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Chapter 9:
DEVELOPMENT PROCESS OF MIS
Page 2
Process of mis development
Linkage of business goals to MIS goals
Relationship between Business goals and business stretergy
Mis goal and stretergy
Mis to generate all classes of information for all users
Methods for handling uncertaintity and risk
Approach to MIS development
Implementation of MIS
MIS: Factors of success and Failures
LEARNING OBJECTIVES
Page 3
Development of long range plan of mis
To achieve success it is necessary to make plan first
Constructing MIS plan take information as resource
Use proper data entry methods and plan can be made from proper resources of organizations
In short mis plan is flexible enough to deal with changing according to time, Situation and adopt latest technology
Mis plan can contain following major elements
- Deal with business plan
- Strategy for plan achievement
- The architecture of mix
- The system development schedule
- Hardware versus software plan
Page 4
Contents of the mis plan
A long range MIS plan provides direction for the development of the systems
It provide basis for achieving the specific targets or tasks against a time frame.
Pan is strectly related with goals and objectives of the mis which are as under given below
- Provide an online information of everything
- Quick process of query
- The focus of system will be on end user
- Information support system will contain stretegic,tactical and operational area of business
Page 5
MIS Plan vs Business plan
Business plan MIS plan
Business goals and objectives Mis,objectives,business goals
Business plan and strategy Information strategy for business plan,implementation playing a supportive role
Strategy planning and decisions Architecture for mis to support decision
Management plan for execution and control
Sytem development schedule,matching the plan execution
Operation plan for execution Hardware and software plan for implementation
Page 6
Strategy for plan achievement
The designer has to take number of strategic decision to achieve goal and objective of organization the strategy are:
a)Development strategy: An online, a batch, a real time. Technology platform
b)System development strategy: Any approach to the system development- operational versus functional, Accounting versus analysis, database versus multiple databases
c)Resources for system development: In house versus external,Customised development versus the use of packages.
d)Manpower composition: Analyst, programmer skill and know-how
Page 7
The Architecture of the MIS
*The architecture of the mis plan provide a system structure and their input, output and linkages
- It also provide a way to handle the system or subsystems by way of simplification, coupling and decoupling of subsystems
- It spells out in detail the subsystems from the data entry to procesing,analyst to modeling and storage to printing
Page 8
The System Development Schedule A schedule is made for the development of the system
Preparing information schedule first importance is given to the system requirement
The development schedule is changed according to be weighted against the time scale for achieving certain requirement. Which is linked with business plan
Schedule can be revised according to performance of business
Page 9
Hardware and Software plan
Feasibility studies can effect on planning of MIS
The hardware and software which is selected for mis plan should be technically sound and up to date
Selection of proper hardware and software should be part of strategic level decisions
Proper selection of hardware and software should link with goals and objectives of organizations
Page 10
A Model of the mis plan
Contents Particulars Focus
Corporate Information Business environment and current operations
Where are We?
Mission, Goal and Objectives
Current mission, goal and objectives
Where do we want to reach?
Business risks and rewards
Risk analysis and current status
What is risk?
Policy and strategy Details of policies and status
How do we achieve goals?
Information needs Strategic planning What is key information?
Architecture of plan IT detail What are tools of achievement?
Schedule of development Detail of system and subsystem
When it will achieve?
Budget and Roi Detail of investment schedule and benefits
What is cost of budget and roi?
Page 11
Ascertaining class of information
Information Class Example User
Organizational Employee,products,services,location,turnover etc
Many users at all levels
Functional Purchase,sales,productions,stocks,marketing etc
Functional heads and others
Managerial Payable,outstanding,budget,statutory information
Middle and top level management
Knowledge Entire organization Middle ,top and bottom level management
Decision Support Status of information, various standard etc
Middle and low level management
Operational Information on production,sales ,purchase etc
Operational and management supervisor
Page 12
Determining the information requirement
The difficulty to determine to determine a correct and complete sets of information is on account of the factor given below:
1)The capability constraint of human being as an information processor
2)The nature and the variety of information in précised terms
3)Reluctance of decision maker to spell out the information
4)The ability of the decision makers to specify information
• There are 4 methods of determining information requirements
1)Asking or interviewing
2)Determining from existing system
3)Analyzing the critical success factors
4)Experimentation and modeling
Page 13
Methods of handling Uncertainty
Levels of uncertainty Level of management Method
Low Operational management
Interview
A risk situation Middle management Determine from existing system
Very risky Middle and top management
Determine threw critical success factors
High Top management Experiment ,modeling and sensitivity analysis
Page 14
Development and implementation of MIS
The plan consists of various system and subsystems
The choice of the subsystem depends on the its positions in the total mis plan
The designer first develops systems independently and start integrated them with other systems
Basically 2 approaches effected on MIS
1)Prototype approach
2)Life cycle approach
Page 15
Prototype approach
It is useful for complex system
Prototyping is a process of progressively ascertaining the information needs, developing methodology, trying it out on a smaller scale with respect to the data and the complexity.
Designers task is complex and full of difficult in this approach
Multiple user can involve in this approach
Page 16
Development process model of prototype approach
Mission,Goals
Identify information
DefineSystem boundries
Define System objectives
ExamineFeasibility
Developprototype
InitialPrototype
DevelopAnd test
Refine the needs
Modifyprototype
DevelopRevisedprototype
Developapplication
review
Implement In parallel
training
documentation
Satisfy?
Page 17
Life Cycle Approach
It is useful when there are periodic review of system take place
It is useful in modification of system required after particular time period
It provide system a stability with regular evaluation
This approach is based on rules and regulation on which system follows and it can not allow significant change in system.
It is used in closed system where outcome of system is already decided before implementation of system
Page 18
Development process model of Lifecycle approach
System,Application
AssessFeasibility
InformationReq.analysis
Define System objectives
Conceptual Design
PhysicalDesign
ProgramSpecification
SystemSpecification
PhysicalDesign
InstallSystem
Conduct Training
OperateSystem
Review And Audit
Page 19
Prototype VS Lifecycle Approach
Prototype Approach Lifecycle Approach
Useful in open system where high amount of uncertainty about information is there.
Useful in closed system which have certain information
Necessary to try out some assumption in decision making process
No need to try out any assumption
Experiment is necessary and control the cost before system has been implemented
No need to experiment anything
Tryout system before it commits on specific information requirements
The user is confident enough about system so no need to try anything
System is custom oriented The system is universal
Page 20
Implementation of MIS
There are certain guidelines to user about proper implementation of system in organization which are as given beloved
No question beyond limit the information need to user
Don’t forget his role is to offer service not demand
Give priority to user not designer
Don’t mix technical need with information need
Impress upon user global nature in system design with provide attractiveness in system design
Don’t challenge application of information in decision making
Maintain quality of information in system
Provide information as corporate resource and contribute you as a user
Take regular feedback of user with proper interaction with user
Page 21
Implementation of MIS
Ensure the overall system effort has management acceptance
Enlist user’s participation time to time
Realize user that threw serving they are true guide of system
Allover proper change in system time to time
Identify role of user in system
Conduct periodic meeting with user time to time
Provide proper training to user with proper guidelines about usage of system
Page 22
Management of information quality in the MIS
The quality of parameters is assured if following steps are taken.
1)All the input is process and controlled as input and pricess design
2)All updating and correction are completed the data processing begins
3)Inputs are subjected with validity checks
4)Access of data file is protected and secured threw authorization scheme
5)Ensure that complete data is processed in one transaction
6)Due attention is given to the proper file name
Page 23
Management of information quality in the MIS
7) Back up of data and files are taken safeguard corruption or loss of data
8) Time to time audit constructed
9) Modification of system is necessary
10) System are developed within standard specification of design and development
11) Information system is controlled threw program and provide perticular access control
12) Mis model will provide consistency into business plan so that information needs to acheiee its goals.
Page 24
Quality parameters of information
Parameter of quality Example comments
Complete data of all transaction
All invoice of the month with voucher
Achieves integrity of data with respect to time period
Valid transaction and input data
Only correct transaction is allowed
Validity of data
Accuracy and precision of results
Correct use of formula with relevant data
Results are accurate
Relevance to the user and decision maker
Concentrate strategic areas of business
Relevance towards the goal of organization
Timely information Information of sales, dispatch etc
Information should be up to date
Meaningful and complete information
Production information is about quality with proper format and so on
Incomplete information makes user wrong decisions.
Page 25
Organization for development of mis
There are some major issues involved in interaction of mis with organization the issues are:
1)Whether the mis function should be handled as centralized or decentralized activity
2)The allocation of the hardware and software resources
3)The maintaince of the mis service levels at an appropriate level
4)Fitting the organization of the mis in the corporate organization, its culture and the management philosophy.
Page 26
Organization for development of mis
The question of centralization versus decentralization is depends on information resource management in the organization
In a centralized set the responsibility of acquisition of the data, of the information to the users becomes the centralized function
In a decentralized set of responsibility information is at second level so priority is given to the requirement and other things.
The development process model is divided into centralized and decentralized organization which are as mention
Page 27
Development process model of mis
MD
Head ofMIS
Hardware andSoftware
Centralized systemDevelopement
Operations,maintaince
Selections,expansition
TechnologyUpgarate decision
Information System planning
Training
Management anddevelopement
Day to day operation
System,softwaremaintaince
Centralized model of mis
Page 28
Development process model of mis
MD
Head ofMIS
Hardware andSoftware
Centralized systemDevelopement
Operations,maintaince
Selections,expansition
TechnologyUpgarate decision
Information System planning
Training
Management anddevelopement
Day to day operation
System,softwaremaintaince
Decentralized model of mis
CorporateDBMS
Management of HW
Hw & Sw Techno
Distributed orDecentralized decisions
Selection of Hardware solution
Selection of OS
Users in SystemDevelopement
Training andProblem solving
Page 29
Features of Contributing Success of mis
It focus major issues of business and also adequate development resources are provided and barrier are removed
An appropriate information processing technology, required to meet the data processing and analysis needs of users of the mis,is selected
Mis defined user’s requirement and its operational validity is ensured
Mis is kept under continuous surveliance,so that its open system design is modified according to changing information needs.
Mis focus on business objectives and goal.
Mis is not allowed to end up into an information generation mill avoiding the noise in the information and communication system
Mis will consider all human behaviour factors in the process of management
Mis is focused on different information needs for different objectives
Page 30
Features of Contributing Success of mis
Mis is interacted with term globalization so that it should be prepared with lattest technology.
Mis is easy to operate
Mis design provide basic capability for user to deal with complex situation
The mis concentrate on the development the information support to manage critical success factors in organizations
Mis concentrates on the mission critical applications serving the need of the top management.
Page 31
Features of Contributing Failures of mis
The mis is conceived as a data processing and not an information processing system
Mis is not those information that manager needs instead of it provide those information that function calls.
Mis is not provide proper way to deal with system complexity instead of it recognized its successful implementation
Mis is not concentrate on system control and its neglect basic system tools which are input, process and output
The mis is developed without streamlining the BPS in organization
Mis is not concentrate towards the training aspects of users
The mis does not meet certain critical and key factors of the users such as a response to the query on database.
Page 32
Features of Contributing Failure of mis
Mis is not fully guaranteed that it will provide complete problem solving mechanism in the organization
Sometimes lack of capability of developers makes mis an unused product in organization
The mis does not give perfect information to all the users in the organization.
Mis is assumption of developer so sometime this assuming becomes reason for failures.
Page 33
Approach to MIS developement
Identify business goals
Determine critical success factors
Determine business stretergy
Identify critical business application
Make decision analysis
Develop business performance indicators
Identify information entities to decision support for business
Build mis superset as precribed I the general model of mis
Page 34
Mis develop process model
Study business environment
Study organization and structure
Identify missions and goal
Identify critical success factors
Identify critical business applications
Ascertain the business strategy
Identify business decisions
Develop key performance indicators
Determine mis goals supporting business goals
Developed it strategy to meet goals
Develop it support structure to meet data and information needs.
Determine mis superet
Page 35
Mis develop process model
Link and map mis and information outcome to business goals and strategy
Design KMS & BI systems
Design information reporting structure
- Periodic reports
- Exception reports
- Control reports