Information Reporting in an Organization - IT Project Management

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An organization can smoothly function only if it has men,materials and machine in the right combination. Timelines, accuracy, consistency,completeness,reliability and objectivity, confidentiality, integrity and availability are the core characteristics of Information Reporting systems in an organization. 

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Information Reporting in an Organization - IT Project Management

  1. 1. Welingkar’s Distance Learning Division I.T. for Management CHAPTER-5 Information Reporting in an organization We Learn – A Continuous Learning Forum
  2. 2. Welingkar’s Distance Learning Division Information Reporting in an organization Reporting Needs A organization consists of Men, Money, Materials The presence of these three in ideal combination is necessary for the smooth functioning Reporting is primarily a Bottoms-up approach in the organization Operational reporting is required to run and manage the operations of an organization We Learn – A Continuous Learning Forum
  3. 3. Welingkar’s Distance Learning Division Information Reporting in an organization End user Ad Hoc Reporting The desktop reporting that is for functional users is created on a need basis It tends to be nonrecurring and of a limited scope Focus of this type of reporting ranges from transactional data to aggregated data The users need a full understanding of the data used for reporting We Learn – A Continuous Learning Forum
  4. 4. Welingkar’s Distance Learning Division Information Reporting in an organization Compliance/Externally Mandated Reporting The compliance Mandated reporting is required reporting for state and federal departments. The compliance based reporting program is Structural and hence can be preprogrammed Due to several scams in recent times the emphasis on public disclosures as well as adequacy of internal controls is becoming very important. Information system should therefore have sufficient functional as well as security controls built into them We Learn – A Continuous Learning Forum
  5. 5. Welingkar’s Distance Learning Division Information Reporting in an organization Analytical Reporting This category of management reporting requires the slicing and dicing of the data Online analytical processing or OLAP is new generation of tools which allows this kind of analysis. Social reporting The responsibilities of business go far beyond a financial accounting concern to bottom line of short profit and loss We Learn – A Continuous Learning Forum
  6. 6. Welingkar’s Distance Learning Division Information Reporting in an organization Structured Vs Un Structured Reports Reporting requirements can be classified based on relative Structuredness of the information & its usage. Reports supporting these types of decision tend to be 1. Well formed & structured(predefined format) 2. Semi structured (partly rule based) for instance a query builder where the user is allowed to pick columns & conditions for filtering Cont……. We Learn – A Continuous Learning Forum
  7. 7. Welingkar’s Distance Learning Division Information Reporting in an organization Structured Vs Un Structured Reports Entirely unstructured Where perhaps a user types his own query which can be different every time he uses the system depending on what he is looking for These kind of query may be used for gaining insight or knowledge discovery as done in data mining It could also be used for simulation & what if analysis to study potential impact of a decision before actually implementing them We Learn – A Continuous Learning Forum
  8. 8. Welingkar’s Distance Learning Division Information Reporting in an organization Characteristics of MIS report Management uses MIS to recognize, monitor, Measure, limit, & manage risk in an institution MIS reports must contain five element 1. Timeliness: This requires the MIS to provide and distribute the current information promptly to the appropriate users For example the board directors may require daily, monthly reports Cont…… We Learn – A Continuous Learning Forum
  9. 9. Welingkar’s Distance Learning Division Information Reporting in an organization Characteristics of MIS report 2. Accuracy: This requires a system of internal controls throughout all information processing activities 3. Consistency This requires the data to be collected and reported uniformly 4. Completeness Management needs reports that contain all pertinent information in a summarized format Cont…… We Learn – A Continuous Learning Forum
  10. 10. Welingkar’s Distance Learning Division Information Reporting in an organization Characteristics of MIS report 5. Relevance: Report having exact information needed for top management to take 6. Reliability & objectivity: This indicates the level of trust which can be placed on MIS. This stems from the reliability of the source of data used for the MIS 7. Confidentiality: This refers to the fact that only authorized users are allowed to access the information Cont….. We Learn – A Continuous Learning Forum
  11. 11. Welingkar’s Distance Learning Division Information Reporting in an organization Characteristics of MIS report 8. Integrity: Indicates that the information is authentic and along the processing cycle the validity of information has not been compromised. 9. Availability: Availability indicates that the needed information is available to the user when & where it is required Availability is a matter of policy We Learn – A Continuous Learning Forum
  12. 12. Welingkar’s Distance Learning Division Information Reporting in an organization Presentation The manner in which report is presented also has significance One can improve the presentation of printed reports By standardizing some of following aspects • Stationary -Size(A4) quality of paper (Bond) • Consistency of printing –Landscape Vs Portrait • Headers & footers Cont….. We Learn – A Continuous Learning Forum
  13. 13. Welingkar’s Distance Learning Division Information Reporting in an organization Presentation • Contents of MIS have following type of column • One or more Business critical areas about which data is being reported • Quantifiable measures of performance for each of CSFs known as key performance indicator (KPI) • Standard of performance for each of CSF-KPI in appropriate units • Data on Actuals against each CSF-KPI Cont…. We Learn – A Continuous Learning Forum
  14. 14. Welingkar’s Distance Learning Division Information Reporting in an organization Presentation Bias Presentation Bias is the term which describes how the reader of a report can be influenced towards specific direction of thinking based on the manner in which data is presented For instance if a report says there were 10 cases of delayed delivery. It may carry limited impact on the reader. If same report to state that 50%of the cases were delayed, impact on the reader is more It is also equally important to note that this influence or bias can be used in a positive manner We Learn – A Continuous Learning Forum
  15. 15. Welingkar’s Distance Learning Division Information Reporting in an organization End of Chapter 5 We Learn – A Continuous Learning Forum

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