MIS Control and Maintenance:
The information system should be regularly maintained. Line managers are responsible for maintaining and controlling the system. Control of the system refers to ensuring that the system is performing in the way it is supposed to. Changes are made to the system to enhance the system performance. These changes may not be indicated in the implementation document. Managers may not be directly involved in the preparation of decision-making information like sales forecast or inventory information and there may also be some elements of intuition in decision making. The management must conduct periodic tests for control purposes.
There is a relationship between maintenance and control. Maintenance refers to the ongoing activity to ensure MIS effectiveness within the cost constraints and is directed toward minimizing the errors that have occurred due to design and environmental changes, and enhancing the scope and services of the system.
Maintenance may be classified into emergency maintenance, routine maintenance, request for special reports, and system requirements. In an organization, the following activities require maintenance: policy statements, procedures, forms, operating system, hardware or hardware configuration, software modifications or additions, system controls, security requirements, environment inputs, etc.
Changes in the environment need to be closely monitored to avoid undesirable effects on the MIS. Some of the environmental factors that affect the MIS are changes in governmental policies and regulations, changes in economic conditions, changes in industry and competitive conditions, and introduction of new technologies.
Changes in Governmental Policies and Regulations
Specialists and lawyers are engaged by large companies to apprise the management about the various changes that are taking place in the environment and how the organization can adapt to these changes. The organization may have to make changes in reporting and compliance requirements.
Changes in Economic Conditions
Financial information systems are affected by the economic conditions. Corporate policies are generally influenced by the information system. The information system should be designed in such a way that it is able to internalize economic changes. Since it may not always be possible to predict economic changes, a periodic evaluation of the system is required.
Changes in Industry and Competitive Conditions
Changes in the industry are as important as changes in the economic conditions. Timing is an important factor as far as changes in the industry are concerned. The company should launch new products at a time when the industry is doing well and markets are expanding. The timing will determine the success or failure of a product. Changes in the business environment affect the competitive strategy, pricing policy, hiring, and capital budgeting. New technology is likely to affect the basic objectives of the organization. There are new standards for measurement such as package size, or metric system. Some other examples are retailers gathering information at the point of purchase, stock price information at brokerage houses, etc. All these changes would require changes in the MIS.
Use of Latest Technologies
A few years ago, organizations were skeptical about the implementation of an information system. The rapid pace at which computer technology, application programs, and management techniques have grown has facilitated MIS implementation in organizations. Conventional managers are not very comfortable with modern technology. The present generation managers are using these technologies to improve productivity and efficiency.
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