mba-mis systems from a functional perspective 'module- 5.ppt

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SYSTEMS FROM A FUNCTIONAL SYSTEMS FROM A FUNCTIONAL PERSPECTIVE PERSPECTIVE roduction; IT in business as there are business activities t ormed, business problems to be solved, & business rtunities to be pursued. As a business professionals, you have a specific rstanding of how ISs affects a business functions & eciation of the major ways. ISs are used to support h of the functions of the business that must be mplished.

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Page 1: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

SYSTEMS FROM A FUNCTIONAL SYSTEMS FROM A FUNCTIONAL PERSPECTIVEPERSPECTIVE

Introduction;

IT in business as there are business activities to be Performed, business problems to be solved, & business opportunities to be pursued. As a business professionals, you have a specific understanding of how ISs affects a business functions & Appreciation of the major ways. ISs are used to support each of the functions of the business that must be Accomplished.

Page 2: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

FUNCTIONALBUSINESSSYSTEMS

MARKETING IS

HRMIS

FINANCEISACCOUNTING

IS

PRODUCTION/Mfg IS

Page 3: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Marketing & Sale ISMarketing & Sale IS Marketing is concerned with the planning, promotion, & sale of existing products in existing market. Business firms have increasingly tuned to IT to help them to perform vital marketing functions in the face of the rapid changes of today’s environment.

Marketing IS

Interactive marketing

Sales forceAutomation CRM

Sale Management

MarketingResearch &forecasting

Advertisement&

PromotionProduct

Management

Page 4: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Input Transaction Documents• Customer order• Order acceptance• Delivery note• Invoice, credit note, debit noteAccounting1. Product sale2. Sales value3. Sales Tax4. Dealer & distribution5. Zone & customer6. Excise duty &export market, etcReports• Statutory compliance• Information update• Decision analysis• Action update• Operation update (customer complaints, order book, despatch report)

Page 5: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Manufacturing ISManufacturing IS

IS used for operations of mgt & transaction processingSupport of all firms that must plan, monitor, & control inventories, purchases & flow of goods & services. IS helping them to plan & control their operations.

Mfg IS help companies to simplify, automate, & integrate the many activities which are needed to produce Products.

Examples; CAD & CAE, CAM

Page 6: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Productionforecasting

Productionscheduling

MaterialRequirementplanning

Capacityplanning

Pro. Cost control

Qualitycontrol

Shop floor scheduling

Shop floor control

Machinecontrol

Roboticscontrol

Processcontrol

CAD

CAE

Com. AidedProcess planning

Product simulation &prototyping

Mfg resource planning Mfg execution EngineeringSystems system system

ERP

Computer Integrated Mfg

Page 7: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Input Transaction Documents• Production programme• Production schedule• Process planning sheet• Quality assurance rating form• Finished goods advice• Material requirement• Customer orderAccounting1. Quantity of production with respect to a time period2. Material requirement & its usage3. Breakdown incidence4. Use of power, fuel & consumablesReports• Statutory complaisance• Information update• Decision analysis• Action update

Page 8: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Accounting ISAccounting IS

A/C ISs are the oldest & mostly widely used IS in business

Computer based A/C systems produce records & reports, the flow of funds through an org & produce important financial statements such as balance sheet & income statements

Operational A/C systems emphasize legal & historical records keeping & the production of accurate financial

Typically, these systems includes TPS such as order processing, inventory control, accounts receivable, A/C payable, payroll & general ledger systems

Mgt A/C systems focus on the planning & control of business operations, & analytical reports comparing forecasted to actual performance

Page 9: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

HRM ISHRM IS

Systems maintain E’yees records, track E’yee skills, job performance, training, E’yee compensation & carrier development information by support planning.

HR Systems Mgt Report

Online queries

E’yeesMasterfile

E’yees data (from various Dept) To pay roll

Page 10: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Input Transaction DocumentsInput Transaction Documents Personnel application formPersonnel application form Appointment letterAppointment letter Appraisal formAppraisal form Wage/salary agreementWage/salary agreement Record of complaints, grievances, Record of complaints, grievances,

accidentsaccidents Biodata, self & familyBiodata, self & family

Page 11: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Accounting• Attendance• Manpower• Leave• Loans & deductions• Skills• Production data

Control1. Probable absence versus workload2. Projection of personnel cost against manpower increase, etc

Reports• Statutory report• Information update• Operation update• Decision analysis• Action update

Page 12: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Financial ISFinancial IS

Computer based financial IS supports business m’gers & Professionals in decisions. 1. The financing of a business 2. The allocation & control of financial resources

CashMgt

InvestmentMgt

Capitalbudgeting

Financialplanning

FinancialIS

Reports

Page 13: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Model of Information ProcessingModel of Information ProcessingOLTP

SystemsRDBMS

Application Development Systems

A/C Application

QueryApplication

DBMS

AnalysisApplication

Control Application

StatutoryCompliance

KnowledgeUpdate

Print Reports

OperationUpdate

DecisionAnalysis

Screen Display

Action Update

Page 14: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

IS in BankingIS in Banking Banking is generally understood as a place where the financial services are offered, viz checking, savings, & providing credit to the customers.

The customers choose the bank mainly on the following 3 factors;1. The ease of doing business2. The quality of personnel & service3. The range of the financial service

The MIS in banking industry revolves around this aspect. The customer of the bank would like to know the status of the A/C very fast to make decision on withdrawals or payments.

Hence the MIS is to be designed to identify, decide & design a service strategy for offering a distinctive service to the wide range of customers seeking a variety of service demand. the following points should be taken care of while designing an MIS for a bank

Page 15: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Customer DBCustomer DB 1. Customer1. Customer 2. Operator2. Operator 3. Range of Service3. Range of Service 4. Class of customers4. Class of customers 5. Working Hours5. Working Hours Service to the A/C holdersService to the A/C holders Service for business promotionsService for business promotions The index monitoring systemThe index monitoring system Human resource upgradeHuman resource upgrade

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IS in HospitalIS in Hospital The role of a hospital in today’s world The role of a hospital in today’s world

has changed from the medical and has changed from the medical and clinical assistance to health care with clinical assistance to health care with a concern for the people who need it.a concern for the people who need it.

It is a missionary organisation It is a missionary organisation established to provide health care established to provide health care services to the needy with the motto – services to the needy with the motto – don’t make them sick while they are don’t make them sick while they are trying to get welltrying to get well..

Page 17: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

The hospitals may handle a person who is The hospitals may handle a person who is not a patient and hence we call a preson not a patient and hence we call a preson visiting a hospital a ‘customer’ and not a visiting a hospital a ‘customer’ and not a ‘Patient’.‘Patient’.

Hence, the customer profile would Hence, the customer profile would includes besides a patient, an associate of includes besides a patient, an associate of a patient, a consultant, a para medical a patient, a consultant, a para medical personnel, a medicine suppplier and so on.personnel, a medicine suppplier and so on.

The customer can easily discriminate The customer can easily discriminate between the quality of care and quality of between the quality of care and quality of caring, between treated medically and caring, between treated medically and being treated personally, between being being treated personally, between being served at least cost and served with served at least cost and served with efficiency an effectiveness.efficiency an effectiveness.

Page 18: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

The customer can easily discriminate The customer can easily discriminate between the quality of care and between the quality of care and quality of caring, between treated quality of caring, between treated medically and being treated medically and being treated personally, between being served at personally, between being served at least cost and served with efficiency least cost and served with efficiency an effectiveness.an effectiveness.

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Today’s hospitls use a lot of medical hardware Today’s hospitls use a lot of medical hardware

and software in health care activity.and software in health care activity. Health care based on diagnostic aids and Health care based on diagnostic aids and

assistance through an X – ray, scanning, assistance through an X – ray, scanning, pathological tests, and knowledge base of case pathological tests, and knowledge base of case history etc.history etc.

The role played by these aids is so vital and The role played by these aids is so vital and important that is is called important that is is called Medical EngneeringMedical Engneering

The medical engineering has helped the medical The medical engineering has helped the medical professionals to reduce the drudgery of health professionals to reduce the drudgery of health care and concentrate on diagnosis, prescriptions care and concentrate on diagnosis, prescriptions and treatment.and treatment.

Page 20: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Front end applications Front end applications Patient database – to handle the Patient database – to handle the

queries on the existing patients and queries on the existing patients and the patients treated and discharged.the patients treated and discharged.

Medical server database – name, Medical server database – name, addresses,telephones , etc. of all addresses,telephones , etc. of all medical staff including doctors, medical staff including doctors, nurses, technicians. Holidays work nurses, technicians. Holidays work times, and locations on weekdays for times, and locations on weekdays for contact.contact.

Page 21: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Resource planning and control – an Resource planning and control – an online query facility to answer the online query facility to answer the number of queries on the availability, number of queries on the availability, scheduling and rescheduling of the scheduling and rescheduling of the resourses and the facilities.resourses and the facilities.

For judging the usage of the facilities For judging the usage of the facilities and to put them in proper use.and to put them in proper use.

Page 22: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Medical case history database – Medical case history database – knowledge on the case history for knowledge on the case history for the guidance and research.the guidance and research.

Monitoring the effect of the Monitoring the effect of the drugs to judge the efficiency in terms drugs to judge the efficiency in terms of the patient’s response.of the patient’s response.

Analyse the health care Analyse the health care demand and make planning for the demand and make planning for the health service.health service.

Page 23: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

BACK OFFICE APPLICATIONBACK OFFICE APPLICATION Core applicationCore application Man power and personnel planningMan power and personnel planning Hospital billing and recoveryHospital billing and recovery Inventory contol, planning and expiry Inventory contol, planning and expiry

date management date management Resource utilisation and analysisResource utilisation and analysis

Page 24: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

Critical control applicationsCritical control applications Evolve the basic stndards for control Evolve the basic stndards for control

and provide exception reports to the and provide exception reports to the management for forward planning management for forward planning and controland control

Page 25: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

MIS IN SERVICE SECTORMIS IN SERVICE SECTOR The mission in a service industry is of The mission in a service industry is of

providing the most satisfying service to the providing the most satisfying service to the customercustomer

IS IN HOTEL INDUSTRYIS IN HOTEL INDUSTRY Traditionally hotels are meant as place for Traditionally hotels are meant as place for

convenience.convenience. Transition has taken place from convenience Transition has taken place from convenience

to comfort, to enjoyment to total service.to comfort, to enjoyment to total service. The hotel management always faces the The hotel management always faces the

problem of providing the best distinctive problem of providing the best distinctive service to the customers.service to the customers.

Page 26: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

The MIS for the hotel management The MIS for the hotel management addresses the issues of assessing the addresses the issues of assessing the customer expectations and their perceptions customer expectations and their perceptions and fulfilling hem in the est possible and fulfilling hem in the est possible manner.manner.

The MIS, therefore, has the following the The MIS, therefore, has the following the responsibilities to provide the best responsibilities to provide the best information support.information support.

1.keep track of customers profile.1.keep track of customers profile. 2.monitoring occupancy level.2.monitoring occupancy level. 3.project future needs.3.project future needs. 4.monitor the level of expectations.4.monitor the level of expectations. 5.monitor the communication needs.5.monitor the communication needs. 6.customer data base.6.customer data base.

Page 27: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

1.Keep track of customer profile1.Keep track of customer profile The following information is to be kept in The following information is to be kept in

the customer data base.the customer data base. 1.type of the customer1.type of the customer 2.the nature or purpose of visit2.the nature or purpose of visit 3.the service demanded3.the service demanded 4.the duration of stay4.the duration of stay 5.the socio-economic class of the customer5.the socio-economic class of the customer 6.the religion,language, and culture of 6.the religion,language, and culture of

customercustomer

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This information will helps to anticipate This information will helps to anticipate the expectations about the service and the expectations about the service and the process of offering the service and the process of offering the service and its output.its output.

This will enable the hotel management This will enable the hotel management to make the investment decisions to to make the investment decisions to offer different service based offer different service based infrastructure.infrastructure.

Eg:swimming pool, travel related Eg:swimming pool, travel related information counters, transport information counters, transport facilities…etcfacilities…etc

Page 29: MBA-MIS  SYSTEMS FROM A FUNCTIONAL PERSPECTIVE  'Module- 5.ppt

2.monitoring occupancy level2.monitoring occupancy level It is necessary to control the It is necessary to control the

occupancy at high level.occupancy at high level. The MIS provide the information on a The MIS provide the information on a

high or low level.high or low level. This would help the management to This would help the management to

take action by evolving different take action by evolving different tariff schemes, personalized service tariff schemes, personalized service and so which make the difference to and so which make the difference to the customer.the customer.

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3.PROJECT FUTURE NEEDS3.PROJECT FUTURE NEEDS

The MIS should provide information on new The MIS should provide information on new needs which are emerging in the foreseeable needs which are emerging in the foreseeable future.future.

for egfor eg: the hotels where originally : the hotels where originally conceptualized as a place of stay,but the role conceptualized as a place of stay,but the role has now changed. It is now a place for has now changed. It is now a place for business meetings, conference, marriage business meetings, conference, marriage parties and entertainment source also.parties and entertainment source also.

The management than has to provide the The management than has to provide the necessary infrastructure at all levels to meet necessary infrastructure at all levels to meet such needs.such needs.

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4.MONITOR THE LEVEL OF 4.MONITOR THE LEVEL OF EXPECTATIONSEXPECTATIONS

The customer expectations on the service level The customer expectations on the service level norm differs from class to class and service to norm differs from class to class and service to service.service.

The efficient and effective process is a function of The efficient and effective process is a function of training, understanding and knowledge of man training, understanding and knowledge of man power. power.

It is therefore, necessary to built a proper man It is therefore, necessary to built a proper man power grid to take care of the quality of service.power grid to take care of the quality of service.

If the service level expectations have changed,the If the service level expectations have changed,the norm should be changed.norm should be changed.

The MIS should certainly monitor the expectations The MIS should certainly monitor the expectations and the man power needs.This would help the hotel and the man power needs.This would help the hotel management in the HRD function.management in the HRD function.

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5. 5. Monitor the communication needsMonitor the communication needs The communication makes interaction with the The communication makes interaction with the

customer a comfortable exercise. It is necessary customer a comfortable exercise. It is necessary to upgrade the knowledge and skills of all to upgrade the knowledge and skills of all employees to fulfill the needs of customer.employees to fulfill the needs of customer.

For example: the employees at the reception For example: the employees at the reception should be well informed to answer the queries should be well informed to answer the queries from the tariff to the facilitates in the hotel, the from the tariff to the facilitates in the hotel, the service offered by various hotel agencies, the service offered by various hotel agencies, the information on sight seeing places, the other information on sight seeing places, the other hotels,important locations, a different way of hotels,important locations, a different way of greeting to the different customers and so on.greeting to the different customers and so on.

The MIS should monitor such communication The MIS should monitor such communication needs helping the management to improve the needs helping the management to improve the knowledge and skills of employees.knowledge and skills of employees.

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6.customer data base6.customer data base

Most of the hotels create a customer data base Most of the hotels create a customer data base for handling a variety of applications. Such as for handling a variety of applications. Such as data base handles a personal information data base handles a personal information about the customer.about the customer.

The data base is used by the management to The data base is used by the management to build a good organization relationship, to build a good organization relationship, to create a sense of care and concern.create a sense of care and concern.

Most of the MIS systems in an hotel or Most of the MIS systems in an hotel or managed as front end back office systems.managed as front end back office systems.

Front end system handle customer interaction Front end system handle customer interaction and back office systems handle processing of and back office systems handle processing of commercial data such as billing,accounting, commercial data such as billing,accounting, correspondence, inventory and general correspondence, inventory and general admissions.admissions.