FEDERAL POLYTECHNIC, ADO-EKITI

SCHOOL OF BUSINESS STUDIES

DEPARTMENT OF ACCOUNTANCY

ASSIGNMENT ON:
IMPLEMENTATION STRATEGY FOR UPGRADING
THE MANAGEMENT INFORMATION SYSTEM OF XYZ
MANUFACTURING CO.

PREPARED BY:
OKE NIKE BUSOLA
FPA/AC/24/3-0079

COURSE TITLE: MANAGEMENT INFORMATION

SYSTEM (MIS)

COURSE CODE: ACC 317

LEVEL: HND 1 MORNING

LECTURER: MR. OLATUNJI

AUGUST, 2025.
MIS IMPLEMENTATION STRATEGY FOR XYZ MANUFACTURING CO.

1. SYSTEM REQUIREMENTS ANALYSIS

1.1 Identify Critical Functional Requirements

The functional requirements should align with XYZ Manufacturing’s core operational goals.
These include:

 Real-time production scheduling to handle multi-site operations.

 Inventory management that tracks raw materials, WIP, and finished goods.
 Supply chain integration to coordinate with global suppliers.
 Predictive maintenance scheduling to minimize downtime.
 Cost tracking and variance analysis for budgeting accuracy.
 Integration with ERP, CRM, and SCM systems for unified operations.
 Customizable reporting dashboards for different management levels.

1.2 Identify Critical Non-Functional Requirements

These ensure system reliability, usability, and security:

 High system availability (99.9% uptime target).

 Scalability to support growth in production volume and locations.
 Strong security protocols including encryption, role-based access control, and multi-
factor authentication.
 Fast response time (sub-2-second query responses for critical functions).
 Cross-platform accessibility (desktop, tablet, mobile).
 Regulatory compliance with GDPR, ISO 27001, and industry-specific standards.

1.3 Define Requirement Prioritization Framework

Adopt the MoSCoW Method:

 Must Have – Core capabilities for system operation.

 Should Have – Features improving efficiency but not critical to core function.
 Could Have – Enhancements for user experience or reporting.
 Won’t Have – Deferred to future upgrades.

1.4 Select Requirement Gathering Methodologies

 Stakeholder interviews for executives, plant managers, and IT staff.

 Workshops with cross-functional teams to identify process pain points.
 Observation of daily production and scheduling workflows.
 Questionnaires for distributed sites to capture diverse needs.
 Document analysis of legacy system reports and usage logs.
1.5 Conduct Stakeholder Interviews and Workshops

 Arrange sessions per region and role.

 Focus on current bottlenecks, desired features, and integration needs.
 Record and transcribe for validation.

1.6 Validate and Document Requirements

 Use requirement traceability matrix to map needs to proposed system features.

 Share requirements document for stakeholder sign-off before design starts.

Risks and Mitigation for Requirements Phase

 Risk: Incomplete requirement capture due to missed stakeholders.

 Mitigation: Maintain an updated stakeholder register and schedule follow-ups.
 Risk: Misinterpretation of business needs.
 Mitigation: Use prototyping sessions to visualize system behavior before development.

Best Practice Reference:

Toyota’s MIS upgrade in 2018 applied the MoSCoW method and stakeholder-driven workshops,
which reduced post-deployment change requests by 40%.

2. DATA MANAGEMENT AND INTEGRATION

2.1 Assess Current Data Sources and Systems

 Review all data repositories: production logs, inventory databases, supplier portals,
quality control systems, ERP, and CRM.
 Identify file formats (CSV, XML, JSON, SQL databases) and protocols currently in use.
 Evaluate the frequency of data updates and synchronization.
 Document existing bottlenecks, such as delayed uploads or inconsistent data formats.

2.2 Select Architectural Approach for Data Integration

 Recommended Approach: Enterprise Service Bus (ESB) combined with a data

warehouse and real-time data streaming via Apache Kafka.
 Rationale:
o ESB ensures smooth interoperability between different applications.
o Data warehouse centralizes structured data for analysis.
o Kafka enables real-time streaming from production lines and suppliers.

2.3 Design Data Flow and Integration Plan

 Establish a centralized integration layer to manage communication between the MIS

and external systems.
  Use APIs for system-to-system communication with real-time push and pull capabilities.
 Implement ETL (Extract, Transform, Load) processes for historical data migration.
 Create a data dictionary for standard naming conventions.

2.4 Define Data Quality Management Strategy

 Apply data validation rules at entry points.

 Use automated data cleansing scripts to correct errors and remove duplicates.
 Schedule periodic data audits to ensure consistency across sites.
 Establish a data stewardship team responsible for monitoring quality metrics.

2.5 Establish Data Security and Compliance Protocols

 Encrypt data in transit using TLS 1.3 and at rest using AES-256 encryption.
 Implement role-based access control to limit sensitive data exposure.
 Set up intrusion detection and prevention systems (IDPS).
 Ensure compliance with GDPR, CCPA, and ISO 27001 standards.
 Maintain audit logs for all system access and changes.

2.6 Implement Data Governance Framework

 Create policies for data ownership, retention, and classification.

 Establish a Data Governance Committee including IT, operations, and compliance teams.
 Conduct quarterly governance reviews.

Risks and Mitigation for Data Management Phase

 Risk: Data format incompatibility between old and new systems.

 Mitigation: Use middleware with data transformation capabilities.
 Risk: Data breaches during migration.
 Mitigation: Conduct migration in secure, segmented environments with encryption.

Best Practice Reference:

Siemens adopted a hybrid ESB and data warehouse model in its global manufacturing MIS,
resulting in a 30% improvement in scheduling accuracy due to unified, real-time data feeds.

3. PREDICTIVE ANALYTICS AND AUTOMATION

3.1 Identify Predictive Analytics Use Cases in Planning and Scheduling

 Demand forecasting to anticipate product requirements across regions.

 Production load prediction to optimize allocation of machinery and labor.
 Inventory level prediction to prevent overstocking or shortages.
 Maintenance forecasting using equipment sensor data to reduce downtime.
 Lead time prediction for supplier deliveries to improve material flow.
3.2 Select Analytics Techniques and Tools

 Time Series Analysis (ARIMA, Prophet) for demand and inventory forecasting.
 Machine Learning Models (Random Forest, XGBoost) for complex scheduling
predictions.
 Predictive Maintenance Algorithms (using vibration, temperature, and runtime data).
 Simulation Modeling to test scheduling scenarios before implementation.
 Recommended tools: Python (scikit-learn, TensorFlow), SAS, IBM SPSS, or Microsoft
Azure Machine Learning.

3.3 Develop Predictive Models and Validate Accuracy

 Collect historical production, sales, and maintenance data.

 Clean and preprocess the dataset to remove anomalies.
 Train models on 70% of data and validate on the remaining 30%.
 Use KPIs such as Mean Absolute Percentage Error (MAPE) to measure forecasting
accuracy.
 Continuously retrain models with new data to adapt to changing patterns.

3.4 Identify Automation Opportunities in Scheduling

 Automate job sequencing based on real-time resource availability.

 Use dynamic rescheduling triggered by events such as equipment failure or urgent
orders.
 Automate material requisitions when inventory levels hit predefined thresholds.
 Link predictive outputs to scheduling engines for auto-updates without manual
intervention.

3.5 Design Automated Scheduling Workflows

 Integrate predictive models into the MIS scheduler module.

 Enable rule-based automation where the system assigns tasks to resources.
 Set override permissions for managers to handle exceptional cases.
 Build alert systems to notify staff of schedule changes in real time.

3.6 Integrate Analytics and Automation into MIS

 Embed analytics dashboards into the MIS interface.

 Provide drill-down capability from forecast to root cause data.
 Allow users to simulate “what-if” scheduling scenarios before committing.

Risks and Mitigation for Predictive Analytics and Automation

 Risk: Overreliance on automated decisions without human review.

 Mitigation: Implement human-in-the-loop approval for high-impact changes.
 Risk: Low-quality historical data leading to inaccurate predictions.
  Mitigation: Apply data cleansing and quality monitoring before model training.

Best Practice Reference:

General Electric implemented predictive analytics in its global manufacturing operations and
reduced scheduling delays by 25% through machine learning–driven production sequencing.

4. CHANGE MANAGEMENT AND TRAINING

4.1 Assess Change Impact on Departments and Roles

 Map how the new MIS will alter workflows in production, procurement, logistics, and
management.
 Identify roles with significant shifts in responsibilities (e.g., schedulers moving from
manual updates to system oversight).
 Determine potential job redundancies or role expansions.
 Evaluate the cultural readiness of each site for digital transformation.

4.2 Develop Change Management Plan

 Adopt Kotter’s 8-Step Change Model as the guiding framework.

 Steps include:
1. Create urgency through data on current inefficiencies.
2. Form a coalition of MIS champions across departments.
3. Develop a clear vision for improved scheduling and planning.
4. Communicate the vision in workshops and bulletins.
5. Remove barriers to adoption, such as outdated hardware.
6. Achieve short-term wins (e.g., faster scheduling in pilot sites).
7. Build on early successes by expanding rollout.
8. Anchor changes in company culture through updated policies.

4.3 Create Communication Strategy for Rollout

 Use multiple channels: email updates, intranet posts, town hall meetings, and video
tutorials.
 Provide consistent, transparent updates on timelines and expected benefits.
 Address resistance through open Q&A sessions.
 Recognize and reward early adopters publicly.

4.4 Design Training Needs Assessment

 Conduct surveys to measure current MIS literacy levels.

 Identify role-specific knowledge gaps.
 Segment training by function: operators, supervisors, managers, and IT staff.

4.5 Develop Training Materials and Resources

  Create step-by-step user manuals with screenshots.
 Produce short video tutorials for common tasks.
 Build an internal knowledge base accessible via the MIS interface.
 Prepare troubleshooting guides for common issues.

4.6 Conduct Training Sessions and Provide User Support

 Use a train-the-trainer model where selected employees receive in-depth training to

coach others.
 Offer both in-person and virtual training to reach all locations.
 Implement a 24/7 helpdesk during the first three months post-rollout.
 Schedule refresher courses every six months.

Risks and Mitigation for Change Management

 Risk: Resistance from employees accustomed to legacy systems.

 Mitigation: Involve them early in pilot testing to build ownership.
 Risk: Insufficient training leading to low adoption.
 Mitigation: Make training mandatory with performance follow-up checks.

Best Practice Reference:

Caterpillar Inc. applied a structured change management program with MIS trainers embedded in
plants, resulting in 92% active user adoption within the first year of system deployment.

5. EVALUATION AND CONTINUOUS IMPROVEMENT

5.1 Define KPIs for System Performance and Efficiency

To measure the effectiveness of the new MIS in improving planning and scheduling, set the
following KPIs:

 Schedule adherence rate – Percentage of production schedules met without delays.

 Forecast accuracy – Difference between predicted and actual demand or production
outputs.
 Production downtime – Total hours lost due to unplanned stoppages.
 Order fulfillment cycle time – Average time from order receipt to shipment.
 Inventory turnover ratio – How quickly inventory is used and replenished.
 User adoption rate – Percentage of staff actively using MIS functions.
 Data accuracy rate – Proportion of error-free records in the MIS.

5.2 Establish Monitoring and Reporting Processes

 Implement real-time dashboards showing KPI performance at all sites.

 Generate automated monthly performance reports for senior management.
 Conduct quarterly performance reviews to identify gaps and trends.
5.3 Conduct Post-Implementation Reviews

 Schedule the first review three months after go-live.

 Collect feedback from different departments on usability and performance.
 Compare actual results with baseline data gathered before implementation.
 Document lessons learned for future upgrades.

5.4 Gather User Feedback and Identify Gaps

 Use periodic surveys to assess system ease-of-use and feature relevance.

 Conduct focus groups to explore user challenges in depth.
 Establish a suggestion submission platform integrated into the MIS interface.

5.5 Develop Continuous Improvement Roadmap

 Plan quarterly updates for minor enhancements.

 Allocate annual budget for major feature upgrades.
 Maintain an innovation backlog ranked by business impact.
 Involve key users in prioritizing improvement items.

5.6 Incorporate Emerging Technologies and Updates

 Evaluate new tools such as AI-driven optimization engines or IoT-based machine

monitoring.
 Integrate cloud capabilities for scalability and remote access.
 Update cybersecurity measures annually to address evolving threats.

Risks and Mitigation for Evaluation and Improvement

 Risk: KPI fatigue due to tracking too many metrics.

 Mitigation: Focus on 5–7 core KPIs aligned with business objectives.
 Risk: System stagnation after initial success.
 Mitigation: Formalize the continuous improvement plan with accountability roles.

Best Practice Reference:

Bosch implemented quarterly MIS performance reviews and a rolling improvement roadmap,
which sustained a 15% year-on-year productivity gain over five years.
6. RISK MANAGEMENT

6.1 Identify Potential Project Risks

 Technical Risks
o Integration failures between new MIS and legacy systems.
o Data migration errors leading to loss or corruption of critical records.
o System downtime during implementation.
 Operational Risks
o Resistance from employees delaying adoption.
o Misalignment between MIS features and actual business processes.
o Overreliance on automation without adequate human oversight.
 Financial Risks
o Budget overruns due to underestimated customization needs.
o Additional licensing or subscription fees beyond initial projections.
 Security Risks
o Cyberattacks during data migration.
o Unauthorized access to sensitive operational data.
 Timeline Risks
o Delays due to vendor scheduling conflicts or hardware shortages.
o Extended testing periods if critical defects are found late.

6.2 Analyze Risk Impact and Likelihood

 Use a Risk Matrix ranking each threat by probability (Low, Medium, High) and impact
(Low, Medium, High).
 Prioritize risks with High probability and High impact for immediate mitigation planning.

6.3 Develop Risk Mitigation Strategies

 Technical Mitigation
o Conduct compatibility testing before full integration.
o Perform staged data migration with backups at each phase.
o Implement a fallback plan to temporarily revert to the legacy system in case of
failure.
 Operational Mitigation
o Engage employees early through workshops and pilot programs.
o Align MIS configurations with documented business workflows before
deployment.
 Financial Mitigation
o Include contingency funds of 10–15% in the project budget.
o Negotiate fixed-price contracts with vendors for core deliverables.
 Security Mitigation
o Use end-to-end encryption for data migration.
o Apply strict role-based access control during and after rollout.
 Timeline Mitigation
 o Implement parallel task scheduling for activities that do not depend on each other.
o Use agile project management with short sprints to detect and fix issues early.

6.4 Implement Risk Monitoring and Control Plan

 Assign a Risk Manager responsible for tracking and updating the risk register.
 Schedule bi-weekly risk review meetings during the implementation phase.
 Maintain a live dashboard showing risk status, mitigation progress, and responsible
owners.
 Review risk status post-implementation to prevent recurrence in future upgrades.

Best Practice Reference:

Rolls-Royce used a structured risk management framework for its MIS modernization, enabling
them to reduce integration downtime risk by 60% through staged rollouts and continuous
monitoring.

MIS IMPLEMENTATION STRATEGY FOR XYZ MANUFACTURING CO. STEP BY

STEP

STEP 1: SYSTEM REQUIREMENTS ANALYSIS

Objectives: Define what the new MIS must achieve and ensure alignment with business needs.

Functional Requirements:

 Real-time production scheduling.

 Integrated inventory management.
 Supply chain connectivity.
 Predictive maintenance scheduling.
 Cost tracking and variance analysis.
 ERP, CRM, and SCM integration.
 Customizable dashboards.

Non-Functional Requirements:

 99.9% uptime.
 Scalability for global operations.
 Strong security protocols.
 Fast system response.
 Cross-platform access.
 Compliance with GDPR and ISO 27001.

Prioritization Method: MoSCoW (Must, Should, Could, Won’t).

Gathering Approach: Stakeholder interviews, workshops, observation, questionnaires,
document analysis.

Validation: Requirement traceability matrix, stakeholder sign-off.

Risks & Mitigation:

 Missing requirements – Maintain stakeholder register, schedule follow-ups.

 Misinterpretation – Use prototypes for visualization.

Best Practice: Toyota used MoSCoW and workshops, reducing post-deployment changes by
40%.

STEP 2: DATA MANAGEMENT AND INTEGRATION

Objectives: Ensure smooth, secure, and real-time data flow across systems.

Architecture: Enterprise Service Bus + Data Warehouse + Real-time streaming (Kafka).

Integration Plan:

 APIs for system communication.

 ETL processes for migration.
 Data dictionary for standards.

Data Quality Strategy:

 Validation rules at entry points.

 Automated cleansing scripts.
 Regular audits and stewardship team.

Security & Compliance:

 TLS 1.3 and AES-256 encryption.

 Role-based access control.
 Intrusion detection systems.
 GDPR and ISO compliance.

Governance: Data ownership policies, governance committee, quarterly reviews.

Risks & Mitigation:

 Incompatibility – Use middleware for transformation.

 Data breaches – Migrate in secure environments.

Best Practice: Siemens improved scheduling accuracy by 30% with this model.
STEP 3: PREDICTIVE ANALYTICS AND AUTOMATION

Objectives: Use data science to enhance scheduling accuracy and minimize manual intervention.

Analytics Use Cases: Demand forecasting, production load prediction, inventory prediction,
predictive maintenance, supplier lead time forecasting.

Techniques: ARIMA, Prophet, Random Forest, XGBoost, simulation modeling.

Tools: Python, SAS, IBM SPSS, Azure ML.

Automation Opportunities: Job sequencing, dynamic rescheduling, automated material

requisitions, predictive output integration.

Workflow Design: Rule-based automation with override options, real-time alerts.

Risks & Mitigation:

 Overreliance on automation – Keep human-in-the-loop approvals.

 Poor data quality – Enforce cleansing before training models.

Best Practice: GE reduced scheduling delays by 25% using ML-driven sequencing.

STEP 4: CHANGE MANAGEMENT AND TRAINING

Objectives: Ensure user adoption and minimize resistance.

Impact Assessment: Identify role changes, readiness levels, and workflow shifts.

Change Framework: Kotter’s 8-Step Model.

Communication Strategy: Multiple channels, Q&A sessions, reward early adopters.

Training Needs Assessment: Survey literacy levels, identify gaps, segment by role.

Training Materials: Manuals, video tutorials, knowledge base, troubleshooting guides.

Training Delivery: Train-the-trainer model, mixed in-person and virtual sessions, helpdesk
support.

Risks & Mitigation:

 Resistance – Involve staff early in pilot testing.

 Low adoption – Make training mandatory with follow-ups.

Best Practice: Caterpillar achieved 92% adoption in one year with embedded trainers.
STEP 5: EVALUATION AND CONTINUOUS IMPROVEMENT

Objectives: Measure MIS impact and adapt over time.

KPIs: Schedule adherence rate, forecast accuracy, downtime, fulfillment cycle time, inventory
turnover, adoption rate, data accuracy rate.

Monitoring: Real-time dashboards, automated monthly reports, quarterly reviews.

Post-Implementation Reviews: Compare results to baseline, collect feedback, document

lessons.

Continuous Improvement Roadmap: Quarterly updates, annual feature upgrades, innovation

backlog.

Technology Adoption: AI optimization, IoT monitoring, cloud integration, annual security

updates.

Risks & Mitigation:

 KPI fatigue – Focus on 5–7 core metrics.

 Stagnation – Formalize improvement plans with accountability.

Best Practice: Bosch sustained a 15% annual productivity gain through structured reviews.

STEP 6: RISK MANAGEMENT

Objectives: Identify, prioritize, and control risks throughout the project.

Risk Types:

 Technical – Integration failures, migration errors.

 Operational – Resistance, process misalignment.
 Financial – Budget overruns, hidden fees.
 Security – Cyberattacks, unauthorized access.
 Timeline – Vendor delays, testing bottlenecks.

Risk Analysis: Probability-impact matrix for prioritization.

Mitigation Strategies:

 Compatibility testing, staged migration, fallback plans.

 Early engagement, workflow alignment.
 Contingency budget, fixed-price vendor contracts.
 Encryption, role-based access.
 Agile sprints, parallel scheduling.
Monitoring Plan: Assign Risk Manager, bi-weekly reviews, live risk dashboard, post-
implementation risk checks.

Best Practice: Rolls-Royce reduced integration downtime risk by 60% with staged rollouts and
continuous monitoring.

Final Note:

This strategy balances technical excellence with human adoption, ensuring the MIS improves
planning and scheduling efficiency while evolving alongside business needs and technology
trends.