A multivariate analysis of the determinants for adoption and use of the Document Workflow Management System in Botswana’s public sector

Keywords: Use, adoption, DWMS, ERDMS, Botswana, e-Records, regression analysis, modelling

Abstract

Governments in Africa are spending significant funds in their drive towards putting public business processes and services online. Although this drive has different names, such as electronic government (e-government), open government and open data, the motivation is hinged upon achieving overall efficiency and effectiveness in public services and is based on the notion of freedom of information. In Botswana’s public services, diverse interventions are being put in place to facilitate business automation and electronic records management. The then-Ministry of Trade and Industry (MTI), now Ministry of Investment, Trade and Industry (MITI), has joined the drive by implementing the Document Workflow Management System (DWMS) as an e-records management system. This study probes the determinant factors influencing meaningful adoption and usage of the DWMS for effective records and information management within MITI. Multivariate analysis is employed to understand which factors have the highest variance in adoption and use of the DWMS. The study utilises the adapted Unified Theory of Acceptance and Use of Technology (UTAUT) as the conceptual framework in its design. Quantitative data was collected from a population of sixty-one officers, from which fifty-three (86.9%) responses were received and included in the analysis. Effort expectancy, behavioural intention, social influences and facilitating conditions were the key determinants for adoption and use accounting for 55% of variance. The study identifies to what degree each of the potent factors contribute to adoption and use of the DWMS at MITI. The major limitation of this study is that it was impossible to identify all the factors influencing behaviour intention, as human behaviour is difficult to measure. Other unidentified factors account for 45% of variance not accounted for by the predictor factors. This is an indication that there is a need for an in-depth study, preferably a longitudinal study, that critically probes the factors of technology adoption in work processes by a large set of individuals in a developing world context.

Downloads

Download data is not yet available.

Author Biographies

Olefhile Mosweu, Doctoral Student, Department of Information Science, University of South Africa
Doctoral Student, Department of Information ScienceUniversity of South AfricaSDouth Africa
Kelvin Joseph Bwalya, Professor, School of Consumer Intelligence and Information Systems, University of Johannesburg
Professor, School of Consumer Intelligence and Information Systems, University of Johannesburg

References

Abdulkadhim, H., Bahari, M., Bakri, A. and Hashim, H. 2015a. Exploring the common factors influencing Electronic Document Management Systems (EDMS) implementation in Government. ARPN Journal of Engineering and Applied Sciences, 10(23): 17945–17952.

Abdulkadhim, H., Bahari, M., Bakri, Z. and Ismail, A. 2015b. A research framework of electronic document management systems (EDMS) implementation process in government. Journal of Theoretical and Applied Information Technology, 81(3): 420–432.

AbuShanab, E., Pearsony, J.M. and Setterstrom, A.J. 2010. Internet banking and customers’ acceptance in Jordan: the unified model’s perspective. Communications of the Association for Information Systems, 26(23): 1–35.

Akande, A.O. and van Belle, J.P.W. 2014. ICT adoption in South Africa: opportunities, challenges and implications for national development. Paper presented at the IEEE International Conference on Electronics Technology and Industrial Development. 23-24 October 2013. Bali, Indonesia.

AlAwadhi, S. and Morris, A. 2008. The use of UTAUT model in the adoption of e-government services in Kuwait. Proceedings of the Hawaiian International Conference on System Sciences. 7-10 January 2008. Waikoloa, Hawaii: DOI:10.1109/HICSS.2008.452.

Alrawashdesh, T.A. 2011. The extended UTAUT acceptance model of computer-based distance training system among public sector’s employees in Jordan. D.Phil thesis. University of Malaysia. [Online]. http://etd.uum.edu.my/2798/2/1.Thamer_A._Alrawashdeh.pdf (15 January 2018).

Al-Shafi, S. and Weerakkody, V. 2009a. Factors affecting e-government adoption in the state of Qatar. Paper presented at the European and Mediterranean Conference on Information Systems. 12-13 April. Abu Dhabi, UAE. [Online]. http://citeseerx.ist.psu.edu/viewdoc/download?doi=10.1.1.426.7576&rep=rep1&type=pdf (10 January 2018).

Al-Shafi, S. and Weerakkody, V. 2009b. Understanding citizens' behavioural intention in the adoption of e-government services in the State of Qatar. Proceedings of the 17th European Conference of Information Systems. Verona, Italy: EICS. 1618–1629.

Alshehri, M., Drew, S., Alhussain, T. and Alghamdi, R. 2012. The effects of website quality on the adoption of e-government services: an empirical study applying UTAUT model using SEM. Paper presented at the 23rd Australasian Conference on Information Systems. 3-5 December 2012. Geelong, Australia. [Online]. http://arxiv.org/ftp/arxiv/papers/1211/1211.2410.pdf (03 January 2018).

Ambira, C.M. 2016. A framework for management of electronic records in support of e-government in Kenya. PhD thesis. University of South Africa. [Online]. http://uir.unisa.ac.za/bitstream/handle/10500/22286/thesis_ambira_%20cm.pdf?sequence=1 (12 November 2018).

Aziz, A.A., Yusof, Z., Mokhtar, U.A and Jambari, D.I. 2017. The determinant factors of Electronic Document and Records Management System (EDRMS) adoption in public sector: a UTAUT-based conceptual model. Paper presented at the 6th International Conference on Electrical Engineering and Informatics (ICEEI). 25-27 November 2017. Langkawi, Malaysia. DOI:10.1109/ICEEI.2017.8312413.

Banderker, N. and van Belle, J.P. 2009. Adoption of mobile technology by public health doctors: a developing country perspective. International Journal of Healthcare Delivery Reform Initiatives (IJHDRI), 1(3). DOI:10.4018/jhdri.2009070103.

Barua, M. 2012. E-governance adoption in government organization of India. International Journal of Managing Public Sector Information and Communication Technologies (IJMPICT), 3(1): 1–20.

Behrens, S., Jamieson, K., Jones, D and Cranston, M. 2005. Predicting system success using the technology acceptance model: a case study. Paper presented at 16th Australasian Conference on Information Systems. 9 November-2 December 2005. Sydney, Australia. [Online]. https://pdfs.semanticscholar.org/a827/c7381694c2da2a52e851cf42543c277a30ae.pdf (12 November 2018).

Boakye, G. 2015. Determinants of students’ utilisation of computer information retrieval systems in academic libraries: evidence from the University of Ghana or a case study of the University of Ghana. UDS International Journal of Development, 2(2): 61-76.

Bugembe, J. 2010. Perceived usefulness, perceived ease of use, attitude and actual usage of a new financial management system: a case study of Uganda National Examinations Board. MSc thesis. Makerere University. [Online]. http://www.mubs.ac.ug/docs/masters/acc_fin/Perceived%20usefulness.pdf (3 October 2017).

Bwalya, K.J. 2011. E-government adoption and synthesis in Zambia: context, issues and challenges. PhD thesis. University of Johannesburg. [Online]. https://ujdigispace.uj.ac.za/bitstream/handle/10210/7905/Bwalya.pdf?sequence=1 (5 September 2017).

Calisir, F and Calisir, F. 2004. The relation of interface usability characteristics, perceived usefulness, and perceived ease of use to end user satisfaction with Enterprise Resource Planning (ERP) systems. Computers in Human Behaviour 20: 505–515.

Chen, S.C., Li, S.H. and Li, C.Y. 2011. Recent related research in technology acceptance model: a literature review. Australian Journal of Business and Management Research, 1(9): 124–127.

Chumo, K.P and Kessio, D.K. 2015. Use of UTAUT model to assess ICT adoption in Kenyan public universities. Information and Knowledge Management, 5(12): 79–83.

Cohen, J.F., Bancilhon, J. and Jones, M. 2013. South African physicians’ acceptance of e-prescribing technology: an empirical test of a modified UTAUT model. South African Computer Journal, 50: 43–54.

Consult IT. 2012. Self-assessment report: Document Management Workflow System (DWMS) implemented by CIT and SQL using the KRIS platform. (Unpublished).

Davis, F.D. 1989. Perceived usefulness, perceived ease of use, and user acceptance of information technology. MIS Quarterly, 13(3): 319–340. DOI:10.2307/249008.

Davis, F.D, Bagozzi, R.P. and Warshaw, P.R. 1992. Extrinsic and intrinsic motivation to use computers in the workplace. Journal of Applied Social Psychology, 22: 1111–1132.

Di Biagio, M.L. and Ibiricu, B. 2008. A balancing act: learning lessons and adapting approaches whilst rolling out an EDRMS. Records Management Journal, 18(3): 170–179.

Fishbein, M and Ajzen, I. 1975. Belief, attitude, intention and behaviour: an introduction to theory and research. Reading, Mass: Addison-Wesley.

Ghalandari, K. 2012. The effect of performance expectancy, effort expectancy, social influence and facilitating conditions on acceptance of e-banking services in Iran: the moderating role of age and gender. Middle-East Journal of Scientific Research, 12(6): 801–807.

Ghasemi, A. and Zahediasl, S. 2012. Normality tests for statistical analysis: a guide for non-statisticians. International Journal of Endocrinology Metabolism, 10(2): 486–489.

Haider, A.A., Aryati, B. and Mahadi, B. 2015. Opportunities and challenges in implementing Electronic Document Management Systems. Asian Journal of Applied Sciences, 3(1): 36–39.

Haider, A.A., Mahadi, B. Aryati, B. and Haslina, H. 2015. Exploring the common factors influencing electronic document management systems (EDMS) implementation in government. ARPN Journal of Engineering and Applied Sciences, 10(23): 17948–17952.

Hassan, H.S., Shelab, E. and Peppard, J. 2011. A framework for e-service implementation in the developing countries. International Journal of Customer Relationship Marketing and Management, 2(1): 55–68.

Ifinedo, P. 2012. Technology acceptance by health professionals in Canada: An analysis with a modified UTAUT model. Proceedings of the 45th Annual Hawaii International Conference on System Sciences. 4-7 January 2012. Wailea, Maui, Hawaii. IEEE. DOI:10.1109/HICSS.2012.556.

International Cooperation and Development Fund. 2016. Swaziland Electronic Document and Records Management (EDRMS) development project to be launched in Swaziland. [Online]. http://www.icdf.org.tw/ct.asp?xItem=36086&ctNode=29877&mp=2 (12 November 2018).

Isaac, H., des Horts, C.H.B and Leclercq, A. 2006. Adoption and appropriation: toward a new theoretical framework: an exploratory research on mobile technologies in French companies. [Online]. https://halshs.archives-ouvertes.fr/halshs-00155506/document (26 July 2018).

Iyanda, O. and Ojo, S.O. 2008. Motivation, influences, and perceived effect of ICT adoption in Botswana organizations. International Journal of Emerging Markets, 3(3): 211–322.

Jain, P. and Mutula, S.M. 2001. Diffusing information technology in Botswana: a framework for Vision 2016. Information Development, 17(4): 234–239.

Kalusopa, T. and Ngulube, P. 2012. Record management practices in labour organisations in Botswana. South African Journal of Information Management, 14(1): 1–15.

Khan, S.Z., Shahid, Z., Hedstrom, K. and Andersson, A. 2012. Hopes and fears in implementation of electronic health records in Bangladesh. Electronic Journal on Information Systems in Developing Countries, 54(8): 1–18.

Kilangi, A.M. 2012. The determinants of ICT adoption and usage among SMEs: the case of the tourism sector in Tanzania. PhD thesis. Vrije Universiteit Amsterdam. [Online]. https://research.vu.nl/ws/portalfiles/portal/42212437/complete+dissertation.pdf (12 November 2018).

Kipsoi, E.J., Chang'ach, J.K. and Sang, H.C. 2012. Challenges facing adoption of Information Communication Technology (ICT) in educational management in schools in Kenya. Journal of Sociological Research, 3(1): 18–28.

Kunis., R, Rünger, G. and Schwind, M. 2007. A new model for document management in e-government systems based on hierarchical process folders. Electronic Journal of e-Government, 5(2): 191–204.

Kwatsha, N. 2010. Factors affecting the implementation of an electronic document and records management system. MPhil thesis. University of Stellenbosch. [Online]. http://scholar.sun.ac.za/handle/10019.1/5152.

Maguire, R. 2005. Lessons learned from implementing an electronic records management system. Records Management Manual, 15(3): 150–157.

Mazman, G. S., Usluel, Y.K. and Cevik, V. 2009. Social influence in the adoption process and usage of innovation: gender differences. International Journal of Educational and Pedagogical Sciences, 3(1): 31–34. [Online]. http://waset.org/publications/11887/social-influence-in-the-adoption-process-and-usage-of-innovation-gender-differences (6 February 2018).

Mosweu, O. 2016. Critical success factors in electronic document and records management systems implementation at the Ministry of Trade and Industry in Botswana. ESARBICA Journal, 35: 1–13.

Mosweu, O., Bwalya, K and Mutshewa, A. 2016. Examining factors affecting the adoption and usage of Document Workflow Management System (DWMS) using the UTAUT model. Records Management Journal, 26(1): 38–67.

Mosweu, T.L. 2012. An assessment of the Court Records Management System in the delivery of justice at the Gaborone Magisterial District. MA thesis. University of Botswana.

Mugambe, P. 2017. UTAUT model in explaining the adoption of mobile money usage by SMEs' customers in Uganda. Advances in Economics and Business, 5(3): 129–136.

Munetsi, N. 2011. Investigation into the state of digital records management in the provincial government of Eastern Cape: a case study of the Office of the Premier. Master’s thesis. University of Fort Hare. [Online]. http://ufh.netd.ac.za/bitstream/10353/496/1/Munetsithesis.pdf (20 January 2018).

Murgor, T.K. 2015. Challenges facing adoption of information communication technology in African universities. Journal of Education and Practice, 6(25): 62–68.

Mutimba, C.J. 2014. Implementation of electronic document and records management system in the public sector: a case study of the Ministry of Higher Education, Science and Technology. Master’s thesis. University of Nairobi. [Online]. http://erepository.uonbi.ac.ke/bitstream/handle/11295/76120/Mutimba_Implementation%20of%20electronic%20document%20and%20records%20management%20system.pdf?sequence=3 (26 July 2018).

National Archives of Australia. 2011. Implementing an EDRMS: information for senior management. Commonwealth of Australia: Canberra. [Online]. http://www.naa.gov.au/Images/EDRMS-senior-management-publication_tcm16-88769.pdf (1January 2018).

National Archives of Australia. 2011. Implementing an EDRMS: key considerations. Commonwealth of Australia: Canberra. [Online]. http://www.naa.gov.au/Images/EDRMS-key-considerations_tcm16-88772.pdf (12 November 2018).

Ojo, R.R. and Grand, B. 2011. An analysis of the extent of IT acceptance and use for knowledge management in Botswana law organizations. Infotrends: An International Journal of Information & Knowledge Management, 1: 27–37.

Orlikowski, W.J. 2000. Using technology and constituting structures. Organization Science, 11(4): 404–428.

Queensland State Archives. 2010. Guideline for the planning of an electronic Document and Records Management System (eDRMS). [Online]. https://www.scribd.com/document/73318899/eDRMS (10 December 2018).

Radu, L.D. 2016. Determinants of green ICT adoption in organizations: a theoretical perspective. Sustainability, 8: 1–16.

Rogers, E.M. 1995. Diffusion of Innovation. 4th ed. New York: Free Press.

Rogers, E.M. 2003. Diffusion of Innovation. 5th ed. New York: Free Press.

Seymour, L., Makanya, W. and Berrange, S. 2007. End users’ acceptance of enterprise resource planning systems: an investigation of antecedents. Proceedings of the 6th annual ISOnEworld conference. 11–13 April 2007. Las Vegas, NV: Information Institute.

Singh, I. and Punia, D.K. 2011. Employees’ adoption of e-procurement system: an empirical study. International Journal of Managing Information Technology (IJMIT), 3(4): 85–95.

Sykes, T.A., Venkatesh, V. and Gosain, S. 2009. Model of acceptance with peer support: a social network perspective to understand employees’ system use. MIS Quarterly, 33(2): 371–393.

Taiwo, A.A. and Downe, A.G. 2013. The theory of user acceptance and use of technology (UTAUT): a meta-analytic review of empirical findings. Journal of Theoretical & Applied Information Technology, 49(1): 48–58.

Taylor, S. and Todd, P. 1995. Understanding information technology: a test of competing models. Information Systems Research, 6(2): 144–176.

Totolo, A. 2007. Information technology adoption by principals in Botswana secondary schools. Doctoral thesis. Florida State University. [Online]. http://etd.lib.fsu.edu/theses/available/etd-07032007182055/unrestricted/AngelinaTotoloDissertation.pdf (19 January 2018).

Venkatesh, V., Morris., M.G., Davis, G.B. and Davis, F.D. 2003. User acceptance of Information Technology: toward a unified view. MIS Quarterly, 27(3): 425–478.

Voutinioti, A. 2013. Determinants of user adoption of e-government services in Greece and the role of citizen service centres. Procedia Technology. 9: 238–244. DOI:10.1016/j.protcy.2013.11.033.

Wilkins, L., Swatman, P.M.C. and Holt, D. 2009. Achieved and tangible benefits: lessons learned from a landmark EDRMS implementation. Record Management Journal, 1(91): 37–53.

Yi, M.Y., Jackson, J.D., Park, J.S. and J.C. Probst, J.C. 2006. Understanding information technology acceptance by individual professionals: toward an integrative view. Information & Management, 43(3): 350–363.

Yin, B. 2014. An analysis of benefits and issues in EDRMS implementation: a case study in a New Zealand organisation. Master’s thesis. Victoria University of Wellington. [Online]. http://researcharchive.vuw.ac.nz/xmlui/bitstream/handle/10063/3723/thesis.pdf?sequence=2 (13 November 2017).

Yount, R. 2006. Research Design and Statistical Analysis for Christian Ministry. 4th ed. Fort Worth, Tex.: W.R. Yount.

Yusof, Y.M. and Ramayah, T. 2011. Factors Influencing attitudes towards using electronic HRM. 2nd International Conference on Business and Economic Research Proceeding. 14-15 March 2011. Langkawi, Kedah, Malaysia: ICBER. [Online]. http://www.internationalconference.com.my/proceeding/2ndicber2011_proceeding/2742nd%20ICBER%202011%20PG%201510-1520%20Electronic%20HRM.pdf (6 February 2018).

Zaied, A.N.H. 2012. Barriers to e-commerce adoption in Egyptian SMEs. Information Engineering and Electronic Business, 3: 9–18.

Zeal, J, Smith, S.P. and Scheepers, R. 2010. Conceptualizing social influence in the ubiquitous computing era: technology adoption and use in multiple use contexts. Proceedings of the International Conference on Information Systems. 12-15 December 2010. Saint Louis, Missouri, USA: ICIS.

Published
2018-12-31
Section
Research Articles