1. Management Information
System
Is installation of computers and software is MIS ?
NO
General Perception of MIS is that it is a computer
based system with a bunch of computing and
communication technology.
Computer provide only technology component
1

2. Management Information
System
Resources for business Org.
• Men
•Machine
•Material
•Money
Now there is fifth resource, that is must requited—
INFORMATION
Required by Management, generated by some type of System
2

3. Management Information
System
So at this stage we define :-
Information System
The Systems used by the Lower management for getting
information using the data collected by various means.
Management Information System
The Systems by which the top executives get information for
further planning, organizing, decision making etc.
3

4. Organization :-
Management Information
System
Platform designed by the group of people to achieve
output and pre-defined objectives
A stable, formal & social structure which takes resources
from environment, process them and produce out put.
Organisations gives us products & services as output.
4

5. Organization :-
Management Information
System
Characteristics :•Clear line of authority
•Unity of command (No member should report to more than one
member)
•Departmentalized
•No of members reporting to manager should be according to
nature of task.
•Responsibility and accountability
5

6. Management Information
System
Management/ Manager:-
Group of people who make decisions & formulate
the action plan.
Management is the art of getting things done
through and with the people in organized groups.
Managers are the people responsible for getting the work
done.
Manager does not get things done through a magic stick
rather he does it by performing different function in a
systematic way.
6

7. Management Information
System
Management/ Manager:Qualities of manager :
•
•
•
•
•
•
•
Skilled
Planning ability
Organizing
Controlling
Initializing
Leadership
Able to participates in design and CIS
A manager function with 3 basic elements:
Ideas, Things(Physical parts) and People
7

8. Management Information
System
ROLL OF A MANAGEMENT
(Managerial functions)
•Planning
•Organizing
•Staffing
•Directing
•Controlling
•Decision-Making
8

9. Management Information
System
PLANNING
Planning involves decisions making on :
what has to be done
by when
by whom
and how it has to be done.
The process of planning is categorized in two levels:
1.Strategic
objectives)
Planning
(Planning
to
achieve
long
term
2.Operational Planning (Planning to achieve short term
objectives)
9

10. PLANNING
Management Information
System
Strategic Planning
•Function of the TOP management.
•Various strategies are developed to achieve objectives.
•Acquisitions, Diversifications, R&D, New product manufacturing /
marketing, Infrastructure set up, Human resources planning come
under purview of the strategic planning
2.Operational Planning
•Function of the middle/operational management.
•set up of short-term goals
•Focus is on Investment, Cost control, Profit maximization etc.
10

11. Management Information
System
ROLL OF A MANAGEMENT
(Managerial functions)
Planning
It is a process of foreseeing the future in advance. It
bridge a gap between where we are and where we
want to be.
Planning should answer the following questions:
•What to do? When to do?
•Who is to do? How is it to be done?
•Where is it to be done? Why is it to be done?
Managers plan by setting goals and objectives and lay
down policies, procedures, rules, programmes,
budgets, strategies and schedule to achieve the plan.
11

12. Management Information
System
ROLL OF A MANAGEMENT
(Managerial functions)
Organizing
It is a process of:
• identifying the entire job
• dividing the job into convenient sub-jobs
• allocation sub-jobs to person/group of persons.
• delegating authority to each so that the job is
carried out as planned.
12

13. Management Information
System
ROLL OF A MANAGEMENT
(Managerial functions)
Staffing
It is a process of:
• Putting right person on right kind of job.
• Training & development of persons to accomplish
their tasks effectively.
13

14. Management Information
System
ROLL OF A MANAGEMENT
(Managerial functions)
Directing
In
order
to
achieve
pre-defined
goals
and
objectives, people in organization have to be
guided, motivated and led by the manager.
It includes:
• Communication
• Motivation
• Leadership
14

15. Management Information
System
ROLL OF A MANAGEMENT
(Managerial functions)
Controlling
Controlling ensure that activities are being
performed as per plans.
It includes:
• Fixing standards for measuring work performances.
• Measurement of actual performance
• Comparing actual with standard and finding out
deviations if any.
• Taking Corrective actions.
15

16. Management Information
Levels of ManagementSystem
(Management Hierarchy)
Generally there are three levels of business activities
carried out in operating an organization.
•
Operation Control
- Operating Management
•
Management control
- Middle Management
•
Strategic Management
- Top Management
16

17. Management Information
Levels of ManagementSystem
(Management Hierarchy)
1. Top Level or Upper Level
•Making long-term strategic decision
•Responsible for establishment of policies, plans, objectives
• Must have ability to deal with the uncertainty of decision - making
environment.
• Responsible for formulation of budget framework
•Allocation of resources
•Responsibility towards customer, share holder, distributor,
franchisee etc.
•Managing co-ordeal relation ship with supplier, labor market,
financial institutions, govt., press etc.
17

18. Management Information
System
Levels of Management :-
2. Middle level management
• To translate vision of the top management
•Οperates on the parameters of cost, revenue, profit .
• Formulate the yardstick and specific job schedule.
18

19. Management Information
System
Levels of Management :-
3. Operative Management
Monitors day-to-day activities of an organisation.
Accomplish the specified task and provide services as
assigned as per schedule.
19

20. Management Information
System
Levels of Management :-
4. Knowledge Level Management
Evolving g new ideas for improving production &
Services
20

21. Management Information
System
Decision-Making
At each level of management, there is some
type of decision-making.
There are two types of decisions
Structured decisions
Un-structured decisions
AT strategic level – management determine decision making for long
term objectives, policies.
AT knowledge level – management determine decision making for
evolution of new idea for improving products.
21

22. Management Information
System
Decision-Making
Structured decisions
Made according to set procedures and rules .
Decisions are repetitive & routine in nature .
Have a definite procedures for handling the problem.
22

23. Management Information
System
Decision-Making
Un-structured decisions
Do not have and pre-defined procedures.
Involves high degree of freedom .
Require lot of creativity and intuitions from manager.
Occurs occasionally.
Majorities of decisions at operational level are structured
and decisions as strategic planning levels are
unstructured.
23

24. Management Information
System
PHASES IN DECISION MAKING (SIMON Modal)
Herbert Simon Model of decision-making which involve three phases:
INTELLIGENCE PHASE : (problem finding, problem formulation)
Information is collected to identify problem.
Various clues are studied related to the problem.
DESIGN PHASE : (development of alternatives).
Analyzing possible courses of action
Understanding of actual problem to generate solutions
CHOICE PHASE:
Selecting an alternative or course of action from those available. A
choice is made and implemented.
24

25. Management Information
System
Factors Influencing the Management Activities :
• Emerging understanding of automated decision making
• Importance of Information feedback and feed forward control system in
taking decisions.
• Implementation of techniques of management science and operation
research
• Availability of advanced computers for data processing, Generation of various
mis reports required by Top/Middle level Management.
• Introduction of network technologies
• Development of intranet
• Development of telecom technology.
25

26. Management Information
System
Organisation requires many different kind of skilled
people beside managers.
Knowledge workers: Peoples like engineers,
architects, scientist who design products & services and
create knowledge for the organisation.
Data workers : People like secretaries, bookkeepers
who process the organisations paperwork.
Production or service workers : People who
actually produce the products or services.
26

27. INFORMATION :-
Management Information
System
It is a valuable resource required by the management in
order to run business organization.
DATA : Collection of raw fact
Details derives from data after analyzing the data
is terms as Information.
27

28. SYSTEM :-
Management Information
System
A way to do something to get goals...
One cannot perceive (observe) anything that is
not a system in itself.
A system has more than one element/component
Human body is a system with element like organs, tissues,
bones, blood, nerves network and the basic goal is
homeostasis ( the tendency towards a relatively stable
equilibrium between interdependent elements, especially
as maintained by physiological processes.)
28

29. SYSTEM :-
Management Information
System
Computer System with physical elements like CPU,
monitor, chips, cables and the basic goal is to process
the data.
Accounting is a system with elements journal, ledgers
and the basic goal is recording of financial transactions,
preparation of balance sheet etc.
29

30. Management Information
System
So we can define SYSTEM as :-
Set of components/elements that work together to
accomplish one or more common goals together.
It is a set of elements which are joined together
to achieve a common objective. These elements
are interrelated & interdependent.
(System is further divided into subsystems)
30

31. Management Information
System
So we can define SYSTEM as :In a Management point of view:
A
system
is
a
set
of
elements
or
components in the form of ideas, thing and
people which are inter-related and are part
of a cohesive setup, that lead to achieve a
specific goal.
(System is further divided into subsystems)
31

32. Management Information
System
So we can define SYSTEM as :In a Management point of view:
Business organization may be regarded as system.
This organisation is further divided into various
department, division, units etc.
These are SUB-SYSTEMS of organisation.
Further these sub-systems are system in itself.
32

33. Management Information
System
So we can define SYSTEM as :In a Management point of view:
Every system has three main elements:
INPUT
•
PROCESS
•
OUTPUT
In a manufacturing organisation, raw materiel is the
Input to a system which is processed by using
various processing facilities and converted in to
finished product ( Output ).
Input
Process
Output
33

34. CONTROL SYSTEM
Management Information
System
Every major organisation have a set of controls associated
with it.
Controls are procedures to determine deviations and
indicate corrective actions.
Important tool for Monitoring the implementation of a plan
at various stages
Compares output with the established standards.
34

35. CONTROL SYSTEM
Management Information
System
Feedback Control System
Provides the information after the deviation between
the output and a predetermined standard to the
source of the input.
Feed forward control system
It is a defensive control
Triggers the effect before the deviation from the
established standards occurs.
35

36. Sub-System :-
Management Information
System
Most systems are part of a larger system.
If Business is viewed as system,business activities like
production
distribution
marketing
finance
human resources
Legal
customer care
public relation etc. are called subsystems
These are systems in their own.
36

37. Cybernetic System
Management Information
System
When feedback and control elements are attached to a
system to make it self regulating and self monitoring, it is
known as Cybernetic system.
Input
Process
Output
Feedback/Control
Daily use Example : Thermostat controlled heating system
which automatically monitors and regulate itself to maintain
a desired temperature on the basis of feedback it gets from
environment.
37

38. Management Information
System
Boundaries/Environment of System
A system is identified by certain limiting factors like
its components
its processes
its interrelationship.
These limiting factors are called boundaries.
Effective interfaces can be made amongst various systems
by identification of their boundaries.
Everything outside the boundaries of a system is
called its environment.
38

39. Management Information
System
Boundaries/Environment of System
Input
Process
Output
Feedback/Control
Boundary
Environment
39

40. Management Information
System
Now we can say that a System has following
Elements:
• Input
•Processor
•Output
•Control with feedback
•Interfaces
•Boundary & Environment
40

41. Management Information
System
OPEN SYSTEM / CLOSED SYSTEM
An system is an open system which allows inputs and
facilitates interactions with other systems .
In other words, an open system interacts with its
environment.
Closed system:
A system which does not interact with or exchange any
of its inputs or outputs with the environment is called
closed system.
Isolated from environmental influences.
Self contained.
Does not interact with environment.
41

42. Management Information
System
Information System
Set of computerized interrelated components for
Gathering data
Storing data
Processing data
and
Convert business data into information.
(Using some technical tools)
These systems provide support to management at all
level.
It supports decision-making
organisation.
and
control
in
an
42

43. Management Information
System
Information System
Computerized IS has 6 Components.
i.
H/W
ii.
S/W
iii.
Data
Power
iv.
Technical Man
v.
Procedures (Business Rules)
vi.
End Users (Non Technical)
43

44. Management Information
System
Information System Department
It is a one of the various units in any organisation.
Responsible for
developing IS
maintaining the h/w, s/w, data storage,
networks.
44

45. Management Information
System
Information System Department
This group has its own hierarchy of specialist:
Chief Information Officer
System Managers
System Analyst
Programmer
End Users
45

46. Management Information
System
Users of an Information System
•
Hand-on User- Clerk, Receptionist
•
Manager User- Utilize data to get information
by using some IS.
•
In-direct Users-Any user directly affected by IS
(Bank Customer)
46

47. Management Information
System
Information System (Importance)
Operational Efficiency
-
Refers to doing things right, better, faster, cheaper
for example TPS, payroll etc. Not many clerks required.
o
Functional Effectiveness
o
Quality customer services
o
Introduction of www, ATM, Reservation system
Product development
o
-
Better decision making by managers
Introduction of CAD/CAM, robotics, AI
Electronic markets
47

48. Management Information
System
Information System
Negative Impacts
o
o
By automating activities, jobs are eliminated.
Privacy of people
o
Everything depend of IS. If there is some
fault, everything stop
o
Health problems like stress etc.
48

49. Management Information
System
Challenges in using Information System
Up gradation : Technology is changing daily.
Continuous training to middle & lower man-power.
Recruitment with proper mixing of technical and nontechnical man power.
Garbage in Garbage out.
Data Security.
Cultural and style barriers( Information sharing culture)
49

50. Management Information
System
MANAGEMENT INFORMATION SYSTEM
For decision making, management
information which should be :
requires
•Timely
•Reliable
•produced through well structured methods of
information collecting & processing.
Such methods of collecting information needed for
decision-making by management are widely known
as MANAGEMENT INSFORMATION SYSTEM .
50

51. Management Information
System
MANAGEMENT INFORMATION SYSTEM
--MIS deals with the information that is
systematically collected in accordance with
well defined set of rules .
--MIS is nothing but analyzing of data captured
through routine data process applications(IS).
--MIS is an integrated, user-machine system
for providing information to support the
operations,
management
and
decision
making function in an organisation.
51

52. Management Information
System
MIS Vs DATA PROCESSING
Data Processing System
Processes transactions and produces reports.
Represents automation of routines processing to
support operations.
MIS
Capabilities to provide analysis, planning and
decision support system.
52

53. Management Information
System
MANAGEMENT INFORMATION SYSTEM
MIS can exist without computers but it is the
power of computer which makes MIS
feasible.
WHY MIS REQUIRED?
In today's world of business, in order to survive and
grow, management must have a properly planned,
analyzed, designed and maintained MIS so that it
provides timely, reliable and useful information to enable
the management to take speedy and rational decisions.
53

54. Management Information
System
MANAGEMENT INFORMATION SYSTEM
MIS can exist without computers but it is the
power of computer which makes MIS
feasible.
WHY MIS REQUIRED?
In today's world, organizations are required to compete
not locally but globally.
This further enhance the necessity of such system.
We can also say that today MIS is the nerve center of an
organization.
54

55. Management Information
System
MANAGEMENT INFORMATION SYSTEM
MIS can exist without computers but it is the
power of computer which makes MIS
feasible.
WHY MIS REQUIRED?
We require MIS for better
Planning
Organizing
Controlling
Directing
55

56. Business Processes
Management Information
System
(Manufacturing sector)
a.
b.
c.
d.
Inventory control and reporting(store/stock)
Purchase and receiving(vendor management.)
Production scheduling
Production control
i. Monitoring ( Performance Vs plan analysis)
ii. Variance (discrepancy) reporting
iii. Quality control
iv. Maintenance
e. Logistic
i. Distribution Network
ii. Areawise short/ surplus analysis
iii. Warehouse stock status reporting
f. Sales order processing
i. Customer billing
ii. Order processing
iii. Transportation
56

57. Business Processes
Management Information
System
(Manufacturing sector)
G.
Engineering, research and development
h.
Marketing
i.
ii.
iii.
iv.
v.
Brand Positioning
Advertising
Sales Analyses
Market Survey Analyses
Sales forecasting
vi.
Sales Management
I.
Financial
i.
ii.
iii.
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
Design Automation
Project Design and control
Industrial Engineering
Accounts receivable
Accounts payable
General ledger
Cost accounting
Fixed assets accounting
Budgeting
Ration analyses
Working capital mgt.
Profit and loss accounting
57

58. Business Processes
Management Information
System
(Manufacturing sector)
J.
Personnel
i.
ii.
iii.
iv.
v.
Payroll
Leave records
File/dak monitoring
Human resource / recruitment
Training
K.
i.
ii.
Legal
Documentation of rules, regulations and policies
Implementation of Legal statutory(constitutional) requirements.
58

59. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
Every organisation has set of well defines
functions in its various departments which
are called functional areas of business.
There are two categories:
•
FRONT OFFICE functions
•
Back-office functions
59

60. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
FRONT OFFICE functions
• Relates with main line of actions
• Different in different nature of business
• Similar in every firm of same nature of business
In HOTEL INDUSTRY, Common front office
functions are ROOM RESERVATION and ROOM
SERVICE
60

61. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
BACK OFFICE functions
• Common in every firm/industry irrespective
of the nature.
• Implementation may be slightly different.
61

62. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
Some of the main business functions/activities in
a manufacturing organisation are :
•Production
•Marketing
•Financial & Accounting
•Personnel
•Material Control
62

63. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
•Production
Production Planning & Control
Engineering
Quality Control
R&D
•Financial & Accounting
Financial Planning
Budgeting
Cost Accounting
Assets Accounting
Accounts receivable
63

64. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
•Marketing
Sales Order
Forecasting
Sales Analysis
Billing
Distribution
Stock Availability
Pricing
Product Promotion
64

65. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
•Personnel
Recruitment
Development/Training
Transfers/Posting
Evaluation
Retirements
•Material Control
Material Planning
Bill of Material
Cost estimate
Warehousing Planning
65

66. FUNCTIONAL
BUSINESS
Management Information
System
AREA’S
OF
SET of IS in a particular manufacturing organizations
include :
•Production System
•Financial & Accounting Information System
•Marketing Information System
•Human Resource Information System
•Inventory management system
These systems are computerized to
•Improve the speed and accuracy of reporting
•To provide information and analytical support to managers
to help them in decision making.
66

67. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Productions Information System ( Manuf.)
• Responsible for actually producing the goods &
services.
• Deals with planning, development, maintaining &
production.
a) Machine control System ( Operational Level)
Control the action of machine & equipment.
67

68. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Productions Information System ( Manuf.)
b) CAD and R & D System ( Knowledge Level)
Design & modify the products using IT.
c) Production Planning ( Management Level)
When & how many products should be produced.
68

69. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Productions Information System ( Manuf.)
D) Material management System ( Operational Level)
Store, supplier etc.
e) Quality control System ( Management Level)
Whether products & services are according to set norms.
69

70. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Financial & Accounting system
Keeps track on firm’s financial assets and fund flows.
This system supports the decision-making process of
financial functions of the organisation such as:
•Where to invest funds and to what extent?
•Where to raise funds and to what amount?
•How much to pay in dividends?
70

71. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Financial & Accounting system
Besides this, currents assets of the organisation are also
required to be efficiently managed .
Forecasting
Funds management
Auditing (working according to guidelines or not)
Book Keeping
Accounts receivable & Payable
Budgeting
Profit Analysis
71

72. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Sales & Marketing Information System
•
Identify the customers for products & services.
•
&
Identify the needs of customers for designing products
services.
•
Promote products & services.
•
Provide on-going support to suppliers & customers.
•
Sales Policies & Advertisements.
•
Pricing.
72

73. Management Information
System
TYPES OF INFORMATION SYSTEMS
Functional point of view:Human Resources Information System
•
Takes care of needs of man-power/staff.
•
Carried out by the personnel administration.
•
Major impact on all other functional area of business.
Recruitments
PIS
Training & Development
Carrier Planning
Performances appraisals
73

74. Management Information
System
TYPES OF INFORMATION SYSTEMS
Management point of view:There are different level of managements.
•
Operational Level
•
Middle Management Level
•
Knowledge Level
•
Strategic Level
Each has different types of interest and require
different type of information.
No single system can provide all the information at all
level.
74

75. Management Information
System
TYPES OF INFORMATION SYSTEMS
Management point of view:Operational Level
• Monitors the elementary activities and records
transaction of the organisation.
• This level is to answer routine questions on
bases of data entered/collected.
Exp:- record issue of an item from store
Record bank transaction
TPS
75

76. Management Information
System
TYPES OF INFORMATION SYSTEMS
Management point of view:Knowledge Level System
• Support organisation knowledge workers & data
workers.
• Help the firm to integrate new knowledge in to
business.
• Help the control of flow of paperwork.
OAS
KWS – cad,cam r&d
76

77. Management Information
System
TYPES OF INFORMATION SYSTEMS
Management point of view:Middle Management Level System
• Support the monitoring, controlling, decision-making
and administrative activities of middle managements.
MRS, DSS
77

78. Management Information
System
TYPES OF INFORMATION SYSTEMS
Management point of view:Strategic Level System
• Support the long-term planning activities of
senior management.
ESS
78

79. Management Information
System
TYPES OF INFORMATION SYSTEMS
Management point of view
•Transaction Processing System (operational level)
•Management Information System
•Management Report System (middle level)
•Office Automation system (middle level)
•Decision support System (strategic level
•Executive Support System
79

80. Management Information
System
TRANSACTION PROCESSING SYSTEM
TRANSACTION MEANS RECORDED BUSINESS
EVENT.
Every company has to deal with some type of data and to record and
process this data, there is a need of some type of processing system.
TPS is a computerised system which records and process
daily routine transactions necessary to conduct business.
•Sales order entry
•Room booking
•Employee record keeping
•Shipping
•Bank
•Rail reservation system
80

81. Management Information
System
TRANSACTION PROCESSING SYSTEM
TPS supports the:
• Routine business events
• Affect the financial health of organization
TPS Uses data and produce data. It does not
provide any information for decision-making.
Data
Input
Processing
Data
output
81

82. Management Information
System
TRANSACTION PROCESSING SYSTEM
All TPS perform 3 basic functions:-
1. Books keeping
business transactions)
(Keeping accurate day-to-day records of
O Data Gathering (Accuracy of any IS depends on the
accuracy of this procedure.);
O Data Editing (Checklist are generated and compared with
the original data and further modifications done if required.
82

83. Management Information
System
TRANSACTION PROCESSING SYSTEM
All TPS perform 3 basic functions:-
2. Data Storage

All Data gathered of organisation must be stored safely.

Transaction to be recorded occurs daily but manager require reports
monthly.

The storage media should be secure and reliable as data loss is a
major loss to the organisation.

3.
Data that is not used further should be legally destroyed.
Issuance
Issuance involves the generation of business documents from the data stored as
required by the individuals inside or outside the firm.
The issuance can be of two type:
 Event driven (Issuance of a order slip, bill in a hotel)
 Schedule driven (Payroll Checks, Daily collection in a hotel)
83

84. Management Information
System
TRANSACTION PROCESSING SYSTEM
Documents generated by TPS
 I nformation Document (Sales reports, Order Confirmation, customer
invoices)
These documents verify, confirm, or prove that transactions have
occurred or attempted.
 Turnaround Documents : Some types of documents can be used as
output
and input form simultaneously (telephone/ Electricity bill –
Perforated part).
 Error Report (feeding your information in any web site form, in
incomplete is shows as error report showing mistakes).
 Control reporting (Transactions Log)
I nvolves reports on transactions for control of accounts purposes.
-Payroll registers, Ledgers etc.
84

85. Management Information
System
TRANSACTION PROCESSING SYSTEM
Examples of TPS are :
• Payroll processing
• Orders Processing (Order from customers)
• Inventory System (Stock Maintenance)
• Invoicing System (Generates invoices challans and bills etc.)
• Account receivable system (maintains customers accounts)
• Purchasing system (Vendors information, purchase orders)
• Account System
General Ledger System (Integrates all transaction data from all other transactions)
• Personal Information system
•Rail reservation system
85

86. Management Information
System
TRANSACTION PROCESSING SYSTEM
ROLL of IT in TPS
Earlier TPS were manual systems.
Clerks used to maintain records or daily transactions manually.
Manual systems present numerous problems that are solvable by the
use of computer or we can say by the use of IT or introducing some
type of information systems. The problems, which can be resolved
with the help of IT, are:
Time Saving
Minimum Error Level
Less Man-power
Storage : Some documents and files in manual system occupy
more physical space and there are chances of lost of data. Computer
provides more compact and secure way to store data.
86

87. Management Information
System
TRANSACTION PROCESSING SYSTEM
SO WHAT IS THE IMPACT OF TPS ON AN
ORGANISATION?
TPS keeps an organisation running smoothly by automating
the processing of the huge amount of data that must be
handled daily. (Rail Reservation).
87

88. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
MIS/MRS in an information system which processes
data collected from any TPS and convert it into
information for further decision-making, planning,
controlling etc for management.
Input
Processing
output
Data
TPS
MIS uses TPS for data inputs
Information
88

89. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
It
provides pre-formatted/pre-defined
information or reports to the management.
types
of
These reports help assist managers in :
planning
controlling
initiating
organizing
taking structured types of decisions.
89

90. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Generally this system is based on TPS.
Focus of TPS is on collecting data accurately.
MRS is focused on information and effectiveness.
MRS deals with data gathering, storage and
retrieval
90

91. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Some times ago, the main output of MRS was only the Hard Copy
(printed Copy) containing details and summary transaction.
Now, with the availability of many types of display facilities ,
many out-puts are provided on screen itself. (Railway /airlines status
of arrival & departure timing display is pre-defined and structural types
of information. This type of information is of no use to present as hardcopy.
Every morning, Director need a report showing production and sales on a
previous day.
Marketing manager wants a distribution of sales in various regions in the
country.
Accounts officers wanted to see the amounts outstanding against the
customers.
91

92. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Reports produced by MRS usually fall in three categories.
1. Schedule reports
.
(Daily collections, Daily Sales/Productions)
Periodical/time bound
Generated at defined time
92

93. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Reports produced by MRS usually fall in three categories.
2. Exceptional reports
Generated when something un-usual happens which
requires some types of management attention
expense overrun
pending payments
defaulter lists
re-order
93

94. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Reports produced by MRS usually fall in three categories.
3. Demand Reports
These are generated when as authorized person request for them.
For example, an executive ask for the status of pending orders or
administration head ask to store keeper what are the item issued to a
particular employee in last one month.
So these types of reports are generated on demands only.
94

95. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Characteristics of Reports
•The information contained in the reports should fulfill the objective of the
requester.
•The information contains in MRS reports should be:
Timely (Delayed information is no information.
In a mail box if we get message after mail box in full is of no use. We
should get message before it fully occupied)
Accurate (Should be free errors)
Relevant (Means usefulness of report content. At lower level, manager wants
detailed report, at upper level managers require summary reports)
Verifiable ( A verifiable report is likely to be trusted more ).
95

96. Management Information
System
Management Information System(MIS)
Management Reporting System(MRS)
Role of IT in MRS
Very fast, Accurate, Less man power, NO “ALAS”
in generating them. If you ask to store keeper to
give the details of existing stocks, he clicks a button
on computer to give report other wise ……….
Similarly accounts status, leave record.
96

97. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
What is office?
An office is a place where staff, secretaries and managers (data
workers) perform administrative and managerial functions.
Every organisation has an office. All management's and
administrative task are performed in the office.
Office Automation : Movement towards automation of office
task.
Office automation is the application of computer and related technologies
like communications and networking to integrate the general task of an office
so that the efficiency of office work improved.
97

98. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
It includes Hardware and Software techniques that makes
data workers more productive. The introduction of IT has a
dramatics effects on day-to-day office jobs
Some major tasks are:
Document generation
Document storage
Document manipulation
Communicating within org or outside org.
Before invention of computers, these are done manually or by using some
mechanical machine. But now nature of an office has changed. organization
are introducing OAS.
98

99. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
NEED OF OFFICE AUTOMATION
Although all the work of a small or big organization can be done manually,
but it is very difficult or even impossible today to compete in the market
without OA. WE need OA because:
•
•
•
•
•
To reduce the cost of administrative overheads
To increase the efficiency of office tasks
To provide better services to customers
To provide accurate information to Management.
To provide fastest and best way of communications.
Above requirements can not be achieved without computers so we need
Office Automation.
99

100. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
Office function to be automated
•Document generation
•Document processing
•Document Distribution
•Archival Storage
•Scheduling of meetings
•Conferencing
Following System should be in an
functioning.
1.
Document management system
office
for
proper
These system includes computerized tools for generation, processing,
storage and distribution of documents.
•
•
•
•
Dictation System (tapes)
Computer, printers, scanners (ws,dtp,image processing)
Archival storage (tapes, optical disk, floppy, Hard disk, Cd}
Photocopiers (for multiple copies)
100

101. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
Following System should be
functioning.
2.
Communication system
in
an
office
for
proper
This system is used for sending messages, document and data
within and outside of org.
•Telex ( low speed, noisy, limited characters, No graphics, no
sound, no Images)
•Fax, E-mail
•Internet/Intranet
•EPABX
3.
Teleconferencing system
This system is used for conduction seminars and trainings and also for
High level meetings.
•Audio teleconferencing
•Video Conferencing
101

102. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
Following System
functioning.
4.
should
be
in
an
office
for
proper
Support system
This include other activities of an office like Personnel Information
system, Dak management system etc.
102

103. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
ADVANTAGES
1.
Increased productivity due to better utilization of human
resources
2.
Improved quality of work and decisions due to computerized
storage / retrieval of information.
3.
Improved organizational effectiveness due to better
communication system
4.
Better services to customer due to fast service.
5.
Elimination of manual work by filing/searching the document
6.
Better utilization of time and money
103

104. Management Information
System
OFFICE INFORMATION/AUTOMATION SYSTEM (OIS/OAS)
DIS-ADVANTAGES
1.
Office staff become dependent on computers and other
technologies
2.
Expansive
3.
health problems ( doing work on computers continuously)
4.
In the case of failure of computers, everything stops.
104

105. Management Information
System
Decision Support Systems
Top-level management handle un-structured decisions.
Low level management handle structured decision.
Middle level faces decisions with a mix of structured and unstructured
components, which are termed as semi-structure decision.
In Semi-structured decision, part of the decision can be structured and
hence programmed, while other for part of the decision; manager has to
apply his own capabilities.
105

106. Management Information
System
Decision Support Systems
DSS is an IS application which:
•Assist in decision-making
•Used in planning, analyzing alternatives and error search
for solutions.
•DSS allows the decision maker to analyze data and test
alternative solutions during the process of problem
solving.
•Incorporates variety of decision models
•Capable of performing what-is analysis for manager.
106

107. Management Information
System
Decision Support Systems
DSS
are
generally
operated
interactive dialogues with users .
through
terminal-based
MIS processes data collected by any TPS and convert it into
information while DSS processes this information to support
the decision-making processes of a manager.
107

108. Management Information
System
Decision Support Systems
Each DSS has three main elements.
•
Database
Combination of master files ( internal data) &
external sources.
•
Model Base
It is a library of models to manipulate & analyze the data in
desired ways.
•
User Interface
Software providing interactive dialogue facility to the
manager
data from
108

109. Management Information
System
Decision Support Systems
The systems which combines organisation data with
analytical models or data analysis tools to provide
support to the managers in evolving un-structured and
semi structured decisions.
A DSS is tailored to a specific managerial or special
problem, its use is limited to the task.
Pricing decision
Evaluating Investments
Dispatching and routing Transport
Evaluating Potential Drill Sites for an oil and gas company
DSS provide solutions to the unstructured problems using
simulation techniques and system models.
109

110. Management Information
System
Decision Support Systems
OBJECTIVES OF DSS
It should assist managers in making decision to solve their semistructural problems.
It should support manager’s judgments rather that replace it.
It should improve effectiveness of decision rather than efficiency.
Technically , a DSS may not involve high technology, but the right use of
technology/tools is important. They should also be flexible and easy to use.
Since purpose of this system is to provide support, hence they are called
DSS.
110

111. Management Information
System
EXECUTIVE SUPPORT SYSTEM
First, WHAT IS EXECUTIVE?
•person/manager at or near the top of the organizational
•Has strong influence in defining the course of organisation
•President, Vice President, CEO can be Executive of the company.
•involved in decision-making of un-structural nature of problems.
•Use intuition(sixth sense) at each step of problem solving due to
unstructured nature of problems.
•Broadly, Executives performs Strategic planning, tactical Planning and
fire-fighting activities.
111

112. Management Information
System
EXECUTIVE SUPPORT SYSTEM
ESS is an extension of MIS which is a special
kind of DSS.
It is specially tailored for CEO’s of
organisation to support its decision-making.
It uses various types of DSSs but it is more
specific and person oriented.
EIS at strategic level are designed to address un-structured decision
using advanced graphic and communication.
112

113. Management Information
System
KNOWLEDGE BASED INFORMATION SYSTEM
•These are advanced Information Systems.
•KBIS are based on artificial intelligence
•AI : Capability to make computers display intelligent &
human-like behavior.
KBS has the potential to extend a manager’s problem solving
abilities. These systems are capable to show human-like
intelligence.
Artificial Intelligence, robotics, vision system are important
KBS that assist the managerial decision making.
113

114. Expert system
Management Information
System
Provides advice to decision makers, which is normally received from
human experts.
Using an expert system, a non-expert can achieve performances
comparable to an expert in a particular problem domain.
It is interactive in nature. It asks questions from the user. On the basis of
answers, an expert system searches its knowledge data base for facts &
rules.
114

115. Expert system
Management Information
System
Expert system uses the knowledge base data system to advice decision
makers. The expert systems poses questions to a decision maker who
responses interactively.
MEDICAL DOCTOR SOFTWARE IS AN EXPERT SYSTEM.
Business Application of an Expert Systems
Providing Tax advice
Responding to customers inquiries
Giving people assistance in filling out forms.
Educating trainees
115

116. Management Information
System
INFORMATION SYSTEM DEVELOPMENT
What bad things Happens to good Projects
• Time overshoots (due to bad planning by in-experienced man)
• Cost Overshoots ( Due to lack of detailed system study)
• Un-satisfied users (some functions not available/note work well,
user not involved)
• Low quality (Matches users requirement but not reliable and not
maintainable)
116

117. Management Information
System
INFORMATION SYSTEM DEVELOPMENT
Why bad things Happens to good Projects
•
Project size
•
Unstructured ness(if requirement of users are structured
discrete , it is easier to develop otherwise………..)
and
• User’s task comprehension (if user is capable of explaining what he
wants, there will be no problem in analysis other wise……)
• Developer’s task proficiency (un-trained System
Analyst/Designer/developer)
117

118. Management Information
System
INFORMATION SYSTEM DEVELOPMENT
NEED
of
METHODOLOGY
SYSTEM
DEVELOPMENT
Since there are so many factors involved in building of a
quality system, it is not possible to keep a control on each
one of them without following a well-defined
methodology.
A proper methodology can force every developer to follow
one universal set of guidelines, so that the team members
sitting at different sites, locations, or joining at different
times, can understand the system easily and get involved in
the development of system.
118

119. Management Information
INFORMATION SYSTEM DEVELOPMENT
System
Approaches
of
SYSTEM
DEVELOPMENT
METHODOLOGY
There are some approaches for Information system development
depending on the uncertainty.
Uncertainty is a major factor in defining the approach to be
followed for system development. If uncertainty is high, the
system is developed on experimental basis first.
Cont ingency Type
Degr ee
Uncert aint y
Small
Low
Large
High
Small
Low
Large
High
Incomplete
High
Complete
Low
High
Low
Low
High
.
Project Size
Un-structured ness
User’s task comprehension
Developer’s task proficiency
119

120. Management Information
System
INFORMATION SYSTEM DEVELOPMENT
Approaches
of
SYSTEM
DEVELOPMENT
METHODOLOGY
Given below as four different approaches for system development.
• Software Development Life cycle (Waterfall
Approach)
•
Proto-type Modal
• Pc base model giving idea about man/machine interface
• Working modal with subset of required functionalities
• Spiral Modal (Planning, Risk Analysis, Engineering,
Customer Evolution)
•Combination of best features of SDLC and prototype model.
120

121. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
In order to develop software successfully, total
development process is divided into smaller basic
activities/phases as follows:
System Investigation
System Analysis
System Design
Software Development
System Testing
Implementation
Maintenance
121

122. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
SYSTEM ANALYST
Overall responsible for development of a software.
Conducts a system study, identify activities and objectives
and determine a procedure to achieve the objectives
Activities:
• Studies the problems and need of an org.
• Determine how people, methods and technology can improve the system.
• Works as an investigator by extracting real problems from exiting system.
• Monitors system in relation to quality, cost and time
• Create a detail physical and logical design of a system
• Introduces changes to the user org.
• Understands user’s feelings about existing and proposed system.
• Presents system proposal to the management
122
• Motivates users to participate in development and use of proposed system

123. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
SYSTEM ANALYST
Qualities of System Analyst
i.
Highly qualified in software technology
ii.
A problem solver, Good communicator
iii.
Having enough computer and management experience
v.
Having questioning attitude and inquiring mind
123

124. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
System Investigation
Project Initialization
• Some problem may be bothering a business organisation
•Managers in organisation may or may not be very clear about
problem.
•Users invites a consultant( System Analyst) to resolve a
problem.
•Consultant starts system investigation which includes two substages:
•Problem Definition
•Feasibility Study
124

125. Management Information
System
SOFTWARE DEVELOPMENT
Approach))
System Investigation
LIFY
CYCLE
( (Waterfall
Problem Definition
Here proper understanding & definition of problem is
studied to find the cause of problem.
Some possible definitions of problems may be:
1.Existing system is slow ie poor response time.
2.Unable to handle the workload.
3.Existing system is not economical.
4.There is problem of accuracy and reliability.
5.Required information is not produced by existing system
6.Problem of security.
125

126. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
Feasibility Study (FS)
The aim of FS is to assess alternatives systems and to
propose the most feasible and desirable system for
development.
The FS provides an overview of the problem. It also answer
the question that IS THE PROBLEM EVEN WORTH
SOLVING.
The finding of FS is submitted to the user management. If
user management approves the same then further
development start.
126

127. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
Feasibility Study (FS)
The investigation mainly focused on the following questions:
1.
what are the major problems in existing system
2.
what are the main requirements of the user
3.
What are the resources available
4.
Whether they (resources) are sufficient
5.
What will be the impact of implementing new
system on the overall organization’s MIS plan.
127

128. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
Feasibility Study (FS)
Objectives :
To identify the deficiency in the current system
To determine objectives of proposed system
To fix the scope of system
To identify the responsible users
To determine whether it is feasible to develop
new system
128

129. Management Information
System
SOFTWARE DEVELOPMENT
Approach))
Feasibility Study (FS) [ STEPS ]
LIFY
CYCLE
( (Waterfall
•Form a project team and appoint a project leader (System Analyst)
•Start preliminary investigations through different fact finding techniques
•Prepare the system flow chart of current system
•Identify the deficiencies in the existing system
•Determine objectives of the proposed system
•Prepare a system flowchart of proposed system
•Identify the existing hardware
•Determine cost and benefits of proposed system
•Identify responsible users and determine the operational feasibility.
•Prepare the feasibility study report document
•Give the oral presentation of the FS.
129

130. Management Information
System
SOFTWARE DEVELOPMENT
Approach))
Feasibility Study (FS) [ TYPES]
1}
LIFY
CYCLE
( (Waterfall
Technical Feasibility
Determines the areas to be automated
Does the necessary technology exist to do what is suggested
Details of existing & proposed system
Identifies the existing system (H/w and S/w).
Determine that this h/w and s/w are sufficient or not for proposed system.
Can the system can be expanded
2}
Economic feasibility
It determines the cost and benefits of proposed system and compare with
the budget. Cost of the project should not be outweigh the budget.
Tangible & In-tangible benefits
cost:- for conducting full system study, H/w, S/w
Benefits:- reduced costs, improved customer service, improved resource
utilization.
130

131. Management Information
System
SOFTWARE DEVELOPMENT
Approach))
Feasibility Study (FS) [ TYPES]
3}
LIFY
CYCLE
( (Waterfall
Operational Feasibility
When it is found that project is feasible technically and economically, analyst
determine that it is operationally feasible or not.
Willingness and ability of the management, employees, customers, suppliers etc.
to operate,use and support the proposed system come under operational
feasibility.
Is there sufficient support from management, employees, customers, supp.?
Are proposed business methods are acceptable to the users
Whether the proposed system will operate in the way user wants or not
Is extra man power is required for the proposed system
131

132. Management Information
System
SOFTWARE DEVELOPMENT LIFY
Approach))
Sections of Feasibility Study Reports
1.
2.
3.
Description of Existing Systems
System requirements
Description of proposed system
7.
8.
9.
( (Waterfall
Covering Letter
Table of Contents
Overview
4.
5.
6.
CYCLE
Development Plan
Technical feasibility findings
Cost and Benefits
10.
Recommendations and conclusions.
Appendix.
132

133. Management Information
System
SOFTWARE DEVELOPMENT
Approach)) Techniques
Fact Finding
1.
( (Waterfall
Organization Charts
Administrative Manuals
Accounts Books
Interviews
Questionnaire ( when there is scattered group of user
then interview is not possible)
•
•
•
•
4.
CYCLE
Record inspection
•
•
•
2.
3.
LIFY
Less Expensive
Time Saving
Provide detailed factual data
More useful to ask personal & controversial questions .
Observation ( study in real work environment. Time
consuming but best technique for understanding.
ORAL PRESENTATION
After submission of the feasibility study report to the management, oral presentation of the
report must be given. During the oral presentation, many issued can be clarified and new ideas
from users can be picked up.
133

134. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Majority of software projects fail because :
The problems were not well understood
Requirements were not clearly defined
Problematic area are not anticipated in advance
All these problems needs for a proper study of the
existing system and documenting all the facts for further
analysis.
134

135. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Requirement
analysis
is
a
detailed
investigation/study
to
understand
the
operations of current system and to identify the
domain of information requirements for the
proposed system.
System Analysis means:
identification,understanding and examining
the current system for achieving predetermined objectives.
135

136. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Main objectives of System Analysis are:
• to know how a system currently operates.
•To identify the
proposed system.
user’s
requirement
in
136

137. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
System Analysis involves details study of:
• The information needs of the organisation
and its end users.
•Existing information systems
137

138. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Process Of Requirement Analysis:
•Project Initialization
•Fact gathering
•Fact Documentation
•Analysis of facts
•Solution recommendations
•out put in the form of SRS ( Software requirement
138
Specifications)

139. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS:
It is set of techniques/tools that allow the analyst to design
the proposed system. The main purpose of the structure
analysis is to completely understand the current
system.
These tools help the system analyst to document the
system specifications of a system to be built. The
main tools used are:
•
•
•
•
•
•
Organisation Charts
Data Flow Diagrams (DFDs)
Data dictionary
Structured English
Decision Trees
Decision Tables
139

140. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS :
1. Organisation charts :
Organisation charts use simple boxes to represent the
division/sections and responsibility/ controlling.
It helps in understanding that what level of persons
uses what level of information system and what type
of training he should be given.
140

141. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS :
2. Data Flow Diagrams (DFDs)
Organizations are made up of Divisions, Departments and People .
Data may flow from one section to another.
DFD is widely used graphical tool for describing the
movement of data within or outside the system . As a DFD
consist of a series of a bubbles joined by lines, it is known as
bubble chart.
DFD is very effective when when required design is not clear and
user and analyst requires a symbolic representation for the same.
There are two types of DFDs
PHYSICAL DFDs
Logical DFDs
141

142. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS :
DFDs Modeling notation : There are 4 symbols which are
used in preparing DFDs
1. Square: It represents source/destination of system data.
Represents Entities that supplies data—Cust., Dept.
2. Arrow: It identifies data flow. It is a pipeline through which data flow.
Represents Data Movement
142

143. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS :
3. Circle/Bubble: It represents a process that transforms incoming data
into outgoing data.
Action performed on input data
4. Open Rectangle: It represents a Data Store.
Data file of register where data is
accumulated.
143

144. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS:
Rules for drawing the DFDs
•Processes should be named and numbered.
•The direction of flow should be from top to bottom and from left to
right.
•When a process is exploded into lower levels, they are numbered
properly. I.e. process 5 ----> 5.1, 5.2, 5.3 etc.
•A DFD should not have more that 8-10 processes. More
processes makes the DFD complex and difficult to understand.
144

145. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
DFD OF A PAYROLL SYSTEM
To draw a DFD start with a macro DFD. Then explode it into
many micro DFDs.
Employees Data originate from accounts dept: SOURCE
Data is processed.
Salary Statements are received by employees: SINK
Updated data (tax,pf etc) stores in data file : DATA STORE
Salary
Statement
Employee Data
Accounts
Dept.
Payroll
Processing
SOURCE
Updated Data
MACRO VIEW OF
Employe
e
SINK
Employee File
DATA STORE
145

146. Management Information
System
SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
DFD OF A PAYROLL SYSTEM
Salary
Statement
SINK
Employee Data
Accounts
Dept.
Gross
Salary
Processing
SOURCE
Deductions
Employe
e
Employee’s
Gross
Salary
Net Salary
Calculatio
n
Updated Data
Employee File
DATA STORE
MICRO VIEW OF
146

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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
3. Data dictionary
A data dictionary is a structured repository of data, about data.
It is a set of precise and accurate definitions of all DFDs, data
elements and data structures.
It is an organized list of terms and their definitions, for all the
data element and data structure that are related to the system and
are described in a logical DFD. It stores names along with their
description of all the data used in the system.
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
3. Data dictionary
There are mainly three items of data present in data dictionary:
•Data Element : It is a smallest unit of data and can not be further
decomposed.
•Data Structures : It is a group of data elements called fields
handled as a unit.
•Data flows & Data stores:Data flows are nothing but data structures in
motion whereas data stores are data structures as rest.
O
o
o
o
o
o
Data items type, length
Source document used to create data item
Name of Computer file which store the data item
Name of the computer program who modify the data item
Name of the computer program who uses this data item
Name of the computer programs who are not permitted to use data item.
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Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
RULES TO CONSTRUCT Data dictionary
•Terms used in describing data structures should be in capital
letters.
•Multiple word names are hyphenated.
•Names should be straight forward and user oriented.
•Aliases must be discouraged.
•There should be name for each data flow, data store, data
structure and data element.
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
Data dictionary (IMPORTANCE)
• It is a valuable reference for designing the system. It is used for building a
database for system.
• It assists in communicating meanings of different elements, terms and
procedures.
• It facilitates analyst in determining additions and changing in the system
• It helps the analyst to record the details of each element and data
structure.
• It is used to locate errors in system descriptions.
• It is also useful document during implementation.
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS tools for documenting the procedures)
4. Structured English
It is a tool for the documenting the procedures and describing the
system logics.
Logics can be described in simple English statements in the
form of Structured English.
Decisions are made through IF-THEN-ELSE statements.
Describe the procedure in simple English statements.
•Sequence structure
•Decision Structure
•Iteration Structure
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152. Management Information
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
4. Structured English
Sequent ial
Accept employee code
Accept employee name
Store data
Print data
Add a , b
Decision
I f pay < = 1000
HRA= 100
Else
I f pay < = 5000
HRA= 500
Else
HRA= 1000
Endif
I t er at ion
Ans= ”y”
Do while ans= ”y”
Accept employee code
Accept employee name
Display “Continue (y/ n)”
Accept and
Enddo
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153. Management Information
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SOFTWARE DEVELOPMENT LIFY CYCLE
Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS TOOLS:
Discount Policy:
If customer is dealer and order is > 6 then 35 % discount is
given otherwise no discount is given.
If customer is educational institute or an individual and if
order is < 6
6 to 19
20 to 49
> 50
no discount
15 % discount
20 % discount
30 % discount
ORDER SIZE
MINIMUM
less than 6
SMALL
6 to 19
MEDIUM
20 to 49
LARGE
50 or more
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154. Management Information
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SYSTEM ANALYSIS( Requirement Analysis )
If order is from DEALER
and if ORDER-SIZE is not SMALL
( (Waterfall
Discount Policy:
THEN discount is 35 %
ELSE discount is NIL.
ELSE ( order is from edu. Ins. Or from an individual)
SO IF ORDER-SIZE is LARGE
discount is 30 %
ELSE IF ORDER-SIZR is MEDIUM
discount is 20 %
ELSE IF ORDER-SIZE is SMALL
discount is 15 %
STRUCTURE
D ENGLISH
ELSE (ORDER-SIZE is MINIMUM)
no discount is allowed.
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
5. DECISION TREE
The logic of process which may not be very clear through Data Dictionary
can be easily represented using a graphic representation. This
representation looks like a branches of a tree, hence called DECISION
TREE.
It is a diagram for showing the alternate conditions and actions that can be
performed in a process. (Nested Conditions)
It resembles the branches of tree, hence called decision tree.
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SYSTEM ANALYSIS( Requirement Analysis )
STRUCTRAL ANALYSIS :
( (Waterfall
Discount Policy:
5. DECISION TREE
Customer
Type
Dealer
Order Size
6 or more
Less than 6
Discount
35 %
NIL
Discount
Policy
50 or more
Educational
Institute or
Individual
20 to 49
6 to 19
Less than 6
30 %
20 %
15 %
NIL
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157. Management Information
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
5. DECISION TREE
Old Customer
Discount 15 %
Purchase < 20000
New Customer
Discount 10 %
Purchase > = 10000
Start
Purchase > = 20000
Discount 15 %
Purchase < 10000-----------------------  No discount
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158. Management Information
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
6. Decision tables
In the case when there are many condition the decision
trees become very complicated. In this case decision
tables are created.
Decision table is a matrix of rows and that shows conditions and
actions.
It is used for more complex circumstances where several
conditions determine an action.
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
4. Process Description (Decision tables )
A decision table consists of four sections.
Condition stub
Condition entry
Questions
Answers
Action stub
Action entry
Actions to be taken
Appropriate actions
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
Rules in preparing Decision tables
• A decision should be given a name to be written at top left
of table.
• Logic should be independents of the sequence in which the
condition rules were written but action should be in order.
•Consistent and standardized language should be used.
•Duplication of terms should be avoided.
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Decision table of DISCOUNT SYSTEM
CONDITION STUB
Condition Entry
1
2
3
4
5
6
Y
N
N
N
Y
Y
N
N
Y
N
Y
N
N
Y
N
N
Y
N
N
Y
N
N
N
Is customer dealer?
Order size 6 or more?
Educational/Individual
Orders sise >=50
20-49
6-19
Y
Y
Action STUB
Action Entry
Allow 35% Discount
Allow 30% Discount
Allow 20% Discount
Allow 15% Discount
X
X
X
X
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Approach))
SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
STRUCTRAL ANALYSIS :
4. Process Description (Decision tables )
It is used for more complex circumstances where several conditions
determine an action.
1
2
Y
3
4
5
Y
Y
N
N
N
N
Y
Y
N
Old Customer
Y
Purchase > = 20000
Y
Y
N
Purchase between 10000-20000
Y
N
Y
N
C
15 % Disc
7
N
Y
8
N
N
N
C
X
X
x
10 % Disc
No discount
Y
6
X
X
X
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Software Requirements Specifications
The requirement analysis is a means of translating the
ideas given by the users into a format document called
SRS
A good SRS provides the following benefits:
• Bridges the communication gap between the user and
developer by acting as a basis of an agreement between
the two parties.
•Reduces the development cost by overcoming errors
and misunderstandings in the development.
•It become a basis of reference for validation of the final
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SYSTEM ANALYSIS( Requirement Analysis )
( (Waterfall
Software Requirements Specifications
Parts of SRS
•Functional requirements
•Descriptions of Input/output
•Performance Requirements
•Like no of users/terminals, number/size of files, response time.
•External Interface requirements
•Screen layout and reports format
•Design Constraints
•H/w limitations, operating environments, security
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ROLE OF USER IN FS & RA
LIFY
CYCLE
( (Waterfall
Interact with development team in data collection.
Helps analyst in gaining an understanding of existing
operations.
Participate in interviews and brain storming sessions.
Allow analyst to observe at work.
Provide analyst with documents & reports.
 Review documents and models as given by analyst.
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Management Information
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DEVELOPMENT
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( (Waterfall
SYSTEM DESIGN
The design phase begin when requirements specifications are ready.
The main objective of the system design is to produce a paper
model of the system . System design is a bridge between the
system analysis and system development.
It prepares details how a system will meet the requirements as
determined by system analysis.
It is like a blue print of a building consisting all specifications.
Design phase is a transmission of user-oriented
document to a programmers oriented document and
data base teams oriented document .
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( (Waterfall
SYSTEM DESIGN
Design phase is a transmission of user-oriented
document to a programmers oriented document and
data base teams oriented document .
For preparing a Salary System, Designer will consult
the input document such as leave accounts,
deductions, Salary Para meters for INPUT and
various reports for out put.
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( (Waterfall
SYSTEM DESIGN (Objectives)
1. Practicality: Design should be in such a way that it may be learnt
and operated with ease by the users. (User-oriented)
2. Flexibility: The organisations are dynamics in nature. So system
must be responsive to the changes requested by its users.
3. Efficiency :
A system must be efficient. It should perform job
within specified time. No low performance should be at peak hours.
4. Security: Hardware reliability, Physical Security of data, Prevention
of fraud.
5. Should meet the requirements of users/organisations.
6. Should be cost-effective .
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SYSTEM DESIGN
Obj ect ive:
The major objective of the system design is to develop best possible
design as per SRS. Best possible design should have the following properties:
 Funct ional: I t must support and meet all the requirements of the user.
 Cor r ect ness – design should be correct as per SRS
 Ex pensi ve and scar ce r esour ce should be used carefully and efficiently.
 Ef f icient : Response time/ runtime
 Flex ibilit y: Organisational processes are generally dynamic. They are affected
by internal as well as external factors. So System should be flexible. (DA rates
changes every 6 months)
 Por t abl e: Should be independent of Hardware and software. I n future user may
change its technological platform.
 Secur it y f eat ur es
 Reliable
 Easy t o use: A good design is assessed by the ease with which it is learnt and
operated by the staff and the managers. The design should be user centered.
 Maint ainabilit y – The design should be so simple so that any other designer
can maintain easily.
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( (Waterfall
SYSTEM DESIGN
System design is carried out at two levels:• Conceptual Level
•
Conceptual Design(General Design)
• Physical Level
•
Physical Design(detailed Design)
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DEVELOPMENT
SYSTEM
Design)
LIFY
CYCLE
( (Waterfall
DESIGN(Conceptual/General
Here alternative overall MIS designs are conceived and
best one is selected by the Analyst in consultation with
top management. This design involves the following
steps.
Define Problem( Problem is clearly defined and
understand
Determine Information Needs
Determine Information sources
Develop Various designs
Evaluation of Designs( Economic/Performance/
Operational Basis)
Documentation of selected Conceptual Design
(System flow/System Inputs/Outputs/Activity Sheets)
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DEVELOPMENT
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( (Waterfall
SYSTEM DESIGN
DETAILED SYSTEM DESIGN
Output of a conceptual design serves as input for
detailed design.
Main Objective of detailed system design is to prepare
a blue print of the system which meets the goals of the
conceptual design requirements.
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Management Information
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DEVELOPMENT
LIFY
CYCLE
( (Waterfall
SYSTEM DESIGN
PHASES OF DETAILED SYSTEM DESIGN
WHAT IS TO BE DESIGNED? ( Design specifications)
Project Planning and Control
Defined the detailed sub-System
Outputs Design and
 Procedures
 Data Base
 Feedback from User
 User interface
Inputs Design
 Controls: Security, Backups, Recovery etc.
 Documentations
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( (Waterfall
SYSTEM DESIGN
PHASES OF DETAILED SYSTEM DESIGN
Project Planning and Control
For an effective and efficient design, System Design should in
itself considered a complete project.
Main points are:
 Formulate the project objectives
Define the project tasks
Prepare a flow diagram of all events & activities
Schedule the work as per requirement of the user
Get feedback with respect to time,cost & work and
compare with schedule
Take corrective action when required to maintain control.
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( (Waterfall
SYSTEM DESIGN
OUT PUT
An output is any information, printed or displayed,
produced by an IS.
Main Activities
Specific outputs which are required to meet the
information needs are identified.
Methods for presenting information are selected.
Reports, formats etc. to be produced are designed.
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SYSTEM DESIGN
Objectives of OUT PUT design
•It should provide information about the past, present or future.
•Output at operational control give information of the past and
present events.
•Outputs which are required at the strategic planning level
includes information on future projections.
•It should signal important events, opportunities and problems.
•It should trigger some action as a result of some events.
•It should confirm an action as result of a transaction. (Printing
the slip at ATM, printing a slip at PCO)
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( (Waterfall
SYSTEM DESIGN
KEY POINTS TO BE CONSIDERED BEFORE GENERATING AN
OUTPUT
Who will receive the information?
When and How often is the output needed (Timing)
How much details are needed (Content)
Medium of report
What is the use of the out put?
A high quality or important content can remain un-noticed, if designed poorly.
Special attention should be given to the level of user ergonomics and other human
factors while designing the layout of the reports.
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SYSTEM DESIGN
Types of Output
Screen Output
Printed Report (hard copy )
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SYSTEM DESIGN
SHAPES
Tabular Format
The output should be in grid format
The detail dominate the content
The contents should arranged in discrete groups
Totals must be there if required.
Important figures should be highlighted.
Exception should be highlighted with different symbols or colors.
Graphic format
It improves the effectiveness of the out-put and
depicts the entire data in a small space.
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( (Waterfall
Report/Output
Design
SYSTEM DESIGN
-
Guidelines
of
Specifications
Printed
Size of paper must be considered.
Pre-printed stat ionary may be used in some cases (time saving—Elect.
Bill)
-
Reports should have aligned t it les and column headings.
-
Data elements should be properly spaced.
-
I mportant data or headings should be bold/ underlined.
-
Page Title, Page numbering should be there.
-
Break-up Totals, Grand Totals should be there.
-
Use mult iple copies stationary if more that one copy required
-
Sort criteria should be there if possible
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( (Waterfall
SYSTEM DESIGN
Guidelines/Feature of Screen Output
-
Should be simple and similar to printed out put.
-
Number of keystrokes should be minimum for displaying the information.
-
May have multiple windows.
-
Need not be in detail as on Printed output.
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SYSTEM DESIGN
Printed Output(Advantages)
•Permanent, not changeable
•Portable
•Provides detailed information
Screen Output(Advantages)
•Secure
•Immediately updated information
•Can be viewed in different formats
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( (Waterfall
SYSTEM DESIGN
INPUT DESIGN
Output of a system is regarded as main document of the
system performance.
Quality of output is determined by the input
designing is equally important.
made . So input
A wrong input will always give wrong results.
Carefully accepted data give accurate output
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( (Waterfall
SYSTEM DESIGN
INPUT DESIGN (Objectives)
1.
Control the volume of Data
•
•
Try to reduce the data requirements and avoid un-necessary
capturing of data.
Constant and system-computable data should not be captured.
2.
Avoid Data Entry Errors – Validation Checks may help.
3.
Input forms must be complete and accurate.
4.
They are as designed that Data Entry becomes easier.
5.
There should be no inconsistency of data in input forms.
6.
Should be attractive to user and easy to fill.
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( (Waterfall
SYSTEM DESIGN
INPUT DESIGN (Objectives)
How GUI is good for correcting data?
own.
User can select and click rather than typing on his
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( (Waterfall
SYSTEM DESIGN
INPUT DESIGN
Origin of data
Flow of data
DATA entry by :
• INPUT FORM DESIGN
•INPUT SCREEN DESIGN
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( (Waterfall
SYSTEM DESIGN
INPUT DESIGN
INPUT SCREEN DESIGN
Provide a user-friendly way to interact with the computer
Features:
-
So user friendly that person without knowledge of computer can work on it.
-
It must be having interactive dialog boxes( help messages flash)
-
The interface should not fail during data entry errors.
-
No of key strokes should be minimal.
-
Online help screen must be there.
-
The screen must have a multi-window presentation.
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( (Waterfall
SYSTEM DESIGN
INPUT DESIGN
Validation Checks ( controls that we apply
while data entry)
•Existence Check
•Limit or Range Test
•( Month <=12, Sex M or F)
•Combination Test
•( Date Entry: If DD=31 and mm=2, DD become invalid)
•Duplication
•( Customer code in customer database)
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DEVELOPMENT
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CYCLE
( (Waterfall
SYSTEM DESIGN
INPUT DESIGN
INPUT CODIFICATION SCHEME
For speeding up the process and to avoid errors
Classification codes (ADM, COM, MKT etc for PIS )
Sequence code (Self generated Sr.No.)
Mnemonic codes (SC,ST,BC,1,2,3..)
Significant Digit (0172-1234567 –STD Code + number)
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Management Information
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CYCLE
( (Waterfall
SYSTEM DESIGN
Procedures Design
Procedures are the rules, standards or
methods designed to increase the
effectiveness of the information system. Some
main procedures are :
•Data Entry Procedures
•Run-time Procedures
•Error Handling procedures
•Security & Backup Procedures
•Software documenting procedure
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( (Waterfall
SYSTEM DESIGN
DATA BASE DESIGN
A database is an orderly arrangement of all
the records related to each other.
To have optical performance, storage and fast retrieval
of data, database design is an important phase in the
detailed design of a system.
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( (Waterfall
SYSTEM DESIGN
DATA BASE DESIGN
Points to be keep in mind while designing Database:
Identify all the tables and records type
Identify the columns or fields for each table and key field
Identify relation between each table
Identify data type and length for each field of the tables
Identify key fields of each table

Normalize the database to ensure simple, smaller, consistent data
structure without redundancy.
Document the database Dictionary
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( (Waterfall
SYSTEM DESIGN
User Interface
•Simplicity
•Efficiency
•Feed back controls
•Error Msg.
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CYCLE
( (Waterfall
SYSTEM DESIGN
Documentation
Detailed design starts with the performance specifications
given by the conceptual design and end with a set of
design specifications for the construction of MIS.
Output of detailed design are handed over to
programmers for writing codes to translate system
specifications into a physical MIS.
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( (Waterfall
SYSTEM DESIGN
Following Points are documented for
Documentation of details design report.
•System Objectives
•Design Constraint
•Input/Output
•Data files
•Procedures
•Input/Output Specifications
•Programs & Database Specifications
•System test conditions
•Manual ( Operational & User oriented)
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DEVELOPMENT
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CYCLE
( (Waterfall
System Development
After designing the input and output, database and programs, the
analyst starts developing the software using a particular programming
language. In this phase, programmers plays a major role. They start
creating data base and writing program as per design documents.
Design specifications that were prepared during system design phase,
are translated into software program code.
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TESTING,IMPLEMENTATION
MAINTENANCE
( (Waterfall
AND
TESTING
Testing is the major quality control measure , which is
done after development stage.
After testing, the system is installed at user place.
Installation means just loading the system where
implementation
mean
making
the
system
operational.
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TESTING,IMPLEMENTATION
MAINTENANCE
( (Waterfall
AND
TESTING
Testing determine weather
produce desired results or not.
system
developed
Testing makes the system more reliable and
error free.
It is a time consuming activity but it is essential.
Through
programmer
make
testing
during
development, but they do not test the program in a
systematic way.
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DEVELOPMENT
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TESTING,IMPLEMENTATION
MAINTENANCE
CYCLE
( (Waterfall
AND
TYPES OF TESTING
UNIT TESTING :
The process of testing the individual program or module separately. It is
done during development stage and testing phase.
Integration Testing :
Testing the interface between related modules.
System Testing :
Testing functioning of Information System as a whole.
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TESTING,IMPLEMENTATION
MAINTENANCE
CYCLE
( (Waterfall
AND
TYPES OF TESTING
Verification Testing :
Testing under simulated data. (alpha testing)
Validation testing :
Running the system under live data in order to find errors (beta testing)
Acceptance testing :
Testing on live data by actual users.
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TESTING,IMPLEMENTATION
MAINTENANCE
( (Waterfall
AND
Special system test
• Peak Lead test : can system work during peak time of load
• Performance test : testing response time of various operations
• Storage test : testing storage capacity of system.
• Recovery test : This test determine if data if lost for whatever
reason, whether it can be recovered or not.
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202. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
TESTING,IMPLEMENTATION
AND
MAINTENANCE
IMPLEMENTATION
Once, Development & Testing of the MIS is complete,
it is ready for implementation.
Implementation is process of installing a newly
developed MIS at user’s premises and continuously
getting the output for which it was designed.
Implementation is the process of converting the
manual or old computerized system with the
newly developed system and making it
operational, without disturbing the functioning
of the organisation.
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203. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
TESTING,IMPLEMENTATION
MAINTENANCE
CYCLE
( (Waterfall
AND
Implementation PROCESS
Implementation of MIS is a process in itself and involves
various steps.
•Planning the implementation
•Acquisition of facilities and space planning
•Acquisition of H/w & S/w
•User Training
•Creation of Forms & Database
•Changeover/Conversion
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204. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
TESTING,IMPLEMENTATION
MAINTENANCE
CYCLE
( (Waterfall
AND
TYPES of Implementations
1.
Fresh Implementation : implementation of totally new
computerized system replacing manual system.
2.
Replacement Implementation : implementation of new
computerized system replacing old computerized system.
3.
Modified Implementation : implementation of modified
computerized system updating computerized system.
204

205. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
PROCESS OF IMPLEMENTATIONS
( (Waterfall
AND
TRAINING
Working Knowledge
environment
of
hardware
and
software
Operational knowledge of Information system
Handling exceptional and routine maintenance
Backups, security features
Users Manual
205

206. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
PROCESS OF IMPLEMENTATIONS
( (Waterfall
AND
Conversion
Conversion is the process of changing from the
old system to modified/new system .
a) During Fresh implementation , all necessary
hardware is installed and manual files are converted
to computer-compatible files.
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207. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
PROCESS OF IMPLEMENTATIONS
2.
( (Waterfall
AND
Conversion
b) During Replacement implementation , old
hardware may be replaced with new hardware and
old file structure are needed to be converted into new
file structure.
c) During modified implementation , no major
change is required.
207

208. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
TESTING,IMPLEMENTATION
AND
MAINTENANCE
Conversion Methods
1. Direct cutover : In this method old system ( manual
or computerized) is completely dropped out on a
particular date and new system is implemented.
This approach produces a time gap when no system
is working.
This approach is meaningful when:
The system is not replacing ant other system.
The old system is judged absolutely worthless.
The new system is very small.
208

209. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
TESTING,IMPLEMENTATION
MAINTENANCE
CYCLE
( (Waterfall
AND
Conversion Methods
2. Parallel Conversion : Old method is not
dropped out at once, but old and new systems are
operated parallel. When new system is accepted and
successfully implemented, old system is dropped out.
It is safe conversion approach.
Output from both system are compared and
differences reconciled.
209

210. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
TESTING,IMPLEMENTATION
MAINTENANCE
PROCESS OF IMPLEMENTATIONS
AND
Conversion Methods
3. Pilot System :(Implementing in limited area)
Only a working version of new system is
implemented in one department. If the system is
accepted in that department, it is implemented in
other departments.
•The risk of system’s failure is localized.
•Problems identified in system can be corrected on time.
•Others operating staff can be trained in live environment.
210

211. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
PROCESS OF IMPLEMENTATIONS
( (Waterfall
AND
Conversion Methods
4. Phase-in-method of conversion : New system
is implemented in many phases. Each phase is
carried out after the successful implementation of
previous phase.
Here MIS is segmented not the Organisation.
211

212. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
PROCESS OF IMPLEMENTATIONS
( (Waterfall
AND
HARD WARE AND SOFT WARE PROCUREMENT
•Requirement Analysis (configuration requirements)
•Preparation of Tender specifications
•Inviting tenders
•Technical scrutiny and short listing
•Detailed evaluation of short listed vendors
•Negotiation and procurement decision
•Delivery & Installation
•Post installation review
212

213. Management Information
System
SOFTWARE
Approach))
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
Cau ses of I m plem en t at ion s f ail u r e
( (Waterfall
AND
 Analysis Stage
o
No Proper time
o
No Cost/ Benefit Analysis
o
No full/ dedicated staff (technical)
o
No communications skills(Not able to ask from users)
o
No complete System Study
 Design Level
o
Users not involved
o
Documentation poorly done
o
System cater to current needs only
 Coding
o
No proper time given
o
No experienced staff
o
Coding skills not there
 Testing
o
No test plan
User not involved
213

214. SOFTWARE
Approach))
Management Information
System
DEVELOPMENT
LIFY
CYCLE
TESTING,IMPLEMENTATION
MAINTENANCE
( (Waterfall
AND
Maintenance
Users requirements may change in the future, it become
essential for the developer to maintain the system. After
successful implementations, system is require to be
properly maintained. It the system not properly
maintained, it may fail. Generally more that 50 % of the
total software development time is spent on
maintenance.
Review
Weather the system has achieved its objectives?
214

215. Management Information
System
Alternative methods for building Information
System.
1. SOFTWARE
Approach))
DEVELOPMENT
LIFY
CYCLE
( (Waterfall
2. Prototyping
3. Spiral Modal
4. End user development
5. Out sourcing
215

216. Management Information
System
Alternative methods for building Information
System.
Waterfall Model
This Model follows the SDLC approach.
In this model, development is organized in Phases in a
Linear order. Which means, output of one phase becomes
input of other phase.
216

217. Management Information
System
Alternative methods for building Information
System.
Waterfall Model ( Limitations)
•Model assumes that the requirements of a system can be
frozen before the start of designing. But for a new system,
determine the requirements is a difficult process as user
himself does not know his information requirements.
•Freezing the requirements usually requires the choice of
hardware to be made. In large projects, which takes few
years to be completed, the earmarked hardware
technology may become obsolete even before the system
become physical.
•Model Stresses that the requirements should be
completely specified before the next phase. But in some
cases we have to develop a part of whole system and
later enhance the system in phases
217

218. Management Information
System
Alternative methods for building Information
System.
Prototyping
This model is useful when there is high uncertainty.
The process of building an experimental system quickly
and in-expensively for demonstration and evaluation so the
user can determine better information requirements.
The preliminary working version of an Information System
for demo and evaluation is called prototype model. After
the user suggestions, prototype model is further refined.
Once the prototype design has been finalized, the model
can be developed as complete Information System.
218

219. Management Information
System
Alternative methods for building Information
System.
Steps in Prototyping
1. Identify user’s basic requirements
2. Develop a initial working prototype model
3. Demonstration to USER
4. If user satisfied then develop full system.
5. If user un-satisfied, refine it and go to step 3
219

220. Management Information
System
Alternative methods for building Information
System.
Spiral Model
•
This model suggest that the various activities involved
in the system development should be organized like a
Spiral.
•
It is cyclic in nature at shown Below.
This model is suitable for high-risk projects.
220

221. Management Information
System
Alternative methods for building Information
System.
End User Development
Developing of Information System by End Users with
little assistance from technical specialist using 4th
generation tools. ( Using Tally rather then developing
Accounting System)
Out Sourcing
The practice of contracting computer center operations,
telecommunication networks and application development
to external vendors on Built and Operate basic.
221