Bangladesh university of business and technology BUBT

Assignment

on

‘’Introduction of MIS’’

Course code: CIS-501

Submitted to

Ms. Nargis Begum

Assistant professor

Department of management

Bangladesh University of Business and technology BUBT

Submitted By

Maria Akter

ID:16173201117

MBA-Program

Intake:40

Bangladesh University of Business and technology BUBT

Date of Submission: 15/09/2019

 Table of content

1. History of MIS
2. Definition of MIS
3. Function of MIS
4. Qualities or Characteristic MIS
5. Types of MIs
6. Advantage and Disadvantage of MIS
7. Development and Feature of MIS
8. Good qualities of a strong website
9. Conclusion
 History of MIS

Kenneth and Jane Loudon identify five eras of Management Information System

evolution corresponding to the five phases in the development of computing technology: 1)
mainframe and minicomputer computing, 2) personal computers, 3) client/server networks, 4)
enterprise computing, and 5) cloud computing.

The first era (mainframe and minicomputer) was ruled by IBM and their mainframe
computers; these computers would often take up whole rooms and require teams to run them —
IBM supplied the hardware and the software. As technology advanced, these computers were
able to handle greater capacities and therefore reduce their cost. Smaller, more affordable
minicomputers allowed larger businesses to run their own computing centers in-house.

The second era (personal computer) began in 1965 as microprocessors started to compete with

mainframes and minicomputers and accelerated the process of decentralizing computing power
from large data centers to smaller offices. In the late 1970s minicomputer technology gave way
to personal computers and relatively low cost computers were becoming mass market
commodities, allowing businesses to provide their employees access to computing power that ten
years before would have cost tens of thousands of dollars. This proliferation of computers
created a ready market for interconnecting networks and the popularization of the Internet.

As technological complexity increased and costs decreased, the need to share information within
an enterprise also grew—giving rise to the third era (client/server), in which computers on a
common network access shared information on a server. This lets thousands and even millions of
people access data simultaneously. The fourth era(enterprise) enabled by high speed networks,
tied all aspects of the business enterprise together offering rich information access encompassing
the complete management structure .Every computer is utilized.

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.

MIS is the acronym for Management Information Systems. In a nutshell, MIS is a collection of
systems, hardware, procedures and people that all work together to process, store, and produce
information that is useful to the organization.
 Function of MIS

The broad functions of MIS are as given below:

1. To improve decision-making: MIS helps management by providing background

information on a variety of issues and helps to improve the decision-making quality of
management. The fast and accurate information supplied by MIS is leveraged by the
managers to take quicker and better decisions thereby improving the decision-making
quality and adding to the bottom line of the company.
2. To improve efficiency: MIS helps managers to conduct their tasks with greater ease and
with better efficiency. This reflects in better productivity for the company.
3. To provide connectivity: MIS provides managers with better connectivity with the rest
of the organization.

Qualities or Characteristics of MIS

Management information being a specialized information system conforms to certain

characteristics. These characteristics are generic in nature. These characteristics remain more or
less the same even when the technology around such management information system changes:

Management oriented

One important feature of MIS is that MIS is designed top-down. This means that the system is
designed around the need felt by the management at different levels for information. The focus
of the system is to satisfy the information needs of management.

Management directed

Since MIS is 'for the' management it is imperative that it also should have a very strong 'by the'
management initiative. Management is involved in the designing process of MIS and also in its
continuous review and up gradation to develop a good qualitative system. The system is

Integrated

MIS is an integrated system. It is integrated with all operational and functional activities of
management. This is an important characteristic and- requirement for a system to qualify as MIS.
The reason for having an integrated system is that information in the managerial context for
decision-making may be required from different areas from within the organization. If MIS
remains a collection of isolated systems and each satisfying a small objective, then the integrated
information need of managers will not be fulfiller. In order to provide a complete picture of the
scenario, complete information is needed which only an integrated system can provide.
Common data flows

Through MIS the data being stored into the system, retrieved from the system, disseminated
within the system or processed by the system can be handled in an integrated manner. The
integrated approach towards data management will result in avoiding duplication of data, data
redundancy and will help to simplify operations.

Strategic planning

MIS cannot be designed overnight. It requires very high degree of planning which goes into
creating an effective organization. The reason for this kind of planning is to ensure that the MIS
being built not only satisfies the information need of the managers today but can also serve the
organization for the next five to ten years with modifications. Sometimes when the planning part
is done away with, systems tend to perform well in the present but they tend to become obsolete
with time. Planning helps to avoid this problem.

Bias towards centralization

MIS is required to give 'one version of the truth', i.e., it must supply the correct version of the
latest information. There is a requirement for the data repository to be centralized. Centralized
data management helps MIS to exercise version control as well as provide an integrated common
view of data to the managers. In a non-centralized system, data will get entered, updated and
deleted from the system from different locations. In such a case it becomes difficult to provide
correct information to managers. For example, in a decentralized System if a person
superannuates from an organization and his superannuating is only recorded in the human
resource system but not communicated to the finance department system, then it is quite likely
that his salary may be generated by the finance system for the next month. A centralized system
where data in entered, updated and deleted from only one location does not suffer from such
problems.
 Types of Information Systems

The type of information system that a user uses depends on their level in an organization. The
following diagram shows the three major levels of users in an organization and the type of
information system that they use.

Transaction Processing Systems (TPS)

This type of information system is used to record the day to day transactions of a business. An
example of a Transaction Processing System is a Point of Sale (POS) system. A POS system is
used to record the daily sales.

Management Information Systems (MIS)

Management Information Systems are used to guide tactic managers to make semi-structured
decisions. The output from the transaction processing system is used as input to the MIS system.

Decision Support Systems (DSS)

Decision support systems are used by top level managers to make semi-structured decisions. The
output from the Management Information System is used as input to the decision support
 Advantage and disadvantages of MIS

Advantages:

The following are the advantages of manual information systems

 Cost effective – it is cheaper compared to a computerized system because there is no

need to purchase expensive equipment such as servers, workstations, printers, etc

 Improved security – in addition to restricting access to the database server, the

computerized information system can implement other security controls such as user’s
authentication, biometric authentication systems, access rights control, etc.
 Reduced data duplication – database systems are designed in such a way that
minimized duplication of data. This means updating data in one department automatically
makes it available to the other departments
 Improved backup systems – with modern day technology, backups can be stored in the
cloud which makes it easy to recover the data if something happened to the hardware and
software used to store the data
 Easy access to information – most business executives need to travel and still be able to
make a decision based on the information. The web make accessing data from anywhere
possible.

Disadvantages:

 It is expensive to set up and configure – the organization has to buy hardware and the
required software to run the information system. In addition to that, business procedures
will need to be revised, and the staff will need to be trained on how to use the
computerized information system.
 Heavy reliance on technology – if something happens to the hardware or software that
makes it stop functioning, then the information cannot be accessed until the required
hardware or software has been replaced.
 Risk of fraud – if proper controls and checks are not in place, an intruder can post
unauthorized transactions such as an invoice for goods that were never delivered, etc.
 Development and feature of MIS

Management information systems can be used as a support to managers to provide a competitive

advantage. The system must support the goals of the organization. Most organizations are
structured along functional lines, and the typical systems are identified as follows:
1. Accounting management information systems:
All accounting reports are shared by all levels of accounting managers. The management of the
information which at the accounting department is one of the most important factors in
determines the effectiveness and efficiency of the department. The information that gathers
included the invoice, account document, payment, draft, banking document and etc. It is
important to ensure the validity and the accuracy of the information that provided to the
department.
The information is usually arrange and manage by computer system compare to the human
power which written down in black and white. The software and system which use for the
management of the information in accounting were UBS system, SQL system and other relevant
system that can manage the accounting information files. The system using especially the SQL
system is the most suitable system to maintain and reorder the accounting department
information. The information that gather mixed or not in order is easily recognize by the system
and determine the detail and type it's use to be.
In the accounting department, the information is an important element that running the operation
of the department. The accounting department is relying on the information as well as other
department that rely on it in the other way around. It is important that other department give the
invoice and other accounting relevant document to the accounting department for management
and kept. It is also vital that the accounting department provide the right and accurate
information to the organization and other department. The reliability and prediction of the
information determine the future of the organization and the trustee of public to the organization.

2. Financial management information systems:

The financial management information system provides financial information to all financial
managers within an organization including the chief financial officer. The chief financial officer
analyzes historical and current financial activity, projects future financial needs, and monitors
and controls the use of funds over time using the information developed by the MIS department.
The information that has for financial department will determine the budget and the planning for
the organization. In establish or development for the organization, the financial information that
gathers will determine the size of the company.
 Good qualities of a strong website
A website is a public application that usually targets any number of users. If you’re building a
website, you want to make sure you build something that is likeable and usable. In this article, I
talk about top 10 characteristics a good website must possess.

Functional

A website is designed to serve a purpose, usually to solve a problem. For example, a job board
has a purpose where employers can post jobs and job seekers can find and apply for jobs. Once
applied, there should be a way for candidates and employers to communicate and keep up to
date with a job application. If you build a job board and it only lets you post jobs, that’s not
enough.

Easiness

A website should be easy to use and navigate. When users visit your website, do they find the
information they are looking for, without struggling? Does your website provide easy navigation
to jump from one page to another and go back?

Relevant Content

You do not want to put content on a website that is not relevant to the users. You do not want
to put car details on a job board. If your website is a job board, it should have content and tips
related to being a good candidate such as how to create a professional resume and how to
behave in an interview. You do not want to post about cars or sports on a job board.

Modern

You want to make sure your website is using current trends and technologies. You do not want
to build a website that does not support today’s needs. For example, responsiveness and fluid
web designs are the key requirements for modern websites. You do not want to create fixed
page layouts for your website that doesn’t support mobile readability.

Optimized

Your website and its content should be optimized for different devices, browsers, data speed,
search engines, and users. If your website is not optimized for mobile data users and their
download speed, users may leave your website. If your website does not support common
Responsive

Responsive web design is a modern need. A responsive website changes its layout and options
to fit the device and browser size. For example, a website may provide more options on a large
PC monitor compared to on a mobile phone.

Performance and Speed

Does your website load fast enough to show visitors what they are looking for? Your website
can’t be slow when presenting content to its visitors. If your website takes more than two
seconds to load, it is probably too slow.

Reliable

Is your website reliable? If I apply for a job, does your website send me on-time notifications
and messages to keep me posted with the updates? Can I access your website whenever and
wherever? Is your website up and running 24/7?

Scalable

Do you have sufficient infrastructure to support your website and its visitors? A website should
be able to scale to a number of potential visitors. Not only should the website's user interface
be scalable but the back-end database, APIs, and services too should be able to scale.

Secure

Security is a major concern to today’s web visitors. You need to make sure that your website
follows industry standards and guidelines. For example, if you have user registration feature,
you want to make sure that user passwords are encrypted and not displayed in plain text. You
also want to ensure that the website is secure and uses SSL encryption. If you’ve forgotten a
password feature, you do not want to provide a reset password feature without asking the
security questions to the user

Conclustion

Therefore, MIS are made for a speedy access to accurate data and to help the managers achieve
their goals. Management Information System (MIS) is so useful in the organization which it
creates an impact on the organization’s performance, functions, and of course productivity. In an
organization, Managers has to take decisions and Management Information System (MIS) is a
good help to support them in making decision by providing information at various stage of
decision making.