February 2010

Master of Computer Application (MCA) – Semester 4

MC0076 – Management Information Systems– 4 Credits
(Book ID: B0901)
Assignment Set – 1 (60 Marks)

Answer all Questions Each question carries TEN marks

Q.1 a. Explain the impact of MIS in the area of police Information system.
A management information system (MIS) is a system or process that provides
information needed to manage organizations effectively Management information systems
are regarded to be a subset of the overall internal controls procedures in a business,
which cover the application of people, documents, technologies, and procedures used by
management accountants to solve business problems such as costing a product, service or
a business-wide strategy. Management information systems are distinct from regular
information systems in that they are used to analyze other information systems applied in
operational activities in the organization. Academically, the term is commonly used to
refer to the group of information management methods tied to the automation or support
of human decision making, e.g. Decision Support Systems, Expert systems, and Executive
information systems.

At the start, in businesses and other organizations, internal reporting was made manually
and only periodically, as a by-product of the accounting system and with some additional
statistic(s), and gave limited and delayed information on management performance.
Previously, data had to be separated individually by the people as per the requirement
and necessity of the organization. Later, data was distinguished from information, and
instead of the collection of mass of data, important, and to the point data that is needed by
the organization was stored.

Early on, business computers were mostly used for relatively simple operations such as
tracking sales or payroll data, often without much detail. Over time these applications
became more complex and began to store increasing amounts of information while also
interlinking with previously separate information systems. As more and more data was
stored and linked man began to analyze this information into further detail, creating
entire management reports from the raw, stored data. The term "MIS" arose to describe
these kinds of applications, which were developed to provide managers with information
about sales, inventories, and other data that would help in managing the enterprise.
Today, the term is used broadly in a number of contexts and includes (but is not limited
to): decision support systems, resource and people management applications, ERP, SCM,
CRM, project management and database retrieval application.

An 'MIS' is a planned system of the collecting, processing, storing and disseminating data
in the form of information needed to carry out the functions of management. In a way it is
a documented report of the activities that were planned and executed. According to Philip
Kotler "A marketing information system consists of people, equipment, and procedures
to gather, sort, analyze, evaluate, and distribute needed, timely, and accurate information
to marketing decision makers

b. What are the functions and disadvantages of MIS?

An MIS provides the following advantages.
1. It Facilitates planning : MIS improves the quality of plants by providing relevant information
for sound decision – making . Due to increase in the size and complexity of organizations,
managers have lost personal contact with the scene of operations.
2. In Minimizes information overload : MIS change the larger amount of data in to summarized
form and there by avoids the confusion which may arise when managers are flooded with
detailed facts.
3. MIS Encourages Decentralization : Decentralization of authority is possibly when there is a
system for monitoring operations at lower levels. MIS is successfully used for measuring
performance and making necessary change in the organizational plans and procedures.
4. It brings Co ordination : MIS facilities integration of specialized activities by keeping each
department aware of the problem and requirements of other departments. It connects all
decision centers in the organization .
5. It makes control easier : MIS serves as a link between managerial planning and control. It
improves the ability of management to evaluate and improve performance . The used
computers has increased the data processing and storage capabilities and reduced the cost .
6. MIS assembles, process , stores , Retrieves , evaluates and Disseminates the information

Q.2 a. write a scenario which shows the applications of OLAP systems.

OLAP systems vary quite a lot, and they have generally been distinguished by a letter tagged
onto the front of the word OLAP. ROLAP and MOLAP are the big players, and the other
distinctions represent little more than the marketing programs on the part of the vendors to
distinguish themselves, for example, SOLAP and DOLAP. Here, we aim to give you a hint as
to what these distinctions mean.

Considered the fastest growing OLAP technology style, ROLAP or “Relational” OLAP
systems work primarily from the data that resides in a relational database, where the base data
and dimension tables are stored as relational tables. This model permits multidimensional
analysis of data as this enables users to perform a function equivalent to that of the traditional
OLAP slicing and dicing feature. This is achieved thorough use of any SQL reporting tool to
extract or ‘query’ data directly from the data warehouse. Wherein specifying a ‘Where clause’
equals performing a certain slice and dice action.

One advantage of ROLAP over the other styles of OLAP analytic tools is that it is deemed to
be more scalable in handling huge amounts of data. ROLAP sits on top of relational databases
therefore enabling it to leverage several functionalities that a relational database is capable of.
Another gain of a ROLAP tool is that it is efficient in managing both numeric and textual data.
It also permits users to “drill down” to the leaf details or the lowest level of a hierarchy
structure.

However, ROLAP applications display a slower performance as compared to other style of

OLAP tools since, oftentimes, calculations are performed inside the server. Another demerit of
a ROLAP tool is that as it is dependent on use of SQL for data manipulation, it may not be
ideal for performance of some calculations that are not easily translatable into an SQL query.

Multidimensional OLAP, with a popular acronym of MOLAP, is widely regarded as the classic
form of OLAP. One of the major distinctions of MOLAP against a ROLAP tool is that data are
pre-summarized and are stored in an optimized format in a multidimensional cube, instead of in
a relational database. In this type of model, data are structured into proprietary formats in
accordance with a client’s reporting requirements with the calculations pre-generated on the
cubes.

This is probably by far, the best OLAP tool to use in making analysis reports since this enables
users to easily reorganize or rotate the cube structure to view different aspects of data. This is
done by way of slicing and dicing. MOLAP analytic tool are also capable of performing
complex calculations. Since calculations are predefined upon cube creation, this results in the
faster return of computed data. MOLAP systems also provide users the ability to quickly write
back data into a data set. Moreover, in comparison to ROLAP, MOLAP is considerably less
heavy on hardware due to compression techniques. In a nutshell, MOLAP is more optimized
for fast query performance and retrieval of summarized information.

There are certain limitations to implementation of a MOLAP system, one primary weakness of
which is that MOLAP tool is less scalable than a ROLAP tool as the former is capable of
handling only a limited amount of data. The MOLAP approach also introduces data
redundancy. There are also certain MOLAP products that encounter difficulty in updating
models with dimensions with very high cardinality.

b. How Information technology influences organizations goals?

Organization was registered with Israeli authorities as a nonprofit, religious organization under
the name, `al Mujama,' under the leadership of Sheikh Ahmad Yassin, who was also head of
the Muslim Brotherhood in Gaza. 2 At first, the new organization spent most of its time
promoting Islamic views and winning support for the Islamic movement in Palestinian
institutions, universities and mosques. 3

Footnotes at end of article.

Hamas, as it is currently organized, was founded in December 1987 just when the intifada
(uprising) in the occupied territories was starting. The Hamas agenda is based largely upon the
principles of Islamic fundamentalism that were gaining momentum throughout the Arab world
at that time. The goal of the founders was to become directly involved in the intifada and
ultimately gain control of the Palestinian movement and bring it more in line with
fundamentalist Islamic thought. Most observers believed that the outbreak of the intifada was a
spontaneous event and the Hamas founders were just one of many Palestinian opposition
groups, including the PLO, that were vying to gain control of the demonstrations.

Hamas success in winning quick support among the Muslim population of the Gaza Strip and
the West Bank was due in large part to its Islamic origins and its earlier activities as a religious
and charitable institution. One observer tells how reports and instructions were often
announced over mosque loudspeakers. 4 The Israeli embassy says that, within a week of its
publication in August 1988, the Hamas covenant was posted in mosques throughout the
territories.

Part of the reason for Hamas success in gaining popular support may have been frustration
among Palestinians living in the West Bank and Gaza stemming from the PLO's inability to
make headway toward a solution of the `Palestinian problem.' Muslims in particular were
attracted to Hamas because of its identification with the Islamic fundamentalist movement
which set it apart in many ways from the PLO.

Little specific information has been made public about the actual size and organization of
Hamas. Its supporters and sympathizers are estimated in the tens of thousands. It is generally
known that the organization is structured along functional lines, with sections dedicated to
military, religious, informational, and security activities, but the actual numbers of people
assigned to any of the sections is not a matter of public knowledge. The command and control
structure apparently took several years to finalize and was then changed because of losses of
personnel and intense Israeli surveillance and security sweeps. Hamas has maintained its status
as a religious and charitable organization. Its involvement with educational and social activities
qualifies Hamas to receive donations required by Islamic law from the Muslim community
(zakat). The Jordanian government allows Hamas to maintain offices in Amman and operate
openly as a foreign political organization. 5

Hamas is reputed to be a more efficiently run organization than the widely dispersed and
heavily structured PLO with its organizational overhead and diverse activities. The Hamas
share of religious donations is rising in relation to the PLO. According to some sources, a large
amount of money is coming from devout Muslims in Saudi Arabia and the Gulf states who
used to contribute to the PLO before it sided with Iraq during the Gulf war. 6 Hamas also
supported Iraq in the war but was much less conspicuous because it was so closely identified
with the Palestinian population in the territories. Hamas wisely avoided open confrontation
with Saudi Arabia and the Gulf states.

Q.3 What are the features contributing to success and failures of MIS models?

Factors contributing to success of MIS: If MIS is to be success, then it should have all the
features listed below: 1) MIS is integrated into the management function. It sets clear
objectives to ensure that MIS focuses on the major issues of the business. Also adequate
development resources are provided and human & organizational barriers to progress are
removed 2) An appropriate information processing technology required to meet the data
processing and analysis needs of the users of MIS is selected. 3) MIS is oriented, defined and
designed in terms of the user's requirements and its operational viability is ensured. 4) MIS is
kept under continuous surveillance, sot that its open system is modified according to the
changing information needs 5) MIS focuses on results and goals, and highlights the factors and
reasons for non achievements. 6) MIS is not allowed to end up into and information generation
mill avoiding the noise in the information and the communication system. 7) MIS recognizes
that a manager is a human being and therefore, the systems must consider all the human
behavioral aspects in the process of management. 8) MIS is easy to operate and therefore, the
design of MIS has such good features which make up a user friendly design. 9) MIS recognizes
that the information needs become obsolete and new needs emerge. The MIS design, therefore,
has a potential capability to quickly meet newer and newer needs of information. 10) MIS
concentrates on developing the information support to manage critical success factors. It
concentrates on the mission critical applications serving the needs of the top management.

Factors contributing to failures: Many times, MIS is a failure. The common factors which are
responsible for this are as follows:

1) MIS is conceived as a data processing and not as an information system. 2) MIS does not
provide that information which in needed by managers but it tends to provide the information
generally the function calls for. MIS then becomes an impersonal function. 3) Understanding
the complexity in the business systems and not recognizing it in the MIS design leads to
problems in the successful implementation. 4) Adequate attention is not given to the quality
control aspects of the inputs, the process and the outputs leading to insufficient checks and
controls in MIS. 5) MIS is developed without streamlining the transaction processing systems
in the organizations. 6) Lack of training and appreciation that the users of the information and
the generators of the data are different, and they have to play an important role in the MIS. 7)
MIS does not meet certain critical and key factors of its users, such as a response to the query
on the database, an inability to get the processing done in a particular manner, lack of user
friendly system and the dependence on the system personnel. 8) A belief that the computerized
MIS can solve all the management problems of planning and control of the business. 9) Lack of
administrative discipline in following the standardized systems and procedures, wrong coding
and deviating from the system specifications result in incomplete and incorrect information. 10)
MIS does not give perfect information to all users in the organization. Any attempt toward such
a goal will be unsuccessful because every user has a human ingenuity, bias and certain
assumptions not known to the designer. MIS cannot make up these by providing perfect
information.

Q.4 Explain the relationship between artificial intelligence and neural networks with
help of a scenario.

Artificial intelligence (AI) is the intelligence of machines and the branch of computer science
that aims to create it. Textbooks define the field as "the study and design of intelligent agents,"
where an intelligent agent is a system that perceives its environment and takes actions that
maximize its chances of success. John McCarthy, who coined the term in 1956, defines it as
"the science and engineering of making intelligent machines."
The field was founded on the claim that a central property of humans, intelligence—the
sapience of Homo sapiens—can be so precisely described that it can be simulated by a
machine.[5] This raises philosophical issues about the nature of the mind and limits of scientific
hubris, issues which have been addressed by myth, fiction and philosophy since antiquity.
Artificial intelligence has been the subject of optimism,[7] but has also suffered setbacks and,
today, has become an essential part of the technology industry, providing the heavy lifting for
many of the most difficult problems in computer science.

AI research is highly technical and specialized, deeply divided into subfields that often fail to
communicate with each other. Subfields have grown up around particular institutions, the work
of individual researchers, the solution of specific problems, longstanding differences of opinion
about how AI should be done and the application of widely differing tools. The central
problems of AI include such traits as reasoning, knowledge, planning, learning,
communication, perception and the ability to move and manipulate objects. General
intelligence (or "strong AI") is still a long-term goal of (some) research.

Traditionally, the term neural network had been used to refer to a network or circuit of
biological neuronsThe modern usage of the term often refers to artificial neural networks,
which are composed of artificial neurons or nodes. Thus the term has two distinct usages:

1. Biological neural networks are made up of real biological neurons that are connected or
functionally related in the peripheral nervous system or the central nervous system. In
the field of neuroscience, they are often identified as groups of neurons that perform a
specific physiological function in laboratory analysis.
2. Artificial neural networks are made up of interconnecting artificial neurons
(programming constructs that mimic the properties of biological neurons). Artificial
neural networks may either be used to gain an understanding of biological neural
networks, or for solving artificial intelligence problems without necessarily creating a
model of a real biological system. The real, biological nervous system is highly
complex and includes some features that may seem superfluous based on an
understanding of artificial networks.

This article focuses on the relationship between the two concepts; for detailed coverage of the
two different concepts refer to the separate articles: Biological neural network and Artificial
neural network.
Q.5 a. Explain the role of systems analyst in SDLC. Explain with a scenario.

The Systems Development Life Cycle (SDLC), or Software Development Life Cycle in
systems engineering and software engineering, is the process of creating or altering systems,
and the models and methodologies that people use to develop these systems. The concept
generally refers to computer or information systems.

In software engineering the SDLC concept underpins many kinds of software development
methodologies. These methodologies form the framework for planning and controlling the
creation of an information system[1]: the software development process.

Systems Development Life Cycle (SDLC) is a process used by a systems analyst to develop an
information system, including requirements, validation, training, and user (stakeholder)
ownership. Any SDLC should result in a high quality system that meets or exceeds customer
expectations, reaches completion within time and cost estimates, works effectively and
efficiently in the current and planned Information Technology infrastructure, and is inexpensive
to maintain and cost-effective to enhance.[2]

Computer systems are complex and often (especially with the recent rise of Service-Oriented
Architecture) link multiple traditional systems potentially supplied by different software
vendors. To manage this level of complexity, a number of SDLC models have been created:
"waterfall"; "fountain"; "spiral"; "build and fix"; "rapid prototyping"; "incremental"; and
"synchronize and stabilize".

SDLC models can be described along a spectrum of agile to iterative to sequential. Agile
methodologies, such as XP and Scrum, focus on light-weight processes which allow for rapid
changes along the development cycle. Iterative methodologies, such as Rational Unified
Process and Dynamic Systems Development Method, focus on limited project scopes and
expanding or improving products by multiple iterations. Sequential or big-design-upfront
(BDUF) models, such as Waterfall, focus on complete and correct planning to guide large
projects and risks to successful and predictable results[citation needed]. Other models, such as
Anamorphic Development, tend to focus on a form of development that is guided by project
scope and adaptive iterations of feature development.

Some agile and iterative proponents confuse the term SDLC with sequential or "more
traditional" processes; however, SDLC is an umbrella term for all methodologies for the
design, implementation, and release of software.[3][4]

In project management a project can be defined both with a project life cycle (PLC) and an
SDLC, during which slightly different activities occur. According to Taylor (2004) "the project
life cycle encompasses all the activities of the project, while the systems development life cycle
focuses on realizing the product requirements".

b. write a data flow diagram for an hospital management system.

A data-flow diagram (DFD) is a graphical representation of the "flow" of data through an

information system. DFDs can also be used for the visualization of data processing (structured
design).

On a DFD, data items flow from an external data source or an internal data store to an internal
data store or an external data sink, via an internal process.

A DFD provides no information about the timing of processes, or about whether processes will
operate in sequence or in parallel. It is therefore quite different from a flowchart, which shows
the flow of control through an algorithm, allowing a reader to determine what operations will
be performed, in what order, and under what circumstances, but not what kinds of data will be
input to and output from the system, nor where the data will come from and go to, nor where
the data will be stored (all of which are shown on a DFD).

It is common practice to draw a context-level data flow diagram first, which shows the
interaction between the system and external agents which act as data sources and data sinks. On
the context diagram (also known as the Level 0 DFD) the system's interactions with the outside
world are modelled purely in terms of data flows across the system boundary. The context
diagram shows the entire system as a single process, and gives no clues as to its internal
organization.

This context-level DFD is next "exploded", to produce a Level 1 DFD that shows some of the
detail of the system being modeled. The Level 1 DFD shows how the system is divided into
sub-systems (processes), each of which deals with one or more of the data flows to or from an
external agent, and which together provide all of the functionality of the system as a whole. It
also identifies internal data stores that must be present in order for the system to do its job, and
shows the flow of data between the various parts of the system.

Data-flow diagrams were invented by Larry Constantine, the original developer of structured
design,[2] based on Martin and Estrin's "data-flow graph" model of computation.
Data-flow diagrams (DFDs) are one of the three essential perspectives of the structured-
systems analysis and design method SSADM. The sponsor of a project and the end users will
need to be briefed and consulted throughout all stages of a system's evolution. With a data-flow
diagram, users are able to visualize how the system will operate, what the system will
accomplish, and how the system will be implemented. The old system's dataflow diagrams can
be drawn up and compared with the new system's data-flow diagrams to draw comparisons to
implement a more efficient system. Data-flow diagrams can be used to provide the end user
with a physical idea of where the data they input ultimately has an effect upon the structure of
the whole system from order to dispatch to report. How any system is developed can be
determined through a data-flow diagram.

In the course of developing a set of levelled data-flow diagrams the analyst/designers is forced
to address how the system may be decomposed into component sub-systems, and to identify the
transaction data in the data model.

There are different notations to draw data-flow diagrams, defining different visual
representations for processes, data stores, data flow, and external entities

Q.6 What are the limitations of ERP systems? How ERP packages help in overcoming

theses limitations.

Enterprise resource planning (ERP) is an Integrated computer-based system used to manage

internal and external resources including tangible assets, financial resources, materials, and
human resources. It is a software architecture whose purpose is to facilitate the flow of
information between all business functions inside the boundaries of the organization and
manage the connections to outside stakeholders. Built on a centralized database and normally
utilizing a common computing platform, ERP systems consolidate all business operations into a
uniform and enterprise wide system environment

An ERP system can either reside on a centralized server or be distributed across modular
hardware and software units that provide "services" and communicate on a local area network.
The distributed design allows a business to assemble modules from different vendors without
the need for the placement of multiple copies of complex, expensive computer systems in areas
which will not use their full capacity
ERP, which is an abbreviation for Enterprise Resource Planning, is principally an integration of
business management practices and modern technology. Information Technology (IT)
integrates with the core business processes of a corporate house to streamline and accomplish
specific business objectives. Consequently, ERP is an amalgamation of three most important
components; Business Management Practices, Information Technology and Specific Business
Objectives.

In simpler words, an ERP is a massive software architecture that supports the streaming and
distribution of geographically scattered enterprise wide information across all the functional
units of a business house. It provides the business management executives with a
comprehensive overview of the complete business execution which in turn influences their
decisions in a productive way.

At the core of ERP is a well managed centralized data repository which acquires information
from and supply information into the fragmented applications operating on a universal
computing platform.

Information in large business organizations is accumulated on various servers across many

functional units and sometimes separated by geographical boundaries. Such information islands
can possibly service individual organizational units but fail to enhance enterprise wide
performance, speed and competence.

The term ERP originally referred to the way a large organization planned to use its
organizational wide resources. Formerly, ERP systems were used in larger and more industrial
types of companies. However, the use of ERP has changed radically over a period of few years.
Today the term can be applied to any type of company, operating in any kind of field and of
any magnitude.

Today's ERP software architecture can possibly envelop a broad range of enterprise wide
functions and integrate them into a single unified database repository. For instance, functions
such as Human Resources, Supply Chain Management, Customer Relationship Management,
Finance, Manufacturing Warehouse Management and Logistics were all previously stand alone
software applications, generally housed with their own applications, database and network, but
today, they can all work under a single umbrella - the ERP architecture.

In order for a software system to be considered ERP, it must provide a business with wide
collection of functionalities supported by features like flexibility, modularity & openness,
widespread, finest business processes and global focus.
Integration is an exceptionally significant ingredient to ERP systems. The integration between
business processes helps develop communication and information distribution, leading to
remarkable increase in productivity, speed and performance.

The key objective of an ERP system is to integrate information and processes from all
functional divisions of an organization and merge it for effortless access and structured
workflow. The integration is typically accomplished by constructing a single database
repository that communicates with multiple software applications providing different divisions
of an organization with various business statistics and information.

Although the perfect configuration would be a single ERP system for an entire organization,
but many larger organizations usually deploy a single functional system and slowly interface it
with other functional divisions. This type of deployment can really be time-consuming and
expensive