I.

INTRODUCTION

Information is a set of classified and interpreted data used in decision making. It

has also been defined as 'some tangible or intangible entity which serves to reduce
uncertainty about future state or events' (Lucas, 1978). A management information
system (MIS) is 'an integrated user-machine system for providing information to
support operations, management and decision making functions in an organization. The
system utilizes computers, manual procedures, models for analysis, planning, control
and decision making, and a database' (Davis and Olson, 1984). MIS facilitates
managerial functioning. Management information is an important input at every level in
the organization for decision making, planning, organizing, implementing, and
monitoring and controlling. MIS is valuable because of its content, form and timing of
presentation. In the context of different levels of decision making, information can be
described as: source, data, inferences and predictions drawn from data, value and
choices (evaluation of inferences with regard to the objectives and then choosing a
course of action), and action which involves course of action. The MIS concept
comprises three interrelated and interdependent key elements: management, system
and information (Murdick and Ross, 1975)

The registrar’s office is the backbone of Maasin City College that maintains the
official academic record for all current and former students, publishes the
undergraduate and graduate schedule of courses, assigns classrooms, produces the
final exam schedule, conducts registration, records grades, ensures graduates have
fulfilled requirements, verifies enrollment and degrees, provide unofficial transcripts,
supplies data in support of the academic decision making process, issues diplomas and
plans Commencement.

Maasin City College Registrar’s office uses manual system in their functions.
Encoding transcript of records manually, updating grades by semester or any available
time of the office in-charged and many other related works managed the operations in
labor-intensive information system.
 II. SYSTEM NAME

Management Information System - Manual

III. SYSTEM ENVIRONMENT

Maasin City College- Registrar’s Office

IV. HARDWARE, SOFTWARE AND NETWORK ARCHITECTURE

Hardware

The registrar’s office has 11 Steel Cabinet as the office hardware and 5 computers with
its components are as follows:

 Hard drive - also called hard disk, it is the permanent storage space that stores
all information and applications of the computer, retaining the space even when
it is turned off.
 Motherboard - Considered as the most important types of computer hardware.
The motherboard houses the microprocessor, providing the necessary sockets
and slots that connect to all other types of computer hardware. Thus the
motherboard serves as the 'mediator', a channel that allows the components to
work together and walk to each other, making it a whole and completely working
unit.
 RAM - short for Random Access Memory. It is the memory used to process
applications. RAM is lost when the computer is turned off.
 ROM - short for Read Only Memory. It serves as memory for storage of
programs.
  Storage Devices - External storage devices like CDs, DVDs, USB flash drives are
important as removable storage devices that you can take from one personal
computer to another.
 Power Supply Unit (PSU) - this converts the AC power to low voltage DC power,
integral for the internal components of the PC.
 Keyboard - an input device used to input text & characters by pressing the keys.
 Mouse - pointing device that detects two-dimensional motion to the surface.
Other pointing devices include the track ball, the touch pad and the touch
screen.
 Image input devices - includes scanners and web cams, these devices are used
to provide input of images, written text, handwriting, etc for digital use.
 Image output devices - the printer, used to produce a physical and permanent
text or graphic document.
 Audio output devices - headphones and speakers that allows you to hear the
audio coming from the computer.
 Monitor - the monitor is an electronic visual display that shows the graphical and
textual information of the computer. There are may types of monitors, such as
the CRT (Cathode Ray Tube), which is almost obsolete, the LCD (Liquid Crystal
Display) which is the most common monitor used nowadays, and the touch
screen display.
 Office Hardware
o Steel cabinet-for the school records and memos.

Software

 Programs: includes word processor, spreadsheet, graphics programs, music

software, games, etc.
 System Utilities: Examples of System Utilities include file copy, hard drive repair,
and similar items.

 Command Shell: The Command Shell is the Finder and was the first commercially
available graphic command shell. On Windows, the Command Shell is a poorly
integrated combination of the File Manager and the Program Manager. The
 command line (C:\ prompt) of MS-DOS or Bourne Shell of UNIX are examples of
the older style text-based command shells.

 User Interface: (inverter of the personal computer, graphic user interfaces,

object oriented programming, and software agents) ground breaking ideas on
human-computer interfaces, operating systems didn’t include support for user
interfaces (other than simple text-based shells). The user interface is called the
ToolBox and provides the windows, menus, alert boxes, dialog boxes, scroll bars,
buttons, controls, and other user interface elements shared by almost all
programs.

 Logical Level of Operating System: The Logical Level of the operating system
provides high level functions, such as file management, internet and networking
facilities, etc.

 Hardware Level of Operating System: The Hardware Level of the operating

system controls the use of physical system resources, such as the memory
manager, process manager, disk drivers, etc.

 Graphics Engine: The Graphics Engine includes elements at all three of the
lowest levels, from physically displaying things on the monitor to providing high
level graphics routines such as fonts and animated sprites.

Network Architecture

 Local Area Network (LAN) is not available in the system. The registrar’s computer
serves as the server of the interconnected computers only in printing process.
Other computer cannot print if the registrar’s computer “server” is often off.
V. How the system provide the company competitive advantage?

The system used at the registrar’s office nowadays is not competitive because a
manual system is that it is time wasting, prone to errors, requires continuous
monitoring to ensure that each transaction is accounted for and makes accessing school
and student’s records a more cumbersome process for the operator.

VI. Is it web-based?

No

Will it provide the company strategic advantage if web-based be adopted?

Yes,

Here are the following reasons for advantage web-based system:

 Convenience

The first of the advantages of web based applications is that it is very convenient for
use. One can access these applications 24 hours of the day and 365 days a year. They
can be used in any part of the world any time. The entire database is available all the
time. One can either make use of the computer or phone to access the required data,
whenever it is required. A person need not be confined to his office only.

 No Installation and/or Maintenance

Unlike the desktop applications, the web applications do not have to be installed, as
they run on a web server. The time and trouble required for installing software are also
done away with. At the same, since the web servers are used, maintenance,
troubleshooting problems hardly arise. One does not have to go through the headache
of heavy backups to be taken on disk space, etc. either.
  Cost

As compared to the desktop applications, these applications are cost effective.

These applications cost lesser as compared to the web applications. At the same time, it
does not waste any space on the computer, as the software are run from a server. One
does not have to pay for maintenance fees either.

 Multiple Platforms

The beauty of the web applications is that they work on multiple platforms. Most of
the applications work on different Internet browsers like Internet Explorer, Mozilla
Firefox, etc. They are often also compatible with most of the computer operating
systems. Immaterial of the browser or the operating system, there is no difference in
the way the applications work. The quality of work remains the same all the time.

 Advanced Versions

As a user a person does not have to worry about whether the application is up to
date. The application is always up to date. There is no need of being on the run always,
as the up-gradation, etc. is taken care of. This is one of the best advantages of open
source web applications.

 User Training

One does not have to undergo training at any particular time only. According to the
users convenience can the user undergo training. At the same time, if a particular user
is a slow learner or does not have a lot of time to spare, then the user can decide the
pace of learning as well.

VII. Is there a possibility of going Global? GIS?

Yes, but maybe in a long run process.

VIII. Ethical/Societal issues

There are lots of negative issues using Manual system at the Registrar’s Office
such as:

Training problems

Report acquisition problems

Summarizing data and writing reports take lot of time

Data duplication

Lack of security

Common errors

Too much paper work

Inconsistency of data

Space consuming

Slow retrieval of data

Perhaps, it is unavoidable feedback received from many other users for this kind
of system but the Registrar’s personnel in-charged are very generous to give their best
just to uphold and make their job well done even not more competitive enough.
 PROJECT PAPER
IN
MANAGEMENT INFORMATION
SYSTEM