Welingkar’s Distance Learning Division

I.T. for Management

CHAPTER-5

Information Reporting in an organization

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Information Reporting in an organization

Reporting NeedsA organization consists of Men, Money, MaterialsThe presence of these three in ideal combination is necessary for the smooth functioningReporting is primarily a Bottoms-up approach in the organization Operational reporting is required to run and manage the operations of an organization

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Information Reporting in an organization

End user Ad Hoc Reporting

The desktop reporting that is for functional users is created on a need basis It tends to be nonrecurring and of a limited scopeFocus of this type of reporting ranges from transactional data to aggregated dataThe users need a full understanding of the data used for reporting

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Information Reporting in an organization

Compliance/Externally Mandated ReportingThe compliance Mandated reporting is required reporting for state and federal departments. The compliance based reporting program is Structural and hence can be preprogrammed Due to several scams in recent times the emphasis on public disclosures as well as adequacy of internal controls is becoming very important. Information system should therefore have sufficient functional as well as security controls built into them

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Information Reporting in an organization

Analytical ReportingThis category of management reporting requires the slicing and dicing of the dataOnline analytical processing or OLAP is new generation of tools which allows this kind of analysis.

Social reportingThe responsibilities of business go far beyond a financial accounting concern to bottom line of short profit and loss

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Information Reporting in an organization

Structured Vs Un Structured ReportsReporting requirements can be classified based on relative Structuredness of the information & its usage.Reports supporting these types of decision tend to be1. Well formed & structured(predefined format)2. Semi structured (partly rule based) for instance a

query builder where the user is allowed to pick columns & conditions for filtering

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Information Reporting in an organization

Structured Vs Un Structured ReportsEntirely unstructuredWhere perhaps a user types his own query which can be different every time he uses the system depending on what he is looking for These kind of query may be used for gaining insight or knowledge discovery as done in data miningIt could also be used for simulation & what if analysis to study potential impact of a decision before actually implementing them

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Information Reporting in an organization

Characteristics of MIS reportManagement uses MIS to recognize, monitor,Measure, limit, & manage risk in an institutionMIS reports must contain five element

1. Timeliness:This requires the MIS to provide and distribute the current information promptly to the appropriate users For example the board directors may require daily, monthly reports Cont……

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Information Reporting in an organization

Characteristics of MIS report2. Accuracy:This requires a system of internal controls throughout all information processing activities3. ConsistencyThis requires the data to be collected and reported uniformly4. CompletenessManagement needs reports that contain all pertinent information in a summarized format Cont……

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Information Reporting in an organization

Characteristics of MIS report5. Relevance:Report having exact information needed for top management to take6. Reliability & objectivity:This indicates the level of trust which can be placed on MIS. This stems from the reliability of the source of data used for the MIS7. Confidentiality:This refers to the fact that only authorized users are allowed to access the information Cont…..

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Information Reporting in an organization

Characteristics of MIS report8. Integrity:Indicates that the information is authentic and along the processing cycle the validity of information has not been compromised.9. Availability:Availability indicates that the needed information is available to the user when & where it is required Availability is a matter of policy

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Information Reporting in an organization

PresentationThe manner in which report is presented also has significanceOne can improve the presentation of printed reports By standardizing some of following aspects• Stationary -Size(A4) quality of paper (Bond) • Consistency of printing –Landscape Vs Portrait • Headers & footers

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Presentation• Contents of MIS have following type of column• One or more Business critical areas about which

data is being reported• Quantifiable measures of performance for each of

CSFs known as key performance indicator (KPI)• Standard of performance for each of CSF-KPI in

appropriate units• Data on Actuals against each CSF-KPI

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Presentation BiasPresentation Bias is the term which describes how the reader of a report can be influenced towards specific direction of thinking based on the manner in which data is presentedFor instance if a report says there were 10 cases of delayed delivery. It may carry limited impact on the reader. If same report to state that 50%of the cases were delayed, impact on the reader is moreIt is also equally important to note that this influence or bias can be used in a positive manner

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Information Reporting in an organization

End of Chapter 5

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