Giant Co.

MIS
Submitted to the Lebanese International University Yemen

School of Business

In Fulfillment of the

Requirements for

COURSE (Management Information System)

By

Tariq Ahmed Al-Radhi – ID No. 61530070

Mohamed Ali Mahmoud – ID No. 61430304

Sami Ahmed Al-Olofi – ID No. 61610233

Mohamed Saleh Al-Sanabani – ID No. 61620009

Saba Hamoud Al-Harethi – ID No. 61510218

Supervised by Dr. Ahmed Taqi

Campus, Yemen

2016
Giant Co. MIS i

CONTENTS

1. Introduction ................................................................................................................. 1

2. Management Information System Definitions ......................................................... 1

3. Management Information System Benefit ................................................................ 3

4. Three dimensions of information system .................................................................. 6

4.1. Organizational dimension ................................................................................................ 6

4.2. Management dimension of information system ............................................................... 7

4.3. Technology dimension ..................................................................................................... 8

5. Giant Company Background ..................................................................................... 8

5.1. Activities .......................................................................................................................... 9

5.2. Mission ............................................................................................................................. 9

5.3. Vision ............................................................................................................................. 10

5.4. Goals............................................................................................................................... 10

5.5. Management Information System in Giant Co. ............................................................. 10

6. Systems of Giant Co. ................................................................................................. 11

6.1. Accounting Management System .................................................................................. 11

System functions and benefits .............................................................................................. 12

6.2. Sales, Procurement and Inventory System ..................................................................... 13

6.2.1. Sales sub system functions and benefits .................................................................... 14

Giant Co. MIS ii

6.2.2. Procurement sub system functions and benefits ........................................................ 15

6.2.3. Inventory sub system functions and benefits ............................................................. 16

6.3. Suppliers and customers System .................................................................................... 17

System functions and benefits .............................................................................................. 17

6.4. Document Management System .................................................................................... 19

System functions and benefits .............................................................................................. 20

6.5. MS Project Server for Projects and Planning ................................................................. 22

6.6. Tools for communication ............................................................................................... 23

6.6.1. Email .......................................................................................................................... 23

6.6.2. Social media (Facebook and WhatsApp) ................................................................... 24

6.6.3. Phone system.............................................................................................................. 25

6.7. Security Systems ............................................................................................................ 25

6.7.1. SOFTWARE .............................................................................................................. 26

6.7.2. HARDWARE............................................................................................................. 28

7. Overall Benefits ......................................................................................................... 30

8. Competitive Advantage ............................................................................................ 31

9. Drawbacks before Using the Systems ..................................................................... 31

10. Recommendation ....................................................................................................... 33

11. REFERENCES .......................................................................................................... 34

Giant Co. MIS iii

Table of Figures

Figure 1 - Three dimensions of information system ....................................................................... 6

Figure 2- Accounting Management System ................................................................................. 11

Figure 3- Sales, Procurement and Inventory System .................................................................... 13

Figure 4- Suppliers and customers System ................................................................................... 17

Figure 5- Document Management System ................................................................................... 19

Figure 6-MS Project Server for Projects and Planning ................................................................. 22

Figure 7- Sales Growth ................................................................................................................. 30

Giant Co. MIS 1

1. Introduction

Business industry is growing rapidly in today’s world. It is now a necessity for every

business to start adopting innovative business models to keep abreast with the changes in

technology. Businesses are also in need of developing new systems that enable them to

process their work more efficiently and effectively. As a result, understanding, implementing

and managing information systems is an essential key for success (Beal, n.d.).

The first step in learning how to apply information systems is to get a broader picture of what

is meant by the term information system.

2. Management Information System Definitions

There are various definitions of Management Information System and whatever differences

in the formulation of the definition, they all have the same concepts. Some of the definitions

will be outline as following:

Management Information System is an approach that visualizes the business as a single

entity, which consists of a number of interrelated and integrated systems that serves the

functions of planning, controlling, and decision making at the organization.

As defined by others, it’s a single set of hardware, software, databases, telecommunication

platforms, people and a set of procedures designed to allocate input formed as big data from

either the internal environment of an organization or the external environment and analyse

that data, process it and convert it into output forms as meaningful information to be used by

the company to achieve its objectives.

Giant Co. MIS 2

Also its defined by Laudon & Laudon, (Management Information System is a set of

interrelated components that collect (or retrieve), process, store, and distribute information to

support decision making and control in an organization) (Laudon & Laudon, 2016).

After outlining the various definitions of Management Information System it became clear

that the information system is processing, memorizing and transmitting appropriate

information in place, and the best information system is one that performs this function with

as little cost and therefore be effective efficient.

Emphasized the importance of management information system to find the way how to

manage and organize to come as soon as the result, profit is therefore the focus of the

management information system (MIS) based on computer data. All systems including

computer systems and computer systems consist of inputs, processes and outputs. The

process of transforming inputs into outputs regards information management (management

information). Processes can be subdivided into computer programs and procedures, computer

programs executed by the computer hardware part, the procedures executed by humans.

Inputs are raw data entering the system information (e.g. information from survey field)

processors transform inputs into outputs (useful data for decision maker's manager). Data

files are booked (stored on) in an organized manner for future processing or until you need

the users of the system. The staff is undoubtedly the most important component of the

information system, the programmer and system analyst and also constructs and implements

and maintains programs and procedures to guide the operator, though other parts of the

computer, which are also, part of the system. Accountant, finance, marketing and personnel

manual process other aspects of computing system without actually sometimes used the
Giant Co. MIS 3

computer hardware. Manager also tends to keep under control, govern, and operate a

computer system. On a summary of the core (heart) of an information system is built from

the inputs, processes, database and outputs. These components are executed and controlled

by the hardware and personnel (Shaqiri, 2015).

3. Management Information System Benefit

Management Information System is essential for business development, there are many

benefits that can be obtained from using information systems to be able to gain and sustain

competitive advantage.

Management Information System helps achieve multiple objectives sought by any business

such as:

1. Achieve operational excellence

By efficiency, productivity, flexibility and improved changes in business practices

and management behaviour. By reducing cost and improving business processes

organizations can achieve profitability. Management Information System provides

information for planning, organizing and controlling purposes. It improves the ability

of the management evaluate and improve performance. Furthermore, it smooth up the

flow of data through various levels of the organization and speeds up the execution of

the results with the reliable data available (Laudon & Laudon, 2016).

2. It enables the company to introduce new products, services and business models

It gives the company different and new insights on how to produce deliver and sell its

products and services in the fastest and most efficient way (Laudon & Laudon, 2016).
Giant Co. MIS 4

3. It increases customers and suppliers intimacy, which means that the company,

which uses MIS, can deal well with customers for more repeat purchases and hence

higher revenue to the company; it increases the customer’s value and satisfaction by

helping the business have a single firm wide view of the customers. Information

system Also help businesses to smoothly exchange information with suppliers and

establish strong communications with suppliers in order to lower cost and build a

strong partnership (Laudon & Laudon, 2016).

4. It reduces the risk and uncertainties in the managerial decision-making

By providing relevant information and minimizing information overload for making

sound decisions. Without information systems, managers will make decisions based

on guessing or forecasts which will lead to dire consequences such as overproduction,

underproduction, misallocation of the resources or even bad responsiveness and

effectiveness. In addition, information systems assist in identifying the managerial

problems and their solutions (Laudon & Laudon, 2016).

5. It provides the organization with very strong competitive advantages

In order to outperform the other competitors in the market, consequently, having a

wider market share and revenues. Management Information System does that by

enabling the company to improve the performance, charging less for the products,

increasing the customers' value and satisfaction and responding to customer and

suppliers in real time (Sharma, n.d.).

6. It helps the organization survive in the market

By coming up with new products, services, and methods in order to survive in a

competitive business environment (Laudon & Laudon, 2016).

Giant Co. MIS 5

7. It helps the company in monitoring and maintaining its financial status

By providing the information regarding the financial health of the business

organization in real time and from different departments within the organization.

Through having integrated information in one system, all of the data is up to date

which is essential for the company’s finance (Laudon & Laudon, 2016).

8. It is more secure when it comes to data security

Through having all of the necessary data stored in one information system, relevant

data is easier for employees to access. Many leading business systems allow

restrictions on what individual employees are allowed to access so sensitive

information can be seen only by those who need it (Sharma, n.d.).

9. It improves and simplifies the way employees communicate with each other.

Through having exactly the same information available to them at each time. It also

provides them with different information from different departments that they need

and in real time which saves time and effort. In other words, it facilitates integration

of activities by keeping each department aware of the problem and requirements of

other departments (Eventura, 2014).

10. It reduces the possibility of error

Making due to the fact that data will not have to be replicated; there is less chance of

human errors being made which leads to more accurate information available (Singh,

2010).
Giant Co. MIS 6

4. Three dimensions of information system

An information system represents a combination of management, organization, and

technology element. To fully understand information systems, a manager must understand

the broader organization,

management, and

information technology

dimensions of systems and

their power to provide

solutions to challenges and

problems in the business Figure 1 - Three dimensions of information system

environment. Hence, it incorporates an understanding of the management and organizational

dimensions of systems as well as the technical dimensions of systems as information systems

literacy. Information systems literacy includes a behavioural as well as a technical approach

to studying information systems. Computer literacy, in contrast, focuses primarily on

knowledge of information technology (Ally, 2015).

4.1. Organizational dimension

Information systems are part of organizations. Information systems will have the

standard operating procedure and the culture of an organization imbedded within them.

The organization dimension of information systems involves the organization’s

hierarchy, functional specialties, business processes, culture, and political interest

groups. In reality today information systems affect a much larger part of the organization

itself, such as organizational products, objectives, and structure. Powerful computers,

software, and networks, including the Internet, have helped organizations become more
Giant Co. MIS 7

flexible, More and more business activities at all levels involve the use of information

systems.

There is a growing interdependence between the organization and its information

systems. An organization’s present and future accomplishments depend in many respects

on what its systems will permit it to do now and later, thus a change in the business's

strategy, rules, or procedures requires changes in the information systems software,

hardware, databases, and telecommunications (Ally, 2015).

4.2. Management dimension of information system

Managers perceive business challenges in the environment, they set the organizational

strategy for responding and allocate the human and financial resources to achieve the

strategy and coordinate the work. The management dimension of information systems

involves leadership, strategy, and management behaviour. Information systems supply

tools and information needed by managers to allocate, coordinate and monitor their

work, make decisions, create new products, and services and make long-range strategic

decisions. Information system helps to make teamwork and collaborative work

environments Information systems help to drive both daily operations and managerial

strategies. Information systems can help management to obtain periodic reports, These

reports can be obtained from different systems such as sales./marketing systems, Human

resource systems, accounting systems. The systems assist managers in making decision

making such as by having What-if" questions on decision support systems. Also helps

senior management to tackle and address strategic issues and long-term trends both in
Giant Co. MIS 8

the firm and in the external environment. Their principle concern is matching changes in

the external environment with existing organizational capability (Ally, 2015).

4.3. Technology dimension

The technology dimensions consist of computer hardware, software, data management

technology, and networking/telecommunications technology (including the Internet).

Management uses technology (hardware, software, storage, and telecommunications) to

carry out their functions. It is one of the many tools managers use to cope with change

(Ally, 2015).

5. Giant Company Background

In the last two decades, Yemeni market had witnessed a significant growth that led to the

establishment of new companies that depends on specialized and highly qualified and

experienced staff to accomplish and implement their tasks and services, as well as are

capable of handling all projects in an expeditious manner. This has been resulted in the

establishment of Giant Company for Trade.

Thus, Giant Company was established to play an important role in the growth and

development of infrastructure and services in Yemen. In addition, work to help the

specialized foreign investment companies to take advantages of the benefits offered to the

investors in the relevant areas and sectors.

Giant Co. MIS 9

5.1. Activities

Giant for Trade operates in the following sectors:

1. Power and Energy Sector:

• Supply activities for the government agencies by active participation into

public tenders.

• Direct supply to the local market.

• Implementation of construction, installation and networking Projects. In

addition, the implementation of other projects that assists in the

implementation of the electricity and energy projects.

2. Solar System Sector:

• Solar Panels

• Batteries

• Controllers

• Inventors

5.2. Mission

Our mission is to operate a first class Commercial Enterprise in Yemen. We establish

lengthy lasting relationships with our customers by meeting and surpassing our customer

expectations through high performance by every member of our team. We exist to add

value to the customers we serve.

Giant Co. MIS 10

5.3. Vision

To be the best company in our working field according to scientific, modern and sound

bases across the region.

5.4. Goals

The goals of giant trading company are as follows:

1. Increase the company’s competitiveness through the provision of better services

and products.

2. The possession of sophisticated physical, administrative and human elements that

lead and live up to the performance of the company.

3. Creating a distinguished name for the company with Special place in the culture

of customer.

4. Contribute in supporting the economic and social development in the country.

5. Increasing its market share

5.5. Management Information System in Giant Co.

IT department at Giant Co. manages management information system. IT department

consist of different divisions, which are:

1. Analysis division

2. Programs and Systems division

3. Network & Computers division

4. Maintenance division

IT Department main objective is to automate the different functions and activities to

achieve the overall strategic goal of the company.

Giant Co. MIS 11

6. Systems of Giant Co.

Giant Co. uses different information system that allow the company to communicate faster,

operate efficiently, make informed decision and automate records.

Giant Co. has the following systems:

 Accounting system.

 Sales, Procurement and Inventory System

 Customer and Supplier Database System

 Document Management System.

 MS Project Server for Projects and Planning

 Tools for communication

 Security Systems

6.1. Accounting Management System

The Accounting Management System used is Al-Mutakamel, which is made by

(Yemensoft Co.).

Accounting Management

System is a system of

recording, collecting,

storing and processing

accounting data

Figure 2- Accounting Management System

Giant Co. MIS 12

System functions and benefits:

Functions:

 Recording accounting transactions entries.

 Create a compatible chart of accounts for the company and its activity.

 Direct financial impact on the accounts at the balancing for the various documents.

 Review the general daily reports and statements of account and financial

statements by multiple options, analytical and synthesis (Yemen Soft, 2016).

Benefits:

 Enables Internal auditing by getting faster and accurate information

 Eliminates human error

 Daily Accurate Accounting Record

 Reduced cost and Time

 Accurate and faster generation of credit or debit accounts (Increase Customer &

Supplier Satisfaction)

 Automated accounting transactions help the company to make decisions

according to accurate financial data from the system.

 Control the minimum and maximum balances of accounts.

 Capability to review current and past accounting statements.

 Alerts the company of any financial obligations deadlines.

 Note the deviation between the estimated and actual budget based on monthly or

yearly budget.

 The capability to generate and customize financial report according to the user

wants.
Giant Co. MIS 13

 Documenting accounting procedures for debit and credit.

 Setting privileges to who can see or enter accounting information into the system.

(Yemen Soft, 2016)

6.2. Sales, Procurement and Inventory System

This system was created by IT department in Giant Co. (In-House Made).

This system is directed

toward satisfying the

customer needs,

improving the

relationship with

suppliers and achieving

the objectives of the

company. Figure 3- Sales, Procurement and Inventory System

This system includes two integrated systems, which are:

- Purchasing, Inventory and Selling System:

Is a system that manages purchasing transaction, Sales transaction and inventory

(Level, Type & Expiry Date).

- Customer and Supplier Database System:

It is a specialized system to save personal and financial data. It also saves

addresses, transactions.
Giant Co. MIS 14

6.2.1. Sales sub system functions and benefits:

Functions:

 Organization of customers’, regions’ and delegates’ data with appropriate division

of the company's activity.

 Issuance of sell orders according to the bid adjustment or quotations previously

issued by the system.

 Edit various types of sales invoices and returns of goods or services with flexible

options in the sequence, instalments, reduction or burden depending on the nature

of the activity.

 Create automated processes accounting entries and deal with relevant accounts

once the deportation is complete.

 Issuance of many of the total, regular, analytical and graphical reports with

multiple options.

Benefits:

 Integrated control over the company's debt in the market and monitor collectible

exact dates with the ability to grant privileges and discounts for cash collections

and sales.

 Determine the limit of debt at the level of each client.

 The possibility of instalment bill futures into several instalments.

 Monitor sales at the level of clients, delegates, regions or branches process.

 Knowledge of the remaining funds from the collection at the level of each

collector.
Giant Co. MIS 15

 The ability to make yearly returns by having access to the original sales invoice.

 Design reports that the user wants to receive according to the specifics of his

activities.

 Configuration of database for the customers of the company and evaluate each

customer according to his movement.

 Provide multiple promotional bid adjustment with different periods.

6.2.2. Procurement sub system functions and benefits:

Functions:

 Handling cash purchase, credit purchase, record the purchase orders and its

returns.

 Automated handling with the free quantities by multiple options.

 Automated impact of stores and accounts of all operations and procurement

procedures.

 Issuing reports of Purchase and suppliers balances by different ways detailed and

total.

Benefits:

 Improved Decision Making by getting the right information at the right time.

 Getting the optimal inputs and price by using supplier's database.

 Monitoring purchase orders and requirement.

 Identifying lost items purchase for each invoice and operation.

 Handling with external and internal purchases and calculating their costs.
Giant Co. MIS 16

 Giving the accurate and quick information about suppliers’ transactions, then

select the best suppliers.

 Handling with letters of credit procedures, which are relevant to external

purchases.

 Recording all supplies and purchases with any returns.

 Review the suppliers’ reports according to items and suppliers.

6.2.3. Inventory sub system functions and benefits:

Functions:

 Process inventory supply and exchange operations and then order and arrange

them by different sequences.

 Know the current status of the inventory and evaluate the inventory balance

according to quantity and cost.

 Issuance of inventory reports and stock movement in different, detailed and

overall ways.

 Benefits:

 Dealing with the serial number (S.N.) in varieties and categories.

 Knowledge of stagnant varieties and inventory turnover during any period in any

store. • Matching between stores and POS (point of sale) after deportation at the

end of each day and then register it automatically.

 Authorization of showing and hiding the costs in all screens and system reports.
Giant Co. MIS 17

6.3. Suppliers and customers System

It is a specialized system to save personal and financial data. It also saves addresses,

transactions, correspondence among suppliers and customers with the company. It is also

possible through this system to issue reports on suppliers and customers, and it integrates

purchases and sales.

System functions and benefits:

Functions:

 Save personal and financial data as well as suppliers and customer’s

communication addresses, through a set of simplified interfaces.

 Save different types of

data in the system

(documents, images,

video, etc...) making it

easier for saving

supplier or customer Figure 4- Suppliers and customers System

data in one place.

 Classification of data that is entered, where the system provides multiple

divisions of classification and tabs (example of this customer business owners,

customers, internal suppliers, external suppliers, etc....).

 The possibility of data transfer and archiving of data to a central server and

backup system, and recover data in case of emergencies or disasters.

 Issuing reports on specific and non-specific time periods (annual, monthly, daily,

unspecified).
Giant Co. MIS 18

 Issuing detailed reports for a particular client and during determined intervals, or

the issuance of detailed reports for a range of clients, according to classifications

available.

Benefits:

 Responding to customers and suppliers in real time.

 The ability to save and archive all customer data and the ability to provide data to

communicate with them when there are new varieties and products.

 Knowledge of customer information facilitates the process of reaching them and

communicating with them in case of maintenance of the products they bought or

the presence of certain instructions or ways to use about a particular product.

 Knowing the most sales to companies, individuals, or even merchants, through

the reports issued by the system accompanied by purchased products.

 Make the company look good when dealing electronically in front of suppliers

and customers who deal with the company.

 Providing contact details of suppliers and customers, contributes to the rapid

communication with them, which makes them feel satisfied with the interest and

care of the company.

 The system provides a high-security IT environment where the decision-maker

finds all suppliers and customer data archived electronically and are in a safe

place.

 The ability of decision makers to get, in as little time as possible, any personal or

financial data or dealings pertaining to suppliers and customers, all through

search interfaces that are included in the system.

Giant Co. MIS 19

 Knowing the number of suppliers, their information and their geographic

locations, and also knowing everything that concerns clients including personal,

financial, transactions data and information, makes the decision-maker able to

build on more information about suppliers and customers, which helps to expand

the deal and the scope of distribution and gain new customers. That also gives

him the ability to make the right decisions when needed for opening branches or

maintenance centres closer to customer’s area.

6.4. Document Management System

It is a specialized system that manages the company’s documents and saves the

incoming and outgoing data. It also monitors all tasks and archives those documents and

converts them from

paper to digital

through the use of

the scanner and

then entering it into

the system.

Figure 5- Document Management System

Giant Co. MIS 20

System functions and benefits:

Functions:

 Ability to save all the data, files, and documents of the company electronically

(documents, papers, pictures, bills, statements, messages, transactions... etc.) in a

single system.

 The ability to search and retrieve any document in real time through interfaces

that are special for search and retrieval in the system, which saves time and

effort.

 Preserve documents from damage and loss by turning them into digital

documents.

 The possibility of classifying, arranging and tab files and documents in a clear

and neat way.

 The possibility of information transfer and saving of information to a central

server, and providing the backup and recovery of information in case of

emergencies or disasters.

 Fast response to the leader of the company when restoring documents is needed.

Benefits:

 The ability to save and archive all product information.

 The ability to know the expiry and production date of products through the

Archive System, which facilitates the follow-up process for these products from

damage and expiration.

Giant Co. MIS 21

 The inserting of product documentation and its catalogues in the archive enables

the company to learn about different varieties in its existing information.

 presenting the company in a good way when dealing electronically in front of

customers

 The possibility of extracting all the documents, reports and papers of a particular

client

 avoid delay and the loss of customers’ time searching for documents in the

traditional way, whereas system provides speed in the extraction of information

reflecting the state of satisfaction among customers

 Reassuring customers through their confidence that the company is interested to

save its correspondence and transactions with them.

 The system provides a high-security IT environment where the decision-maker

finds all the company's information archived electronically and is in a safe place.

 The ability of the decision maker to reach, in as little time as possible, for any

documents or papers belonging to customers, employees or suppliers and any

documents that belong to the company, all through search interfaces that are

included in the system.

 The ability of the decision maker to take the right decisions through relying on

factual information provided by the informational inventory in the system.

Giant Co. MIS 22

6.5. MS Project Server for Projects and Planning

Microsoft Office Project Server is a project management server solution made

by Microsoft. MS project server is an end-to-end collaborative project, portfolio, and

resource management

environment. It helps

organizations gain

visibility, insight, and

control to enhance

decision making,

improve alignment of

project and work Figure 6-MS Project Server for Projects and Planning

initiatives with the business strategy, maximize resource utilization as well as measure

and increase operational efficiency. In short organizations, can effectively initiate, select,

plan, and deliver projects while tracking time and budget (Project Solution, 2015).

Functions

 Planning for the projects and transforming it into Gantt chart. MS project server

allows organization to plan for the project and show how different tasks are

related to each other

 Allocating and organizing the resources: it allocates resources to each project

whether the resource are people, material or money.

 Setting and managing budget: MS project server allows to set budgets for each

project. Setting for budget allows to make sure that the projects don’t overshoot

their targeted budget.

Giant Co. MIS 23

 Collecting reports from different projects and storing them in one place. The

SharePoint mechanism of MS Project server allows to integrate information

about different projects in one folder where it can be viewed according to

privileges

 Alerting managers of task completion or unmet deadlines. MS Project server also

alerts managers through their emails of successfully completed projects and

unmet deadlines (Uyttewaal, 2012).

Benefits

 Improved Decision Making: Managers get real time information. This helps

managers to make informed decision based on real time reports.

 Dividing projects and Sharing Information about projects: projects are divided

among different teams. MS project server also allows for information from

different projects to be collected and be viewed by others

 Generating immediate report: Generates immediate and up to date report about

project progress. This information can be in turn used to reach a decision

 Can be used to appraise employee performance. It can be used as a tool to

appraise employee performance (Uyttewaal, 2012).

6.6. Tools for communication:

Communication tools in Giant Company include the following (Edwards, n.d.):

6.6.1. Email

Email is information stored on a computer that is exchanged between two users

over telecommunication. Email is a message that may contain text, file, images or
Giant Co. MIS 24

other attachments sent through a network to a specified individual or group

(Computer Hope, n.d.).

Email in Giant Company is a daily method of communication between work

colleagues as well as between clients and supplier.

Benefits of using emails:

 Cost reduction

 Lower overhead and speed

 Allowing for customized business and employee interaction

 Email reduce geographic and time zone barriers for business

 Email can help to increase productivity

6.6.2. Social media (Facebook and WhatsApp)

Social media are computer-mediated technologies that allow the creating and

sharing of information, ideas, and career interests.

Giant company is using social media like Facebook and WhatsApp to drive the

sales, find employee, build community and create a positive, well-known brand.

For example, Facebook is used for marketing and advertising for Giant products

in order to increase the sales. In other hand, WhatsApp is used to communicate

with employees, customers and suppliers. The phone system is used for fast or

urgent communication with either employees or customers (Eisenhauer, 2015).

Benefits of using social media:

 For internal and external communication

 Getting customers feedback

Giant Co. MIS 25

 For branding and visibility

 It provide great exposure

 It provide powerful marketing for free

 It helps in being connected with customers

 Cut the cost of business calls

 Staying in touch with customers and staff

 Allow to spread information about the products and services

6.6.3. Phone system

A business telephone system is a multiline telephone system typically used in

business environments. This communication tolls helps Giant Company to

communicate with staff, customers, and supplier in an effective and timely

manner.

Benefits of using Phone system:

 Reach the customers, employee, and supplier faster

 It helps in urgent situation

 It helps for customers service support

 Improve information security

6.7. Security Systems

Is a system that consist of hardware and software used to prevent and protect information

systems from illegal intrusion, alteration, theft and physical damage. Giant company uses

both hardware and software to protect its information systems.

Giant Co. MIS 26

6.7.1. SOFTWARE:

6.7.1.1. Antivirus (ESET NOD 32)

ESET NOD32 Antivirus is a complete security solution that combines

maximum protection and a minimal system footprint. ESET NOD32

Antivirus advanced technologies use artificial intelligence to prevent

infiltration by viruses, spyware, Trojan horses, worms, adware, rootkits,

and other threats without hindering system performance or disrupting your

computer (ESET, 2016).

Functions

 Protecting computer and servers from viruses

 Protecting emails

Benefits

 Protecting information and documents

 Protecting email and users from fake and virus carrying emails

 Reduced cost due to low maintenance cost

6.7.1.2. Internet Security (Microsoft ISA Server)

Microsoft Forefront Threat Management Gateway (Forefront TMG),

formerly known as Microsoft Internet Security and Acceleration

Server (ISA Server), is a network router, firewall, antivirus program, VPN

server and web cache from Microsoft Corporation. It runs on Windows

Server and works by inspecting all network traffic that passes through it.

ISA Server secures your network, allowing you to implement your

Giant Co. MIS 27

business security policy by configuring a broad set of rules that specify

which sites, protocols, and content can be passed through the ISA Server

computer. ISA Server monitors requests and responses between the

Internet and internal client computers, controlling who can access which

computers on the corporate network. ISA Server also controls which

computers on the Internet can be accessed by internal clients (Micorsoft,

n.d.).

Functions

 Blocking websites that are dangerous

 Blocking download and installation of program

 Protecting internal network from hackers

Benefits

 More safer network due to low chance of hacking

 Higher performing network

6.7.1.3. Managing and Monitoring Internal network (Ideal Administration)

IDEAL Administration simplifies the administration of your Windows

Workgroups and your Windows Active Directory domains by providing in

a single tool all the necessary features for managing domains, servers,

stations and users. With IDEAL Administration, browse and manage your

Windows network becomes as easy as browse the Internet (Point Dev,

n.d.).
Giant Co. MIS 28

Functions

 Full HTML Reports for Active Directory Domains

 Instant Active Directory Clean-up (Outdated objects)

 Powerful Active Directory Tools for Exploring, Editing and

Searching

 Remote Settings for Computer Name, IP Addresses, UAC,

Firewall

Benefits

 Faster intervention of comprised computers

 Ability to shut down all computers

 Installing and updating all computers at the same time

6.7.2. HARDWARE:

6.7.2.1. Cisco Routers

Cisco routers provide access to applications and services, and integrate

technologies. Router is a networking device that forwards data

packets between computer networks. Routers perform the traffic directing

functions on the Internet. A data packet is typically forwarded from one

router to another through the networks that constitute

the internetwork until it reaches its destination node (Cisco.com, n.d.)

Functions

 A router relays information between two different computer

networks.
Giant Co. MIS 29

Benefits

 It allows devices not directly connected to one another (that is,

connected to the same broadcast domain) to still communicate with

one another. The router is an intermediary.

6.7.2.2. Cisco Firewall (Model 2950)

In General, A firewall is a network security device that monitors incoming

and outgoing network traffic and decides whether to allow or block

specific traffic based on a defined set of security rules (Cisco.com, n.d.).

Function

 Monitors incoming and outgoing network traffic

Benefits

 To save money in concentrating your security on a small number

of components,

 Simplify the architecture of a system by restricting access only to

machines that trust each other.

6.7.2.3. CISCO IPS

Cisco IOS Intrusion Prevention System (IPS) is an online, deep-packet

inspection feature that effectively mitigates a wide range of network

attacks. A component of the Cisco IOS Integrated Threat Control

framework and complemented by Cisco IOS Flexible Packet Matching

feature, Cisco IOS IPS provides your network with the intelligence to

accurately identify, classify, and stop or block malicious traffic in real

time (Cisco.com, n.d.).

Giant Co. MIS 30

Functions

 Protecting from hackers,

 Protecting internal from suspicious IPs

Benefits

 Safer and secure internal network

7. Overall Benefits

 Improved Decision Making

 Cost Reduction

 Improved business processes and transaction

 Increased the sales

Before and after using Information system

15 Sales Growth

10

0
2014 2015
Figure 7- Sales Growth

Growth rate 28.6%.

Giant Co. MIS 31

8. Competitive Advantage

Giant company has used information systems to create a competitive advantage in the highly

competitive environment of the local solar market. Giant Company Customer Database has

helped it to excel in customer service.

Giant company uses its customer database for after sale service. For example, Giant does

follow up through telephones to know customer satisfaction and inquire about the solar

systems they bought. They also inform customers of maintenance requirement of their solar

system after a particular period. They also update customers on new solar products. Giant

company competitors are oblivious of the value a company can create using customer

database. Giant Company has used its customer database to satisfy customer and thus led to

repeat purchases.

9. Drawbacks before Using the Systems

Using a manual system was a hindrance to Giant CO. achieving both operational excellence

and customer intimacy. The following are some of the drawbacks that Giant Co. used to face

using the manual system:

a) Difficulty and delayed decision-making: Giant Company used to have difficulty in

making decision because it was not flexible in making the right decision at the right

time. There was no real time information or the ability to share information which in

in turn meant delayed decision making

b) Costly operation: huge paperwork and unnecessary workers also meant that the cost

of doing business of Giant Company was high.

Giant Co. MIS 32

c) Slow operation: operation were very slow whether this was due to lack of automation

or lack of information, which meant that managers would second-guess their

decisions.

d) Errors: human errors were also high, whether this was due to making decisions,

handling customers or managing inventory. Information system has allowed Giant

company to be more precise

Lack of Communication: Communication was mostly done orally and by telephone. This

meant that there were few method of communication and lack of sharing information and a

degree of uncertainty about the strategy and plans of Giant Company.

Giant Co. MIS 33

10.Recommendation

 Option 1:

– In-house Made system which extends current Sales, Procurement and Inventory

System to include the following systems which well be (In-house Made systems):

• Supply chain management

• Customer relationship management systems

• Geographic information system

• Human Resource Management System

 Option 2:

– Purchase Almotakamel systems (YemenSoft) which include the following systems:

• Sales

• Procurement

• Inventory

• Point of sales

– In-house made systems:

• Supply chain management

• Customer relationship management systems

• Geographic information system

• Human Resource Management System

Giant Co. MIS 34

11.REFERENCES

11.1. Ally, S. (2015, March 25). Three dimensions of information systems. Retrieved

from SlideShare: http://www.slideshare.net/suleymans19/three-dimensions-of-

information-systems

11.2. Beach, J. (n.d.). What Are the Six Elements of an Information System? Retrieved

from Techwalla: https://www.techwalla.com/articles/what-are-the-six-elements-of-an-

information-system

11.3. Beal, V. (n.d.). MIS - management information system. Retrieved from

Webopedia: http://www.webopedia.com/TERM/M/MIS.html

11.4. Castilla, C. (2011, April 4). MANAGEMENT INFORMATION SYSTEMS (MIS).

Retrieved from Reference for Business:

http://www.referenceforbusiness.com/small/Mail-Op/Management-Information-

Systems-MIS.html#ixzz4QKx6ecz7

11.5. Chand, S. (n.d.). Management Information System: (Definition and Objectives)!

Retrieved from You rArticle Library:

http://www.yourarticlelibrary.com/management/management-information-system-

definition-and-objectives/25758/

11.6. Cisco.com. (n.d.). Cisco IOS Intrusion Prevention System (IPS). Retrieved from

Cisco: http://www.cisco.com/c/en/us/products/security/ios-intrusion-prevention-system-

ips/index.html

11.7. Cisco.com. (n.d.). Routers. Retrieved from Cisco:

http://www.cisco.com/c/en/us/products/routers/index.html
Giant Co. MIS 35

11.8. Cisco.com. (n.d.). What Is a Firewall? Retrieved from Cisco:

http://www.cisco.com/c/en/us/products/security/firewalls/what-is-a-firewall.html

11.9. Computer Hope. (n.d.). E-mail. Retrieved from Computer Hope.com:

http://www.computerhope.com/jargon/e/email.htm

11.10. Department of Management Information Systems. (n.d.). MIS General

Information. Retrieved from Bogazici University - Department of Management

Information Systems: http://www.mis.boun.edu.tr/en/about-us/admission

11.11. Edwards, S. (n.d.). What are examples of communication tools? Retrieved from

Reference: https://www.reference.com/business-finance/examples-communication-tools-

68df9290603d6786

11.12. Eisenhauer, T. (2015). 5 Foolproof Business Communication Tools Every

Company Should Be Using. Retrieved from Exero Solutions:

https://axerosolutions.com/blogs/timeisenhauer/pulse/283/5-foolproof-business-

communication-tools-every-company-should-be-using

11.13. ESET. (2016). ESET NOD32 Antivirus Help. Retrieved from ESET NOD32:

https://help.eset.com/eav/8/en-US/ess7.htm

11.14. Eventura. (2014, August 7). 5 benefits of a fully integrated information system.

Retrieved from Eventura Website: http://eventura.com/blog/five-benefits-fully-

integrated-information-system/

11.15. Laudon, K. C., & Laudon, J. P. (2016). Management Information Systems:

Managing the Digital Firm. London: Pearson Education.

Giant Co. MIS 36

11.16. Micorsoft. (n.d.). ISA Server overview. Retrieved from Micorsoft.com:

https://www.microsoft.com/resources/documentation/isa/2000/enterprise/proddocs/en-

us/isadocs/m_s_c_cometover.mspx?mfr=true

11.17. Point Dev. (n.d.). IDEAL Administration 17.0: Presentation. Retrieved from Point

Dev: http://www.pointdev.com/en/ideal-administration/

11.18. Project Solution. (2015). Microsoft Project Server - Project & Portfolio

Management (PPM). Retrieved from Project Solution:

http://projectsolution.com/microsoftprojectserver.html

11.19. Shaqiri, A. B. (2015, January). Management Information System and Competitive

Advantage. Mediterranean Journal of Social Sciences, p. 205.

11.20. Sharma, P. (n.d.). Management Information System (MIS): Elements, Objectives

and Limitations. Retrieved from Your Article Library:

http://www.yourarticlelibrary.com/management/information-system/management-

information-system-mis-elements-objectives-and-limitations/70209/

11.21. Singh, D. (2010, AUGUST 21). Advantage & Disadvantages of MIS. Retrieved

from Knowledge Store: http://dipak-knowledgestore.blogspot.com/2010/08/advantage-

disadvantages-of-mis.html

11.22. Uyttewaal, E. (2012, February). Microsoft Project: Plan Better with Microsoft

Project. Retrieved from Microsoft: https://technet.microsoft.com/en-

us/library/hh825674.aspx

11.23. Yemen Soft. (2016). Accounting Management System. Retrieved from Yemen

Soft: http://www.yemensoft.com/en/products/al-motakamel/accounting-management-

system
Giant Co. MIS 37