mis definition a computer-based system that makes information available to users with similar needs
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MIS Definition
• A computer-based system that makes information available to users with similar needs.
ExecutiveInformation
System(EIS)
Organizational Information Organizational Information SystemsSystems
Marketinginformation
system
Manufacturinginformation
system
Financialinformation
system
Human resourceinformation
system
MIS is an Organizational Resource
• Information– Past, present, future
– Periodic reports, special reports, simulations
• Similar needs– Functional area
– Management level
– Managers and nonmanagers
Report Writing Software
• Periodic and special reports may look the same, the difference is in what triggers the report
– periodic report - produced on a schedule
– special report - produced when something out of the ordinary occurs
An Overtime Earnings ReportAn Overtime Earnings Report
OVERTIME EARNINGS REPORTFOR WEEK ENDING AUGUST 19
OVERTIME EARNINGSDepartment No. Department Name Current Month Year-to-Date
16-10 Receiving $ 2,305.00 $ 5,319.2016-11 Inspection $ 1,025.60 $ 4,386.1216-12 Materials Handling $ 3,392.50 $12,629.0016-13 Tooling $ 78.00 $ 1,049.0016-14 Assembly $ 0.00 $ 792.8016-15 Plating $ 3,504.90 $12,635.2016-16 Shipping $ 5,219.16 $18,294.16 TOTALS $15,525.16 $55,105.48
SALES BY PRODUCT FOR THE MONTH OF JUNE
PRODUCT PRODUCT CURRENT MONTH YEAR-TO-DATE
NUMBER NAME SALES SALES
129875 GASKET CENTER CASE $ 5,090.23 $ 31,764.00
087235 MAINSHAFT 4,760.01 29,329.45
118320 1ST MOTION SHAFT 1,789.45 28,243.59
250067 OIL SEAL REAR 11,560.24 23,450.07
228203 LAYGEAR 8,369.34 14,709.03
576000 HUB 5TH .00 13,623.68
516012 SHIFT FORK 1-2 450.95 12,634.44
090407 SYNCHRO RING 2ND 2,243.27 9,963.58
282130 BUSH SHIFT LEVER .00 490.00
576301 OIL SLINGER .00 11.50
1980 1981 1982 1983 19840
10
20
30
40
50
60
70
80
90
1980 1981 1982 1983 1984
Apples Oranges Peanuts
0
10
20
30
40
50
60
70
80
90
1980 1981 1982 1983 1984
Apples
Oranges
Peanuts
Years
(c)
Years
(a)
GROUPED/MULTIPLE GROUPED/MULTIPLE LINE CHARTLINE CHART
GROUPED BAR GROUPED BAR CHARTCHART Sales RevenueSales Revenue
Putting the MIS in Perspective
• The first attempt to make information available to management
• Enjoyed its greatest prominence in the 1960s when it first originated
The MIS and Problem Solving
• Contributes because MIS is an organization-wide resource
• Contributes because it keeps a continuous supply of information to the manager for problem identification and understanding
Information Reporting Systems (IRS)
• Information is data that has been processed and is useful in decision making. it helps decision makers by increasing knowledge and decreasing uncertainty.
• IRS Provide the following;
– Correct and timely information to appropriate managers
– Information on medium and long range operations
– summarised information
Levels of ManagementLevels of Management
• Top Level Management Strategic Decision making
• Middle Level Management Tactical Decision Making
• Lower Level Management Operational Decision Making
Top Level Management
• Future Orientated and involves a great deal of uncertainty
• Involves establishing goals and objectives for the organisation
• May include the following;– Introducing new products, new markets, acquiring
facilities,
– raising capital, capital expenditure proposals etc
Middle ManagmentMiddle Managment
• Concerned with tactical decision making
• Implementing strategy.
• activities include;
– planning working capital, scheduling working capital, formulating budgets,
– managing personnel, etc
Lower Level Management
• First line supervisors
• Operating decisions to ensure specific jobs are done.
• examples
– stock control, selling, distribution, assigning jobs to staff
Differences across the Decision Making levels
Information Attribute
Scope
Orientation
Detail
Source
Accuracy
Timescale
Strategic
Wide
Future
Low
External
Low
Medium to long term
Operational
Narrow
Historic
High
Internal
High
Day to Day
Types of Reports
• Scheduled listings
• Exception Reports
• Predictive reports
• Demand Reports
Scheduled listings
• Produced at regular intervals and provide routine information to a wide variety of users.
• Suffer from information overload and problems of relevance
• Control and tracking oriented
• Examples– Stock Listings
– Standard costs
– Customer Balances
– Debtors listings
– Monthly Sales reports
Exception Reports
• Action Oriented
• Monitors the performance of the business and any deviation from expected results triggers the generation of a report.
• Examples– Stock Out Reports
– Bad debts Report
– Customer complaints
Predictive Reports
• Used for planning what if models,
• Examples– MRP
– Budgeting
Demand Reports
• Solicited by managers
• Normally produced on line and from a database
• Examples– Correlation reports
– Capital expenditure Evaluations
Internal versus External Information
• Interest rates
• Exchange Rates
• Competitor Actions
• Industry News
• Socio Economic Information
• Pricing
• Strategic Initiatives by Competitors
• Regulations
Non Financial Performance Measurement
Performance Measurement
• Much of the data currently reported by Executive Information Systems is based on Financial Performance Measures. These have several shortcomings including;
There are based on the general accounting model They tend to be lagging as indicators of future
performanceThey are often not used by mangers when their
making decisions They can be manipulated or gamed both internally and
externally.They tell an incomplete story.
• The objective of many of these measures is to achieve a balanced score card form of reporting for management with financial, customer, quality and innovation information reported in tandem.Order Cycle TimesPercent of Orders delivered on timeInventory TurnoverWarranty Claim RatesService OutagesOrder fulfilment accuracyFriendliness of customer service staff
Non Financial Performance Measures
– Response time to customers callsShareholder Value AnalysisDesign to market TimeEmployee TurnoverProcess Cycle TimesTime to marketCapacity utilisationSet up TimesOrder management TimeRight First time
Non Financial Performance Measures
Manufacturing Information Systems
Master ProductionScheduling
Standard Costing
Design Engineering
CapacityRequirements
Planning Shop Floor Control
Bill of
Materials
Materials Requirements
Planning
Labour Performance
Job Costing
ManufacturingInventoryControl
Manufacturing Information System
Manufacturing Information System
• Definition (same components as marketing)– A computer-based system that works in conjunction with other
functional information systems to support the firm's management in solving problems that relate to manufacturing the firm's products
DATABASE
Accountinginformation
system
Industrialengineering
system
Manufacturingintelligencesubsystem
Productionsubsystem
Inventorysubsystem
Qualitysubsystem
Costsubsystem
Internalsources
Environmentalsources
InputInputsubsystemssubsystems
OutputOutputsubsystemssubsystems
Users
Data Information
A Model of a Manufacturing SystemA Model of a Manufacturing System
Materialrequirements
planning
Executive information
system
Orderentry
Accounts payable
Accountsreceivable General
ledger
An MRP II SystemAn MRP II SystemOther functional information systems
Purchasing
ReceivingBilling
Customerorder file
Sales forecast
file
Finished-goods
inventory file
Produc-tion
capacityfile
Bill ofmaterial
file
PlannedPlannedorderorder
scheduleschedule
Rawmaterialsinventory
file
1.Productionscheduling
system
2. Materialrequirements
planning system
3. Capacityrequirements
planning
Purchasingsystem
Order releasereport
4.Order releasesystem
Order releasereport
Shop floorcontrolsystem
Performance reports
Planning reports
Exception reports
Changes to planned orders
An MRP SystemAn MRP System
Masterproduc-
tionschedule
Computers in the Physical System
• CAD (a.k.a. computer-aided engineering)– Design database
• CAM
• Robotics
ACCOUNTING APPLICATIONS SOFTWARE
Introduction
• The term accounting applications software refers to packages which computerise the firm’s ledger accounting system and related functions such as payroll.
• The emphasis is on transaction processing; hence, such software carries out a data processing function rather than an MIS or DSS function.
• The accounting applications software can often be used to provide summary reports which may be useful for managerial decision-making.
The structure of accounting applications software
• Accounting applications software is generally modular in design. This means that the software can be purchased and operated in individual sections or modules (for example, a small business might decide to computerise only its sales ledger) but that where several modules are used simultaneously data is efficiently shared and transferred between them.
• For example, when data is entered to the sales ledger, it is posted automatically by the system to the nominal ledger if that module also exists.
Order Processing and entry
Accounts Receivable
PurchaseOrder &
Receiving
Inventory Management
GeneralLedger
Fixed Assets and
Depreciation
AccountsPayable
Payroll
Word Processing
Accounting Information Systems
EnvironmentEnvironmentA Model of an Accounting Information A Model of an Accounting Information
SystemSystem
InformationInformation
DataData
ManagementManagement
DataDataprocessingprocessing
softwaresoftware
TransformTransform
AccountingAccountingInformationInformationSystemSystem
DatabasDatabasee
OutputOutputphysicalphysical
resourcesresources
InputInputphysicalphysical
resourcesresources
EnvironmentEnvironment
Characteristics of the AIS
• Performs necessary tasks
• Standard procedures
• Detailed data
• Historical focus
• Provides minimal problem-solving information
The AIS is the first information-oriented CBIS subsystem
to implement
• MIS Depends on a good AIS
• DSS Depends on a good AIS
• ES Depends on a good AIS
The Financial Information System
• A computer-based information system that works in conjunction with other functional information systems to support the firm’s management in solving problems that relate to financial operations and status
• It provides information to persons both inside and outside of the firm
Database
Accountinginformation
system
Internal audit
subsystem
Financialintelligencesubsystem
Forecastingsubsystem
Fundsmanagementsubsystem
Controlsubsystem
Internal sources
Environmentalsources
Inputsubsystems
Outputsubsystems
Users
Data Information
A Model of a Financial Information SystemA Model of a Financial Information System
More Prewritten Software Exists for the Financial Area than Any Other
• Most is accounting in nature
• Both general business and personal productivity software
1.1.
2.2.
3.3.
4.4.
Final organizationalFinal organizationalbudgetbudget
5.5.
The The Budgeting Budgeting ProcessProcess
Forecasting modelForecasting model
Sales forecastSales forecast
TopTopmanagementmanagement
Resource planningResource planningmodelmodel
Human resourceHuman resourcerequirementsrequirements
FinanceFinancerequirementsrequirements
ManufacturingManufacturingrequirementsrequirements
MarketingMarketingrequirementsrequirements
FinanceFinancemanagermanager
Human Human resourceresourcemanagermanager
InformationInformationservicesservicesmanagermanager
ManufacturingManufacturingmanagermanager
MarketingMarketingmanagermanager
RequestedRequestedfinancefinancebudgetbudget
RequestedRequestedhumanhumanresourcesresourcesbudgetbudget
Requested Requested informationinformationservices budgetservices budget
RequestedRequestedmanufacturingmanufacturingbudgetbudget
RequestedRequestedmarketingmarketingbudgetbudget
Approved sales Approved sales forecastforecast
TopTopmanagementmanagement
Information servicesInformation servicesrequirementsrequirements
BUDGET REPORTAS OF JANUARY 31 MIDWEST REGION
CURRENT MONTH YEAR-TO-DATE
ITEM BUDGET ACTUAL DOLLARS BUDGET ACTUAL DOLLARS
SALARIES $23,500 $22,000 $1,500- $59,000 $54,250 $4,750-TRAVEL 8,250 9,000 750+ 23,500 28,100 4,600+ ENTERTAINMENT 1,400 1,635 235+ 4,200 5,100 900+ TELEPHONE 200 85 115+ 600 225 375+RENT 535 535 0 1,605 1,605 0FURNITURE 0 0 0 420 505 85+SUPPLIES 625 410 215- 1,875 1,320 555- MISC. 400 620 220+ 1,200 1,963 765+
TOTAL $34,910 $34,285 625- $92,400 $93,070 670+
INFORMATION REPORTING SYSTEMS IN MARKETING
Sales ForceManagement
Logistics and
Distriubution
Market Research Budgeting
Sales Performance
Analysis
ProductAnalysis
Promotion
CustomerService
Analysis
Marketing Information Systems
Functional information systemsFunctional information systems
Marketinginformation
system
Manufacturinginformation
system
Financeinformation
system
Human resourceinformation
system
Marketingfunction
Manufacturingfunction
Financefunction
Humanresourcesfunction
Physical system of the firmPhysical system of the firm
Functional Information Systems Functional Information Systems RepresentRepresent
Functional Physical SystemsFunctional Physical SystemsInformation
resourceinformation
system
Information Servicesfunction
FirmEnviron-ment
Marketing intelligence
Marketing communications
Internalmarketinginformation
Kotler’s Information FlowsKotler’s Information Flows
Input subsystems
Output subsystems
DD
AA
TT
AA
BB
AA
SS
EE
Accounting information
system
Marketing research
subsystem
Marketing intelligence subsystem
Internal sources
Environmental sources
Product subsystem
Place subsystem
Promotion subsystem
Price subsystem
Integrated-mix
subsystem
Users
DataData InformationInformationMarketing Information System ModelMarketing Information System Model
SalesSalesVolumeVolume
STAGESSTAGES
Introduction Growth Maturity Decline
Should theproduct beintroduced
Should the product strategy be changed
Should theproduct be
deleted
The Product Life Cycle and Related The Product Life Cycle and Related DecisionsDecisions
1980 1990
Strategic planninglevel .17
Strategic planninglevel .30
Management control
level.70
Management control
level.54
Operational controllevel .13
Operational controllevel .16
Note: The percentages are based on the number of respondentsranking the particular management levels first.
Model Use Is Becoming More BalancedModel Use Is Becoming More Balanced
Overall Support from the Marketing Information System Is Becoming More Balanced
Strategic planninglevel.25
Management controllevel.57
Operational controllevel .17
Strategic planninglevel.28
Management controllevel.40
Operational Controllevel .31
Note: The percentages are based on the number of respondents ranking the particular management levels first.
1980 1990
Human Resource
Information Systems
The HR manager is often a director who is not a member of
the executive committee.
The importance of the human resourcefunction and the human
resources information system hasgrown over the last ten years
Recruiting Hiring Education& Training
Terminat-ion
BenefitAdministration
PotentialEmployees Employees Retired
Employees
Data Management
The Firm
Primary HR ActivitiesPrimary HR Activities
Accountinginformation
system
Human resourcesresearchsystem
Manufacturingintelligencesubsystem
Work forceplanning
subsystem
Work forcemanagementsubsystem
Benefitssubsystem
Internalsources
Environmentalsources
Inputsubsystems
Outputsubsystems
Users
Data Information
Environmentalreporting
subsystem
HRISDatabase
HRIS ModelHRIS Model
Recruitingsubsystem
CompensationSubsystem