Overview of MIS

3. Definition
• It’s a computer-based system that makes information
available to the users with similar needs.The users usually
comprise of an organizational entity.
• The information describes the firm or one of the major
systems in terms of what has happened in past, what is
happening now and what is likely to happen in the future.
• The information is made available in the form of periodic
reports, special reports and outputs of mathematical
simulations.
• The information output is used by both managers and non
managers as they make decisions to solve the firm’s
problems.

4. A view of MIS model (fig.1.1)
Data Base
Report
writing
software
Mathematical
models
Organizational
problem
solver

5. The database contains the data provided by the
Accounting Information System. In addition,
both data and information are entered from the
environment. The database contents are used by
software that produces periodic and special
reports and its used by the mathematical
models that simulate various aspects of the
firm’s operations. The software’s output are used
by persons who are responsible for solving the
firm’s problems.

7. The report writing software consists of programs that
produce both periodic reports and special reports
Periodic reports are prepared according to a certain
schedule. The information is gathered in specific
schedule from the sources through which assessment
can be done, for example, feedback about sales from
customers.
Special reports are prepared from those events which are
special in some nature. A special report can describe
some event that is still happening or just happened, and
also it can address a topic that is of a particular interest
to the user at the present time, for example, an accident
report.

8. It’s a method of improving the contents of both periodic and special
reports. Its also called Management by Exception and it can be done in
the following ways.
• Prepare the report only when Exceptions occur. Here all the entries are
a result of an exception condition. An example is the overtime earning
report of employees.
• Highlighting Exceptions by maintaining a certain sequence. One of the
most popular way is to sequence the entries in the report in ascending
or descending manner based on one or more key fields. A particular
record in this type of arrangement is easy to find.
• Grouping the Exceptions together. The exceptions of special interest for
the manager can be grouped and highlighted for quick attention. For
example, a report containing the records about immediate cash
payments group and cash receivables group, so if they are grouped
separately then the manager can scan them for highest amounts in
both the groups.
• By showing Variance from normal. Here the records contain the details
of the comparison of the actual activity with the planned activity. For
example, a sales analysis report.

9. Modeling is a management skill for managers,
using various models to represent various events
or to predict certain happening. A model is an
abstraction of something, it represents some
phenomenon i.e. an Object or an Activity, and
this phenomenon is called an entity. For
example, if a model represents a firm then the
firm is an entity, or if it represents a fluctuation
in the firm’s sales volume then the sales volume
becomes an entity.

10. There are four types of models Physical, Narrative, Graphic
and mathematical.
The Physical model is that exists in a three dimensional form,
usually smaller than the real entity. For example, a clay
model of a building.
The Narrative model is created by verbal or written description.
And as these can be created any where with out much
resources hence they are most popular.
The Graphic model is diagram usually two dimensional which
make extensive use of graphical entities like graphs and
charts.
The Mathematical model are created using mathematical
formulas where the symbols used in the formula represent
parts of a phenomenon. A mathematical model can be
classified in to three dimensions – the Influence of Time, the
Degree of Certainty, ability to achieve Optimization.

13. Static or Dynamic models
Static models do not include time as one of its variables. Its like an instance
or a snap shot of an event.
Dynamic models include time as a variable. They represent the behavior of
an entity over time, like a motion picture.
Probabilistic or Deterministic models
Probabilistic models include the element of probability i.e. the chance that a
particular thing will happen. Probabilities vary from 0.00 (for no chance)
to 1.00 (for sure chance).
Deterministic models only include those factors which are not probable but
certain.
Optimizing or Sub optimizing models
Optimizing models require that the problem that is given to them is well
structured as they generate the best possible solution among the available
alternatives.
Sub optimizing models or satisficing models can not ensure best alternative
solution but it gives output when the manager enters a set of decisions. Its
up to the manager to identify the best decision.

14. The human factor consideration include the factors that can effect the
performance of the employees during their computer related tasks (in
this case).
Apart from other factors the Fear factor is the major issue in this case. For
example, the biggest fear among the employees is the fear of losing their
jobs due to automation by computers.
A program to minimize the fear factor
4. Using computers for Job Enhancement. Here the computers are put to
do the redundant and boring jobs and giving the employees challenging
jobs. This will create a sense among the employees that they are very
much required for the company.
5. Using Formal Communication to keep the employees informed about
the intentions of the company. Which creates clear idea in the employees
mind and is not carried out by false propaganda.
6. Building Trust between Employees, Information Specialists and
Management. This can be done by involving all of them in projects with
proper formal communication.
7. Align the Employee’s Needs with the objectives of the firm. Here the
identification of employee needs is done and then motivate the
employees to work for the firm in order to fulfill the employee’s needs.

15. There are two basic ways through which problems can be
solved using MIS.
• Organizational wise Information Resources.
The MIS provides problem-solving information that is
created by the efforts of the entire organization. The
MIS incorporates Decision Support Systems, Virtual
Office and Knowledge-based Systems for the entire
organization.
2. Problem Identification and Understanding.
The MIS keeps a continuous supply of information to
the managers. The managers use MIS for primary
identification of problems and possible solutions. It
helps the managers to pinpoint the location of
problems and causes.

16. 1. Explain MIS
2. What is stored in the MIS database? Where do its
contents come from?
3. Explain the two types of MIS software.
4. Explain various types of reports.
5. What is a report writing software, explain.
6. Explain the ways to incorporate management by
exception into the reports.
7. Explain the fear factor and methods to eradicate
them in an organization using computers.
8. How does MIS supports problem solving, explain?
9. What are the weaknesses of MIS?