Management :

Management covers the planning, control, and administration of the operations

of a concern. The top management handles planning; the middle management
concentrates on controlling; and the lower management is concerned with actual
administration.
Information :
Information, in MIS, means the processed data that helps the management in
planning, controlling and operations. Data means all the facts arising out of the
operations of the concern. Data is processed i.e. recorded, summarized,
compared and finally presented to the management in the form of MIS report.
System :
Data is processed into information with the help of a system. A system is made
up of inputs, processing, output and feedback or control.
Thus MIS means a system for processing data in order to give proper
information to the management for performing its functions.
MIS Definition :
Management Information System or 'MIS' is a planned system of collecting,
storing, and disseminating data in the form of information needed to carry out
the functions of management.

important roles of the MIS:

i.
The MIS satisfies the diverse needs through variety of
systems such as query system, analysis system, modeling system and
decision support system.
ii.
The MIS helps in strategic planning, management control,
operational control and transaction processing. The MIS helps in the clerical
personal in the transaction processing and answers the queries on the data
pertaining to the transaction, the status of a particular record and reference
on a variety of documents.
iii.
The MIS helps the junior management personnel by
providing the operational data for planning, scheduling and control , and
helps them further in decision-making at the operation level to correct an
out of control situation.
iv.
The MIS helps the middle management in short term
planning, target setting and controlling the business functions. It is
supported by the use of the management tools of planning and control.
v.
The MIS helps the top level management in goal setting,
strategic planning and evolving the business plans and their
implementation.
vi.
The MIS plays the role of information generation,
communication, problem identification and helps in the process of decisionmaking. The MIS, therefore, plays a vital role in the management,
administration and operation of an organization.

Computer Based Information System (CBIS) : This category of information

system depends mainly on the computer for handling business application.
System analysis develops different types of information system to meet variety of
business needs. There is class of system known as collectively as
computer based information system. They can be classified as :
Transaction Processing System (TPS)
Management Information System(MIS)
Decision Making System (DSS)
Office Automation System (OAS)
Components of Information Systems
1. Resources of people: (end users and IS specialists, system analyst,
programmers, data administrators etc.).
2. Hardware: (Physical computer equipments and associate device,
machines and media).
3. Software: (programs and procedures).
4. Data: (data and knowledge bases), and
5. Networks: (communications media and network support).

Classification of information system :

I)

TPS(Transaction Processing System) :-

Most fundamental computer system which is concerned with

processing of business is called TPS. The objective of TPS is to
improve routine business activities on which functions of organization
depends. The main work of TPS is to record and process the data
resulting from business transactions. A transaction is an event or
entity which affects the organization. Transaction processing could
also be considered as a set of procedures for handling transactions and
it includes activities like calculation, classification, storage and
retrieval, sorting, validation, verification, summarization etc. These
activities occur at operational level in nay organization. TPS produces
a variety of information system for internal and external cause.

Transaction processing system features

Performance
Continuous availability
Ease of use
Modular growth
Back up
recovery

Types of transaction processing

Processing types
Batch processing
Real-time processing
Time-sharing

II)

EIS(Executive Information System):- The decision made by executives

are mostly unstructured for which informational requirements are
generally for processed and summarized data from variety of sources.
Initially tip executive information system relies on non computer
source. Top level executives get information whenever they require
from many sources like letters, memos, periodicals and report
produced manually as well as by computer system. Thus, with
computer based EIS provides top management with immediate and
easy access to selective information, which reduces the information
overload on executives and help to achieve firms strategic objective.

EIS components can typically be classified as:

Hardware
Software
User interface
Telecommunications

Advantages of EIS

Easy for upper-level executives to use, extensive computer experience is not required in operations
Provides timely delivery of company summary information
Information that is provided is better understood
EIS provides timely delivery of information. Management can make decisions promptly.
Improves tracking information
Offers efficiency to decision makers

Disadvantages of EIS

System dependent
Limited functionality, by design
Information overload for some managers
Benefits hard to quantify
High implementation costs
System may become slow, large, and hard to manage
Need good internal processes for data management
May lead to less reliable and less secure data
Excessive cost for small company

III)

OAS(Office Automation System) :- OAS collects, processes, stores and

transmits data and information in the form of electronic office
communication. These automatic systems rely on text processing,
telecommunication and offer information system technologies. Exampleword processing, electronic mail, desktop publishing, telecommunication
and document image processing. It enhances the abilities of users to
communicate with their colleagues within their work groups and
organization and with external contact such as customers and suppliers.

Advantages They provide more time to managers to concentrate on their basic jobs.
They improve the quality of work in terms of content, throughness, timeliness
and accuracy.
They speed up specific functions and thereby increases the quantity of
clerical output.
They reduce the time spent on input capture and creation.
They co-ordinate and integrate office tasks.
They enable more cost- effective and time- effective communications.
They increase the productivity of office workers at all levels.
Disadvantages
Cost of automated office hardware is very high.
Oas can disrupt traditional office work roles and environment.

Oas may lead to security problems.

IV)

ES(Expert System):- Expert system aims at formalizing expertise and

makes it available for repetitive types of business decisions. They use
artificial intelligence tools to generate knowledge out of information. It
helps human experts perform their jobs effectively and is important where
expertise is scarce and is therefore expensive. The expert system has been
developed for the purpose of expertise from those with the knowledge in a
convenient and easily accessed manner. Expert systems are designed to
replace the function formed by human experts. Expert system provide

information to managers as expert advice.

An expert system supports the intellectual work of professionals engaged
in design, diagnosis or evaluation of complex situation requiring expert
knowledge in a well- defined area.
Advantages: Planning:- ES can make a valuable contribution to planning. It can
use information from earlier project which can be used to improve
subsequent plans.
Decision making:- ES can support decision making by storing
information in its knowledge base from several experts rather than a
single expert.
Monitoring:- ES can be used to monitor the process, activities of
employees and cash management etc.
Diagnosis:- ES can be used in diagnosing different conditions. Ex- in
diagnosing the reasons for manufacturing equipment, human diseases
in medicine etc.
Training:- when an ES is being used as a regular nature in the course
of work, users learn the way the system reaches destination.
Timely response:- ES are available on call at all the time and, can be
used to provide immediate support and to perform task immediately.
Reliability:- they are reliable in the sense that they do not become
tired or bored. They pay attention to all details and do not overlook
any relevant information.
Disadvantages: Expert system are not problem solver.
It may take longer time to solve problem than an expertise.

Expert system take long development time and are expensive.

Decision support systems (DSS) are interactive software-based systems

intended to help managers in decision-making by accessing large volumes of
information generated from various related information systems involved in
organizational business processes such as office automation system,
transaction
processing system, etc.
There are two types of decisions - programmed and non-programmed
decisions.

Programmed decisions are basically automated processes, general routine

work,
where:
These decisions have been taken several times.
These decisions follow some guidelines or rules.
Non-programmed decisions occur in unusual and non-addressed situations,
so:
It would be a new decision.
There will not be any rules to follow.
These decisions are made based on the available information.
These decisions are based on the manger's discretion, instinct, perception
and judgment.
Attributes of a DSS
Adaptability and flexibility
High level of Interactivity
Ease of use
Efficiency and effectiveness
Complete control by decision-makers
Ease of development
Extendibility
Characteristics of a DSS
Support for
problems.
decision-makers
in
semi-structured
and
unstructured
Support for managers at various managerial levels, ranging from top
executive to line managers.
Support for individuals and groups. Less structured problems often
requires the involvement of several individuals from different departments
and organization level.
Support for interdependent or sequential decisions.
Support for intelligence, design, choice, and implementation.
Support for variety of decision processes and styles.
DSSs are adaptive over time.

Benefits of DSS
Improves efficiency and speed of decision-making activities.
Increases the control, competitiveness
decision-making of the organization.
Facilitates interpersonal communication.
Encourages learning or training.
Since it is mostly used in non-programmed decisions, it reveals new
approaches and sets up new evidences for an unusual decision
Components of a DSS
Following are the components of the Decision Support System:
Database Management System (DBMS)
Model Management System:
Support Tools:
Classification of DSS
There are several ways to classify DSS. Hoi Apple and Whinstone
classifies DSS
as follows:
Text Oriented DSS: It contains textually represented information that
could have a bearing on decision. It allows documents to be electronically
created, revised and viewed as needed.
Database Oriented DSS: Database plays a major role here; it contains
organized and highly structured data.
Spreadsheet Oriented DSS: It contains information in spread sheets
that allows create, view, modify procedural knowledge and also instructs
the system to execute self-contained instructions. The most popular tool
is Excel and Lotus 1-2-3.
Solver Oriented DSS: It is based on a solver, which is an algorithm or
procedure written for performing certain calculations and particular
program type.
Rules Oriented DSS: It follows certain procedures adopted as rules.
Rules Oriented DSS: Procedures are adopted in rules oriented DSS.
Export system is the example.
Compound DSS: It is built by using two or more of the five structures
explained above.
24MIS
Types of DSS

Following are some typical DSSs:

Status Inquiry System: It helps in taking operational, management
level, or middle level management decisions, for example daily schedules
of jobs to machines or machines to operators.
Data Analysis System: It needs comparative analysis and makes use of
formula or an algorithm, for example cash flow analysis, inventory
analysis etc.
Information Analysis System: In this system data is analyzed and the
information report is generated. For example, sales analysis, accounts
receivable systems, market analysis etc.
Accounting System: It keeps track of accounting and finance related
information, for example, final account, accounts receivables, accounts
payables, etc. that keep track of the major aspects of the business.
Model Based System: Simulation models or optimization models used
for decision-making are used infrequently and creates general guidelines
for operation or management

Group Decision Support System

he Decision Support System has been designed in such a way that it can be used conveniently by the
individual decision maker but the decision makers need to work in groups. So this Decision Support
System does not suit such a process which has given way for the development of the group Decision
Support System, which provides with the following advantages over the Decision Support System
1. Better comprehensive consideration of the problems and the various relating issues.
2. Better group understanding of the problem.
3. Less likelihood of quibbling with the help of the 20/20 hindsight.
4. Better group commitment to the decision.
5. Better communication to/with the implementers.
Group Decision Support System according to De Sanctis and Gallupe is an interactive computer based
system, which helps in solving the various un-structured problems with the help of the decision makers
working in the groups.
Basic components of the Group Decision Support System
1. Hardware
i. Input / output devices.
ii. Audio visual instruments.
iii. Electronic display board/ screens.
iv. Computer equipments.
v. Conferencing infrastructure.
vi. Network systems.

2. Software
i. Database and database management system.
ii. Modeling capabilities.
iii. Dialogue management with multiple user access.
iv. Specialized application programmes to facilitate the group access.
3. People and the procedure
i. Trained facilitators.
ii. Decision making participants.
iii. Support staff.
iv. Laid down procedure.
v. Modus operandi.
Features of the Group Decision Support System
1. Very much similar to the Decision Support System.
2. Is a group decision facilitator.
3. Extension or expansion of the Decision Support System.
4. Helps in concentrating on the merits of the input without considering about the fact that who gave it.
5. Enables every group member to address the issues.
6. Automated record keeping plays a critical support for the future review and the analysis.
Group Decision Support System success depends on the following factors
1. Improved pre planning.
2. Increased participation.
3. Open, collaborative meeting atmosphere.
4. Criticism free idea generation.
5. Idea organization and then evaluation.
6. Setting priorities.
7. Making decisions depending on the priorities.
8. Documentation.
9. Record keeping of the meetings.
10. Access to the external information.
11. Preservation of the organization memory

Module 4
What are the stages of Development of MIS?
Ans.: In order to develop a system successfully, it is managed by breaking the total
development process into smaller basic activities or phases. Any system
development process, in general, is understood to have the following phases :
i) Systems Planning
ii) Systems Analysis
iii) Systems Design
iv) Systems Implementation
v) Systems Operation and Support
There are two basic approaches for development of MIS :
a) System development life cycle : The system development life cycle have
following steps of development :
i) Systems Planning
ii) Systems Analysis
iii) Systems Design
iv) Systems Implementation
v) Systems Operation and Support (System Maintenance)
b)Prototyping : Prototyping is the process of creating an incomplete model
of the future full-featured system, which can be used to let the users have a

1.

SYSTEMS LIFE CYCLE

The oldest method for building systems is the systems life cycle, which requires that information systems be
developed in formal stages. It partitions systems development process into formal stages that must be
completed sequentially.
The stages have defined outputs; each requires formal approval before the next stage can commence. The
system life cycle is useful for large projects that need formal specifications and tight management control over
each stage of systems building.
Any systems life cycle should result in a high quality system that meets or exceeds customer expectations,
reaches completion within time and cost estimates, works effectively and efficiently in the current and planned
Information Technology infrastructure, and is inexpensive to maintain and cost-effective to enhance
The oldest of these, and the best known, is the waterfall: a sequence of stages in which the output of each stage
becomes the input for the next. These stages can be characterized and divided up in different ways, including
the following:
1. Analysis - Here the system requirements are gathered and defined. Any existing systems can also be

evaluated and any inefficiency can be highlighted.

2. Design - A design specification is derived from requirements analysis, where plans are made
concerning physical construction, hardware, operating systems, programming, communications and
security issues.
3. Build - Using the design specification, the system is developed and components built. Additionally, the
system will also be tested and user training will occur.
4. Implement - The system is installed and implemented. This can be through either a gradual phased
process or through a more cost effective launch of the complete system.
5. Operation and Maintenance - For a system to remain effective it must be constantly monitored and
evaluated. Regular maintenance will ensure the integrity of the system.

Advantages:
Easy to understand
Quality built-in throughout
Configuration management
Clear and defined stages
Forced to do analysis and design first

Disadvantages:
Time between agreeing requirements and delivery of final product
Risk in confirming customer requirements and user-interface, as there is no revision
Based on paper
this approach is very rigid and costly
Not well suited for unstructured, decision-oriented applications for which requirements cannot be
immediately visualized.

OR
SDLC stands for Software Development Life Cycle. A Software Development Life Cycle is
essentially a series of steps, or phases, that provide a model for the development and lifecycle

management of an application or piece of software.

A typical Software Development life cycle consists of the following stages:

Stage 1: Planning and Requirement Analysis
Stage 2: Defining Requirements
Stage 3: Designing the product architecture
Stage 4: Building or Developing the Product
Stage 5: Testing the Product
Stage 6: Deployment in the Market and Maintenance

he sequential phases in Waterfall model are:

Requirement Gathering and analysis: All possible requirements of the system to be developed are
captured in this phase and documented in a requirement specification doc.
System Design: The requirement specifications from first phase are studied in this phase and system
design is prepared. System Design helps in specifying hardware and system requirements and also helps
in defining overall system architecture.
Implementation: With inputs from system design, the system is first developed in small programs
called units, which are integrated in the next phase. Each unit is developed and tested for its
functionality which is referred to as Unit Testing.
Integration and Testing: All the units developed in the implementation phase are integrated into a
system after testing of each unit. Post integration the entire system is tested for any faults and failures.
Deployment of system: Once the functional and non functional testing is done, the product is deployed
in the customer environment or released into the market.
Maintenance: There are some issues which come up in the client environment. To fix those issues
patches are released. Also to enhance the product some better versions are released. Maintenance is
done to deliver these changes in the customer environment.

PROTOTYPING
Prototyping consists of building an experimental system rapidly and inexpensively for end users to interact
with and evaluate. The prototype is refined and enhanced until users are satisfied that it includes all of their
requirements and can be used as a template to create the final system.

Prototyping encourages end-user involvement in systems development and iteration of design until
specifications are captured accurately (Warfel, 2009). Approved prototype serves as template for final system.
Steps in Prototyping
a. Identifying users basic requirements
b. Developing initial prototype
c. Using prototype
d. Revising and enhancing prototype
Advantages of prototyping
Useful if some uncertainty in requirements or design solutions
Often used for end-user interface design
Reduces development time.
Reduces development costs.
Requires user involvement.
Developers receive quantifiable user feedback.
Facilitates system implementation since users know what to expect.
user requests are easier to determine, helping to produce a system that better meets the users' needs; and
results in greater user satisfaction
Exposes developers to potential future system enhancements.
systems are easier for end-users to learn and use because they are more involved in the development
process
Disadvantages of prototyping
May gloss over essential steps in systems development if done rapidly
May not accommodate large quantities of data or large number of users
May result in system that is that are technically inadequate for a production environment
The rapid creation of prototypes can result in systems that have not been completely tested or
documented
Developer misunderstanding of user objectives
Excessive development time of the prototype
Expense of implementing prototyping
Can lead to insufficient analysis.
Users expect the performance of the ultimate system to be the same as the prototype.

Developers can become too attached to their prototypes

Can cause systems to be left unfinished and/or implemented before they are ready.
If sophisticated software prototypes (4th GL or CASE Tools) are employed, the time saving benefit of
prototyping can be lost.
3.

APPLICATION SOFTWARE PACKAGE

These are a Set of pre-written, pre-coded application software programs commercially available for sale or
lease.
Developing an information system using an application software package eliminates the need for writing
software programs when developing an information system. These programs are called application packages
because they direct the processing required for a particular use, or application, which users want to accomplish
(Shin & Lee, 1996)
Using a software package reduces the amount of design, testing, installation, and maintenance work required to
build a system. Application software packages are helpful if a firm does not have the internal information
systems staff or financial resources to custom develop a system.
Application packages are generally designed to support commonly performed business functions and appeal to
multiple types of user organizations. Although a package may be tailored to a user's specific needs through
parameters or tables, the software itself is not individualized to a given organization in the same way that
custom-designed, custom-coded software would typically be tailored.(Gross & Ginzberg, 1984) Examples of
application packages include accounting systems, human resources software, and enterprise resource planning
(ERP) software.
Advantages:
Save time and money
Many offer customization features. Software can be modified to meet unique requirements without
destroying integrity of package software
Functions provided by the package include flexibility, user friendliness, hardware and software
resources, database requirements, installation and maintenance efforts, documentation, vendor quality, and
cost
Disadvantages:
To meet an organizations unique requirements, packages may require extensive customization that can

substantially raise development costs. customization is the modifications of software package to meet
organizations unique requirements without destroying the softwares integrity

Roles
A systems analyst may:
Identify, understand and plan for organizational and human impacts of planned systems, and ensure that
new technical requirements are properly integrated with existing processes and skill sets.
Plan a system flow from the ground up.
Interact with internal users and customers to learn and document requirements that are then used to
produce business requirements documents.
Write technical requirements from a critical phase.
Interact with designers to understand software limitations.
Help programmers during system development, e.g. provide use cases, flowcharts or even database
design.
Perform system testing.
Deploy the completed system.
Document requirements or contribute to user manuals.
Whenever a development process is conducted, the system analyst is responsible for designing
components and providing that information to the develope

unit 5:
importance of information security :

Protects information from a range of threats

Ensures business continuity
Minimizes financial loss
Optimizes return on investments
Increases business opportunities
Business survival depends on information security.

Confidentiality :Ensuring that information is accessible only to those

authorized to have access Safeguarding the accuracy and completeness of
information and processing methods

Availability :Ensuring that authorized users have access to information

and associated assets when required
integrity : safeguarding the accuracy and completeness of
informationand processing method