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3. FUNDAMENTALS OF DME-IS

"Knowledge becomes wisdom only after it has been put to practical use." Mark Twain

3.1 The Core Processes of DME-IS

The word system implies a collection of many different components working together for a particular purpose. But all too often, the expression information system gets mixed up with concepts of information technology, and is understood to refer to a computer system. Computers certainly have a role in most project information systems, but they are merely one component of the system, a tool for speeding the handling of information. Instead, system here refers more to a set of operational procedures for the collection of data from a range of different sources, the processing of that data to produce useful information, and the application of that information to improve the project outcomes. A more precise definition puts a system as ..a group of interacting, interrelated, or interdependent elements forming a complex whole10 this system is formed by the different processes around information dimensions required to monitor a project. The information management process relate to the steps that a projects needs to gather, store, analyze and report information, as well as identify type, sources and uses of information. A system is not necessarily a computer based system but a set of related processes that form a whole. By process we mean the set of activities that a project does in order to obtain information to make decisions. This process is independent of the type of project or program, and provides man10Excerpted from The American Heritage Dictionary of the English Language, Third Edition Copyright 1992 by Houghton Mifflin Company. Electronic version licensed from Lernout & Hauspie Speech Products N.V., further reproduction and distribution restricted in accordance with the Copyright Law of the United States. All rights reserved.

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agement with the key information to monitor the project. The DME-IS process is therefore the methodic and regular sequential set of activities to manage data and transform it into useful information, information that leads to action and the creation of new knowledge. The DME-IS information management process consists of 8 basic steps 1. Define the information needs 2. Locate the information sources 3. Select the information needed

4. 5. 6. 7. 8.

Collect the information Organize and Store information Analyze and Report the information Share and Use on the information Evaluating and Improve the process

Analyze and Report Evaluate and Improve Define Needs Locate Sources Select and Choose Organize and store Collect and Gather Share and Use

Figure 8 Information Management Process

The above steps are further explored on chapter 6; each step is part of the overall information management process, a process that takes in consideration the following: The stakeholders who will use the information to make decisions. The data that needs to be collected and converted into useful information within the context of the project The process that defines how the stakeholders relate to the information
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The tools required to manage the process and facilitate the gathering, storing, and analysis, reporting and sharing of the information.

3.2 Managing the Information Process

Managing information requires the same level of discipline as the management of other organizational process (procurement, hiring, etc.), by adequately taking care of each one of the process required to manage information the project can have control on the outcomes of the process and be confident on the quality of the information generated. We need to treat information as a strategic resource and manage it accordingly, the same way we manage people, financial and physical resources. A project needs to have the adequate resources and skills to bring the right information, to the right people at the right time. It is through information management that a project can improve its decision making process, learn and create new knowledge. Information management is the process of creating, identifying, collecting, organizing, sharing, adapting and using the information on practices that have produced outstanding results in other situations and that could be adapted to another situation. If we defined knowledge as information in action then when information is used and applied to the context of the project is when new knowledge is created. Knowledge resides in peoples experiences;

this intellectual capital is one of CAREs mission critical assets. Information on practices in the field and information on current methodologies, solutions and approaches need to reach an ever wider audience that in many cases lies outside CAREs organizational boundaries. The DME-IS information process can be described as a logical chain of linked ideas that start and continue with information users.
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Who needs information? Information Users Why they need information? Information Purpose What specific information? Information Uses When they need information? Information Timing Where is the information? Information sources How we get the information? Information Gathering What we do with the information? Information Analysis Is the information ready for use? Information Sharing

Information Users include persons who are influenced by projects as well as those who influence the project, e.g., target communities, project staff, donors, country office management, etc. Information Purpose is the specific information needed in order to ensure that the project is relevant, efficient and effective within its stated objectives. Information Uses include informing decisions in the project and sharing information with other persons or organizations. Information Timing is delivering the information when is needed. If certain information is needed, but it is not feasible to collect it or it cant be collected in time, then the project may get off track, i.e., it can become ineffective or irrelevant to local priorities. Information Sources, is locating were and who has the information and what will the project need to do in order to have access to it. Information Gathering is collecting in a systematic process the information needed. Information Analysis means tat the information collected can be used by the project stakeholders to identify trends, problem areas or opportunities. Information Sharing, if the information is collected and analyzed but not available to the persons who need it,
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critical decisions about the project may not be made or may be poorly taken

3.3 Depth of detail in DME-IS (keep it simple)

Although there is no physical limit to the volume of information any system can collect, there is a limit on what the project staff can manage. A small project will require low volume of information organized in such a way that can be managed. A project MIS could technically collect every detail of information available but managing this volume could be both expensive and result in inefficiencies. A project needs to determine what is the level of detail they need to collect that is both manageable and supportive of its objectives. Our recommendation is always to keep it simple and define only the information that will eventually be used. A simple rule to apply is to always question if the data collected has been used to make decisions that improved the results of the project. If the information collected was never used then the project needs to consider the value of the information and decide to stop collecting it. Information needs to add value to the project.

3.4 Log Frame and DME-IS

The Logical Framework (logframe) is the term used to the logical structure of a projects information. A logframe is a project management tool constructed during the project design phase and is a structured summary of the project design information needs. It should be flexible; that is, there should be opportunities for refining the details during the life of a project as more is learned about the realities of conditions in the project area. DME-IS is based on the Logframe as the framework from which all information will be organized. It is from the Logframe that we can connect project objectives with project activities and measure impact and progress, but most important it keeps the relationship between outputs and effect in a way that managers can evaluate the contribution of the outputs to the objectives of the project. When the Logframe is applied to DME-IS one obtains the following benefits:
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A consistent link between the inputs/activities/outputs and the outcomes/impact of the project. A systematic approach to organize the activities of the project under specific outcomes and objectives. A means to see which outputs were significant in

achieving outcomes. The typical logical framework consists of a 4 x 4 matrix, with a vertical hierarchy of objectives at the (1) project final goal (impact), (2) intermediate objectives (effect), (3) output, and 4) activity levels. The horizontal components are (a) summaries of the objectives at each level, (b) performance indicators for achievement of those objectives, (c) the sources and means needed to verify the indicators, and (d) the important risks and assumptions for moving from one level of objectives to the next.
Typical Log Frame Structure
(a) Project Structure (b) Indicators of Achievement (c) Means of Verification (d) Important Risks and Assumptions

(1) Project Final Goal (Impact Goal)

What are the wider objectives which the project will help achieve? Longer term program impact What are the quantitative measures or qualitative judgments to know whether these broad objectives have been achieved? What sources of information exist or can be provided to allow the goal to be measured? What external factors are necessary to sustain the objectives in the long run?

(2) Intermediate Objectives (Effect Objectives)

What are the intended immediate effects of the project, what are the benefits, to whom? What effect, improvements or changes will the

project bring about? What are the quantitative measures or qualitative judgments, by which achievement of the purpose can be judged? What sources of information exist or can be provided to allow the goal to be measured? What external factors are necessary to contribute to achievement of the goal?

(3) Outputs
What outputs (delivWhat kind and quality of outputs and by What are the sources of information to What are the factors