Management

Information System
By. Mary Jane S. Bitanga, DIT
Full-fledged Professor 3
Isabela State University
Management Information System (MIS)

A. Identify the importance of information systems;

B. Employ the concepts of Management Information Systems

vis-à-vis the Philippine National Police as an organization
with 90% accuracy

C. Discuss laws related to PNP information system

comprehensively

D. Evaluate the issues affecting the management of

information systems correctly
Management

 Management covers the planning, control, and

administration of the operations of a concern.

 The top management handles planning;

 the middle management concentrates on controlling; and
 the lower management is concerned with actual administration.
Information

 Information, in MIS, means the lifeblood of any organization.

 Information is derived from Latin informare which means

“give form to” Oxford dictionary defines information as a
bundle of “facts” or knowledge and as a communication
concerning a particular fact.

 Data is the raw material for information.

 Data is processed i.e. recorded, summarized, compared and

finally presented to the management in the form of MIS
report.
A. DATA vs. INFORMATION
 Data is the raw material for information. It simply exist and has no
significance beyond its existence (in and of itself). It can exist in any
form, usable or not. However, when such data makes sense to us,
when it is something meaningful and is not just a stream of
numbers, names or letters, we can begin to think of it as
information.

 Information is data that has been given meaning by way of

relational connection in making decisions

 The value of information is the value of the decision behavior

caused by the information, less the cost of the information. This
statement implies that information is normally not a free good.

 Law enforcement agencies need to improve their information

systems to better analyze and use the data they collect.
B. INFORMATION & COMMUNICATION
TECHNOLOGY

 This is employed to develop and implement a PNP Integrated

Crime Management Information System, or CMIS.

 The PNP CMIS will operate at the police station level

providing transaction processing modules that will feed into
a crime database, tracking, and monitoring system that will
enable crime mapping and analysis at station and higher
geographical levels.
C. INFORMATION-ITS RELEVANCE TO
LAW ENFORCEMENT

 Information literacy is the ability to recognize

1. the extent and nature of an information need

2. to locate, evaluate, effectively and ethically use the

needed information. (Information Systems)

 Technology literacy is the ability

1. to understand the potentials and limitations of technology
in acquiring information
2. to identify and effectively use the appropriate technology
in information
3. to satisfy an information need or other desired outcome
effectively and efficiently
Any data can be transformed into information. Similarly, anybody can collect,
transmit, analyze and utilize information, not to mention the ability to do
otherwise-that is to withhold information. The collection and transformation of data
to information, as well as its dissemination, discrimination and usage are made
through a specific system or a combination of several systems through effective
management.
D. TYPES OF INFORMATION
1. Descriptive Information. It portrays the “what is” condition
of an organization, and it describes the state of the
organization at a specified point in time. Descriptive
information is very important because without it, many
problems would not be identified. Descriptive information
includes a variety of types of information, including financial
results, service records, test results, product marketing and
maintenance records.
2. Diagnostic Information. This information portrays “what is
wrong” condition, where “what is wrong” is measured as the
disparity between “what is” and “what ought to be.” This
assessment of how things are versus how they should be (a
fact-value conflict) is probably our most common
management problem
Cont… TYPES OF INFORMATION

3. Predictive Information is generated from an analysis of

possible future events and is exceedingly valuable with
“desirable” outcomes. With predictive information, one
either defines problems or avoids problems in advance.
Prediction also assists in analysis.

4. Prescriptive Information is directed toward answering the

“what should be done” question. Provision of this
information requires the utilization of the predictive
information.
E. INFORMATION SYSTEM
Information System (IS) is a system where information is processed and produced.

Therefore, information system may be considered as a means to acquire, generate and mange
information.

An information system is the group of components that work together to produce

meaningful information for individuals and organizations. It includes hardware, software, people,
procedure and data.

Is works to collect(input) data, manipulate (processes) and disseminate (output information and
provide a feedback mechanism to meet a objective.

Early information systems did not utilize computers. An example is the library cart catalog, still used
in some school and community libraries. The hardware includes cabinets and index cards, the
software and procedures involve cataloging schema (Deway-Decimal System), the data is the
bibliographic information on library holdings, the people are the librarians and the library patrons.

The primary purpose of information system “work together to produce meaningful information for
individuals and organizations.” This statement contains three important ideas:
Cont…INFORMATION SYSTEM
1. Information Systems Work Together-Early information systems could exist in isolated
social contexts. There was no need for exchange of information between systems.
Therefore, their design was entirely independent. Today there is an increasing need foe
connectivity and information exchange between information systems to improve their
effectiveness and efficiency.

2. Information Systems Produce Meaningful Information-An information system must add

value to the data it contains by supporting individual or organizational decision making.

3. Information Systems Exist for People-Information systems were not developed because
engineers thought they would be cool. They were developed to support human decision
making. Therefore, the success of any information system is defined by its users.

How to view information systems:

Information systems are social systems. We should reject views of information systems that
focus mainly on the information technology of the equation that fail to acknowledge the role
of the organization and environmental contexts. The tendency to focus on just the technology
has been identified as a component of many information systems failures..
F. MANAGEMENT INFORMATION
SYSTEMS (MIS)
Management Information System (MIS)

 is the study of people, technology, organizations and the relationships among them. MIS help organization
realize the maximum benefit from investment in personnel, equipment, and business processes. MIS is a people-
oriented field with an emphasis on service through technology.

 is described as “an organizational method of providing past, present and projected information related to
internal operations and external intelligence. The information in MIS describes the firm or one of its major
systems in terms of what has happened in the past, what is happening now and what is likely to happen in the
future.

 it supports the planning, control and operation functions of an organization by furnishing uniform information in
the proper time frame to assist the decision makers. The information is made is available in form of periodic
reports special reports and output of mathematical simulations. All managers use the information output as they
make decisions to solve the firm’s problems.

 is important to prevent failure. One very plausible method to avoid information systems failure in an
organization is to reduce the gap between a system’s formally stated objectives, which are rational or rhetorical,
and the reality of life and work within that organization.
 G. THE ROLE OF MIS ORGANIZATION

A Management Information System is used by executive officers

throughout the organization to help them in directing, planning,
coordinating, communicating, and decision-making

The Role of Management Information Systems

Support to Support to
Administrative Managerial
Operations Decision-Making

Business Team and Tailored

Control of Business Reporting System Interactive Decision
Transaction Workgroup Information for
Processes for Managers Support
Processing Collaboration Executives
H. CLASSIFICATIONS OF INFORMATION
SYSTEM

1. Operations Support Systems

 produces a variety of information products for internal and external use
that would help in the efficient processing of organizational databases.

2. Transactional Processing System(TPS)

 records and process data resulting from transactions

3. Process Control Systems (PCS)

 Make routine decisions that control operational processes

4. Enterprise Collaboration Systems (ECS)

 Helps collaborate information technology to enhance productivity,
creativity, and teamwork

5. Management Support Systems

 Produces a variety of information to support the decision-making of
managers/officials
Cont…CLASSIFICATIONS OF
INFORMATION SYSTEM

6. Management Information Systems (MIS)

 Retrieves information about internal operations from databases
that have been updated by transaction processing systems and
obtain data from external sources

7. Decision Support System (DSS)

 Provides managers/officials with the information in an
interactive session like analytical modeling, simulation, data
retrieval and information presentation capabilities

8. Executive Information Systems (EIS)

 Selects information about key factors that are critical to
accomplish an organizations objectives
I. INFORMATION SYSTEM IN ADDRESSING
ORGANIZATION’S INFORMATION NEEDS
HOW DOES INFROMATION SYSTEMS ADDRESS
ORGANIZATION’S INFORMATION NEEDS
CLASSIFICATION OF INFORMATION SYSTEMS LEVELS OF INFORMATION SYSTEMS

Executive Support STRATEGIC LEVEL

Systems (ESS) 5-YEAR Crime Trent Forecasting Budget Forecasting
5- year Operation Plans Personnel Planning
MANAGEMENT LEVEL
Management Information
Crime Management Performance Analysis Analysis
Systems (MIS) Traffic Management Cost Analysis
Inventory Control Capital Investment
Decision Support
System (DSS) KNOWLEDGE LEVEL

Enterprise Collaboration Crime Data Base Legal Database Service

Laboratory Data Base Computer Services Finance Services
System (ECS)
Logistics Data Base Communication Service
Traffic Data Base Community Relations
Process Control
Systems (PCS) OPERATIONAL LEVEL

Transaction Processing Case Tracking Accounts Payable Keeping

Complaint Processing Accounts Receivable
Systems (TPS) Duty Scheduling Compensation
Supplies Ordering Training and
Fund Management Development
Payroll Employee Record
FLOW OF ORGANIZATION’S INFORMATION NEEDS?

Process Control
Systems & Management
Enterprise Information
Collaboration Systems (MIS)
System

Executive
Support
System (ESS)

Transaction Decision
Processing Support
Systems (TPS) Systems (DSS)
 J. PNP DATA INFORMATION
SYSTEMS DEVELOMENT

PNP INFORMATION SYSTEM

PNP Networks
OTHER GOV’T NETWORKS PUBLIC SAFETY NETWORK

PHLIPPINE CENTER FOR PPSC NAPOLCOM

TRANSNATIONAL CRIME
PNP COMMAND GROUP
PHILIPPINE COMMUNITY
PNP MEDIA PNP REGIONAL DIRECTORIAL NATIONAL
NETWORK OFFICES STAFFS SUPPORT UNITS

PNP PNP POLICE PNP

TELEPHONE DISTRICT/PROVINCIAL OFFICES SPECIALIZED
UNITS
PNP TEXT
PNP MUNICIPLALITY OFFICES
MASSEGING
PNP PNP SUB-STATIONS
WEBSITE
PNP PRESS
RELEASE
K. LAWS/ACTS IN RELATION TO PNP
INFORMATION SYSTEM
1. REPUBLIC ACT 4864
 An act creating the police commission, amending and revising the laws relative to the local police systems, and for
other purposes

2. REPUBLIC ACT 6975

 An act establishing the Philippine National police under a reorganized department of the interior and local
government, and for other purposes

3. REPUBLIC ACT 8551

 An act establishing the Philippine National police under a reorganized department of the interior and local
government, and for other purposes, amending certain provisions of republic act number sixty-nine hundred
seventy-five

4. REPUBLIC ACT 6713

 An act establishing a code of conduct and ethical standards for public officials and employees, to uphold the time-
honored principle of public office being a public trust, granting incentives and rewards for exemplary service,
enumerating prohibited acts and transactions and providing penalties for violations thereof and for other purposes.

5. LEGAL MATERIALS
• Firearms Amnesty Program EO 171
• Republic Act 6713
• Implementing Rules and Regulations on EO 171
Cont…
6. PNP DOCTRINE AND ISSUANCES
• PNP Ethical Doctrine
• First Responders
• Issuances on Children and Women Concerns
• Letter of Instruction SANTINIG
• Letter of Instruction Church based Drug prevention
• Letter of Instruction SAMBAYANAN
• ONE PNP Action Plan 2003
• PNP Lingkod ang Bayan
• PNP Program Thrust 2003
• Police Officer Creed
• Letter of Instruction OYSTER
• PNP Rules of Engagement
• Updates on PNP Legislative Agenda
• PNP Women Desk
• PNP Retirement Primer
*INFORMATION TECHNOLOGY CONCERNS
• UN ASPA Five Stages of eGovernment
• A Primer on eGovernment
• ICT Acquisition
• ICT Advisory
• ICT Providers
• ICT Lease Policy
• Prescribing Guidelines for Planning and Managing the Agency’s I.T. Infrastructure
• For Connection to Government Information Infrastructure through RP-Web
• Computer Virus Prevention
 L. CRIME SOLVING AND TRAFFIC LAW
ENFORCEMENT TECHNOLOGIES
Crime Solving Technologies include computer Technology

Computer Technology

The information age has tremendous impact on investigations:

• Primary Information and Records management systems for community access.

• DNA analysis has been automated because of a system developed by the BAYLOR College of Medicine Texas.

• Searching AFIS databases for a fingerprint match is routine.

• Software programs help crime lab technicians do everything from recreating a crime scene from blood spatters to examining the rifling marks on a spent shell.

• Forensic scientists have automated serological and toxicological tests to more effectively discern drugs or poisons in the blood of victims and suspects.

• Computerizing criminal investigations has been the result of departments investing in records management systems.

• Computer Aided Dispatching system help the department process and track every bit of information. The information is fed into the records management system
and manipulated to help administrators do case management, analyze beats, track budgets, assign personnel, inventory the property and evidence room, and
write statistical reports.

• Criminal investigations programs are generally a part of a records management system, as opposed to a stand-alone module. One reason is because investigations
make use of information that comes from all areas of the department: incident reports, field interviews, criminal histories, witness statements.
Cont…
• Records management systems use a relational database, one that
does “link analysis” to chart the relationships between people,
places or things. When information is fed into a relational database,
it can be ,manipulated and retrieved based on the criteria of the
detective. A photo of suspect’s tattoo for example, can be entered
into the database, which will then link the suspect to a vehicle, a
string of other crimes, the suspect’s accomplices. Although stand-
alone programs are available, they may be limited in their
functions, and may not integrate with the department’s database.

• By automating the many facets of criminal investigations,

detectives can track gangs, build criminal histories, do suspect
evaluations, track evidence, vehicle information, and stolen and
recovered property.
Cont…
• They can compute solvability factors for case management, develop leads,
manage and analyze data, develop relationships between the data, and prepare
documents for court.

• Image processing systems are another facet of computer technology.

Documents, photos, fingerprints, or crime scene photographs are scanned,
digitized, and stored in the department’s database. Photographs of suspects and
crime scenes can also be taken with a digital camera. The picture is transferred to
a color monitor, where it appears as an electronic image. When the operator gets
the best picture possible on the screen, the computer freezes the image, digitizes
and stores it. That information is then filed in a case file, an individual’s criminal
history file, or in the department’s records management system. Image
processing has turned computers into much case information-no more digging
through files, sorting through scraps of paper, rummaging through desk drawers
to find lost photos. Computerized images are also more stable; they will not
deteriorate like photographs can. Image processing also lets detectives do
computerized line-ups and give patrol officers with mobile computers the ability
to access mug shot information to create line-ups at the crime scene. As NCIC
2000 comes online, transmitting these images will give officers on the street vital
information about the people they detain.
Cont…
Traffic Law Enforcement Technologies

Police Radar

 Uses a constant wave signal instead of a pulse

 The signal strikes a vehicle, which reflect back part of the signal to the receiver in
the radar unit. The unit then measures the change in signal frequency and converts
it to a speed reading The faster the vehicle is moving, the greater the frequency
shift

Light Detection and Ranging, or LIDAR

 Laser units emit a low-powered invincible beam of infrared light that is reflected
off a vehicle and picked up by a receiver in the unit. The unit calculates the length
of time it takes for the reflected light to return and converts it to a speed reading.
Although these units are more expensive, they let officers target a specific vehicle,
can read speeds three times per second, and have a range of 2000 feet as
compared to radar, which is limited to under 1000 feet.
Cont…
Photo Radar
 Is a process that has strategically placed and unmanned camera
taking pictures of the cars, license plates and drivers who violate
traffic laws.

In-car video
 Is a recent addition to patrol cars, and one that was not initially
welcomed-officers did not want video cameras recording their
every move. But as case after case of on-camera murders and
accidents was recorded, those who resisted now consider in car
video a significant factor in their safety.
THANK YOU FOR LISTENING!
Activity in MIS – By Group
 Name of Project ( Identify the possible process that could be
automated in your organization e.g. Crime Mapping System,
Crime Analysis Information System, Blotter Report System,
PNP Profiling System, Scheduling System, Police Information
and Intelligence System, Criminal Justice Information
System)
 Rationale ( Brief background of your system)

 Objectives ( SMART objective of your system)

 Recommendation (Lists recommendation to your boss why

do you need to create such Information System)