MIS - CONCEPT AND DEFINITION

Management information is an important input for efficient performance of various managerial functions at different organization levels. The information system facilitates decision making. Management functions include planning, controlling and decision making. Decision making is the core of management and aims at selecting the best alternative to achieve an objective.

The decisions may be strategic, tactical or technical. Strategic decisions are characterized by uncertainty. They are future oriented and relate directly to planning activity. Tactical decisions cover both planning and controlling. Technical decisions pertain to implementation of specific tasks through appropriate technology. The elements of decision making include the model, criteria, constraints and optimization. A model is a quantitative-cum-qualitative description of a problem. Criteria relate to methods for achieving goals. Constraints are the limiting factors.

Once the decision problem is fully described in a model, criteria stipulated and constraints identified, the decision-maker can select the best alternative. That is optimization.

THE SIGNIFICANCE OF MIS

Dynamic and competitive nature of market place Globalization of resources/economy

Increasing complexities of business organization (sole organization to large corporate system)

The information revolution (credit card, overnight package delivery)

MEANING OF MIS

M = management, I= information, S= system

Management

Management comprises the process and activity (planning, controlling and decision making) that a manager does to utilize the resources of the organization in most efficient and effective manner

Information

It simply means processed data, ie data which is converted into meaningful and useful form for a specific user.

System

It can be defined as a set of elements joined together for a common objective.

A group of interrelated components working together towards a common goal by accepting input and producing output in an organized transaction process.

DEFINITION OF MIS

According to G B Davis, MIS is

An integrated user-machine system For providing information

To support the operations, management, analysis and decision-making functions in an organization

The system utilizes

Computer hardware and software Manual procedures

Models for analysis, planning, control and decision making

And a database

MIS IS AN EVOLVING CONCEPT

MIS was first introduced as a single, highly integrated system that would bring together processing for all organizational functions. Critics questioned whether it was possible to design adequate computer-based information systems to support management planning and decision making functions, especially strategic planning.

Overtime, the concept of a single, highly integrated system was demonstrated to be too complex to implement. The MIS concept is now that of a federation of subsystems, developed and implemented as needed but conforming to overall plan, standards and procedures for the MIS. Thus rather than a single, global MIS, an organization may have many related information systems which serve managerial needs in various ways.

MIS as a concept continues to evolve. Two such concepts that can be considered extensions of the MIS concept are decision support system (DSS) and information resources Management(IRM).The latest evolution of the MIS concept is end-user computing.

MIS AND OTHER ACADEMIC DISCIPLINES

MIS is a product of multi-disciplinary approach to the business management. The major discipline that contributes to the study of management information system are mainly computer science, operation research, management science, sociology, political science and psychology.

In general we can divide the field of MIS into two broad approaches, ie technical and behavioural.MIS is a hybrid product of these two approaches that makes it a socio-technical system.

Technical Approach Socio-Technical System Behavioral Approach

Technical Approach

Technical approach MIS emphasizes on mathematically based or systematic models to study management information system as well as the hardware aspect of it. The major role player of technical approach is computer science which provides ways of computation as well as how to store large volume of data and its retrieval. Management science gives the concept of decision support and the models for management practices. Operation research comprises how to optimize the resources of the management.

Behavioral Approach

The major role player of this approach is sociology that focuses on the impact of MIS on groups, organizations and society as a whole. Psychology is concerned with how each stake holder in organization responses to the information system and cognitive models of human reasoning’s. Political is concerned with what is the political scene/scenario in the country, what is the manifesto of ruling party etc.

Concept of Information

Information is a critical resource in the operation and management of organizations. Timely availability of relevant information is vital for effective performance of managerial functions such as planning, organizing, leading, controling and decision making. An information system in an organization is like the nervous system in the human body: it is the link that connects all the organization's components together and provides for better operation and survival in a competitive environment. Indeed, today's organizations run on information.

Operation research

Management science

Computer science M I S

Sociology

Political science

Psychology

DEFINITION OF INFORMATION

According to Davis and Olson,` `information is data that has been processed into a form that is meaningful to the recipient and is of real or perceived value in current or prospective actions or decisions``

This implies that information is

Processed data

It has a form

It is meaningful to the recipient

It has a value, and

It is useful in current or prospective decisions or actions.

Good Information has certain features, these are

It improves the representation of an entity

It updates the level of knowledge

It has a surprise value

It reduces uncertainty

It aids in decision making

Characteristics of Information

Promptness in availability and updation, Accuracy, Precision, Unambiguous Completeness, Impartiality, Validity, Reliability, Consistency, Mode and format of representation, Exception based

Data versus Information

Data refers to raw, unevaluated facts, figures, symbols, objects, events, etc. Data may be a collection of facts lying in storage, like a telephone directory or census records.

Data is raw material & unorganized facts that need to be processed. When data are processed, organized, structured or presented in a given context so as to make them useful, they are called information. The relation of data to information is that of raw material to finished product.

Information is data that have been put into a meaningful and useful context and communicated to a recipient who uses it to make decisions. Information involves the communication and reception of intelligence or knowledge.

Transformation of data into information in an information system

TYPES OF INFORMATION

The information is differentiated mainly on behalf of their source of generating information and types of decision taken by manager at different level

Data Processing Information

Data storage

Environment Information

Government policies

Factors of production

Economic trends

Technological information

Sociological information

Political information

Competitive Information

Competitors product features

Competitors market demand

Competitors strengths and weaknesses

Competitors pricing and promotion strategy

Operational information

Operational decisions are taken by the lower level of management and the information need is known as operational information which relates to the day-to-day operations like daily or weekly sales, day-to-day cash position etc.

Tactical Information

This information relates to the middle level of managers. They requires information for allocating resources and establishing control to implement the top level plans.

It is partly historic and partly current which uses both internal and external resources of providing information

Strategic Information

Strategic information is used to make a choice among business options. Strategic Information relates to the top managers.

Strategic information is predictive in nature and have long term perspective

It is retrieved not only from external source but to some extent internal resources are also explored.

QUALITY OF INFORMATION

Quality is fitness for use or reliability of information. It is difficult to measure the exact quality of information as the quality varies from situation to situations and users to users. If a user is satisfied with the information he is currently provided with, the quality of information may be rated high.

The quality of information can be classified into three categories such as

Time Related

Timeliness: information should be available when needed

Currency: the information should be up to date when needed

Frequency: the information should be available frequently as needed

Time period: the time period may be past, present and future as needed by the user.

Content Related

Accuracy: the information should be free from errors

Relevant: the information should be specific to the needs of the receipts

Completeness: all the information required must be provided to the user when needed

Brief: information needed must be provided in the right measure. Too much information may confuse the recipient.

Form related

Clarity: The form in which information is served must be easy to understand

Detail: The level of summary or detail as required by the user must be met

Order: There should be a predetermined order for providing information

Presentation: The presentation may be in narrative, numeric or graphic form

Media: The media may be paper documents, video displays etc as the required by the user

VALUE OF INFORMATION

To produce quality information organization has to incur certain costs.

These costs are due to collection, processing and storage of the information.

To justify these costs, the information must have certain value

The information has value if it is able to improve the quality of decision

The information has two types of values

Quantifiable value

Non Quantifiable value

QUANTIFIABLE VALUE

This means that we can measure the information value in monetary terms.

The value of information is calculated by the value of the change in the decision behavior resulted by the information minus cost of obtaining the information.

VPI = (V2 - V1) – (C2 - C1)

VPI = Information perfect

V2, V1 = Final and initial value of Information

C2 , C1 = Final and initial cost of obtaining the information

NON QUANTIFIABLE VALUE

Non quantifiable value of information is that which is not measurable in terms of money or tangible benefits

Information Overload

It is a state where user is presented with too much information that may make difficult to find which information is relevant to the problem context. The overload causes a barrier to understand information presented and confuses the users.

Techniques for managing Information Overload

SUMMARIZING, FILTERING, INFERENCES AND MESSAGE ROUTING

Summarizing

Data summarizing reduces the volume of data for transmission without affecting its essential meaning. Classification is a formal way of summarization of data. Aggregation and statistics are important form of summarization

Filtering

In this method organizations have systems to scan information at every level and controlling the flow of information upward. Filtering is a technique that trims irrelevant information before it reaches the managers at each level. Each level in the hierarchy functions as a filter station.

Inferences

Inferences are drawn usually from a large volume of data and such inferences are communicated in place of the original data. The user gets only the inferences and does not know anything about the original data. The quality of inference depends person`s ability to interpret the volume of data in the context of the problem. Interpretation may be based on statistical analysis of data.

Message routing

In this method information is only distributed to those individuals or organizational units which require the information for some action or decision.

CONCEPT OF SYSTEM

A system can be most simply defined as a group of interrelated or interacting elements forming a unified whole.

DEFINITION

A system is a group of interrelated components working together towards a common goal by accepting inputs and producing outputs in an organized transformation process.

All information systems use people, hardware, software, data and network resources to perform input, processing, output, storage and control activities that transform data resources into information products.

TYPES OF SYSTEM

Open and Close System

Adaptive and Non-Adaptive System

Physical and Abstract System

Deterministic and Probabilistic

Super and Subsystem

Temporary and Permanent

Natural and Man Made

Open System

Open system is one which is interactive in nature and it allows to exchange data, material, information etc. with its environment. Examples of open system are human beings, organization etc

Close System

Closed system is one which does not interact with its environment and it is relatively isolated from the environment.

In a way, relatively closed system is one which controls its inputs, processes and output and is protected from the environmental threats.

Examples are computer program, accounting system etc.

Physical System

Physical system is tangible entities that may be static or dynamic in operation.

Such systems are generally concrete operational system made up of people, material, equipment, machine and other tangible thing. Static physical system means which is static and not tends to change, like the physical parts of a class room means, desk, table,

chair, black board. Dynamic physical system varies every time, like fashion industry in which the style, size and stuff of the dress changes often

Abstract System

Abstract systems are conceptual or non physical entities.

It is an orderly arrangement of interdependent ideas which may or may not have any existence in the real world.

A system of theology is an example, which is an orderly arrangement of ideas about God

Sub-System

Some systems are often a part of a large system and they are known as sub- system.

Subsystems are interactive and dependent to each other and they work together to achieve a common goal.

Example, various departments of an organization like marketing, finance production etc.

Super System

Super system is a large and complex system which may or may not have a number of parts known as its subsystem.

Super system is always complex in nature and difficult to understand.

Example, education system which has universities, colleges, schools etc

Deterministic System

A deterministic system is one which the occurrence of all the events is certain.

In other words, it is a system which operates in accordance with predefined set of rules and every step and order of their performance is known

Example, billing system of a departmental store

Probabilistic system

It is one in which the occurrence of the event cannot be perfectly predicted and the result of such system cannot be pre determined.

Example, sales forecasting system, weather forecasting system etc.

Temporary system

Temporary systems are those which are made to achieve certain objective or to perform specific task.

Example, project to construct a shopping mall.

Permanent system

Permanent systems are those systems which has relatively long time span.

Natural system

Natural systems are abound in nature and are God gifted or their existence is because of the nature.

Example, solar system, galaxies etc.

Man made system

Man made system may be defined as a set of devices, procedures, people and operating system designed to achieve a common goal.

Example business organization, industries etc

Adaptive system

A system that reacts to its environment in such a way as to improve its functioning, achievement or probability of survival is called an adaptive system.

Example, business organizations are adaptive system

Non adaptive system

A system which does not react to their environment is called non-adaptive.

They are basically closed system

STRUCTURE OF MIS

The structure of management information system is described in terms of four separate but related classifications.

Operating Elements

Decision Support

Management Activity

Organizational Function

OPERATING ELEMENTS OF AN INFORMATION SYSTEM

A management information system (MIS) is an organized combination of people, hardware, communication networks and data sources that collects, transforms and distributes information in an organization

The physical components of an MIS include

Hardware

Software

Database

Personnel

Procedures

Hardware

All physical components of a computer system compose the computer hardware. Important components include

The central processing unit

Input/output devices

Storage units

Communication devices.

Communication can be over fiber-optic cables or wireless networks.

Software

Software provides the interface between users and the information system. Software can be divided into two generic types:

System software

Applications software

The system software comprises of the operating system, utility programs and special purpose programs.

Applications are developed to accomplish a specific task.

For users of MIS it is much more important to understand the software than the hardware. Software maintenance can take 50 to 70 percent of all personnel activity in the MIS function

Database

A database is a centrally controlled collection of organized data. Central control reduces redundancy and duplication of data.

Data is stored in an organized and structured way to facilitate sharing and improve availability to those who need it.

The physical existence of stored data is evidence by the physical storage media (computer tapes, disk packs)used for secondary storage

Procedures

Three types of procedures are required for an MIS to operate effectively: user instructions, instructions for input preparation and operating instructions for MIS personnel who maintain the MIS.

Formal operating procedures are physical components because they exist in a physical form such as manual or instruction booklet.

Personnel

The personnel in the MIS function include computer operators, programmers, systems analysts and managers.

Human resource requirements should be assessed by considering both the present system needs and the future system growth.

The quality of MIS personnel is a key factor in its effectiveness. An MIS manager needs a combination of both managerial and technical skills.

PROCESSING FUNCTIONS

The major processing functions are

Process transactions

Maintain master files

Produce reports

Process inquiries

Process interactive support applications

Output for Users

► The user of MIS provides inputs and receives output

► The user's assessment of the information system is therefore dependent somewhat on the ease of input but is primarily based on the usefulness of the output the user sees.

The outputs thus form one description of an IS and can be classified as being of five major types

► Transaction documents or screens

► Preplanned reports

► Preplanned inquiry

► Ad hoc reports and inquiry response

► User machine dialog results

MIS Support for Decision Making

► Decisions vary with respect to the structure that can be provided for making them.

► A highly structured decision can be preplanned or prespecified, where as a highly unstructured decision cannot.

► A structured decision can be said to be programmable and unstructured decision is said to be nonprogrammable.

► The unstructured, programmable decision tends to be routine and frequently repeated

► The unstructured decision tends to occur with less frequency and tends to be nonroutine.

MIS support for decision making can be classified into two parts

1. Structured, programmable decisions

2. Unstructured, nonprogrammable decisions

Structured, Programmable Decision

The information system requirements for structured decisions are clear and unambiguous procedures for entering the required input data, validation procedures to ensure correct and complete input, processing of the input using the decision logic, and output of the programmed decision in a form that is useful for action.

Many highly structured decisions may be completely automated.

Examples of highly structured decisions are inventory reorder formulas and rules for granting credit.

Unstructured, Nonprogrammable Decisions

The data requirements for unstructured decisions are not completely known in advance, so data retrieval must allow for ad hoc retrieval requests

Interactive decision support systems with generalized inquiry and analysis capabilities are appropriate information system support for unstructured decision making.

MIS Structure based on Management Activity

The structure of an information system can be classified in terms of hierarchy of management planning and control activities

Hierarchy of Management activities

1. Strategic Planning

Definition of goals, policies, objectives and general guidelines for an organization.

2. Management control and tactical planning

Acquisition of resources, tactics, plant location, new products. Establishment and monitoring of budgets

3. Operational planning and control

Effective and efficient use of existing facilities and resources to carry out activities within budget constraints.

Operational Control

This is a process of ensuring that the operational activities are carried out effectively and efficiently. A large % of decisions are programmable and theprocedure used is quite stable.

It makes use of pre-established procedures and decision rules. Individual transactions are often important; hence the system must be able torespond to both individual transactions and summaries of transactions. The data requiredfor this process is generally current and the sequence of processing is often significant

Processing support for operational control consists of

► Transaction processing – Inventory withdrawal transaction can examine balance on hand, calculate order quantity, produce action document.

► Enquiry processing – An enquiry for personal files describing the requirement for a position.

► Report processing – A report showing orders still outstanding after 30 days.

Management Control

► This system is required by managers of departments, profit centers to measure performance, decision on control actions, formulate new decision rules and allocate resources. Summary information is needed and it must be processed so that trends may be observed, reasons for performance variations and solutions may be suggested.

The control process requires the following types of information

1. Planned performance – To assist managers in finding problems and reviewing plans and budgets. It projects the effect of current action.

2. Variance from planned performance – This report shows performance and variations from planned performance.

3. Problem analysis models to analyze data to provide input for decision making.

4. Decision models to analyze a problem situation and provide possible solutions.

5. Inquiry model to provide assistance to enquiries.

Strategic Planning

The purpose of strategic planning is to develop strategies by which an organization will be able to achieve its objectives. These activities do not occur on a periodic basis. Data required for strategic planning are generally for processed summarized data from a variety of sources. Information system support can provide

Substantial aid to the process of strategic planning.

► Evaluation of current capabilities based on internal data.

► Internal projection of future capabilities by analyzing past data.

► Fundamental market data on the industry and the competitors.

► Databanks of public information regarding industry and competitors

 MIS structure based on organizational functions

► There are no standard classifications of functions but a typical set of functions in an organization includes

Production

Sales & Marketing

Finance & Accounting

Logistics

Personnel

Information system

Top management can also be considered as a separate function. Each of these functions has unique information needs and each requires information system support designed for it.

Sales & Marketing

► The transactions involved in this subsystem are Sales order, promotion order, etc. Operational activities include hiring and training of sales force, day to day scheduling of sales and promotion effort, periodic analysis of sales volume byregion, product, customer, etc. Managerial control concerns comparison of overallperformance against planned. Strategic planning involves new markets and marketingstrategies.

Production

► It includes planning, scheduling and operation of production facility, employment and training of production personnel, quality control and inspection.

► Transactions include production order, assembly order, finished parts tickets, scrap tickets.

► Operational control requires reports comparing actual performance to the production schedule.

► Management control requires summary report comparing oval planned performance to standard performance.

► Strategic planning includes alternative manufacturing approach and approach to automation.

Logistics

► Transaction process includes purchase, manufacturing and receiving report. Tickets for inventory, shipping and orders.

► Operational control includes past-due purchases, shipment, out of stock items.

► Managerial control information consists of overall comparisons between planned and actual inventory levels, costs of purchased items, stock outs etc

► Strategic planning involves analysis of new distribution strategy, policies, etc.

Finance & Accounting

► Transaction involves credit applications, sales, billings, payment vouchers, checks, ledgers, stock transfer, etc.

► Operations include daily error and exception reports, records of processing delays and reports of unprocessed transactions.

► Managerial control utilizes information on budget versus actual costs of financial resources, cost of processing accounting data and error rates

► Strategic planning involves a long run strategy to ensure adequate financing, a long range tax accounting policy to minimize the impact of taxes

Personnel

► Transactions involve documents describing employment requisition, job description, training specifications, personnel data, hours worked, paycheck termination etc.

► Operational control requires decision procedures for action such as hiring, training, termination, changing pay rates etc

► Management control is supported by reports and analyses showing the variances between planned and actual performance of employees hired, cost of recruiting, distribution of wages rates etc

Strategic planning is involved with evaluating alternative strategies for recruiting, salary, and training, benefits to ensure that the organization obtains and retains personnel necessary to achieve its objectives

Organizational Functions

The MIS structure has been described in terms of support for decision making, management activity and organizational functions

These three approaches will now be synthesized into a management information system structure.

► We can divide the MIS structure into

► (1) Conceptual structure

► (2) Physical structure

The conceptual structure of an MIS is defined as a federation of functional subsystem, each of which is divided into four information processing components:

► (1) Strategic planning

► (2) Management control

► (3) Operational control

► 4 Transaction Processing

FORMAL AND INFORMAL I S, PUBLIC AND PRIVATE I S

The complete information processing system of an organization consists of both public and private systems.

Public is used in the sense of being known to relevant persons in the organization and available to all who have authority to access the information.

Private systems are kept by individuals. These may supplement or duplicate the public systems.

There are within the public and private systems both formal and informal information systems.

Formal and Informal I S

The formal information system is manifested by documents and other records, usually indicating compliance with prespecified rules and procedures.

The informal information system may process information that is vital to organizational functioning but without formal records of that process.

Formal public system

The MIS with its prespecified procedures and programs for applications is a part of the formal public system.

It is organizationally public and access is dependent only upon having appropriate organizational authority to enter or retrieve data or to receive reports or inquiry responses

Informal Public System

The informal system has few predetermined rules. Examples of public informal system are electronic mails, telephone calls, conversation at gathering points such as water cooler, notes on the bulletin board etc.

Formal Private I S

► Example, An industrial sales manager might maintain a separate file of performance data on sales representatives which he uses to enhance the information received from the formal sales information system

Informal Private I S

Many individuals also have their own private informal information system. Primarily through personal contact they maintain a flow of information which may be critical to decision making but is available to them as individuals rather than as occupiers of a formal position.

SYSTEM DEVELOPMENT LIFE CYCLE

Systems Development Life Cycle (SDLC) is a process used by a systems analyst to develop an information system, including requirements, validation, training, and user (stakeholder) ownership. The basic idea of SDLC is that there is a well defined process by which an application is conceived, developed and implemented.

The SDLC is a type of methodology used to describe the process for building information systems, intended to develop information systems in a very deliberate, structured and methodological way, reiterating each stage of life cycle.

FEATURES OF SDLC

The phases in the SDLC provides a basis for management and control

Define segments of the flow of work which can be identified for managerial purposes

Specify the documents or other deliverables to be produced in each phase

SDLC consists of three major stages

Definition

Development

Installation and operation

Definition

Proposal definition

Feasibility assessment

Information requirement analysis

Conceptual design

Proposal definition

The proposal definition phase is not necessary if the application was defined as part of information system planning. Otherwise, a simple procedure may be used for proposal of

an application. The proposal should not be complex but in a short one –or two page document which should provide sufficient justification to support a decision to proceed with a feasibility analysis.

Feasibility assessment

Feasibility study results in recognition of both the benefits and risks inherent in the development and implementation of the proposed application system.

Five types of feasibility studies are there

Technical study : analyze the proposed application to be implemented with existing technology available on the market

Economic feasibility : analyse the fact that the system will provide benefits greater than the cost

Motivational feasibility : analyse the fact that the organization is sufficiently motivated to support the development and implementation of the application with necessary user participation, resources, training time etc

Schedule feasibility : analyse the probability that the organization can complete the development process in the time allowed for development

Operational feasibility : analyse the probability of working the proposed application system efficiently when it is installed

INFORMATION REQUIREMENT ANALYSIS

The information requirements of proposed application system are detailed at this stage.

The information requirement consists of

Reports

Queries (both regular & Ad hoc)

Conceptual schema for database (from data modeling or other analysis)

Functional requirements

User interface requirements

CONCEPTUAL DESIGN

the conceptual design phase establishes a more complete user oriented design for the application. It emphasis the application as seen by those who will operate or use the outputs of the system. It is characterized as external or general design.

DEVELOPMENT STAGE

Physical system design

The physical system design phase, also called internal or detailed design, consists of activities to prepare the detailed technical design of the application system. the physical design is based on the information requirements and the conceptual design and it provides the basis for physical database design, program development and procedure development.

Physical database design

The approach to physical design for an application depends on the existing database and the approach followed for database requirements determination.

There are three major approaches for meeting the data requirements for an application

Create a new physical file or database

Using and modifying an existing database

Access an existing database by means of a user schema

Program development

A primary output of the physical process is a set of specifications that define programming tasks. The goal of the program development phase is to code and test programs required for the application. A number of program development techniques are used to achieve program correctness. Important examples are modularity, structured programming, application generators and tailoring of application packages.

Procedure development

Procedure development like manuals, instruction sheets, input forms, help screens etc can take place concurrently with program development. Procedures should be written for all personnel who have contact with the system. This includes the following

Primary user, secondary user, computer operating personnel, etc

Installation and operation stage

Conversion

Conversion to the new application begins after all programs and procedures have been prepared and individually tested. Three major activities for actual conversion: acceptance testing, file building, user training

Acceptance testing: testing of completed application and comparing it to the specifications. It verifies to the user that the system meets performance criteria and operational requirements.

File building: Refers to the collection and conversion to machine-readable form of all new data required by the application. The data must be gathered, coded and entered into the database.

User training: Proper user training is an important factor in overcoming user resistance to new systems.

Operations and maintenance

When the system appears to be operating without difficultly it is turned over to the information processing production function. Any subsequent changes in the application are handled as maintenance. The maintenance of an application can be classified as repairs or enhancements.

Post audit

a desirable part of SDLC is a review of the application after it has been in operation for a period, such as a year. An audit team with representatives from user, development, maintenance, operations reviews the operation, use, cost and benefits of the application. Recommendations from post audit include specific recommendations for dropping, repairing or enhancing an application.

Prototype approach

This approach is an experimental assurance in development of information system applications. A small version of the system is designed and is made available to users for experimentation. The users work with this quickly and inexpensively made prototype and suggest modifications or changes to the prototype. Such modifications are incorporated into the prototype after consideration of its feasibility.

Prototype is a working system developed to test the behavior of the new system.

Model of prototyping process

Identify the user`s basic information requirements

Develop the initial prototype system

Use of the prototype system to refine the user`s requirements

Revise and enhance the prototype system