MIS Q & A for III B.Sc C & HA

1. What is material management?
Material Management
Materials management is part of logistics and refers to the location and movement of
the physical items or products. There are three main processes associated with materials
management: spare parts, quality control, and inventory management. Materials management
is important in large manufacturing and distribution environments, where there are multiple
parts, locations, and significant money invested in these items.
Material management is a scientific technique, concerned with Planning, Organizing
&Control of flow of materials, from their initial purchase to destination.
 Determining what materials are needed
 Receiving quotes from suppliers
 Developing purchase orders
 Ordering materials
 Managing the delivery of materials
 Identifying storage locations for materials
Material Management Process
Order  Approval Process Fabrication & Delivery Process Installation Process
2. What are the advantages of Office automation?
The term office automation refers to all tools and methods that are applied to office
activities which make it possible to process written, visual, and sound data in a computer-aided
manner.
Office automation is intended to provide elements which make it possible to simplify,
improve, and automate the organisation of the activities of a company or a group of people
(management of administrative data, synchronisation of meetings, etc.).
Considering that a company organization requires increased communication, today, office
automation is no longer limited to simply capturing handwritten notes. In particular, it also
includes the following activities:
 exchange of information
 management of administrative documents
 handling of numerical data
 meeting planning and management of work schedules

Office suite tools
The term "office suite" refers to all software programs which make it possible to meet office
needs. In particular, an office suite therefore includes the following software programs:
 word processing
 a spreadsheet
 a presentation tool
 a database
 a scheduler
Office Activities
 Documents preparation
 Data Management ( Structured / Unstructured)
 Scheduling / Planning of activities
 Presentation
 Dissemination of Information
 Communication / Correspondence
3. What are the advantages of creating database in Ms Access?
Microsoft Access is a Relational Database Management System (RDBMS), designed
primarily for home or small business usage.
Access is known as a desktop database system because it's functions are intended to be
run from a single computer. This is in contrast to a server database application (such as SQL
Server), where it is intended to be installed on a server, then accessed remotely from multiple
client machines.
Microsoft (or MS) Access is a software package that you install just like any other
software package, and is bundled as part of the Microsoft Office suite.
The advantages of using access include:
 Enter data quickly and accurately
 Recalculate data easily
 Perform a what-if analysis
 Change the appearance of information
 Create charts
 Share information with other users
 Create new worksheets from existing ones quick

4. What is DBMS?
Data Base Management System (DBMS):
Data Base Management System (DBMS) is a software package that allows data to be
effectively stored, retrieved and manipulated and the data stored in a DBMS package can be
accessed by multiple users and by multiple application programs like (SQL Server, Oracle, Ms-
Access).
The advantages of DBMS
It represents complex relationships among different data items.
1. Keeps a tight control on data redundancy.
Control of data redundancy
- Data consistency
- More information from the same amount of data
- Sharing of data
- Improved data integrity
- Improved security
- Enforcement of standards
- Economy of scale
2. Enforces user defined rules to ensure the integrity of data in a table form.
3. Maintains data dictionary for the storage of information pertaining to data fields and data
manipulation.
4. Ensures that data can be shared across all applications.
5. Enforces data access authorization.
6. Has an automatic intelligent backup and recovery procedure of data.
7. Have different interfaces through which users can manipulate data.
8. Data independence
9. Security Management
10. Improved consistency
5. What are the advantages of using forms?
Forms
A graphical interface used to interact with the database is called form. Forms are used to
enter data in the database. A form consists of text boxes, labels, buttons and other graphical
objects. These objects enable the user to interact with the database easily. The user can also
retrieve, change, delete and update data by using forms. The application programmers create the
user interface by designing the forms in different ways.

Advantages
Some important advantages of forms are as follows:
1. Forms are easy to use.
2. They use graphical interface that is attractive.
3. The user can interact with database without technical knowledge.
6. What are Reports?
Reports
Reports are the output of data base application. Reports are used to retrieve and present
data in a formatted way. The information on reports is arranged in different ways. A report may
also contain graphs, charts and tables etc. The user can generate different types of reports by
manipulating database. Some reports are simple a list of the records in database.
Advantages
1. Reports provide quick result from database.
2. It helps in making important decision.
3. It can be printed or emailed easily Anonymous.
7. Explain in detail application of MIS in Hospitality Industry?
Applications of MIS
With computers being as ubiquitous as they are today, there's hardly any large business that does
not rely extensively on their IT systems.
However, there are several specific fields in which MIS has become invaluable.
* Strategy Support
While computers cannot create business strategies by themselves they can assist management in
understanding the effects of their strategies, and help enable effective decision-making.
MIS systems can be used to transform data into information useful for decision making.
Computers can provide financial statements and performance reports to assist in the planning,
monitoring and implementation of strategy.
MIS systems provide a valuable function in that they can collate into coherent reports
unmanageable volumes of data that would otherwise be broadly useless to decision makers. By
studying these reports decision-makers can identify patterns and trends that would have remained
unseen if the raw data were consulted manually.

MIS systems can also use these raw data to run simulations – hypothetical scenarios that answer
a range of ‘what if’ questions regarding alterations in strategy. For instance, MIS systems can
provide predictions about the effect on sales that an alteration in price would have on a product.
These Decision Support Systems (DSS) enable more informed decision making within an
enterprise than would be possible without MIS systems.
The following are examples of some of the information system products that are available to
hotel operators:
LodgingTouch Property Management System (by Hotel Information Systems)
The system is divided into various modules which can interact with the front office, group sales,
guest history, accounts receivable, travel agencies, and yield management. Hoteliers can search
and retrieve guest information by various fields, including name, address, confirmation numbers,
and other fields. In addition, the system allows users to search for accounts using any criteria.
Paragon AS/400 Front Office System (by Hotel Information Systems)
Planning for a guest's stay includes managing accommodations, aggressive pricing, marketing,
forecasting, and implementing reporting controls. The Paragon system claims a flexible system
that provides information in order to achieve optimal standards. The system provides information
and feedback to measure financial impact and quality.
Paragon can manage the complete hotel system. Paragon can be integrated with Paragon Back
Office, Central Reservations, and complementary products. Some benefits claimed by the
Paragon include improved customer service, efficient internal operations, and control over
financial data integrity.
Other key features include:
 Easy reservation input.
 Optimal return on rooms by providing flexible rate configuration and maximum room
occupancy.
 Access availability by room type, total hotel and group.
 Provide confirmation letters and pre-printed registration cards.
 Capture additional guest information through hotel configurable fields.
 Maintain wait lists.
 Provide flexible package configurations.
CLS Software Property Management System (by Hotel Information Systems)
This system can support properties of all sizes, from 50 to 1,000 rooms. They also claim a
comprehensive integrated modular system that links together all aspects of the hotel function.
The system comes in domestic and international versions. Other key features include:
 Ease of data entry

 Over 200 interface solutions
 Technical Support - 24-hours a day, 7-days a week, 365-days a year
 Over 25 years of experience.
8. Write shot notes on: (a) Information system (b) Electronic Communication System
a) Information system
An information system (IS) is any combination of information technology and people's
activities using that technology to support operations, management, and decision-making.In a
very broad sense, the term information system is frequently used to refer to the interaction
between people, algorithmic processes, data and technology. In this sense, the term is used to
refer not only to the information and communication technology (ICT) an organization uses, but
also to the way in which people interact with this technology in support of business processes.
It consists of computers, instructions, stored facts, people and procedures.
ISs can be categorized in three parts:
1. Management Information System (MIS).
2. Decision Support System (DSS).
3. Executive Information System (EIS).
b) Electronic Communication System
Electronic communication system is the science and technology of electronic
phenomenon.
Electronic communication system means communication by computer or by using
electronic devices.
 Transmission - communication by means of transmitted signals.
 Data communication, digital communication - electronic transmission of information that
has been encoded digitally (as for storage and processing by computers)
 e-mail, electronic mail, email - (computer science) a system of world-wide electronic
communication in which a computer user can compose a message at one terminal that can
be regenerated at the recipient's terminal when the recipient logs in; "you cannot send
packages by electronic mail"
 Electronic messaging, messaging - the sending and processing of e-mail by computer
 Command prompt, prompt - (computer science) a symbol that appears on the computer
screen to indicate that the computer is ready to receive a command

9. Explain the role of computers in MIS.
Role of MIS
MIS generally has the following role.
a. Management oriented:
Beyond any doubt is the fact that MIS is a management oriented system. This could be
understood from the terminology itself. The information processing carried out by MIS if always
attempting at helping the management.
b. Management directed:
Similarly, all the activities of MIS are initiated by the management. It is the
management’s need that the MIS strives to satisfy. Hence, MIS is management directed.
c. User-machine system:
The concept of user-machine system implies that some tasks of MIS are done by the
users while others are best done by machines. There is co-existence of both men and machines in
MIS.
d. Integrated system:
MIS hopes to provide the basis of integration of information processing. This leads to
common data flows. Even tough applications in a system are implemented one at a time, their
design is guided by an overall plan. In essence information system is designed as a federation of
small systems.
e. Involves large planning:
The concept of MIS goes only with planning. There is a huge amount planning coupled
with the installation and maintenance of MIS
f. Sub systems:
Naturally, a vast system like the MIS will be having plenty of sub systems which are
mutually related with defined with definite relationships and properly ordered. It is based on
subsystem concept.
g. Use of models:
MIS uses scientific and mathematical models for planning, organizing, directing and
controlling for its analysis.
h. Data base:
One of the pre-requisites for installing, implementing and successful operating of MIS is
data. Hence, there has to be a way to maintain data in data in data bases and there has to be a
central database.
i. Information as a resource:
MIS transforms data into information and the management is behind MIS. MIS provides
procedure for measuring and matching cost of obtaining and using information.
j. Flexibility in use:
MIS is so designed that it is flexible and adaptable to user requirements.
k. Others:
MIS is predictive and related to organizational levels.

10. How will you create forms and queries in ms- access? Explain.
Forms:
Microsoft Access forms provide a quick and easy way to modify and insert records into
your databases. They offer an intuitive, graphical environment easily navigated by anyone
familiar with standard computer techniques.
Queries
In general, a query (noun) is a question, often required to be expressed in a formal way.
The word derives from the Latin quaere (the imperative form of quaerere, meaning to ask or
seek). In computers, what a user of a search engine or database enters is sometimes called the
query. To query (verb) means to submit a query (noun).
A database query can be either a select query or an action query. A select query is simply a data
retrieval query. An action query can ask for additional operations on the data, such as insertion,
updating, or deletion.
Creation of forms and queries in Ms Access:
Step1
Start  Programs  Ms Office  Ms Access
Now the Ms Access Window is opened.

Step 2
Go to File  New
(or)
On the objects bar, click forms.
Step 3
Double click create form by using wizard to display the first page of the form wizard.

Click the down arrow to the right of the tables and click table.
To display the fields from that table in the available fields list. Click the button to
move all the fields from the available fields list to the selected fields list, and then click next.

Step 4
The second page of the form wizard appears, in which you choose the layout of the fields in the
new form. When they select an option on the right side of the page, the preview area on the left
side shows what the form layout will look like with that option applied.
Step: 5
Select columnar, and than click next.
Step 6
Then third page of the wizard appears, in which they can select a style option to see how the
style will look when applied to the form.
Click the “industrial” style in the list and click next.

Then click finish.
Step 7
Now the Room booking details form opens, displaying the first guest record in room booking
details.
Step 8
Use the navigation controls at the bottom of the form to scroll through a few of the records.
Step 9
Close the form.
11. What are the advantages of using computers for creating database? Explain.
The Advantages of Using a Database
The advantages of using a database are considerable. Without them, you would be hard-
pressed to find a decent system of keeping and managing information. In recent years, the

increased flexibility and user-friendliness of databases make these systems a crucial business
component. Many database solutions are available for any type of business need, ranging from
storing a customer information matrix to hosting a Word Press blog. Here are the top reasons for
using a database:
Databases Save Time
Instead of rummaging through endless piles of paperwork, a database pulls up
information with simple query. A user can enter in specific keywords in order to recall
information. The database becomes a more efficient solution than paper files held in a file folder.
Databases Aid Communication
Larger companies can benefit from databases when information must be spread to various
users. For example, if a company has two branches but must share central information, it would
be prudent to implement a central database that can be viewed by all employees of that company.
This way, once information is added, it is viewable by all, aiding in a cohesive work
environment. By looking at database records and how data has changed over time, you can also
track important trends, such as which product is most popular with your customers, which can
make your business more competitive.
Databases Are More Secure
File cabinets can be compromised. They can be stolen, accidentally destroyed, or lost.
Databases add another level of security to valuable information. Not only can a database be
stored in a remote facility unaffected by devastating events such as fire or thievery, but a
database can also be password protected. This locks out any eyes that should not view sensitive
reports.
Databases Are Inexpensive Managers
Smaller businesses are always looking for ways to cut costs without cutting quality. A
database can be a hefty investment initially, but, over the long term, it will save money by
improving the efficiency of all employees, impressing customers who will not need to repeat
their information and saving on paper costs.
Other uses of database:
 Reduced data redundancy
 Reduced updating errors and increased consistency
 Greater data integrity and independence from applications programs
 Improved data access to users through use of host and query languages
 Improved data security
 Reduced data entry, storage, and retrieval costs
 Facilitated development of new applications program
 It means all of the information is together.
 The information can be portable if on a laptop.
 The information is easy to access at any time.
 It's more easily retrievable.
 Many people can access the same database at the same time.

 Improved data security.
 Reduced data entry, storage, and retrieval costs.
12. Explain the steps involved in designing reports.
Reports:
Creating reports in Ms Access
Step 1
Step 2

Go to File  New
(or)
On the objects bar, click reports.

Step 3
Double click create form by using wizard to display the first page of the report wizard.
Step 4
Click the down arrow to the right of the tables and click table.
To display the fields from that table in the available fields list. Click the button to
move all the fields from the available fields list to the selected fields list, and then click next.

Step 4
The second page of the report wizard appears, in which you choose the layout of the fields in the
new report. When they select an option on the right side of the page, the preview area on the left
side shows what the report layout will look like with that option applied.
Step: 5
Select tabular, and than click next.

Step 6
style will look when applied to the report.
Click the “corporate” style in the list and click next.

Then click finish.
Step 7
Now the Revenue Report opens, displaying the details of revenue of the housekeeping.

Step 8
Use the navigation controls at the bottom of the report to scroll through a few of the records.
Step 9
Close the report.
13. Critically examine the steps in creating sales MIS reports for a hotel.
Reports:
MIS Reports
Consumption by product and by category
Inventory value by product and by category
Consumption compared to sales – by category
Combined inventory value of locations and stockroom
Product list by sequence
Purchase orders by Supplier
Stock Receipt reports for each Purchase Order
Request and Issues reports for activity between Storerooms and Sales Centers.
Product list by cost price
Product list by sales price
Full/empty bottle weight list
Discontinued product list
Value on hand for combined product locations
Consumption compared to sales by category
Products below PAR by supplier
Steps to create a MIS reports in Ms Access

Step 1
Step 2
Go to File  New
(or)
On the objects bar, click reports.

Step 3
Double click create form by using wizard to display the first page of the report wizard.

Step 4
Step: 5
Step 4
Step: 5

Step 6
style will look when applied to the report.
Click the “formal” style in the list and click next.

Step 7
Now the MIS Report 2010 opens, displaying the details of MIS.
Step 8
Use the navigation controls at the bottom of the form to scroll through a few of the records.
Step 9
Close the report.
LAN VS. WAN
LAN Network
LAN stands for Local Area Network. Local Area Network (LAN) is method of
connecting more than one computer. The scope of local area network is private network, single
building or small area up to few kilometers. To exchange information in different companies or
schools or universities used to connect personal computers and workstations.
WAN Network
A WAN (wide area network), is not restricted to a geographical location, although it
might be confined within the bounds of a state or country. A WAN connects several LANs, and
may be limited to an enterprise (a corporation or an organization) or accessible to the public. The
technology is high speed and relatively expensive. The Internet is an example of a worldwide
public WAN.

LAN vs. WAN
S.No Headings LAN WAN
1
Ownership:
Typically owned,
controlled, and
managed by a
single person or
organization
WANs (like the Internet) are not owned by any one
organization but rather exist under collective or
distributed ownership and management over long
distances
2
Example:
Network in an
organization can be
a LAN
Internet is the best example of a WAN
3
Technology:
Tend to use certain
connectivity
technologies,
primarily Ethernet
and Token Ring
WANs tend to use technology like ATM, Frame
Relay and X.25 for connectivity over the longer
distances
4
Maintenance
costs:
Because it covers a
relatively small
geographical area,
LAN is easier to
maintain at
relatively low
costs.
Maintaining WAN is difficult because of its wider
geographical coverage, and and is its maintenance
costs.
5
Definition:
LAN (Local Area
Network) is a
computer network
covering a small
geographic area,
like a home, office,
or group of
buildings
WAN (Wide Area Network) is a computer network
that covers a broad area (e.g., any network whose
communications links cross metropolitan, regional,
or national boundaries over a long distance
6
Set-up costs:
If there is a need to
set-up a couple of
extra devices on
the network, it is
not very expensive
to do that
In this case since networks in remote areas have to
be connected hence the set-up costs are higher
7
Connection:
one LAN can be
connected to other
LANs over any
distance via
telephone lines and
radio waves
Computers connected to a wide-area network are
often connected through public networks, such as the
telephone system. They can also be connected
through leased lines or satellites

S.No Headings LAN WAN
8
Geographical
spread:
Have a small
geographical range
and do not need
any leased
telecommunication
lines
Have a large geographical range generally spreading
across boundaries and need leased
telecommunication lines
9 Data transfer
rates:
LANs have a high
data transfer rate
WANs have a lower data transfer rate as compared
to LANs
10
Coverage
Area
A LAN (local area
network) is a group
of computers and
network devices
connected together,
usually within the
same building
A WAN (wide area network), is not restricted to a
geographical location, although it might be confined
within the bounds of a state or country.

MIS Q & A for III B.Sc C & HA

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