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.

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Group-E Members for Synopsis

1) EJAZ HUMAYON (Group Leader)
2) TAJ ALI KHAN
3) MUHAMMAD EJAZ
4) SHAHID RASOOL
5) SAADIA TEHSEEN
6) FARKHANDA ISHAQ
7) SARWAT RAFI (Asst. Group Leader)
8) SADAF SHAFIQ
9) ARSHAD MEHMOOD QAMAR
10) SAJID ULLAH KHAN SAJID
11) MUHAMMAD IBRAHIM KHAN
12) NADEEM NAZIR GILL (Critical Analyst)
13) MUHAMMAD ASIM IQBAL
14) MISBAHUDDIN CHOHAN
15) FOZIA SULTANA (Mutual Coordinator)
16) ANJUM FAROOQ
EJAZ HUMAYON
17) MUHAMMAD ZIA
(Group Leader)

NADEEM NAZIR
GILL (Critical
SARWAT RAFI Analyst)

(Asst. Group Leader)

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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
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1. ……………………………………………………………………
2. ……………………………………………………………………
3. ……………………………………………………………………
4. ……………………………………………………………………
5. ……………………………………………………………………

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”.
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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 study

1. 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.

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

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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.

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.

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1.6.3-Check List
Through the checklist the following information will be retrieved: Appendix (B)

i) Information on pupil/student

ii) Information on personnel

iii) Information on curriculum

iv) Information on legislation and control

v) Information on physical facilities

vi) Information on financial management

vii) Information on community extension services

viii) 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.

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,
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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)

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:
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• 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

Mosque Schools

Maktab Schools

Total Schools

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

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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…………………………………………………….

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…………………………………………………….
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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…………

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…………

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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 ………………. …………………

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……
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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. ……………………………………………………………………………………

……………………………………………………………………………………

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.
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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

• Canteen

• Transportation

• Sports

(d)- Discipline:
• Students Hand Book (Rules and regulation)

• Students Unions
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(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

• Training facilities

• New technologies

• Scholarships

• Seminars/workshops/courses

(d)-Promotion:
• Available vacancies
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• 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

• Provincial office memo

(b)-Direction:
• Provincial office

• Divisional office

• District office

• Tehsile office
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(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

(c)-Maintenance:
• Condition of school buildings/equipments

(d)-Financial Requirement:
• Expenditure for school sites

• Expenditure for construction

• Expenditure for repairing

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• Inventory of property & fixtures

• Expenditure on equipment

Appendix “C”
EDUCATIONAL MANAGEMENT HEIRARCHY IN DISTRICT

EDO

EXECUTIVE DISTRICT
OFFICER

Male Female

AEO
1. (M)
Deputy 1.AEO (F)
Deputy AEO (M) AEO (F)
DEO (Secondary)
DEO (Elementary)
ASSISTANT
2. Deputy ASSISTANT
2. Deputy ASSISTANT ASSISTANT
DISTRICT EDUCATION
EDUCATIO
DISTRICT EDUCATION EDUCATIO EDUCATIO EDUCATIO
OFFICER
3. Deputy
N OFFICER 3. Deputy
N OFFICER N OFFICER N OFFICER
OFFICER
4. Deputy 4. Deputy