1

MANAGEMENT INFORMATION SYSTEMS 1 MARK / 2 MARKS

1. Define the term Information. Information is meaningfully interpreted data. A system analyst's point of view information is a sequence of symbols that can be construed to a useful message.

2. Define Data Warehouse. A data warehouse is a large, typically relational, database that supports management decision making. The database is large because it contain data, or summaries of data, from million of transactions over many years and/or from national or global transactions.

3. Distinguish between Data and Information. Data Information Data is defined as 'groups of non-random symbols in the form of text, images, and voice representing quantities, action and objects'. It does not have a value in decision making.

Information is meaningfully interpreted data. It has a value in decision making.

4. Define Decision Support System.

Decision-support systems(DSS) support more non-routine decision making. They focus on problems that are unique and rapidly changing for which the procedure for arriving at a solutions may not be fully predefined in advance.

5. What do you mean by System Analysis? System Analysis involves detailed understanding of all important facts of the business area under investigation. This requires data collection from a variety of sources such as questionnaires, forms, interviews, study of existing documents, etc.,

6. What is Indexed Sequential Organization? Records are stored in randomly on a direct access device such as magnetic disk by a primary key. Hence, we can access data either sequentially or randomly using the index. The index is stored in a file and read into memory when the file is opened.

7. What is the objective of Production System? It is used to minimizing the lead time or time to market. Over the past decade, automakers have used engineering and other ISs to reduce the time from product concept to market from seven to two years.

8. What are the activities involved in Marketing? Marketing Information systems helps analyze demand for various products in different regions and population groups in order to more accurately market the right product to the right customers.

9. What is Database? A database is an organized collection of data. A relational database organizes data using a series of related tables. Relationships are built between the tables to provide a flexible way of manipulating and combining data

2

10. What are the benefits of expert systems? Expert systems are developed to emulate the knowledge of an expert. Expert systems are used in narrow domains in which typical diagnosis and decisions

are unstructured, such as health care, mineral exploration, stock investment, and weather forecasting.

11. When does a person have to make a decision?

Whenever more than one possible action is available, a decision must be made. Decision making is a three phase process: Intelligence, Design and Choice.

12. Expand (a) ESS (b) TPS ESS – Executive Support Systems TPS – Transaction Processing Systems

13. What are the uses of Accounting Information system? Accounting Information System is used to track the costs of labor, materials, and

purchased services. AIS can easily generate balance sheets and profit and loss statements from records. It is used for managerial purposes, assisting in organizing quarterly and annual

budgets for department and entire corporations. It is also used to control the budgets.

14. Write any two applications of production system.

Computer Aided Design (CAD) systems help engineers design new products and save and modify drawings electronically.

Computer-aided-Manufacturing (CAM) systems direct machines in manufacturing parts and assembling products.

15. What is System Audit?

System Audit or Audit Trail is popular tracking tool. A series of documented facts that help detect who recorded which transactions, at

what time, and under whose approval. Audit trail information helps uncover undesirable acts, from innocent mistakes to

premeditated fraud.

16. What are the approaches to the development of MIS? There are two approaches to systems development:

1. Systems Development Life Cycle (SDLC) 2. Agile Methods

17. Define Information system.

An Information System is a system that gathers data and disseminates information with the sole purpose of providing information to its user. Main objective of an information system is to provide information to its users and Information systems vary according to the type of users that use the system.

18. Define Executive Support System. Executive Support Systems (ESS) helps senior management make decisions. They address non-routine decisions requiring judgment, evaluation, and insight because there is no agreed-on procedure for arriving at a solution.

3

19. What is Meta data? Meta data: Data about the Data includes the meaning of field and their relationship.

- The source of the data, including contact information - Tables that are related to the data. - Field and index information. - Programs and processes that use the data.

20. Distinguish between DSS and MIS.

Management Information Systems (MIS) Decision Support Systems (DSS) MIS provide middle managers with

reports on the organization’s current performance.

This information is used to monitor and control the business and predict future performance.

MIS summarize and report on the company’s basic operations using data supplied by TPS.

Decision-support systems (DSS) support more non-routine decision making.

They focus on problems that are unique and rapidly changing for which the procedure for arriving at a solutions may not be fully predefined in advance.

DSS use internal information from TPS and MIS and external sources.

21. What is the role of computer in MIS?

A computer provides a convenient means to execute the four main operations of an Information system: Entering data into the IS (input) Changing and manipulating the data in the IS (data processing) Getting information out of the IS (output) Storing data and information (storage). A computer-based IS also uses a logical process to decide which data to capture and

how to process it. 4 MARKS / 5 MARKS 1. a. Describe the types of decision.

There are three types of decisions: Structured, Unstructured and Semi-structured. Unstructured: Unstructured decisions are those in which the decision maker must provide judgment, evaluation, and insight to solve the problem. Each of these decisions is novel, important, and non-routine, and there is no well-understood or agreed-on procedure for making them. Unstructured decisions are more prevalent at higher organizational levels. Structured: Structured decisions are repetitive and routine, and they involve a definite procedure for handling them so that they do not have to be treated each time as if they were new. Structured decisions are more prevalent at lower organizational levels.

Senior Management

Middle Management

Operational Management(Individual Employees and Teams)

Unstructured

Semi-structured

Structured

Decision Characteristics

Approve capital budget Decide long-term goals

Design a marketing plan Design a departmental budget

Determine overtime eligibility Restock inventory

4

Semi-structured: Many decisions have elements of both types of decisions and are semi-structured, where only part of the problem has a clear-cut answer provided by an accepted procedure. Semi-structured decisions are more prevalent at middle management levels. b. Describe the benefits of Executive support systems. Executive Support

Systems (ESS) help senior management make these decisions.

They address non-routine decisions requiring judgment, evaluation, and insight because there is no agreed-on procedure for arriving at a solution.

ESS present graphs and data from many sources through an interface that is easy for senior managers to use.

Often the information is delivered to senior executives through a portal, which uses a web interface to present integrated personalized business content.

The information is presented in the form of digital dashboard, which displays on a single screen graphs and charts of key performance indicators for managing a company.

Digital dashboards are increasingly popular tool for management decision makers.

2. a. Discuss about Computers and MIS. A computer provides a convenient means to execute the four main operations of an Information system: Entering data into the IS (input) Changing and manipulating the data in the IS (data processing) Getting information out of the IS (output) Storing data and information (storage). A computer-based IS also uses a logical process to decide which data to capture and

how to process it. Networking devices and communications lines transfer data and information over long

distances. Input: The first step in producing information is collecting data, known as input. Transactions can be recorded on paper and later entered into a computer system, or directly recorded through a Transaction Processing System (TPS), such as a cash register, or captured online when someone transacts through the web. Input Devices include the keyboard, infrared devices that sense bar codes, voice recognition systems, and touch screens. Processing: The computer’s greatest contribution to ISs is efficient data processing, which is essential to a robust IS. The computer’s speed and accuracy let organizations process millions of pieces of data in several seconds.

Tiwon Tech

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14

EXPENSES

SALES IN US DOLLARS

$0 $5,000

$10,000 $15,000 $20,000 $25,000 $30,000 $35,000

Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14

HARDWARE

SOFTWARE

STOCK PRICE

$0

$500,000

$1,000,000

STOCK PRICE

STOCK VOLUME

SALES

AMERICA

CANADA

JAPAN

KOREA

CHINA

SRI LANKA

GERMANY

SOTTLAND

5

Output: Output is an IS produces and displays in the format most useful to an organization. The most widely used output device is the video display, or video monitor, which displays output visually. Another common output device is the printer, used to print hard copies of information on paper. Computers can communicate output through speakers in the form of music or speech and also can transmit it to another computer or electronic device in computer-coded form, for later interpretation. Storage: One of the greatest benefits of using IT is the ability to store vast amounts of data and information. Networking : Communications technology lets user access data and other electronic resources of many computers, all connected in a network. Internet : Internet is a public network linking organizations and other external networks. Intranet : Intranets are simply internal company (private) web sites that are accessible only by employees. It uses the same internet technologies and techniques. Extranet : Extranets are company websites that are accessible to authorized vendors

and suppliers used to coordinate the movement of supplies.

b. Write short notes on Transaction Processing Systems.

A transaction processing system is a computerized system that performs and records the daily routine transactions necessary to conduct business such as sales order entry, hotel reservations, payroll, employee records keeping, and shipping.

The principal purpose of systems at this level is to answer routine questions and to track the flow of transactions through the organizations.

At the operational level, tasks, resources, and goals are predefined and highly structured. The decision to grant credit to a customer, for instance, is made by a lower-level supervisor according to predefined criteria.

Employee File Database

To government agencies

Employees pay checks

Payroll System

Management Reports

Employee Number Name Address Salary . . .

Employee Data To General Ledger

Payroll data on master file

Online queries

6

Managers need TPS to monitor the status of internal operations and the firm’s relations with the external environment. TPS are also major producers of information for the other systems and business functions. For example, the payroll system.

3. a. Describe briefly about System Design. Design of the system is mainly the logical design that can be sketch on a paper or on a computer. It includes physical design elements, describes the data to be inputted. The process involved in manipulation of data & output design represents:-

i. File structure, storage devices etc ii. Database is also designed in this phase iii. Changes to be made in the organizational structure of the firm are outlines iv. Input, Output, files, forms and procedures are planned v. Finally standards for testing, documentation, system control are designed.

DATA FLOW DIAGRAMS A data flow diagrams (DFD) is used to describe the flow of data in a business operation, using only four symbols for these elements: external entities, process, data store and the direction in which data flows. Entity

External entities include individuals and groups of people such as customers, employees.

Process

Or

A process is any event or sequence of events in which data is either changed or acted.

Data Store

Or A data store is any form of data at rest,

such as filing cabinet or a database.

Flow of data

Data flows from an external entity to a process, from a process to data store, from data store to a process, and so on.

Example :

Bonus Amount

Salesperson Annual sales

Salesperson I.D. Sales clerk

Bonus

Calculation

Salespeople database

Bonus file

7 UNIFIED MODELING LANGUAGE

Unified Modeling Language (UML) is a graphical standard for visualizing, specifying, and documenting software.

It helps developers to communicate and logically validate desired features in the design phases of software development projects.

UML consists of diagrams that describe the following types of software: use case, class, interaction, state, activity, and physical components.

A use case is an activity that the system executes in response to a user. A user is referred to as an “actor”.

USE CASE: Use case diagrams communicate the relationships between actors and use cases. CLASS DIAGRAMS: Class diagrams describe class structure and contents and use the three-part symbol for class: name, attributes and methods. INTERACTION DIAGRAMS: Interaction diagrams describe interaction of objects and the sequence of their activities. STATE CHARTS: State charts communicate the states through which objects pass, as well as the objects’ responses to signals (called stimuli) they receive. ACTIVITY DIAGRAMS: Activity diagrams represent highly active states that are triggered by completion of the actions of other states; therefore, they focus on internal processing. PHYSICAL DIAGRAMS: Physical diagrams are high level descriptions of software modules.

Use case diagram

Enter new customer

Create new

Sequence diagram for create new order use case

Verify customer

Order Customer

Order

Shipment

Customer

Statechart diagram for Order class

Items being entered

Ready to ship

8 b. Write short notes on Direct File Access Organization. Direct Access File Organization (or) Random Access (or) Relative File Organization

1. Records are stored in Direct Access Storage Device (DASD) such as Magnetic Disk (Hard Disk)

2. For direct access, the file is viewed as numbered sequence of blocks or records. 3. These blocks or records are taken as key for accessing the desired information randomly. 4. It allows arbitrary blocks to be read or written. 5. It is useful for immediate access to large amount of information.

Advantages 1. Immediate access of the desired records, No sorting of the records is required. 2. Faster updating of several files.

Disadvantages 1. Data may be accidentally erased or over-written. Backup facility is needed 2. Expensive, less efficient in using storage space.

4. a. Discuss about Marketing System MIS.

Marketing systems help to find the populations and regions that are most likely to purchase a new product or service.

They also help analyze how a new product fares in its first several months on the market. Through interviews with consumers and retailers, market researchers collect information

on what customers like and dislike about products. When the researcher collects sufficient data, the marketing department uses statistical

models to predict sales volumes of different products and of different designs of the same product.

This critical information aids in planning manufacturing capacities and production lines. It is also extremely important for budgeting purposes.

To save resources, business us IT to promote to people most likely to purchase their products. This activity is often referred to as targeted marketing.

Great advances in database technology enable even the smallest and poorest business to use targeted marketing.

Use of information technology for targeted marketing has taken sophisticated forms on the web. More than just targeting a certain demographic group, web technologies enable retailers to personalize marketing when shopping and buying are conducted online.

b. Discuss about computerized Accounting system In Computerized Accounting system, the general ledger, accounts receivable, accounts

payable, and cash flow books are computerized, and can easily generate balance sheets and profit and loss statements from records.

Typically, account ISs receives records of routine business transactions, from transaction processing systems (TPS).

Such a system automatically routes every purchase of raw materials to the accounts payable system, which uses it to transfer funds to a vendor’s bank account.

Whenever a sale is recorded, the transaction is routed to the accounts receivable system and other destinations.

Total of accounts receivable and accounts payable can be automatically transferred to a balance sheet.

Data from the general ledger can be automatically compiled to generate cash-flow report or a profit-and-loss report for the past quarter or year.

Accounting ISs can generate any of these reports on demand, as well as at scheduled times.

9

Cost accounting systems, used to accumulate data about costs involved in producing specific products, make excellent use of IT to compile pricing data.

AIS used for managerial purposes, assisting in organizing quarterly and annual budgets for department and entire corporations. It is also used to control the budgets.

5. b. Discuss about the advantages in the Database approach.

In database approach, each piece of data is labeled or categorized, provides a much more powerful information management tool.

Data in this format can be easily accessed and manipulated to create useful information and optimize productivity.

Databases are behind the successful use of automatic teller machines, increased efficiency in retail stores, every marketing effort, and the numerous online search engines and electronic storefronts on the Web.

Combined with interactive web pages on the Internet, databases have made an immense contribution to commerce.

Online banking, online consumer catalogs, online searches for information, online stock brokerages, online chat rooms are maintained by databases

6. a. Explain the three phases of decision making. DECISION MAKING PROCESS (DECISION MAKING PHASES) Whenever more than one possible action is available, a decision must be made. Decision making is a three phase process: Intelligence, Design and Choice.

10

Intelligence - collect data from inside the organization - collect data from outside the organization - collect information on possible ways to solve the problem

Design - organize the data; select a model to process the data - produce reasonable, potential courses of action

Choice - Select a course of action

b. What are the attributes of Information? Attribute Explanation 1. The accuracy in representation In test of accuracy is how closely it represents a

situation or event the degree of precision will decide the accuracy in representation

2. The form of presentation Forms are qualitative or quantitative, numeric or graphic, printed or displayed, summarized or detailed. Appropriate form is important.

3. The frequency of reporting How often the information is needed? How often it needs to be updated.

4. The scope of reporting The coverage of information in terms of entities, area and range and the interest shown by the recipient or the decision maker.

5. The scope of collection Internal from organization or the external to organization

6. The time scale It may relate to the past, the current and the future and can cover the entire time span

7. The relevance to decision making

The information has relevance to a situation and also to a decision making. The irrelevant information is a data.

8. Complete for the decision considerations

The information which covers all the aspects of the decision situation by way of the scope transactions and period is complete

9. The timeliness of reporting The receipt of information on time or when needed is highly useful. The information arriving late loses its utility as it is outdated.

Intelligence

Design

Choice

Problem discovery What is the problem?

Solution discovery What are the possible solutions?

Choosing Solutions: What is the best solution?

11 7. a. Explain the need for system analysis. Investigation Identifying the real problem of the

existing system. It defines the user requirements or

what the user expects from the new system.

This also includes the resource requirements as well as estimated time for completion and number of persons expected to be involve in each phase.

Problem identification helps in: i. Defining a problem ii. Setting proper system goal iii. Determining the boundaries

of the project by considering the limitations of available resources Feasibility study: It determines the possibility of either improving the existing system or developing the complete new system. It helps to obtain an overview of the problem. The purpose of feasibility study is to determine whether the requested system successfully realizable.

There are four aspects of feasibility study:- i. Technical feasibility ii. Economical feasibility iii. Operational feasibility iv. Behavioral feasibility i. Technical feasibility: It involves the required and existing computer system, hardware, software and to what extent it can support the proposed application. It answers following questions:-

Whether the system can be carried out with existing equipments? Whether the existing software is enough? If a new technology is required how best it can be implemented?

ii. Economic feasibility: It involves post benefit analysis to determine the benefit and savings that are expected from new system and compared with costs. It benefits out weight cost then decision is made to design and implement new system. iii. Operational feasibility: It concerns with human, organizational and political aspects. It covers technical performance as well as acceptance within the organization. It determines the general attitude and job skills of existing personals and whether any restructuring of jobs will be acceptable to the current user. iv. Behavioral feasibility: It includes how strong the reaction of staff will be towards the development of new system that involves computer’s use in their daily work. So resistant to change is identified.

b. Briefly explain the input and output design. INPUT DESIGN Input design is important for a system designer. The output of the system greatly affects the input design of the system.

12 Input Design Objectives

The input design of the system must attempt and try reducing the data requirements. It should also avoid capturing unnecessary data such as constant and system-computable

data. The input design must avoid processing delays during data entry. The input design must avoid data entry errors. This can be achieved by checking the errors

in data entry program. This technique of checking data entry program programs for errors is known as input validation technique.

The input design must keep the process simple and easy to use. Input layout The layout of the input design must contain the following items.

1. Headings and date of data entry. 2. Data heading and value 3. Data type and width of the column 4. Initials of data entry operator

OUTPUT DESIGN The term output necessarily implies to information printed or displayed by an information system. Following are the activities that are carried out in the output design stage:

Identification of the specific outputs required to meet the information requirements. Selection of methods required for presenting information. Designing of reports, formats or other documents that acts as carrier of information.

OUTPUT DESIGN SPECIFICATIONS The main points in the output design specifications are :

Paper size: It is important for a system designer to specify the size of the paper to be used for the output. The size of the paper can be A4 or A3 size

Special forms: Outputs can be designed on the pre-printed form. The pre-printed form requires the standards print headings or titles for the output design.

Multiple copies of output: At times, more than one copy of an output is required. Multiple papers are available in carbon and carbonless forms.

Turnaround documents: In this specification, the output can be used as an input document also. The optical scanners are used for reading data from the forms.

Output layout:The layout design guides a programmer in the development of codes. Headings and date Data and details Summaries and totals Page title, number and date Notes and comments Column headings and data type

8. a. What is manufacturing execution system and explain its contribution?

The data required for manufacturing processes can flow directly from CAD (Computer Aided Design) systems to CAM (Computer Aided Manufacturing) systems as well as to inventory control systems and other systems that support planning and execution of manufacturing. While CAM systems participate in physical activities such as cutting and welding, other information systems help to plan and monitor manufacturing. Information technology helps in the following manufacturing activities: Scheduling plant activities while optimizing the combined use of all resources—machines,

personnel, tooling, and raw and interim materials. Planning material requirements based on current and forecasted demand. Reallocating materials rapidly from one order to another to satisfy due dates

13

Letting users manage inventories in real time, taking into consideration demand and the responsiveness of all work centers.

Grouping work orders by characteristics of items ordered, such as color and width of products.

Considering the qualifications of each resource (such as qualified labor, set-up crews, and specialized tools) to accomplish its task.

For instance, people and raw materials can be moved from one assembly line to another to respond to machine breakdown or customer emergency, and design changes can be implemented quickly to respond to changes in customer wishes.

b. Describe IS organization. Information Systems in Organizations In an organization, an

information system consists of data, hardware, software, telecommunications, people, and procedures.

An information system has become synonymous with a computer-based information system, a system with one or more computers at its center.

In a computer-based information system, computers collect, store, and process data into information according to instructions people provide via computer programs.

Several trends have made the use of information systems (ISs) very important in business: The power of computers has grown tremendously while their prices have dropped. The capacity of data storage devices has grown while their prices have decreased. The variety and ingenuity of computer programs have increased. Quick and reliable communication lines and access to the Internet and the Web have become

widely available and affordable. The fast growth of the Internet has opened opportunities and encouraged competition in

global markets. An increasing proportion of the global workforce is computer literate. In this environment, organizations quickly lag behind if they do not use information systems

and skills to meet their goals. Moreover, they must continuously upgrade the features of their information systems and the skills of their employees to stay competitive.

14 9. a. Briefly explain the basic differences of Database model. Types of Database System Models:

1. Hierarchical database 2. Network database 3. Relational database 4. Object oriented database

Hierarchical database A hierarchical database organizes data in a series of levels. It uses a top-down structure consisting of nodes and branches. Each node can have many branches, but each lower-level (child) is

linked to only one higher-level node (parent).

Network database A network database organizes data as a series of nodes linked by

branches. Each node can have many branches, and each lower-level node (child)

may be linked to more than one higher level node (parent). Relational database Management System (RDBMS)

A relational database organizes data using a series of related tables. Relationships are built between the tables to provide a flexible way of manipulating and

combining data. Example : Inventory Table / Relation Item Number Item Name Unit Price Quantity Total Amount 1 Pepsodent 42.00 5 210.00 2 Colgate 25.00 2 50.00 3 Close up 33.00 4 132.00

Object Oriented Database Management System (OODBMS) In object oriented technology,

an object consists of both data and the procedures that manipulate the data.

An object contains relationships with other entities and procedures to manipulate the data.

Object is an instance of Class Collection of objects of

similar type is called a Class. Abstraction focuses on the

essential characteristics of objects.

The combined storage of data and procedure into a single unit is known as encapsulation.

The mechanism of deriving a new class from an old one is called inheritance. The advantage of OODBMS is the reduction of data redundancy. 10. a. Explain the characteristics of Data warehouse. A data warehousing is a larger typically relational data base that support management

decision making.

Products Data: ProductID ProductName UnitPrice StockQty Procedure: Add New Product Data Get Product Data Change Product Data Save Product Data

Sales Data: BillNumber ProductID CustomerID Quantity Discount Tax TotalAmount Procedure: Add New Sales Data Get Sales Data Change Sales Data Save Sales Data

Customer Data: CustomerID CustomerName Mobile Address Procedure: Add New Customer Get Customer Data Change Customer Data Save Customer Data

Objects are related

Objects are related

Because Sales contains CustomerID

Because Sales contains ProductID

15 It contain data or summaries of data from million of transaction over many years and

from national or global transaction match then from a short period single region. It might maintain records of individual transaction or summaries of transaction for

predetermined periods such as hourly, daily web. The purpose of data warehousing to let manner produces reports or analyze large

amount of archived data and mate decision. Organization often organize their data warehouse as a collection of data mart smaller

collection of data that focus on particular subject or department . Phases in building a data warehouse: Once an organization has ensured that has adequate hardware and software can begin building the data warehouse. Three phases involved in building data warehouse from transactional data, Extraction, Transforming and Loading(ETL). In the Extraction phases the building create the files from transactional data base and save them on the server and will hold the data warehouse.

In the Transformation phases the building change the data and modify into a form that allow insertion into the data warehouse. For example, whether the data contain any spelling errors and if these are any they like them.

In the Loading phases the builders transfer the transformed files to the data warehouse.

Depending on the need of its users the structure and content of the data warehouse is ready, techniques such as data mining and online Analytical processing (OLAP) can be used to exploit it can then extract business intelligence for better decision.

b. Explain the attributes of Decision Support Systems. Decision-support systems(DSS)

Decision-support systems (DSS) support more non-routine decision making. They focus on problems that are unique and rapidly changing for which the procedure for arriving at a solutions may not be fully predefined in advance.

Although DSS use internal information from TPS and MIS, they often bring in information from external sources, such as current stock price or product price of competitor.

These systems use a variety of models to analyze the data and are designed so that user can work with them directly.

A voyage-estimating system calculates financial and technical voyage details. Financial calculations include ship/time costs (fuel, lab or, capital), fright rates for various types of cargo, and port expenses.

The system operates on a desktop personal computer, providing a system of menus that makes it easy for users to enter data or obtain information.

16

10 MARKS 1. Explain the role of users in developing management information system. Systems Analyst A systems analyst is responsible for researching, planning, and recommending software and

systems choices to meet an organization’s business requirements. A big part of this job includes developing alternative system plans based on

(1) Analyzing system requirements provided by user input (2) Documenting development efforts and system features, and (3) Providing adequate specifications for programmers.

To succeed, systems analysts must possess excellent communication skills to translate users’ descriptions of business processes into system concepts.

They must understand a wide range of business processes and ways in which IT can be applied to support them.

Database Administrator The Database Administrator (DBA) is responsible for the databases and data warehouses of

an organization a very sensitive and powerful position. Since access to information often connotes power, this person must be astute not only

technologically but politically as well. He or she must evaluate requests for access to data from managers to determine who has a real

“need to know.” The DBA is responsible for developing or acquiring database applications and must carefully

consider how data will be used. In addition, the DBA must adhere to federal, state, and corporate regulations to protect the privacy of customers and employees.

Network Administrator The Network Administrator (NA) is responsible for acquiring, implementing, managing,

maintaining, and troubleshooting local area networks throughout the organization and their interfaces with the wide area networks such as the Internet.

VOYAGE-ESTIMATING DECISION SUPPORT SYSTEM

Ship File (e.g. Speed, capacity)

Port distance restrictions file

Fuel consumption Cost file

Ship Charter hire history cost file

Port expense file

PC

Online Queries

Analytical models

Database

17 He or she is also often involved in selecting and implementing network security measures such

as firewalls and access codes. System Administrator A system administrator—often referred to as “sys admin”—is responsible for managing an

organization’s computer operating systems. System administrators often manage and maintain several operating systems, such as UNIX

and Microsoft Windows Vista, and ensure that the operating systems work together, support end-users’ business requirements, and function properly.

System administrators are also responsible for the day-to-day maintenance of an organization’s operating systems, including backup and recovery, adding and deleting user accounts, and performing software upgrades.

Webmaster A Webmaster is responsible for creating and maintaining the organization’s Web site as well

as its intranet and extranet. Webmasters are increasingly involved in creatively deciding how to represent the organization

on the Web. These decisions involve elements of marketing and graphic design. Since many organizations use the Web for commerce, Webmasters must also be well-versed in

Web transaction software, payment-processing software, and security software. Chief Security Officer / Chief Information Officer The CIO, (Chief Information

Officer) who is responsible for all aspects of an organization’s ISs, is often, a corporate vice president.

A person who holds the position of CIO must have both technical understanding of current and developing information technologies and business knowledge.

The CIO plays an important role in integrating the IS strategic plan into the organization’s overall strategic plan.

He or she must not only keep abreast of technical developments but also have a keen understanding of how different technologies can improve business processes or aid in the creation of new products and services.

2. Discuss about Office Automation System. (OAS) Office Automation System (OAS): Aids office workers in the handling and management of

documents, schedules, e-mails, conferences and communications. Data workers process information rather than create information and are primarily involved in

information use, manipulation or dissemination.

Typical office automation systems handle and manage documents through word processing, desktop publishing, document imaging, and digital filing, scheduling through electronic calendars,

18

and communication through electronic mail, voice mail, or video conferencing. The most easily recognized tool is a word processing program, such as Microsoft Word or

Corel WordPerfect. Productivity Tools Productivity tools are software programs used to create an end product, such as letters, e-mails, brochures, or images. Word Processing A word processor enables you to create a document, store it, display it on the computer screen, modify it, and print it using a printer. Spreadsheet A spreadsheet is a computer program that presents data, such as numbers and text, in a grid of rows and columns. Desktop Publishing Desktop publishing is the use of the computer and specialized software to create high quality documents for desktop or commercial printing. Calendars and Schedulers A calendar program enables us to record events and appointments on an electronic calendar. Paint and Draw Program A paint program or a graphics program enables the creation of pictures, backgrounds, buttons, lines, and other creative art. Electronic Mail Electronic mail or e-mail is a simple tool for exchanging brief messages between individuals or among a larger audience. 3. Explain system development life cycle SDLC(System Development Life Cycle): It is a well defined process by which a system is planned, developed and implemented. The system development starts with the requirement for improving their business system. There are following activities involves in SDLC :- Preliminary Investigation (Problem

Identification) System analysis (Feasibility study) System designing Development of software System testing Implementation & Evaluation Maintenance

1. Preliminary Investigation OR Problem Identification: It defines the user requirements or what the user expects from the new system. Problem identification helps in :- Defining a problem Setting proper system goal Determining the boundaries of the

project by considering the limitations of available resources

19 2. System Analysis: It involves detailed understanding of all important facts of the business area under investigation. This requires data collection from a variety of sources such as questionnaires, forms, interviews, study of existing documents. Feasibility study:

It determines the possibility of either improving the existing system or developing the complete new system There are four aspects of feasibility study:

i. Technical feasibility ii. Economical feasibility iii. Operational feasibility iv. Behavioral feasibility i. Technical feasibility: It involves the required and existing computer system, hardware, software and to what

extent it can support the proposed application ii. Economic feasibility: It involves post benefit analysis to determine the benefit and savings that are expected from

new system and compared with costs. iii. Operational feasibility: It concerns with human, organizational and political aspects. iv. Behavioral feasibility: It includes how strong the reaction of staff will be towards the development of new system

that involves computer’s use in their daily work. 4. System designing:

Design of the system is mainly the logical design that can be sketch on a paper or on a computer. It includes physical design elements, describes the data to be inputted. DATA FLOW DIAGRAMS A data flow diagrams (DFD) is used to describe the flow of data in a business operation, using only four symbols for these elements: external entities, process, data store and the direction in which data flows. Example : UNIFIED MODELING LANGUAGE Unified Modeling Language (UML) is a graphical standard for visualizing, specifying, and

documenting software. UML consists of diagrams that describe the following types of software: use case, class,

interaction, state, activity, and physical components. CONSTRUCTION: System construction is predominately programming. Professional programmers translate input, output, and processes, as described in data flow diagrams, into programs. Testing is performed by way of walk-through and simulation. SYSTEM TESTING:

The system is checked against the system requirements originally defined in the analysis phase by running typical data through the system.

Bonus Amount

Salesperson Annual sales

Salesperson I.D. Sales clerk

Bonus

Calculation

Salespeople database

Bonus file

20 IMPLEMENTATION:

The implementation of a new IS, also called delivery, consists of two steps: conversion and training. Conversion takes place when an operation switches from using an old system to using a new system. There are four basic conversion strategies to manage the transition:

1. Parallel 2. Phased 3. Cut Over 4. Pilot

SUPPORT The role of IT professionals does not end with the delivery of the new system. They must

support it and ensure that users can operate it satisfactorily. Support includes two main responsibilities: maintenance and user help.

4. Discuss the main aspects of expert systems.

1. An expert system (ES) is developed to emulate the knowledge of an expert to solve problems and make decisions in a relatively narrow domain.

2. A domain is a specific area of knowledge. For example, in medicine a domain is often a diagnosis of a specific disease.

3. The purpose of ESs is to replicate the unstructured and undocumented knowledge of the few (the experts), and put it at the disposal of the many other people who need the knowledge, often novices or professionals in the same domain but with far less expertise.

4. Advanced programs might include neural networks (computer programs that emulate the way the human brain works) which can learn from new situations and formulate new rules in their knowledge bases to address events not originally considered in their development.

5. Expert systems and neural networks are two techniques researched and implemented in a field called artificial intelligence (AI).

6. The field is so called because it focuses on methods and technologies to emulate how humans learn and solve problems.

7. An ES uses a knowledge base, which is a collection of facts and the relationships among them. An ES does not use a model module but an inference engine.

8. The inference engine is software that combines data that is input by the user with the data relationships stored in the knowledge base. The result is a diagnosis or suggestion for the best course of action. In most ESs, the knowledge base is built as a series of IF-THEN rules.

5. What is knowledge management? And

what are the tools used for knowledge management? Explain.

Knowledge Management System (KMS) Knowledge management involves gathering,

organizing, sharing, analyzing, and disseminating knowledge that can improve an organization’s performance.

21 The main challenge in knowledge management is identifying and classifying useful

information to be gleaned from unstructured sources. Most unstructured knowledge is textual, both inside an organization and in files available to

the public on the Web. Employee knowledge networks are software tools that help employees find other employees

who have expertise in certain areas of inquiry. Auto-categorization (automatic taxonomy), the automatic classification of information, is one

important element of knowledge management. Auto-categorization has been used in online customer support Web pages to reduce the labor

involved in helping customers solve problems. Tools in Knowledge Management PolyAnalyst from Megaputer Intelligence, Inc., to sort the text information and create links

between topics. Watson, an application developed by Intellext. It can be embedded in Microsoft Word,

PowerPoint, and Outlook as well as the Web browsers Internet Explorer and Firefox. When using Word, it analyzes a user’s document as it is being written, creates an automatic query about the subject, reaches out into the KM program. It works similarly when one uses Outlook or a Web browser.

Accenture, developed Online Audience Analysis. The tool searches thousands of Web sites daily and retrieves predetermined information about specific products and services. It then uses data-mining techniques to help organizations understand what consumers are saying about corporate brands and products.

Factiva is accessible through a Web site and gathers information online from over 10,000 sources—newspapers, journals, market data, and newswires—information that amounts to millions of documents. The search can be more tailored and specific than searches performed through free search engines such as Google or Yahoo!

Auto-categorization To categorize knowledge into manageable data, companies use auto-categorization software. Auto-categorization or automatic taxonomy automates the classification (taxonomy) of data into categories for future retrieval. Practically all search engine sites, such as Google and Yahoo!, use auto-categorization software, and continue to improve the software to provide more precise and faster responses to queries. Many companies have installed such software at their corporate Web sites.

6. What do you mean by system implementation? Briefly discuss the various activities involved in it?

SYSTEM IMPLEMENTATION: The implementation of a new IS, also called delivery, consists of two steps: conversion and training. Conversion takes place when an operation switches from using an old system to using a new system. Conversion can be a difficult time for an organization. There are four basic conversion strategies to manage the transition:

1. Parallel

22

2. Phased 3. Cut Over 4. Pilot

1. Parallel Conversion In parallel conversion, the old system is used along with the new system for a predetermined period of time. This duplication minimizes risk because if the new system fails, operations are not stopped and no damage is caused to the organization. However, parallel conversion is costly because of the expenses, especially labor costs, associated with running two system. 2. Phased Conversion ISs, especially large ones, can often be broken into functional modules and phased into operation one at a time, a process called phased conversion. For example, conversion of an accounting IS can be phased, with the accounts receivable module converted first, then the accounts payable, then the general ledger, and so on. This phased approach also reduces risk, although the benefits of using the entire integrated system are delayed. 3. Cut-Over Conversion In a cut-over conversion, also called flash cut conversion, the old system is discarded and the new one takes over the entire business operation for which it was developed. This strategy is highly risky, but it can be inexpensive. 4. Pilot Conversion If the new system is to be used in more than one business unit, it might first be introduced for a period of time in a single unit, where problems can be addressed and the system can be polished before implementing it in the other business units. Piloting reduces risks because it confines any problems to fewer units. Beta Site A beta site is an organization whose management agrees to test the new system for several months and provide feedback. 7. Discuss the types of Decision Support Systems.

Decision Support

Systems (DSS) are a class of computerized information system that supports decision-making activities. There are a number of Decision Support Systems. These can be categorized into five types:

Communication-driven DSS

Most ommunications-driven DSSs are targeted at internal teams, including partners. Its purpose are to help conduct a meeting, or for users to collaborate.

23

Examples: Chats and instant messaging software, online collaboration and net-meeting systems.

Data-driven DSS Most data-driven DSSs are targeted at managers, staff and also product/service suppliers. It is used to query a database or data warehouse to seek specific answers for specific purposes. Examples: Computer-based databases that have a query system to check.

Document-driven DSS Document-driven DSSs are more common, targeted at a broad base of user groups. The purpose of such a DSS is to search web pages and find documents on a specific set of keywords or search terms. The usual technology used to set up such DSSs is via the web or a client/server system.

Knowledge-driven DSS: Knowledge-driven DSSs or 'knowledgebase' are they are known, are a catch-all category covering a broad range of systems covering users within the organization setting it up, but may also include others interacting with the organization. For example: Consumers of a business. The typical deployment technology used to set up such systems could be client/server systems, the web, or software running on stand-alone PCs.

Model-driven DSS Model-driven DSSs are complex systems that help analyze decisions or choose between different options. These are used by managers and staff members of a business, or people who interact with the organization, for a number of purposes depending on how the model is set up - scheduling, decision analyses etc. These DSSs can be deployed via software/hardware in stand-alone PCs, client/server systems, or the web.

8. Discuss the about Management Information Systems. The term Management Information Systems(Mis) also designates a specific category of

information systems serving middle management . MIS provide middle managers with reports on the organization’s current performance. This

information is used to monitor and control the business and predict future performance. MIS summarize and report on the company’s basic operations using data supplied by

transaction processing systems. The basic transactions data from TPS are compressed and usually presented in reports that are

produced on a regular schedule today many of these reports are delivered online. MIS serve managers primarily interested in weekly, monthly, and yearly results.

Online Displays and Dashboards

Accounting Files

Production Master

File

MIS FILES

Sales Data

Unit Product Cost data Product Change Data Expense Data

Order Processing System

Materials Resource Planning System

General Ledger System

MIS

Order File

Transaction Processing Systems Management Information Systems

Reports

Managers

24 9. Enterprise Resource Planning SYSTEMS (ERP) / ENTERPRISE SYSTEMS

Enterprise applications help businesses become more flexible and productive by coordinating their business processes more closely and integrating groups of processes so they focus on efficient management of resources and customer service. There are four major enterprise applications:

1. Enterprise Systems 2. Supply Chain Management Systems, 3. Customer Relationship Management Systems 4. And Knowledge Management Systems.

Enterprise systems: Firms use enterprise systems, also known as enterprise resource planning (ERP) systems to

integrate business processes in manufacturing and production finance and accounting sales and marketing and human resources into a single software system.

Information that was previously fragmented in many different systems in stored in a single comprehensive data repository where it can be used by many different parts of the business.

Supply Chain Management Systems: Firms use Supply Chain Management (SCM) Systems to help manage relationships with their

suppliers. These systems help suppliers, purchasing firms, distributors, and logistics companies share

information about orders, production, inventory levels, and delivery of products and services. The ultimate objective is to get the right amount of their products from their source to their

point of consumption in the least amount of time and at the lower cost.

25 Customer Relationship Management Systems: Firms use Customer Relationship Management (CRM) systems to help manage their

relationships with their customers. CRM systems provide information to coordinate all of the business processes and deal with

customers in sales, marketing, and service to optimize revenue, customer satisfaction, and customer retention.

This information helps firms directly, attract, and retain the most profitable customers, provide better service to existing customers; and increase sales.

Knowledge Management System (KMS) Knowledge management involves gathering, organizing, sharing, analyzing, and

disseminating knowledge that can improve an organization’s performance. The main challenge in knowledge management is identifying and classifying useful

information to be gleaned from unstructured sources. Most unstructured knowledge is textual, both inside an organization and in files available to

the public on the Web.

26 FILE ORGANISATION TRADITIONAL FILE FORMAT

Digital data can be stored in a variety of ways on different types of media. The data can be stored in traditional file format in which the different pieces of information are

stored as continuous strings of bytes.

Position Number:

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 16 17 18 19

Record 1: U C C A 1 3 A 0 1 A R J U N A N V 5 6 4 7

Record 2: U C C A 1 3 A 0 2 D U R G A D E V I 8 6 9 7

.

.

.

Roll Number Name Mark1 Mark2

Advantage The chief advantage of this format is the efficient use of space.

Disadvantage

The data is difficult to locate and manipulate. High data redundancy and Low data integrity.

Types of File Organization

1. Sequential Access File Organization 2. Direct Access File Organization 3. Index Sequential File Organization

Sequential Access File Organization

1. All records are stored in sequential order. 2. That is, the records are arranged in ascending or descending order of a key field.

a. In a student information system, the file would contain roll number, name division, marks obtained in the examination

b. In a payroll application, the records are stored with employee number as a key field. 3. To locate a particular record in such file organization, we have to start searching from the

beginning of the file until it is found in the file. 4. It is time consuming process. 5. Normally created and maintained on magnetic tapes.

Advantages

1. Simple to understand and economical 2. Easier to organize and maintain

Disadvantages

1. Entire file has to be processed, time consuming searching 2. High data redundancy

27 Direct Access File Organization (or) Random Access (or) Relative File Organization

6. Records are stored in Direct Access Storage Device (DASD) such as Magnetic Disk (Hard Disk) 7. For direct access, the file is viewed as numbered sequence of blocks or records. 8. These blocks or records are taken as key for accessing the desired information randomly. 9. It allows arbitrary blocks to be read or written. 10. It is useful for immediate access to large amount of information.

Advantages

3. Immediate access of the desired records, No sorting of the records is required. 4. Faster updating of several files.

Disadvantages

3. Data may be accidentally erased or over-written. Backup facility is needed 4. Expensive, less efficient in using storage space.

Indexed Sequential Access File Organization

1. Records are stored in randomly on a direct access device such as magnetic disk by a primary key. Hence, we can access data either sequentially or randomly using the index. The index is stored in a file and read into memory when the file is opened.

2. It may have multiple keys. The key upon which the data records are ordered is called the primary key. Other keys are called alternate keys.

Advantages 1. Both sequential and random access is possible. 2. Accessing of records is fast, if the index table is properly organized.

Disadvantages

1. More storage space is needed because of the presence of index 2. Less efficient in the use of storage space. 3. Expensive, it requires special software.

DATABASE APPROACH (DATABASE MANAGEMENT SYSTEM) In the database approach, data pieces are organized about entities. Entity: An entity is any object about which an organization chooses to collect data. Entities can be types of people, such as employees, customer, students, etc., Character: A smallest piece of data (single letter) is a character. ( Example : s t u d e n t ) Field: Multiple characters make up a field. A field is one piece of information about an entity. (Example: Rno, name) Record: Collection of related records make up a record.

(Example: UCCA13A01, ARJUNAN V, 89,98) File: Collection of related records is called a file. (Example: Student biodata file) Database: An organized collection of data is called a database. (Example: Student database) Queries: Data is accessed in a database by sending messages called “queries” which request data from specific records and/or fields.

28

MANAGEMENT INFORMATION SYSTEMS

1 MARK / 2 MARKS 1. Define the term Information. 2. Define Data Warehouse. 3. Distinguish between Data and Information. 4. Define Decision Support System. 5. What do you mean by System Analysis? 6. What is Indexed Sequential Organization? 7. What is the objective of Production System? 8. What are the activities involved in Marketing? 9. What is Database? 10. What are the benefits of expert systems? 11. What is information? 12. What is Data warehouse? 13. When does a person have to make a decision? 14. Expand (a) ESS (b) TPS 15. What is DSS? 16. What is System analysis? 17. What are the uses of Accounting Information system? 18. Write any two applications of production system. 19. What is System Audit? 20. What are the approaches to the development of MIS? 21. Define Information system. 22. What is the purpose of Data warehouse? 23. Define Executive Support System. 24. What is Meta data? 25. Distinguish between DSS and MIS. 26. Define Indexed Sequential File Organization. 27. What is the use of Production Information system? 28. What are the activities involved in Marketing? 29. What is the role of computer in MIS? 30. What is an Expert System?

4 MARKS / 5 MARKS 11. a. Describe the types of decision. (OR)

b. Describe the benefits of Executive support systems. 12. a. Discuss about Computers and MIS. (OR)

b. Write short notes on Transaction Processing Systems. 13. a. Describe briefly about System Design. (OR)

b. Write short notes on Direct File Access Organization. 14. a. Discuss about Marketing System MIS. (OR)

b. Discuss about computerized Accounting system. 15. a. Define an expert system and explain how it works. (OR)

b. Discuss about the advantages in the Database approach.

29

16. a. Explain the three phases of decision making. (OR) b. What are the attributes of Information.

17. a. Explain the components of DSS. (OR) b. Briefly explain about Executive Information System.

18. a. Explain the need for system analysis. (OR) b. Briefly explain the input and output design.

19. a. What is manufacturing execution system and explain its contribution? (OR) b. Describe IS organization.

20. a. Briefly explain the basic differences of Database model. (OR) b. What are the contributions of Expert system?

21. a. Explain the characteristics of Data warehouse. (OR) b. Describe the capabilities of Executive Support Systems.

22. a. Write short notes on Office Automation Systems. (OR) b. Explain the attributes of Decision Support Systems.

23. a. Write short notes on system analysis. (OR) b. Write short notes on Direct File Access Organization.

24. a. Discuss the marketing system MIS? (OR) b. Explain Computerized Accounting system.

25. a. Define expert system and explain how it works. (OR) b. Describe the advantages in the database approach.

10 MARKS 1. Explain the role of users in developing management information system. 2. Discuss about office automation system. 3. Explain system development life cycle 4. How is MIS applied in manufacturing system? Discuss in detail. 5. Discuss the main aspects of expert systems. 6. What is knowledge management? And what are the tools used for knowledge management?

Explain. 7. Explain the components of EIS. 8. What do you mean by system implementation? Briefly discuss the various activities involved in it? 9. Briefly explain the concepts of

a. Accounting system. b. Marketing system.

10. What do you mean by expert systems? What are the advantages and limitations of expert system? 11. Explain in detail knowledge management. 12. Discuss the types of Decision Support Systems. 13. Explain System Development Life Cycle 14. How is MIS applied in manufacturing system? Discuss in detail. 15. Describe Database Concepts in detail.