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Management Information System of PCIT


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History, Mission Statement, Value of Information, Networking and Interactive Processing, System Software, Design in use, Departments etc..

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Management Information System of PCIT

  3. 3. ACKNOWLEDGMENTWe are thankful to almighty Allah who gave us the strength and potential to complete the taskwhich was assign to us. Then we are thankful to our MIS instructor Mr. MuzzamilSaddiq whosekind behavior and guidance makes it easy to complete this task.
  4. 4. DEDICATIONWe dedicate our project to our respected parents and teachers as we are here because of theirprayers. God bless them (amen).
  5. 5. OVERVIEWThis project is about the MIS of Punjab College of information and technology. It is not possibleto manage a big educational institution without the MIS. In this project we are telling you aboutthe history of PCIT, software’s that we are using in PCIT to control and manage the system, howinformation is gather, how it is process to convert it into data then how it is process and store.Which hardware components are PCIT is using. Then there are some CMS pictures as examplelike attendance form, challan form, blood group form, interview form, section form, admissionform, monthly report. ER diagram is attached to define the entities their attribute and theirrelationship. As different departments are working in PCIT so there are short details of them. Atlast we have given some suggestions on how to improve MIS and what can be done to improvethe efficiency of the MIS of a campus.
  6. 6. HISTORYThe Punjab Group of Colleges established its first facility, the Punjab College of Commerce. In1985 in Muslim Town on Canal Bank in Lahore, Followed a few years later by the Punjab LawCollege. Since then the Punjab Group (PGC) has successfully branched out into various cities ofPunjab. Following arrangements with foreign accredited universities, Punjab College of BusinessAdministration (PCBA) was established in 1991 and Punjab Institute of Computer Science(PICS), in 1993, at Lahore. Both institutions emerged as highly specialized schools, trainingindividuals as successful professional managers and computer scientists.With a view to meeting academic needs of students, the Group went ahead and establishedanother network in various cities of the Punjab by the name of ‘Punjab College of InformationTechnology’ (PCIT), the first having been established in Lahore in 2000. The Group has within aperiod of 27 years, not only established as many as 234 college campuses, three universities and350+ schools but has also earned reputation as the largest network of highly vibrant andprogressive institutions in the country. Mohammed Ali Jinnah University in Sindh and theUniversity of Central Punjab are both chartered universities of the Group and are being rated
  7. 7. very high in their respective domains. All these Institutions together have more than 1,89,000students on rolls.EXECUTIVE SUMMARYThe Punjab college of information and technology mission is to extend commerce and businesseducation throughout Pakistan and to produce quality business specialists. The Punjab Grouprecognizes the importance of womens education. Keeping in view cultural preferences, separatecampuses for girls have been set up at all the cities.PCIT is, at present, offering I.Com and ICS,M.COM, to enable students to compete in the 21st century.MISSION STATEMENTTo train students to develop their skills to think cogently: to act rationally; to express themselvescoherently; to work diligently and to function compassionately in all avenues of life as theystrive to build a cohesive, proud and sovereign nation.SLOGANSTRIVING FOR EXCELLENCESMANAGEMENT INFORMATION SYSTEMInformation is a critical resource in the operation and management of organizations. Timelyavailability of relevant information is vital for effective performance of managerial functionssuch as planning, organizing, leading, and control. An information system in an organization islike the nervous system in the human body: it is the link that connects all the organizationscomponents together and provides for better operation and survival in a competitiveenvironment. Indeed, todays organizations run on information.The term information system usually refers to a computer-based system, one that is designed tosupport the operations, management, and decision functions of an organization. Informationsystems in organizations thus provide information support for decision makers. Informationsystems encompass transaction processing systems, management information systems, decisionsupport systems, and strategic information systemsDATA VERSUS INFORMATIONData refers to raw, unevaluated facts, figures, symbols, objects, events, etc. Data may be acollection of facts lying in storage, like a telephone directory or census records.Information is data that have been put into a meaningful and useful context and communicated toa recipient who uses it to make decisions. Information involves the communication and receptionof intelligence or knowledge. It appraises and notifies, surprises and stimulates, reducesuncertainty, reveals additional alternatives or helps eliminate irrelevant or poor ones, and
  8. 8. influences individuals and stimulates them to action. An element of data may constituteinformation in a specific context; for example, when you want to contact your friend, his or hertelephone number is a piece of information; otherwise, it is just one element of data in thetelephone directory.Computers have made the processing function much easier. Large quantities of data can beprocessed quickly through computers aiding in the conversion of data to information. Raw dataenter the system and are transformed into the systems output, that is, information to supportmanagers in their decision making.CHARACTERISTICS OF INFORMATIONThe characteristics of good information are relevance, timeliness, accuracy, cost-effectiveness,reliability, usability, exhaustiveness, and aggregation level. Information is relevant if it leads toimproved decision making. It might also be relevant if it reaffirms a previous decision. If it doesnot have anything to do with your problem, it is irrelevant. For example, information about theweather conditions in Paris in January is relevant if you are considering a visit to Paris inJanuary. Otherwise, the information is not relevant.VALUE OF INFORMATIONInformation has a great impact on decision making, and hence its value is closely tied to thedecisions that result from its use. Information does not have an absolute universal value. Its valueis related to those who use it, when it is used, and in what situation it is used. In this sense,information is similar to other commodities.Information supports decisions, decisions trigger actions, and actions affect the achievements orperformance of the organization. If we can measure the differences in performance, we can tracethe impact of information, provided that the measurements are carefully performed, therelationships among variables are well defined, and possible effects of irrelevant factors areisolatedNETWORKING AND INTERACTIVE PROCESSINGThe two principal blocks that facilitate development and use of MIS are DBMS andtelecommunications.The former makes data integration possible, while the latter bringsinformation closer to the end users, who constitute nodes in a telecommunication network. Thenotion of telecommunications implies that some geographical distance exists between thecomputer site and the users locations and that data are electronically transmitted between them.Remote applications may be executed between two floors in the same building, two offices in thesame city.SOFTWARES USE IN PCIT
  9. 9. Software is a general term for the various kinds of programs used to operate computers andrelated devices. (The term hardware describes the physical aspects of computers and relateddevices.)Software can be thought of as the variable part of a computer and hardware the invariable part.Software is often divided into application software (programs that do work users are directlyinterested in) and system software (which includes operating systems and any program thatsupports application software). The term middleware is sometimes used to describeprogramming that mediates between application and system software or between two differentkinds of application software (for example, sending a remote work request from an application ina computer that has one kind of operating system to an application in a computer with a differentoperating system).APPLICATION SOFTWAREApplication software is a program or group of programs designed for end users. These programsare divided into two classes: system software and application software. While system softwareconsists of low-level programs that interact with computers at a basic level, application softwareresides above system software and includes database programs, word processors, spreadsheets,etc. Application software may be grouped along with system software or published alone.Application software may simply be referred to as an application. Like  Microsoft Office  NOD32 Anti-Virus  Adobe ReaderSYSTEM SOFTWARESystem software is responsible for controlling, integrating, and managing the individualhardware components of a computer system so that other software and the users of the systemsee it as a functional unit without having to be concerned with the low-level details such astransferring data from memory to disk, or rendering text onto a display. Generally, systemsoftware consists of an operating system and some fundamental utilities. Like  Operating System (Windows XP and Linux) for PC’s.  Windows 2007 server for mainframes DEVICES USED INPUT DEVICES  Keyboard:  Mouse OUTPUT DEVICES
  10. 10.  Monitor Printer STORAGE DEVICES CD and DVD Floppy Disk Hard Disk Memory Card USB Flash Drives Processing Devices Central processing unit
  11. 11. USERS ACCESS ACCOUNTAt this step give prospectus to students at every program which is offered in pcit 2 like, andIcs.At here data entry operator works and his job to enter data which is gather fromstudents before and admission in pcit entry operator cannot access to accounts and otherdepart.
  12. 12. CAMPUSAt here we are discuss the Campus of Punjab collage of information technology.
  13. 13. CITY AND COUNTRYPunjabcollage of information technologyis situated in Gujranwala Pakistan.
  14. 14. PROGRAMESPunjab collage of information technology offered courses in 2013 are Ics, And
  15. 15. ADMISSION FORMFollowing are the admission form ofPunjab collage of information technology
  16. 16. BLOOD GROUPBlood group of students is keep only for record in collage. ENTRY TEST After submission of admission form management is conducted entry test only for level students entry test day management tells about result of test.
  17. 17. INTERVIEWAfter entry test results an interview is conducted for selection of students who are willing toadmission in Punjab collage of information technology.
  18. 18. CHALLAN FORM Students who arequalify in interview are given challen form for submission of fee.
  19. 19. ATTENDANCE RECORDCollage maintains the records of student’s attendance in daily bases.
  20. 20. MONTHLY REPORTSCollage maintains the student’s tests records in reports form and send it parents in monthlybases.
  21. 21. DESIGNS USE IN PUNJAB COLLEGE INFORMATIONTECHNOLOGY1. LOGICAL DESIGN2. PHYSICAL DESIGNEXPLANATIONENTITIESIn above ERD entities are shown by using rectangleFollowing are the entities in above ERDUniversity1 College2 Dean3 Department4 Professor5 Students6 Course7 Section
  22. 22. AttributesCharacteristics of entities are shown by using ovalsAttributes of student entities are1 Student ID2 Student name3 Student departmentRelationship of entitiesRelationship of entities is shown with diamond.More than one college are affiliated with one is mandatory oneA college has a relation ship with university of central PunjabA department has more than one professorThere are many students in a departmentA student must have a departmentA professor teach many studentsMany students are taught by professors.
  23. 23. MANAGEMENT DEPARTMENTS OF PCITFollowing are the management departments of PCIT MIS CO ORDINATEACCOUNT DEPARTMENT OTHER DEPARTMENT DEPARTMENTACCOUNTS DEPARTMENTThe accounts department plays a very important role for any kind of organization.As it play a very vital role for record keeping of entities. One of the management departments ofPCIT is the accounts office. It maintains the records of admissions offer to students. The recordconsists of admission forms which includes the names, father’s name, marks obtained and otherrelevant information about the students. After when the admission is granted to students therecords of their attendance and performance of class is also kept.CO ORDINATE DEPARTMENTAnother department that supports PCIT is co ordinate department. This department plays a veryimportant role in the preparation of question papers for taking exams of the students. Thedepartment also uploads the results on portal. The main purpose of this department is dealingwith matter of exams.OTHER DEPARTMENTSThe other departments may include the following:RECEPTION
  24. 24. The reception is the first and main look of PCIT.It helps and guides the outsiders to have accesson the different offices of their concern.BOOK SHOPThe main purpose of book shop is to facilitate the students. Books and notes of all subjects areavailable at book shop. Stationery is also available here. Facility of photo copy is also providedto students.LIBRARYLibrary is the main source of providing books to the students. Books of different authors on asingle topic or subject are available here. For refreshment and entertaining of studentsmagazines, novels, literature, Islamic books, magazines of political and economic conditions areavailable. Students choose the books in which they have interest.SECURITY GUARDSAnother department that facilitates the PCIT is security guard. They perform their dutiesefficiently. They are very regular and punctual. They perform and obey the orders that assign tothem.
  25. 25. SUGGESTION:Following are the suggestion for improvement of the management information system ofcolleges:  First of all receipts system can be reduced for student benefit.  College fee should not submit in the bank. Fee system should be online. Due to this time of the student are safe.  The facility of online admission form should be given to the student.Due to this student can fill and submit form easily.  The facility of slide uploading should be given to the student.  Online exam should be conducted.  Facility of online lectures also given to the student.  Online meetings with faculty staff, management and parents.  College date sheet system should be online  Conduct online interviews.  College should provide the facility of online notes.  College should provide online concession and kinship form to student  College should provide every details of college function.