2. Describe the characteristics of Valuable Information.

4. Write a short note on Management Information Systems 5. Diagram and types of Output (Report)

MIS is a communication process which enables flow of information to be recorded, stored and retrieved for decisions on planning, operating the organization.Input – Processor – Output – Information - Information Recorded, Stored, Retrieved, Processed, Summarised, Classified – Report Decision – To plan, Operate & Control System.

An MIS provides managers with information and support for effective decision making, and provides feedback on daily operations.

Output or reports, are usually generated through accumulation of transaction processing data.

Used for generating reports including inventory status reports, financial statements, performance reports etc.

Reports are essential for analyzing different aspects of business.

Help to answer 'what-if' questions like what would be the effect on cash flows of a company if the credit term is changed for its customers etc.

Each MIS is an integrated collection of subsystems, which are typically organized along functional lines within an organization.

Functional Aspect of MIS - MIS is an integrated collection of functional information systems, each supporting particular functional areas.

Diagram :

Business Transaction – Transaction processing system – Data base of valid transaction /

external data – Organisation MIS ( Accounting , Marketing , HRM, Production & Operation) – Reports (Exception , Demand, Key-indicator, Schedule)

Outputs of a Management Information System

Scheduled reportsProduced periodically, or on a schedule (daily, weekly, monthly)

Key-indicator reportsSummarizes the previous day’s critical activitiesTypically available at the beginning of each day

Demand reportsGives certain information at a manager’s request

Exception reportsAutomatically produced when a situation is unusual or requires management action.

6. What are the characteristics of an MIS? Describe.1. Comprehensive in nature, Transaction as well as Information processing

systems designed for decision making and control at all levels of the organisation.

2. MIS is rationally Integrated system. Integrates various subsystem and passing information (data) among various subsystem. It provides more timely , complete & relevent Information where and when is to be needed.

3. MIS is a Coordinated system, Components of MIS are developed and operated in a planned and coordinated way so that MIS becomes cost effective. Efficiency of MIS means to acheive organisational objectives.

4. MIS transforms data into information , Raw Data – Processing on this Raw data – than it becomes meaning information – this information helps manager in decision making process.

5. MIS aims at providing only relevant information, It is necessary because managers often complain that they are over-burdened with a variety of information which hinders their efficiency.

6. While designing MIS, a fact is borne in mind that it should conform to managers styles and characteristics who will use the information. A uniform information system does not suit to all types of managers. For technical personnel and professionals, information system has to be designed according to their specialised jobs.

7. MIS should emphasise on selective sharing of data. Which user will have access to particular data and which user will not have this facility. In organization, there may be some data, particularly of confidential nature. MIS is not the complete sharing of data.

8. MIS Should provide feedback about its own efficiency and effectivness. Three aspects are taken into account – Cost/Benefit , Supply of relevant and timely information and systemic failure.

(8) What are the two types of Transaction process Systems? Draw a schematic representation and explain each one of these.

• TransactionBasic business operations such as customer orders, purchase orders, receipts, time cards, invoices, and payroll checks in an organization

• Transaction processing systems (TPS)Perform routine operations and serve as a foundation for other systems. TPS are computerized systems that perform and record the daily routine transactions necessary to conduct the business.

• Two types of TPS:– Batch processing

A system whereby business transactions are accumulated over a period of time and prepared for processing as a single unit or batch, The processing batch can be daily, weekly or even monthly.

– On-line transaction processing (OLTP)A system whereby each transaction is processed immediately, without

the delay of accumulating transactions into a batch.

9. Objectives of TPS Process data generated by and about transactions Maintain a high degree of accuracy Ensure data and information integrity and accuracy Produce timely documents and reports Increase labour efficiency Help provide increased and enhanced service Help build and maintain customer loyalty Achieve competitive advantage

10.Explain Transaction Processing Cycle with an example. FMCG P&G Revenue Cycle - Events related to distribution of goods and services to other

entities and collection of payments

Expenditure Cycle - Events related to acquisition of goods and services from other entities and ,making payments for that.

Production Cycle – Events related to conversion of various inputs into finished goods and services

Finance Cycle – Events related to acquisition and management of capital funds Transaction Input : Either by manual system based on transaction document

or by direct entry in the form of source data automation like scanner etc. Data Validation : Data validation is testing of input data records to determine

if they are correct and complete. Validation tests are applied against each data item or set of items.

Processing Transaction : When input data items are validated, the valid records are processed. Two major activities occur during this stage – updating of stored data (Master file) and preparation of outputs.

Data Collection – editing – Correction – Manipulation – storage – Document Production.

11.List the common Office Automation Applications and explain any three of these. Functions of an Office :• Receiving & Collecting Information• Recording & Preserving Information• Processing & Arranging Information• Communication of Information• Office Automation Systems (OAS) provides all the information that a

manager needs quickly and in the form that he needs.• As a disseminator, the manager supplies the information to those who work

under his supervision.OAS helps the manager to disseminate this information quickly and effectively.

• In his role as a liaison(a channel for communication between group), the manager receives the information from the environment as well as various organizations units. The extent to which OAS is effective, the manager can perform his liaison effectively.

• The managers effectiveness as a spokesperson depends to a very great extent on how the OAS have been organized and how the manager uses it.Major applications of OAS1. Word Processing 2. Desktop Publishing 3. Videotex4. Document imaging 5. Electronic Mail 6. Voice mail7. Electronic Calendaring 8. Audio Conferencing 9. Video Conferencing

12. Write a short note on Decision Support System. 13. Feature & CharactertisticsDSS provides information for making semi – structured and unstructured decision, DSS basic use is in the area of planning, analysing alternatives , and search for solutions. DSS is a user friendly softwear. It is next evolutionary step after MIS. DSS is not fully illustrative (clarifying by use of examples or serving to demonstrate).

Features :1. DSS are designed to deliver capabilities 2. Focused on specific decisions3. Flexibility and Quick response4. DSS applied a different set of skills5. Reliable communication networks and availablity of computers terminals6. DSS developed through evolutionary process that requires extensive

partcipation

Characteristics :1. Handles large amounts of data from different sources2. Provides report and presentation flexibility3. Offers both textual and graphical orientation4. Supports drill down analysis5. Performs complex, sophisticated analysis and comparisons using advanced

software packages6. Supports optimization, satisficing, and heuristic approaches7. Performs different types of analysesa. “What-if” analysis

Makes hypothetical changes to problem and observes impact on the resultsb. Simulation

Duplicates features of a real systemc. Goal-seeking analysis

Determines problem data required for a given result

15. With the help of a neat labeled diagram explain the various symbols (elements) of a DFD. Draw a Context Level DFD (for a specified context).

Process Modeling involves graphically representing the processes, or actions, manipulate, store and distribute the data between a system and its environment and among the components within the system.

A common form of process model is DFD (Data Flow Diagram). In the late 1970s data-flow diagrams (DFDs) were introduced and

popularized for structured analysis and design (Gane and Sarson 1979).  DFDs show the flow of data from external entities into the system, showed how the data moved from one process to another, as well as its logical storage.

Four Symbols Squares representing external entities, which are sources or

destinations of data. External entity is either originator or receiver of information. Called Outside interfaces.

Rounded rectangles (Circle) representing processes, which take data as input, do something to it, and output it.

Arrows representing the data flows , which can either be electronic data or physical items. DF shows the movement of data between process, data store and external entity.

Open-ended rectangles representing data stores, including electronic stores such as databases or XML files and physical stores such as filing cabinets or stacks of paper.

(Note : In this Question you need to draw all the four diagram)

17. Write a short note on the Guidelines and Rules governing Data Flow Diagrams.

DFD guidelines & rules I Starting with context diagram, DFDs are refined and decomposed from

level to level, with more detail at each lower level Process’s input & output are different Unique descriptive names to all objects

But the same objects (and names) may appear at various levels To minimize clutter a data store (or even dataflow) may be repeated

even on the same diagram Process names usually start with a verb

DFD guidelines & rules II

16. Write short note on Decomposition of a DFD. Functional decomposition

An iterative process of breaking a system description down into finer and finer detail

Uses a series of increasingly detailed DFDs to describe an IS Act of going from one single system to many component processes Repetitive procedure Lowest level is called a primitive DFD

Level-N Diagrams A DFD that is the result of n nested decompositions of a series of

subprocesses from a process on a level-0 diagram Shows the system’s major processes, data flows, and data stores at

a high level of abstraction When the Context Diagram is expanded into DFD level-0, all the

connections that flow into and out of process 0 needs to be retained.

When decomposing a DFD, you must conserve inputs to and outputs from a process at the next level of decomposition

Ensures that the input and output data flows of the parent DFD are maintained on the child DFD

This is called balancing Example: Hoosier Burgers

In Figure 1, notice that there is one input to the system, the customer order

Three outputs: Customer receipt Food order

Management reports