MANAGEMENT INFORMATION SYSTEM

What is Management Information Systems (MIS)

MANAGEMENTManagement is defined as planning, organizing, directing and controlling business operation. INFORMATIONIt is the capture and organization of data. It is also thought of as data shaped into meaningful form. It is also looked at as clusters of facts that are meaningful and useful to human beings in the processes. Data refers to a stream of raw facts representing events such as business transactions.

SYSTEMS-

Refers to components that work together to achieve a common goal. A system consists of four main elements A. INPUT- Initial material Taken in which may data, raw materials, etc B. PROCESS- Method applied to convert an input into an end product C. OUTPUT- End products of the processes D. ENVIRONMENT- May be internal- The immediate space within which the system operates or external- the space outside the immediate area of operation of the system.

STUDENTS STUDENTS TO GIVE Example Systems the know

Information System: Refers to the combination of given activities to produce system information. Three activities integrate to produce information organizations need. Input; Captures raw data from organization Process Output

WHAT IS MIS

Using Information System effectively required an understanding of the organization, management and information technology. Management information system is therefore-an organized combination of People, Hardware, Software, Procedure, Information

Types of Information Systems Office Automation Operational Support Systems Management Support Systems

A.

B.

C.

OFFICE AUTOMATION

1. 2. 3. 4.

Involves bringing automatic equipment in a business environment. OA Systems use hardware, software and human resources to collect, process, store, retrieve and communicate messages among individuals, workgroups and organizations. They facilitate the following activities in an organization Producing outgoing documents ie text processing Store and retrieval of Documents ( document management systems) Transmission of messages (message communication systems) Scheduling and Meeting Management ( videoconferencing systems)

A. Text Processing: Using Word processing to do Reports, Memos, Letters, etc. The permit standard forms ie Templates Document Management Systems-theses systems aim at capturing information contained in documents ( Online form completed and sent.content can be viewed by a manager at a different location. It facilitates quick access. Message Communication systems Electronic mail ( bcc, bulk email-economical ) Voice mail Facsimile (Fax) Tele-conferencing Video conferencing

Importance of OA

Improves communication-easy of use/no fear for face of boss Reduce the cycle time bn preparation of message and recipients end Ensure accuracy of communication flows

B. OPERATION SUPPORT SYSTEM

This focus on the operation of the enterprise. The basic aim is to improve operational efficiency. This is further classified into the ff Transaction Processing System: ie financial accounting, inventory, payroll, sales order etc Management Information System. This is aimed at meeting the information needs of managers, particularly middle level managers. Enterprise Resource Planning System-Involves integrating difference business functions such as production, marketing to ensure cost reduction and customer satisfaction

C. MGT SUPPORT SYSTEM

Decision Support Systems ( by offering the support of data & models, mgrs decision making process is improved Executive information Support System ( Middle Level) Expert Systems

QUALITY OF GOOD INFORMATION

A: ACCURATE C: COMPLETE C: COST U: UNDERSTANDABLE R:RELEVANT A: ADAPTABLE T: TIMELY E: EASY TO USE

COMPONENTS OF INFORMATION SYSTEMS A. PEOPLE RESOURCES : END USERS(

KNOWLEDGE WORKERS-PPLE IN GRPS CREATING AND USING / DISTRIBUTING INFORMATION/IS SPECIAIST.

B. C.

D.

They are the system analysts, software developers, system operators Hardware Resources- Physical Components Software Resources-All sort of information processing instructions Data Resources-holding and storing processed and organized data

BENEFITS OF INFORMATION SYSTEMS TO BUSINESS ENTERPRISE

A. B. C. D. E. F. G. H.

Internet Access to corporate Databases Mobile computing Speed Accuracy Complexity Volume Cost

Chp 3 ORGANITIONAL STRUCTURE & COMMUNICATION IN TODAYS WORLD OF BUSINESS AN ORGANIZATIONS SURVIVAL IS DEPENDEDNT ON EMPLOYEE COMMUNICATION. WHEN COMMUNICATION IS INEFFECTIVE, THE ORGANIZATION SUFFERS. FOR AN ORGANIZATION TO SUCCESSFUL, IT MUST HAVE EMPLOYEES CAPABLE OF SENDING AND RECEIVING INFORMATION QUICKLY, CLEARLY, EFFECTIVELY AND ERROR FREE.

THE ENTREPRENEURAL STRUCTURE

ENTREPRENEUR EMPLOYEES

ADVANTAGE

Fast decision More responsive to market Good control Goal congruent Close link with employees Lack of career path Depends on owners capability Cannot cope with diversification

DISADVANTAGES

FUNCTIONAL STRUCTURE
BOARD OF DIRECTORS

MKTING DEPT

PROD MGR

FIN DEPT

PERSONNEL DEPT

ORG STRX IN ACCORDANCE WITH PRODUCT LINES OR DIVISIONS

BOARD OF DIRECTORS

CHEMICAL DIVISION

PLASTICS DIVISION

ELECTRONIC DIVISION

FUNCTIONS

ADVANTAGES
ENABLES GROW-TRAINING CLEAR RESPONSIBILITY DISADVANTAGES POTENTIAL LOSS OF CONTROL LACK OF CONGRUENCE DUPLICATION SPECIALISTS MAY FEEL ISOLATED ALLOCATION OF CENTRAL COST MAY BE A PROBLEM

GEOGRAPHICALLY STRCUTURES
BOARD OF DIRDECTORS NORTHERN DIVISION EASTERN DIVISION

SOUTHERN DIVISION

FUNCTIONS

MATRIX STRUCTURE
SNR MGT FUNCTIONAL STXR PRODUCTION DEPT SALES DEPT R&D

PRODUCTION MGR A PRODUCTION MGR B PRODUCTION MGR C

THIS USUALLY REQUIRES EMPLOYEES FROM VARIOUS DEPT TO FORM A GROUP TO ACHIEVE A SPECIFIC TARGET REQUIRE DUAL RESPORTING TO MANAGERS E.G. A LECTURER REPORTING TO BOTH THE SUBJECT HEAD & DEPT HEAD

ORGANIZATIONAL COMMUNICATION STRUCTURE

ORGANIZATIONAL COMMUNICATION ENCOMPASSES MANY ASPECTS OF COMMUNICATION INCLUDING INTERNAL AND EXTERNAL COMMUNICATION. INTERNAL COMMUNICATION REFERS TO THE COMMUNICATION USED MOSTLY BY EMPLOYEES INSIDE THE ORGANIZATION. EXTERNAL COMMUNICATION IS COMMUNICATION THROUGH MEDIA AND WITH CUSTOMERS OR GENERAL PUBLIC INCLUDING MARKETING, PUBLIC RELATIONS ETC.

DOWNWARD COMMUNICATION

IT IS COMMUNICATION FLOWS FROM UPPER TO LOWER. THIS TYPE INVOLVES WORK RELATED COMMUNICATION AND GIVES DIRECTIONS. DOWNWARD COMM TN IS USED DAILY BY MANAGERS TO GUIDE AND PROVIDE INFORMATION TO EMPLOYEES SO THEY CAN COMPLETE A TASK. AS INTERNAL COMMUNICATION FLOWS DOWNWARD, IT GETS MORE SPECIFIC AT EACH LEVEL WITH THE MOST DETAILED INFORMATION AT THE BOTTOM.

UPWARD COMMUNICATION

FLOWS FROM LOWER TO UPPER . THIS INVOLVE WORK RELATED PROBLEMS, TASK COMPLETION

LATERAL COMMUNICATION

THIS IS WHEN INFORMATION FLOWS BETWEEN PEERS WHO ARE EQUAL OR ON THE SAME LEVEL

CHP 3 INFORMATION /DATA PROCESSING

STAGES OF DATA PROCESSING a) ORIGINATION: HOURS WORKED BY EMPLOYEES RECORDED ON A TIME SHEET AND SEND TO PAY OFFICE b) PREPARATION: DATA CHECKED AND CONFIRMED c) INPUT: THE TIME SHEETS COLLATED AND USED AS INPUT FOR PAY PROCESSING d) OUTPUT: THE PAYROLL, PAYSLIPS ARE PRODUCED

TYPES OF DATA PROCESSING METHODS

a) MANUAL DATA PROCESSING
a) ELECTRO-MECHANICAL DATA PROCESSING a) ELECTRONIC DATA PROCESSING

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A. MANUAL DATA PROCESSING

Manual Data processing techniques are used to some degree in every organization and they are still predominant methods of processing data in smaller organizations. A clerical staff may finish by hand all the data processing steps via the use of pens, pencil, journals, worksheets, folders etc. Devices such as adding machines, document control registers provides means of eliminating tedious work. Example of mechanical and electronic equipment used today are typewriter, calculating machines and cash registers
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Computer operations are usually classified under 3 main headings: Input, Processing and Output A. Input: Some data are entered into the system directly while other are read directly into the computer by means of the OPTICAL CHARACTER RECOGNITION equipment. B. Processing: Thus, all the processing steps are performed within the system in recognition with a series of instructions called a PROGRAM which is also store in the computer.
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