Management Information System (MIS)
The concept of Management Information System (MIS) has emerged in the modern world as a tool for efficient of big organization or programs. In order to ensure proper management, control and planning functions of an organization regular flow of correct data and information is essential. MIS refers broadly to a computer-based system that provides managers with the tools for organizing, evaluating and efficiently running the departments. In order to provide past, present and prediction information, an MIS can include software that helps in decision making, data resources such as database, the hardware resources of a system,
MIS is the store of Information of DGFP. In 1979 the MIS unit was created from the then Research Evaluation Statistics and Planning (RESP) under the Directorate General of Family Planning. Prior to the creation of the MIS unit there was no regular system of reporting on the progress of National Family Planning Program performance. Since its inception the MIS has endeavored towards establishing a regular system of data collection and reporting on National Program Performances of Family Planning, RH & MCH Services.
Objectives of MIS:
The main objectives are to:
- Improve and strengthen national capability to plan, formulate, monitor and evaluate the progress of Family Planning, Maternal & Child and Reproductive Health services;
- Make effective recording and reporting, data management, analysis and report preparation and dissemination on FP, MCH & RH services, which include collection, compilation, analysis, report preparation and feedback to policy makers and program managers;
- Implement Family Welfare Assistant (FWA) register, different types of forms and manuals throughout the country for improved recording and reporting of service statistics;
- Validate and improve recording and reporting on sample basis for assurance of quality data;
- MIS Unit of DGFP mainly acts on Projection, Performance and Achievement of Family Planning methods. MIS reveal this information through various reports;
- Publish Service Statistics and LMIS monthly report regularly;
- Verify Service Statistics and LMIS data inconsistency at different levels;
- Establish Personnel Management Information System of all the personnel of DGFP;
- Upgrade of PDS on continuous basis; and
- Manage the computerization systems and internet connectivity at different level of Family Planning all over the country.
Structure of MIS Unit
MIS Unit is functioning with three major components:
- Service Statistics (SS);
- Logistics Management Information System (LMIS); and
- Personnel & Health Management Information System (PHMIS).
Activity of Service Statistics
Service Statistics is the main source of Family Planning performance data at the National level. Geographically, the country is divided into 23,500 working units for the purpose of family planning services. The field workers unit consists of 5-6 thousand populations with an average of around 1000-1100 eligible couples. Each worker is assigned the task of visiting all the eligible couples in her unit within a period of two/three months.
There is a provision for updating eligible couples for three years after initial registration. Field workers keep track of eligible couples in their assigned catchments areas. Data on current use of contraceptives are being recorded continuously in the Record Keeping Book (FWA Register). The main feature under this system is the derivation of contraceptive estimates by village, ward/unit (i.e. by workers), union, upazila, district, division and national levels. Besides, pregnancy estimates, births and deaths (all deaths) vaccination status of mothers & children and monthly stock balance of contraceptives, etc. are recorded through MIS.
The main activities of Service Statistics are:
- To design, develop, print & implement FWA register and different types of reporting forms throughout the country for improved recording and reporting of service statistics
- To validate and improve recording and reporting on sample basis for assurance of quality data;
- To collect, compile, analyze and publish report on couple registration data; and
- Since 2011 MIS has already been developed web-based software to collect Service Statistics data from field level, Data entered at local levels (District-FP offices), send it to web server and process the data and prepares monthly FP, MCH & RH report. Consolidated Information is also available in www.dgfpmis.org effective for decision-making.
Activity of Logistic Management Information Systems:
Logistics and Supply system was introduced since inception of Family Planning program. Primarily contraceptive distribution was the main activity of Logistics system. The recording and reporting system was not that much improved and organized. With the advancement of Family Planning program accountability and transparency on reporting system has been established.
LMIS records and reports are maintained in all the facilities in the supply chain. It provides data to improve client service by accurately forecasting contraceptive demand, procuring the contraceptives and quantities in demand and monitoring to maintain adequate stock. LMIS improve policy decisions and program management through better reporting and analysis. The goal of LMIS is to use data accurately anticipate current and future supply requirements and to establish a supervisory system to ensure completeness, accuracy and timeliness of data recording and reporting.
The Logistics sub-system helps to generate key indicators for logistics management and to prepare a computer database for Stock Out, Desired Inventory Level (DIL) and Shelf life of major life saving drugs and contraceptive etc. Currently data on LMIS (FP) are being collected through two different sets of forms for family planning commodities. These data are also being processed and analyzed through computer.
Since 2006 LMIS has been developed web-based tool to monitor DGFP national & regional level logistics data. Data entered at local levels (CWR/RWH), send it to web serve and process the data and prepares monthly logistics report. Consolidate reports also available in Dashboard effective for decision-making. The main activities of LMIS are:
- To publish LMIS monthly report;
- To conduct of an inventory of different commodities of family planning directorates
- To verify LMIS data inconsistency at different levels.
- To implement updated LMIS reporting formats
- To print LMIS reporting formats
- To developed customized software according to program need
- To publish LMIS monthly report regularly
Activity of Personnel & Health Management Information Systems (PHMIS):
PHMIS is one of the important sub-systems of MIS. Based on the previous family planning experiences, new design of forms and formats for class-I, class-II officers and class III, class IV staffs have been developed. These are printed and distributed to the concerned officers and staffs. PDS is being updated on continuous basis. PMIS report to be used for the development of HRM as well as administrative purposes. The main activities of PHMIS are:
- To publish yearly PMIS report;
- To utilize PMIS report for the development of HRD as well as administrative purposes;
- To establish Personnel Management Information System for management of RH-FP-MCH program;
- To design, develop, print and distribute Personnel Data Sheet (PDS) for class- I to Class-IV for all levels;
- To upgrade PDS on continuous basis;
MIS development works done so far:
- All the Division, District, Center Ware House/Regional Ware house and Upazila Family Planning Offices have been equipped with Computer.
- LAN with Internet facility has been established in all Units of Directorate.
- Internet facility is already established to all Upazila Family Planning Offices, District Family Planning Offices, Divisional Family Planning Offices, MFSTC and FWVTI by using EDGE Modem.
- User can visits all MIS sub systems from the web-site (www.dgfpmis.org) using any browser.
- “Supply Chain Portal” of DGFP has been developed Web-based which includes
a) Procurement Tracker,
b) Logistics Management Information System,
c) Stock Status Report and
d) UIMS & WIMS.
- Supply Chain Information System of DGFP has been recognized by the Grand Jury of the National Digital Innovation Award 2011 as the runner up to the year 2011 in e-Health Category. On the other hand the honorable judges of the Dhaka Divisional Digital Innovation Fair-2011 have recognized “Supply Chain Management System” the best award of e-Sarker category;
- Service Statistics data entry process already started in the web-site from District office for the quick publication of Monthly Service Statistics Report;
- All the Upazilas and the districts have been provided with computers & Internet connectivity to bring all upazilas and districts under single digital network for improving data management of MIS of Family Planning for better program monitoring by using web-based software; and
- All the Officers of DGFP can view their Personal Data Sheet (PDS) in the web site. Viewers can give feedback to MIS for their inconsistent PDS information.
Future Plan of MIS
- Internet Connectivity up to Union level;
- Procurement of Computers (Lap Top) and its Accessories;
- Develop & Installation of Web-based Software & Training to the related Personnel;
- Capacity/skill development through Training to the MIS workforce;
- Automation of MCHTI & MFSTC;
- Developing GIS for improving monitoring and HRM;
- Publication of Monthly & Yearly Reports (SS, LMIS & PMIS);
- Develop Standardized M&E tools to monitor the program; and
- Ensuring quality data through continuous field visit/monitoring.
Organogram of MIS Unit