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ORGANISATION

• Organizations are formal social units devoted to attainment of specific goals. Organizations use certain resources to produce outputs and thus meet their goals.

TYPES OF ORGANIZATION

Line Organization

Functional Organization

Line & Staff Organization

Committee Organization

MANAGEMENT

Levels of Management Top Level Middle Level Junior Level

Management can be seen as a function, a process, a profession or a class of people.

Top

Middle

junior

Strategic Planning

Management Control

Operational Control

Figure showing different levels of management

INFORMATION

Information and communication are without doubt two key words that represent global activity. Information is obtained through processing of data.

Raw Data Process Information

SYSTEM

A system may be defined as a group of components that interface with and complement one another to achieve one or more predefined goals. Typically, a system accepts an input. Various subsystems work together to produce some kind of output.

MANAGEMENT INFORMATION SYSTEM

Provides information to support managerial functions like planning, organizing, directing, controlling.

Collects information in a systematic and routine manner which is in accordance with a well defined set of rules.

Includes files, hardware, software and operation research models of processing, storing, retrieving and transmitting information to the users.

MIS can be defined as a system that:

OBJECTIVES OF MIS Facilitates the decisions-making process by furnishing

information in the proper time frame. Provides requisite information at each level of

management Helps in highlighting the critical success factors to the

closely monitored for successful functioning of the organization.

Support decision-making in both structured and unstructured problem environments.

Provide a system of people, computers, procedures, interactive query facilities, documents for collecting, storing, retrieving and transmitting information to the users.

CHARACTERISTICS OF MIS

Management orientedManagement directedIntegratedCommon data flowsHeavy planning elementFlexibility and ease of use

• Management oriented The system is designed from the top to work downwards. It does not mean that the system is designed to provide information directly to the top management. Other levels of management are also provided with relevant information.

Management directed Because of management orientation of MIS, it is necessary that management should actively direct the system development efforts. In order to ensure the effectiveness of system designed, management should continuously make reviews.

• Integrated:- The word integration means that the system has to cover all the functional areas of an organization so as to produce mare meaningful management information, with a view to achieving the objectives of the organization. It has to consider various subsystems, their objectives, information needs and recognize the interdependence that these subsystems have amongst themselves.

Common data flows:- Because of the integration concept of MIS, common data flow concept avoids repetition and overlapping in data collection and storage, combining similar functions and simplifying operations wherever possible.

• Heavy planning element A management information system cannot be establish overnight. It takes almost 2 to 4 years to establish it successfully in an organization. Hence long term planning is required for MIS development in order to fulfill the future needs and objectives of the organization.

• Flexibility and ease of use While building an MIS system all types of possible means which may occur in future are added to make it flexible. A feature that often goes with flexibility is ease of use. The MIS should be able to incorporate all those features that make it readily accessible to wide range of users with easy usability.

IMPACT OF MIS MIS creates an impact on the organizations

functions, performance and productivity. MIS helps in forecasting and long term

prospective planning. MIS relates the understanding of the business

itself. MIS calls for systemization of the business

operations for an effective system design. MIS improves decision making ability

considerably.

DESIGN OF MIS

The following steps are generally taken in the design of MISIdentifying information needs Listing objectives of MIS Identifying system constraints Determining information needs and resources.Developing alternative conceptual design Preparing the conceptual design report.

Problem Definition

Problem Definition

Set System Objectives

Set System Objectives

InternalConstraints

InternalConstraints

Identify constraints

Identify constraints

External constraints

External constraints

Determine Information

needs

Determine Information

needs

MainframeMainframe

Mini Computer

Mini Computer

MicroComputer

MicroComputer

Design andImplementation

Design andImplementation

EvaluationEvaluation

Determine Information

Source

Determine Information

Source

Develop Alternative Conceptual

designs

Develop Alternative Conceptual

designs

Cost andFacilities

Cost andFacilities

Fig : Design of MIS

IMPLEMENTATION OF MIS Preparing organizational plans. Planning of work flow. Training of personnel. Development of software. Acquiring computer hardware. Designing the format for data collection. Construction of data files. Operation of old and new systems in parallel. Phasing out the old and inducting the new system. Evaluation, maintenance and control of the new

system.

MIS Design

MIS Design

Training Program

Training Program

SpaceSpace

HardwareHardware

Design of format

Design of format

Layout PlanLayout Plan

SoftwareSoftware

Develop FilesDevelop Files

File CompletionFile Completion

Completion of Training

Completion of Training System CheckSystem Check

Parallel Operation

Parallel Operation

TestTest

EvaluationEvaluation

Document Completion

Document Completion

Fig : Implementation of MIS

APPROACHES OF MIS DEVELOPMENT

Top down approach. Bottom up approach. Integrative approach. Traditional approach. Prototyping approach. Systematic approach for development in small

organization.

BARRIERS OF MIS

Problem definition barriers

Implementation barriers

Maintenance barriers

• Problem definition barriers– Generating workable idea requires leadership

and team work.– Many innovative ideas are technically infeasible– Many innovative ideas are prohibitively

expansive– Many ideas die because they lack a sufficient

market

• Implementation barriers– Telecommunications increases the complexity of

implementing MIS.– Multiple systems are difficult to integrate.– MIS systems often require inter organizational

cooperation.– State of the art technologies are difficult to

implement.

• Maintenance barriers– Competitors can copy MIS.– Unanticipated demand can overwhelm the

usefulness of an MIS.– Applications can be expensive to maintain or

enhance.– High exit barriers can cause devastating losses.