Office Information Systems

OfficeInformation Systems

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OfficeInformation Systems

Informationsystems are defined as a collection of hardware, software, relevantdata, individuals, and procedures devised to generate informationthat support every day long and short range activities of user withinan organization. As such there are different categories ofinformation systems classified into different categories such asoffice systems, transaction supporting systems, and managementsystems to mention but a few. This essay breaks down the ManagementInformation System (MIS), examining the positive and negative impactsof the system an organization, and proposing recommendation towardsthe enhancement of the information management system.

ManagementInformation System (MIS)

Computershave always been ideal for routine transactions processes at the workplace however, with time managers soon realized that computer’scapacities towards processing rapid calculations and data was verymuch capable of producing meaningful information to be used in themanagement of organizations. It is at this point that managementinformation systems evolved from transaction processing systems.Therefore, MIS (pronounced as em-eye-ess) or management informationsystem, is an information system generating accurate, yet timelyinformation in an organized manner to aid managers and other user ofthe system in decision making, find quick solution to organizationalproblems, run and monitor different activities, and track progress inthe organization. The system’s capability to generate informationon a regular basis has it referred as a management reporting system(Delone,2003).

TheMIS has been define in several ways which include, as a systemoffering information support for resolutions in business, inaddition, it is defined as an integrated system of man and machinegeared towards providing information supporting the operations,management, and the decision making function of the organization.Finally, MIS is defined as computer based information system aidingin the management of an organization (Hackbarth,Grover, and Yi, 2003).

ThePurposes of Management Information System

MISin most instances are integrated with transaction processing systemsof the organization (Delone,2003).For example, in processing a sales order a transaction system wouldrecord the sale, updating the customer’s account balance, andmaking relevant deductions from the inventory. From suchtransactional informational, the MIS is able to summarize daily salesactivities, show fast or slow moving products in graphs, and evengive alerts for inventory items that require reordering. From theexample, management information system focuses on the generation ofinformation that managers at the organization and other users such asemployees need in performing their duties.

Inorganizations MIS are used to generate three different types ofinformation that is detailed, summarized and exception. Underdetailed information, the system simply confirms transactionsprocesses giving detailed order reports. The summary functionconsolidates data in formats reviewable by individuals in an easy andquick manner showing tables of totals and graphs. While the finalfunction of the exception filters data giving report on informationthat is outside normal functioning (McLeodand Schell, 2011).

Positiveand Negative Impacts of MIS

TheMIS system has an imperative function in organization management,creating impacts on the organization’s functions, performance, andproductivity (Delone,2003).Under function, MIS impacts management with good support it ensuresefficiency in the management of marking, finance, production, andpersonnel ensuring their efficiency. The tracking and monitoring offunctions is usually easier, as functional managers are informedabout the progress of activities in the organization, being presentedwith achievements and short falls in the different aspects of thebusiness. From this, the managers can forecast and apply long-termplanning bringing the management attention to a situation that isexceptional in nature. In addition, the MIS system will create aknowledge base for all people in the organization.

Onthe other hand, MIS systems pose a few negative challenges to anorganization, for instance, the system lacks routines affecting theworking process of the employees of an organization. Secondly, mostof the time employees are under trained when it comes to the use theMIS system. This plays the role of an obstacle in effective MISimplementation and the overall organization implementation, inaddition, the users are may not understand what the system is meantto do. The MIS system also has a down side related to technicalissues, characterized by many failures that call for corrections.Last but not least, the system brings about leadership issues wherebysome area require interactions, commitments, directions from topmanagement such interdependent coordination and organization support.These kinds of process prove to be difficult to set up asorganizations have different types of responsibilities to meet theright person and right responsibility (Hackbarth,Grover, and Yi, 2003).

Recommendationsfor Improving MIS Systems

Asuccessful implementation of the MIS process call for theorganization and individuals to be supportive in order to achieve thegoals and objectives of the organization, in addition, the designersof the MIS systems should design systems to meet specific needs, atthe same time ensuring the systems are flexible and open to save timeand resources in future development and maintenance processes. Assuch MIS systems should be developed under the concept of userfriendly systems with ease end-user computing ensuring informationprocessing is a personalized function (McLeodand Schell, 2011).

References

Delone,W. H. (2003). The DeLone and McLean model of information systemssuccess: a ten- year update. Journalof management information systems,19(4),9-30.

Hackbarth,G., Grover, V., &amp Yi, M. Y. (2003). Computer playfulness andanxiety: positive and negative mediators of the system experienceeffect on perceived ease of use. Information &amp management,40(3),221-232.

McLeod,R., &amp Schell, G. (2001). ManagementInformation Systems 8/e.New York: Prentice-Hall, Inc.