Assignment Management Information System EBM- AeU

Question 1. Evaluate the role of Information System in your organization/work/Life. a. Name one (1) system and briefly explain its role functions; AND b. Discuss its advantage and disadvantages

2. Discuss three (3) major challenges that typically users face in building and/or using information system. AND elaborate the ways to overcome those challenges.

ROLE OF MIS
MIS DEFINITION The concept of the MIS has evolved over a period of time comprising many differentfacets of the organizational function. MIS is a necessity of all the organizations. The initial concept of MIS was to process data from the organization and present it in theform of reports at regular intervals. The system was largely capable of handling the datafrom collection to processing. It was more impersonal, requiring each individual to pickand choose the processed data and use it for his requirements. This concept was furthermodified when a distinction was made between data and information. The information isa product of an analysis of data. This concept is similar to a raw material and the finished product. What are needed are information and not a mass of data. However, the data canbe analyzed in a number of ways, producing different shades and specifications of theinformation as a product. It was, therefore, demanded that the system concept be anindividual- oriented, as each individual may have a different orientation. Towards the information. This concept was further modified, that the system should presentinformation in such a form and format that it creates an impact on its user, provoking adecision or an investigation. It was later realized then even though such an impact was awelcome modification, some sort of selective approach was necessary in the analysis andreporting. Hence, the concept of exception reporting was imbibed in MIS. The normal for an exception. Was necessary to evolve in the organization. The concept remained valid till and to theextent that the norm for an exception remained true and effective. Since the environmentturns competitive and is ever changing, fixation of the norm for an exception becomes exercise at least for the people in the higher echelons of the organization. Theconcept was then evolved that the system should be capable of handling a need basedexception reporting. This need maybe either of an individual or a group of people. Thiscalled for keeping all data together in such a form that it can be accessed by anybody andcan be processed to suit his needs. The concept is that the data is one but it can be viewedby different individuals in

different ways. This gave rise to the concept of DATABASE, and the MIS based on the DATABASE proved much more effective.

Over a period of time, when these conceptual developments were taking place, theconcept of the end user computing using multiple databases emerged. This conceptbrought a fundamental charge in MIS.

ROLE OF MIS IN ORGANIZATION

The role of the 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 MIS plays exactly the same role in the organization. The system ensures that an appropriate data is collected from the various sources, processed, and sent further to all the needy destinations. The system is expected to fulfill the information needs of an individual, a group of individuals, the management functionaries: the managers and the top management. The MIS helps the clerical personnel in the transaction processing and answers their queries on the data pertaining to the transaction, the status of a particular record and references on a variety of documents. The MIS helps the middle management in short them planning,target setting and controlling the business functions. It is supported by the use of the management tools of planning and control. The MIS plays the role of information generation, communication, problem identification and helps in the process of decision making. The MIS, therefore, plays a vital role in the management, administration and operations of an organization.

Uses of MIS in Management: 1. It deals with transaction processing such as answering the questions, status of a particular record and variety of documents. 2. It gives operational data for planning,scheduling and control 3. It helps in decision making and to correct an out of control situation. 4. It helps middle management in short term planning, target setting and control the business fictions. 5. It helps top management in goal setting, planning business planes and its implementations. 6. It helps in generating information, communicating of the generated information, problem identification and helps in the process of decision making.

a. Name one (1) system and briefly explain its role/function PERFORMANCE MANAGEMENT SYSTEM
Performance management system (PMS) is the heart of any people management process in organization. Organizations exist to perform. If properly designed and implemented it can change the course of growth and pace of impact of organizations. Performance management could be defined as it begins when the job is defined and ends when an employee leaves the company. Between these points, the following should be understood for a working performance management system. Developing clear job descriptions: Job descriptions are the first step in selecting the right person for the job, and setting that person up to succeed Job descriptions provide a framework so the applicants and new employees understand the expectations for the position. Selection: Jobs have different requirements. This is the process of matching the skills and interests of a person to the requirements of a job. Finding a good job "fit" is exceptionally important. Use of a selection process maximizes input from potential co-workers and the person to whom the position will report. Providing effective orientation, education, and training. Before a person can do the best job, he or she must have the information necessary to perform. This includes job-related, position-related, and company-related information; an excellent understanding of product and process use and requirements; and complete knowledge about customer needs and requirements. Providing on-going coaching and feedback. People need ongoing, consistent feedback that addresses both their strengths and the weaker areas of their performance. Effective feedback focuses more intensely on helping people build

on their strengths. Feedback is a two-way process that encourages the employee to seek help Conducting quarterly performance development discussions. If supervisors are giving employees frequent feedback and coaching, performance reviews can change from negative, evaluative, one-sided presentations to positive, planning meetings. Designing effective compensation and recognition systems that reward people for their contributions: The power of an effective compensation system is frequently overlooked and downplayed in some employee motivation-related literature Providing promotional/career development opportunities for staff: The

supervisor plays a key role in helping staff develop their potential. Growth goals, changing and challenging job assignments and responsibilities, and crosstraining contribute to the development of a more effective staff member. Assisting with exit interviews to understand WHY valued employees leave the organization: When a valued person leaves the company, it is necessary to understand why the person is leaving. This feedback will help the company improve its work environment for people. An improved work environment for people results in the retention of valued staff. A performance management system will only be effective if it: 1. Is aligned with a companys corporate direction and business strategy 2. Objectively measures performance. 3. Is trusted to be fair by employees 4. Both managers and employees see that they have something to gain from using the system.

Organizations succeed when they continuously nourish the top performers and improve (or weed out) the poor performers. The big challenges of following this strategy are identifying the real performers, provide a competitive compensation to retain & motivate them and improve employee skills & competencies to maintain the business competitiveness.

EmpXtrack Performance Management System is an integrated web-based tool to improve organizational performance by setting SMART Goals for employee, evaluating employee performance, recommending highly competitive compensation plans, managing employee trainings & development and promoting right employeesto critical positions.

Based on globally followed HR practices and principles, this performance management system provides right tools to engage employees in productive work, help employee achieve their goals, bring objectivity & transparency in employee evaluations, manage employee trainings, manage employee compensations, promotion and careers.

Features of Performance Management System

Setting SMART Goals for Employees: Goal Setting Software provides leaders, managers and employees with web-based tools to set SMART goals and track progress on frequent intervals.

Evaluate Employee Performance: Employee Appraisal Software ensures objective and accurate evaluation of your employees performance and helps you find the strengths and weaknesses of the employees.

Coach and Train Employees to improve their performance: To continually improve performance of your organization you need to continuously training employees to update their skills and competencies. Training Management Software allows you to manage employee training effectively.

Define competitive employee compensation plans: Employee compensation plan helps you to remain competitive in your business and attract and retain talented employee.

Promote right employees to critical positions: Organizations success by placing right employee in right positions. EmpXtrack Succession Planning Software helps you to identify critical positions in your organization and recommend right employee to fill these positions.

b. Discuss its advantages and disadvantages.

Modern businesses have been leveraging management information systems (MIS) to manage, order, organize and manipulate the gigabytes and masses of information generated for various purposes. MIS helps businesses optimize business processes, address information needs of employees and various stakeholders and take informed strategic decisions. However, budget allocation and monitoring issues can affect the efficacy of MIS. It has its advantages and disadvantages depending on organizational deployment and usage.

Advantages Management information systems have changed the dynamics of running businesses efficiently. Decentralization is one of the biggest advantages; it allows monitoring of operations at low levels and frees up resources for departmental managers to devote time to strategic activities. Coordination of specialized projects and activities is much better and decision makers in the organization are aware of issues and problems in all departments. Another advantage of MIS is that it minimizes information overload, which can be quite common with conventional businesses in the modern era. Better Planning and Control MIS has to be designed and managed in such way that it aggregates information, monitors the company's activities and operations and enhances communication and collaboration among employees. This ensures better planning for all activities and better ways to measure performance, manage resources and facilitate compliance with industry and government regulations. Control helps in forecasting, preparing

accurate budgets and providing the tools and vital information to employees, top management and business partners.

Decision Making The purpose of MIS is to generate synthesized and processed information from computerized/automated and certain manual systems. Information distribution to all levels of corporate managers, professionals and key executives becomes quite seamless with streamlined MIS. Managers are able to make quick, timely and informed decisions. Top management and board members can take strategic decisions, plan future growth and business expansion activities based on the data and information generated by MIS. Disadvantages Depending on organization deployment, usage and extraneous factors, some disadvantages related to Management Information Systems can come to the fore. Allocation of budgets for MIS upgrades, modifications and other revisions can be quite tricky at times. If budgets are not allocated uniformly or as per immediate requirements, key functionalities might get effected and benefits might not be realized consistently. Integration issues with legacy systems can affect the quality of output and vital business intelligence reports.

SWOT ANALYSIS OF MIS SYSTEM

Strengths: MIS has its own strengths as listed below. To understand those strengths, we would use a hypothetical organization which gives insurance. A complete MIS solution can give a Comprehensive picture of the companys performance at any point of time. A secure MIS solution can be very transparent and can help organizations to keep a check on any malpractices happening in the organization. For example the insurance agents might have a link up with the doctors certifying the fitness of the insurance buyer. A report in an MIS which alerts the management if more than 90 % of the customers coming from that doctor-agent pair pass the medical examination would help the management to identify such malpractices in the organization. This is one of the strengths of the MIS. The flow of information among the various departments of the organization becomes lucid, smooth and accurate. The insurance company needs to send the information to the central government about the number of insurance buyers aged between 25 and 30 with weight more than 90. Without an MIS, it would be difficult to go through the hard copies of the documents and find out such information, collect it and send it to the concerned party. Moreover, it would be also a hectic job for the central Government to upload the data. MIS would definitely help in this scenario. MIS helps in maintaining the three pillars of security in any organization. If used properly, it can help the organization in keeping the confidentiality, integrity and availability of the data. MIS improves the problem solving capabilities of the Organization

Weaknesses: MIS is totally based on transactions. This is one of the key weaknesses of the MIS. If transactions are not captured properly, the resulting information would also be faulty. This is an inherent flaw of MIS which cannot be mitigated. With the amount of data growing, MIS would require a lot of processing power to produce the expected results in time. MIS is highly sensitive to changes. Due to the enormous data, any change in the meta data would require a careful observation of the system. A small gap in the change may lead to drastic and devastating results. The requirement gathering for the system should be very comprehensive, detailed and effective. As discussed, the system is highly sensitive to changes. Opportunities: The decisions supported with flawless information combined with the wisdom of the directors of the company can lead to unforeseen opportunities. One of the basic decisions of investment can be made through the information given by the MIS. A system in the manufacturing firm can control the flow of materials. This can reduce the cost of inventory. The concept of just-in-time can only be implemented if it is backed by a flawless MIS. Marketing and sales departments can be more accurate in their demand forecasting if a good MIS system is available to them. This forecasting can be used by the production and the whole organization can be benefitted by this. Human Resource MIS manages employees and selection of employees. Human resource MIS looks at needs of the employees, the workforce rules, hiring process, training, and job assignments. The company's Human resource MIS is in charge of payroll and medical care for its employees.

Threats: As with any IT system, security is a big threat to the MIS system. All the data is on the network. Any vulnerability or loophole can turn into a potential security flaw. Very keen care should be taken for the system on this aspect. As discussed in the weakness part, the system is totally dependent on the transactions. The transaction capturing system should be very accurate in capturing the data. Any violation in any of the rules in the captured data would percolate to the upper layer. The designing of the information can also turn out to be a threat if the design is not flexible enough to entertain the change requests. MIS is a supporting system for the management. Any change in management may require in the change in the MIS. The system should be capable enough to handle such changes. Natural threats can turn out to be devastating of no backup of the system is taken. A complete backup policy and business continuity plan should be in place for even the smallest part of the MIS. MIS is nothing without the human wisdom. If these systems or the information about the system falls into wrong hands, it can be misused. This is one of the biggest threats of MIS.

2. Discuss three (3) major challenges that typically users face in building and/ or using information systems. AND elaborate the ways to overcome those challenges.

Having made the plan of the MIS, the development of the MIS calls for determining the strategy of development. As discussed earlier the plan consists of various systems and subsystems. The development strategy determines where to begin and in what sequence the development can take place with the sole objective of assuring the information support.

The choice of the system or the subsystem depends on its position in the total MISplan, the size of the system, the user understands of the system and the complexity and its interface with other systems. The designer first develops systems independently and starts integrating them with other systems, enlarging the system scope and meeting the varying information needs.

Determining the position of the system in the MIS is easy. The real problem is /thedegree of structure, and formalization in the system and procedures which determine the timing and duration of development of the system. Higher the degree of structured ness and formalization, greater is the stabilization of the rules, the procedures, decision making and the understanding of the overall business activity. Here, it is observed that the users and the designers interaction is smooth, and each others needs are clearly understood and respected mutually. The development becomes approach with certainty in inputs process and outputs.

In the prototyping approach, the designers task becomes difficult, when there aremultiple users of the same system and the inputs they use are used by some other userswell. For example, a lot of input data comes from the purchase department, which is usedin accounts and inventory management. The attitudes of the various users and their role as the originators of the data needs to bedeveloped with a high degree of positivism. It requires, of all the personnel, to appreciatethat the information is a corporate resource, and all have to contribute as per thedesignated role by the designer to fulfill the corporate information needs. When it comesto information the functional, the departmental, the personal boundaries do not exist.

These calls upon each individual to comply with the design needs and provide withoutfail the necessary data inputs whenever required as per the specification discussed andfinalized by the designer.

Many organizations use MIS successfully, others do not. Though the hardware and the software is the latest and has appropriate technology, its use is more for the collection andstorage of data and its elementary processing. There are some factors which make theMIS a success and some others, which make it a failure. These factors can besummarized as follow.

FACTORS CONTRIBUTING TO SUCCESS

If a MIS is to be a success then it should have all the features listed as follows.

i.

The MIS is integrated into the managerial functions. It sets clear objectives toensure that the MIS focuses on the major issues of the business. Also adequatedevelopment resources are provided and the human and organizational barriers toprogress are removed.

ii.

An appropriate information processing technology required to meet the dataprocessing and analysis needs of the users of the MIS is selected. The MIS is oriented, defined and designed in terms of the user.s requirements andits operational viability is ensured.

i.

The MIS is kept under continuous surveillance, so that its open system design ismodified according to the changing information needs.

ii.

MIS focuses on the results and goals, and highlights the factors and reasons fornon-achievement.

iii.

MIS is not allowed to end up into an information generation mill avoiding thenoise in the information and the communication system.

iv.

The MIS recognizes that a manager is a human being and therefore, the systemsmust consider all the human behavioral factors in the process of the management.

v.

The MIS recognizes that the different information needs for different objectivesmust be met with. The globalization of information in isolation from the differentobjectives leads to too much information and its non-use.

vi.

The MIS is easy to operate and, therefore, the design of the MIS has such featureswhich make up a user-friendly design.

FACTORS CONTRIBUTING TO FAILURES

Many a times MIS is a failure. The common factors which are responsible for this arelisted as follows.

I.

The MIS is conceived as a data processing and not as an information processingThe MIS does not provide that information which is needed by the managers butit tends to provide the information generally the function calls for. The MIS thenbecomes an impersonal system.

II.

Underestimating the complexity in the business systems and not recognizing it inthe MIS design leads to problems in the successful implementation.

III.

Adequate attention is not given to the quality control aspects of the inputs, theprocess and the outputs leading to insufficient checks and controls in the MIS.

IV.

The MIS is developed without streamlining the transaction processing systems inthe organization.

V.

Lack of training and appreciation that the users of the information and the generators of the data are different, and they have to play an important responsiblerole in the MIS.

VI.

The MIS does not meet certain critical and key factors of its users such as aresponse to the query on the database, an inability to get the processing done in aparticular manner, lack of user-friendly system and the dependence on the systempersonnel.

VII.

A belief that the computerized MIS can solve all the management problems ofplanning and control of the business.

VIII.

Lack of administrative discipline in following the standardized systems and procedures, wrong coding and deviating from the system specifications result inincomplete and incorrect information.

IX.

The MIS does not give perfect information to all the users in the organization.Any attempt towards such a goal will be unsuccessful because every user has ahuman ingenuity, bias, certain assumption not known to the designer. The MIScannot up these by providing perfect information.

IMPLEMENTATION CHALLENGE
The implementation of the information technology is a complex task and needs a detailedand careful planning for successful implementation. It is necessary to prepare a plan ofimplementation covering the following features. These features are: 1. Site preparation 2. System development plan 3. Information technology installation schedule 4. Recruitment and training of computer personnel 5. Training of the users 6. Investment plan

Site Preparation This is a major activity, wherein you prepare the site for the physical installation of thehardware i.e., the main computer system, the peripherals, the electrical andcommunication cabling, the air conditioning system, the tape-disk

consumable storage,and the office layout for the professionals. The space allocation for each of these items isbased on present need with some allowance for the future. The modern information technology needs site preparation at the users end as well for the convenience and the ease of operations. Most of the information technology.installations need infrastructural facilities, such as a conference room, and training cum demonstration room with the modern aids of training. This process of site preparationtakes away 10 to 12 per cent of investment. In all these matters, guidance is availablefrom the hardware vendors. A committee consisting of the vendors.representatives,architect and interior designer, and inchange of the information technologyimplementation would be ideal for a planned site preparation activity.

System Development Plan This is generally prepared while assessing the hardware and software needs. Such a plangives the indication of the various locations of hardware in terms of quality and timewhen needed. System development plan priorities the various steps in the sitepreparation. One can make a site preparation plan for an immediate need and also for alater date. This would help to make a long-term financing plan. A system development plan also helps you in planning the other activities such asrecruitment and training. It also helps in deciding the procurement plan of the hardwareand software. A broad system development plan would go a long way preparing theoperational and implementation plans of the information technology in the organization.

Information Technology Installation Schedule This schedule gives the item-wise details of the hardware arrival and its installation,testing and acceptance. It also needs to be linked with the information system development plan to synchronies the installation with the user of the hardware and thesoftware.

Many times the schedule also considers key issues like data conversion, switching over from an old system to a new system, rewriting programmer for newsoftware environment and so on. Such schedule also helps in the smooth transition fromold to the new. It may be from one information technology to another information technology environment or from the manual system to the computerized system.

Recruitment and Training of Information Technology Personnel The implementation of the information technology needs specific skills in the manpowerresponsible for effective implementation. The skills may fall in the area of languages,tools of development and also acquiring the precise know-how on the emergingtechnologies and its application in the information systems. The technology is changing at a very fast pace and it is necessary to upgrade the skills of the existing manpower by providing a need-based training. There are occasions where the skills are not available and a specific recruitment is called for, Such a recruitment and training then calls for restructuring of the information technology organization.

Training of Users The latest development in the information technology requires its users to be well trainedfor its effective use. The training may range from awareness to learning of the specifictools. The users should be trained to accept the concept of end user computing. The usersshould be trained to use the various information technology facilities.

The users should be trained to blend the information support in their day-todayactivities. It is a change in work culture and an appropriate attitude needs to be developedfor the absorption of the new information technology solutions. Many software packagesare available which need to be learnt for its appropriate use to become IT literate.

With the support of the information technology, the user is becoming aknowledge worker. It is a qualitative cultural change and it is, therefore, necessary toprepare the user for this transformation through a comprehensive .User Training Programmers Such training is imparted across the organization to the workers, officers,executives and the managers.

Investment Plan When all the facets of the information technology implementation are ready, it is possibleto work out the monetary implications such an implementation. Summarizing theestimates on the time scale would generate an investment plan. One can fit the investmentin the budget provisions by suitable modifications in the implementation plan of theinformation technology. Since, the investment in the information technology is strategic; at the most it can be deferred but cannot be curtailed. It is important to note that the intermediate information technology solution to save on the investment is not effective. If there are any budget limitations, it is better to postpone the implementation.

A carefully worked out investment plan should be submitted for approval with the implementation plan of the information technology. A presentation of an hour and a halfto the top management highlighting the investment, the productivity gains and thecompetitive edge that the business of the organization acquires through the informationtechnology, would help in obtaining the approval, its involvement and support inimplementation of the information technology.

PROBLEM WITH INFORMATION SYSTEM

Data Leakage: as the whole data base and information is saved on systems there are chances of leakage of information.

Problem with ERP in terms of recruitment of people as they might not aware of ERP and extra cost and time is incurred on giving training to them.

Default in computer system or server jam may lead to stop the whole activities of the store.