Management information system in office

1. MIS

2. MANAGEMENT
INFORMATION
SYSTEM

3. Management
Information System
(MIS) is defined as a
formal system of making
available to the
management, accurate,
timely, sufficient, and
relevant information to
facilitate the decision
making process and to
enable the organization
to carry out the specific
functions effectively and
efficiently in tune with
the organizations
objectives.
Organizations
have many
information
systems serving
at different levels
and functions
within them.
Each agency has
to decide as to
which
information is
relevant and then
evolve its own
procedures for
accurate
collection,
measurement,
recording,
storage and
retrieval of data.
The MIS can be
developed either
by manual data
collection or by

4. NEED FOR MIS
The Central and State governments
are massive organizations with
many departments and a very large
number of people under their
employment.
These organizations need to
function efficiently through proper
communications and should have
quick access to accurate
information at all times so that
decisions can be made quickly and
appropriately.
The MIS is indispensable for
accomplishing these tasks.

5. Components of MIS
Various components of MIS are as follows: –
1.Hardware: Hardware component includes
computer devices, servers, networking equipment,
printers, workstations etc.
2.Software: Software are the programs which are
mean for handling of data. It includes database
software, spreadsheet programs etc.
3.People: People are the one who utilize the
information system.
4.Data: Data is one which is acquired and recorded
by information system.
5.Business Procedure: Procedure are the
guidelines which instruct on how to record,
analyze and store data.
•

6. Objectives of MIS
The basis objectives of MIS are as discussed in following points: –
 Data capturing: MIS collects all relevant information from both inside as well as outside of
organization. It captures contextual data as well as the operational information which are
relevant and contribute to effective decision making.
 Data Processing: MIS involves processing of collected data to extract meaningful
information. Processing of data means doing calculations with data, sorting it, classifying it
and also summarizing it. Availability of information is must for carrying out functions such as
planning, organizing, coordinating, directing and controlling at strategic, operational and
tactical level.
 Information storage: Once the data is processed into readable information, now it is
systematically stored for future references.
 Information retrieval: The MIS system should be capable of retrieving the information
from database in which it is stored as and when required by users.
 Information propagation: Now the finished product of MIS which is the processed
information should be circulated periodically to all users using the organizational network.

7. Advantages
Before integrating a system or a
tool into your organization, it is
important to know what
benefits or advantages it brings.
So, here are the advantages of
management information
system in an organization

8. Centralized Data
As mentioned above, data is, if not the most important, one of the
most important parts of every institution. It serves as the
backbone of every operation.
The whole database of an organization helps them plan and decide
accordingly. The right and accurate set of data help institutions
come up with better strategies that can contribute to the
development of the whole institution.
The management information system helps groups keep data in
one place. Stakeholders can collect data and keep them in one
system. Since most MIS software is cloud-based, all data stored
will end up in one system.

9. Smooth Flow of Processes
MIS doesn’t only store data. It also helps
organizations make use of them. As
discussed, data collected is used for future
planning or decision-making. The planning
stage can also be one through the MIS.

10. Easier Access
Accessibility is one of the key factors that
make the general flow of operations
smoother. Keeping all stakeholders in the
loop is essential to accomplish things
faster and more efficiently. And,
accessibility makes this possible.
If the software or database of all
important information can be accessed by
all concerned parties, it will be easier for
everyone to communicate.

11. Can be Used in Strategic
Planning
It was mentioned that
one of the key advantages
of management
information system in an
organization is that it
helps in planning. A good
MIS system has features
such as data analytics and
reports.

12. Saves Time and Other
Resources
With all the different
advantages of
management information
system in an organization,
it all boils down to being
able to save time and
resources. When an MIS
makes processes faster,
institutions get to save
time.

13. Disadvantages
of MIS
MIS has also
some limitations
in addition to its
advantages which
are as given in
next slides

14. Quite expensive to set up and
configure:
Major disadvantage in MIS is that
an organization need to incur huge
expenses in order to implement
this system. There is a requirement
of lots of hardware devices as well
as software for running this
information system. Moreover, a
business needs to revise its
procedures and train its staff which
ultimately adds to expenses.

15. Risk of fraud:
It is must to ensure
proper controls and
checks at every point of
transaction. In case of
any lapse, there may be
some risky instances like
intruder posting
unauthorized
transactions like invoice
for products which were
never delivered etc.

16. Heavy reliance on
technology:
There is a large dependence
upon technology in
computerized information
system. In case of any failure
to hardware or software, the
information cannot be
accessed until the needed
software or hardware gets
replaced.

17. APPLICATION OF MIS
IN
Probation Service
There has been
considerable progress
towards use of information
technology in Probation
Services.
Some of the examples are
cited here.

34. THANK YOU
Md.Shahid Anjum(9708905658)
Principal Probation Officer
RDPO Gaya