Overview of MIS

Overview of MISPresented byDebajit Ghosh

• Management Information Systems (MIS), referred to as Information Management and Systems, is the discipline covering the application of people, technologies, and procedures collectively called information systems, to solving business problems.

• “'MIS' is a planned system of collecting, storing and disseminating data in the form of information needed to carry out the functions of management.”

Definition

Advantages

• Companies are able to highlight their strengths and weaknesses due to the presence of revenue reports, employees' performance record etc. The identification of these aspects can help the company improve their business processes and operations.

• Giving an overall picture of the company and acting as a communication and planning tool.

• The availability of the customer data and feedback can help the company to align their business processes according to the needs of the customers. The effective management of customer data can help the company to perform direct marketing and promotion activities.

Characteristics

• Systems Approach• Management Oriented• Need Based• Exception Based• Future Oriented• Integrated• Common Data Flow• Long Term Planning • Sub System Concept• Central database

MIS Model

Information in MIS

• Information is the product of data processing. Information is interrelated data. Information is equivalent to finished goods produced after processing the raw material. The information has a value in decision making. Information brings clarity and creates an intelligent human response in the mind.

Information Generation

Types of Information

• Formal Information System

• Informal Information System

• Computer Based Information System

-Transaction Processing System (TPS)

-Management Information System(MIS)

-Decision Making System (DSS)

-Office Automation System (OAS)

STRUCTURE OF MIS

Approaches

• Physical Components

• Information System Processing Functions

• Decision Support

• Levels of Management Activities

• Organizational Functions

Based on Physical Components

• Hardware: E.g. CPU, Monitor, Keyboard, Printer etc.

• Software: E.g. System and Application S/W.

• Database: E.g. Data stored in files.

• Procedures: E.g. Manuals etc.

• Operating Personnel: E.g. Computer Operators, Programmers, System Analysts, System Manager etc.

• Input & Output: E.g. Printouts, Reports etc.

Based on Processing Functions

• To Process Transactions: E.g. Making a purchase or a sale of a product.

• To Maintain Master Files: E.g. For preparing an

employee’s salary, required data items are Basic Pay, Allowances, Deductions etc.

• To Produce Reports: For e.g. Specific or Adhoc reports

• To Process Enquiries: For e.g. Regular or Adhoc enquiry.

• To Process interactive Support Applications: E.g.

Applications designed for planning, analysis and decision making.

MIS Support for Decision Making

Structured / Programmable Decisions: • Decisions that are repetitive, routine and have a

definite procedure for handling them. • For e.g. Inventory reorder formula, Rules for granting

Credit.

Unstructured / Non-Programmable Decisions: • Non-routine decision in which the decision maker must

provide judgment, evaluation, and insights into the problem definition. O For e.g.

Semi-Structured Decisions: • Decision where only part of the problem has a clear cut

answer provided by an accepted procedure.

Based on Management Activities

LEVEL COMMENTS

Strategic Planning

Management Control & Tactical Planning

Operational Planning & Control

Deals with long range considerations. Definitions of Goals, Policies & General Guidelines Charting Course for Organization. Determination of Organizational Objectives

It has medium term planning horizon. Acquisition of resources, Acquisition Tactics, Plant Location, New Products. Establishment & Monitoring of Budgets

It is related to short-term decisions for current operations. Effective & efficient use of existing facilities & resources to carry out activities within budget constraints

Based on Organizational Functions

Based on Organizational Functions

Management Activities

• Levels of management: In order to understand who the users of an MIS are and what information they need, one must first understand the levels of management and the types of decisions are made at each level.

Levels of management

1. Lower level management makes decisions that affect day to day operations.

2. Middle-level mgrs. plan working capital, schedule production, formulate budgets, and make short-term forecasts.

3. Top-level mgrs. provide direction for the company by planning for the next five years +.

Too Many Information Systems!

X University has of late expanded very rapidly introducing a number of programs and increasing student intake capacity. It has recently computerized its examination process based on some off-the shelf software. The library had already been computerized a couple of years back using a freely distributed Library Automation System. Daily cash transactions are also handled by computers in the Finance and Accounting Division, using an accounting software. For further improvement of efficiency, the new governing body of the University have entrusted the task of developing an MIS for the University to a Software Company.

All these developments were welcomed by a cross-section of the University Community except a few. One of them is a faculty member at the Management Science Department who commented that the University is burdening itself with too many independent information systems. He strongly favored an integrated information system on the lines of an ERP for a business organization.

Thank You !!