Management Information System

Shweta Bhandari

Management

Management is the art of getting things done through and with the people in formally organized group.

Managerial Functions:1. Planning2. Organizing3. Staffing4. Directing5. Controlling

Information

Information is data that is processed and is presented in a form which assists decision-makers.

Data Processing Information

Management Information refers to the quality of information in terms of its timeliness, accuracy, completeness, relevance,

adequacy, explicitness.

System A set of elements which are joined together to achieve a

common objective.

OR A group of interrelated or interacting elements forming a

unified whole.

Management Information System

Management Information system is a system consisting of people, machine, procedure, databases and data models, as its elements. The system gathers data from the internal & external sources of an organization; processes it and supplies Management Information to assist managers in the process of decision making.

MIS Functions, Cont.

Data Capturing Processing of Data Storage of Information Retrieval of Information Dissemination of Management Information

Functions of MIS

System Analysis

Types of Systems

1. Data Processing System.

2. Transaction Processing System.

3. Functional System.

4. Integrated System.

5. Enterprise Management.

Need of System Analysis

1. System Objective.

2. System Boundaries.

3. System Importance.

4. Nature of the System.

5. Role of the system as an interface.

6. Participation of Users.

7. Understanding of Resource Needs.

8. Assessment of Feasibility.

System Development Life Cycle (SDLC)

Mission and goals. Information needs specifications. Analysis. Designing. Coding and development. Testing. Implementation. Maintenance.

Steps in System Design

Data entry of the transactions, masterdata – A simple data entry as per the input design specification.

Data validation – The data entry is validated as per the input picture specification and control specification.

Transaction validation – Validates the transactions for its type and for its internal consistency.

Steps in System Design, Cont.

Edit and update – The errors and new data to be updated to complete the records.

Data processing – Shows at each stage the process and the activities such as sort, merge, collate and compute. It also shows the use of files and creation of new files and its further use in the system.

Output processing – Shows whether the output is printed, displayed and stored. Shows the device on which the output is processed.

Structured Systems Analysis and Design (SSAD)

The structured systems analysis develops a conceptual, logical, and graphical model of the system, if it is developed with reference to the objective and taking into consideration the constraints under which the system operates. The model is developed with four symbols as given :

SSAD, Cont.

Eg. : The logical model of the customer order processing and issuing the order acceptance can be shown in the model.

SSAD, Cont.

The Model illustrates : Documentation in the system. Sources of documents. Process centre for converting the customer

order into the order acceptance. Use of stored data in the process centre. Output or documents provided by the process

centre and its destinations.

Data Flow Diagram DFD provide a logical clarity in terms of input,

output, use of stored data or master data already available in the organization.

DFD can be made by detailing the system in a hierarchical manner.

The main system is divided into three levels in its logical order-Validating, commercial processing and decision making for acceptance.

It conveys that unless the customer order is validated and commercially accepted, it will not be processed for an order acceptance decision.

In each level, the stored data in the system is used.

DFD of Customer Order Processing

CUSTOMER

PRINT ORDER

ACCEPTANCE

VALIDATE CUSTOMER

ORDER

COMMERCIALPROCESSING

OF CUSTOMERORDER

PROCESSFOR

CUSTOMERORDER

ACCEPTACE

DFD of Payroll Processing

Accounts Department

Payroll Processing

Employee

Data Dictionary Data Dictionary is an assembly of the data used in the system

giving its picture definition and its use. Eg.- The Candidate is a data entity and its presentation in the

dictionary will be defined with specifications. The Candidate name is defined of thirty character length.

Three items of data present in a data dictionary: Data Element : It is the smallest unit of data and cannot be

decomposed further. Data Structures : It is a group of data elements handled as a unit. Data Flows and Data Stores : Data flows is data structure in

motion. Data stores are data structures at rest. OR Data stores are locations where data structures are temporarily stored. Data Dictionary is an integral part of the structured specifications.

Process Modelling :

o The System designer define the process of transformation in its logical order. It includes the graphical representation.

Customer Order Validation

TYPE

SIZE

KIND

COUNTRY

Decision Tree It’s the logic of the process which can easily be

represented using a graphic representation, which looks like the branches of a tree. It is easy to construct, read and update.

For Eg. A policy can be shown through a decision tree. Type of Size of Order Discount Customer 6 or more 35% Dealer Less than 6 Nil

Discount policy Educational 50 or more 30% Institution or 20-49 20% Individual 6-19 15% Less than 6 Nil

Structured English

The logic can be represented by using structured English. It uses logical construction and imperative sentences designed to carry out instructions for actions. Decisions are made through IF-THEN-ELSE Statements.