Overview of Different Units / MIS
Management Information System (MIS)

The concept of Management Information System (MIS) has emerged in the modern world as a tool for efficient of big organization or programs. In order to ensure proper management, control and planning functions of an organization regular flow of correct data and information is essential. MIS refers broadly to a computer-based system that provides managers with the tools for organizing, evaluating and efficiently running the departments. In order to provide past, present and prediction information, an MIS can include software that helps in decision making, data resources such as database, the hardware resources of a system.

MIS is the store of Information of DGFP. In 1979 the MIS unit was created from the then Research Evaluation Statistics and Planning (RESP) under the Directorate General of Family Planning. Prior to the creation of the MIS unit there was no regular system of reporting on the progress of National Family Planning Program performance. Since its inception the MIS has endeavored towards establishing a regular system of data collection and reporting on National Program Performances of Family Planning, RH & MCH Services.

During the HNPSP period, MIS system was established for the record keeping and reporting systems at the grass root level to generate RH-FP-MCH performance data.  Monitoring and supervision system was implemented for overall FP-MCH services. MIS helps to ensure better monitoring and supervision which helped to achieve Contraceptive Acceptance Rate (CAR) and Contraceptive Prevalence Rate (CPR) increased. MIS introduced innovative approaches to strengthen and institutionalize data collection, collation, storage and transmission to the MIS headquarters for publication of analytical reports for dissemination to different national and international organizations. Notable among the steps taken to strengthen reliable data gathering were the distribution of national FP-MCH projection to different upazilas, introduction of a longitudinal data collection mechanism through FWA registers, different clinic registers and reporting formats, periodic couple registration and survey by MIS personnel and performance monitoring in high and low performing areas.

At the verge of completion of Health, Nutrition and Population Sector program (HNPSP), a comprehensive program for better utilization of the data through web-based system was planned in the operational plan. A considerable amount of fund was allocated to execute the planned activities. A country wide internet access was planned to be established by installing web based software. The formulation of Sector Approach OP matching the upcoming 6th Five Year Plan is envisaged keeping fund provision to make the MIS system digital. For family planning service statistics, online database software will be put into the web-server. Accordingly, generated data will be operational through website. A web portal will be a strong communication channel through which an effective feedback system to data providers and data senders will be enhanced. There is a scope to generate PRS/ MDGs related indicators for monitoring the RH-FP-MCH activities.

At present MIS Unit is working with three following sub-systems:
1   Service Statistics (SS)
2.  Logistics Management Information Systems (LMIS)
3. Personnel and Hospital Management Information Systems (PHMIS)

Service Statistics (SS) 
Service Statistics is the main source of Family Planning performance data at the National level. This component deals with close monitoring of the RH-FP-MCH services. Geographically, the country is divided into 23,500 working units for the purpose of FP services. The field workers unit consists of 5-6 thousand populations with an average of around 1000-1100 eligible couples. Each worker is assigned the task of visiting all the eligible couples in her unit within a period of two months. There was provision for updating eligible couples for three years after initial registration. Field workers keep track of eligible couples in their assigned catchments areas. Data on current use of contraceptives are being recorded continuously in the Field Workers Record Keeping Book (FWA Register). The main feature under this system is the derivation of contraceptive estimates by village, ward/unit (i.e. by workers), union, sub-district, division and national levels. Besides, pregnancy estimates, births and deaths (all deaths) vaccination status of mothers and children and monthly stock balance of contraceptives, etc. are recorded through the system. For reporting of information from the Field Workers Record Keeping Books (FWA Register), five types of reporting forms are used at different levels under the system. This process of reporting system will continue.

Logistics Management Information Systems (LMIS)
This component deals with the Logistic Information Systems. This sub-system helps to generate key indicators for logistic management and to prepare a computer data base for stock out, Desired Inventory Level (DIL) and shelf life of major life saving drugs and contraceptive etc. Currently data of LMIS (FP) are being collected through web based computerized system.  After processing and analyzing, a report on LMIS (FP) is being published monthly.  LMIS formats have been redesigned in light of RH-FP-MCH policy to collect information from different levels on LMIS.

Personnel and Hospital Management Information Systems (PHMIS) 
PMIS is one of the important sub-systems of MIS. Based on the previous family planning experiences, a new design of forms and formats for class-I & class-II officers and class III & IV staffs have been developed. These are printed and distributed to the concerned officers and staffs. PDS is being updated on continuous basis. PMIS report to be used for human resources management and other administrative purposes. Under this component MCHTI and MFSTC will be automated to provide better services.

Future Plan of MIS

  • Internet Connectivity up to Union level;
  • Procurement of Computers (Lap Top) and its Accessories;
  • Develop & Installation of Web-based Software & Training to the related Personnel.
  • Capacity/skill development through Training to the MIS workforce.
  • Automation of MCHTI & MFSTC
  • Developing GIS for improving monitoring and HRM
  • Publication of Monthly & Yearly Reports (SS, LMIS & PMIS).
  • Develop Standardized M&E tools to monitor the program.
  • Ensuring quality data through continuous field visit/monitoring.

E-governance activities in Family Planning of Bangladesh
Interested persons may collect necessary information on Government’s Family Planning services from www.dgfpbd.org; the official web site for Directorate General of Family Planning (DGFP). All the Divisions, Districts and Upazila Family Planning Offices have been equipped with Computers and Internet facility.

DGFP Service Statistics (www.dgfpmis.org):

  • Service Statistics is a central repository for DGFP’s Service related information.
  • Online data collection process has already started from all District Family Planning Offices. It will be extended up to Upazila & Union level as almost immediately.
  • Some selected upazila has already collected Pregnant other Information by online web-based system.

DGFP Supply Chain information Portal (www.dgfpmis.org) includes:

  • Online Procurement Tracker (Online PT)
  • Web-based Logistics Management Information System (Web-LMIS)
  • DGFP Stock Status Report
  • Operational Status of Warehouse Inventory Management System (WMIS) and Upazila Inventory Management System (UMIS).

Supply Chain information Portal of DGFP (www.dgfpmis.org) received National Digital Innovation Award as runner-up in e-Health category and Best e-governance Award in Dhaka Divisional Innovation fair in July 2011.

Organogram of MIS Unit
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