COLLEGE OF BUSSINESS EDUCATION

DEPARTMENT OF BUSSINESS
ADMINISTRATION

COURSE: DIPLOMA IN BUSSINESS

ADMINISTRATION

NAME OF STUDENTS: Ambokile Mwangolombe

SUBMITION DAY: 25/ November/ 2009

TOPIC: Information Management

System

COURSE INSTRUCTOR: MR. NYAMU

Questions:
Q1: Information Management System
Overview
At the start, in businesses and other organizations, internal reporting was
made manually and only periodically, and gave limited and delayed
information on management performance. Previously, data had to be
separated individually by the people as per the requirement and necessity of
the organization. Later, data and information was distinguished and instead
of the collection of mass of data, important and to the point data that is
needed by the organization and was stored.

Definition
An 'MIS' is a planned system of the collecting, processing, storing and
disseminating data in the form of information needed to carry out the
functions of management. In a way it is a documented report of the activities
those were planned and executed.
“MIS” management information systems, the terms systems, information,
and management must briefly be defined.
A system is a combination or arrangement of parts to form an integrated
whole. A system includes an orderly arrangement according to some
common principles or rules. A system is a plan or method of doing
something.
Information is what is used in the act of informing or the state of being
informed. Information includes knowledge acquired by some means
Management is a process that is used to accomplish organizational goals;
that is, a process that is used to achieve what an organization wants to
achieve. An organization could be a business, a school, a city, a group of
volunteers, or any governmental entity
The four key functions of management are applied throughout an
organization
 Planning; setting organizational goals.
 Organizing refers to the way the organization allocates resources,
assigns tasks, and goes about accomplishing its goals.
 Directing It is supervising, or leading workers to accomplish the goals of
the organization
 Controlling involves the evaluation activities that managers must
perform.
Management information systems are those systems that allow managers to
make decisions for the successful operation of businesses. Management
information systems consist of computer resources, people, and procedures
used in the modern business enterprise.
Management Levels and Functions
Top-level management
• Require an extensive knowledge of management roles and skills.
• They have to be very aware of external factors such as markets.
• Their decisions are generally of a long-term nature
• Their decisions are made using analytic, directive, conceptual and/or
behavioral/participative processes
• They are responsible for strategic decisions.
• They have to chalk out the plan and see that plan may be effective in
the future.
• They are executive in nature.

Middle management
• Mid-level managers have a specialized understanding of certain
managerial tasks.
• They are responsible for carrying out the decisions made by top-level
management.
Lower management
• This level of management ensures that the decisions and plans taken
by the other two are carried out.
• Lower-level managers' decisions are generally short-term ones.
Foreman / lead hand
• They are people who have direct supervision over the working force in
office factory, sales field or other workgroup or areas of activity.

“MIS” Implementation
MIS development requires four stages when developing a system for any
phase of the organization:
Phase I is systems planning. The systems team must investigate the initial
problem by determining what the problem is and developing a feasibility
study for management to review.
Phase II identifies the requirements for the systems. It includes the systems
analysis, the user requirements, necessary hardware and software, and a
conceptional design for the system. Top management then reviews the
systems analysis and design.
Phase III involves the development of the systems. This involves developing
technical support and technical specifications, reviewing users' procedures
control, designing the system, testing the system, and providing user
training for the system. At this time, management again reviews and decides
on whether to implement the system.
Phase IV is the implementation of the system. The new system is converted
from the old system, and the new system is implemented and then refined.
There must then be ongoing maintenance and reevaluation of the system to
see if it continues to meet the needs of the business.
Advantages of “MIS”
• In Minimizes information overload: MIS change the larger amount of
data in to summarize form and there by avoids the confusion which
may arise when managers are flooded with detailed facts.
• MIS Encourages Decentralization: Decentralization of authority is
possibly when there is a system for monitoring operations at lower
levels. MIS is successfully used for measuring performance and making
necessary change in the organizational plans and procedures
• It brings Co ordination: MIS facilities integration of specialized activities
by keeping each department aware of the problem and requirements
of other departments. It connects all decision centers in the
organization
• It makes control easier: MIS serves as a link between managerial
planning and control. It improves the ability of management to
evaluate and improve performance. The used computers has increased
the data processing and storage capabilities and reduced the cost

As it is indicated above MIS structure vary depending on the

organization structure, vision and its objectives.

Reference: Internet