Managing

Information System
TR. AYE KHAING KHAING MOE
Hospital Management System

 Hospitals have traditionally managed patient data

without the assistance of digital platforms through
manual and paper-based systems.
 Patient information, including medical history, test results,
and treatment plans, was documented on paper.
 Each patient typically had a physical medical record
that contained handwritten notes from healthcare
providers.
 Billing and administrative tasks, such as insurance claims
and patient billing, were managed through manual
processes involving paper forms and documents.
Electronic Health Records (EHRs)

 information such as medical history, diagnoses,

medications, treatment plans, test results, and more.
 Real-Time Updates that healthcare providers can
update patient records in real-time,
 the most current information is available to all authorized
personnel.

 EMR-----?
 Hospital Management System
 Online Appointment Systems:
 online platforms for patients to schedule appointments, reschedule, or
cancel
 To reduces administrative workload and increases the patient's ability to
manage their healthcare appointments.
 POS-------- (to add)
 Digital Billing Systems:
 use digital platforms for billing and insurance-related tasks.
 includes submitting insurance claims electronically and providing patients
with digital invoices and payment options-------(to add).
For your Presentation

 Outline approaches to collection, formatting, storage and

dissemination of information and knowledge in an organization
 Recommend a strategy to improve the collection, formatting,
storage and dissemination of information and knowledge.
 Implement an improvement to access to information and
knowledge in an organization.
Data collection

 Collection of Information
 collect and maintain comprehensive electronic health
records (EHRs) for each patient.
 Information from diagnostic tools such as X-rays, MRIs,
and laboratory tests is collected and integrated into the
patient's records.

 Approaches used for collection…..?

Formatting of Information

 used to standardize and categorize diagnoses,

procedures, and treatments.
 Healthcare professionals use electronic forms and
templates to input information in a structured manner,
ensuring consistency and adherence to standards.
How to storage

 How to store patient information in secure and

centralized EHR systems.
 How to implement robust security measures, including
encryption, access controls, and regular audits, to
protect sensitive patient information from unauthorized
access or breaches.
Dissemination of Information

 electronic communication systems to facilitate care

coordination among healthcare professionals.
 provide patients with access to their own health
information through secure online portals.
 Information may need to be shared between different
healthcare facilities, especially in the case of patient
transfers or referrals.
 Secure communication channels and standardized
protocols facilitate this exchange.
For Protection

 To protect customer payment data, businesses should

prioritize robust security measures like
 encryption, tokenization, and secure payment gateways
How to improve digital information
systems for an organization
 Invest in data sources and capacities:
 These investments will strengthen governance of HIS by
national authorities, eHealth architecture, and data
standards – allowing interoperability and improving
health information workforce skills and capacities for
using health statistics and data.
Types of digital information:
 Customer data: All personal, behavioral, and demographic information gathered
from a client base by marketing departments and organizations is referred to as
customer data or consumer data. Customer data is collected to raise total
customer satisfaction through customer research, particularly customer satisfaction
research.
 Employee data: A digital archive of both present and former employees is called an
employee database. Payroll data, job titles, contact details, and other
employment-related information may be included. The database can be utilized to
monitor worker performance, spot any training requirements, and handle additional
HR tasks.
 Operation data: production, inventory, and logistics.
 Financial data: Pieces or groups of information on a company's financial situation
make up financial data. Internal management uses the data to assess company
performance and decide whether tactics and plans need to be changed.
Information Systems

 CRM System: Manages customer relationships and data.

 ERP System: Integrates various operational processes.
 HRM Software: Manages employee-related processes.
 Business Intelligence Tools: For data analysis and decision making
Why do I need an effective
information system strategy?
 Managing information in a business can be challenging.
 Most organizations rely on multiple systems, often designed for specific tasks,
leading to duplicated, unsynchronized data, reporting inconsistencies, and
regulatory headaches.
 Frequently, systems are implemented in isolation due to executive pressure
to "get something done," or as stopgap measures that end up becoming
permanent.
 This results in a fragmented, inefficient ecosystem of systems that don’t
integrate, wasting time, money, and effort.
 The root cause often lies in the reactive nature of organizations striving to
remain competitive and compliant.
Why do I need an effective
information system strategy?
 While agility and responsiveness are necessary, they often lead to disparate
systems and disconnected data.
 To overcome this, organizations must adopt a strategic approach—one that
identifies information needs, defines a cohesive systems architecture, and
ensures agility without compromising data integrity.
 Although there’s no quick fix, a structured roadmap to assess, plan, and
implement an effective information architecture can transform how your
organization manages information.
Step 1: Understand the Business Goals

 The first step is to grasp the organization's strategy and key drivers. This
ensures clarity on financial targets and customer-focused initiatives.
 With these defined, internal processes and people-related issues can
be aligned to support the overarching strategy.
 We use tools such as Treacy and Wiersema’s Discipline Driver model
 (1) to determine whether the organization is product-led, customer-
focused, or operationally efficient.
 (2) clarifies core values and purpose,
 (3) Strategy Map
 (4) offer insights into financial, customer, internal, and learning and
growth perspectives.
 This step establishes the context for the organization's information
needs, highlighting why specific information is crucial and its impact on
business objectives if unmet.
Step 2: Identify Information Needs
 Step 2: Identify Information Needs
 Once the business’s goals are clear, the next step is to define its
information needs.
 This involves mapping key functional areas and major business
processes, which helps identify stakeholders, their information
requirements, and how that information is used.
 Step 3: Assess the Current State
 Understanding the starting point is critical. Assess existing systems,
data touchpoints (manual or automated), and key functions. Create
systems and data maps to identify gaps, duplication, inefficiencies,
and inaccuracies.
Step 4: Review and Consolidate
 Analyze the current state to address overlaps, gaps, and future
needs. Focus on:
 Duplicate data: Reduce redundancy.
 Missing data: Identify where and how to capture it.
 Inconsistent data: Address manipulation at multiple points.
 Underperforming systems: Decide whether to replace or improve.
 Manual processes: Explore automation opportunities.
 Integration points: Map data flows between the organization and
third parties.
 Categories systems by function, identifying those to retain, replace,
improve, or integrate.
Step 5: Define an Enterprise
Architecture
 Combine findings into a conceptual enterprise architecture. This
should define:
 Core systems by function.
 User access mechanisms (e.g., portals, web apps).
 Business process workflows.
 Data orchestration for integrity.
 Business intelligence tools for reporting and analysis.
 The goal is a future-ready information system architecture that
supports the organization's needs.
Scenarios
 Managers are required to make decisions today in an environment that is
highly complex, dynamic and competitive in nature. This fact makes the
process of effective decision making more critical and difficult than in the
past. It has been found through research that managers often make
decisions based on information that is inaccurate and incomplete.
 Thus in context of organizations one of the important things is sourcing of
correct information.
 However, information alone is not sufficient as proper communication is
required to ensure that the objectives and goals of the organization are
effectively communicated to the employees.
 The following pages would deal with the improvement of information
sourcing decision making and communication at Star Printers Limited in
London.
 The main problem is stiff competition from the online printing companies which are found
to offer printing at a significantly lower cost. This has resulted in the loss of quite a few jobs,
which has the ability to impact bottom line and staff morals leading to high attrition rates
as the staffs start leaving the company. In this context it is important to take several
decisions.
 However, before decisions are taken accurate information needs to be collected. The
information requirements for effective decision making are is defined followed by an
identification of internal and external sources of information.
 This is followed by a list of recommendation for further improvement of current process.
 Range of decisions to be taken and information and knowledge requirements for ensuring
effective decision taking
 The different decision that needs to be taken can be summed up as follows:
 The path which is to be taken for increasing the market share
 The way to ensure loyalty of customers and better engagement of employees
 Deciding on the changes required and the path that is to followed in enforcing the
changes organization needs
 Deciding on the way to reduce costs and be more efficient
 There are several steps that need to be taken before making the
decision and the first of them is
 to be able to identify the problem.
 identified it is important to analyze the possible solutions of that
problem.
 The possibilities that can bring one closer to the goal need to be
evaluated and then the decision is to be taken.
 It is important to
 understand that it is best to take a good decision and next best
thing to take a bad decision but it is worst to take no decision at all.
Main Points
 the information that are required by the organization are in relation to
 gathering information about price offered by competitors,
 analyzing ways to motivate employees,
 analyzing likes and dislikes of customers and
 gathering more information about them,
 preparation of budget so as to reduce costs by identification of
redundancy and avoiding those,
 analysis of share price by gathering market related data
 The company also requires information of best practices so as to
 implement them at strategic level and take the business forward through
a path of innovation.
Internal and external sources of
information
 The source of information that the company requires in order to make effective
decisions can be both from inside and outside the organization.
 Internal sources of information refer to the information that is gathered from
within the organization when organization members are involved in generation
and distribution of knowledge.
 As seen from the company description, company is a printing-based company
and it specializes in the printing of magazines and other business stationary like
business cards, memos and letter heads.
 the internal information of the company would be related to printing and
designing process.
 The company would try to gather information related to different cartridges,
types of business cards, layout of important machines in the office floor and data
related to employees of the organization.
 This information would be required to figure out the best way to meet customers’
demands, reduce cost of prinking by figuring out redundancy and finding ways
to improve employee motivation and engagement.
Internal and external sources of
information
 While internal information helps in knowing the current status of organization and in
the analysis of strength and weaknesses,
 External sources
 external information would help to identify areas of further development,
opportunities and threats.
 would involve
 customer feedbacks regarding services desired,
 scanning the internet to know about latest printing technologies
 and information regarding office layout so as to reduce redundancies, scanning
the internet so as to know the offerings of the competitors and
 their price offerings.
 involves both primary and secondary sources of data-----?