Amity Center for elearning
Amity Campus
Uttar Pradesh
India 201303
ASSIGNMENTS
PROGRAM: BFIA
SEMESTER-II
Subject Name:MANAGEMENT CONTROL AND INFORMATION SYSTEM
Study COUNTRY:SOMALIA
Roll Number (Reg. No.):BFIA01512010-2013019
Student Name:MOHAMED ABDULLAHI KHALAF
INSTRUCTIONS
a) Students are required to submit all three assignment
sets.
ASSIGNMENTDETAILSMARKS
Assignment AFive Subjective Questions10
Assignment BThree Subjective Questions + Case Study10
Assignment CObjective or one line Questions10
b) Total weight-age given to these assignments is 30%. OR 30
Marks
c) All assignments are to be completed as typed in word/pdf.
d) All questions are required to be attempted.
e) All the three assignments are to be completed by due dates
and need to be submitted for evaluation by Amity University.
f) The students have to attach a scanned signature in the
form.Signature: _________________________
Date: 09. Jan. 2012( ) Tick mark in front of the assignments
submitted
Assignment A(Assignment B(Assignment C(
Management Control and Information System
Assignment A
Q:1) Define MIS? What are the characteristics of MIS?Answer:
MIS is an abbreviation of popularly known term of Management
Information System.
MIS consists of three different sub terms, namely; Management,
Information and System.
In order to understand the term better we have to define each of
these sub terms.
First, Management defined for the purpose of Management
information Systems is; the process of planning, organizing,
staffing, coordinating and controlling the efforts of the members
of the organization to achieve common stated goals of the
organization.Secondly, Information is a collection of facts
organized in such a way that they have additional value beyond the
value of the facts themselves.Finally, System is a set of elements
or components that interact to accomplish goals. It is a
combination of components working together, For example, a computer
system includes both hardware and software.
Management Information System (MIS) is an organized, automated,
and diverse information system that gathers, stores, processes, and
distributes data associated with different departments of the
organization. This data is processed in various forms, such as
graphs, diagrams, charts, and reports to generate accurate,
relevant and valuable information for the management. This
information is further communicated to the various departments to
be used for decision-making and business management.MIS is an
organized approach to the study of the information needs of an
organization's management at every level in making operational,
tactical, and strategic decisions. Its objective is to design and
implement procedures, processes, and routines that provide suitably
detailed reports in an accurate, consistent, and timely manner.
In a management information system, modern, computerized systems
continuously gather relevant data, both from inside and outside an
organization. This data is then processed, integrated, and stored
in a centralized database or data warehouse where it is constantly
updated and made available to all who have the authority to access
it, in a form that suits their purpose.
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 solving business problems such as costing a product, service or
a business-wide strategy. This means that MIS provides a central
storage of all the business information.There are various types of
MIS systems, such as transaction processing system (TPS) decision
support system (DSS), financial management systems (FMS),
Operations Information Systems (OIS), system and people management
systems (SPMS), project management system (PMS), accounting
management systems (AMS), marketing management systems (MMS) and
sales management system (SMS), which are used to gain better
understanding of the market and enterprise.
MIS is considered as one such method of generating information
which is used by management of organization for decision Making,
control of activities, operations etc.MIS is an Information system
which helps in providing the management of an organization with
information which is used by management for decision making.
MIS has a major impact on the functions of any organization. The
organization derives benefits from the systems in the following
form:
1) Speedy access to information.2) Interpretation of data.3)
Quick decisions.4) Speedy actions.5) Increased productivity and
thereby increase in the profit.6) Reduced transaction cost.
MIS is used across all levels in an organization. For example,
MIS provides vital information at senior levels to help make
strategic decisions. At other levels, MIS observes an
organization's activities and distributes information to everyone
in the organization and customers.
Function of MIS
The main function of MIS is to help the managers and the
executives in the organization in decision-making.
Large quantities of data like customers information, competitors
information, personnel records, sales data, accounting data etc is
collected from internal sources like the
Company records and external sources like annual reports and
publications.
The collected data is organized in the form of a database.
The data from the database is processed and analyzed by using
different tools and techniques.
The results of the analysis are properly presented to the
managers to help them in decision-making.
Characteristics of MIS:
The Basic characteristics of an effective Management Information
System are as follows:
1) Management-oriented: The basic objective of MIS is to provide
information support to the management in the organization for
decision making. So an effective MIS should startits journey from
appraisal of management needs, mission and goal of the business
organization. It may be individual or collective goals of an
organization. The MIS is such that it serves all the levels of
management in an organization i.e. top, middle and lowerlevel.2)
Management directed: When MIS is management-oriented, it should be
directed by the management because it is the management who tells
their needs and requirements more effectively than anybody
else.Manager should guide the MIS professionals not only at the
stage of planning but also on development, review and
implementation stages so that effective system should be the end
product of the whole exercise in making an effective MIS.3)
Integrated: It means a comprehensive or complete view of all the
sub systems in the organization of a company. Development of
information must be integrated so that all the operational and
functional information sub systems should be worked together as a
single entity. This integration is necessary because it leads to
retrieval of more meaningful and useful information.4) Common data
flows: The integration of different sub systems will lead to a
common data flow which will further help in avoiding duplication
and redundancy in data collection, storage and processing. For
example, the customer orders are the basis formany activities in an
organization viz. billing, sales for cashing, etc. Data is
collected by a system analyst from its original source only one
time. Then he utilizes the data with minimum number of processing
procedures and uses the information for productionoutput documents
and reports in small numbers and eliminates the undesirable data.
This will lead to elimination of duplication that simplify the
operations and produce an efficient information system.5) Heavy
planning-element: The preparation of MIS is not a one or two day
exercise. It usually takes few years and sometimes a much longer
period. So the system expert has to keep two things in mind one is
that he has to keep future objectives as well as the firms
information well in advance and also he has to keep in mind that
his MIS will not be obsolete before it gets into action.6) Sub
System concept: When a problem is seen in two sub parts, then the
better solution to the problem is possible. Although MIS is viewed
as a single entity but for its effective use, it should be broken
down in small parts or subsystems so that more attention and
insight is paid to each sub system. Priorities will be set and
phase of implementation will be made easy. While making or breaking
down the whole MIS into subsystems, it should be kept in mind that
the subsystems should be easily manageable.7) Common database: This
is the basic feature of MIS to achieve the objective of using MIS
in business organizations. It avoids duplication of files and
storage which leads to reduction in costs. Common database means a
Super file or Master file whichconsolidates and integrates data
records formerly stored in many separate data files. The
organization of the database allows it to be accessed by each
subsystem and thus, eliminates the necessity of duplication in data
storage, updating, deletion and protection.8) Computerized: MIS can
be used without a computer. But the use of computers increases the
effectiveness and the efficiency of the system. The queries can be
handled more quickly and efficiently with the computerized MIS. The
other benefits are accuracy, storage capacity and timely
information.9) User friendly/Flexibility: An MIS should be flexible
i.e. there should be room for further modification because the MIS
takes much time in preparation and our environment is dynamic in
nature.MIS should be such that it should be used independently by
the end user so that they do not depend on the experts.10)
Information as a resource: Information is the major ingredient of
any MIS. So, an MIS should be treated as a resource and managed
properly
Q:2) Explain strategic MIS categories in detail. Give relevant
examples.Answer:
A Strategic Information System is a system to manage information
and assist in strategic decision making. A strategic information
system has been defined as, "The information system to support or
change enterprise's strategy."
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:1) They change the way the firm competes.2) They have an
external (outward looking) focus.3) They are associated with higher
project risk.4) They are innovative (and not easily copied).
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 issues lying before any organization
is the challenge of meeting its goals and objectives. Strategic IS
enables such organizations 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.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
have 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.
Information system is regarded as a tool to provide various
services to different management functions. The tools have been
developing year by year and the application of the tool has become
more and more diverse. In management it is now a very powerful
means to manage and control various activities and decision making
process. The original idea of automating mechanical processes got
quickly succeeded by the rationalization and integration of
systems. In both of these forms, IS was regarded primarily as an
operational support tool, and secondarily as a service to
management. Subsequent to the development, it was during the last
few years that an additional potential was discovered. It was found
that, in some cases, information technology (IT) had been critical
to the implementation of an organization's strategy.An
organizations strategy supported by information system fulfilling
its business objectives came to be known as Strategic Information
System. The strategic information system consists of functions that
involved gathering, maintenance and analysis of data concerning
internal resources, and intelligence about competitors, suppliers,
customers, government and other relevant organizations.Q:3) Write a
detailed note on the planning and development of MIS?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. 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 non-achievable 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 tableIndividual
differencesExplanationEffect on information
processingExamples
Locus of control
internal or externalThe degree of perception in assessing the
controlMore information
Gathering and
The production
decisions, selection
to the situation
Which is internal to the organization or external to the
organization?or externalof tools and materials etc.
Personal dogmatism.
The degree of faith in beliefs, opinions and past experience.Low
dogmatism, then more information collection and processing.The
pricing,
advertising in a
Competitive environment.
Risk propensity.
The ability to take the risk.
Higher, then more information gathering and analysis.The top
management decision-making in a strategic planning.
Tolerance for ambiguity.
Level of clarity required in the information. The ability to
read through the information.Tight tolerance then more information
collection and
AnalysisManager Constantly asking for more information.
Manipulative intelligence.
The ability to manipulate the data and information vis--vis the
stored information and knowledgeHigh ability, then less information
and more self analysis.Experienced and skillful managers rely on
the manipulative intelligence.
Experience in decision-makingExtent of experience at particular
level of decision making.High, then correct filtering of data and
appropriate choice of decision making process.The managers with a
wide experience in the different fields of management call for
precise and less but pertinent information.
Knowledge of the task, tools and technology.The extent of
knowledge in the application of the tools and technology.Higher,
then less information relevant to and tools correct analysis.The
Technocrat scientists and managers of technology have 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.Information system
planning (ISP) of an organization is an assessing of the
information needs of an organization and defining the systems,
databases and technologies that best satisfy those needs.
Planning of Information System consists of following:
Development of Long range plans of the MIS
Contents of the MIS plan
MS goals and objectives
Strategy for the plan achievement: Development strategy
System Development strategy
Resources for system development
Manpower composition
Following needs to be in mind while planning for information
system: Architecture of MIS
System Development schedule
Hardware and Software Plan
Development of Information systems consist of following:
Development and implementation of MIS
Prototype Approach
Life Cycle Approach
Implementation of the MIS
Steps in Implementation process: Unfreezing
Choosing
Refreezing
System analysis is the survey and planning of the project. It
has two phases: Study phase
Definition phase
SDLC: It includes: Feasibility study. Types of feasibility
study:
1) Technical feasibility
2) Economic feasibility
3) Operational feasibility
4) Schedule feasibility
Requirement, collection and analysis.
Design.
Prototyping.
Implementation.
Validating and testing.
Guidelines used in constructing DFD: Choose meaningful names
Number the process consistently
Avoid over complex DFD
Make sure the diagrams are balanced
System Design:Steps Involved in system design are: Input
Design
Output Design
Development
Testing
Implementation and Maintenance. Production and Maintenance.Q:4)
How does the use of Internet, intranets and extranets by companies
today support their business process and activities? Discuss in
detail with at least two real examples.
Answer:
Information technology plays a vital role in the success of an
enterprise. For example, the Internet and Internet-like internal
networks, or intranets, and external inter-organizational networks,
called extranets, can provide the information infrastructure a
business needs for efficient operations, effective management, and
competitive advantage.
In order to succeed today, organizations are increasingly
competing in global markets. The increased use of technologies such
as the Internet, intranets, and extranets will definitely
revolutionize how businesses will operate and how they will use
computers to compete.Internet: organization can connect directly
with the general public. Opportunities range from giving away basic
product information to automatically updating or patching retail
software. Many businesses also conduct retail operations
online.Intranets: organizations often use internet technologies to
facilitate operations within the organization. Such systems might
include product support knowledge bases, training systems, and
access to the organizations benefits system.An intranet system
usually includes: corporate directories, sales and customer
relationship management tools, project management systems all with
the aim to improve productivity. This makes an intranet an
excellent content delivery method for internal communications.
Extranet: organizations may use these same internet technologies
to connect with their business partners to facilitate supply chain
management, help manage projects, manage accounts, or provide
advanced technical support.
Organizations use internet technologies to connect with both
customers and suppliers. These technologies allow customers to
generate and track their own orders as well as manage their
accounts. They also enable significant supply chain automation.Q:5)
Explain the challenges before an E-business management.
Answer:
Managing an E-business & Challenges before an E-business -
Due to Internet capabilities and web technology, traditional
business organization definition has undergone a change where scope
of the enterprise now includes other company occasions, business
partners, customers and vendors. It has no geographic boundaries s
it can extend its operations where Internet works. All this is
possible due to Internet and web moving traditional paper driven
organization to information driven Internet enabled E-business
enterprise.E-business enterprise is open twenty-four hours, and
being independent, managers, vendors; customers transact business
anytime from anywhere. Internet capabilities have given E-business
enterprise a cutting edge capability advantage to increase the
business value. It has opened new channels of business as buying
and selling can be done on Internet. It enables to reach new
markets across the world anywhere due to communication
capabilities. It has empowered customers and vendors/suppliers
through secured access to information to act, wherever necessary.
The cost of business operations has come down significantly due to
the elimination of paper-driven processes, faster communication and
effective collaborative working. The effect of these radical
changes is the reduction administrative and management overheads,
reduction in inventory, faster delivery of goods and services to
the customers.In E-business enterprise traditional people
organization based on 'Command Control' principle is absent. It is
replaced by people organization that is empowered by information
and knowledge to perform their role. They are supported by
information systems, application packages, and decision-support
systems. It is no longer functional, product, and project or matrix
organization of people but E-organization where people work in
network environment as a team or work group in virtual
mode.E-business enterprise is more process-driven,
Technology-enabled and uses its own information and knowledge to
perform. It is lean in number, flat in structure, broad in scope
and a learning organization. In E-business enterprise, most of the
things are electronic, use digital technologies and work on
databases, knowledge bases, directories and document repositories.
The business processes are conducted through enterprise software
like ERP, SCM, and CRM supported by data warehouse, decision
support, and knowledge management systems. Today most of the
business organizations are using Internet technology, network, and
wireless technology for improving the business performance measured
in terms of cost, efficiency, competitiveness and profitability.
They are using E-business, Ecommerce solutions to reach faraway
locations to deliver product and services. The enterprise solutions
like ERP, SCM, and CRM run on Internet (Internet / Extranet) &
Wide Area Network (WAN). The business processes across the
organization and outside run on E-technology platform using digital
technology. Hence today's business firm is also called E-enterprise
or Digital firm.
The paradigm shift to E-enterprise has brought four
transformations, namely:
Domestic business to global business.
Industrial manufacturing economy to knowledge-based service
economy.
Enterprise Resource Management to Enterprise Network
Management.
Manual document driven business process to paperless, automated,
electronically transacted business process.
These transformations have made conventional organization design
obsolete.
In E-enterprise, business is conducted electronically. Buyers
and sellers through Internet drive the market and Internet-based
web systems. Buying and selling is possible on Internet. Books,
CDs, computer, white goods and many such goods are bought and sold
on Internet. The new channel of business is well-known as
Ecommerce. On the same lines, banking, insurance, healthcare are
being managed through Internet E-banking, E-billing, E-audit, &
use of Credit cards, Smart card, ATM, E-money are the examples of
the Ecommerce application. The digital firm, which uses Internet
and web technology and uses E-business and Ecommerce solutions, is
a reality and is going to increase in number.
MIS for E-business is different compared to conventional MIS
design of an organization. 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 applications 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.
E-Commerce process model can be viewed in four ways and
categories:
B2C: Business Organization to Customer
B2B: Business Organization to Business
C2B: Customer to Business Organization
C2C: Customer to Customer
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 buyers application server. In
C2B Model, customer initiates actions after logging on to sellers
website or to server. On the server of the selling organization,
E-Commerce applications 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 soon. 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. E-Newspaper website is an
Example of advertising and selling of goods to customer.
In B2B Model, the participants in E-business are two
organization 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 E-Collaboration is that it
taps the collective wisdom, knowledge and experience of the
members.
The collaboration team or group could be within the organization
and between the organizations 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 uses E-Communication capabilities to perform
collaborative tasks or project assignment. Its effectiveness is
increased by software GroupWare that enables the members of the
group to share information, invoke an application
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.
Assignment B
Q:1) What is an internet? Explain the differences between
internet, intranet and extranet.Answer:Internet, sometimes called
(The Net), is a worldwide system of computer networks in which
users at any one computer can, if they have permission, get
information from any other computer and sometimes talk directly to
users at other computers.
An Intranet is a computer network that is designed to work like
the internet but in a much smaller scale and is restricted only to
the employees of the company.Internet is a global network of
interconnected computers, enabling users to share information along
multiple channels. Typically, a computer that connects to the
Internet can access information from a vast array of available
servers and other computers by moving information from them to the
computer's local memory. The same connection allows that computer
to send information to servers on the network; that information is
in turn accessed andpotentially modified by a variety of other
interconnected computers. A majority of widely accessible
information on the Internet consists of inter-linked hypertext
documents and otherresources of the World Wide Web (WWW). Computer
users typically manage sent and received information with web
browsers; other software for users' interface with computer
networks includes specialized programs for electronic mail, online
chat, file transfer and file sharing.The movement of information in
the Internet is achieved via a system of interconnected
computernetworks that share data by packet switching using the
standardized Internet Protocol Suite (TCP/IP). It is a "network of
networks" that consists of millions of private and public, academic
business, and government networks of local to global scope that are
linked by copper wires, fiber-optic cables, wireless connections,
and other technologies.
Difference between internet, intranet and extranet as
follow: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
fourinterconnected computers in 1969 and was known as ARPA net. A
network of computer networks which operates world-wide using a
common set of communications protocols. The vast collections of
inter-connected networks across the world use the TCP/IP protocols.
It is a global network connecting millions of computers. It is a
worldwide network of computernetworks. It is an interconnection of
large and small networks around the globe. The Internetbegan in
1962 as a resilient computer network for the US military and over
time has grown into a global communication tool of more than 12,000
computer networks that share a common addressing scheme.Intranet:
An internal use, private network inside an organization that uses
the same kind of software which would also be found on the
Internet. It is inter-connected network within one organization
that uses Web technologies for the sharing of information
internally, not worldwide. Such information might include
organization policies and procedures, announcements, or information
about newproducts. 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. A network based on TCP/IP
protocols (an internet) belonging to an organization, usually a
corporation, accessible only by the organization's members,
employees, or others with authorization. An intranet's Web sites
look and act just like any other Web sites, but the firewall
surrounding an intranet fends off unauthorized access. Like the
Internet itself, intranets are used to share information. An
intranet is an information portal designed specifically for the
internal communications ofsmall, medium or large businesses,
enterprises, governments, industries or financial institutions of
any size or complexity. Intranets can be custom-designed to fit the
exact needs of businesses no matter where they are situated. Users
of intranets consist mainly of:
Members of the executive team. Accounting and order billing.
Managers and directors. Sales people and support staff. Customer
service, help desk, etc.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 ofa 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 youridentity 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:
Certain large or privileged customers. Selected industry
partners. Suppliers and subcontractors... etc.Therefore, a
carefully designed extranet can bring additional business to your
company.
Intranets and extranets all have three things in common:
They both use secured Internet access to the outside world. Both
can drastically save your company or organization a lot of money.
Both need a user ID & password to control access to the whole
system.The professional development team at My Web Services has the
expertise and the right tools to design the right intranet or
extranet that will meet your exact needs, both for today and the
future.
Intranet: An internal use, private network inside an
organization that uses the same kind of software which would also
be found on the Internet.
Inter-connected networks within one organization that uses Web
technologies for the sharing of information internally, not
worldwide. 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.
A network based on TCP/IP protocols (an internet) belonging to
an organization, usually a corporation, accessible only by the
organization's members, employees, or others with authorization. An
intranet's Web sites look and act just like any other Web sites,
but the firewall surrounding an intranet fends off unauthorized
access. Like the Internet itself, intranets are used to share
information.
An intranet is an information portal designed specifically for
the internal communications of small, medium or large businesses,
enterprises, governments, industries or financial institutions of
any size or complexity. Intranets can be custom-designed to fit the
exact needs of businesses no matter where they are situated. Users
of intranets consist mainly of:
Members of the executive team.
Accounting and order billing.
Managers and directors.
Sales people and support staff.
Customer service, help desk, etc. 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 ARPA net.
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. A global network connecting
millions of computers. A worldwide network of computer
networks.
It is an interconnection of large and small networks around the
globe. The Internet began in 1962 as a resilient computer network
for the US military and over time has grown into a global
communication tool of more than 12,000 computer networks that share
a common addressing scheme.Q:2) Explain the application of MIS by
taking either materials management or production planning system in
a manufacturing industry or service organization.Answer:
The application of management information system (MIS) in either
manufacturing sector or service sector of any economy is as
important as other economical resources such as materials, labor
and investments.
The MIS of manufacturing sector does not match with the MIS for
Service sector due to the difference in the nature of two sectors,
but the objective of MIS in both sectors is providing the most
satisfying products or services to their consumers and
customers.
Managers in service industries such as Hotels, Hospitals,
Airlines, Banks, Insurance companies etc. put a lot of efforts to
create a distinctive service to remain competitive.
Principles of distinctive service
Tom Peter stated five principles of distinctive service:
Listen, Understand and Respond to the customers;
Define a Superior Service and establish a Service Strategy;
Set standards and measure the performance;
Select, Train and Empower the employees to work for the
customers; and
Recognize and reward the accomplishments.
Service process Cycle
Stages in service cycle Steps in stage Example: educational
institute
Initiation of service Enquiry, information, seeking, checking,
assessing Through website, advertisement
Transition to service Step towards service Information brochure
& online application form.
Pre-service Cross checking the document, records Cross check the
certificate, application form
Service Effecting the service, delivery with the goods Best
faculty with infrastructure.
Post service Concluding the service, existing assistance Giving
world class placement
Customer design: Service process designer design the customer
service based on the assessment and analysis of customer choice,
preference and quality expectation, willingness to pay the
price.
Conceptual SMS Architecture Model
Application of MIS in service Sector
MIS for Hotel People prefer hotels when they are out of their
homes, might be on vacations, spending their leisure time, or on
some official duties.
Hotel is a place where people would like to have a distinctive
service. Due to lot of competitions in the hotel service, the
concept has changed from convenience of stay to comfort and
enjoyment.
Today, hotels are not only meant for a individual stay but now
its a place for business meetings, interviews, conferences, live
concerts. Every time the hotel needs to undergo change according to
the needs of the customers.
Main function of hotel industry is to provide a room to stay
with basic amenities and facilities so that customer has a
comfortable stay. Managers put all efforts to keep hotel occupancy
high all the times.
Responsibilities of MIS plays important role of providing
information to the best possible way, so that customers
expectations are fulfilled.
Customer queries (telephone, web, E-mail)
Transition to serviceCustomer arrives at hotel
receptionPre-serviceCustomer gives passport, a letter and visiting
card
ServiceService requests: lunch, dinner, room service
Post-ServiceCustomer gives feedback
Case StudyTHE CASE OF A DEPARTMENTAL STOREMr. BAWA, Director
(Sales) of the BAWA Departmental Store Chain in Uganda is a worried
person. The worries revolve around the number of complaints he has
been receiving from the Store Mangers about non-availability of the
store information.
The BAWA Stores chain was started about 6 years back. The then
management thought it fit to install a Sales Information System
(SIS) also. The present system, therefore, was installed at the
beginning of the chain and became operational a year later.
The system is operated on batch-processing mode and it generates
monthly and quarterly reports on several aspects of Sale.
The basic input document for the processing is the Sale Invoice.
In fact the Store personnel enter the Sale Invoices of the day at
the end of the day. The Store Manager is responsible to see that
the input data is created and validated before the same is passed
on to the Computer Department for further processing. Every Store
was provided with a PC for this purpose, however, on persistent
demands one more PC was provided to each Store. The Computer
Department does the final processing at the Head Office, and then
the Reports distributed to each Store.
The system worked very well for about 3 years; however, for the
last two years there have been several complaints from the Store
Managers about the system.The Mohini started its operations with 3
Stores. In the last six years, the number of Stores has increased
to 8. The management has plans to open an additional Store every
year during the next five years. During the last 3 years the sales
of Mohini has increased by nearly 120%.
Apart from the usual retail sales, almost all the Store in the
chain cater to several bulk customers e.g. Government Departments,
Factories Canteens etc, which make bulk purchases from the Stores
on a regular basis. The individual Store Managers generally enter
into the sale contracts for these on annual basis. These are credit
sales and the individual Store Manger is responsible for collecting
the outstanding.
Discuss: Q:1) The general conditions of the Chain now and in the
immediate future.Answer:
The current conditions are demanding because the chain store is
expanding very fast that requires management information system to
be integrated to supervise property all departments due to bulk
customers like governments departments factories and canteens
should all be put sale information system for easy managerial
concept.
In immediate future the chain store requires elaborate system
that provides central storage of all sales information.Q:2) What
are the problems, the Chain is facing. List them in order of
priority.Answer:
A department store is a retail establishment which satisfies a
wide range of the consumer'spersonal and residential durable goods
product needs; and at the same time offering the consumer a choice
of multiple merchandise lines, at variable price points, in all
product categories. Department stores usually sell products
including clothing, furniture, home appliances, toys, cosmetics,
gardening, toiletries, sporting goods, do it yourself, paint and
hardware and additionally select other lines of products such as
food, books, jewellery, electronics, stationery, photographic
equipment and baby and pet needs. Certain department stores are
further classified as discount stores. Discount department stores
commonly have central customercheckout areas, generally in the
front area of the store. Department stores are usually part of
retail chain of many stores situated around a country or several
countries.The chain is facing some problems, namely: Communication
problem, old fashioned information system, networking problem and
so on. In other words, these problems are:a) Non availability of
the store information from all department due to lack of proper
system of giving information. (Communication problem).
b) After installing a sales information system, it was not
definite to provide information on daily basis because of batch
processing mode that subsequently may omit some important
information.c) The problem of input data and its validation for
further processing to ensure all invoices are well
administered.Q:3) Suggest a solution to overcome the problems as
listed by you.Answer:
The management of Mohini departmental store chain needs to take
immediate action to solve above mentioned problems to keep his
business running. Some solutions that I may suggest are:
a) Ensuring availability of the store information from all
departments by installing and using well designed proper sales
information system (SIS) and establishing a proper organizational
design that smoothen the follow of information throughout the
organization.
b) Providing on regular basis sales information to installed
system for processing on daily basis.
c) Input data and validation should be available when needed and
processed immediately.
Assignment C
Q:1) A computer-based information system consists of which of
the following elements?a) Computers, keyboards, display monitors,
hard disks, and printers
b) People, procedures, data, programs, and computers ()c) Input,
processing, storage, and outputd) Planning, programming,
organizing, and evaluatingQ:2) Which of the following
characteristics of a system reflects the fact that all systems are
comprised of subsystems?
a) Synergyb) Differentiationc) Regulationd) Hierarchy ()Q:3) The
process by which workers develop their own applications, with or
without the help of professional MIS staff, is called
a) Decentralized computingb) Distributed computing ()c) End-user
computingd) Client/server computing
Q:4) A database management system must include which of the
following components?
I. A data definition language
II. A data manipulation language
III. A data dictionary
IV. A data redundancy protocol
a) I onlyb) I and II onlyc) I, II, and III onlyd) I, II, III,
and IV ()Q:5) Which of the following is NOT a benefit of electronic
data interchange (EDI)?
a) It reduces errorsb) It reduces the volume of invoices or
orders ()c) It reduces transaction processing costsd) It saves
timeQ:6) Which of the following terms is used to describe the
transmission of data one character at a time?
a) Synchronousb) Asynchronous ()c) Half-duplexd) Full-duplexQ:7)
Multiplexors and concentrators are used in telecommunication
systems to do which of the following?
a) Perform high-speed arithmetic operationsb) Increase
utilization of the communication lines ()c) Store and retrieve
datad) Display data on the monitorQ:8) Which of the following
systems development approaches involves a highly iterative process
of building, using, evaluating, and refining?
a) System development life cycle (SDLC)b) Top-down analysis
(TDA)c) Prototyping ()d) Critical-path analysis
Q:9) In MIS the concept of outsourcing can be best defined as
which of the following?
I. An option that some organizations use to control data
processing costs
II. A process of releasing an organizations computer operations
to an external vendor
III. A data support and retrieval system that organizations can
access electronically
a) I only ()b) I and II only
c) II and III only
d) I, II, and III
Q:10) Is an example of artificial intelligence. (Choose one
only)
a) ADSS
b) Office automationc) The MIS
d) An expert system ()Q:11) You would find an executive on the
strategic-planning Level?
a) TRUE ()
b) FALSEQ:12) The system life cycle consists of three phases;
planning, development, and use.
a) TRUE
b) FALSE ()Q:13) Any time a manager engages in end-user
computing (EUC), there is no need for information specialists such
as systems analysts and programmers.
a) TRUE ()b) FALSEQ:14) Users of the MIS includea) Managers
b) Persons and organizations in the firms environment
c) Non-managers
d) All of the above ()Q:15) The box that includes AIS, MIS, DSS,
the virtual office, and knowledge-based systems is named (Choose
one only)
a) The super systemb) The environment
c) The computer-based information system (CBIS) ()d) Information
resources management (IRM)Q:16) Which one of these BEST describes
the role of a manager?
a) Attending meetings, attending corporate luncheons,
disciplining staff, representing the company.
b) Planning, organizing, coordinating, making decisions,
controlling ().
c) Maintaining a rigid position in the hierarchy to prevent
customer complaints from coming to the attention of the Board.
d) Supervising the work of junior staff.Q:17) Which one of these
statements describes the role of a management information
system?
a) Software that makes decisions based on external and internal
data.
b) Software that provides information to enable a manager to
make decisions based on internal data.
c) Software that provides information to enable a manager to
make decisions based on external data.
d) Software that provides information to enable a manager to
make decisions based on internal and external data ().
Q:18) Which one of these statements describes a function that is
NOT carried out by a management information system?a) Recording the
sale of an item to a customer ().
b) Recording information about the products produced by a
competitor.
c) Calculating the financial implication for the company from a
rise in the minimum wage.
d) Modeling the impact on the business of a new piece of
Government legislation.
Q:19) Which one of these statements best describes a formal flow
of information.
a) An article written in a trade paper.
b) A chance comment in a telephone conversation
c) Data that are collected from a data collection agency ().d) A
conclusion drawn while thinking about a particular problem
Q:20) A manager has to make an unstructured decision, which
means that:
a) The decision has a definite procedure to deal with the
problem.
b) The manager has to use judgment based on previous experience,
insight and careful evaluation ().
c) The decision will result in no correct course of action.
d) No decision can be made.
Q:21) Which one of these features is desirable in a management
information system?
a) It takes up little space on the computer.
b) It can make decisions for the manager
c) The manager receives all the data that are stored by the
company in as tables of numbers.
d) It can be interrupted so that the manager can come back at a
later stage ().Q:22) Why do computer projects in MIS need to be
carefully managed?
a) Computer professionals are rather disorganized people.
b) Many specialist skills are needed, which have to be
coordinated ().
c) MIS systems are powerful bits of software that make
decisions.
d) The hardware is complex to set up.Q:23) Which one of these
statements describes the waterfall model of project management?
a) Each stage is completed before the next stage is
undertaken.b) The next stage is undertaken after completion of the
previous stage, but it is possible to rework previous stages in the
light of experience gained at later stages ().
c) A model is made of the system that allows the end user to
have an input into the new system.
d) It is a scornful description of a project that has
failed.
Q:24) A drawback of prototyping is:
a) That the end user is involved in the project.
b) The end user notices the missing functions, which can be an
embarrassment to a computer professional.
c) The software is more susceptible to viruses.
d) That the project management can be sloppy ().
Q:25) How is information collected for the requirements analysis
in a new IT project?
a) A quick discussion with the managing director on the
telephone.
b) Detailed discussion with board members and other members of
senior management.
c) Interviewing all staff at all levels, sending out
questionnaires, detailed examination of documentation and
information flows, and observation of company practice ().
d) Discussion with the network manager and the IT
technicians.Q:26) When a system is designed, it is put together
with a modular design structure. This means that:
a) System is constructed according to the prototype model.
b) The software is made up of sub-units and put together to make
a finished unit ().
c) The hardware is made up of sub-units that are put
together,
d) The implementation will be in phases.Q:27) Which one of the
following statements would indicate that a new MIS was successfully
implemented?
a) Perfective maintenance has been carried out.
b) The hardware has high specification
c) The system processes data adequately.
d) There is a high degree of user satisfaction ().
Q:28) Governance of IT is shifting from being handled
exclusively by IS executives to being a collaborative effort
between IS business and their constituencies.
a) True ().
b) False
Q:29) Governance of IT is a collaborative effort between IS, the
business, and theirconstituencies.
a) True ().
b) False
Q:30) System integration and infrastructure development is the
________.Q:31) ______________ is characterized as the development
and management of relationships with external service
providers.Q:32) The device that was hailed as a technological
marvel in the 1950's was the:
a) Mainframe
b) PC ()c) Calculator
d) Terminal
e) AbacusQ:33) Hewlett - Packard was credited with the creation
of the first handheld calculator.Q:34) IBM and Microsoft emerged as
key players in the DBMS market.Q:35) Products in digital formats
that can be delivered anywhere, at any time, at a low cost and no
delivery cost are sold on E-Commerce.Q:36) The emerging trend that
has shifted focus from tangible items such as capital, equipment,
and factories to intangibles such as ideas, intellectual capital,
and knowledge is known as E-Business.Q:37) An MIS helps businesses
achieve:
a) Its goals and objectives ()b) Parity.
c) Fairness.
d) Security.
Q:38) The most important component of an information system is
the_________________.
a) Softwareb) Hardware.c) Data.d) People ()Q:39) Which of the
following is not a characteristic of good information?a)
Interchangeability ()b) Relevance.c) Cost effectiveness.d)
Timeliness.Q:40) In order to be cost effective, information must
be:
a) Timely.b) Adaptable.c) Be worth the cost of producing it ()d)
An input into another system.Price
Customer Service Design
Place
Product
People
Promotion
Accounts Data Base
Customer Data Base
Resource Data Base
Application
Back End Application
PC
PC
PC
PC
Network Server
Front End
Service Job Data Base
Knowledge
Facilities Data Base
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