Take, for instance, the scenario of a provincial government department or local authority consisting of five different sections. Each one of these sections has its own paperwork and own pool of information - but no mutual access to each other's information. Imagine the duplication of paperwork and filing systems, and the inability to utilise manpower to the optimum because the left hand literally does not know what the right is doing. And the main reason for this would be lack of coordination of information - the inability to see the big picture before trying to fit the pieces of the jigsaw puzzle together in their correct positions.

Now take the same scenario but add a business system that will integrate all information, at all levels, from all sections; with the ability to access relevant information from all sections - and from presidential to ground level. Add to this a map enabling management to see the big picture of what the organisation looks like at a glance, and one would have a complete business system incorporating an integrated Geographical Information System (GIS) component.

From a technological point of view - very impressive. But what would the practical use of such a business system be in the everyday practical marketplace?

Here are but a few of the practical implications and advantages:

* Vastly enhance management of, for instance housing projects, infrastructure, electricity and/or water supply projects.

* A substantial reduction in paperwork - and the elimination of duplication between sections.

* Centralising information.

* Easy and immediate access to information, for instance: where would I find a specific document in the organisation at the moment? What is the status of a specific project or projects at present?

* The ability to see all projects and their respective status on a map will obviously lead to better project management.

* An added advantage is the fact that management or work teams will be able to retrieve and query up-to-date information from the system from even the most remote sites, fast and effectively.

* Better manpower management, for example: if a staff member has to visit a specific town/suburb/community it would be possible to see at a glance if he could at the same time make another call or effect a delivery from another section.

* Better fleet management, for example: it would be possible to establish at a glance whether two people from different sections would be visiting the same area and could thus share a vehicle for the day.

* Better facility management. The system would be able to show a complete floorplan of premises, and make available immediate and comprehensive information about equipment, furnishings, hardware etc, in every office.

Pie in the sky? A future dream that may become reality within the next decade? On the contrary, Computer Foundation (CF), the Centurion-based GIS specialist organisation claims to have already launched such a system in the first quarter of 2001. A unique feature of this system is that, in the scenario of for instance a provincial government, the province will pay for the development but even the poorest municipality will also be able to use its functions.

The versatile management function of the system is highlighted by its main menu:

* Map.

* Reports.

* Human resources.

* Transport.

* Facility management.

* Loss management.

* Document management.

* Financial management.

* User security.

In practical terms this means that Computer Foundation has developed a Management Information System with a GIS component that can be utilised to manage a multitude of diverse functions that literally cover the entire scope of an organisation's activities.

The final entry (Security) warrants some expansion: security measures can be built into the system to limit access to relevant areas for different role players. If the system is installed at provincial level, a town council would for instance be able to manage staff functions such as leave and training through the system, but would only have access to their own portion of the information.

The scope of the system is unlimited. In the practical South African situation it will enable all government departments to share information at provincial as well as national level.

Computer Foundation

(012) 672 0100

www.cf.co.za