SYLLABUS

Class – B.C.A. III Sem.

Subject – Management Information System

UNIT – I The meaning and use MIS, System View of Business, Process of
MIS, Development of MIS within the organization, Management
Process, Information Needs, System Approach in Planning
Organizing and Controlling MIS.

UNIT – II Planning, Implementation and Controlling of Management

Information System.

UNIT – III Fundamentals of Data Processing, Computer Operation of Manual

Information System, Components of Computer Systems, Flow
Chart, Conversion of Manual to Computer Based Systems, Computer
Systems Software, Application Software, Telecommunication
Modem.

UNIT – IV Managerial Decision Making, characteristics and components of

Decision Support System.

UNIT – V System Design: System design consideration, input/output design,

forms design, file organization and database, data management,
file design, program design, control and security.

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 INTRODUCTION TO MIS
Definition of MIS
A system that collects, process, stores the data and distributes information to help in decision
making for managerial function. It is also defined as the integrated user machine system for
providing information to supports the decision-making operations & achieving organizational goal.
According to Jerome “A system that aids management in making, carrying out and controlling
decisions”.
According to Kelley, “A combination of human and computer-based resources which results in
collection, storage, retrieval, communication and use of efficient management of operations and for
business planning”.

Right Information→To the right person →At the right place→At the right time→ In the right
form→At the right cost

MIS

Management Information System

Management: - Management covers the planning, control and administration of the operations of
aconcern.
Information: - Information, in MIS, means the processed data that helps the management in
planning, controlling and operations.
System: - data is processed into information with the help of a system.

Need of MIS
MIS helps the management at various levels and it is mean of communication where data are
collected, processed, stored and retrieved for making decisions regarding planning, operation and
control of an organization.

Characteristics of MIS
Management Oriented
Management Directed
Integrated System
Avoid Redundancy
Common Data Flow
Heavy Planning Element
Subsystem Concept
Common Database
Flexibility
Computerization

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 Components of MIS
Management information system refers to the data, hardware and the computer programs that are
used to develop information for managerial use.
People – it is the only living component of MIS which operates, controls the other
components of MIS.
Procedure – procedure explain people how to operate the computer hardware.
Data – Data provide interface between the user and computer.
Hardware – It is the machine part of the system which executes the instruction in programs.
Programs – The program is the set of instruction written in logical order for performing
specific task related to information production.

Functions of MIS
It is used to collect the data and present the information to the managers. MIS is the combination of
computer and procedures for providing information that manager’s use in making decision.
Collect Data – Data can be obtained from sources within organization and outside world.
Store & Process Data – After creation of the data, a database must be stored and process in
the form useful to manager’s data is generally stored to CD ROM or hard disk.
Present Information to Managers – After collection, storing and processing of data, the next
step is to present information to the managers.

Role of MIS
1 MIS ensure that appropriate and relevant data is collected from various sources, processed and is
sent further to the needy destination.
2 It fulfills the need of individual, workgroup and management.
3. MIS satisfies the diverse need of various systems like query, Analysis, Modeling, DSS.
4 MIS helps in strategic planning, management control, operational control and transaction
processing level.
5 MIS play important role in information generation, communication, problem identification and
decision-making administration.
6 With good MIS support marketing, finance, production, and personal functions increases
efficiently.
7 MIS helps in streamlining of the operations.
8 MIS creates structured database and therefore saves the time.
9 MIS bring clarity in communication and understanding this help in bringing high degree of
professionalism.
10 MIS helps in systemization of business operation through tools and techniques of the computer,
which makes task simpler, accurate and faster.

Process of MIS
The process of MIS starts by knowing MIS objectives. The objectives of MIS should be compatible
with the company’s objectives.
Management comprises process or activities they are as follows: -
1. Recognition of a problem and an opportunity
2. Define problem or opportunity
3. Develop alternative course of action
4. Decision
5. Implementation of plan
6. Control performance against plan

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For its smooth functioning and achieving of its predetermined goals through optimal utilization of
its resources like men, money, material and machines.

System View of Business

The systems approach provides an overall view of an organization’s activities whereby an
organization is separated into identifiable subsystems or departments. All such departments are
interdependent and perform specific tasks of work which contribute to the organization’s goals. The
simplest model of a business system consists of basic elements, they are input, processes, output and
feedback.
Systems view regards business operations as systems embedded within a larger environmental
setting. It‟s an abstract way of thinking, but it has potential value to the manager. The systems view:
1. reduces complexity
2. requires good objectives
3. emphasizes working together
4. acknowledges interconnections
5. values feedback
Eg. Computer
Elements of computer are: - Monitor, CPU, Printer etc
Basic goals: Data Processing

Development of MIS within the Organization

If MIS is to assist managerial decision making at all level of company, then low organization level
information systems must be integrated in MIS. Next stage is planning & control. Next stage of MIS
development is integration of subsystems. Management plans to integrate existing sub system to
unified system. The management focuses attention to database administration. Next stage is MIS
maturity. This is to state when MIS department is agreed up to plan future needs for organization.

Management Process
Management comprises process or activities via planning, organizing, controlling, directing and
initiating operation of an organization. For its smooth functioning and achieving of its
predetermined goals through optimal utilization of its resources like men, money, material and
machines.

Concept of Data & Information

Data – Data is a set of characters or symbols like numeric, alphabetic or alphanumeric, audio, video,
images or any combination of these. Raw facts & figure are known as data.

Information –Processed data is known as information.

System – System is set of components which interact with each other to accomplish a specific goal.
1 Human body and its subsystem could be nervous system, digestive system and cardiac system
etc
2 Computer system and it has various subsystem like ALU, CU, Memory, Input unit and Output
unit etc.

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 Characteristics of system
Every system has a purpose.
Every system is made up of components like input process output, feedback and control etc.
System is made up of subsystem, whose goals are referred to as sub goals.
Goal of a system is more important than subsystem goal.
Systems whether open or closed have an element of control associated with them.

Types of System
There are several ways of classifying systems that emphasizes the differences. Classification of
systemis as follows-

Open & Closed Systems –An open system interfaces and interacts with other system. An open
system needs to receive feedback to change and continue to exist in its environment. Example – A
marketing system is an open system.
A closed system does not exchange the information with its environment. It does not have any
connection to the other system. Example – Research & development of organization, ICU dept. of
hospital, etc.

Physical & Abstract System – Physical system are tangible entities that may be static or dynamic in
operations. For example, the physical parts of the computer center are the computers, desk, chair,
etc. that facilitate operation of the computer.

Abstract systems are conceptual and non-physical entities. They may be formulas of relationship
among set of variables or models, software / program.

Deterministic & Probabilistic System – A deterministic system works with certainty in predictable
manner. The interaction among its subsystem is known in advance. One state of the system determines
the next state of the system.
Example – A computer system which works on the principal GIGO.
A probabilistic system operates with uncertainty as certain degree of error is always attached with
prediction of what the system will do.
Example – A student admission system in a college is probable in nature.
Systems approach is an organized way of dealing with a problem.

Information system
Information system are a set of people, procedure and resources that collects, transforms and
disseminates information in an organization
There are six building block of information system, is the input, output, technology, models,
database and control.
Types of Information System- there are two types of information system.
1 Operation Information system – it processes the data generated by and used in business
operation.It is of two types: -
Transaction processing system
Office Automation system
2 Management information System – MIS provide information to support management decision
making.
Decision Support System
Executive Information System

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 Business organization as a system
An organization is an open, adaptive system in a business environment. A business consists of
following system component –
1 Input 2 Processing 3 Outputs
4 Feedback 5 Control 6 Environment

Information Needs
There are different levels of the organization and the information requirement is different for the
different layers.
At the organizational level, information requirements define an overall structure for the
information system and specific applications and database.
Application-level requirements include social or behavioral- covering work organization
objectives, individual roles and responsibility assumptions, and organizational policies and
technical, which are based on the information needed for the job to be performed.
At the user level, database requirement can be classified as perceived by the user or as
required for physical design of the database.

System approach in planning, organizing & Controlling MIS

System Approach in Planning – The important function of management is planning. Planning
means deciding in advance, what has to be done, who has to do it, when is to be done and how it is
to be done. The planning process consist of two steps –
1) Developing the strategic
2) Formulating the steps, timing and cost, required to achieve the strategy.

System Approach in Organizing – Organizing is important to manager because it helps in effective

group action. It also helps in maintaining the people to work together. It consists of following
points
–
1 The formal organization system as described in chart policies and procedure.
2 The informal organizing.
3 The individual as a system
4 The organizational communication system.
5 The power system.
6 The functional system.
7 The management process system.
8 The material logistic system.

The different phases of organizing are:

Develop a technical organization
Start with total company objectives and develop a hierarchy of systems required.
Involve specialists in developing a team, matrix or a system.

System Approach in Controlling – Controlling is important because it is needed to achieve the

desire result. The most common process consists of three step-
1 Setting standard for performance – It involves what level of performance we need. These
criteria can be quantitative or qualitative.

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 2 Measuring performance against this standard – once standard has been established it is
necessary to measure performance against standards.
3 Deviation Control – we know that for measuring the deviation, first comparison of
standard with actual performance is made.

Why MIS Fails?

MIS failures can be expensive and bring bad publicity to all parties. They can arise due
to:
Inadequate analysis- problems, needs and constraints aren’t 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 don’t 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)

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 Unit II
General Business Planning

Starting point for MIS planning is general business planning. No MIS department can decide what they
should do or how they should do it without the groundwork provided by objectives and plans for the
company they are supporting.

General Business Item Importance

Statement of mission or purpose Clearly defines the business of the firms.
Objectives set goals for the company in all key performance areas
Strategic plans Provide general guidance on how to get to the long-
Range objective
Operating plans provide detailed guidance on how to get to the short-
term objectives

Statement of Objectives
Mission and Marketing
Innovation
Human
organization
Financial resources
Physical resources
Productivity
Social
responsibility

General Specific High Lower- Very

Needs and Needs and Level Plan Level Plan detailed
Objective Objective plan
Strategic Operating
Plans Plans

High Level Lower Level Very Detailed

Implementatio Implementatio Implementatio
n n n

The following items should certainly be included to understand what planning constitute-
1. Summary statement of the problem being solved by this project is required.
2. A breakdown of the work to be done (as detailed as practical) is required. Also estimates of how
long each piece will take are needed. Documentation, testing, and maintenance efforts should be
included.
3. A list of dependencies on outside groups with target dates for “delivery” of services or equipment
is required.
4. A list of outside group that depend on this project with target dates for delivery is required.
5. A list of interdependencies of various pieces within this project with dates of need/delivery is
required.
6. The skills needed to complete the project should be listed. Eventually, the people who work on
the project must match this list exactly.

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 7. Other resources needed to complete the project must be identified (e.g., space, computer
hardware, and telephones). Dates these items are needed must be specified.
8. A budget covering salary, rent, capital expenditure, and so on must be part of the plan.
9. A statement of the reporting and tracking system to be used must be included.
10. A schedule of activities reflecting all the above work and interdependencies is required.
11. A backup plan if any piece of the plan fails must be supplied.

Planning Techniques
Most of the techniques and tools have been borrowed from engineering project management theory and
practice, where they originated.

Work Breakdown structure

A fundamental concept in project management is the work breakdown structure, which starts with the
total end result desired and terminates with the individual detailed tasks. The project breakdown
structure is a natural decomposition of the project end result. It is created in a level-by-level breakdown
from –
1. System to subsystem
2. Subsystem to task
3. Task to subtask
4. Subtask to work package

Sequence Planning
The relationships among tasks must be set forth by a chronological ordering, starting with the terminal
task of the project and working backward. As each task is set down, it is necessary to determine what
immediately preceding tasks must first be completed. When a network of events has been established,
estimates of the time required to complete each event, based upon the work package information, may
be entered. There are a number of time paths through a network that run from the starting event to the
terminal event. The longest is called the critical path.

Master Program Schedule

The master program schedule (MPS) is a management document giving the calendar dates for milestones
(major tasks and critical path minors tasks), thus providing the control points for management review.
The MPS may be in the form of a Gantt chart for small MIS projects or in machine (computer) printout for
large projects whose networks have been programmed for computer analysis and reporting.

Budgeting
The establishment of cost and resource targets for a planned series of periods in advance is project
budgeting. Although cost constraints may be applied in a top-down fashion during planning, such
constraints must be reconciled with a bottom-up approach through the work breakdown structure.

Reporting and controlling

Control of the project means control of performance/cost/time (P/C/T). These elements, P/C/T, must
be reported in a way that ties them all together, otherwise the report is meaningless.

Reporting Techniques
The reporting system for a project is its own MIS. Some methods of project reporting are
1. Integrated P/C/T charts as shown in Figure 6-4
2. Financial schedules and variance reports.
3. Time-scaled network plans and computerized based on them.
4. Problem analysis and trend charts
5. Project control room and computerized room and computerized graphic systems.

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 Implementation of MIS
There are four basic methods for implementing the MIS once the design has been completed. This are–
1. Cut off the old system and install the new. This produces a time gap during which no system. Small
is n operation. It is practical only for small companies or small systems where installation
required one or two dates. An exception to this would be the installation of a larger system during
a plant’s vacation shut down or some other period of inactivity.
2. Cut over by segments. This method is also referred to as “phasing in” the new system. Small parts
or subsystems are substituted for the old. If this method is possible, some careful questions
should be asked about the design of the new system. Is it really just an automation of isolated
groups of clerical activities? Generally, new systems are not substitutable piece by piece for
previous non systems. However, in the case of upgrading old system, this may be a very desirable
method.
3. Operate in parallel and cut over. The new system is installed and operated in parallel with the
current system until it has been checked out; then the current system is cut out. This method is
expensive because of personnel and related costs. However, it is required in certain essential
systems, such as payroll or customer billing. Its big advantage is that the system is fairly well
debugged when it becomes the essential information system of the company.

Identity the Implementation Tasks

The major implementation tasks, or milestones, usually consist of
1. Planning the implementation activities.
2. Acquiring and laying out facilities and offices
3. Organizing the personnel for implementation
4. Developing procedures for installation and testing
5. Developing the training program for operating personnel
6. Completing the system’s software
7. Acquiring required hardware
8. Generating files
9. Designing forms
10. Testing of the entire system
11. Completing cutover to the new system
12. Documenting the system
13. Evaluating the MIS
14. Providing system maintenance (debugging and improving)

Planning the implementation activities

Establish Relationships among Tasks
Establish a schedule
Prepare a Cost schedule Tied to tasks and time
Establish a reporting and control system

Acquire Floor space and Plan space layout

To replace a current one may require a major revision of facilities as well as completely new office,
computer room, and production layouts. The MIS project manager must prepare rough layouts and
costumes of particular floor areas he or she feels will be needed. The manager should then prepare cost
estimates and submit a proposal for management’s approval. Facilities and space planning should begin
as soon as approval of gross space allocations has been obtained.

Organize for implementation

Once the implementation tasks have been defined in the planning phase, management usually assign a
project manager to guide the implementation. A manager of management information systems may

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assume this responsibility by virtue of a permanent assignment. In smaller companies, someone from the
finance.

Development Procedures for implementation

The project leader has available the network plan for proceeding with the implementation. The leader
must now call upon key people in the project to prepare more detailed procedures for system installation.

Train the operating personnel

Should be developed to impress upon management and support personnel the nature and goals of the
MIS and to train operating personnel in their new duties.

Computer-related Acquisitions
The management of automation of logic, communication, and display is important as a basis for systems
design and as a factor in system implementation. One complicating factor in system installation is that a
new computer is often required along with the new MIS.
Acquisition consists of bringing on site
1. Hardware
2. Software
3. Personnel
4. Materials

Development forms for data collection and information dissemination

A vast amount of detailed data, both external and internal to the company, must be collected for input to
the MIS. If control marketing is to be exercised or sales forecasting is carried out, then somewhere, every
day, a salesperson must sit in a room and fill out a form summarizing the day’s activities.

Develop the Files

The specification for the files has been developed in the detailed design stage. In the implementation
stage, the actual data must be obtained and recorded for the initial testing and operation of the system.
This collection of data used in routine operations is often called the master file.

Test the System

Each part of the total system is installed, test should be performed in accordance with the teat
specifications and procedures describes earlier. Tests during the installation stage consist of component
tests, subsystem tests, and total system acceptance test. Components may consist of –
1. Equipment, old or new
2. New forms’
3. New software programs
4. New data collection methods
5. New work procedure
6. New reporting formats

Cutover
Cutover is the point at which the new component replaces the old component or the new system replaces
the old system. This usually involves a good deal of last-minute physical transfer of files, rearrangement
of office furniture, and movement of work stations and people. Old forms, old files and old equipment are
suddenly out of date.

Document the system

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“Documentation” of the MIS means preparation of written description of the scope, purpose, information
flow components and operating procedures of the system. Documentation is not a frill; it is a necessity –
for troubleshooting, for replacement of subsystems, for interfacing with other systems, for training new
operating personnel, and also for evaluating and upgrading systems.

Evaluate the MIS

After the MIS has been operating smoothly for a short period of time, an evaluation of each step in the
design and of the final system performance should be made.

Control and Maintain the System

Control and maintenance of the system are the responsibilities of the line managers. Control of the system
means the operation of the system as it was designed to operate. Maintenance is closely related to control.
Maintenance is that ongoing activity that keeps the MIS at the highest levels of effectiveness and efficiency
within cost constraints.

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 Unit III
BCA III
SEM
Management Information System

Data: - Raw facts and figures are known as data.

Information: - Processed data is known as information.

Process
DATA INFORMATION

Data Processing – it is basically concern with converting raw data in to well order information.
Need for data processing – it reduces the paper work for increasing volume of data.
Data processing Activities: -

Collection Conversion Manipulation Storage Communication

Originating Coding Sorting Storing Reproduction

Measuring Classifying Calculating Retrieving
Recording Verifying Summarizing
Comparing Transforming Comparing

1. Collection – Data originates in the form of events transactions or some observations. This
data is then recorded in some usable form.
2. Conversion – once the data is collected, it is converted from its source document to a form
that is more suitable for processing.
3. Manipulation – Once data is collected and converted it is ready for manipulation functions
which convert data into information. Manipulation consists of following activities –
a. Sorting
b. Calculating
c. Summarizing
d. Comparing
4. Managing the output result – Once data has been captured and manipulated following
activities may be carried out
a. Storing
b. Retrieving
5. Communication – It is a process of sharing information.

Data processing cycle & Function –

a. Originating
b. Input
c. Manipulation- it consists of sorting, classification, calculating, scanning etc.
d. Output – output is concern with reporting, retrieval, storage etc.

Component of data processing

a. Data Input
b. Data Processing
c. Maintaining Files & Record

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 d. Data Procedure & Instruction
e. Output

Data Processing System

The activity of data processing can be viewed as a "system". According to James O’Brien a system
can be defined as "a group of interrelated components that seeks the attainment of a common goal
by accepting inputs and producing outputs in an organized process".
For example, a production system accepts raw material as input and produces finished goods as
output.
Similarly, a data processing system can be viewed as a system that uses data as input and processes
this data to produce information as output.

Types of data processing: -

Data processing applications very considerable and although different data processing applications
are not quite the same yet it is still possible to identify a number of distinct, types of data processing
systems. Data processing system may be categorized under three main types:
1. Systems where processing is done periodically
2. Real-time systems
3. Database systems

These three types of systems are further divided into sub-categories.

Systems where processing is done periodically/ Batch Processing: -
The main feature of such system is that they handle large amount of data. The data, which these
systems handle, is of the same type. As the volume of data is of an identical type. The data may be
processes in batches in one time. It should be noted that the stored in the form of files. This helps to
standardize the data. This is the reason these systems are also referred to as file processing systems.
e.g. payroll system.

Real-time systems
In real time processing the computer keeps pace with some external process. Small quantities of
data are processed in one operation. The delay in processing the data, which vary from a fraction of
a second to a couple of minutes, is acceptable to the user of the system. Three types of real time
system may be identified, through the distinction between them is not very apparent.

The three types are

Process control
Information storage and retrieval
Transaction processing
Database systems
Database systems use one store of information to support all data processing. The database is
independent of any individual

Manual data processing system – Data processor is Human being, input received through hearing
& seeing sense and output record in files.
There are many kinds of data processing systems. A manual data processing system is one that
utilizes tools like pens, and filing cabinets.
A system which does not use any computer devices, all data would be kept in other ways, mainly
paper. As a few examples: Before accounts, payroll and spreadsheet applications, people would

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have worked out this kind of information on paper. People would have handwritten letters or used
typewriters.
Instead of word processors, Graphs and diagrams would have been drawn by hand instead of using
computer software to do them.

Advantages of manual data processing system: -

No training cost
No set up cost
Less indirect cost (electricity bill)

Disadvantages of manual data processing system: -

Inconsistency in data entry, room for errors, mis keying
information.Large ongoing staff training cost.
System is dependent on good individuals.
Reduction in sharing information and customer services.
Time consuming and costly to produce reports.
Lack of security.
Duplication of data entry.

Electronic data processing system – It is computerized system which process data automatically. A
mechanical data processing system uses devices such as typewriters, calculating machines and
book-keeping machines. Finally, electronic data processing uses computers to automatically process
data.

Advantages of computer data processing system: -

Faster and efficient
Automatic generation of documents
Timely
Provides Reports
Disadvantages of computer data processing system: -

Power failure, computer viruses and hacking are inherent problem.

security
Steps required for converting manual information system into Computerized System – The
following steps are involved: -
a. System Description: -
After preliminary investigation and definition of the problem, the system
description is generally prepared. It is essentially a statement of the major inputs,
outputs, processing operations and files needed. Its purpose is to show the logical
flow of information and the logical operations necessary to carry out the
particular design alternative chosen.
It is in two forms: -
Narrative: -
It is general English depiction of the operation of the system. It should describe
inputs, outputs, files and operations

Pictorial: -
It provides a visual overview of the entire operation

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 b. Input document: -
After the completion of the system description, it is very necessary to specify how
the information should be put into a form that is acceptable to the computer.

c. Output Document: -
It is the output document with which management is almost exclusively
concerned and because of its critical nature, care should be taken in its design.
Output format represents the purpose or objective of the entire operation

d. File Design
The logic required to control the flow of data through the system is a part of
systems design, and the flow is in turn depended upon the design of data files.
These two steps are also associated.

e. Program Logic
The program flowchart is the programmer’s logic of the detailed, step by step
representation of how the computer program will accomplish the job. It is the
„blueprint‟ of a program.

f. System verification
After the program has been written and run through the compilation process, it is
placed in memory in „machine readable‟ form and is ready to process the terminal
input, update the master file on the disk and print the required report. The
computer will execute the instructions of the program in sequence until a program
comes to a halt.

g. Documentation
System failure is due to lack of adequate documentation generally, three types of
documentation are needed: -
▪ For those providing input, a clear description of what input is expected and
what input is not acceptable.
▪ For these running and maintaining the system, all the technical
documentation generated during the development process.
▪ For those the output, a clear description of what the output means and about
its limitations.

Conversion Method – There are four ways to convert from manual to computerized system –
a. Parallel Conversion - running both old & new computerized systems
b. Phased Conversion - install new system only into a department or branch office.
c. Pilot Conversion – implement only in one department then implemented in whole
organization.
d. Direct Conversion - stop working on old system & completely adopt new system.

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 Software

Computer software is also known as computer programs. Software is the non-tangible component
of computers. Computer software communicates with hardware and get the work done.
Computer software includes all computer programs regardless of their architecture; for
example, executable files, libraries and scripts are computer software.

Types of Software
The computer software can broadly divide into two types. They are as follows: -
System software
Application software

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System software is a program that manages and supports the computer resources and operations of
a computer system while it executes various tasks such as processing data and information,
controlling hardware components, and allowing users to use application software.

Systems software works as a bridge between computer system hardware and the application software.
Systems software is of three types. They are as follows: -
System management programs: -
These are programs that manage the application software, computer hardware, and data
resources of the computer system.
System support programs: -
These are the programs that help the operations and management of a computer system. They
provide a variety of support services to let the computer hardware and other system programs
run efficiently. The major system support programs are system utility programs, system
performance monitor programs, and system security monitor programs
System development programs

These are programs that help users develop information system programs and prepare user
programs for computer processing. These programs may analyze and design systems and program
itself. The main system development programs are programming language translators,
programming environment programs, computer-aided software engineering packages.

Application software
Application software consists of programs that direct computers to perform specific information
processing activities for end users. Application software is further divided into two types they are
as follows: -
General purpose software
Application specific software

Flowchart: -
A flowchart is a type of diagram that represents an algorithm or process, showing the steps as boxes
of various kinds, and their order by connecting them with arrows. This diagrammatic
representation illustrates a solution to a given problem. Process operations are represented in these
boxes, and arrows; rather, they are implied by the sequencing of operations. Flowcharts are used in
analyzing, designing, documenting or managing a process or program in various fields.
◼ A schematic representation of a sequence of operations, as in a manufacturing process or
computer program.
◼ A graphical representation of the sequence of operations in an information system or
program. Information system flowcharts show how data flows from source documents

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through the computer to final distribution to users. Program flowcharts show thesequence
of instructions in a single program or subroutine.

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Symbols:-
Different symbols are used to draw each type of flowchart.
Name Symbol Use in Flowchart

Oval Denotes the beginning or end of the program

Parallelogram Denotes an input operation

Rectangle Denotes a process to be carried out

e.g. addition, subtraction, division etc.

Diamond Denotes a decision (or branch) to be made.

The program should continue along one of
two routes. (e.g. IF/THEN/ELSE)

Hybrid Denotes an output operation

Flow line Denotes the direction of logic flow in the program

2. Additional Symbols
Related to more advanced programming

Preparation (may be used with "do loops" explained later)

Refers to separate flowchart ("Subprograms"(explained later) are shown in separate flowcharts).

Types of flowcharts: -
Stern Eckert (2003) suggested that flowcharts can be modeled from the perspective of different user
groups (such as managers, system analysts and clerks) and that there are four general types:
Document flowcharts, showing controls over a document-flow through a system
Data flowcharts, showing controls over a data-flow in a system
System flowcharts showing controls at a physical or resource level
Program flowchart, showing the controls in a program within a system

Program Flowchart - shows the sequence of instructions in a program or subroutine. These

instructions are followed to procedure the needed output.

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 START

INPUT

PROCESS

OUTPUT

DECISION

END

Write an algorithm and draw a flowchart to convert the length in feet to centimeter

Advantages and limitation of flowchart: -

1. Better communication
2. Proper program documentation
3. Efficient coding
4. Systematic debugging
5. Systematic testing

Disadvantages of using flowcharts: -

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 1. Complex logic: - Sometimes, the program logic is quite complicated. In that case, flowchart
becomes complex and clumsy.
2. Alterations and Modifications: - If alterations are required the flowchart may require re-
drawing completely.
3. Reproduction: - As the flowchart symbols cannot be typed, reproduction of flowchart
becomes a problem.
4. The essentials of what is done can easily be lost in the technical details of how it is done.

Limitation of flowchart: -
1. Flowchart are very time consuming and laborious to draw.
2. There are no standards determining the amount of detail that should be included in
flowchart.
3. Owing to the symbol-string nature of flowcharting, any change or modification in the
program logic will usually require a completely new flowchart.

Data communication - Exchange of data between two devices through any physical medium.
Characteristics –
a. Delivery
b. Accuracy
c. Timeliness

Attributes of data communication

a. Message – information to be communicated
b. Sender - device that sends data
c. Receiver – Device that receive massage
d. Medium – physical medium by which messages travel. Ex. Coaxial cable, twisted pair
cable
e. Protocol – Set of rules that governs data communication

Network & its types – multiple computers are connected in a manner to enable meaningful
transmission. It is of 3 types -
a. LAN – Computers are connected in building or in a small organization is local area
network.
b. WAN - Computers are connected in large geographical area like internet is wide area
network.
c. MAN – The network that shares some characteristics of both LAN & WAN network.

Topology: -
The topology of a network is the geographical representation of the relationship of all the links and
linking devices to each other.

The five basic topologies are as follows:

Bus
Ring
Tree
Star
Mesh

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