Development of MIS: Information requirement, Designing of MIS, Implementation of MIS, System Development Models, Quality in MIS, MIS Life cycle.

1. Management Information System
(Unit -II)
Development of MIS:
• Information Requirement;
• Designing of MIS;
• Implementation of MIS;
• System Development Models;
• Quality in MIS;
• MIS life Cycle.

2. Management Information SystemManagement Information System
MBA/107MBA/107
Lecture – 1
Information Requirement

3. InformationInformation
Information can be defined as meaningfully
interpreted data.
From a system analyst's point of view,
information is a sequence of symbols that
can be construed to a useful message.

4. Information SystemInformation System
"Information is a data that has been
processed into a form that is meaningful to
recipient and is of real or perceived value in
the current or the prospective action or
decision of recipient.”

5. Management Information SystemManagement Information System
A MIS is an information system that
evaluates, analyzes, and processes an
organization's data to produce meaningful
and useful information based on which the
management can take right decisions to
ensure future growth of the organization.

6. Information/Data Collection TechniquesInformation/Data Collection Techniques
The most popular data collection techniques include:
 Surveys: A questionnaires is prepared to collect the data
from the field.
 Secondary data sources or archival data: Data is
collected through old records, magazines, company website
etc.
 Objective measures or tests: An experimental test is
conducted on the subject and the data is collected.
 Interviews: Data is collected by the system analyst by
following a rigid procedure and collecting the answers to a
set of pre-conceived questions through personal interviews.

7. Classification of InformationClassification of Information
Information can be classified in a number of
ways, two most important ways to classify
information are-
Classification by Characteristic
Classification by Application

8. Classification by CharacteristicClassification by Characteristic
Based on Anthony's classification of
Management, information used in business
for decision-making is generally
categorized into three types:
Strategic Information
Tactical Information and
Operational Information

9. Strategic Information:Strategic Information:
Strategic Information: Strategic
information is concerned with long term
policy decisions that defines the objectives
of a business and checks how well these
objectives are met.
For example, acquiring a new plant, a new
product, diversification of business etc,
comes under strategic information.

10. Tactical InformationTactical Information
Tactical Information: Tactical information
is concerned with the information needed
for exercising control over business
resources, like budgeting, quality control,
service level, inventory level, productivity
level etc.

11. Operational InformationOperational Information
Operational Information: Operational
information is concerned with
plant/business level information and is used
to ensure proper conduction of specific
operational tasks as planned/intended.
Various operator specific, machine specific
and shift specific jobs for quality control
checks comes under this category.

12. Classification by ApplicationClassification by Application
In terms of applications, information can be
categorized as:
Planning Information
Control Information
Knowledge Information
Organizational Information
Functional/Operational Information
Database Information

13. 1. Planning Information:1. Planning Information:
These are the information needed for
establishing standard norms and
specifications in an organization. This
information is used in strategic, tactical, and
operation planning of any activity.
Examples: Time standards, Design standards.

14. 2. Control Information:2. Control Information:
This information is needed for establishing
control over all business activities through
feedback mechanism. This information is
used for controlling attainment, nature and
utilization of important processes in a system.
When such information reflects a deviation
from the established standards, the system
should induce a decision or an action leading
to control.

15. 3. Knowledge Information3. Knowledge Information
Knowledge is defined as "information about
information". Knowledge information is
acquired through experience and learning,
and collected from archival data and research
studies.

16. 4. Organizational Information:4. Organizational Information:
Organizational information deals with an
organization's environment, culture in the
light of its objectives.
Karl Weick's Organizational Information Theory
emphasizes that an organization reduces its
uncertainty by collecting, managing and using
these information prudently. This information is
used by everybody in the organization;
Examples : Employee and payroll information.

17. 5. Functional/Operational Information:5. Functional/Operational Information:
This is operation specific information. For
example, daily schedules in a
manufacturing plant that refers to the
detailed assignment of jobs to machines or
machines to operators. In a service oriented
business, it would be the duty roster of
various personnel. This information is
mostly internal to the organization.

18. 6. Database Information6. Database Information
Database information construes large
quantities of information that has multiple
usage and application. Such information is
stored, retrieved and managed to create
databases.
For example, material specification or
supplier information is stored for multiple
users.

19. ThanksThanks

20. Lecture – 2Lecture – 2
Designing of MISDesigning of MIS
Developing MIS is Long term Plans
 The plan for development and its implementation is a
basic necessity for MIS.
 In MIS the information is recognized as a major
resource like capital, time and capacity.

21. It is necessary to link its acquisition, storage, use
and disposal as per the business needs for meeting
the business objectives.
So we need MIS flexible enough to deal with the
changing information needs of the organization. It
should be open system. The designing of such an
open system is a complex task.
It can be achieved if MIS is planned, keeping in
view, the plan of the business management of the
organization.

22. 1. System Approach-1. System Approach-
For Developing MISFor Developing MIS
When the systems approach to problem
solving is applied to the development of
information systems solutions to business
problems, e-business systems and
applications can be developed that meet the
business needs of a company and its
employees and stakeholders.

23. What is the Systems Approach?What is the Systems Approach?
 A problem solving technique that uses a systems
orientation to define problems and opportunities and
develop solutions.
 Analyzing a problem and formulating a solution involves
the following interrelated activities:
– Recognize and define a problem or opportunity using systems
thinking
– Develop and evaluate alternative system solutions
– Select the system solution that best meets your requirements
– Design the selected system solution
– Implement and evaluate the success of the designed system

24. What is Systems Thinking?What is Systems Thinking?
Seeing the forest and the trees in any
situation by:
– Seeing interrelationships among systems
rather than linear cause-and-effect chains
whenever events occur
– Seeing processes of change among systems
rather than discrete snapshots of change,
whenever changes occur

25. Systems Thinking ExampleSystems Thinking Example

26. Steps in system DesignSteps in system Design
1. System Investigation
2. System Analysis
3. System Design
4. System Implementation
5. System Maintenance

27. Systems Development Lifecycle (SDLC)Systems Development Lifecycle (SDLC)

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29. Lecture – 3Lecture – 3
Approach-II.Approach-II. PrototypingPrototyping
Definition:
The rapid development and testing of
working models, or prototypes, of new
applications in an interactive, iterative
process that can be used by both IS
specialists and business professionals

30. Prototyping ProcessPrototyping Process

31. Overall Discussion:Overall Discussion:
1. Systems Investigation Stage1. Systems Investigation Stage
Do we have business opportunities?
What are our business priorities?
How can information technologies provide
information systems solutions that address
our business priorities?

32. Feasibility StudyFeasibility Study
Definition:
A preliminary study where the information
needs of prospective users and the resource
requirements, costs, benefits, and feasibility
of a proposed project are determined

33. Feasibility CategoriesFeasibility Categories
Organizational – How well a proposed system
supports the strategic business priorities of
the organization
Economic – Whether expected cost savings,
increased revenue, increased profits, reductions
in required investment, and other types of
benefits will exceed the costs of developing
and operating a proposed system

34. Feasibility CategoriesFeasibility Categories
Technical – Determine if reliable hardware
and software capable of meeting the needs of
a proposed system can be acquired or
developed by the business in the required time
Operational – Willingness and ability of the
management, employees, customers, suppliers,
and others to operate, use, and support a
proposed system

35. Cost/Benefit AnalysisCost/Benefit Analysis
Tangible – Costs or benefits that can be
quantified
Intangible – Costs or benefits that can not
be quantified

36. 2. Systems Analysis2. Systems Analysis
Definition:
An in-depth study of end user information
needs that produces functional requirements
that are used as the basis for the design of a
new information system

37. What Systems Analysis includes?What Systems Analysis includes?
 The information needs of a company and end users.
 The activities, resources, and products of one or
more of the present information systems being used.
 The information system capabilities required to
meet information needs of users, and those of
other business stakeholders that may use the system.

38. Organizational AnalysisOrganizational Analysis
Study of the organization including:
– Management Structure
– People
– Business Activities
– Environmental Systems
– Current Information Systems

39. Functional RequirementsFunctional Requirements
Definition:
End user information requirements that
are not tied to the hardware, software,
network, data, and people resources that
end users presently use or might use in the
new system

40. Functional Requirement CategoriesFunctional Requirement Categories
User Interface
Processing
Storage
Control

41. 3. Systems Design3. Systems Design
Definition:
Design activities that produce system
specifications satisfying the functional
requirements that were developed in the
systems analysis process

42. System Design CategoriesSystem Design Categories

43. Case-1:Case-1:
Prepare Design of MIS forPrepare Design of MIS for
your Libraryyour Library

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45. Lecture - 4Lecture - 4
Steps in system design cont…

46. User Interface DesignUser Interface Design
Definition:
Focuses on supporting the interactions
between end users and their computer-based
applications

47.  Remember the customer – Successful systems are
built for all it’s stakeholders.
 Aesthetics – Successful designs combine fast-
loading graphics and simple color palettes for
pages that are easy to read
 Easy to navigate – Make sure it’s easy to get from
one part of the system to another.

48. Searchability – Include a useful search
engine
Incompatibilities – Test system for various
s/w for its compatibility
Registration forms – Short registration
forms are a useful way to gather customer
data
Dead links – Be sure to keep links updated

49. 4. System Specifications4. System Specifications
Definition:
Hardware, software, network, data, and
personnel specifications for a proposed
system that formalize the design of an
application’s user interface methods and
products, database structures, and
processing and control procedures

50. End User DevelopmentEnd User Development
Definition:
IS professional plays a consulting role,
while end user does his/her own application
development

51. End User DevelopmentEnd User Development

52. 5. Systems Implementation5. Systems Implementation
 Hardware and software acquisition
 Software development
 Testing of programs and procedures
 Conversion of data resources
 Conversion alternatives
 Education and training of end users and specialists
who will operate a new system

53. Implementation ProcessImplementation Process

54. System TestingSystem Testing
Testing and debugging software
Testing new hardware
Review of prototypes of displays, reports
and other output

55. Data ConversionData Conversion
 Converting data elements affected by new
application
 Correcting incorrect data
 Filtering out unwanted data
 Consolidating data from several databases

56. Importance of DataImportance of Data
ConversionConversion
Improperly organized and formatted data is
frequently reported to be one of the major
causes of failures in implementing new
systems.

57. DocumentationDocumentation
Documentation serves as a method of
communication among the people
responsible for developing, implementing,
and maintaining a computer-based system.
Documentation is extremely important in
diagnosing errors and making changes,
especially if the end users or systems
analysts who developed a system are no
longer with the organization.

58. TrainingTraining
Data entry
All aspects of the proper use of a new system
Educate managers and end users in how the
new technology impacts the company’s
business operations and management

59. Conversion MethodsConversion Methods
Parallel – Both old and new systems are
operating until the project development
team and end user management agree to
switch completely to the new system
Plunge – No overlap of old and new system

60. Conversion MethodsConversion Methods
Phased – Only parts of a new application or
only a few departments at time are
converted
Pilot – One department serves as a test site

61. 6. Systems Maintenance6. Systems Maintenance
Definition:
Monitoring, evaluating, and modifying of
operational business systems to make
desirable or necessary improvements

63. ThanksThanks

64. Lecture - 6Lecture - 6
Quality in MIS

65. Quality in MISQuality in MIS
Information is a corporate resource, as
important as the capital, labor, know-how,
etc. and is being used for decision making.
Its quality, therefore, is required to be very
high.

66. Low quality information would adversely
affect the organizational performance as it
affects decision making.
The quality of information is the result of -
quality of the input data, processing design,
system design, system procedure which
generate such a data, and the management.

67. Quality, is not an absolute concept. Its
level is determined with reference to the
context and its use, and the user.
Perfect quality just as perfect
information is non-achievable and has
cost benefit implications.

68. Quality of information can be measured on
certain parameters.
All these parameters need not have a very
high value in terms of the unit of measure.
Some parameters may have lesser
importance in the total value on account of
their relevance in the information and its
use.

69. The quality of the parameters is assured if the
following steps are taken:
1. All the input is processed and controlled.
2. All updating and corrections are completed
before the data processing begins.
3. Inputs (transactions, documents, fields and
records) are subjected to validity checks.

70. Precautions for better Quality:Precautions for better Quality:
The access to the data files is protected and
secured through an authorization scheme.
Intermediate processing checks are introduced.
Due attention is given to the proper file
selection.
Back-up of the data and files are taken to
safeguard corruption or loss of data.
The system audit is conducted from time to
time to ensure that the computer system
specification is not violated.

71. The system modifications are approved
by following a set procedure which begins
with authorization of a change to its
implementation followed by an audit.
Systems are developed with a standard
specification of design and development.
Computer system processing is controlled
through programme control, process control
and access control.

72. The principle of the organization and
structuring the organization to the specific
needs of the function is a prime necessity.
In MIS, number of issues come up and they
are not the same in all the organizations.
Hence, the organization structure of the MIS
would differ from one organization to the
other.
Quality in Humanware-

73.  For handling the MIS function and management alternatives
proper - type, the size and the structure of corporate
organization should be there.
The major issues involved are:
 Whether the function should be handled as a centralized or
decentralized activity.
 The allocation of the hardware and software resources.
 The maintenance of the service level at an appropriate level.
 Fitting the organization of the MIS in the corporate
organization, its culture and the management philosophy.

74. The management of the database becomes
the centralized responsibility and its use
becomes the responsibility of users.
The MIS functions in any organization
would vary on account of the issues.

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