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SUBJECT  MANAGEMENT INFORMATION SYSTEM

Question-: study about the following types of


information system based on the different function and
areas of any business --:

1. Financial and accounting system

2. Strategic information system

3. Human resources information system

4. Inventory sub-system

5. Logistic and production sub-system and

6. Sales and marketing information system

Submitted by Presented by
S.P.Deniel Pradeep kumar
(08MBA058)
Answer -:
1. Financial and
accounting system
Financial information system (FIS)
Generally, Information is the lifeblood of financial markets, but they rely on a flow of news and
market information to function. Moreover, financial information systems deliver huge amounts
of details to financial professionals around the world about counter markets, price endorsers,
research services and news-providers.

• Today, strong financial management in the public sector is not a


luxury but a necessity.

• We are in an era of increased demand for accountability and


transparency

• the "stakeholders" of the public sector are demanding more


effective and efficient use of public resources

• Integrated Financial mgt System (IFMS) aims at improving


accountability by enhancing transparency and oversight in govt
operations

• IFMS applies high technology to enhance financial mgt and


reduce mismanagement and corruption.

DEFINITION

The Financial Management Information System (FMIS), as


the main decision support and monitoring system for public
finance, is based on centrally available information gathered
from all important components of the PFMS.

Public Financial Management System (PFMS) is designed


to
 support all financial operations,

 collect accurate, timely, complete, reliable and


consistent information on all public financial events,

 provide adequate management reporting,

 support government-wide and agency policy decisions,

 produce auditable financial statements

Policy Fo
and R
Figure 1: Cycle for public financial management

Need of Financial Information

1
Financial professionals have access to a wide range of data from breaking
news and immediate prices, price-histories, historic news, stats, agent research,
corporation fundamental data and estimates. However, the most demanding users
of financial information are traders and sales people.

Although they also desire access to the news and market information they do
not require pursuing market actions as strictly as traders. They need systems that
supply other content together with company s basic data, forecast data, broker
investigating and details on managed resources.Financial professionals look for
information systems which also supply analysis and communicating tools. They
require tools which allow them to investigate the markets, identify the trading and
investment chances, and evaluate the perils linked with their strategies. In addition,
they need the ability to speak quickly and simply with other market-participants and
with their co-workers & ; clients. Increasingly, financial professionals on the
purchase-side want to trade directly and try to find access to feasible prices and
merchandising tools in their fiscal information systems.

Primary Functions of FIS:


The primary functions of FIS include : Recording all financial transactions in general
ledger accounts Producing fiscal reports to meet up administration and statutory
requirements Controlling overall spending through budgetary controls embedded in
the system Producing business fiscal statements.

Components of FIS:
FIS is comprised of three SAP components. This section focuses on how they
work individually and how they relate to each other. The three components
are:

• Financial Accounting (FI)


Financial Accounting is used to record the entire financial transactions in
general ledger accounts for the assets that is A/R, liabilities that is A/P,
revenues and expenses. In addition to, FI produces the university s financial
statements.

• Funds Management (FM)


Funds Management is used to recognize the funding source and control the
overall expenses. Funds Management will prevent the posting of a
transaction for which there are insufficient budget dollars.

• Controlling (CO)
Controlling is used to track the revenues and expenses based on particular
reporting necessities, i.e. by department or specific activity or project. Each
revenue or expense transaction practiced within Financial Information
System will incorporate a code furnished from each of these components and
will answer the following questions : What taxation or expenditure occurred
(FI) What is the source of funding How much funding is available
for spending (FM) Which department/project incurred the activity (CO).

Accounting information system


An accounting information system (AIS) is the system of
records a business keeps maintaining its accounting system. This
includes the purchase, sales, and other financial processes of the
business. The purpose of AIS is to accumulate data and provide
decision makers (investors, creditors, and managers) with
information.

Accounting Information Systems (AISs) combine the study and practice


of accounting with the design, implementation, and monitoring of
information systems. Such systems use modern information technology
resources together with traditional accounting controls and methods to
provide users the financial information necessary to manage their
organizations.

The Finance and Accounting System takes care of various functional and
management aspects related to finance and accounting activities. This sub
module supports and manages the following functions:

· Finance
It enables the financial functions of in-house systems. The expenditure and the
revenue accounts can be maintained. This system offers the facility of maintaining
voucher wise expenditure details and generates cashbooks and the related ledgers
and account documents.
· Planning and Budgeting
The authorities in concern prepare the financial estimate for the department.
Firstly a Proposed Estimate (PE) is made taking into view the various expenditures
and the profits, with reference from last Budget Estimates. Input forms are made to
keep track of the various transactions.

The Sanction Estimate (SE) takes care of the amount sanctioned for particular
activity under particular budget head. The Revised Estimate (RE), the Latest
Estimate (LE), Excess and Savings are made which keeps track of the further
changes taking place at various levels of transaction.
In all, budgeting supports the following functions

1. Data entered for Proposed Estimate and Sanction


Estimate.

2. Generation of Revised Estimate and Proposed Estimate

3. Generation of Latest Estimate

4. Generation of Excess & Savings

5. Maintenance of the expenditure vouchers

· Accounts
1. Generation of Disbursal Officer’s cashbook. (Details maintained are
number of items, head of service and particulars of various
disbursements.)

2. Maintenance of cheque details, (i.e. cheque number, date of issue of


cheque, treasurer’s name with whom the cheque is concerned, bearers
name)

3. Maintenance of the revenue details (details of the revenue receipts and


the challan numbers under particular revenue item code and budget head
code)
4. Details of the forest deposits related challan number, voucher numbers of
the expenses incurred.
All these details are categorized on the basis of budget head code

· Audit

· Keeps an account of the auditions taking place in the course of action.


· The basic functions taken care are -Details of the audit objections,
Maintenance of the Audit status tracking entry.

· Inventory

· Generation of details of item code, their details.


· Generation of D2, D4 register
· Item issued details

It helps the maintenance of expenditure/ revenue, voucher transaction,


cashbook and ledger books. It also helps the forest managers in inventory
management and audit management. It can generate decision-making
reports such as monthly account, expenditure summary, cash account, and
expenditure details for different schemes.

2. Strategic information system


A Strategic Information System (SIS) is a system to manage information and assist in
strategic decision making. A strategic information system has been defined as, "The information
system to support or change enterprise's strategy."

A SIS is a type of Information System that is aligned with business strategy and structure. The
alignment increases the capability to respond faster to environmental changes and thus creates a
competitive advantage. An early example was the favorable position afforded American and
United Airlines by their reservation systems, Saber and Apollo. For many years these two
systems ensured that the two carriers' flights appeared on the first screens observed by travel
agents, thus increasing their bookings relative to competitors. A major source of controversy
surrounding SIS is their sustainability.

SISs are different from other comparable systems as:

• They change the way the firm competes.


• They have an external (outward looking) focus.
• They are associated with higher project risk.
• They are innovative (and not easily copied).

Introduction
A Strategic Information System (SIS) is a system that helps companies change or otherwise alter
their business strategy and/or structure. It is typically utilized to streamline and quicken the
reaction time to environmental changes and aid it in achieving a competitive advantage.

Key features of the Strategic Information Systems are the following:

1) Decision support systems that enable to develop a strategic approach to align Information
Systems (IS) or Information Technologies (IT) with an organization's business strategies

2) Primarily Enterprise resource planning solutions that integrate/link the business processes to
meet the enterprise objectives for the optimization of the enterprise resources

3) Database systems with the "data mining" capabilities to make the best use of available
corporate information for marketing, production, promotion and innovation. The SIS systems
also facilitate identification of the data collection strategies to help optimize database marketing
opportunities.

4) The real-time information Systems that intend to maintain a rapid-response and the quality
indicators.
Strategic Planning
Strategic Planning establishes the direction for all Agency efforts and forms the
basis for strategic and tactical decisionmaking, resource allocation, and capital
investment. It does so in the context of the Agency's vision, mission, goals,
objectives, values, and policies, as well as external and internal environments. The
Strategic Planning process requires alignment among NASA's Strategic Plan, the
Enterprise Strategic Plans, programs, and institutional capabilities.

Figure- Strategic Management


System

3. Human resources information system


Introduction

• Human Resources Management (HRM) is the attraction, selection,


retention, development, and utilization of labor resource in order to
achieve both individual and organizational objectives.

• Human Resources Information Systems (HRIS) is an integration of


HRM and Information Systems (IS).

• HRIS or Human resource Information system helps HR managers


perform HR functions in a more effective and systematic way using
technology.

• It is the system used to acquire, store, manipulate, analyze, retrieve,


and distribute pertinent information regarding an organization's human
resources.

• A human resource information system (HRIS) is a system used to


acquire, store, manipulate, analyze, retrieve, and distribute pertinent
information about an organization's human resources (Tannenbaum,
1990).

• The HRIS system is usually a part of the organization's larger


management information system (MIS) which would include
accounting, production, and marketing functions, to name just a few.

• Human resource and line managers require good human resource


information to facilitate decision-making.

Definition

A Human Resources Information System is a system that lets you


keep track of all your employees and information about them. It is
usually done in a database or, more often, in a series of inter-
related databases.

Also Known As: HRIS, HRMS, Human Resources


Purpose
The function of Human Resources departments is generally administrative and common to all
organizations. Organizations may have formalized selection, evaluation, and payroll processes.
Efficient and effective management of "Human Capital" has progressed to an increasingly
imperative and complex process. The HR function consists of tracking existing employee data
which traditionally includes personal histories, skills, capabilities, accomplishments and salary.
To reduce the manual workload of these administrative activities, organizations began to
electronically automate many of these processes by introducing specialized Human Resource
Management Systems. HR executives rely on internal or external IT professionals to develop and
maintain an integrated HRMS. Before the "client-server" architecture evolved in the late 1980s,
many HR automation processes were relegated to mainframe computers that could handle large
amounts of data transactions. In consequence of the high capital investment necessary to
purchase or program proprietary software, these internally-developed HRMS were limited to
organizations that possessed a large amount of capital. The advent of client-server, Application
Service Provider, and Software as a Service or SaaS Human Resource Management Systems
enabled increasingly higher administrative control of such systems. Currently Human Resource
Management Systems encompass:

1. Payroll

The payroll module automates the pay process by gathering data on


employee time and attendance, calculating various deductions and taxes,
and generating periodic pay cheques and employee tax reports.

2. Work Time

The work time gathers standardized time and work related efforts. The most advanced
modules provide broad flexibility in data collection methods, labor distribution
capabilities and data analysis features. Cost analysis and efficiency metrics are the
primary functions.

3. Benefits Administration

The benefits administration module provides a system for organizations to administer


and track employee participation in benefits programs. These typically encompass
insurance, compensation, profit sharing and retirement.
4. HR management Information system

The HR management module is a component covering many other HR


aspects from application to retirement. The system records basic
demographic and address data, selection, training and development,
capabilities and skills management, compensation planning records and
other related activities.

5. Recruiting

Online recruiting has become one of the primary methods employed by HR departments to
garner potential candidates for available positions within an organization. Talent Management
systems typically encompass:

• analyzing personnel usage within an organization;


• identifying potential applicants;
• recruiting through company-facing listings;
• recruiting through online recruiting sites or publications that market to both
recruiters and applicants.

6. Training/Learning Management System

The training module provides a system for organizations to administer and


track employee training and development efforts. The system, normally
called a Learning Management System if a stand alone product, allows HR to
track education, qualifications and skills of the employees, as well as
outlining what training courses, books, CDs, web based learning or materials
are available to develop which skills.

7. Performance Record

Many organizations have gone beyond the traditional functions and


developed human resource management information systems, which support
recruitment, selection, hiring, job placement, performance appraisals,
employee benefit analysis, health, safety and security, while others integrate
an outsourced Applicant Tracking System that encompasses a subset of the
above.

Application of HRIS

HRIS can be applied in the following areas of HRM

• HR planning
• Succession planning
• Work force planning
• Work force dynamics analysis
• Staffing
• Applicant recruitment and tracking
• Employee data base development
• Performance management
• Learning and development
• Compensation and benefits
• Pay roll
• Job evaluation
• Salary survey
• Salary planning
• International compensation
• Benefits management
• Develop innovative Org. Structure
• Develop IT

HRIS Benefits:

HRIS has showed many benefits to the HR operations. A few of them can be
detailed as;

o Faster information process,


o Greater information accuracy,
o Improved planning and program development, and
o Enhanced employee communications (Overman, 1992).

Barriers to the success of an HRIS:

o Lack of management commitment


o Satisfaction with the status quo
o No or poorly done needs analysis
o Failure to include key people
o Failure to keep project team intact
o Politics / hidden agendas
o Failure to involve / consult significant groups
o Lack of communication
o Bad timing (time of year and duration

Critical Analysis
Although almost all HR managers understand the importance of HRIS, the general
perception is that the organization can do without its implantation. Hence only large
companies have started using HRIS to complement its HR activities.

But HRIS would be very critical for organizations in the near future. This is because
of a number of reasons.

• Large amount of data and information to be processed.


• Project based work environment.
• Employee empowerment.
• Increase of knowledge workers & associated information.
• Learning organization

The primary reason for delay in HRIS implementation in organizations is because of


the fear psychosis created by "technology" and "IT" in the minds of senior
management. They may not be very tech savvy and fear being left out.

But trends are changing for the better as more and more organizations realize the
importance of IT and technology. Major HRIS providers are concentrating on the
small and middle range organizations as well as large organizations for their
products. They are also coming up with very specific software modules, which
would cater to any of their HR needs. SAP and Peoplesoft provide HR modules
within their business intelligence software. Hence HRIS would soon be an integral
part of HR activities in all organization.

4.Inventory sub-system
The Inventory Subsystem provides the capability to add new stock items, review
or change existing stock items, delete obsolete stock items, and to generate
standard or ad hoc reports. The Inventory Subsystem automatically generates
Stock Replenishment Notices for low level stock items, and provides for
reconciliation of physical inventory data. It supports in particular the planning and
procurement of
materiel. The Inventory Management Sub-system is composed of the following modules (according to the
DoD terminology called Computer Software Configuration Items – CSCI):

◊ Provisioning
One of the most important activities of military logistics is to provide the armies with materiel
and equipment. There is an immense amount of labor associated with assurance of the
operability of the equipment with spare parts and in time supply of ammunition for the
individual organizational parts, while minimizing the Warehouse inventories which freeze
considerable financial and human resources. Therefore, objective needs must be identified. This
is done by means of analyzing the present situation.

◊ Acquisition and Procurement Directions


The purpose of this module is to support decisionmaking concerning which materiel will be
procured for the armed forces and in what amounts (purchase, manufacture). The main input
consists of data created by the Provisioning.

◊ Distribution Directions

Their purpose is to create directions for the complementing of the inventory level according to
the amount standard applicable to the individual organisational parts of the armed forces.
Distribution directions are created based on requirements for materiel from the organizational
parts of the armed forces (entered at local servers by means of the Distribution Directions), or
based on a parametrisable automated calculation done by comparing the current inventory level
(the Materiel Record Keeping) with standards for the individual organisational parts (the
Logistic Requirements).

5. Logistic and production sub-system

The Logistic Management Sub-system (LMS) serves in particular top-level logisticians. It is


composed of the following modules-:

◊ Control (Performance Indicators)

Control (Performance Indicators) is designed for the top level of logistics. It serves to evaluate
the logistic performance and effectiveness of logistic entities (formations, warehouses, bases)
and processes (supply, maintenance, storage, etc.). It defines the objectives, intentions,
measurable norms and performance indicators. Based on these, it compares the actual
performance with the relevant norms and presents the result to the user.

◊ Operation Logistic Support Planning


It provides support for the logistic assurance of operations of the armed forces. It provides a
comprehensible overview of the existing situation during the entire operation and supports
continuous planning of the logistic support. Information concerning the achieved status of
logistic assurance and the existing requirements are transmitted between the individual
commanding levels of the armed forces by means of logistic reports.

The Logistics Information System (LIS) is made up of the following information systems:

_ Sales Information System


_ Purchasing Information System
_ Inventory Controlling
_ Shop Floor Information System
_ Plant Maintenance Information System
_ Quality Management Information System
_ Retail Information System (RIS)
_ Transport Information System (TIS)

The Logistics Information System allows you not only to evaluate actual data, but also to
create
Planning data. The information systems provide easy-to-use planning functions that are also
Supported by a forecasting function. As of Release 3.0, the planning functionality of the
Information systems and the component Sales and Operations Planning (SOP) were
combined
And enhanced to make one central planning and forecasting tool. For this reason, you will
not
Find the planning documentation in this document, but rather in the document PP - Sales
and
Operation Planning.

6. Sales and marketing information system


Sales analysts have used computer-based data since 1980 analyse their companies leading
customers, competitors and markets. Market managers have developed product positioning and sales
strategies from information stored in computer database, and planners have been employing industry and
demographic data to determine best investment and expansion opportunities.

Emerging in an era of precise micro marketing and increasing cost control, desk top mapping
software solution called MASINFO is the boon in the hands of marketers at every operational level.
MASINFO enables companies to make more intelligent business decision with this insightful tool. These
decisions, gleaned from visually analyzing sales, markets and demographic data, are going to generate
more fertile sales territories, more profitable marketing programs and more successful site planning than
ever before.

MASINFO facilitates managers to actually see the productivity of each sales territory, sales person,
and distributor. You can chart and rank your complete list of customers for every product and service and
have clear picture of where you stand in the marketplace. Territories are being drawn with precise
knowledge of an area's existing and potential revenue and realistic sales quotas are being set.

MASINFO has been developed for Indian environment. Maps up to state and district levels are
bundled with road and rail network having census data attached, MASINFO is being used by multinational
and Indian companies for the following applications.

1. Sales Analysis
2. Site analyses
3. Distribution System
4. Global view of sales
5. Service Centres
6. Direct response
7. Direct Sales
8. Advertising
9. HRD
10. Routing

MASINFO is the most cost effective solution for data visualization and analysis. MASINFO software
delivers exceptional price performance, enabling sales managers and marketers to:

 Quickly and intuitively see relationship between diverse data.


 Efficiency manage resources.
 Make decision based on greater insight
 Spot new opportunities.

MASINFO provides sales and marketing professional the advantage of viewing multilayer of
information relationship. If generate maps that have data attached to any object Ease-of-use for
geocoding address matching and relationship joins.

What is MKIS?

‘MKIS (MIS) is a set of procedures and methods for the regular, planned
collection, analysis and presentation of information for use in marketing decisions’

"A marketing information system is a continuing and interacting structure of people, equipment
and procedures to gather, sort, analyse, evaluate, and distribute pertinent, timely and accurate
information for use by marketing decision makers to improve their marketing planning,
implementation, and control".

Figure 2 : The marketing information systems and its subsystems

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