Management Information System

ASSESSING INFORMATION NEEDS OF

THE
ORGANISATION

Presentation By: -
Anita P.
Gajbhiye
 INTRODUCTION

 Information need implies: entities within the

organization needs information.
 These needs are not common.

 Analyze and identify these entities and

information needed by them.
PURPOSE OF ANALYSING INFO. NEEDS

 To enable Decision-making through providing

basis for it.
 Reduces uncertainty.

 Allow to generate alternatives.

METHODS & TOOLS OF ASSESSING
INFO. NEEDS
S.No. Info. needd Decision Method
Maker
A. Low certainty Operational Ex. What is needed?
Managers
B. Risk situation Middle Mgmt. From existing systems and
methods of decision making.

C. Very Risky Middle & Top (precise outcomes of

Mgmt. alternatives can not be
determined.)
Apply Decision Parameters
& set methodology.
Structured kind of way.
D. Total Top Mgmt. Experimentation modelling
Uncertainty & sensitivity analysis.
DETERMINING INFO. REQUIREMENTS
 Asking/Interviewing: -
i. Designer of MIS puts questions to person
involved in Decision making process.
ii. Question framework should be according to
need.
iii. 2 Types: -
a. Brain Storming sessions.
b. Delphi Method
 Existing system: -
i. Org. is place of info. Gathering & Decision-
making.
ii. Evolved over the years & designed and
nurtured by the experts & managers.
iii. Ex:- financial a/c, payrolls etc. are defined by
law, so information should meet those norms.

 Analysing Critical Factor: -

i. It defines & determines the business.

ii. Ex: - Business organization in service sector

has “service” as Critical factor.
High technology business has “technology” as
Critical factor.
 Experimental & Modeling: -
1) Experimental:
• Used in total Uncertain situation. Situation is
duplicated on smaller scale within the
countable environment and results are
observed.
• Repeated till it produce same result with
different inputs.
2) Modeling:
• Designing & implementing a small part of
MIS.
• Tested in actual till satisfactory results.

• Than slowly modified into full-fledged MIS.

IN – RELATION TO GOAL, OBJECTIVES,
TARGETS
 Goals: Long term aims.
Objectives: meant to take closer to the goal.
Targets: splits of objectives in small task in terms
of quarters, months or even days.
 Information flow determines: what goals are,
how they are broken down into objectives & how
the objectives can be achieved through targets.
 Determine the degree of openness & information
sharing.
 Unbiased barometer of performance, enables the
mgmt. to decide whether a person is suitable for
the particular post
BREAKUP INFO. NEEDS ACCORDING
TO DECISION AND USERS.

Users Decisions to be made Info. need

Top mgmt. Changes in environment, Long term, more
changes with respect to external than
govt. policies, rival’s internal.
actions, climates etc.

Middle mgmt. Achievement of interim More internal than

objectives external
Operational Day-to-day working Immediate
mgmt. Information
RELATION BETWEEN INFO. NEEDS &
TYPE OF DECISION.
Users Type of Info. Needed
Decision
Top mgmt. Uncertain Instant basis. Depending upon
specific requirement.
Middle mgmt. Lesser certain Should enable to determine
whether the organization is
moving towards the
achievement of its objective or
not
Operational mgmt. Certain Restricted to output of men,
machine within their span of
control.
INFO. MODELS & THEIR INTEGRATION
WITH DATA PROCESSING SYSTEM.

 Info. Model: -
1. A representation of existing & desired
information system.
2. Represented in diagrammatic form of
sources, processes applied and output of
data and information.
 Source of data: -
1. Represent the source and means of data
collection.
2. Ensure that these sources are correctly
enumerated and properly represented.
 Processes: -

1. Data from one source to another is combined

& modified to produce an intelligent results.
2. IM will show how it is modified, by which
process.
 Data Stores: -

1. Stored in some form of retrieval system.

2. Ex. Ledges in financial accounting.

 Report Formats: -
1. IM will contain reports produced by system.
2. Includes format, users and periodicity.
 Users: -
1. Users of system and the levels of authority
assigned.
2. Scope of information access.
THAN
K
YOU