4.3.8 Management Information Systems

Question 1

Define MIS

Answer 1

-Systems that convert data from internal or external sources into information.

Question 2

What can a MIS do?

Answer 2

• Produce information beyond that needed for routine data processing
• Produce information where timing is critical
• Are used to supply information to management in order to help make decisions
• Are based around databases

e.g they can look at attendance figures and try to see if there are patterns to ensure staff/student are less truant

Question 3

What are the factors that lead to an effective MIS?

Answer 3

-Give information when required:
Timing is critical as there is No point giving information after the data is needed
Make sure it keeps to the deadlines

Be flexible:
Managers of different sections have different requirements and the MIS must be able to cope with this; managers can set up their own queries easily

Present the information in the most appropriate form, e.g. graphs/ tables:
Managers will need data presented in the easiest form for them to interpret; some will want it in tabular form and some in graphical.

Be accessible to a wide range of users:
Can be used by managers who have a range of ICT skills and knowledge.

Include info that is relevant and accurate:
Accurate; the data used from the transaction systems that supply data to the MIS must have passed a data validation and data verification check.
Relevant; avoid information overload by not producing any data that is not needed as this can waste time and make information harder to use.

Question 4

what are the factors leading to a bad MIS?

Answer 4

-Inadequate initial analysis: the system does not do exactly what it should do

-Lack of management in design stage:
managers don’t know what the system requirements are

-Inappropriate hardware/software:
network may run slowly when processing the info needed when producing an MIS report

-Lack of training about computer systems and their capabilities:
managers dont know how to use the system as they should

Question 5

What are features of a good MIS?

Answer 5

Flexibility of data analysis:
-different mangers have different requirements and the MIS must be able to cope with this

Improve interpersonal communications among management and employees:
-managers can get precise information which allows them to communicate this information with managers in other areas

Allow individual project planning:
-information from MIS can be used to help plan new developments such as opening of new branches, the positioning of new stores and so on.

Avoid information overload;
-MIS must not produce any superfluous information as this can waste time and sometimes make the essential information harder to use.

Question 6

what are the reasons for failure?

Answer 6

• Fail to live up to expectations
• Key personnel leave
• Managers do not keep a close eye on schedules and `