Assignment no.

3
Management information system
Registration no.

ASSIGNMENT
NICMAR / CODE OFFICE
1.

Name

-

2.

Reg. No.

-

3.

Course No.

-

NCP-28

4.

Course Title

-

Management Information Systems

5.

Assignment No. -

Three

You are a project manager on a construction of Hydel-Power project comprising of
four main works viz. Main Dam, Weir, Electric Power Station and Tunnel. The
requirement of ten construction materials including cement, steel (six sizes), sand,
aggregate etc. need to be monitored daily. Consumption, requirements, resources
on site and in depot needs to be checked every day. Design an M.I.S. for efficient
working. Assume suitable data.

Page 1 of 36

Assignment no. 3
Management information system
Registration no.

Management information system:
'MIS' is

a planned system of collecting,

processing,

storing and

disseminating data
in the form of information needed to carry out the functions of management.

Scope of work:
Management is a process, involves

the responsibility of guiding,

supervising and

controlling a team of workers who are asked to accomplish a given task.
A true management concentrates on managing the people who are entrusted with
the job of attaining the pre-determined objectives. But it should not be lost sight of
that the management of materials also calls for skill and judgement.

While

directing the people at work, we never lose sight of materials.
The materials are very much there in the minds of those who are responsible for
managing the affairs of a business and/or manufacturing unit. Both directly and
indirectly, the management keeps a close watch over the materials with the help
of which people who are at work, accomplish their assigned job and thus help in
attaining the stated goals of the enterprise.
Page 2 of 36

Assignment no. 3
Management information system
Registration no.

In fact, management synchronies with the control of :
 every systems, procedures, methods, techniques and
 tools and materials which are truly effective instruments in serving the
enterprise.
Truly speaking, ‘the control’ of systems, etc., goes along way in helping the
workers in their effort to achieve the objectives of the enterprise.
Management till today has not been able to draw a dividing line between the
procurement of material things required for a successful operation and their
utilization by the people who are at work. Nor does the management strive for
such a dividing line. Material things cannot be isolated. They are closely related
to the management.
Areas of materials management can be described as the functions or scope of
materials management. Delimiting the areas of materials management, the study
team on public sector undertakings has identified the following areas :
• Materials Planning and Programming.
• Purchasing and Inventory Control.
• Receiving, Warehousing and storekeeping
• Transportation and Materials Handling and
• Disposal of Scrap and Surplus, including the utilization of by products.

Page 3 of 36

e. Main Dam. Electric power particularly the hydro power is a renewable. economically attractive. Benefits of Hydro Power: Energy has become a symbol of growth and instrument for development. Page 4 of 36 . 3 Management information system Registration no. Fabrication. The need of the project comes from the benefits of HP and utilization of resources.Assignment no. Unloading. non-polluting and environmentally benign source of energy. Erection. the Hydro Power is submergence free and has short gestation period. Management information system provides predefined types of information to the management for relatively structured type of decisions. These benefits of HP have now been sufficiently recognized. The above work involves Supply. Basic: The work involves four main works i. Electric Power Station and Tunnel. Testing and Commissioning of balance ventilation ducts and equipments as per technical specifications. Moreover. Transportation. environment friendly. Weir.

 The height of the control room shall be higher as compared.e. so as to take care of the heat generated from the electrical panels and the control of all the panels can be made on the mezzanine level which saves the space and offers the wider view of the area underneath. In future we shall need more of hydel projects to meet the requisite demands of the power sector and of course to facilitate the people staying in the remotest areas of the country. Now the requirements for the hydel project are entirely different from general construction sites. As far as the scope of the hydel projects is concerned it is not as limited because of the fact that our country is facing shortage of electricity.  The substation part has to be made in the open area and the wiring of the towers is taken care by the R. Page 5 of 36 . Management Information System (M.C.  From the reservoirs the water is brought through a tunnel for the generation of the electricity.C.S) design for Hydel-Power Project is very much limited to a specific area as all the material and data is to be managed on the site for the given requirement. This is the reason in the recent years even World Bank has offered to finance the hydel projects in states like Himachal Pradesh. Uttaranchal.Assignment no.I. Trenches made under the floor. 3 Management information system Registration no. in itself a very technical and specific requirement for the construction of the project. Assam & Jammu & Kashmir. i.

It avoids gaps and overlapping functions and establishes a neat pattern of relationships among efforts to be put in. The organization is not merely a mechanistic structure of duties. activities and relationships but it is also a human organization consisting of diverse social groups. takes a due note of human faculties. thus provides a frame work for the management. It ensures team-work. It welds together a frame work of positions for the most effective pursuit of the goals of the undertaking. effective and fruitful. It renders valuable services to the whole undertaking. Material management organization: Organization is a process of dividing and combining efforts of a working group for making such joint efforts more productive. aspirations. It determines the extent to which people at work would co-operate and would strive for achieving the stated goals. The organization. thus. The organization. 3 Management information system Registration no. The organization shapes and influences the behaviour and interaction of people at work. In this way the organization encourages initiative and develops a sense of duty in the personnel working for the organization. The organization as a body of professionals allocates duties to the managerial staff. It is an important tool in the hands of management.Assignment no. adds certainty and promptness to the work to be done. likes and dislikes. This is shy the organization is assuming a greater importance in modern management and day-by-day it is growing in structure. jobs to be done and the work to be performed. Page 6 of 36 . representing divergent attitudes.

For the attainment of an effective management.Assignment no. pays dividend. the basic approach and principles of organization remain the same. It is indeed a fact that leadership in any organization plays a distinct role in setting the trends of operation and achievements. Howsoever laudable a principle of an organization may be unless it is supported by enthusiastic. Irrespective of the size. Certainly it is not the principles and a series of rules and regulations which work for themselves but they are the guiding factors which help an organization to achieve what it wants to achieve. Page 7 of 36 . It is the structural balance in the organization which is generally rewarding. the nature and the purpose of an undertaking. imaginative and sensible leadership nothing tangible could be achieved. • Unity of command • Preparation and circulation of rules and regulations • Installation of and effective two-way communication • Flexibility and • Line and staff activity. An a good leadership combined with a well-conceived and judiciously developed organization on the principles enumerated above. an attempt is usually made by every undertaking to stick to the following fundamental principles of organization : • Determination of the basic objectives • Determination of the areas of activity • Determination of an ideal structure to accomplish the desired activities • Determination of authority and responsibility • Determination of the span of control • Determination and assigning of jobs according to personal ability. 3 Management information system Registration no.

value analysis and materials standardization. salvaging. clearing and forwarding. conservation and utilization of all materials and brings together the activities such as materials planning and budgeting. control and use of materials needed and flow of goods and services connected with production or construction process into and within an organization. scrap and surplus disposal.Assignment no. 3 Management information system Registration no. The significance of this concept lies in the fact that efficiency of any organization is depend upon having the : “Right Material of the Right Quality at the Right Price in the Right Quantity at the Right Time and Place “ The management of the various materials required at site shall be organized at different levels. inventory control.  Middle Level Determination of the ways to construction done in time schedule. To check how much money has been incurred till the specific date. materials handling. purchasing. Ability to deal with the ambiguities of the decisions taken.  Upper Level To determine the goals. Material management can thus be defined as that aspect of management Function which is primarily concerned with the acquisition. receiving and storekeeping. Page 8 of 36 . The modern concept of Materials Management integrates the entire range of functions which effect the flow. objectives & plans.

Here I take the example of a hydel project of 5MW capacity.000sqft. The materials required for the hydel projects shall be managed according to the levels mentioned above. o Outer walls in brick o Frame work of RCC Columns and Beams o Asbestos sheets as roofing o Concrete floor with separators o Steel windows and doors o Tie beams at the regular intervals to prevent Earthquake.  Lower Level Control the activities of the workers to meet the targets. 3 Management information system Registration no.  66KVA grid station in the open area  Office Spaces  Site Offices as temporary structures  Material Storage Areas  Water Reservoir  Accommodation for staff Page 9 of 36 . Requirement for the project is as follows:  Control Room with a covered area of 14.Assignment no.

Page 10 of 36 . Material requirement for the project:  Cement - 175000 bags approx.  Aggregate - 20.  Steel: 850 tonne  Bricks: 100000 bricks in no.Assignment no. Stage 1 From foundation level to plinth level  Cement : 60000 bags  Sand: 3600 cum  Aggregate: 7200 cum. 3 Management information system Registration no.  Steel: 1150 tonne  Bricks: 100000 bricks in no.  Bricks - 2.000 no.80.  Steel - 2500 Tonnes approx.000 cum approx.  Sand - 10000 cum approx. Stage 2 Up to lintel level  Cement : 80000 bags  Sand: 4850 cum  Aggregate: 9700 cum.

It involves identifying materials required.000 bricks in no. locating sources for procurement.  Steel: 500 tonne  Bricks: 80. defining specifications. getting materials samples approved. Page 11 of 36 . Material resource planning: It aims at developing a plan for the procurement and stocking of construction materials so as to provide materials of right quality at the site in right quantity. 3 Management information system Registration no. estimating quantities. from right source. at right prices. Stage 3 On laying of slabs  Cement: 35000 bags  Sand: 1550 cum  Aggregate: 3100 cum. designing materials inventory and developing procurement plan to ensure flow of materials till the connected construction works are completed at the project site. and at the right time.Assignment no. forecasting requirements.

Resource productivity control: It aims at ensuring efficient utilisation of the inputs of man.e. defining the control purpose. i. 3 Management information system Registration no. measuring the actual performance. The methodology used for controlling each of the productivity parameters is similar and it can be divided into four stages. computing productivity performance variances and identifying causes for these variances for affecting improvements Page 12 of 36 . Efficient utilisation of resources at the project site is accomplished by identifying the causes of wastage and effecting improvements so as to minimise this wastage.Assignment no. Productivity performance variance = Planned productivity . The causes of wastage are located by analysing variances and efficiency of planned and actual on-site productivity. equipment productivity and materials productivity.Actual productivity Productivity performance index = Planned productivity Actual productivity The various productivity parameters which need to be controlled in construction projects are labor productivity. materials and equipment.

4. Follow-up to examine the working of the inventory policy and effecting changes as and when needed. 3 Management information system Registration no. Inventory control refers to “the process whereby the investment in materials and parts carried in stock is regulated within predetermined limits set in accordance with inventory policy established by the management”. 3. If we examine the Page 13 of 36 . The objective is such that the construction work should not beheld up for the want of material but the total investment on the materials minimum. Inventory control measures: The term 'inventory' implies the cost of materials in stock at a given time. The aim of the materials management is to make available the right type of material in right quantity. include the following : 1. at the right price. Determination of inventory policies. thus. Setting out of investment pattern and its regulation as per individual and collective requirements. The monetary value of inventory indicates the extent of investment required to maintain minimum stock of materials for the smooth running of the project.Assignment no. This stock of materials is held to act as a cushion between the supply and demand. The activities of inventory control. at the right time and at the right place. Determination of limits of inventories to be held 2.

& 3. They ensure smooth flow of materials through production process.Assignment no. Two bin system: The two bin system is based on the segregation of the total into two bins – one sufficient to satisfy demand between the arrival of the order and the placing of the next order. They ensure reasonable utilization of manpower and equipment etc. Inventory are necessary because They provide protection against uncertainty of demand and supply. is based on the principle of two bins for each product type. It is mainly concerned with laying the policies regarding how much quantity of a material should be held in stock so that the aim of the material management of ensuring continuity of the project with the minimum investment in materials is fulfilled. 3 Management information system Registration no. Each bin contains half of the quota (inventory level) for a given product. aims and objectives very carefully the concept of Inventory control in the material management is obvious. This is the oldest system and is still in popular use. Inspired by the Kanban Replenishment method developed and made popular in Japan. 1. this replenishment system. the second contains enough stock to satisfy probable demands during lead time. A bar code label is affixed to the front of Page 14 of 36 .. This can be considered as a very important function of materials management. 2. They also provide the means to maintain good customer service. adapted to hospital supplies.

Once the person responsible for managing inventory in the department has replenished the bin. each bin. he or she first transfers the remaining supplies in the second bin to the first bin. and supplies are used from the second bin. It also facilitates stock rotation management. This activity can be eliminated through the use of a replenishment software application that uses RFID technology. It requires no inventory taking (or verification) prior to scanning the labels. a stores employee scans the labels on the board to capture data on the products requiring replenishment. which in turn triggers the process to replenish the quantity contained in the bin. In this way. stock rotation occurs with each replenishment. returning the label to the front of the first bin. When compared with other recurring replenishment methods. 3 Management information system Registration no. then places the new supplies in the now empty second bin. the two-bin system stands apart. When the first bin is empty. which is essential to prevent product expiry. Using an optical scanner and according to a pre-determined schedule. and it significantly improves the control of stock levels. user personnel or clerical staff transfers the label to a board mounted on the wall.Assignment no. Page 15 of 36 . This system simplifies the needs evaluation process. This application is presented in the section “RFID-assisted replenishment”.

Before taking a decision on economic order quantity the following costs are considered and analysed threadbare. It facilitates the fixation of ordering sequence and the quantities so as to minimize the total materials cost. 3 Management information system Registration no. 3) The price of the material is independent of the order. It helps in finding appropriate levels for holding inventories. Economic order quantity: Economic Order Quantity is referred to as the size of the order that gives maximum economy in purchasing the materials. In fact the Economic Order Quantity or EOQ offers solution to inventory problems. Economic order quantity (also known as the Wilson EOQ Model or simply the EOQ Model) is a model that defines the optimal quantity to order that minimizes total variable costs required to order and hold inventory. It is known as Optimum or Standard Order Quantity. 2) Consumption of the material occurs at the uniform rate. Page 16 of 36 . It is based on the assumptions: 1) The demand over the period of cycle (normally a year) is constant and is known in advance.Assignment no.

handling and warehousing such as rent. We should know Ordering cost and Carrying cost A) Ordering Cost: consists of i) Requisitioning ii) Order processing iii) Order placing. 3 Management information system Registration no.and Page 17 of 36 . Quantity discount is not allowed 4) There is no lead time in the replenishment. inspection. Ordering cost is referred to as the cost of placing an order and securing the supplies. Lighting. Insurances and taxes.Assignment no. The ordering cost largely depends upon the number of orders placed during a given period and the number of items ordered at a particular time. It varies from time to time and also from industry to industry. checking etc. B) Carrying Cost: i) Interest on Capital invested ii) storage. and iv) Receiving.

while holding the optimum quantity of an item in inventory. Cost of Holding the Materials Right purchase quantity should ensure that overall cost of acquisition and possession is minimum. cost of keeping the inventory at its minimum irrespective of its larger requirements. cost of storage and handling. cost of follow-up action. customers and good will etc. C) Inadequate Inventory Cost: Inadequate inventory cost includes the cost of expediting the purchases. It will have to be appreciated that a point of minimum cost is reached at which the ordering cost will be just equal to the carrying cost such that neither excess material is ordered nor too many orders are frequently Page 18 of 36 . the cost of securing rush deliveries.Assignment no. cost of keeping track of previous orders. The above three costs which influence the economic order quantity may broadly be classified into two categories from ‘cost management’ point of view. other maintenance costs Inventory carrying cost refers to the cost of keeping the materials in the storehouse which includes capital cost. cost of deterioration and obsolescence and other kinds of expenses and losses during storage. due to non fulfillment of orders and all those losses and costs that arise out of non-availability of materials to production department when it needs and also the cost of stoppage or disruption of the operation of the organization. 3 Management information system Registration no. The tow categories are : 1. loss of sales. Cost of Acquiring the Material 2.

however. for which demand pattern is more or less known. placed for the same material during a time period. FORMULAE EOQ MODEL Page 19 of 36 . It must be remembered.Assignment no. 3 Management information system Registration no. the latter is linearly and directly related to the quantity carried into the inventory. that while the former varies with the number of orders placed.

4.Assignment no. While fixing this level we ordinarily take the following points into consideration : 1. labour trouble. danger of deterioration and obsolescence besides the availability of funds. 3 Management information system Registration no. Quantity required to be ensured of a certain level of production at a given time . it becomes the duty of the stores incharge to initiate purchase so as to replenish the stock within reasonable time. Time required for obtaining fresh supplies . price of the material. It may. Possible unexpected delays in getting the fresh supplies because of rains. 5. 3. unexpected delays in delivery of new supplies. ROL: This is the quantity of stock (level) fixed between the maximum and minimum levels of stock. The loss due to inaAterruption of operation will also have to be examined. This level is usually a little higher than the minimum in order to be prepared for such emergencies as abnormal usage of materials. etc. Page 20 of 36 . however. 6. space available for storage and preservation facilities. transport inadequacy. be pointed out that the order quantity is determined by taking into account. political situation. war. storage cost. rate of consumption. These factors taken together will determine the order quantity. the supplier’s discount. etc. When this level is reached. The objective of fixing up the order level is to re-stock the materials at the lowest cost ensuring at the same time the uninterrupted operation of the manufacturing unit/business organization. 2. Possible unexpected requirement which cannot be avoided .

It is necessary to be definite about the order quantity because the supplier has also to be given sufficient time for making arrangements of the supply. resulting in possible customer dissatisfaction and lost sales.Assignment no. which in its turn affects the point at which the order level has to be fixed.. Since the delivery time stock is the expected inventory usage between ordering and receiving inventory. Thus the order quantity has its own say in fixing the points of order (or reorder) level. efficient replenishment of inventory would reduce the need for delivery time stock. The larger the consignment. Several factors determine how much delivery time stock and safety stock should be held. the efficiency of a replenishment system affects how much delivery time is needed. 3 Management information system Registration no. the greater will be the time taken by the supplier. Reorder Point = Normal consumption during lead-time + Safety Stock. And the determination of level of safety stock involves a basic trade-off between the risk of stock-out.e. and the increased costs associated with carrying additional inventory Page 21 of 36 . In summary. the difference between the order date and the receipt of the inventory ordered) and the safety stock which is the minimum level of inventory that is held as a protection against shortages. The two factors that determine the appropriate order point are the procurement or delivery time stock which is the Inventory needed during the lead time (i.

Assignment no. Reorder point farmula: Reorder point = S x L + F ( S x Rx L) Where S= Usage in units L = Lead time in days R = Average number of units per order F = Stock out acceptance factor Page 22 of 36 . 3 Management information system Registration no.

3 Management information system Registration no.Assignment no. Page 23 of 36 . Storage cost varies widely with the type of materials stored. Usually. type of storage facilities available and other allied factors. It includes the whole expenditure incurred in connection with storekeeping functions. Site storage and reporting: This comes under the operational cost. the range of this cost is between 5 per cent and 10 per cent of the value of the materials stored per year. It is said to be the most obvious inventory carrying cost.

Error Reports: I would make these reports to correct the invalid customer names. for further use in planning and control processes. The reports would be containing the details of production. giving detailed listing to describe each transaction occurring during a specific time period. Aggregate. a journal. incorrect totals and missing data during transaction.000sqft. 3 Management information system Registration no. Provision for Exception reports & Demand reports would be there. monthly cash flow etc. Sand in open courtyard Reporting: Scheduled Reports: I would make the scheduled reports which would be issued fortnightly. manage and present timely Information Page 24 of 36 .Assignment no. Materials to be stored are in the following way: Steel & Cement in a room with an area of 14. Integrated reporting system: Objective : To provide the community with a common set of business processes and tools to capture. integrate. Control Reports: Control reports would be maintained in the form of payroll register. a cash register etc.

The Deployment Scheduling Integrated Product Team The IRS oversight role includes identification/resolution of conflicts.MHS Information Management Proponent Committee directed the use of a program tracking system to provide integrated deployment schedules and reports. Comprehensive sort parameters were added to allow users to query data by Page 25 of 36 . thereby improving the management of MHS Information Management/Information Technology programs and associated IT products.IPPSRS web application retooled to meet user requirements. Background : 1996 . Keypoints : The Integrated Program Planning. Scheduling and Reporting System is a suite of processes and tools to collect. 1997 . 1999 . business processes and to promote effective program management skills and practices throughout the enterprise. 3 Management information system Registration no. Management/Information Technology related information essential for informed decision-making construction managers.IPPSRS Integrated Product Team (IPT) established to facilitate the development of project and program scheduling procedures.Assignment no. analyze and report the life cycle status of IT products to be deployed and sustained in the Construction Industry. coordination of interdependencies and resource sharing opportunities. data standardization. integrate.

E. Computer applications: In today’s high flying technological world. Military Treatment Facility. 3 Management information system Registration no. like this there Page 26 of 36 . For creation of documents generally used application is MS-Word (there are other freeware applications also like star-office by SUN Technologies). and resolve deployment scheduling conflicts and/or planning vulnerabilities. Major Command.Assignment no. which is almost used day to day in all office’s for creation. identify.’s etc. specific IT product. Specific to this project reports from labour class to S. Some good examples of computer applications are MSOffice. storage and generating information about almost every aspect. TRICARE Region. 2000 . as the technology is advancing day by day .Deployment Scheduling IPT established to review. we the users are also using the same updated technology in day to day work. In short we can use and get the data which is very hard to find out on paper can be got in very less of time through use of computer applications. would be base for integrated reporting for the next level. Computer Applications are made to be used for making various documents. databases and storing information. Military Service. Basically an integrated reporting is the system in which can get information from all the reports at lower level. and date range. track.

For example today we can purchase. 3 Management information system Registration no. Today almost all the transactions are done through computers and computer aided hardware or software. Today we are having almost all applications which can provided us with every information retrieval or storage. documents. observations and estimations. find almost every thing on WWW (World Wide Web) and it is just because of efficient data communications we are able to do so. Data can be stored at any point of time and place but retrieving it again when required is again a biggest question. Data communications: Data communication is a integral part of today’s connected world. Data.! For the same we have developed many applications as well as hardware. Hub is a hardware where we put the data cables which are taken from a PC (Ethernet Card) and so on. The project planning data includes activities. Data represents specific individual facts from which a conclusion can be drawn. For small offices we have HUB to connect PC’S and server on network. Page 27 of 36 . are other applications too for mathematical calculations too. The raw material used to process information for decision making. BY this hardware we are able to form a network of computers and within the Operating system we are having a facility to identify each computer as Unique computer by giving logical names which in turn helps u to locate them. Note : Today we are having wireless connectivity also which is been widely used. resources. For bigger offices which have offices at different locations we use VPN (Virtual Private Network) where all the offices are connected virtually and they can use the data which is kept at different locations like it is with them in the same computer. costs.Assignment no.

Design: Having assessed the feasibility of the computerized information system. Data Date (DD). 5. budgeting. inventory planning. 4. To identify each work package/activity. The field of applications of the decision network in project management includes strategy. 3. It is a graphical method of analysing an outcome of a series of interdependent possible courses of actions generated by the decision making process. Decision Networks. The data recorded on date of monitoring performance. extraction and organization of information required at various levels of management and functional units. There are abbreviated data codes developed primarily to serve a four-fold purpose: 1. 6. 2. stemming from an initial decision point and extending it to the final outcome. we now come to the design of the information – base. The latter needs to be defined according to: • Sources • Characteristics Page 28 of 36 .Assignment no. plan procurement and its replacement decision. It is a special case of decision network. sorting. Data Codes. development. 3 Management information system Registration no. Decision Tree. where the sequential decisions are drawn in the form of branches of a tree. To aid in the organization of data in levels from the very detailed to broad levels. To enable the processing. The data recorded on data date separates actual (historical) data from future (scheduled) data. production planning. 7. manpower planning. To computerize the data processing system.

• Purposes. whereas permanent information is tucked away in master files or can be made part of the Page 29 of 36 .S. sidestepping or even dishonesty in the preparation of input. Variable information is stored within the information base on current transaction files. variability. Employees services system in an organization may have single data source as the accounts department. Characteristics of information bases are determined by size. Nature of processing also is determined by the size. avoiding soft or merge operations for massive amount of information.Anveshak. The size of information – base has obvious implication for selecting the media where the information is stored.  Whether the required preparation of input throws an addition burden on the people at the source.Assignment no.  Whether the intended use of information is potentially threatening to the source. The seismic processing system for oil exploration running on IBM. magnetic tape and disc storage capacity. such as.VAX and TIPOS computers at dehra dun depended for its input from multiple sources of on. 3 Management information system Registration no. viz. dual or multiple and need careful identification by the analyst in the design process. some valid questions about accuracy and reliability of data inputs can be:  Whether the data are of real interest and importance to the sources. while inventory management system in the same organization may have dual source as stores department and purchase department. Sources can be single. Affirmative answer to these questions can be vital pointers towards carelessness. volatility and activity.land exploration parties parities and the offshore sources of S.

Purposes of an information base decide for which user it is meant. such as. The methods for organising and accessing information are built around data records which have data elements (field) associated with some units. Data file organization and accessing include: • Sequential files • Random files • Index – sequential files • Unordered files. Page 30 of 36 .Assignment no. Costly storage space on disks and tapes can be released by keeping a careful tap on volatility of information. student or inventory item. Monthly meter readings may be annual or half yearly average of revenue raised may be fairly static in a billing system. Current files can than be manipulated to update the master files at infrequent intervals. In an inventory management system. computer program. 3 Management information system Registration no. rate-revisions in regular items may not affect a large mass of slow or non – moving items. to produce output reports based on permanent rate – structure or valuation technique. the data is termed volatile or static. There may be a master record containing all the available information about the unit or a detailed record with only partial information. Volality refers to how information is added. deleted or modified over a given period of time. how will it be used and when. Activity refers to the percentage of the total information base which is being utilized at a given time. The design of a system includes preparing a record layout which places together related data elements in a record or the physical location (address) of the record within the computer – memory. Depending on many or few changes in the information – base. customer.

an unordered file is simply a series of records without any unique key identifier and is unaffected by volatility. On the other hand. Page 31 of 36 . but is costlier to maintain than the data files. The file allows speedy direct accessing and eliminates the need for extensive sorting. While data files are a body of information organized for a particular application (e. tapes and disks. however. punched cards. Sequential files may be stored on a wide variety of media. for instance. 3 Management information system Registration no. An index – sequential file maintains a desired sequential order. information is arranged according to one or more significant data elements. pay – roll file). may arrange student records alphabetically examination canter wise and district wise. and are characterized by high activity and low volatility. A sequential file of students.g. Random files use only the magnetic disk media and work best with a stable and non-volatile information base. can be accessed though keys from other associated files. Finally.Assignment no. In specific file arrangements. which may be selectively organized and accessed to meet a broad range of needs. combing and accessing of the variety of information without changing the unordered nature of the data – base itself.. it assumes Independence of data-elements and reduce their redundancy. The file. data – base are a comprehensive body of unorganized information (in the form of directory).. viz. a random file permits speedy access to any given record within it regardless of others preceding or succeeding that record. but also permits random access to any particular record. The data-base management assumes the information base to contain all of the available business information and provides limitless options by specifying which portion is required and in which order for selecting.

The data file for the different activities has already been attached with. 3 Management information system Registration no. • Integration of modules . The MIS specifications were designed with 40GB hard disc. System analysis and design: As I have already discussed the MIS design for the hydel project with the system design specifications already mentioned. System design specifications: For designing a efficient system it is necessary for the user to design the system. • Final interaction with the users and system changes. • User interaction with the system design flow chart. requirement of the materials. • Using the system and knowing the changes. 512Mb RAM. their consumption.Assignment no. the manpower required has been segregated so as to avoid all confusions regarding the cost factor and consumption Page 32 of 36 . • Flow of elements. • Checking for leaks in system. • Debugging the application after Trial run of system. P4 & MS-Office as software. • Analysis of procedural functions. the duration of the activities. the flow of system. The whole project has been divided into construction segments. For the same there are various aspect which we have to take in consideration when designing a system. They are as follows :• Knowing the process of the system. As per my design all the activities e. • Basic elements of system.g.

To the maximum I have tried in my design not to have excess storage of the materials as this leads to the wastage of materials like cement (because of its setting action). In totality I conclude that my MIS design for the project is completely successful.g. of materials. 3 Management information system Registration no. System development: For the system development of the hydel project we shall be following the following steps: Own staff Staff of outside agencies Work done by own staff Separate files for Billing for various activities different applications Work done by outside staff Page 33 of 36 . if applicable. I have designed the specifications for the contractors and other outside agencies as well e. the time schedule of the work they will handle and the penalty clauses. steel (rusting of steel) after the handing over of the project. This will avoid any type of pilferage during the construction tenure of the project.Assignment no. I have designed my specifications of the materials stage wise.

After successful completion and changes to the system as suggested by the analyst the system is then deployed at the client Page 34 of 36 .  Relationship between different entities: different entity relationships are as follows  One to one  One to many  Many to many In the management system of hydel project we shall create files showing one specific activity is to be done by one agency e. System analyst checks for the whole flow the system and then accordingly. For the same work a System Analyst is there who in turn analyses the whole system made and also verifies and rechecks the while code. Here “One to many” type of relationship between different entities shall be helpful. the system has to be installed at Clients place and has to be tested with them. He checks for the routines and sub-routines of each module. after reviewing it suggests or makes the changes to the design of the whole system. The client uses the software and also let us knows the changes to be done.g. the completion of superstructure shall be done by a construction agency.  Integration of related files of various activities: Files shall be made in Excel programme for the separate jobs to be done in a stipulated period and the manpower involved. The basic criteria of system analyses are to see that the whole system runs smoothly and is error free. System analysis: After the full and final changes and when the system is made to run. 3 Management information system Registration no.Assignment no. This construction agency shall be assigned more than one job.

Flow charts of the various jobs/activities shall be made on the weekly basis. This flowchart shall be made using the P. end. Data processing: Activity Agency Duration Cost Civil work P1 2yrs 3 Months …….Lacs Flow charting: Depiction of step-by-step procedure of a programme. The employer and the outside agency shall sign this agreement.Assignment no. System analysis comes at the end of whole process where the system is fine – tuned for better performance and usage. software MRPII System(Material Resource Planning) and shall make it very easy to maintain the records of agencies hired and the jobs done by them. After the 6 th week if the same situation prevails for the delayed activity penalty clause will be applicable as per the agreement.. Page 35 of 36 .. This system is fully dependent on every chain and is made to know the working probability of whole system. Generally whole procedure of programming is explained using boxes or other geometrical forms and arrows. If any activity is not completed in the specified time it will have to be overlapped in the second week assuming it to be the responsibility of the concerned agency. checking the commitment by the agency for that specific job. In this kind of flow chart system if any of the chain link breaks the whole system has to be revised.C.Lacs Finishing P2 6Months ……. 3 Management information system Registration no.

Practical MIS (Indian Experiences and case studies).Scott G.M. 3 Management information system Registration no. Principles of MIS. Materials Management – Gopalswamy. Activity 1st week 2nd week 3rd week 4th week 5th week A1 A2 A3 BIBLOGRAPHY :1. 3.Banerjee and Utpal 2. Page 36 of 36 .Assignment no.