1. Management Information Systems
by Roizman Monteiro

2. Information System Frameworks
 Basic Information Concepts and Definitions
 Need for IS in an organization
 Characteristics of an Information and Organization w.r.t. Organizations
Form, Structure, Philosophy, Hierarchy
Session Type
Theory Practical

3. Basic Information Concepts & Definitions
 Data Processing Information
 Control creation, maintenance & use of data through:
o Database Management System (DBMS) – Foxpro, MS-Access
OR
o Relational Database Management System (RDBMS) – SQL Server, Oracle
 Example – A database of Student records
o Creation – Data entry of every student’s details (Addition)
o Maintenance – Modification, Deletion
o Use – Raising of Queries
 Hence, Information is the processed form of data

4. Characteristics of Information
 Needs to be ‘Something’ related to business
 Needs to be ‘New’
 Needs to be ‘True’ (else Mis-Information)
 Transmission of Information is always through regular communication
channels
 All rules of effective communication are relevant to Information
transmission such as:
o Validity of Source
o Validity of Content
o Completeness of Content
o Clarity of Content
o Validity of Medium of transmission
o Correctness of Content at Source and Destination via Audit

5. Information System (IS)
Definition: It is a set of interrelated components that collect, process, store
and distribute information to support decision-making and control in an
organization.
Computer Based Information Systems (CBIS):
 Rely on computer hardware and software for processing and
disseminating information
 Are formal systems based on accepted and fixed definitions of data and
procedures that operate within predefined rules

6. Information System (IS)

7. Management Level Needs
 Strategic (Top: CEOs, MDs, Marketing Directors, etc.)
o Highly summarised, sorted, categorised info
o Define current status
o Measure how well business is doing - Big Picture
o Related to long-term plans like rolling corporate plan reviewed annually
 Tactical (Middle: Area Sales Director, Factory Manager)
o More detail than Strategic level
o Initiate and implement measures to secure strategic objectives
o Allocating staff, devising reporting structures, authorizing resources (budget)
and emphasizing approaches
o Use MIS to know in medium term if “tacticals” are working so that
adjustments can be made if required
 Operational (Grass Roots e.g. Foreman, Shift Leaders, Workforce)
o Very detailed info with drill down option
o E.g. Line-manager using MIS daily to support ‘real time’ operations

8. Management Level Application
 Strategic: Business Direction
o Information for strategically positioning the organization
o Competitive analysis and performance evaluation
o Strategic planning and policy
o External factors that influence direction
 Tactical: Organizational and Operational Functions
o Work unit coordination information
o Delivery program information
o Resource usage evaluation
o Budget control
o Problem solving
o Operational planning
 Operational:
o Data entry and search
o Low-level reporting

9. Positive and Negative Impact of IS
Positive Impact Negative Impact
Fast data processing Automation may eliminate jobs
Trends and customer preferences can Collection of personal details leading
be analyzed to violation of privacy
Increased efficiency through products Increased dependency can lead to
like ATMs, telephone systems, breakdown in the case of an ‘incident’
computer-controlled terminals
Medical advances in surgery and Heavy usage can lead to repetitive
patient monitoring stress injury and related problems
Instant information sharing using Illegal distribution of protected data
internet (software, books, songs, etc.)

10. MIS Definition
 Def:- An organized approach to study information needs of management
at every level in making operational, tactical, and strategic decisions
 Objectives:
o To design and implement procedures, processes, and routines
o To provide detailed reports in accurate, consistent and timely manner
 Modern, computerized systems continuously gather relevant data, both
from inside and outside the organization
 This data is processed, integrated, and stored in a centralized database
(or data warehouse) where it is constantly updated and made available
to all who have authority to access it in a form that suits their purpose

11. Functions of MIS
 Data Capturing
 Data Processing
 Hardware / Software Maintenance
 Information Storage & Retrieval
 Dissemination of Management Information

12. Organization Structure & MIS
Decision Making Areas
Strategic
Decisions Finance
Marketing
Tactical
Decisions Personnel
Material
Operations Mgmt
Production
Transaction, Inquiry, Response Systems

13. Organization Structure & MIS
 What Information is required?
 What are the sources of obtaining data for Information generation?
 How will data be converted into Information?
 How will the information be represented?
 Who are the users of Information – Internal and External?
 What are the Hardware & Software requirements?
 What is the diagrammatic representation of MIS?

14. Organization Structure & MIS
Line Organization Structure
(Smaller Concerns)
Production Manager
Supervisor 1 Supervisor 2 Supervisor 3
Workers Workers Workers

15. Organization Structure & MIS
Functional Organization Structure
(Larger concerns with Multiple locations)
HQ
Production (P) Marketing (M) Finance (F) HR (H)
Branch 1 Branch 2 Branch 3
P M F H P M F H P M F H

16. Organization Structure & MIS
Divisional Organization Structure
(Very Large concerns with Many businesses)
Chairman and Managing Director (CMD)
Finance Legal Services Customer Relationship
Cement Electronic Products Infotech
P M A/c H P M A/c H P M A/c H

17. Organization Structure & MIS
Project Organization Structure
(Concerns which undertake projects)
GM (General Manager)
Project A Project B Project C
P M H A/c P M H A/c P M H A/c
F F F

18. Diagrammatic representation of MIS
Processing Judgment, External Environment
Intuition, Experience, Skills
Data logic
Hardware
Data Info
Intelligence Design Choice
Human
Data
beings Decision Making
Database
MIS Implementation
Performance
Controlling / Feedback

19. Thank You