MANAGING INFORMATION

Managing Information



Managing Information

Task 1

1.1

Within this assignment I propose to address my knowledge of 'Managing Information'. I intend to apply my understanding of the importance of effective handling of information whilst using examples of data collection, gathered within my workplace, to analyse my methods for recording and processing information.

The collection and management of data and information is an extremely important and a key responsibility within my role. This is reliant upon the contracts department, to secure the income via the commissioning of services through service level agreements (SLA'S). All SLA's are negotiated and agreed based around a monitored level of activity, linked to a cost of each service. Therefore it is important that all activity data is primarily accurate, current, and reliable, in order to quantify the provision of services from the evidence to the commissioner.

Data Collection & Recording of Information

Data and information is an important management tool when making decisions. It enables you to make an informed 'choice of action' based upon evidence, fact and statistics. As a member of the contracts department, I utilize a number of methods to gather information from several different sources. Primarily these consist of IT databases, journals, letters, verbal communication, e-mails, meeting minutes and internal reports, plus information via manuals and policy documents and Government Legislation.

Generally, information sources can be classified under four headings. Examples as follows:-

Internal - Information flows within the organisation e.g. e-mails, accounting systems, rule books and records.

External - Collection of information outside organisation e.g. invoices, letters and newspapers.

Primary - Original documents, eyewitness reports.

Secondary - Books, reports written by someone else, articles.

All these methods are both useful and effective in providing knowledge and factual evidence to assist in making a decision; however it is imperative that it is recorded and used intelligently in order for it to be constructive.

1.2

Within my role, the most frequent method for collecting and recording information is via a specialised statistical database. To be able to monitor the activity for our SLA's, the contract department collects and records information by being linked to one central source, the 'Information Department' (IT). All clinicians are required to record their activities on a daily or weekly basis via the use of several different methods. These include the use of bar code pens, data base systems or recording information in paper format. Whichever method is used, it is all downloaded onto the IT's central contracting database. Activity outturn is linked to each individual contract and its planned level of activity, to help monitor any variance. These statistics enable me to gather the activity outturn and record a selection of information appropriate to each SLA so that I can present the raw data in a much more concise format to the commissioner.

E-mails are another important mechanism for giving and receiving information. It is used throughout almost all businesses and organisation all over the world as it is an instant method of communication between two or more parties, which provides evidence based information and 24 hour ...