1.4 Justify recommendations for improvement.

To share information and knowledge with complex, decision-making need fast,

accurate and clear, Dropbox should use management information system (MIS) for

improvements in information and knowledge management and decision making in the

given organization.

MIS system: An organized approach to the study of the information needs of an

organization's management at every level in making operational, tactical, and strategic

decisions. Its objective is to design and implement procedures, processes, and routines

that provide suitably detailed reports in an accurate, consistent, and timely manner. In

a MIS, modern, computerized systems continuously gather relevant data and converts

data from internal and external sources into information, and communicates that

information in an appropriate form to managers at all levels. This data is then

processed, integrated, and stored in a centralized database where it is constantly

updated and made available to all who have the authority to access it, or make timely

and effective decisions for planning, directing and controlling the activities for which

they are responsible. (Management information system, 2013)

MIS can provide some information such as product information, sales ledger,

marketing, supplier information, accounting and modeling.

• Sale ledger: information will relate to customer turnover and payment records.

It will analyze the business is growing or has fallen away. For example, how many

people use services of Dropbox?

• Marketing: the MIS may summarize data to assist in forward planning for use

by the management in report and form. Customer satisfaction can be measured by

purchase surveys and questionnaires.

• Supplier information: information like amount spent with each supplier, and

reliability indicators will prove useful, when manager make strategic decision and

negotiating with suppliers to take more benefit.

• Accounting: information will be available to trial balance stage of the nominal

ledger, and the accounts department with comparable budget and prior year

information.

In addition, MIS has three main categories of information systems in different

organizational levels like operational level MIS, tactical level MIS and strategic level

MIS. Three main categories of information systems:

➢ Operational level MIS: MIS will provide highly formal and quantitative

information by keeping track of the elementary activities and transactions of Dropbox.

For instance, MIS will provide the information about tasks of employees and

recording the number of hours that they work, or how many people use services and

products today. Operational levels are used by supervisors, operators, and clerical

employees and most MIS are used at operational level is to answer routine questions,

track the flow of transactions and update files through the company.

➢ Tactical level MIS: when some systems of Dropbox use at tactical level, it can

be a greater reliance on exception reporting, informal systems, externally generated

data, investigation and analysis of data acquired at operation level. In addition, the

MIS at tactical level will interact with the same systems as that at operational level.

For example, information from the sales MIS will affect the financial accounting

system, so the marketing and sale managers will need this information to assess the

performance and make new strategy.

➢ Strategic level MIS: the information is likely to be informal at strategic level

and much of the information may come from environmental sources. MIS will

provide summary level data from transaction processing of Dropbox system.

Besides, there are some more information and knowledge management system such

as:

Transaction Processing Systems (TPS) - are the lowest level in an organization’s use

of information systems. TPS are designed to process routine transactions efficiently

and accurately such as serves operational needs, performs/records daily and routine

transactions, span boundary of organization and environment, etc.

Executive Support Systems (ESS) - is an information system for senior managers,

which give them easy access to key internal and external data. It is designed to be

easy to use.

Training skills, recruit good staffs: All of the data and information of Dropbox

Company are programmed into information and knowledge management systems; so

that the employees of Dropbox have to know how to use the systems and they have to

be trained or Dropbox should hire staffs that have good skills in using the

management information systems.