way in a part of the system should workthe same way in other parts. This has many advantages, e.g. the user getsfamiliar with the system more quickly and he needs to learn something onlyonce. In this case study, dialogue boxes, messages and screens were designedusing the same style to preserve the required consistency.

3.4.2 Aesthetic IntegrityA good design must allow the user to concentrate on the presented informationand not distract his attention by the interface. Bad designs use loud graphics andother faddish ornaments just because the designer thought they looked cool. It isalways preferred not to change the look of the standard interface elements.Consequently, it was essential to ensure that the menus, buttons, and iconsfollow the Window's standard interface in colours, shape, font, etc.. .(Figure 3)



3.4.3 WYSIWYG- What You See Is What You GetIt is a must to ensure that printed documents match exactly their appearance onthe screen directly before printing.

3.4.4 See-and-point, not remember-and-typeUnlike computers, people are bad at remembering things like codes, names, andlist of data. Thus it is a must to minimize the amount of data that users have toremember. Whenever applicable, the plain data entry fields were replaced by'combo boxes' that retrieve data directly from the database so as to select fromwhat is existing rather than remembering what should he written. (Figure 3)

House Hold Waste'Selecting By Area Fame

Area Name

Figure 3: Selecting an existing 'service area' screen

3.4.5 Feedback and dialogOne study showed that when the computer failed to visibly respond to a buttonclick, it took just 8.5 seconds for half of the participants to assume that machinewas hang and then they press the restart button. [6] Consequently it is argued thatkeeping the user guessing is a fatal mistake that good interface design shouldavoid. Although there are no long processing times in this application, the user iskept informed of the results of his actions. (Figure 4)

Welocme Screen

Welcome to the GC-SWMIS

Figure 4: The system 'welcome' screen

3.4.6 ForgivenessHumans make mistakes, thus good programs must consider this and make itpossible for users to undo their last action. Also if users are about to performsome potentially damaging action, they must be informed. For example, duringthe process of inserting new records in the developed systems, users are allowed



to cancel what they have already typed anytime before pressing the "Add" buttonand even before finally confirming the inserting process.

3.4.7 User ControlNothing destroys the user's peace of mind faster than having the computerappear to be taking over the action, thus, no matter what is going on, the usermust be the one in control at all times.

3.5 Information Systems User InterfacesIS carry transaction processing and provide information for business purposes. Atypical IS is composed of three main components: Data entry and validation,transaction processing and database update, and report generation. Consequently,the user interfaces is formed of the above components.In the remainder of this section, only the design problem of data entry anddisplay interfaces will be tackled as menus have already been covered in theprevious section.

3.5.1 Data EntryAccording to Sutcliffe [13] end users spent most of their time with data entryinterfaces. These interfaces were the main reason behind the rise of the acronymGIGO (Garbage In Garbage Out). The general objectives for data entry are toprevent GIGO and make data entry as efficient, make entry errors as low aspossible, and pleasant as possible for the user. This can be achieved by keepingthe user's memory load as low as possible, making the interface predictable andconsistent, protecting the user from making mistakes, and automating as mush ofthe data entry as possible.

To benefit from the user's experience with the existing system, the input-userinterface should be based on the design of the paper forms as far as possible. [3]As part of the overall system, design may involve the design of the data captureforms.

3.5.2 Forms DesignForms are the source of most data entered into computers. Error sources aremany and varied as people may mistake instructions, skip fields, or even giveinformation in the wrong format. To avoid these errors, forms should bedesigned for ease of data collection rather than extraneous factors such as fittinginto envelopes, and saving printing costs.

It is argued by Preece [11] that it is preferable to design the screen as thoughtit is form (form-fill) when several different categories of data are fed into thesystem. The main reason is that they help the user to correctly position the data,thereby reducing the need to watch the screen so carefully.

Forms should be designed to enable users to know which kind of data ispermissible in each field.Users should be clearly informed how to make correction whenever they are inneed of doing so.



3.6 Help

Regardless of its form, help must be present from the very beginning.Consequently, throughout the developed system, help is available for the userand it takes several forms. For example in the 'login screen' help is availablethrough a separate button. Also, the user gets a pop up help text as soon as hemoves near a button. (Figure 5)

Login Details

Login to Greater Cairo MIS

Login Name : I adn

Inter

Figure 5: The 'Logon' screen with the help button

3.7 Error Messages

Error messages have a great effect on the success of the system if effectivelydeveloped. To be successful error messages must act as a solution provider. Thisis reflected in the design of the unsuccessful login message. (Figure 6)

Login Status

l Login, please check your account name

Figure 6: The unsuccessful logon error message

4. Conclusion

The system developed in this research is an example of MIS. It is based on the IEmethodology, one of the most common and flexible MIS developmentmethodologies. The system provides a proper way for data storage and facilitatesdata retrieval, which allows for further data analysis and forecasting. The systemalso organizes and enhances the relation and communication between differentdepartments. By using the developed MIS in CCBA, quality data about solidwaste would be easily accessible.



It has been argued that MIS planning is an important activity, which anorganization must perform in order to achieve its organizational goals. BSP wasfound to be the most successful and commonly used approach. DFDs proved tobe easy for the user to understand, because they represent real processes.

Although the Lisa and Macintosh design guidelines is old, still it issuccessful. Results of this study lead to the conclusion that effective interfacedesign facilitates the process of training and consequently helps to save moneyand time which makes the system more successful. Another conclusion is thatthe adaptation of standard interface, preferably the standards windows interface,throughout the application proved to be successful.

References

[1] Ashworth, C., and Goodland, M., SSSADM: A practical approach, McGraw-Hill, London, UL, 1990.

[2] Avison, D. E., and Fitzgerald, G., Information Systems Development:Methodologies, Techniques, and Tools, Blackwell Scientific, Oxford, UK,1998.

[3] Barfield, L., The user Interface Design: Concepts & Design, Addison-Welsey, Wokingham, UK, 1993.

[4] Bowman, B., et. al., Three stage model of MIS planning, Informationsystems-strategy to design, Addison-Welsey, Wokingham, UK, 1983.

[5] Checkland, P. B., Systems thinking, systems practice, John Wiley,Chichester, UK, 1981.

[6] Chris, C., and Stuteley, G., System Thinking, -System Practice, Wiley,Chichester, UK, 1981.

[7] Date, C. J., An Introduction to Database Systems, Addison-Wesley, Mass,UK, 1994.

[8] Karat C.-M., Cost benefit and business case analysis of usability engineering.Bridges between words, INTERCHF93 Tutorial Notes 23 (Ashlund S.,Mullet K., Henderson A., Hollangel E. and White T. eds). Adison-wesleyReading, MA:, 1993.

[9] McFadden & Hoffer, Modern Database Management, The Benjamin/Cummings Publishing Company, Inc., Redwood City, 1994.

[10] Mumford, E., Designing human systems, Manchester business school, UK,1983.

[11] Preece. J., Y. Rogers, et al., Human-Computer Interaction, The OpenUniversity, 1994.

[12] Shackel. B., Human factors and usability. In Human Computer Interaction:Selected Readings (Preese J. and Keller L., eds) Kernel Hempastead:Prentice-Hall, 1990.

[13] Sutcliffe. A. G., Human Computer Interface Design, Macmillan Press Ltd,London, UK, 1995.

[14] Turban, McLean and Wetherbe, Information technology for Management:Improving Quality and Productivity, Macmillan Press Ltd., London, UK,1996.


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Management Information Systems, C.A. Brebbia & P. Pascolo