1. What is material management?

Material Management

Materials management is part of logistics and refers to the location and movement of

the physical items or products. There are three main processes associated with materials

management: spare parts, quality control, and inventory management. Materials management

is important in large manufacturing and distribution environments, where there are multiple

parts, locations, and significant money invested in these items.

Material management is a scientific technique, concerned with Planning, Organizing

&Control of flow of materials, from their initial purchase to destination.

Determining what materials are needed

Receiving quotes from suppliers

Developing purchase orders

Ordering materials

Managing the delivery of materials

Identifying storage locations for materials

Material Management Process

Order Approval Process Fabrication & Delivery Process Installation Process

2. What are the advantages of Office automation?

The term office automation refers to all tools and methods that are applied to office

activities which make it possible to process written, visual, and sound data in a computer-aided

manner.

Office automation is intended to provide 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.).

Considering that a company organization requires increased communication, today, office

automation is no longer limited to simply capturing handwritten notes. In particular, it also

includes the following activities:

exchange of information

management of administrative documents

handling of numerical data

meeting planning and management of work schedules

Office suite tools

The term "office suite" refers to all software programs which make it possible to meet office

needs. In particular, an office suite therefore includes the following software programs:

word processing

a spreadsheet

a presentation tool

a database

a scheduler

Office Activities

Documents preparation

Data Management ( Structured / Unstructured)

Scheduling / Planning of activities

Presentation

Dissemination of Information

Communication / Correspondence

3. What are the advantages of creating database in Ms Access?

Microsoft Access is a Relational Database Management System (RDBMS), designed

primarily for home or small business usage.

Access is known as a desktop database system because it's functions are intended to be

run from a single computer. This is in contrast to a server database application (such as SQL

Server), where it is intended to be installed on a server, then accessed remotely from multiple

client machines.

Microsoft (or MS) Access is a software package that you install just like any other

software package, and is bundled as part of the Microsoft Office suite.

The advantages of using access include:

Enter data quickly and accurately

Recalculate data easily

Perform a what-if analysis

Change the appearance of information

Create charts

Share information with other users

Create new worksheets from existing ones quick

4. What is DBMS?

Data Base Management System (DBMS):

Data Base Management System (DBMS) is a software package that allows data to be

effectively stored, retrieved and manipulated and the data stored in a DBMS package can be

accessed by multiple users and by multiple application programs like (SQL Server, Oracle, Ms-

Access).

The advantages of DBMS

It represents complex relationships among different data items.

1. Keeps a tight control on data redundancy.

Control of data redundancy

- Data consistency

- More information from the same amount of data

- Sharing of data

- Improved data integrity

- Improved security

- Enforcement of standards

- Economy of scale

2. Enforces user defined rules to ensure the integrity of data in a table form.

3. Maintains data dictionary for the storage of information pertaining to data fields and data

manipulation.

4. Ensures that data can be shared across all applications.

5. Enforces data access authorization.

6. Has an automatic intelligent backup and recovery procedure of data.

7. Have different interfaces through which users can manipulate data.

8. Data independence

9. Security Management

10. Improved consistency

5. What are the advantages of using forms?

Forms

A graphical interface used to interact with the database is called form. Forms are used to

enter data in the database. A form consists of text boxes, labels, buttons and other graphical

objects. These objects enable the user to interact with the database easily. The user can also

retrieve, change, delete and update data by using forms. The application programmers create the

user interface by designing the forms in different ways.

Advantages Some important advantages of forms are as follows:

1. Forms are easy to use.

2. They use graphical interface that is attractive.

3. The user can interact with database without technical knowledge.

6. What are Reports?

Reports

Reports are the output of data base application. Reports are used to retrieve and present

data in a formatted way. The information on reports is arranged in different ways. A report may

also contain graphs, charts and tables etc. The user can generate different types of reports by

manipulating database. Some reports are simple a list of the records in database.

Advantages

1. Reports provide quick result from database.

2. It helps in making important decision.

3. It can be printed or emailed easily Anonymous.

7. Explain in detail application of MIS in Hospitality Industry?

Applications of MIS

With computers being as ubiquitous as they are today, there's hardly any large business that does

not rely extensively on their IT systems.

However, there are several specific fields in which MIS has become invaluable.

* Strategy Support

While computers cannot create business strategies by themselves they can assist management in

understanding the effects of their strategies, and help enable effective decision-making.

MIS systems can be used to transform data into information useful for decision making.

Computers can provide financial statements and performance reports to assist in the planning,

monitoring and implementation of strategy.

MIS systems provide a valuable function in that they can collate into coherent reports

unmanageable volumes of data that would otherwise be broadly useless to decision makers. By

studying these reports decision-makers can identify patterns and trends that would have remained

unseen if the raw data were consulted manually.

MIS systems can also use these raw data to run simulations – hypothetical scenarios that answer

a range of ‘what if’ questions regarding alterations in strategy. For instance, MIS systems can

provide predictions about the effect on sales that an alteration in price would have on a product.

These Decision Support Systems (DSS) enable more informed decision making within an

enterprise than would be possible without MIS systems.

The following are examples of some of the information system products that are available to

hotel operators:

LodgingTouch Property Management System (by Hotel Information Systems)

The system is divided into various modules which can interact with the front office, group sales,

guest history, accounts receivable, travel agencies, and yield management. Hoteliers can search

and retrieve guest information by various fields, including name, address, confirmation numbers,

and other fields. In addition, the system allows users to search for accounts using any criteria.

Paragon AS/400 Front Office System (by Hotel Information Systems)

Planning for a guest's stay includes managing accommodations, aggressive pricing, marketing,

forecasting, and implementing reporting controls. The Paragon system claims a flexible system

that provides information in order to achieve optimal standards. The system provides information

and feedback to measure financial impact and quality.

Paragon can manage the complete hotel system. Paragon can be integrated with Paragon Back

Office, Central Reservations, and complementary products. Some benefits claimed by the

Paragon include improved customer service, efficient internal operations, and control over

financial data integrity.

Other key features include:

Easy reservation input.

Optimal return on rooms by providing flexible rate configuration and maximum room

occupancy.

Access availability by room type, total hotel and group.

Provide confirmation letters and pre-printed registration cards.

Capture additional guest information through hotel configurable fields.

Maintain wait lists.

Provide flexible package configurations.

CLS Software Property Management System (by Hotel Information Systems)

This system can support properties of all sizes, from 50 to 1,000 rooms. They also claim a

comprehensive integrated modular system that links together all aspects of the hotel function.

The system comes in domestic and international versions. Other key features include:

Ease of data entry

Over 200 interface solutions

Technical Support - 24-hours a day, 7-days a week, 365-days a year

Over 25 years of experience.

8. Write shot notes on: (a) Information system (b) Electronic Communication System

a) Information system

An information system (IS) is any combination of information technology and people's

activities using that technology to support operations, management, and decision-making.In a

very broad sense, the term information system is frequently used to refer to the interaction

between people, algorithmic processes, data and technology. In this sense, the term is used to

refer not only to the information and communication technology (ICT) an organization uses, but

also to the way in which people interact with this technology in support of business processes.

It consists of computers, instructions, stored facts, people and procedures.

ISs can be categorized in three parts:

1. Management Information System (MIS).

2. Decision Support System (DSS).

3. Executive Information System (EIS).

b) Electronic Communication System

Electronic communication system is the science and technology of electronic

phenomenon.

Electronic communication system means communication by computer or by using

electronic devices.

Transmission - communication by means of transmitted signals.

Data communication, digital communication - electronic transmission of information that

has been encoded digitally (as for storage and processing by computers)

e-mail, electronic mail, email - (computer science) a system of world-wide electronic

communication in which a computer user can compose a message at one terminal that can

be regenerated at the recipient's terminal when the recipient logs in; "you cannot send

packages by electronic mail"

Electronic messaging, messaging - the sending and processing of e-mail by computer

Command prompt, prompt - (computer science) a symbol that appears on the computer

screen to indicate that the computer is ready to receive a command

9. Explain the role of computers in MIS.

Role of MIS

MIS generally has the following role.

a. Management oriented:

Beyond any doubt is the fact that MIS is a management oriented system. This could be

understood from the terminology itself. The information processing carried out by MIS if always

attempting at helping the management.

b. Management directed:

Similarly, all the activities of MIS are initiated by the management. It is the

management’s need that the MIS strives to satisfy. Hence, MIS is management directed.

c. User-machine system:

The concept of user-machine system implies that some tasks of MIS are done by the

users while others are best done by machines. There is co-existence of both men and machines in

MIS.

d. Integrated system:

MIS hopes to provide the basis of integration of information processing. This leads to

common data flows. Even tough applications in a system are implemented one at a time, their

design is guided by an overall plan. In essence information system is designed as a federation of

small systems.

e. Involves large planning:

The concept of MIS goes only with planning. There is a huge amount planning coupled

with the installation and maintenance of MIS

f. Sub systems:

Naturally, a vast system like the MIS will be having plenty of sub systems which are

mutually related with defined with definite relationships and properly ordered. It is based on

subsystem concept.

g. Use of models:

MIS uses scientific and mathematical models for planning, organizing, directing and

controlling for its analysis.

h. Data base:

One of the pre-requisites for installing, implementing and successful operating of MIS is

data. Hence, there has to be a way to maintain data in data in data bases and there has to be a

central database.

i. Information as a resource:

MIS transforms data into information and the management is behind MIS. MIS provides

procedure for measuring and matching cost of obtaining and using information.

j. Flexibility in use:

MIS is so designed that it is flexible and adaptable to user requirements.

k. Others:

MIS is predictive and related to organizational levels.

10. How will you create forms and queries in ms- access? Explain.

Forms:

Microsoft Access forms provide a quick and easy way to modify and insert records into

your databases. They offer an intuitive, graphical environment easily navigated by anyone

familiar with standard computer techniques.

Queries

In general, a query (noun) is a question, often required to be expressed in a formal way.

The word derives from the Latin quaere (the imperative form of quaerere, meaning to ask or

seek). In computers, what a user of a search engine or database enters is sometimes called the

query. To query (verb) means to submit a query (noun).

A database query can be either a select query or an action query. A select query is simply a data

retrieval query. An action query can ask for additional operations on the data, such as insertion,

updating, or deletion.

Creation of forms and queries in Ms Access:

Step1

Start Programs Ms Office Ms Access

Now the Ms Access Window is opened.

Step 2

Go to File New

(or)

On the objects bar, click forms.

Step 3

Double click create form by using wizard to display the first page of the form wizard.

Click the down arrow to the right of the tables and click table.

To display the fields from that table in the available fields list. Click the button to

move all the fields from the available fields list to the selected fields list, and then click next.

Step 4

The second page of the form wizard appears, in which you choose the layout of the fields in the

new form. When they select an option on the right side of the page, the preview area on the left

side shows what the form layout will look like with that option applied.

Step: 5

Select columnar, and than click next.

Step 6

Then third page of the wizard appears, in which they can select a style option to see how the

style will look when applied to the form.

Click the “industrial” style in the list and click next.

Then click finish.

Step 7

Now the Room booking details form opens, displaying the first guest record in room booking

details.

Step 8

Use the navigation controls at the bottom of the form to scroll through a few of the records.

Step 9

Close the form.

11. What are the advantages of using computers for creating database? Explain.

The Advantages of Using a Database

The advantages of using a database are considerable. Without them, you would be hard-

pressed to find a decent system of keeping and managing information. In recent years, the

increased flexibility and user-friendliness of databases make these systems a crucial business

component. Many database solutions are available for any type of business need, ranging from

storing a customer information matrix to hosting a Word Press blog. Here are the top reasons for

using a database:

Databases Save Time Instead of rummaging through endless piles of paperwork, a database pulls up

information with simple query. A user can enter in specific keywords in order to recall

information. The database becomes a more efficient solution than paper files held in a file folder.

Databases Aid Communication Larger companies can benefit from databases when information must be spread to various

users. For example, if a company has two branches but must share central information, it would

be prudent to implement a central database that can be viewed by all employees of that company.

This way, once information is added, it is viewable by all, aiding in a cohesive work

environment. By looking at database records and how data has changed over time, you can also

track important trends, such as which product is most popular with your customers, which can

make your business more competitive.

Databases Are More Secure File cabinets can be compromised. They can be stolen, accidentally destroyed, or lost.

Databases add another level of security to valuable information. Not only can a database be

stored in a remote facility unaffected by devastating events such as fire or thievery, but a

database can also be password protected. This locks out any eyes that should not view sensitive

reports.

Databases Are Inexpensive Managers Smaller businesses are always looking for ways to cut costs without cutting quality. A

database can be a hefty investment initially, but, over the long term, it will save money by

improving the efficiency of all employees, impressing customers who will not need to repeat

their information and saving on paper costs.

Other uses of database:

Reduced data redundancy

Reduced updating errors and increased consistency

Greater data integrity and independence from applications programs

Improved data access to users through use of host and query languages

Improved data security

Reduced data entry, storage, and retrieval costs

Facilitated development of new applications program

It means all of the information is together.

The information can be portable if on a laptop.

The information is easy to access at any time.

It's more easily retrievable.

Many people can access the same database at the same time.

Improved data security.

Reduced data entry, storage, and retrieval costs.

12. Explain the steps involved in designing reports.

Reports:

Reports are the output of data base application. Reports are used to retrieve and present

data in a formatted way. The information on reports is arranged in different ways. A report may

also contain graphs, charts and tables etc. The user can generate different types of reports by

manipulating database. Some reports are simple a list of the records in database.

Creating reports in Ms Access

Step 1

Start Programs Ms Office Ms Access

Now the Ms Access Window is opened.

Step 2

Go to File New

(or)

On the objects bar, click reports.

Step 3

Double click create form by using wizard to display the first page of the report wizard.

Step 4

Click the down arrow to the right of the tables and click table.

To display the fields from that table in the available fields list. Click the button to

move all the fields from the available fields list to the selected fields list, and then click next.

Step 4

The second page of the report wizard appears, in which you choose the layout of the fields in the

new report. When they select an option on the right side of the page, the preview area on the left

side shows what the report layout will look like with that option applied.

Step: 5

Select tabular, and than click next.

Step 6

Then third page of the wizard appears, in which they can select a style option to see how the

style will look when applied to the report.

Click the “corporate” style in the list and click next.

Then click finish.

Step 7

Now the Revenue Report opens, displaying the details of revenue of the housekeeping.

Step 8

Use the navigation controls at the bottom of the report to scroll through a few of the records.

Step 9

Close the report.

13. Critically examine the steps in creating sales MIS reports for a hotel.

Reports:

Reports are the output of data base application. Reports are used to retrieve and present

data in a formatted way. The information on reports is arranged in different ways. A report may

also contain graphs, charts and tables etc. The user can generate different types of reports by

manipulating database. Some reports are simple a list of the records in database.

MIS Reports

Consumption by product and by category

Inventory value by product and by category

Consumption compared to sales – by category

Combined inventory value of locations and stockroom

Product list by sequence

Purchase orders by Supplier

Stock Receipt reports for each Purchase Order

Request and Issues reports for activity between Storerooms and Sales Centers.

Product list by cost price

Product list by sales price

Full/empty bottle weight list

Discontinued product list

Value on hand for combined product locations

Consumption compared to sales by category

Products below PAR by supplier

Steps to create a MIS reports in Ms Access

Step 1

Start Programs Ms Office Ms Access

Now the Ms Access Window is opened.

Step 2

Go to File New

(or)

On the objects bar, click reports.

Step 3

Double click create form by using wizard to display the first page of the report wizard.

Step 4

The second page of the report wizard appears, in which you choose the layout of the fields in the

new report. When they select an option on the right side of the page, the preview area on the left

side shows what the report layout will look like with that option applied.

Step: 5

Select tabular, and than click next.

Step 4

The second page of the report wizard appears, in which you choose the layout of the fields in the

new report. When they select an option on the right side of the page, the preview area on the left

side shows what the report layout will look like with that option applied.

Step: 5

Select tabular, and than click next.

Step 6

Then third page of the wizard appears, in which they can select a style option to see how the

style will look when applied to the report.

Click the “formal” style in the list and click next.

Then click finish.

Step 7

Now the MIS Report 2010 opens, displaying the details of MIS.

Step 8

Use the navigation controls at the bottom of the form to scroll through a few of the records.

Step 9

Close the report.

LAN VS. WAN

LAN Network

LAN stands for Local Area Network. Local Area Network (LAN) is method of

connecting more than one computer. The scope of local area network is private network, single

building or small area up to few kilometers. To exchange information in different companies or

schools or universities used to connect personal computers and workstations.

WAN Network

A WAN (wide area network), is not restricted to a geographical location, although it

might be confined within the bounds of a state or country. A WAN connects several LANs, and

may be limited to an enterprise (a corporation or an organization) or accessible to the public. The

technology is high speed and relatively expensive. The Internet is an example of a worldwide

public WAN.

LAN vs. WAN

S.No Headings LAN WAN 1

Ownership:

Typically owned,

controlled, and

managed by a

single person or

organization

WANs (like the Internet) are not owned by any one

organization but rather exist under collective or

distributed ownership and management over long

distances

2

Example:

Network in an

organization can be

a LAN

Internet is the best example of a WAN

3

Technology:

Tend to use certain

connectivity

technologies,

primarily Ethernet

and Token Ring

WANs tend to use technology like ATM, Frame

Relay and X.25 for connectivity over the longer

distances

4

Maintenance

costs:

Because it covers a

relatively small

geographical area,

LAN is easier to

maintain at

relatively low

costs.

Maintaining WAN is difficult because of its wider

geographical coverage, and and is its maintenance

costs.

5

Definition:

LAN (Local Area

Network) is a

computer network

covering a small

geographic area,

like a home, office,

or group of

buildings

WAN (Wide Area Network) is a computer network

that covers a broad area (e.g., any network whose

communications links cross metropolitan, regional,

or national boundaries over a long distance

6

Set-up costs:

If there is a need to

set-up a couple of

extra devices on

the network, it is

not very expensive

to do that

In this case since networks in remote areas have to

be connected hence the set-up costs are higher

7

Connection:

one LAN can be

connected to other

LANs over any

distance via

telephone lines and

radio waves

Computers connected to a wide-area network are

often connected through public networks, such as the

telephone system. They can also be connected

through leased lines or satellites

S.No Headings LAN WAN 8

Geographical

spread:

Have a small

geographical range

and do not need

any leased

telecommunication

lines

Have a large geographical range generally spreading

across boundaries and need leased

telecommunication lines

9 Data transfer

rates:

LANs have a high

data transfer rate

WANs have a lower data transfer rate as compared

to LANs

10

Coverage

Area

A LAN (local area

network) is a group

of computers and

network devices

connected together,

usually within the

same building

A WAN (wide area network), is not restricted to a

geographical location, although it might be confined

within the bounds of a state or country.