Mis

Lecture Notes MIS
Some of the popular MIS posts
MIS POST http://lecture-notes-forstudents.blogspot.com/2010/04/system-analysis-and-design-sad.html http://lecture-notes-forstudents.blogspot.com/2010/04/types-of-information-system.html http://lecture-notes-forstudents.blogspot.com/2010/04/mis-and-system-analysis.html http://lecture-notes-forstudents.blogspot.com/2010/04/mis-and-system-analysis.html Posted by Shruti Kohli at 11:35 PM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
DEVELOPING MIS DOS AND DONTS

DOs
Have simpler and manageable system Develop common understanding between consultant and the organization Involve programmer in needs assessment Customize off-the-shelf software Have simple software for users to handle Extensively involve users in MIS development Adopt modular approach for s/w development
DONTs Be ambitious Be unrealistic in developing action plan Delay decisions on hiring application developer/s Depend heavily on the Consultant Invest heavily in in-house application development Let vendors determine hardware needs for LAN Go for large applications
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ROLE OF COMPUTER PROGRAMMER/APPLICATION DEVELOPER
Participate in assessing users information needs Develop computer based applications Undertake initial testing and debugging applications Operationalize the applications Staff training Extend on-going support to users in handling the applications Focus on customizing inexpensive market software for agency needs
ROLE OF MIS COORDINATOR IN DEVELOPING A MIS

Interact with user groups Identify the needs of users of MIS Designing of reporting formats Identify systems of information flow Ensure smooth flow of information within and outside the organization Time management tracking inputs/reports Act as interface among sections and management tiers Identify training needs of staff in MIS jointly with application developer Organize monthly/periodic meetings to assess performance, maintain minutes and follow-up on the decisions Interface with the various divisions/units in the organization for information sharing
NOOPUR GARG
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STEPS IN MIS DEVELOPMENT

Preliminary Investigation
The problem Magnitude and scope Alternatives Viability and cost effectiveness Requirements Analysis Knowing the primary and secondary users Ascertaining user needs Primary and secondary sources of information Design, development and implementation needs Systems design Inputs Processing Outputs Storage Procedures Human resources Acquisition/procurement Compatibility Cost effectiveness Performance standards After sales service Configuration Portability Implementation/installation Application development Testing Debugging logical and syntactical Procedure and user manual preparation Orientation and training Maintenance and Upgradation
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Information & Types of Management Information

WHAT IS INFORMATION? Information is data presented in a form that is meaningful to therecipient. It adds to knowledge and is relevant for the situation. Two types of information are accounting information and management information. Data becomes information when they are transformed to communicate meaning or knowledge, ideas or conclusions. By itself data is meaningless. The attributes of an item of information are: accuracy, form, frequency, breadth (scope), origin, time. horizon. Attributes of a set of information are relevance, completeness and timeliness. TYPES OF MANAGEMENT INFORMATION Seven types of information are necessary for top-level managers. 1. Comfort information: informs about current situation or achievement levels that are tuned to expectations. (Clients served, target achieved, patients treated, operations conducted, etc.) 2. Status information or progress information: keeps abreast of current problem and crises and changes.(progress on office construction, status of research study, labor negotiation, grant application) 3. Warning information: signals that change for good or worse are occurring (stock price, turn over, client complaints, etc.) 4. Planning information: descriptions of projects/programs due in future, knowledge of anticipated developments(future of funding, future of federal/provincial support ) 5. Internal operations information: indicators on how organization/ program is performing. 6. External intelligence: information, gossip, and opinions about activities in the environment of the agency. Competition, funding policies, political changes, emerging social policies, etc. 7. Externally distributed information: annual report before release, quarterly progress report for donors, press releases about the agency, publicity material before printing, etc.
Among these, the first five are internal to the organization. Two are external to the organization.
Integrated Financial Management Information Syatem [MIS]

A financial management information system, or integrated financial management information system (IFMIS), is an information system that tracks financial events and summarizes financial information. In its basic form, an IFMIS is little more than an accounting system configured to operate according to the needs and specifications of the environment in which it is installed.
Generally, the term IFMIS refers to the use of information and communications technology in financial operations to support management and budget decisions, fiduciary responsibilities, and the preparation of financial reports and statements. In the government realm, IFMIS refers more specifically to the computerization of public financial management (PFM) processes, from budget preparation and execution to accounting and reporting, with the help of an integrated system for financial management of line ministries, spending agencies and other public sector operations. The principal element that integrates an IFMIS is a common, single, reliable platform database (or a series of interconnected databases) to and from which all data expressed in financial terms flow. Integration is the key to any successful IFMIS. In a nutshell, integration implies that the system has the following basic features: Standard data classification for recording financial events;

Internal controls over data entry, transaction processing, and reporting; and Common processes for similar transactions and a system design that eliminates unnecessary duplication of data entry.
Integration oftentimes applies only to the core financial management functions that an IFMIS supports, but in an ideal world it would also cover other information systems with which the core systems communicate, such as human resources, payroll, and revenue (tax and customs). At a minimum, the IFMIS should be designed to interface with these systems. An IFMIS stores, organizes and makes access to financial information easy. It not only stores all the financial information relating to current and past years spending, but also stores the approved budgets for these years, details on inflows and outflows of funds, as well as complete inventories of
financial assets (e.g., equipment, land and buildings) and liabilities (debt). The scale and scope of an IFMIS can vary, from simple General Ledger System to a comprehensive system addressing Budget, Revenue, Expenditure Control, Debt, Resource Management, Human Resources, Payroll, Accounting, Financial Reporting, and Auditing processes across central government or even including local government and other public sector and quasi-governmental agencies and operations. A more comprehensive, well integrated system will: Provide timely, accurate, and consistent data for management and budget decision-making;

Support government-wide as well as agency-level policy decisions; Integrate budget and budget execution data, allowing greater financial control and reducing opportunities for discretion in the use of public funds; Provide information for budget planning, analysis and government-wide reporting; Facilitate financial statement preparation; and Provide a complete audit trail to facilitate audits.
By recording information into an integrated system that uses common values, IFMIS users can access the system and extract the specific information they require to carry out different functions and tasks. All manner of reports can be generated: balance sheets, sources and uses of funds, cost reports, returns on investment, aging of receivables and payables, cash flow projections, budget variances, and performance reports of all types. Some systems have libraries consisting of hundreds of standard reports. Managers can use this information for a variety of purposes: to plan and formulate budgets; examine results against budgets and plans; manage cash balances; track the status of debts and receivables; monitor the use of fixed assets; monitor the performance of specific departments or units; and make revisions and adjustments as necessary, to name a few. Reports can also be tailored to meet the reporting requirements set by external agencies and international institutions like the IMF. NOOPUR GARG BBA/4536/07 Posted by chandni ghosh at 3:10 PM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
Achieving Sound MIS

The development of sound MIS is the result of the development and enforcement of a culture of system ownership. An "owner" is a system user who knows current customer and constituent needs and also has budget authority to fund new projects. Building "ownership" promotes pride in institution processes and helps ensure accountability.
Although MIS does not necessarily reduce expenses, the development of meaningful systems, and their proper use, will lessen the probability that erroneous decisions will be made because of inaccurate or untimely information. Erroneous decisions invariably misallocate and/or waste resources. This may result in an adverse impact on earnings and/or capital. MIS which meets the five elements of useability is a critical ingredient to an institution's short- and long-range planning efforts. To achieve sound MIS, the organization's planning process should include consideration of MIS needs at both the tactical and strategic levels. For example, at a tactical level MIS systems and report output should support the annual operating plan and budgetary processes. They should also be used in support of the long term strategic MIS and business planning initiatives. Without the development of an effective MIS, it is more difficult for management to measure and monitor the success of new initiatives and the progress of ongoing projects. Two common examples of this would be the management of mergers and acquisitions or the continuing development and the introduction of new products and services. Management needs to ensure that MIS systems are developed according to a sound methodology that encompasses the following phases: Appropriate analysis of system alternatives, approval points as the system is developed or acquired, and task organization. Program development and negotiation of contracts with equipment and software vendors. Development of user instructions, training, and testing of the system. Installation and maintenance of the system. Management should also consider use of "project management techniques" to monitor progress as the MIS system is being developed. Internal controls must be woven into the processes and periodically reviewed by auditors. Management also should ensure that managers and staff receive initial and ongoing training in MIS. In addition, user manuals should be available and provide the following information: A brief description of the application or system. Input instructions, including collection points and times to send updated information. Balancing and reconciliation procedures. A complete listing of output reports, including samples.
Depending on the size and complexity of its MIS system, an institution may need to use different manuals for different users such as first-level users, unit managers, and programmers.
MIS Basics
A management information system (MIS) is a system or process that provides the information necessary to manage an organization effectively. MIS and the information it generates are generally considered essential components of prudent and reasonable business decisions.
The importance of maintaining a consistent approach to the development, use, and review of MIS systems within the institution must be an ongoing concern of both bank management and OCC examiners. MIS should have a clearly defined framework of guidelines, policies or practices, standards, and procedures for the organization. These should be followed throughout the institution in the development, maintenance, and use of all MIS. MIS is viewed and used at many levels by management. It should be supportive of the institution's longer term strategic goals and objectives. To the other extreme it is also those everyday financial accounting systems that are used to ensure basic control is maintained over financial recordkeeping activities. Financial accounting systems and subsystems are just one type of institutional MIS. Financial accounting systems are an important functional element or part of the total MIS structure. However, they are more narrowly focused on the internal balancing of an institution's books to the general ledger and other financial accounting subsystems. For example, accrual adjustments, reconciling and correcting entries used to reconcile the financial systems to the general ledger are not always immediately entered into other MIS systems. Accordingly, although MIS and accounting reconcilement totals for related listings and activities should be similar, they may not necessarily balance. An institution's MIS should be designed to achieve the following goals: Enhance communication among employees. Deliver complex material throughout the institution. Provide an objective system for recording and aggregating information. Reduce expenses related to labor-intensive manual activities. Support the organization's strategic goals and direction. Because MIS supplies decision makers with facts, it supports and enhances the overall decision making process. MIS also enhances job performance throughout an institution. At the most senior levels, it provides the data and
information to help the board and management make strategic decisions. At other levels, MIS provides the means through which the institution's activities are monitored and information is distributed to management, employees, and customers. Effective MIS should ensure the appropriate presentation formats and time frames required by operations and senior management are met. MIS can be maintained and developed by either manual or automated systems or a combination of both. It should always be sufficient to meet an institution's unique business goals and objectives. The effective deliveries of an institution's products and services are supported by the MIS. These systems should be accessible and useable at all appropriate levels of the organization. MIS is a critical component of the institution's overall risk management strategy. MIS supports management's ability to perform such reviews. MIS should be used to recognize, monitor, measure, limit, and manage risks. Risk management involves four main elements: Policies or practices. Operational processes. Staff and management. Feedback devices.
Frequently, operational processes and feedback devices are intertwined and cannot easily be viewed separately. The most efficient and useable MIS should be both operational and informational. As such, management can use MIS to measure performance, manage resources, and help an institution comply with regulatory requirements. One example of this would be the managing and reporting of loans to insiders. MIS can also be used by management to provide feedback on the effectiveness of risk controls. Controls are developed to support the proper management of risk through the institution's policies or practices, operational processes, and the assignment of duties and responsibilities to staff and managers. Technology advances have increased both the availability and volume of information management and the directors have available for both planning and decision making. Correspondingly, technology also increases the potential for inaccurate reporting and flawed decision making. Because data can be extracted from many financial and transaction systems, appropriate control procedures must be set up to ensure that information is correct and relevant. In addition, since MIS often originates from multiple equipment platforms including mainframes, minicomputers, and microcomputers, controls must ensure that systems on smaller computers have processing controls that are as well defined and as effective as those commonly found on the traditionally larger mainframe systems. All institutions must set up a framework of sound fundamental principles that
identify risk, establish controls, and provide for effective MIS review and monitoring systems throughout the organization. Commonly, an organization may choose to establish and express these sound principles in writing. The OCC fully endorses and supports placing these principles in writing to enhance effective communications throughout the institution. If however, management follows sound fundamental principles and governs the risk in the MIS Review area, a written policy is not required by the OCC. If sound principles are not effectively practiced, the OCC may require management to establish written MIS policies to formally communicate risk parameters and controls in this area.
Management, Opportunities, Challenges, and Solutions Opportunities

Natural disasters such as fires and earthquakes can strike at any time. A spilled cup of coffee can also do some damage! Waiting until disaster strikes isn't the best time to figure out how to recover your systems. Smart organizations create a disaster recovery plan ahead of time and/or use firms specializing in disaster recovery.
Management Challenges
There's a reason why we explain all those methods and procedures and processes in future chapters for building good, solid information systems. They ensure system quality so that the product produced by the system is as good as it can be. Designing Systems that are Neither Over-controlled nor Under-controlled You should be realistic about security and system controls. If you institute five layers of entry into your Web site, people probably won't use it that much. They'll either ignore it or find a way around your controls. You have to analyze the system and determine those areas that should receive more security and controls and those that probably can use less. You probably don't want to go to the expense of checking absolutely every transaction that is entered into the system, so you check a sampling of the data. Just make sure the sampling is large enough to detect any exceptions. Implementing an Effective Security Policy Does your company devote enough resources to information systems security? If your company is like the majority, sadly the answer to that question will be no.
Solution Guidelines
While there is no surefire way to protect systems and data from every threat, great and small, businesses need to take a more firm-wide approach to security. Every person in the organization, from the CEO down, needs to be involved in security. Organizations must control access through firewalls, transaction logs, access security, and output controls. Software programs that track "footprints" of people accessing the system can be a good way to detect intruders, what they did, what files they accessed, and how they entered your system initially. A few methods an organization can use to beef up security are: What firm resources are the most critical to control and secure?
What level of system downtime is acceptable? What is the minimum acceptable level of performance for software and systems? How much is the business willing to invest to protect its information assets?
Technologies and Tools for Security and Control Access Control

The headlines telling of hackers' exploits in the past year should be enough to convince every company of the need to install firewalls, access controls, and other security measures. With the installation of cable modems or DSL lines, home users must follow the same guidelines. These new connections, which leave your personal computer "always on," are just as vulnerable to attacks as corporate systems. In corporate systems, it's important to ensure authentication methods are in place so that unauthorized users can't gain access to the system and its data. Because most simple password systems are too weak and make the system too vulnerable, security experts are devising new methods to control access. Biometric authentication is becoming more popular as a method of protecting systems and data as the technology is refined. While you may have seen the fingerprint or facial recognition techniques only on sci-fi movies, rest assured it may be the next wave of security that's installed in your organization. If you allow employees to keep certain data on their machines that are not backed up to the mainframe computer, you need to ensure that safeguards are installed on the individual PCs. Make sure you have controls in place for accessing individual data, backing it up, and properly protecting it against corruption. Do you even have a policy about whether employees can store data on their individual terminals?
Firewalls, Intrusion Detection Systems, and Antivirus Software

The four types of firewalls described in the text are: Packet filtering: data packet header information is examined in isolation Network address translation (NAT): conceals IP addresses and makes it more difficult to penetrate systems Application proxy filter: sort of like a fence through which a substitute message passes. Stateful inspection: the actual message comes through the firewall but must be identified by the user as passable. Intrusion Detection Systems Firewalls can deter, but not completely prevent, network penetration from outsiders and should be viewed as one element in an overall security plan. In addition to firewalls, digital firms relying on networks use intrusion detection systems to help them protect their systems. In March 2002, Wright Patterson Air Force Base, Ohio, reported over 250,000 unauthorized attempted entries into its computer systems by hackers in a 24-hour period. The intrusion detection systems it had in place allowed authorities to track the hacker attempts and thwart damage to its critical data and systems. Antivirus Software
While most computer users, especially home users, know they are supposed to have antivirus software installed, they may be negligent in keeping it up-to-date. Because new viruses are unleashed almost every week, antivirus software needs constant updating at least once a week. Many brand-name software programs have an automatic update feature that users should take advantage of.
Securing Wireless Networks

It's becoming more important for wi-fi users to protect their data and electronic transmissions as wireless networks and their access points proliferate around the country. Security is easily penetrated because of the very nature of the spectrum transmission used in wi-fi. Unless users take stringent precautions to protect their computers, it's relatively easy for hackers to obtain access to files. Stronger encryption and authentications systems for wi-fi than the original Wired Equivalent Privacy (WEP) is being installed in newer computer models. But individual users still carry the responsibility to make sure passwords are changed from the original and encryption systems are used to help protect data.
Encryption and Public Key Infrastructure

Most people are reluctant to buy and sell on the Internet because they're afraid of theft, fraud, and interception of transactions. To help ease the mind and make transactions secure, many companies are using very sophisticated methods of protecting data as they travel across the various transmission mediums. Watch any World War II movie and you'll see episodes of the good guys intercepting coded messages from the enemy. The messages were scrambled and almost impossible to interpret. But the good guys always won out in the end and unscrambled the message in time to save the world. Now we use sophisticated software programs to encrypt or scramble transmissions before they are sent. The sender and recipient have special software programs they can use to encode and decode the transaction on each end. Encryption software programs incorporate authentication and message integrity in its program to ensure senders and receivers are protected against many of the computer crimes committed on networks and the Internet. Usually you can't tell if a transmission is authentic when you receive it over the Internet or network. Digital signature software can create a method of verifying that the message, document, or file has not been altered between the time it left the sender and you received it. The Electronic Signatures in Global and National Commerce Act authorized the use of digital signatures and promises to enhance electronic commerce and make it easier to do business digitally. You must be careful though as digital signatures can be forged or altered the same as an old-fashioned hand-written signature can be forged. Another way of providing authenticity to network transmissions is by using a digital certificate. Just as your personal signature is connected to you, a digital certificate provides a way of proving you are. GlobalSign.com has lots of information about its digital certificate product and other useful information about this technology. You can get a demo certificate, find someone's certificate, or get more information about how to use your own certificate. Two methods companies are using to make online transactions more secure are Secure Socket Layers and Secure Hypertext Transport Protocol. The next time you're on an e-commerce or e-business Web site, look in the address text box of your browser and notice if the address begins with https:. If so, the site incorporates one of these two security measures. Public key infrastructure (PKI) is another method for providing secure authentication of online identity and makes users more comfortable transacting business over networks.
Ensuring Software Reliability

Even though your system may appear to be working normally, you should still verify that it is working according to the specifications. Walkthroughs are an excellent way to review system
specifications and make sure they are correct. Walkthroughs are usually conducted before programming begins, although they can be done periodically throughout all phases of system development. Once a system has been coded, it is much harder and more expensive to debug it. We're beginning to sound like a broken record but it's important that you understand and remember that the more work you do before the programming phase begins, the less trouble you'll have later. You can't just start pounding the keyboard and hope everything turns out okay. As organizations move more toward electronic business and e-commerce, they need to spend more time in the testing phase and do it in realistic terms. As your digital firm is building a new site, or even revamping an old one, you can't afford to underestimate the amount of traffic the site will generate, or overestimate it's stability. Toys-R-Us, Inc., learned that lesson the hard way in December 1999. Their site wasn't tested enough, under realistic conditions, and proved to be a complete failure. It cost the company not just millions of dollars but millions of dissatisfied customers who never came back for a second try. NOOPUR GARG BBA/4536/07 Posted by chandni ghosh at 2:43 PM 1 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
Miscellaneous on MIS
Computer-based or manual system that transforms data into information useful in the support of decision making. MIS can be classified as performing three functions: (1) To generate reports-for example, financial statements, inventory status reports, or performance reports needed for routine or non-routine purposes. (2) To answer what-if questions asked by management. For example, questions such as "What would happen to cash flow if the company changes its credit term for its customers?" can be answered by MIS. This type of MIS can be called Simulation. (3) To support decision making. This type of MIS is appropriately called Decision Support System (DSS). DSS attempts to integrate the decision maker, the data base, and the quantitative models being used. Before one can explain management information systems, the terms systems, information, and management must briefly be defined. A system is a combination or arrangement of parts to form an integrated whole. A system includes an orderly arrangement according to some common principles or rules. A system is a plan or method of doing something. The study of systems is not new. The Egyptian architects who built the pyramids relied on a system of measurements for construction of the pyramids. Phoenician astronomers studied the system of the stars and predicted future star positions. The development of a set of standards and procedures, or even a theory of the universe, is as old as history itself. People have always sought to find relationships for what is seen or heard or thought about. A system is a scientific method of inquiry, that is, observation, the formulation of an idea, the testing of that idea, and the application of the results. The scientific method of problem solving is systems analysis in its broadest sense. Data are facts and figures. However, data have no value until they are
compiled into a system and can provide information for decision making. Information is what is used in the act of informing or the state of being informed. Information includes knowledge acquired by some means. In the 1960s and 70s, it became necessary to formalize an educational approach to systems for business so that individuals and work groups and businesses who crossed boundaries in the various operations of business could have appropriate information. Technical developments in computers and data processing and new theories of systems analysis made it possible to computerize systems. Much of this computerization of systems was an out growth of basic research by the federal government. Management is usually defined as planning, organizing, directing, and controlling the business operation. This definition, which evolved from the work of Henri Fayol in the early 1900s, defines what a manager does, but it is probably more appropriate to define what management is rather than what management does. Management is the process of allocating an organization's inputs, including human and economic resources, by planning, organizing, directing, and controlling for the purpose of producing goods or services desired by customers so that organizational objectives are accomplished. If management has knowledge of the planning, organizing, directing, and controlling of the business, its decisions can be made on the basis of facts, and decisions are more accurate and timely as a result. Management information systems are those systems that allow managers to make decisions for the successful operation of businesses. Management information systems consist of computer resources, people, and procedures used in the modern business enterprise. The term MIS stands for management information systems. MIS also refers to the organization that develops and maintains most or all of the computer systems in the enterprise so that managers can make decisions. The goal of the MIS organization is to deliver information systems to the various levels of corporate managers. MIS professionals create and support the computer system throughout the company. Trained and educated to work with corporate computer systems, these professionals are responsible in some way for nearly all of the computers, from the largest mainframe to the desktop and portable PCs. Background Management information systems do not have to be computerized, but with today's large, multinational corporations, computerization is a must for a business to be successful. However, management information systems began with simple manual systems such as customer databases on index cards. As early as 1642, the French mathematician and philosopher Blaise Pascal invented the first mechanical adding machine so that figures could be added to provide information. Almost two hundred years later, Charles Babbage, a professor of mathematics at Cambridge University in England, wanted to make a machine that would compute mathematical tables. He attempted to build a computing machine during the 1880s. He failed because his ideas were beyond his technical capabilities, not because the idea was flawed. Babbage is often called the father of the computer. With the advent of the computer, management information systems became automated. In the late 1890s, because of the efforts of Herman Hollerith, who created a punch-card system to tabulate the data for the 1890 census, it was possible to begin to provide data-processing equipment. The punch card developed by Hollerith was later used to form a company to provide data-processing equipment. This company evolved into International Business Machines (IBM). Mainframe computers were used for management information systems from the 1940s, 50s, 60s, and up until the 1970s. In the 1970s, personal computers were first built by hobbyists. Then Apple computer
developed one of the first practical personal computers. In the early 1980s, IBM developed its PC, and since then, the personal computer industry has mush roomed. Almost every management information system revolves around some kind of computer hardware and software. Management information systems are be coming more important, and MIS personnel are more visible than in the 1960s and 1970s, when they were hidden away from the rest of the company and performed tasks behind closed doors. So remote were some MIS personnel from the operations of the business that they did not even know what products their companies made. This has changed because the need for an effective management information system is of primary concern to the business organization. Managers use MIS operations for all phases of management, including planning, organizing, directing, and controlling. The Mis Job Today MIS personnel must be technically qualified to work with computer hardware, software, and computer information systems. Currently, colleges and universities cannot produce enough MIS personnel for business needs, and job opportunities are great. MIS managers, once they have risen through their technical ranks of their organization to become managers, must remember that they are no longer doing the technical work. They must cross over from being technicians to become managers. Their job changes from being technicians to being systems managers who manage other people's technical work. They must see themselves as needing to solve the business problems of the user, and not just of the data-processing department. MIS managers are in charge of the systems development operations for their firm. Systems development requires four stages when developing a system for any phase of the organization: Phase I is systems planning. The systems team must investigate the initial problem by determining what the problem is and developing a feasibility study for management to review. Phase II identifies the requirements for the systems. It includes the systems analysis, the user requirements, necessary hardware and software, and a conceptional design for the system. Top management then reviews the systems analysis and design. Phase III involves the development of the systems. This involves developing technical support and technical specifications, reviewing users' procedures control, designing the system, testing the system, and providing user training for the system. At this time, management again reviews and decides on whether to implement the system. Phase IV is the implementation of the system. The new system is converted from the old system, and the new system is implemented and then refined. There must then be ongoing maintenance and reevaluation of the system to see if it continues to meet the needs of the business. Types of Systems Management information systems can be used as a support to managers to provide a competitive advantage. The system must support the goals of the organization. Most organizations are structured along functional lines, and the typical systems are identified as follows: Accounting management information systems: All accounting reports are shared by all levels of accounting managers.
Financial management information systems: The financial management information system provides financial information to all financial managers within an organization including the chief financial officer. The chief financial officer analyzes historical and current financial activity, projects future financial needs, and monitors and controls the use of funds over time using the information developed by the MIS department. Manufacturing management information systems: More than any functional area, operations have been impacted by great advances in technology. As a result, manufacturing operations have changed. For instance, inventories are provided just in time so that great amounts of money are not spent for warehousing huge inventories. In some instances, raw materials are even processed on railroad cars waiting to be sent directly to the factory. Thus there is no need for warehousing. Marketing management information systems: A marketing management information system supports managerial activity in the area of product development, distribution, pricing decisions, promotional effectiveness, and sales forecasting. More than any other functional area, marketing systems rely on external sources of data. These sources include competition and customers, for example. Human resources management information systems: Human resources management information systems are concerned with activities related to workers, managers, and other individuals employed by the organization. Because the personnel function relates to all other areas in business, the human resources management information system plays a valuable role in ensuring organizational success. Activities performed by the human resources management information systems include, work-force analysis and planning, hiring, training, and job assignments. The above are examples of the major management information systems. There may be other management information systems if the company is identified by different functional areas.
A management information system (MIS) is a subset of the overall internal controls of a business covering the application of people, documents, technologies, and procedures by management accountants to solve business problems such as costing a product, service or a business-wide strategy. Management information systems are distinct from regular information systems in that they are used to analyze other information systems applied in operational activities in the organization.[1] Academically, the term is commonly used to refer to the group of information management methods tied to the automation or support of human decision making, e.g. Decision Support Systems, Expert systems, and Executive information systems.[1] It has been described as, "MIS 'lives' in the space that intersects technology and business. MIS combines tech with business to get people the information they need to do their jobs better/faster/smarter. Information is the lifeblood of all organizations - now more than ever. MIS professionals work as systems analysts, project managers, systems administrators, etc., communicating directly with staff and management across the organization." Overview At the start, in businesses and other organizations, internal reporting was made manually and only periodically, as a by-product of the accounting system and with some additional statistic(s), and gave limited and delayed information on management performance. Previously, data had to be separated individually by the people as per the requirement and necessity of the organization. Later, data was
distinguished from information, and instead of the collection of mass of data, important, and to the point data that is needed by the organization was stored. In their infancy, business computers were used for the practical business of computing the payroll and keeping track of accounts payable and accounts receivable. As applications were developed that provided managers with information about sales, inventories, and other data that would help in managing the enterprise, the term "MIS" arose to describe these kinds of applications. Today, the term is used broadly in a number of contexts and includes (but is not limited to): decision support systems, resource and people management applications, ERP, SCM, CRM, project management and database retrieval application. An 'MIS' is a planned system of the collecting, processing, storing and disseminating data in the form of information needed to carry out the functions of management. In a way it is a documented report of the activities that were planned and executed. According to Philip Kotler "A marketing information system consists of people, equipment, and procedures to gather, sort, analyze, evaluate, and distribute needed, timely, and accurate information to marketing decision makers." [3] The terms MIS and information system are often confused. Information systems include systems that are not intended for decision making. The area of study called MIS is sometimes referred to, in a restrictive sense, as information technology management. That area of study should not be confused with computer science. IT service management is a practitioner-focused discipline. MIS has also some differences with Enterprise Resource Planning (ERP) as ERP incorporates elements that are not necessarily focused on decision support. Professor Allen S. Lee states that "...research in the information systems field examines more than the technological system, or just the social system, or even the two side by side; in addition, it investigates the phenomena that emerge when the two interact." [4]. MANAGEMENT INFORMATION SYSTEM is defined as :1)Provides information support for decision making in the organization 2)MIS is an integrated system of man and machine for providing the information to support the operation . 3)MIS is defined as a computer based information system. What are Management Information Systems? Definition: Management Information Systems (MIS) is the term given to the discipline focused on the integration of computer systems with the aims and objectives on an organisation. The development and management of information technology tools assists executives and the general workforce in performing any tasks related to the processing of information. MIS and business systems are especially useful in the collation of business data and the production of reports to be used as tools for decision making. Applications of MIS with computers being as ubiquitous as they are today, there's hardly any large business that does not rely extensively on their IT systems. However, there are several specific fields in which MIS has become invaluable. * Strategy Support While computers cannot create business strategies by themselves they can assist management in
understanding the effects of their strategies, and help enable effective decision-making. MIS systems can be used to transform data into information useful for decision making. Computers can provide financial statements and performance reports to assist in the planning, monitoring and implementation of strategy. MIS systems provide a valuable function in that they can collate into coherent reports unmanageable volumes of data that would otherwise be broadly useless to decision makers. By studying these reports decision-makers can identify patterns and trends that would have remained unseen if the raw data were consulted manually. MIS systems can also use these raw data to run simulations hypothetical scenarios that answer a range of what if questions regarding alterations in strategy. For instance, MIS systems can provide predictions about the effect on sales that an alteration in price would have on a product. These Decision Support Systems (DSS) enable more informed decision making within an enterprise than would be possible without MIS systems. * Data Processing Not only do MIS systems allow for the collation of vast amounts of business data, but they also provide a valuable time saving benefit to the workforce. Where in the past business information had to be manually processed for filing and analysis it can now be entered quickly and easily onto a computer by a data processor, allowing for faster decision making and quicker reflexes for the enterprise as a whole. Management by Objectives While MIS systems are extremely useful in generating statistical reports and data analysis they can also be of use as a Management by Objectives (MBO) tool. MBO is a management process by which managers and subordinates agree upon a series of objectives for the subordinate to attempt to achieve within a set time frame. Objectives are set using the SMART ratio: that is, objectives should be Specific, Measurable, Agreed, Realistic and TimeSpecific. The aim of these objectives is to provide a set of key performance indicators by which an enterprise can judge the performance of an employee or project. The success of any MBO objective depends upon the continuous tracking of progress. In tracking this performance it can be extremely useful to make use of an MIS system. Since all SMART objectives are by definition measurable they can be tracked through the generation of management reports to be analysed by decision-makers. Benefits of MIS The field of MIS can deliver a great many benefits to enterprises in every industry. Expert organisations such as the Institute of MIS along with peer reviewed journals such as MIS Quarterly continue to find and report new ways to use MIS to achieve business objectives. Core Competencies
Every market leading enterprise will have at least one core competency that is, a function they perform better than their competition. By building an exceptional management information system into the enterprise it is possible to push out ahead of the competition. MIS systems provide the tools necessary to gain a better understanding of the market as well as a better understanding of the enterprise itself. Enhance Supply Chain Management Improved reporting of business processes leads inevitably to a more streamlined production process. With better information on the production process comes the ability to improve the management of the supply chain, including everything from the sourcing of materials to the manufacturing and distribution of the finished product. Posted by PARUL BATRA at 12:06 PM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
Simple quiz
1. a. b. c. d. Answer: 2. a. b. c. d. e. Answer: 3. All of the following A computer b monitor would Difficulty: be an example A word processing program would be an example of: hardware. software. data. procedures. Easy of: hardware. software. DSS. spaceware. data. Easy system except:
a are components of
Difficulty: an information
a. b. c. d. e. Answer:
Difficulty:
software. culture. hardware. procedures. people. Medium
4. Windows XP would be an example of the __________________ component of an information system. a. software
b. c. d. e. Answer:
Difficulty:
hardware data procedure people Easy
5. A network router would be an example of the __________________ component of an information system. a. b. c. d. e. Answer: b Difficulty: software hardware data procedure people Medium
6. A software trainer would be an example of the __________________ component of an information system. a. b. c. d. e. Answer: software hardware data procedure people Medium be an example information of the system. software hardware data procedure people Medium
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7. A computer security protocol for __________________ component a. b. c. d. e. Answer:
Difficulty:
58. An end user would be an example of the __________________ component of an information system. a. software b. hardware c. data d. procedure e. people Answer: e Difficulty: Easy
9. Customer numbers and their names would be an example of the __________________ component of an order management information system.
a. b. c. d. e. Answer: c Difficulty:
software hardware data procedure people Medium
10. An iPod would be an example of the __________________ component of an information system. a. b. c. d. e. Answer: software hardware data procedure people Difficulty:medium
11. The music one downloads from a music sharing site to ones own computer or device would be an example of the __________________ component of an information system. a. b. c. d. e. Answer: c Difficulty: software hardware data procedure people Medium
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14. The information ____________________ specify what the new system should be able to do when completed. a. b. c. d. e. Answer: c programs software requirements analyses functions. Difficulty: Hard
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include: communication. problem-solving. reasoning. collaboration. above. Easy
abstract All e of the Difficulty:
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19. A companys ______________________serves as the instructions for how users may use and access the data. a. b. c. d. e. Answer: d Difficulty: software hardware context procedures people Medium
20. The __________________ functions as the instructions for the hardware in an information system. a. b. c. d. e. Answer: a Difficulty: software hardware data procedures people Medium
21. The ___________________ functions as a bridge between the human side of the information system components and the computer/automation side. a. b. c. d. e. Answer: c Difficulty: software hardware data procedure people Medium
22. The most important component of an information system is ___________________. a. b. c. d. e. Answer: e Difficulty: software hardware data procedure people Easy
73. The most important component of an information system is the_________________. a. software.
b. c. d. e. Answer: 24. a. b. c. d. Answer: a The process of e
security
hardware. data. software. people. Difficulty: moves work from people to Medium computers. automation integration technology information Difficulty: Medium
_________________
25. The quality of your ____________is a large part of the quality of your information system. a. computer b. thinking c. time d. challenges e. life Answer: b Difficulty: Medium
26. A system that consists of a file of email addresses and an email program is _________. a. b. c. d. Answer: b Difficulty: high-tech low-tech high-gear cognitive Medium
27. It is probably easier to change the ________________ of an information system than the software. a. b. c. d. e. Answer: b Difficulty: context hardware data procedure people Medium
28. It is probably harder to make changes to the _________________ of an information system than the data itself.
a. b. c. d. Answer: d Difficulty:
software hardware context procedures Medium
29. a. b. c. d. e. Answer: 80. a. b. c. d. e. Answer: 31. a. b. c. d. e. Answer: 32. a. b. c. d. e. Answer: A
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34. a. b. c. d. Answer: 35. a. b. c. d. e. Answer: 36. a. b. c. d. Answer: 37. a. b. c. d. Answer: Good Which of
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38. If you are a ___________________ recipient of sensitive information, such as might be overheard or contained in a misdirected email, this would not be illegal, but might be unethical to use it.
a. b. c. d. Answer: b Difficulty:
active passive proper business Medium
39. Information that is produced at a reasonable cost would be considered ________________ information. a. b. c. d. Answer: b Difficulty: relevant economical timely business Medium
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42. _______________ refers to the products, methods, inventions, and standards used for producing information. a. b. c. d. Answer: 43. Problem-identifiers and d problem-solvers are Interrelated Information Information Information Difficulty: examples of components systems components technology Medium __________________.
a. b. c. d. Answer: 44. a. b. c. d. The IT
Solution Symbolic-analytic In-person Routine b basic idea of production Difficulty: Moores law is service service
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makes people more productive. tend to want more information than they need. computer memory is getting bigger. density of transistors on a computer chip doubles every 18 months. d Difficulty: Medium
Answer:
45. The density of transistors on a chip is directly related to the _______________ of the chip. a. b. c. d. Answer: b Difficulty: color speed threading analysis Medium
46. It is expected that the price and power of computer chips will________________ over the next decade. a. b. c. d. e. Answer: continue stay grow obey e per to about more Moores Difficulty: 10,000 transistors steadily keeping gradually increasing c Difficulty: on computer over chips grow the slowly same shrink dramatically Law Medium has been time.
47. The cost as measured __________________ a. b. c. d. Answer:
pace increasing dropping drastically Hard
48. According to Moores Law, an integrated chips speed and power should _______________ every 18 months.
a. b. c. d. e. Answer: c
gradually grow increase grow increase Difficulty:
increase 50% 100% 200% exponentially Hard
49. To get the most out of any class you take it is important to ________________ the material by asking, How will this class help me to achieve my goals? a. b. c. d. e. Answer: personalize review summarize criticize above Medium
all a
of Difficulty:
the
50. It is important to try to understand the ___________________ of teachers, authors, and your colleagues. a. b. c. d. e. Answer: e Difficulty: behavior ethics etiquette judgement perspective Medium
51. Information has been defined as a difference that makes a difference. Most quantitativelyoriented teachers and professionals would view this definition as: a. b. c. d. valuable. analysis. useless. business.
good vapid good
basis and for
for
Answer: c Difficulty: Medium Posted by PARUL BATRA at 11:25 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
FACTORS AFFECTING VULNERABILITY OF MIS

To function effectively as an interacting, interrelated, and interdependent feedback tool for management and staff, MIS must be "useable." The five elements of a useable MIS system are: timeliness, accuracy, consistency, completeness, and relevance. The usefulness of MIS is hindered whenever one or more of these elements is compromised.
Timeliness
To simplify prompt decision making, an institution's MIS should be capable of providing and distributing current information to appropriate users. Information systems should be designed to expedite reporting of information. The system should be able to quickly collect and edit data, summarize results, and be able to adjust and correct errors promptly.
Accuracy
A sound system of automated and manual internal controls must exist throughout all information systems processing activities. Information should receive appropriate editing, balancing, and internal control checks. A comprehensive internal and external audit program should be employed to ensure the adequacy of internal controls. Consistency To be reliable, data should be processed and compiled consistently and uniformly. Variations in how data is collected and reported can distort information and trend analysis. In addition, because data collection and reporting processes will change over time, management must establish sound procedures to allow for systems changes. These procedures should be well defined and documented, clearly communicated to appropriate employees, and should include an effective monitoring system.
Completeness
Decision makers need complete and pertinent information in a summarized form. Reports should be designed to eliminate clutter and voluminous detail, thereby avoiding "information overload."
Relevance
Information provided to management must be relevant. Information that is inappropriate, unnecessary, or too detailed for effective decision making has no value. MIS must be appropriate to support the management level using it. The relevance and level of detail provided through MIS systems directly correlate to what is needed by the board of directors, executive management, departmental or area mid-level managers, etc. in the performance of their Posted by Shobhika Mathur at 8:28 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
Advantages and Disadvantages of EIS
Advantages of EIS

Easy for upper-level executives to use, extensive computer experience is not required in operations Provides timely delivery of company summary information Information that is provided is better understood Filters data for management Improves to tracking information Offers efficiency to decision makers
Disadvantages of EIS
System dependent Limited functionality, by design Information overload for some managers Benefits hard to quantify High implementation costs System may become slow, large, and hard to manage Need good internal processes for data management May lead to less reliable and less secure data Posted by chandni ghosh at 10:37 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
Applications of EIS
EIS enables executives to find those data according to user-defined criteria and promote informationbased insight and understanding. Unlike a traditional management information system presentation, EIS can distinguish between vital and seldom-used data, and track different key critical activities for executives, both which are helpful in evaluating if the company is meeting its corporate objectives. After realizing its advantages, people have applied EIS in many areas, especially, in manufacturing, marketing, and finance areas.
Manufacturing
Basically, manufacturing is the transformation of raw materials into finished goods for sale, or intermediate processes involving the production or finishing of semi-manufactures. It is a large branch of industry and of secondary production. Manufacturing operational control focuses on dayto-day operations, and the central idea of this process is effectiveness and efficiency. To produce meaningful managerial and operational information for controlling manufacturing operations, the executive has to make changes in the decision processes. EIS provides the evaluation of vendors and buyers, the evaluation of purchased materials and parts, and analysis of critical purchasing areas. Therefore, the executive can oversee and review purchasing operations effectively with EIS. In addition, because production planning and control depends heavily on the plants data base and its communications with all manufacturing work centers, EIS also provides an approach to improve production planning and control.
Marketing
In an organization, marketing executives role is to create the future. Their main duty is managing available marketing resources to create a more effective future. For this, they need make judgments about risk and uncertainty of a project and its impact on the company in short term and long term. To assist marketing executives in making effective marketing decisions, an EIS can be applied. EIS provides an approach to sales forecasting, which can allow the market executive to compare sales
forecast with past sales. EIS also offers an approach to product price, which is found in venture analysis. The market executive can evaluate pricing as related to competition along with the relationship of product quality with price charged. In summary, EIS software package enables marketing executives to manipulate the data by looking for trends, performing audits of the sales data, and calculating totals, averages, changes, variances, or ratios. All of these sales analysis functions help marketing executives to make final decisions.
Financial
A financial analysis is one of the most important steps to companies today. The executive needs to use financial ratios and cash flow analysis to estimate the trends and make capital investment decisions. An EIS is a responsibility-oriented approach that integrates planning or budgeting with control of performance reporting, and it can be extremely helpful to finance executives. Basically, EIS focuses on accountability of financial performance and it recognizes the importance of cost standards and flexible budgeting in developing the quality of information provided for all executive levels. EIS enables executives to focus more on the long-term basis of current year and beyond, which means that the executive not only can manage a sufficient flow to maintain current operations but also can figure out how to expand operations that are contemplated over the coming years. Also, the combination of EIS and EDI environment can help cash managers to review the companys financial structure so that the best method of financing for an accepted capital project can be concluded. In addition, the EIS is a good tool to help the executive to review financial ratios, highlight financial trends and analyze a companys performance and its competitors. Posted by chandni ghosh at 10:36 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
Components of EIS
The components of an EIS can typically be classified as:
Hardware
When talking about hardware for an EIS environment, we should focus on the hardware that meet the executives needs. The executive must be put first and the executives needs must be defined before the hardware can be selected. The basic computer hardware needed for a typical EIS includes four components: 1. Input data-entry devices. These devices allow the executive to enter, verify, and update data immediately; 2. The central processing unit (CPU), which is the kernel because it controls the other computer system components; 3. Data storage files. The executive can use this part to save useful business information, and this part also help the executive to search historical business information easily; 4. Output devices, which provide a visual or permanent record for the executive to save or read. This device refers to the visual output device or printer. In addition, with the advent of local area networks (LAN), several EIS products for networked workstations became available. These systems require less support and less expensive computer hardware. They also increase access of the EIS information to many more users within a company.
Software
Choosing the appropriate software is vital to design an effective EIS. Therefore, the software components and how they integrate the data into one system are very important. The basic software needed for a typical EIS includes four components: 1. Text base software. The most common form of text are probably documents;
2. Database. Heterogeneous databases residing on a range of vendor-specific and open computer platforms help executives access both internal and external data; 3. Graphic base. Graphics can turn volumes of text and statistics into visual information for executives. Typical graphic types are: time series charts, scatter diagrams, maps, motion graphics, sequence charts, and comparison-oriented graphs (i.e., bar charts); 4. Model base. The EIS models contain routine and special statistical, financial, and other quantitative analysis. Perhaps a more difficult problem for executives is choosing from a range of highly technical software packages. Ease of use, responsiveness to executives' requests, and price are all reasonable considerations. Further, it should be considered whether the package can run on existing hardware.
User Interface
An EIS needs to be efficient to retrieve relevant data for decision makers, so the user interface is very important. Several types of interfaces can be available to the EIS structure, such as scheduled reports, questions/answers, menu driven, command language, natural language, and input/output. It is crucial that the interface must fit the decision makers decision-making style. If the executive is not comfortable with the information questions/answers style, the EIS will not be fully utilized. The ideal interface for an EIS would be simple to use and highly flexible, providing consistent performance, reflecting the executives world, and containing help information.
Telecommunication
As decentralizing is becoming the current trend in companies, telecommunications will play a pivotal role in networked information systems. Transmitting data from one place to another has become crucial for establishing a reliable network. In addition, telecommunications within an EIS can accelerate the need for access to distributed data.
MIS capabilities
MIS in Agriculture
The Indian Council for Agricultural Research, in referring to its Agricultural Research Information System, stated that agricultural scientists can carry out research more effectively by having systematic access to research information available in India as well as in other countries, better project management of agricultural research, and modernization of the office tools. Information is the blood of an organisation, country or region and its management is vital for effectiveness, efficiency and economic and social stability. In many organizations, countries and regions, there have been increasing calls for the development of integrated, national (geo-) information infrastructure for management, resource planning and decisionmaking. ACP scientists who work in the various disciplines generating scientific data on climate, water, soils, land etc need to pay more attention to integrating the data sets to improve decision making at the policy and enterprise level including farms to contribute to socio-economic development.
MIS - capabilities The term 'information system' is a general term for a system that facilitates access to information; however, a ' management information system' refers to integrated data sources and information systems, which meet the particular needs and requirements of planning and decision-making. In an ideal case, the major objectives of MIS are to:
1. reach an understanding of the relevant processes on the basis of the available historic information. This element forms the basis for the development of models, required for forecasting and simulation. 2. provide information on the current situation, especially for early warning purposes, for instance related to issues impacting on food security, water resources or pest and disease status. 3. forecast changes and impacts, either natural or man-made , as an element in vulnerability assessments. 4. forecast the consequences of policy decisions and measures before they are implemented in reality. This implies evaluating options for several given scenarios based on the possible results and predicted consequences, and selecting the most acceptable alternative.
Existing environmental information systems in ACP countries consist of isolated data sets (soil type, climate, land, water, forest and fisheries resources) and systems, aimed at management of specific resources: water, land or forest; they hardly reach the second objective mentioned above. The third and fourth objectives (forecasting changes and simulation) are currently almost only reached within one discipline mainly in meteorology (weather and climate forecast) and to a certain extent in oceanography. This is due to the fact that the ACP countries, in addition to operating within serious financial and human constraints, must grapple with inter-institutional competition (individuality of scientific disciplines and competition for resources), limited agreement on harmonized standards, formats or quality assurance and legal constraints (lack of common data policy). The following table provides an overview of different phases of data/information systems.
CATEGORY environmental information systems manuscript/printed archives isolated digital data archives coordinated digital data archives GIS (Geographic Information System) MIS (Management Information System) DSS (Decision Support System)
ELEMENTS traditional knowledge documents in files and folders
USAGE oral transmission and exchange visual inspection and analysis
databases, spreadsheets using computer-aided review and different standards and formats synthesis databases and spreadsheets, using automatic review and synthesis common standards and formats, user interface databases and data layers with integrated analysis common (geographic) reference, user interface databases, models, user interface integrated analysis, extrapolation, forecast, simulation databases, models, artificial integrated analysis, extrapolation, intelligence, user interface forecast, simulation, weighted ?advice?
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Integrated Financial Management Information Systems
Integrated Financial Management Information Systems

Integrated financial management information systems (IFMIS) are computer-based systems that automate and store key financial information in large organizations like governments, multinational corporations and large nonprofit institutions. The goal of these systems is to increase access to information while decreasing long-term costs.The initial investment of time and money to implement IFMIS is high, but the improved financial transparency and information access usually offsets its initial expense.
Features
1. The primary features that distinguish an integrated financial management information system from other computer systems are the reduction in duplicate data entry; implementation of internal controls for transactions, reporting and information entry; and the standardization of data classifications for financial events. IFMIS can integrate accounting-related information, or larger organizational data management systems.
Functions
2. IFMIS systems function as a repository for the data and processes that surround the reporting and assurance of financial responsibility. They provide financial reports and information to management; help determine budgetary decisions; increase financial responsibility; and provide internal and external reports for auditors, investors, agencies and government organizations.
Implementation
3. Implementing an IFMIS requires mapping and defining all financial processes, documenting requirements, and outlining needed software and technology. Some commercially developed software, like PeopleSoft or SAP, can be modified for this purpose, or a system can be customized internally, depending on the organization's requirements. After a system is developed, it must be thoroughly tested and routinely evaluated to ensure financial and functional validity.
Technical Efficiency
4. Integrated financial management information systems are technically efficient. Financial data is input once, and can then be used many times for different purposes and functions. Additionally, these systems create a shared programming environment, where code can be reused and repurposed, saving time when new functions are needed. For end users, IFMIS can provide consistent presentation that reduces training requirements and potential confusion.
Security
5. IFMIS systems create one storage location for financial data and a single authentication point that allows information to be controlled and monitored. These systems also allow a central authority to regulate security access that increases overall data integrity and security. With all information in a single location, financial fraud is harder to perpetrate and easier to catch.
Maintenance
6. While a well-designed integrated financial management information system will provide for all current data and process needs of a government, organization or business, inevitable changes will require ongoing maintenance to ensure the integrity and functional use of the system. Support needs depend the type and size of the system implemented and the speed of changes.
Posted by chandni ghosh at 12:00 PM 0 comments
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MALICIOUS SOFTWARES
Malicious Software: Viruses, Worms, Trojan Horses, and Spyware

Have you ever picked up a cold or the flu from another human? Probably. You then spread it to two or three other people through touch or association. Those people spread it to two or three more people each. Pretty soon it seems that everyone on campus or at work is sick. That is how computer viruses are spread. You copy a file from an infected source, use the file, and maybe send it to friends or associates. The virus is now on your computer and spreads to files other than the original. You then send the same or even a different file to a few friends and their computers are infected. A different type of malware called worms can also destroy data on computers or clog network systems with software-generated electronic transmissions. Worms are similar to viruses in that they c an create additional file copies on a computer and generate emails to other computers with the infected file attached. Worms differ from viruses because they don't need human intervention to spread from one computer to another.
Trojan horses cause problems because they force a computer system to perform unexpected operations, often to the detriment of the system and the user. This type of malware is usually masked in email messages although it can be stored on Web sites. This table gives you examples of malicious code that are spread through vulnerable Internet-connected systems. Not all spyware is damaging to a computer system. It is a popular method for some Web sites to monitor how users navigate through a site, providing critical information that the Web designers and developers can use to improve the site. Unfortunately, some spyware is becoming a popular way for hackers to install malicious code on computers and allows hackers to infiltrate the unsuspecting computer. Whether you use a stand-alone PC or your computer is attached to a network, you're just asking for trouble if you don't have antivirus software. This type of software checks every incoming file for viruses. Not if, but when, you receive an infected file, the software alerts you to its presence. You can choose to delete the file or "clean" it. Make sure you update your antivirus software every 30 to 60 days, because new viruses are constantly being written and passed around. Some antivirus software companies now make it very easy to keep your antivirus software current through online updates. McAfee.com will detect when you are online and notify you when new updates are available. With a few mouse clicks, you download the software to protect against the newest viruses. Web-enabled and e-mail-enabled cell phones are now being targeted as a way to spread viruses.
As cellular phones morph into computerlike "smartphones" able to surf the Web, send e-mail and download software, they're prone to the same tribulations that have waylaid computers over the past decade. "We should think of cell phones as just another set of computers on the Internet," said Stephen Trilling, director of research at antivirus software maker Symantec Corp. "If they're connected to the Internet they can be used to transmit threats and attack targets, just as any computer can. It's technically possible right now."" Associated Press, April 1, 2002. If you connect to the Internet with a cable modem or DSL you are much more vulnerable to hackers on your home PC than if you connect with a dial-up modem. That's because you are always connected, with a permanent IP address, which makes it easier for hackers to find you. The only smart thing to do is keep your software up-to-date and include firewall protection. NOOPUR GARG BBA/4536/07 Posted by chandni ghosh at 11:57 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS
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SECURITY AND CONTROL IN MIS Why Systems Are Vulnerable

Information systems are vulnerable to technical, organizational, and environmental threats from internal and external sources. The weakest link in the chain is poor system management. If managers at all levels don't make security and reliability their number one priority, then the threats to an information system can easily become real. The figure below gives you an idea of some of the threats to each component of a typical network.
Internet Vulnerabilities
"If electronic business is to prosper and truly move into the mainstream of commerce, everyone involved merchants, financial institutions, software vendors, and security suppliers such as VeriSign has to make security a top priority, starting right now. Security is very hard to get right under the best of circumstances and just about impossible when it isn't the focus of attention. If the industry doesn't get this right and fast it's setting the stage for a catastrophic loss of confidence." (Business Week, March 26, 2001) "A top U.S. Air Force official has warned Microsoft to dramatically improve the security of its software or risk losing the Air Force as a customer. Reacting to rising criti cism from the Air Force and others, Microsoft Chairman Bill Gates in mid-January issued a directive making security the software giant's No. 1 priority. Gates directed 7,000 programmers to spend February scouring the Windows operating system for openings hackers might exploit to steal data or shut down systems." (USA Today, March 10, 2002)
With distributed computing used extensively in network systems, you have more points of entry, which can make attacking the system easy. The more people you have using the system, the more potential for fraud and abuse of the information maintained in that system. That's why y ou have to make it everybody's business to protect the system. It's easy for people to say that they are only one person and therefore they won't make much difference. But it only takes one person to disable a system or destroy data.
Wireless Security Challenges

It's a difficult balancing act when it comes to mak ing wireless systems easy to access and yet difficult to penetrate. Internet cafes, airports, hotels, and other hotspot access points need to make it easy for users to use the network systems with the 802.11 standard. Yet, because it is so easy, hackers and crackers can easily access unsuspecting users' systems and steal data or use the entry point as a way to spread malicious programs. The hackers can use war driving techniques to gain access to wireless networks not only in hotels and airports, but private businesses and government centers.
MIS Reporting
Reports form an integral part of any organization. Each employee maintains a report of the tasks that have been conducted during the course of the day or the week. This helps discern the productivity of an employee, of a department and the organization as a whole. Reports are dominant base that help in taking some critical decisions about the progress in the future. However, things become a puzzled maze if reports are not properly named and stored and are inaccessible when required. With Management Information System or MIS Reporting, we provide you with a centralized report management application to save all the required repots in a common place. Our team will analyze and understand the reporting needs of the professionals in your organization. Spreadsheets are created accordingly encompassing all the required details. The format is created in such an easy to use format to help inculcate the habit of everyday reporting. If all the reports in your organization are managed well, it can help you with TIBCO decisions. Furthermore, with globalization, most of the companies are providing services round the clock. It is not always that people from both the shifts are able to meet and discuss their progress. It is however essential to know the details of the task done by the person in the previous shift for you to carry on further with the tasks of the day to avoid replication. This is where MIS Reporting is helpful. Binarys MIS Reporting services will help you centralize the report system removing the haze and creating clarity. Being in the industry for so may years have helped us understand various industries and their requirements. We aim to help you make your business and processes more efficient and effective by avoiding unwanted problems.
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MIS AND DECISION MAKING CONCEPTS

MIS AND DECISION MAKING CONCEPTS
It is necessary to understand the concepts of decision making as they are relevant to thedesign of the MIS. The Simon Model provides a conceptual design of the MIS and decision making, wherein the designer has to design the system in such a way that the problem is identified in precise terms. That means the data gathered for data analysis should be such that it provides diagnostics and also provides a path to bring the problem to surface. In the design phase of the model, the designer is to ensure that the system provides models for decision making. These models should provide for the generation of decision alternatives, test them and pave way for the selection of one of them. In a choice phase, the designer must help to select the criteria to select one alternative amongst the many. The concept of programmed decision making is the finest tool available to the MIS designer, whereby he can transfer decision making from a decision maker to the MIS and still retain the responsibility and accountability with the decision maker or the manager. In case of non-programmed decisions, the MIS should provide the decision support systems to handle the variability in the decision making conditions. The decision support systems provide a generalized model of decision making. The concept of decision making systems, such as the closed and the open systems helps the designer in providing design flexibility. The closed systems are deterministic and rule based; therefore, the design needs to have limited flexibility, while in an open system, the design should be flexible to cope up with the changes required from time to time. The methods of decision making can be used directly in the MIS provided the method to be applied has been decided. A number of decision making problems call for optimization,and OR models are available which can be made a part of the system. The optimization models are static and dynamic, and both can be used in the MIS. Some of the problems call for a competitive analysis, such as a payoff analysis. In these problems, the MIS can provide the analysis based on the gains, the regrets and the utility. The concepts of the organizational and behavioral aspects of decision making provide an insight to the designer to handle the organizational culture and the constraints in the MIS.The concepts of the rationality of a business decision, the risk averseness of the managers and the tendency to avoid an uncertainty, makes the designer conscious about the human limitations, and prompts him to provide a support in the MIS to handle these limitations. The reliance on organizational learning makes the designer aware of the strength of the MIS and makes him provide the channels in the MIS to make the learning process more efficient. The relevance of the decision making concepts is significant in the MIS design. The significance arises out of the complexity of decision making, the human factors in the decision making, the organizational and behavior aspects, and the uncertain environments.The MIS design addressing these significant factors turns out to be the best design.
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MIS for Small & Medium Business (SMB)
MIS for Small & Medium Business (SMB)

Every small business is unique, with its own set of industry-specific practices and its own strategies for success. It is critical in todays competitive business environment for SMBs to take timely decisions for growth. Robust yet flexible MIS is the first-step for SMBs in this conquest for growth.The typical MIS challenges faced by SMBs today: Limited manpower & IT resources Limited IT Budgets Disparate data sources Current business climate pressure & competition Ever changing Reporting needs with changing Business conditions Dynamic Government Regulations & Compliance Reporting SMBs are capturing massive amount of information, but what they dont have is line of sight into their business, to make real-time decisions. Whether a retailer, manufacturer, or service provider, every company requires information that helps them stay on top of their business. Every company needs an MIS Reporting solution that allows them to control practically all of their core operations, including: Customer Relationship Management Inventory and Distribution Ordering and Delivery Purchasing and Merchandising Production and Manufacturing Employees and Human Resources E-commerce Financial and Accounting SMBs too like large enterprises require integrated system to extract data and create critical business MIS across all business functions. In this competitive business environment, instantaneous access a complete and up-to-the-minute view of your business is must, so as to respond to customers faster and grow your business more profitably. Reporting challenges faced by SMBs Reporting tools are too complicated for users to create customized reports Its difficult to generate comprehensive reports without technical assistance because data resides in different applications
Querying: Its too difficult to run reports on detailed business data without technical assistance Its difficult to modify existing software so users are able to see only the reports that are important and relevant to their jobs Reports from multiple systems on critical business data such as sales bookings, stock levels, and cash flow are inconsistent Difficult to generate accurate, relevant reports Instant access to one version of your business data is too required. The business users of SMBs should get greater visibility and control by integrating business-critical information, freeing it from various, unconnected applications to conduct MIS across every aspect of your business. Having limited budgets, MIS solution must leverage SMBs existing IT investments. Along with that, it should be intuitive for new users and to be flexible enough to support the organization as needs change. Business Intelligence (BI) helps small businesses extract meaningful information from the business data, increase productivity, and present a more professional image to customers.
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10 SPECIFIC FACTORS CONSIDERED IN FORMS DESIGN

1. 2. 3. 4. 5. 6. 7. 8. 9.
After all the following factors have been considered, the form should be attractive and easy to read. Most forms should have a title. Forms should have an identification number with the date of issuance. Group information into related areas on the form. Use a box design with captions printed in small , distinct type in the upper left hand corner of the boxes. Arrange the items in that there is a logical flow from left to right , from top to bottom in filling out the form. The use of box items is to be checked or coded improves the readability of the design. Provides sufficient space for entering data and do not bleed lines off the sides of the forms. Consider colored ink for captions to make variable data stand out. "Boiler plate" or standard contract information is often on the back of the forms such as purchase orders.
10.
Routing instruction for each copy may be indicated by using a different color paper for each copy and printing routing instructions on the margin.
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OBJECTIVES OF DBMS Shareability: An ability to share data resources is a fundamental objective of database management. In its fullest interpretation, this means different people and different processes using the same actual data at virtually the same time. Rather far reaching ramifications stem from the stated objective of shareability:

- Serving differently types of users with varying skill levels - Handling different user views of the same stored data. - Combining interrelated data - Setting standards - Controlling concurrent updates so as to maintain data integrity - Coordinating restart and recovery operations across multiple users.This list indicates some of the additional problems which arise in managing shared data. A central implication of sharing is that compromise will often be required between conflicting user needs as, for example, in the establishment of a data structure and corresponding storage structure.
Availability: Availability means bringing the data of an organization to the users of that data. They system which manages data resources should be easily accessible to the people within n organization making the data available when and where it is needed, and in the manner and form in which it is needed. Availability refers to both the data and the DBMS which delivers the data. Availability functions make the database available to users: defining and creating a database, and getting data in and out of a database. These are the direct functions performed by a DBMS. A DBMS should accommodate diversity in the data stored. The bulk of organization data, as traditionally handled in accounting systems, lied in the enclosed region of historical, internal, financial data. A database management system must be capable of reaching beyond this region to handle greater diversity in the data
stored, including subjective data, fragmentary marketing intelligence data, uncertain forecasts and aggregated data, as well as factual marketing, manufacturing, personnel and accounting data.
Evolvability: Evolvability refers to the ability of the DBMS to change in response to growing user needs and advancing technology. Evolvability is the system characteristic that enhances future availability of the data resources. Evolvability is not the same as expandability or extensibility, which imply extending or adding to the system, which then grows ever larger. Evolvability covers expansion or contraction, both of which may occur as the system changes to fit the ever changing needs and desires of the using environment.
Adaptability is a more advanced form of evolvability in which built in algorithms enable a system to change itself, rather than having a change made to it. Adaptability involves purposive, self organizing, or self controlling behavior, that is, self regulation toward a single criterion of success: ultimate, long-term survival. A system exhibiting adaptive behavior actively seeks a particular state or goal by changing itself in response to a change in itself or its environment. Evolvability implies the gradual unfolding, development and growth of a system to better meet the needs of the using environment: and it implies change of the system in response to changing needs and technology. With the present state of technology, such change is externally administered. In the future such change may occur automatically within the system, thus exhibiting adaptive behavior.
Integrity: The importance and pervasiveness of the need to maintain database integrity is rooted in the reality that man is perfect. Destruction, errors and improper disclosure must be anticipated and explicit mechanisms provided for handling them. The three primary facets of database integrity are:
protecting the existence of the database Maintaining the quality of the database
Ensuring the privacy of the database.In developing DBMSs, the accountants concept of internal control has been practically ignored. Computer specialists need such concepts to improve database integrity and enhance management confidence.
MIS AND INFORMATION CONCEPTS The goal of the MIS should be to provide the information which has a surprise value and which reduces the uncertainty. It should simultaneously build the knowledge base in the organization by processing the data obtained from different sources in different ways. The designer of the MIS should take care of the data problems knowing that it may contain bias and error by introduction of high level validations, checking and controlling the procedures in the manual and computerized systems. While designing the MIS, due regard should be given to the communication theory of transmitting the information the data obtained from different sources in different ways. The designer of the MIS should take care of the data problems knowing that it may contain bias and error by introduction of high level validations, checking and controlling the procedures in the manual and computerized systems. While designing the MIS, due regard should be given to the communication theory of transmitting the information from the source to the destination. Special care should be taken to handle a noise and a distortion on the way to destination. The presentation of information plays a significant role in controlling the noise and distortion which might interrupt, while communicating information to the various destinations. The principles of summarization and classification should be carefully applied giving regard to the levels of management. Care should be taken in the process that no information is suppressed to over emphasize. The utility of information increase if the MIS ensures that the information possesses the necessary attributes. The redundancy of the data and the information is inevitable on a limited scale. MIS should use the redundancy as a measure to control the error in communication. The information is a quality product for the organization. The quality of information as an out going product can be measured on four dimensions, viz., the utility, the
satisfaction, the error and the bias. The MIS should provide specific attention to these quality parameters. A failure to do so would result in a wasteful expenditure in the development of the MIS and poor usage of investment in the hardware and software. The quality can be ensured if the inputs to the MIS are controlled on the factors of impartiality, validity, reliability, consistency and age.
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NEED FOR SYSTEM ANALYSIS

When you asked to computerise a system, as a requirement of the data processing or the information need, it is necessary to analyze the system from different angles. While satisfying such need, the analysis of the system is the basic necessity for an efficient system design. The need for analysis stems from the following point of view.
1. System Objective: It is necessary to define the system objective(s). Many a times, it is observed that the systems are historically in operation and have lost their main purpose of achievement of the objectives. The users of the system and the personnel involved are not in a position to define the objective(s). Since you are going to develop a computer based system, it is necessary to redefine or reset the objective(s) as a reference point in the context of the current business requirement. 2. System Boundaries: It is necessary to establish the system boundaries which would define the scope and the coverage of the system. This helps to sort out and understand the functional boundaries of the system, the department boundaries in the system, and the people involved in the system. It also helps to identify the inputs and the outputs of the various sub-systems covering the entire system. 3. System Importance: It is necessary to understand the importance of the system in the organization. This would throw more light on its utility and would help the designer to decide the design features of the system. It would be possible then to position the system in relation to the other systems for deciding the design strategy and development. 4. Nature of The System: The analysis of the system will help the system designer to conclude whether the system is the closed type or open, and a deterministic or
5.
6.
7.
8.
probabilistic. Such an understanding of the system is necessary, prior to design the process to ensure the necessary design architecture. Role of the System as an Interface: The system, many a times, acts as an interface to the other systems. Hence through such an interface, it activates or promotes some changes in the other systems. It is necessary to understand the existing role of the system, as an interface, to safeguard the interests of the other systems. Any modifications or changes made should not affect the functioning or the objective of the other systems. Participation of Users: The strategic purpose of the analysis of the system is to seek the acceptance of the people to a new development. System analysis process provides a sense of participation to the people. This helps in breaking the resistance to the new development and it also ensure the commitment to the new system. Understanding of Resource Needs: The analysis of the system helps in defining the resource requirements in terms of hardware and software. Hence, if any additional resources are required, this would mean an investment. The management likes to evaluate the investment form the point of view of return on such investment. If the return on the investment is not attractive, the management may drop the project. Assessment of Feasibility: The analysis of the system helps to establish the feasibility from different angles. The system should satisfy the technical, economic and operational feasibility.
Many times, the systems are feasible from the technical and economic point of view: but they may be infeasible from the operational point of view. The assessment of feasibility will save the investment and the system designers time. It would also save the embarrassment to the system designer as he is viewed as the key figure in such projects. One can approach the system analysis and design exercise in a systematic manner in steps, as shown in the Table below :
Steps Need for information
Elaboration
Explanation
Define the nature of Identify the users and information. Also who application of the wants and who uses. information for achieving the objectives. Decide the nature, type Helps to determine the of the system and its system ownership, its scope benefits and complexity. Technical success Hardware and software
Define the Systems
Feasibility
Economic viability Operational effectiveness
availability capability, implementation.
and for
Study the investment and benefits. Assess the improvement in value of the information. Determine the return on investment. Examine whether the system will perform as desired in terms of time and results. Are the users ready to use the system? Detailing requirements the Identify in precise terms, the strategic, functional and operational information needs. Study the sources of generating the Information. Establish I/O linkages. Modify the existing system to satisfy the needs.
Conceptual system
Determine the inputs, Conceptualization is process and outputs, necessary to understand and design a conceptual the system process. model. Draw the document flow charts and the data-flow diagrams, the data and system hierarchy diagrams, the data information versus its users mapping table. Helps in bringing a clarity in the data-flow. The responsibility centres and the process centres are identified.
Detailing the system
Structuring the system Break the system into its Helps in understanding
design
hierarchical structure.
the data-flow from one level to the other and the processes carried out at each level. Helps to put down the data processing flow in the computerized system. Draw the computer system charts. Modules will be data entry, data validation, data processing, reporting and storing.
Conceptual model computer system
of Define step by step the usage of files, processes and interface. Define the data structures and the validation procedures.
Break the system in Make a physical programme modules conversion of the system into the programme structures in a logical order. Develop the test data Test the modules and for checking the system the integrity of the ability system in terms of input versus output. Plan while box and black box testing. Install the system Install on the hardware.
Confirms whether the system design is satisfactory. Suggests the modifications.
Install, test and run the system before the user is exposed in alive mode.
Implementation
Train the personnel. Run Help to identify the the system in parallel. problems and provide Prepare a system solutions. manual. and Review the system through audit trail and test data, also confirm whether the objective is fulfilled. Carry out the Helps to maintain the system quality and the quality of information through modification, if
Review maintenance
modifications, if any.
necessary.
BASICS OF DSS
WHAT IS DSS? DSS is an interactive software-based system intended to help decision makers compile useful information from raw data, documents, personal knowledge, and/or business models to identify and solve problems and make decisions.
Levels of Management in Decision Making
Strategic management
Executives develop organizational goals, strategies, policies, and objectives 2. As part of a strategic planning process
1.
Tactical management
Managers and business professionals in self-directed teams Develop short- and medium-range plans, schedules and budgets 3. Specify the policies, procedures and business objectives for their subunits
1. 2.
Operational management
Managers or members of self-directed teams 2. Develop short-range plans such as weekly production schedules
1.
DECISION STRUCTURE Structured Decisions situations where the procedures to follow when a decision is needed can be specified in advance Unstructured Decisions decision situations where it is not possible to specify in advance most of the decision procedures to follow Semi structured Decisions - decision procedures that can be prespecified, but not enough to lead to a definite recommended decision
COMPONENTS OF DSS
CLASSIFICATION OF DSS Model-driven DSS Communication-driven DSS Data-driven DSS Document-driven DSS Knowledge-driven DSS BENEFITS OF DSS
1. 2. 3. 4. 5. 6. 7. 8.
Improves personal efficiency Accelerate problem solving Facilitates interpersonal communication Promotes learning or training Increases organizational control Generates new evidence in support of a decision Creates a competitive advantage over competition Reveals new approaches to thinking about the problem space
SYSTEMS FROM A FUNCTIONAL PERSPECTIVE
Human resource information system
Finance and accounting information system
Manufacturing information system
Sales and marketing information system
DECISION ANALYSIS BY ANALYTICAL MODELLING Decisions needs to be analyzed for conditions and assumptions considered in the decision model. The process is executed through analytical modeling of problem and solution. The model is analyzed in four ways:
1. What if analysis Decisions are made using a model of the problem for
developing various solution alternatives & testing them for best choice. The model is built with some variables and relationship between variables . in reality, the considered values of variables and relationships may not hold good and therefore solution needs to be tested for an outcome, if considered values of variables or relationship change. This method of analysis is called what if analysis. 2. Sensitivity analysis It is a special case of what if analysis in which only one variable is changed and rest are kept unchanged. It helps to understand the significance of variable in decision making and improves the quality of decision making. 3. Goal achieving analysis in this, the problem is analyzed in exactly reverse way as that of what if analysis or sensitivity analysis. In goal seeking analysis, the goal
is fixed and the variables and values are analyzed, which would help to seek that goal. The work is done backward from the goal. 4. Goal seeking analysis - in this, the goal is not fixed but the decision maker tries to achieve a goal of an optimum value arrived at after satisfying all constraints operating in the problem. The decision maker can use this analysis to work on constraints and resources and find ways to improve upon solution to seek highest goal.
ATTRIBUTES OF THE INFORMATION

1. THE ACCURACY IN REPRESENTATION - The test of accuracy is how
2.
3. 4.
5. 6. 7. 8.
9.
closely it represents a situation or event. The degree of precision will decide the accuracy in representation. THE FORM OF PRESENTATION - Forms are qualitative or quantitative, numeric or graphic, printed or displayed, summarized or detailed. Appropriate form is important. THE FREQUENCY OF REPORTING - How often the information is needed? How often it needs to be updated? THE SCOPE OF REPORTING - The coverage of information in terms of entities, area and range, and the interest shown by the recipient or the decision maker. THE SCOPE OF COLLECTION - Internal from organization or external to organization. THE TIME SCALE - It may relate to the past, the current and the future and can cover the entire time span. THE RELEVANCE TO DECISION MAKING - The information has relevance to a situation and also to a decision making. The irrelevant information is a data. COMPLETE FOR THE DECISION CONSIDERATIONS - The information which covers all the aspects of the decision situation by way of scope , transactions and period is complete. THE TIMELINESS OF REPORTING - The receipt of information on time or when needed is highly useful. The information arriving late , loses its utility as it is outdated.
MIS AND THE SYSTEM ANALYSIS Systems analysis play a central role in the development of MIS. Since the MIS is a conglomerate of various system, a systematic approach in its development help in achieving the objectives of the MIS. Each system within the MIS plays a role which contributes to the accomplishment of the MIS objective The tools of the system and the method of development enforce a discipline on the designer to follow the steps strictly as stipulated. The possibility of a mistake is almost ruled out. The success of MIS lies in meeting the information needs of the various personnel in organization across all levels of the management. The system analysis with its structural analysis and design approach ensures appropriate coverage of the sub systems. The data entioties and attributes are considered completely keeping in view the needs of the systems in question and their interface with other systems. The system analysis begins with the output design which itself ensures that the information need s are considered and displayed in appropriate report or screen format; the subsequent design steps (viz., input process, procedure process) are taken to fulfil these needs. The system may call for an open system design. In such case while making the system analysis and design, the aspect of open system design is considered , and necessary modifications are introduced in the design of the information system. The system analysis and design , as atool of the MIS development , helps in streamlining the procedures of the company to current needs of the business and information objectives. The system analysis and design exercise considers testing the feasibility of the system as an important step. The MIS development process largely relies on the systems analysis and design as a source of the scientific development of MIS. The system analysis is not restricted to the data-process-output. It also covers the technologies which enable the process feasible. An emerging model of MIS is with the databases stored in the back-end servers and the front end users having access to it to manipulate the data to the current requirements. The role of system analyst is more towards data generation, storage and its management in terms of quality, status, access and usage. The development methodology may be the conventional design of data, databases and files approach or object oriented analysis and design approach, the MIS design is same. The difference is in the development cycle time, quality of information, efficiency of design and the ease of maintenance of the system.
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MANAGEMENT LEVELS USING MIS

I) Strategic Planning Level
The strategic planning level involves mangers at the top of the organizational hierarchy. The term strategic indicates the long-term impact of top managers decisions on the entire organization. The term executive is often used to describe a manager on the strategic planning level.
II) Management Control Level

Middle-level managers include regional managers, product directors, and division heads. Their level is called management control level due to their responsibility of putting plans into action and ensuring the accomplishment of goals.
III) Operational Control Level

Lower level managers are persons responsible for carrying out the plans specified by managers on upper levels. Their level is called the operational control level because this is where firm's operation occur. Posted by Shobhika Mathur at 8:19 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
NEED FOR MIS IN MANAGEMENT OF BUSINESS
NEED FOR MIS IN MANAGEMENT OF BUSINESS

1. Increasing complexity of business activity a) International economy Firms of all sizes are subject to economic influences that can originate anywhere in the world. Such influences can be seen in the relative values of the currencies of each nation, where purchases are made in those countries with the highest currency value. b) Worldwide competition Competition exists on a worldwide scale. Its effects can be seen in the imports from foreign countries. c) Increasing complexity of technology Technology is used everywhere in business. Examples are bar code scanners, computer based airline reservation systems, automated teller machines, factory robots ..etc. d) Shrinking time frames All phases of business operations are performed more rapidly than ever before. (telemarketing, electronic sales orders, just in time delivery of raw materials ..etc) e) Social constraints
Some products and services are found undesirable by society. Therefore, business decisions must be based on economic factors, but social costs and payoffs must be considered as well. Plant expansion, new products, new sales outlets and similar actions must all be weighed in terms of their environmental impact. 2. Improved computer capabilities a) Size b) Speed Posted by Shobhika Mathur at 8:08 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
SYSTEMS APPROACH Modern management is based upon a systems approach to the organization. The systems approach views an organization as a set of interrelated sub-systems in which variables are mutually dependent. A system can be perceived as having: some components, functions and the processes performed by these various components; relationships among the components that uniquely bind them together into a conceptual assembly which is called a system; and an organizing principle that gives it a purpose (Albrecht, 1983). The organizing system has five basic parts, which are interdependent (Murdick and Ross, 1975). They are: the individual; the formal and informal organization; patterns of behaviour arising out of role demands of the organization; the role perception of the individuals; and the physical environment in which individuals work. The interrelationship of the sub-systems within an organization is fundamental to the systems approach. The different components of the organization have to operate in a coordinated manner to attain common organizational goals. This results in synergic effects. The term synergy means that when different sub-systems work together they tend to be more efficient than if they work in isolation (Murdick and Ross, 1975). Thus, the output of a system with well integrated sub-systems would be much more than the sum of the outputs of the independent sub-systems working in isolation.
The systems approach provides a total view of the organization. It enables analysis of an organization in a scientific manner, so that operating management systems can be developed and an appropriate MIS designed (Murdick and Ross, 1975). By providing the required information, an MIS can help interrelate, coordinate and integrate different sub-systems within an organization, thus facilitating and increasing coordinated working of the sub-systems, with consequent synergism. The interaction between different components of the organization depends upon integration, communication and decision making. Together they create a linking process in the organization. Integration ensures that different sub-systems work towards the common goal. Coordination and integration are useful controlling mechanisms which ensure smooth functioning in the organization, particularly as organizations become large and increasingly complex. As organizations face environmental complexity, diversity and change, they need more and more internal differentiation, and specialization becomes complex and diverse. The need for integration also increases as structural dimensions increase. Communication integrates different sub-systems (specialized units) at different levels in an organization. It is thus a basic element of the organizational structure necessary for achieving the organization's goals.
STRATEGIES FOR DETERMINING MIS DESIGN MIS design should be specific to an organization, respecting its age, structure, and operations. Six strategies for determining MIS design have been suggested by Blumenthal (1969):
Organization-chart approach
Using this approach, the MIS is designed based on the traditional functional areas, such as finance, administration, production, R&D and extension. These functional areas define current organizational boundaries and structure.
Integrate-later approach
Largely a laissez faire approach, it does not conform to any specified formats as part of an overall design. There is no notion of how the MIS will evolve in the organization.
Such an MIS becomes difficult to integrate. In today's environment - where managers demand quick and repeated access to information from across sub-systems - the integratelater approach is becoming less and less popular.
Data-collection approach
This approach involves collection of all data which might be relevant to MIS design. The collected data are then classified. This classification influences the way the data can be exploited usefully at a later stage. The classification therefore needs to be done extremely carefully.
Database approach
A large and detailed database is amassed, stored and maintained. The database approach is more and more accepted for two main reasons: first, because of data independence it allows for easier system development, even without attempting a complete MIS; and, second, it provides management with immediate access to information required.
Top-down approach
The top-down approach involves defining the information needs for successive layers of management. If information required at the top remains relatively stable in terms of level of detail, content and frequency, the system could fulfil MIS requirements (Zani, 1970). The usefulness of this approach depends on the nature of the organization. It can be suitable for those organizations where there is a difference in the type of information required at the various levels.
Total-system approach
In this approach the interrelationships of the basic information are defined prior to implementation. Data collection, storage and processing are designed and done within the framework of the total system. This approach can be successfully implemented in organizations which are developing.
SPECIAL KINDS OF DSS

SPECIAL KINDS OF DSS Although all DSS are designed to tackle fairly specific types of problems, there are a number of recognized subcategories of DSS. Among them group decision support systems (GDSS) and executive information systems (EIS). At times these can be hard to distinguish from a "conventional" DSS, but both continue to enjoy solid backing in corporations and the separate terminology persists.
GROUP DECISION SUPPORT SYSTEMS. As the name implies, GDSS are used to assist groups of decision makers who have common or overlapping responsibilities, such as executive committees, task forces, and work teams. Some of these tools are designed to be used directly when the group is convened. One example is tallying and processing group member preferences, and then presenting output for the participants to discuss. In other cases the group may never meet, but a centralized system is available to each member for common tasks they perform, such as financial monitoring and reporting. EXECUTIVE INFORMATION SYSTEMS. EISs are suites of data analysis tools that are meant to be applied to a company's most critical financial and performance data. In large organizations, usually this means the EIS has the ability to pull and manipulate dataincreasingly in real time instead of waiting days or weeks for the most recent dataon multiple corporate systems. EISs enjoyed a resurgence in the 1990s in part because of widespread management interest in activity-based costing, data warehousing, and enterprise resource planning systems. Software advances have also made EISs less costly and more powerful. Many of the latest systems are run on client/server technology using a Web browser. Posted by sanjana tyagi at 8:01 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
PROCESS OF MIS The MIS implementation process (Table 3) involves a number of sequential steps (Murdick and Ross, 1975): 1. First establish management information needs and formulate broad systems objectives so as to delineate important decision areas (e.g., general management, financial management or human resources management). Within these decision areas there will be factors relevant to the management decision areas, e.g., general management will be concerned about its relationship with the managing board, institute-client relationships and information to be provided to the staff. This will then lead the design team to ask what information units will be needed to monitor the identified factors of concern. Positions or managers needing information for decision making will be identified. 2. Develop a general description of a possible MIS as a coarse design. This design will have to be further refined by more precise specifications. For efficient management of information processing, the MIS should be based on a few databases related to different sub-systems of the organization. 3. Once the information units needed have been determined and a systems design developed, decide how information will be collected. Positions will be allocated responsibility for generating and packaging the information. 4. Develop a network showing information flows.
5. Test the system until it meets the operational requirements, considering the specifications stipulated for performance and the specified organizational constraints. 6. Re-check that all the critical data pertaining to various sub-systems and for the organization as a whole are fully captured. Ensure that information is generated in a timely manner. 7. Monitor actual implementation of the MIS and its functioning from time to time. Methodology for implementing MIS
1. Understand the organization 2. Analyse the information requirements of the organization 3. Plan overall strategy 4. Review 5. Preliminary analysis 6. Feasibility assessment 7. Detailed fact finding 8. Analysis 9. Design 10. Development 11. Cutover 12. Obtain conceptual schema 13. Recruit database administrator 14. Obtain logical schema 15. Create data dictionary 16. Obtain physical schema 17. Create database 18. Modify data dictionary 19. Develop sub-schemas 20. Modify database 21. Amend database Posted by PARUL BATRA at 8:01 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
DSS & Its Types

A decision support system is a way to model data and make quality decisions based upon it. Making the right decision in business is usually based on the quality of your data and your ability to sift through and analyze the data to find trends in which you can create solutions and strategies for. DSS
or decision support systems are usually computer applications along with a human component that can sift through large amounts of data and pick between the many choices. The key to decision support systems is to collect data, analyze and shape the data that is collected and then try to make sound decisions or construct strategies from analysis. Whether computers, databases or people are involved usually doesn't matter, however it is this process of taking raw or unstructured data, containing and collecting it and then using it to help aid decision making. There are a number of Decision Support Systems. These can be categorized into five types: 1) Communication-driven DSS Most communications-driven DSSs are targetted at internal teams, including partners. Its purpose are to help conduct a meeting, or for users to collaborate. The most common technology used to deploy the DSS is a web or client server. Examples: chats and instant messaging softwares, online collaboration and net-meeting systems. 2) Data-driven DSS Most data-driven DSSs are targeted at managers, staff and also product/service suppliers. It is used to query a database or data warehouse to seek specific answers for specific purposes. It is deployed via a main frame system, client/server link, or via the web. Examples: computer-based databases that have a query system to check (including the incorporation of data to add value to existing databases. 3) Document-driven DSS Document-driven DSSs are more common, targeted at a broad base of user groups. The purpose of such a DSS is to search web pages and find documents on a specific set of keywords or search terms. The usual technology used to set up such DSSs are via the web or a client/server system. 4) Knowledge-driven DSS: Knowledge-driven DSSs or 'knowledgebase' are they are known, are a catch-all category covering a broad range of systems covering users within the organization seting it up, but may also include others interacting with the organization - for example, consumers of a business. It is essentially used to provide management advice or to choose products/services. The typical deployment technology used to set up such systems could be slient/server systems, the web, or software runnung on standalone PCs. 5) Model-driven DSS Model-driven DSSs are complex systems that help analyse decisions or choose between different options. These are used by managers and staff members of a business, or people who interact with the organization, for a number of purposes depending on how the model is set up - scheduling, decision analyses etc. These DSSs can be deployed via software/hardware in stand-alone PCs, client/server systems, or the web. Posted by sanjana tyagi at 7:52 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
DSS APPLICATIONS DEVELOPMENT 1. Model-driven DSS - A model-driven DSS emphasizes access to and manipulation of financial, optimization and/or simulation models. Simple quantitative models provide the most elementary level of functionality. Model-driven DSS use limited data and parameters provided by decision makers to aid decision makers in analyzing a situation, but in general large data bases are not needed for modeldriven DSS.
2. Data-driven DSS - In general, a data-driven DSS emphasizes access to and manipulation of a time-series of internal company data and sometimes external and real-time data. Simple file systems accessed by query and retrieval tools provide the most elementary level of functionality. Data-Driven DSS with On-line Analytical Processing provide the highest level of functionality and decision support that is linked to analysis of large collections of historical data. Executive Information Systems are examples of data-driven DSS (Power, 2002). Initial examples of these systems were called data-oriented DSS, Analysis Information Systems (Alter, 1980) and retrieval-only DSS by Bonczek, Holsapple and Whinston (1981). 3. Communications-driven DSS- Communications-driven DSS use network and communications technologies to facilitate decision-relevant collaboration and communication. In these systems, communication technologies are the dominant architectural component. Tools used include groupware, video conferencing and computer-based bulletin boards (Power, 2002). 4. Document-driven DSS - A document-driven DSS uses computer storage and processing technologies to provide document retrieval and analysis. Large document databases may include scanned documents, hypertext documents, images, sounds and video. Examples of documents that might be accessed by a document-driven DSS are policies and procedures, product specifications, catalogs, and corporate historical documents, including minutes of meetings and correspondence. A search engine is a primary decision-aiding tool associated with a document-driven DSS (Power, 2002). These systems have also been called textoriented DSS (Holsappleand Whinston,1996). 5. Knowledge-driven DSS - Knowledge-driven DSS can suggest or recommend actions to managers. These DSS are person-computer systems with specialized problem-solving expertise. The "expertise" consists of knowledge about a particular domain, understanding of problems within that domain, and "skill" at solving some of these problems (Power, 2002). These systems have been called suggestion DSS (Alter, 1980) and knowledge-based DSS (Klein & Methlie, 1995). Goul, Henderson, andTonge (1992) examined Artificial Intelligence (AI) contributions to DSS. 6. Web-based DSS - Beginning in approximately 1995, the World-wide Web and global Internet provided a technology platform for further extending the capabilities and deployment of computerized decision support. The release of the HTML 2.0 specifications with form tags and tables was a turning point in the development of web-based DSS. In 1995, a number of papers were presented on using the Web and Internet for decision support at the 3rd International Conference of the International Society for Decision Support Systems (ISDSS). In addition to Web-based, model-driven DSS, researchers were reporting Web access to data warehouses. DSS Research Resources was started as a web-based collection of
bookmarks. By 1995, the World-Wide Web (Berners-Lee, 1996) was recognized by a number of software developers and academics as a serious platform for implementing all types of Decision Support Systems (cf., Bhargava & Power, 2001).
WHY AN MIS MIGHT FAIL? MIS systems are complex and expensive pieces of software, and many people are involved with the design both within the organisation and from outside. Often they are built by software houses to the precise requirements of the organisation. So the client organisation needs to be very clear as to what it wants, and the software house analysts need also to be very clear about the requirements.
MIS failures can be expensive and bring bad publicity to all parties. They can arise due to:

Inadequate analysis - problems, needs and constraints arent understood in the early stages. Lack of management involved in the design wrong expectations of a new system / no-one understands the system. Emphasis on the computer system Need procedures for handling input and output / select the right hardware and software Concentration on low-level data processing Information must be easily accessible and understood Lack of management knowledge of ICT systems and capabilities managers know what they want from the system but dont understand the technology Lack of teamwork An ICT manager must co-ordinate the accounts, marketing, sales etc. departments and help everyone understand the benefits of the system Lack of professional standards All systems need clear documentation that all users can understand (not just the ICT literate) High level of use - Is it actually used? Some systems dont become operational for reasons such as it taking too long to enter data. High level of user satisfaction - Do users like the systems? Accomplishment of original objectives - Have the objectives specified in the analysis stage been achieved? Appropriate nature of use - Is the software being correctly used?
Has proper training been given?
Organisations can judge how successful the implementation of an MIS system has been by applying the following evaluations:

Institutionalisation of the system - Has it been taken on board enthusiastically?
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ROLE OF MIS DEVELOPER & COMPUTER PROGRAMMER/APPLICATION DEVELOPER IN DEVELOPING MIS ROLE OF MIS COORDINATOR Interact with user groups Identify the needs of users of MIS Designing of reporting formats Identify systems of information flow Ensure smooth flow of information within and outside the organization Time management tracking inputs/reports Act as interface among sections and management tiers Identify training needs of staff in MIS jointly with application developer Organize monthly/periodic meetings to assess performance, maintain minutes and follow-up on the decisions Interface with the various divisions/units in the organization for information sharing ROLE OF COMPUTER PROGRAMMER/APPLICATION DEVELOPER Participate in assessing users information needs Develop computer based applications Undertake initial testing and debugging applications Operationalize the applications Staff training Extend on-going support to users in handling the applications Focus on customizing inexpensive market software for agency needs
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STEPS IN DEVELOPING MIS Preliminary Investigation In this phase, the agency needs to critically assess its current system in order to justify the cost and time involved before deciding on having a new MIS. The facilitator needs to clarify the MIS need not always involve computers. However, if there are computers the work gets accelerated. Requirements Analysis The facilitator discusses the methods and means of ascertaining the information needs to be addressed by MIS. Further, the mechanisms for gathering information from primary and secondary sources are to be determined by agencies. A critical factor is ascertaining MIS needs of primary and secondary users. System Design The facilitator explains basics of a MIS system elucidating the inputs, the processing and the outputs. While inputs include information provided by front-line workers, the outputs could be various types of reports, including those sent periodically to funders. The procedures define how and in what format the information will be inputted and by whom and at what intervals. The storage could be manual or electronic or both. Design specifies the operational parameters at a drawing board stage. One of the inputs for MIS could be information from a client database. Other stages The facilitator systematically discusses the different steps in MIS development in a universalized perspective. In other words, it needs to be specified that these steps need to be tailored to ones own situation. In the acquisition stage, hardware is procured after appraisals and cost analysis. Draw attention to the need to ensure compatibility between what is being acquired and what is already available within the agency. The implementation step is a crucial one consuming considerable amount of time in MIS development. Here the application development is done customized to the agencys needs. The procedure and user manuals are developed and personnel are oriented in using MIS.The software is installed once it is tested and debugged.
ACHIEVING SOUND MIS The development of sound MIS is the result of the development and enforcement of a culture of system ownership. An "owner" is a system user who knows current customer and constituent needs and also has budget authority to fund new projects. Building "ownership" promotes pride in institution processes and helps ensure accountability. Although MIS does not necessarily reduce expenses, the development of meaningful systems, and their proper use, will lessen the probability that erroneous decisions will be made because of inaccurate or untimely information. Erroneous decisions invariably misallocate and/or waste resources. This may result in an adverse impact on earnings and/or capital. MIS which meets the five elements of usability is a critical ingredient to an institution's short- and long-range planning efforts. To achieve sound MIS, the organization's planning process should include consideration of MIS needs at both the tactical and strategic levels. For example, at a tactical level MIS systems and report output should support the annual operating plan and budgetary processes. They should also be used in support of the long term strategic MIS and business planning initiatives. Without the development of an effective MIS, it is more difficult for management to measure and monitor the success of new initiatives and the progress of ongoing projects. Two common examples of this would be the management of mergers and acquisitions or the continuing development and the introduction of new products and services. Management needs to ensure that MIS systems are developed according to a sound methodology that encompasses the following phases: 1. Appropriate analysis of system alternatives, approval points as the system is developed or acquired, and task organization. 2. Program development and negotiation of contracts with equipment and software vendors. 3. Development of user instructions, training, and testing of the system. 4. Installation and maintenance of the system. 5. Management should also consider use of "project management techniques" to monitor progress as the MIS system is being developed. Internal controls must be woven into the processes and periodically reviewed by auditors. 6. Management also should ensure that managers and staff receive initial and ongoing training in MIS. In addition, user manuals should be available and provide the following information: A brief description of the application or system. Input instructions, including collection points and times to send updated information.
Balancing and reconciliation procedures. A complete listing of output reports, including samples. Depending on the size and complexity of its MIS system, an institution may need to use different manuals for different users such as first-level users, unit managers, and programmers. MIS: A TOOL FOR IMPLEMENTATION OF MANAGEMENT PROCESSES
The process of management requires a lot of data and information for execution of the plan. This requirement arises on account of the fact that in each step of management, a variety of decisions are taken to correct the course of development. The decisions or actions are promoted due to the feedback given by the control system incorporated in the management system. The control of overall performance is made possible by way of budget summaries or reports.The exception report identify the weakness in the system of management. If effective management system is to be assured, it has to rest on business information. The management performance improves if the business risks and uncertainties are handled effectively. The information support improves the lack of knowledge , enriches experience and improves analytical abilities leading to better business judgement.A good MIS must furnish information to the managers to expand their knowledge base. The MIS
should provide the support to act and to act decisively. It should support management in terms of basic business information at the corporate level and meet the specific needs of information.
PHYSICAL VIEW OF MIS
The physical view of MIS can be seen as as assembly of several subsystems based on the databases in the organisation. These subsystems range from data collection, transacion processing and validating, processing, analysing and storing the information in databases. The subsystems could be at a functional level or a corporate level. The information is evolved through them for a functional or a departmental management and it provides the information for the management of business at the corporate level.All the systems shown in the above diagram together are MISs.
CONCEPTUAL VIEW OF MIS
The concept is a blend of principles, theories and practices of management, information and system giving rise to a single product called MANAGEMENT INFORMATION SYSTEM. The concept of management gives high regard to the individual and his ability to use the information. MIS gives information through data analysis. While analyzing the information, it relies on many academic disciplines like management science, OR, organization behavior, psychology, etc. The foundation of MIS is the principles of management and its practices. MIS uses the concept of management control in its design and relies heavily on the fact that the decision maker is a human being and is a human processor of information. A MIS can be evolved for a specific objective it is evolved after systematic planning and design. It calls for an analysis of business, management views and policies, organization culture and the management style. The MIS,therefore relies heavily on systems theory.The systems theory offers solutions to handle complex situations of the input and output flows. it uses theory of communication which helps to evolve a system design capable of handling data inputs, process, the outputs with the least possible noise or distortion in transmitting the information from a source to destination.
IMPACT OF BEHAVIOR ON DECISION MAKING
A manager being a human being, behaves in a peculiar way in a given situation. The response of one manger may not be same as that of two mangers as they differ in behavior platforms. The mangers differ in their approach towards decision making in the organisation and therefore classified into two categories:
Achievement oriented managers:Such type of mangers always looks for excellence.They always opt for the best and enterprising in every aspect of decision making. He will endeavor to develop all possible alternatives. He would be scientific and therefore more rational. Task oriented managers:Such type of managers looks for completion of the task somehow. They are not interested in identifying various new alternatives.
Managers personal values will definitely influence ultimately.Some managers show nature of risk avoidance. They have a conservative approach to decision making,i.e. low risk and no risk. even though decision tools are available . Choice of tools depends on the motives of the manager.Behavior is also influenced by position he holds in the organization. Fear and anxiety that personal image may be tarnished and career prospects in the organization may be spoiled due to defeat or failure.Manager behavior is mix of personal values, atmosphere in the organization, motives and motivation and resistance to change.
TYPES OF INFORMATION SYSTEM
Information systems differ in their business needs and the information varies depending upon different levels in organization. information system can be broadly categorized into following :
Transaction processing system Management Information System Decision support system
The information needs are different at different organizational levels. Accordingly the information can be categorized into following:

Strategic information Managerial information Operational information.
Transaction Processing Systems

1. It processes business transaction of the organization. Transaction can be any
activity of the organization. For example, take a railway reservation system. Booking, canceling, etc are all transactions. Any query made to it is a transaction. 2. This provides high speed and accurate processing of record keeping of basic operational processes and include calculation, storage and retrieval. 3. Transaction processing systems provide speed and accuracy, and can be programmed to follow routines functions of the organization. Management Information Systems
1. It assist lower management in problem solving and making decisions. They use the
results of transaction processing and some other information also. 2. An important element of MIS is database.A database is a non-redundant collection of interrelated data items that can be processed through application programs and available to many users. Decision Support Systems
1. These systems assist higher management to make long term decisions. These type
of systems handle unstructured or semi structured decisions. A decision is considered unstructured if there are no clear procedures for making the decision and if not all the factors to be considered in the decision can be readily identified in advance. 2. A decision support system must very flexible. 3. The user should be able to produce customized reports by giving particular data and format specific to particular situations.
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DATA VERSUS INFORMATION

1. Data refers to the lowest abstract or a raw input which when processed or arranged
2.
3. 4. 5.
makes meaningful output.Data consists of facts and figures that are relatively meaningless to the user. It is not enough to have data (such as statistics on the economy). Data in themselves are fairly useless. In computer parlance, a spreadsheet generally starts out by holding data. When data are processed, organized, structured or presented in a given context so as to make them useful, they are called Information.In computer parlance, a relational database makes information from the data stored within it. Data is the computer's language. Information is our translation of this language. The transformation of data into information is performed by an information processor. The information processor is one of the key elements in the conceptual system and can include: Computer components Non-computer components Combination of the two
BASICS OF MIS INFORMATION MANAGEMENT The following are the 5 types of resources which a manager is required to manage effectively: 1. Material 2. Machines 3. Money 4. Personnel 5. Information
Above 4 resources are categorized as physical and information is categorized as conceptual. INTEREST IN INFORMATION MANAGEMENT 1. Increasing complexity of business activity a. International economy b. Global competition c. Technology complications d. Time factor e. Social constraints 2. Improved computer capabilities a. Size b. Speed USERS OF INFORMATION 1. Managers Managers need information for solving problems. Embracing the MIS concept made several firms develop applications specifically aimed at management support. 2. Non-managers Non-managers and staff specialists also use the MIS output. 3. Persons & organizations in the firms environment Users outside the company for example- customers receiving invoices, stockholders getting dividend checks, and the federal government checking tax reports.
ENTERPRISE MANAGEMENT SYSTEM

Enterprise Management Systems (EM Systems) are Network Management Systems (NMSs) capable of managing devices, independent of vendors and protocols, in Internet Protocol (IP)-based enterprise networks. Following is an overview of the network and software architecture of typical EM Systems from two perspectives: 1. Network ArchitectureThis perspective describes the physical network topology of the managers and agents.
2. Software ArchitectureThis perspective describes the software construction of the manager and agent components.
Network Architectures
The network architecture describes how the EM Systems is deployed. There are several models that can be employed to organize how the managers are organized. Models can be a single central manager, hierarchical managers, distributed peer managers, etc. Network architecture also includes the management protocols that are used to communicate information about the management resource between the managers and agents.
Software Architectures
The software architecture describes the EM Systems internal construction. This architecture includes the information model that is the software representation of the managed resources and the functional capabilities of the network management system, such as FCAPS functions. EM Systems software architectures can be classified into the following categories: 1. Element Management Systems (EMSs)This class of systems are developed by computer and network switch manufacturers, and are specialized to manage only a particular device. 2. Management PlatformsThis class of systems are actually development frameworks for NMSs. There are two development frameworks available, one for the agent side and the other for the management side. 3. Management ApplicationsThis class of systems can implement one or more FCAPS functions and may implement these functions in both categories, depending on the scope of the managed resources. 4. Management SystemsThis class of systems provides core services, which are accessed via APIs, to the management applications.
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System Analysis and Design (SAD)

Introduction to System Analysis and Design (SAD) System are created to solve Problems. One can think of the systemsapproch as an organised way of dealing with a problem. In , the subject system analysis and design, mainly deals with the software development activities.
this dynamic wor ld
This post include:
What is System? What are diffrent Phases of System Development Life Cycle? What are the component of system analysis?
What are the component of system designing?
What is System? A collection of components that work together to realize some objectives forms a system. Basically there are three major components in every system, namely input, processing and output.
In a system the different components are connected with each other and they are interdependent. For example, human body represents a complete natural system. We are also bound by many national systems such as political system, economic system, educational system and so forth. The objective of the system demands that some output is produced as a result of processing the suitable inputs. A well-designed system also includes an additional element referred to as control that provides a feedback to achieve desired objectives of the system. SYSTEM LIFE CYCLE System life cycle is an organizational process of developing and maintaining systems. It helps in establishing a system project plan, because it gives overall list of processes and sub-processes required for developing a system. System development life cycle means combination of various activities. In other words we can say that various activities put together are referred as system development life cycle. In the System Analysis and Design terminology, the system development life cycle also means software development life cycle. Following are the different phases of system development life cycle:

Preliminary Study Feasibility study Detailed system study System analysis System design Coding Testing Implementation Maintenance
The different phases of system development life cycle is shown in this diagram
Phases of System Development Life Cycle PHASES OF SYSTEM DEVELOPMENT LIFE CYCLE Let us now describe the different phases and related activities of system development life cycle. (a) Preliminary System Study Preliminary system study is the first stage of system development life cycle. This is a brief investigation of the system under consideration and gives a clear picture of what actually the physical system is? In practice, the initial system study involves the preparation of a System Proposal which lists the Problem Definition, Objectives of the Study, Terms of reference for Study, Constraints, Expected benefits of the new system, etc. in the light of the user requirements. The system proposal is prepared by the System Analyst (who studiesthe system) and places it before the user management. The management may accept the proposal and the cycle proceeds to the next stage. The management may also reject the proposal or request some modifications in the proposal. In summary, we would say that system study phase passes through the following steps:

Problem identification and project initiation Background analysis Inference or findings (system proposal)
(b) Feasibility Study In case the system proposal is acceptable to the management, the next phase is to examine the feasibility of the system. The feasibility study is basically the test of the proposed system in the light of its workability, meeting users requirements, effective use of resources and of course, the cost effectiveness. These are categorized as technical, operational, economic and schedule feasibility. The main goal of feasibility study is not to solve the problem but to achieve the scope. In the process of feasibility study, the cost and benefits are estimated with greater accuracy to find the Return on Investment (ROI). This also defines the resources needed to complete the detailed investigation. The result is a feasibility report submitted to the management. This may be accepted or accepted with modifications or rejected. The system cycle proceeds only if the management accepts it. (c) Detailed System Study The detailed investigation of the system is carried out in accordance with the objectives of the proposed system. This involves detailed study of various operations performed by a system and their relationships within and outside the system. During this process, data are collected on the available files, decision points and transactions handled by the present system. Interviews, on-site observation and questionnaire are the tools used for detailed system study. Using the following steps it becomes easy to draw the exact boundary of the new system under consideration:
Keeping in view the problems and new requirements
Workout the pros and cons including new areas of the system
All the data and the findings must be documented in the form of detailed data flow diagrams (DFDs), data dictionary, logical data structures and miniature specification. The main points to be discussed in this stage are:

Specification of what the new system is to accomplish based on the user requirements. Functional hierarchy showing the functions to be performed by the new system and their relationship with each other. Functional network, which are similar to function hierarchy but they highlight the functions which are common to more than one procedure. List of attributes of the entities these are the data items which need to be held about each entity (record)
(d) System Analysis Systems analysis is a process of collecting factual data, understand the processes involved, identifying problems and recommending feasible suggestions for improving the system functioning. This involves studying the business processes, gathering operational data, understand the information flow, finding out bottlenecks and evolving solutions for overcoming the weaknesses of the system so as to achieve the organizational goals. System Analysis also includes subdividing of complex process involving the entire system, identification of data store and manual processes. The major objectives of systems analysis are to find answers for each business process: What is being done, How is it being done, Who is doing it, When is he doing it, Why is it being done and How can it be improved? It is more of a thinking process and involves the creative skills of the System Analyst. It attempts to give birth to a new efficient system that satisfies the current needs of the user and has scope for future growth within the organizational constraints. The result of this process is a logical system design. Systems analysis is an iterative process that continues until a preferred and acceptable solution emerges. (e) System Design Based on the user requirements and the detailed analysis of the existing system, the new system must be designed. This is the phase of system designing. It is the most crucial phase in the developments of a system. The logical system design arrived at as a result of systems analysis is converted into physical system design. Normally, the design proceeds in two stages:
Preliminary or General Design: In the preliminary or general design, the features of the new system are specified. The costs of implementing these features and the benefits to be derived are estimated. If the project is still considered to be feasible, we move to the detailed design stage. Structured or Detailed Design: In the detailed design stage, computer oriented work begins in earnest. At this stage, the design of the system becomes more structured. Structure design is a blue print of a computer system solution to a given problem having the same components and inter-relationships among the same components as the original problem. Input, output, databases, forms, codification schemes and processing specifications are drawn up in detail.
In the design stage, the programming language and the hardware and software platform in which the new system will run are also decided. There are several tools and techniques used for describing the system design of the system. These tools and techniques are:
Flowchart Data flow diagram (DFD) Data dictionary Structured English Decision table Decision tree
Each of the above tools for designing will be discussed in detailed in the next lesson. The system design involves: i. Defining precisely the required system output ii. Determining the data requirement for producing the output iii. Determining the medium and format of files and databases iv. Devising processing methods and use of software to produce output v. Determine the methods of data capture and data input vi. Designing Input forms vii. Designing Codification Schemes viii. Detailed manual procedures ix. Documenting the Design
(f) Coding The system design needs to be implemented to make it a workable system. This demands the coding of design into computer understandable language, i.e., programming language. This is also called the programming phase in which the programmer converts the program specifications into computer instructions, which we refer to as programs. It is an important stage where the defined procedures are transformed into control specifications by the help of a computer language. The programs coordinate the data movements and control the entire process in a system. It is generally felt that the programs must be modular in nature. This helps in fast development, maintenance and future changes, if required. (g) Testing Before actually implementing the new system into operation, a test run of the system is done for removing the bugs, if any. It is an important phase of a successful system. After codifying the whole programs of the system, a test plan should be developed and run on a given set of test data. The output of the test run should match the expected results. Sometimes, system testing is considered a part of implementation process. Using the test data following test run are carried out:
Program test: When the programs have been coded, compiled and brought to working conditions, they must be individually tested with the prepared test data. Any undesirable happening must be noted and debugged (error corrections) System Test: After carrying out the program test for each of the programs of the system and errors removed, then system test is done. At this stage the test is done on actual data. The complete system is executed on the actual data. At each stage of the execution, the results or output of the system is analysed. During the result analysis, it may be found that the outputs are not matching the expected output of the system. In such case, the errors in the particular programs are identified and are fixed and further tested for the expected output. When it is ensured that the system is running error-free, the users are called with their own actual data so that the system could be shown running as per their requirements.
(h) Implementation After having the user acceptance of the new system developed, the implementation phase begins. Implementation is the stage of a project during which theory is turned into practice. The major steps involved in this phase are:

Acquisition and Installation of Hardware and Software Conversion User Training Documentation
The hardware and the relevant software required for running the system must be made fully operational before implementation. The conversion is also one of the most critical and expensive activities in the system development life cycle. The data from the old system needs to be converted to operate in the new format of the new system. The database needs to be setup with security and recovery procedures fully defined. During this phase, all the programs of the system are loaded onto the users computer. After loading the system, training of the user starts. Main topics of such type of training are:

How to execute the package How to enter the data How to process the data (processing details) How to take out the reports
After the users are trained about the computerized system, working has to shift from manual to computerized working. The process is called Changeover. The following strategies are followed for changeover of the system. (i) Direct Changeover: This is the complete replacement of the old system by the new system. It is a risky approach and requires comprehensive system testing and training. (ii) Parallel run: In parallel run both the systems, i.e., computerized and manual, are executed simultaneously for certain defined period. The same data is processed by both the systems. This strategy is less risky but more expensive because of the following:

Manual results can be compared with the results of the computerized system. The operational work is doubled. Failure of the computerized system at the early stage does not affect the working of the organization, because the manual system continues to work, as it used to do.
(iii) Pilot run: In this type of run, the new system is run with the data from one or more of the previous periods for the whole or part of the system. The results are compared with the old system results. It is less expensive and risky than parallel run approach. This strategy builds the confidence and the errors are traced easily without affecting the operations. The documentation of the system is also one of the most important activity in the system development life cycle. This ensures the continuity of the system. There are generally two types of documentation prepared for any system. These are:

User or Operator Documentation System Documentation
The user documentation is a complete description of the system from the users point of view detailing how to use or operate the system. It also includes the major error messages likely to be
encountered by the users. The system documentation contains the details of system design, programs, their coding, system flow, data dictionary, process description, etc. This helps to understand the system and permit changes to be made in the existing system to satisfy new user needs. (i) Maintenance Maintenance is necessary to eliminate errors in the system during its working life and to tune the system to any variations in its working environments. It has been seen that there are always some errors found in the systems that must be noted and corrected. It also means the review of the system from time to time. The review of the system is done for:

knowing the full capabilities of the system knowing the required changes or the additional requirements studying the performance.
If a major change to a system is needed, a new project may have to be set up to carry out the change. The new project will then proceed through all the above life cycle phases. Posted by Nitesh Soni at 8:47 AM 30 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
MIS AND SUPPORT TO BUSINESS

SYSTEM COMPONENTS INPUTS BUSINESS SYSTEM MANAGEMENT INFORMATION SYSTEM Data from transaction of purchase, production and sales, receipts and payments Transaction processing and data processing.
Raw materials, plants and machinery,manufacturing,selling arrangement,accounting Purchasing,manufacturing,selling, accounting
PROCESS
OUTPUT
Quantity of production, sales,stock, income and profit.
Computation of production in number, sales in value, stocks in weight. Income less assigned cost Algebraic comparison module to compare income vs budgeted income profit vs budgeted profit.
SENSOR COMPARISON UNIT
Profit Expectation of profit vs actual profit
CORRECTIVE UNIT
Managing director Business decision
Marketing manager Pricing, advertising and promoting decisons.
Posted by vidhi sharma at 8:46 AM 0 comments Email ThisBlogThis!Share to TwitterShare to Facebook Links to this post Labels: MIS Reactions:
MIS and System Concepts
MIS and System Concepts

The
MIS is an arrangement of data processing and information systems in an orderly manner to support the management in achieving the business objectives. The MIS boundaries cross the limits of the organization and draw the data from the source external to the organization. MIS follows a generalized model of a system as
stipulated into the theory and performs on the principle of feedback and control. It works on the principle of control by exception.
MIS is designed to provide the information which is exceptional in nature form the point of view of business. The exceptions could be abnormal events, surprising developments, shocking news, or something that was not consistent with the exceptions. The MIS must catch all such points and reports then to the concerned management. It must, therefore, recognize all such possible points and provide a measure for comparison with the actual performance. Unless such a feature is included, the MIS will be supplying merely data and not information. The MIS, initially, concentrates on the quality of in put satisfying the parameters, viz., impartiality, validity, reliability, consistency and age. A large amount of system effort is spent in this area to ensure the quality of the input. The MIS provides a system for data processing and data analysis. It uses a number of applications and business models, operational research models and applications and business models, operational research models and application packages to produce the information. The MIS has a provision to display the information and also print it in a report format. It also provides a facility to store the intermediate results, which are used in a number of other systems. The MIS is a combination of the deterministic and the closed systems, and the probabilistic and the open systems. By nature, the MIS is an open system interfacing continuously with the internal and the external environment and is self organizing to meet the ever increasing and changing information needs of the organization.
Types of Management Information Systems
Management information systems can be used as a support to managers to provide a competitive advantage. The system must support the goals of the organization. Most organizations are structured along functional lines, and the typical systems are identified as follows: Marketing management information systems: A marketing management information system supports managerial activity in the area of distribution, product development, pricing decisions, promotional effectiveness, and sales forecasting. More than any other functional area, marketing systems rely on external sources of data. Human resources management information systems: Human resources management information systems are concerned with activities related to workers, managers, and other individuals employed by the organization. Because the personnel function relates to all other areas in business, the human resources management information system plays a valuable role in ensuring organizational success. Activities performed by the
human resources management information systems include, work-force analysis and planning, hiring, training, and job assignments. Financial management information systems: The financial management information system provides financial information to all financial managers within an organization including the chief financial officer. The chief financial officer analyzes historical and current financial activity, projects future financial needs, and monitors and controls the use of funds over time using the information developed by the MIS department. Accounting management information systems: All accounting reports are shared by all levels of accounting managers. The above are examples of the major management information systems. There may be other management information systems if the company is identified by different functional areas.

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Lecture Notes MIS

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software. culture. hardware. procedures. people. Medium

4. Windows XP would be an example of the __________________ component of an information system. a. software

hardware data procedure people Easy

7. A computer security protocol for __________________ component a. b. c. d. e. Answer:

software hardware data procedure people Medium

____________________. software. system hardware. procedure. Easy

achieve: objectives. parity. fairness. security. employees. Easy

include: communication. problem-solving. reasoning. collaboration. above. Easy

abstract All e of the Difficulty:

component. hardware people data software

73. The most important component of an information system is the_________________. a. software.

b. c. d. e. Answer: 24. a. b. c. d. Answer: a The process of e

software hardware context procedures Medium

29. a. b. c. d. e. Answer: 80. a. b. c. d. e. Answer: 31. a. b. c. d. e. Answer: 32. a. b. c. d. e. Answer: A

_________. data information truth above above Medium

all none b Recorded facts

of of Difficulty: and figures

_________. data information truth above above Medium

all none a good large information

of of Difficulty: system quantities colorful user data much will

information. graphics. tools. flows. needed. Hard

data information truth above above Medium

data information truth above above Medium

data. grouped technical processed context

c the following is not a

Difficulty: characteristic of good

a Information must be ___;

relevant economical timely accurate c Difficulty: Medium

active passive proper business Medium

probably be analyst. important. timely. irrelevant. accurate.

Difficulty: effective, information must

timely. adaptable. producing it. another system. comprehensive. Medium

a. b. c. d. Answer: 44. a. b. c. d. The IT

brokers workers workers workers Medium that:

47. The cost as measured __________________ a. b. c. d. Answer:

pace increasing dropping drastically Hard

gradually grow increase grow increase Difficulty:

increase 50% 100% 200% exponentially Hard

good vapid good

basis and for

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ELEMENTS traditional knowledge documents in files and folders

USAGE oral transmission and exchange visual inspection and analysis

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Integrated Financial Management Information Systems

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