1.What are the characteristics and Organization of MIS?

Explain Management Information System is part of the business internal controls and includes the utilization of people, documents, technology, and management accounting procedures to solve business problems such as cost of products, services, or business strategy. Pegasus solutions is one example of the management information system that can be regarded as a system which provides for the needs of mid-level leaders (managers), both in work units and the sub-unit within the organization. Management Information System used data from transaction-processing systems along with other data, which is then processed into a specific report. Management Information Systems are also said to be a Management Reporting System. Thats because this system produces various reports for management purposes, particularly on matters relating to the management, control, and organizational development. Main Characteristics of Management Information Systems * Operates on structured tasks in which the procedures, decision making, information flow, report formats, and so on, are defined. * Aim to improve efficiency and reduce costs. * Provide reports for decision making purposes. * Facilitate access to information for management purposes. In the well-established organization that is parsed, Management Information Systems commonly found under the form of functional information systems, such as Personnel Information Systems, Information Systems Inventory, Financial Information Systems, Manufacturing Information Systems, Information Systems Marketing, and various other information systems in accordance with the requirements of each units work within the organization. However, it should be emphasized that these systems are not to be functionally isolated systems, stand alone, and without any connection to other systems. Thats because these systems must work together in providing information for management needs within the organization. General Purpose Information Management System * Provide information used in the services cost calculations, products, or other destination management. * Provide information used in control, planning, evaluation, and continuous improvement. * Provide information to make the decision. The third objective suggests that managers and other users need to have access to management accounting information and know how to use it. Management accounting information can help managers to identify the problem, solve the problem, and evaluate performance (accounting

information used and needed for all phases of management, including planning, control and decision making). The most important characteristics of an MIS are those that give decision-makers confidence that their actions will have the desired consequences. Relevance The information a manager receives from an MIS has to relate to the decisions the manager has to make. An effective MIS takes data that originates in the areas of activity that concern the manager at any given time, and organizes it into forms that are meaningful for making decisions. If a manager has to make pricing decisions, for example, an MIS may take sales data from the past five years, and display sales volume and profit projections for various pricing scenarios. Accuracy A key measure of the effectiveness of an MIS is the accuracy and reliability of its information. The accuracy of the data it uses and the calculations it applies determine the effectiveness of the resulting information. The sources of the data determine whether the information is reliable. Historical performance is often part of the input for an MIS, and also serves as a good measure of the accuracy and reliability of its output.

Usefulness The information a manager receives from an MIS may be relevant and accurate, but it is only useful if it helps him with the particular decisions he has to make. For example, if a manager has to make decisions on which employees to cut due to staff reductions, information on resulting cost savings is relevant, but information on the performance of the employees in question is more useful. The MIS has to make useful information easily accessible. Timeliness MIS output must be current. Management has to make decisions about the future of the organization based on data from the present, even when evaluating trends. The more recent the data, the more these decisions will reflect present reality and correctly anticipate their effects on the company. When the collection and processing of data delays its availability, the MIS must take into consideration its potential inaccuracies due to age and present the resulting information accordingly, with possible ranges of error. Completeness An effective MIS presents all the most relevant and useful information for a particular decision. If some information is not available due to missing data, it highlights the gaps and either displays possible scenarios or presents possible consequences resulting from the missing data. Management can either add the missing data or make the appropriate decisions aware of the missing information. An incomplete or partial presentation of information can lead to decisions that don't have the anticipated effects.

2.Describe the role of information in decision making?

Management information systems combine hardware, software and network products in an integrated solution that provides managers with data in a format suitable for analysis, monitoring, decisionmaking and reporting. The system collects data, stores it in a database and makes it available to users over a secure network.

Information Access
Managers need rapid access to information to make decisions about strategic, financial, marketing and operational issues. Companies collect vast amounts of information, including customer records, sales data, market research, financial records, manufacturing and inventory data, and human resource records. However, much of that information is held in separate departmental databases, making it difficult for decision makers to access data quickly. A management information system simplifies and speeds up information retrieval by storing data in a central location that is accessible via a network. The result is decisions that are quicker and more accurate.

Data Collection
Management information systems bring together data from inside and outside the organization. By setting up a network that links a central database to retail outlets, distributors and members of a supply chain, companies can collect sales and production data daily, or more frequently, and make decisions based on the latest information.

Collaboration
In situations where decision-making involves groups, as well as individuals, management information systems make it easy for teams to make collaborative decisions. In a project team, for example, management information systems enable all members to access the same essential data, even if they are working in different locations.

Interpretation
Management information systems help decision-makers understand the implications of their decisions. The systems collate raw data into reports in a format that enables decision-makers to quickly identify patterns and trends that would not have been obvious in the raw data. Decisionmakers can also use management information systems to understand the potential effect of change. A

sales manager, for example, can make predictions about the effect of a price change on sales by running simulations within the system and asking a number of what if the price was questions.

Presentation
The reporting tools within management information systems enable decision-makers to tailor reports to the information needs of other parties. If a decision requires approval by a senior executive, the decision-maker can create a brief executive summary for review. If managers want to share the detailed findings of a report with colleagues, they can create full reports and provide different levels of supplementary data.

3.Explain the role of MIS in Organization planning and decision making.

Decision making is an integral part of the functioning of any organization. To facilitate decision making in this ever-competitive world it is imperative that managers have the right information at the right time to bridge the gap between need and expectation. To facilitate better flow of information adequate Management Information Systems (MIS) is the need of the hour. Thus it is important to have an understanding of the MIS followed in an organization by all levels of management in order to take effective decisions. A management information system collects and processes data (information) and provides it to managers at all levels who use it for decision making, planning, program implementation, and control. The MIS has many roles to perform like the decision support role, the performance monitoring role and the functional support role. There are many potential benefits of MIS

investments Investing in information systems can pay off for a company in many ways. 1. It can support a core competency. 2. Enhance distribution channel management. 3. Builds brand equity. 4. IT investment can boost production processes 5. Information systems allow company flexibility in its output level. An information system comprises of all the components that collect, manipulate, and disseminate data or information. It usually includes hardware, software, people, communications systems such as telephone lines, and the data itself. The activities involved include inputting data, processing of data into information, storage of data and information, and the production of outputs such as management reports.

OBJECTIVE OF THE STUDY

The objective of this project is to study the MIS implementation of MCC Ltd. and with the help of this domain, to get an insight into the needs of MIS in business setups on a big scale, various functions performed by the MIS, benefits derived out of such a system and the risks involved. The study focus was analyzing the business needs of the organization, key challenges or desired functional requirements of the MIS, the IT solution that is currently implemented and the

outcome of such a system. MCC Ltd. requires MIS to map internal processes and interaction with the external environment to the technology and ensure the solution delivers real benefits to the business.

SCOPE OF THE STUDY

The scope of our study is to understand the reasons behind the need of MIS in MCC. The study would develop knowledge of what information is needed on a regular basis for decision making purposes and how it is sought and used by MCC with the help of MIS .During the study , the MIS support to the Company as a whole with special emphasis on Inventory Management practiced in the Material Stores Department of the company is covered .

METHODOLOGY
The Primary Data was collected from SAP Implementation Head IT Infrastructure Managers in the Information System department of MCC Limited by conducting telephonic interviews and collecting documentation which gave an insight into the procedures being followed with regards to the functioning of MIS. The Secondary Data was taken from various online sources like the website of the company www.MCCcement.com and various reference books on MIS.

NEED FOR MANAGEMENT INFORMATION SYSTEM

This is a universally accepted fact that all managerial functions are performed through decision making. For taking rational decisions, timely and reliable information is essential and is procured through a logical method of information collecting, processing and disseminating to decision makers. In todays world of ever increasing complexities of carrying out business, every organization, in order to survive and grow, must have a properly planned, analyzed, designed and maintained MIS. This need is even more increased because organizations now have to compete not only locally but also globally. MIS assist decision makers, by providing the required information at various stages of decision making and thus greatly help the organization to achieve its goals and objectives. On the other hand, if an MIS is poorly planned and constructed, it may provide inaccurate, irrelevant or obsolete information, which may even prove fatal for the organization.

TYPES OF MIS AND USES

MIS is a concept, which is a matter of degree rather than an absolute one. In management there are perhaps few other areas other than MIS which gas created so much controversy. We would make an attempt to try to look into different types of MIS as they have evolved during the course of time. 1. Transaction Processing System 2. Management Information System 3. Decision Support System 4. Executive Support System 5. Office Automation System 6. Business Expert System Transaction Processing System: It processes transactions and produces reports. It represents the automation of fundamental, routine processing used to support business operations. It does not provide any information to the user for decision making. TPS uses data and produces data. Management Information System: MIS in an information system that processes data and converts it into information. A management information system uses TPS for its data inputs. The information generated by the information system may be used for control of operations, strategic

and long-range planning, short-range planning, management control and other managerial problem solving. Decision Support System: A decision support system is an information system application that assists decision-making. DSS tends to be used in planning, analyzing alternatives and trial and error search solutions. They incorporate a variety of decision-making models and thus area capable of performing what-if analysis. Executive Support System: An ESS is a special kind of DSS. It is specially tailored for the use of chief executives of an organization to support his decision-making. Thus ESS is a comprehensive information system that includes various types of decision support systems, but it is more specific and person oriented. Office Automation System: Office automation refers to the application of computer and communication technology to office functions. Office automation systems are meant to improve the productivity of managers at various levels of management by providing secretarial assistance and better communication facilities. Business Expert System: A BES is a knowledge based information system that uses its knowledge about a specific, complex application area to act as an expert. ROLES OF MIS THE PERFORMANCE MONITORING ROLE MIS are not just statistics and data analysis. They have to be used as an MBO (Management by Objectives) tool. They help: to establish relevant and measurable objectives to monitor results and performances (reach ratios) to send alerts, in some cases daily, to managers at each level of the organization, on all deviations between results and pre-established objectives and budgets. THE FUNCTIONAL SUPPORT ROLE Business processes and operations support function is the most basic. It involves collecting, recording, storing, and basic processing of data. Information systems support business processes and operations by: recording, storing and processing sales data, purchase data, investment data, payroll data and other accounting records recording, storing and processing inventory data, work in process data, equipment repair and maintenance data, supply chain data, and other production/operations records recording, storing and processing personnel data, salary data, employment histories, and other human resources records recording, storing and processing market data, customer profiles, customer purchase histories, marketing research data, advertising data, and other marketing records recording, storing an processing business intelligence data, competitor analysis data, industry data, corporate objectives, and other strategic management records use of all the above to implement, control, and monitor plans, strategies, tactics, new products, new business models or new business ventures.

6.Explain the factors influencing successful use of MIS in an Organization.

Many organizations use MIS successfully, others do not. Though the hardware and the software is the latest and has appropriate technology, its use is more for the collection and storage of data and its elementary processing. There are some factors which make the MIS a success and some others, which make it a failure. These factors can be summarized as follows: Factors Contributing to Success If a MIS is to be success then it should have all the features listed as follows:

The MIS is integrated into the managerial functions. It sets clear objectives to ensure that the MIS focuses on the major issues of the business.

An appropriate information processing technology required to meet the data processing and analysis needs of the users of the MIS is selected.

The MIS is oriented, defined and designed in terms of the user's requirements and its operational viability is ensured.

The MIS is kept under continuous surveillance, so that its open system design is modified according to the changing information needs.

MIS focuses on the results and goals, and highlights the factors and reasons for non achievement.

MIS is not allowed to end up into an information generation mill avoiding the noise in the information and the communication system.

The MIS recognizes that a manager is a human being and therefore, the systems must consider all the human behavioral factors in the process of the management.

The MIS recognizes that the different information needs for different objectives must be met with. The globalization of information in isolation from the different objectives leads to too much information and information and its non-use.

The MIS is easy to operate and, therefore, the design of the MIS has such features which make up a user-friendly design.

MIS recognizes that the information needs become obsolete and new needs emerge. The MIS design, therefore, has a basic potential capability to quickly meet new needs of information.

The MIS concentrates on developing the information support to manager critical success factors. It concentrates on the mission critical applications serving the needs of the top management.

Factors Contributing to Failures

Many a times MIS is a failures. The common factors which are responsible for this are listed as follows:

The MIS is conceived as a data processing and not as an information processing system.

The MIS does not provide that information which is needed by the managers but it tends to provide the information generally the function calls for. The MIS then becomes an impersonal system.

Underestimating the complexity in the business systems and not recognizing it in the MIS design leads to problems in the successful implementation.

Adequate attention is not given to the quality control aspects of the inputs, the process and the outputs leading to insufficient checks and controls in the MIS.

The MIS is developed without streamlining the transaction processing systems in the organization.

Lack of training and appreciation that the users of the information and the generators of the data are different, and they have to play an important responsible role in the MIS.

The MIS does not meet certain critical and key factors of its users such as a response to the query on the database, an inability to get the processing done in a particular manner, lack of user-friendly system and the dependence on the system personnel.

A belief that the computerized MIS can solve all the management problems of planning and control of the business.

Lack of administrative discipline in following the standardized systems and procedures, wrong coding and deviating from the system specifications result in incomplete and incorrect information.

The MIS does not give perfect information to all the users in the organization.