What is management information systems

What is Management Information
Systems?
Management Information Systems (MIS) is the study of people, technology, organizations and the
relationships among them. MIS professionals help firms realize maximum benefit from investment in
personnel, equipment, and business processes. MIS is a people-oriented field with an emphasis on
service through technology. If you have an interest in technology and have the desire to use
technology to improve people’s lives, a degree in MIS may be for you.
Businesses use information systems at all levels of operation to collect, process and store data.
Management aggregates and disseminates this data in the form of information needed to carry out
the daily operations of business. Everyone who works in business, from someone who pays the bills
to the person who makes employment decisions, uses information systems. A car dealership could
use a computer database to keep track of which products sell best. A retail store might use a
computer-based information system to sell products over the Internet. In fact, many (if not most)
businesses concentrate on the alignment of MIS with business goals to achieve competitive
advantage over other businesses.
MIS professionals create information systems for data management (i.e., storing, searching and
analyzing data). In addition, they manage various information systems to meet the needs of
managers, staff and customers. By working collaboratively with various members of their work
group, as well as with their customers and clients, MIS professionals are able to play a key role in
areas such as information security, integration and exchange. As an MIS major, you will learn to
design, implement and use business information systems in innovative ways to increase the
effectiveness and efficiency of your company.
A common misconception that MIS only concerns programming. However, programming is just a
small part of the MIS curriculum. While programming concepts represent some of the founding
concepts and information systems development, implementation and use, many jobs in MIS do not
utilize programming at all. A large portion of the MIS degree focuses on data analysis, teamwork,
leadership, project management, customer service and underlying business theories. These aspects
of the degree are what set the MIS professional apart from a computer science specialist.
 Do you enjoy working with people?
 Would you enjoy the chance to work on global problems with people from all over the world?
 Do you enjoy analyzing and solving problems?
 Do you want to create innovative, cutting-edge technology solutions?
 Do you want to learn how to make businesses more efficient, effective and competitive?
Then you should consider as your major the field that is experiencing a critical shortage of
professionally trained individuals. A field where demand is skyrocketing with projected growth rates
of 38 percent – the fastest of any business discipline (U.S. Bureau of Labor Statistics).
MIS professionals make business better

Below are some frequently asked questions regarding careers in MIS. This information will help you
learn more about a career in MIS and to better understand the opportunities such a career may have
in store for you.
What kinds of people pursue MIS degrees?
The profiles of MIS professionals are varied, but in general, such individuals possess many of the
following traits:
 good problem solving skills
 ability to effectively manage time and resources
 a clear vision of ―the big picture‖ as well as the ―small details‖
 a desire to work closely with other people
 excellent communication skills
 ability to think strategically about technology
 a desire to take responsibility for developing and implementing their own ideas
What are typical career options for MIS professionals?
 IT Consultant
 Web Developer
 Information Systems Manager
 Business Intelligence Analyst
 Network Administrator
 Business Application Developer
 Systems Analyst
 Technical Support Specialist
 Business Analyst
 Systems Developer
Why should I choose to major in MIS?
 Job satisfaction
 High placement rate
 High salaries
 Exciting field
 Challenging field

 Hands-on problem solving
 Innovation and creativity
 Global opportunities
 Great chance for advancement
 You can have an impact!
What is an average salary for an MIS professional?
MIS majors have one of the highest starting salaries of all the undergraduate degree programs in
Mays Business School. The average starting salaries of our MIS graduates in 2012 was $57,705
with top students commanding salaries as high as $72,000
A management information system (MIS) provides information that organizations need to manage
themselves efficiently and effectively.
[1]
Management information systems are typically computer systems
used for managing five primary components: hardware, software,data (information for decision making),
procedures (design,development and documentation), and people (individuals, groups, or
organizations). Management information systems are distinct from other information systems, in that they
are used to analyze and facilitate strategic and operational activities.
[2]
Academically, the term is
commonly used to refer to the study of how individuals, groups, and organizations evaluate, design,
implement, manage, and utilize systems to generate information to improve efficiency and effectiveness
of decision making, including systems termed decision support systems, expert systems, and executive
information systems.
[2]
Most business schools (or colleges of business administration within universities)
have an MIS department, alongside departments of accounting, finance, management, marketing, and
sometimesThe system provides information on the past, present and project future and on relevant
events inside and outside the organization . It may be defined as a planned and integrated system for
gathering relevant data, converting it in to right information and supplying the same to the concerned
executives. The main purpose of MIS is to provide the right information to the right people at the right
time.
The Concept of management information systems originated in the 1960s and become the byword of
almost all attempts to relate computer technology and systems to data processing in business . During
the early 1960s , it became evident that the computer was being applied to the solution of business
problem in a piecemeal fashion, focusing almost entirely on the computerization of clerical and record –
keeping tasks. The concepts of management information systems was developed to counteract such in
efficient development and in effective use of the computer. The MIS concepts is vital to efficient and
effective computer use in business of two major reasons:
· It serves as a systems framework for organizing business computer applications. Business applications
of computers should be viewed as interrelated and integrated computer – based information systems and
not as independent data processing job .
· In emphasizes the management orientation of electronics information processing in business . The
primary goal of computer based information systems should be the processing of data generated by
business operations.
A management information system is an integrated man – machine systems that provides information to
support the planning and control function of manager in an organization .
· The out put of an MIS is information that sub serves managerial functions. When a system provides
information to persons who are not managers, then it will not be considered as part of an MIS . For
.example , an organization often process a lot of data which it is required by law to furnish to various

government regulatory agencies. Such a system, while it may have interfaces with an MIS, would not be
a part of it, Instances of such systems are salary disclosures and excise duty statements. By the same
token to sophisticated computer – aided design system for engineering purposes would also not be a part
of an MIS.
· Generally, MIS deals with information that is systematically and routinely collected in accordance with a
well-defined set of rules. Thus, and MIS is a part of the formal information network in an organization.
Information that has major managerial planning significance is sometimes collected at golf courses. Such
information is not part of MIS, how ever, one- shot market research data collected to gauge the potential
of a new product does not come with in the scope of an MIS by our definition because although such
information may be very systematically collected it is not collected on a regular basis.
· Normally, the information provided by an MIS helps the managers to make planning and control
decisions. Now, we will see, what is planning and control. Every organization in order to function must
perform, certain operations. For Example, a car manufacturer has to perform certain manufacturing
activities, a wholesaler has o provide water to its area of jurisdiction. All these are operations that need to
be done. Besides, these operations, an organization must make plans for them. In other words it must
decide on how many and what type of cars to make next month or what commissions to offer retailers or
what pumping stations to install in the next five years.
Also an organization must control the operations in the light of the plans and targets developed in the
planning process. The car manufacturer must know if manufacturing operations are in line with the targets
and if not, he must make decisions to correct the deviation or revise his plans. Similarly the wholesaler
will want to know the impacts that his commissions have had on sales and make decisions to correct
adverse trends. The municipal corporation will need to control the tendering process and contractors who
will execute the pumping station plans.
Generally, MIS is concerned with planning and control. Often there are elaborate systems for information
that assists operations. For example, the car manufacturer will have a system for providing information to
the workers on the shop floor about the job that needs to be done on a particular batch of material. There
may be route sheets, which accompany the rate materials and components in their movement through
various machines. This system per se provides only information to support operation. It has no
managerial decision-making significance. It I not part of an MIS. If, however, the system does provided
information on productivity, machine utilization or rejection rates, then we would say that the system is
part of an MIS.
· Generally MIS has all the ingredients that are employed in providing information support to manager to
making planning and control decisions. Managers often use historical data on an organization’s activities
as well as current status data make planning and control decisions. Such data comes from a data base
which is contained in files maintained by the organization . This data base is an essential component of
an MIS. Manual procedures that are used to collect and process information and computer hardware are
obvious ingredients of an MIS . These also form part of the MIS. In summary , when we say that ― an MIS
is an integrated man – machine systems that provided information to supports the planning and control
function of managers in an origination . It does the following function .
- sub serves managerial function
- collects stores , evaluates information systematically and routinely
- supports planning and control decisions
- Includes files , hardware , software , software and operations research models.
Effective management information systems are needed by all business organization because of the
increased complexity and rate of change of today’s business environment . For Example, Marketing
manager need information about sales performance and trends, financial manger returns, production
managers needs information analyzing resources requirement and worker productivity and personnel
manager require information concerning employee compensation and professional development. Thus,

effective management information systems must be developed to provide modern managers with the
specific marketing , financial, production and personnel information products they required to support their
decision making responsibilities .
An MIS provides the following advantages.
1. It Facilitates planning : MIS improves the quality of plants by providing relevant information for sound
decision – making . Due to increase in the size and complexity of organizations, managers have lost
personal contact with the scene of operations.
2. In Minimizes information overload : MIS change the larger amount of data in to summarized form and
there by avoids the confusion which may arise when managers are flooded with detailed facts.
3. MIS Encourages Decentralization : Decentralization of authority is possibly when there is a system for
monitoring operations at lower levels. MIS is successfully used for measuring performance and making
necessary change in the organizational plans and procedures.
4. It brings Co ordination : MIS facilities integration of specialized activities by keeping each department
aware of the problem and requirements of other departments. It connects all decision centers in the
organization .
5. It makes control easier : MIS serves as a link between managerial planning and control. It improves the
ability of management to evaluate and improve performance . The used computers has increased the
data processing and storage capabilities and reduced the cost .
6. MIS assembles, process , stores , Retrieves , evaluates and Disseminates the information .
others, and grant degrees (at undergrad, masters, and PhD levels) in MIS.

Contents
[hide]
1 Overview
2 History
3 Types and Terminology
4 Advantages
5 Enterprise applications
6 Developing Information Systems
7 See also
8 References
9 External links
Overview[edit]
This section does not cite any references or sources. Please help
improve this section by adding citations to reliable sources. Unsourced
material may be challenged and removed. (May 2013)
This section may contain original research. Please improve
it by verifying the claims made and adding inline citations. Statements
consisting only of original research may be removed. (November 2012)
A management information system gives the business managers the information that they need to make
decisions. Early business computers were used for simple operations such as tracking inventory, billing,
sales, or payroll data, with little detail or structure
[3]
(see EDP). Over time, these computer
applications became more complex, hardware storage capacities grew, and technologies improved for
connecting previously isolated applications. As more data was stored and linked, managers sought
greater abstraction as well as greater detail with the aim of creating significant management reports from
the raw, stored data. Originally, the term "MIS" described applications providing managers with
information about sales, inventories, and other data that would help in managing the enterprise. Over
time, the term broadened to include: decision support systems, resource management and human
resource management, enterprise resource planning(ERP), enterprise performance
management (EPM), supply chain management (SCM), customer relationship
management (CRM), project management and database retrieval applications.

History[edit]
Kenneth and Jane Laudon identify five eras of MIS evolution corresponding to the five phases in the
development of computing technology: 1) mainframe and minicomputer computing, 2) personal
computers, 3) client/server networks, 4) enterprise computing, and 5) cloud computing.
[4]
The first era (mainframe and minicomputer) was ruled by IBM and their mainframe computers; these
computers would often take up whole rooms and require teams to run them - IBM supplied the hardware
and the software. As technology advanced, these computers were able to handle greater capacities and
therefore reduce their cost. Smaller, more affordable minicomputers allowed larger businesses to run their
own computing centers in-house.
The second era (personal computer) began in 1965 as microprocessors started to compete with
mainframes and minicomputers and accelerated the process of decentralizing computing power from
large data centers to smaller offices. In the late 1970s minicomputer technology gave way to personal
computers and relatively low cost computers were becoming mass market commodities, allowing
businesses to provide their employees access to computing power that ten years before would have cost
tens of thousands of dollars. This proliferation of computers created a ready market for interconnecting
networks and the popularization of the Internet.
As technological complexity increased and costs decreased, the need to share information within an
enterprise also grew—giving rise to the third era (client/server), in which computers on a common network
access shared information on a server. This lets thousands and even millions of people access data
simultaneously. The fourth era (enterprise) enabled by high speed networks, tied all aspects of the
business enterprise together offering rich information access encompassing the complete management
structure.
The fifth era (cloud computing) is the latest and employs networking technology to deliver applications as
well as data storage independent of the configuration, location or nature of the hardware. This, along with
high speed cellphone and wifi networks, led to new levels of mobility in which managers access the MIS
remotely with laptops, tablet PCs, and smartphones.
Types and Terminology[edit]
The terms Management Information System (MIS), information system, Enterprise Resource
Planning (ERP), and information technology management are often confused. Information systems and
MIS are broader categories that include ERP. Information technology management concerns the
operation and organization of information technology resources independent of their purpose.
Most management information systems specialize in particular commercial and industrial sectors, aspects
of the enterprise, or management substructure.
Management information systems (MIS), produce fixed, regularly scheduled reports based on data
extracted and summarized from the firm’s underlying transaction processing systems
[5]
to middle and
operational level managers to identify and inform structured and semi-structured decision problems.
Decision Support Systems (DSS) are computer program applications used by middle management to
compile information from a wide range of sources to support problem solving and decision making.

Executive Information Systems (EIS) is a reporting tool that provides quick access to summarized
reports coming from all company levels and departments such as accounting, human resources and
operations.
Marketing Information Systems (MIS) are Management Information Systems designed specifically for
managing the marketing aspects of the business.
Office Automation Systems (OAS) support communication and productivity in the enterprise by
automating work flow and eliminating bottlenecks. OAS may be implemented at any and all levels of
management.
School Information Management Systems (SIMS) cover school administration,and often including
teaching and learning materials.
Enterprise Resource Planning (ERP) facilitates the flow of information between all business functions
inside the boundaries of the organization and manage the connections to outside stakeholders.
[6]
Advantages[edit]
The following are some of the benefits that can be attained for different types of management information
systems.
[7]
Companies are able to highlight their strengths and weaknesses due to the presence of revenue
reports, employees' performance record etc. The identification of these aspects can help the
company improve their business processes and operations.
Giving an overall picture of the company and acting as a communication and planning tool.
The availability of the customer data and feedback can help the company to align their business
processes according to the needs of the customers. The effective management of customer data can
help the company to perform direct marketing and promotion activities
Types of Management Information
Systems
A management information system (MIS) is a computer-based system that provides the information
necessary to manage an organization effectively. An MIS should be designed to enhance communication
among employees, provide an objective system for recording information and support the organization's
strategic goals and direction. There are four types of MIS that will be introduced in ascending order of
sophistication.
Transaction Processing Systems
1. These systems are designed to handle a large volume of routine, recurring transactions.
They were first introduced in the 1960s with the advent of mainframe computers. Transaction
processing systems are used widely today. Banks use them to record deposits and payments into

accounts. Supermarkets use them to record sales and track inventory. Most managers use these
systems to deal with tasks such as payroll, customer billing and payments to suppliers.
Operations Information Systems
2. These systems were introduced after transaction processing systems. An operations
information system gathers comprehensive data, organizes it and summarizes it in a form that is
useful for managers. Most of these systems access data from a transaction processing system
and organize it into a form usable by managers. Managers use operations information systems to
obtain sales, inventory, accounting and other performance-related information.
Decision Support Systems (DSS)
3. A DSS is an interactive computer system that can be used by managers without help
from computer specialists. A DSS provides managers with the necessary information to make
intelligent decisions. A DSS has three fundamental components:
1. Database management system (DBMS): Stores large amounts of data relevant to problems the
DSS has been designed to tackle.
2. Model-based management system (MBMS): Transforms data from the DBMS into information
that is useful in decision making.
3. Dialog generation and management system (DGMS): Provides a user-friendly interface
between the system and the managers who do not have extensive computer training.
Expert Systems and Artificial Intelligence
4. These systems use human knowledge captured in a computer to solve problems that
ordinarily need human expertise. Mimicking human expertise and intelligence requires that the
computer (1) recognize, formulate and solve a problem; (2) explain solutions and (3) learn from
experience. These systems explain the logic of their advice to the user; hence, in addition to
solving problems they can also serve as a teacher. They use flexible thinking processes and can
accommodate new knowledge.
Considerations
5. A potential problem with relying on electronic communication and processing of
information is the loss of the vital human element. Sometimes because of the complexity of
information, an MIS report cannot effectively summarize it. Very rich information is needed to
coordinate and run an enterprise and certain classes of information cannot be quantified. For
example, it might be wrong to evaluate an employee's performance solely based on numbers
generated by an MIS. Numbers can indicate a performance problem but a face-to-face meeting
will be necessary to discuss the nature of the problem.
Types of MIS?
Answer
MIS stands for Management Information Systems. There are two main kinds. The
first is routine, ordinary daily work. The second is a variety of operations that require
decision making.
Types of MIS

A management information system (MIS) is a computer-based system that supplies the necessary
information to efficiently manage an organization. This system entails three primary resources:
information, technology and people. MIS is designed to record... More »
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Q&A Related to "Types of MIS?"
What are types of mis?
Management information systems are those systems that allow managers to make decisions for the
successful operation of businesses. Management information systems consist of computer
http://wiki.answers.com/Q/What_are_types_of_mis
Management information system
A management information system (MIS) provides information that is
needed to manage organizations efficiently and effectively.
Management information systems are not on Explain various
types of Systems in MIS?
Posted in Management Information System | Email This Post
Types of the System in the Management Information Systems
1. Conceptual Systems
a. Are theoretical and explanatory in the nature.
b. Provide the much needed clarification.
c. Provide theoretical framework for which there may or may not be any real life
counterpart.
d. E.g. of such systems can be philosophy, theology etc.
2. Empirical Systems
a. Are very practical, specific and also very operational in the nature.
b. Can be based on the conceptual system.
c. Examination system, surgery act as very good examples of the empirical systems.
3. Open Systems
a. Involve continuous interaction with the environment.
b. So exchanges the information, material, energy with the environment.

c. Is open and also self organizing in the nature.
d. Is also adoptive or adaptive to the changing environment as it is flexible.
4. Closed Systems
a. Shuns any kind of the exchange with the environment.
b. Is rigid in nature.
c. Is not at all amenable to the change.
d. Is also self contained.
e. Is somewhat isolated in the nature.
f. Is having a well defined boundary.
g. Is not at all adaptive in the nature.
5. Natural Systems
a. Such Systems exist and also abound in the nature.
b. Are also not at all the results of the human endeavors.
c. Rivers, mountains, minerals etc. are the major examples of the natural Systems.
6. Artificial Systems
a. Are manufactured (man made).
b. Examples of such Systems are dams, canals, roads, machines, factories etc.
7. Probabilistic Systems
a. Based on the predictability of the behavior or the outcome.
8. Deterministic Systems
a. In such Systems, the interaction of the elements is known.
b. As the behavior of the elements is pre determined, it becomes possible to work
upon the reaction well in the advance
ly computer What is Simons decision-making
model?
Answer:
Answer
Simon's Model is based on premise that decision rash null. Decision making in Simon's Model is characterized
by limited information processing and use of rules. Simmons decision-making model there are four phases
1) Intelligence phase
2) Design phase

3) Choice phase
4) Implementation phase
Initially the problem comes and we are in the intelligence phase thinking of the problem as it comes and then
we try to find out what the solution to the given problem and then we move to design phase. In the design
phase the way and method to solve the problem is thought and we actually try analyze the problem, we try to
find the algorithms and the way that can actually solve the problem and hence we use the genetic algorithm to
find the solution to the given problem .After finding the method which is to be applied to the given problem
we move to choice phase and here the actual work of finding the best algorithm come .Here we try to find the
best algorithm from the given set of algorithm we have the option of choosing the algorithms such as "ACO"
algorithm which is called the ant colony optimization algorithm or we have the choice of finding the algorithm
such as Simulated annealing (SA) is a related global optimization technique that traverses the search space by
testing random mutations on an individual solution. A mutation that increases fitness is always accepted. A
mutation that lowers fitness is accepted probabilistically based on the difference in fitness and a decreasing
temperature parameter. In SA parlance, one speaks of seeking the lowest energy instead of the maximum
fitness. SA can also be used within a standard GA algorithm by starting with a relatively high rate of mutation
and decreasing it over time along a given schedule. After deciding that genetic algorithm is the most suitable
algorithm for the programming we move to the next step which is the implemetation phase here the real
implemeation of the slotuin is done we implemet the solution to the given problem by using the geneteic
algorithm according to the given problem.
In the given problem a list of 26 items is given they all have different price, different weights and different
volumes. The problem says that we have to find the items which can be fitted in to the given space of the
container the number of items chosen to be fitted in to the given space should be such that the weight and the
volume of the selected items should not be more than the total allowed volume and weight in the container.
The care has to be taken such that the total weight and volume of the selected items should not exceed more
than the allowed weight and the volume.
Answer
Simmons decision-making model there are four phases
1) Intelligence phase
2) Design phase
3) Choice phase
4) Implementation phase
Initially the problem comes and we are in the intelligence phase thinking of the problem as it comes and then
we try to find out what the solution to the given problem and then we move to design phase. In the design
phase the way and method to solve the problem is thought and we actually try analyze the problem, we try to

find the algorithms and the way that can actually solve the problem and hence we use the genetic algorithm to
find the solution to the given problem .After finding the method which is to be applied to the given problem
we move to choice phase and here the actual work of finding the best algorithm come .Here we try to find the
best algorithm from the given set of algorithm we have the option of choosing the algorithms such as "ACO"
algorithm which is called the ant colony optimization algorithm or we have the choice of finding the algorithm
such as Simulated annealing (SA) is a related global optimization technique that traverses the search space by
testing random mutations on an individual solution. A mutation that increases fitness is always accepted. A
mutation that lowers fitness is accepted probabilistically based on the difference in fitness and a decreasing
temperature parameter. In SA parlance, one speaks of seeking the lowest energy instead of the maximum
fitness. SA can also be used within a standard GA algorithm by starting with a relatively high rate of mutation
and decreasing it over time along a given schedule. After deciding that genetic algorithm is the most suitable
algorithm for the programming we move to the next step which is the implemetation phase here the real
implemeation of the slotuin is done we implemet the solution to the given problem by using the geneteic
algorithm according to the given problem.
In the given problem a list of 26 items is given they all have different price, different weights and different
volumes. The problem says that we have to find the items which can be fitted in to the given space of the
container the number of items chosen to be fitted in to the given space should be such that the weight and the
volume of the selected items should not be more than the total allowed volume and weight in the container.
The care has to be taken such that the total weight and volume of the selected items should not exceed more
than the allowed weight and the volume.
systemSimon's Model of Decision Making
Newell and Simon formulated a methodology for human information processing. This model is
conceptual in nature and goes hand in hand with the working of a digital computer.
According to this model, a human being interacts with the external environment, gets information, and
processes them. The initial interaction between the human being and the environment is triggered by
stimuli. The sensory organs (receptors) accept the environment and pass it on to the
brain (processor). The brain transfers the information so obtained intoSTM and LTM. Decisions made
by the brain are conveyed to the environment by various organs of the human body (effectors) in the
form of speech, physical activity, written messages, etc. To illustrate, a poet visualizes a beautiful
natural scenario, is totally absorbed in it and the response to this stimulus is a poem that flows
spontaneously. The model, as already mentioned, goes hand in hand with the working of a digital
computer. A digital computer gets data through one of its input devices ("receptor" in the Newell and

Simon model), passes the same to its central processing unit ("brain" in the Newell and Simon model),
which in turn, after processing, sends an output through its output unit ("effectors" in the Newell and
Simon model). Important information is stored in external memory units.
Any human being, in response to a stimulus, reacts and decides what to do. For example, if the share
prices are falling the initial reaction is panic. Shareholders then decide either to offload all the shares
or wait for the market to pick up. How do they decide on these? Are there any models available that
can explain clearly the decision-making process? A well-known model on the human decision-making
process was proposed by H.A. Simon. Simon's decision-making model consists of three major stages:
Stage I: Problem identification and data collection stage (also called intelligence phase).
Stage 2: Identification and planning of alternative solutions (also called as design phase)
Stage 3: Selection of a solution from multiple alternatives, implementing and monitoring (also called
as choice phase.)
s - these systeWhat are the advantages
and disadvantages of MIS?
Answer:
ADVANTAGES
decision - making . Due to increase in the size and complexity of organizations, managers have lost personal
contact with the scene of operations.
2. In Minimizes information overload : MIS change the larger amount of data in to summarized form and there
by avoids the confusion which may arise when managers are flooded with detailed facts.
organization .
ability of management to evaluate and improve performance . The used computers has increased the data
processing and storage capabilities and reduced the cost .

6. MIS assembles, process , stores , Retrieves , evaluates and Disseminates the information.
reference:
http://www.management-hub.com/information-management-advantages.html
DISADVANTAGES
1.highly senstive requires constant monitoring.
2.buddgeting of MIS extremely difficult.
3.Quality of outputs governed by quality of inputs.
4.lack of flexiblity to update itself.
5.effectiveness decreases due to frequent changes in top management
6.takes into account only qualitative factors and ignores non-qualitative factors like morale of worker, attitude
of worker etc...
msdata dictionary
A data dictionary is a collection of descriptions of the data objects or items in a data model
for the benefit of programmers and others who need to refer to them. A first step in
analyzing a system of objects with which users interact is to identify each object and its
relationship to other objects. This process is called data modeling and results in a picture of
object relationships. After each data object or item is given a descriptive name, its
relationship is described (or it becomes part of some structure that implicitly describes
relationship), the type of data (such as text or image or binary value) is described, possible
predefined values are listed, and a brief textual description is provided. This collection can
be organized for reference into a book called a data dictionary.
When developing programs that use the data model, a data dictionary can be consulted to
understand where a data item fits in the structure, what values it may contain, and basically
what the data item means in real-world terms. For example, a bank or group of banks could
model the data objects involved in consumer banking. They could then provide a data
dictionary for a bank's programmers. The data dictionary would describe each of the data
items in its data model for consumer banking (for example, "Account holder" and
""Available credit").
1. It Facilitates planning : MIS improves the quality of plants by providing relevant
information for sound decision – making . Due to increase in the size and complexity
of organizations, managers have lost personal contact with the scene of operations.

2. In Minimizes information overload : MIS change the larger amount of data in to
summarized form and there by avoids the confusion which may arise when
managers are flooded with detailed facts.
3. MIS Encourages Decentralization : Decentralization of authority is possibly when
there is a system for monitoring operations at lower levels. MIS is successfully used
for measuring performance and making necessary change in the organizational
plans and procedures.
4. It brings Co ordination : MIS facilities integration of specialized activities by
keeping each department aware of the problem and requirements of other
departments. It connects all decision centers in the organization .
5. It makes control easier : MIS serves as a link between managerial planning and
control. It improves the ability of management to evaluate and improve performance
. The used computers has increased the data processing and storage capabilities
and reduced the cost .
6. MIS assembles, process , stores , Retrieves , evaluates and Disseminates the
informatio
Data Dictionary
Definition - What does Data Dictionary mean?
A data dictionary is a file or a set of files that contains a database's metadata. The data dictionary
contains records about other objects in the database, such as data ownership, data relationships to
other objects, and other data.
The data dictionary is a crucial component of any relational database. Ironically, because of its
importance, it is invisible to most database users. Typically, only database administrators interact
with the data dictionary.
Techopedia explains Data Dictionary
Answer:
ADVANTAGES
decision - making . Due to increase in the size and complexity of organizations, managers have lost personal
contact with the scene of operations.
2. In Minimizes information overload : MIS change the larger amount of data in to summarized form and there
by avoids the confusion which may arise when managers are flooded with detailed facts.

organization .
ability of management to evaluate and improve performance . The used computers has increased the data
processing and storage capabilities and reduced the cost .
6. MIS assembles, process , stores , Retrieves , evaluates and Disseminates the information.
reference:
http://www.management-hub.com/information-management-advantages.html
DISADVANTAGES
1.highly senstive requires constant monitoring.
2.buddgeting of MIS extremely difficult.
3.Quality of outputs governed by quality of inputs.
4.lack of flexiblity to update itself.
5.effectiveness decreases due to frequent changes in top management
6.takes into account only qualitative factors and ignores non-qualitative factors like morale of worker, attitude
of worker etc...
Biyani's Think Tank
Concept based notes
Management
Information System
(BBA Part-II)
Ms. Kusumlata Bhargava
Deptt. Of Management
Biyani Girls College, Jaipur
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Think Tanks
Biyani Group of Colleges
Concept & Copyright :
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Website :www.gurukpo.com; www.biyanicolleges.org
First Edition : 2009
Leaser Type Setted by :
Biyani College Printing Department
While every effort is taken to avoid errors or omissions in this Publication, any
mistake or omission that may have crept in is not intentional. It may be taken note of
that neither the publisher nor the author will be responsible for any damage or loss
of
any kind arising to anyone in any manner on account of such errors and omissions.
For more detail: - http://www.gurukpo.comPreface
I am glad to present this book, especially designed to serve the needs of the
students. The book has been written keeping in mind the general weakness in
understanding the fundamental concepts of the topics. The book is self-explanatory
and
adopts the “Teach Yourself” style. It is based on question-answer pattern. The
language
of book is quite easy and understandable based on scientific approach.
This book covers basic concepts related to the microbial understandings about
diversity, structure, economic aspects, bacterial and viral reproduction etc.
Any further improvement in the contents of the book by making corrections,
omission and inclusion is keen to be achieved based on suggestions from the readers
for which the author shall be obliged.
I acknowledge special thanks to Mr. Rajeev Biyani, Chairman & Dr. Sanjay Biyani,
Director (Acad.) Biyani Group of Colleges, who are the backbones and main concept
provider and also have been constant source of motivation throughout this
Endeavour.
They played an active role in coordinating the various stages of this Endeavour and
spearheaded the publishing work.
I look forward to receiving valuable suggestions from professors of various
educational institutions, other faculty members and students for improvement of the
quality of the book. The reader may feel free to send in their comments and
suggestions
to the under mentioned address.
Author
For more detail: - http://www.gurukpo.comSyllabus
B.B.A. Part-II
Management Information System
Introduction to MIS : Meaning and Role of MIS, Definition of MIS, System
Approach to
MIS, MIS Organization within a Company. Concept of Balanced MIS, Effectiveness
and

Efficiency Criteria.
Overview of System and Design, Feasibility Analysis, Design, Implementation,
Testing
and Evaluation. Introduction to Systems Development Life Cycle and its Phases.
MIS Planning : MIS Structure and Components, MIS Features, Problem and
Derivation
of MIS Plans, Prioritization and Developmental Strategies.
Conceptual Design of MIS : Definition of the Problem, System Objectives and
System
Constraints, Analysis of Information Source.
Alternative System Design and Selection of Optimal System.
Conceptual System Design Document.
Detailed System Design and Implementation : Application of Basic System Design
Concepts to MIS, Involvement of End-User and Role of MIS Department and System
Analyst, Role of Top Management during Design an Implementation. System
Evaluation Review and Update. Management and Control of MIS Function.
Advanced
MIS Concept, Decision Support System.
MIS in Operation : (See Note at End) : MIS for Accounting and Finance Function
MIS
for Personnel Systems, MIS for Marketing Systems, Production & Inventory System.
Note : A STANDARD LAYOUT IS TO BE ADOPTED FOR ALL MIS.
□ □ □
For more detail: - http://www.gurukpo.comContent
S. No. Name of Topic Page No.
1. Introduction to MIS 7-14
1.1 Introduction & Objective of MIS
1.2 Computer Based MIS
1.3 Organizational Need for MIS in Company
1.4 Pre-requisites of Effective MIS
2. Information System of Decision Making 15-20
2.1 Introduction & Characteristics of MIS
2.2 Steps in Decision Making
2.3 Purpose of DSS
2.4 Herbert S. Model
3. Information 21-30
3.1 Information
3.2 Classification of Information
3.3 Types of Information System
3.4 Value of Information
3.5 Data Collection Method
4. Development of MIS 31-37
4.1 Introduction & MIS Planning

4.2 Development of MIS
4.3 Approaches to MIS Development
4.4 Factors Responsible for Development of MIS
S. No. Name of Topic Page No.
5. Database Management System 38-47
5.1 Introduction
5.2 Database Design
5.3 Model of DBMS
5.4 Views in DBMS
5.5 Data Access
For more detail: - http://www.gurukpo.com6. Network 48-54
6.1 Data Communication
6.2 Introduction of Network
6.3 Types of Computer Network
6.4 Topologies
7. System Analysis & Design 55-78
7.1 Introduction
7.2 Types of Business System
7.3 System Analysis‟s Tools
7.4 Introduction to System Analysis & Design
7.5 Feasibility Study & Cost Benefit Analysis
7.6 System Documentation
8. MIS in Operation 79-86
8.1 MIS for Finance
8.2 MIS for Marketing
8.3 MIS for Production
8.4 MIS for HRM
□ □ □
For more detail: - http://www.gurukpo.comChapter-1
Introduction to MIS
Q.1 What is MIS? Discuss in detail?
OR
Describe the three words of MIS: Management, Information, System.
OR
Discuss the objectives and characteristics of MIS.
Ans.: Management Information Systems (MIS), referred to as Information
Management
and Systems, is the discipline covering the application of people, technologies,
and procedures collectively called information systems, to solving business
problems.
“'MIS' is a planned system of collecting, storing and disseminating data in the
form of information needed to carry out the functions of management.”

Academically, the term is commonly used to refer to the group of information
management methods tied to the automation or support of human decision
making, e.g. Decision Support Systems, Expert Systems, and Executive
Information Systems.
Management : Management is art of getting things done through and with the
people in formally organized groups. The basic functions performed by a
manager in an organization are: Planning, controlling, staffing, organizing, and
directing.
Information : Information is considered as valuable component of an
organization. Information is data that is processed and is presented in a form
which assists decision maker.
Information Generation
System : A system is defined as a set of elements which are joined together to
achieve a common objective. The elements are interrelated and interdependent.
Thus every system is said to be composed of subsystems. A system has one or
multiple inputs, these inputs are processed through a transformation process to
convert these input( s) to output.
Data Processing Information
For more detail: - http://www.gurukpo.comThese subsystems are interrelated
through a process of
Input - Throughput - Output
A system
Objectives of MIS :
Data Capturing : MIS capture data from various internal and external sources of
organization. Data capturing may be manual or through computer terminals.
Processing of Data : The captured data is processed to convert into required
information. Processing of data is done by such activities as calculating, sorting,
classifying, and summarizing.
Storage of Information : MIS stores the processed or unprocessed data for future
use. If any information is not immediately required, it is saved as an organization
record, for later use.
Retrieval of Information : MIS retrieves information from its stores as and when
required by various users.
Dissemination of Information : Information, which is a finished product of MIS,
is disseminated to the users in the organization. It is periodic or online through
computer terminal.
Objectives of MIS
Input Transformation
Process
Output
Data
Capture
Processing Dissemination

Retrieval
Storage of
Data
Source
User
For more detail: - http://www.gurukpo.comCharacteristics of MIS :
Systems Approach : The information system follows a systems approach.
Systems approach means taking a comprehensive view or a complete look at the
interlocking sub-systems that operate within an organization.
Management Oriented : Management oriented characteristic of MIS implies that
the management actively directs the system development efforts. For planning of
MIS, top-down approach should be followed. Top down approach suggests that
the system development starts from the determination of management‟s needs
and overall business objective. To ensure that the implementation of system‟s
polices meet the specification of the system, continued review and participation
of the manager is necessary.
Need Based : MIS design should be as per the information needs of managers at
different levels.
Exception Based : MIS should be developed on the exception based also, which
means that in an abnormal situation, there should be immediate reporting about
the exceptional situation to the decision –makers at the required level.
Future Oriented : MIS should not merely provide past of historical information;
rather it should provide information, on the basis of future projections on the
actions to be initiated.
Integrated : Integration is significant because of its ability to produce more
meaningful information. Integration means taking a comprehensive view or
looking at the complete picture of the interlocking subsystems that operate
within the company.
Common Data Flow : Common data flow includes avoiding duplication,
combining similar functions and simplifying operations wherever possible. The
development of common data flow is an economically sound and logical concept,
but it must be viewed from a practical angle.
Long Term Planning : MIS is developed over relatively long periods. A heavy
element of planning should be involved.
Sub System Concept : The MIS should be viewed as a single entity, but it must
be broken down into digestible sub-systems which are more meaningful.
Central database : In the MIS there should be common data base for whole
system
For more detail: - http://www.gurukpo.comQ.2 Highlight the Salient Features of
Computer which makes it an essential
component of MIS
OR

With the Penetration of Computer in Business Society, Information System has
got a new meaning, explain.
Ans.: Characteristics of Computerized MIS :
(i) Ability to process data into information with accuracy and high speed. It
involves complex computation, analysis, comparisons and summarization.
(ii) Organizing and updating of huge amount of raw data of related and
unrelated nature, derived from internal and external sources at different
periods of time.
(iii) The information processing and computer technology have been so
advanced that managers are able to obtain real time information about
ongoing activities and events without any waiting period.
(iv) The input data in computer can be converted into different output formats
for a variety of purpose. The system is so organized that managers at
different levels and in different activity units are in a position to obtain
information in whatever form they want , provided that relevant “
programmes” or instructions have been designed for the purpose.
(v) Super-human memory, tremendous volume of data and information and
the set of instructions can be stored in the computer and can be retrieved
as and when needed. Management can get bit of stored information from
the computer in seconds.
Advantages of Computer : The usage of computer gives following advantages in
comparison to manual MIS :
a) Speed : The speed of carrying out the given instructions logically and
numerically is incomparable between computers and human beings. A
computer can perform and give instructions in less than a millionth of
second
b) Accuracy : Computer can calculate very accurately without any errors.
c) Reliability : The information stored in the computer is in digital format.
The information can be stored for a long time and have long life. A user
may feel comfortable and be rely on, while using information stored in
computer.
d) Storage : Computer can store huge data for a long time in comparison to
human brain.
For more detail: - http://www.gurukpo.come) Automaticity : Computers perform
automatically in user friendly and
menu driven program.
f) Repetitiveness : Computer can be used repetitively to process information
without any mental fatigue as in case of human brain.
g) Diligence : A computer is an electronic device. It does not suffer from the
human traits of lack of concentration.
h) No Feeling : Computers are devoid of any emotions. They have no feelings
and no instincts because they are machines.
Limitations of Computer :

a) Lack of Common Sense : Computer is only an electronic device. It can not
think. If we provide an incorrect data, it does not have a commonsense to
question the correctness of the data.
b) Memory Without Brain : Computer can store data in its memory;
however, if a wrong instruction is given to computer it does not have a
brain to correct the wrong instruction.
Q.3 Discuss an Organizational Need for MIS in a Company?
Ans.: To facilitate the management decision making at all levels of company, the MIS
must be integrated. MIS units are company wide. MIS is available for the Top
management. The top management of company should play an active role in
designing, modifying and maintenance of the total organization wide
management information system.
Information system and Information technology have become a vital component
of any successful business and are regarded as major functional areas just like
any other functional area of a business organization like marketing, finance,
production and HR. Thus it is important to understand the area of information
system just like any other functional area in the business. MIS is important
because all businesses have a need for information about the tasks which are to
be performed. Information and technology is used as a tool for solving problems
and providing opportunities for increasing productivity and quality.
Information has always been important but it has never been so available, so
current and so overwhelming. Efforts have been made for collection and retrieval
of information, However, challenges still remain in the selection analysis and
interpretation of the information that will further improve decision making and
productivity.
For more detail: - http://www.gurukpo.comMIS for a Business Organization :
Support the Business Process : Treats inputs as a request from the customer and
outputs as services to customer. Supports current operations and use the system
to influence further way of working.
Support Operation of a Business Organization : MIS supports operations of a
business organization by giving timely information, maintenance and
enhancement which provides flexibility in the operation of an organizations.
To Support Decision Making : MIS supports the decision making by employee
in their daily operations. MIS also supports managers in decision making to
meet the goals and objectives of the organization. Different mathematical models
and IT tools are used for the purpose evolving strategies to meet competitive
needs.
Strategies for an Organization : Today each business is running in a competitive
market. MIS supports the organization to evolve appropriate strategies for the
business to assented in a competitive environment.
Q.4 Discuss the Prerequisites of an Effective MIS?
Ans.: Essential Requirement of an Effective MIS :
(i) Qualified System and Management Staff : The prerequisite of an effective

MIS is that it should be managed by qualified officers. These officers
should have a mutual understanding about the roles and responsibilities of
each other. be understand clearly the view of their fellow officers. For this,
each organization should have two categories of officers :
(a) System and Computer Experts who in addition to their expertise in
their subject area , they should also be capable of understanding
management concepts to facilitate the understanding of problems
asked by concern. They should also be clear about the process of
decision making and information requirements for planning.
(b) Management experts who should also understand quite-clearly the
concepts and operations of a computer. This basic knowledge of
computer will be useful will place them in a comfortable position,
while working with systems, technicians in designing or other wise,
of the information system.
(ii) Futuristic Perspective : An effective MIS should be capable of meeting the
future requirements of its executives as well. This capability can be
achieved by regular monitoring and updating the MIS.
For more detail: - http://www.gurukpo.com(iii) Support of Top Management : For a
management information system to
be effective, it must receive the full support of top management. The
Reasons for this are :
(a) Subordinate managers are usually lethargic about activities which
do not receive the support of their superiors.
(b) The resources involved in computer based information system are
larger and are growing larger and larger in view of importance
gained by management information system.
(iv) Common Database : It is an integrated collection of data and information
which is utilized by several information subsystems of an organization. A
common database may be defined as a super file which consolidates and
integrates data records formerly stored in a separate data file. Such a
database can be organized as an integrated collection of data records into a
single super file or it can be organized as an integrated collection of several
data file.
(v) Control and maintenance of MIS : Control of the MIS means the operation
of the system as it was designed to operate. Some times, users develop
their own procedures or short cut methods to use the system which
reduces its effectiveness.
□ □ □
Information System for Decision Making
Q.1 What do you understand by Decision Making? Discuss the nature and
characteristics of Decision?

Ans.: The word “decision “is derived from the Latin word “decido”. Which means “A
decision, therefore is
• A Settlement
• A fixed intuition to bringing to a conclusive result
• A judgment
• A resolution
Decision : A decision is the choice out of several options made by the decision
maker to achieve some objective in a given situation.
Business Decision : Business decisions are those which are made in the process
of conducting business to achieve its objective in a given situation.
Characteristic of Business Decision Making :
a) Sequential in nature.
b) Exceedingly complex due to risk and trade off.
c) Influenced by personal values.
d) Made in institutional setting and business environment.
Rational Decision Making : A rational decision is the one which, effectively and
efficiently, ensure the achievement of the goal for which the decision is made .In
reality there is no right or wrong decision but a rational decision or irrational
decision which depends on situation.
Type of Rationality :
Objectively : Maximum the value of the objectives.
Subjective : If it is minimize the attainment of value in relation to the knowledge
and awareness of subject.
Consciously : Extent the process of the decision making is a conscious one
Organizationally : degree of the orientation towards the organization.
For more detail: - http://www.gurukpo.comPersonal: Rational to the extent is
achieve‟s an individual‟s personal reason
(goals).
Type of Decision Making System : There are two types of decision making
system on the basis of knowledge about the environment.
(i) Closed : If the manager operates in a known environment then it is called
closed decision making system.
Conditions :
a) Manager knows the set of decision alternative and know their
outcome in term of values.
b) Manager has a model, by which decision alternatives can be
generated, tested and ranked.
c) The manager can choose one of them, based on some goal or
objective.
(ii) Open : If the manager operates in unknown environment then it is called
open decision making.
Conditions :
a) Manager does not know all alternatives.

b) Outcome is not known.
c) No methods or models are used.
d) Decide objective or goal; select one where his aspirates or desire are
met best.
Types of Decision : Types of decision are based on the degree of knowledge
about the out come of the events which are yet to take place.
Certainty : If the manager has full knowledge of event or outcome then it is a
situation of certainty.
Risk : If the manager has partial knowledge or probabilistic knowledge then it is
decision under risk.
Uncertainty : If the manager does not have any knowledge, it is decision making
under uncertainty
MIS converts the uncertainty to risk and risk to certainty. The decision at the low
level management is certain, at middle level of the management the decision is
under risk and at the top level management the decision is in under uncertain.
Nature of decision : Decision making is a complex task. To resolve the
complexity the nature of decision are of two types :
Programmed and Non-Programmed Decision :
For more detail: - http://www.gurukpo.coma) If a decision can be based on a rule,
methods or even guidelines, it is called
the programmed decision.
b) A decision which can not be made by using a rule or model is the nonprogrammed
decision.
Q.2 Discuss the essential steps in process of Decision Making?
Ans.: Decision making process is same as Hebert Simon Model.
Q.3 What is DSS? What is the purpose of Decision Support System in MIS.
Ans.: Decision Support System refers to a class of systems which support in the
process of decision making and does not always give a decision it self.
Decision Support Systems (DSS) are a specific class of computerized information
system that supports business and organizational decision-making activities. A
properly designed DSS is an interactive software-based system intended to help
decision makers compile useful information from raw data, documents, personal
knowledge, and/or business models to identify and solve problems and make
decisions
DSS is an application of Hebert Simon model, as discussed, the model has three
phases :
i) Intelligence
ii) Design
iii) Choice
The DSS basically helps in the information system in the intelligence phase where
the objective is to identify the problem and then go to the design phase for
solution. The choice of selection criteria varies from problem to problem.
It is therefore, required to go through these phases again and again till

satisfactory solution is found.
In the following three phase cycle, you may use inquiry, analysis, and models
and accounting system to come to rational solution.
These systems are helpful where the decision maker calls for complex
manipulation of data and use of several methods to reach an acceptable solution
using different analysis approach. The decision support system helps in making a
decision and also in performance analysis. DSS can be built around the rule in
case of programmable decision situation. The rules are not fixed or
predetermined and requires every time the user to go through the decision
making cycle as indicated in Herbert Simon model.
Attributes :
For more detail: - http://www.gurukpo.comi) DSS should be adaptable and flexible.
ii) DSS should be interactive and provide ease of use.
iii) Effectiveness balanced with efficiency (benefit must exceed cost).
iv) Complete control by decision-makers.
v) Ease of development by (modification to suit needs and changing
environment) end users.
vi) Support modeling and analysis.
vii) Data access.
viii) Standalone, integration and Web-based
DSS Characteristics :
i) Support for decision makers in semi structured and unstructured
problems.
ii) Support managers at all levels.
iii) Support individuals and groups.
iv) Support for interdependent or sequential decisions.
v) Support intelligence, design, choice, and implementation.
vi) Support variety of decision processes and styles
Q.4 Discuss in brief the Hebert A. Simon „Decision Support System Model‟.
Define the term Intelligence, Design and Choice as Model.
OR
Discuss the essential steps in process of decision making.
Ans.: There are three phases in Hebert Simon model :
Hebert Simon Model
INTELLIGENCE
DESIGN
CHIOCE
For more detail: - http://www.gurukpo.comIntelligence : In this phase MIS collects
the raw data. Further the data is sorted
and merged with other data and computation are made, examined and
presented. In this phase, the attention of the manager is drawn to the entire
problem situation, calling for a decision.

Design : Manager develops a model of problem situation on which he can
generate and test, summarizing the different decision alternatives and test the
feasibility of implementation. Assess the value of the decision outcome.
Choice : In this phase the manager evolves a selection criterion and selects one
alternative as decision based on selection criteria.
In these three phases if the manager fails to reach a decision, he starts the process
all over again from intelligence phase where additional data and information is
collected, the decision making process is refined, the selection criteria is changed
and a decision is arrived at.
□ □ □
Information
Q.1 What do you understand by Information? What are the characteristics of
Information?
Ans.: Data : Data is raw facts. Data is like raw material. Data does not interrelate and
also it does not help in decision making. Data is defined as groups of nonrandom
symbols in the form of text, images, voice representing quantities, action
and objects.
Information : Information is the product of data processing. Information is
interrelated data. Information is equivalent to finished goods produced after
processing the raw material. The information has a value in decision making.
Information brings clarity and creates an intelligent human response in the mind.
According to Davis and Olson : “Information is a data that has been processed
into a form that is meaningful to recipient and is of real or perceived value in the
current or the prospective action or decision of recipient.”
Information Generation
It is a most critical resource of the organization. Managing the information means
managing future. Information is knowledge that one derives from facts placed in
the right context with the purpose of reducing uncertainty.
Characteristics of Information :
The parameters of a good quality are difficult to determine for information.
Quality of information refers to its fitness for use, or its reliability.
Following are the essential characteristic features :
i) Timeliness : Timeliness means that information must reach the recipients
within the prescribed timeframes. For effective decision-making,
information must reach the decision-maker at the right time, i.e. recipients
must get information when they need it. Delays destroys the value of
information. The characteristic of timeliness, to be effective, should also
include up-to-date, i.e. current information.
Data Processing Information
For more detail: - http://www.gurukpo.comii) Accuracy : Information should be
accurate. It means that information

should be free from mistakes, errors &, clear Accuracy also means that the
information is free from bias. Wrong information given to management
would result in wrong decisions. As managers decisions are based on the
information supplied in MIS reports, all managers need accurate
information.
iii) Relevance : Information is said to be relevant if it answers especially for
the recipient what, why, where, when, who and why? In other words, the
MIS should serve reports to managers which is useful and the information
helps them to make decisions..
iv) Adequacy : Adequacy means information must be sufficient in quantity,
i.e. MIS must provide reports containing information which is required in
the deciding processes of decision-making. The report should not give
inadequate or for that matter, more than adequate information, which may
create a difficult situation for the decision-maker. Whereas inadequacy of
information leads to crises, information overload results in chaos.
v) Completeness : The information which is given to a manager must be
complete and should meet all his needs. Incomplete information may
result in wrong decisions and thus may prove costly to the organization.
vi) Explicitness : A report is said to be of good quality if it does not require
further analysis by the recipients for decision making.
vii) Impartiality : Impartial information contains no bias and has been
collected without any distorted view of the situation.
Q.2 What are the different types of Information?
Ans.: Classification of Information : The information can be classified in a number of
ways provide to better understanding.
Jhon Dearden of Harvard University classifies information in the following
manner :
(1) Action Verses No-Action Information : The information which induces
action is called action Information. „No stock„report calling a purchase
action is an action information.
The information which communicates only the status is No-Action
Information. The stock balance is no-action information.
(2) Recurring Verses No-Recurring Information : The information generated
at regular intervals is Recurring Information. The monthly sales reports,
the stock statement, the trial balance, etc are recurring information. The
For more detail: - http://www.gurukpo.comfinancial analysis or the report on the
market research study is norecurring information.
(3) Internal and external information : The information generated through
the internal sources of the organization is termed as Internal Information,
while the information generated through the govt. reports, the industry
survey etc., termed as External Information, as the sources of the data are
outside the organization.
The information can also be classified, in terms of its application :

• Planning Information : Certain standard norms and specifications are
used in planning of any activity. Hence such information is called the
Planning Information. e. g. Time standard, design standard.
• Control Information : Reporting the status of an activity through a
feedback mechanism is called the Controlling Information. When such
information shows a deviation from the goal or the objective, it will induce
a decision or an action leading to control.
• Knowledge Information : A collection of information through the library
records and the research studies to build up a knowledge base as an
information is known as Knowledge Information.
• Organization Information : When the information is used by everybody in
the organization, it is called Organization Information. Employee and
payroll Information is used by a number of people in an organization.
• Functional/ Operational Information : When the information is used in
the operation of a business it is called Functional/Operational
Information.
• Database Information : When the information has multiple use and
application, it is called as database information. Material specification or
supplier information is stored for multiple users.
Q.3 Explain the level of business activity with reference to information required?
Ans.: While developing an information management strategy within an organization,
it
is useful to consider informations need at on three levels :
• Corporate (Top Level )
• Team, Division, Business Unit (Middle Level)
• Individual (Low Level )
The needs of each of these three levels must be met if a coordinated and effective
solution is to be maintained in the long-term.
For more detail: - http://www.gurukpo.comFailure to address any one of the levels
will lead to areas of the business or
individuals finding their own solution, which may not fit well within the
strategic goals of the organization.
Corporate (Top Level Information) : At the top level corporate information that
is useful for the whole organization. This 'global' information is generally well
addressed by the corporate intranet. Examples of corporate information include
policies and procedures, HR information, online forms, phone directory, etc.
Interestingly, there may be a limited amount of truly global information, and it
may not deliver the greatest (measurable) business benefits.
Team, division, business unit (Middle level) : The middle level is perhaps the
most important, as it covers all the information shared within teams, divisions,
business units, etc. This information may be critical to the day-to-day activities of
the group, but of little interest to the rest of the organization. Examples include
project documentation, business unit specific content, meeting minutes, etc. This

level is generally poorly-served within organizations, although collaboration
tools are increasingly being used to address team information needs. It is also
being recognized that it is this 'local' information that may be the most valuable,
in terms of driving the day-to-day activity of the organization.
Levels of Informations Need
Individual (Low Level) : At the lowest level the personal information need of
staff exists throughout the organization. Examples include correspondence,
reports and spreadsheets. In most organizations, staff must struggle with using
email to meet their information management needs. While staff generally
recognizes the inadequacy of e-mail, they have few other approaches or
technologies at their disposal.
Managing the Levels : While managing the information at each of the three
levels, consider aspects need consideration:
• An information management solution must be provided for staff at each of
the three levels.
For more detail: - http://www.gurukpo.com• If corporate solutions aren't provided,
then staff will find their own
solutions. This is the source of poor-quality intranet sub-sites, and other
undesirable approaches.
• A clear policy must be developed, outlining when and how it will apply at
all the three levels and how information should be managed at each level.
• Processes must be put in place to 'bubble up' or 'promote' information
from lower levels to higher levels. For example, some team-generated
information will be critical for the whole organization.
• As much as possible, a seamless information management environment
should be delivered that covers all the three levels.
Q.4 What do you understand by Information System? Discuss various type of
Information.
Ans.: A business has several information systems :
(A) Formal Information System
(B) Informal Information System
(C) Computer Based Information System
Formal Information System : It is based on organizational chart represented by
the organization.
Informal Information System : It is an employee based system designed to meet
personal and vocational needs and to help in the solution of work-related
problems. It also funnels information upward through indirect channels. It works
within the framework of the business and its stated policies.
Computer Based Information System (CBIS) : This category of information
system depends mainly on the computer for handling business application.
System analysis develops different types of information system to meet variety of
business needs. There is class of system known as collectively as computer based
information system. They can be classified as :

• Transaction Processing System (TPS)
• Management Information System(MIS)
• Decision Making System (DSS)
• Office Automation System (OAS)
For more detail: - http://www.gurukpo.comQ.5 What do you mean by Value of
Information?
Ans.: Dimensions of Information : There are three most common dimensions of
information for MIS :
(i) Economic Dimension : Economic dimension of information refers to the
cost of information and its benefits. Generation of information costs
money. Measuring cost and benefit of information is difficult because of
intangible characteristic of information.
Cost of Information : Cost of information may include: Cost of acquiring
data, Cost of maintaining data, Cost of generating information and Cost of
communication information. Cost related to the response time require to
generate information and communicating it. Thus, for system with low
response time, the cost is high. The cost is depends on accuracy, speed of
generation etc.
Value of Information : Information has a cost for its acquisition and
maintenance. Thus before a particular piece of information is acquired,
decision maker must know its value. The information has a perceived
value in terms of decision making. The decision maker feels more secured
when additional information is received in case of decision making under
uncertainty or risk.
Perfect Information : The information is called a Perfect Information, if it
wipes out uncertainty or risk completely. However, perfect information is
a myth.
The value of information is the value of the change in decision behavior
because of the information. The change in the behaviour due to new
information is measured to determine the benefit from its use. To arrive at
the value of information, the cost incurred to get this information is
deducted from the benefit.
Value of information = Cost to get information-benefit
Given a set of possible decisions, a decision maker will select one on the
basis of the available information. If the new information causes a change
in the decision, then the value of information is the difference in the value
between outcome of the old decision and that of new decision, less the cost
obtaining the new information. The value of the additional information
making the existing information perfect (VPI) is:
VPI = (V2 - V1) - (C2 - C1)
For more detail: - http://www.gurukpo.comWhere V is the value of the information
and C is the cost of obtaining the

information. V1 and C1 relate to one set of information V2, C2 relate to the
new set.
In MIS, the concept of the value of information is used to find out the
benefit of perfect information and if the value is significantly high, the
system should provide it. If the value is insignificant, it would not be
worth collecting the additional information.
(ii) Business Dimension : Different types of information are required by
managers at different levels of the management hierarchy. The
information needs of managers at strategic planning level are altogether
different that those of operational control managers. It is because of the
fact that managers at different levels are required to perform different
functions in an organization.
(iii) Technical Dimension : This dimension of information refers to the
technical aspects of the database. It includes the capacity of database,
response time, security, validity, data interrelationship etc.
Q.6 What is the difference between Data Processing and Information Processing?
Ans.: Data Processing : Data Processing is a process that converts data into
information or knowledge. The processing is usually assumed to be automated
and running on a computer. Because data are most useful when well-presented
and actually informative, data-processing systems are often referred to as
information systems to emphasize their practicality. Nevertheless, both terms are
roughly synonymous, performing similar conversions; data-processing systems
typically manipulate raw data into information, and likewise information
systems typically take raw data as input to produce information as output.
Data processing is that a business has collected numerous data concerning an
aspect of its operations and that this multitude of data must be presented in
meaningful, easy-to-access presentations for the managers who must then use
that information to increase revenue or to decrease cost. That conversion and
presentation of data as information is typically performed by a data-processing
application.
Information Processing : Information processing is the change or processing of
information in any manner detectable by an observer.
Information processing may more specifically be defined in terms by Claude E.
Shannon as the conversion of latent information into manifest information.
Latent and manifest information is defined through the terms of equivocation,
For more detail: - http://www.gurukpo.comremaining uncertainty, what value the
sender has actually chosen, dissipation
uncertainty of the sender what the receiver has actually received and
transformation saved effort of questioning - equivocation minus dissipation.
Practical Information Processing can be described as a cycle, where data which
may have no inherent meaning to the observer is converted into information,
which does have meaning to the observer.
Q.7 What are the different methods for Data Collection?

Ans.: Methods of Data and Information Collection : Several methods are available
for
the collection of data. The choice of method will have an impact on the quality of
information. Similarly the design of data collection method also decides the
quality of data and information.
Following are the methods of data collection :
i) Observation
ii) Experiment
iii) Survey
iv) Subjective Estimation
v) Transaction Processing
vi) Purchase from Outside
vii) Publication
viii) Government Agencies
□ □ □
Development of MIS
Q.1 What is MIS Planning? Discuss the need and objectives of MIS Planning.
OR
What are the objectives and need of MIS Planning?
Ans.: The plan for development and its implementation is a basic necessity for MIS.
In MIS the information is recognized as major resource like capital and time. If
this resource has to be managed well, it calls upon the management to plan for it
and control it, so that the information becomes a vital resource for the system.
The management information system needs good planning. This system should
deal with the management information not with data processing alone. It should
provide support for the management planning, decision making and action. It
should provide support to the changing needs of business management.
A long range MIS plan provides direction for the development of the system and
provides a basis for achieving the specific targets or tasks against time frame.
Following are the contents of MIS planning :
MIS Goals and Objectives : It is necessary to develop the goal and objectives for
the MIS which will support the business goals. The MIS goals and objectives will
consider management philosophy, policy constraints, Business risk, internal and
external environment of the organization and business. The goals and objectives
of the MIS would be so stated that they can be measured. The typical statements
of the goals can be providing online information on the stock and market; the
query processing should not exceed more than three seconds and the like.
Strategy for Plan Achievement : The designer has to take a number of strategic
decisions for the achievement of MIS goals and objectives. They are
a) Development Strategy : Ex. an online, batch , a real time.
b) System Development Strategy : Designer selects an approach to system
development like operational verses functional, accounting verses

analysis.
c) Resources for the Development : Designer has to select resources.
Resources ca be in-house verses external, customized or use of package.
d) Manpower Composition : The staff should have the staffs of an analyst,
and programmer.
For more detail: - http://www.gurukpo.comThe Architecture of MIS : The
architecture of the MIS plan provides a system
and subsystem structure and their input, output and linkage. It spells out in
details the subsystem from the data entry to processing, analysis to modeling and
storage to printing.
The System Development Schedule : A schedule is made for development of the
system. While preparing a schedule due consideration is given to importance of
the system in the overall information requirements. This development schedule is
to be weighed against the time scale for achieving certain information
requirements.
Hardware and Software Plan : Giving due regards to the technical and
operational feasibility, the economics of investment is worked out. Then the plan
of procurement is made after selecting the hardware and software. One can take
the phased approach of investing starting from the lower configuration of
hardware going to the higher as development take place. The process needs
matching the technical decisions with the financial decisions.
Q.2 What are the stages of Development of MIS?
Ans.: In order to develop a system successfully, it is managed by breaking the total
development process into smaller basic activities or phases. Any system
development process, in general, is understood to have the following phases :
i) Systems Planning
ii) Systems Analysis
iii) Systems Design
iv) Systems Implementation
v) Systems Operation and Support
Q.3 What are different approaches to Development of MIS?
Ans.: There are two basic approaches for development of MIS :
a) System development life cycle : The system development life cycle have
following steps of development :
i) Systems Planning
ii) Systems Analysis
iii) Systems Design
iv) Systems Implementation
v) Systems Operation and Support (System Maintenance)
b) Prototyping : Prototyping is the process of creating an incomplete model
of the future full-featured system, which can be used to let the users have a

For more detail: - http://www.gurukpo.comfirst idea of the completed program or
allow the clients to evaluate the
program.
Advantages :
i) The designer and implementer can obtain feedback from the users
early in the project development.
ii) The client and the contractor can compare that the developing
system matches with the system specification, according to which
the system is built.
iii) It also gives the engineer some idea about the accuracy of initial
project estimates and whether the deadlines can be successfully
met.
The process of prototyping involves the following steps :
i) Identify basic requirements.
ii) Develop initial prototype.
iii) Review : The customers, including end-users, examine the
prototype and provide feedback for additions or changes.
iv) Revise and Enhance the Prototype : Using the feedback both the
specifications and the prototype can be improved. If changes are
introduced then a repetition of steps 3 and 4 may be needed.
Types of prototyping : System prototyping are of various kinds.
However, all the methods are in some way based on two major types of
prototyping :
• Throwaway Prototyping : Throwaway or Rapid Prototyping refers
to the creation of a model that will eventually be discarded rather
than becoming part of the finally delivered system. After
preliminary requirements gathering is accomplished, a simple
working model of the system is constructed to visually show the
users what their requirements may look like when they are
implemented into a finished system. The most obvious reason for
using Throwaway Prototyping is that it can be done quickly.
• Evolutionary Prototyping : Evolutionary Prototyping (also known
as Breadboard Prototyping) is quite different from Throwaway
Prototyping. The main goal when using Evolutionary Prototyping
is to build a very good prototype in a structured manner so that we
can refine it or make further changes to it. The reason for this is
that the Evolutionary prototype, when built, forms the heart of the
new system, and the improvements and further requirements will
For more detail: - http://www.gurukpo.combe built on to it. It is not discarded or
removed like the Throwaway
Prototype. When developing a system using Evolutionary
Prototyping, the system is continually refined and rebuilt.
• Incremental Prototyping : The final product is built as separate

prototypes. At the end the separate prototypes are merged in an
overall design.
Advantages of Prototyping :
i) Reduced Time and Costs : Prototyping can improve the quality of
requirements and specifications provided to developers. Early
determination of what the user really wants can result in faster and
less expensive software.
ii) Improved and Increased User Involvement : Prototyping requires
user involvement and allows them to see and interact with a
prototype; allowing them to provide better and more complete
feedback and specifications. Since users know the problem better
than anyone, the final product is more likely to satisfy the users
desire for look, feel and performance.
Disadvantages of Prototyping :
i) Insufficient Analysis : Since a model has to be created, developers
will not properly analyse the complete project. This may lead to a
poor prototype and a final project that will not satisfy the users.
ii) User Confusion for Prototype and Finished System : Users can
begin to think that a prototype, intended to be thrown away, is
actually a final system that merely needs to be finished or polished.
Users can also become attached to features that were included in a
prototype for consideration and then removed from the
specification for a final system.
iii) Excessive Development Time of the Prototype : A key property to
prototyping is the fact that it is supposed to be done quickly. If the
developers forget about this fact, they will develop a prototype that
is too complex.
iv) Expense of Implementing Prototyping : The start up costs for
building a development team focused on prototyping may be high.
Many companies have to train the team for this purpose which
needs extra expensive?
Q.4 Factors responsible for Development of MIS?
Ans.: Factors Responsible for the development of MIS are numerous and have been
a
prime concern for many Researchers and Practitioners. Both Inter and external
For more detail: - http://www.gurukpo.comfactors must be taken into account when
trying to understand and organization‟s
criteria for deciding about technology. The following are the factors which are
responsible for development of MIS :
1. External
2. Internal
External Factors : External Factors are conditions that exist in organization‟s
external environment. The factors can be found at the industry level or in

national policies.
(a) Industry level : At the industry level, we are looking at characteristics as
degree of diffusion of certain technologies, the availability of external
know-how, for example, technology suppliers, the degree of
innovativeness of the industry, the requirements imposed by major
customers and external markets and overall levels of competition and
technology sophistication in the industry.
(b) National Policies : For the external factors the national policies also affect
the organization that indirectly affects the subsystems of the organization.
Internal Factors : Internal factors internal of the firm that may affect the
development of MIS can be grouped into three categories:
i) Past Experience with Technology : The organizations past experience
about the technology in terms of exposure and organizational learning
ultimately affects its future in developing technology.
ii) Organizational Characteristics : An organization‟s characteristic like size,
influence the adoption of MIS application in organization. The adoption of
certain technologies may appear more appropriate for the larger firms
because of the large capital investments and the skilled human resources
involve in the implementation and operation of such technologies. Smaller
firms are less affected by organizational inertia and they show a greater
degree of involvement of organizational member‟s especially top
management during implementation. Ready to use software and less
expensive equipments of MIS application are more attractive to smaller
firms.
iii) Organizational Pursued strategy : Internal factors deal with the
organizations pursued strategy on both orientation and technology policy.
An organization‟s strategy reflects its action with market and technology,
which ultimately modify its experience and consequently its overall
characteristics and capabilities. The need for a strong technology has been
advocated by a number of authors and investments in MIS should
therefore be closely aligned with overall corporate strategy.
For more detail: - http://www.gurukpo.comOther Factors :
Customer Satisfaction : Development of MIS is affected by customer satisfaction.
Customer of the services should be satisfied by the presented system.
Effective : Development should be effective in terms of organizational benefit &
user satisfaction.
Efficient : Development should use all the resources, organization values
efficiently.
□ □ □
Database Management Systems
Q.1 What do you understand by Database Management System? What are its

objectives? Discuss the various elements of Database System.
Ans.: A database management system is a collection of interrelated data and a set of
program to access those data. The collection of data, usually referred to as the
“Database” contains information relevant to an enterprise. The primary goal of a
DBMS is to provide a way to store and retrieve database information that is both
convenient and efficient.
Database : An organization must have accurate and reliable data for effective
decision making. For this, the organization maintains records of various facts of
its operation by building appropriate models of the diverse classes of objects of
interest. The models capture the essential properties of the objects and records
relationship among them. Such related data is called “Database”
Objectives :
i) The users of the database establish their view of the data and its structure
without regards to the actual physical storage of the data.
ii) That the database establishes a uniform high level of accuracy and
consistency. Validation rules are applied by the DBMS.
iii) The data should be available for use by application and by queries.
iv) The data item prepared by one application are available to all applications
or queries. No data items are owned by an application.
v) The data base can be evolved according to application usage and query
needs.
Elements of DBMS : The elements of database management system are :
i) Database : Databases are banks and is an important constituent of any
information system. Data bank for computerized information is organized
in the form of a collection of file stored on secondary storage media. A file
is a collection of records for each entity in the system. The record being a
collection of data items representing the attributes of an entity.
For more detail: - http://www.gurukpo.comii) People : The people involved with the
database system can be divided into
2 groups: those who use the information system provided by the system
and those who design develop and manage the system itself.
iii) Database Planning and Design Technique : Since the database system
involves people from all parts of organization with variety of information
needs the development and operation of database system must be very
carefully planned and managed. The data must be carefully designed to
provide efficient excess to information required by different users.
iv) Computer Hardware and Software : Computer hardware and software for
DBMS are two different important elements of DBMS. They are
technological foundation of DBMS.
Q.2 What is Database Design? And objectives of Database Design?
Ans.: Database design is the process of designing the overall schema of database.
This
process is mainly divided in four phases: analysis phase, design phase refinement

phase and physical design phase.
Analysis Phases : This is the initial phase of database design which includes the
specification of data stored; operation applied on the stored data and description
of application which use the data stored. This phase also takes care of existing
system, its requirements and operation performed, so that expectation from the
new system can be understood.
Design Phase : It is not real analysis of enterprise. The output of the design phase
is directly converted into real database. This is divided into two parts :
a) Conceptual Design : The information gathered in first phase is converted
into data model which is used to specify data stored, data relationship and
constraints applied on stored data.
b) Logical Design : Information represented in data model is converted into
database schema of chosen DBMS or the conceptual schema mentioned
above is applied for implementation from database schema.
Refinement Phase : This phase is used to correct problems which are
encountered while analyzing the relations of database schema. This phase is used
to
i) Analyze the relations.
ii) Identify the anomalies.
iii) Refine database schema to correct or remove anomalies.
For more detail: - http://www.gurukpo.comPhysical design : This phase is used to
create physical schema corresponding to
the logical schema. It is used to specify internal storage structure and file
organization that is required to store the data.
Q.3 What is Database Management System? Discuss different models of Database.
Which is mostly used and why?
Ans.: A data model is not just a way of structuring data: it also defines a set of
operations that can be performed on the data. A data model is a mechanism that
provides abstraction for the database application. Database modeling is used for
representing entities of interest and their relationship in database. It allows the
conceptualization of the association between various entities and their attributes.
Following are the different models of DBMS :
• Hierarchical Model
• Network Model
• Relational Model
. Most database systems are built around one particular data model, although it is
increasingly common for products to offer support for more than one model.
Hierarchical Model : In a hierarchical model, data is organized into a tree-like
structure, implying a single upward link in each record to describe the nesting,
and a sort field to keep the records in a particular order in each same-level list.
Hierarchical structures were widely used in the early mainframe database
management systems, such as the Information Management System (IMS) by
IBM. This structure allows 1 : N relationship between two types of data. This

structure is very efficient to describe many relationships in the real world;
recipes, table of contents, ordering of paragraphs, any nested and sorted
information. However, the hierarchical structure is inefficient for certain database
operations when a full path is not included for each record.
One limitation of the hierarchical model is its inability to efficiently represent
redundancy in data.
For more detail: - http://www.gurukpo.comHierarchical structure of product
(HDBMS)
Network Model : The network model organizes data using two fundamental
constructs, called records and sets. Records contain fields; Sets define one-tomany
relationships between records: one owner, many members. A record may
be an owner in any number of sets, and a member in any number of sets.
The network model is a variation on the hierarchical model, to the extent that it is
built on the concept of multiple branches emanating from one or more nodes.
The model differs from the hierarchical model as in network model branches can
be connected to multiple nodes. The network model is able to represent
redundancy in data more efficiently than in the hierarchical model.
Although it is not an essential feature of the model, network databases generally
implement the set relationships by means of pointers that directly address the
location of a record on disk. This gives excellent retrieval performance, at the
expense of operations such as database loading and reorganization.
PRODUCT LEVEL 1
LEVEL 2
LEVEL 4
LEVEL 5
LEVEL 3
ASSEMBLY
SUBASSEMBLY
PARTS
COMPONENTS
For more detail: - http://www.gurukpo.comProduct Database in NDBMS
Relational Model : Three key terms are used extensively in relational database
models : relations, attributes, and domains. A relation is a table with columns
and rows. The named columns of the relation are called attributes, and the
domain is the set of values the attributes are allowed to take.
The basic data structure of the relational model is the table, where information
about a particular entity is represented in columns and rows, also called tuples.
Thus, the "relation" in "relational database" refers to the various tables in the
database; a relation is a set of tuples. The columns enumerate the various
attributes of the entity and a row is an actual instance of the entity that is
represented by the relation. As a result, each tuple of the employee table
represents various attributes of a single employee.

All relations in a relational database have to adhere to some basic rules to qualify
as relations. First, the ordering of columns is immaterial in a table. Second, there
can't be identical tuples or rows in a table. And third, each tuple will contain a
single value for each of its attributes.
P
P
SA
SA
SA
R
R
R
R
R
C
C
C
C
C
A
A
For more detail: - http://www.gurukpo.comProduct database:
Component number Component name
100 Washer
102 nut
109 bolt
111 screw
Part component table:
Component
number
Part number Usage of component in the part
Component
name
100 10 3 Washer
102 11 2 nut
109 12 1 bolt
111 14 4 screw
100 10 3 Washer
109 10 4 bolt
111 12 6 screw
Product database in RDBMS
The flexibility of relational databases allows programmers to write queries that
were not anticipated by the database designers. As a result, relational databases

can be used by multiple applications in ways the original designers did not
foresee, which is especially important for databases that might be used for a long
time. This has made the idea and implementation of relational databases very
popular with business organization.
Q.4 Discuss the different views of Database System.
OR
Throw the light on conceptual, external and internal view of Database System.
Also discuss the relationship among them.
Ans.: There are three levels of DBMS architecture :
a) Internal : Also known as storage level. This level is closest to physical
storage. That it is the one concerned with the way data is stored inside the
concept system. Internal level is defined in terms of machine oriented
constructs such as bits and bytes.
For more detail: - http://www.gurukpo.comb) Conceptual : Conceptual level is
defined in terms of user oriented
constructs such as records. This is also called community logical level. It is
a level of direction between the other 2 levels.
c) External Level : Also called user logical level. External level is the one
closest to the users, that is , it is the one concerned with the way the data is
seen by individual user.
Ex :
Internal Conceptual External
Stored employee BYTES=20
PPEFIX BYTE=6 EMPLOYEE Struct employee
EMP# BYTE=6 EMPLOYEE_NUMBER char emplno(6)
DEPT# BYTE=4 DEPARTMENT_NUMBER char dptno(4)
PEY BYTE=4 SALARY int salary
Q.5 Who is the Database Administrator? Discuss the various functions of Database
Administrator?
Ans.: A Database Administrator (DBA) is a person who is responsible for the
environmental aspects of a database. An effective administrator skills include :
• Recoverability - Creating and testing Backups
• Integrity - Verifying or helping to verify data integrity
• Security - Defining and/or implementing access controls to the data
• Availability - Ensuring maximum uptime
• Performance - Ensuring maximum performance
• Development and testing support - Helping programmers and engineers
to efficiently utilize the database.
The role of a database administrator has changed according to the technology of
database management systems as well as the needs of the owners of the
databases. For example, although logical and physical database designs are
traditionally the functions of a Database Analyst or Database Designer, a DBA
may be tasked to perform those duties.

Function of DBA : The responsibilities of a database administrator vary and
depend on the job description, corporate and Information Technology (IT)
policies and the technical features and capabilities of the DBMS being
administered. They nearly always include disaster recovery (backups and testing
of backups), performance analysis and tuning, data dictionary maintenance, and
some database design.
For more detail: - http://www.gurukpo.comSome of the roles of the DBA may
include :
• Installation of New Software : It is primarily the job of the DBA to install
new versions of DBMS software, application software, and other software
related to DBMS administration. It is important that the DBA or other IS
staff members test this new software before it is moved into a production
environment.
• Configuration of Hardware and Software with the System Administrator
: In many cases the system software can only be accessed by the system
administrator. In this case, the DBA must work closely with the system
administrator to perform software installations, and to configure hardware
and software so that it functions optimally with the DBMS.
• Security Administration : One of the main duties of the DBA is to monitor
and administer DBMS security. This involves adding and removing users,
administering quotas, auditing, and checking for security problems.
• Data Analysis : The DBA will frequently be called on to analyze the data
stored in the database and to make recommendations relating to
performance and efficiency of that data storage. This might relate to the
more effective use of indexes, enabling "Parallel Query" execution, or other
DBMS specific features.
• Database Design (Preliminary) : The DBA is often involved at the
preliminary database-design stages. Through the involvement of the DBA,
many problems that might occur can be eliminated. The DBA knows the
DBMS and system, can point out potential problems, and can help the
development team with special performance considerations.
• Data Modeling and Optimization: By modeling the data, it is possible to
optimize the system layout to take the most advantage of the I/O
subsystem.
• Responsible for the administration of existing enterprise databases and the
analysis, design, and creation of new databases.
Q.6 Write short note of Data Access.
Ans.: Data Access: how data can be access from secondary storage device or physical
storage device.
There are 3 methods for data access:
a) Sequential Data Access: In this method data access one after another.
Records are identified by field called “key field”. It is easy method and
easy to design and understand. This method is used in batch processing

environment.
For more detail: - http://www.gurukpo.comb) Direct Access: I is also called random
access. In this method each record is
identified without reading intermediate records. Every record is assigns an
address; whenever a particular record is to be read, altered and deleted
this address is used to perform the operation.
c) Index Sequential Access Method: It is used in batch and online
processing. In this method each record has a key and index associated with
it. Records are stored sequentially by the key field while the index permits
direct access to selected record without requiring a full search of entire file.
It combines positive aspects of direct and sequential methods.
Database Access : Any access to stored data is done by data manager in database
structure. A user‟s request for data is received by the data manager, which
determines the physical record required. The decision as to which physical
record is needed may require some preliminary consultation of database and/or
the data dictionary to the access of the actual data itself. The data manager sends
the request for a specific physical record to the file manager. The manager
decides the physical block of secondary storage device which contains the
required record and sends the request for appropriate block to the disk manager.
A block is a unit of physical input/output operations between primary and
secondary storage. The disk manager retrieves the block and sends it to the file
manager, which sends the required record to the data manager.
□ □ □
For more What is DFD ? or What is Data Flow Diagram?
A data-flow diagram (DFD) is a graphical representation of the "flow" of data through an
information system. DFDs can also be used for the visualization of data processing
(structured design).
On a DFD, data items flow from an external data source or an internal data store to an
internal data store or an external data sink, via an internal process.
A DFD provides no information about the timing or ordering of processes, or about whether
processes will operate in sequence or in parallel. It is therefore quite different from a
flowchart, which shows the flow of control through an algorithm, allowing a reader to
determine what operations will be performed, in what order, and under what circumstances,
but not what kinds of data will be input to and output from the system, nor where the data
will come from and go to, norwhere the data will be stored (all of which are shown on
a DFD).

When it comes to conveying how information data flows through systems (and how that data
is transformed in the process), data flow diagrams (DFDs) are the method of choice over
technical descriptions for three principal reasons.
(1) DFDs are easier to understand by technical and nontechnical audiences.
(2) DFDs can provide a high level system overview, complete with boundaries and
connections to other systems.
(3) DFDs can provide a detailed representation of system components.
DFDs help system designers and others during initial analysis stages visualize a current
system or one that may be necessary to meet new requirements. Systems analysts prefer
working with DFDs, particularly when they require a clear understanding of the boundary
between existing systems and postulated systems. DFDs represent the following:
1. External devices sending and receiving data
2. Processes that change that data
3. Data flows themselves
4. Data storage locations
The hierarchical DFD typically consists of a top-level diagram (Level 0) underlain by
cascading lower level diagrams (Level 1, Level 2…) that represent different parts of the
system.
detail: - http://wwata Flow Diagrams
The following text is derived from the Data Flow Diagram entry in the online Wikipedia.
A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information
system. A data flow diagram can also be used for the visualization of data processing (structured
design). It is common practice for a designer to draw a context-level DFD first which shows the
interaction between the system and outside entities. This context-level DFD is then "exploded" to
show more detail of the system being modeled.
Data flow diagrams were invented by Larry Constantine ... based on Martin and Estrin's "data flow
graph" model of computation. [They] are one of the three essential perspectives of Structured
Systems Analysis and Design Method SSADM. The sponsor of a project and the end users will need
to be briefed and consulted throughout all stages of a system's evolution. With a dataflow diagram,
users are able to visualize how the system will operate, what the system will accomplish, and how
the system will be implemented. The old system's dataflow diagrams can be drawn up and
compared with the new system's dataflow diagrams to draw comparisons to implement a more
efficient system.
Developing a DFD helps in identifying the transaction data in the data model.
For further information on the concepts of Data Flow Diagrams, refer to the Wikipedia item and its linked
sources.

Data Flow Diagrams in Enterprise Architect
Enterprise Architect enables you to develop Data Flow diagrams quickly and simply, through use of an MDG
Technology integrated with the Enterprise Architect installer. The Data Flow diagram facilities are provided in
the form of:
A Data Flow diagram type, accessed through the New Diagram dialog
A Data Flow Diagram page in the Toolbox
Data Flow element and relationship entries in the Toolbox Shortcut Menu and Quick Linker.
Data Flow Diagram Toolbox Page
You can access the Data Flow Diagram page of the Toolbox through the More tools | Data Flow
Diagrams menu option. The following icons are available:
Process is a process or activity in which data is used or generated
External represents an external source, user or depository of the data
Data Store represents an internal physical or electronic repository of data, into and out of which data is
stored and retrieved
Data Flow (connector) represents how data flows through the system, in physical or electronic form
Gate represents the termination point of incoming and outgoing messages on a lower level diagram
(that is, messages to and from processes depicted elsewhere).
When dragged onto a Data Flow diagram, the elements and relationship have the following appearances:

To preserve the simplicity and readability of the diagram, you cannot display the element compartments on
the diagram.
Context Diagram
A Context diagram is a top-level Data Flow diagram that has just one Process element representing the
system being modeled, showing its relationship to external systems.
w.gurukpo.comUnderstanding Data Flow Diagrams
Donald S. Le Vie, Jr.
Data flow diagrams (DFDs) reveal relationships among
and between the various components in a program or
system. DFDs are an important technique for modeling a
system‟s high-level detail by showing how input data is
transformed to output results through a sequence of
functional transformations. DFDs consist of four major
components: entities, processes, data stores, and data

flows. The symbols used to depict how these components
interact in a system are simple and easy to understand;
however, there are several DFD models to work from,
each having its own symbology. DFD syntax does remain
constant by using simple verb and noun constructs. Such
a syntactical relationship of DFDs makes them ideal for
object-oriented analysis and parsing functional
specifications into precise DFDs for the systems analyst.
DEFINING DATA FLOW
DIAGRAMS (DFDs)
When it comes to conveying how information data flows
through systems (and how that data is transformed in the
process), data flow diagrams (DFDs) are the method of
choice over technical descriptions for three principal
reasons.
1. DFDs are easier to understand by technical and
nontechnical audiences
2. DFDs can provide a high level system overview,
complete with boundaries and connections to other
systems
3. DFDs can provide a detailed representation of
system components1
DFDs help system designers and others during initial
analysis stages visualize a current system or one that
may be necessary to meet new requirements. Systems
analysts prefer working with DFDs, particularly when
they require a clear understanding of the boundary
between existing systems and postulated systems. DFDs
represent the following:
1. External devices sending and receiving data
2. Processes that change that data
3. Data flows themselves
4. Data storage locations
The hierarchical DFD typically consists of a top-level
diagram (Level 0) underlain by cascading lower level
diagrams (Level 1, Level 2…) that represent different
parts of the system.
Before There Were DFDs…
Flowcharts and Pseudocode
Years ago, programmers used a combination of
flowcharts and pseudocode (a combination of English

and the programming language being
written) to design
programs. Pseudocode can actually be simpler to read
than corresponding
flowcharts, as

Figure 1
illustrates. Phases of System Development Life Cycle
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ICT Applications
Let us now describe the different phases and the related activities of system development life
cycle in detail. Data Flow Diagrams
Data flow diagrams (DFDs) are a way of representing a system's business
processes, the flow of data into and out of those processes, and the flow of data
between the system and the external agencies with which it interacts. The resulting
graphical views of the system, its processes, and its data flows can be used as a
basis for discussion between system developers and users of the system. A
hierarchy of DFDs is produced, starting with an overview that provides a very
abstract view of the system and ending with a number of diagrams representing the
lowest-level sub-processes. The highest level DFD is the context diagram, which
simply shows the system of interest, the external entities with which it interacts, and

the data flows between the system and the external entities. A typical context
diagram is shown below.
A context diagram for an order management system
You will notice several things about this diagram. An external entity (in this case
"Customer") is shown as an ellipse, appropriately labelled. An external entity is
either a source of data entering the system, or a destination for data leaving the
system, or (more often than not) both. The system itself is simply shown as a
rectangular box with a suitable name. A data flow is represented by a line, suitably
labelled, with an arrow at one end (or in some cases both ends) showing in which
direction the data is flowing. The Customer external entity is duplicated on the
diagram for the sake of clarity, to avoid too many data flows close together. The
diagonal line in the top left corner of the Customer external entity symbol is to
indicate that more than one instance of this entity appears on the diagram. The last
thing of note is the representation of a resource flow("Goods"), which is shown as a
line with a double-headed arrow. The context diagram serves to define the system
boundary. Any entity with which the system interacts, but which is not a part of the
system itself, is an external entity.
Before doing too much work on a set of data flow diagrams, it is worth drawing up a
list of the external entities providing inputs to or receiving outputs from the system,
and identifying those inputs and outputs. In addition, it would be useful to identify all
of the high-level business activities included within the system boundary, and relate
these activities to specific inputs and outputs. The sort of questions to be asked
include questions such as "Who does what, when, where and how?" and "What
data do each of these people need to carry out their tasks?".
We can represent the high-level processes within the system of interest by creating
a level 1 data flow diagram. An example of a level 1 DFD for our order management
system is shown below.

A level 1 data flow diagram for an order management system
We now have three processes, "Manage enquiry", "Manage order", and "Manage
sales ledger". Each process is represented by a rectangle, subdivided into three
smaller rectangles. Each has a descriptive name that provides a clue as to the type
of activity taking place within it, and an ID number in the top left corner. Note that
the ordering of these ID numbers is purely arbitrary, and there is no priority implied
by it. The space to the right of the ID number can be used, if required, to identify the
person or department responsible for the process, or the location at which it occurs.
A process is some activity that receives data, transforms it in some way, and
(usually) outputs it again in a modified format.
We also have three data stores, "Sales orders", "Quotations" and "Invoices". The
data store symbol is also a rectangle, subdivided into two smaller rectangles and
open at one end. The boxed in area at the left side of the data store symbol
contains an ID number, prefixed with a capita "D" (for data, presumably!). Again, no
priority is implied by the numbering of data stores. To the right of the ID number is
the name of the data store, which usually gives a clue as to the kind of information

held. The data store is a generic representation of some physical or electronic data
storage medium, such as index cards or a database file. Like external entities, data
stores can be duplicated on the same diagram for the sake of clarity.
Some rules for data flow diagrams:
all processes must have at least one data in, and one data flow out
each process should represent only one activity at a particular level
each data store must have both inputs and outputs, and relate to at
least one data flow
each external entity must relate to at least one data flow
each data flow must be attached to at least one process
a data flow from an external entity must flow into a process
a data flow to an external entity must flow from a process
a data flow to a data store can only come from a process
a data flow from a data store can only go to a process
As a general rule, the number of processes shown in a DFD should not
exceed twelve
The context diagram and level 1 DFD may well be re-drawn a number of times
before a consensus is reached between developers and users that the diagrams
accurately represent all of the high level processes, data stores, and data flows.
Looking at the above DFD, for example, it will become apparent that we do not
currently have a data store for customer information. Once these diagrams are
considered to be substantially correct, however, each of the high-level processes
included in the level 1 DFD will probably require further analysis to break them
down into their constituent sub-processes, resulting in a level 2 DFD being
produced for each process shown on the level 1 DFD. A level 2 DFD for the
"Manage enquiry" process is shown below.

A level 2 data flow diagram for the "Manage enquiry" process
Each (parent) process in the level 1 DFD will be decomposed into lower level (child)
sub-processes. The lower level processes may be further decomposed if
necessary, although it is unusual to have to do this beyond level 3, and often level 2
is sufficient. Note that the data flows in and out of a parent DFD must be evident in
the child DFD. Note also that the ID number allocated to the parent process is
carried down to each child process. In the example above, the "Manage enquiry"
process has an ID number of 2, and the three sub-processes have the ID numbers
2.1, 2.2 and 2.3. Once a low level process is considered to be a discrete task that is
sufficiently atomic in nature, no further decomposition is necessary and
an elementary process description (EPD) can be produced for each low-level
process (see example below).

Elementary process descriptions for "Manage enquiry"
Data flow diagrams can be used to represent the system, not only at different levels
of detail, but from different perspectives. The four main types of data flow diagram
are described below:
Current logical DFD - describes what the system does, but not
necessarily how it does it. This is useful for discussing the functionality
of the system without getting bogged down in too much detail.
Current physical DFD - describes what the system does and how the
functionality is currently implemented. This type of diagram is useful for
highlighting redundant processes and data stores, and for giving the
analyst an insight into how the system operates in its present form.
Required logical DFD - describes what the new system must be able
to do, but not necessarily how it should do it. This is useful for achieving
consensus between developers and users on a requirements
specification.
Required physical DFD - describes what the new system will do and
how the functionality will be implemented. This type of diagram is

produced during the design stage, and is useful for conveying to users
how the system will be implemente
Contents
[hide]
1 System Study
2 Feasibility Study
3 Detailed System Study
4 System Analysis
5 System Design
6 Coding
7 Testing
8 Implementation
9 Maintenance
System Study
Preliminary system study is the first stage of system development life cycle. This is a brief investigation of
the system under consideration and gives a clear picture of what actually the physical system is? In
practice, the initial system study involves the preparation of a System proposal which lists the Problem
Definition, Objectives of the Study, Terms of reference for Study, Constraints, Expected benefits of the
new system, etc. in the light of the user requirements. The system proposal is prepared by the System
Analyst (who studies the system) and places it before the user management. The management may
accept the proposal and the cycle proceeds to the next stage. The management may also reject the
proposal or request some modifications in the proposal. In summary, we would say that system study
phase passes through the following steps:
 problem identification and project initiation
 background analysis
 inference or findings
Feasibility Study
In case the system proposal is acceptable to the management, the next phase is to examine the
feasibility of the system. The feasibility study is basically the test of the proposed system in the light of its
workability, meeting user’s requirements, effective use of resources and of course, the cost effectiveness.
These are categorized as technical, operational, economic, schedule and social feasibility. The main goal
of feasibility study is not to solve the problem but to achieve the scope. In the process of feasibility study,
the cost and benefits are estimated with greater accuracy to find the Return on Investment (ROI). This

also defines the resources needed to complete the detailed investigation. The result is a feasibility report
submitted to the management. This may be accepted or accepted with modifications or rejected. In short,
following decision are taken in different feasibility study:
Economic feasibility - The likely benefits outweigh the cost of solving the problem which is generally
demonstrated by a cost/ benefit analysis.
Operational feasibility - Whether the problem can be solved in the user’s environment with existing and
proposed system workings?
Organizational feasibility – Whether the proposed system is consistent with the organization’s strategic
objectives?
Technical feasibility - Whether the problem be solved using existing technology and resources
available?
Social feasibility – Whether the problem be solved without causing any social issues? Whether the
system will be acceptable to the society?
Detailed System Study
The detailed investigation of the system is carried out in accordance with the objectives of the proposed
system. This involves detailed study of various operations performed by a system and their relationships
within and outside the system. During this process, data are collected on the available files, decision
points and transactions handled by the present system. Interviews, on-site observation and questionnaire
are the tools used for detailed system study. Using the following steps it becomes easy to draw the exact
boundary of the new system under consideration:
 Keeping in view the problems and new requirements
 Workout the pros and cons including new areas of the system
All the data and the findings must be documented in the form of detailed data flow diagrams (DFDs), data
dictionary, logical data structures and miniature specifications. It includes planning for the new system,
analysis of requirement, system constraints, functions and proposed system architecture, prototype of the
proposed system and its analysis.
System Analysis
Systems analysis is a process of collecting factual data, understand the processes involved, identifying
problems and recommending feasible suggestions for improving the system functioning. This involves
studying the business processes, gathering operational data, understand the information flow, finding out
bottlenecks and evolving solutions for overcoming the weaknesses of the system so as to achieve the
organizational goals. System Analysis also includes subdividing of complex process involving the entire
system, identification of data store and manual processes.
The major objectives of systems analysis are to find answers for each business process:
What is being done?
How is it being done?

Who is doing it?
When is he doing it? Why is it being done?
How can it be improved?
It is more of a thinking process and involves the creative skills of the System Analyst. It attempts to give
birth to a new efficient system that satisfies the current needs of the user and has scope for future growth
within the organizational constraints. The result of this process is a logical system design. System
analysis is an iterative process that continues until a preferred and acceptable solution emerges.
System Design
Based on the user requirements and the detailed analysis of a new system, the new system must be
designed. This is the phase of system designing. It is the most crucial phase in the development of a
system. The logical system design arrived at as a result of system analysis and is converted into physical
system design. In the design phase the SDLC process continues to move from the whatquestions of the
analysis phase to the how . The logical design produced during the analysis is turned into a physical
design - a detailed description of what is needed to solve original problem. Input, output, databases,
forms, codification schemes and processing specifications are drawn up in detail. In the design stage, the
programming language and the hardware and software platform in which the new system will run are also
decided. Data structure, control process, equipment source, workload and limitation of the system,
Interface, documentation, training, procedures of using the system, taking backups and staffing
requirement are decided at this stage.
There are several tools and techniques used for describing the system design of the system. These tools
and techniques are: Flowchart, Data flow diagram (DFD), Data dictionary, Structured English, Decision
table and Decision tree which will be discussed in detailed in the next lesson.
Coding
The system design needs to be implemented to make it a workable system. his demands the coding of
design into computer language, i.e., programming language. This is also called the programming phase in
which the programmer converts the program specifications into computer instructions, which we refer to
as programs. It is an important stage where the defined procedures are transformed into control
specifications by the help of a computer language. The programs coordinate the data movements and
control the entire process in a system. A well written code reduces the testing and maintenance effort. It
is generally felt that the programs must be modular in nature. This helps in fast development,
maintenance and future changes, if required. Programming tools like compilers, interpreters and
language like c, c++, and java etc., are used for coding .with respect to the type of application. The right
programming language should be chosen.
Testing
Before actually implementing the new system into operations, a test run of the system is done removing
all the bugs, if any. It is an important phase of a successful system. After codifying the whole programs of
the system, a test plan should be developed and run on a given set of test data. The output of the test run
should match the expected results. Sometimes, system testing is considered as a part of implementation
process.

Using the test data following test run are carried out:
 Program test
 System test
Program test : When the programs have been coded and compiled and brought to working conditions,
they must be individually tested with the prepared test data. All verification and validation be checked and
any undesirable happening must be noted and debugged (error corrected).
System Test : After carrying out the program test for each of the programs of the system and errors
removed, then system test is done. At this stage the test is done on actual data. The complete system is
executed on the actual data. At each stage of the execution, the results or output of the system is
analyzed. During the result analysis, it may be found that the outputs are not matching the expected
output of the system. In such case, the errors in the particular programs are identified and are fixed and
further tested for the expected output. All independent modules be brought together and all the interfaces
to be tested between multiple modules, the whole set of software is tested to establish that all modules
work together correctly as an application or system or package.
When it is ensured that the system is running error-free, the users are called with their own actual data so
that the system could be shown running as per their requirements.
Implementation
After having the user acceptance of the new system developed, the implementation phase begins.
Implementation is the stage of a project during which theory is turned into practice. The major steps
involved in this phase are:
 Acquisition and Installation of Hardware and Software
 Conversion
 User Training
 Documentation
The hardware and the relevant software required for running the system must be made fully operational
before implementation. The conversion is also one of the most critical and expensive activities in the
system development life cycle. The data from the old system needs to be converted to operate in the new
format of the new system. The database needs to be setup with security and recovery procedures fully
defined.
During this phase, all the programs of the system are loaded onto the user’s computer. After loading the
system, training of the user starts. Main topics of such type of training are:
 How to execute the package?
 How to enter the data?
 How to process the data (processing details)?
 How to take out the reports?

After the users are trained about the computerized system, working has to shift from manual to
computerized working. The process is called Changeover. The following strategies are followed for
changeover of the system.
1. Direct Changeover: This is the complete replacement of the old system by the new system. It is
a risky approach and requires comprehensive system testing and training.
2. Parallel run : In parallel run both the systems, i.e., computerized and manual, are executed
simultaneously for certain defined period. The same data is processed by both the systems. This
strategy is less risky but more expensive because of the following facts:
 Manual results can be compared with the results of the computerized system.
 The operational work is doubled.
 Failure of the computerised system at the early stage does not affect the working of the organization,
because the manual system continues to work, as it used to do.
(iii) Pilot run: In this type of run, the new system is run with the data from one or more of the previous
periods for the whole or part of the system. The results are compared with the old
system results. It is less expensive and risky than parallel run approach. This strategy builds the
confidence and the errors are traced easily without affecting the operations.
The documentation of the system is also one of the most important activity in the system development life
cycle. This ensures the continuity of the system. Generally following two types of documentations are
prepared for any system.
 User or Operator Documentation
 System Documentation
User Documentation: The user documentation is a complete description of the system from the user’s
point of view detailing how to use or operate the system. It also includes the major error messages likely
to be encountered by the user.
System Documentation: The system documentation contains the details of system design, programs,
their coding, system flow, data dictionary, process description, etc. This helps to understand the system
and permit changes to be made in the existing system to satisfy new user needs.
Maintenance
Maintenance is necessary to eliminate errors in the system during its working life and to tune the system
to any variations in its working environments. It must meet the scope of any future enhancement, future
functionality and any other added functional features to cope up with the latest future needs. It has been
seen that there are always some errors found in the systems that must be noted and corrected. It also
means the review of the system from time to time. The review of the system is done for:
•knowing the full capabilities of the system
•knowing the required changes or the additional requirements

•studying the performance.
If a major change to a system is needed, a new project may have to be set up to carry out the change.
The new project will then proceed through all the above life cycle phases.
Systems Development Life Cycle (SDLC) puts emphasis on decision making processes that affect system
cost and usefulness. These decisions must be based on full consideration of business processes,
functional requirements, and economic and technical feasibility. The primary objectives of any SDLC is to
deliver quality system which meets or exceed customer expectations and within cost estimates, work
effectively and efficiently within the current and planned infrastructure, and is an inexpensive to maintain.
SDLC establishes a logical order of events for conducting system development that is controlled,
measured, documented, and ultimately improved. Any software is not all complete and there are enough
rooms to add new features to existing software.
F R I D A Y , S E P T E M B E R 1 2 , 2 0 0 8
Stages of System Development Life Cycle
(SDLC)
The System Development is the interactive process which consists of the following stages
Preliminary Investigation: One of the most tedious task is to recognize the real problem of
the pre-installed system. The analysis has to spend hours and days for understanding the fault in
the system. This fault could have however overcome if the Preliminary Investigation before
installing the system was properly done. This is the first stage of thedevelopment of the system. In
this stage the analyst makes a survey by gathering all the available information needed for the
system elements and allocation of the requirements to the software.
Analysis of the requirement: The analyst understands the nature of the information and the
functions of the software which is required for the system. The analyst makes a brief survey of the
requirements and tries to analyze the performance of the system which is to be developed. He also
makes sure that he gets enoughinformation and resources for building the appropriate system.
System Design: The analyst actually makes number of designs of the system on paper or on the
computer and sees to it that the rough image made of the system comprises of all the
requirements or not. Once this is done, the analyst selects and finalizes a best suited design for
thedevelopment of the system.

System Coding: The analyst translates the code or the programs in such a way that they become
in machine readable form. The coding step is very time consuming and involves number of rooms
for errors.
System Testing: Once the analyst is through with the coding stage he tests the systems and sees
to it that it is working as per the expectations or not. He corrects theflaws in the system if any.
System Implementation: This is one of the most vital phase as in this phase the analyst
actually gives the system to the customer and expects for a positive feedback.
System Maintenance: The last stage of the SDLC is that the analyst needs to maintain the
system and see to it that it working within the standards set. He needs to maintain the system by
removing the defects of flaws occure
office automation
The use of computer systems to execute a variety of office operations, such asword processing, accounting, and e-
mail. Office automation almost always implies a network of computers with a variety of available programs.
1
Office Automation
Systems Concept

(IS 415)
Abdisalam Issa-Salwe
Taibah University
Information Systems
Faculty of Computer Science & Engineering
Lecture 12
Course Objectives
To understand the need and importance of
Office Automation Systems
To understand the benefits of paperless Office
To know about the components of Office
Automation
To study the concept of Office Information
Systems3
Session Objective
Understanding office automation
Knowing the changing office concept
Understanding the organisational status of office
automation4
Office Automation
An automation system is a precisely planned change in a
physical or administrative task utilising a new process,
method, or machine that increases productivity, quality,
and profit while providing methodological control and
analysis.
The value of system automation is in its ability to
improve efficiency; reduce wasted resources associated
with rejects or errors; increase consistency, quality, and
customer satisfaction; and maximise profit. 5
Office Automation (cont…)
Definition:
Office automation refers to the varied computer machinery and
software used to digitally create, collect, store, manipulate, and
relay office information needed for accomplishing basic tasks and
goals. Raw data storage, electronic transfer, and the
management of electronic business information comprise the
basic activities of an office automation system.
Office automation helps in optimising or automating existing
office procedures.
The backbone of office automation is LAN, which allows users to
transmit data, mail and even voice across the network.
All office functions, including dictation, typing, filing, copying, fax,
Telex, microfilm and records management, telephone and
telephone switchboard operations, fall into this category.

Office automation was a popular term in the 1970s and 1980s as
the desktop computer exploded onto the scene.6
Office Automation (cont…)
The automation of everyday office tasks is one
of the key results of the electronic revolution
No modern office can hope to survive without
many of them
IT as the technological innovations that have
transformed the way we work in the late
twentieth century
Integrated into a smoothly working business
system, office automation tools can vastly
improve office productivity78
About Office Automation Systems (OAS)
The use of computer systems to execute a
variety of office operations, such as word
processing, accounting, and e-mail.
Office automation almost always implies a
network of computers with a variety of available
programs.
Includes a wide range of applications of
computer, communication and information
technologies in office environments. 9
About OAS (cont…)
Refers to all tools and methods that are applied
to office activities
Making possible to process written, visual, and
sound data in a computer-aided manner.
Provides elements which make it possible to
simplify, improve, and automate the organisation
of the activities of a company or a group of
people (management of administrative data,
synchronisation of meetings, etc.). 10
Automation has altered not only our work
environment, but our very concept of work
Automation as a continual state of flux, the size
of the market is huge, with annual investments
measured in billions of dollars
Office automation is the basic requirements of
any office or department within an organisation.
Office automation aims to organise the functions
in such a way that they do not have to be carried
out on a variety of equipment.
About OAS (cont…)11

About OAS (cont…)
Office automation seems to proceeding more
rapidly and penetrate economic activities more
thoroughly than have other waves of automation
World economy is driven by the incessant
demand for information as it is by the continuing
necessity of converting raw materials into
finished products
Office work is rapidly being “automated, ” or
computerised12
About OAS (cont…)
The office as the primary workplace for many
industries, such as banking, insurance, and real
estate
Handling information as the main activity it
requires a system
Use of information for the purpose of tracking,
monitoring, recording, directing, and supporting
complex human activities13
About OAS (cont…)
One consequences of information and
communication technologies is that together
they make much “office work” independent of the
place where it has usually been performed
They allow it to be done in the home, in
airplanes and trains, and in other countries14
Towards OAS trend
A continuing strong movement towards microcomputers
and towards distributed data access and data handling,
usually superimposed on rather than superseding
centralised automatic data processing;
More powerful, easier to use, software;
A strong trend towards linking and networking of
microcomputers, minicomputers, mainframes, and
peripheral and supporting systems;
Increasing choice among technological options for
accomplishing information handling objectives;15
Towards OAS trend (cont…)
More and more capture of data at the point of
origin, decreasing the need for repeated
keyboarding and centralised data entry;
Growing capability for communication, between
devices, between organisations, and between
locations.16

Office Automation Focus
Office automation refers to the type of computer
machinery and software used to digitally create,
collect, store, manipulate, and relay office
information needed for accomplishing basic
tasks and goals.
Raw data storage, electronic transfer, and the
management of electronic business information
comprise the basic activities of an office
automation system17
There are three basic activities of an office automation
system:
Storage of information, data exchange, and data
management.
Within each broad application area, hardware and
software combine to fulfill basic functions that are needed
to successfully accomplish the goals for a specific
business.
Storage of information would be the computer or a
computer like system.
Data Exchange would be a fax, phone, or some type of
communication hardware.
Data management would be using specific software
tools to organise and maintain data.
Office Automation Focus (cont…)18
The technology contribution
The impact of technological change has, in the past,
repeatedly confounded expectations; sometimes it has
been slower than expected, sometimes more rapid
Computing:
The earliest applications were automated payroll and
inventory-control systems.
These systems were usually operated only by
programmers in the data-processing division of the
organisation
The applications of computers in organisational
settings grew to include more and more kinds of data
processing. 19
Text processing:
In the mid-1970s IBM introduced a product
called the MCST - Magnetic Card Selectric
Typewriter. This device had a box crammed
with electronic equipment
The operator would insert a specially coated

card the size and shape of a standard IBM
punch card into a slot on the top of the box
and would type on the attached typewriter as
usual
The technology contribution (cont…) 20
Communications Technology:
Focusing on the movement of information
from one place to another.
A wide range of techniques to achieve this
end were introduced, from telex and facsimile
services to services using specially
conditioned telephone lines and others using
sophisticated satellite links between distant
points
Integrating the system
Office automation tools can vastly improve office
productivity.
However, the very richness and diversity of
these tools is the source of some of our most
serious office problems.
There thousands of programs running on
dozens of different kinds of computers and
operating systems, often linked together by a
variety of networks, the potential for
incompatibilities is great.23
Hierarchy of Office
Automation Systems,
(Chorafas, 1982)2425
The Internet:
The Internet as the most dramatic shift for
business in communications technology
Increasing use of the Internet in the form of email and websites is transforming the
work
environment
The Internet has broken down traditional
geographic barriers to communication,
opened up markets, and created an
environment of almost instantaneous
feedback
The effect of office automation
Office automation reduces the number of clerical
Large firms no longer have to employ typists

Office employees become more flexible and
several people
Receptionists can spend more time with clients
Managers need not necessarily delegate typing,
to include more Public Relations work27
27
Abdisalam Issa-Salwe, Faculty of Computer Science & Engineering, Taibah
University
Within each basic activity of an office, hardware
and software combine to fulfill basic functions
that are needed to successfully accomplish the
goals for a specific business.
The three basic activities of an office automation
system:
Storage of information
Data exchange
Data management.
Office Automation Focus 28
28
University
Data storage and manipulation
Storage of information would be the computer or a
computer like system
Data storage includes office records and other primary
office forms and documents
Data applications involve the capture and editing of files,
images, or spreadsheets
Example 1: Word processing and desktop
presentation packages accommodate raw textual and
graphical data
Example 2: Spreadsheet applications provide users
with the capacity to engage in the easy manipulation
and output of numbers
Example 3: Image applications allow the capture and
editing of visual images.29
29
University
Data storage and manipulation (cont…)
Text handling software and systems cover the whole
field of word processing and desktop publishing
Word processing, the most basic and common office
automation activity, is the inputting (usually via keyboard)

and manipulation of text on a computer
One important features of word processing packages are
their preformatted document templates
Desktop publishing adds another dimension to text
manipulation30
30
University
Data Exchange
While data storage and manipulation is one
component of an office automation systems
Exchange of that information is an important
component of office activity
Electronic transfer is a general application
area that highlights the exchange of
information between more than one user or
participant31
31
University
Data Exchange (cont…)
Systems that allow instantaneous or "real time"
transfer of information (i.e. online conversations
via computer or audio exchange with video
capture) are considered electronic sharing
systems
Electronic mail, voice mail, and facsimile are
examples of electronic transfer applications
Other examples would be a fax, phone, or some
type of communication hardware32
32
University
Data Exchange and Manipulation (cont…)
Office automation systems that include the
ability to electronically share information
between more than one user simultaneously are
sometimes referred to as groupware systems
One type of groupware is an electronic meeting
system
Electronic meeting systems allow geographically
dispersed participants to exchange information
in real time33
33

University
Data management
Office automation systems are also often used to track
both short-term and long-term data in the realms of
financial plans, workforce allocation plans, marketing
expenditures, inventory purchases, and other aspects of
business
Task management or scheduling systems monitor and
control various projects and activities within the office
Electronic management systems monitor and control
office activities and tasks through timelines, resource
equations, and electronic scheduling. 34
34
University
Integrating the system
Office automation tools can vastly improve office
productivity.
However, the very richness and diversity of
these tools is the source of some of our most
serious office problems.
There thousands of programs running on
dozens of different kinds of computers and
operating systems, often linked together by a
variety of networks, the potential for
incompatibilities is great.35
Discussion Questions
• Look at the difference between manual and
computerised office system;
• Comparison of manual and computerised
system
• Advantage and disadvantage of manual system
• Advantage and disadvantage of computerised
system
How an organisation can:
Exchange information
Manage administrative documents

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