THE USE OF MANAGEMENT INFORMATION SYSTEM

BY THE EDUCATIONAL MANAGEMENT

AT DISTRICT LEVEL IN PUNJAB

By:

GROUP-E LEADER

(EJAZ HUMAYON)

M.A EPM 508113632

Sector H-8, Allama Iqbal Open University Islamabad.

Group-E Members for Synopsis

1) EJAZ HUMAYON (Group Leader)2) TAJ ALI KHAN3) MUHAMMAD EJAZ4) SHAHID RASOOL5) SAADIA TEHSEEN6) FARKHANDA ISHAQ7) SARWAT RAFI (Asst. Group Leader)8) SADAF SHAFIQ9) ARSHAD MEHMOOD QAMAR10) SAJID ULLAH KHAN SAJID11) MUHAMMAD IBRAHIM KHAN12) NADEEM NAZIR GILL (Critical Analyst)13) MUHAMMAD ASIM IQBAL14) MISBAHUDDIN CHOHAN15) FOZIA SULTANA (Mutual Coordinator)16) ANJUM FAROOQ17) MUHAMMAD ZIA

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EJAZ HUMAYON

(Group Leader)

NADEEM NAZIR GILL (Critical Analyst)

SARWAT RAFI

(Asst. Group Leader)

FOZIA SULTANA

(Mutual Coordinator)

Presented By:

GROUP-E

To: Prof. Dr. Manzoor Hussain Shah

Course coordinator/Supervisor

For the course code 0507 Of M.A EPM 3rd Semester

On: 14 November, 2009.

“It was a group activity to strengthen the concepts of educational research in any field of life particularly education”.

Signature of the Coordinator

Supervisor’s Comments/Recommendations

1. ……………………………………………………………………

2. ……………………………………………………………………

3. ……………………………………………………………………

4. ……………………………………………………………………

5. ……………………………………………………………………

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1.1-INTRODUCTION

The education system in Pakistan has expanded considerably since Independence. For instance, the number of primary schools in Pakistan was 8413 in 1947-48 and it increased to 36453 in 1967-68, again to 54544 in 1978-79, 81245 in 1988-89, 112785 in 1998-99, and 131251 in 2008-09. Similarly tremendous expansion as taken place in the case of secondary and tertiary education. Resulting in increased data which has made it difficult to manage its Collection, Processing, Storage and retrieval resulting heavy constraints on the planning and management of educational activities.

The educational statistics provide information:

1. On the trained manpower imbued with knowledge and skills, required for various sectors of economy.

2. On the internal efficiency of educational system.3. On the basis of which the future needs for educational facilities can be estimated.4. On the basis of which the future cost of educational activities can be projected.

In the hierarchy educational administration, there are three main stages up to Divisional level, i.e. Tehsil, District and Division. The administrators working as these stages are the A.E.O, D.E.O, and E.D.O. They require various types of educational information data for efficiently carrying out their official assignments, however, they often complain about the non-availability of required and authentic information, in the absence of which they have to fill the gaps by approximation, and they need of having an efficient M.I.S.

1.2-STATEMENT OF THE PROBLEM

“The use of M.I.S by the Educational Management at District Level in Punjab”.

1.3-HYPOTHESIS

There is a great difficulty for the administrators or managers due to the non-availability of authentic educational data.

1.4-OBJECTIVES OF THE STUDY

Followings are the objectives of the study1. To study the existing MIS in the department of education for schools in Punjab.2. To find out the type of information required by the administrators in education up to the

District level.3. To suggest improvements in the existing MIS for data collection.

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1.5-SIGNIFICANCE OF THE STUDY

Modern educationists believe in carefully collected data which provide them a sound base for scientific planning, and help them arrive at approximately accurate decisions in the field of education. In the absence of the required information, the educational administrators might abandon or postpone some important decisions in the management of education in the respective fields.

If a good MIS is maintained up to the district level education, valid statistics will be available to Divisional, Provincial, and Federal policy makers and also to the other concerned agencies.

The following may make a use of the study:1. Educational administrators in other Provinces of PAK.2. Boards of secondary education.3. Researchers in the related field.

1.6-METHODOLOGY AND PROCEDURE

The main objective of the study is to make an investigation into the existing MIS into the education dept. for schools at district level in Punjab to develop a strategy for improving this system.

1.6.1-COLLECTION OF DATA

The following tools will be used for collection of data:

1. Literature Review

TOOLS

2. Development of Questionnaire (Appendix A)3. Development of Check List (Appendix B)4. Sampling from the Population (Appendix C)

1.6.1-Literature Review

Documents studied will be:

1) An article by Michael J. Wilson, obtained from UNESCO office at Paris.2) A Regional Handbook on Educational Management Information system, published by the

Ministry of Education and Culture.

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1.6.2-Questionnaire

Questionnaire will be designed for both, administrators i.e. E.D.O, D.E.O., and A.E.Os to get the required statistics regarding MIS.e.g. questions for management will be about:

Questions for the managers includes about; Appendix (A)

The type information about the education system required for carrying out the job assignments by the administrators.

Ways and means to collect, compile and record the educational statistics and other allied information about school management.

The kind of educational statistics made available at present.

1.6.3-Check List

Through the checklist the following information will be retrieved: Appendix (B)

i) Information on pupil/studentii) Information on personnel iii) Information on curriculumiv) Information on legislation and controlv) Information on physical facilitiesvi) Information on financial managementvii) Information on community extension servicesviii) Information on educational planning, research and evaluation

1.6.4-Population

People involved in educational management and administrative activities in Punjab which is 692 in 36 Districts of 9 Divisions.

1.7.5-Sampling

25 educational administrators will be taken as a sample from the Gujranwala District which is about 4% of the whole population i.e. 692 (It depends upon the District length)

1.8-DELIMITATIONS

Specific District (Gujranwala) Study is limited to certain administrative bodies of the district.

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1.9-DATA ANAYSIS

For the data analysis major statistical tools “Representation of data” (Graphs, Charts, and Diagram), Testing Hypothesis and Regression & Correlation Techniques will be prepared for comparative study.

REFERENCES

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Appendix “A”

Questionnaire

Covering Letter

From,

The Leader of Group-E

Ejaz Humayon

Student of EPM of 3rd semester at AIOU

Islamabad.

To,

………………………………………………………………

……………………………………………………………….

Sir/Madam,

We have undertaken a research study entitled “The Use of the MIS by the educational management at district level in Punjab” as a requirement for Master’s degree in Educational Planning and Management, at the Faculty of Education, Allama Iqbal Open University, Islamabad.

You are requested to complete the attached questionnaire and check list, thus providing valuable information which will enable me to work on my research, and suggest a strategy for the improvement of management information system which is valuable in decision making. For this, I shall be highly obliged to you.

(EJAZ HUMAYON)

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Questionnaire

Note:- In some of the items of the questionnaire more than one responses have been provided. Please indicate your answer by putting a tick/s ( ) against the most appropriate response/s.

1. Designation:

Director of Education

Deputy Director of Education

District Education Officer

Deputy District Education Officer

Assistant Education Officer

2. Place of your posting………………………………………………

3. Number of schools under your administration/supervision:

Kind of School Male Female Total

High Schools

Middle Schools

Primary Schools

Mosque Schools

Maktab Schools

Total Schools

4. Enrolments in the schools under your administration/supervision:

Kind of School Male Female Total

High Schools

Middle Schools

Primary Schools

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Mosque Schools

Maktab Schools

Total Schools

5. Do you keep a map/chart showing the location of schools

under your administration? Yes…….No……….

6. Do you have any date/statistics cell in your office? Yes…….No……….

7. Is the work of keeping educational statistics/information (schools/staff/students/facilities/finances etc.) assigned

Exclusively to a person/s.? Yes…….No……….

8. Do you receive any statement about schools results? Yes…….No……….

9. Do you receive any statement about school buildings and facilities? Yes…….No……….

10. How often do you receive staff statement?

i. Monthly……………………………………………………..

ii. Quarterly…………………………………………………….

iii. Yearly……………………………………………………….

iv. Whenever required………………………………………….

11. How often do you receive class-wise enrolment return from schools?

i. Monthly……………………………………………………..

ii. Quarterly…………………………………………………….

iii. Yearly…………………………………………………………

iv. Whenever required…………………………………….

12. What frequency would suit you best?

i. Monthly……………………………………………………..

ii. Quarterly…………………………………………………….

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iii. Yearly……………………………………………………….

iv. Whenever required………………………………………….

13. What measures of communication are available to you for communicating with the personnel under your administration/supervision?

i. Monthly……………………………………………………..

ii. Quarterly…………………………………………………….

iii. Yearly……………………………………………………….

iv. Whenever required………………………………………….

14. Do you receive the following information in a staff statement?

o Name Yes………..No…………

o Father’s Name Yes………..No…………

o Date of birth Yes………..No…………

o Qualifications Yes………..No…………

o Date of joining service Yes………..No…………

o Date of joining present scale/grade Yes………..No…………

o Date of confirmation Yes………..No…………

o Permanent address Yes………..No…………

o Present residence from the place of work Yes………..No…………

o Present pay Yes………..No…………

o Period of stay at present place Yes………..No…………

o Any other information Yes………..No…………

15. Do you receive the statistical information about the following?

o Enrolments by grades Yes………..No…………

o Enrolments by age Yes………..No…………

o Drop-outs Yes………..No…………

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o Repetitions by grades Yes………..No…………

o Number of staff vacancies Yes………..No…………

o Number of working teachers Yes………..No…………

o Qualifications of teachers Yes………..No…………

o Work-load of teachers Yes………..No…………

o Length of service of teachers Yes………..No…………

o Building/School Plant Yes………..No…………

o Furniture Yes………..No…………

o Play grounds Yes………..No…………

o Laboratories/Workshops Yes………..No…………

o Teachers’ rooms Yes………..No…………

o Staff salaries Yes………..No…………

o Pedagogical materials/A.V. Aids Yes………..No…………

o Repairs Yes………..No…………

o Contingencies Yes………..No…………

o Income from fees Yes………..No…………

o Community contribution towards schools budget Yes………..No…………

16. What return/s do you have to send to a higher office?

Name of statement To whom sent How other sent

a) Financial statement ………………. …………………

b) Staff Statement ………………. …………………

c) Enrolment statement ………………. …………………

d) School facilities statement ………………. …………………

e) Any other statement ………………. …………………

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17. What is your category with respect to the delegation of financial powers?

a) Category I officer …………………

b) Category II officer …………………

c) Category III officer …………………

d) Category IV officer …………………

18. Do you feel that such categorization is restrictive in your work? Yes………..No……

19. Do you think that the information about the unemployed school graduates (matriculates) can be of some use to you? Yes………..No……

20. If yes, for what purpose?.................................................................................................... …………………………………………………………………….…………………………..

21. Please give your suggestions/ recommendations for the collection and storage of valid and up-to-date information (about statistical and qualitative) required by you in your official work.

i. ……………………………………………………………………………………

……………………………………………………………………………………

ii. ……………………………………………………………………………………

……………………………………………………………………………………

iii. ……………………………………………………………………………………

……………………………………………………………………………………

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Appendix “B”

Check List

Give below is a list of the various aspects of education on which information may be needed by you for efficiently carrying out your official job assignments. Please put a tick mark ( ) in column (a) if the information is needed most, in column (b) if it is just needed, and in column (c) if the information is not needed at all.

Description of Information (a) (b) (c)

1. Information on Pupil/Student

(a)-Population:

School absorption capacity

School age population

Population growth rate

Enrolment

(b)- Classroom organization:

Class schedules (time table)

Available rooms

Teachers’ schedules (time table)

Number and size of classes

Teacher-pupil ratio

(c)- Ancillary Services:

Guidance programmes

Libraries

Health services

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Canteen

Transportation

Sports

(d)- Discipline:

Students Hand Book (Rules and regulation)

Students Unions

(e)-Pupil/Student Achievement:

Retention

Survival

Completion

Transition

Scholarships

2. Information on Personnel

(a)- Recruitment:

Number of vacancies

Present strength

Qualifications

Salary

(b)-Selection and Placement:

Location of vacancies

Subject competence

(c)-Staff Development:

Available competent teachers

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Training facilities

New technologies

Scholarships

Seminars/workshops/courses

(d)-Promotion:

Available vacancies

Qualification standards

Seniority promotion

Description of Information a) (b) (c)

3. Information on Curriculum

(a)-Development:

Number of text books

Number of teaching guides

Audio-Visual Aids

(b)-Evaluation:

Achievement test

Metal ability test

Aptitude test

4. Information on Legislation & Control

(a)-Standard Formulation:

District office memo

Divisional office memo

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Provincial office memo

(b)-Direction:

Provincial office

Divisional office

District office

Tehsile office

(c)- Control:

Personnel (Teaching/Non-T)

Financial expenditures

(d)- Evaluation:

Records

Reports

Accountability

5. Information on Physical facilities

(a)- Acquisition

Number and type of existing buildings

Number of existing classrooms

Status of school sites

(b)- Allocation:

New facilities constructed

Number and types of buildings needed

Resource assignment

Performance indicators

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(c)-Maintenance:

Condition of school buildings/equipments

(d)-Financial Requirement:

Expenditure for school sites

Expenditure for construction

Expenditure for repairing

Inventory of property & fixtures

Expenditure on equipment

Appendix “C”

EDUCATIONAL MANAGEMENT HEIRARCHY IN DISTRICT

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19

DEO (Elementary)

DISTRICT EDUCATION OFFICER

EDO

EXECUTIVE DISTRICT OFFICER

DEO (Secondary)

DISTRICT EDUCATION OFFICER

AEO (M)

ASSISTANT EDUCATION

OFFICER

AEO (F)

ASSISTANT EDUCATION

OFFICER

AEO (M)

ASSISTANT EDUCATION

OFFICER

AEO (F)

ASSISTANT EDUCATION

OFFICER

Male

1. Deputy

2. Deputy

3. Deputy

4. Deputy

Female

1. Deputy

2. Deputy

3. Deputy

4. Deputy