Who Manages Your Computer System? ©

George Matyjewicz

You are ready to purchase or you have just purchased a new computer system to help you manage your business. The system will process customer orders, maintain inventory, analyze your sales, tie into your supplier via EDI... Great... Now, who manages it?

"Manage it?" you ask. "These new computers are so user friendly, they practically manage themselves!"

Don't kid yourself. There is no magic - your system needs a manager! In fact, two different levels of management are necessary - executive level and operations level.

THE EXECUTIVE LEVEL MANAGER.

The executive chosen as manager of your information system should be familiar with the company's principles and practices. The executive should be respected in the company, able to enforce the disciplines required by, and know what to expect from, the computer. The goal is to pick an individual who can get the computer to work for the company and not viceversa. Typical candidates for this position include the Chief Financial Officer, Vice President of Operations and possibly a retired family member executive who may be called in to oversee this new function.

Time Requirements.

During the implementation of the system, the executive should expect to spend 15 to 40 percent of his/her time involved in computer system management. After the first six months to a year, this time should gradually decrease to roughly ten percent. Changes to the system will, of course, require extra time.

Management Requirements.

The executive level manager must be able to communicate effectively, understand the nature and interrelationships of the system, enforce the discipline on the user's system, supervise the implementation and use of control procedures, ensure smooth and predictable data flow and ensure that proper security procedures are enforced. The executive level manager is responsible for making decisions regarding costs or changes to the initial system.

In addition, the executive should confer regularly with the company's computer advisors, hardware and software vendors and report to company management on the progress of the implementation. In short, management at the executive level is responsible for overall control of the computer system.

NO SYSTEM CAN BE SUCCESSFUL WITHOUT SUCH EXECUTIVE CONTROL!

THE OPERATIONS MANAGER.

The operations manager is responsible for the day-to-day operations and control of the computer system. This position does not require computer skills, rather it requires logical, orderly work habits. Typical candidates for this position would include the controller, director of information systems and a knowledgeable administrative assistant.

Time Requirements.

During the implementation of the system, the operations level manager should expect to spend 50 to 75 percent of his/her time involved in computer system management. After the first six months to a year, this time should gradually decrease to roughly twenty-five percent. Changes to the system will, of course, require extra time.

Management Requirements.

The operations manager must be able to communicate effectively, supervise daily and routine operations of the system, i.e., daily backup, scheduling work, coordinating resources, managing the sequence and distribution of reports, answer questions about daily operations, consult with the executive manager about operational or mechanical malfunctions and maintain inventory of computer supplies. Along with the executive level manager, the operations manager is responsible for controlling daily functions of the system.

SUMMARY:

Notes from the author.

This paper was originally published in 1986 when I was a Principal/Partner at Anchin, Block & Anchin, one of the top 40 CPA firms in the United States. It has subsequently appeared in trade journals and newsletters with very little change. It is still as important today as it was nine years ago, especially as computers become more powerful and software becomes more sophisticated.

MANAGEMENT INVOLVEMENT never goes out of style!