Integration model for electronic documentation applications
Date
2013-11-14
Authors
Oluoch, Patrick O.
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Abstract
Organizations invest in lCT software with the aim of improving internal process
efficiency. Many organizations use more than one application in the same or different
phases of their documentation life cycles to meet predefined ends. Since these
applications are developed at different times, and in different settings to solve different
problems, they are more often disjointed. In such a scenario, end users are required to
integrate the functionality of several independent applications in line with predefined
business processes. Manual integration requires extensive user input which can
compromise the throughput and quality of documents. Application integration provides
an opportunity to improve the efficiency of documentation processes through automation
of repetitive manual user input and enforcement of documentation procedures using
preprogrammed rules of use.
This research aimed at determining applications used in documentation processes of
Geothermal Development Company (GDC) Nakuru Office and identifying any gaps
which arise due to separately implemented ones. The study then designed a model to
abate challenges attributable to application disjointedness. Descriptive research
methodology was used since no variables at play could be controlled by the researcher.
Through stratified random sampling, a representative sample of respondents was
selected to whom a questionnaire was administered. Analysis of responses determined that GDC uses two key categories of applications in predefined documentation processes - word processor and electronic mail client. Use of the aforementioned applications requires manual user input to align their combined functionality with predefined business rules. This in addition to lack of a web publishing application to centrally archive documents has lead to various challenges encountered by end users which include delays in documentation due to limited collaborative support, document version mix-up and difficulty in locating documents published in e-mail.
Having identified the need to integrate three applications - word processors, electronic
mail client and web publishing applications, this research went ahead to develop a model to guide in achieving the same using Business Modeling Language (BML). BML is useful to all levels of stakeholders from management to technical personnel. An
implementation guideline to offer more information about how the applications should
be integrated to maximize on the usefulness of the integration model was further
highlighted.
It is important for organizations using disjointed applications with internal process
efficiency improvement needs to consider application integration as the next vital step
forward before investing in new applications designed to achieve the same end. This
will ensure that maximum return on investment is made on already implemented
applications in a shorter time while avoiding the risk of minimal yields from investment
in completely new applications.
Description
Submitted in partial fulfillment of the requirements for the degree of Master of Science in Computer Based Information Systems
Keywords
Integration model, Electronic documentation applications, Geothermal development company