Duma, R 22-Nov-18

MS 311 Prerequisite
Management Information
Systems (MIS) • IT 111: Introduction to Information Technology

Duma, R.
Email: radsiffi@yahoo.com
Office: CE 13 – CIVE Administration Building
The University of Dodoma
College of Informatics and Virtual Education
Information System Department
@2018

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Course Evaluation Information System (IS)

• Coursework accounts for 40% of the final course mark. • An information system (IS) is an organized system
• The coursework mark is made up of for the collection, organization, storage and
―One Tests 20%
―Group work 5%
communication of information.
―Group work presentation 5% • IS composed of people and computers that
―Unannounced quizzes 10% processes data or interprets information.
• UE 60%.
• Any changes on this plan will be communicated officially.
• The term is also sometimes used in more restricted
• There will be NO any make-up assessment.
senses to refer to only the software used to run a
• Students are therefore expected to attend classes and all
computerized database or to refer to only a
assessments as scheduled. computer system

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Components IS The Actors

• Computer Hardware and People are those that
make action.
• They have the power to manage and order things
to happen.

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The Instructions The Bridge

• Software and Procedures are those
rules/instructions/guidelines that the actors must
follow.
• Software: hardware uses S/W to follow instructions.
• Procedures: people uses procedures to follow
instructions.
• Is simply the Data that is created from either the
Computer Side or the Human Side of the model.
• What is generated from one side could help the
Instructions thus help the organization better
evaluate its Procedures or Software.

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Data Vs. Information

Characteristics of Good Information?
• To make good decisions, accurate data can be
transformed into information. • Subjective value
• Information Processing Cycle • Relevant
• Timely
• Accurate
• Complete
• Accessible
• …etc

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IS Opportunities IS Challenges
• Increase worker productivity • Information overload
• Enhance decision making
• Difficult to build
• Improve team collaboration
• Security breaches
• Create business partnerships and alliances
• Enhance global competitiveness • Rapidly changing technology
• Support corporate strategy
• Improve quality of goods and services
• Rapidly changing technology

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The four level pyramid model

Types of IS
Any IS my fall in 4 types which are;
• Transaction Processing Systems (TPS)
• Management Information Systems (MIS)
• Decision Support Systems (DSS)
• Executive Information Systems (EIS) or Executive
Support system (ESS)

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Transaction Processing Systems

Interrelationship among ISs
(TPS)
• These are information system that captures and
processes data generated during an organization’s
day to day transactions.
• They are business activity such as deposit,
payment, order or reservations.

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Management Information
Why learning MIS?
Systems (MIS)
• MIS is an integrated collection of functional • MIS students learn how businesses use information
information systems, each supporting particular to improve the company’s operations.
functional areas like;- • Students also learn how to manage various
• Accounting, information systems so that they best serve the
• Finance, needs of managers, staff and customers.
• HR,
• MIS students learn how to create systems for
• Marketing
finding and storing data and they learn about
• Etc…
computer databases, networks, computer security,
• MIS provides manager with the tools for organizing, and lots more.
evaluating and efficiently running their departments.

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Role of MIS
• The role of MIS in an organization can be compared to the
role of heart in the body.
• The information is the blood and MIS is the heart. In the
body the heart plays the role of supplying pure blood to all
the elements of the body including the brain.
• The system ensures that an appropriate data is collected
from the various sources, processed, and sent further to
all the needy destinations.
• The MIS helps in Strategic Planning, Management Control,
Operational Control and Transaction Processing.
• The MIS can inform management and help them make
informed decisions about management and the way the
business is run.
Characteristics of MIS
• Management-oriented: The basic objective of MIS is to
provide information support to the management in the
organization for decision making.
• Management directed: When MIS is management-oriented,
it should be directed by the management because it is the
management who tells their needs and requirements more
effectively than anybody else.
• Integrated: It means a comprehensive or complete view of
all the subsystems in the organization of a company.
• Common data flows: The integration of different
subsystems will lead to a common data flow which will
further help in avoiding duplicacy and redundancy in data
collection, storage and processing.

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Characteristics of MIS cont.….. Outputs of a MIS ?

• Heavy planning-element: The preparation of MIS is not a
one or two day exercise. It usually takes 3 to 5 years and • Scheduled reports
sometimes a much longer period. • Produced periodically, or on a schedule (daily, weekly, monthly)
• Computerized: MIS can be used without a computer. But • Key-indicator report
the use of computers increases the effectiveness and the • Summarizes the previous day’s critical activities
efficiency of the system. • Typically available at the beginning of each day
• User friendly/Flexibility: An MIS should be flexible. • Demand report
• Information as a resource: Information is the major • Gives certain information at a manager’s request
ingredient of any MIS.
• Exception report
• Automatically produced when a situation is unusual or requires
management action

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Scheduled Report Example Key Indicator Report Example

Daily Sales Detail Report

Prepared: 08/10/xx Daily Sales Key Indicator Report

Order Customer Sales Ship This Last Last

# ID Rep ID Date Quantity Item # Amount Month Month Year
P12453 C89321 CAR 08/12/96 144 P1234 $3,214 Total Orders Month to Date $1,808 $1,694 $1,014
P12453 C89321 CAR 08/12/96 288 P3214 $5,660
Forecasted Sales for the Month $2,406 $2,224 $2,608
P12453 C03214 GWA 08/13/96 12 P4902 $1,224
P12455 C52313 SAK 08/12/96 24 P4012 $2,448
P12456 C34123 JMW 08J/13/96 144 P3214 $720

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Demand Report Example Exception Report Example

Daily Sales Exception Report – ORDERS OVER $10,000

Daily Sales by Sales Rep Summary Report Prepared: 08/10/xx
Prepared: 08/10/xx
Order Customer Sales Ship
Sales Rep ID Amount # ID Rep ID Date Quantity Item # Amount
CAR $42,345 P12453 C89321 CAR 08/12/96 144 P1234 $13,214
GWA $38,950 P12453 C89321 CAR 08/12/96 288 P3214 $15,660
SAK $22,100 P12453 C03214 GWA 08/13/96 12 P4902 $11,224
JWN $12,350 … … … … … … …
… … … … … … …

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MIS and Web Technology MIS Business functions

• Data may be made available from management • MIS is an integrated collection of functional
information systems on a company’s intranet information systems, each supporting particular
• Employees can use browsers and their PC to gain functional areas like;- Accounting, Finance, HR,
access to the data Marketing

Schematic

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MIS Business functions Schematic

Internet An Organization’s
Financial MIS
MIS

Financial
MIS
• Provides financial information to all financial
Business
transactions
managers within an organization.
Accounting
Transaction Databases MIS Exception reports
processing of
Demand reports
systems valid
transactions Key-indicator reports
Marketing
MIS Scheduled reports

Business
transactions Databases Human
of
Resources Etc.
external
MIS Schematic
data
Extranet
Etc.
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Databases of Databases of
Financial
Inputs to the Financial Information
internal data external data DSS
System
Business
transactions • Strategic plan or corporate policies
Transaction Databases
Financial
• Contains major financial objectives and often projects
processing of valid
systems transactions MIS Financial financial needs.
applications
for each
TPS databases • Transaction processing system (TPS)
Business
• Important financial information collected from almost
transactions every TPS - payroll, inventory control, order processing,
Financial statements
Operational
Financial accounts payable, accounts receivable, general ledger.
Uses and management ES
Internet or databases of funds • External sources
Extranet Financial statistics • Annual reports and financial statements of competitors
for control
and general news items.
Business Customers,
transactions Suppliers
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Financial MIS Subsystems and Marketing MIS

Outputs
• Financial subsystems • Supports managerial activities in product
• Profit/loss and cost systems development, distribution, pricing decisions, and
• Auditing promotional effectiveness
• Internal auditing
• External auditing
• Uses and management of funds

Schematic

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Databases of Databases of
Manufacturing
Inputs to Marketing MIS
internal data external data DSS

• Strategic plan and corporate policies

Transaction
• The TPS
Databases
Business Marketing
transactions
processing
systems
of valid
transactions MIS Marketing • External sources:
applications
for each
TPS databases • The competition
• The market
Sales by customer

Sales by salesperson Manufacturing

Operational Sales by product ES
databases Pricing report
Total service calls
Customer satisfaction

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Marketing MIS Subsystems and Human Resource MIS

Outputs
• Marketing research • Concerned with all of the activities related to
employees and potential employees of the
• Product development organization
• Promotion and advertising
• Product pricing

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Inputs to the Human Resource

Databases of
internal data
Databases of
external data
Manufacturing
DSS MIS
• Strategic plan or corporate policies
Transaction Databases Human • The TPS:
Business
transactions
processing of valid Resource Human • Payroll data
systems transactions MIS resource
for each applications • Order processing data
TPS databases
• Personnel data
Benefit reports
• External sources
Salary surveys Manufacturing
Operational Scheduling reports ES
databases Training test scores
Job applicant profiles
Needs and planning
reports

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Human Resource MIS Subsystems Manufacturing MIS

and Outputs
• Human resource planning
• Personnel selection and recruiting
• Training and skills inventory
• Scheduling and job placement
• Wage and salary administration

Schematic

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Databases of Databases of
Manufacturing
DSS
Inputs to the Manufacturing MIS
internal data external data

Business
transactions
• Strategic plan or corporate policies.
Transaction
processing
Databases
of valid
Manufacturing • The TPS:
systems transactions MIS Manufacturing
applications
• Order processing
for each
TPS databases • Inventory data
Business • Receiving and inspecting data
Quality control reports
transactions
Process control reports
• Personnel data
Manufacturing
Operational
JIT reports ES • Production process
Internet or databases
Extranet MRP reports • External sources
Production schedule
CAD output

Business Customers,
transactions Suppliers
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Manufacturing MIS Subsystems Other MISs

and Outputs
• Design and engineering • Accounting MISs
• Master production scheduling • Provides aggregated information on accounts payable,
accounts receivable, payroll, and other applications.
• Inventory control
• Geographic information systems (GISs)
• Manufacturing resource planning
• Enables managers to pair pre-drawn maps or map
• Just-in-time inventory and manufacturing outlines with tabular data to describe aspects of a
particular geographic region.
• Process control
• Computer-integrated manufacturing (CIM)
• Quality control and testing

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Traits of MIS Professionals MIS jobs!

• Are good problem solvers • Business Analyst/Business Intelligence Analyst/
• Like to work with people Systems Analyst/ Database Analyst
• Can think strategically about technology • Information Systems Manager
• Like responsibility for developing and then • Business Application Developer
implementing their ideas
• IT Consultant
• Can bridge both technology and business
• IT Development Project Leader
• Can see both details and the big picture
• Are excellent communicators • Systems Developer
• Can manage time and resources well • Network Administrator

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Comparison of DSSs VS MISs

Decision Support Systems (DSS) Factor DSS MIS
Problem Types Non-Structured Structured
Users Individuals, small Entire organization
• Decision support systems are information designed to groups, entire
help users reach a decisions when a decision making organization
situation arises.
Emphasis Decisions Information
• A decision support system can use data from internal or
external sources. Speed Fast reaction to users Usually slower
• Internal sources of data might include sales, manufacturing, request
inventory or financial data from an organization’s database. Information Interactive inquires and Periodic, exception, demand and
• External source of data include interest rates, population form and responses push reports and responses
trends, cost of new house constructions. Frequency
• For Example, to set the yearly sales quotes a manager Information Ad hoc, flexible and Prespecified, fixed format
can use the Decision support system to provide format acceptable format
information support for factors which would effect
internally and externally. Information Information produced by Information produced by
processing analytical modeling of extraction and manipulation of
methodology business data business data
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Executive Information System

(EIS)
• also known as an Executive support system (ESS)
• It facilitates and supports senior executive
information for easy easy access to internal and
external information relevant to organizational
goals.
• Sometimes it acts as DSS eg. Expert systems
Expert systems and AI
• They are meant to mimic humans in making decisions
in a specific field (Example: Executive Information
System)
• Captures and stores the knowledge of human expert
and then imitates human reasoning and decision
making process for those who have less expertise
• AI is part of expert systems, which taken in your past
behavior experience, sense your actions and based on
logical assumptions will take appropriate actions to
complete the task
• Executive Information System are designed to support
the information needs for executive managers.
Information is presented in form of charts, tables

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Expert System Benefits Expert System Limitations

• Faster and more consistent than an expert • Limited focus
• Does not get tired or distracted by overwork or • Inability to learn
stress • Maintenance problems
• Can have the knowledge of several experts • Developmental costs
• Helps preserve and reproduce the knowledge of
experts

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DSS Vs Expert Systems

Systems Theory
• Systems theory views an organization as a complex
set of dynamically intertwined and interconnected
elements, including inputs, processes, outputs,
feedback loops, and the environment.
• Any change in one element causes changes in other
elements.

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