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This tutorial covers the concepts related to information and provides a detailed
coverage on MIS and other major enterprise-level systems. You will also learn
how these systems help in the decision-making process, which is critical to any
business enterprise.
Audience
This tutorial has been prepared for the beginners as well as advanced learners
who want to learn the basics of Management Information System. This tutorial is
very useful for the undergraduate students of computer science, engineering,
business administration, management, science, commerce and arts where an
introductory course on Management Information System is a part of the
curriculum.
Prerequisites
Knowledge of computers is not a prerequisite to follow the contents of this
tutorial. This tutorial does not require a background in computers or computer
programming, though a basic knowledge of computer terminologies will help in
understanding the given concepts very easily.
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i
Table of Contents
About the Tutorial i
Audience i
Prerequisites i
Table of Contents ii
Information Definition 1
Information Vs Data 2
2. CLASSIFICATION OF INFORMATION 4
Classification by Characteristic 4
Classification by Application 5
3. QUALITY OF INFORMATION 6
Definition 13
Objectives of MIS 13
ii
Characteristics of MIS 14
Why ERP? 17
Features of ERP 18
Scope of ERP 18
Advantages of ERP 19
Disadvantage of ERP 19
Why CRM? 20
Scope of CRM 21
Advantages of CRM 21
Disadvantages of CRM 21
Attributes of a DSS 23
Characteristics of a DSS 23
Benefits of DSS 23
Components of a DSS 24
Classification of DSS 24
Types of DSS 25
What is Knowledge? 26
iii
Definition of KMS 26
Purpose of KMS 27
Advantages of CMS 29
Advantages of ESS 32
Disadvantage of ESS 33
Characteristics of BIS 34
Benefits of BIS 34
Approaches of BIS 35
Capabilities of BIS 35
Characteristics of EAI 36
Challenges of EAI 37
Types of EAI 37
Objectives of BCP 39
iv
Phases of BCP 40
Recovery Phase 41
Final Phase 42
Objectives of SCM 43
Features of SCM 44
Scope of SCM 44
SCM Processes 45
Advantages of SCM 45
Operational Excellence 47
Defining Requirements 51
System Operation 58
Concept of Decision-Making 60
Decision-Making Process 60
Dynamic Decision-Making 63
Sensitivity Analysis 64
Simulation Techniques 65
Heuristic Programming 65
Group Decision-Making 65
22. SUMMARY 70
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MIS
It becomes a very useful information - the address of New York office of Human
Rights Watch, a non-profit, non-governmental human rights organization.
Information Definition
According to Wikipedia:
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MIS
Information Vs Data
Data can be described as unprocessed facts and figures. Plain collected data as
raw facts cannot help in decision-making. However, data is the raw material that
is organized, structured, and interpreted to create useful information systems.
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MIS
3
MIS
2. CLASSIFICATION OF INFORMATION
Information can be classified in a number of ways and in this chapter, you will
learn two of the most important ways to classify information.
Classification by Characteristic
Based on Anthony's classification of Management, information used in business
for decision-making is generally categorized into three types:
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MIS
Classification by Application
In terms of applications, information can be categorized as:
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MIS
3. QUALITY OF INFORMATION
Good quality information: Quality is a value that would vary according to the
users and uses of the information.
Various authors propose various lists of metrics for assessing the quality of
information. Let us generate a list of the most essential characteristic features
for information quality:
Timely - It must be current and it must reach the users well in time, so
that important decisions can be made in time.
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MIS
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MIS
In a nutshell:
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MIS
The following list summarizes the five main uses of information by businesses
and other organizations:
Computer science:
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o Computer networking
Information theory
Data and information created from an accounting information system and the
reports generated thereon are used to provide accurate, timely and relevant
information needed for effective decision making by managers.
Content management
IT services management
Form automation
Basically these applications intend to model the business processes, i.e., how
the entire organization works. These tools work by displaying, manipulating and
storing large amounts of data and automating the business processes with these
data.
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MIS
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6. MANAGEMENT INFORMATION
SYSTEM
To the managers, Management Information System is an implementation of the
organizational systems and procedures. To a programmer it is nothing but file
structures and file processing. However, it involves much more complexity.
The three components of MIS provide a more complete and focused definition,
where System suggests integration and holistic view, Information stands for
processed data, and Management is the ultimate user, the decision makers.
Management
Management covers the planning, control, and administration of the operations
of a concern. The top management handles planning; the middle management
concentrates on controlling; and the lower management is concerned with actual
administration.
Information
Information, in MIS, means the processed data that helps the management in
planning, controlling and operations. Data means all the facts arising out of the
operations of the concern. Data is processed i.e. recorded, summarized,
compared and finally presented to the management in the form of MIS report.
System
Data is processed into information with the help of a system. A system is made
up of inputs, processing, output and feedback or control.
Thus MIS means a system for processing data in order to give proper
information to the management for performing its functions.
Definition
Management Information System or 'MIS' is a planned system of collecting,
storing, and disseminating data in the form of information needed to carry out
the functions of management.
Objectives of MIS
The goals of an MIS are to implement the organizational structure and dynamics
of the enterprise for the purpose of managing the organization in a better way
and capturing the potential of the information system for competitive advantage.
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MIS
o sorting data
o summarizing data
Characteristics of MIS
Following are the characteristics of an MIS:
It should provide a holistic view of the dynamics and the structure of the
organization.
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It should be able to process data accurately and with high speed, using
various techniques like operations research, simulation, heuristics, etc.
It should support various output formats and follow latest rules and
regulations in practice.
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MIS
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It supports all core business processes such as sales order processing, inventory
management and control, production and distribution planning, and finance.
Why ERP?
ERP is very helpful in the following areas:
Linkage between all core business processes and easy flow of integration
Critical decision-making
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MIS
Competitive advantage
Features of ERP
The following diagram illustrates the features of ERP:
Scope of ERP
Finance: Financial accounting, Managerial accounting, treasury
management, asset management, budget control, costing, and enterprise
control.
Work flow: Integrate the entire organization with the flexible assignment
of tasks and responsibility to locations, position, jobs, etc.
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MIS
Advantages of ERP
Reduction of lead time
Onetime shipment
Quick decision-making
Better transparency
Disadvantage of ERP
Expense and time in implementation
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MIS
8. CUSTOMER RELATIONSHIP
MANAGEMENT
CRM is an enterprise application module that manages a company's interactions
with current and future customers by organizing and coordinating, sales and
marketing, and providing better customer services along with technical support.
Atul Parvatiyar and Jagdish N. Sheth provide an excellent definition for customer
relationship management in their work titled - 'Customer Relationship
Management: Emerging Practice, Process, and Discipline':
Why CRM?
To keep track of all present and future customers.
To let the customers know about the existing as well as the new products
and services.
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Scope of CRM
Advantages of CRM
Provides better customer service and increases customer revenues.
Disadvantages of CRM
Sometimes record loss is a major problem.
Overhead costs.
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MIS
DSS uses the summary information, exceptions, patterns, and trends using the
analytical models. A decision support system helps in decision-making but does
not necessarily give a decision itself. The decision makers compile useful
information from raw data, documents, personal knowledge, and/or business
models to identify and solve problems and make decisions.
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Attributes of a DSS
Adaptability and flexibility
Ease of use
Ease of development
Extendibility
Characteristics of a DSS
Support for decision-makers in semi-structured and unstructured
problems.
Benefits of DSS
Improves efficiency and speed of decision-making activities.
Components of a DSS
Following are the components of the Decision Support System:
Support Tools: Support tools like online help; pulls down menus, user
interfaces, graphical analysis, error correction mechanism, facilitates the
user interactions with the system.
Classification of DSS
There are several ways to classify DSS. Hoi Apple and Whinstone classifies DSS
as follows:
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MIS
Types of DSS
Following are some typical DSSs:
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MIS
What is Knowledge?
Personalized information
Internal expertise
Definition of KMS
A knowledge management system comprises a range of practices used in an
organization to identify, create, represent, distribute, and enable adoption to
insight and experience. Such insights and experience comprise knowledge,
either embodied in individual or embedded in organizational processes and
practices.
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MIS
Purpose of KMS
Improved performance
Competitive advantage
Innovation
Sharing of knowledge
Integration
o Driving strategy
Identify what kind of strategy to pursue to deliver this value and address
the KM problem.
Think about the system required from a people and process point of view.
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MIS
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A CMS may serve as a central repository for content, which could be, textual
data, documents, movies, pictures, phone numbers, and/or scientific data.
Storing content
Indexing content
Searching content
Retrieving content
Publishing content
Archiving content
Revising content
Advantages of CMS
Content management system helps to secure privacy and currency of the
content and enhances performance by:
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MIS
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These information are often external, unstructured and even uncertain. Exact
scope and context of such information is often not known beforehand.
Market intelligence
Investment intelligence
Technology intelligence
External databases
Market reports
Government policies
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MIS
Advantages of ESS
Easy for upper level executive to use
Instruments of change
Better understanding
Time management
Disadvantage of ESS
Functions are limited
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MIS
The term 'Business Intelligence' has evolved from the decision support systems
and gained strength with the technology and applications like data warehouses,
Executive Information Systems and Online Analytical Processing (OLAP).
Business Intelligence System is basically a system used for finding patterns from
existing data from operations.
Characteristics of BIS
It is created by procuring data and information for use in decision-making.
Benefits of BIS
Improved Management Processes.
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MIS
Approaches of BIS
For most companies, it is not possible to implement a proactive business
intelligence system at one go. The following techniques and methodologies could
be taken as approaches to BIS:
Enterprise Reporting
Capabilities of BIS
Data Storage and Management:
o Ad hoc analysis
o Data quality
o Data mining
Information Delivery
o Dashboard
o Collaboration /search
o Managed reporting
o Visualization
o Scorecard
o Ad hoc Analysis
o Production reporting
o OLAP analysis
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MIS
All these systems work as individual islands of automation. Most often these
systems are standalone and do not communicate with each other due to
incompatibility issues such as:
Characteristics of EAI
EAI is defined as "the unrestricted sharing of data and business processes
among any connected applications and data sources in the enterprise."
EAI, when used effectively allows integration without any major changes
to current infrastructure.
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MIS
Reduce the on-going cost of maintenance and reduce the cost of rolling
out new systems.
Challenges of EAI
Hub and spoke architecture concentrates all of the processing into a single
server/cluster.
Types of EAI
Data Level - Process, techniques and technology of moving data between
data stores.
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MIS
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Objectives of BCP
Following are the objectives of BCP:
Traditionally a business continuity plan would just protect the data center. With
the advent of technologies, the scope of a BCP includes all distributed
operations, personnel, networks, power and eventually all aspects of the IT
environment.
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MIS
Phases of BCP
The business continuity planning process involves recovery, continuation, and
preservation of the entire business operation, not just its technology component.
It should include contingency plans to protect all resources of the organization,
e.g., human resource, financial resource and IT infrastructure, against any
mishap.
Recovery strategies
Selecting interviewees
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MIS
Customizing questionnaire
Analyzing information
Assigning MTDs
Recovery Phase
This phase involves creating recovery strategies are based on MTDs, predefined
and management-approved. These strategies should address recovery of:
Business operations
Network
Maintenance plan
Testing plan
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MIS
Final Phase
The final phase is a continuously evolving process containing testing,
maintenance, and training.
Maintenance involves:
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MIS
With businesses crossing the barriers of local markets and reaching out to a
global scenario, SCM is now defined as:
operations management
logistics
procurement
information technology
Objectives of SCM
To decrease inventory cost by more accurately predicting demand and
scheduling production to match it.
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Features of SCM
Scope of SCM
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SCM Processes
Customer Relationship Management
Demand Management
Procurement Management
Returns Management
Advantages of SCM
SCM have multi-dimensional advantages:
To the suppliers:
Inventory Economy:
Distribution Point:
o Satisfied distributor and whole seller ensure that the right products
reach the right place at right time
Channel Management:
Financial management:
o Low cost
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o Realistic analysis
Operational performance:
External customer:
o Competitive prices
o Delivery
o Quality work
o Delivery
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Technological changes
Competitive forces
Strategic planning sets targets for the workings and references for taking such
long-term policy decisions and transforms the business objectives into functional
and operational units. Strategic planning generally follows one of the four-way
paths:
Growth orientation
Product orientation
Market orientation
In this chapter, let us discuss the Strategic Business Objectives of MIS with
regards to the following aspects of a business:
Operational Excellence
Improved Decision-making
Operational Excellence
This relates to achieving excellence in business in operations to achieve higher
profitability. For example, a consumer goods manufacturer may decide upon
using a wide distribution network to get maximum reach to the customers and
exposure.
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With the help of information technology, a company might even opt for an
entirely new business model, which will allow it to establish, consolidate, and
maintain a leadership in the existing market as well as provide a competitive
edge in the industry.
For example, a company selling low priced detergent may opt for producing
higher range detergents for washing machines, washing soaps, and bath soaps.
Likewise with Suppliers, the more a Business engages its Suppliers, the better
the Suppliers can provide vital information. This will lower the cost and bring
huge improvements in the supply-chain management.
Well planned Information Systems and technologies make it possible for the
decision makers to use real-time data from the marketplace when making
informed decisions.
Various policies that will dominate the course and movement of business.
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End/Mean Analysis
The requirement analysis part involves understanding the goals, processes, and
the constraints of the system for which the information system is being
designed.
Context diagrams
Recommending a solution
Defining Requirements
The requirement analysis stage generally completes by creation of a 'Feasibility
Report'. This report contains:
A preamble
A goal statement
The feasibility report and the proposed alternatives help in preparing the costs
and benefits study.
Based on the costs and benefits, and considering all problems that may be
encountered due to human, organizational or technological bottlenecks, the best
alternative is chosen by the end-users of the system.
Detailed specification
Hardware/software plan
Database design
In some cases, a 'parallel run' of the new system is performed, where both the
current and the proposed system are run in parallel for a specified time period
and the current system is used to validate the proposed system.
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In MIS, the information is recognized as a major resource like capital and time.
If this resource has to be managed well, it calls upon the management to plan
for it and control it, so that the information becomes a vital resource for the
system.
This system should deal with the management information not with data
processing alone.
Accuracy of information.
Reliability of information.
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Creating a unified MIS covering the entire organization will lead to a more
economical, faster and more integrated system, however it will increase in
design complexity manifold.
It should take care of not only the users i.e., the managers but also other
stakeholders like employees, customers and suppliers.
Once the organizational planning stage is over, the designer of the system
should take the following strategic decisions for the achievement of MIS goals
and objectives:
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o Next, it looks for the critical success factors underlying these goals.
o Then it describes the factors that make these outputs effective for the
user.
Problem Definition
Feasibility Study
Systems Analysis
System Design
Implementation
Maintenance
Logic Modeling
Data Modeling
Devices
Enterprise software - These are software system like ERP, SCM, Human
Resource Management, etc. that fulfill the needs and objectives of the
organizations.
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Telecom services
Purpose
Definition
test inputs
Each sub-system and all their components should be tested using various test
procedures and data to ensure that each component is working as it is intended.
The testing must include the users of the system to identify errors as well as get
the feedback.
System Operation
Before the system is in operation, the following issues should be taken care of:
Systems control;
The hardware and software used should be able to deliver the expected
processing;
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All the users including the top management should be given proper
training, so that they have a good knowledge of the content and function
of the system, and can use it fully for various managerial activities such
as reporting, budgeting, controlling, planning, monitoring, etc.
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Concept of Decision-Making
Decision-making is a cognitive process that results in the selection of a course of
action among several alternative scenarios.
Effective and successful decisions result in profits, while unsuccessful ones cause
losses. Therefore, corporate decision-making is the most critical process in any
organization.
In addition, we may make our own private decisions or may prefer a collective
decision.
Decision-Making Process
Following are the important steps of the decision-making process. Each step
may be supported by different tools and techniques.
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In the process of solving the problem, you will have to gather as much as
information related to the factors and stakeholders involved in the problem. For
the process of information gathering, tools such as 'Check Sheets' can be
effectively used.
For this, you can make use of Cause-and-Effect diagrams and Pareto Chart tool.
Cause-and-Effect diagram helps you to identify all possible causes of the
problem and Pareto chart helps you to prioritize and identify the causes with the
highest effect.
Then, you can move on generating all possible solutions (alternatives) for the
problem in hand.
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Rational models
Normative model
The rational models are based on cognitive judgments and help in selecting the
most logical and sensible alternative. Examples of such models include: decision
matrix analysis, Pugh matrix, SWOT analysis, Pareto analysis and decision trees,
selection matrix, etc.
Identifying the important criteria for the process and the result,
Dynamic Decision-Making
Dynamic decision-making (DDM) is synergetic decision-making involving
interdependent systems, in an environment that changes over time either due to
the previous actions of the decision-maker or due to events that are outside of
the control of the decision-maker.
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Sensitivity Analysis
Sensitivity analysis is a technique used for distributing the uncertainty in the
output of a mathematical model or a system to different sources of uncertainty
in its inputs.
Resource optimization
Dynamic models:
Simulation Techniques
Simulation is a technique that imitates the operation of a real-world process or
system over time. Simulation techniques can be used to assist management
decision making, where analytical methods are either not available or cannot be
applied.
Some of the typical business problem areas where simulation techniques are
used are:
Inventory control
Queuing problem
Production planning
Heuristic Programming
Heuristic programming refers to a branch of artificial intelligence. It consists of
programs that are self-learning in nature.
However, these programs are not optimal in nature, as they are experience-
based techniques for problem solving.
Group Decision-Making
In group decision-making, various individuals in a group take part in
collaborative decision-making.
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Decision Room: Participants are located at one place, i.e. the decision
room. The purpose of this is to enhance participant's interactions and
decision-making within a fixed period of time using a facilitator.
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Security of data - ensuring the integrity of data when critical issues arise
such as natural disasters, computer/server malfunction, physical theft etc.
Generally an off-site backup of data is kept for such problems.
Maintaining and assuring the accuracy and consistency of data over its
entire life-cycle.
Ensuring that once a transaction takes place, none of the parties can deny
it, either having received a transaction, or having sent a transaction. This
is called 'non-repudiation'.
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22. SUMMARY
Many firms are using information system that cross the boundaries of traditional
business functions in order to re-engineer and improve vital business processes
all across the enterprise. This typical has involved installing:
We need an MIS flexible enough to deal with changing information needs of the
organization. The designing of such a system is a complex task. It can be
achieved only if the MIS is planned. We understand this planning and
implementation in management development process.
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