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Data, Information and Types of Information Systems

Basic 4 min read Updated

In the syllabus of AR-IITD

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Key points

  • Data is raw facts; information is processed data that supports a decision
  • MIS components: people, hardware, software, database, procedures, network
  • TPS is operational, MIS is middle level, DSS is semi-structured, EIS is strategic
  • What-if analysis points to DSS; dashboards point to EIS
  • Decisions are structured, semi-structured or unstructured
  • GIGO: wrong input gives wrong output however good the system
On this page
  1. Data and information
  2. What is an MIS?
  3. Management levels and their systems
  4. Types of decisions
  5. Qualities of good information

Data and information

Data means raw, unprocessed facts, such as individual fee receipts. Information is data that has been processed so that it supports a decision, such as programme-wise total fee collection.

What is an MIS?

A Management Information System collects, processes and stores the data of an organisation and gives managers regular reports for planning, control and decision making.

Its components are people, hardware, software, database, procedures and the network. A system follows the cycle Input, Process, Output, Feedback and Control.

Management levels and their systems

SystemManagement levelDecision typeInstitute example
TPSOperationalStructured and routineDaily fee receipt entry, attendance
MISMiddleStructuredMonthly admission or expenditure summary
DSSMiddle and seniorSemi-structuredWhat-if analysis of a fee revision
EIS or ESSTop or strategicUnstructuredKPI dashboard for the Director or Board
Expert SystemSpecialist useRule-based adviceRule-based eligibility screening

Key point

TPS serves the operational level, not top management. The statement that TPS is used by top management for strategic planning is a standard false option.

Types of decisions

  • Structured or programmed: repetitive and rule-based, such as calculating travelling allowance.
  • Semi-structured: part rule, part judgement.
  • Unstructured or non-programmed: new situations needing judgement, such as setting up a new campus.

Qualities of good information

Accurate, timely, relevant, complete, concise and verifiable. The principle GIGO, Garbage In Garbage Out, means that a well-designed system still produces misleading reports if the input data is wrong.

Exam tip

Identify the user level in the question first: a clerk points to TPS, a section or department head to MIS, and the Director or Board to EIS. That alone removes two options.

Practice questions

Answer all, then check. Explanations appear after checking.

1Which information system records the day-to-day routine transactions of an organisation at the operational level?
2What-if analysis for semi-structured decisions is a characteristic feature of:
3Which system is designed for top management, presenting key indicators through dashboards for strategic decisions?
4In information systems, the acronym GIGO stands for:
5Consider: 1. MIS mainly supports structured decisions using internal data. 2. DSS is mainly used for semi-structured decisions. 3. TPS is used by top management for strategic planning. Which are correct?

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