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MIS Concepts & Design
by
Dr Nisha Kant Ojha
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Information is Critical
The information we have
is not what we want,
The information we want
is not the information we need,
The information we need
is not available.
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Information is a Resource
It is scarce
It has a cost
It has alternative uses
There is an opportunity cost factorinvolved if one does not processinformation
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Why need Information?
To ensure effective andefficient decision- makingleading to prosperity of theOrganisation.
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What is MIS?
Short for Management Information System -
MIS refers broadly to a computer-basedsystem that provides managers with the toolsfor organizing, evaluating and efficientlyrunning their departments.
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What is MIS?
Right Information
To the right person
At the right place
At the right time
In the right form
At the right cost
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Management Information System
The three sub-componentsManagement, Information and System
- together bring out the focus clearly & effectively.
System emphasizing a fair degree of integration and a holisticview;
Information stressing on processed data in the context inwhich it is used by end users;
Management focusing on the ultimate use of such informationsystems for managerial decision making.
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The Concept of MIS
Processing Logic
Computers
DataHuman Beings
Judgement / Skill /Intution Experience
Intelligence Design
Infor-
ExternalEnvironment
DecisionChoice
Data
Data
mation
Database
MIS
Monitoring / Feedback
Decision Making
Decision Implementation
Performance
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Why MIS? It’s Role
Increased Business & Management Complexities
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Increased Business Complexities
Technological Revolution
Research & Development
Explosion of Information
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Increased Management Complexities
Management Science Technologies
Decision-makingOnset of Computers
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Functional Uses of MIS
Enhance :
Quality of our operations
Quality of our services
We achieve :
Efficiency
Transparency
Speedy Decision making
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Strategic Uses of MIS
Precise development of strategies,planning, forecasting and monitoring
Problem solvingDecision-making
Separate work from location
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Historic Development
The concept of MIS has changed substantially over theyears.
In the 50’s and 60’s, the management saw the potential ofcomputers to process large amounts of data speedily andaccurately.
The departments that were involved with such activitieswere known as Electronic Data Processing(EDP)departments. The focus of EDP was Record Keeping e.g.accounting data - Payroll data.
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Historic Development
In the 70’s, there was a discernible shift from data toinformation. The focus was not on data but on the analysisof Organisation data.
There was a shift in the philosophy.
Such a concept came to be widely known as ‘ManagementInformation System’.
right information in right time to right people
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Historic Development
In the 70’s the top management relied on the staff of EDP& MIS to supply the necessary information.
The 80’s saw the Personal Computer (PC)revolution.
The Personal Computer & the desk-top metaphor changedthe picture completely.
The biggest pay-off for such direct use was the “what-if”analysis capability.
This led to the emerge of Decision Support Systems(DSS).
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Historic Development
The information and decision hungry managers of 80’s saw ahuge potential in the expert systems as a result of spectaculargrowth in the Artificial Intelligence area.
Combined with DSS philosophy the expert systems could supplya superior class of managerial information support, known as
Knowledge Based Systems (KBS).
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Historic Development
The EDP targeted the operational level of management.
The MIS/DSS/KBS target the middle management.
Attempts were made to provide information to top managementas well, known as Executive Information System (EIS).
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Historic DevelopmentESS
ExecutiveSupport System
DSSDecision
Support System
MISManagement
Information System
OASOffice
Automation System
TPSTransaction
Processing System
KS/ESKnowledge
/ Expert System
AIArtificial
Intelligence
1950s 21st Century
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Historic Development
EDP -OAS -MIS -DSS -
EIS -
ES -AI -
Focus on DataFocus on CommunicationFocus on Information
Focus on DecisionSupport
Focus on Decision Support forTop Management
Focus on ConsultationFocus on self-learning /thinking systems
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Characteristics of MIS
ManagementComputerScience
OperationsResearch
Accounting
ManagementScience / Theory
MIS
BehaviouralSciences
OrganisationTheory
A multi-disciplinary Subject
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Typical MIS Systems
Classification through functional disciplines
Production Finance Personnel Marketing
Strategic New Plant Alternative Welfare CompetitorLocation Financing Policy Survey
Tactical Production Variance Performance AdvertisingBottleneck Analysis Appraisal
Operational Daily Payroll Leave SalesScheduling Records Analysis
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Organisational Systems & MIS
Classification of Management
Strategicdecisions
Tacticaldecisions
Top
Middle
Operational Operationaldecisions
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Organisational Systems & MIS
right information in right time at right levelOperational Level - accuracy & timeliness of informationcollection and dissemination is important
Tactical & Strategic Level - relevance is the watch-word
Efficiency at Operational level
Effectiveness at tactical & strategic level
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Organisational Systems & MIS
Mapping organisational level andstructure
into the design of any
MIS
is very important for its
successful implementation.
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The Technology Component
Information Technology (IT) has changed the wayorganisations function and carry out their activites.
Computers have fundamentally changed MIS from anabstract concept to concrete system that provide efficiencyand transparency in the Oraganisation.
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The Technology ComponentComputer Hardware
CPUArithmetic Logic
Unit
Control Unit
Data Bus
PrimaryStorage
Address Bus
Control Bus
Input Output SecondaryDevices Devices Storage
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The Technology ComponentSoftware Categories
Application Software
System Software
Hardware
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The Technology ComponentData Communication
Data Communication consists of
Data Processing & TransactionsTransaction is a fundamental organisational
function
Data TransmissionTransmission : Media, networks and paths
Processing :Getting/delivering the right message tothe right receiver
Control : Routing messages, structure maintenance.
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Database Technology
At the heart of the Information Systemsof an Organisation is the centralrepository of Organisation Data.
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DatabasesData - raw facts/details
DATABASE- A shared collection of logically related data.Models real-world enterprise.
B EntitiesB students, courses, instructors
RelationshipsB Suman is currently taking MB101
B Vijay is currently taking MB102
B Abhishek is currently taking MB103 but
took MB101 last semester
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Databases
Database Management System (DBMS):large software package designed to store andmanage databases
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Databases are everywhere:Your wallet is full of DB records
Driver’s licenseCredit cards
Gym membershipIndividual checks
Rs. 500 notes (w/serial numbers)Maybe even photos (ids on back)
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Why We Need DBMS?
There is an information explosion intoday’s society
Need to keep accurate records
Advantages of using a DBMS fall into threemain categories:
Proper maintenance of the dataProviding access to the dataMaintaining security of the data
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Traditional Approach
Applications developed in an ad-hoc andopportunistic manner
Data requirements for applications derivedindependently
Data files developed for individualapplications
Application programs are data dependent
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Files Dedicated to ApplicationPrograms
reservationdata
reservationprogram
reservationfile
loan data
loanprogram
loanfile
overdueletters
overdue loansprogram
book personfile file
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Database Approach
Centralization of informationmanagement
Data shared by different groups of usersand application programs
Integrity constraint handling
Advanced facilities for backup andrecovery
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Data Sharing in a DatabaseEnvironment
reservationdata
reservationprogram
loan data
loanprogram
overdueletters
overdue loansprogram
DATABASEMANAGEMENT
SYSTEM
bookreservation
loan
person
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Interacting with a DatabaseDBMS
Database
ApplicationPrograms End Users
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Advantages
Sharing of dataEnforcement of security
Enforcement of development andmaintenance standards
Reduction of redundancyAvoidance of inconsistency acrossfiles
Maintenance of integrityData independence
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3-levels Architecture
EXTERNAL LEVEL(individual view)
CONCEPTUAL LEVEL(community view)
INTERNAL LEVEL(storage view)
VIEW 1 VIEW 2
StructuralProperties
& Constraints
LogicalRepresentation
of Stored Records
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Complete DBMS
Hardware
SoftwareUtilities
Data
Users
Procedures
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Hardware
The actual computer system used for keepingand accessing the database.
Large organization usually has a networkwith a central server and many clientprograms running on desktops.
Smaller organizations may have the DBMSand its clients reside in a single computer.
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Software
The actual DBMS.Allows the users to communicate with thedatabase.
Controls accessIncludes utilities
Report writersApplication development tools
Examples of DBMS softwareMicrosoft SQL Server
Oracle Corporation Personal Oracle™IBM DB2™
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Data
The database should contain all the dataneeded by the organization.
Emphasis is on the relevant data pertainingto one or more objects or entities.
Entity: a thing of significance aboutwhich information needs to be known.
The characteristics that describe or qualifyan entity are called attributes of the entity.
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Data continued…For each attribute, the set of possible values that theattribute can take is called the domain of the attribute.
The domain of the date of birth would be all thedates that might be reasonable in the student body.
No date in the 1700s would be expected.
Undergraduate class levels would probably berestricted to
Part IPart IIPart III
No other values would be allowed.
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UsersEach type of user needs different software capabilities:
The database administrator (DBA) is the person orgroup in charge of implementing the databasesystem within the organization.
The end users are the people who sit at workstationsand interact directly with the system.
The application programmers interact with thedatabase by accessing the data from programs
written in high-level languages such as Visual Basicetc.
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Procedures
An integral part of any system is the set ofprocedures that control the behavior of thesystem.
The actual practices the users follow toobtain, enter, maintain, and retrieve thedata.
For example, in a payroll system, howare the hours worked received by theclerk and entered into the system?
Exactly when are monthly reportsgenerated and to whom are they sent?
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Data Models
Models generally allow people toconceptualize an abstract idea moreeasily
Model airplanesModel homes
A data model is a way of explaining thelogical layout of the data and therelationship of various parts to eachother and the whole.
Different data models have been usedthroughout the years.
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Classification of DBMS
1. Classical DBMS
• Hierarchical
• Network
• Relational
2. New Directions
• Extended Relational
• Object-Oriented
• Distributed
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Data Models continued…
The Relational Database Model:Relational database management systems,where all data are kept in tables or relations.More flexible & easy to use.
Almost any item of data can be accessed morequickly than the other models.
Retrieval time is reduced so that interactiveaccess becomes more feasible.
This is what is referred to as RelationalDatabase Management Systems (RDBMS)
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Object Oriented Database -OODBMS
Handle big and complex data that relational databasescould not.
Joining of object-oriented programming with databasetechnology, which provides an integrated applicationdevelopment system.
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Object Oriented Database -OODBMS
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Object Relational - ORDBMS
RDBMS extended to include Object Oriented conceptsand structures.Handle new types of data such as audio, video, andimage files that relational databases were not equippedto handle.
Advantages of ORDBMSit allows organizations to continue using theirexisting systems, without having to make majorchanges.it allows users and programmers to start usingobject-oriented systems in parallel.
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ACID properties
ACID properties are an important concept fordatabases. The acronym stands for Atomicity,Consistency, Isolation, and Durability.
A single logical operation on the data is called atransaction.
Example : transfer of funds from one account toanother.
The ACID properties guarantee that suchtransactions are processed reliably.
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ACID propertiesAtomicity guarantees that one account won't be debitedif the other is not credited as well.
Consistency a transaction can't break the rules, orintegrity constraints, of the database. If an integrityconstraint states that all accounts must have a positivebalance, then any transaction violating this rule will beaborted.
Isolation This means that no operation outside thetransaction can ever see the data in an intermediatestate;
Durability refers to the guarantee that once the user hasbeen notified of success, the transaction will persist, andnot be undone.
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MIS Design
The Concept of ‘S ystems’ is of
pivotal importance in MIS
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What is a System?
Systems are created to solveproblems.
Systems approach is anorganized way of dealing with aproblem.
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Defining a System
A collection of components that worktogether to realize some objectiveforms a system
Three Major Components
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Fox Example
Human body - a complete naturalsystem.
National systems - political system,economic system, educational system
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System Life Cycle
Organisational process of developingand maintaining systems.
Helps to establish a system projectplan.
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Phases of SDLC
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System Study
problem identification and projectinitiation
background analysis
inference or findings
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Feasibility Study
Workability,
Meeting user’s requirements,
Effective use of resources
Cost effectiveness.
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System Analysis
Specification of the new system
Functional hierarchy
Identify Data items
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System Design
preliminary or general design
Structure or detailed design
Tools and techniques used for designing:
FlowchartData flow diagram (DFDs)Data dictionary
Structured EnglishDecision tableDecision tree
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Coding
Coding the new system into computerprogramming language.
Defined procedures transformed intocontrol specifications
Programming phase - computerinstructions.
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Testing
A test run of the system
Unit testing
System testing
Black box testing
White box testing
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Implementation
theory is turned into practice
Parallel runPilot run
User training
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Maintenance
The review of the system is done for:
knowing the required changes orthe additional requirements
studying the performance
If a major change to a system is needed, a new project is setup to carry out the change. The new project will thenproceed through all the above life cycle phases.
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Information System & Quality
ATMs
Computerised Railway Bookings
Telephone Network
We do not expect them to fail!
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Quality
“Quality indicates the degree ofexcellence of a product or service”
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What is Software Quality?
Ability of a Software to be fitfor its purpose.
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Quality Factors
Reliability
Correctness
Maintainability
Security
Reusability
Portability
User-friendliness
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Management Role in SoftwareQuality Assurance
Establish & maintain the requirementspecification
Establish & implement a process fordeveloping the Software
Establish & maintain an evaluationprocess
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Quality Model
Quality Factor
Requirements Design Coding TestingChecklist Checklist Checklist Checklist
Quality Factor throughout the Software Life Cycle
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Information Security & Control
I.T and Computers have bought‘Information Age’
The spread of Internet & relativeease of access made easier
‘Information Breach’
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Information Breach
Unauthorised reading of data
Unauthorised modification of data
Unauthorised destruction of data
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Why break I.T. System Security?
RevengeMoney
NotorietyThe challenge of doing “IT”
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Information Security
Your future is not secure
if your information is not secure
Information Resources need to be
guarded, protected and controlled
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Security Threats
The External Threats
The Internal Threats
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Security Threats
The External ThreatsOrganisation’s connectionto Internet
CorporateNetwork
FirewallInternet
Private Access Public Access
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Security ThreatsThe Internal ThreatsPasswords
User TerminationSpecial Privilege IDsAccess ReviewsAuthorisation levelsUser informationRoutine maintenanceSoftware updates
Virus checking / checksPhysical considerationsAudit Trails
The
Greatest
Security
Threats
Come
from
within
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We may never be able toeliminate all the security risks
But we can make it very veryhard for them to do so.
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Implement short term. Plan long-term.