MANGEMENT INFORMATION SYSTEM

for
KALA RAKSHA TRUST

BY

NAVNEET JALAN

Organizational Traineeship Segment

PRM-24

Submitted to

KALA RAKSHA TRUST, SUMRASAR SHEIKH

July, 2004
INSTITUTE OF RURAL MANAGEMENT
 Acknowledgements

I would like to place on record my sincere gratitude to Kala Raksha Trust and all individuals
associated with it for providing me with the opportunity to undertake my Organisational
Training Segment at Kala Raksha Trust, Sumrasar Sheikh.

In particular, my sincere thanks to Mr. Praksh Bhanani and Ms. Judy Frater for their patient
and erudite guidance throughout the training period.

I also thank Anant, PavanBhai, Harishbhai, Babubhai, Shyamji, Nandlal, Mayaben, Nanuben,
Meeraben, Raniben, Mejar and the tailors for the cooperation extended in every possible way.

Vinod Rahod deserves special mention for taking care of my food and lodging at the centre.

The artisans, fieldworkers, supervisors and local teachers were very cooperative and
forthcoming. I’d like to express my heart-felt gratitude to them.

Last but not the least, I am immeasurably indebted to Prof. Pradyut J Modi for the guidance
provided during the OTS.

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 Executive Summary

I Title : Development of MIS

II Organisation : Kala Raksha Trust
III Reporting Officer : Ms. Judy Frater & Mr. Prakash Bhanani
IV Faculty Guide : Prof. P. J. Modi
V Student’s Name : Navneet Jalan

Objectives:
1. To identify and understand the information requirements for various departments namely
production, marketing, education & health (E&H) and buildings & grounds (B&G).
2. To analyze the identified information for meaningful decision making.
3. To identify and establish a system of reporting and information sharing amongst the
departments.

Scope of the Study:

The scope was limited to design, production, marketing, E&H, and B&G departments of the
organization.

Methodology:
Interviews and group discussions with personnel in each department and inspection of current
records/documents maintained by these departments

Major findings:
1. In all the departments the format of recorded information was informal and non-standard
which made retrieval, collation, and analysis of information extremely difficult.
2. Recording of information was irregular in some departments.
3. There was a lack of awareness about the methods of data collation, aggregation and
analysis and how it could be used for forecasting, monitoring and exercising control over
operations.
4. Managers of the various departments lacked proficiency in the use of computers
applications. Similarly, field workers were generally averse to systematically recording

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 information. These two factors rendered earlier attempts at standardizing information
systems of production and marketing departments, unsuccessful.

Conclusion:

There exists an acute need for a simple and user-friendly man-machine information system. A
system designed after factoring in the current skill-sets and proficiency with computers of the
end users is essential for the information system to be effective.

Actions Taken:

1. Alterations in the design of challan books were suggested.

2. Formats of recording information were standardized for all departments.
3. A system of information storage, retrieval, and reporting was developed and
implemented in MS-Access.

Recommendations:

A monitoring system comprising daily inspection of records for data entry, fortnightly
submission of reports in the Monday-meetings; quarterly, half-yearly and yearly submission
of summary and analytical computer generated reports in review and evaluation meetings was
suggested.

Limitations:
In the absence of regular supervision by management, the work of data entry in registers and
the computer system as suggested above may render the system ineffective.

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 TABLE OF CONTENTS
ACKNOWLEDGEMENTS ii
EXECUTIVE SUMMARY iii
CONTENTS Page No
1. INTRODUCTION 1
1.1 Objectives 1
1.2 Scope of the Study 1
1.3 Methodology 1
1.4 Methods of Data Collection 1
2. THE RATIONALE 1
3. ORGANISATION STRUCTURE 3
4. MAJOR FINDINGS 5
5. INFERENCE 5
6. ACTIONS TAKEN / RECOMMENDATIONS 5
7. DEPARTMENT WISE INFORMATION SYSTEMS 6

7.1 Buildings &Grounds 6

7.2 Education & Health 9
7.3 Design 13
7.4 Production & Stores 15
7.5 Marketing 17
7.6 Administration & Accounts 19
8. MONITORING SYSTEM 20
9. CONCLUSION 21

LIST OF FIGURES
1 Organisation Structure of Kala Raksha Trust 4
2 Buildings & Grounds Department 8
3 Education & Health 10
4 Design 14
5 Production 16
6 Marketing 18
7 Administrative & Accounts 19

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APPENDIX
Appendix – List of Tables & Queries 22

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