Management

Information System
(MIS)in NGO

Presented By:

Farhan Israq Ahmed

162-1484-651
Information is critical
The information we have
is not what we want,
The information we want
is not the information we need,
The information we need
is not available.
Information is a Resource
It is scarce
It has a cost
It has alternative uses
There is an opportunity cost factor
involved if one does not process
information
Why need Information?
To ensure effective and
efficient decision - leading
to prosperity of the
Organization.
Data and Information
Data vs. Information
Data
A given, or fact; a number, a statement, or an
image
Represents something (quantities, actions and
objects) in the real world
The raw materials in the production of
information
Information
Data that have meaning within a context
Data that has been processed into a form that is
meaningful to the recipient and is of real or
perceived value in the current or in the
prospective actions or decisions of the recipient.
System
System: A set of components that work together to
achieve a common goal. Computer-based Information
Systems take data as raw material, process it, and
produce information as output.
Components of an Information
System
Types of Information
Systems
Types of Information
Systems
Operational-level systems support operational managers
by keeping track of the elementary activities and daily
transactions of the organization
Management-level systems serve the monitoring,
controlling, decision-making, and administrative activities
of middle managers. The principal question addressed by
such systems is this: Are things working well?
Strategic-level systems help senior management tackle
and address strategic issues and long-term trends, both in
the firm and in the external environment.
MIS - Definition and
Concept
Right Information
To the right person
At the right place
At the right time
In the right form
At the right cost
The three sub-components
Management, Information and System
- together bring out the focus clearly & effectively.
System emphasizing a fair degree of integration and a holistic view;
Information stressing on processed data in the context in which it is
used by end users;
Management focusing on the ultimate use of such information
systems for managerial decision making.
MIS Definition and
Concept
A management information system (MIS) is system of
collecting, processing, storing, disseminating and utilizing
data in the form of information needed to carry out the
functions of management.

Today, the term is used broadly in a number of contexts and

includes (but is not limited to):
Decision support systems,
Resource and people management applications,
Enterprise Resource Planning (ERP),
Supply Chain Management (SCM),
Customer Relationship Management (CRM),
project management and database retrieval applications.

Akram Jalal Karim (2011)

Need for MIS in NGO
Benefits of MIS
An MIS facilitates easy access to all the important data of the
organization to the people in the management.

The MIS often keeps the data organized in a central location and
makes the information available for quick analysis and
presentation.

Quick availability of up-to-date information facilitates monitoring

and selfcorrection and improves controllability and operational
efficiency of the organization.

An efficient MIS helps strategic and long-term decision-making and

improves the overall productivity of the organization.

An MIS can eliminate the incompatibilities and inconsistencies

found in different formats/procedures used in different projects
and/or at different times and brings compatibility and
standardization of formats/procedures
Benefits of MIS
The accountability of the NGO is addressed by publishing
its activities and achievements to the donors, funding
agencies, government and to the public.

Higher efficiency and better presentability increases the

reputation and credibility of the NGO.

A good MIS will obviously improve operational efficiency,

employee productivity, project efficiency and funding
agency/donors satisfaction.

The NGO gains competitive advantage to attract more

program funds, experienced staff and appropriate projects.
Trends

Prentice Hall 2009

Outputs of MIS
Scheduled reports
Produced periodically, or on schedule (daily,
weekly, monthly)
Key Indicator Report
Summarizes the previous days critical
activities
Demand Report
Gives certain report at manager's request
Exception Report
Automatically produced when a situation is
unusual or requires management action
MIS Functional View
Considerations for
building an effective MIS
Understanding the organizational need

Organizational commitment

Balancing the extremes

Integrating NGO activities with Technology

Customization and Flexibility

The difficulties of data entry

The Role of MIS Manager

Conclusions
The management should have a commitment for
MIS.

The MIS manager should ensure that the rights

are assigned to the right people to maintain data
security.

The MIS should be user friendly and data entry

should be easy.

The design of the MIS should be flexible to accept

any type of project undertaken by the NGO and
should work flawlessly for long term without
needing to be modified on getting new types of
projects.
References
1. Charles Waterfield, MIS for Microenterprise: A Practical Approach
to Managing
Information Successfully, 2002, FIELD

2. Pathfinder International, Series-2: Organizational Management,

Module-4: MIS,
Monitoring and evaluation,
http://www2.pathfinder.org/site/DocServer/MIS.complete.pdf

3. Umakant Mishra, Introduction to Management Information

System, Cornell
University Library, http://arxiv.org/abs/1308.1797

4. Umakant Mishra, Management Information Systems Vs. Other

Information
Systems, TRIZsite Journal, Sep 2012, also available at SSRN
eJournal
http://ssrn.com/abstract=2308846
Thank You