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Mr. Guldeep Singh Vikash 
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Introduction to Management Information System

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A management information system (MIS) is a system or process that

provides the information necessary to manage an organization effectively.

MIS and the information it generates are generally considered essential

components of prudent and reasonable business decisions. MIS is

basically concerned with processing data into information which is then

communicated to the various Departments in an organization for

appropriate decision-making.

Data collection involves the use of Information Technology (IT) comprising:

computers and telecommunications networks (E-Mail, Voice Mail, Internet,

telephone, etc.) Computers are important for more quantitative, than

qualitative, data collection, storage and retrieval; Special features are

speed and accuracy, and storage of large amount of data.

Telecommunications provide the means for oneway or two-way

communication and for the transmission of messages. A combination of IT

is used: telephone, computer, processor, printer, etc. A lot of time and

money are saved and the security of data and messages is ensured. MIS

provides several benefits to the business organization: the means of

effective and efficient coordination between Departments; quick and

reliable referencing; access to relevant data and documents; use of less

labour; improvement in organizational and departmental techniques;

management of day-to-day activities (as accounts, stock control, payroll,

etc.); day-to-day assistance in a Department and closer contact with the

rest of the world. It is important to note that whatever IT is installed must be

appropriate to the organization, and to each department. 4

 #$   %  ireviously works in businesses and other

organizations, internal reporting was made manually and only periodically,

as a by-product of the accounting system and with some additional

statistics, and gave limited and delayed information on management

performance. ireviously, data had to be separated individually by the

people as per the requirement and necessity of the organization. Later,

data was distinguished from information, and so instead of the collection of

mass of data, important and to the point data that is needed by the

organization was stored. Early on, business computers were mostly used

for relatively simple operations such as tracking sales or payroll data, often

without much detail. Over time these applications became more complex

and began to store increasing amounts of information while also interlinking

with previously separate information systems. As more and more data was

stored and linked management began to analyze this information into

further detail, creating entire management reports from the raw, stored

data. The term "MIS" arose to describe these kinds of applications, which

were developed to provide 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:

decision support systems, resource and people management applications,

Enterprise Resource ilanning (ERi), Supply Chain Management (SCM),

Customer Relationship Management (CRM), project management and

database retrieval applications.

‰

 %&  $To simplify prompt decision making,

an institution's MIS should be capable of providing and distributing current

information to appropriate users. Information systems should be designed

to expedite reporting of information. The system should be able to quickly

collect and edit data, summarize results, and be able to adjust and correct

errors promptly. 

 A sound system of automated and manual

internal controls must exist throughout all information systems processing

activities. Information should receive appropriate editing, balancing, and

internal control checks. A comprehensive internal and external audit

program should be employed to ensure the adequacy of internal controls.

 
To be reliable, data should be processed and compiled consistently and

uniformly. Variations in how data is collected and reported can distort

information and trend analysis. In addition, because data collection and

reporting processes will change over time, management must establish

sound procedures to allow for systems changes. These procedures should

be well defined and documented, clearly communicated to appropriate

employees, and should include an effective monitoring system.

 $ Decision makers need complete and pertinent information

in a summarized form. Reports should be designed to eliminate clutter and

voluminous detail, thereby avoiding "information overload." '$#

Information provided to management must be relevant. Information that is

inappropriate, unnecessary, or too detailed for effective decision making

has no value. MIS must be appropriate to support the management level

using it. The relevance and level of detail provided through MIS systems

directly correlate to what is needed by the board of directors, executive

management, departmental or area mid-level managers, etc. in the

performance of their jobs. G

i ?

0) Describe, with illustrative examples, the MIS you would provide to

support each of the following situations:

a) The UGC wants various student and teacher related statistics from the

universities.

b) The various companies require information about students for

placement.

c) Top administrator in the university want to run a simulation model on a

regular basis, with the opportunity to perform ³what-if´ analysis.

Ans. MIS is basically concerned with processing data into information

which is then communicated to the various Departments in an organization

for appropriate decision-making. It consists of

0) Input of data

2) irocessing of data to information

3) Output of information

4) Storage of data & information

5) Decision irocess
" ‰or implementing the system required by University Grants

Commission(UGC), we would be using a Database. A database consists of

an organized collection of data for one or more uses, typically in digital

form. This database will contain all the information specified and required

by UGC.

Now for the management of data in database we require a

DBMS(Database Management System). DBMS is used for collection of

interrelated data and sets of programs that control the organization, storage

and retrieval of data. ‰or our purpose we can use the commercially

available 
$ ‰eatures of DBMS system are:

i) To add modify, extract data from a database

ii) irevent unauthorised access of data

All data cannot exist in the same table in a database as information

retrieval would become difficult and time consuming. Data, therefore needs

to be stored in different tables as per requirements and these tables need

to be related to each other. Such a method of storing data is referred to as

'$ $ (

Relational Databases can use multiple tables to store information. The data

in these tables are then related to provide information ‰or our case we

would be creating the following tables:

0) A table containing all the Department Names and the corresponding

code allocated to each department. This code will act as a 
 
)to

this table & will also act a ‰
)in the subsequent tables.


 *  
  

Department Of Computer 0 0

Sciences & Applications

University Business School  0 2

University Institute of Engineering 0 3

& Technology

University Institute of 0 4

iharmaceutical Studies


2) A table will be created for maintaining the records of teachers. In this table the $ 
*

will act as the irimary Key and the 
  will act as the ‰oreign Key
referencing to the table Departments.

Table 2: *   % 
  

‰aculty 
   
$ 
*


+,--- Mukesh 02/
/0
0 3 irofessor
Kumar
+,--+ Sanjeev 26/ 4/04 0 2 Lecturer
Sharma
+,--, iretti Gupta 0
/ 0/0
2 0 0 Reader
+,--. Sunil 23/02/0
0 2 Lecturer
Aggarwal


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Table 3: 
Course 

*  

 
ME (Computer Science) 0 
MBA(HR) 0 3
Master of Computer 0
5
Applications
MBA(‰inance) 0
6



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