Administrative Information System

By: WEBSCOLAR (2017).

INTRODUCTION

Every administrative action is based on the use of information, which lays the foundation
for the decision-making process. Managers and other decision-makers
decisions must have useful information about performance results in order to
to plan, support, and take appropriate measures. Here lies the importance that systems
of information they have for the administrators.

Information is also the basis of the administrative control function. Any

The communication control system must provide accurate information, at the moment
timely and for the right people, if the objective of these is effective execution of
the task.

The term administrative information systems (A.I.S) refers to the development and use
of effective information systems within the organization, which does not apply only
not only to the managerial levels, but to all levels and people that make up its
structure. The (I.S.A) refers to the sum of all information systems of the
company.

The study of information systems originated as a sub-discipline of the

computer science in an attempt to understand and rationalize management
of technology within organizations. Information systems have matured
until it became a field of higher studies within administration.
Adicionalmente, cada día se enfatiza más como un área importante dentro de la
research in management studies, and it is taught in universities and
largest business schools in the world. The main objective of this work
It is to make known the importance of information technology within the environment.
business.

CONTENT

ADMINISTRATIVE INFORMATION SYSTEM

Planning requires seeking and selecting, among various alternatives, the courses of
necessary actions to achieve a goal. Planning can be useful and should
start only when the goals have been chosen correctly. It cannot
to carry out the master plan unless the global objectives are well detailed and
they know each other well.

An Information System is a set of elements or components.

interrelated to collect (input), manipulate (process) and disseminate (output)
data and information and to provide a feedback mechanism for the benefit of
achievement of a goal.

According to Murcki (1998), the administrative information system is defined as the system
that examines and retrieves the data coming from the environment that captures the data to
starting from the transactions and operations carried out within the company that filters,
organize and select the data and present it in the form of information to the managers,
providing them with the means to generate the information.

For authors like Bosehino (1987), administrative information systems are

considered as the channels of transformational flow that feed back data from
operations for analysis, administrative decisions, and applications, in order to be able to exercise
control, in order for the organization to achieve its objectives. At the same time, Gastelum, Mayde
define the SIA as an organized set of people, procedures, software, databases
data and devices to provide routine information to administrators and
decision makers.

Through the definitions below, we consider that a system of

Administrative information is the combination of communication equipment and others.
devices designed to handle data. An administrative information system
totally automated receives, processes and stores the data; transfers the information
according to the need; produces reports and copies as required.

FUNCTIONAL STRUCTURES OF AN INFORMATION SYSTEM

Every Administrative Information System has four basic components that

they are part of its functional structure, which are:

• Inputs: Data obtained from internal and external sources; the input phase is
permanent because new data is continuously added to the system when
transactions are carried out.
• Procesamiento: fase durante la cual los datos obtenidos son transformados,
organized and archived; the best way to process data, currently, is by
by means of computers.
• Outputs: Stories, diagrams, charts, compiled written summaries and
produced during the processing phase; once the outputs are used
to make decisions they must be produced in a format that allows for
end user to have quick access.
• Feedback: Verification and adjustment mechanism that helps the
administrators to determine which generated information is necessary; the reports
they can be compared to forecasts, patterns, and other means of measurement.
In addition, the results and outputs are, in themselves, feedback.
In addition to these basic components, we must consider the following
elementos:

• Models: combination of logical references, procedures, and mathematics that

they manipulate inputs and store data in various media, to produce
the results.
• Technology: It consists of gathering data, directing the model, storing and accessing the
data and the production and transmission of outputs.
• Basic Data (File): A set of texts, numbers, or images that may not
to be computerized, but that are used by various users in different
conditions.

PLANNING OF THE INFORMATION SYSTEM

The management starts with the planning of the company's system. And the performance
The efficiency of the company's activities depends on her. Planning is deciding on
in advance what should be done, how it should be done, when it will be done, and who will do it. The
Planning builds a bridge between where we are and where we want to be.
to be in the future.

Everyone who works engages in some kind of planning, but managerial planning
It is well defined. Managers plan the distribution of all resources and the work.
of the organizations; non-managers do not plan the distribution of resources
humans, but merely their own activities.

The Administrative Information System plan is part of the Strategic Plan.

Administrative. There are 2 approaches to incorporate Information Systems.
Administrative in the plan:

• Passive Approach: The administrative plan is developed first and then the system.
that satisfies the resulting needs.
• Proactive Approach: A good system is sought to achieve an advantage.
wider competitive landscape, more effective planning and marketing of
product and a better utilization of human and financial resources. From this
from the point of view, the strategy of the Administrative Information System is developed
and is integrated with the company's global strategy.

Steps in the development of the strategic plan for the Administrative Information System.

• Examine the previous Long-Term plan and determine the nature of the one that is going to
to be developed.
• Study the company's situation and the technological changes expected in the future.
SIA.
• Study the company's strategic position.
• Determine the environment in which the SIA will fulfill its purpose.
• Define the restrictions and specify the policies that will be followed in the installation
of the SIA.
• Establish the strategic objectives of the SIA.
• Delimit the current SIA and provisionally identify the subsystems that need
review with greater urgency.
 • Discover new applications and innovations that can provide great benefits.
benefits.
• Develop new concepts alternative to the SIA.
• Establish the criteria and weights to evaluate other concepts.
• Estimate the timeframe for the goals that must be achieved (priorities) and the resources that
are required.

The Administrative Information System consists of all activities, equipment,

personnel and facilities involved in generating information to guide the
subsidiaries and the company as a whole. There are some companies that develop
disconnected segments of data processing through recovery projects
fast investment. Examples of these include:

• The automation of payroll and administrative functions,

• the sales forecast,
• inventory control and
• the uncontrolled introduction of personal computers.

This method reveals the need for overall planning. This fragmented way of
Implementing the system has some disadvantages such as:

• The creation of communication barriers between systems, as a result of

disconnected nature of the subsystems, often the departments and
divisions have individualistic systems that dispense with the way in which
they interact with the systems in other parts of the Organization.
• The fact of not relating the subsystems is the way to structure the
information regarding the staff.

Some departments sometimes retain employee files that have points.

common with other similar files, but without facilitating the interconnection between them. The
cost of time, resources, and money. The more time a plan is postponed
Master, the revisions needed to unify will be more expensive.
standardize the way of applying the method to the design of integrated systems.

In recent years, companies have noticed the need to achieve integration.

developing a master plan that coordinates the Information System in the short and long term
Administrative. It is therefore evident that in order to achieve this integration it is necessary
define the company's policies on information and prepare strategic plans
in the short term.

There are some fundamental reasons to plan Information Systems

Administrative:

• Integrate the objectives of information systems into strategic plans.

short term.
• Focus on the objectives.
• Plan the allocation of resources intended for the introduction of the system of
administrative information.
• Ensure an efficient and systematic development of information systems
• Laying the groundwork to control projects.
 • Balance the costs and benefits.
• Increase user participation in system design, with which
it avoids resistance to change.

Information Implantation Projection

The application of strategic planning methodologies in the field of

nature of the information unit. First of all, it involves incorporating into the
description of an information unit, the concept of environment or surroundings in
that it is immersed.

This incorporation is not merely an addition to the concept of information unit.

who is a constituent part of this; expressed, in other terms, it is not possible
understand the nature of an information unit without referring, for example, to the
institutional medium to which it belongs, to frequent users, to the documentation that
they process the sources that supply the inputs.

Secondly, it becomes necessary to expand the description within the unit.

of information: it is necessary to incorporate new components into the frequent vision that is
It has this, which only highlights the components of the production chain of the unit
of information, leaving out others of equal importance. This richer view of the
components of the information unit will allow for a consequent better perception
de los problemas y oportunidades de cambio.

It is very common to perceive the information unit as an entity.

rather simple, composed of a set of technical operations (design
functionalist) that make it possible to provide a certain service or generate a product
disinformation. A restricted conception of the object system 'unit of information',
will consequently limit our ability to analyze its problems and introduce
the modifications that it is deemed necessary to make to it. This improvement, as already
it was anticipated, it will be an essential step to attempt an exercise of PE of a unit
of information.

The great contribution that management information systems represent for society and
organizations are affected by the underutilization to which they are subjected
systems, given that when implementing a management information system and making use of
It should be taken into account that these systems are not just systems.
intelligent, since there are a series of categories among which they stand out in a remarkable way.
evident the accounting systems, inventory systems, etc. In this way it is
important to take into account at the time of planning for the implementation of a
managerial information system what type of system is required or necessary, when not
It is very possible that the advantages provided by these systems will be seen.
notoriously diminished and rather than being a help, they become a burden for
those who use them.

EVALUATION OF THE INFORMATION SYSTEM

Each organization is unique, having its own exclusive combination of people and resources.
economic, machines, materials, and methods. Not only are they different the
individual components of the organization, but also the degree of evolution of its
information system for management. This uniqueness makes it necessary that
each organization develops its own specifications for its information system
for management, through a systematic evaluation of its own environment
external and internal and from their point of view, according to their own unique needs.

This evaluation includes the completion of ten stages, which are:

Stage 1: Organization of the systems study team.

The importance of the study team cannot be overstated. It must be large and
include representatives from the main functional areas of the organization.

Stage 2: Establishment of the study team's objectives

organization.

The participation in setting objectives of those who must help to achieve them
it is essential. Once the objectives have been duly taken into consideration
long-term goals of the organization, short-term goals can be developed that allow
achieve those objectives, being interpreted by the study team to turn them into
in information system requirements for management.

Stage 3: Research of the organization's information needs.

A study is needed to address current needs and short- and long-term requirements.
deadline.

This research must cover the following fields:

• Review of the general scope of registration and processing activities,

transport and storage of the organization's information.
• Compilation of the administration's needs regarding the
information for problem solving and decision making.
• Determine the timeframe for obtaining information and its processing
and its delivery.
• Identification of all and each of the feedback channels within
the subsystems and among the subsystems of the organization.
• Inventory of personnel and information processing equipment, within
the organization.
• Inventory of all the reports and forms that are currently used,
they may be needed eventually.
• Compilation of data on the efficiency and cost of the current system and prediction
of the probable costs of existing systems and the potential ones.
• Preparation of general specifications on information needs of
the organization, according to the opportunity and the identifiable elements of
data, subsystem by subsystem.
• Identification of inputs and outputs of definable subsystems, within the
organization and all the organizational subsystems that face the
outdoor environment.
• Preparation of provisional measures for implementation for elements of
subsystems and the subsystems themselves.
Stage 4: Establishment of the program and the study objectives.

These studies will be modular with regard to their concepts. This modular philosophy
it will avoid the great complications of all the grand plans - trying to do
too much in an excessively short period of time.

Stage 5: Analysis of existing information procedures.

Through flow charts, diagrams, and work simplifications, it should be evaluated whether
the elements and the subsystems contribute or do not contribute efficiently to the objectives of the
organization.

Stage 6: Development of enhanced operational specifications for

the system.

The new information system for management must be developed to satisfy.

the requirements and overcoming the limitations that have been specified previously.

Stage 7: Design of the improved information system.

The following activities make up this stage:

• Use of system flow charts, process flow diagrams and

distribution charts, to describe the general stages of processing of
the information.
• Description of the input, the output, the file requirements, the stages of
processing, the verification requirements and the documentation for all the
computer programs and the procedures of men and machines that
require.
• Outline of the necessary procedures to ensure the possibilities of
maintenance, compatibility, and the possibilities for expanding the methods
and the procedures that constitute the information system for the
administration.
• Use of practical guides to plan the appropriate design of shapes and
their control for the new administrative information system. The principles
basics to keep in mind include:
First. The simpler the design of the form, the easier it will be.
fill it.
Second. The sequence of concepts of the form must be logical.
Third. The amount of writing must be minimal.
Fourth. The characteristics of all the devices used for the
data processing must be maximized.
Fifth. The resulting layout should have a good visual effect.
• A pause must be taken to evaluate each of the previous stages and the status.
current information system development.
• Relate all performance standards with quantitative measures.
• Relate the controls with the implementation structure that will exist when
apply the information system.
 • Specify the time of origin, the time of interaction, and the processing time of all
data elements that are part of the administrative information system
(SIA).

Stage 8: Evaluation and selection of the data processing team with the
new information system for management.

Stage 9: Detailed list of the system operation procedures

of information.

Stage 10: Application of the conversion to the new information system for the
administration.

Even alongside the previously seen stages, some steps must be taken into account to
analyze the Administrative Information System, are the following:

1. Identify all those who are using or should be using the different
types of information
2. Establish the long-term and short-term objectives of the organization, department or
service provision point.
3. Identify the information needed to assist different people to
perform effectively and efficiently, and eliminate the information that is collected
but that is not used.
4. Determine which of the current forms and procedures for collecting,
register, tabulate, analyze and provide the information, are simple, do not require
too much time and they meet the needs of the different workers, and what
Forms and procedures need to be improved.
5. Review all existing forms and procedures for collecting and
register information that needs to be improved or prepare new instruments if
it is necessary.
6. Establish or improve manual or computerized systems for tabulating,
analyze, and provide the information to make it more useful to the different
workers.
7. Develop procedures to confirm the accuracy of the data.
8. Train and supervise staff in the use of new forms, records, sheets.
of summary and other instruments for collecting, tabulating, analyzing, presenting and
use the information. To prepare this overview of the system of
information, it is necessary to meet with staff, with colleagues from other services
and clients. It is important to collect information systematically,
noting the answers clearly so that they can be reviewed later. How
process the results of the SIA analysis When the necessary steps are completed
To understand the SIA, it is necessary to analyze the results.

CONCLUSION

This system is responsible for transforming data into quality information, which enables
for administrators to make decisions, solve problems, and fulfill their responsibilities.
functions/operations in an efficient and effective manner. Currently, the Information and the
Information technology is one of the five resources that executives have.
they create and/or model an organization, along with the staff, money, material and
machinery. The use of information technology in companies has increased
considerably and in the future will be even greater. The main trends regarding
The following are the Information Systems.

Management information systems are a necessity today, as companies

they handle large amounts of data that must be analyzed, in such a way
that relevant information can be found to take different courses of action.
The SIA are currently known as Business Intelligence.
this is because they influence decision-making.

The SIAs are part of corporate strategies, as communication and

information is of great value in organizations or companies, because they represent
power.

BIBLIOGRAPHY

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The Information Technology Model: A Foundation for the MBA Core Course. MIS Quarterly.
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MONROY, G. Systems of information administrative.

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NAVARRO, C. Development of the Administrative Information System.

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ANNEX

The types of Administrative Information Systems

The process of the Administrative Information System is composed of input,

process and output.
The components of an Administrative Information System

The function of an Administrative Information System