Seeking Advice on Key Areas for a Comprehensive MIS Policy Manual – What Should I Include?

Hi! I am in the process of developing and writing an MIS Policy Manual. My outfit has not yet written one on this subject matter before. As such, I would like to get your suggestions on the complete coverage of such a manual when written.

Offhand, I was thinking of creating four (4) policy areas, namely: software policy, hardware policy, internet/intranet/email policy, and HRIS policy. Are there any other areas that you think should be covered? In the four (4) areas mentioned above, what are the critical problems or decision points that should be covered by a good policy so it can serve the organization?

Thank you. Ed Llarena, Jr. Managing Partner Emilla Consulting

It's a vast area to write and manage a modern MIS system covering interfacing, exchanging information among networks, and HRIS.

At a detailed level, you may have to refer to some general books written on the subject and extract the concept to fit into the majority of the organization.

It should cover personal interaction with the network, prevent unauthorized use of the network, network availability, statistics data availability, fault tolerance, locate and fix, HR system interaction management, etc.

Anuj,

Thank you for the information you have provided. Suppose we are going to look at MIS as a department (and not as a system or network), what are the basic and inherent functional responsibilities that it should attend to and be responsible/accountable within an organization?

Best regards, Ed Llarena, Jr. Managing Partner Emilla Consulting

Hi Ed Llarena Jr.,

It's a pleasure to answer your query.

Answer:

I have handled the MIS department and was involved in setting up the MIS department right from scratch in my corporate experience. MIS has to look beyond technology and systems, as you rightly pointed out.

The MIS is required for the Top Management to sift through the data and give focus on the essentials critical for the company.

The following points are required:-

The key essential points are -

a. Key information on customer's requirements, competitor's product reviews, pricing strategies, etc.

b. Financials and accounts, especially focusing on profits, margins on products, expenses both fixed and recurring, and expenses that have exceeded the limits, etc.

c. Performances of the employees.

d. Review of machinery and raw materials.

This function is ideally handled by a person designated as the Executive Assistant to CEO/MD and should have a sound understanding of the operations of the company and the ability to get along with everyone, from the Plant Manager to the worker, to get a true picture of the situation.

Hope this helps you.

Cheerio,

Rajat

Hello everybody....

I am doing my second year MHRM. I just wanted to know more about Human-Machine Interaction. If you could help me out, it would be of great help to me. So looking forward to your suggestions or articles, etc.

Cheers,
Amrita

Manufacturing Organization status in India is questionable. I think we need stronger HR functions and better implementation of qualitative inputs to make it work and survive in the long run. Only a manufacturing MIS person can tell the real story.

Management Information System

MIS is an integrated information system used to provide management with needed information on a regular basis. The term "system" in MIS implies order, arrangement, and purpose. The information can be used for various purposes:

- Strategic planning
- Delivering increased productivity
- Reducing service cycles
- Reducing product development cycles
- Reducing marketing life cycles
- Increasing the understanding of customers' needs
- Facilitating business and process re-engineering.

MIS can also be used across the organization as an information utility to:

- Support policy making
- Meet regulatory and legislative requirements
- Support research and development
- Support consistent and rapid decision-making
- Enable effective and efficient utilization of resources
- Provide evidence of business transactions
- Identify and manage risks
- Evaluate and document quality, performance, and achievements.

Making Information Available

The availability of information is fundamental to the decision-making process. Decisions are made within the organization at:

- Strategic
- Operational
- Programmes
- Activity levels.

The information needs and decision-making activities of the various levels of management:

Senior Management

Strategic business direction
Information for strategically positioning the organization
Competitive analysis and performance evaluation
Strategic planning and policy
External factors that influence the direction
etc.

Mid-Level Management

Organizational and operational functions
Information for coordination of work units
Information for delivery programmes
Evaluation of resources usage
Budget control
Problem-solving
Operational planning
etc.

Mid-Level Management

Programme management within units
Information for implementing programmes
Information for managing programmes
Management of resources usage
Project scheduling
Problem-solving
Operational planning
etc.

Line Management

Activity management
Information for routine decision-making
Information for problem-solving
Information for service delivery
etc.

Management Support Systems

The management-oriented support systems provide support to various levels of management.

Executive Information Systems allow executives to see where a problem or opportunity exists.

Decision Support Systems are used by mid-level management to support the solution of problems that require judgment by the problem solver.

Line Managers use Management Reporting Systems for routine operational information.

Functional Information Systems

These include:

- Accounting Information Systems
- Marketing Information Systems
- Enterprise Information Systems
- Decision Support Information Systems
- Executive Information Systems
- Quality Management Information Systems
- Manufacturing Information Systems
- Financial Information Systems
- Human Resource Information Systems

Regards,

LEO LINGHAM

One of my friends was complaining about his organization that he is not allowed to access his personal mailbox from his office PC, but his Team Leader does have the access.

So, this means the organization in this context is confident that the Team Leader is not a security threat simply because he is one level up.

What information should be blocked must be decided by taking into consideration all levels.

I have seen that some special groups are given freedom to use the internet and emails personally, but some people are totally blocked from doing so. Usually, managers are free to use these resources, but not executives.

As you know, people work 12 - 16 hours in some organizations, they need to access some information related to their personal lives because they can't find time for it after their office hours, and this leads to frustration.

I know that they are not allowed because of many reasons. The number one reason is the "security of corporate information."

What I can suggest is to provide separate access rooms or cafes within the campus having internet and email facilities for personal use.

You can give them "FREE Hourly Coupons" per week so they can access information for personal use.

Regards,

Manu Sharma

Hi all,

I am Reena and have recently joined the forum. After going through the site for some time, I found it very useful for HR professionals. Kindly guide me on the types of MIS reports that the HR department needs to maintain. It will be really useful for me. Though we have a reporting system, we still want to make some improvements in the same.

Regards,
Reena