Intro to MIS DATA INFORMATION AND COMMUNICATIONS

Definition: Processing data into information is essential for a Management Information System (MIS).
Differences between Data and Information:
- Data: Collections of facts and figures (e.g., hours worked, invoice values).
- Information: Processed and communicated data that is useful to the recipient.
Sources of Data:
- External Sources: Readily usable form.
- Internal Sources: Must be captured by measuring and recording systems.
Selection of Data: Organizations must be selective due to the limitless nature of available data.

Definition: Data processed to be useful for planning, controlling, and decision-making.
Information Characteristics:
- Source: Internal, external, primary, secondary.
- Nature: Quantitative, qualitative, formal, informal.
- Level: Strategic, tactical, operational.
- Time: Historical, present, future.
- Frequency: Continuous, hourly, monthly.
- Use: Planning, control, decision-making.
- Form: Written, visual.
- Occurrence: Planned intervals, occasional, on-demand.
- Type: Detailed, aggregate.
Functions of Information:
- Reduces uncertainty by providing relevant information.
- Aids in monitoring and control of performance.
- Serves as a communication channel for developments and forecasts.
- Acts as a memory supplement for historical performance.
- Simplifies complex problems for better understanding.

Good Information Characteristics:
- Content Dimension:
  - Accuracy: Free from errors.
  - Relevance: Related to specific recipient needs.
  - Completeness: All necessary information provided.
  - Scope: Internal or external focus.
  - Performance: Measurement of activities and progress.
- Time Dimension:
  - Timeliness: Available when needed.
  - Currency: Up-to-date information.
  - Frequency: Provided as often as needed.
  - Time Period: Information about past, present, and future.
- Form Dimension:
  - Clarity: Easy to understand format.
  - Detail: Available in detail or summary.
  - Order: Arranged in a logical sequence.
  - Presentation: Various forms (narrative, numeric, graphics, etc.).
  - Media: Printed documents, video displays, etc.

Information value = Change in behavior caused by information - Cost of producing the information.
Relevance: Information must be relevant and understood by the user to hold value.

Transforming Data into Information: IT makes data usable and valuable.
Factors Affecting Understandability:
- User preferences for different forms of information.
- Remembered knowledge influencing comprehension.
- Environmental factors (time, trust, etc.).
- Language used to convey information - can be code or natural languages.

Essence of MIS: Interchange of facts, thoughts, and opinions to transmit information.
Forms of Communication:
- Face-to-face, written, visual, oral, electronic.
Communication Process:
- Encoding: How the message is expressed.
- Channel: Means of carrying information.
- Noise: Factors causing distortion of the message.
- Decoding: Understanding derived from the message.
- Importance of ensuring messages are received and understood.

Common Barriers:
- Differing backgrounds (age, education, etc.).
- Language issues (jargon, terminology).
- Volume of the message (too much/little information).
- Distortion or withholding of information by bureaucracy.
- Poor presentation adapting to recipient needs.

Consider urgency, security, complexity of the message, recipients, need for records, distance, and costs.