Midterm 1 on Organizations Visit

Course Code: MIS- 206

Course Name: Advanced Information Systems

Department of Management Information Systems

University of Dhaka

Submission to:

Dr. Md. Rakibul Haque

Associate Professor

Department of MIS

University of Dhaka

Submission from:

Nahyan Tarannum

029-14-017

“A” Section

14th Batch

Submission Date: 29 March, 2021

 Assignment Overview

For 1st midterm of the course MIS-206, Advanced Information Systems, we were assigned to
submit an assignment. To work on this assignment, we were in need to visit two organization
where one would be automated and other would be manual. For the automated organization it
was instructed to explain and develop the system and for the manual organization the instruction
was to automate that organization in the most feasible way. In order to do so we had to go
through step by step. There was total 12 steps on reaching the end.

In this assignment I tried to follow these 12 steps as perfectly as I could do. Hope these will
pacify the given task completely.
 Step 1: Visiting Two Organization

For the automated organization I chose Bangladesh Eye Hospital, Dhanmondi and tried to collect
all the necessary information that is needed for this task. but due to privacy policy, often it made
me down on gathering information.

For the manual organization I chose Khandker Mahbub Hossain Eye Hospital, Mirpur. As a
manual organization it was very hard to collect information. Most of the time they didn’t
cooperate which lead to incomplete information. Still, I tried to fulfill the given task using that
information.

Overview of the Organizations

Automated organization- Bangladesh Eye Hospital: Founded on 18th September 2005 to

create a specific sector for eye care. Having 9 branches all over in Dhaka it has 700+ employees
and 100+ doctors. This organization not only serves eye treatment or regular checkup but also
serves surgeries using latest technology machine. It also has own pharmaceuticals and
spectacles’ shop. The head office of this full automated organization Bangladesh Eye Hospital is
located at Dhanmondi Satmasjid Road. Dr. Mahbubur Rahman Chowdhury is serving the
chairman of this organization.

Manual Organization- Khandker Mahbub Hossain Eye Hospital: Established in 1973,

setting the mission of maximizing the visual potential of each of the patients through quality
treatment Khandker Mahbub Hossain Eye Hospital. This organization serves as an eye clinic and
hospital at Mirpur. Highly qualified doctors, hospitable stuffs and modern technology used
machines are found in this hospital. It is registered with the department of social services, Govt.
of Bangladesh as a National welfare organization and a full-fledged member of the World Blind
Union (WBU).
 Step 2: Business Processes

After visiting two organizations we were instructed to know about their business process which
includes their departments and the functions of those departments. In this step we came to know
which departments of our chosen organizations are automated and which are manual. Below I
briefly described how many and what department these organizations do have and in which way
they do function.

Automated Organization: Bangladesh Eye Hospital

It has structured organizational hierarchy and has various department for effective functions.
Some of these departments are automated and some are semi-automated. The departments that
Bangladesh Eye Hospital have are:

 General Management: Decision making, Work distributing, General management

o Decision Making: Manual process
 via physical meetings
o Work distributing: Manual process
 via direct interactions
o General Management: Manual process
 via direct interactions
 Account & Finance: Transecting, Transections managing and Financing
o Transecting: Automated
 Via Online banking
o Transection Managing: Manual & Automated
 Automated Record keeping
 Manual Auditing
o Financing: Manual
 Rising, managing, planning, using funds
 Human Resource: Recruiting, Managing, Training, Supervising etc.
o Recruitment Process: Automated
  Online job circular
 Online job application
 Online response to those
o Contacting Employees: Automated and manual
o Managing and others: Manual
 Public Relations: Contacting with Stakeholders, Customers, and others
o Contacting Stakeholders: Automated
 Online Prospectus publish and meetings
 Basic contacting via online and automation
o Contacting Customers: Automated
 Automated initial contacting via website & hotline
o Contacting others: Automated
 Contacting via email, real-time chat & website
 Customer Care: Contacting, Appointment making, Billing, Service serving,
o Contacting: Manual & Automated
 Direct voice call via hotline
 Chatbot mail and real-time chat service
 FAQ’s answers on website
o Appointment making: Manual & Automated
 Via hotline service
 Via website
o Billing: Manual & Automated
 Online banking payment
 Cash payment
o Service serving: Manual
 Serial sorting
 Serial maintaining
 Marketing: Promotions and Offers
o Promotions: Manual & Automated
 Newspaper advertisement
  Booklets and leaflets to visitors
 Informing news via individual mails
 Uploading about new features in website
o Offers: Manual & Automated
 Persuading visitors
 Popup Advertisement
 Logistics: Equipment storing, manage & control and order
o Equipment Storing: Automated
 Keep counting using stock count system
o Equipment Manage & Control: Automated
 Maintain efficiency by recording each use
 Have a marginal number of equipment count
o Equipment Order: Automated
 On reaching marginal number, places order auto
 ICT: Equipment storing, manage & control and order
o Equipment Storing: Automated
 Keep counting using stock count system
o Equipment Manage & Control: Automated
 Maintain efficiency by recording each use
 Have a marginal number of equipment count
o Equipment Order: Automated
 On reaching marginal number, places order auto

Manual organization: Khandker Mahbub Hossain Eye Hospital

Due to lack of information, I could able to gather only the name of their departments and their
possible functions. Those are following:

 General Management: Decision making, Work distributing, General management

o Decision Making: Manual process
 via physical meetings
 o Work distributing: Manual process
 via direct interactions
o General Management: Manual process
 via direct interactions
 Account & Finance: Transecting, Transections managing and Financing
o Transecting: Manual
 Manual payment and deposit
o Transection Managing: Manual
 Manual Record keeping & Auditing
o Financing: Manual
 Rising, managing, planning, using funds
 Human Resource: Recruiting, Managing, Training, Supervising etc.
o Recruitment Process: Manual
 Newspaper job circular
 Manual job application and response to those
o Contacting Employees: Manual
o Managing, supervising, training: Manual
 Marketing: Promotions and Offers
o Promotions: Manual
 Newspaper advertisement
 Booklets and leaflets to visitors
o Offers: Manual
 Persuading visitors for offers and discounts
 Customer Care: Contacting, Appointment making, Billing, Service serving,
o Contacting: Manual
 Direct voice call
o Appointment making: Manual
 Via on spot ticket
 Via phone call
o Billing: Manual
  Cash payment
o Service serving: Manual
 Serial sorting & maintaining
 Logistics: Equipment storing, manage & control and order
o Equipment Storing: manual
 Keep record manually
o Equipment Order: manual
 On reaching marginal number, places for new batch manually
 Step 3: Choosing business Function

In step 2 we showed which departments and their function do the organizations have. Now on
this step we are instructed to choose a business function with which we will do the further work.
Here I chose the following departments for respectively automated and manual organizations.

Automated Organization: Bangladesh Eye Hospital

For the automated organization as in Bangladesh Eye Hospital I have chosen the “Customer
Care” department’s function “Appointment Making”.

Reason to choose: I have chosen this sector because I found this department the easy, simple
and flexible one to work with.

Manual organization: Khandker Mahbub Hossain Eye Hospital

My chosen manual organization is Khandker Mahbub Hossain Eye Hospital and here I have
picked the “Appointment Making” function from “Customer Care” department.

Reason to choose: As this department and function is easy, simple and flexible to automate I
picked this up. It will help to complete the tasks more effectively.
 Step 4: Describing the Automated Process

Automated organization: Bangladesh Eye Hospital

The function of appointment making in Bangladesh Eye Hospital is automated. The way they do
it, is following:

How they work:

Firstly, for an appointment to be made, BEH uses hotline numbers. Interested ones can call there
and make appointment with available doctors. Then they record the appointment and patient
information to their database using the software “Hospital Management” of vendor “Amar
Bebsha”.

Manual organization: Khandker Mahbub Hossain Eye Hospital

Appointment making process in KMHEH is fully manual. Their appointment making system is
following:

How they work:

To make an appointment one can call to a phone number provided from the hospital or one need
to buy a ticket on spot from the hospital counter. There is no database system, rather they hardly
note down the name of patient in a pad if voice call appointment is made. Or else patients have to
wait till their serial comes.

Requirement Analysis:

To make their appointment making system automated they need to implement a website-based
appointment making process by which they will record patient information and for this they
should install a software from suitable vendors.
As-is: following figure shows how the appointment making process is done currently in
KMHEH

make calls or Appointment is

Patients buy tickets made

Stuffs Note serial or for available

sell tickets Doctor

To be: following figure shows how the appointment making process of KMHEH should be done
when it is automated.

Seek appointment from

Patients visit website Appointment is made
“available doctors” bar

Save appointment and

patient details to
database

DFD Context diagram: the following figure shows how KMHEH’s appointment making
function will have the process with data flow:

0
Input details Appointment patients’ details
Patients visit database
website making

Visit website
Level 0 Diagram: The following figure shows the appointment making process elaborately
when the function will be automated.

1.0 2.0
Patients visit Input details Doctor available Make
website Select doctor Make
appointment
appointment

Software
updates

Patient
D1 database
 Step 5: Explaining or Developing Database

Automated Organization- Bangladesh Eye Hospital

For automated organization explaining their database is required in this step. As database is
confidential information so I needed to use their service receipt to make this database table, form
and report.

Database table: When Bangladesh Eye Hospital makes an appointment the following
information, they input to their database

Appointment table
Appointment Number
Appointment hour
Doctor’s name
Patient’s name
Serial number
Date

Form: here is a photo of a form created using Microsoft access on appointment table:
Report: here is a photo of a report created using Microsoft access on appointment table

Manual organization: Khandker Mahbub Hossain Eye Hospital

Drawing an ER diagram: following diagram shows what are the entity and attributes of related
fields of appointment making process:

name
Name Specialist
age
ID
Phone no. ID Fees
Phone no.

patient
Doctor

Appointment
making

Patient record
Doctor record

management
Accounts
database
Relational Database: Appointment making process will have a database which can have
following tables and their inter-relation:

Appointment table
Appointment Number
Appointment hour
Doctor’s name
Patient’s name
Serial number
Date

Accounts
Doctors’ table
Doctor’s name
Date
Doctor’s specialized field
Per doctors’ fees
Doctor ID
Total earnings of each
Phone number
doctors
Doctor’s fees
Daily income
Visiting hour
Daily expenses

Step 6- Software usages

 Describing the software that automated organization uses and suggesting a software for manual
organization in this step is required.

Automated organization: Bangladesh Eye Hospital

BEH uses “Hospital Management” software for their appointment making and other processes.
This software help BEH to manage their organizational work smooth. This is cloud base ERP
software is provided by the vendor “Amar Bebsha”. Using this BEH can manage HRM,
Account, Communication, Customer Management, Record etc. business processes’ department
easily. They SCM and CRM software from this same “Amar Bebsha” vendor.

Manual organization: Khandker Mahbub Hossain Eye Hospital

KMHEH manual organization when designed as an automated, I will suggest the “Hospital
Management” software and SCM & CRM software from the vendor “Amar Bebsha”

Now, how adaptable these software implementations are can be measured using Big R and Small
R matrix:

Q-2 Q-3 “Big r”

Extensive

Big Gap
Extent of change to organizational
process Q-1 Q-4

Good fit
Minimal
Small Gap
Minimal Extensive
“Small r” Extent of change to software

From the matrix, implementing software to KMHEH is very

hard as their stuffs and organizational processes will take time to be used to for using this
software.
 Step 7- Telecommunication and Networking Technologies

Organizations need proper communication with themselves and with their stakeholders. And
nowadays telecommunication & networking technologies are very important as well as useful.
So in this step depicting what technologies my chosen organizations use.

Automated organization: Bangladesh Eye Hospital

Telecommunication: Being an automated organization BEH uses hotline numbers, mobile

numbers for contacting with outsiders. But for communicating among themselves they use
intercom.

Networking technologies: They use WAN for their business purpose. To communicate among
themselves they have interconnected cloud base platform. To communicate with others they have
website, Facebook page, email, Tweeter etc.

Manual organization: Khandker Mahbub Hossain Eye Hospital

Telecommunication: KMHEH has mobile numbers to contact. But I would suggest them a
hotline number and automated voice call system as telecommunicating. For intra communication
they can use intercom.

Networking technologies: They can use WIFI networks for their working place. WAN would be
helpful according to their office area. A complete website, active email, chatbot and social media
sites for communicating with stakeholders.
 Step 8- Website/E-commerce:

Automated organization: Bangladesh Eye Hospital

Website: BEH is an automated organization so they have a well-designed website. People can
get know about them, make appointment, contact them using that website.

E-commerce: as this a hospital it has nothing to provide through e commerce. But people can
purchase booking for Lasik and such type of treatment through website or Facebook page.

Manual organization: Khandker Mahbub Hossain Eye Hospital

Website: Although being a manual organization KMHEH has a website, but that is almost
unusable. That need much more work excellence. It should add appointment making, contacting
and chatbot.

E-commerce: being a hospital it can’t provide service through e commerce. But it should have
option for people to purchase booking for operations and such type of treatment through website
or Facebook page.
 Step 9- Information Securities:

Information is the most valuable asset in this era but the storage of this asset is always risky so it
needs special securities. Below I have stated what measures do BEH and KMHEH take for their
information security.

Automated organization: Bangladesh Eye Hospital

BEH is an automated organization and it uses software to data management and storing but it is
risky so they use following tools from renowned provider:

 Antivirus
 Data backup
 Cloud backup

They also keep strong security against hackers.

Manual organization: Khandker Mahbub Hossain Eye Hospital

When designing the manual organization KMHEH, I would suggest following information
security policies and tool:

 Use antivirus
 Data backup
 Cloud backup
 Limited access etc.

Being a manual organization, usage of more than these after automation is quite hard, so these
are enough.
 Step 10- Data Analytics

science that helps to get a conclusion in quantitative and qualitative approach of information
found by analyzing any raw data sets of that information. All four types of data analytics are
following:

 Descriptive: answers the “what happened”.

 Diagnostic: answers the “why happened”.
 Predictive: answers the “what is likely to happen”.
 Perspective: combines all findings from previous analyses to determine the action

Automated organization: Bangladesh Eye Hospital

BEH collects data from their and their competitors’ previous data and analyzes what happened
wrong or less by them or compared to their competitors. Using high business tools, they then
find the reason behind their wrong or less action. Getting the reasons, they work on prediction
like possible different outcomes from that action. Analyzing and taking necessary corrections
from all three types BEH now focuses on the fourth and final type which is to determine present
actions on present issues. It is to say that BEH does not do this only if they are at loss or when
they are lagging behind but they do this for their enhancement as data analytics help BEH to
mend their future work and efficient initiatives.

Manual organization: Khandker Mahbub Hossain Eye Hospital

KMHEH does not focus on Data analytics as seriously as BEH. Unlike BEH, KMHEH
informally search for the answers of what and why if they face any loss or problem. Even they
do only descriptive and prescriptive data analytics without following any formal way if they see
a problem in account and finance sector. Although using Data Analytics tool would help
KMHEH to accelerate but they don’t.
 Step 11- Global System

Here the global system refers to working of firms globally. In this assignment we will see if my
chosen organizations work globally or not.

Automated organization: Bangladesh Eye Hospital

BEH is a renowned organization and well automated it has no global function to do. Though it
has suppliers and doctors from abroad but it has no function anywhere else than Bangladesh.

Manual organization: Khandker Mahbub Hossain Eye Hospital

Khandker Mahbub Hossain Eye Hospital is a manual organization. So, it has not any function
globally.
 Step 12- Overall Comments

On this step we will see a summary type commentary on both automated and manual
organization as well as on the whole Assignment:

Automated organization: Bangladesh Eye Hospital

Choosing Bangladesh Eye Hospital as an automated organization was easy to work. Knowing
about its business functions, automated processes, database, software, security and all showed
how an automated organization does all these. Also, it showed what are the opportunities and
point to work on for an automated organization in Bangladesh. BEH, working as an automated
organization opened new skylines in the era of digitalized organizations.

Manual organization: Khandker Mahbub Hossain Eye Hospital

Khandker Mahbub Hossain Eye Hospital, is a manual organization which I chose to automated,
introduced me to the opportunities of automation sector for organization. Working on from
business process to data analytics I came to know how better can an organization can perform
and where many of organizations in Bangladesh are now. It also showed me how not being
automated making the processes slow and less effective.

Working with both automated and manual organization spontaneously was fun and it showed the
difference between the efficiency of two organizations. Time is the most valuable asset and
automation can help to utilize that properly. From this assignment I came to learn about various
topics, their functions and importance. It was a great opportunity to do assignment on such
topics. My heartiest thanks and gratitude to our respected course instructor Dr. Md. Rakibul
Haque sir for providing me this opportunity.

Thank you