BABASAHEB BHIMRAO AMBEDKAR UNIVERSITY

(A CENTRAL UNIVERSITY)
Accredited with Grade ‘A++’ by NAAC )

ASSIGNMENT
OF
❝ MANAGEMENT INFORMATION SYSTEMS ❞
Academic Year – 2024
BCA- 2nd year

Department of Computer Science

Submitted By:
Rishi Maurya 223135
Anuj Saroj 223118
Surya Narayan 223143

Submitted To:
Dr. Aditya Khamparia
BABASAHEB BHIMRAO AMBEDKAR UNIVERSITY
SATELLITE CENTRE, AMETHI
 TABLE OF CONTENT

 Definition of MIS

 The need for MIS

 Advantages of MIS

 Disadvantages of MIS

 Role of MIS

 Organization theory of MIS

 Different approaches used to manage MIS

 Component of computer system in MIS

 Data bank Concept

 Evolution concepts of information system

 Dicision making of MIS

 Strategic planning of MIS

  Definition of MIS

MIS is the use of information technology, people, and business processes to record, store and
process data to produce information that decision makers can use to make day to day decisions.
The full form of MIS is Management information system. The purpose of MIS is to extract
data from varied sources and derive insights that drive business growth.

 The need for MIS

The following are some of the justifications for having an MIS system.

 Decision makers need information to make effective decisions. Management

Information Systems (MIS) make this possible.
 MIS systems facilitate communication within and outside the organization – employees
within the organization are able to easily access the required information for the day to
day operations. Facilitates such as Short Message Service (SMS) & Email make it
possible to communicate with customers and suppliers from within the MIS system that
an organization is using.
 Record keeping – management information systems record all business transactions of
an organization and provide a reference point for the transactions.

 Advantages of MIS

Management Information Systems (MIS) offer a range of advantages to organizations, making

them crucial tools in today's data-driven world. Here are some of the key benefits:

 Improved decision-making: MIS provides real-time access to accurate data, allowing

managers to make informed decisions based on facts and trends, not just intuition. This
can lead to better resource allocation, improved marketing strategies, and overall
stronger business performance.
 Increased efficiency: MIS automates many tasks, such as data collection, report
generation, and even basic administrative processes. This frees up employees to focus
on more strategic work, boosting overall productivity.
 Better data management: MIS centralizes data storage, eliminating the problem of
scattered information across different departments. This ensures data consistency and
accuracy, which is essential for reliable analysis.
 Enhanced collaboration: MIS facilitates communication and information sharing
between departments. Team members can access the same data and reports, fostering
better collaboration and teamwork.
 Increased customer satisfaction: MIS allows businesses to track customer
interactions and preferences. This data can be used to personalize marketing campaigns,
improve customer service experiences, and ultimately lead to higher customer
satisfaction.
 Cost savings: By streamlining processes and automating tasks, MIS can help
organizations reduce operational costs. Additionally, better decision-making based on
data can lead to cost savings in areas like inventory management and marketing
campaigns.
  Disadvantages of MIS

 High Costs: Developing and implementing a robust MIS system can be expensive.
This includes the cost of hardware, software, ongoing maintenance, and employee
training.

 Complexity: MIS systems can be intricate, requiring specialized technical knowledge

to set up, maintain, and troubleshoot. This can create a burden for smaller organizations
without dedicated IT staff.

 Resistance to Change: Employees may be hesitant to adopt new systems and

processes, leading to disruptions during implementation. Overcoming resistance
requires effective change management strategies.

 Security Concerns: Centralized data storage and digital communication channels

inherent to MIS can make organizations vulnerable to cyberattacks and data breaches.
Robust security measures are essential.

 Data Quality Issues: If the data entered into the system is inaccurate or incomplete,
the outputs and insights generated by MIS will be compromised. Data quality control
processes are crucial.

 Overdependence on Technology: Organizations that become heavily reliant on MIS

can face significant disruptions if there are technical glitches, system failures, or
connectivity issues. Backup plans and redundancy measures are important.

 Learning Curve: Employees may require time to learn how to effectively use the new
system, potentially causing temporary dips in productivity. Training programs and
support are essential.

 Quantitative Bias: MIS might prioritize quantitative data (numbers), potentially

overlooking qualitative aspects (customer feedback, market trends) that can be equally
important for decision-making.

 Role of MIS
MIS or Management Information System is a computerized system that provides information
to support decision-making at the management level of an organization. It is an organized
approach to gathering, storing, and analyzing information to help managers make informed
decisions.
The role of MIS in an organization can be summarized as follows:
1. Data collection: MIS provides a platform for collecting data from various sources within
the organization, such as transactional data, customer feedback, operational reports, and market
research.
2. Data storage: MIS stores this data in a structured format, making it easy for managers to
access and use it.
3. Data processing and analysis: MIS processes and analyzes the data to generate insights
into the performance of the organization, identify trends, and highlight opportunities and
challenges.
4. Decision-making support: MIS provides managers with timely and accurate information
to support their decision-making process. This enables them to make informed decisions that
are backed by data and analysis.
5. Strategic planning: MIS helps in strategic planning by providing insights into the industry
trends, market conditions, and customer preferences. This helps managers to align their plans
with the changing business landscape.
6. Performance evaluation: MIS helps in evaluating the performance of the organization
against its goals and objectives. This helps in identifying areas of improvement and taking
corrective actions.

 Organization theory of MIS

The organization theory of Management Information Systems or MIS is a theory that
emphasizes the importance of information systems in improving the efficiency and
effectiveness of an organization. This theory recognizes that an organization is a complex
system that consists of interdependent components, including technology, people, and
processes. To improve an organization's performance, all these components must work together
in a coordinated and integrated manner. The organization theory of MIS is based on three key
principles: integration, structuring, and coordination.
1. Integration: MIS should be integrated with the organization's overall strategy and goals. An
information system that is not aligned with an organization's goals and strategy will not be
effective. By aligning MIS with organizational goals and strategies, the system becomes more
useful and can help the organization meet its objectives.
2. Structuring: MIS should be structured in a way that supports the organization's work
processes. It is essential to understand the work processes of an organization before
implementing an information system. This structure helps to ensure that the system is user-
friendly and can be easily used by the organization's employees.
3. Coordination: MIS should be used to coordinate the organization's activities. An
information system that can coordinate different components of the organization helps to
ensure that the organization's work processes are efficient and effective. The coordination also
helps to reduce costs and improve productivity.

 Different approaches used to manage MIS

There are several approaches used to manage Management Information Systems (MIS) which
include:
1. The centralized approach: In this approach, the control of the MIS is centralized, and all
decisions are made by a single individual or a central committee. The focus in this approach is
on the efficiency of operations, and decision-making is more structured and organized. This
approach is particularly useful in larger organizations with complex operations because it
provides a standardized and consistent approach to MIS management.
2. Decentralized approach: In this approach, decision-making power is delegated to different
departments or divisions within an organization. Each department manages its own MIS system
according to its specific needs. This approach offers flexibility and allows for customized MIS
solutions based on specific departmental needs. However, it can lead to the development of
incompatible information systems across different departments, which can lead to difficulty in
sharing information between departments.
3. Outsourcing approach: This approach involves an organization outsourcing its MIS
functions to a third party. The contracted company is responsible for the management and
maintenance of the MIS. This allows an organization to focus on its core competencies and
leave the MIS management to an outside company. This approach is particularly useful for
small organizations that do not have the expertise or resources to develop their MIS system.
4. Hybrid approach: This approach combines the centralized and decentralized approach. The
central MIS team focuses on standardizing the MIS across the organization while the
decentralized team develops and implements specific MIS solutions based on departmental
needs. This approach combines the benefits of both the centralized and decentralized approach
while mitigating the drawbacks of each.
5. Participation approach: In this approach, all stakeholders of the MIS system are involved
in the decision-making process. It is a collaborative approach that encourages participation
from employees and end-users of the MIS. This approach ensures that the needs of the
organization's stakeholders are considered in decision-making, and the MIS aligns with the
organization's goals and strategy.

 Component of computer system in MIS

Computers are integral components of modern Management Information Systems (MIS). The
basic components of a computer system are hardware, software, databases, and network
infrastructure.
1. Hardware: This includes physical components like the central processing unit (CPU), input
and output devices, storage devices, and communication devices. The CPU is the brain of the
computer system and is responsible for executing instructions. Input devices such as keyboards,
mice, scanners, and microphones enable users to input data into the system. Output devices
like monitors, printers, and speakers present the results of processing to users. Storage devices
like hard drives and flash drives allow the system to store data and programs.
2. Software: This refers to the programs or operating systems that runs the computer hardware.
These programs include the applications or software an organization uses to accomplish its
goals. Examples of software commonly used in MIS include database management systems,
spreadsheets, word processors, and enterprise resource planning (ERP) software.
3. Databases: A database is a collection of data that can be organized, stored, and queried.
Databases are used to store and manage large amounts of data. They provide a structured and
organized way for storing data and enable quick access to information. Relational database
Management systems like MySQL, Oracle and Microsoft SQL server are commonly used in
MIS.
4. Network infrastructure: This is the backbone that supports the communication between
different devices in the MIS. The network can be wired ( Ethernet cables) or wireless ( Wi-Fi)
and enables users to share information and communicate with one another. Communication
protocols like TCP/IP are used to ensure data is transmitted over the network in a secure and
efficient manner.
 Data bank Concept
Data bank concept refers to the central storage of data collected from various sources and
organized in a systematic manner, accessible to authorized users. Data banks are
commonly used in business, finance, healthcare, and research industries, among others, to
store vast amounts of data needed for analysis and decision-making.
Data banks store structured, semi-structured, and unstructured data, including customer
information, market trends, sales, and financial data, among others. They help in reducing
data redundancy, eliminating data inconsistencies, and improving data accuracy.
The data bank concept helps organizations to have better control over data management
and avoids data silos, which can lead to data duplication, data inconsistency, and overall
suboptimal business decisions. By centralizing data storage and management, authorized
users can access the same up-to-date data from a single source, enabling faster data
processing and more informed decision-making.
Some key features of a data bank include data classification, data security, data backup and
recovery, data privacy, and data sharing. Additionally, data banks may use different
technologies such as a database management system, cloud storage, and big data platforms,
among others.

 Evolution concepts of information system

The evolution of information systems in Management Information Systems (MIS) can be
traced back to the 1940s. Perceiving the need for better data management, the punched cards
were first developed as a tool to store and process information for the United States Census
Bureau.
1. Manual-based systems: MIS used to depend on manual-based systems that employed
manual methods to collect, organize, and process information. These systems were extremely
time-consuming, labor-intensive, and prone to errors.

2. Electronic-based systems: The advent of computers in 1951 marked a significant turning

point in the history of MIS. During this time, electronic-based systems emerged, eliminating
the need for manual-based systems. These systems employed the use of electronic data
processing machines, including mainframe computers, which were bulky and expensive.
3. Decision support and executive information systems: The 1960s and 1970s saw the
development of decision support systems (DSS) and executive information systems (EIS). DSS
and EIS were designed to provide support for decision-making in business environments. DSS
and EIS were instrumental in ushering in a new era of business intelligence.
4. Personal computers and client/server architecture: With the advent of personal
computers in the 1980s, databases and software tools became more affordable, and small
businesses were able to utilize computer-based information systems. At the same time,
client/server architectures were developed, allowing for decentralized information processing.
5. Electronic commerce and the internet: In the 1990s, electronic commerce (e-commerce)
emerged as an essential component of information systems. The development of the Internet
marked a revolutionary phase of information systems that allowed for global networking and
communication.
6. Mobile devices and cloud computing: In the 21st century, the introduction of mobile
devices like smartphones and tablets marked yet another phase in the evolution of information
systems. Cloud computing has enabled easier access to information and provided seamless data
sharing and collaboration.

 Dicision making of MIS

Decision making is a critical component of Management Information Systems (MIS). MIS
provides relevant and timely information that enables decisions to be made more effectively.
There are several ways to manage decision making in MIS, including:
1. Identify information needs: Decision making in MIS starts with identifying information
needs. Identifying information needs involves understanding the key information requirements
of the decision-makers and mapping them onto the information flows in the organization.
2. Collect and analyze data: MIS should collect data relevant to the decision-making process
and analyze it using various analytical tools and techniques. This helps to ensure that the
information provided is accurate, reliable, and up-to-date.
3. Apply relevant models and decision-making techniques: MIS should apply relevant
models and decision-making techniques to assist in the decision-making process. Some
examples of decision-making techniques include statistical analysis, decision trees, and
simulation.
4. Develop dashboards: Dashboards are an important MIS tool that provides users with a
graphical representation of the most important metrics that are critical for decision-making.
The data on dashboards can be customized to meet individual needs.
5. Support collaboration and communication: MIS should support collaboration and
communication between decision-makers. Collaboration helps to ensure that the decision-
making process is based on collective knowledge and experience. MIS should also integrate
with social networking tools to facilitate collaboration and communication.
6. Evaluate the impact of decisions: Finally, MIS should evaluate the impact of decisions
made. This helps to assess the effectiveness of the decision, and the accuracy of the data and
decision models used.

 Strategic planning of MIS

Strategic planning for Management Information Systems (MIS) is the process of defining a
long-term vision, goals, and objectives for the use of information systems within an
organization. The strategic planning process involves several steps, including:
1. Understanding the organization's mission, vision, and goals: This involves gaining a
clear understanding of the organization's overall mission, vision, and goals. This will help to
align the MIS strategy with the broader organizational strategy.
2. Conducting a SWOT analysis: A SWOT analysis is an essential step in developing a
strategic plan for MIS. This involves assessing the organization's Strengths, Weaknesses,
Opportunities, and Threats as they relate to information management.
3. Defining strategic objectives: Based on the SWOT analysis, the organization can identify
key strategic objectives, such as improving operational efficiencies, enhancing customer
experiences, reducing costs, or increasing revenue streams.
4. Developing an MIS strategy roadmap: The MIS strategy roadmap is a high-level plan that
outlines how the organization will achieve its strategic objectives. It identifies specific projects
and initiatives that need to be undertaken to implement the MIS strategy.
5. Engaging stakeholders: Engaging stakeholders throughout the strategic planning process
is critical to ensure their buy-in and support. Stakeholders may include top-level executives, IT
staff, business leaders, functional managers, and end-users.
6. Aligning MIS strategy with the organization's overall strategy: The MIS strategy must
align with the organization's overall strategy. Specifically, the MIS strategy must be aligned
with the organization's mission, vision, and goals.
7. Establishing a governance structure: A governance structure must be established to
oversee the implementation of the MIS strategy. This includes defining roles and
responsibilities, decision-making processes, and monitoring and evaluation mechanisms.
8. Monitoring and evaluation: Finally, monitoring and evaluation mechanisms must be put
in place to assess the impact of the MIS strategy on the organization's operations and overall
performance.

Describe the different between Desiness planning and system planning

Design planning and system planning are two critical components of
Management Information Systems (MIS). Here are the differences between the
two:

1. Design planning: Design planning in MIS refers to the process of creating a

framework that will guide the development of an information system. The design
planning phase involves establishing goals and objectives, identifying user
requirements, and creating a blueprint for the system's architecture and
functionality. Design planning typically includes creating use cases, flow
diagrams, and wireframes to represent the system's user interface and
functionality.
2. System planning: System planning in MIS involves laying out the
groundwork for the actual implementation of the information system. This
includes defining the project scope, determining the budget, outlining the project
timeline, identifying stakeholders, and defining the resources required for the
project. System planning involves creating a detailed project plan that outlines
the specific activities and deliverables needed to successfully implement the
information system.
The primary difference between design planning and system planning in MIS is
their focus. Design planning is focused on establishing the goals, objectives,
requirements, and architecture of the information system, while system planning
is focused on the actual implementation of the system. Design planning is
typically performed before system planning, although there may be some overlap
between the two phases.
In conclusion, both design planning and system planning are critical components
of MIS. Design planning is focused on creating a blueprint for the system's
architecture and functionality, while system planning is focused on the actual
implementation of the system. Both phases must be completed successfully to
ensure that the information system meets the needs of the organization and
contributes to its success.

How do we manage response of a system in MIS?

To manage system response in Management Information Systems (MIS), the following steps
can be taken:
1. Define performance metrics: Establishing clear performance metrics for the system
response time helps in benchmarking and identifying performance issues. Metrics like average
response time, time to process requests, number of requests received per second, etc., can be
used for this purpose.
2. Monitor system performance: It is crucial to regularly monitor the system performance
using monitoring tools. The monitoring tools keep track of system metrics and help in detecting
issues quickly. Some of the commonly used monitoring tools are Nagios, Zabbix, and
Prometheus.
3. Optimize system resources: System resources, including CPU, memory, and disk, need to
be optimized for better system response. Resource optimization involves identifying resource-
intensive tasks and preventing them from running concurrently or limiting their process
priority.
4. Prioritize tasks: It is essential to prioritize tasks as not every request from the user is equally
critical. Prioritization of tasks enables the system to focus on more critical tasks first, resulting
in a better response time.
5. Improve network infrastructure: Network infrastructure plays a vital role in the response
time of the system. Improving network infrastructure, including bandwidth, load balancers, and
firewalls, can help in reducing latency and improving system performance.
6. Use caching techniques: Caching static content speeds up the website load time and reduces
bandwidth consumption. Techniques like browser caching, server-side caching, and content
delivery networks (CDNs) can help in this regard.
7. Regularly maintain software: Regular maintenance and updates of system software and
hardware are necessary to ensure system performance. Maintenance includes practicing
software hygiene, necessary patches, and frequently updating antivirus software.