Explanation

What is MIS?

Management Information Systems is a system consisting of people, machines, procedures, databases and data models, as its elements. The system gathers data from the internal and external sources of an organization.


Management Information System (or information management systems) are tools used to support processes, operations, intelligence, and IT. MIS tools move data and manage information. They are the core of the information management discipline and are often considered the first systems of the information age. 

MIS produce data-driven reports that help businesses make the right decisions at the right time. 




Management 
Management is the art of getting things done through and with the people in formally organized groups. 

Managerial function: 

  • Planning 
  • Organizing 
  • Staffing 
  • Directing and 
  • Controlling 










Information: 

Information is data that is processed and is presented in a form which assists decisionmaking.it may contain an element of surprise, reduce uncertainty or provoke a manager to initiate an action. 

DATA----PROCESSING---INFORMATION



 

System: 

A system may be defined as a set of 
elements which are joined each-other to achieve a common objective. The elements are interrelated and interdependent. 

INPUT------PROCESS-----OUTPUT 


Concept: 

The concept includes what computers can do in this field, how people process information, and how best to make it accessible and up-to-date. The right information in the right place at the right time. 












Management Information system Functions 

1. To improve decision-making MIS helps management by providing background information on a variety of issues and helps to improve the decision-making quality of management. 
2. To improve efficiency MIS helps managers to conduct their tasks with greater ease and with better efficiency. This reflects in better productivity for the company. 
3. To provide connectivity MIS provides managers with better connectivity with the rest of the organization. 








Objectives of MIS 

There are mainly 5 objectives of MIS, Which are: 

  • Data Capturing 
  • Processing of Data 
  • Storage of Information 
  • Retrieval of information
  • Dissemination of Information 

Data Capturing 

MIS capture data from various internal and external sources of organization. Data capturing may be manual or through computer terminals. 


Internal Source 

Internal data is information generated from within the business, covering or as such as operations, maintenance, personnel, and finance. 


External Source 

External data comes from the market, including customers and competitors. Like statistics from surveys, Questionnaires, research, and customer feedback. 





The captured data is processed to convert into required information. Processing of data is done by such activities as 

  • calculating, 
  • sorting, 
  • classifying, and 
  • summarizing. 


Storage of Information 

MIS stores the processed or unprocessed data for future use. If any information is not immediately required, it is saved as an organization record, for later use. 










Characteristics of MIS


Here is some characteristics of Management Information System: 

  • Systems Approach
  • Management Oriented
  • Need based
  • Exception based
  • Future
  • Integrated
  • Common data flow
  • Long term planning
  • Sub system concept
  • Central database 




System Approach 

The information system follows a systems approach. 

Systems approach means taking a comprehensive view or a complete look at the interlocking sub-systems that operate within an organization. 



Management Oriented 

Management oriented characteristic of MIS implies that the management actively directs the system development efforts. 



Need Based 

MIS design should be as per the information needs of managers at different levels. 



Exception Based 

MIS should be developed on the exception based also, which means that in an abnormal situation, there should be immediate reporting about the exceptional situation to the decision -makers at the required level.




Future Oriented 

The information system follows a systems approach. 

Systems approach means taking a comprehensive view or a complete look at the interlocking sub system that operates the future for MIS.



Integrated 

Integration is significant because of its ability to produce more meaningful information. Integration means taking a comprehensive view or looking at the complete picture of the interlocking subsystems that operate within the company. 



Common Data Flow 

Common data flow includes avoiding duplication, combining similar functions and simplifying operations wherever possible. 

The development of common data flow is an economically sound and logical concept, but it must be from substantial angle.



Long Term Planning 

MIS is developed over relatively long periods. A heavy element of planning should be involved. 



Sub System Concept 

The MIS should be viewed as a single entity, but it must be broken down into digestible sub-systems which are more meaningful. 



Central Database






A central database is a mortar that holds the functional systems together. Each system requires access to the master file of data covering inventory, personnel, vendors, customers, etc. It seems logical to gather data once, validate it properly and place it on a central storage medium, which can be accessed by any other subsystem.



Advantage of MIS

A good management information system can be used not only for the storage of electronic data alone but must be able to support the analysis required by management. There are many advantages of MIS which are utilised by manager to achieve organization goal.


Benefits of a good MIS.

  • Increased customer satisfaction
  • Improved quantity and quality of information
  • Improved quality and quantity management decisions
  • Improved responsiveness number of the competitor’s condition
  • Improved operational efficiency and flexibility
  • Improved quality of internal and external communications
  • Improved quality of planning
  • Improved quality control and supervision



Role of MIS

A management information system (MIS) plays an important role in business organizations.

  • Decision making
  • Coordination among the department
  • Finding out Problems
  • Comparison of Business Performance
  • Strategies for an Organization

Decision making

Management Information System (MIS) plays a significant role in the decision-making process of any organization. In any organization, a decision is made on the basis of relevant information which can be retrieved from the MIS.

Coordination among the department

Management Information System satisfy multiple need of an organization across the different functional department.

Finding out Problems

MIS provides relevant information about every aspect of activities. Hence, if any mistake is made by the management then MIS, information will help in finding out the solution to that problem.




Comparison of Business Performance

MIS store all past data and information in its Database. That why the management information system is very useful to compare business organization performance.

Strategies for an Organization

Today each business is running in a competitive market. An MIS supports the organization to evolve appropriate strategies for the business to assent in a competitive environment.



Challenges of MIS

There are three major challenges of MIS: 

High Cost
Training of Employee
Maintenance Cost

High Cost

Development of new computerized based information system is a problem for the organization due to the cost factor and it creates problems because with the change of time there is need of up-to-date of the information system.

Training of Employee

Employees should have the capacity of learning of the information system with the changing competitive and business environment; otherwise it will be difficult for the organization to stay in the market.

Maintenance Cost

Sometimes a problem arises due to server crash and website crash. Sometimes it leads to the loss of information. So, maintenance cost is needed to tackle the above problem.





Limitations of MIS


  • MIS may solve some critical problems but it is not a solution to all problems of an organization.
  • It cannot meet the special demands of each person.
  • MIS if designed in an improper manner does not serve the management and hence is of little relevance.
  • The MIS is not good if the basic data is obsolete and outdated.
  • Mostly information provided by the MIS is in quantitive form. Hence, it ignores the qualitative information like the attitude of an employee.



Requirements of Management Information System


  • Database
  • Qualified System and Management Staff
  • Top Management Support
  • Active Participation of Operating Management
  • Control and Maintenance of Management Information System
  • Evaluation of Management Information System


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