How to Create MIS Report in Excel?

A Management Information System (MIS) report in Excel is a vital tool for businesses and organizations, offering valuable insights by consolidating and presenting data in an organized and comprehensible format. MIS reports are crucial to measuring the business performance and contributing towards meeting the overall business goals. In this article, you will learn easy steps to create an MIS report in Excel.

Content

• What is an MIS report?
• Why Should You Use an MIS Report?
• How to Create an MIS Report in Excel
• Example – How to Create an MIS Report in Excel
• Inserting PivotCharts in Excel

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What is an MIS report?

The full form of MIS is the Management Information System. MIS systems automatically collect data from various sources. These systems can produce daily reports sent to key members throughout the organization. Most MIS systems can also generate reports on demand. On-demand MIS reporting allows administrators and other system users to generate an MIS report whenever needed.

Businesses primarily depend on the reports generated by these systems to help them assess their day-to-day business activities or issues that arise, make decisions, and track progress. Companies of all sizes and industries use MIS system reports.

Related Read – What is a Management Information System?

For this information to be most useful, you should also ensure that it meets the following criteria:

Relevance - MIS in Excel should be specific to the business area it addresses. This is important because a report containing unnecessary information may be ignored.

Timely - Managers need to know what is happening now or in the recent past to make decisions about the future. Be careful not to include old information.

Accurately - It is critical that the numbers add up and the dates and times are accurate. You can’t make a correct decision based on incorrect information, and financial information is often required to be accurate.

Structured – The information in an MIS report can be complex; thus, you must keep it simple and well-structured so that everyone can easily understand what the report wants to convey. Try to break up long passages of information into more readable blocks or chunks and give these chunks meaningful titles.

How Does MIS Report Work?

MIS reports offer an accurate and concise view of a company’s performance, including revenues, customer acquisition, employee performance, etc. MIS reports facilitate effective decision-making by collecting, processing, and presenting data in a structured and understandable manner. These reports provide key insights and support strategic planning, performance monitoring, and organizational improvement initiatives.

MIS reports help to collate and present the desperate figures and offer meaningful insights to help businesses analyze and adopt new practices to ensure better performances.

Why Should You Use an MIS Report?

MIS report format in Excel is a crucial element. By combining information from various sources into a single database and presenting it logically, an MIS can provide managers with everything they need to make highly informed decisions and perform critical analysis. Below are some other reasons why you should create an MIS report –

• Helps to track the growth of a company and report business outcomes
• Serves as a communication tool between the company and the employees
• Allows to determine the latest market trends 
• Identifies any underlying issues of your business like reduced productivity or performance
• Helps to make informed business decisions 
• Facilitates strategic planning as per business needs
• Understand the competition better 

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How to Create an MIS Report in Excel

Follow the below steps to create an MIS Report in Excel.

1. Data Gathering
Source Identification: Relevant sources for data, including internal systems such as ERP and CRM, as well as external databases.
Data Collection: Gathering quantitative and qualitative data from the various departments, which include finance, sales, marketing, and operations.
2. Data Cleaning
Cleaning Data: Eradicate the wrong or incomplete information to ensure the quality of data collected.
Integration of Data: Gathered data from different sources in one format for comprehensive analysis.
3. Data Analysis
To define the key performance indicators that would be useful for the organization in meeting its goals, such as sales growth rate and customer acquisition rate.
Analyzing Tools: Statistical tools and Software such as MS Excel, BI tools to derive meaning from the data.
4. Report Designing
Report Re-organisation: Consolidate the derived data of analysis in a well-structured report representation, including tables, graphs and charts to ensure better analysis.
Key Findings: Highlight significant trends, patterns, and anomalies requiring response.
5. Distribution
Target Audience: Identify the stakeholders who will benefit from the report (executives, departmental managers).
Delivery Method: Share the report through appropriate channels. The report delivery may be through e-mail, dashboards, or meetings.
6. Decision-Making Support
Actionable Insights: Relate recommendations based on analysis to guide strategic choices.
Feedback Loop: Devote and encourage stakeholders' feedback on the report findings for improvement in future reports.
7. Performance Monitoring
Follow-Up Reports: Maintain updates of reports with constant monitoring of actual performance per set KPIs.
Adjustments and Revisions: Modify the strategy, keeping an adjustment suited to knowledge acquired through MIS reports.

Example – How to Create an MIS Report in Excel

We will use the below dataset to understand how to create an MIS report in Excel.

• Insert a PivotTable to arrange the information neatly.

• Select the location where you want your Pivot Table to appear. I have selected the Existing Worksheet and G2 columns.

Now a PivotTable Fields section will appear.

• Click on all the fields available. By default, the data for Sales will move to the Values section as the Sales column has values.

• Select the Region and drag it to the Columns section to arrange the data region-wise. Once you do it, your data will appear like this –

Inserting PivotCharts in Excel

• Select a cell from the obtained Pivot Table and click on Analyze. Under Tools, you will find PivotChart; click it.

• You will get a recommendation for inserting a Clustered Column; click on it.

A column chart of the provided data will appear.

• Now let’s add a pie chart.

• Let’s choose line graphs.

• Click OK to insert the line graph into your sheet.

• Let’s add a 3D Surface Chart.

Now your data is visually presented in the form of a report.

You can move these charts to another sheet.

• Choose any of the charts and click –
• Analyze ⇒ Move Chart

• A dialogue box would appear. Mention the desired destination of your charts.

• Similarly, move all the required charts.

You can also add Slicer to your sheet.

• Select any PivotChart and click on Insert Slicer.

Slicers like these will appear.

• You can sort the data according to your requirements. Here, we have sorted the data for the April sale of the iPhone 13 in North India.
• You can add similar slicers to other charts and sort the data.

Things to Remember

• To work with an MIS report, you must have a good command of its functioning.
• You should know how to work with PivotTables and PivotCharts.
• You should know how to work with charts.
• If preparing an MIS report, ensure you have the database backup for future reference.

Conclusion

MIS reports in Excel allow businesses to analyze data from various sources and present it in a structured and organized manner. MS Excel also offers various features that make creating and managing MIS reports more efficient, such as pivot tables, data validation, conditional formatting, and macros. These features can help businesses automate tasks, reduce errors, and save time, allowing them to focus on analyzing and interpreting data instead of manual data entry and manipulation.

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