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ROLE OF MANAGEMENT INFORMATION SYSTEM IN

EDUCATION

The role of the MIS in an organization can be compared to the role of heart in the body.
The information is the blood and MIS is the heart. In the body the heart plays the role of
supplying pure blood to all the elements of the body including the brain. The heart work
faster and supplies more blood when needed. It regulates and controls the incoming
impure blood, processed it and sends it to the destination in the quantity needed. It fulfills
the needs of blood supply to human body in normal course and also in crisis.

The MIS plays exactly the same role in the organization. The system ensures that an
appropriate data is collected from the various sources, processed and send further to all
the needy destinations. The system is expected to fulfill the information needs of an
individual, a group of individuals, the management functionaries: the managers and top
management.

Here are some of the important roles of the MIS:

The MIS satisfies the diverse needs through variety of systems such as query system,
analysis system, modeling system and decision support system.

The MIS helps in strategic planning, management control, operational control and
transaction processing. The MIS helps in the clerical personal in the transaction
processing and answers the queries on the data pertaining to the transaction, the status
of a particular record and reference on a variety of documents.

he MIS helps the junior management personnel by providing the operational data for
planning, scheduling and control , and helps them further in decision-making at the
operation level to correct an out of control situation.

The MIS helps the middle management in short term planning, target setting and
controlling the business functions. It is supported by the use of the management tools of
planning and control.

The MIS helps the top level management in goal setting, strategic planning and evolving
the business plans and their implementation.

The MIS plays the role of information generation, communication, problem identification
and helps in the process of decision-making. The MIS, therefore, plays a vital role in the
management, administration and operation of an organization.

IMPACT OF THE MANAGEMENT INFORMATION SYSTEM


MIS plays a very important role in the organization; it creates an impact on the organization’s
functions, performance and productivity.

The impact of MIS on the functions is in its management with a good MIS supports the
management of marketing, finance, production and personnel becomes more efficient. The
tracking and monitoring of the functional targets becomes easy. The functional managers are
informed about the progress, achievements and shortfalls in the activity and the targets. The
manager is kept alert by providing certain information indicating and probable trends in the
various aspects of business. This helps in forecasting and long-term perspective planning. The
manager’s attention is bought to a situation which is expected in nature, inducing him to take an
action or a decision in the matter. Disciplined information reporting system creates structure
database and a knowledge base for all the people in the organization. The information is available
in such a form that it can be used straight away by blending and analysis, saving the manager’s
valuable time.

The MIS creates another impact in the organization which relates to the understanding of the
business itself. The MIS begins with the definition of data, entity and its attributes. It uses a
dictionary of data, entity and attributes, respectively, designed for information generation in the
organization. Since all the information systems use the dictionary, there is common understanding
of terms and terminology in the organization bringing clarity in the communication and a similar
understanding of an event in the organization.

The MIS calls for a systematization of the business operations for an effective system design. This
leads to streaming of the operations which complicates the system design. It improves the
administration of the business by bringing a discipline in its operations as everybody is required
to follow and use systems and procedures. This process brings a high degree of professionalism
in the business operations.

The goals and objectives of the MIS are the products of business goals and objectives. It helps
indirectly to pull the entire organization in one direction towards the corporate goals and
objectives by providing the relevant information to the organization.

A well designed system with a focus on the manager makes an impact on the managerial
efficiency. The fund of information motivates an enlightened manager to use a variety of tools of
the management. It helps him to resort to such exercises as experimentation and modeling. The
use of computers enables him to use the tools and techniques which are impossible to use
manually. The ready-made packages make this task simple. The impact is on the managerial
ability to perform. It improves decision-making ability considerably high.

Since, the MIS work on the basic system such as transaction processing and database, the
drudgery of the clerical work is transferred to the computerized system, relieving the human mind
for better work. It will be observed that lot of manpower is engaged in this activity in the
organization. Seventy (70) percent of the time is spent in recording, searching, processing and
communicating. This MIS has a direct impact on this overhead. It creates information –based
working culture in the organization.
IMPORTANCE OF MIS
It goes without saying that all managerial functions are performed through decision-making; for
taking rational decision, timely and reliable information is essential and is procured through a
logical and well structured method of information collecting, processing and disseminating to
decision makers. Such a method in the field of management is widely known as MIS. In today’s
world of ever increasing complexities of business as well as business organization, in order to
service and grow , must have a properly planned, analyzed, designed and maintained MIS so that
it provides timely, reliable and useful information to enable the management to take speedy and
rational decisions.

MIS has assumed all the more important role in today’s environment because a manager has to
take decisions under two main challenges:

First, because of the liberalization and globalization, in which organizations are required to
compete not locally but globally, a manager has to take quick decisions, otherwise his business
will be taken away by his competitors. This has further enhanced the necessity for such a system.

Second, in this information age wherein information is doubling up every two or three years, a
manager has to process a large voluminous data; failing which he may end up taking a strong
decision that may prove to be very costly to the company.

In such a situation managers must be equipped with some tools or a system, which can assist
them in their challenging role of decision-making. It is because of the above cited reasons, that
today MIS is considered to be of permanent importance, sometimes regarded as the name centre
of an organization. Such system assist decision makers in organizations by providing information
at various stages of decision making and thus greatly help the organizations to achieve their
predetermined goals and objectives. On the other hand, the MIS which is not adequately planned
for analyzed, designed, implemented or is poorly maintained may provide developed inaccurate,
irrelevant or obsolete information which may prove fatal for the organization. In other words,
organizations today just cannot survive and grow without properly planned, designed,
implemented and maintained MIS. It has been well understood that MIS enables even small
organizations to more than offset the economies of scale enjoyed by their bigger competitors and
thus helps in providing a competitive edge over other organizations.

Data is the lifeline of every educational institution. Right from the student turnover rate to the
financial records, every piece of data that is/was ever associated with the college paves way for
its development. The bigger the institution, the greater the volume of data, which makes it
challenging to manage on paper or even with excel files.

Today, most of the higher education institutions are looking for an optimum distribution of
resources and services to yield maximum benefits to students, teachers, and the management
alike. In this world of ballooning educational demands, Management Information System (MIS) is
just what these institutions need to propel their progress in the right direction.
What Is Education Management Information System (EMIS)?
The word MIS itself is self-explanatory. A Management Information System or MIS is a central
data repository capable of not only gathering, organizing and storing data but also processing
and analyzing it and generating various reports from it. This is MIS in a broader sense.

Education Management Information System (EMIS) is specially designed to monitor the


performance of education programs offered by the institute and to manage the distribution and
allocation of educational resources. Of course, in the field of education, EMIS has specific roles
to help an educational institution grow.

Nowadays many higher education institutions are looking forward to


implementing comprehensive education management solution to align academic
processes and deliver better student experience.

Students

Students are at the heart of an educational institution. EMIS stores crucial student data such as
personal data, exam records, and even hostel and library details. Additionally, it keeps track of
the day-to-day progress of students which is eventually used to analyze and monitor the
improvements or retrogression in students over-time.

This is a comprehensive approach as compared to the legacy database where the stored data
was incapable of providing real-time crucial insights and consequently aiding the institution in
better and timely decision-making.

For instance, in India, many colleges have implemented an online attendance management
system MIS, which has helped them in increasing the attendance percentage of students.
Colleges affirm that the MIS system is user-friendly and readily accessible, which has also aided
them in improving productivity by deploying workflow-based systems.

For Teachers

Same goes for data pertaining to the educators as well. In a developing education institution, the
progress of its educators is equally imperative for them as well as the institution itself. Educators
need to deploy technology to gain in-depth knowledge about student behavior and make the
most out of the time and resources available to provide maximum aid to the students.

An MIS helps track faculty data such as attendance, and performance. But, more importantly, an
MIS reduces the workload on teachers by providing quick access to data on any student or
a group of students which can be drilled-down, filtered, and arranged accordingly within a few
clicks.

For The Management


Ease of tracking and analyzing resource distribution and expenditures is one of the biggest
reasons for any top-level management of an educational institution to look forward to
implementing an MIS system. By resources, we mean everything that the management invests
in: right from assets and infrastructure to study aids and educators.

Additionally, the management can fully control which teacher, faculty and staff have access to
what kind of data. For instance, sparing the staff in-charge of finances, the management can lock
the students' financial records from all the other users or alternatively, academic performance
data can be hidden from the staff.

Education is said to be the backbone of a nation. For development to occur in a nation, itis
necessary that t he education system is in place. Through education, a nat ion
trains the workforce who will implement the development goals set out after every given
period of time. The integration of technology into the education sector has created a great
need for the use of management information systems (MIS) that will help in the handling of
data that comes in such large proportions on a national level. There are numerous
technological inventions being introduced into the education sector on daily basis. MIS use
can (and has) helped in ensuring that technology is successfully incorporated into the
education system. The beauty about the system is that it is multifaceted and can be applied in
numerous situations. Thus, it can give an outsider a holistic view of the current situation at an
organization. The use of MIS has proved to be of great benefit to the education
sector. Education Management Information System (EMIS) is now a commonly used
term that describes the situation where MIS are especially designed to be used in the
sector of education. The first role t h a t M I S p l a y i n e d u c a t i o n i s h e l p i n g
e d u c a t o r s w h e n i t c o m e s t o d e c i s i o n m a k i n g . Administration bodies in t he
educational inst it ut ions usually have the mandate to make decisions. Decision
making enables them to determine the next step to take regarding a certain issue. MIS
enables the administration to have data at hand in a simple and effective manner .Such
data is easily accessible (with the right authorization) and helps them get data on
the students and what might be wise to do in that situation. MIS bring data together to ensure
that the administration has a simple time when it comes to data analysis that will influence
the decision making process. MIS helps in the management of human resource. The
education sector is a service based institution. The main commodity being offered is the
knowledge imparted from the

3MIS IN EDUCATION t e a c h e r s t o t h e s t u d e n t s . T h u s , h u m a n r e s o u r c e i s i n v a l u a b l e
i n t h i s s e t t i n g . M a n a g i n g information on all of these individuals working in the institution
is simplified through the use of MIS which puts all of the information together to give
the administrators an easy time with regards to information on the staff. Through the use
of MIS, an individual can gain access to the information that was stored at an earlier period.
Specifying the format in which the information was stored also helps a great deal.

Management Information System (MIS) arose from the key element of assisting
management of an organization or enterprise in capturing, processing, storage and retrieval of
relevant, up-to-date and demand driven data and information for management functions
including follow up on the daily actitvities of the entity. This became absolutely necessary with
the introduction of computers or with the development of a computer supported working
environment. Since most functions and activities of an organization are carried out or assisted
with the increasing use and application of computers in either a standalone, local or wide area
network with several layers of staff in any enterprise, there is increasing need to capture, process
and retrieve data/information to the different layers of management to allow them carry out
decisions and other related management functions, thus the term MIS. Now since the
environment is collaborative ie 'shared' for example in the field of education where there are
managers, policy makers, teachers, and students, this certainly demands the exchange and
sharing of vital information amongst the many players in either the execution of duties, policy
direction and further to furnish data and information to guide in decision making and to yield
valuable statistics on eg studend enrolment, course schedules, admissions, examinations,
recruitment, promotions and provision of exam results. This calls for the collaborative
envrionment and the creation of either a local, wide or virtual information/electronic network to
facilitate the creation of joint databases, platforms and hubs of data/information that could easily
feed and serve all the people involved in the field of education. This would certainly have several
querries/search engines for the relevant information from all the stakeholders. MIS has over the
years increasingly grown to include almost all the functions/areas of management of an enterprise
in all fields of knowledge and practice. Therefore MIS efficiently and effectively works in a
computer assisted environmnent unlike those days when paper records were the mode of
communication and storage of data/information. Records management in the olden days used
paper based storage and processing facilities that had a lot of disadvantages including huge
volumes of data/lack of storage space and difficulty in retrieval of relevant information. Thus the
advent of the computer facilitated the use of electronic information processing/management that
eventually led to the development of MIS in today's modern management portfolios. Collobration
amongst all stakeholders has been greatly augmented with the increasing use, application and
promotion of computer-based environments where speed, accuracy, retrieval and computational
aspects of information processing have benefited. Therefore the use of MIS in the field of
education cannot be overemphasised since this applies to almost all the fields of knowledge and
practice the world over

Educational administration is an area of overlap between education and management.


While school administration is more or less looked after, there is a lack of attention given to the
need of the educational system for information. This is a curious situation, as in my view
educational administration is by definition mostly information processing: getting messages,
processing them, reacting to them, getting feedback again and so shaping behaviour. The
prevailing situation is that every educational unit — whether at the national, regional, local or
individual school level — is ‘an island’ of hardware purchase, programming activities and data
collection. Each unit has a separate data bank without communicating much with the others; so
a great deal of redundant activity ensues. The central bodies, even in a centralised system, require
cooperation and only give help in specific projects. In these circumstances what is required is an
integrated management information system (MIS). This is easier said than done, and the more
complicated the system, the more difficult it is to devise and maintain.

There is a clear synergy between the history of education policy and the development of
educational management. Initial attempts at data collection helped support the formulation of
the country's national education policy. In spite of all the success chalked in the development of
educational management; most educational institutions are faced with numerous challenges
especially in the area of Information and Communications Technology. A study into the
importance of Management Information Systems in educational management was undertaken
among others to examine the role of MIS in improving educational management, examine how
MIS could improve capacities in data processing, storage, analysis and the timely supply of
educational information to management and administrators to enhance quick and efficient
decision making. Stratified and purposive sampling techniques were the main sampling
techniques employed. Interviews and Questionnaires were employed to gather data. Statistical
Package for Social Sciences (SPSS) and Microsoft Excel were used to analyze the data. The study
revealed that cost, lack of competent Information Technology Staff to man the systems, lack of
computer systems and accessories and the fear of the unknown were the major problems
militating against the implementation of MIS in most institutions. Recommendation were made to
aid in ameliorating the challenges discovered. Staff in the institution should be taken through in-
service training on the use of computers.

The distinction between data and information is not very clear to some of the people. Raw
facts, figures, objects, etc. are data. Data when processed is converted into information. Decision
making process is dependent of information. Every organization has plenty of data but they lack
from relevant information required for making the decision. If a decision is required to set up a
management institute in a particular city, it requires pertinent information such as number of
students passing graduation every year, number of students seeking admission in different
stream, the growth pattern of students in each discipline, the job demand from business or
industry, number of other institutes offering similar courses, number of students seeking
admissions outside the country for similar courses and the reasons for preference to these
institutes. The information on such aspects help the authorities to design the course according to
the demand and completion in the market place. The same is true with other activities like
industrial production, governance in the government sector, sports, entertainment, social welfare
and social security. Even in case political election in various countries all the political parties collect
information about number seats in each state, constitutes, the age profile of population, the
gender distribution, religion following, details about minority communities, education pattern of
the voters, distribution of voters by caste, the local issues as well as national and international
issues and many more. The past voting pattern and the information on the performance of the
present government are important to adopt appropriate strategies to win the information. Global
and multi-national companies having their manufacturing units in various parts of the world with
large number products, with large number of employees of various nationalities operating in
different market conditions deal with big data. Analysis of big data for generating relevant
information is a challenge in itself. Conversion of data into information including the management
of database is a scientific approach which can be carried out by trained and qualified manpower
only. Having too much of data and information is also not good for good decision making. In fact
excess of data and information makes the decision process more difficult. What is needed the
correct and reliable information, in right quantity, at a right time, at the right place and at
affordable cost. The cardinal issue is to increase the value of information for better decision
making.

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