MB0031 Management Information System
MB0031 Management Information System
Q.1 Define MIS? What are the objectives and characteristics of MIS ?
OBJECTIVES OF MIS:-
Management Directed
Because of management orientation of MIS, it is necessary that management should actively
direct the system development efforts. In order to ensure the effectiveness of system designed,
management should continuously make reviews.
Integrated
The world "integration" means that the system has to cover all the functional areas of an
organization so as to produce more meaningful management information, with a view to
achieving the objectives of the organization. It has to consider various sub-system their
objectives, information needs, and recognize the interdependence, that these subsystem have
amongst themselves, so that common areas of information are identified and processed without
repetition and overlapping
Q.2 Explain strategic MIS categories in detail. Give illustrations for each category.
A SIS is a type of Information System that is aligned with business strategy and structure.
The alignment increases the capability to respond faster to environmental changes and thus
creates a competitive advantage. An early example was the favorable position afforded American
and United Airlines by their reservation systems, Sabre and Apollo. For many years these two
systems ensured that the two carriers' flights appeared on the first screens observed by travel
agents, thus increasing their bookings relative to competitors. A major source of controversy
surrounding SIS is their sustainability.
SISs are different from other comparable systems as:
It is mainly concerned with providing and organization and its members an assistance to perform
the routine tasks efficiently and effectively. One of the major issue before any organization is the
challenge of meeting its goals and objectives. Strategic IS enable such organization in realizing
their goals. Strategic Information System (SIS) is a support to the existing system and helps in
achieving a competitive advantage over the organizations competitors in terms of its objectives.
This unit deals with the critical aspects of the strategic information system. This units indicates
the theoretical concepts and the way in which the same are realized in practice. The flow of the
unit is in such a way that it starts with the development of contemporary theory about strategic
uses of corporations' internal information systems leading to systems which transcend the
boundaries of particular organizations. The process whereby strategic information systems are
created or identified is then examined. A number of weaknesses in the existing body of theory
are identified, and suggestions made as to directions in which knowledge is or may be
progressing. A strategic information system is concerned with systems which contribute
significantly to the achievement of an organization's overall objectives. The body of knowledge
is of recent origin and highly dynamic, and the area has an aura of excitement about it. The
emergence of the key ideas, the process whereby strategic information systems come into being
is assessed, areas of weakness are identified, and directions of current and future development
suggested.
Q.3 Write a detailed note on the planning and development of Management Information
Systems.
Answer: Information is a corporate resource, as important as the capital, labour, know-how etc.
and is being used for decision-making. Its quality, therefore, is required to be very high.
A low quality information would adversely affect the organizational performance as it affects
decision-making. The quality of information is the result of the quality of the input data,
processing design, system design, system and procedures which generate such a data, and the
management of the data processing function. Quality, unlike any other product, is not an absolute
concept. Its level is determined with reference to the context and its use, and the user. Perfect
quality just as perfect information is nonachievable and has cost-benefit implications.
However, it is possible to measure the quality of information on certain parameters. All these
parameters need not have a very high value. Some parameters may have lesser importance in the
total value on account of their relevance in the information and its use.
The quality parameters which are generally considered are shown in the table
Effect on
Individual
Explanation information Examples
Differences
processing
The degree of
perception in The production
Locus of control assessing the control More information decisions, selection
internal or external which is internal to gathering and of tools and
to the situation. the organization or analysis, if internal. materials
external to the etc.
organization.
Low dogmatism, The pricing,
The degree of faith
Personal then more advertising in a
in beliefs, opinions
dogmatism. information Competitive
and past experience.
collection and environment.
processing.
Higher, then more The top
The ability to take
information management
Risk propensity. the risk.
gathering decision-making in
and analysis. a strategic planning.
Level of clarity
Tight tolerance then
required in the Manager Constantly
Tolerance for more information
information. The asking for more
ambiguity. collection and
ability to read information.
analysis.
through the
information.
The ability to Experienced and
manipulate the data Skillful managers
Manipulative High ability, then
and information vis- rely on the
intelligence. less information and
à-vis the stored manipulative
more self analysis.
information and intelligence.
knowledge.
The managers with a
High, then correct
wide experience in
Extent of experience filtering of data and
Experience in the different fields
at particular level of appropriate choice
decision-making. of management call
decision making. of decision making
for precise and less
process.
but pertinent
information.
The extent of
Higher, then less The Technocrat
Knowledge of the knowledge in the
information relevant scientists, and
task, tools and application of the
to and tools correct managers of
technology. tools and
analysis. technology have
technology.
definite information.
The quality of these important parameters is ensured by conducting a proper systems analysis,
designing a suitable information system and ensuring its maintenance from time to time, and also
subjecting it to audit checks to ensure the system integrity.
The quality of the parameters is assured if the following steps are taken.
1. All the input is processed and controlled, as input and process design.
2. All updating and corrections are completed before the data processing begins.
3. Inputs (transactions, documents, fields and records) are subject to validity checks.
4. The access to the data files is protected and secured through an authorization scheme.
5. Intermediate processing checks are introduced to ensure that the complete data is
processed right through, i.e. run to run controls.
6. Due attention is given to the proper file selection in terms of data, periods and so on.
7. Backup of the data and files are taken to safeguard corruption or loss of data.
8. The system audit is conducted from time to time to ensure that the information system
specifications are not violated.
9. The system modifications are approved by following a set procedure which begins with
authorization of a change to its implementation followed by an audit.
10. Systems are developed with a standard specification of design and development.
11. Information system processing is controlled through programme control, process control
and access control.
12. Ensure MIS model confirms consistency to business plan satisfying information needs to
achieve business goals.
The assurance of quality is a continuing function and needs to be evolved over a period and
requires to be monitored properly. It cannot be assessed in physical units of measure. The user of
the information is the best judge of the quality.
Q.4 Explain in detail the necessity and importance of Systems Design in MIS.
Answer: The business application system demands designing of systems suitable to the
application in project.
The major steps involved in the design are the following:
Input Design - Input design is defined as the input requirement specification as per a format
required. Input design begins long before the data arrives at the device. The analyst will have to
design source documents, input screens and methods and procedures for getting the data into the
computer.
Output Design – The design of the output is based on the requirement of the user – manager,
customer etc. The output formats have to very friendly to the user. Therefore the designer has to
ensure the appropriateness of the output format.
Development – When the design and its methodology is approved, the system is developed
using appropriate business models. The development has to be in accordance to a given standard.
The norms have to be strictly adhered to.
Testing – Exhaustive and thorough testing must be conducted to ascertain whether the system
produces the right results. Testing is time consuming: Test data must be carefully prepared,
results reviewed and corrections made in the system. In some instances, parts of the system may
have to be redesigned. Testing an information system can be broken down into three types of
activities: unit testing, system testing and acceptance testing. Unit testing or program testing
consists of testing each program separately in the system. The purpose of such testing is to
guarantee that programs are error free, but this goal is realistically impossible. Instead, testing
should be viewed as a means of locating errors in programs, focusing on finding all ways to
make a program fail. Once pinpointed, problems can be corrected. System testing tests the
functioning of the information system as a whole. It tries to determine if discrete modules will
function together as planned and whether discrepancies exist between the way the system
actually works and the way it was conceived. Among the areas examined are performance time,
capacity for file storage and handling peak loads, recovery and restart capabilities and manual
procedures. Acceptance testing provides the final certification that the system is ready to be used
in a production setting. Systems tests are evaluated by users and reviewed by management.
When all parties are satisfied that the new system meets their standards, the system is formally
accepted for installation.
In a parallel strategy both the old system and its potential replacement are run together for a time
until everyone is assure that the new one functions correctly. This is the safest conversion
approach because, in the event of errors or processing disruptions, the old system can still be
used as a backup. But, this approach is very expensive, and additional staff or resources may be
required to run the extra system.
The direct cutover strategy replaces the old system entirely with the new system on an appointed
day. At first glance, this strategy seems less costly than the parallel conversion strategy. But, it is
a very risky approach that can potentially be more costly than parallel activities if serious
problems with the new system are found. There is no other system to fall back on. Dislocations,
disruptions and the cost of corrections are enormous.
The pilot study strategy introduces the new system to only a limited area of the organization,
such as a single department or operating unit. When this version is complete and working
smoothly, it is installed throughout the rest of the organization, either simultaneously or in
stages.
The phased approach strategy introduces the new system in stages, either by functions or by
organizational units. If, for example, the system is introduced by functions, a new payroll system
might begin with hourly workers who are paid weekly, followed six months later by adding
salaried employees( who are paid monthly) to the system. If the system is introduced by
organizational units, corporate headquarters might be converted first, followed by outlying
operating units four months later.
Moving from an old system to a new system requires that end users be trained to use the new
system. Detailed documentation showing how the system works from both a technical and
enduser standpoint is finalized during conversion time for use in training and everyday
operations. Lack of proper training and documentation contributes to system failure, so this
portion of the systems development process is very important.
Once a system is fully implemented and is being used in business operations, the maintenance
function begins. Systems maintenance is the monitoring, or necessary improvements. For
example, the implementation of a new system usually results in the phenomenon known as the
learning curve. Personnel who operate and use the system will make mistake simply because
they are familiar withit. Though such errors usually diminish as experience is gained with a new
system, they do point out areas where a system may be improved.
Maintenance is also necessary for other failures and problems that arise during the operation of a
system. Endusers and information systems personnel then perform a troubleshooting function to
determine the causes of and solutions to such problems.
Maintenance also includes making modifications to an established system due to changes in the
business organizations, and new ebusiness and ecommerce initiatives may require major changes
to current business systems.
Q.5 Explain in detail about e-business, e-commerce and e-collaboration. Give suitable
examples.
The role of MIS in E-business organization is to deal with changes in global market and
enterprises. MIS produces more knowledge-based products. Knowledge management system is
formally recognized as a part of MIS. It is effectively used for strategic planning for survival and
growth, increase in profit and productivity and so on. To achieve the said benefits of E-business
organization, it is necessary to redesign the organization to realize the benefits of digital firm.
The organization structure should be lean and flat. Get rid of rigid established infrastructure such
as branch office or zonal office. Allow people to work from anywhere. Automate processes after
reengineering the process to cut down process cycle time. Make use of groupware technology on
Internet platform for faster response processing. Another challenge is to convert domestic
process design to work for international process, where integration of multinational information
systems using different communication standards, country-specific accounting practices, and
laws of security are to be adhered strictly.
Internet and networking technology has thrown another challenge to enlarge the scope of
organization where customers and vendors become part of the organization. This technology
offers a solution to communicate, coordinate, and collaborate with customers, vendors and
business partners. This is just not a technical change in business operations but a cultural change
in the mindset of managers and workers to look beyond the conventional organization. It means
changing the organization behaviour to take competitive advantage of the E-business technology.
The last but not the least important is the challenge to organize and implement information
architecture and information technology platforms, considering multiple locations and multiple
information needs arising due to global operations of the business into a comprehensive MIS.
E-COMMERCE is a second big application next to ERP. It is essential deals with buying and
selling of goods. With the advent of intent and web technology, E-Commerce today covers an
entire commercial scope online including design and developing, marketing, selling, delivering,
servicing, and paying for goods. Some E-Commerce application add order tracking as a feature
for customer to know the delivery status of the order.
The entire model successfully works on web platform and uses internet technology.
Ecommerce process has two participants, namely Buyer and Seller, like in traditional business
model. And unique and typical to E-commerce there is one more participant to seller by
authorization and authentication of commercial transaction.
In B2C Model, business organization uses websites or portals to offer information about
product, through multimedia clippings, catalogues, product configuration guidelines, customer
histories and so on. A new customer interacts with the site and uses interactive order processing
system for order placements. On placements of order, secured payment systems comes into
operation to authorize and authenticate payment to seller. The delivery system then take over to
execute the delivery to customer.
In B2B Model, buyer and seller are business organizations. They exchange technical &
commercial through websites and portals. Then model works on similar line like B2C. More
advanced B2B model uses Extranet and Conducts business transaction based on the information
status displayed on the buyer’s application server.
In C2B Model, customer initiates actions after logging on to seller’s website or to server. On the
server of the selling organization, E-Commerce application are present for the use of the
customer. The entire Internet banking process work on C2B model where account holders of the
bank transact a number of requirements such as seeking account balance, payment and so on.
In C2C model, Customer Participates in the process of selling and buying through the auction
website. In this model, website is used for personal advertising of products or services.
ENewspaper website is an Example of advertising and selling of goods to customer.
In B2B Model, the participants in E-business are two organisation with relations as buyer=seller,
distributor-dealer and so on.
E-Collaboration every business has a number of work scenarios where group of people work
together to complete the tasks and to achieve a common objective. The group could be teams or
virtual teams with different member strength. They come together to platform a task to achieve
some results. The process is called Collaboration. The Biggest
Advantage of ECollaboration
It taps the collective wisdom, knowledge and experience of the members. The collaboration team
or group could be within the organization and between the organization as well.
Since, E-Collaboration works on an internet platform and uses web technology, work group/team
need not be at one physical location.
E-Collaboration helps work effectively on applications like calendaring and scheduling tasks,
event, project management, workflow application, work group application.
E-collaboration system components are internet, Intranet, Extranet and LAN, WAN networks for
communication through GroupWare tools, browser.
Let us illustrate the model using an event in the business such as receipt of material for a job to
be processed on the shop floor. In this event there is a transaction receipt of material, which
needs to be processed, and then a workgroup will use this information of material receipt. Each
member of this workgroup has a different goal.
Q.6 What is an internet? Explain the differences between internet, intranet and extranet.
Extranet :
An extranet is a private network that uses the Internet protocols and the public
telecommunication system to securely share part of a business's information or operations with
suppliers, vendors, partners, customers, or other businesses. An extranet can be viewed as part of
a company's intranet that is extended to users outside the company. An extranet requires security
and privacy.
A new buzzword that refers to an intranet that is partially accessible to authorized outsiders.
Whereas an intranet resides behind a firewall and is accessible only to people who are members
of the same company or organization, an extranet provides various levels of accessibility to
outsiders. You can access an extranet only if you have a valid username and password, and your
identity determines which parts of the extranet you can view. An extranet is somewhat very
similar to an intranet. Extranets are designed specifically to give external, limited access to
certain files of your computer systems to:
Therefore, a carefully designed extranet can bring additional business to your company.
Intranet:
An internal use, private network inside an organisation that uses the same kind of software which
would also be found on the Internet. Inter-connected network within one organization that uses
Web technologies for the sharing of information internally, not world wide. Such information
might include organization policies and procedures, announcements, or information about new
products.
An intranet is a restricted-access network that works like the Web, but isn't on it. Usually owned
and managed by a company, an intranet enables a company to share its resources with its
employees without confidential information being made available to everyone with Internet
access.
Internet:
An electronic network of computers that includes nearly every university, government, and
research facility in the world. Also included are many commercial sites. It started with four
interconnected computers in 1969 and was known as ARPAnet. A network of computer
networks which operates world-wide using a common set of communications protocols. The vast
collection of inter-connected networks across the world that all use the TCP/IP protocols.