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Systems Documentation
- Question posed by a major manufacturer, "Help us
understand how our management information systems
(MIS) and processes really work".
Facts and Circumstances
- A manufacture and service provider in the security
equipment industry had outgrown an antiquated MIS
system and had decided to upgrade this system due
to many reasons including the following:
- Lack of full integration.
- Many subsystems (i.e. excel spreadsheets and
external service modules, etc.) were working outside
the primary MIS system.
- Lack of available support for the existing software.
Challenge
- Since many managers and accountants had developed
their own subsystems to deal with the lack of integrity
of the primary software, there was no comprehensive
documentation of the overall MIS system. Management
decided that this documentation was critical before
a new system could be designed, sized and implemented.
Solution
- Rohrkemper Ossege & Combs, Ltd. (ROC) was engaged to
document the existing MIS system. The overall approach
was as follows:
Step 1) Develop a team consisting of ROC and
client personnel and develop work programs and assign
responsibilities. ROC was designated as the team leader,
co-ordinator and facilitator of the project.
Step 2) Develop work programs, interview formats
and time lines necessary to gather all pertinent information
in a timely and efficient manner.
Step 3) Develop flow charts and narratives of
systems and processes
Step 4) Review system documentation with client
personnel to verify creditability of documentation.
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Results
- Our engagement resulted in flowchart and
system narratives which provided adequate documentation
to move forward with a successful MIS upgrade.
It also provided a significant learning activity
for Company personnel involved in the project.
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