mis concepts
TRANSCRIPT
M.I.S
MIS – Its other names
Information processing system Information and decision system Organizational information system Business information system
M I S
Management Information System
MIS
Management Information System
‘ the art of getting things done through the effort of others
Planning OrganizingDirectingControlling
posdcorb
1. Management
What do Managers do? Traditional
OrganizingPlanningControl
MintzbergInterpersonalInformationalDecisional
LuthansTraditional 50%Formal Communication 30%Networking 20%
2. Information Information: Clusters of facts that are
meaningful and useful to human beings in the processes such as making decisions
Data processed into a meaningful form is information.
Data Vs Information
Data: Streams of raw facts representing events such as business transactions
Information: Clusters of facts that are meaningful and useful to human beings in the processes such as making decisions
Data and Information
Information Quality
3. System A system is a group of interrelated
components working toward the attainment of a common goal by accepting inputs and producing outputs in an organized transformation process.
InterrelationSubsystemssupersystem
What is a System? A system is…
A set of interrelated componentsWith a clearly defined boundaryWorking togetherTo achieve a common set of objectivesBy accepting inputs and producing outputsIn an organized transformation process
Systems: Some Examples
UniversityInputs: Students, Faculty,
TextbooksProcesses:
Education/CoursesOutput: graduatesFeedback: surveys,
grades Toyota Plant
Inputs: raw materials, components
Processes: assembly lineOutput: mini-vansFeedback: customer
surveys, quality reports
Fast Food ISInputs: consumer ordersProcesses: processing
softwareOutput: receipts, cook’s
order listFeedback: invalid entry
message Video Store IS
Inputs: rentals, returnsProcesses: processing
softwareOutput: reports, rental
agreementFeedback: error repots
Three basic implications of a system Must be designed to achieve a
predetermined objective Interrelationships and interdependence
must exist among the components The objectives of the organisation as a
whole have a priority than the objectives of the sub system
Elements or components of a system & its role Input - Capturing and assembling Processor - transformation Outputs - value to user Controls - guides the system Feedback - actual against standard Environment - Super system Boundaries and interface -limits when
interfaces with another
ManufacturingProcess
Input ofRaw Materials
Output ofFinished Products
Environment
Other Systems
Control byManagement
ControlSignals
ControlSignals
FeedbackSignals
FeedbackSignals
System Boundary
A Manufacturing System: Generic Components
A Business as a System
Systems thinking Systems Thinking has been defined as an approach to
problem solving, by viewing "problems" as parts of an overall system, rather than reacting to specific part, outcomes or events and potentially contributing to further development of unintended consequences.
Systems thinking is not one thing but a set of habits or practices within a framework that is based on the belief that the component parts of a system can best be understood in the context of relationships with each other and with other systems, rather than in isolation.
Systems thinking focuses on cyclical rather than linear cause and effect.
Types of system
Aman Jindal (MIS), page 9
1.Conceptual & Empirical
2.Natural & Manufactured
3.Social, People-machine and Machine
4.Closed & Open System
5.Adaptive & Non Adaptive
6. Deterministic & Probabilistic
7. Permanent & Temporary
8. Stationary & Non-stationary
9. Sub system & Super system
Information System The information system is a system of group of
interrelated components working together towards a common goal by accepting inputs and producing outputs in an organized transformation process.
In this system there are three basic components or functions are involved. i.e., Input, Processing and Output.
What is an Information System?
An organized combination of…PeopleHardware and softwareCommunication networksData resourcesPolicies and procedures
This system…Stores, retrieves, transforms, and
disseminates information in an organization
What Is an Information System - Contd
IS Resources: Hardware Resources Software Resources People Resources Data Resources Network Resources
Products: Paper Reports Visual Displays Multimedia Documents Electronic Messages Graphics images Audio Responses
Functions of an Information System
Input ofData
Resources
Input ofData
ResourcesProcessing DataProcessing Data
Output ofInformationProducts
Output ofInformationProducts
Control of System PerformanceControl of System Performance
Storage of Data ResourcesStorage of Data Resources
Classify, sort, summarize,
Analyze, arrange, calculate etc
Information systems perform three vital roles in business firms.
They support:
Business processes and operations
Business decision making; and
Strategic competitive advantage
WHAT IS M.I.S
What is MIS?
Right InformationTo the right personAt the right placeAt the right timeIn the right formAt the right cost
What is Management Information System?
(MIS) are designed to provide past, present, and future routine information appropriate for planning, organizing, and controlling the operations of a functional area in an organization
A manual or computerized system that collects, processes, and reports data needed to manage a planning delivery system.
An 'MIS' is a planned system of the collecting, processing, storing and disseminating data in the form of information needed to carry out the functions of management
is an integrated user-machine system for providing information to support operations , management , and decision making functions in an organization.
The system utilizes computer hardware and software ,manual procedure , models for analysis, planning ,control and decision making and a database
- Davis & Olson
MIS – Definition
Information system that focuses on developing business applications that provide managerial end users with predefined management reports that would give managers the information they needed for decision making process
- James O’Brien
MIS – Definition
Characteristics of MIS Management oriented Management directed User-machine system Integrated system Involves large planning Sub systems Data base Information as a resource Flexibility in use
I. Management-oriented: The basic objective of MIS is to provide information support to the management in the organization for decision making. So an effective MIS should start its journey from appraisal of management needs, mission and goal of the business organization. It may be individual or collective goals of an organization. The MIS is such that it serves all the levels of management in an organization i.e. top, middle and lower level.
II. Management directed: When MIS is management-oriented, it should be directed by the management because it is the management who tells their needs and requirements more effectively than anybody else. Manager should guide the MIS professionals not only at the stage of planning but also on development, review and implementation stages so that effective system should be the end product of the whole exercise in making an effective MIS. III. Integrated: It means a comprehensive or complete view of all the sub systems in the organization of a company. Development of information must be integrated so that all the operational and functional information sub systems should be worked together as a single entity. This integration is necessary because it leads to retrieval of more meaningful and useful information.
Characteristics of MIS
IV. Common data flows: The integration of different sub systems will lead to a common data flow which will further help in avoiding duplicity and redundancy in data collection, storage and processing. For example, the customer orders are the basis for many activities in an organization viz. billing, sales for cashing, etc. Data is collected by a system analyst from its original source only one time. Then he utilizes the data with minimum number of processing procedures and uses the information for production output documents and reports in small numbers and eliminates the undesirable data. This will lead to elimination of duplication that simplify the operations and produce an efficient information system. V. Heavy planning-element: The preparation of MIS is not a one or two day exercise. It usually takes 3 to 5 years and sometimes a much longer period. So the system expert has to keep 2 things in mind – one is that he has to keep future objectives as well as the firm’s information well in advance and also he has to keep in mind that his MIS will not be obsolete before it gets into action.
VI. Sub System concept:When a problem is seen in 2 sub parts, then the better solution to the problem is possible. Although MIS is viewed as a single entity but for its effective use, it should be broken down in small parts or subsystems so that more attention and insight is paid to each sub system. Priorities will be set and phase of implementation will be made easy. While making or breaking down the whole MIS into subsystems, it should be kept in mind that the subsystems should be easily manageable.
VII. Common database:This is the basic feature of MIS to achieve the objective of using MIS in business organizations. It avoids duplication of files and storage which leads to reduction in costs. Common database means a “Super file or Master file” which consolidates and integrates data records formerly stored in many separate data files. The organization of the database allows it to be accessed by each subsystem and thus, eliminates the necessity of duplication in data storage, updating, deletion and protection.
VIII. Computerized: MIS can be used without a computer. But the use of computers increases the effectiveness and the efficiency of the system. The queries can be handled more quickly and efficiently with the computerized MIS. The other benefits are accuracy, storage capacity and timely information.
IX. User friendly/Flexibility: An MIS should be flexible i.e. there should be room for further modification because the MIS takes much time in preparation and our environment is dynamic in nature.MIS should be such that it should be used independently by the end user so that they do not depend on the experts.
X. Information as a resource: Information is the major ingredient of any MIS. So, an MIS should be treated as a resource and managed properly
1. Facilitate the decisions making process by furnishing information in the proper time fame. This helps the decision maker to select the best course of action.
2. Provider requisite information at each level of management to carry out their functions.
3. Help in highlighting the critical factors to the closely monitored for successful functioning of the organisation.
4. Support decision making in both structured and unstructured problem environments.
5. Provide a system of people, computers, procedures, interactive query facilities, documents for collecting, storing, retrieving and transmitting information to the users.
Objectives of MIS
Components of MIS
1. Hardware
2. Software
3. Control
4. Databases and application programs
5. People
6. Telecommunications and networks
Typical Inputs and Outputs Inputs: Information from the TPS Outputs: hard and softcopy reports
Scheduled reportsOn-demand reportsKey-indicator (business
fundamentals)Exception reports
MIS 175 Spring 2002 Chapter 10 39
STRUCTURE OF MISMIS Structure may be described by variety of
different approaches, such as:
1. Physical components
2. IS Processing functions
3. Decision support (Structured & Un structured)
4. Levels of management activities
5. Organisational functions
1. Physical components
1. Hardware
2. Software
3. Database
4. Procedures
5. Operating personnel
6. Input and output
2. Processing functions(What system does)
1. To process transactions
2. To maintain master files
3. To produce reports
4. To process enquiries
5. To process interactive support applications
3. Based on output for users
1. Transaction documents – sales invoice, etc
2. Preplanned reports
3. Preplanned inquiries
4. Adhoc reports
5. User Machine dialog
5. Based on organisational functions
Matrix of functional subsystems and management activities such as strategic planning, management control, operational control, transaction processing
oSales & Marketing subsystemoProduction subsystemoLogistics subsystemoPersonnel subsystemoFinance & accounting subsystemoInformation processing subsystemoTop management subsystem
Impacts of MIS
Economic Impact Transaction Cost
Organiastional & Behavioural ImpactIS flattens organisationsVirtual organisationsOrganisational resistance to change
47
Types of OSS Transaction Processing Systems
Record and process business transactionsExample: sales processing, inventory systems,
accounting systems Process Control Systems
Monitor and control physical processesExample: using sensors to monitor chemical
processes in a petroleum refinery Office Automation Systems
Digitizes the office processes
Chapter 1 Foundations of Information Systems in Business 48
Types of Management Support Systems
Management Information Systems (MIS)Reports and displays Example: daily sales analysis reports
Decision Support Systems (DSS)Interactive and ad hoc supportExample: a what-if analysis to determine where to
spend advertising dollars Executive Information Systems (EIS)
Critical information for executives and managersExample: easy access to actions of competitors
Other Categories of Information Systems
Expert SystemsExpert Systems
Knowledge Management SystemsKnowledge Management Systems
Functional Business SystemsFunctional Business Systems
Strategic Information SystemsStrategic Information Systems
Cross-Functional Information SystemsCross-Functional Information Systems
Types of Information Systems
IN DETAIL
1.Transaction Processing Systems
2.Office Automation Systems
3.Decision Support Systems
4.Management Information Systems
5.Expert Systems
Types of Information Systems
• A transaction processing system is used to handle the processing and tracking of transactions.
• A transaction is an event that can occur as a series of steps, such as taking and fulfilling an order from a customer.
Transaction Processing Systems
• Office automation systems are used to automate routine office tasks, such as the creation of documents, billing, and others.
• Office automation systems can be built from off-the-shelf applications – standard productivity software that most users are familiar with.
• In some office systems, commercial software may be customized to perform specific tasks, but this is not always necessary.
Office Automation Systems
• A management information system (MIS) is designed to provide information that is design for use by different types of managers.
• This type of system can create reports that meet the needs of managers at different levels.
• Senior-level managers need different types of information than mid- or low-level managers. These people may need entirely different types of information, or to view the same type of information in unique ways.
Management Information Systems
• A decision support system collects various types of business data, and is used to generate special reports that help managers make decisions.
• A decision support system may use data from a company's transaction processing system and from external sources, such as stock market reports, information about competitors, and so on.
• These systems provide highly tailored, structured reports that can be used for very specific business situations.
Decision Support Systems
Input and feedback
Query, model and analysis results
Interaction
Manager or Staff Specialist
Decision Support Software
Mathematical modeling toolsDatabase manager
External Data Sources
GovernmentalCustomers and
SuppliesCompetition and
global markets
• An expert system is a specialized information system that performs tasks normally done by people, such as making decisions.
• Expert systems are used to approve bank loans, make large-scale purchasing decisions, and assist with medical diagnoses.
• Expert systems rely on huge, detailed databases (knowledge bases). Special software, called an inference engine, analyzes data to answer questions or make choices.
Expert Systems
Historical Perspective• Electronic data processing (EDP),
• Transaction processing systems (TPS)
• Decision support systems (DSS) was born
• Executive information systems EIS
• Expert systems
• Knowledge management systems
• Enterprise Resource Planning (ERP) systems.
• MIS to e-commerce
History of the Role of IS
Data Processing
ManagementReporting
DecisionSupport
Strategic &End User
Electronic Commerce
1950-1960 1960-1970 1970-1980 1980-1990 1990-2000
ElectronicData Processing- TPS
ManagementInformationSystems
DecisionSupportSystems- Ad hoc Reports
End UserComputingExec Info SysExpert SystemsSIS
ElectronicBusiness & Commerce-InternetworkedE-Business &Commerce
Functions of MIS
1. data processing
It includes the collection, transmission, storage, processing and output of data. It simplifies the statistics and reduces to the lowest cost by supplying an unified format.
2. function of prediction
It predicts the future situation by applying modern mathematics, statistics or simulation.
3. function of planIt arranges reasonably the plans of each functional department in accordance with the restrictions afforded by enterprises and provides the appropriate planning reports according to different management.
4. function of controlIt monitors and inspects the operation of plans and comprises with the differences between operation and plan in accordance with the data afforded by every functional department, and be assistant to managers to control timely each method by analyzing the reasons why the differences comes into being
5. function of assistanceIt derives instantly the best answers of related problems by applying to various of mathematics' mode and analyzing a plentiful data stored in computers in the hope of using rationally human resource, financial resource, material resource and information resource for relative abundant economic benefits.
Functional Aspects of MIS MIS is an integrated collection of
functional information systems, each supporting particular functional areas.
Schematic
An Organization’sMIS
FinancialMIS
MarketingMIS
HumanResources
MIS
Etc.
AccountingMIS
Drill down reports
Exception reports
Demand reports
Key-indicator reports
Scheduled reports
Databasesof
externaldata
Databasesof
validtransactions
Transactionprocessing
systems
Businesstransactions
Businesstransactions
ExtranetExtranet
InternetInternet
Etc.
Financial MIS Provides financial information to all financial
managers within an organization. MIS has many responsibilities to the accounting
function. Payroll processing and reporting, as well as tax accountability are major functions for the MIS department. In addition, all reporting and documentation for payroll and tax matters fall to MIS. Weekly, monthly, quarterly and year-end reporting to management are also important duties for MIS. Compliance with all federal, state and local agencies, as well as reports to both governmental agencies and management are also vital for your MIS department.
Schematic
Financial statements
Uses and managementof funds
Financial statisticsfor control
Operationaldatabases
Databasesof valid
transactionsfor each
TPS
Transactionprocessing
systems
Businesstransactions
Businesstransactions
Internet orExtranet
Internet orExtranet
FinancialMIS
Businesstransactions
Databases ofexternal data
Databases ofinternal data
FinancialDSS
FinancialES
Financialapplicationsdatabases
Customers,Suppliers
Inputs to the Financial Information System
Strategic plan or corporate policiesContains major financial objectives and often
projects financial needs. Transaction processing system (TPS)
Important financial information collected from almost every TPS - payroll, inventory control, order processing, accounts payable, accounts receivable, general ledger.
External sourcesAnnual reports and financial statements of
competitors and general news items.
Financial MIS Subsystems and Outputs
Financial subsystemsProfit/loss and cost systemsAuditing Internal auditingExternal auditingUses and management of funds
Manufacturing MIS
Schematic
Perhaps no other department depends on your MIS department more
than operations. Sales and profits information must be received at least
daily in order for your company to operate properly. Staffing decisions,
including scheduling assignments, are based on reports generated
through your MIS department. Monthly, quarterly and yearly financial
statements, as well as expense reporting information must be received by
operations from your MIS associates. Without MIS input, operations is
literally flying blind and cannot function properly in this highly competitive
environment.
Quality control reports
Process control reports
JIT reportsOperationaldatabases
Databasesof valid
transactionsfor each
TPS
Transactionprocessing
systems
Businesstransactions
Businesstransactions
Internet orExtranet
Internet orExtranet
ManufacturingMIS
Businesstransactions
Databases ofexternal data
Databases ofinternal data
ManufacturingDSS
ManufacturingES
Manufacturingapplicationsdatabases
Customers,Suppliers
MRP reports
Production schedule
CAD output
Inputs to the Manufacturing MIS
Strategic plan or corporate policies. The TPS:
Order processing Inventory dataReceiving and inspecting dataPersonnel dataProduction process
External sources
Manufacturing MIS Subsystems and Outputs
Design and engineering Master production scheduling Inventory control Manufacturing resource planning Just-in-time inventory and manufacturing Process control Computer-integrated manufacturing (CIM) Quality control and testing
Marketing MIS marketing function depends on MIS for many of
its most important activities. Sales and product analysis information is required and generated daily by your MIS department. Ordering information, from which product details are generated, must be quickly and accurately received through the function of MIS associates. Decisions on product placement, as well as marketing strategies are created through the efforts of MIS reports. Marketing management makes all major decisions after analysis of data generated by your MIS team. Schematic
Sales by customer
Sales by salesperson
Sales by productOperationaldatabases
Databasesof valid
transactionsfor each
TPS
Transactionprocessing
systemsBusiness
transactionsMarketing
MIS
Databases ofexternal data
Databases ofinternal data
ManufacturingDSS
ManufacturingES
Marketingapplicationsdatabases
Pricing report
Total service calls
Customer satisfaction
Inputs to Marketing MIS
Strategic plan and corporate policies The TPS External sources:
The competitionThe market
Marketing MIS Subsystems and Outputs Marketing research Product development Promotion and advertising Product pricing
Human Resource MIS Human Resources relies heavily on your MIS
department. All benefits information, from program administration fall to the MIS department to implement and track.
In addition, the training and development department relies on MIS to enroll and monitor participants in their training program through their learning management systems.
Performance reviews and salary administration also must be managed through your MIS department. All reports for all employees also are a major accountability for the MIS team.
Benefit reports
Salary surveys
Scheduling reportsOperationaldatabases
Databasesof valid
transactionsfor each
TPS
Transactionprocessing
systemsBusiness
transactions
HumanResource
MIS
Databases ofexternal data
Databases ofinternal data
ManufacturingDSS
ManufacturingES
Humanresource
applicationsdatabases
Training test scores
Job applicant profiles
Needs and planningreports
Inputs to the Human Resource MIS
Strategic plan or corporate policies The TPS:
Payroll dataOrder processing dataPersonnel data
External sources
Human Resource MIS Subsystems and Outputs
Human resource planning Personnel selection and recruiting Training and skills inventory Scheduling and job placement Wage and salary administration
Other MISs
Accounting MISsProvides aggregated information on accounts
payable, accounts receivable, payroll, and other applications.
Geographic information systems (GISs)Enables managers to pair pre-drawn maps or
map outlines with tabular data to describe aspects of a particular geographic region.
DECISION SUPPORT SYSTEMSA decision support system is a computer application that helps users analyze problems and make business decisions more confidently. It uses data routinely collected in organizations and special analysis tools to provide information support to complex decisions.
DSS is more suited to handling unique and non-routine
decision problems. Each problem might require a different approach to problem definition, analysis and resolution.
DECISION SUPPORT SYSTEMSDSS is designed to support managerial decision-making, usually, at middle and top levels of management. Decisions made at the top level are mostly futuristic and non-repetitive in nature. Such decision situations are highly uncertain and even specification of information requirements for decisions are difficult. They are classified as non-programmable or unstructured decision situations. The cost of a wrong decision is usually very high, for example a decision to sell off a line of business. This is in sharp contrast to programmable or structured decisions where the decision procedure can be well defined and every information requirement can be pre-specified. Most of the decisions taken at lower levels of management fall into this category.
CHARACTERISTICS OF DSS It is designed and run by managers.
It contains a database drawn from internal files and external environment.
It focuses on decision processes rather than on transaction processing.
It is concerned with a small area of managerial activity or a small part of a large problem.
It permits managers to test the probable results of alternative decisions.
It supports decision-making, usually in solving semi-structured complex problems.
It helps in refining managerial judgment applied to problem solving. It improves managerial decisions and thereby managerial
effectiveness. The decision maker retains control over decisions throughout the
decision process.
QUICK RECAP
A combination of
Hardware
Software
Infrastructure and
Trained personnel
organized to facilitate
Planning
Control
Coordination and
Decision Making
in an organization.
DEFINITION:
Executive Support System (ESS)
Management Information System (MIS)
Decision Support System (DSS)
Knowledge Management System
(KMS)
Transaction Processing System (TPS)
Office Automation System (OAS)
TYPES OF INFORMATION SYSTEMS
An Executive Support System ("ESS") is designed to help senior management make strategic decisions.
Executive Support System
Decision-support systems ("DSS") are specifically designed to help management make decisions in situations where there is uncertainty about the possible outcomes of those decisions.
Decision Making System
A management information system (“MIS”) is mainly concerned with internal sources of information and summarizes it into a series of management reports.
Management Information System
Knowledge Management Systems ("KMS") exist to help businesses create and share information.
Knowledge Management System
Transaction Processing Systems ("TPS") are designed to process routine transactions efficiently and accurately.
Transaction Processing System
Office Automation Systems are systems that try to improve the productivity of employee who need to process data and information.
Office Automation System
Basically there are 5 components available.HardwareSoftwareDataProceduresPeople
Components of Information System
The term hardware refers to machinery.
This category includes the computer itself, which is often referred to as the central processing unit (CPU), and all of its support equipments.
Hardware
The term software refers to computer programs and the manuals (if any) that support them.
Software
Data are facts that are used by programs to produce useful information.
Data
Procedures are the policies that govern the operation of a computer system.
Procedures
People mean the end user of the Systems.
Every CBIS (Computer Based Information System) needs people if it is to be useful.
People
S D L C
The Systems Development Life Cycle
The Systems Development Life Cycle (SDLC) is a 6 step procedure The six steps of the SDLC are:
1. Analysis of the Current System 2. Define the new System Requirements 3. Design the new System 4. Develop the new System 5. Implement the new System 6. Evaluate and Maintain the System
Step 1: Analysis of the Current System
an analysis of the current system must be made to determine problems, opportunities and objectives.
The goal of systems analysis is to obtain a clear understanding of the system and its shortcomings and to determine opportunities for improvement.
Step 2: Define New Requirements A business could improve its MIS so that it
could handle more time cards per week. In addition, it might want to add some features. All of these would require changes to its MIS.
Some required features could be: Automatically update personnel file
Automatically calculate regular and OT hours Automatically generate weekly/yearly to date figures
Step 3: Design the New System How the system is to be constructed is
determined. A computer specialist will be brought in, and s/he will design the new system.
The computer specialist has two goals to meet:
1. Design of the new system: Using design tools, as well as systems flowcharts, program flowcharts, etc., the computer specialist will design the new system.
2. Controls and Security: Controls and security passwords must be established here.
Step 4: Develop the New System
After the system has been designed and approved, it must be developed. This is when the hardware and software is actually acquired.
In addition, users must be trained on the new system. Sometimes the vendors of the software give training seminars. Also, any new procedures or polices must be taught.
Lastly, the system must be tested.
Step 5: Implement the New System
After the system has been developed and tested, it must be implemented. According to the type of organizations
Direct Implementation Parallel Implementation Phased Implementation Pilot Implementation
Step 6: Post-implementation Evaluation and Maintenance
After the system has been implemented, and has been running for a few months, an evaluation is made to determine if it is meeting its objectives.
MIS Planning
MIS Planning
The management information system needs good planning. This system should deal with the management information not with data processing alone. It should provide support for the management planning, decision making and action. It should provide support to the changing needs of business management.
Planning of MIS involves the following steps:
Defining the problem or decision area System objectives Establishing system constraints: Determining information needs: Determination of information sources: Finding out alternative solutions: Evaluating alternative solutions: Selecting the best alternative: Preparation of design report: Implementing and monitoring the selected alternative: Documentation
Following are the contents of MIS planning
1. Set MIS Goals and Objectives
It is necessary to develop the goal and objectives for the MIS which will support the business goals.
The MIS goals and objectives will consider management philosophy, policy constraints, Business risk, internal and external environment of the organization and business.
The goals and objectives of the MIS would be so stated that they can be measured.
2. Strategy for Plan Achievement
a) Development Strategy : Ex. an online, batch , a real time
b) System Development Strategy : Designer selects an approach to system development like operational verses functional, accounting verses analysis.
c) Resources for the Development : Designer has to select resources. Resources ca be in-house verses external, customized or use of package.
d) Manpower Composition : The staff should have an analyst and programmer
3. The Architecture of MIS The architecture of the MIS plan provides a
system and subsystem structure and their input, output and linkage.
It spells out in details the subsystem from the data entry to processing, analysis to modeling and storage to printing.
4. The System Development Schedule A schedule is made for development of the
system. While preparing a schedule due
consideration is given to importance of the system in the overall information requirements.
This development schedule is to be weighed against the time scale for achieving certain information requirements.
5. Hardware and Software Plan
Giving due regards to the technical and operational feasibility, the economics of investment is worked out.
Then the plan of procurement is made after selecting the hardware and software.
One can take the phased approach of investing starting from the lower configuration of hardware going to the higher as development take place.
Analyze the organization’s environment
Analyze the organization’s environment
Forecast internal and external developments
Forecast internal and external developments
Evaluate accomplishments and resources
Evaluate accomplishments and resources
Establish mission goals objectives
Establish mission goals objectives
Develop Strategies Policies Tactics
Develop Strategies Policies Tactics
Develop implementation methods and control
Develop implementation methods and control
Articulate the organization’s plan
Articulate the organization’s plan
Feedback
Planning Process
Approaches to Development of MIS
There are two basic approaches for development of MIS
a) System development life cycle
1. Analysis of the Current System
2. Define the new System Requirements
3. Design the new System
4. Develop the new System
5. Implement the new System Evaluate and Maintain the System
b) Prototyping
Prototyping is a process of progressively ascertaining the information needs, developing methodology, trying it out on a smaller scale with respect to the data and the complexity, ensuring that it satisfies the needs of the users, and assess the problems of development and implementation.
This process, therefore, identifies the problem areas, inadequacies in the prototype visa is fulfillment of the information needs. The designer then takes steps to remove the inadequacies. This may call upon changing the prototype of the system, questioning the information needs, streamlining the operational systems and procedures and move user interaction.
SYSTEMS ANALYST Roles &
Responsibilities
System analysts are the facilitators of the study of the problem and needs of a business to determine how the business systems and information technology can best solve the problem and accomplish improvements for the business.
The system analyst is responsible for examining the total flow of data throughout the organization.
Various aspects of an organization like personnel interactions and procedures for handling problems of the computer are studied by him.
His main role is as consultant, supporting and maintenance expert, he should work with a cross section of people and should have the experience of working with computers.
He is a problem solver and takes problem as a challenge and enjoys meeting challenges.
He knows how to use the right tools, techniques and experience at the right time.
In short -
Systems analysts act asOutside consultants to businessesSupporting experts within a businessAs change agents
Analysts are problem solvers, and require communication skills
Analysts must be ethical with users and customers
Process Responsibilities
Once the Analysis Phase begins, the analyst plays a key role in making sure that the overall project successfully meets the needs of business. This
includes:
Analyzing and understanding the current state processes
Developing an understanding of how present and future business needs will impact
Identifying the sources of requirements Developing a Requirements Management Plan
and disseminating the Plan to all stakeholders Identifying and documenting all business,
technical, product and process requirements Prioritize and rationalize the requirements Helping to define acceptance criteria for
completion of the solution
Again, this does not mean that the analyst physically does all of this work. There may be other people on the team that contribute, including the project manager. However, if the finished solution is missing features, or if the solution does not resolve the business need, then the analyst is the person held
accountable.
Analyst Skills
Generally, analysts must have a good set of people skills, business skills, technical skills and soft skills to be successful. These include:
Good verbal and written communication skills, including active listening skills.
Well organized and knowing good processes to complete the work
Building effective relationships with stakeholders.
Careful and proactive communications regarding requirements and changes.
Negotiating skills to build a final consensus Ensuring that stakeholders know the
implications of their decisions, and providing options and alternatives when necessary.
Role of top management in IS planning
Recognize IT as an indispensible resource Understand that IT is a complex resource Regard IT as owned by the entire
organization Regard ISs as a source for gaining strategic
goals View ISs as a tool to control power
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Involvement of end-user
User Involvement
The extent of user involvement depends on organisation philosophy and attitude of system analyst.
Greater the involvement, more effective the system would be
Involvement helps in identifying the potential problem areas that would require change
Conditions for user involvement1. Job security
2. Trust in the ability of the system analyst
3. Trust in the users by the system analyst and openness to accept suggestions
4. Common goal for users and analyst
Methods of involvement
Formal method: representatives of the departments in the committees
Less formal method: regular meetings