Management Information

Systems

Data, Information and its

attributes
What is Data
Distinct pieces of information, usually formatted in a
special way.
All software is divided into two general categories: data
and programs. Programs are collections of instructions
for manipulating data.
Data can exist in a variety of forms -- as numbers or
text on pieces of paper, as bits and bytes stored in
electronic memory, or as facts stored in a person's
mind.
Strictly speaking, data is the plural of datum, a single
piece of information. In practice, however, people use
data as both the singular and plural form of the word.
Information
Data processing Information
Data: data is raw. It simply exists and has no significance
beyond its existence (in and of itself). It can exist in any
form, usable or not. It does not have meaning of itself. In
computer parlance, a spreadsheet generally starts out
by holding data.
Information: information is data that has been given
meaning by way of relational connection. This "meaning"
can be useful, but does not have to be. In computer
parlance, a relational database makes information from
the data stored within it.
Information attributes
Timeliness is the degree to which information is up-
to-date.
It can be seen in an objective fashion, meaning that
information represents the current state of the real
world.
Timeliness can also be seen as task-dependent, meaning
that the information is timely enough to be used for a
specific task.
It is one of the most important quality dimensions for
handling disasters, because providing new information
instantly is a major success factor of preventing a
disaster or mitigating its effect.
Information attributes
Accuracy - Accuracy is the degree of
correctness and precision with which
information in an automated system represents
states of the real world.
It is a very important quality dimension that on
which many early information quality studies
have focused accurate for its use
Examples: daily production figures, weekly sales
figures, monthly overall figures, yearly
production figures
Information attributes
Completeness is the degree to which
information is not missing. Incomplete
information can be hazardous.
However, complete information for one person
may be incomplete for another. For example,
emergency medical services, FBI and Fire crew,
all may be interested in the weather conditions
around the disaster site, but each may require
different levels of detail.
Information attributes
Accessibility implies the degree to
which information is available, easily
obtainable or quickly retrievable when
needed.
For information to be utilized in an
effective manner, it must be accessible.
But this availability of information to the
users is generally within the constraints of
policy and confidentiality
Information Attributes
Security has been identified as another
important information quality dimension.
If information is not secure, it can be
easily intercepted by any intelligent
opponent (e.g. criminals) and
used in a harmful manner.
Information attributes
Relevancy is the extent to which information
is applicable and helpful for the task at hand.
Information must be relevant as per the
demands of situation, i.e., it must address the
needs of the end user to whom it is being
transmitted.
Example : how relevant it is to the end user - i.e.
a machine breaks down 4 times in one day -
who needs to know this - the operations
director - no - the quality assurance supervisor
- yes.
Information attributes
Validity
Information should be valid in the sense
that it must be true and verified; it must
satisfy the set standards related to other
dimensions such as accuracy, timeliness,
completeness and security.
Format
Information must be in such a format that
it is uncomplicated and easily understood
by the end user.
Management level and Information
need
Managers at different levels of the
organization have different information
needs. These needs depend on their place
in the management hierarchy.
Lower level managers: which is
concerned with operational control
requires frequent and detailed
information. The source of information is
internal.
 Middle level managers: Mainly
formulate operational plans and objectives
to implement strategy and also make
operational decisions. Information needs
are mainly internal though external
information is also needed.
Top level managers: primarily
responsible for strategic planning and
control and hence the information
needed is external and future oriented.
Types and nature of information at
each managerial level
The activities within an organization can
be classified as:
Operational activities
Tactical activities
Strategic activities
1. Operational activities and
operational information
The operational activities of an
organization are the day to day activities
of the organization and are related to
acquiring and consuming resources.
Example: A basic transaction within the
organization that of a customer placing an
order with the organization.
2. Tactical activities and Tactical
information
The tactical activities within the
organization lie within the purview of the
middle level management and are mostly
related to reviewing the activities that are
carried out at the operational level.
Reviews may be carried out on a monthly,
quarterly or half yearly basis depending
on the activity that is being reviewed.
 Example: Review of inventory may be
carried out on a monthly basis while
production could be monitored on a
quarterly basis and budgets for
departments could be set on a yearly
basis.
3. Strategic activities and a strategic
information
Strategic activities are carried out by the
top management of the organization ad
basically involve planning for long term.