workshop on computer data processing (2)

8/7/2019 Workshop on Computer Data Processing (2)

1/28

ASSIGNMENT ON

Workshop on ComputerData Processing

Submitted To: Submitted By:Mr. Guldeep Singh Vikash

MBA(BIO-TECH) B


2/28

Contents

Introduction to Management Information System................................................................... 3Problem 1.............................................................................................................................. 6

Problem 2.............................................................................................................................. 13 3


3/28

Introduction to ManagementInformation System

A management information system (MIS) is a system or process that

provides the information necessary to manage an organization effectively.

MIS and the information it generates are generally considered essential

components of prudent and reasonable business decisions. MIS is

basically concerned with processing data into information which is then

communicated to the various Departments in an organization for

appropriate decision-making.

Data collection involves the use of Information Technology (IT) comprising:

computers and telecommunications networks (E-Mail, Voice Mail, Internet,

telephone, etc.) Computers are important for more quantitative, than

qualitative, data collection, storage and retrieval; Special features are

speed and accuracy, and storage of large amount of data.

Telecommunications provide the means for oneway or two-way

communication and for the transmission of messages. A combination of IT

is used: telephone, computer, processor, printer, etc. A lot of time and

money are saved and the security of data and messages is ensured. MIS

provides several benefits to the business organization: the means of

effective and efficient coordination between Departments; quick and


4/28

reliable referencing; access to relevant data and documents; use of less

labour; improvement in organizational and departmental techniques;

management of day-to-day activities (as accounts, stock control, payroll,

etc.); day-to-day assistance in a Department and closer contact with the

rest of the world. It is important to note that whatever IT is installed must be

appropriate to the organization, and to each department. 4


5/28

Development of MIS Previously works in businesses and other

organizations, internal reporting was made manually and only periodically,

as a by-product of the accounting system and with some additional

statistics, and gave limited and delayed information on management

performance. Previously, data had to be separated individually by the

people as per the requirement and necessity of the organization. Later,

data was distinguished from information, and so instead of the collection of

mass of data, important and to the point data that is needed by the

organization was stored. Early on, business computers were mostly used

for relatively simple operations such as tracking sales or payroll data, often

without much detail. Over time these applications became more complex

and began to store increasing amounts of information while also interlinking

with previously separate information systems. As more and more data was

stored and linked management began to analyze this information into

further detail, creating entire management reports from the raw, stored

data. The term "MIS" arose to describe these kinds of applications, which

were developed to provide managers with information about sales,

inventories, and other data that would help in managing the enterprise.

Today, the term is used broadly in a number of contexts and includes:

decision support systems, resource and people management applications,


6/28

Enterprise Resource Planning (ERP), Supply Chain Management (SCM),

Customer Relationship Management (CRM), project management and

database retrieval applications.


7/28

Features of a Good MIS Timeliness To simplify prompt decision making,

an institution's MIS should be capable of providing and distributing current

information to appropriate users. Information systems should be designed

to expedite reporting of information. The system should be able to quickly

collect and edit data, summarize results, and be able to adjust and correct

errors promptly. Accuracy A sound system of automated and manual

internal controls must exist throughout all information systems processing

activities. Information should receive appropriate editing, balancing, and

internal control checks. A comprehensive internal and external audit

program should be employed to ensure the adequacy of internal controls.

Consistency


8/28

To be reliable, data should be processed and compiled consistently and

uniformly. Variations in how data is collected and reported can distort

information and trend analysis. In addition, because data collection and

reporting processes will change over time, management must establish

sound procedures to allow for systems changes. These procedures should

be well defined and documented, clearly communicated to appropriate

employees, and should include an effective monitoring system.

Completeness Decision makers need complete and pertinent information

in a summarized form. Reports should be designed to eliminate clutter and

voluminous detail, thereby avoiding "information overload." Relevance

Information provided to management must be relevant. Information that is

inappropriate, unnecessary, or too detailed for effective decision making

has no value. MIS must be appropriate to support the management level

using it. The relevance and level of detail provided through MIS systems

directly correlate to what is needed by the board of directors, executive

management, departmental or area mid-level managers, etc. in the

performance of their jobs. 6


9/28

Problem 1

1) Describe, with illustrative examples, the MIS you would provide to

support each of the following situations:

a) The UGC wants various student and teacher related statistics from the

universities.

b) The various companies require information about students for

placement.

c) Top administrator in the university want to run a simulation model on a

regular basis, with the opportunity to perform what-if analysis.

Ans. MIS is basically concerned with processing data into information

which is then communicated to the various Departments in an organization

for appropriate decision-making. It consists of

1) Input of data

2) Processing of data to information

3) Output of information

4) Storage of data & information

5) Decision Process


10/28

a) For implementing the system required by University Grants

Commission(UGC), we would be using a Database. A database consists of

an organized collection of data for one or more uses, typically in digital

form. This database will contain all the information specified and required

by UGC.

Now for the management of data in database we require a

DBMS(Database Management System). DBMS is used for collection of

interrelated data and sets of programs that control the organization, storage

and retrieval of data. For our purpose we can use the commercially

available Oracle Database Features of DBMS system are:

i) To add modify, extract data from a database

ii) Prevent unauthorised access of data

All data cannot exist in the same table in a database as information

retrieval would become difficult and time consuming. Data, therefore needs

to be stored in different tables as per requirements and these tables need

to be related to each other. Such a method of storing data is referred to as

Relational Database.


11/28

Relational Databases can use multiple tables to store information. The data

in these tables are then related to provide information For our case we

would be creating the following tables:

1) A table containing all the Department Names and the corresponding

code allocated to each department. This code will act as a Primary Key to

this table & will also act a Foreign Key in the subsequent tables.

Department Name Department Code

Department Of Computer

Sciences & Applications

101

University Business School 102

University Institute of Engineering

& Technology

103

University Institute of

Pharmaceutical Studies

104


12/28

2) A table will be created for maintaining the records of teachers. In this table the EmployeeNumberwill act as the Primary Key and the Department Code will act as the Foreign Keyreferencing to the table Departments.

Table 2:FacultyEmployeeNumber

Name Date ofBirth

DepartmentCode

Designation

12000 MukeshKumar

12/08/1978 103 Professor

12001 SanjeevSharma

26/04/1974 102 Lecturer

12002 Pretti Gupta 18/01/1982 101 Reader

12003 SunilAggarwal

23/12/1980 102 Lecturer

3) Another table containing the Course Name and Subject Code will be created.

This will help us in determining the Course which the student in undergoing in the

department. In this Course Code acts as Primary Key.

Table 3:Course Course Name Course CodeME (Computer Science) 1070

MBA(HR) 1093

Master of ComputerApplications

1085

MBA(Finance) 1086


13/28

4) A table will be created for maintaining the records of all the students of the

university. In this table the Student Registration Number will act as the Primary

Key and the Department Code will act as the Foreign Key referencing to the table

Departments. We will not consider the Roll No of the student as the Primary Key

in this table, as students of different departments may have the same Roll Nos

but all the students have a unique Registration Number. Also in this table the

course code acts Foreign Key.

Table 4:StudentRegistrationNumber

Name Gender Date ofBirth

DepartmentCode

SubjectCode

Roll No

S-10-10650

Rahul M 12/08/1998

103 1070 6555

S-10-

10651

Meenal F 26/04/19

84

102 1093 7814

S-10-10652

Pankaj M 18/01/1985

101 1085 6555

S-10-10653

Amir M 23/12/1987

102 1086 312

b) For designing of such a system we would create the following tables in the

database system:

1) Table 1- Departments (As discussed in the previous part)

2) Table 2- Course (As discussed in the previous part)

3) Table 3- Student (As discussed in the previous part)


14/28

Now including all the information of student in the same table would make the

database unmanageable and would lead to redundancy. Thus, we follow the

process of Normalization to store our information in multiple tables. We would

create further tables to store any additional information and link then to Student

Table using Keys.

4) A table will be created for maintaining the educational records of all the

students of the university. In this table the Student Registration Number will act

as the Foreign Key.

Table 4:EducationalQualificationRegistrationNumber

10 thBoard

10thPercentage

12 thBoard

12thPercentage

CoursePercentage

S-10-10650

CBSE 65 CBSE 75 72

S-10-10651

CBSE 89 CBSE 79 65

S-10-10652

PSEB 96.2 CBSE 86 80

S-10-10653

ICSE 82 PSEB 78 78


15/28

5) A table will be created for maintaining the personal information of all the

students of the university. In this table the Student Registration Number will act

as the Foreign Key.

Table 5:PersonalInformationRegistration Number

Email id Contact No Temp.Address

PermanentAddress

S-10-10650 [email protected]

9915412232 Room No- 6,BH-4

75, Sector9,Chd


8991511232 Room No- 4,GH-4

779, Sector9, Delhi


7915412232 Room No- 1,BH-1

186, Sector9, Karnal


9862412261 Room No- 5,BH-2

748, Sector9, Jalandhar

c) Simulation Model- Simulation Model is defined as the testing of a situation or

concept under trial conditions. Simulations are used to check the expected

outputs of the system in question i.e. they give us a predictive analysis. If the

output is in coherence with the expected output, the system may be put in to

practise whereas if some errors are generated during the simulation process, the

project is taken back to drawing board to figure out the desired problem.

A approach for describing information systems can be to define information as

one of four types and all these types are important component of a management


16/28

information system. Furthermore, the various types build upon and interact with

each other.

i) The starting level is Descriptive information. This information portrays

the what is condition of a business, and it describes the state of the

business at a specified point in time. Descriptive information is very

important to the business manager, because without it, many problems

would not be identified. Descriptive information includes a variety of

types of information including financial results, production records, test

results, product marketing, and maintenance records.


17/28

ii) The second type of information is diagnostic information, This information

portrays this what is wrong condition, where what is wrong is measured as

the disparity between what is and what ought to be. This assessment of how

things are versus how they should be is probably the most common management

problem. The major use of Diagnostic information is that it can be used to define

problems that develop in the business. Adequate, reliable, descriptive

information must be available along with appropriate norms or standards for


18/28

particular business situations. Information is inadequate for problem solving if it

does not fully describe both what is and what ought to be.

iii) As description is concerned with what is and diagnostics with what is

wrong, prediction is concerned with what if...? Predictive information is

generated from an analysis of possible future events and is exceedingly valuable

with desirable outcomes. With predictive information, one either defines

problems or avoids problems in advance. Prediction also assists in analysis. When

a problem is recognized, a manager will analyze the situation and specify at least

one alternative (including doing nothing) to deal with it. Predictive information is

needed by managers to reduce the risk and uncertainty concerning technology,

prices, climate, institutions, and human relationships affecting the business. Such

information is vital in formulating production plans and examining related

financial impacts.

iv) Without detracting from the importance of problem identification and analysis

in management, the crux of management tasks is decision making. For every

problem a manager faces, there is a right course of action. The choice is

conditionally right, depending upon a managers knowledge, assumptions, and

conditions he wishes to impose on the decision. Prescriptive information is


19/28

directed toward answering the what should be done question. Predictive

information by itself is not adequate for decision making. An evaluation of the

predicted outcomes together with the goals and values of the manger provides

that basis for making a decision.

MIS System-

Let the university administration require a Relational Database Setup for

managing the records of its students and faculty. It has two possible setups that it

can implement. The primary difference in these setups that can be implemented

is at the abstraction level

i.e. the levels at which the data is present in the two systems. This difference at

the abstraction level manifests itself in the form difference of different normal

forms in the case of databases. Greater the degree of normalization the more

expensive it is and lesser is the chance of any redundancy. But this greater level of

normalization comes at the expense greater computer resources and greater

development costs. Thus, the trade-off needs to be studied and decision taken

accordingly. Let one system be implemented at a greater normal form than the

other, the MIS will run simulation models on both these models to determine the


20/28

total costs being incurred in both the models. These costs are analysed on the

basis of both time and monetary costs. The MIS helps us in answering these

questions: what if we select the first model what if we select the second

model. Thus this what if analysis simulation done by MIS helps us in

determining the right choice for the university by studying the net implication of

implementing both the models.

Problem -2

2) A company needs to hire a new Director for a Business School. The job

specification for this post highlights the following essential knowledge for any

suitable candidate to possess.

a) Knowledge of how MIS can support management.

b) Role of IT, intranets, internet, and web based application for the Business

School.


21/28

You are considering applying for this post. Write a report to convince the

company that you possess the requisite knowledge in the above listed areas. Ans

After many years of working in diverse professional settings, I am seeking to

leverage my experience in the education domain within the field of management.

I believe my vast experience in the field of management and technology will help

the students of your esteemed institution better understand the rigors of modern

day management and how it is being influenced by technology in the present day

scenario. Modern day management is as much about technology and using it your

advantage as it is about understanding the principles of management and

applying them. Systems like MIS, ERP have become the backbone of any business

and it is hard to imagine any business being able to survive today without having a

virtual presence on Internet. I will be elaborating on these systems & their impact

on the field of management in the following paras. Thus, the knowledge of

Information Technology has become a pre-requisite for any successful manager.

MIS and its Support of Management- Information Systems (IS) are the collections

of people and machines that make products and services in supply chains and

individual firms. The study of Management Information Systems is concerned

with how managers build, change, specify, design, upgrade, improve, control and

maintain Information Systems. Nowadays, we focus on how firms can use people


22/28

and technology to create business value. The overall aim of providing MIS

knowledge is to equip the students with the knowledge and conceptual tools to

address the various management challenges involved in the effective design,

implementation and management of an organisation's Information Systems and

business processes. MIS helps to highlight the strategic and competitive

advantages of linking Information Systems to the business needs of the

organisation.

1) Over time management activities have became more complex and require

increasing amounts of resources. MIS helps to store increasing amounts of

information while also interlinking different segments of information with each

other. As more and more data was stored and linked management began to

analyze this information into further detail, creating entire management reports

from the raw, stored data. The term "MIS" arose to describe these kinds of

applications, which were developed to provide managers with information about

sales, inventories, and other data that would help in managing the enterprise.

Today, the term is used broadly in a number of contexts and includes: decision

support systems, resource and people management applications, Enterprise

Resource Planning (ERP), Supply Chain Management (SCM), Customer


23/28

Relationship Management (CRM), project management and database retrieval

applications.

2) Enterprise Resource Planning (ERP)- ERP is an integrated computer-based

system used to manage internal and external resources, including tangible assets,

financial resources, materials, and human resources. Its purpose is to facilitate

the flow of information between all business functions inside the boundaries of

the organization and manage the connections to outside stakeholders. Built on a

centralized database and normally utilizing a common computing platform, ERP

systems consolidate all business operations into a uniform and enterprise-wide

system environment.

3) Inter-organisational business- No business is an island; they are all connected

to customers and suppliers by business processes and information systems.

Organisations exist within the 'ecosystem' called the global economy. MIS focuses

on the complexity generated by inter-organisational business processes and how

this can be managed for sustainability and success.

4) Security for businesses- There is a growing importance of information systems

in the successful functioning of modern business processes, both intra- and inter-

organisationally. However, from a security perspective information systems are


24/28

immature, and this immaturity is increasingly being taken advantage of by

different business, criminal and private entities.

MIS focuses on different perspectives on business security that managers need to

be aware of. This includes security of our records, databases and information

systems.

Role of Internet in Business-

1) E-Commerce - Electronic commerce, commonly known as eCommerce, or e-

business consists of the buying and selling of products or services over electronic

systems such as the Internet. The amount of trade conducted electronically has

grown extraordinarily with widespread Internet usage, so the students need to be

aware of the growing potential of e commerce and the ways to leverage this tool

to their advantage. The students also need to be aware of the challenges and

threats of this form of commerce.

2) E-Learning- E learning comprises all forms of electronically supported learning

and teaching. The worldwide e-learning industry is estimated to be worth over

$48 billion. Todays managers need to be aware of the immense potential of this

tool and its immense implications. No longer is it necessary for teachers to travel


25/28

long distances to far flung places to deliver lectures as it can be achieved through

video conferencing at a fraction of the cost.

3) Communication & Collaboration- Internet has enabled businesses to streamline

their communication process. Teams working on same projects can now

communicate over chat, voice/video conferencing thus eliminating the need for

expensive work related travel & increasing efficiency. Internet allows

collaboration on work projects between teams by enabling them to share

documents, files easily and seamlessly. This has brought forward new concepts

such as Work-From-Home. Managers need to be aware of the strengths &

weaknesses of such concepts in the present day competitive environment.

4) E-Marketing- Internet marketing is relatively inexpensive when compared to

the ratio of cost against the reach of the target audience. Companies can reach a

wide audience for a small fraction of traditional advertising budgets. The nature

of the medium allows consumers to research and purchase products and services

at their own convenience. Therefore, businesses have the advantage of appealing

to consumers in a medium that can bring results quickly. The strategy and overall

effectiveness of marketing campaigns depend on business goals and cost-volume-

profit (CVP) analysis.


26/28

Role of Information Technology- Information Technology has completely

revolutionized the business scenario so much so that the business as we see

today is completely different from what we saw 15-20 years back. IT has impacted

the way we do business in the following ways:

1) Office Automation Tools- With the development of office automation tools

such as MS Office we have moved a great extent towards our ultimate goal of

paperless office. No longer do we see the use of type-writers in offices preparing

long reports for analysis. All reports are made using MS tools & sent via mail to all

the concerned persons in the new scenario.

2) Communication Networks- With the advent of IT came the communication

networks. These communication networks are the backbone of IT and support the

vast flow of information through the vast grid of computer networks. These

communication networks allow teams all over the world to coordinate on their

projects.

3) Information Technology brought with it a large number of web-sites and

increased Internet penetration. This has enabled even a common farmer to make

use of the potential of the internet and use the information thus available to his

advantage. The managers of today need to understand this ever connected world.


27/28

4) Information technology brought with it automation tools like CAD/CAM and

other simulation softwares. These simulation tools allow engineers and

developers to test and verify their models and hypothesis before implementing

them, thus saving tremendously on costs.

5) Development of WLANs, 3G, WiMax technology have ensured that business

process is not hindered by our physical boundaries. Ever present internet facilities

allow managers to remain connected with their businesses 24*7.

Role of Web Based Applications- A web application is an application that is

accessed over a network such as the Internet or an intranet. The term may also

mean a computer software application that is hosted in a browser-controlled

environment (e.g. a Java applet) or coded in a browser-supported language (such

as JavaScript, combined with a browser-rendered markup language like HTML)

and reliant on a common web browser to render the application executable.

Benefits of web application in the present day business scenario- Web

applications do not require any complex "roll out" procedure to deploy in large

organizations. A web browser is all that is needed;

Browser applications typically require little or no disk space on the client;


28/28

They require no upgrade procedure since all new features are implemented on

the server and automatically delivered to the users;

Web applications integrate easily into other server-side web procedures, such

as email and searching.

They also provide cross-platform compatibility in most cases (i.e., Windows,

Mac, Linux, etc.) because they operate within a web browser window.

Web Based Applications-

1) Java Applets

2) Flash content and other interactive media

3) Online Spreadsheets & word processing tools

4) Google Docs

5) Certain simulation Softwares

workshop on computer data processing (2)

Documents