Effect of management_information

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ABSTRACT
In response to time sensitivity of management information system,
there is need for automation to deliver data to management effective
basic for decisions making. This therefore means that there will be a
need for advanced technologies, which can process data to
information. This is otherwise referred to as information technology.
This study therefore assesses the effect of management information
system on organizational performances and efficiency.
TABLE OF CONTENTS

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Title page - - - - - - - - i
Certification - - - - - - - ii
Dedication - - - - - - - iii
Acknowledgment - - - - - - - iv
Table of contents - - - - - - - v
Abstract - - - - - - - - - vi
CHAPTER ONE
1.0 Introduction - - - - -- - - - 1
1.1 Background of the Study - - - - - 1
1.2 Statement of the Problem - - - - - 2
1.3 Statement of Hypothesis - - - - - - 3
1.4 Purpose of the Study - - - - -- - - 3
1.5 Scope of the Study - - - - - - - 4
1.6 Limitation of the Study - - - - - - 5
1.7 Definition of Terms - - - - - - - 5
CHAPTER TWO: LITERATURE REVIEW
2.0 What is Management Information System - - - 6
2.1 The Concept of Management Information System - 6
2.2 Products of an Information System - - - - 7
2.3 Properties of Effective Management Information - - 9
2.4 Components of an Information System - - - 11
2.5 Structure of Management - - - - - - 13
2.6 Benefits of Management Information System 15
2.7 Summary - - - - - - - - - 16
2.8 Different Managers, Different Information Needs - - 20
CHAPTER THREE

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SYSTEM ANALYSIS AND DESIGN
3.1 Analysis of Existing System - - - - - 22
3.2 File Method - - - - - - - - 26
3.3 Operation - - - - - - - - 27
CHAPTER FOUR
4.0 Design of the new System - - - - - 44
4.1 File Design - - - - - - - - 44
4.2 Programming Language Used - - - - - 48
CHAPTER FIVE
5.0 Summary of Findings, Conclusion And
Recommendations - - - - - - 50
5.1 Summary of Findings - - - - - - - 50
5.2 Conclusion - - - - - - - - 52
5.3 Recommendations - - - - - - - 52
References - - - - - - - 54
Appendix

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CHAPTER ONE
1.0 INTRODUCTION
1.1 BACKGROUND OF THE STUDY
In a famous individual business the owner is aware of everything
that is going on within the organisation as he does all the work
himself. As the work of the business becomes expended as a
result of the growth and expansion of the business, more hands
may have to be employed to enhance effective and efficient
business life. Hence, the company will split into a set of
functional department looking at the particular aspect of the
business such as sale, stock control production and payroll. If
the company is to operate as unit, the work of each of the
department must be directed and controlled. The mechanism by
which the owner or senior managers of the company carryout
this direction and control is known as management information
system. The tradition information system has proven not to live
up to expectation because they do not provide information to the
desired qualities of good information.
That is the information they provide may be
1) Tools costly

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2) Not timely
3) Not property integrated
4) Not concise
5) Not available in proper format
6) Not relevant
To reduce these difficulties of traditional information system
approaches, new computer-oriented management information
system have been involved which is called the management
information system.
The Nigeria national Petroleum incorporation as a case study is
one of such companies that operate management information system
1.2 STATEMENT OF THE PROBLEMS
With the increasing competition among industries today, there is
no doubt that any organisation without sound information
management system will not grow strong with this awareness,
management have adopted a system of information
dissemination in order to meet their set goals. This study is
therefore out to disclose the necessity of information system to
business organization, how do managers make use of

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information passed to them, what do they think about the system
and does it even have any effect on their operation.
1.3 STATEMENT OF HYPOTHESIS
Ho: Management information system has no effect on
organization performance.
Hi: Management information system has effect on
organisation performance.
Ho: Information system has no impact on management
structure in an organisation
Hi: Application of information technology has enhanced
efficient and effective performing of staffs on the organization.
1.4 PURPOSE OF THE STUDY
The purpose of an MIS is to furnish to the management
within a workable time frame so that the management can make
the best decision concerning the planning, control and operation
of the organization activities.
In summary, management information system (MIS) was
introduced for the following purpose:
a. To save time.
b. To improve on the quality of the product.

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c. To reduce complexities on our organization.
d. To give managers feedback about their performance.
e. To monitor and display the performance of a company stock.
1.5 SIGNIFICANCE OF THE STUDY
A successful completion of this study will provide first hand
information on the impact of the information system on
management performance in the oil industry. For the developing
nation of the size and potential like Nigeria, industrialization will
be a way of our industries from recession. Therefore, this study
is important since information system seeks to assist in
improving the effectiveness and efficiency by providing more
timely and relevant management information and subsequent
performance of the organisation. It is hoped that the successful
use of the information system in the oil industry would be very
much more useful to the desire goals of economic development
and transformation.
1.6 SCOPE OF THE STUDY
This research will be carried out solely on an oil industry. It will
also concentrate on information system management, which is

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one of the technology/process developed to assist management
in gathering and processing information effectively.
1.7 LIMITATION OF THE STUDY
The possible incidence of time, material and financial
constraints will not allow for a very elaborate study to be carried
out. In order to save the duplication of effort and costs, an oil
industry, NNDC has been chosen as a study.
1.8 DEFINITION OF TERMS
MANAGEMENT: Management is the act of organizing and
coordinating individual and group activities towards achieving a
collective goal. It is the process of getting things done with or
through people.
SYSTEM: A system is a set of interacting components that
operates together to accomplish a purpose.
MIS: Management Information System (MIS) is a sect of
systems and procedures that gather information from a range of
sources compile it and present it in a readable format.

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CHAPTER TWO
LITERATURE REVIEW
2.0 WHAT IS MANAGEMENT INFORMATION SYSTEM
Koneke, D. (1992). In his book title management information
system. Mitchel Grow-Hill defined management information system as
a system used to collect, organize and display information for workers
to support them in making decision.
An organisation has transactions that must be processed in
order to carry out its day-to-day activities. The payment must be
prepared, sales and payment on account must be prepared, sales and
payments on account must be posted. These and other are data
processing activities and might be termed clerical in nature; they follow
rather standards procedure and the processing tasks, but a
management information system, it is an information that perform
other task as well and is more than a data processing system. It is an
information processing system applying the power of the computer to
provide information for management and decision-making.
2.1 THE CONCEPT OF MANAGEMENT INFORMATION SYSTEM
The idea of an information system to support management and
decision making predates the use of computer which have extended

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the organizational capabilities is so significant that MIS is new in the
sense that is now feasible four major areas of concept and system
development are especially significant in tracing the evolution of this
MIS concept, management Accounting, management science,
management theory and computer processing. The MIS concept may
be received as a substantial extension of the concept of managerial
accounting taking into consideration ideas and techniques of
management science and the behavioural theories of management
and decision making. The capabilities of computers have added to the
development of the MIS concept because new hardware and software
have offered new dimensions to be considered in conceptualizing the
information system for an organization.
2.2 PRODUCTS OF AN INFORMATION SYSTEM
DATA INFORMATION
Murdieck (1975) in his book title information technology in
business defines information as the receiver in the form of sign that
are coded representations of data, this information definition gives a
picture of what data with information value would be. They should be
capable of initiating behaviour i.e. the intended receiver should utilize
them in taking action. Otherwise, the data are just recorded symbols

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and signs, in other words recorded observation that are not currently in
use. To put it in decision making terms, It may be said that information
is data in use.
According to McDoriugh (1963), information is the net values
obtained from the process of matching the element of data. All these
points to the fact for data to be regarded as having information values
that have to be relevant to the receiver and used at a given time in
taking decision.
However, the products of an information system are described in
different ways Gessford, (1986). One description it is based on viewing
it as an output of a physical system like computer. Viewpoint sees
what information system produces as symbols and signs which can be
received, stored, transformed, transmitted printed in form of alphabetic
and numeric symbols.
If these symbols can be accepted as data and they have
information value, this output of the system is information.
A second view point according to Gessford (1980) focuses on
the minimum output of an information system, i.e. data it state that an
information system produces understandable, factual data, conveyed
through symbols, considering the earlier viewpoint, not all data are

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information, and therefore all data producing system may not be
regarded as information system.
Based on the definition of information given above, the products
often information system must be relevant and useful for the system to
pass as information other definitions of information tends to support
this data. Davies (1974) defined information as data that have been
processed into a form that is of meaning to the recipient, and is of
perceived value in current or prospective decision. Davies definition
tends to agree with that of senders (1983) that information is relevant
knowledge produced as an output of data process operation and
acquired by people to enhance understanding to achieve specific
purposes.
In all illustration. Information is presented as a transformation
process and is distinguished from data.
2.3 PROPERTIES OF EFFECTIVE MANAGEMENT INFORMATION
To manage effectively, manager needs information that reduces
the elements of uncertainty in the decision the make. Sender, Donald
H, (1983) computer today, consider accuracy, as timeliness,
completeness and conciseness as the properties of the output of a
valuable MIS.

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1. ACCURACY: Information accuracy refers to the ratio of correct
information to the total amount of information produced over a
period. If for example, 90 items out of 100 item of information
produced by a system give correct report of the actual situation,
the ac curacy level is 0.90 (i.e. 90/100). This level may be
accepted or tolerated depending on the information sought.
Some report cannot tolerate an accuracy level or less than I
while some may tolerate a level as low as 0.80.
2. TIMELINESS: It is not enough to have information that is
accurate information that arrived or was received after the
decision for which it is needed has been made may be accurate
but use less. Timely information therefore, is a vital resource for
management action. The response time should be short for
information to maintain its freshness and rule.
3. COMPLETENESS: Information can be timely and accurate yet
complete. This can be very frustrating. The goal of an
information system should be better integration of available data
at different prints in the organization so that managers are
furnished with more complete information.

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4. CONCISENESS: Concise information that summarizes the
relevant data points out areas of exception f normal or planned
activities is what often needed by, bit less than often supplied to
today’s manager. Often in a bid to produce complete information,
managers are supplied with relatively useless data along with
important information. Further problem of extracting the items of
information required is posed as finished product of a
manufacturing process are distinguished from raw material.
The above views option of information and data point to one fact
that information systems should proceed relevant data, which the
receiver can use for, intended action/decision, for it to qualify as
an information system.
2.4 COMPONENTS OF AN INFORMATION SYSTEM
According to Parker and case (1993), in the book title
management information system strategy action, said that a
prerequisite to the design of an effective management information
system is an understanding of the essential element and attributes of
information system in general and their basic function. This is because
whether manual or computer-based, the component and the functions
of information system are basically the same.

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Three essential element of an information system commonly
found in MIS literature are “input, processor, output”, while the basic
function are generating entertainment data, processing the data,
storing the data by maintaining records/files and preparing information
output.
Basically, data passes through three stages
1) Generation creation
2) Processing and
3) Utilization, (often designated input, process and output)
The input component receives the input data in the system.
The input data are generated as a result of occurrences of some
external or internal events in the organization. The generated data are
store in either sorting or synthesizing to obtain meaningful whole or
manipulating in the case of quantitative data to change their form or
develop meaning through formula or equation e.g. using statistical
method in computation of financial and other ration. The output
information, which resulted from processing, is utilized for decision-
making and individual action. Any “bit” of information which is required
is sent to storage as data while the irrelevant or unselected data are
stored or destroyed after evaluation.

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2.5 STRUCTURE OF MANAGEMENT INFORMATION SYSTEM
This MIS department with its hard work and people must be
managed independently the flow of information within the company
must be controlled the MIS department typically provides services to
other departments in the organization. Other departments are
responsible for the content and flow of information. The MIS
department is responsible for ensuring that information is available on
the computer.
According to Parker and Case (1993) in his book, management
information system looked into the four commonly used MIS
structures, which are:
a. CENTRALISED MIS: The centralised MIS involves the
centralization of computers within an organization a separate
department (data processing department) is deliberately
constructed to provide data processing facilities for the whole
organization. A centralized MIS is also called an interrogated
MIS. In a centralized MIS, all data of an organization are
channelled into a common pool (database). The database,
common hardware, along with all necessary software and

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decision models, are used to service all the data processing
and information requirement of the whole organization.
b. HIERARCHICAL MIS: In a hierarchical MIS, each
management level is graven the computer power necessary
to support its task, objectives. In a hierarchical system, there
is also a segregation of database along regional of functional
lines. Communication between levels is essentials, but the
line of responsibility for computer systems is normally traces
through several levels rather than handled within all levels of
the organization. This structure requires more response than
centralized MIS structure and also it is more expensive to
implement.
c. DISTRIBUTED MIS: In a distributed MIS, the organization is
broken into activities centres (possibly based on geographical
location, functional departmentalization), each effectively
centre having its own MIS chardroare, software people, data,
etc. t his type of structure is expensive to implement but
provide localized computing support for an-site management
decision making activities.

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d. DECENTRALIZED MIS: In a decentralized MIS the authority
and responsibility for computer, support is placed in relatively
and enormous and independent subsystems (operating units
of an organization). These units usually parallel the manage
decision making structure and in a purely decentralized MIS,
there is no central control, each unit acts independently.
Hence, they can make hardware developed software and
make personnel decision on their own.
2.6 BENEFITS OF MANAGEMENT INFORMATION SYSTEM
Obviously, implementation of MIS, is very expensive an difficult
investment. But the management information system offers several
significant benefits to managers who use them.
According to Parker and Case (1993), the benefits, which it
offers are
i. SAVING TIME: As a result of summarized data no time is
wasted searching irrelevant materials.
ii. CLARIFY COMPLEX AND RELATIONSHIP: Complex and
complicated situations are easily resolved.

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iii. IT HELPS TO PLAN: This possible because the system
provides up-to-date minute information that enables
managers implements their plans
iv. CENTRALIZED-DECISION MAKING: This system helps to
centralize decision making by providing information that is
effectively summarized.
2.7 SUMMARY
Although, the management information system (MIS) effectively
introduced a new system of information enhancing with a new set of
performance measures, managements behaviour may however be
influenced by MIS approach that is, the attitude of the managers
towards their job is changed) which results in efficiency and
effectiveness on their part.
MANAGEMENT LEVEL OF AN ORGANIZATIONAL
According to Stephen P. Robbins (2001), management today,
there are three basic level of a management. Those are the strategic
tactical and operational level of the top, middle and lower levels
understanding of the operations at these levels provides a useful
framework for managers at different levels.

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THE TOP MANAGEMENT LEVEL
This level is concerned with establishing the overall objectives of
the organization and developing appropriate policies so that the
objective may be achieved. Top level managers set an organisation for
goals for the long term. They develop a large range plan and
determine what the organization will work like and be doing over the
next 5-10 years.
This goal setting is called strategic planning. The plan the growth
and the development needed so that the organization can meet its
long-range objective.
TYPICAL FUNCTION OF TOP MANAGEMENT AREA
a. Long term planning
b. Capital investment decision
c. Organization restructuring
d. Middle management appointment
e. Acquisition and merger
f. New plant authorization and location
g. Major production development

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MIDDLE MANAGEMENT LEVEL
This level of management does not set objective but are rather
subordinate to the objective set by top management level. Middle level
management implements this long-range plan by breaking it down into
manageable pieces. Once top-level managers have set goals and
planned a corporations direction, they delegate the the middle
management the responsibility of turning plans into actions, middle-
level manager worry about the details of building a new factory or
acquiring the appropriate equipment to do specific job.
At this level, managers are concerned with midterm planning (up
one year) needed to implement the organization’s objectives. This is
called tactical planning.
FUNCTION OF MIDDLE MANAGEMENT IS:
a. Purchase
b. Product planning
c. Implementation of marketing and advertising policies of the
organisation
d. Sales promotion
e. Staff appointments

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OPERATIONAL LEVEL: (Lower Levels)
This level of management is concerned with day-to-day process of
supervision and direction associated with the normal activities of
management e.g.
1. Production
2. Dispatching
3. Sales
4. Accounting
Often this level of management may not be called managers but
they have little such as supervisor, chief clerks and forman etc.
DIFFERENT MANAGERS, DIFFERENT INFORMATION NEEDS
Top-level managers are involved in the long-range planning of
organization, strategic information focuses on eternal date, including
customer’s feedback, employee relationship, government regulations,
information about competitions and economic relations predictions.
Top level managers weight external information which setting goals
and identifying problem. Although most strategic information externally
based

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2.8 DIFFERENT MANAGERS, DIFFERENT INFORMATION
NEEDS
TOP-level managers are involved in the long-range planning of
organization, strategic information focuses on eternal date, including
customer’s feedback, employee relations, government regulations,
information about competitions and economic relations predictions.
Top level managers weight external information when setting goals
and identifying problem. Although most strategic information externally
based. Some come from within the organization this internal
information, usually in summary for easy use includes for casts and
projections from individual departments. For managers to plan, they
must have an accurate picture of how the organization operates
without getting too involved with the details of its operation.
TOP
MANAGEMENT
MIDDLE
MANAGEMENT
FIRST LINE OR LOWER LEVEL
MANAGEMENT

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TACTICAL INFORMATION
Middle level managers use information to plan and operate an
organization for up to a year such tactical planning requires both
external and internal information and is used to implement the goals
set by top-level management. External information such as one year
economic forecasts product development reports, sales estimate and
quarterly inventory summaries such tactical information give middle
level manager and understanding of the organization in midterm.
OPERATIONAL INFORMATION
First line managers, responsible for the day-to-day operation of
an organization required information that gives a detailed picture of
what is happening, employee, and customers, they need to measure
daily progress against established goals and quality such as short
term, day to day or operational information focuses on the internal
operation of the organization and includes sales orders, customers
complaint report, payroll records, personnel record product order and
inventory records. This information enables the first line managers to
verse daily functioning of firms.

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CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.1 ANALYSIS OF EXISTING SYSTEM
Enough time should be taken to ensure that the current analyst
understand the functionality. Currently provided by the existing
systems, both manual and automated. This should not be exhaustive,
as the existing system is being replaced.
1. Objectives
• To understand how the requirements are currently being
met with existing systems
• To document the flow, processing and use of information
within the existing system
• Identify the problems with the existing systems
• To define new requirements
2. Responsibilities
The analysts conduct interviews and obtain information about the
way the manual and automated systems (within the scope of the
project) currently operate.
3. Inputs

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• User, operations, and procedure manuals for existing
systems
• Source code listings
• Sample input forms, reports and screen layout
• System documentation
• Dictionary reports
Many systems will have little or no documentation. This will make
the job of identifying requirements more challenging for the analyst
and require more time from the users.
4. Method
• Before any interviews are conducted, the analysis team
members should study the available printed members
should study the available printed material and discuss the
information. This helps to maximize the use of time in an
interview and to establish a rapport with the user on first
contact. The product of this initial research should be a
developing understanding of the functional structure of the
business under study.

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• Conduct interviews, beginning with managers and working
d own to the level of the clerical or production staff who
work most closely with the system.
• Prepare a synthesis of the interview notes
5. Working Documents
• Interview notes (off-the-record items should not be made
available unpublished’ interview notes).
6. Deliverables
• Interview notes
• List of sources of information
7. Variations
• Interviews are used as the standard mechanism for
determining how current business systems operate this
process is often time consuming and unproductive since
users.
• Do not always understand how their system operate
• Tend to focus on solutions (how) not structure or context
(what)
• May not know why the current system(s) was set up as it
was (the reasons may have completely disappeared)

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• May have a limited perspective of the system, focusing
only on the portion for which they are responsible
• Do not always have an understanding of the cause of
problems
• May be unable (or unwilling) to look at alternative
approaches
• May have organizational or political reasons for resisting
change
• May not have thought about what is required in the new
system
• Often cannot make the leap from physical to local
implementation
• May not be aware of what technology or different
approaches could be applied to the design and
implementation of their system(s)
• An alternative is to select key users from the organization
and to involve them in the project from the beginning.
Involve them (using their knowledge of the existing
systems) in the definition of the requirements of the new

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system and by-pass the documentation of existing
systems.
3.2 FILE METHOD
NAME DESCRIPTION
APPENDALL TEXT (string,
string)
Opens a file, appends the specified string
to the file and then aloses the file if the file
does not exist, this method creates a file,
writes the specified string to the file, the
closes the file
APPENDALL TEXT (String,
string encoding)
Appends the specified string to the file,
creating file if it does not already exist
COPY (String, string) Copies an existing file to a new file.
Overwriting a file of the same name is not
allowed.
CREATE (string) Creates or overwrites a file in the specified
path
DELETE Deletes the specified file
EXISTS Determines whether the specified file
exists
GET ACCESS CONTROL
(string)
Gets a file security object that
encapsulates the access control list (ACL)
enoies for a specified file.
GET ATTRIBUTES Gets the file attributes of the file on the
path
OPEN (string, file mode) Opens a file stream on the specified path
with read/write access

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3.3 OPERATION
The end of an IF or IFxx group is indicated by ENDIF.
The SELECT, WHEN, WHENxx, and other group of operations
are used to conditially process one of several alternative sequences of
operations. The beginning of the select group is indicated by the
SELECT operation. The WHEN and WHENxx operations, are used to
choose the operation is used to indicate an operation sequence that is
processed when none of the WHENxx conditions are fulfilled. The end
of the select group is indicated by the ENDSL OPERATIONS.
SPECIFICATION OF INFORMATION SYSTEMS
Specification of any system before its development is crucial
specification perform for information systems the same function that
blue-prints and engineering specification serve as benchmarks for
evaluating designs as well as their implementation. They also facilitate
quality assurance via verification (are we building same right, i.e. do
the design and implementation meet the specifications) and validation
(are we building the right system i.e. does the system meet the user
needs).

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COMPONENTS OF SPECIFICATIONS
Specification of an information system is given by their
• STRUCTURE: How it is organized
• FUNCTION: What it does
• BEHAVIOUR: How it responds to event and stimuli
• DATA: It meaning and organization most CASE tools co-ordinate
information systems projects through a project or system
dictionary. The function of the dictionary is to standardize the use
of terms throughout the organization and to serve as a
repositioning of all common information in the project. It enforces
consistency as well as (relative) completeness of the
specifications and facilitates verification and validation of such
specifications.
It also serves as a means of communication between the
different persons on the information systems building team. The
figure below shows the various components of the specifications
and the modeling techniques utilized we will be studying some of
those techniques in this course

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Specification of information
METHOD FOR SYSTEMS DEVELOPMENT
There are many method for the development of information
systems: System Development life cycle (SDLC), Data structure-
oriented design, object-oriented design, prototyping, among others, we
shall, however, be concerned here primarily with sole.
SYSTEMS DEVELOPMENT LIFE CYCLE:
Referred to variously as the water fall model and linear cycle, this
methodology is a coherent description of the steps taken in the
development of information systems. The reason why it is referred to
Specification of
functions
Data flow diagram
Specification of
functions
Data flow diagram
System of
project
dictionary
Specification of
Behaviour
State transition
diagram
Pertinent flow
Control flow diagrams
Specification of
structure
Data flow diagram
Decomposition
diagram

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as the waterfall model should be obvious from the following figure
(from Horner, 1993).
The water fall mode (Systems Development life cycle)
The methodology SDLC is closely linked to what has come to be
known as structured systems analysis and design. It involves a series
of steps to be undertaken in the development of information systems
as follows:
PROBLEM DEFINITION: On receiving a request from the user for
systems development, an investigation is conducted to state the
problem to be solved.
Requirements
Analysis
Design
Coding
Testing
Acceptance

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DELIVERABLES: Problem statement.
FEASIBILITY STUDY: The objective here is to clearly define the
scope and objectives of the systems project, and to identify alternative
solutions to the problem defined earlier.
DELIVERABLES: Feasibility report.
SYSTEMS ANALYSIS PHASE: The present system is investigated
and its specifications documented. They should contain our
understanding of how the present system works and WHAT it does.
DELIVERABLES: Specifications of the present system
SYSTEM DESIGN PHASE: The specifications of the present system
are studied to determine what changes will be needed to incorporate
the user’s needs not met by the system presently. The output of this
phase will consist of the specifications, which must describe both
WHAT the proposed system will do and HOW it will work of the
proposed system.

35
DELIVERABLES: Specifications of the proposed system.
SYSTEMS CONSTRUCTION: Programming the system, and
development of user documentation for the system as well as the
programs.
DELIVERABLES: Programs, their documentation, and users manual.
SYSTEM TESTING AND EVALUATION: Testing, verification and
validation of the system just built.
DELIVERABLES: Test and evaluation results, and the system ready
to be delivered to the user/client.

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User
Problem
definition
System
analysis
Feasibility
study
System
Design
System
Design
System
testing &
evaluation
Systems development life cycle (SDLC)

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The waterfall model has many attractive features
• Clearly defined deliverables at the end of each phase, so that the
client can take decisions on contriving the project.
• Incremental resources commitment. The client does not have to
make a full commitment on the project at the beginning
• Isolation of the problem early in the process.
It does, however, have some drawbacks.
• Requires an all-or-nothing approach to systems development
does not allow incremental development.
• Requires very early isolation of the problem.
In the real world, often the problems are uncovered in the
process of development of systems.
STRATEGY IN ANALYSIS AND DESIGN
The understanding and management of complexity is perhaps
the most important task of the designer of an information system. It is
carriedout bearing in mind the strategies of abstraction as well as
hierarchical ordering (divided and conquer).

38
In the real world, an accounting information system designer
(systems designer for short) is rarely called upon to anlayse and
design a system from the scratch usually, such a system does exist,
but the client (user) is not quite satisfied with it. The systems designer
starts with the documentation of the existing accounting system, if it
does not exist. Often documentation pertaining to the existing system
is contained in the audit work papers pertaining to the auditors study of
control risk assessment. However, since such documentation is not
prepared with a view to design a system, it is used only as a starting
point in building the documentation to aid systems design.
In this document, we shall study how alostration and hierarchical
ordering strategies are used to manage the complexity of analyzing
and designing the function of an information system.
The methodology of structure systems analysis and design
provides a roadmap for the development of functional specifications for
an accounting information system, shown in the figure below

39
Documentation of WHAT Documentation of
Existing system does WHAT proposed system
would
The functional specifications are documented graphically in data
flow diagrams (DFDS) described in the next section below:
STEP O: (Defining the scope of the system under study). This
accomplished by drawing the context diagram for the system.
STEP 1: (Documentation of how the existing system works) this is
accomplished by drawing the physical DFDS of the existing system
these DFDs specify the current implementation of the existing system,
and would answer questions such as:
• Who performs the task?
• How they are performed?
• When or how often they are performed?
Physical DFD
of existing
system
Physical DFDs of
proposed system
Physical DFD
of existing
system
Logical DFDs of
proposed system

40
• How the data is stored (media)?
The physical DFDs may be leveled, or if the system is not very
large, prepared all on a single DFD.
Step 2: (Documentation of what the existing system does). This is
documented in logical DFDS of the existing system. Deriving these
logical DFDS of the existing system from the phsycial DFDS involve
abstraction of all implementation details. Since the systems designer
would not like to be tied down by the current implementation of the
system, all such details are abstracted. These logical DFDs are usually
leveled in order to reduce the perceived complexity of the system, and
balanced in order to assure consistency in the design.
Step 3: (Documentation of what the proposed system will do). After
step 2, the systems designer will examine why the existing system
does not meet the user requirements, and how it can be modified in
order to meet such needs the result is a set of logical DFDS which
describe what the modified (proposed) system will do these functional
specifications are devoid of implementation considerations, and
therefore rather abstract specifications of the proposed systems.
These logical DFDs are also leveled and balanced.

41
Step 4: (Documentation of how the proposed will works). the logical
DFDS of the proposed system derived in step 3 above are then
examined to determine which implementation of it meets the user
requirements most efficiently. The result is a set of physical DFDS of
the proposes system. They answer questions such as:
• Who will perform the various tasks
• How they will be performed
• When or how often they will be performed
• How they will be performed
• When or how often they will be performed
• How the data will be store (media)
• How the dataflow will be implemented (media)
In this step, man-machine boundaries are drawn, and media
selected for all data flow and data stores.
The function of any information system can be expressed in
terms of transformation (processing) of certain inputs (which are data)
into outputs (which are data too) may need to be consulted (or
updated). This suggests that two crucial elements in a systems
description are data and processing of data. A compute description of

42
an information system demands description of both these elements. In
facts we can reduce this, in a mundace fashion to the equation.
System = Data + processing of data while it is impossible to
describe an information system exclusively in terms of data or its
processing, it is possible to study a systems function (what the system
must do) in terms of the transformation it must perform of the data
which is modeled separately. A coherent description of the information
system, however, would requires that the models of data and its
processing are not inconsistent. An information system functions,
which describe its processing aspect, is modeled. In the structured
systems approach, as data flow diagrams. Such a model of an
information system is, for obvious reasons, referred to as functional
model or process model.
A dataflow diagram consist of external entities (represented by
either rectangles or circles), data stores (represented by either an
open rectangles or two parallel lines) and data flows (represented)
An example
A toy sales order entry and processing system I give below the
functional specifications for a toy sales order entry and processing
system. The specifications given are for the logical aspects of the

43
system only, and therefore are, incomplete. They are also incomplete
in that the behavior model is absent. They are given as illustrations
only the consist of
• Context diagrams
• Relation specifications for a relational database
• Specifications of the dataflow
• Process descriptions in raw prolog code.
(prologi is a relational language: the code is given
Here, since prolog code is generally easily grasped). The code given
here, with very minor changes, should be exalted.
I will not provide the physical DFDS below since they are
implementation dependent, and I have not based, this toy system.
We real-world accounting system. We have yet to discuss the
data models and databases. We will not be discussing programming
aspects of systems. Therefore, the database specifications are given a
s a prelude to our class discussions on data bases later in the
semester.
We are talking about a very small firm that considers orders from
customers for one item. You should be able to add bells and whistles
as you wish. The situation considered is rather unrealistic, but to

44
makes important points about specifications for an aceo unity system
and its documentation.
CONTEXT DIAGRAM: (Sales order entry and processing
system)
Context diagram for a sales order entry and processing system
Level O logical Dataflow
Diagram (sales order entry and processing system)

45
Level O logical Data flow Diagram of the sales order entry and
processing system
Level 1 Logical Data flow
Diagram (Sales order entry sub-system)
Level 1 Logical DFD (Sales order entry sub-system
Level 1 Logical Dataflow
Diagram (sales order processing sub-system)

46
Level 1 Logical DFD: sales order processing sub-system
Data flow specifications
Syntax: data flow name (attribute 1, attribute 2,…
Order (customer name, customer address, item, quantity)
Priced order (customer name, customer address, item, quantity, order
price)
We don’t sell (customer name, customer address, item)
Sorry bad credit (customer name, customer address)
Approved order (customer name, customer address, item, quantity,
order price)
Sorry not in stock (customer name, customer address, item)
Accepted order (customer name, customer address, item, quantity,
order price)
Sales order (customer name, customer address, item quantity, order
price)
Bill of lading (customer name, customer address, item, quantity)
Invoice (customer name, customer address, item, quantity, order
price).

47
CHAPTER FOUR
4.0 DESIGN OF THE NEW SYSTEM
This chapter encompasses the system conversion final
documents compilation and users training. The new systems usually
represent a departure from the way information is currently processed
in the organization, therefore, the analyses must provide for a smooth
transition from the old system to the new system. Thus, the
implementation phase delivers the production system into operation.
The functional system from the construction phase is the input to the
implementation phase.
The new system will allow employee in the organization to enter
their information to be saved into a database which when needed at
anytime may be search for using the particular employee code
number.
4.1 FILE DESIGN
This is the specification for the new system that has been
approved. It involves the creation of files which comprises of employee
records (information). In that particular organization.
There are various tasks that are being performed in the file
development and implementation. This involves:

48
Program development (file creation)
File maintenance (add, search, edit, delete)
Program testing and debugging of the program the acquisition and
installation of the hardware.
INPUT DESIGN
Input facilitates the entry of data into the computer system. Input
design involves the selection of the best strategy for getting data into
the computer system at the right time and as accurately as possible
this is because the most difficult aspect of input design in accuracy.
The use of well defined documents can encourage users to record
data accurately without omission.
For example, if a customers telephone number is a need input
data, the sales order form should have a specific line that is clearly
labeled “customer telephone number” having several lines labeled
“customer information” would be less effective. This is because
sometimes only the name and address would be filled in leaving out
the telephone number. Input design must capture all the data that the
system needs, without introducing any errors. Input errors can be
greatly reduced when inputing, directly by using appropriate, forms for

49
data capture and well designed computer screen layout. Example of
input design FORMAT showing information about workers of a firm.
FIELD 1 FIELD 2 FIELD 3 FIELD 4
NAME TEXT 7 NO
MIDDLE NAME TEXT 7 NO
GENDER TEXT 4 NO
DATE OF BIRTH NUMERIC 4 NO
NATIONALITY TEXT 8 NO
PHONE NUMERIC 11 NO
EMPLOYEE CODE
NO
NUMERIC 8 NO
L.G.A. TEXT 5 NO
STATE OF ORIGIN TEXT 3 NO
AGE NUMERIC 2 NO

50
OUTPUT
In any design, the output is date rimined before input. This will enable
the designer to have a view of the output, which will now determine
what the input will be. It will also determine the input to really achieve
the resultant output of the visual basic program. Example outlined
below
NAME
MIDDLE NAME
GENDER
DOB
AGE
NATIONALITY
PHONE
EMPLOYEE CODE NO
L.GA.
STATE OF ORIGIN
JOHNSON
MICHEAL
MALE
1982
29
NIGERIAN
08078685480
11100212
OREDO
EDO

51
PROCESSING METHOD
Batch processing is a method where the information to be organized is
sorted into groups to allow for efficient and sequential processing.
Online processing is a method that utilizes internet connections and
equipment directly attached to a computer. It is used mainly for
information recording and research. Real time processing is a
technique that has the ability to respond almost immediately to various
signals in order to acquire and process information. Distributed
processing is commonly utilized by remote workstations connected to
one big central workstation or server.
AIMS: Are good examples of this data processing method.
4.2 PROGRAMMING LANGUAGE USED
The following characteristics of Microsoft visual basic 6.0 are
responsible for this decision visual basic is features-rich rapid
application development tool, which enables the program to create
powerful applications within relatively short periods (A derson, 2000) it
is an object oriented programming language with built in support for
implementation of object oriented design. It is an event driven
programming language programs developed in visual basic are

52
therefore more interactive, as they respond to system event such as
mouse click, button clicks, visual basic program provide models, they
provide programmers the ability to maintain and implement changes in
the programs more software systems using a team process, allowing
specialist to work on part of the system. Finally it gives programmers
the ability to create a more initiatives graphical user interface for the
users and quite flexible in handling database applications.

53
CHAPTER FIVE
5.0 SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1 SUMMARY OF FINDINGS
In summary, this research study has evaluated the effect of
management information system (MIS) on organization performance
and efficiency using NNPC as a case study. The basic aim of the study
was to analyze the contributions, which information technology has
made on the management performance, compared to a manual
operating system. The main research instruments for the study were
questionnaires, interviews and observations.
However, the main result generated from the study is that
information system technology is a better option in performing
managerial activities and its application has enhanced efficiency and
effectiveness.
The following contributions highlighted below were observed.
1.This research has show that the introduction of information
system technology has helped to increase accuracy, seed and
timelines with which management information is processed.
2.Information technology has helped to simplify record-keeping
process for manager and staff.

54
3.The case with which information is generated has enhanced
management decision making.
4.It has led to positive attitude to work by staff and information
technology was seen to a boost to their moral rather than a
threat to their jobs.
5.Workers also see it as a relief because it has reduced their
workload drastically and help in performance of hitherto difficult
tasks. In the course of this research work, certain problems were
identified. They include:
1. Instable electricity supply with associated keyboard lock up
etc.
2. Lack of maintenance culture as it relates to computer
equipment
3. Computer insecurity and virus problems
4. Lack of expertise

55
5.2 CONCLUSION
These is no doubt that the findings of this research have
tremendously aided our understanding of the impact of management
information system on the management operations of the NNPC.
The research findings have also shown that the introduction and
application of information technology in the operations of management
in the organisation has a general positive impact on their efficiency
and effectiveness.
5.3 RECOMMENDATIONS
Having had a critical study of the effect of management
information system (MIS) on the performance and efficiency of the
organization, and knowing the impact of information technology, the
following recommendations are proffered:
1. Management to ensure proper and effective use of available
information must carry out recruitment of appropriate personnel
adequate in skills, number knowledge and exposure.
2. Precautions must be taken in the acquisition of hardware and
software facilities, measures such accompatibility,
upgradeability, case use, portability, and network capability, etc
should be seriously considered.

56
3. It is not enough to have adequate information technology
facilities and personnel, organization of the people and
equipment is very important for an impact with the use of
information technology.
4. Information technology experts must be employed to look into
the network problems the organization could face.
5. Adequate training of staff is necessary to improve the skills.
6. The organization ought to develop proper maintenance culture
i.e. inverting on maintenance of information technology facilities.
7. Frequent disruption caused by unstable electricity supply be
curbed through the use of uninterruptible power supplies (ups),
surge suppressors, voltage regulators etc.
8. Virus attacks on computer can be averted by
a. Obtaining regular updates of antivirus took k its.
b. Obtaining email viruses alert software
c. Building of a firewall to prevent network facilities from attack.

57
REFERENCES
David, G. B (1974) Management Information System. Conceptual
Foundations, structure and Development, New York, McGraw-
Hill Book Company.
Gessford, J. E. (1980) Modern Information System Designed for
Decision Support, Philippines Addison Wesley Publishing
Company.
Kronke, D. (1992) Management Information System, Mitchel Mc Graw-
Hill Book Company.
Murdik (1995) Information Technology in Business.
Parker and C a se (1983). Computer today, USA, McGrow Hill
Company.
Stephen P. Robbins (2001) Management Today, McGrow-Hill
Company.

58
APPENDIX
Private Sub Command1_Click()
Unload Me
Form2.Show
End Sub
Dim I As Integer
Unload Me
Form3.Show
End Sub
Private Sub Timer1_Timer()
Label1.ForeColor = RGB(Rnd * 555, Rnd * 555, Rnd * 555)
End Sub
Private Sub Timer2_Timer()
If PB.Value <> PB.Max Then
PB.Value = (PB.Value + 1)
I = I + 1
Label5.Caption = I & "% Completed"
Label5.ForeColor = vbBlue
Else

59
Unload Me
Form3.Show
I = 0
End If
End Sub
If Option1 = True Then
Unload Me
Form5.Show
Else
Unload Me
Else
Option1.Value = False
End If
End If
End Sub
Unload Me
Form2.Show
End Sub

60
End
End Sub
Dim db As Database
Dim rs As Recordset
Dim StrCODE As String
CD.ShowOpen
Image1.Picture = LoadPicture(CD.FileName)
Label20.Caption = (CD.FileName)
End Sub
Unload Me
Me.Show
End Sub
Frarules.Visible = False
Fraconfirm.Visible = True
End Sub
If Text1.Text = "" Or Text2.Text = "" Or Text10.Text = "" Or Text13.Text = "" Or Text12.Text = "" Or
Text9.Text = "" Or Text8.Text = "" Or Text17.Text = "" Or Text6.Text = "" Or Text5.Text = "" Or

61
Text3.Text = "" Or Text4.Text = "" Or Text15.Text = "" Or Combo2.Text = "Select an option" Or
Combo3.Text = "select an option" Or Combo1.Text = "select an option" Then
MsgBox "Please complete all required fields", vbInformation, " KOZECK COMPANY PLC - Complete
Fields"
Exit Sub
Else
Fraconfirm.Visible = True
With Fraconfirm
Label22.Caption = "THANK YOU FOR FILLING YOUR DETAILS MR/MRS." & " " & Text2.Text & " " &
Text12.Text
End With
End If
End Sub
Set db = OpenDatabase(App.Path + "" + "KENINFO.mdb")
Set rs = db.OpenRecordset("KENTABLE")
If MsgBox("ARE YOU SURE YOU WANT TO EDIT A RECORD?", vbYesNo, "DELETING RECORD...") =
vbYes Then
With rs
.Edit
Unload Me
.Close
Me.Show
db.Close
End With
End If

62
End Sub
Text1.Text = ""
Text2.Text = ""
Text13.Text = ""
Text12.Text = ""
Combo1.Text = ""
Text10.Text = ""
Text8.Text = ""
Text7.Text = ""
Text6.Text = ""
Text5.Text = ""
Text4.Text = ""
Text3.Text = ""
Text14.Text = ""
Text15.Text = ""
Combo2.Text = ""
Text5.Text = ""
Combo3.Text = ""
Text17.Text = ""
End Sub
Unload Me

63
Form2.Show
End Sub
If MsgBox("ARE YOU SURE YOU WANT TO END THIS PROGRAM?", vbYesNo, "DELETING
RECORD...") = vbYes Then
End If
End
End Sub
StrCODE = Val(InputBox("ENTER CODE NUMBER FOR THE EMPLOYEE YOU WANT TO SEARCH
FOR"))
With rs
.Index = ("CODENO")
.MoveFirst
.Seek "=", (StrCODE)
If .NoMatch Then
MsgBox "No Match found"
Exit Sub
Else
Load Form4
With Form4
.Text1.Text = rs!CODENO

64
.Text2.Text = rs!SURNAME
.Text13.Text = rs!MIDDLENAME
.Text12.Text = rs!OTHERNAMES
.Combo1.Text = rs!GENDER
.Text10.Text = rs!DOB
.Text9.Text = rs!AGE
.Text8.Text = rs!ADDRESS
.Text7.Text = rs!LGA
.Text6.Text = rs!STATEOFORIGIN
.Text5.Text = rs!NATIONALITY
.Text4.Text = rs!PHONENUMBER
.Text3.Text = rs!Level
.Text14.Text = rs!Position
.Text15.Text = rs!DATEEMPLOYED
.Combo2.Text = rs!QUALIFICATION
.Text5.Text = rs!DATEEMPLOYED
.Combo3.Text = rs!DEPARTMENT
.Text17.Text = rs!MONTHLYSALARY
.Show
End With
End If
.Close
End With
db.Close

65
End Sub
If MsgBox("ARE YOU SURE YOU WANT TO DELETE A RECORD?", vbYesNo, "DELETING RECORD...")
= vbYes Then
With rs
.Delete
Unload Me
.Close
Me.Show
db.Close
End With
End If
End Sub
If Combo1.Text = "ADMIN" And Text1.Text = "ken123" Then
Unload Me
Form6.Show
Else
MsgBox "Please enter the correct username and password", vbExclamation
End If
Combo1.Text = ""
Text1.Text = ""

66
End Sub
Unload Me
Form2.Show
End Sub
End
End Sub
Dim dbsKENINFO As Database
Dim rstKENTABLE As Recordset
Set dbsKENINFO = OpenDatabase(App.Path + "" + "KENINFO.mdb")
Set rstKENTABLE = dbsKENINFO.OpenRecordset("KENTABLE", dbOpenTable)
With rstKENTABLE
.Index = ("CODENO")
.AddNew
!CODENO = Text1.Text
!SURNAME = Text2.Text
!MIDDLENAME = Text13.Text
!OTHERNAMES = Text12.Text
!GENDER = Combo1.Text
!DOB = Text10.Text
!AGE = Text9.Text

67
!ADDRESS = Text8.Text
!LGA = Text7.Text
!STATEOFORIGIN = Text6.Text
!NATIONALITY = Text5.Text
!PHONENUMBER = Text4.Text
!Level = Text3.Text
!Position = Text14.Text
!QUALIFICATION = Combo2.Text
!DATEEMPLOYED = Text15.Text
!DEPARTMENT = Combo3.Text
!MONTHLYSALARY = Text17.Text
!PASSPORT = Image1.Picture
If MsgBox("ARE YOU SURE THE INFORMATION IS CORRECT?", vbYesNo, "SUBMITTING...") = vbYes
Then
.Update
MsgBox "CONGRATULATION YOU ARE NOW AN EMPLOYEE IN OUR COMPANY!!!", vbInformation,
"KOZECK PLC - Congratulations"
Else
Exit Sub
End If
Fraconfirm.Visible = False
.Close
End With
End Sub
Private Sub Form_Load()

68
Fraconfirm.Visible = False
Text17.Text = "#"
End Sub
Unload Me
Form4.Show
Else
Unload Me
Form7.Show
Else
End If
End If
End Sub
Unload Me
Form1.Show
End Sub

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