MIS QUESTIONNAIRE

(For eliciting the views of the 'User' Managers)

Prepared by

ANIL S. PA1LA
Research Student

Dr. C.S. SHRESHTHI

Research Guide

Chhatrapati Shahu Central Institute of Business Education and Research,

Kolhapur.

Note: Please feel free to make comments wherever you find necessary as
these comments will always be of great help to the researcher. The information
provided by you shall be kept strictly confidential and used only for academic
purpose.

You may attach separate sheets, if necessary.

Thank you.
 313
SECTION - I

ORGANISATION POLICY ON INFORMATION SYSTEMS

GENERAL INFORMATION :

a) Name of the Organisation :

b) Year of Establishment :
c) Number of products/product lines :
d) Number of Divisions/Units :
e) Total number of Employees :
(kindly provide a copy of the Organisation chart of
your company).

A) ORGANISATION STRUCTURE AND MANAGERIAL RESPONSIBILITIES

1. Which of the levels of the Managers stated in the chart

are classified as under.

Level Designation of the Manager

Top level

Middle level

Lower level

2. Kindly state the reasons or bases for classifying the

executives into those levels.

Level Designation Reason or bases

Top level 1.

2.

3.
 31J
Middle level 1.

2.

3.

Lower level 1.

2.

3.

3. a) Are the responsibilities of the executives of your

organisation spelled out clearly ? Yes/No

b) If yes, please state on which of the following bases

responsibilities are assigned to them. (please tick the
appropriate) :

i) On the basis of job specification

ii) On the basis of individual qualities/caliber
iii) According to the needs arising from time to time
iv) According to convenience
v) On the basis of the practice followed by other firms
in the industry.
vi) On the basis of tradition
vii) Any other
viii) No basis.

4. a) Do you follow a procedure of communicating the

responsibilities to the individual executives ? Yes/No

b) If yes please state the procedure followed under each

of the following communication systems :

Communication systems Procedure of communication

(tick the appropriate answer)

Formal Letters, manuals, circulars,

any other
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Informal Oral instructions/discussions

meetings/understandings

Any other
(please specify)

5.a) Do you follow a procedure of identifying the management

levels who need information and who provide information ?
Yes/No

b) If yes please furnish the following particulars :

Manger Level of Procedure

Manager of identifying

Managers who need

information

Managers who Provide

information

6. What are the bases for identifying the information

needs of the Managers ? (Please tick the appropriate from the
following).

i) Identified on the basis of responsibilities assigned

formally.
ii) Identified on the basis of the responsibilities
assigned informally.

iii) On the basis of needs arising from situation to

situation.

iv) On the basis of the instructions given by the Middle/

Top level Managers and/or Govt.

v) Any other (Please specify)

vi) No basis is followed.

B) ORGANISATIONAL ARRANGEMENTS FOR MANAGEMENT INFORMATION

SYSTEM

7.a) What are the organisational arrangements for MIS in

your company ?

b) Kindly provide the following particulars :

Function of the Organisational

Information system arrangements

Col lection

Recording

Processing

Storage

Dissemination
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8. a) Do you maintain a Data Bank ? Yes/No

b) If yes, is it centralised
or functionalised? (Centralised/Functionalised)

9. a) Do you follow a procedure of identifying the sources

of information by the levels or functions of
management ? Yes/No

b) If yes please provide the following details :

Management Management Source Procedure for Reason for

level functions of identifying the choice
informa- the sources of the
tion source

Top level

Middle level

c) Please state the problems if any, in generating infor­

mation from any particular source ?

10.a) Do you make any quantification of the ’extent of infor­

mation’ to be received and to be supplied by the execu­
tives at different levels ? Yes/No

b) If yes kindly state the procedure followed in determi­

ning the quantity or the extent of mutual obligation
of the executives with regard to the receipt and supply
of information.
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11.a) Do you follow a procedure of determining the adequacy
or otherwise of the information meant for different
levels of management ? Yes/No

b) If yes kindly furnish the following :

Management Management Procedure for determin-

Level Functions ing the adequacy of
information

Top

Middle

Lower

12.a) What steps are normally taken to provide adequate

information to the executives at different levels ?

b) What are the corrective measures taken in your organi­

sation in respect of the following ?

Nature of the problem Corrective measures

taken

i) Inadequate information

ii) Excessive information

13.a) Do you have any forums for attending to the problems

associated with the information system ? Yes/No

b) If yes, please state the nature, functions and working

of such forums ?
 31.9
C) EVALUATION OF THE INFORMATION SYSTEM

14.a) Do you make any analysis of the effectiveness of the

information at various levels in respect of different
functions ? Yes/No

b) If yes please the procedure followed for such

evaluation.

15.a) Is the information system of your organisation implem­

ented with due regard to costs and benefits ? Yes/No

b) If yes kindly state the technique of measuring costs

and benefits of the system at different stages or
functions ?

16. At which of the levels of management and/or functional

areas do you consider the costs are excessive ?

17. Whac were the major changes in the information system

of your organisation during the past ten years ?

18. What factors influenced such change ?

Nature of change Factors which influenced

the change
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D) ELECTRONIC DATA PROCESSING (E.D.P)

19.a) Is the MIS of your organisation computerised ? Yes/No

b) If yes briefly explain its working ?

20.a) Was there any resistance from the employees in

computerisation ? Yes/No

b) If so, how have you adopted the change ?

21 . In which of the following fields information system

is computerised in your organisation ?

1. Payroll preparation
2. Preparation of invoice
3. Updating Sales ledger
4. Preparations of debtors 1 ist
5. Stock control including notification of items to be
reordered
6. Cost studies
7. Capital budgeting
8. Demand forecasting
9. Operations research
10. Any other (Please specify)
 321

22.a) What is the Hardware equipment used for data

processing ?

Please specify Reasons for choice

Central processor

Input device

Storage device

Output device

Any other
(Please specify)

b) Please state the economic aspects of (speed, functions

etc.) the equipment used by you.

23. What is the software equipment you have, to facilitate

the EDP ?

24.a) Do you agree that computers facilitate better

information than manual methods ? Yes/No
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b) If yes, please state the improvements in the

information system in respects of the following
after introducing computers :

Aspect Improvements

1. Accuracy

2. Speed

3. Quality

4. Cost

5. Flexibility

6. Decision making

7. Contribution overall

8. Any other (please specify)

25. Please offer your valuable suggestions for the

improvements in the system.
 3 23
SECTION - II

FUNCTIONAL INFORMATION SYSTEM

(Finance/Production/Marketing Departments)

(One each to be filled in separately by the Finance,

Production and Marketing Departments)

A) STYLES, LAYOUTS AND CONTENTS

1) Please state the various Reports prepared in your

department and give the following particulars in respect
thereof.

Sr. Title of Purpose To whom it Periodicity Remarks

No. the Report is intended

2) Please state the various Reports received by your

department and give the following particulars in respect
thereof.

Sr. Title of Purpose From whom it Periodicity Remarks

No the Report is received
 324

3) Which of the Reports stated in questions 1 and 2 above

are used for the following purposes ?

Purpose Title of the Report Rationale for use

PIanning

Co-ordination

Control

Any others
Please specify

4) Please state the titles of the reports for which

standardised formats are used.

Sr.No. Title of the Report Form/Format No.

(Please provide us with a copy each of the above formats)

5.a) Do the present formats provide adequate information for

your decision-making ? Yes/No
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b) If No, please state the reasons and the proposed
changes in the formats :

Format Number Nature of Inadequacy Proposed

or Title or Reasons for change
proposed change

6) Please state the titles of reports which are

easy/difficult and require short/long period to prepare :

Name of Nature of difficu- Approximate number Remarks

the Ity in preparing of days required
Report to prepare

(1)

(2)

(3)

(4)

(5)
 32o

B) UNITS OF MEASUREMENT

6A) Which of the following units of data measurement are

used in your reporting

Units of Reasons for Reports in which

Measurement use they are used

1) Ratios

(2) Percentages

(3) Any other Unit

(Please specify)

7) Which of the following data analysis techniques are

used in your reporting :

Techniques Reports in which Reasons

they are used for use

Graphs

Diagrams

Correlation

Regression

Trend Analysis

Any other
(please specify)
 32?
C) PAST, PRESENT AND FUTURE INFORMATION

8) Do you use the past and future data also in your

reporting ? Yes/No

If yes please provide the following information.

Name of Information Title of the Report

1) Past only

2) Present only

3) Future only

4) Past and Present

5) Present and Future

6) Past, Present and Future

9) Please state the normal proportions in which the past,

present and future data are used in your reports :

Nature of Information Normal Proportions*

Past

Present

Future

Total (100 percent)

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D) INTERNAL AND EXTERNAL INFORMATION

10) a) Do you make use of any external information in

your reporting ? Yes/No

b) If yes please state nature of external information

used ?
(For example information relating to competitors,
Govt, policies, general economic conditions etc.)

11) a) Do you follow a policy of comparison of the informa­

tion with any norm or standards in your reporting ?
Yes/No

b) If yes please state which of the following compari­

son of the information with any norm or standards
in your reporting ? Yes/No

1) Comparison with the norm set by the management

2) Comparison with the past performance of the organisation
3) Comparison with the competitors performance
4) Comparison with the industry norm
5) Comparison with any other (please specify)

12) a) Do you have the problem of untimely receipt of

reports ? Yes/No

b) If yes please state the nature of problem

1) Reports are not received unless they are reminded.

2) Reports are received after a significant delay of 10
days or more (please specify)
3) Reports are received with two to three days delay.
4) Reports are received before the due date.
5) Any other problem (Please specify)

13) 3o you make any cost-benefit analysis of the

'•eporting in your department ? Yes/No

b) If yes please state the procedure followed for sue

analysis.
 32.9
E) TIMELINESS, RELEVANCE AND ACCURACY

14) What are the problems of reporting relating to the

following and the steps taken to solve them ?

Information Problems Steps taken

1) Accuracy 1) 1)
2) 2)
3) 3)

2) Adequacy 1) 1)
2) 2)
3) 3)

3) Relevance 1) 1)
2) 2)
3) 3)

15) Is the information system in your organisation achieving

its objectives ? (Tick) whichever is appropriate)

a) Failed b) Excelled

16) a) Do you feel comfortable in using the system ? Yes/No

b) Could more attention have been paid to match the

output of the system to your needs and if so in
in what areas ?

17) a) Is the system flexible enough in your opinion ? Yes/No

b) If not where should changes be made ?

18) a) Do you keep a personal store of information

in a note book or elsewhere ? Yes/No

b) If so will you share that information with

the system ? Yes/No

c) Do you see any benefits in doing so ?

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19) Do you think that the information system in

your organisation is : (Please tick the appropriate)

i) still in infancy ii) developing iii) advanced.

20) Do you think that the information system makes

too much use of Complex procedures and models
in your opinion ? Yes/No

21) Please suggest the areas in which less complicated

techniques might be used to advantage ?

22) Do you consider that there has been sufficient

attention paid to the confidentiality and
security of the information in the system ? Yes/No

23) Please suggest areas for improvement of these

aspects of its operation ?

24) Have you ever faced information crisis ? Yes/No

If so, when and how ? (please specify)

25) Please offer your valuable suggestions for

the improvements in the system ?
 331
EXECUTIVE ASSESSMENT OF THE INFORMATION SYSTEMS

1. Name of the Organisation

2. Designation (Top/Middle
Level Executive)
3. Name of the Executive
4. No.of Years of Service

Note : For each question please tick ( ) in any one of the

following five columns to reflect your opinion.

QUESTION Unsatis- : Satisf- : Good : Very : Excep-

factory : actory : : Good : tional

1 : 2 : 3 : 4 : 5

1. The way in which the job

description is prepared for
each job.

2. The manner in which the exe­

cutives are classified 1n
to top/middle/lower.

3. The way in which the respo-

sibilities are assigned to
the individual executives.

4. The bases for identifying

the information needs of
managers.

5. The procedure for identify­

ing the managerial levels
that need information for
decision making.

6. The procedure for identify­

ing the managerial levels
that provide information
for decision.
 332

QUESTION Unsat1s- : Satisf- : Good : Very : Excep-

factory : actory : : Good : tlonal

1 2 : 3 : 4 : 5

7. Organisational arrangements
in respect of each of the
following forming part of
information system.

a) Collection
b) Recording
c) Processing
e) Dissemination

8. The manner 1n which the

Data Bank of your organisa­
tion is functioning.

9. Procedure of identifying
the sources from where info­
rmation should be made avai­
lable to managers at
different levels.

10.Steps taken to provide ade­

quate information to the
executives at different
levels.

11. Measures taken to check

inadequate information.

12. Corrective measures taken

to check redundant infor­
mation.

13. The way 1n which the probl­

ems associated with the
information system are
attended to.

14. The way in which the effec­

tiveness of the information
at VARIOUS LEVELS is
analysed
 333

QUESTION : Unsatis- : Satisf- : Good : Very : Excep-

: factory : actory : : Good : tional

: 1 : 2 : 3 : 4 : 5

15.The way in which effectiv-

ness of information for
VARIOUS FUNCTIONS is
analysed.

16.Implementation of informa­
tion system with due regard
to costs and benefits.

17. Techniques applied for

measuring costs and benefits
of the information system.

18. Changes brought about in

the Information systems
from time to time.

19. Employees attitude towards

Computerisation.

20. Allocation of Computers

time and other resources to
different functions/Depts.

21. Choice of Hardware used for

data processing.

22. Working of the equipment

with regard to.

a) Speed
b) Functions

23.Superiority of the Computers

over manual methods in
respect of the following :
 331

QUESTION Unsatis­ Satisf­ Good : Very : Excep-

factory actory : Good : tional

a) Accuracy
b) Speed
c) Quality
d) Cost
e) Flexibility
f) Decision Making

24. Extent of Computerisation

(Application to various
functions)

25. Attitude of the Managers of

EDP Dept./MIS Department in
attending to the problems
connected with the informa­
tion system.

26. Formats of the reports

27. Accuracy of the information

in the reports.

28. Confidentiality of informa­

tion of the reports.

29. Timeliness of the reports

30. Adequacy of the information

1n the reports

31. Flexibility in the system

32. Access to past data

33. Use of competitors infor­

mation in the reports

34. Use of Industry norms in

the reports
 335

QUESTION Unsatis- : Satlsf- : Good : Very : Excep-

factory : actory : : Good : tional

1 : 2 : 3 : 4 : 5

35. Use of tools and techniques

for analysis
*

36. Attitude of the subordinates

with regard to preparing and
sending the reports

37. Attitude of the superiors

towards the reports
furnished

38. Financial Information system

39. Production information

system

40. Marketing information system

41. Personnel information system

42. Accounting information

system

43. Research and Development

information system

44.1nte r-depa rtmenta1 co-ope­

ration in exchanging the
information

45.Use of Computers for :

a) Payroll preparation
b) Preparation of invoice
c) Updating sales ledger
d) Preparation of debtors
11st
e) Inventory control
f) Demand forecasting
Kindly state your opinion with regard to the importance and utility of the

following sub-systems in total management information systems of your

organisation by ranking them as First/Second and so on. Please fill the following

columns with the subsystem number in order of the rank assigned by you.

1) Production Information System including Materials information system.

2) Finance Information System including Budgeting and profit planning.

3) Personnel Information System including Pay roll preparation.

4) Marketing Information System including Sales plan and invoicing.

5) Accounting Information System including the Annual Financial statements.

6) Research and Development Information system including long range

planning.

Ranking

First : Second : Third : Fourth : Fifth : Sixth