JAIPUR NATIONAL UNIVERSITY

MODEL QUESTION PAPER –II

Name of School: SCHOOL OF COMPUTER AND SYSTEM SCIENCE

Subject Name: MANAGEMENT INFORMATION SYSTEM (BCAMS-601)
Name of Course: BCA VI SEM
Time: 9:00am -11:45pm Total Mark: 70 marks

Instructions
Question paper consist of 2 sections i.e. Section A (Total 20 Marks) and Section B (Total 50 Marks).
Section A consists of 14 short answer type questions; out of which 10 questions are to be attempted by
the candidate. Each question carries 2 marks.
Section B consists of descriptive type of questions. There will be total of 5 questions with internal
choice. Each question carries 10 marks. Five questions are to be designed from each of the 5 units as per
the syllabus.
Section - A (10 X 2 =20)
Q1. Describe the scope of MIS.
Q2. What is DSS
Q3. Describe the type of sub-system.
Q4. Explain the Basic Decision Making.
Q5. Discuss about need for in information system.
Q6. What is Project Planning
Q7. Define the Optimal System in conceptual design.
Q8. What are the organizational strategies applied in the detailed MIS Planning?
Q9. Write the MIS objectives
Q10. What is black box testing in system design?
Q11. What is Input/output design in system design
Q12. Explain the documentation system in MIS
Q13. What do you mean by the cut over to the new system?
Q14. What are the four basic methods to implement the MIS?

Section –B (5 X 10 = 50)

Q1. (A) Explain briefly about the MIS organization within the company
(OR)
(B) Describe the relationship between Information system and MIS.

Q2. (A) Describe the Information Hierarchical Structure from Top layer to bottom layer of Decision
making in MIS
(OR)
(B) Explain the Knowledge based system. Explain the difference between DSS and OLAP.

Q3. (A) Describe in detail about the Organizational Strategy Set in MIS detailed Planning Structure.
(OR)
(B) Describe the Conceptual Design with its objective and system constraints with help of suitable
diagram.
Q4. (A) Explain the Degree of Automation in System Design.
(OR)
(B) Describe the software and hardware and tools used for system designing in MIS?

Q5. (A) Briefly describe about the Pitfalls in MIS

(OR)
(B) Explain in detail about the difference between Business Plan and MIS Plan
 Section- A

Q1. Describe the scope of MIS.

Ans: SCOPE OF MIS:

1. MIS is an integrated system for providing information to support:
 The operations
 Management
 Decision-making functions in an organization
2. MIS utilizes computer hardware/ software, manual procedures, management and decision models
and a data base.
3. MIS as a pyramid structure

Q2. What is DSS?

Ans: Decision support systems (DSS) are interactive software-based systems intended to help
managers in decision-making by accessing large volumes of information generated from various related
information systems involved in organizational business processes, such as office automation system,
transaction processing system, etc.
DSS uses the summary information, exceptions, patterns, and trends using the analytical models. A
decision support system helps in decision-making but does not necessarily give a decision itself. The
decision makers compile useful information from raw data, documents, personal knowledge, and/or
business models to identify and solve problems and make decisions.
 Q3. Describe the type of sub-system.

Ans: A Sub system is simply a system .This means that a system exist on more than one level and
can be composed of sub systems or element parts .
Following are the subsystems of MIS:
1. Transaction processing system
2. Management reporting system
3. Decision support system
4. Office information system
5. Integretted information system.

Q4. Discuss about need for in information system

Ans: MIS Need for Information Systems

Managers make decisions. Decision-making generally takes a four-fold path −
 Understanding the need for decision or the opportunity,
 Preparing alternative course of actions,
 Evaluating all alternative course of actions,
 Deciding the right path for implementation.
MIS is an information system that provides information in the form of standardized reports and displays
for the managers. MIS is a broad class of information systems designed to provide information needed
for effective decision making.
Data and information created from an accounting information system and the reports generated thereon
are used to provide accurate, timely and relevant information needed for effective decision making by
managers.

Q5. What is Project Planning

Ans. Project planning is a discipline for stating how to complete a project within a certain timeframe,
usually with defined stages, and with designated resources. One view of project planning divides the
activity into:

 Setting objectives (these should be measurable)

 Identifying deliverables
 Planning the schedule
 Making supporting plans

Q6. Define the Optimal System in conceptual design

Ans: In the conceptual design, the feasibility of meeting the management objectives for the MIS is
assessed and a broad picture of the system is analyzed. It involves the following steps:

 Define problem
 Set system objectives
 Identify constraints
 Determine information needs
  Determine information sources
 Develop various designs
 Documentation of the conceptual design
 Report preparation

Q7. What are the organizational strategies applied in the detailed MIS Planning?

Ans: Strategic planning for an organization involves long-term policy decisions, like location of a new
plant, a new product, diversification etc.
Strategic planning is mostly influenced by −

 Decision of diversification i.e., expansion or integration of business

 Market dynamics, demand and supply
 Technological changes
 Competitive forces
 Various other threats, challenges and opportunities

Q8. Write the MIS objectives

Ans: Objectives of Management Information System :
 Capturing Data .
 Processing Data .
 Information Storage .
 Information Retrieval .
 Information Propagation

Q9. What is black box testing in system design?

Ans: BLACK BOX TESTING is defined as a testing technique in which functionality of the Application
Under Test (AUT) is tested without looking at the internal code structure, implementation details and
knowledge of internal paths of the software. This type of testing is based entirely on software
requirements and specifications. In BlackBox Testing we just focus on inputs and output of the software
system without bothering about internal knowledge of the software program.

Q10.What are the four basic methods to implement the MIS?

Ans:
FOUR BASIC METHODS FOR IMPLEMENTING THE MIS
1. Install the system in a new operation or organization.
2. Cut off the old system and install the new.
 This produces a time gap during which no system is in operation.
 Practically, installation requires one or two days for small companies or small systems.
3Cut over by segments.
 This method is also referred as” phasing in” the new system.
 Small parts or subsystems are substituted for the old.
 In the case of upgrading old systems, this may be a very desirable method.
4. Operate in parallel and cut over.
 The new system is installed and operated in parallel with the current system until it has been
checked out, then only the current system is cut out.
 This method is expensive because of personal and related costs.
 Its advantages are that the system is fairly well debugged
 Section- B

Q1. Explain briefly about the MIS organization within the company
Ans: Management Information System, commonly referred to as MIS is a phrase consisting of three
words: management, information and systems. Looking at these three words, it’s easy to define
Management Information Systems as systems that provide information to management.

That is the simple definition of MIS that generally sums up what a Management Information System is,
and what it should do. However, its role and impact on the smooth operation of a company can never be
overemphasized. That is the reason why every successful company makes use of these systems in one
way or another.

The reason why Management Information Systems are very important in the day to day operation of
companies is because these systems work with people, organizations, technology and relationships
among the people and organizations affecting the company.

This means that when properly implemented, Management Information Systems will help achieve a high
level of efficiency in a company’s management operations.

MIS And Company/BUSINESS

If MIS is defined as a computer-based coherent arrangement of information aiding the management
function, a small business running even a single computer appropriately equipped and connected is
operating a management information system. The term used to be restricted to large systems running on
mainframes, but that dated concept is no longer meaningful. A medical practice with a single doctor
running software for billing customers, scheduling appointments, connected by the Internet to a network
of insurance companies, cross-linked to accounting software capable of cutting checks is de facto an
MIS. In the same vein a small manufacturer's rep organization with three principals on the road and an
administrative manager at the home office has an MIS system, that system becomes the link between all
the parts. It can link to the inventory systems, handle accounting, and serves as the base of
communications with each rep, each one carrying a laptop. Virtually all small businesses engaged in
consulting, marketing, sales, research, communications, and other service industries have large computer
networks on which they deploy substantial databases. MIS has come of age and has become an integral
part of small business.

But while virtually every company now uses computers, not all have as yet undertaken the kind of
integration described above. To take the last step, however, has become much easier-;provided that good
reasons are present for doing so. The motivation for organizing information better usually comes from
disorder-;ordering again what has already been ordered, and sitting in boxes somewhere, because the
company controls its inventory poorly. Motivation may arise also from hearing about others who are
exploiting some resource, like a customer list, while the owner's own list is in sixteen pieces all over the
place. There are sometimes also reasons for not automating things too much: in modern times a business
can grind to a dead halt because "the network is down."
Upgrading the information system usually begins by identifying some kind of a problem and then
seeking a solution. In that process a knowledgeable resource-person brought in from the outside can
provide a great deal of help. If the problem is over-stocking, for example, solving that problem will often
become the starting point for a new information system touching on many other aspects of the business.
The first question a consultant is likely to ask will concern how things are managed now. In the
description of the process, the discovery of potential solutions will begin. It is usually a good idea to call
on two or three service firms for initial consultations; these rarely cost any money. Once the owner feels
comfortable with one of these vendors, the process can then be deepened.

The business owner has the option of buying various software packages for various problems and then
gradually linking them into a system with the help of a value-added reseller (VAR) or a systems
integrator. This solution is probably best for the small business with fewer than 50 employees. Larger
companies may in addition also want to explore options offered by application services providers or
management service providers (ASPs and MSPs respectively, collectively referred to as xSPs) in
installing ERP systems and providing Web services. ASPs deliver high-end business applications to a
user from a central web site. MSPs offer on-site or Web-based systems management services to a
company. ERP stands for "enterprise resource planning," a class of systems that integrate manufacturing,
purchasing, inventory management, and financial data into a single system with or without Web
capabilities. ERPs are very popular with larger and midsized firms but were increasingly penetrating the
small business sector as well in the mid-2000s.

Q2. Describe the Information Hierarchical Structure from Top layer to bottom layer of Decision making in
MIS.

Ans: The following diagram illustrates the various levels of a typical organization.
Operational management level

The operational level is concerned with performing day to day business transactions of the organization.

Examples of users at this level of management include cashiers at a point of sale, bank tellers, nurses in a
hospital, customer care staff, etc.

Users at this level use make structured decisions. This means that they have defined rules that guides
them while making decisions.

For example, if a store sells items on credit and they have a credit policy that has some set limit on the
borrowing. All the sales person needs to decide whether to give credit to a customer or not is based on
the current credit information from the system.

Tactical Management Level

This organization level is dominated by middle-level managers, heads of departments, supervisors, etc.
The users at this level usually oversee the activities of the users at the operational management level.

Tactical users make semi-structured decisions. The decisions are partly based on set guidelines and
judgmental calls. As an example, a tactical manager can check the credit limit and payments history of a
customer and decide to make an exception to raise the credit limit for a particular customer. The decision
is partly structured in the sense that the tactical manager has to use existing information to identify a
payments history that benefits the organization and an allowed increase percentage.

Strategic Management Level

This is the most senior level in an organization. The users at this level make unstructured decisions.
Senior level managers are concerned with the long-term planning of the organization. They use
information from tactical managers and external data to guide them when making unstructured decisions.

Transaction Processing System (TPS)

Transaction processing systems are used to record day to day business transactions of the organization.
They are used by users at the operational management level. The main objective of a transaction
processing system is to answer routine questions such as;

 How printers were sold today?

 How much inventory do we have at hand?
 What is the outstanding due for John Doe?

By recording the day to day business transactions, TPS system provides answers to the above questions
in a timely manner.

 The decisions made by operational managers are routine and highly structured.
 The information produced from the transaction processing system is very detailed.

For example, banks that give out loans require that the company that a person works for should have a
memorandum of understanding (MoU) with the bank. If a person whose employer has a MoU with the
bank applies for a loan, all that the operational staff has to do is verify the submitted documents. If they
meet the requirements, then the loan application documents are processed. If they do not meet the
requirements, then the client is advised to see tactical management staff to see the possibility of signing a
MoU.
Examples of transaction processing systems include;

 Point of Sale Systems – records daily sales

 Payroll systems – processing employees salary, loans management, etc.
 Stock Control systems – keeping track of inventory levels
 Airline booking systems – flights booking management

Q3. Describe the Conceptual Design with its objective and system constraints with help of suitable
diagram.

Ans: Conceptual System Design

During the system analysis, the analysis of system data is very important. Analysis of data is made up of
more than one level at the beginning (first level) and different ideas are used at each level. At first level,
analyst develops a conceptual system design.

Since the conceptual design sets the direction for the management information system (MIS). It is vital
that managers participate seriously and heavily at this stage. Conceptual design is sometimes called
feasibility design, gross design or high level design.

The conceptual design phase takes as input.

1. A crisp statement of a management information requirement and
2. a set of management objectives for the MIS

In the conceptual design stage that the alternative overall MIS designs are conceived and the best one is
selected by the system analyst in consultation with the top management. The feasibility of meeting the
management objectives for the MIS is assessed showing how the system will work at the high level is
drawn. Therefore, conceptual design is also known as gross design; high level becomes the basis for the
detailed MIS design.

Hence, conceptual design is a pre-design for the detailed design. In fact, conceptual design is the
“centerpiece” of the process. Only after conceptual design is completed, it can be sure that the MIS can
successfully be constructed.

The conceptual design involves the following tasks.

1. Defining problems in more details.

2. Refining the management objectives to set system objectives.
3. Establishing system constraints.
4. Determining information needs and their sources.
5. Developing alternative designs and selection one from these various designs.
6. Document the conceptual design and preparing the report.

1. Define the problem-

There is no doubt that problems exists in any dynamic business. The most important is that what are
usually lacking are clear definitions of the problems and the priority system on the basis of problem is the
main solution. Therefore, management must take the first step in MIS design by formulating problems to
be solved. The problem can be solved by the iterative process.

The goal for the business leads to the objectives of the general business. From the objectives, plans are
derived. Each business objectives and business plans are derived. Each business objectives and business
plans are associated with information needs. These Information needs are the problems to be solved by
the MIS function. The statements of needs are enough for designing process.
1. Stating the information need.
2. Asking questions about that need.
3. Suggesting interpretation of that need.
4. Detailing the original statement.
5. Reviewing the more detailed statement of need with management.
These steps are repeated until the information needs and the problem to be solved are really understood.
The process of problem refinement flows naturally into the system objectives.

2. Set System Objectives

Most of the time it is quite difficult to state objectives for systems that covers all the functional areas.
The manager must define the system objectives in terms of the importance of information demands and
not in terms of the satisfaction of demands that are not related to an objective. System analyst tends to
stress processing efficiency and staff and functional supervisors commonly believe that their objective is
“to complete the required report in time for management use”. This view disregards the real objectives of
the system design, management’s effectiveness.

The value of system lies in the benefits of the users. When we ask for the objectives, a college principal
may reply,” provide quality education” and a government bureaucrat may say” provide more jobs for the
unemployed”. Despite its difficulty being specific is necessary. System objectives should be expressed in
terms of what managers can do after their information requirements have been met.
In summary, the first steps in systems design attempts to answer the question” what is the purpose of the
system?” why it is needed? What is it expected to do? Who are the users what are their objectives?

3. Establish System Constraints

The iterative nature of the systems design process is easily understood when we consider the third step in
the process-establishing constraints. It can also be called as problem boundaries or restrictions,
constraints enable the designer to stipulate the conditions under which objectives may be attained and to
consider the limitations that restricts the design. The two steps of setting objectives and establishing
constraints may be considered together as one.
Constraints may be viewed as a negative limitation on systems design, there is a positive benefit also.
Establishing constraints will help to ensure that the design is realistic.
Constraints may be classified as external or internal to the organization.

External Constraints
The external environment of the organization is concerned by the customer. Order entry, billing and other
systems that interface with the customer’s needs in mind. If some outputs from the system are not
acceptable to the customer, a definite limitation must be faced up.
The government imposes certain restrictions on the processing of data. That may be the need to maintain
the security of certain classes of information to comply with law and regulation in the conduct of
business (e.g. taxes, reporting).
Unions can also affect the operations of systems involving members in working conditions.
Suppliers are also an important group to be considered when designing information systems because
these systems frequently interface with that group.

Internal Constraints
If top management support is not obtained for the systems concept and for the notion that computer based
information systems are vital for management planning and control, the type of design effort cannot be
implemented. A good environment for information systems must be set, and one essential requirement is
the approval and support of the top management.

Organizational and policy considerations frequently set limit on objectives and modify an intended
approach to design of the system. Company policies frequently define or limit the approach to systems
designs.

Personnel needs and personnel availability are a major limiting factor in both the design and utilization of
information systems. Computer and systems skills are among the most critical in the nation. The most
significant constraint of all is the one concerning the people.

Cost is a major resource limitation. The cost to archive the objectives should be compared with the
benefits to be derived.

Self-imposed restrictions are these placed on the design by the manager or the designer. The manager
will also restrict the amount of time and effort devoted to investigation. To achieve the objective, the
manager may have to scale down several requirements to make the system fit with other outputs,
equipments or constraints.

4. Determining Information needs and sources

For a good system design, a clear statement of information needs is very important and necessary. Many
organizations spend huge amounts on hardware and software to maintain existing systems or build
sophisticated data banks, without first determining the real information needs of management: the
information that can increase the ability of managers in critical areas such as problems, alternatives,
opportunities and plans.
The optimum results cannot be achieved unless managers can provide the specifications for what they
want out of an information system. The manager needs information for variety of reasons concerned with
the management process. The type of needs at various times and various purposes depends largely upon
two factors.
a) The personal managerial attributes of the individual manager and
b) The organizational environment in which decisions are made.
The information sources are important for determining information needs. The system may require
external information or the internal.

5. Alternative conceptual designs and selecting one

The development of a concept of a system is a creative process that involves synthesizing knowledge into
some particular pattern. The concept of an MIS would consist of the major decision points, patterns of
information flow, channels of information and roles of managers and competitors. The concept is the
sketch of the structures or skeleton of the Information System, which guides and restricts the form of the
detailed design. If conceptual design is the skeleton, then detailed design is the flesh.

E.g. two teams of students are trying to do project on the tourist guide and contact information system.
One concept produced is a sketch showing a detail about the particular places describing its culture,
heritages along with the colleges. Hotels and trade. Where as another team produces a sketch of
description of colleges along with the description of faculty and the fee structures on various needs.

It is obvious that each alternative concept of a system has advantages and disadvantages. Sometimes one
concept will dominate all others by major criteria.

6. Document the best design

Sufficient information has been accumulated to begin a more detailed description of the system concept.
This description includes essentially a flowchart or other documentation of the flow of information
through the system, the inputs and the outputs.

The manager should be involved to the extent that the system provides the information required, the
designer is concerned with the nature of the materials and equipment as well as with technical processing
considerations.
Details to be worked out later by the designer will include exact instructions as what data are to be
captured and when, the files are to be used, the details of how processing is to be done, what outputs will
be generated by the system etc.

Q4. Explain the Degree of Automation in System Design

Ans: