DEPARTMENT OF COMMERCE AND MANAGEMENT STUDIES

UNIVERSITY OF CALICUT 2012-2013

A CASE STUDY: MANAGEMENT INFORMATION SYSTEMS OF IPSR SOLUTIONS LTD Submitted to:
Dr. P. Mohan Reader, DCMS University of Calicut Submitted by: Nikhil. P Elvis Oloo Shamsheer.P.K 2nd sem M.Com

ACKNOWLEDGEMENT
First and foremost, we thank the lord almighty for being our guiding light in all we do. Words would not be enough to express our deep sense of gratitude to Dr. P. Mohan, Reader, DCMS, for his guidance and supervision to complete this report.

We would also like to express our gratitude towards head of the department Dr. M. A. Joseph. We will be lacking in our duty if we do not extend our profound thanks to Miss. Swetha Viswanath, Assistant Manager, administration, IPSR solutions LTD for giving her attention, valuable time, kind guidance and support, but for which we would not have been able to complete this report.

Contents
Executive Summary.........................................1 Introduction......................................................2 Literature Review.............................................3 Objectives of the Study....................................4 Company Profile..............................................5 Analysis...........................................................6 Conclusion & Recommendations....................7 References........................................................8
Annex I: List of people contacted during field work

Executive Summary
An information system is comprised of all the components that collect, manipulate, and disseminate data or information. It usually includes hardware, software, people, communications systems such as telephone lines, and the data itself. The activities involved i n c l u d e i n p u t t i n g d a t a , p r o c e s s i n g o f d a t a i n t o i n f o r m a t i o n , s t o r a g e o f d a t a a n d i n f o r m a t i o n , and the production of outputs such as management reports. MIS creates an evolution in whole world in every business and so in banking system. Organisation have been developing and implementing computer based management information system (MIS) at an increasing rate for the last 35 years. However, evidence indicates that many computer based MIS are not as successful as they should be and many may be considered failure. We visited IPSR Solutions Ltd, which is situated in vyapara bhavan, bank road, Calicut to know the functioning of MIS and the services provided by the firm. This report will also review management information system of IPSR Solutions Ltd, Calicut. It will analyse the components of existing information systems of the company and investigate the problems of existing information systems. This report will help us to know the information sources of IPSR Solutions ltd. IPSR solutions ltd

has successfully utilised its MIS in providing various services to its customers and also in improving its organisational efficiency.

Introduction
Management information systems were developed in the 1960s. Management information system describes a company and its resources. MIS allows managers to create reports about the company activities. Company activities can be products produced or sold, services, inventory, business partners and people. MIS keeps company information and resources organized. Management information system helps companies keep track of its resources and stay organized. MIS allows managers to make different types of reports about company activities. Managers can print a report that show a companys daily activities, how products or sold or services being used and use reports to make future business decisions. MIS deals with information that is systematically and routinely collected in accordance with a well-defined set of rules. Thus, and MIS is a part of the formal information network in an organization. Information that has major managerial planning significance is sometimes collected at golf courses. Such information is not part of MIS however; one- shot market research data collected to gauge the potential of a new product does not come within the scope of an MIS by our definition because although such information may be very systematically collected it is not collected on a regular basis.

Generally MIS has all the ingredients that are employed in providing information support to manager to making planning and control decisions. Managers often use historical data on an organizations activities as well as current status data make planning and control decisions. Such data comes from a data base which is contained in files maintained by the organization. This data base is an essential component of an MIS. Manual procedures that are used to collect and process information and computer hardware are obvious ingredients of an MIS. These also form part of the MIS. In summary , when we say that an MIS is an integrated man machine systems that provided information to supports the planning and control function of managers in an origination . It does the following function. - Sub serves managerial function - collects stores, evaluates information systematically and routinely - supports planning and control decisions - Includes files, hardware, software, software and operations research models. Effective management information systems are needed by all business organization because of the increased complexity and rate of change of todays business environment Before transitioning from an already existing system or process to a new Management Information System, the decision makers and stake holders of the company should be well aware that it would surely face resistance and acceptance to a new MIS would not come easy.

LITERATURE REVIEW
Management information system (MIS) is a set of systems and procedures that gather information from a range of sources compile it and present it in a readable format. Managers use an MIS to create reports that provide them with a comprehensive overview of all the information they need to make decisions ranging from daily minutiae to top-level strategy. Today's management information systems rely largely on technology to compile and present data, but the concept is older than modern computing technologies. Significance The main purpose of a management information system is to make managers' decision-making more efficient and productive. By pooling information from a range of sources into a single database and presenting the information in a logical format, an MIS can provide managers with everything they need to make highly informed decisions and perform in-depth analysis of operational issues. Information An MIS can collect nearly any type of information managers require. They can view financial data such as daily revenues and expenses at a glance and attribute them to specific departments or groups. Performance indicators such as the timeliness of projects or the quality of products coming off an assembly line can help managers pinpoint areas of needed improvement. Staff can manage schedules for work shifts, incoming deliveries and outgoing shipments from any place linked to the MIS. A management information system can facilitate collaboration and communication as

well. Employees can edit and share documents and communicate relevant information on anticipated developments and warnings across the organization. Reports The ability to create reports is one of a management information system's most valuable features. Internal reports present information in a way that managers can understand, by including all relevant data and grouping data in a logical manner. For example, a report viewed by a corporate manager for a restaurant chain may show revenue, expenses, labor-hours and volume of each outlet, allowing him to see which store makes the most money per employee on the floor and which stores have higher expenses compared to revenue and volume--an indicator of waste or theft. According to the U.S. Department of Labor, non-profit organizations can use an MIS to automatically generate reports required by the federal government. This allows employees and volunteers to focus their time on more productive activities and can reduce errors and the costs associated with resubmitting federal reports. Benefits Front-line employees can use an MIS to perform their jobs more effectively as well. For example, employees at all levels can consult an MIS to check on the status of inventory items, view stats related to their specific department or group and request internal transfers of materials.

Requirements

A management information system can be a costly investment. In addition to purchasing an MIS software package and hiring extra IT personnel to oversee and maintain the system, a company must train all employees to use the system. Frontline employees often perform the first two steps in an MIS, data collection and input, leaving them with less time to focus on productive activities; this can increase overall salary expenses. Weigh the costs of an MIS against the potential benefits before implementing this tool in your small business.

The following charts show the MIS of an organisation and its types:

MIS of an Organisation

FINANCIAL MIS

MANUFACTURING MIS

MARKETING MIS

HUMAN RESOURCES MIS

Objectives of the Study

To find out the nature of MIS used in IPSR Solutions ltd. To find the components of existing information systems of the company. To investigate the problems of existing information systems. To identify the information sources of business in the IPSR Solutions ltd.

MIS FOR IT SERVICE PROVIDER

Small or medium organisation also requires cutting-edge solutions like custom application services, database management softwares etc, for their smooth functioning and to compete with other firms.

The service provider has to promote their products through different medias which will attract the customers.

They have to find out the potential customers and collect their details. They have to interact with the customers to satisfy their needs and provide technical assistance through internet.

There are 5 stages in service process cycle. They are:

1. Initiation (Enquiry, Information seeking, Checking, Assessing). 2. Transition (Steps towards or Prior to effecting the service). 3. Pre-Service (Providing guidance, Assurance of quality). 4. Service (Effecting the service delivery with the product). 5. Post-Service (Providing existing assistance, Service recovery).

Company profile
IPSR solutions, a total IT service provider offers cutting-edge solutions for the SMB segment. We have been catering for various clients in this segment for more

than a decade. Our services range from Custom Application Services, Package Implementation Services to Infrastructure Services on a multi tier platform which includes Analysis, Development and Deployment. Our verticals comprise of almost the entire spectrum of Small and Medium Business Segment. We adopt best industry practices and incorporate proven strategies to enhance your business. Our team of domain and technology experts and unmatched expertise make us the right choice for all your technology needs Incorporated in the year 2000, ipsr solutions, has a spectrum of diversified activities in the field of Information Technology. They are operating from India and are focused on Quality Delivery in all their service sectors. Their top management consists of business experts who mobilize immense real- time experience and

insightful business intelligence partnered with focused project management skills and concrete business values into cutting edge solutions. In areas of software development, they concentrate on the Open Source as well as Proprietary Technologies. Their prime focus is on the small and medium Business segment. They have a committed team of professionals and a process driven system for Software Development on multiple platforms. The committed team of Infrastructure Services delivers quality service meeting the clients requirements both on site and remote, thus enhancing their business efficiency. This has built successful relationships with many business houses prompting them to shoulder with IPSR Solutions ltd consistently. They get an excellent talent pool in various technologies ranging from Application Development to Infrastructure Services from their Training Services

Division. Manned by a team of dynamic professionals, IPSR Solutions is committed to understanding client needs and providing comprehensive solutions that are in sync with latest technologies.

ANALYSIS
IPSR solutions ltd is a public limited IT company. Its head office is situated at kottayam. From the day of inception, we have been focusing on quality and consistency which proved to be a forerunner to our success in various spectrum of it technical infrastructure consultancy& support to high-end IT training and certification services. We have five branches.

KOTTAYAM CALICUT EDAPALLY KOCHI SOUTH TRIVANDRUM

HISTORY IPSR was formed in 1999 as a private institute. The company is led by Dr . Mendus Jacob who is the Director and CEO of IPSR . In 2000 the excellent performance of IPSR powered to make it as a public limited IT company called IPSR Solutions Limited. To take a step forward to its success in 2001 it opened its 2nd branch in Calicut. In 2002 it brought new colors by adding other services like placement support, scholarships, high end training etc. Linux and RHCE training center started functions in 2003. In the year 2005 and 2007 it opens new branches in Kochi South and North. In 2008 IPSR ventures in educational tourism. In 2010 IPSR launched Talent Genie & Teen Cyber project. Our training division offers both training and certification student ranging from graduate to experienced professionals. services that make a

ABOUT IPSR
IPSR group is now in its 12Th year of operation. Now it is the one of the leading IT company academicians and in Kerala .The group is led and promoted by very talented

industrialists . Redefining the excellence of in IT and become of IPSR .IPSR has

one of the best Kerala based IT companies is the vision also some mission. They are,

To

deliver the industry interfaced courses and International Certification learning service.

programs through our

To keep

the quality and work ethics.

Board of Directors of IPSR Solutions ltd

Mr. T.D. Joseph Dr. Mendus Jacob Chairman, IPSR and State Treasure, KVVES. M.D & CEO, IPSR Group, Director, MCA Programme, Marian College, Kuttikkanam and Former Director, School of Mathematics,M. G. University. Director (IT) services,IPSR solutions ltd. M.D,Lunar rubbers Director, Lunar rubbers Director , Lunar Rubbers Director, Lunar Rubbers KVVES USA NTP Corporation,Ettumanur Manager,Self Employers Leasing Finance ltd. Partner, Palackal Traders

Mr. Sujith M Mr. Issac Joseph Mr. P. K. Kurian Mr. Juby Issac Mr. Kuriakose Issac Mr. M. K. Khader Mr. Tomy Joseph Mr. N. P. Thomas Mr. P. P. Joseph Mr. Shantis Jacob

Service providing chart

DEPARTMENTS AND ACTIVITIES

IPSR has 5 departments. A training division, Software division, Carrier center, Hardware division and PR department. Our training division offers,

Training services in the latest technology International IT certification programs Educational tourism Academic project Finishing school services Placement assistance Boot camps Academic tie ups with professional colleges

We are providing the certification courses in Red hat, Cisco and Microsoft. And in software division courses like java, .net and Php. The certification programs are RHCSA, RHCE, RHCVA, RHCSS, RHCDSS, RHCA under linux. MCP, MCSA, MCSE, MCTS, MCITP courses under Microsoft and CCNA, CCNP, CCNP Voice and CCIE under cisco certification .

IPSR software division developed a product eZcom, it is a vat accounting software .It was our next big success .And another one is iCMS, a web content management software.

Software Training
IPSR provides software training in Java, Dot net technologies, PHP and SQL .Along with this the company offers live projects for the final year students of Engineering and MCA.

Carrier Centre
IPSR carrier centre is a new venture to provide the placement assistance to the students in the field of information technology .The key objective of carrier center is to help IT students in their job hunt and to inform them on prospective job openings. Our placement support is a phase by phase program ranging from the basic task of preparing a genuine resume to identify opportunities. The assistance is

provided till getting a job. After screening the candidates special training is given to boost up their skills and we prepare candidates to face the aptitude test. Through our IT finishing school special training is given to improve your communication skills that make them able in Group discussion & Personal interview. IPSR have a hardware division and services. The company has strong computer hardware sales and service division with almost 2500 customers in this field .The company deals with assembled PCs and branded machines.

IT Finishing School
It is a concept aimed at molding industry ready candidates. This new venture of IPSR is an academic industry association where a student is provided

training in all the needed hot skills& soft skills and then offered a real time industry experience. IPSR IT finishing school is located at Kochi.

Social Project
IPSR is also doing social projects. Our ongoing social commitment projects are talent genie, teen cyber project, campus ambassador program and scholarship programs. The scholarship program is our silent social commitment project. We have divided this program in to 2 sections. One is scholarship program for the financially

backward students and another is IPSR Penguin Wizard Scholarship for true talents.

Carrier Awareness Seminars

We have conducted more than 40 IT carrier awareness seminars in collaboration with leading media like Manorama and Deepika. All these seminars were helpful for students for a bright carrier in IT.

Educational Tourism
Educational tourism is one of the another attractive feature of IPSR .Our International Centre at Kochi that provide world class Facility attracts International Students looking for advanced international certifications from regions including US, Europe, Africa, Middle East, Far East & Oceania. Foreign students visit here and they are getting the International Certification courses with fine quality and they also get a chance to enjoy the beauty of Kerala. The facilities boast of world-class standards and are the first of its kind in South India which is specially designed for boot camp programmes.

ACHIEVEMENTS OF TRAINING DIVISION

First RHCE exam in Kerala was conducted by IPSR. Faculty members consisting 15 RHCEs & 2 RHCSSs Produced highest number of RHCE in the world(2500+)

Consistent pass rate of 95-100 % in RHCE exams whereas the global pass rate is

48%

1 out of 20 RHCE in the world is from IPSR 1 out of 6 RHCSS in the world is from IPSR Provided corporate consultancy for many organizations Provide the Worlds youngest & second youngest RHCEs Launched a division for students and NRIs Linux tie-ups with top engineering colleges in Kerala

AWARDS
IPSR has got the National Award for the years 2004,2005,2006,2007 & 2008. It has also got the Asia Pacific International Award in 2008, 2009& 2010

Information Processing Tools

Information or Data processing is the analysis and organization of data. It is used extensively in business, engineering, and science and an increasing extent in nearly all areas in which computers are used. Businesses use data processing for such tasks as payroll preparation, accounting, record keeping, inventory control, sales

analysis, and the processing of bank and credit card account statements. Engineers and scientists use data processing for a wide variety of applications, including the processing of seismic data for oil and mineral exploration, the analysis of new product designs, the processing of satellite imagery, and the analysis of data from scientific experiments (Thierauf, 1978). Data processing is used extensively in business, engineering, and science and to an increasing extent in nearly all areas in which computers are used. Data processing is divided into two kinds of processing: database processing and transaction processing. A database is a collection of common records that can be searched, accessed, and modified, such as bank account records, school transcripts, and income tax data. In database processing, a computerized database is used as the central source of reference data for the computations. Transaction processing refers to interaction between two computers in which one computer initiates a transaction and another computer provides the first with the data or computation required for that function. Most modern data processing uses one or more databases at one or more central sites (Thierauf, 1978). Transaction processing is used to access and update the databases when users need to immediately view or add information; other data processing programs are used at regular intervals to provide summary reports of activity and database status. Examples of systems that involve all of these functions are automated teller machines, credit sales terminals, and airline reservation systems (Thierauf, 1978).

The information processing tools that IPSR Solutions Ltd uses include computers, the internet, maps, spreadsheets, models, and databases. For the operational level of IPSR Solutions Ltd, the most appropriate tool for information processing is maps. Through the said information processing tool, decisions on how to operate the organization can be initialized and made. Maps can be used to determine which place information will be acquired from, it can also assist in determining the demographic level of people and information will be gathered. Maps can be in the form of charts that can also provide necessary information. The information gathered in turn can assist in helping to decide how an organization will be operated. For the tactical level of IPSR Solutions Ltd, the most appropriate tool for information processing is databases. Through the said information processing tool, the records that can assist in finding out the strength and weakness of the company can be used to determine the tactic that will be used by the organization. For the strategic level of IPSR Solutions Ltd, the most appropriate information processing tool is the internet or World Wide Web. Through the internet, trends and strategies by other companies can be known. After analyzing the trends and strategies used by other companies, an appropriate strategy can be formulated to use by the organization. The below chart shows the conceptual SMS architecture model of the organisation.

ORGANISATION COMPUTING RESOURCES

Software Resources Following application softwares are used in our organisation and functioning of their information system.

Operating System (Windows 7 & Ubuntu) eZcom iCMS

Hardware Resources

Personal computers Canon document scanners HP printers Fax Machine Projector HP digital scanners Barcode reader

In Calicut branch there are more than 50 PCs used and for management uses there are 15 PCs used.

Punching System
The Organisation uses punching system to record the attendance of employees. It is also useful for payroll purposes and for other uses

Organisation structure

CEO - General Manager- HR and Administration Manager - Senior administration Manager- Administration Managers, Marketing Mangers, Placement officers etcother staffs

MIS in the Organisation

The information are basically through internet, social networking sites are also used for improving and expanding company name through yahoo groups, face book etc. employees chat and mail and stay online with gmail and sitmail.ipsrsolutions.com. Our sites are www.ipsr.org, www.ipsrsolutions.com, we encourage staffs through vibrantipsr.com, and also youtube etc are also used to attract people. Company conducts information through like database from colleges and through recruitment drives conducted for various companies and seminars conducted for college students for their academic needs... most f information is generated through Internet. Drawbacks are if there is problem with internet connection it becomes a problem, if immediate decisions are to be taken and the other person not in front of PC then it makes decision to be slow.

Conclusion & Recommendations

A management information system (MIS) is an organised method providing past, present and projected informations related to internal

operations and external intelligence. It supports the planning, control and operational function of an organisation in the proper time frame to assist the decision making process. A management information system can provide any organisation with significant information at efficiently and effectively. It can provide the desired information in the proper form to proper people at a proper time. Management information system involves the information system and the organization. IPSR Solutions PVT Ltd benefits a lot from the management information system. The system helps the company create strategies that will help the company conquer any problems and threats from competitors. The system also assists the company in processing the needed information. Management Information Systems also helps a company to create or update its inventory control system. Since the MIS of a company is a vital part of its operations and its survival in the modern world, it must be well updated and it must compete well with MISs competitors. The MIS of a company should be created from high standards so that it can be of stiff competition against its counterparts. The MIS system should help the company to achieve its goals and assist the company in reaching its potential.

References

http:/www.ipsrsolutions.com http://en.wikipedia.org/wiki/Management information system http://www.scribd.com

Annex I: List of people contacted during field work Name Position company Swetha Viswanath Assistant manager, IPSR solutions ltd Administration