INFORMATION CONCEPTS

 

Information Concepts

 

The word `information' is used commonly in our day to day working. In MIS, information has a precise meaning and it is different from data.  The information has a value in decision making while data does not have.  Information brings clarity and creates an intelligent human response in the mind.

 

In MIS a clear distinction is made between data and information.  Data is like raw materials while the information is equivalent to the finished goods produced after processing the raw material.  Information has certain characteristics.  These are:

 

• Information
• Improves representation of an entity
• Updates the level of knowledge
• Has a surprise value
• Reduces uncertainty
• Aids in decision making

 

The quality of information could be called good or bad depending on the mix of these characteristics.

 

Information Presentation

 

Presentation of the information is an art. The data may be collected in the best possible manner and processed analytically, bringing lot of value in the information; however, if it not presented properly, it may fail to communicate anything of value to the receiver. The degree of communication is affected by the methods of transmission, the manner of information handling and the limitation and constraints of a receiver as the information user.

 

The methods used for improving communication are summarization and message routing. The concept of summarization is user to provide information which is needed in the form and content. The information can be summarized in a number of ways as shown in Table below.

 

The principle behind summarization is that too much information causes noises and distortions, i.e., confusion, misunderstanding and missing and purpose.  The summarization suppresses the noise and the distortions.

 

Table: Information Summarization

 

Key for summarization	Focus of information	Example
Management position	Responsibility	General Manager, Divisional Head Marketing, Materials
Management functions Levels in the organization	Performance, Goals, Targets Relevance to the level	Production Top, Middle Operations
Selective on condition	Exceptions	Only those products, where sale is below the budget

 

Another method of improving the degree of communication is through message routing. The principle here is to distribute information to all those who are accountable for the subsequent actions or decisions in any manner. That is if the information is generate with a certain purpose for a primary user, the information may have secondary purposes to some other users in the organization. This is achieved by sending the copies of the reports or documents to all the concerned people or users. The principle of the message routing achieves the spread of information to the appropriate quarters.

 

Knowledge is a power and an intelligent person in the organization can misuse this power to achieve personal goals undermining the functional and organizational goals. This tendency should be curbed. Further, the decision maker may call for the information on the grounds that, just in case required, he should readily have it. Apart from the misuse of information, it has an impact on the cost of information processing.