MIS

Management Information System

A management information system (MIS) provides information that is needed to manage organizations efficiently and effectively. Management information systems are not only computer systems - these systems encompass three primary components:

ü  Technology

ü  People (individuals, groups, or organizations), and

ü  Data/ Information for decision making.

Management information systems are distinct from other information system in that they are designed to be used to analyse and facilitate strategic and operational activities in the organization.

Academically, the term is commonly used to refer to the study of how individuals, groups, and organizations evaluate, design, implement, manage, and utilize systems to generate information to improve efficiency and effectiveness of decision making, including systems termed decision support systems, expert systems, and executive information systems. Most business schools (or colleges of business administration within universities) have an MIS department, alongside departments of accounting, finance, management, marketing, and sometimes others, and grant degrees (at undergrad, masters, and PhD levels) in MIS.

Overview

Early business computers were used for simple operations such as tracking inventory, billing, sales, or payroll data, with little detail or structure. Over time, these computer applications became more complex, hardware storage capacities grew, and technologies improved for connecting previously isolated applications. As more and more data was stored and linked, managers sought greater detail as well as greater abstraction with the aim of creating entire management reports from the raw, stored data.

The term "MIS" arose to describe such applications providing managers with information about sales, inventories, and other data that would help in managing the enterprise. Today, the term is used broadly in a number of contexts and includes (but is not limited to): 

Decision support systems,

Resource and people,

Management applications, 

Enterprise Resource Planning (ERP),

Enterprise Performance Management (EPM), 

Supply Chain Management (SCM), 

Customer Relationship Management (CRM), 

Project Management and

Database retrieval applications.

A successful MIS supports a business long range plans, providing reports based upon performance analysis in areas critical to those plans, with feedback loops that allow for titivation of every aspect of the enterprise, including recruitment and training regimens. MIS not only indicates how things are going, but also why and where performance is failing to meet the plan. These reports include near-real-time performance of cost centres and projects with detail sufficient for individual accountability.

History

Kenneth and Jane Laudon identify five eras of MIS evolution corresponding to five phases in the development of computing technology:

1) Mainframe and Minicomputer Computing,

2) Personal Computers,

3) Client/Server Networks,

4) Enterprise Computing, and

5) Cloud Computing.

The first (mainframe and minicomputer) era was ruled by IBM and their mainframe computers; these computers would often take up whole rooms and require teams to run them - IBM supplied the hardware and the software. As technology advanced these computers were able to handle greater capacities and therefore reduce their cost. Smaller, more affordable minicomputers allowed larger businesses to run their own computing centres in-house.

The second (personal computer) era began in 1965 as microprocessors started to compete with mainframes and minicomputers and accelerated the process of decentralizing computing power from large data centers to smaller offices. In the late 1970s minicomputer technology gave way to personal computers and relatively low cost computers were becoming mass market commodities, allowing businesses to provide their employees access to computing power that ten years before would have cost tens of thousands of dollars. This proliferation of computers created a ready market for interconnecting networks and the popularization of the Internet.

As the complexity of the technology increased and the costs decreased, the need to share information within an enterprise also grew, giving rise to the third (client/server) erain which computers on a common network were able to access shared information on a server. This allowed for large amounts of data to be accessed by thousands and even millions of people simultaneously.

The fourth (enterprise) era enabled by high speed networks, tied all aspects of the business enterprise together offering rich information access encompassing the complete management structure.

The fifth and latest (cloud computing) era of information systems employs networking technology to deliver applications as well as data storage independent of the configuration, location or nature of the hardware. This, along with high speed cell phone and Wi-Fi networks, led to new levels of mobility in which managers access the MIS remotely with laptops, tablet PC's, and smartphones.

Terminology

The terms MIS, Information System, ERP And, Information Technology Management are often confused. Information Systems and MIS are broader categories that include ERP. Information Technology Management concerns the operation and organization of information technology resources independent of their purpose.

 

Types

Most management information systems specialize in particular commercial and industrial sectors, aspects of the enterprise, or management substructure.

§  Management Information Systems (MIS), produce fixed, regularly scheduled reports based on data extracted and summarized from the firm’s underlying transaction processing systems to middle and operational level managers to identify and inform structured and semi-structured decision problems.

§  Decision Support Systems (DSS) are computer program applications used by middle management to compile information from a wide range of sources to support problem solving and decision making.

§  Executive Information Systems (EIS) is a reporting tool that provides quick access to summarized reports coming from all company levels and departments such as accounting, human resources and operations.

§  Marketing Information System are MIS designed specifically for managing the marketing aspects of the business.

§  Office Automation Systems (OAS) support communication and productivity in the enterprise by automating work flow and eliminating bottlenecks. OAS may be implemented at any and all levels of management.

§  School Management Information Systems (MIS) cover school administration, and often including teaching and learning materials.

Advantages

The following are some of the benefits that can be attained for different types of management information systems.

§  Companies are able to highlight their strengths and weaknesses due to the presence of revenue reports, employees' performance record etc. The identification of these aspects can help the company improve their business processes and operations.

§  Giving an overall picture of the company and acting as a communication and planning tool.

§  The availability of the customer data and feedback can help the company to align their business processes according to the needs of the customers. The effective management of customer data can help the company to perform direct marketing and promotion activities.

§  Information is considered to be an important asset for any company in the modern competitive world. The consumer buying trends and behaviours can be predicted by the analysis of sales and revenue reports from each operating region of the company.

 

Enterprise applications

§  Enterprise systems, also known as Enterprise Resource Planning (ERP) systems provide an organization with integrated software modules and a unified database which enable efficient planning, managing, and controlling of all core business processes across multiple locations. Modules of ERP systems may include finance, accounting, marketing, human resources, production, inventory management and distribution.

§  Supply Chain Management (SCM) systems enable more efficient management of the supply chain by integrating the links in a supply chain. This may include suppliers, manufacturers, wholesalers, retailers and final customers.

§  Customer Relationship Management (CRM) systems help businesses manage relationships with potential and current customers and business partners across marketing, sales, and service.

§  Knowledge Management System (KMS) helps organizations facilitate the collection, recording, organization, retrieval, and dissemination of knowledge. This may include documents, accounting records, and unrecorded procedures, practices and skills.

 

Developing Information Systems

"The actions that are taken to create an information system that solves an organizational problem are called systemdevelopment". These include:

System analysis, 

System design,

Programming/ Implementation,

Testing,

Conversion, 

Production and finally 

Maintenance

These actions usually take place in that specified order but some may need to repeat or be accomplished concurrently.

Conversion is the process of changing or converting the old system into the new. This can be done in three basic ways, though newer methods (Prototyping, Extreme Programming, JAD, etc.) are replacing these traditional conversion methods in many cases:

§  Direct cutover – The new system replaces the old at an appointed time.

§  Pilot study – Introducing the new system to a small portion of the operation to see how it fares. If good then the new system expands to the rest of the company.

§  Phased approach – New system is introduced in stages