1. What is MIS? Define the characteristics of MIS? What are the basic Functions of MIS? Give some Disadvantage of MIS?
The industrial revolution has slowly replaced man power with machines. There emerged the use of computer for data processing. The digital computer was mainly designed to handle scientific calculations. During 1940 to 1960 computers were used commercially for census and payroll work which involved large amount of data processing. Since then the commercial application exceeded the scientific applications.
Computer Based Information systems are of vital importance in modern organization. Systems professionals analyze, design, develop, implement and manage state-of-the-art telecommunications, multi-media and other computer-based information systems. In addition to maintaining traditional transaction processing systems, today’s IS professionals are involved in exciting developments in computing systems, such as decision support and expert systems, database development and enhancement, development and use of Graphical User Interfaces (GUI), systems design using object oriented programming, design and management of telecommunications systems, and the management of end-user computing. So you can define MIS is a method of generating information which is used by management or organization for decision making, control of activities and operations etc
MIS characteristics
· It supports transaction handling and record keeping.
· It is also called as integrated database Management System which supports in major functional areas.
· It provides operational, tactical, and strategic level managers with east access to timely but, for the most, structured information.
· It supports decision —making function which is a vital role of MIS.
· It is flexible which is needed to adapt to the changing needs of the organization.
· It promotes security system by providing only access to authorized users.
· MIS not only provides statistical and data analysis but also works on the basis on MBO (management by objectives). MIS is successfully used for measuring performance and making necessary change in the organizational plans and procedures. It helps to build relevant and measurable objectives, monitor results, and send alerts.
· Coordination: MIS provides integrated information so that all the departments are aware of the problem and requirements of the other departments. This helps in equal interaction of the different centers and connects decision centers of the organization.
· Duplication of data is reduced since data is stored in the central part and same data can be used by all the related departments.
· MIS eliminates redundant data.
· It helps in maintaining consistency of data. It is divided into subsystems. Handlings with small systems are much easier than an entire system. This helps in giving easy access of data, accuracy and better information production.
· MIS assembles, process, stores, Retrieves, evaluates and disseminates the information.
Function of MIS
The main functions of MIS are:
· Data Processing: Gathering, storage, transmission, processing and getting output of the data. Making the data into information is a major task.
· Prediction: Prediction is based on the historical data by applying the prior knowledge methodology by using modern mathematics, statistics or simulation. Prior knowledge varies on the application and with different departments.
· Planning: Planning reports are produced based on the enterprise restriction on the companies and helps in planning each functional department to work reasonably.
· Control: MIS helps in monitoring the operations and inspects the plans. It consists of differences between operation and plan with respect to data belonging to different functional department. It controls the timely action of the plans and analyzes the reasons for the differences between the operations and plan. Thereby helps managers to accomplish their decision making task successfully.
· Assistance: It stores the related problems and frequently used information to apply them for relative economic benefits. Through this it can derive instant answers of the related problem.
· Database: This is the most important function of MIS. All the information is needs a storage space which can be accessed without causing any anomalies in the data. Integrated Database avoids the duplication of data and thereby reduces redundancy and hence consistency will be increased.
· The major function of MIS lies in application of the above functions to support the managers and the executives in the organization in decision-making.
Disadvantages of MIS
The following are some of the disadvantages of MIS:
· MIS is highly sensitive: MIS is very helpful in maintaining logging information of an authorized user. This needs to monitor constantly.
· Quality of outputs is governed by quality of inputs.
· MIS budgeting: There is difficulty in maintaining indirect cost and overheads. Capturing the actual cost needs to have an accrual system having true costs of outputs which is extremely difficult. It has been difficult to establish definite findings.
· MIS is not flexible to update itself for the changes.
· The changes in the decision of top level management decrease its effectiveness.
· Information accountability is based on the qualitative factors and the factors like morality, confidence or attitude will not have any base.