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SEMESTER 2
BBA205 MANAGEMENT INFORMATION SYSTEM
Question 1- Explain the characteristics and the functions of Management Information systems?
Answer 1- MIS Characteristics are,
– It supports transaction handling and record keeping.
– It is also called integrated Database Management System which supports in major functional areas.
– It provides operational, tactical, and strategic level managers with easy access to timely and for the most part, structured information.
– It supports decision –making which is a vital role of MIS.
– It is flexible which is needed to adapt to the changing needs of the organization.
– It promotes security system by providing access only to authorized users.
– MIS not only provides statistical and data analysis but also works on the basis of MBO (management by objectives). MIS is successfully used for measuring performance and making necessary changes in the organizational plans and procedures. It helps to build relevant and measurable objectives, to monitor results, and to send alerts.
– Coordination: MIS provides integrated information so that all the departments are aware of the problems and the requirements of the other departments. This helps in equal interaction of the different centers and connects the decision centers of the organization.
– Duplication of data is reduced since data is stored in the central part and the same data can be used by all the related departments.
– MIS eliminates redundant data.
– It helps in maintaining consistency of data. It is divided into subsystems. Handlings of small systems is much easier than an entire system. This helps in giving easy access of data, accuracy and better information production.
– MIS assembles, processes, stores, retrieves, evaluates and disseminates information.
The main functions of MIS are:
– Data Processing: Gathering, storage, transmission, processing and getting output of the data. Making the data into information is a major task.
– Prediction: Prediction is based on the historical data by applying the prior knowledge methodology, by using modern mathematics, statistics or simulation. Prior knowledge varies on the application and with different departments.
– Planning: Planning reports are produced based on the enterprise restrictions on the companies and helps in planning each functional department to work reasonably.
– Control: MIS helps in monitoring the operations, and inspects the plans. It consists in the differences between operation and plan with respect to data belonging to different functional departments. It controls the timely actions of the plans and analyzes the reasons for the differences between the operations and the plans. Thereby, helps managers to accomplish their decision making task successfully.
– Assistance: It stores related problems and frequently used information to apply them for relative economic benefits. Through this it can derive instant answers to the related problems.
– Database: This is the most important function of MIS. All the information needs a storage space which can be accessed without causing any anomalies in the data. Integrated Database avoids the duplication of data and thereby reduces redundancy and hence consistency will be increased.
– The major function of MIS lies in the application of the above functions to support the managers and the executives in an organization in decision-making.
Question 2- Briefly explain the organizational structure of management information System?
Answer – Different kinds of information systems serve different levels in an organization. Each level of system and its sub system, depending upon the following levels of classification.
Operational-level Systems help you in keeping track of the daily routine activities.
For example, recording daily sales and placing orders.
Knowledge-level Systems form the workstations and office systems in your organization which help you in including the latest technology in the working of the organization.
For example, preparing displays for advertisements.
Management-level Systems help in administrative activities and in your decision-making.
For example, the monthly sales figures by territory.
Strategic-level Systems help the senior executives of your organization in addressing issues like planning and decision-making.
For example, predicting the profit trend for the next 5 years.
Question 3- List the different types of information systems and give the one important point for each of the type of which they differ from the other type of information systems?
Answer – Some of the types of management systems which are information based are –
a) Transaction processing systems (TPS)
b) Knowledge based systems (KBS)
c) On line analytical processing systems (OLAPS)
d) Executive information systems (EIS)
e) Decision support systems (DSS)
f) Business process systems (BPS)
g) Object oriented systems (OOS)
TPS incorporate safeguard and disaster recovery methods to ensure transaction security and also remain operational permanently.
KBS refers to a system of data and information used for decision making. The system is automated to work on the knowledge based data and information required in a particular domain of management activity.
OLAP refers to a system in which there are predefined multiple instances of various modules used in business applications. Any input to such a system results in verification of the facts with respect to the available instances.
Modern EIS systems can also present industry trend information and competitor behavior trends, if needed. They can filter and analyze data; create graphs, charts and scenario generations; and offer many other options for presenting data.
DSS is an interactive computer based system designed to help the decision makers to use all the resources available and make use of them in the decision making.
A BPS is basically spread over various levels of the management, from the top to the bottom. The processes at the top level are basically meant to handle strategic problems.
OOS is a system developed as models which are representative of real world cases. The principles required to understand a real world problem are modeled as business objects which are then used in various business applications.
Question 4-
Write short notes on
1. DFD
2. Data Dictionary
Answer 4-
1- DFD(Data flow diagrams) represent the logical flow of data within the system. DFD does not explain how the processes convert the input data into output. It does not explain how the processing takes place.
DFD uses a few symbols like circles and rectangles connected by arrows to represent data flows. DFD can easily illustrate relationships among data flows, external entities and stores. DFD can also be drawn in increasing levels of detail, starting with a summary high level view and proceeding o more detailed lower level views.
Rounded rectangles represent processes that transform flow of data or work to be done.
Rectangle represents external agents- the boundary of the system. It is the source or the destination of data.
The open-ended boxes represent data stores, sometimes called files or databases. These data stores correspond to all instances of a single entity in a data model.
Arrow represents data flows, inputs and outputs to the end from the processes.
A number of guidelines should be used in constructing DFD.
– Choose meaningful names for the symbols in the diagram.
– Number the processes consistently. The numbers do not imply the sequence.
– Avoid over complex DFD.
– Make sure the diagrams are balanced.
2- Data Dictionary is used to create and store definitions of data, location, format for storage and other characteristics. The data dictionary can be used to retrieve the definition of data that has already been used in an application. The data dictionary also stores some of the descriptions of data structures, such as entities, attributes and relationships. It can also have software to update itself and to produce reports on its contents and to answer some of the queries.
Question 5- Explain object and its behavior with the example of your own?
Answer 5- Objects are the important parts of our daily life. Objects are natural and manmade, in business, and in products. Objects can be categorized, described, organized, combined, manipulated and created. The object oriented methodology uses the object oriented techniques to study the objects of the system. This methodology helps us to know the behavior of the objects, and response time to different events. It is also used to study the relationships existing between the two objects of same organization or an inert organization.
Object oriented methodology is defined as the system that supports and facilitates the software component. It enables the effective use of existing resources and also to share with the other resources. We can gain high production with less cost and better quality.
The OOM life cycle consists of six stages:
-Business planning
-Business architecture definition
– Technical architecture definition
– Incremental delivery planning
-Incremental design and build
-Deployment
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Question 6- Describe the economic and behavioral theories of MIS and BPR?
Answer 6-
Economic Theory – With growing economy and reduction of cost of information technology, it has become more feasible to replace the manpower like middle managers and clerical workers with information technology. This also reduces the space required. The transaction costs like searching for the suppliers and the vendors, communicating with them on a daily basis, monitoring the workflow, tax and insurances, getting information on various products and their sales etc., have been reduced. The management costs are reduced and the efficiency increased due to the use of information technology and thus the revenue of the organization increases.
Behavior Theory – The acquisition and distribution of information is done easily at a much lower cost. The senior executives can be in direct contact with the lower level working units and get information about the working. Similarly, any information to be distributed to the working units is also done directly, without any middle managers or supervisors. The outcome of the introduction of information technology is the change in the organizational structure, policies and procedures. When introduced, it may face a lot of resistance.
All modern organizations are hierarchical, specialized and impartial. They use explicit standard operating procedures to maximize efficiency. All organizations have their own cultures and policies arising from differences in interest groups. Organizations differ in goals, groups served, social roles, leadership styles, incentives, surrounding environments and types of tasks performed. These differences create varying types of organizational structures and they also help explain differences in organizations’ use of information systems.
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