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1. Introduction 2. Timelines 3. Acknowledgement 4. Background 5. Objective of Study 6. Company Overview 7. MIS: A Definition 8. Information flow Systems in the company 9. Snapshots in Oracle based systems 10. Recommendations References
The plethora of Information in today’s world, makes it imperative for us to depend on Management Information System, as the socio-technical tool to handle the overloading of Information and take decisions in a quick manner. The project work is done with the intention of studying the Management Information System of BPL Display Devices Ltd., which is one of the earliest companies to install such tools to enhance its productivity and profitability in the country. The study is based on observing and analyzing for the learning of the subject and understands how technology can be used to make better decisions based on the information derived from the raw data. The flow of data from the source i.e. the customer in the various areas, to the various processes in order to make it into information that can be helpful to the management to increase efficiency and serve the customers better, avoid incompetence and be more effective. The study also envisages the software that is used to implement the system in the company. The development of the system, the steps followed has been covered, giving an insight that goes onto the preparation of the MIS. The project consists of certain reports that have been taken from the organization, to give a clear picture of the variety of information required for the various departments of the Organization. The project finally tries to give recommendations to the efficient MIS that has been prepared by the employees of BDDL, in-house, such that the system truly becomes one without any loopholes and very effective in managing and controlling the voluminous information.
Primary Research Information Review and Analysis Preparation of a Draft Report Final Report Ready for Submission 4 . waiting for Approval Subsequent to proposal acceptance and approval. organizing company visit Company visits and information gathering .TIMELINE 19-Nov06 26-Nov06 3-Dec06 Week Starting 10-Dec19-Nov06 06 26-Nov06 3-Dec06 10-Dec06 Activities Approaching prospective companies Submitted Proposal to BDDL.
balance sheets and sales reports. numerous PC’s were spread around the organization. The main development in the 1980s was the introduction of decentralized computing. BIOS functions. This meant that instead of submitting a job to the computer department for batch processing and waiting for the experts to perform the procedure. but they were not up to the task. 5 . each user had their own computer that they could customize for their own purposes.BACKGROUND OF STUDY The role of Management Information Systems has changed and expanded over the last four decades. they discovered all the things their system was capable of. By the 1960s “management information systems” were used to generate a limited range of predefined reports. They were used to record and store bookkeeping data such as journal entries. and only what they wanted. they also could configure the programs to their specific needs. specialized journals. including income statements (they were called P & L’s back then). most of it valueless. produced mountains of paper. This was strictly an operations support role. Computers. “electronic data processing systems” could be afforded by only the largest organizations. They were interactive in the sense that they allowed the user to choose between numerous options and configurations. and ledger accounts. As people became comfortable with their new skills. Instead of having one large mainframe computer for the entire enterprise. as was expected. These programs could give advice within a very limited subject area. They streamlined the process. The 1980s also saw the first commercial application of artificial intelligence techniques in the form of “expert systems”. As part of your mainframe leasing agreement. instead of creating a paperless society. This information overload was mitigated somewhat in the 1980s with the introduction of “executive information systems”. giving the executive exactly what they wanted. In the incipient decade (1950s and '60s). By the 1970s “decision support systems” were introduced. They were trying to perform a decision making support role. There was a cost though. Many poor souls fought with the vagaries of DOS protocols. Mounds of reports were generated just because it was possible to do so. you typically had to pay to have an IBM system developer permanently on site. Not only was the user allowed to customize outputs. and DOS batch programming.
6 . Reise. The latest step was the commercialization of the Internet. Markides. Barney in the 1980s. and the growth of intranets and extranets at the turn of the century. This was largely because of developments in the subject of strategic management by scholars like M. T Peters.The 1990s saw the introduction of “strategic information systems”. Porter. and J. J. The role of business information systems had now expanded to include strategic support. Competitive advantage became a hot management topic and software developers were happy to provide the tools. C.
OBJECTIVE OF THE STUDY The work aims to understand the concept of Management Information System and its functioning in the organization operating in the present era of competition and globalization where the prime concern of the organizations is to maximize profit and reduce costs. employees. if any. associated with this concept and the possible measures that may be taken to nullify them. MIS provides the means through which the institution's activities are monitored and information is distributed to management. We have also intended to reaffirm the belief that at the most senior levels. and customers. The focus of the study is the MIS of BPL Display Devices Limited. 7 . The work finally aims at finding out the benefits and drawbacks. The objective is also to gain insights into the software interface used in the form of Oracle based applications in the organization. MIS provides the data and information to help the board and management make strategic decisions and at other levels.
The agreement was completed with the Board for Industrial and Financial Reconstruction. 8 . Since 1997. In Sept. Quadra Point Focus.COMPANY OVERVIEW Uptron Colour Picture Tube Limited was taken over by BPL Limited in June 1996 for revival.2 million CPT's per annum. with a plan to further enhance the Plant Capacity to 1.1998. The overhauling was completed in 1997 with trial production commencing in September 1997. the plant capacity was increased to 1.000 units during 1999-2000 and with the further enhancement of capacity to 1. financial year 2000-2001 saw production of over 900.8 million CPT's per annum. flatter tube designs and consistent quality and manufacturing improvements have helped BPL in launching several models during the last four years. The CPT being an important component constituting more than 40% of its cost. BDDL has sold more than 3 million CPT's in India and abroad.000 CPT's. The name was changed to BPL Display Devices Limited from Uptron CPT Ltd during the same year.4 million CPT's per annum. By removing bottlenecks in the Front Processes in Feb 2001. The plant is currently gearing up to be India's first Pure Flat Tube manufacturing facility. The production (*refer production charts) of CPT's hit a peak of 725. the acquisition has helped BPL to maintain its number one position in the CTV market in spite of many multinationals in the field since India's economic liberalization. Acquiring BDDL was in line with BPL's strategy of backward integration of its core business of Colour Televisions. the upgradation of plant capacity to 1 million Colour Picture Tubes (CPT's) per annum was completed with the addition of a 21" CPT facility and the commercial production of 21" CPT's commenced in March 1999. Sales and Productivity increases demanded the introduction of a 7-day workweek in August 1999 and followed soon after with a TPM declaration in end October 1999 to focus on further productivity improvements.
NVGK Bhat. • • • The years ahead: Wider customer base for consistent sales. The build-up strategy involved a new organisational structure wherein plant executives were regrouped into various working departments with clear-cut responsibilities and accountability. We realized that the actual damage to equipment was much more than expected. Build-up strategy with an apt organizational structure and strong technical team building. This also helped in understanding workmen expectations and in counseling them prior to the start of production. IT upgradation for Financials. pursuing JiPM TPM under guidance of Mr. USA and their 9 . across the board quality consciousness (ISO 9002 certification). States Mr. capacity upgradation and further cost reduction programs. • Continue to be the best CPT manufacturer in India with an increasing global presence in line with our group philosophy . We trained 38 engineers at Toshiba. Environment Management System (ISO 14001) by end March 2002. Sueo Yamaguchi of JiPM-Japan and Industrial Relations Management activities. Our core team comprising of experienced professionals from BPL and other factories undertook this challenge. 2002. capacity enhancement via a 7 day workweek that resulted in a marked productivity increase. training of engineers abroad and rehabilitation & involvement of workmen. This coincided with the completion of the cold and hot runs in July 1997.Turnaround Strategy: In Brief: • Revival Strategy that included a core team. This philosophy was explained to the workmen so as to communicate the expectations of the management. Consolidation strategy that included introduction of additional products."Believe in the Best !" The revival strategy started with the seeding of a corporate mission statement and guiding principles. "We started massive clean-up operations as can be expected once a sick unit is taken over. export of picture tubes. plant overhaul. introduction of Pure Flat Picture Tubes by Aug.
These included Kaizens. "With productivity improvement measures in place and across the board quality consciousness. with related capacity increases. TPM activities were initiated under the guidance of Mr. awareness programs. With the introduction of Oracle Financials for the financial management of the plant. simultaneous manpower redeployment and increasing the production capacity. defect and scrap reduction projects. continuous dialogue with the workmen's union. Sueo Yamaguchi of JIPM-Japan." The CONSOLIDATION STRATEGY included introduction of a new product . Bhat. loss structure analysis. TPM training and keeping lines of communication open between the management and workers have played an important role in streamlining the plant. the benefits of information technology implementation with regard to financial discipline were realized and regular audits helped improve the Finance Management. increasing automation. optimizing cost of utilities and reducing the overhead costs). 5S activities and regular audits. These activities included signing of new wage agreements in 1999. targets and related corporate plans to them. An important factor in our revival included involving our plant workmen by divulging our mission. we resolved to make this plant a model of operational efficiency. skill-up training and periodic reviews. These strategies were set into motion with a specific plan to target an increase in the existing customer base. The STRATEGIC PLANS for the years ahead for BDDL include the introduction of 21" Pure Flat Tube. widening the customer base. The Human Resource activities implemented during the revival strategy were crucial to workers' general welfare. The quality improvement measures included Quality Task Force Activities followed by JiPM TPM (Total Productive Maintenance) activities.dedication saw the completion of the plant overhaul.21" CPT in September 1998. 10 . productivity improvements (with a focus on yields. model machines activities." Continues Mr.
11 . Toshiba and BDDL have a relationship that dates back to 1995. Japan and BDDL have entered into an agreement to manufacture 21" Pure Flat Colour Picture Tubes at BDDL's manufacturing unit at Sahibabad.21" Pure Flat Colour Picture Tubes: Toshiba Corporation. BDDL is emerging as a strong CPT manufacturer of Quadra Point Focus (QPF) technology and is committed to delivering the best in terms of customer satisfaction. when a Technical Collaboration Agreement for the manufacture of improved 20" Colour Picture Tube was signed. This will be the first time that Pure Flat Picture Tubes will be manufactured in India. Toshiba is the acknowledged world leader in Visual Display Product Technology and is at the forefront in leading edge display technologies.
At other levels. and distributes information to support decision making in an organization. it provides the data and information to help the board and management make strategic decisions. present and prediction information. and customers. Because MIS supplies decision makers with facts. At the most senior levels. Frequently. it supports and enhances the overall decision making process. Effective MIS ensures the appropriate presentation formats and time frames required by operations and senior management is met. In order to provide past. data resources such as databases. evaluating and efficiently running their departments. the hardware resources of a system. MIS can be maintained and developed by either manual or automated systems or a combination of both. The effective deliveries of an institution's products and services are supported by the MIS. an MIS can include software that helps in decision making. So MIS refers broadly to a computer-based system that provides managers with the tools for organizing. operational processes and feedback devices are intertwined and cannot easily be viewed separately. MIS provides the means through which the institution's activities are monitored and information is distributed to management. The most efficient and useable MIS should be both operational and 12 . MIS also enhances performance throughout an institution. MIS and the information it generates are generally considered essential components of prudent and reasonable business decisions. decision support systems. people management and project management applications.MANAGEMENT INFORMATION SYSTEM: A DEFINITION Management Information System is defined as a system that collects or retrieves. processes. and any computerized processes that enable the department to run efficiently. stores. employees. These systems should be accessible and useable at all appropriate levels of the organization.
Correspondingly. 13 . Because data can be extracted from many financial and transaction systems.informational. As such. technology also increases the potential for inaccurate reporting and flawed decision making. management can use MIS to measure performance. manage resources. One example of this would be the managing and reporting of loans to insiders. and microcomputers. appropriate control procedures must be set up to ensure that information is correct and relevant. minicomputers. controls must ensure that systems on smaller computers have processing controls that are as well defined and as effective as those commonly found on them traditionally larger mainframe systems. and help an institution comply with regulatory requirements. In addition. Technology advances have increased both the availability and volume of information management and the directors have available for both planning and decision making. MIS can also be used by management to provide feedback on the effectiveness of risk controls. since MIS often originates from multiple equipment platforms including mainframes.
INFORMATION FLOW SYSTEMS IN THE COMPANY The whole material management process of the company is managed through with the following departments for the purpose of Information Systems: • • • • Purchase Inventory Accounts Commercial The regular tasks which the inventory department handles and the way it interacts with are explained below Inventory Replenishment There are pre-set Re-order levels and re-order quantities set for all the raw materials into the inventory system. the replenishment process is triggered and a requisition is sent to the purchase department which then electronically places order to the suppliers both domestic and international. these levels have been determined by a complete business analysis and forecasting which happens once every quarter for example for the current quarter the re-order level for Graphic & Video chips have been set at 12. Now when any item of inventory reaches the re-order level quantity. Effect of the Purchase Transaction The purchase transaction that is triggered by the inventory system then also updates the accounts as the value of purchase and taxes paid on purchases are recorded in the books of accounts in addition to updating the inventory records.000 units. 14 .000 units and the re-order quantity is 90.
The Accounts department recognizes revenue on the basis of the data received from the commercial department only. which provide regular reports to this department The process has been almost completely automated in the company as all the vendors for the suppliers are strategic partners of the company and are more or less fixed and also have an EDI enabled interaction with the company thus enabling the company to achieve very high levels of efficiency in material handling and ordering. We depict the relationship shared by the material management process with the customers and the suppliers by the following Context Level Diagram:- 15 . Again as the entire system is centrally linked the transaction updates both the inventory and the accounts department as well.Effect Commercial Department The products produced are sold through the commercial department. the commercial department also oversees the operations of all other departments. the commercial department is a decision making body which consists of top management and the sales department for the company. This department inputs the data on quantity sold as and when the transaction takes place. Further.
Purchase & Inv Value 4 Accounts Low Inv Notice Receipt Notification Confirmation Of Prod Receipt Product 3 Purchase Product Delivery Note Supp Invoice Order & Payment Supplier Reports Reports Commercial Reports Reports 16 . Customers Invoice Product Customer Order Shipment Request 2 Manage Inventory Product Inv Info 1 Process Customer Order Purchase Value Low Inv Notice Sales.• Now we decompose the above context level diagram to represent the Level-0 DFD Diagram in order to show the relationships between different processes and how the information flows between these processes of the company.
Then on receiving the invoice and delivery note it updates the databases of the suppliers and the purchase ledger. Purchase Product Process: This process receives the low inventory notice from the customer order process and then places the order to the suppliers. 2.1 Inventor Process Low Inventory Product Request Product y Notice Storage . To summarize the department is responsible for the financial and cost accounting procedures and is required to carry them efficiently. The process starts with the submission of quotations to the customers to bid for the order and then on receiving the order a shipment request is transferred to the manage inventory process. It also takes inputs from the customer order process with respect to their expenses and revenue statements. Process 3. Accounts Process: This process handles the maintenance of records of daily transactions which are financial in nature and generate reports based on these on a periodic base. And also when the purchase process places an order to the suppliers then the suppliers delivers the product to this process and then it sends the confirmation of the product receipt to the purchase product process.3 Custome Purchase Receive 17 Receive Confirmation of Product r Product Product Low Inventory Shipment Request Product Product Notice Receipt Supplier Reorder 2.2 Manage 2. The process also takes care of the fact that the company follows the regulations related to the reporting procedures to various regulations set by various regulating authorities. • • • Note: All the processes are sending requisite reports to the commercial department Level-1 DFD: Managing Inventory 1. But in the case it receives a low inventory notice from the manage inventory process it sends the notice to the purchase department and then on completion of the order the purchase process sends a receipt notification to the process customer process Manage Inventory Process: This process receives the shipment request from the customer order process and if it has the sufficient inventory it sends the product to this process but if does not have it sends a low inventory notice.The company has four basic processes namely:• Customer Order Process: This process handles the customer interaction function of the organization. It also sends the information regarding sales purchase and inventory value to the accounts process on receiving the product from manage inventory process. Then it delivers the product and invoice to the customers.
Level-2 DFD: Managing Inventory 18 .
1 Process Request Product Low Inventory Notice 2.1 Store Product Product Section storage Product 22.214.171.124 Retrieve Product Low Inventory Notice 19 .3 Receive Product Product 2.2.
Level-1 DFD: Customer Order Process 20 .
Level-1 DFD: Purchase Order Process 21 .
Request for any report could be given by an employee and it will be displayed to him if his position permits. 22 . Some of the snapshots and their subsequent descriptions are mentioned below: This shows report specifically to the purchase side of the transaction.The data and information flow through various divisions of the company are managed through Oracle based applications. All reports could not be displayed due to size constraint.
it automatically sends a trigger to the purchase department to purchase that. Also re-order levels are preset in the system. So if one report is modified it will have an impact on the other department as well. 23 . All reports relating to inventory are displayed. Important thing here is that all the reports are interlinked. So if an inventory level of an item reached below that level.This shows report relating to inventory manag. automatically the inventory is also updated.ement. For example if company purchases an item. then by doing an entry in the purchase segment.
Some reports are manually created while some are generated by the software itself. Thus access to financial data is not available to all. that s the accounts side. This shows all the reports that are created by the finance department of the company. Manual data entry also takes place which again is in the hands of a few selected people.This shows all the reports relating to the receivables side of the business. 24 . The option of data entry and modification of the reports is available based on the position of the person in the company.
The seniority of a person will decide whether access is granted to the specific employee or not. However access to any report is not available to everyone. As per the requirements the desired report can be generated. It includes reports on 4 different departments-Purchase.This display shows all the reports available on the Oracle database that can be viewed by the employees. 25 . Inventory. Accounts and Commercial.
26 . The data in the report for the transaction is then updated for the Inventory well.This shows the various reports available to the company on the transactions side. so the changes made in one will have an effect on others. All the systems are interlinked. The reports are available to the company through a central data base and are updated regularly.
This shows a request be a person for a report. The parameters fro the request are in codes which are understood by the software itself and the desired report is generated. 27 .
certain reports will be available only to a select few individuals above a certain seniority.This is a request for a transaction report by an employee. 28 .e. The availability of a report is determined by the seniority of a person i.
Higher the priority rating. This also shows the status of the query and also the priority clearance it had. quicker will the query be attended to.This shows the summary of all the requests by different employees for different reports. 29 .
There is a trigger set in the system at the reorder level which sends a message to the purchase department regarding the shortage of a particular item. Report is available on the basis of the seniority of the person in question. The report regarding inventory is not available to all. These reports regarding inventory are a key source for inventory management and are also useful for the purpose of purchase department. It then does not allow the system to make any more sell entries for that particular item till the inventory is again replenished.This request shows a request for an inventory transaction report by an employee. Along with the report the start time as well as the end time is displayed for which the report was viewed. 30 .
• Every process is sending the accounts related information to the customer order process which then sends the information to the accounts process.RECOMMENDATIONS • When there is low inventory available with the inventory process then the information should be directly sent to the purchased department this will decrease the access time and improves efficiency. 31 . Although this reduces the chances of duplication of data but it leads to a lot of unnecessary information flow and hence decreases the efficiency. We propose that each process to have different access permissions and hence it updates the required fields in the database which is then retrieved by the accounts process.
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