Effect of management_information

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ABSTRACT

In response to time sensitivity of management information system, there is need for automation to deliver data to management effective basic for decisions making. This therefore means that there will be a need for advanced technologies, which can process data to information. This is otherwise referred to as information technology. This study therefore assesses the effect of management information system on organizational performances and efficiency.

TABLE OF CONTENTS

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Title page - - - - - - - - i

Certification - - - - - - - ii

Dedication - - - - - - - iii

Acknowledgment - - - - - - - iv

Table of contents - - - - - - - v

Abstract - - - - - - - - - vi

CHAPTER ONE

1.0 Introduction - - - - -- - - - 1

1.1 Background of the Study - - - - - 1

1.2 Statement of the Problem - - - - - 2

1.3 Statement of Hypothesis - - - - - - 3

1.4 Purpose of the Study - - - - -- - - 3

1.5 Scope of the Study - - - - - - - 4

1.6 Limitation of the Study - - - - - - 5

1.7 Definition of Terms - - - - - - - 5

CHAPTER TWO: LITERATURE REVIEW

2.0 What is Management Information System - - - 6

2.1 The Concept of Management Information System - 6

2.2 Products of an Information System - - - - 7

2.3 Properties of Effective Management Information - - 9

2.4 Components of an Information System - - - 11

2.5 Structure of Management - - - - - - 13

2.6 Benefits of Management Information System 15

2.7 Summary - - - - - - - - - 16

2.8 Different Managers, Different Information Needs - - 20

CHAPTER THREE

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SYSTEM ANALYSIS AND DESIGN

3.1 Analysis of Existing System - - - - - 22

3.2 File Method - - - - - - - - 26

3.3 Operation - - - - - - - - 27

CHAPTER FOUR

4.0 Design of the new System - - - - - 44

4.1 File Design - - - - - - - - 44

4.2 Programming Language Used - - - - - 48

CHAPTER FIVE

5.0 Summary of Findings, Conclusion And

Recommendations - - - - - - 50

5.1 Summary of Findings - - - - - - - 50

5.2 Conclusion - - - - - - - - 52

5.3 Recommendations - - - - - - - 52

References - - - - - - - 54

Appendix

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CHAPTER ONE

1.0 INTRODUCTION

1.1 BACKGROUND OF THE STUDY

In a famous individual business the owner is aware of everything

that is going on within the organisation as he does all the work

himself. As the work of the business becomes expended as a

result of the growth and expansion of the business, more hands

may have to be employed to enhance effective and efficient

business life. Hence, the company will split into a set of

functional department looking at the particular aspect of the

business such as sale, stock control production and payroll. If

the company is to operate as unit, the work of each of the

department must be directed and controlled. The mechanism by

which the owner or senior managers of the company carryout

this direction and control is known as management information

system. The tradition information system has proven not to live

up to expectation because they do not provide information to the

desired qualities of good information.

That is the information they provide may be

1) Tools costly

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2) Not timely

3) Not property integrated

4) Not concise

5) Not available in proper format

6) Not relevant

To reduce these difficulties of traditional information system

approaches, new computer-oriented management information

system have been involved which is called the management

information system.

The Nigeria national Petroleum incorporation as a case study is

one of such companies that operate management information system

1.2 STATEMENT OF THE PROBLEMS

With the increasing competition among industries today, there is

no doubt that any organisation without sound information

management system will not grow strong with this awareness,

management have adopted a system of information

dissemination in order to meet their set goals. This study is

therefore out to disclose the necessity of information system to

business organization, how do managers make use of

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information passed to them, what do they think about the system

and does it even have any effect on their operation.

1.3 STATEMENT OF HYPOTHESIS

Ho: Management information system has no effect on

organization performance.

Hi: Management information system has effect on

organisation performance.

Ho: Information system has no impact on management

structure in an organisation

Hi: Application of information technology has enhanced

efficient and effective performing of staffs on the organization.

1.4 PURPOSE OF THE STUDY

The purpose of an MIS is to furnish to the management

within a workable time frame so that the management can make

the best decision concerning the planning, control and operation

of the organization activities.

In summary, management information system (MIS) was

introduced for the following purpose:

a. To save time.

b. To improve on the quality of the product.

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c. To reduce complexities on our organization.

d. To give managers feedback about their performance.

e. To monitor and display the performance of a company stock.

1.5 SIGNIFICANCE OF THE STUDY

A successful completion of this study will provide first hand

information on the impact of the information system on

management performance in the oil industry. For the developing

nation of the size and potential like Nigeria, industrialization will

be a way of our industries from recession. Therefore, this study

is important since information system seeks to assist in

improving the effectiveness and efficiency by providing more

timely and relevant management information and subsequent

performance of the organisation. It is hoped that the successful

use of the information system in the oil industry would be very

much more useful to the desire goals of economic development

and transformation.

1.6 SCOPE OF THE STUDY

This research will be carried out solely on an oil industry. It will

also concentrate on information system management, which is

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one of the technology/process developed to assist management

in gathering and processing information effectively.

1.7 LIMITATION OF THE STUDY

The possible incidence of time, material and financial

constraints will not allow for a very elaborate study to be carried

out. In order to save the duplication of effort and costs, an oil

industry, NNDC has been chosen as a study.

1.8 DEFINITION OF TERMS

MANAGEMENT: Management is the act of organizing and

coordinating individual and group activities towards achieving a

collective goal. It is the process of getting things done with or

through people.

SYSTEM: A system is a set of interacting components that

operates together to accomplish a purpose.

MIS: Management Information System (MIS) is a sect of

systems and procedures that gather information from a range of

sources compile it and present it in a readable format.

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CHAPTER TWO

LITERATURE REVIEW

2.0 WHAT IS MANAGEMENT INFORMATION SYSTEM

Koneke, D. (1992). In his book title management information

system. Mitchel Grow-Hill defined management information system as

a system used to collect, organize and display information for workers

to support them in making decision.

An organisation has transactions that must be processed in

order to carry out its day-to-day activities. The payment must be

prepared, sales and payment on account must be prepared, sales and

payments on account must be posted. These and other are data

processing activities and might be termed clerical in nature; they follow

rather standards procedure and the processing tasks, but a

management information system, it is an information that perform

other task as well and is more than a data processing system. It is an

information processing system applying the power of the computer to

provide information for management and decision-making.

2.1 THE CONCEPT OF MANAGEMENT INFORMATION SYSTEM

The idea of an information system to support management and

decision making predates the use of computer which have extended

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the organizational capabilities is so significant that MIS is new in the

sense that is now feasible four major areas of concept and system

development are especially significant in tracing the evolution of this

MIS concept, management Accounting, management science,

management theory and computer processing. The MIS concept may

be received as a substantial extension of the concept of managerial

accounting taking into consideration ideas and techniques of

management science and the behavioural theories of management

and decision making. The capabilities of computers have added to the

development of the MIS concept because new hardware and software

have offered new dimensions to be considered in conceptualizing the

information system for an organization.

2.2 PRODUCTS OF AN INFORMATION SYSTEM

DATA INFORMATION

Murdieck (1975) in his book title information technology in

business defines information as the receiver in the form of sign that

are coded representations of data, this information definition gives a

picture of what data with information value would be. They should be

capable of initiating behaviour i.e. the intended receiver should utilize

them in taking action. Otherwise, the data are just recorded symbols

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and signs, in other words recorded observation that are not currently in

use. To put it in decision making terms, It may be said that information

is data in use.

According to McDoriugh (1963), information is the net values

obtained from the process of matching the element of data. All these

points to the fact for data to be regarded as having information values

that have to be relevant to the receiver and used at a given time in

taking decision.

However, the products of an information system are described in

different ways Gessford, (1986). One description it is based on viewing

it as an output of a physical system like computer. Viewpoint sees

what information system produces as symbols and signs which can be

received, stored, transformed, transmitted printed in form of alphabetic

and numeric symbols.

If these symbols can be accepted as data and they have

information value, this output of the system is information.

A second view point according to Gessford (1980) focuses on

the minimum output of an information system, i.e. data it state that an

information system produces understandable, factual data, conveyed

through symbols, considering the earlier viewpoint, not all data are

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information, and therefore all data producing system may not be

regarded as information system.

Based on the definition of information given above, the products

often information system must be relevant and useful for the system to

pass as information other definitions of information tends to support

this data. Davies (1974) defined information as data that have been

processed into a form that is of meaning to the recipient, and is of

perceived value in current or prospective decision. Davies definition

tends to agree with that of senders (1983) that information is relevant

knowledge produced as an output of data process operation and

acquired by people to enhance understanding to achieve specific

purposes.

In all illustration. Information is presented as a transformation

process and is distinguished from data.

2.3 PROPERTIES OF EFFECTIVE MANAGEMENT INFORMATION

To manage effectively, manager needs information that reduces

the elements of uncertainty in the decision the make. Sender, Donald

H, (1983) computer today, consider accuracy, as timeliness,

completeness and conciseness as the properties of the output of a

valuable MIS.

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1. ACCURACY: Information accuracy refers to the ratio of correct

information to the total amount of information produced over a

period. If for example, 90 items out of 100 item of information

produced by a system give correct report of the actual situation,

the ac curacy level is 0.90 (i.e. 90/100). This level may be

accepted or tolerated depending on the information sought.

Some report cannot tolerate an accuracy level or less than I

while some may tolerate a level as low as 0.80.

2. TIMELINESS: It is not enough to have information that is

accurate information that arrived or was received after the

decision for which it is needed has been made may be accurate

but use less. Timely information therefore, is a vital resource for

management action. The response time should be short for

information to maintain its freshness and rule.

3. COMPLETENESS: Information can be timely and accurate yet

complete. This can be very frustrating. The goal of an

information system should be better integration of available data

at different prints in the organization so that managers are

furnished with more complete information.

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4. CONCISENESS: Concise information that summarizes the

relevant data points out areas of exception f normal or planned

activities is what often needed by, bit less than often supplied to

today’s manager. Often in a bid to produce complete information,

managers are supplied with relatively useless data along with

important information. Further problem of extracting the items of

information required is posed as finished product of a

manufacturing process are distinguished from raw material.

The above views option of information and data point to one fact

that information systems should proceed relevant data, which the

receiver can use for, intended action/decision, for it to qualify as

an information system.

2.4 COMPONENTS OF AN INFORMATION SYSTEM

According to Parker and case (1993), in the book title

management information system strategy action, said that a

prerequisite to the design of an effective management information

system is an understanding of the essential element and attributes of

information system in general and their basic function. This is because

whether manual or computer-based, the component and the functions

of information system are basically the same.

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Three essential element of an information system commonly

found in MIS literature are “input, processor, output”, while the basic

function are generating entertainment data, processing the data,

storing the data by maintaining records/files and preparing information

output.

Basically, data passes through three stages

1) Generation creation

2) Processing and

3) Utilization, (often designated input, process and output)

The input component receives the input data in the system.

The input data are generated as a result of occurrences of some

external or internal events in the organization. The generated data are

store in either sorting or synthesizing to obtain meaningful whole or

manipulating in the case of quantitative data to change their form or

develop meaning through formula or equation e.g. using statistical

method in computation of financial and other ration. The output

information, which resulted from processing, is utilized for decision-

making and individual action. Any “bit” of information which is required

is sent to storage as data while the irrelevant or unselected data are

stored or destroyed after evaluation.

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2.5 STRUCTURE OF MANAGEMENT INFORMATION SYSTEM

This MIS department with its hard work and people must be

managed independently the flow of information within the company

must be controlled the MIS department typically provides services to

other departments in the organization. Other departments are

responsible for the content and flow of information. The MIS

department is responsible for ensuring that information is available on

the computer.

According to Parker and Case (1993) in his book, management

information system looked into the four commonly used MIS

structures, which are:

a. CENTRALISED MIS: The centralised MIS involves the

centralization of computers within an organization a separate

department (data processing department) is deliberately

constructed to provide data processing facilities for the whole

organization. A centralized MIS is also called an interrogated

MIS. In a centralized MIS, all data of an organization are

channelled into a common pool (database). The database,

common hardware, along with all necessary software and

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decision models, are used to service all the data processing

and information requirement of the whole organization.

b. HIERARCHICAL MIS: In a hierarchical MIS, each

management level is graven the computer power necessary

to support its task, objectives. In a hierarchical system, there

is also a segregation of database along regional of functional

lines. Communication between levels is essentials, but the

line of responsibility for computer systems is normally traces

through several levels rather than handled within all levels of

the organization. This structure requires more response than

centralized MIS structure and also it is more expensive to

implement.

c. DISTRIBUTED MIS: In a distributed MIS, the organization is

broken into activities centres (possibly based on geographical

location, functional departmentalization), each effectively

centre having its own MIS chardroare, software people, data,

etc. t his type of structure is expensive to implement but

provide localized computing support for an-site management

decision making activities.

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d. DECENTRALIZED MIS: In a decentralized MIS the authority

and responsibility for computer, support is placed in relatively

and enormous and independent subsystems (operating units

of an organization). These units usually parallel the manage

decision making structure and in a purely decentralized MIS,

there is no central control, each unit acts independently.

Hence, they can make hardware developed software and

make personnel decision on their own.

2.6 BENEFITS OF MANAGEMENT INFORMATION SYSTEM

Obviously, implementation of MIS, is very expensive an difficult

investment. But the management information system offers several

significant benefits to managers who use them.

According to Parker and Case (1993), the benefits, which it

offers are

i. SAVING TIME: As a result of summarized data no time is

wasted searching irrelevant materials.

ii. CLARIFY COMPLEX AND RELATIONSHIP: Complex and

complicated situations are easily resolved.

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iii. IT HELPS TO PLAN: This possible because the system

provides up-to-date minute information that enables

managers implements their plans

iv. CENTRALIZED-DECISION MAKING: This system helps to

centralize decision making by providing information that is

effectively summarized.

2.7 SUMMARY

Although, the management information system (MIS) effectively

introduced a new system of information enhancing with a new set of

performance measures, managements behaviour may however be

influenced by MIS approach that is, the attitude of the managers

towards their job is changed) which results in efficiency and

effectiveness on their part.

MANAGEMENT LEVEL OF AN ORGANIZATIONAL

According to Stephen P. Robbins (2001), management today,

there are three basic level of a management. Those are the strategic

tactical and operational level of the top, middle and lower levels

understanding of the operations at these levels provides a useful

framework for managers at different levels.

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THE TOP MANAGEMENT LEVEL

This level is concerned with establishing the overall objectives of

the organization and developing appropriate policies so that the

objective may be achieved. Top level managers set an organisation for

goals for the long term. They develop a large range plan and

determine what the organization will work like and be doing over the

next 5-10 years.

This goal setting is called strategic planning. The plan the growth

and the development needed so that the organization can meet its

long-range objective.

TYPICAL FUNCTION OF TOP MANAGEMENT AREA

a. Long term planning

b. Capital investment decision

c. Organization restructuring

d. Middle management appointment

e. Acquisition and merger

f. New plant authorization and location

g. Major production development

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MIDDLE MANAGEMENT LEVEL

This level of management does not set objective but are rather

subordinate to the objective set by top management level. Middle level

management implements this long-range plan by breaking it down into

manageable pieces. Once top-level managers have set goals and

planned a corporations direction, they delegate the the middle

management the responsibility of turning plans into actions, middle-

level manager worry about the details of building a new factory or

acquiring the appropriate equipment to do specific job.

At this level, managers are concerned with midterm planning (up

one year) needed to implement the organization’s objectives. This is

called tactical planning.

FUNCTION OF MIDDLE MANAGEMENT IS:

a. Purchase

b. Product planning

c. Implementation of marketing and advertising policies of the

organisation

d. Sales promotion

e. Staff appointments

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OPERATIONAL LEVEL: (Lower Levels)

This level of management is concerned with day-to-day process of

supervision and direction associated with the normal activities of

management e.g.

1. Production

2. Dispatching

3. Sales

4. Accounting

Often this level of management may not be called managers but

they have little such as supervisor, chief clerks and forman etc.

DIFFERENT MANAGERS, DIFFERENT INFORMATION NEEDS

Top-level managers are involved in the long-range planning of

organization, strategic information focuses on eternal date, including

customer’s feedback, employee relationship, government regulations,

information about competitions and economic relations predictions.

Top level managers weight external information which setting goals

and identifying problem. Although most strategic information externally

based

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2.8 DIFFERENT MANAGERS, DIFFERENT INFORMATION

NEEDS

TOP-level managers are involved in the long-range planning of

organization, strategic information focuses on eternal date, including

customer’s feedback, employee relations, government regulations,

information about competitions and economic relations predictions.

Top level managers weight external information when setting goals

and identifying problem. Although most strategic information externally

based. Some come from within the organization this internal

information, usually in summary for easy use includes for casts and

projections from individual departments. For managers to plan, they

must have an accurate picture of how the organization operates

without getting too involved with the details of its operation.

TOP

MANAGEMENT

MIDDLE

MANAGEMENT

FIRST LINE OR LOWER LEVEL

MANAGEMENT

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TACTICAL INFORMATION

Middle level managers use information to plan and operate an

organization for up to a year such tactical planning requires both

external and internal information and is used to implement the goals

set by top-level management. External information such as one year

economic forecasts product development reports, sales estimate and

quarterly inventory summaries such tactical information give middle

level manager and understanding of the organization in midterm.

OPERATIONAL INFORMATION

First line managers, responsible for the day-to-day operation of

an organization required information that gives a detailed picture of

what is happening, employee, and customers, they need to measure

daily progress against established goals and quality such as short

term, day to day or operational information focuses on the internal

operation of the organization and includes sales orders, customers

complaint report, payroll records, personnel record product order and

inventory records. This information enables the first line managers to

verse daily functioning of firms.

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CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 ANALYSIS OF EXISTING SYSTEM

Enough time should be taken to ensure that the current analyst

understand the functionality. Currently provided by the existing

systems, both manual and automated. This should not be exhaustive,

as the existing system is being replaced.

1. Objectives

• To understand how the requirements are currently being

met with existing systems

• To document the flow, processing and use of information

within the existing system

• Identify the problems with the existing systems

• To define new requirements

2. Responsibilities

The analysts conduct interviews and obtain information about the

way the manual and automated systems (within the scope of the

project) currently operate.

3. Inputs

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• User, operations, and procedure manuals for existing

systems

• Source code listings

• Sample input forms, reports and screen layout

• System documentation

• Dictionary reports

Many systems will have little or no documentation. This will make

the job of identifying requirements more challenging for the analyst

and require more time from the users.

4. Method

• Before any interviews are conducted, the analysis team

members should study the available printed members

should study the available printed material and discuss the

information. This helps to maximize the use of time in an

interview and to establish a rapport with the user on first

contact. The product of this initial research should be a

developing understanding of the functional structure of the

business under study.

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• Conduct interviews, beginning with managers and working

d own to the level of the clerical or production staff who

work most closely with the system.

• Prepare a synthesis of the interview notes

5. Working Documents

• Interview notes (off-the-record items should not be made

available unpublished’ interview notes).

6. Deliverables

• Interview notes

• List of sources of information

7. Variations

• Interviews are used as the standard mechanism for

determining how current business systems operate this

process is often time consuming and unproductive since

users.

• Do not always understand how their system operate

• Tend to focus on solutions (how) not structure or context

(what)

• May not know why the current system(s) was set up as it

was (the reasons may have completely disappeared)

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• May have a limited perspective of the system, focusing

only on the portion for which they are responsible

• Do not always have an understanding of the cause of

problems

• May be unable (or unwilling) to look at alternative

approaches

• May have organizational or political reasons for resisting

change

• May not have thought about what is required in the new

system

• Often cannot make the leap from physical to local

implementation

• May not be aware of what technology or different

approaches could be applied to the design and

implementation of their system(s)

• An alternative is to select key users from the organization

and to involve them in the project from the beginning.

Involve them (using their knowledge of the existing

systems) in the definition of the requirements of the new

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system and by-pass the documentation of existing

systems.

3.2 FILE METHOD

NAME DESCRIPTION

APPENDALL TEXT (string,

string)

Opens a file, appends the specified string

to the file and then aloses the file if the file

does not exist, this method creates a file,

writes the specified string to the file, the

closes the file

APPENDALL TEXT (String,

string encoding)

Appends the specified string to the file,

creating file if it does not already exist

COPY (String, string) Copies an existing file to a new file.

Overwriting a file of the same name is not

allowed.

CREATE (string) Creates or overwrites a file in the specified

path

DELETE Deletes the specified file

EXISTS Determines whether the specified file

exists

GET ACCESS CONTROL

(string)

Gets a file security object that

encapsulates the access control list (ACL)

enoies for a specified file.

GET ATTRIBUTES Gets the file attributes of the file on the

path

OPEN (string, file mode) Opens a file stream on the specified path

with read/write access

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3.3 OPERATION

The end of an IF or IFxx group is indicated by ENDIF.

The SELECT, WHEN, WHENxx, and other group of operations

are used to conditially process one of several alternative sequences of

operations. The beginning of the select group is indicated by the

SELECT operation. The WHEN and WHENxx operations, are used to

choose the operation is used to indicate an operation sequence that is

processed when none of the WHENxx conditions are fulfilled. The end

of the select group is indicated by the ENDSL OPERATIONS.

SPECIFICATION OF INFORMATION SYSTEMS

Specification of any system before its development is crucial

specification perform for information systems the same function that

blue-prints and engineering specification serve as benchmarks for

evaluating designs as well as their implementation. They also facilitate

quality assurance via verification (are we building same right, i.e. do

the design and implementation meet the specifications) and validation

(are we building the right system i.e. does the system meet the user

needs).

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COMPONENTS OF SPECIFICATIONS

Specification of an information system is given by their

• STRUCTURE: How it is organized

• FUNCTION: What it does

• BEHAVIOUR: How it responds to event and stimuli

• DATA: It meaning and organization most CASE tools co-ordinate

information systems projects through a project or system

dictionary. The function of the dictionary is to standardize the use

of terms throughout the organization and to serve as a

repositioning of all common information in the project. It enforces

consistency as well as (relative) completeness of the

specifications and facilitates verification and validation of such

specifications.

It also serves as a means of communication between the

different persons on the information systems building team. The

figure below shows the various components of the specifications

and the modeling techniques utilized we will be studying some of

those techniques in this course

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Specification of information

METHOD FOR SYSTEMS DEVELOPMENT

There are many method for the development of information

systems: System Development life cycle (SDLC), Data structure-

oriented design, object-oriented design, prototyping, among others, we

shall, however, be concerned here primarily with sole.

SYSTEMS DEVELOPMENT LIFE CYCLE:

Referred to variously as the water fall model and linear cycle, this

methodology is a coherent description of the steps taken in the

development of information systems. The reason why it is referred to

Specification of functions Data flow diagram

Specification of functions Data flow diagram

System of project dictionary

Specification of Behaviour State transition diagram Pertinent flow Control flow diagrams

Specification of structure Data flow diagram Decomposition diagram

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as the waterfall model should be obvious from the following figure

(from Horner, 1993).

The water fall mode (Systems Development life cycle)

The methodology SDLC is closely linked to what has come to be

known as structured systems analysis and design. It involves a series

of steps to be undertaken in the development of information systems

as follows:

PROBLEM DEFINITION: On receiving a request from the user for

systems development, an investigation is conducted to state the

problem to be solved.

Requirements

Analysis

Design

Coding

Testing

Acceptance

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DELIVERABLES: Problem statement.

FEASIBILITY STUDY: The objective here is to clearly define the

scope and objectives of the systems project, and to identify alternative

solutions to the problem defined earlier.

DELIVERABLES: Feasibility report.

SYSTEMS ANALYSIS PHASE: The present system is investigated

and its specifications documented. They should contain our

understanding of how the present system works and WHAT it does.

DELIVERABLES: Specifications of the present system

SYSTEM DESIGN PHASE: The specifications of the present system

are studied to determine what changes will be needed to incorporate

the user’s needs not met by the system presently. The output of this

phase will consist of the specifications, which must describe both

WHAT the proposed system will do and HOW it will work of the

proposed system.

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DELIVERABLES: Specifications of the proposed system.

SYSTEMS CONSTRUCTION: Programming the system, and

development of user documentation for the system as well as the

programs.

DELIVERABLES: Programs, their documentation, and users manual.

SYSTEM TESTING AND EVALUATION: Testing, verification and

validation of the system just built.

DELIVERABLES: Test and evaluation results, and the system ready

to be delivered to the user/client.

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User

Problem definition

System analysis

Feasibility study

System Design

System Design

System testing & evaluation

Systems development life cycle (SDLC)

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The waterfall model has many attractive features

• Clearly defined deliverables at the end of each phase, so that the

client can take decisions on contriving the project.

• Incremental resources commitment. The client does not have to

make a full commitment on the project at the beginning

• Isolation of the problem early in the process.

It does, however, have some drawbacks.

• Requires an all-or-nothing approach to systems development

does not allow incremental development.

• Requires very early isolation of the problem.

In the real world, often the problems are uncovered in the

process of development of systems.

STRATEGY IN ANALYSIS AND DESIGN

The understanding and management of complexity is perhaps

the most important task of the designer of an information system. It is

carriedout bearing in mind the strategies of abstraction as well as

hierarchical ordering (divided and conquer).

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In the real world, an accounting information system designer

(systems designer for short) is rarely called upon to anlayse and

design a system from the scratch usually, such a system does exist,

but the client (user) is not quite satisfied with it. The systems designer

starts with the documentation of the existing accounting system, if it

does not exist. Often documentation pertaining to the existing system

is contained in the audit work papers pertaining to the auditors study of

control risk assessment. However, since such documentation is not

prepared with a view to design a system, it is used only as a starting

point in building the documentation to aid systems design.

In this document, we shall study how alostration and hierarchical

ordering strategies are used to manage the complexity of analyzing

and designing the function of an information system.

The methodology of structure systems analysis and design

provides a roadmap for the development of functional specifications for

an accounting information system, shown in the figure below

39

Documentation of WHAT Documentation of Existing system does WHAT proposed system would

The functional specifications are documented graphically in data

flow diagrams (DFDS) described in the next section below:

STEP O: (Defining the scope of the system under study). This

accomplished by drawing the context diagram for the system.

STEP 1: (Documentation of how the existing system works) this is

accomplished by drawing the physical DFDS of the existing system

these DFDs specify the current implementation of the existing system,

and would answer questions such as:

• Who performs the task?

• How they are performed?

• When or how often they are performed?

Physical DFD of existing system

Physical DFDs of proposed system

Physical DFD of existing system

Logical DFDs of proposed system

40

• How the data is stored (media)?

The physical DFDs may be leveled, or if the system is not very

large, prepared all on a single DFD.

Step 2: (Documentation of what the existing system does). This is

documented in logical DFDS of the existing system. Deriving these

logical DFDS of the existing system from the phsycial DFDS involve

abstraction of all implementation details. Since the systems designer

would not like to be tied down by the current implementation of the

system, all such details are abstracted. These logical DFDs are usually

leveled in order to reduce the perceived complexity of the system, and

balanced in order to assure consistency in the design.

Step 3: (Documentation of what the proposed system will do). After

step 2, the systems designer will examine why the existing system

does not meet the user requirements, and how it can be modified in

order to meet such needs the result is a set of logical DFDS which

describe what the modified (proposed) system will do these functional

specifications are devoid of implementation considerations, and

therefore rather abstract specifications of the proposed systems.

These logical DFDs are also leveled and balanced.

41

Step 4: (Documentation of how the proposed will works). the logical

DFDS of the proposed system derived in step 3 above are then

examined to determine which implementation of it meets the user

requirements most efficiently. The result is a set of physical DFDS of

the proposes system. They answer questions such as:

• Who will perform the various tasks

• How they will be performed

• When or how often they will be performed

• How they will be performed

• When or how often they will be performed

• How the data will be store (media)

• How the dataflow will be implemented (media)

In this step, man-machine boundaries are drawn, and media

selected for all data flow and data stores.

The function of any information system can be expressed in

terms of transformation (processing) of certain inputs (which are data)

into outputs (which are data too) may need to be consulted (or

updated). This suggests that two crucial elements in a systems

description are data and processing of data. A compute description of

42

an information system demands description of both these elements. In

facts we can reduce this, in a mundace fashion to the equation.

System = Data + processing of data while it is impossible to

describe an information system exclusively in terms of data or its

processing, it is possible to study a systems function (what the system

must do) in terms of the transformation it must perform of the data

which is modeled separately. A coherent description of the information

system, however, would requires that the models of data and its

processing are not inconsistent. An information system functions,

which describe its processing aspect, is modeled. In the structured

systems approach, as data flow diagrams. Such a model of an

information system is, for obvious reasons, referred to as functional

model or process model.

A dataflow diagram consist of external entities (represented by

either rectangles or circles), data stores (represented by either an

open rectangles or two parallel lines) and data flows (represented)

An example

A toy sales order entry and processing system I give below the

functional specifications for a toy sales order entry and processing

system. The specifications given are for the logical aspects of the

43

system only, and therefore are, incomplete. They are also incomplete

in that the behavior model is absent. They are given as illustrations

only the consist of

• Context diagrams

• Relation specifications for a relational database

• Specifications of the dataflow

• Process descriptions in raw prolog code.

(prologi is a relational language: the code is given

Here, since prolog code is generally easily grasped). The code given

here, with very minor changes, should be exalted.

I will not provide the physical DFDS below since they are

implementation dependent, and I have not based, this toy system.

We real-world accounting system. We have yet to discuss the

data models and databases. We will not be discussing programming

aspects of systems. Therefore, the database specifications are given a

s a prelude to our class discussions on data bases later in the

semester.

We are talking about a very small firm that considers orders from

customers for one item. You should be able to add bells and whistles

as you wish. The situation considered is rather unrealistic, but to

44

makes important points about specifications for an aceo unity system

and its documentation.

CONTEXT DIAGRAM: (Sales order entry and processing

system)

Context diagram for a sales order entry and processing system

Level O logical Dataflow

Diagram (sales order entry and processing system)

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Level O logical Data flow Diagram of the sales order entry and

processing system

Level 1 Logical Data flow

Diagram (Sales order entry sub-system)

Level 1 Logical DFD (Sales order entry sub-system

Level 1 Logical Dataflow

Diagram (sales order processing sub-system)

46

Level 1 Logical DFD: sales order processing sub-system

Data flow specifications

Syntax: data flow name (attribute 1, attribute 2,…

Order (customer name, customer address, item, quantity)

Priced order (customer name, customer address, item, quantity, order

price)

We don’t sell (customer name, customer address, item)

Sorry bad credit (customer name, customer address)

Approved order (customer name, customer address, item, quantity,

order price)

Sorry not in stock (customer name, customer address, item)

Accepted order (customer name, customer address, item, quantity,

order price)

Sales order (customer name, customer address, item quantity, order

price)

Bill of lading (customer name, customer address, item, quantity)

Invoice (customer name, customer address, item, quantity, order

price).

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CHAPTER FOUR

4.0 DESIGN OF THE NEW SYSTEM

This chapter encompasses the system conversion final

documents compilation and users training. The new systems usually

represent a departure from the way information is currently processed

in the organization, therefore, the analyses must provide for a smooth

transition from the old system to the new system. Thus, the

implementation phase delivers the production system into operation.

The functional system from the construction phase is the input to the

implementation phase.

The new system will allow employee in the organization to enter

their information to be saved into a database which when needed at

anytime may be search for using the particular employee code

number.

4.1 FILE DESIGN

This is the specification for the new system that has been

approved. It involves the creation of files which comprises of employee

records (information). In that particular organization.

There are various tasks that are being performed in the file

development and implementation. This involves:

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Program development (file creation)

File maintenance (add, search, edit, delete)

Program testing and debugging of the program the acquisition and

installation of the hardware.

INPUT DESIGN

Input facilitates the entry of data into the computer system. Input

design involves the selection of the best strategy for getting data into

the computer system at the right time and as accurately as possible

this is because the most difficult aspect of input design in accuracy.

The use of well defined documents can encourage users to record

data accurately without omission.

For example, if a customers telephone number is a need input

data, the sales order form should have a specific line that is clearly

labeled “customer telephone number” having several lines labeled

“customer information” would be less effective. This is because

sometimes only the name and address would be filled in leaving out

the telephone number. Input design must capture all the data that the

system needs, without introducing any errors. Input errors can be

greatly reduced when inputing, directly by using appropriate, forms for

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data capture and well designed computer screen layout. Example of

input design FORMAT showing information about workers of a firm.

FIELD 1 FIELD 2 FIELD 3 FIELD 4

NAME TEXT 7 NO

MIDDLE NAME TEXT 7 NO

GENDER TEXT 4 NO

DATE OF BIRTH NUMERIC 4 NO

NATIONALITY TEXT 8 NO

PHONE NUMERIC 11 NO

EMPLOYEE CODE

NO

NUMERIC 8 NO

L.G.A. TEXT 5 NO

STATE OF ORIGIN TEXT 3 NO

AGE NUMERIC 2 NO

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OUTPUT

In any design, the output is date rimined before input. This will enable

the designer to have a view of the output, which will now determine

what the input will be. It will also determine the input to really achieve

the resultant output of the visual basic program. Example outlined

below

NAME

MIDDLE NAME

GENDER

DOB

AGE

NATIONALITY

PHONE

EMPLOYEE CODE NO

L.GA.

STATE OF ORIGIN

JOHNSON

MICHEAL

MALE

1982

29

NIGERIAN

08078685480

11100212

OREDO

EDO

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PROCESSING METHOD

Batch processing is a method where the information to be organized is

sorted into groups to allow for efficient and sequential processing.

Online processing is a method that utilizes internet connections and

equipment directly attached to a computer. It is used mainly for

information recording and research. Real time processing is a

technique that has the ability to respond almost immediately to various

signals in order to acquire and process information. Distributed

processing is commonly utilized by remote workstations connected to

one big central workstation or server.

AIMS: Are good examples of this data processing method.

4.2 PROGRAMMING LANGUAGE USED

The following characteristics of Microsoft visual basic 6.0 are

responsible for this decision visual basic is features-rich rapid

application development tool, which enables the program to create

powerful applications within relatively short periods (A derson, 2000) it

is an object oriented programming language with built in support for

implementation of object oriented design. It is an event driven

programming language programs developed in visual basic are

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therefore more interactive, as they respond to system event such as

mouse click, button clicks, visual basic program provide models, they

provide programmers the ability to maintain and implement changes in

the programs more software systems using a team process, allowing

specialist to work on part of the system. Finally it gives programmers

the ability to create a more initiatives graphical user interface for the

users and quite flexible in handling database applications.

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CHAPTER FIVE

5.0 SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.1 SUMMARY OF FINDINGS

In summary, this research study has evaluated the effect of

management information system (MIS) on organization performance

and efficiency using NNPC as a case study. The basic aim of the study

was to analyze the contributions, which information technology has

made on the management performance, compared to a manual

operating system. The main research instruments for the study were

questionnaires, interviews and observations.

However, the main result generated from the study is that

information system technology is a better option in performing

managerial activities and its application has enhanced efficiency and

effectiveness.

The following contributions highlighted below were observed.

1. This research has show that the introduction of information

system technology has helped to increase accuracy, seed and

timelines with which management information is processed.

2. Information technology has helped to simplify record-keeping

process for manager and staff.

54

3. The case with which information is generated has enhanced

management decision making.

4. It has led to positive attitude to work by staff and information

technology was seen to a boost to their moral rather than a

threat to their jobs.

5. Workers also see it as a relief because it has reduced their

workload drastically and help in performance of hitherto difficult

tasks. In the course of this research work, certain problems were

identified. They include:

1. Instable electricity supply with associated keyboard lock up

etc.

2. Lack of maintenance culture as it relates to computer

equipment

3. Computer insecurity and virus problems

4. Lack of expertise

55

5.2 CONCLUSION

These is no doubt that the findings of this research have

tremendously aided our understanding of the impact of management

information system on the management operations of the NNPC.

The research findings have also shown that the introduction and

application of information technology in the operations of management

in the organisation has a general positive impact on their efficiency

and effectiveness.

5.3 RECOMMENDATIONS

Having had a critical study of the effect of management

information system (MIS) on the performance and efficiency of the

organization, and knowing the impact of information technology, the

following recommendations are proffered:

1. Management to ensure proper and effective use of available

information must carry out recruitment of appropriate personnel

adequate in skills, number knowledge and exposure.

2. Precautions must be taken in the acquisition of hardware and

software facilities, measures such accompatibility,

upgradeability, case use, portability, and network capability, etc

should be seriously considered.

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3. It is not enough to have adequate information technology

facilities and personnel, organization of the people and

equipment is very important for an impact with the use of

information technology.

4. Information technology experts must be employed to look into

the network problems the organization could face.

5. Adequate training of staff is necessary to improve the skills.

6. The organization ought to develop proper maintenance culture

i.e. inverting on maintenance of information technology facilities.

7. Frequent disruption caused by unstable electricity supply be

curbed through the use of uninterruptible power supplies (ups),

surge suppressors, voltage regulators etc.

8. Virus attacks on computer can be averted by

a. Obtaining regular updates of antivirus took k its.

b. Obtaining email viruses alert software

c. Building of a firewall to prevent network facilities from attack.

57

REFERENCES

David, G. B (1974) Management Information System. Conceptual

Foundations, structure and Development, New York, McGraw-

Hill Book Company.

Gessford, J. E. (1980) Modern Information System Designed for

Decision Support, Philippines Addison Wesley Publishing

Company.

Kronke, D. (1992) Management Information System, Mitchel Mc Graw-

Hill Book Company.

Murdik (1995) Information Technology in Business.

Parker and C a se (1983). Computer today, USA, McGrow Hill

Company.

Stephen P. Robbins (2001) Management Today, McGrow-Hill

Company.

58

APPENDIX

Private Sub Command1_Click()

Unload Me

Form2.Show

End Sub

Dim I As Integer


Unload Me

Form3.Show

End Sub

Private Sub Timer1_Timer()

Label1.ForeColor = RGB(Rnd * 555, Rnd * 555, Rnd * 555)




End Sub

Private Sub Timer2_Timer()

If PB.Value <> PB.Max Then

PB.Value = (PB.Value + 1)

I = I + 1

Label5.Caption = I & "% Completed"

Label5.ForeColor = vbBlue

Else

59

Unload Me

Form3.Show

I = 0

End If

End Sub


If Option1 = True Then

Unload Me

Form5.Show

Else


Unload Me

Else

Option1.Value = False


End If

End If

End Sub


Unload Me

Form2.Show

End Sub

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End

End Sub

Dim db As Database

Dim rs As Recordset

Dim StrCODE As String


CD.ShowOpen

Image1.Picture = LoadPicture(CD.FileName)

Label20.Caption = (CD.FileName)

End Sub


Unload Me

Me.Show

End Sub


Frarules.Visible = False

Fraconfirm.Visible = True

End Sub


If Text1.Text = "" Or Text2.Text = "" Or Text10.Text = "" Or Text13.Text = "" Or Text12.Text = "" Or

Text9.Text = "" Or Text8.Text = "" Or Text17.Text = "" Or Text6.Text = "" Or Text5.Text = "" Or

61

Text3.Text = "" Or Text4.Text = "" Or Text15.Text = "" Or Combo2.Text = "Select an option" Or

Combo3.Text = "select an option" Or Combo1.Text = "select an option" Then

MsgBox "Please complete all required fields", vbInformation, " KOZECK COMPANY PLC - Complete

Fields"

Exit Sub

Else

Fraconfirm.Visible = True

With Fraconfirm

Label22.Caption = "THANK YOU FOR FILLING YOUR DETAILS MR/MRS." & " " & Text2.Text & " " &

Text12.Text

End With

End If

End Sub


Set db = OpenDatabase(App.Path + "\" + "KENINFO.mdb")

Set rs = db.OpenRecordset("KENTABLE")

If MsgBox("ARE YOU SURE YOU WANT TO EDIT A RECORD?", vbYesNo, "DELETING RECORD...") =

vbYes Then

With rs

.Edit

Unload Me

.Close

Me.Show

db.Close

End With

End If

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End Sub


Text1.Text = ""

Text2.Text = ""

Text13.Text = ""

Text12.Text = ""

Combo1.Text = ""

Text10.Text = ""

Text8.Text = ""

Text7.Text = ""

Text6.Text = ""

Text5.Text = ""

Text4.Text = ""

Text3.Text = ""

Text14.Text = ""

Text15.Text = ""

Combo2.Text = ""

Text5.Text = ""

Combo3.Text = ""

Text17.Text = ""

End Sub


Unload Me

63

Form2.Show

End Sub


If MsgBox("ARE YOU SURE YOU WANT TO END THIS PROGRAM?", vbYesNo, "DELETING

RECORD...") = vbYes Then

End If

End

End Sub


StrCODE = Val(InputBox("ENTER CODE NUMBER FOR THE EMPLOYEE YOU WANT TO SEARCH

FOR"))



With rs

.Index = ("CODENO")

.MoveFirst

.Seek "=", (StrCODE)

If .NoMatch Then

MsgBox "No Match found"

Exit Sub

Else

Load Form4

With Form4

.Text1.Text = rs!CODENO

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.Text2.Text = rs!SURNAME

.Text13.Text = rs!MIDDLENAME

.Text12.Text = rs!OTHERNAMES

.Combo1.Text = rs!GENDER

.Text10.Text = rs!DOB

.Text9.Text = rs!AGE

.Text8.Text = rs!ADDRESS

.Text7.Text = rs!LGA

.Text6.Text = rs!STATEOFORIGIN

.Text5.Text = rs!NATIONALITY

.Text4.Text = rs!PHONENUMBER

.Text3.Text = rs!Level

.Text14.Text = rs!Position

.Text15.Text = rs!DATEEMPLOYED

.Combo2.Text = rs!QUALIFICATION

.Text5.Text = rs!DATEEMPLOYED

.Combo3.Text = rs!DEPARTMENT

.Text17.Text = rs!MONTHLYSALARY

.Show

End With

End If

.Close

End With

db.Close

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End Sub




If MsgBox("ARE YOU SURE YOU WANT TO DELETE A RECORD?", vbYesNo, "DELETING RECORD...")

= vbYes Then

With rs

.Delete

Unload Me

.Close

Me.Show

db.Close

End With

End If

End Sub


If Combo1.Text = "ADMIN" And Text1.Text = "ken123" Then

Unload Me

Form6.Show

Else

MsgBox "Please enter the correct username and password", vbExclamation

End If

Combo1.Text = ""

Text1.Text = ""

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End Sub


Unload Me

Form2.Show

End Sub


End

End Sub


Dim dbsKENINFO As Database

Dim rstKENTABLE As Recordset

Set dbsKENINFO = OpenDatabase(App.Path + "\" + "KENINFO.mdb")

Set rstKENTABLE = dbsKENINFO.OpenRecordset("KENTABLE", dbOpenTable)

With rstKENTABLE

.Index = ("CODENO")

.AddNew

!CODENO = Text1.Text

!SURNAME = Text2.Text

!MIDDLENAME = Text13.Text

!OTHERNAMES = Text12.Text

!GENDER = Combo1.Text

!DOB = Text10.Text

!AGE = Text9.Text

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!ADDRESS = Text8.Text

!LGA = Text7.Text

!STATEOFORIGIN = Text6.Text

!NATIONALITY = Text5.Text

!PHONENUMBER = Text4.Text

!Level = Text3.Text

!Position = Text14.Text

!QUALIFICATION = Combo2.Text

!DATEEMPLOYED = Text15.Text

!DEPARTMENT = Combo3.Text

!MONTHLYSALARY = Text17.Text

!PASSPORT = Image1.Picture

If MsgBox("ARE YOU SURE THE INFORMATION IS CORRECT?", vbYesNo, "SUBMITTING...") = vbYes

Then

.Update

MsgBox "CONGRATULATION YOU ARE NOW AN EMPLOYEE IN OUR COMPANY!!!", vbInformation,

"KOZECK PLC - Congratulations"

Else

Exit Sub

End If

Fraconfirm.Visible = False

.Close

End With

End Sub

Private Sub Form_Load()

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Fraconfirm.Visible = False

Text17.Text = "#"

End Sub



Unload Me

Form4.Show

Else


Unload Me

Form7.Show

Else



End If

End If

End Sub


Unload Me

Form1.Show

End Sub

Effect of management_information

Small Business & Entrepreneurship

Transcript of Effect of management_information