Management Information Systems - Research Paper Example

?Naseem G.H. Chagani Academia-RESEARCH.com Order # 530159 Management Information System Introduction Development phases Online services of UK CouncilCost cutting and saving techniques Recommendations for new online public services Effect of changes on demographics and old age groups Reference / Bibliography Chapter 1 Management Information System Introduction Concepts of System, Information and Management 1.1 SYSTEM A system is a set of components combined together to bring out or produce a desired whole. There are three main types of components. First component is the one which is used as input into the system. Second component is the one which processes the inputs to become or produce what is desired. The third component is the output, which is the product that is produced by one or more processes. We can represent the System as 1.2 INFORMATION Information is a processed data, the one which a human mind can easily understand. Take a simple example to elaborate this concept. If a set of data is given as 11, 9, and 1948. It is not possible to understand what this means and to whom it belongs until the data is processed. If the same data is given like 11 is a month, 9 is a day and 1948 is a year then any one can understand it as a date. If the further information is given that it is a date of birth, the data will become more comprehensive. This processed and easily understandable data is known as information. We can represent the Information as 1.3 MANAGEMENT Management as defined in “MGT503 Principles of Management” [1] course is “The process of coordinating and integrating work activities such that they are completed efficiently and effectively with and through other people. The process represents the ongoing functions of primary activities typically labeled as Planning, Organizing, Leading and Controlling” If we study in detail about what is expected of management, we find that the management is responsible for following work:- Planning: deciding what is to be done Organizing: making arrangements Staffing: selecting the right people for the right job Directing: giving instructions Monitoring: checking on progress Controlling: taking action to remedy hold-ups Innovating: coming up with new solutions Representing: liaising with users, etc. 1.4 MANAGEMENT INFORMATION SYSTEM The Management Information System is an application program designed to produce predesigned and predefined reports for the use of people responsible for the management. These reports are generally analytical information based on following parameters:- Periods: Daily, weekly, monthly, yearly and periodical. Trends: Upward, downward, straight. Movement: Fast, slow, normal Comparison: based on past and present data Age: Based on 30 days, 60 days, 90 days and older Exceptions: Based on if and then conditions. Chapter 2 Management Information System Development Phases Understanding the development process of MIS An information system is developed and designed by going through number of processes and phases. It is important to understand them so that we can asses the true value of the system on one hand and determine needs for improvement on the other hand.. An entirely new solution based on latest technology involves number of phases for planning, organizing, executing and controlling to achieve the required quality software. There are also constraints of time, money / budget and quality. The Management Information System is developed after going through the following phases: 2.1 REQUIREMENT GATHERING In this phase, all the users are interviewed for gathering information about the requirements, the existing software are studied simultaneously and details of the requirements are noted down. A Software Requirement Specification (SRS) document is prepared from the data collected has deliverables:- i. Business Requirements ii. Functional Specification iii. Non-Functional Specification iv. Use Case Diagram v. Usage Scenarios The above documents are formally reviewed in a meeting for discussion and final approval. 2.2 DESIGN AND ANALYSIS In this phase, the requirements gathered are analyzed and a design is made for the construction of the software consisting of following deliverables: i. Data Flow Diagrams (DFD) ii. Entity Relationship Diagram (ERD) iii. Activity Diagram iv. Sequence Diagram v. Architectural Diagram vi. Class Diagram vii. Database Design viii. User Interface Design ix. Deployment Diagram x. Test Cases The above documents are formally reviewed in a meeting for discussion and final approval. 2.3 CODING AND TESTING In this phase, the coding of the software is done in the selected language such as VB.NET for the Windows based platform. The software is developed and tested as per the specification made in Phase I. It yields following deliverables: i. Deployment package ii. SQL Server database iii. User e-manual (PDF format) The above deliverables are formally reviewed in a meeting for discussion and final approval. 2.4 IMPLEMENTATION AND TRAINING In this phase, the software is implemented at a designated site and training to the users is given on its usage. It yields following deliverables: i. CD of the software and Training Materials 2.5 BACKUP SUPPORT AND MAINTENANCE In this phase, full support for the life of the software is provided for its smooth operation at the client site with support for keeping data backup. Any new requirements or modifications in the software are also done at additional cost on case to case basis. Minor changes are covered in the Backup Support Agreement. Chapter 3 Management Information System Online services of UK Council Case study of UK Council website Large number of public offices of UK has successfully implemented online websites for providing better and faster services to the general public. “Directgov” [2] “is the UK government's digital service for people in England and Wales. It delivers information and practical advice about public services, bringing them all together in one place.” The website provides following online services to the people:- apply for or renew your passport apply for a provisional driving license apply for jobseeker's allowance get advice on your benefits use the student loan calculator tax your car “Directgov” [2] website gives alphabetical list of all the councils of UK and provides its complete address and link of website. Each council’s website is also very efficient and effective and offer large number of services for the benefits of the common man. As a case study, “City of London” website was accessed and it was found that the following services are offered:- Email alerts Enquiries & applications Fault reporting Flash movies Online databases Online payments Portals and micro sites Your right to cancel Chapter 4 Management Information System Cost cutting and saving techniques Techniques for saving cost It is a general saying that “The time is money”. The only way through which the cost is cut and savings are made with the help of Management Information System is by saving time. It brings quality information for decision making of the top management. If following things are practiced in the functioning of the management, then you are sure to save cost and increase efficiency and effectiveness of the organisation:- Determine what key information you need most for decision making on daily, weekly, monthly, annually or periodical basis Find out when you get the key information determined earlier. Investigate how long it takes to get the key information. Assess if you can improve any of the processes involved in getting key information and rectify it accordingly. Use Key information at right time, right place and right people. Remember time, place and people all must be right when you take the decision. The most expensive paid person in an organization is the one who is responsible for the management. His ability to take decision can improve greatly if the full use of Management Information system is made by him. Chapter 5 Management Information System Recommendations for new online public services Additional online services to public in UK Earlier we discussed how efficient each websites of U.K. government and public service organizations are made and operated. There are few services which can be improved further by the concerned organizations. Train and underground railway tickets online booking and sale Integration and data sharing of various departments for automatic monthly deductions Phone directory of mobiles and telephone retrievable by numbers as well as by names Historical data of case records, decisions and other documents of legal department Chapter 6 Management Information System Effect of changes on demographics and old age group Demographics and old age of UK 6.1 DEMOGRAPHICS The “diagram” [3] above is a representation of the age and sex structure of the population, known as a population pyramid. Each bar represents a particular single year of age and the length shows the population of that age. The structure of the pyramid is determined by births, deaths and international migration. The estimated population of the UK in mid-2009 was as under:- 6.2 OLD AGE GROUP Population by age, UK, 1984, 2009 and 2034 The “bar chart” [4] above shows that over the last 25 years the percentage of the population aged 65 and over increased from 15 per cent in 1984 to 16 per cent in 2009, an increase of 1.7 million people. By 2034, 23 per cent of the population is projected to be aged 65 and over. The fastest population increase has been in the number of those aged 85 and over, the “oldest old”. In 1984, there were around 660,000 people in the UK aged 85 and over. Since then the numbers have more than doubled reaching 1.4 million in 2009. By 2034 the number of people aged 85 and over is projected to be 2.5 times larger than in 2009, reaching 3.5 million and accounting for 5 per cent of the total population. The ratio of women to men of those aged 65 and over is also falling. In 1984 there were 156 women aged 65 and over for every 100 men of the same age, compared to the current sex ratio of 129 women for every 100 men. By 2034 it is projected that the 65 and over sex ratio will have fallen still further to 118 women for every 100 men. 6.3 EFFECTS OF CHANGES ON DEMOGRAPHICS AND OLD AGE GROUP There are three very serious consequences technology will have on old age group as well as young age below 16. These are given below:- 1. Inabilities of old people due to : a. Weaknesses b. Helplessness to wait for turn c. Lack of knowledge d. Ignorance about the advantages e. No skill for the operation of the new technology. f. Unwillingness and lack of motivation for change 2. Incompetency of young people due to :- a. Complete dependency on technology b. Minimum use of intellect as brain becomes machine dependent c. Weak eyesight and eye diseases at early ages d. Hearing diseases due to loud ear phones. e. Risk of brain damages due to mobile frequencies. f. Becomes useless and helpless when modern facilities are lost 3. Social evils due to:- a. More free time creating evil thoughts b. Access to unethical and bad information easily and freely c. Misuse of information of other people d. Increase in tendency to hypnotize by temporal and forget the eternal Chapter 7 Management Information System References / Bibliography [1] Dr. Rashid Kausar, RK, 24-FEB-29, MGT503 Principles of Management, Course Material, Lahore, Virtual University of Pakistan [2] UK Government’s digital service, Crown Copyright, 09-NOV-2009, Directgov[Online], Available:http://www.direct.gov.uk/en/index.htm. [02-MAY-2011] [3] National Statistics Website, Crown Copyright, 24-JUN-2010, National Statistics Online, Available: http://www.statistics.gov.uk/cci/nugget_print.asp?ID=6. [02-MAY-2011] [4] National Statistics Website, Crown Copyright, 24-JUN-2010, National Statistics Online Ageing, Available: http://www.statistics.gov.uk/cci/nugget.asp?ID=949. [02-MAY-2011] Read More