Mr C Johnston ICT Teacher BTEC IT Unit 03 - Lesson 08 Management Information Reports.

Mr C JohnstonICT Teacher

www.computechedu.co.uk

BTEC IT Unit 03 - Lesson 08

Management Information Reports

Session Objectives

Select and use information to help make a business decision

Use tools to produce management information

Who purchases which type of lunch?

Age Band Occupation Socio-Economic Group Level of Education Gender Health ConsciousnessGeographic Location Receipt of BenefitsClass Ethnicity Population Density of Location Criminal Record

These factors make up the demographic profile

Poor people, young people, unskilled / blue collar / manual workers, those on benefits, not very health conscious, lower classes

Thoughts 2015

Middle class, mainly woman??, 25+, got money so can afford expensive gourmet food, white collar / professionals, health conscious

Thoughts 2015

Batch ‘o’ Batch Expansion Plan

Batch ‘o’ Batch are thinking of expanding their business and are considering opening a new shop which sells Healthy Gourmet Sandwiches and Salads for the luncheon market

They need help in finding a suitable location and require you to produce a management information report which identifies suitable target locations for the shop

Gathering Information Process

Analyse Information Process

Task… Thinking about “who eats which type of lunch” write

down a demographic profile for the ideal area where the shop should locate

Use the title “New Shop Demographic Profile” An expanded bullet point list OR spider diagram / mind

map could be suitable evidence

Research Visit http://www.nomisweb.co.uk or another suitable statistics

website and use it to find possible locations for the new batch ‘o’ batch shop

Take into consideration the demographic profile you have written down

Take screenshots and explain the process used to find the information

Provide a clear explanation of why the information found is going to be used

You should explain how you decided what data you needed to develop the required management information and how you checked it for accuracy.

Accuracy Checks Characteristics of Good

Information [P2]

Methods you should use to ensure data is accurate: Valid Timely Fit-for-purpose, Sufficiently accurate, Having the right level of detail From a source in which you have confidence Reliable Accessible Relevant Cost-effective Understandable

Activity: Codes if PracticeP6 – select information to support a business decision-makingprocess

P6 – select information to support a business decision-makingprocess

Ensure that your select information that is substantial enough so you can create your reports

For P6, learners should explain how they decided what data they would require to develop the required management information and how they checked it for accuracy

The gathering and analysing information in the unit content must be used therefore explanatory notes MUST reference:

Gather information: define the requirement; establish sources of information; define other factors to be considered e.g. constraints; select information

Analyse information: quality e.g. validity, accuracy, currency, relevance; identify alternatives

Activity: Codes if PracticeD2 – justify the information selected to support a business decision-making processD2 – justify the information selected to support a business decision-making process

For D2, learners will need to justify the decisions made in P6 To justify the information selected you could explain what information

you rejected with reasons.

Management Reports Once you have found some potential locations for Batch ‘o’

Batch’s new shop you need to use IT tools to compile the statistics into a management report

A management report will summarise the information found into a format so that decisions can be made

IT tools to make the reports include: databases, spreadsheets, artificial intelligence and expert systems, predictive

modelling, internet, data mining systems

Types of management report include: Summary reports - aggregate data Trend reports - allow managers to compare the performance of things Exception reports - aggregate unusual conditions and data On-demand reports - provide specific information as and when needed

What type of reports do batch ‘0’ batch need?

Key Features of

MIS Reports?

MOST IMPORTANT: A sensible mix of graphs / chart, aggregated statistics and summarising text

What Makes A Good

Management Report?

Good MIS Reports Have:An appropriate titledA sensible, logical, un-cramped layout (white space is a friend), making their relevance clearA font face and size which is professional and readableData tables which are distinguishable (use of borders and shading)Column / row headers which are distinguishable (shading, embolden)Data rows which are distinguishable (shading)Data correctly aligned in tables (Th | H | T | U | . | dp1 | dp2)An appropriate number of decimal places are used when displaying numerical dataGraphs / charts appropriate for the type for data being displayed (discrete / continuous)Graphs / charts with a clear title, axis labels, appropriate scale, legend (if needed), fitting colourOther graphics which may be included are relevant

Spreadsheet Tools Spreadsheets provide an good way of generating a

management report They not only allow data to be neatly presented but have

functions and formulae which allow us to summarise data

Useful Functions and Formulae

Useful Presentation Aides

ForecastMaxMinModeSubtotal

Borders and shadingFiltersPivot tablesGraphs and chartsNumber types, format, alignment and decimal places

Activity: Codes if PracticeP7 – Use IT Tools To Produce Management InformationP7 – Use IT Tools To Produce Management Information

Management reports will provide the evidence for P7. The reports should be appropriately titled and well laid out, making

their relevance clear. You need to use more than one tool ensure you document all of the

tools used.

Activity: Codes if PracticeM3 – Generate Valid, Accurate and Useful InformationM3 – Generate Valid, Accurate and Useful Information

For M3, the reports should be valid, accurate and relevant, i.e. show useful information that is, importantly, fit for purpose.

As well as your management information report(s) include a write up with comments on how you ensured the information gathered is valid, accurate and relevant, useful and fit for purpose.

This may have been partly covered during P6.