UNIT – IV

Developing long range information system plan/

content of the information system master plan:-

Any master plan has 2 basic parts

1. A long range plan for 3 to 5 years or longer.
2.A short range plan for 1 year.
This short range & long range plan helps in resource
allocation & overall controlling & future forecast. It
helps in step by step execution of all the activities
related to organization. The long range plan provides
general guidelines for direction & the short range
portion provides a basis for specific accountability as
to operational & financial performance

Master development plan contains 4 major

sections:-
(1) information system goals, objective &
architecture
(2) inventory of current capabilities
(3) forecast of development affecting the plan
(4) the specific plan

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(1)Information system goals, objective &
architecture:-
(1.1) overall organization goals, objectives &
strategies
(1.2) external environment (industry, govt,
customer& supplier)
(1.3) Internal organization constraints such as mgmt
philosophy
(1.4) Assumption about business risks & potential
consequences
(1.5) architecture of the Information system
(2) Current capabilities
(1.1) Inventory of hardware, system software, dbms,
application s/w personnel system
(1.2) analysis of expenses, hardware utilization, s/w
utilization
(1.3) status of the projects
(1.4) Major functional system (Accounting, mkting, hr)
(1.5) org. strategies
(1.6) Job classification (programme, operation)
(1.7) skill categories (COBOL, data communication)
(1.8) functional area experience (finance, accounting,
manufacturing)

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(1.9) need for maintenance & revision
(3) Forecast of development affecting the plan
(1.1) new technology comes
(1.2) current roles & regulation
(1.3) competitive action
(1.4) tax laws,environmet changes
(4) The specific plan
(1.1) Hardware acquisition, schedule
(1.2) purchased s/w schedule
(1.3) application schedule
(1.4) s/w maintenance & conversion schedule
(1.5) personnel resource requirement & schedule of
hiring & training
(1.6) financial resource required (h/w, s/w personnel)

MODELS FOR IMPLEMENTING LONG TERM

STRATEGIES OF MIS
(1) NOLAN STAGE MODEL
(2) THREE STAGE MODEL

NOLAN STAGE MODEL:-

This model was given by NOLAN in 1973-1974. This
model was taken by harward business review. The

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NOLAN stage model is a framework for information
system planning that matches various feature of
information system to stages of growth.

Stages of Growth:-
(1) Initiation
(2) Expansion (or contagion)
(3) Formalization (or control)
(4) Maturity (integration)

Stage- I Stage- II Stage- III

Stage- IV
Initiation Expansion
Formalization Maturity

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Initiation: - Early use of computers by small no. of
users to meet basic organizational needs
Expansion: - Experimentation with & adoption of
compulsory by many users. Crisis due to rapid rise in
costs
Formalization: - fully organizational control & rapid
growth in use & apply cost effectiveness, criteria,
centralization control
Maturity: - Integration of applications, better
planning & coordination between information system
& organization

THE THREE STAGE MODEL OF THE PLANNING

PROCESS:-
The 3 stage model of information system planning
developed by Bowman, Davis & Wetherbe

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 Organizational
Strategic information Resource
system Generic
Planning allocation
requirement Activity
analysis

comparative cost
strategy set Business sys /benefit
transformation planning (BSP) return on interest(ROI)
strategic grid zero based budgeting
Critical success
(ZBB
strategic fit (to factor (CSF) portfolio approach
know org-al end/means analysis steering committee
culture) (E/M) ranking
derivation org-al
plan

Alternative
methodology

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STRATEGIES FOR THE DETERMINATION OF
INFORMATION REQUIREMENT:-

THREE LEVELS OF INFORMATION

REQUIREMENTS:-

(1) Organizational level information requirement

(2) Data base requirement
(3) Application level information requirement

Organizational level information requirement: - in

this level information requirement determination key
role in developing an information system master plan.
The requirements of information are divided into
databases & sub systems or use can say portfolio of
useful development stages. The overall information
architecture is defined & the boundaries & interface of
the individual application subsystems are specified.

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Data base requirement:- Database requirement arise
both from application & users/ad hoc
queries./programs. In this level every information is
defined according to database structure & associated
with organizational process that requires them.
Application level information requirement:- An
application is a subsystem of the overall information
system structure. it provides information processing for
an org-al unit or org-al activity.
There are 2 types of information system application
requirements:-
(1.) Social requirement
(2.) Technical requirement
Social requirement: - the social or behavioral
requirement, based on job design, specify objective &
assumption such as follows:-
a. work organization, design objectives
b. individual role assumption
c.responsibility assumption
d. org-al policies
Technical requirement: - It is based on the
information needed for the job or task to be
performed. they specify outputs,input,stored data &

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information process, it include interface requirement
between the user system & the application system &
it includes data presentation format , screen design
,user language structure , feedback & assistance
provision ,error control & response time.

STRATEGIES FOR DETERMINING INFORMATION

REQUIREMENT:-
There are four strategies:-
(1) Asking methods
(2) deriving from an existing information system
(3) synthesizing from charters tics of the utilizing
system
(4) discovering from experimentation with an
evolving information system

Asking methods:-
a) closed question
b) open question

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 c)brainstorming
d) guided brainstorming
e) group consequences (Delphi method)
Deriving from an existing information system:-
1.Existing system that will be replaced by the
new system
2.use similar organization system
3.proprietary system or package
4.description in textbook, handbook, industry
studies
Synthesizing from charters tics of the
utilizing system:-
a) Normative analysis (ex : billing system, object &
variable set one time)
b) critical factor analysis
c) strategy set analysis (ex: sales mix, )
d) process analysis
e) end-means analysis
f) decision analysis
g) input process output analysis

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DBMS:-
Collection of interrelated data & programs to access
those data is a DBMS.
A software system which performs the functions of
defining, creating, revising & controlling the
database. It provides facilities for retreiving data,
genereating report,revising data defintion ,updating
data & building application.

A Database Management System (DBMS) is a set of

computer programs that controls the creation,
maintenance, and the use of the database with
computer as a platform or of an organization and its
end users. It allows organizations to place control of
organization-wide database development in the
hands of database administrators (DBAs) and other
specialists. A DBMS is a system software package
that helps the use of integrated collection of data
records and files known as databases. It allows
different user application programs to easily access
the same database. Dbms may use any of a variety
of database models, such as the network model or

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 relational model. In large systems, a DBMS allows
users and other software to store and retrieve data
in a structured way.

DATABASE REQUIREMENT:
1. Transaction processing requirement
2. Management requirement

Objectives of DBMS:-

Shareability: An ability to share data resources is a

fundamental objective of database management. In its
fullest interpretation, this means different people and
different processes using the same actual data at
virtually the same time.

Availability: Availability means bringing the data of an

organization to the users of that data. They system
which manages data resources should be easily
accessible to the people within n organization – making
the data available when and where it is needed, and in
the manner and form in which it is needed.

Evolvability: Evolvability refers to the ability of the

DBMS to change in response to growing user needs and
advancing technology. Evolvability is the system

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characteristic that enhances future availability of the
data resources.

Adaptability is a more advanced form of Evolvability

in which built in algorithms enable a system to change
itself, rather than having a change made to it.
Adaptability involves purposive, self organizing, or self
controlling behavior, that is, self regulation toward a
single criterion of success: ultimate, long-term survival.

Integrity: The importance and pervasiveness of the

need to maintain database integrity is rooted in the
reality that man is perfect. Destruction, errors and
improper disclosure must be anticipated and explicit
mechanisms provided for handling them. The three
primary facets of database integrity are:

- protecting the existence of the database

- Maintaining the quality of the database
- Ensuring the privacy of the database.

DBMS has many objectives some of them are as

follows.

1.DBMS give multi-user access

2.Give good security to database.
3.Give full control to Data
4.Gives better hope of porting the code to
other DBMS products. (Good compatibility).

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 5.Platform independent.
6.Support online documentation
7.Keep and maintain proper backups.
8.Concurrency control.
9.crash recovery
10. Complex query support

Functions of DBMS:-
- Database Definition
- Database creation (storing data in a defined
database)
- Retrieval (query and reporting)
- Update (Changing the contents of the database)
- Programming User Facilities for system
development
- Database revision and restructuring
- Database integrity control
- Performance Monitoring

DBMS Functions

Data storage, retrieval, and update;

A system catalog that can be queried;
Security services;
Integrity services.

Additional DBMS Functions

Shared update support;
Backup and recovery services;
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 Data independence support;
Replication support; and
Utility services.

Data, Storage, Retrieval, and Update

The most important capability of a DBMS.
Provides users with the ability to store, retrieve, and
update the data in the database.

Catalog
Contains descriptions of database components and can
be queried by database users.
Provides important information for those who are in
charge of a database, or for those who write programs
to access the database.

Shared Update

Allows more than one user to query the same data at

the same time.
Ensures accuracy when several users are updating the
same data in a database at the same time.

Backup and Recovery

Provides a mechanism for recovering the database in
the event that the database is damaged in any way.
The process of returning the database to a correct state
is called recovery.
Periodically making a copy of the database is called
backup.

Data Independence
Ability to change the structure of a database with
minimal impact on existing programs includes:
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 Using ALTER TABLE to add a column or change the
attributes of a column
Using the CREATE statement to create a new table,
index or view
Using ALTER TABLE to add or change a relationship
by adding and/or dropping a foreign key

Replication
A way to manage copies of the same data at multiple
locations.

Utilities
Assist in the general maintenance of the database:
Permit changes to be made in the database structure.
Permit the addition of new indexes and the deletion
of ones no longer needed.
Access to DOS, Windows, Linux, and other operating
system services from within the DBMS.

DBMS ARCHITECTURE:-
A commonly used view of data approach is the three-
level architecture suggested by ANSI/SPARC (American
National Standards Institute/Standards Planning and
Requirements Committee). ANSI/SPARC produced an
interim report in 1972 followed by a final report in
1977. The reports proposed an architectural framework
for databases. Under this approach, a database is
considered as containing data about an enterprise. The
three levels of the architecture are three different views
of the data:
1. External - individual user view
2. Conceptual - community user view
3. Internal - physical or storage view

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The three level database architecture allows a clear
separation of the information meaning (conceptual
view) from the external data representation and from
the

physical data structure layout. A database system

that is able to separate the three different views of
data is likely to be flexible and adaptable. This
flexibility and adaptability is data independence

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Physical Data Level

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The physical schema describes details of how data is
stored: files, indices, etc. on the random access disk
system. It also typically describes the record layout of
files and type of files (hash, b-tree, flat).

Early applications worked at this level - explicitly dealt

with details. E.g., minimizing physical distances
between related data and organizing the data
structures within the file (blocked records, linked lists of
blocks, etc.)

Conceptual Data Level

This level describes the organizational data which is

actually to be stored in the database. This level
contains information about entire database in terms of
a small number of relatively simple structures

Hides details of the physical level.

• In the relational model, the conceptual schema

presents data as a set of tables.

The DBMS maps data access between the conceptual to

physical schemas automatically.

• Physical schema can be changed without changing

application:

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 • DBMS must change mapping from conceptual to
physical.
• Referred to as physical data independence.

External Data Level

This is the abstraction for a user. This level of

abstraction generally describes only some small part of
the database.

In the relational model, the external schema also

presents data as a set of relations. An external schema
specifies a view of the data in terms of the conceptual
level. It is tailored to the needs of a particular category
of users. Portions of stored data should not be seen by
some users and begins to implement a level of security
and simplifies the view for these users

Examples:

• Students should not see faculty salaries.

• Faculty should not see billing or payment data.

Information that can be derived from stored data might

be viewed as if it were stored.

• GPA not stored, calculated when needed.

Prospective Employer’s view Department’s View

Student Name Enrolment

Number

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Telephone Student Name
Number
Highest Address
Qualification
Professional Telephone
Skill Number
Highest
Qualification

Logical View

Enrolment Key: Numeric

Number
Student Name String
Address String
City String
Pin code Numeric
Telephone Numeric
Number
Highest String
Qualification
Professional String
Skill

Conceptual View

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 Enrolment 9 digit number
Number representation at offset 0
Student Name 25 character string at offset
9
Address 30 character string at offset
34
City 20 character string at offset
64
Pincode ….
Telephone ….
Number
Highest ….
Qualification
Professional …..
Skill

Internal View
The three views of data

COMPONENTS OF DBMS:-
(1) DATA
(2) HARDWARE
(3) SOFTWARE
(4) USER

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DATABASE USERS:-
(1) The programming user
(2) the non programming user
(3) the DBA (database administrator)

DATABASE APPROACH

Non
Programming
User Data base query
Language facility

Db definition
Database creation data
Database redefinition base
Database restructuring
Integrity control
DBA

Database programming
Language interface

Application Program

Programming
user

(1) The programming user :- An application

programmer who does the analysis & programming
of application . The programming user also can use
the database query language ,data definition
language(DDL), data manipulation language (DML)
for special assignment .

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(2) The non programming user :- The non
programming user who is not writing a program to
use the database . usually an analyst or end user
with special traning .

Ex:- SAP, Tally uses by a simple user

(3) The DBA (database administrator):-

Centralized control of the database is managed by
a person or group of person under the supervision
of a highlevel administration. This person or group
is referred to as the DBA. They are the users who
are most familier with the database & are
responsible for creating, modifying & maintaining
its three levels.

(4) Data Base:- A database is a mechnized formally

defined ,centrally contreolled collection of data in
an organization.

(5) Data Records :- The data records are

physically organiuzed & stored sa as to promote
shareabilty, availability, evolvability & integrity.

Relationships:-
(1) 1:1 (one to one) -- Ex. Coaching
(2) 1:M (One to Many) – Class lecture, university &
student
(3) M:M (Many to Many) – University
classes(different streams)

1:1 Professor Student

students

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 1: M University
student
s

Stream
M:M University Marketin
g
Financ
e
HR

Entity – Relationship Models:- (E-R models)

Entity set -- Rectangles

Properties/Attributes --
Ellipes

Relationship --
Diamonds

Links -- Lines

Example:-

Employee set Attributes Value

Employee E_name Raj

E_add Sadar
E_skill Cook
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 add

nam skil
e l

Work
Employee Departments
s For

HR
marketing
finance

Advantages of DBMS:-
(1) Controlled redundancy
(2) Reduced inconsistency
(3) Data independence
(4) Concurrent access
(5) Data integrity
(6) Data security
(7) Backup & recovery
(8) Easy accessing of data
(9) Daat isolation
(10) Speed, accuracy
(11) Compactmess
(12) Less work load

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User Interface Design:-

A user friendly system & easy to use. The goal of user

interface design is to make the user's interaction as
simple and efficient as possible, in terms of
accomplishing user goals—what is often called user-
centered design. Good user interface design facilitates
finishing the task at hand without drawing unnecessary
attention to itself.
The design process must balance technical functionality
and visual elements (e.g., mental model) to create a
system that is not only operational but also usable and
adaptable to changing user needs.
Interface design is involved in a wide range of projects
from computer systems, to cars, to commercial planes;
all of these projects involve much of the same basic
human interactions yet also require some unique skills
and knowledge. As a result, designers tend to specialize

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in certain types of projects and have skills centered
around their expertise, whether that be software
design, user research, web design, or industrial design.

Classification of users:-
(1) Developers Versus Non
Developers
(2) Novices Vs Expert
(3) Occasional Vs Frequent User
(4) Primary Vs Secondary

User Interface Design Principles

1. The structure principle. Your design should

organize the user interface purposefully, in
meaningful and useful ways based on clear,
consistent models that are apparent and
recognizable to users, putting related things
together and separating unrelated things,
differentiating dissimilar things and making similar
things resemble one another. The structure
principle is concerned with your overall user
interface architecture.
2. The simplicity principle. Your design should
make simple, common tasks simple to do,
communicating clearly and simply in the user’s own
language, and providing good shortcuts that are
meaningfully related to longer procedures.

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 3. The visibility principle. Your design should keep
all needed options and materials for a given task
visible without distracting the user with extraneous
or redundant information. Good designs don’t
overwhelm users with too many alternatives or
confuse them with unneeded information.
4. The feedback principle. Your design should keep
users informed of actions or interpretations,
changes of state or condition, and errors or
exceptions that are relevant and of interest to the
user through clear, concise, and unambiguous
language familiar to users.
5. The tolerance principle. Your design should be
flexible and tolerant, reducing the cost of mistakes
and misuse by allowing undoing and redoing, while
also preventing errors wherever possible by
tolerating varied inputs and sequences and by
interpreting all reasonable actions reasonable.
6. The reuse principle. Your design should reuse
internal and external components and behaviors,
maintaining consistency with purpose rather than
merely arbitrary consistency, thus reducing the
need for users to rethink and remember.

Point To Be Considered At Preparing User Interface

Design:-
1) Screen Design
2) Feedback & Observation
3) Error Control

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4) Response Time
5) Workstation Design
6) Interactive User Dialogue
7) Command Language
8) Result
9) Form, Icons, Graph, Color

An ideal interface design must contain:-

1) consistency
2) flexibility
3) user control

Development Implementation Plan:-

The Development Implementation Plan describes how

the information system will be deployed, installed and
transitioned into an operational system. The plan
contains an overview of the system, a brief description
of the major tasks involved in the implementation, the

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overall resources needed to support the
implementation effort (such as hardware, software.
facilities, materials, and personnel), and any site-
specific implementation requirements. The plan is
developed during the Design Phase and is updated
during the Development Phase; the final version is
provided in the Integration and Test Phase and is used
for guidance during the Implementation Phase. The
outline shows the structure of the Implementation Plan.

Development Implementation Plan has following 3

stages:-
1) Definition stage
2) Development Stage
3) Installation & Operation Stage

Definition stage:-
a.Proposal Definition
b.Feasibility Study
(Technical Feasibility, Economical Feasibility
& Behavioral Feasibility)
c. Information Requirement Analysis
d.Conceptual Design

Development Stage:-
a.Physical System Design
b.Physical Database Design
c. Programme Development
d.Procedure Development

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Installation & Operation Stage:-
a.Conversion
b.Operation & Maintenance
c. Post Audit

C
A
N
C
E
L
L
A
T
I
O
N
Definition stage P
O
S
S
I
B
I
L
Feasibility study I
T
Y

A
Information requirement
N
analysis
A
N
Conceptual design Y

S
T
A
G
32 E
 Proposed definition

Development Stage

Physical system design

Physical database design

Programme development

Procedure development

Installation & Operation Stage

Conversion

Operation & maintenance

Post audit/ feedback

Developing software and information systems involves a number

of processes:
• consulting users to define what the software or
system must be able to do
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• analyzing requirements and designing software and
systems to meet those requirements
• developing, testing and implementing software and
systems (and redeveloping and retesting until
software and systems meet specified requirements)
• Evaluating and maintaining software and systems
to ensure that they meet customer requirements
and specifications.
• developing quality standards and validation
techniques
• auditing software and systems to ensure
specifications are accurate
• researching, developing, implementing and
documenting test plans and test scripts
• evaluating automated testing tools
• Making recommendations about ways to improve
software and system quality.

Quality Assurance & Evaluation of Information

System:-
Information systems quality assurance analysts develop and
implement policies and procedures to ensure customer satisfaction,
maximum performance and overall quality of software products and
information systems.

The concept of quality in information system:-

1) complete data
2) accurate data
3) understand output
4) precise data

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 5) timely output
6) relevant output
7) integrated output
8) user friendly integration
9) error control
10) authorized user

Factors on the basis of which quality of an

MIS is Judged:-
1) Correctness 2) Reliability
3) Efficiency 4) Usability
5) Maintainability 6) Portability
7) Accuracy 8) Error Tolerance
9) Expandability 10) Access Control &
Audit
11) Communicativeness

Organizational Duties Regarding Quality

Assurance:-

TOP INFORMATION
USER
MANAGEMENT SYSTEM MGMT.
Database Development &
supervision of quality maintenance
assurance procedure participation in input &
supervision of information output
system control procedure
establish overall establish & monitor
organization structure procedures to measure &
select information system report evidence of
& execution quality ,errors, application
approve plan & budget repair maintenance
evaluate performance
approve major h/w & s/w

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 CONDITION FOR QUALITY ASSURENCE:
1) organizational commitment
2) internal problem division with respect to
operation
3) to achieve user control in application design

Evaluation of information system:-

1) significant task relevance
2) willingness to pay
3) system usage
4) user interface satisfaction

Types of evaluation:-
1) technical evaluation
2) operational evaluation
3) economic evaluation
4) evaluation by use of performance monitor
5) evaluation by uses of system logs &
observation
6) evaluation of proposed hardware, software
7) evaluation of existing hardware, software

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