Management Information Systems

By : Prof. Prakash M Soni

Topic No.: 7 MIS Design Approach

Introduction 1
The fundamental part of any MIS development process is PLAN & IMPLEMENTATION process of it. The major and very critical element of any MIS is the Inflow of Information with all attributes If this stage is in place, then it's just based on effective management activities to handle information. The control mechanism will take care of the usage of information to the user at different levels of the organization We need a management information system flexible enough to deal with the changing need of information in the organization. It should be Open System in working nature to provide support organization at appropriate time and level. Designing of such system is very complex and critical task. It can be achieved only if MIS is planned, keeping in mind the organization structure, information flow and effect of information on levels of organization MIS plan has to match with the organization plan and aim The development process should be focus on the strategic need and implementation of information on the levels of organization The plan of development of the MIS is linked with the steps of the implementation in a business development plan The system of information generation is so planned that strategic information is provided for the strategic planning, control information is for controlling process and short term planning and execution support to operation management team

Steps of MIS Development

Identify Business Goals Determine critical success factors Develop business strategy and IS strategies Identify critical business applications Make decision analysis and enumerate operational and strategic decisions Develop business performance indicators Identify information entities to decision support for business Determine IS structure to generate information to build MIS Build MIS superset as prescribed in general model of MIS

Development Process Model - 1

Study the business environment Study the organization and structure Identify mission and business goals Identify critical success factors Identify critical business applications

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Management Information Systems

By : Prof. Prakash M Soni

Ascertain the business strategy Identify business decisions needed to implement strategy Determine MIS goals supporting business goals Determine MISs support Develop key performance indicators to measure the business progress and performance Identify data and information needs meeting the MIS goals and business goals Develop IS and IT strategy to meet the goals Determine IS and IT support structure to meet data and information needs Link and map MISs and information outcome to business goals and strategy Design information reporting structure: Periodic, Exception and Control Reports Design KMS and BI System

Business Plan Vs MIS Plan

Business Plan

MIS Plan

Business Goals and Objective Business Plan and Strategy Strategy Planning and Decisions Management plan and execution and Control Operation plan for the execution

MIS, Objectives, Consistent to the business goals and objectives Information Strategy for the business plan implementation playing a supportive role Architecture of the MIS to support decisions System development schedule, matching the plan execution Hardware and Software plan for the procurement and the implementation

MIS Design Approaches

Once it's been decided to develop MIS, the next call is to formulate the strategies for designing, development and implementation of MIS in the organization The development approaches determines where to begin and in what sequence the development can take place with the sole objective of assuring the information support Types of MIS development approaches are: Prototype Approach Life Cycle Approach

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Management Information Systems

By : Prof. Prakash M Soni Prototype Approach
It 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, ensuring that it satisfies the needs of the users and assess the problems of development and implementations Designers task becomes difficult with multi-user involvement It is information gathering process to get exact reactions, feedbacks, innovations, review plans of the system by the end users Its a trial and error based system It is based on Iteration Approach for exact development and implementations to meet organizational goal

Steps in Prototyping Approach

Situations for applicability of Prototyping

Unclear Requirements Complicated and Large System Illustrations of User Interface Unclear Solutions Throw Way Plans

Advantages Of Prototyping
User feedback Motivates User Early Error Handling Flexibility

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Management Information Systems

By : Prof. Prakash M Soni Disadvantages Of Prototyping
Need of Accurate Prototype Lack of Each Phase Review Lack of Documentations Lack of Recovery Extended Schedules Can Mislead Users

Life Cycle Approach

Every MIS System and sub-system have a defined life cycle of development & working. Sometimes it does comes sudden or structure or time rule based. Minor changes are the ongoing process with any MIS system but the major steps become the change-over reason for new development and application Such changes are within the sub-system and they become the root cause of such new development

SDLC Life Cycle

SDLC: Investigation
System Planning & Selection: Survey the organization to screen and select the system aspects which are based on formal and open information system Feasibility System: Based on the information generated about the system, now need to take call on feasibility of development Feasibility Report: Document and communicate the results of the feasibility study to end users and management

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Management Information Systems

By : Prof. Prakash M Soni SDLC: Analysis
Analysis of the organizational environment: Analyze in detail the information needs of an end user organization & its subsystem & environment systems Analysis of any present system: Analyze the resources, products & activities of any information system presently used System requirement analysis: determine the information system capabilities that will meet the information need of the users System requirements: Document & communicate the logical input, process, output storage & control requirements of system

SDLC: Design
Logical System Design: Develop general specifications for how input, processing, output storage & control activities will work Physical System Design: Develop detailed specifications for user interface products and methods, database structure & processing and control processes. Hardware and software specifications etc System Specifications: Document and communicate the detailed specifications of the proposed system to end users

SDLC: Implementation
Acquisition of Hardware, Software and Services: Evaluation of all System requirement proposals from vendors Software Testing: Trail and Error process End User Training: Educate and train management, end users, customers and other business stakeholders etc Documentation: Record and communicate process of usage and User Manual for references Conversion: Convert from the use of a present system to the operational of a new or improved system

SDLC: Maintenance
To correct Errors: Uncovering bugs in the programs or weaknesses in the design that were not detected during testing & correcting them To keep System Current: Over the time, changes occurs in the system environments that requires modifications in the current system To Improve the System: Continuous improvement in the system is required to meet user requirements but only feasible changes

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Management Information Systems

By : Prof. Prakash M Soni Project Management
MIS design can be easily thought of as Project Management and its important task is to designate the key project values of INFORMATION MIS designers will have to work upon the planning and controlling activities of management for PM. The controlling majorly focus on Cost & Time variables in PM But, Projects differs from Processes because they aims at Functional development rather than Procedural development

Project Management Steps

MIS Project Needs

The search for planning and operating problems The search for areas of recurring difficult decisions The search for company opportunities that depends upon expanded information system Prioritization of problems and opportunities Selection of projects whose payoff in terms of cost and limitations of resources is justified

Setting Project Objective

Financial and Accounting System Corporate management for competitors and opportunities Production and Inventory System with Purchasing system Online Information system for SCM with locations To control technical cost, work and schedules Better manpower planning New forecasting techniques Financial Reporting System on weekly basis

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Management Information Systems

By : Prof. Prakash M Soni

Project Proposal
Drafting proposal after identifying needs, objectives, preliminary definition of project work, scope, costs and benefits then seeking approval of management after evaluating and selection process Second option is MIS project is rolled out then the budgeting issues were discussed by management and its very time consuming process with less opportunity to evolve all aspects of management and information Project Proposal consists of introduction, management summary, a system description and costs estimates with schedules

Planning Techniques
Work Breakdown Structure: System to sub-system, Sub-system to task, task to sub-task, Subtask to work package etc Sequence Planning: Development of the system, it is necessary to determine what immediately preceding tasks must first be completed. Factors are time, cost, user involvement etc Master Program Schedule: The predetermined deadline dates set by management for overall development of MIS Budgeting: The establishment of cost and resource targets for a planned series of periods in advance is project planning. It covers only direct costs.

Reporting & Controlling

Control of the project means control of Performances, Cost and Time variables The reporting format of any control mechanism should consists PCT elements together with full scope Control of PCT elements is from the project concept development phase till the final rolling out and evolution of the project of MIS based on organization structure and level of information involved

Implementation of MIS
MIS Implementation Procedure Planning the implementation Acquisition of facilities Procedure development Generation Files and Folders Testing of System Evaluation & Maintenance of System

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