Management Information System

What is a MIS

MIS is short for Management Information System MIS refers broadly to a computer-based system that provides managers with the tools for

organizing, evaluating and efficiently running their departments.

M.I.S.
MIS refers to a class of software that provides managers with tools for organizing and evaluating their department. MIS plays important role in management, administration & operations of an organization. Creates impact on organizations functions, performance & productivity.

MIS Definitions
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The MIS is defined as system which provides information support for decision making The MIS is defined as an integrated system of Man and Machine for providing the information to support the operations, the management and the decision making function in the organisation The MIS is defined as a system based on the database of the organisation evolved for the purpose of providing information to the people in the organisation. And simply The MIS is defined as a Computer based information system In Short : MIS is a system to support the decision making function in the organization

Understanding Information Technology

Ideas

Intelligence

Data

Knowledge

Information

Data -Information Cycle

MIS: CONCEPT

Initial concept - to process data from the organisation & present it in the form of reports at regular intervals - system was largely capable of handling the data from collection to processing Concept was modified when a distinction was made between data & information - MIS should be individually oriented - as each individual may have a different orientation towards information

Concept was further modified * system should present information in such a form & format that it creates an impact on its user * provokes a decision, action or investigation * concept of exception handling was imbibed into the MIS Environment turned competitive * concept was then evolved that the system should be capable of handling a need based exception reporting * calls for keeping all data together in such a form that it can be accessed by anyone & processed to suit his needs * concept is that data is one but can be viewed by individuals in different ways

Concept of end-user computing emerged * lead to decentralisation of the system * user becoming independent of the computer professionals

Current concept * has changed to that of a decision making system

In todays world, MIS is a system * which handles the database * provides computing facilities to the end-user * gives a variety of decision making tools to the user of the system

MIS gives information through data analysis While analysing the data it relies on many academic disciplines Including theories, principles & concepts from * Management Science * Management Accounting * Operations Research * Organisational Behaviour * Engineering * Computer Science * Psychology * Human Behaviour

Foundation of MIS is in the Principles & Practices of Management

It uses the concept of management control & relies heavily on the fact that the decision maker or manager is a human being This calls for analysis of a business, management views & policies; organisational culture & management style

This is possible only when it is conceptualised as a system with an appropriate design

MIS thus relies heavily on Systems Theory

It uses Theory of Communication * to help evolve a system design * capable of handling data inputs, process & outputs * with the least possible noise (distortion) * in transferring information from source to destination Thus the concept is a blend of principles, theories & practices of * Management * Information * Systems giving rise to a single product known as Management Information Systems (MIS)

In order to provide past, present and prediction information, an MIS can include:

Software that helps in decision making, Data resources such as databases, The Hardware resources of a system, Decision Support Systems, People Management and Project Management applications, and any other computerized processes that enable the department to run efficiently

Within companies and large organizations, the department responsible for computer systems is sometimes called the MIS department

Other names for MIS include

I.S. (Information Services) I.T. (Information Technology) or E.D.P. (Electronic Data Processing)

The Management Information System has to be tailored to specific needs and may include routine information such as

monthly reports, information that points out exceptions, and information necessary to predict the future.

MAJOR TYPES OF SYSTEMS

EXECUTIVE SUPPORT SYSTEMS (ESS) DECISION SUPPORT SYSTEMS (DSS) MANAGEMENT INFORMATION SYSTEMS (MIS) KNOWLEDGE WORK SYSTEMS (KWS) OFFICE AUTOMATION SYSTEMS (OAS) TRANSACTION PROCESSING SYSTEMS (TPS)

INTERRELATIONSHIPS AMONG SYSTEMS

ESS

MIS

DSS

KWS OAS

TPS

Concept is a blend of principles theories practices of Management, Information and Systems MIS INFORMATION SYSTEMS BUSINESS GOALS & MISSION APPLICATION OF PURE & SOCIAL SCIENCES APPLICATION OF PRINCIPLES & PRACTICES OF MANAGEMENT

USE OF DATABASE & KNOWLEDGE BASE

COMPUTERS & INFORMATION TECHNOLOGY

Logical View of an MIS

Physical : Assembly of several subsystems based on the databases of the organization

EIS

Business Information System Mission Critical Applications

Functional Information Subsystems

Databases and Knowledge Base Data Processing and Analysis Systems

OLTP, Data and Validation Systems

Physical View of an MIS

Information Individual dependent and difficult to conceive the information as a well defined product for the organization
For better information processing, it is necessary to have a formal system which should take care of the following points: Handling of voluminous data Confirmation of the validity of data and transaction Complex processing of data and multidimensional analysis Quick search and retrieval Mass storage Communication of the information system to the user on time Fulfilling the changing needs of the information

Just like a heart to a body is MIS to any organisation

Role of MIS
Destination 1 Destination 2 Destination 3

Source 1 Source 2 Source 3

M.I.S.
Source 4

MIS collects information from various sources, Processes & Sends it to the needy destinations

MIS is expected to fulfill the information needs of: an individual, a group of individuals and management functionaries: the managers and the top management

MIS satisfies the diverse needs through variety of systems such as: Query System Analysis system MIS helps Modeling system & Decision support system Strategic planning

Role of MIS

The MIS plays the role of: Information generation Communication, Problem identification & Helps in the process of decision making

Management control Operation Control & Transaction Processing

Type of people
Clerical Personnel Junior Management Middle Management Top Management

MIS helps in:

Role of MIS

Transaction processing, answers to queries, status of records and various references Providing operation data for planning, scheduling & control, Decision making at operational level Short term planning, Target setting, controlling the business functions. Use of management tools of planning and control. Goal setting, strategic planning, evolving the business plans and their implementation

MIS creates an impact on: Organisation functions Performance & Productivity With MIS support management of:

Impact of MIS

The tracking and monitoring of functional target becomes easy Information about probable trends Helps in forecasting.

Marketing Finance Production & Personnel Becomes more effective The functional Managers are informed about: The progress The achievement & Shortfall

MIS brings: High degree of Creates professionalism

a structural database Knowledge base Information Bank

Impact of MIS
All this information is made easily available: Saves Time & Money
MIS calls for: Systemization of Business Operations: Streamlines the operations Every body to follow system and procedure Thus Better discipline

Better Understanding of business: Common terminology Common terms Wider view, perspective Understanding how ones work affect the entire organisation Better sense of responsibility

Removes Drudgery of clerical work Laborious work Repeated work All this work is now done by

Impact of MIS

computer: Saves Time & Money MIS creates: Large Overheads are clerical: Information-based Earlier time was spend in clerical job work culture brings unnecessary fatigue Time can be better utilized MIS provides More productive work Action Timely reports improves the decision making Oriented ability considerably Information

Let us quickly glance at the salient features Massive storage capacity Phenomenal speed No mathematical or logical mistake Thus more reliable GIGO Networking, Internet, Connectivity Security Accessibility Diligence Easy Availability of good software in market Graphics Quick and accurate Processing User friendly system

MIS & Computer

Established Branches of Management Operation Research (OR) Inventory Control Queuing Theory Resource Programming The network theory CPM / PERT Accounting Principles BK Different Mathematical Techniques
It is not only the Hardware + software + connectivity that matters These are only tools The Principles and Practices of Management and The organizational behaviour has a key role to play.

MIS & Academics

Personal factors in MIS: Bias Mental block Thinking with fixed frame of reference Risk aversion Strengths Weaknesses

Unstructured decisions More responsibility & Accountability

Top Level Top Manager Middle Manager

Junior Manager
An Officer An Executive Officer

MIS & The user

Strategic Planning Long Term Planning Short Term Planning

Less Responsibility & accountability

Clerical Personnel
An Assistant Clerk

Structured Decisions

Bottom Level

No Planning

MIS uses knowledge from management, business management, mathematics, accounting, psychology, communication theory, operation research & probability theory for building processes, methods, and decision support systems in designing applications. MIS is based on databases & uses it for information generation.

The ve aspects: At clerical Level: Sense of insecurity Work vacuum in clerical jobs The importance of a person is lost Fear of non-recognition At middle Management Level: Since machine can do the job of data manipulation & Integration people doing it manually are now redundant Sense of being neglected At Top Management Level Since Analysis of data is available at finger tips the skills and abilities to conclude becomes mechanical. Knowledge of business & secrets is known to too many people!
Overcomed by training & counseling

MIS & -ve impact

MIS makes the data easily available. True. But at the same time it would be more accessible to the competitors too !
Fear of challenge & exposure because the facts are known to everyone!

The recent major technological advances: Easy Communication Multimedia Imaging Graphical user Interface Internet & Web Platform independence Manipulative capability is considerably increased. Availability of information of desk top / lap top With the latest use of P.D.A. the information is more portable and effective.

MIS as a tool
MIS can make make business more competitive, Bring about the organizational transformation through integration.
MIS can make organisation seamless by removing all communication barriers.

MIS satisfies the diverse needs through variety of systems such as: Query System Analysis system MIS helps Modeling system & Decision support system Strategic planning

Role of MIS

The MIS plays the role of: Information generation Communication, Problem identification & Helps in the process of decision making

Management control Operation Control & Transaction Processing

The MIS gives Management process interacting information support consists of with the & environment making aids decision takes strategic decisions & sets the goals

Environment Management

Goal Setting

Coordinating

Information Support
M.I.S. M.I.S. as Management Aid

Controlling

Organising

Directing

Planning

Staffing

Steps in Management
Planning

Decisions in Management
A selection from various alternatives strategies, resources, methods etc. A selection of combination out of several combinations of the goals, people, resources, methods and authority Providing a power manpower complement Choosing a method from the various methods of directing the efforts in the organisation.

Organisation

Staffing Direction

Steps in Management
Coordinating Controlling

Decisions in Management
Choice of the tools and the the techniques for coordinating the efforts for optimum results A selection of the exceptional conditions and the decision guidelines

Advantages
Time and energy is applied for productive work With analytical & knowledge can improve position in the organization Recent trends like Multimedia, Imaging GUI, Internet, Web have made MIS a attractive proposition

Through MIS information can be used as a strategic weapon to counter threats to business, making them more competitive, thus bringing about a organizational transformation through integration

A Good MIS makes the organization a seamless (smooth) by removing all the communication barriers

MANAGEMENT CHALLENGES
1. DESIGN COMPETITIVE & EFFICIENT SYSTEMS 2. UNDERSTAND SYSTEM REQUIREMENTS OF GLOBAL BUSINESS ENVIRONMENT 3. CREATE INFORMATION ARCHITECTURE THAT SUPPORTS ORGANIZATIONS GOALS

MANAGEMENT CHALLENGES
4. DETERMINE BUSINESS VALUE OF INFORMATION SYSTEMS 5. DESIGN SYSTEMS PEOPLE CAN CONTROL, UNDERSTAND & USE IN A SOCIALLY, ETHICALLY RESPONSIBLE MANNER

THE CHANGING BUSINESS ENVIRONMENT

GLOBALIZATION INDUSTRIAL

ECONOMIES TRANSFORMATION OF THE ENTERPRISE

GLOBALIZATION
MANAGEMENT & CONTROL COMPETITION IN WORLD MARKETS GLOBAL WORK GROUPS GLOBAL DELIVERY SYSTEMS