Development process of mis

Chapter 9:

DEVELOPMENT PROCESS OF MIS

Page 2

Process of mis development

Linkage of business goals to MIS goals

Relationship between Business goals and business stretergy

Mis goal and stretergy

Mis to generate all classes of information for all users

Methods for handling uncertaintity and risk

Approach to MIS development

Implementation of MIS

MIS: Factors of success and Failures

LEARNING OBJECTIVES

Page 3

Development of long range plan of mis

To achieve success it is necessary to make plan first

Constructing MIS plan take information as resource

Use proper data entry methods and plan can be made from proper resources of organizations

In short mis plan is flexible enough to deal with changing according to time, Situation and adopt latest technology

Mis plan can contain following major elements

- Deal with business plan

- Strategy for plan achievement

- The architecture of mix

- The system development schedule

- Hardware versus software plan

Page 4

Contents of the mis plan

A long range MIS plan provides direction for the development of the systems

It provide basis for achieving the specific targets or tasks against a time frame.

Pan is strectly related with goals and objectives of the mis which are as under given below

- Provide an online information of everything

- Quick process of query

- The focus of system will be on end user

- Information support system will contain stretegic,tactical and operational area of business

Page 5

MIS Plan vs Business plan

Business plan MIS plan

Business goals and objectives Mis,objectives,business goals

Business plan and strategy Information strategy for business plan,implementation playing a supportive role

Strategy planning and decisions Architecture for mis to support decision

Management plan for execution and control

Sytem development schedule,matching the plan execution

Operation plan for execution Hardware and software plan for implementation

Page 6

Strategy for plan achievement

The designer has to take number of strategic decision to achieve goal and objective of organization the strategy are:

a)Development strategy: An online, a batch, a real time. Technology platform

b)System development strategy: Any approach to the system development- operational versus functional, Accounting versus analysis, database versus multiple databases

c)Resources for system development: In house versus external,Customised development versus the use of packages.

d)Manpower composition: Analyst, programmer skill and know-how

Page 7

The Architecture of the MIS

*The architecture of the mis plan provide a system structure and their input, output and linkages

- It also provide a way to handle the system or subsystems by way of simplification, coupling and decoupling of subsystems

- It spells out in detail the subsystems from the data entry to procesing,analyst to modeling and storage to printing

Page 8

The System Development Schedule A schedule is made for the development of the system

Preparing information schedule first importance is given to the system requirement

The development schedule is changed according to be weighted against the time scale for achieving certain requirement. Which is linked with business plan

Schedule can be revised according to performance of business

Page 9

Hardware and Software plan

Feasibility studies can effect on planning of MIS

The hardware and software which is selected for mis plan should be technically sound and up to date

Selection of proper hardware and software should be part of strategic level decisions

Proper selection of hardware and software should link with goals and objectives of organizations

Page 10

A Model of the mis plan

Contents Particulars Focus

Corporate Information Business environment and current operations

Where are We?

Mission, Goal and Objectives

Current mission, goal and objectives

Where do we want to reach?

Business risks and rewards

Risk analysis and current status

What is risk?

Policy and strategy Details of policies and status

How do we achieve goals?

Information needs Strategic planning What is key information?

Architecture of plan IT detail What are tools of achievement?

Schedule of development Detail of system and subsystem

When it will achieve?

Budget and Roi Detail of investment schedule and benefits

What is cost of budget and roi?

Page 11

Ascertaining class of information

Information Class Example User

Organizational Employee,products,services,location,turnover etc

Many users at all levels

Functional Purchase,sales,productions,stocks,marketing etc

Functional heads and others

Managerial Payable,outstanding,budget,statutory information

Middle and top level management

Knowledge Entire organization Middle ,top and bottom level management

Decision Support Status of information, various standard etc

Middle and low level management

Operational Information on production,sales ,purchase etc

Operational and management supervisor

Page 12

Determining the information requirement

The difficulty to determine to determine a correct and complete sets of information is on account of the factor given below:

1)The capability constraint of human being as an information processor

2)The nature and the variety of information in précised terms

3)Reluctance of decision maker to spell out the information

4)The ability of the decision makers to specify information

• There are 4 methods of determining information requirements

1)Asking or interviewing

2)Determining from existing system

3)Analyzing the critical success factors

4)Experimentation and modeling

Page 13

Methods of handling Uncertainty

Levels of uncertainty Level of management Method

Low Operational management

Interview

A risk situation Middle management Determine from existing system

Very risky Middle and top management

Determine threw critical success factors

High Top management Experiment ,modeling and sensitivity analysis

Page 14

Development and implementation of MIS

The plan consists of various system and subsystems

The choice of the subsystem depends on the its positions in the total mis plan

The designer first develops systems independently and start integrated them with other systems

Basically 2 approaches effected on MIS

1)Prototype approach

2)Life cycle approach

Page 15

Prototype approach

It is useful for complex system

Prototyping is a process of progressively ascertaining the information needs, developing methodology, trying it out on a smaller scale with respect to the data and the complexity.

Designers task is complex and full of difficult in this approach

Multiple user can involve in this approach

Page 16

Development process model of prototype approach

Mission,Goals

Identify information

DefineSystem boundries

Define System objectives

ExamineFeasibility

Developprototype

InitialPrototype

DevelopAnd test

Refine the needs

Modifyprototype

DevelopRevisedprototype

Developapplication

review

Implement In parallel

training

documentation

Satisfy?

Page 17

Life Cycle Approach

It is useful when there are periodic review of system take place

It is useful in modification of system required after particular time period

It provide system a stability with regular evaluation

This approach is based on rules and regulation on which system follows and it can not allow significant change in system.

It is used in closed system where outcome of system is already decided before implementation of system

Page 18

Development process model of Lifecycle approach

System,Application

AssessFeasibility

InformationReq.analysis

Define System objectives

Conceptual Design

PhysicalDesign

ProgramSpecification

SystemSpecification

PhysicalDesign

InstallSystem

Conduct Training

OperateSystem

Review And Audit

Page 19

Prototype VS Lifecycle Approach

Prototype Approach Lifecycle Approach

Useful in open system where high amount of uncertainty about information is there.

Useful in closed system which have certain information

Necessary to try out some assumption in decision making process

No need to try out any assumption

Experiment is necessary and control the cost before system has been implemented

No need to experiment anything

Tryout system before it commits on specific information requirements

The user is confident enough about system so no need to try anything

System is custom oriented The system is universal

Page 20

Implementation of MIS

There are certain guidelines to user about proper implementation of system in organization which are as given beloved

No question beyond limit the information need to user

Don’t forget his role is to offer service not demand

Give priority to user not designer

Don’t mix technical need with information need

Impress upon user global nature in system design with provide attractiveness in system design

Don’t challenge application of information in decision making

Maintain quality of information in system

Provide information as corporate resource and contribute you as a user

Take regular feedback of user with proper interaction with user

Page 21

Implementation of MIS

Ensure the overall system effort has management acceptance

Enlist user’s participation time to time

Realize user that threw serving they are true guide of system

Allover proper change in system time to time

Identify role of user in system

Conduct periodic meeting with user time to time

Provide proper training to user with proper guidelines about usage of system

Page 22

Management of information quality in the MIS

The quality of parameters is assured if following steps are taken.

1)All the input is process and controlled as input and pricess design

2)All updating and correction are completed the data processing begins

3)Inputs are subjected with validity checks

4)Access of data file is protected and secured threw authorization scheme

5)Ensure that complete data is processed in one transaction

6)Due attention is given to the proper file name

Page 23

Management of information quality in the MIS

7) Back up of data and files are taken safeguard corruption or loss of data

8) Time to time audit constructed

9) Modification of system is necessary

10) System are developed within standard specification of design and development

11) Information system is controlled threw program and provide perticular access control

12) Mis model will provide consistency into business plan so that information needs to acheiee its goals.

Page 24

Quality parameters of information

Parameter of quality Example comments

Complete data of all transaction

All invoice of the month with voucher

Achieves integrity of data with respect to time period

Valid transaction and input data

Only correct transaction is allowed

Validity of data

Accuracy and precision of results

Correct use of formula with relevant data

Results are accurate

Relevance to the user and decision maker

Concentrate strategic areas of business

Relevance towards the goal of organization

Timely information Information of sales, dispatch etc

Information should be up to date

Meaningful and complete information

Production information is about quality with proper format and so on

Incomplete information makes user wrong decisions.

Page 25

Organization for development of mis

There are some major issues involved in interaction of mis with organization the issues are:

1)Whether the mis function should be handled as centralized or decentralized activity

2)The allocation of the hardware and software resources

3)The maintaince of the mis service levels at an appropriate level

4)Fitting the organization of the mis in the corporate organization, its culture and the management philosophy.

Page 26

Organization for development of mis

The question of centralization versus decentralization is depends on information resource management in the organization

In a centralized set the responsibility of acquisition of the data, of the information to the users becomes the centralized function

In a decentralized set of responsibility information is at second level so priority is given to the requirement and other things.

The development process model is divided into centralized and decentralized organization which are as mention

Page 27

Development process model of mis

MD

Head ofMIS

Hardware andSoftware

Centralized systemDevelopement

Operations,maintaince

Selections,expansition

TechnologyUpgarate decision

Information System planning

Training

Management anddevelopement

Day to day operation

System,softwaremaintaince

Centralized model of mis

Page 28

Development process model of mis

MD

Head ofMIS

Hardware andSoftware

Centralized systemDevelopement

Operations,maintaince

Selections,expansition

TechnologyUpgarate decision

Information System planning

Training

Management anddevelopement

Day to day operation

System,softwaremaintaince

Decentralized model of mis

CorporateDBMS

Management of HW

Hw & Sw Techno

Distributed orDecentralized decisions

Selection of Hardware solution

Selection of OS

Users in SystemDevelopement

Training andProblem solving

Page 29

Features of Contributing Success of mis

It focus major issues of business and also adequate development resources are provided and barrier are removed

An appropriate information processing technology, required to meet the data processing and analysis needs of users of the mis,is selected

Mis defined user’s requirement and its operational validity is ensured

Mis is kept under continuous surveliance,so that its open system design is modified according to changing information needs.

Mis focus on business objectives and goal.

Mis is not allowed to end up into an information generation mill avoiding the noise in the information and communication system

Mis will consider all human behaviour factors in the process of management

Mis is focused on different information needs for different objectives

Page 30

Features of Contributing Success of mis

Mis is interacted with term globalization so that it should be prepared with lattest technology.

Mis is easy to operate

Mis design provide basic capability for user to deal with complex situation

The mis concentrate on the development the information support to manage critical success factors in organizations

Mis concentrates on the mission critical applications serving the need of the top management.

Page 31

Features of Contributing Failures of mis

The mis is conceived as a data processing and not an information processing system

Mis is not those information that manager needs instead of it provide those information that function calls.

Mis is not provide proper way to deal with system complexity instead of it recognized its successful implementation

Mis is not concentrate on system control and its neglect basic system tools which are input, process and output

The mis is developed without streamlining the BPS in organization

Mis is not concentrate towards the training aspects of users

The mis does not meet certain critical and key factors of the users such as a response to the query on database.

Page 32

Features of Contributing Failure of mis

Mis is not fully guaranteed that it will provide complete problem solving mechanism in the organization

Sometimes lack of capability of developers makes mis an unused product in organization

The mis does not give perfect information to all the users in the organization.

Mis is assumption of developer so sometime this assuming becomes reason for failures.

Page 33

Approach to MIS developement

Identify business goals

Determine critical success factors

Determine business stretergy

Identify critical business application

Make decision analysis

Develop business performance indicators

Identify information entities to decision support for business

Build mis superset as precribed I the general model of mis

Page 34

Mis develop process model

Study business environment

Study organization and structure

Identify missions and goal

Identify critical success factors

Identify critical business applications

Ascertain the business strategy

Identify business decisions

Develop key performance indicators

Determine mis goals supporting business goals

Developed it strategy to meet goals

Develop it support structure to meet data and information needs.

Determine mis superet

Page 35

Mis develop process model

Link and map mis and information outcome to business goals and strategy

Design KMS & BI systems

Design information reporting structure

- Periodic reports

- Exception reports

- Control reports