MULTIPLE APPROACHES TO
MIS
Like most complex system,
an MIS can be described in no. of different ways. There are multiple structural
approaches to explain the structure of an organizational information system is
described in terms of 4 separate but related classifications. They are:-
1. Operating Elements.
2. Decision Support.
3. Management Activity.
4. Organizational Function.
OPERATIONAL ELEMENTS
a) Physical components
b) Processing functions
c) Output for users
a) PHYSICAL COMPONENTS
Physical structure of
Management Information System is an organized combination of people, hardware,
communication networks, and data sources that collects, transforms, and
distributes information in an organization.An MIS helps decision making by
providing timely, relevant and accurate information to managers. The physical
components of an MIS include hardware, software, database, personnel, and
procedures.
Physical components of an
organizational information system are:-
·
Hardware
·
Software
·
Database
·
Procedures
·
Operational Personnel.
Explanation of these components
is as follows….
·
HARDWARE
All physical components
of a computer system compose the computer hardware. The important components
include the Central Processing Units, Input/Output devices. Communication can
be over Fiber- Optic cables or Wireless networks.
·
SOFTWARE
Software provides the
interface between users and the information system. Software can be divided
into two generic types; - System software, and Applications. The system
software comprises of the operating system. Utility programs and special
purpose programs. Applications are developed to accomplish a specific task. For
users of MIS it is much more important to understand the software than the
hardware. Software maintenance can take 50-70 percent of
all personnel activity in MIS function.
·
DATABASE
A database is a centrally
controlled collection of organized data.The data base improves efficiency of
storage by elimination of redundant files and improves efficiency of processing
providing all required data in a single file rather than separate files.
·
PROCEDURES
Three types of procedures
are required for an MIS to operate effectively. User instructions, instructions
for MIS personnel who maintain the MIS.
·
PERSONNEL
The personnel in the MIS
function include computer operators, programmers, systems analysts and managers.
The quality of MIS personnel is a key factor in its effectiveness.
b) PROCESSING FUNCTIONS
OF MIS
An information system can
also be described in terms of processing functions. The important processing
functions of an information system are the following….
·
PROCESS TRANSACTION
Transactions are events
that occur as of doing business such as sales, purchases, deposits, withdrawals
and payments.The transaction process activities are needed to capture and
process data. Transactions are kept in records.
·
MAINTAIN MASTER FILES
Many processing
activities require creation and maintanence master files. These files are
permanent in nature. Eg:- Customer’s ledger and purchase ledger. Transactions
are processed and data in the master files are updated to reflect the most
current information.
·
PRODUCE REPORT
Information system
produces various kinds of reports needed by the decision makers. Documents
produced by the transaction processing systems are called transaction
documents. Information system produces three kinds of reports namely
informational, action oriented and investigatory reports.
·
PROCESS ENQUIRERS
Process inquiry is
the examination of files to obtain information contained there in. It allows
end users to make enquirers and receive responses concerning the
result of transaction activity
·
PROCESS INTERACTIVE SUPPORT APPLICATIONS
The information system
also contains application designed for planning, analysis, and decision making.
The computer performs processing based on planning or decision models. The mode
of operation is interactive with the user responding questions and requests for
data receive immediate results in order to alter input until a solution or
satisfactory result is achieved.
c) OUTPUT FOR USERS
Information in various
forms is transmitted to end users and made available to them in the output
activity. The objective of the information system is the production of suitable
information outputs for end users. Therefore output is considered to be a major
factor of an information system and it can be classified as follows…..
·
TRANSACTION DOCUMENTS
Documents produced by
transaction processing system are called transaction documents. There are
several types of such documents viz.. Action documents, information documents
and investigation documents.
1. Action documents
These documents initiate
an action or transaction on the part of the recipients. Eg: - a purchase order
authorizes a purchase from supplier.
2. Information documents
These documents relate,
confirm or prove to their recipients that transactions have occurred. Sale
3. Investigational documents
Reports of exceptions,
errors or the conditions masy require investigation. Such reports are used for
control and future purposes.
·
PRE-PLANNED REPORTS
Pre planned reports have
a regular format and content. These reports are produced at regular intervals;
inventory balance and analysis are examples.
·
PRE-PLANNED INQUIRY RESPONSES
Inquiries are handled
online which means the enquiry is made and the response is received immediately
via terminal. Since the enquiry is pre-planned the input format is generally
quite simple and hence terminal may be operated directly by the user requesting
the information.
·
ADHOC REPORTS AND INQUIRY RESPONSE
These reports are
produced at irregular intervals and the information content and its format has
not been pre[-planned. If the data items needed are not available, data
collection procedure must be planned and implemented Ad hoc reports are unique,
unscheduled and situation specific reports.
·
USER-MACHINE DIALOGGED
User-machine dialogue
differs from reports and inquiries. It is essentially a way in which a user can
interact with a model to arrive at an analysis or a solution. Site planning
models, capital investment analysis models are examples.
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