A framework for selection of information systems : case of the Kenya Civil Service

Abstract

Organizations in the civil service should endeavour to implement information systems that meet both their organisational objectives as well as e-Government objectives. However, information systems in the civil service in Kenya are characterized as being underutilized or unutilized; focused internally and existing in silos often leading to incompatible systems; being driven by vendors, donor and development partners; or acquired through collusions between vendors and government officials. This is due to lack of a suitable framework to guide selection of information systems in civil service. The research sought to review existing frameworks used to guide selection of information systems, identify factors that need to be considered in selection of information systems, determine how these factors apply in the selection of information systems in the civil service and develop a framework that can be used to guide selection of information systems before acquisition in the civil service in Kenya. The research identified the selection process, selection criteria, decision making structure and the evaluation technique as the factors that need to be considered in selection of information systems. A survey was sent out to the forty two ministries to determine how these factors applied in the civil service. It was found that most ministries in the civil service had a formal structured process for selection of information systems, weighting and scoring of criteria and cost benefit analysis were the most frequently used evaluation techniques, availability of funds and improved service delivery were the most frequently used selection criteria, the ICT department most frequently determined which information systems should be selected for acquisition and the accounting officer made the final decision on which information systems were selected for acquisition. The results of the survey were used to develop a framework to guide the selection of information systems in the civil service. The components of the framework were based on the four factors identified for the selection of informaiton systems. The framework aims at providing a standardized formal structure for selection of information systems in the civil service that support organisational objectives as well as e-Government objectives.