Review of MIS Management Information Systems

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PRIL 2013 VOL 4, NO 12

Review of MIS Management Information Systems

Ali Nikkhah Digesara

1

, Mohamadreza Khatibi

2

, Mohamadreza Sotoodeh

3

,

Arsalan Ghasemnejad Asataneh

4

, Hosein Mehdinia

5

12345-M A Student of Business Management, Science and Research Branch, Islamic Azad

University, Rasht, Iran

Abstract

This article covers MIS Management Information Systems. Since MIS is combination of three phenomena, systems, management, and information, firstit checks these factors. Due to the significant impact of Informational Systems on MIS, Another topic of this article would be about Components of MIS management information systems that will be discussed in general later. Decision support systems (DSS), the impact of artificial intelligence and expert systems on these systems are other subjects of this article.

Keywords:Information Systems,expansion of system, computer

Introduction

The subject of this article is management information system, which means management based on information. As

we know in the 21stcentury, we cannot ignore two factors:

1. Competitive Strategy; 2.Reducing costs

About 1965and for the first time, the concept of MIS in the Management Department of MinnesotaUniversity was used. From 1970 to 1980, Gordon B. Davis, published valuable books in the field of MIS, such as his fundamental book called «MIS, conceptual foundations, structure and development.

Systems concepts

System is a group of elements combined to achieve a specific goal, for a common desire.(McLeod 1998, 12) .In any system there are the five elements: input, output, conversion, and control mechanisms and finally goals. Systems performance is in a way that input converted to output. Meanwhile, the control mechanism, create a transformation process to ensure the objectives of the system are undersupervision. Control mechanism is connectedby Loop feedback to the current source; sothose feedback loops gained its information from output system then make it available for control mechanism.

Control mechanism adjusts its feedback signal to the goals and resulting to some symptoms in input elements until the system is required to alter its operations. (Ebrahimi& et al,1996)

A system without control mechanisms, feedback loops, and the elements of a system is called open loop. A system with three control elements (goals, control mechanism and feedback loop) is called a closed loop system. and As we know that the open loop is not a loop. Systems are divided into two categories based on their relation to their surroundings. Ofcourse, it should be mentioned that a completely closed system doesn’t exist.

Systems method and systems perspective

Generally, every organization to continue its workflow needed a system perspective. System perspective that consider all parts of input and output and conversion process through control mechanism and feedback loop and an integration of decision making, which is indispensable for the success of an institution, and to consider the effects of every decision on other seemingly unrelated areas. All these components are adopting a systems thinking. The term, concept system, used to illustrate this view (Bern & Forist,2000)

Business issues solvers were not among the first people who began to study the problem solving process. This honor goes to physical scientists like physicists, chemists and behavioral scientists, such as psychologists and sociologists. Scientists have studied solving issues as a tool for conducting controlled experiments.

Managers need a type of outlook and systematic view to solve institutions problems, called system approach, whichis the first step of manager in taking the organization as a system in this method, in second stage as each system must communicate with its environment, so the institutions environment should be understood. In third step, secondary and subsystems must be identified and this is after these stages or phrases that the analyses of issues begin. The first stage of this phase is transition of the system to the subsystem level; the Second is a sequential analysis of system components, and now comes the third phase, which is the design and composition phase.

The first step of this phase is to identify the various solutions, Second step is to evaluate the known solutions,and the third step is to select the best solution

The next step is to track the performance of the solution and last stage is to ensure effectiveness of solutions, which is the same ascontrol mechanism in a system approach. Most management experts agree that if a manager considers his organization as a system, problem-solving mechanism would be easier and efficient.

To understand the real meaning of information, and not mixing it with the data, we first offer a definition of these two: The data consists of facts and figures that are meaningless for the user; Information is a processed data or meaningful data. Converting data into information is performed by a data processor. Information processor includes computer components, non-computer components, or a combination of those two elements.

(Norman,2003)Nowadays information is the wining card in a large commercial company. Managers also use the information in one of two different styles, the ways to use the information to solve problems.

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PRIL 2013 VOL 4, NO 12

Systematic style (systematic):

Manager pays special attention to follow the recommended procedure of solving the problem, such as a system, approachIn intuitive style manager does not pay attention to any definite way but will change the way for any particular situation. Information science is beyond computer science and beyond the information generated by the computer.

Database - file - document (record) - the data element

Software, which keeps the maintenance of records in reasonable integration either overt or covert, is called database management system. Examples of database management systems, which used in a hierarchical structure,are information management system (IMS), a non-IBM (IBM) Intel 2000 system (Intel)

The second wave of innovative communication software was designed based on database management system, and the first package was presented to users of main computers (mainframe) .Such as structured query language / Data System (SQL / DS) and the query by example (QBE) from IBM and Oracle software (Oracle) came from communication software company.

At about the same time (around 1980) software providers began to develop small-scale database management systems, which are software packages for the microcomputer market. A question (query) is data request from a database and query language for a user-friendly language that made computers able to answer the questions provided. In general, an information specialist who is responsible for the database called the database administrator DBA. DBA tasks isin four areas of planning, implementation, application and database security .

Network Professionals:

Skills of networking professionals, is a combination of computer telecommunications. All communication devices and computers connected together called Network.

Programmer:

Programmer is someone who, uses systems analyst documentation as a guide and provides the program instructions that cause the computer to perform the operations required.

Operators:

Operators run Great computer equipment such as mainframe computers and microcomputers. Operators, control the equipment, change the sheets of printer paper, and manage tape libraries and disk. Some do similar tasks.

Application of computer-based information system:

As mentioned previously, nowadays the use of computer-based information systems is in five environments: Processing of accounting data, MIS Management Information Systems, Decision Support Systems, cyber Office and knowledge-based systems. The first applications of computer and information systems, was processing of data accounting. The four following applications provideinfo racy area in the society:

MIS Management Information Systems:

The system which is responsible for controlling and data recovery of the environmental world and business operations within the organization in a way of organizing and selecting data and manager’s using necessary information for taking decision, planning and controlling called Preparation of management information systems. Managers are always in search of information and their decisions are based on relevant data associated with the subject of decision.

Supplying management to an accurate and reliable management information system to help and improve management’s ability in planning decision and controlling organization has a historical process and this historical process starts along with the concept of double- entry was presented byLUCKA PAKELILY in the 1494.

With the development of computer capacity, the speed and high accuracy of the mid-twentieth century, Development and application of management information systems, the process was developed more and more rapidly, resulting in changes in the activity of Processes and commercial organizations worldwide responsibilities were as follows:

1. Centralized management and reliance on the information on axes and use of advanced technologies

2. Designing information and presenting necessary reports for management decision making, planning, and

organization controlling

3. Design of management information system based on control and management information controlling

project system

Projects

The results of these concepts called, MIS or management information systems. Managementinformationsystems goal is to increase process of providing and the information office, and to reduce the speculation in resolving problems at different organizational levels through information feedback systems and feedback information retrieval in order to develop new data to the system (Roli,2001).

MIS has three components: Management, information and system

MIS is not only in support of strategic affairs, but also provides the necessary information for the tactical managers in repetitive and everyday decisions and Enable them to access information which is useful for making decisions. MIS can reveal images of inconsistencies and deviations from determined program. Such information goes to the manager through providing management reporting in reasonable formats and pictures that are interpretable and analyzable. TheMIS system subsets areHuman resources management information systems, financial management and accounting information systems, Production of management information systems, marketing information systems Sales that are based on mutual and shared databases (Zaheri,2002).

MIS Managers should be aware of the real world and current systems to enable organizations to play an effective roleand that is why, accurate informationshould be provided for them.

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PRIL 2013 VOL 4, NO 12 One of the important roles ofMISmanager is to have Knowledge and interpretation of environmental factors and external organizations.MIS Managers should be aware of the value of existing systems and its information and role. In practice, MIS manager reports to the Deputy Executive Service or the Senior Vice President forplanning and organizations control.MIS department comes in many companies that will submit its report directly to senior management.(Momen,1993).

Due to the benefits of MIS as closer links, precise control, gathering reliable data , more rapid processing and turning to information ,managers use management information systems in planning organization , leading and motivating, reporting and controlling and do The management practices with high accuracy and efficiency in a very short time .

Now, in order to do these tasks an interface named manager of management information system to provide better services for management is essential .In this period was cleared that the major obstacle in using of management information system is managers (Gilaninia, & Mousavian,2010).

Managers as a group did not have information about computer. They were aware of their tasks and knew how to solve their issues. They hadn’t thought enough about function of information in problem solving, as a result it was difficult for managers to confess that what they exactly want from management information system. Sometime management information system doesn’t prepare the accurate information which is necessary, and then the concept of decision system in response was required.

Finally, it is remarkable that nowadays MIS tasks are beyond managers and generally, MIS computer applications

are in service of business and company. Nowadays,

the MIS departmentcan be seen in each office of all

companies.

MIS role in change or displacement of element of organizational culture Creativity and risk taking

The role of MIS on this element is how to reduce the rate of risk taking of university faculty with entry of information system, on the other side the necessary motivations, to increase creativity and inventiveness, will be enhanced. That’s why accurate, update and relevant information will increase the rate of creativity.

Attention to details

The second element is organizational culture .with MIS entry staffs and faculties members can better analyzes the issues and perform their tasks exactly.

Attention to result

This element is likely to become the method element with entry of MIS. Due to increasing information in organization, stuffs must find new approach to achieve their goals faster and more favorable.

Attention to individuals

Due to the presence of informational systems, university administrators will involve the stuffs and faculty members in making decision, which are related to organization and university. Furthermore, instructors’ professional views will be used comprehensively (Alipour,2010).

Forming group (team)

In university If the information exchange in better form and also communications networks is an all -round ,works will be done as a group rather than individual.

Change

Change is the extent to which people are aggressive, daring, and venturing. Therefore, with arrival of MIS the venturing mood and change will be increased in organization.

Stability or sustainability

This element will change with MIS entry. For information pressure, on university stability and the maintenance of statuesque decreased sharply, then university will become a thriving, dynamic and live Organize.

Conduct

With MIS entry university administrators’ expectations and prospects from employees will be enhanced, so employees must be always updated

Rate of Encouraging sections to act in coordinated manner in organization

The effect of MIS on this element causes that the use of coordinated approach and integrated performance in university will be increased.

Management support

This element will be change with MIS entry, it means as the information is available through all the employees, management support will be reduced which just happen in field of information not other aspects.

Monitoring

This factor such as element number10 will be changed; then direct monitoring (controlling) of managers on employees will be decreased. Because of accessing to different information, employees themselves can manage the information thus there is no need to monitoring of managers.

Identity

the degree to which individuals are identified based on their organization as set, not their areas of professional expertise or specific teamwork. It seems that this element will be damaged by MIS entry; SO it means that individual’identities are affected by profession identity and it’ll be less than past.

Reward system

this element will be extremely affected by MIS; because of accurate update and relevant data this element is extremely affected by its function and quality(MIS) ,on the other hand with accurate and comprehensive data ,is expected the employees have better performance .so reward system should be exactly adjusted to employee’s function(performance and effectiveness).

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PRIL 2013 VOL 4, NO 12 with MIS entry communications pattern in organizations will be changed then the traditional communicative system is not responsive to modern organization and maybe that formal hierarchical traditional organization is more in vertical position and change to enterprise networks which is comprehensive and is expanded in all the surface.

Conclusion

As we see, management information systems can be considered as two views: particular and common. As Particular view: management information system is only the information system, which is in service of management, but common view means using computer and information system in business and developing institutions. management information occupy more solving space rather than other usage .Its support changes from very low to very high and also supports structural and semi-structural issues .thus human pay attentions to support of general information needs in organization till individual needs. The support which is decided by support system such as management information system can change from very low to very high and only works on semi structural issues specifically .The feature that distinct management information system is an approach in which supports managers mostly , although office automation system present the information ,decisions delegated to managers on how to apply . Some of experts believe that with information technology, principle of democracy in governmental management is weakened, because the nature of informational technology has technocratic tendencies rather than democratic. On the other hand, some of them believe that with advantage of informational technology, democratic values such a: reproduce oriented, right of speech will be developed .In communicative world direct control is replaced by standardization and education and training system.

Information is the basis of power. Monopoly power of any kind in a long-term reveals its negative consequences and damages the society, then undermines the whole authority. So, in order to inhibit monopoly must believe in moral .Management in using of new view of informational and communicational technology must respect to moral principles :improving the quality of governmental systems services.to insure confidentiality of the people’s information ,two way flow of information between people and government.

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