Influence of E-Office on Employees’ Performance: A Case of National Identification Authority (NIDA) Tanzania

Abstract

The research aimed to assess the influence of electronic office (e-office) systems on employee performance at the National Identification Authority (NIDA) of Tanzania. The study specifically examined the extent to which e-office is utilized at NIDA to improve the employee’s performance as well as analysed the influences brought by e-office Records Management System (RMS), Incentive Management System (IMS), Performance Measurement System (PMS), and Communication Flow and Information Sharing System (CFISS) towards the improvement of NIDA employee’s performance. The study employed the theories of the Technological Acceptance Model, Social Exchange Theory and Resource-Based View which indicated that the advantages brought by e-office on the employees’ performances are the ones which pushed NIDA management to effectively invest in e-office technology. The study was conducted in Dar es Salaam at the NIDA Ilala Office which is among the public institutions characterized by a high number of office operations. The scholar focused on 103 NIDA Ilala employees across various departments to measure the extent to which e-office improved their performances. The scholar utilised a mixed research design which entailed the blend of explorative and descriptive research approaches to gather both qualitative and quantitative data from 51 respondents through purposive and simple random sampling techniques. Data collection methods included interviews, questionnaires, and documentation. Data were analysed descriptively involving frequency and percentage of opinions brought by the non-administrative employees of NIDA supported narration analysis from the interview results provided by the NIDA administrative employees. Findings indicate that the e-office systems have significantly improved operations at NIDA. The RMS, valued for its document management features, has notably enhanced employee performance. The IMS, with features like real-time feedback and performance analytics, effectively motivates employees to achieve their targets. The PMS, characterized by performance reviews and 360-degree feedback, has substantially boosted employee performance. The CFISS, with its centralized information hub and instant updates, has facilitated the achievement of strategic goals. Despite these benefits, challenges such as data accuracy, user training, and system integration persist, potentially hindering the full effectiveness of the e-office systems. The study concludes that while e-office systems have a positive impact on employee performance, addressing these challenges is crucial for maximizing their benefits. The research recommends implementing training and capacity-building programs, introducing supportive policies and regulations, and allocating sufficient budget for modern facilities to enhance the adoption and effectiveness of e-office systems in public institutions.