The development of an information management system at the Custodian of the Two Holy Mosques Institute of Hajj Research, Saudi Arabia

The main aim of the Two Holy Mosques Institute of the Hajj Research (CTHMIHR) is to establish an information resource about the pilgrimage to Makkah made by Muslims (Hajj) and services provided to them, which is one of the fifth pillar of Islam. In fact, that each Muslim should make the visit to Makkah at least once in his or her lifetime. When complete, this information resource will comprise a comprehensive scientific reference source that will provide factual evidence and anecdotes to assist in the planning of services and utilities required for the Hajj. Information management at CTHMIHR poses a number of problems; particularly in the rapid increase in the number of records (each individual making the Pilgrimage will have a record), duplication of records, disaggregated information throughout the Institute, and lack of information control. The Dean and Heads of Department are aware of these problems, but they cannot identify the root of the issues nor the people responsible for them. This research study aims to develop and implement an Information Management System (IMS) at CTHMIHR. This IMS would help staff and users to access information about the Hajj easily and more effectively at a time when it is needed. Soft Systems Methodology (SSM, mode 1) and Interpretive Structural Modelling (ISM) have been combined to develop a novel multi-methodology that has been applied to the problem issues exhibited within the CTHMIHR. The main reasons for combining methodologies (SSM and ISM) in this research study is to match the variety in the real world problem; situation at CTHMIHR, which is highly complex and multi-dimensional. SSM (Mode 1) was applied to discover and express the problem situation (Stages I and 2), to develop conceptual models (II separate systems are considered) and make comparisons with the real world (stages 2 and 5), and to study subsequent change (that is, change which is systemically desirable and culturally feasible) and then to take action to improve the problem situation (Stages 6 and 7). ISM was used to discover the relationships between these 11 systems in order to find a method of implementing them through interpretations with participants. Following implementation, both the staff development training system, which, in turn, will indicate the make-up of the staffing system, and the security system can be determined. When all of these are combined, the records management system can be described; this will indicate the design of the database management system, and consequently, this will satisfy user needs. Furthermore, the research study also suggests five types of change to improve the problem situation: structural, procedural, policy, attitudinal and cultural. The major findings of this research study are that CTHMIHR not only needs to develop clear information strategies, but it also needs to develop a system for strategic planning. In this way information strategies to establish an information resource about Hajj can be formulated.