Customized Propgram for BFP Region III

2. 1. MIS Concepts, Principles and Techniques
2. Define and understand the term information
system
3. Understand the benefit of MIS in the
organization; and
4. To have awareness on the relationship
between ICT and Development

3. This century is not anymore the age of
agriculture; not the age of industry but this
is information age

4. Concepts
MIS - is one type of the information
system that serves activities of planning,
controlling and decision-making at the
management level, usually take the form of
performance reports (such as exception or
summary reports)

5. MIS is an integrated user-machine system, for
providing information to support the operations,
management, analysis and decision functions in
an organization
The system utilizes hardware and software,
manual procedures, model for analysis,
planning, control and decision making and a
data base.

6. MIS provides information to the users
in the form of reports and outputs
from simulations by mathematical
models
The report and model output can be
provided in a tabular or graphic form

8. Distinction between data and information.
Collection
of data as
raw facts,
figures,
objects
Information
has context
Combining data
in particular way
in a moment of
needs can save
a person’s life

9. Manage data to
PRESENT
INFORMATION
to people
KNOWLEDGE
MANAGEMENT

10. Technology
• Organizations have been using a
number of techniques in
accomplishing your work goals.
These techniques are part of
what we call technology.
• Peterson and Tracy define it as
the
“techniques use by
organizations in work-flow
activities to transform inputs into
output”.

11. ICT
New –networked computers, satellite-sources
communications, wireless technology and the
internet. A feature of these technologies is
their capacity to be networked and interlinked
to form a massive infrastructure of
interconnected telephone services,
standardized computing hardware, the
internet, radio and TV, which reaches every
corner of the globe.

13. Technological changes brought
about by a changing, complex
environment effect to a large
extent the efficient and
effective operations of an
organization. A desirable job
design cannot be carried out if
the organization is not able to
adopt the existing techniques
to the new design.

14. The Transformation: From Data to
Wisdom
 Data is transformed into information
◦ Resources used to organize data into categories
 Examples include monthly reports, regional summaries, etc.
 Information is transformed into knowledge
◦ Knowledge is understanding patterns, rules and contexts.
 Knowledge is transformed into wisdom
◦ Collective and individual experience in applying knowledge to
solve a problem
◦ Wisdom is where, when and how to apply knowledge

15. Mondy and Noe (2012) emphasize the fact
that the rate of technological change is
accelerating so fast that may changes are
required from the workforce in terms of
knowledge and skills.

16.  Employees have to be trained and retrained in order to keep up
with the pace of changes. For examples, computers in office
work demand a new set of skills from the employees particularly
from the clerical force.
 In fact, computer literacy as now a requirement in hiring new
personnel in many agencies. The Civil Service Commission has
started to change the nomenclature of position from clerks to
computer operators or data entry machine processors.

17. Challenges
Technology
Development
HR Availability -
Quality
Organization
Structuring
Economic
Growth
Demographic
Source: Sugiharto, SH.MM 2009

18. • Automating: doing things faster
• Organizational learning: doing things
better
• Supporting Strategy: doing things smarter
Why Use Information Systems?

19. • Support of business
operation
• Support of operations,
management, analysis,
and decision-making
functions In an
organization
• Support of Strategic
competitive advantage

20. DataPeople
Information
System
Hardware
Software
Telecomm
unications
Five Key Elements in an
Information System Data raw material,
unformatted information
Data input
– Manual data entry
– Semi automated data
entry
– Fully automated data
entry
Examples:
– Payroll
– Sales and ordering
– Inventory
– Purchasing, receiving,
shipping
– Accounts payable and
receivable

21. Technology is used to
automate a manual process
Doing things faster,
better, cheaper
Greater accuracy and
consistency
DataPeople
Information
System
Hardware
Software
Telecomm
unications

22. computerization Reengineering and
restructuring to take
full advantage of IT

23. DataPeople
Information
System
Hardware
Software
Telecomm
unications
Internal:
Organization: Top,
Middle, Rank &
File
External: Other
stakeholder:
Constituents,
Regulatory
Agencies,
Suppliers

26. Information
System
designed to
capture,
transmit,
store,
retrieve,
manipulate,
display
information ,
& share data

28. • Strategic management
– Executives develop organizational goals,
strategies, policies, and objectives
– As part of a strategic planning process
• Tactical management
– Managers and business professionals in self-
directed teams
– Develop short- and medium-range plans,
schedules and budgets
– Specify the policies, procedures and business
objectives for their subunits
Levels of Management Decision Making

29. • Operational management
– Managers or members of self-directed teams
– Develop short-range plans such as weekly
production schedules
Levels of Management Decision
Making

30. DataPeople
Information
System
Hardware
Software
Telecomm
unications
In a very broad sense,
the term information
system is frequently used
to refer to the interaction
between people,
processes, data, and
technology
Information System is the orderly
grouping of interdependent
components linked together
according to a plan to support
decision making, coordination,
control, analysis, and
visualization in an organization

31. are used
to build
INFORMATION
TECHNOLOGY
Hardware
Software
Databases
Networks
Other related
components
INFORMATION
SYSTEMS
Payroll
System
Inventory
System
Business
Permit
Processing
System
Customer
Service
System
Information System

32. Available Reports are:
1. Personnel Data Sheet
2. Inventory of Personnel
3. Inventory of Personnel per
Department
4. Celebrant of the Month (Birthday)
5. Candidates for Salary Increment
6. Candidates for Loyalty awards
7. Personnel Movement
8. Plantilla
9. Service Record
10. Employment and Compensation
11. PES
12. Report on Appointment Issued
13. Report on
14. Separation/Retirement/Resignation
15. Report on Accession
16. Data Index Barred for Government
Service
 basic information of
employee such as: personal
information, family
background, educational
background etc.
 Monitors employee
performance
 Provides monitoring of
Leave of Absence
 Manages salary increment
of employee
 Manages annual gross
income of employee

34. Submit duly
accomplishe
d form
Market
Division &
RPTD
Inspection
Team
Creation of
Business
Identification
Number
Assessment
of taxes &
Fees
Verification
& Approval
of
Assessment
Payment of
Assessed
Fees
Releasing of
Permit
Releasing of
approved
Billing
Statement
And receiving
of lacking
requirements
5 – 10 min
1-2 day
5 min
5 min
5 – 10 min
15 – 30 min
Business permit system for new
application

35. Dagupan City is blessed, digitalized,
fiber optic and zero downtime,
improved processing, improved
productivity

37. Management Functions
Get the job
done on time
Within budget
Satisfactorily
Using available
resources
Planning
Devise short-range and long-range
plans and set goals to help achieve
the plans
Organizing
How to use resources
Staffing
Recruitment and Selection
Directing
Guiding employees to perform their
work
Controlling
Monitoring progress towards goals

38. Managers have become adept at taking full advantage of the
resources of money, materials, methods, and people; but only
recently have they begun to make effective use of the fourth
major resource – information.
Managerial Function
1 Planning
2 Organizing
3 Staffing
4 Directing/Influencing
5 Coordinating/Reviewing
6 Budgeting

39. Middle level
(tactical)
Low level
(operational)
Supervisor
Directing and
controlling
Strategic

40. • Executive level (top)
– Long-term decisions
– Unstructured decisions
• Managerial level (middle)
– Decisions covering weeks and months
– Semi structured decisions
• Operational level (bottom)
– Day-to-day decisions
– Structured decisions

41. • Define the problem
• Design the solution
• Develop alternate solution
• Select the solution
• Implement the solution
• Monitor and evaluate the results
System Approach to Problem
Solving

42. In general, information technology
means all the technologies associated
with gathering, processing, storing, and
dissemination of information. However,
with the lapse of time and the progress of
technologies, the term information
technology is given different connotation.

43. The use of information technology has been
an absolute requirement for public
administration and management development
to provide better service
 It can be said that governance and
public administration can not be
productive, effective and efficient
without the support of modern
information technology.

44.  The modern term Information
Technology (IT) acquired widespread use
only beginning in the late
1970s and is now used generally to
embrace both computer and
communications technology and all
the related software

45. Treasurer’s
Office
Cash
Collection
RPT
Division
Licensing
Inspection
Division
Market
Division
Central
Reporting
Server
Treasurer
One Stop
Shop
ICTAssessor
Office of
the
Mayor
Status of
Income
Generation
Financial
Management
Committee
Report
weekly
Minutes of
the meeting
Adjustments
Problems
Office of the
Mayor

46. This project aims to recognize LGUs with good
governance performance in internal housekeeping
particularly on four (4) areas, namely (1) Good
Planning; (2) Sound Fiscal Management; (3)
Transparency and Accountability; and (4) Valuing of
Performance Monitoring. LGUs with the Seal of Good
Housekeeping will be qualified for the Performance
Challenge Fund for Local Governments Units being
handled by the Bureau of Local Government
Development

47. interdependence
Strategic Plan
Rules
Processes
Ordinances
Legal Provisions
software
hardware
database
telecomm
organization Information system

48. Systems
Technology Achievement of
 Effectiveness
Efficient
Economy
Responsiveness
Productivity
People
Public
Administration

49. The Roles of Governments
in the Use of IT
1. Largest user of information technology.
Data gathering, storing, processing,
dissemination and utilization in taxation,
customs, and financial management, statistics
and census data gathering, elections,
development planning, health, education and
welfare, social security, land management and
agriculture, and so forth. Other areas are police,
national security and defense, and research, etc.

50. The Roles of Governments
in the Use of IT
2. Biggest owner of public information.
Government Is often the only producer of relevant economic
and social information.
3. Stimulation of IT use.
Clearly, each government has to chart policies and
strategies to exploit its information resources, to
develop its information infrastructure, and to
promote the utilization of information systems for
the purposes of achieving more effective growth of
public services. Failure to initiate effective and
timely action will

51.  It must be able to provide objective,
credible and independent information (group
accountable for the integrity of report)
 It should be able to provide timely, accurate
and relevant information (time is the essence,
accuracy and certainty)
 Integrative –must be relational and are
linked with other subsystem
 Focused – it must produce information that
suits the needs of users (management and
other entities)

53.  Understandable (use of graphs, charts,
sounds and video)
 Actionable – it should be able to present
information in a form that supports decision
making (use parameters for acceptable
performance)
 Accessible – the systems must be designed to
accommodate a variety of needs of the users
(Daily reports, weekly, monthly, quarterly and
available through computers, emails mobile
phones, etc.

54. Efficient – contribute to the organizational
efficiency and performance
Appropriate – The system must be able to
produce reports that reflect the nature of
information
Contextual – reports should provide proper
context of information (use benchmark or
reference point
 Interpretative – to have an explanation and
analysis

55. Governance Performance
Management System
Considering the lessons learned, and aware
of the evolving notion of governance, the
Local Governance Performance
Management System, or LGPMS, was
developed. With the Bureau of Local
Government Supervision taking the lead,
stakeholders from various sectors shared
time, effort and resources to evolve a
pioneering tool which is developmental in
nature and strategic in purpose.

59. SCALING SYSTEM
A 5-point scale is applied to group local government
performance -- to facilitate the identification of weak and
strong points, or to situate localities with high or poor level of
development. Applying a Scaling System also enables the
summarizing of indicator values into a higher level of
information.
In the case of governance indicators, the higher level of
information is produced by service areas: Example:
Transparency, Participation, Local Legislation, Development
Planning, etc.

60. • While in the case of development indicators, the higher level
of information is produced by sub-sector and
sector: Example of Sub-sector - State of Health, State of
Education, State of Housing and Basic Utilities, Peace and
Order Condition; Example of Sector – Social Development
Index.
• While in the case of development indicators, the higher level of
information is produced by sub-sector and sector: Example of Sub-
sector - State of Health, State of Education, State of Housing and
Basic Utilities, Peace and Order Condition; Example of Sector –
Social Development Index.
The scale of 1 to 5 is also called “Index”. For
Governance Indicators Result, the term used is
Performance Scale as shown in Box 1. For
Development Indicators Result, the description
used is Development Index as displayed

63. Digital is the age of people and
options; it provides opportunities to
think of new ways to do things.”
Pearl Zhu

64. This course is not in itself
adequate to become a CEO but
this is a step on the road. How
managers in the organization be
aware of the implication of
technology they used as
techonology is not PASSIVE,

65. 1. Discuss the relevance and applicability of
studying MIS in the public sector
2. Issues and Concerns in MIS and proposed
measures to improve your information system
(people, data, telecommunications, software and
hardware)
3. Discuss the benefits and drawbacks of social
media
(Explain thoroughly your answer)

66. The intangible portion of an information
system, which is very crucial and usually
neglected, is the organizational issues of an
information system. User requirements
analysis, data capturing and cleaning, data
maintenance and updating, information
dissemination and utilization, etc., all need to
be well planned and organized. Any information
system, no matter how advanced its hardware
and software are, can not possibly be
successful unless management and
organizational issues are a top concern

67.  Someone has to champion the need to
introduce the idea of ICT in the LGUs
 An ICT Team that will have a hands on for
the actual operation to make it smoother
 Upholding the e-governance program of the
government

68. 1. Information Technology Strategic Thinking for Cooperatives
www.manilavoice.com; www.cooptrade.net
2. Essentials of Management Information Systems
2003 Prentice Hall www.slideshare.net
3. Information System: Strategic Use of ITMegat Zainurul Anuar bin Megat
Johari Dreamsoft (M) Sdn Bhd http://www.thedreamsoft.com
admin@thedreamsoft.com http://megatportfolio.blogspot.com
4. Management Information Systems Stephen B. HarshDepartment of
Agricultural Economics Michigan State University harsh@msu.edu
5. Philippine Journal of Development SIAR 135, No. 60, 2nd Sem 2005,
Volume XXXII, No.2
6. www.slideshare.com
7. Melchor C. Caspillan, Executive Assistant for ICT, Dagupan City
Public Sector Information System
/www.youtube.com/watch?v=buifktMh1MM