Content written by Rodney Alsup and published by the MBA News Digest.
Critical information management activities provide information to the managers of the value chain’s other primary activities-curriculum, enrollment, program, and alumni so they can be effective managers of their respective primary activity. In many cases, information management results from known but forgotten about triggered events-Percept Research sends an email announcing it’s time to sign-up for the EMBAC Student Exit Survey or the Dean wants input for the coming year’s budget. Viewing information management as a primary value chain activity helps eliminate surprises and helps decrease crisis management.
How do You Avoid Neglecting Critical Information Management Activities?
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As a program manager, you inherited much of your daily workflow from a predecessor-meetings, workflow, information flow including the receipt of standard reports, etc. Rather than rethinking the position’s information needs, we continue doing what has always been done. From a program standpoint, I suggest:
- Define the program’s primary value chain activities. Using my academic value chain graphic from last week’s article, the primary activities would be information management, curriculum management, enrollment management, program management, and alumni management. In most cases, it’s best to not have over six primary activities.
- Find the information needs of each primary activity. This step often requires that you subdivide the primary activity. For example, program management can include class scheduling, faculty assignments, placement activities, logistics, international trips, etc. This step will be an iterative process that results in more well-defined needs.
- Make a comparison of the needs across all primary activities. Common needs likely mean one process can meet the needs of several primary activities. This helps end or at least decrease the redundant self-made systems being used.
- Create a design of the high-level processes for meeting the needs. The focus at this point is on collection, analysis, reporting, and archiving data to meet the identified information needs. Refrain from describing current processes and systems as a way to avoid taking the easy path of adopting what is already being used.
- Prepare a plan for designing and implementing the systems for meeting the needs. Technology planning and implementation will be a critical part of this step.
These five steps appear deceivingly simple, but they are time consuming and are best done as a collaborative effort. And, in most cases you will need outside help with step 5 and sometimes with step 4.
Join the Conversation!
Question: Have you identified the information needs of the individuals involved in your program? Do you have a system that helps you meet their needs? What suggestions do you have for modifying the above five steps? Click here to share your response or email me at RGAlsup@MBANewsDigest.com if you prefer to respond without sharing.
Rodney
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