Introduction To Information System

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System Concept - System Analysis And Design
System Analysis And Design

System Analysis And Design PDF, Notes, Ebook Free Download.
February 9, 2016
System Concept
`System a word used in many ways in our day-to-day life. To mention a few, we
know transportation system, the economic system, educational system, and for
over three decades, the computer system.
A system is a fundamental concept of system theory, a way of thinking about the
world, a model. We determine a system by choosing the relevant interactions we
want to consider, and Choosing the system boundary or equivalently, providing
membership criteria to determine which entities are part of the system, and which
entities are outside of the system and are therefore, part of the environment of
the system.
System Concept
The term system is derived from the Greek word `systema which means an
organized relationship among functioning units or components.
or in other words,
A system is an orderly group of independent components linked together
according to a plan to achieve a common objective.
The word component may refer to physical parts (engines, wings of aircraft,
wheels of car), managerial steps (planning, organizing, directing, and controlling)
or a subsystem in a multilevel structure.
For example A business is also a system. Its components marketing,
manufacturing, sales, research, shipping, accounting and personnel all work
together to create profit that benefits the overall organization.
Even though there are many types of systems that may appear to be quite
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System Concept - System Analysis And Design
different, they turn out to have many similarities. There are common principles
and philosophies and theories that apply remarkably to virtually all kinds of
systems.
Thus, if we understand something of general systems theory, it can help us to
better understand the computerized information system.
A definition of the basic term system is as follows
1. A regularly interacting or interdependent group of items forming a unified
whole.
2. An organized set of doctrines, ideas or principles usually intended to explain
the arrangement of a systematic whole.
3. An organized or established procedure.
Introduction to Information System, Uncategorized
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Features of a System - System Analysis And Design

February 9, 2016
Features of a System
FEATURES OF A SYSTEM
System has the following features :
People : People include all those who are directly or indirectly related to the
Infrastructure : Include all the physical facilities provided by the system.
Rules, Policies & Regulations : Various procedures carried out to conduct a
meaningful activity.
Objective : It is the ultimate purpose of all the activities related to the
system. If the features above mentioned exist, then we can say that a system
exists. For exampleAn Educational System.
People : Faculty, student, administrative staff etc.
Infrastructure : Building, furniture, library etc.
Rules and Regulations : Dress code, admission procedure, time table etc.
Objective : For teachers, teaching and earning money. For students, to. gain
The study of system concept has 3 basic implementation :
A system must be designed to achieve a predetermined objective.
Interrelationship and interdependence must exist among the components.
The objective of the organization as a whole have a higher priority than the
objective of its sub-system.
Therefore, system should be :
Interdependent
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Features of a System - System Analysis And Design
Interactive
Organized
Functioning
have common objective.
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Characteristics of a System - System Analysis And Design

February 9, 2016
Characteristics of a System
CHARACTERISTICS OF A SYSTEM
1. Organization : Organization implies structure and order. It is the
arrangement of components that helps to achieve the objectives. Likewise, a
system i.e., a computer system is designed around an input device, .a central
processing unit, an output device andone or more storage units. When
linked together, they work as a whole system for producing information.
2. Interaction : It refers to the manner in which each component functions
with other component of the system.
3. Interdependence : It means that part of the organization depends on one
another. One subsystem depends upon the input of another subsystem for
proper functioning e., output of one subsystem is the required input for the
another subsystem.
4. Integration : It is concerned with how a system is tied together. It means
that parts of the system work together within the system even though each
part performs a unique function.
5. Central Objective : The last characteristic of a system is its central objective.
The important point is that user must be know about the central objective of
theorganization.
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Types of System - System Analysis And Design

February 9, 2016
Types of System
TYPES OF SYSTEM
System has been classified in different ways. Some popularly known
classificationsare
1. Physical and Abstract System
2. Open and Closed System
3. Formal and Informal Information System
4. Computer Based Information System
Management Information System (MIS)
Decision Support System (DSS)
1. Physical and Abstract System
Physical systems are tangible entities that may be static or dynamic in operation.
Static systems are those systems in which each entity has its own physical
existence, which can be seen, touched and counted. For example, the physical
parts of the computer center are the offices, desks and the chairs that facilitate
the operation of the computer. They can be seen and counted.
In contrary, Dynamic system responds to various demands made by the user.
Data, program, output and specification changes as the user demands.
Abstract system are conceptual and non-physical entities. Or in other words,
Abstract systems are used for describing data and data relationships in
accordance with concept. They may be straight forward as formula of relationship
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among the set of variables. The main objective of abstract model is that it seems
to be easier for the analyst to visualize relationship among the system under
study and point out the components and interrelationship among them.
Open and Closed System
An open system is a state of a system, in which a system continuously interacts
with its environment. Open systems have many interfaces with environment. It
permits interaction across boundary. It receives input from and delivers output to
the outside world. It visualizes organizations taking inputs such as raw material,
labour, capital and competitive information from the larger environment.
Operations are performed on the input and combined with the managerial
process to produce desirable results which are distributed back to the
environment.
A closed system is a system in the state of being isolated from the

environment.Or in other words, A closed system is the one which do not interact
with the environment i.e., it has no input or output. Whatever environment
surrounds, the closed system do not the change, or if it does, a barrier exist
between the environment and the system to prevent the system from being
affected.
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It is often used to refer to a theoretical scenario where perfect closure is an

assumption, however no system can be completely closed; there are only varying
degrees of closure.
FORMAL AND INFORMAL INFORMATION SYSTEM
A formal information system is based on the organization represented by the
organization chart. An organization chart is a flow chart that identifies the
organizational element of a business and displays areas of responsibility and lines
of authority. It is the responsibility of top management to define and to update
the organization chart. It is concerned with the pattern of authority,
communication and work flow.
Formal system follows certain formalities i.e, they follow a step by step procedure.
An informal information system do not folkw formalities. If is an employee based
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system, designed to meet personnel and vocational needs and to help solve work
related problems. It also funnels information upwards through indirect channels.
In this respect, it is a useful system because it works within the boundaries and
framework of the business and stated policies.
COMPUTER BASED INFORMATION SYSTEM (CBIS)
These days information system relies on computer for the storage, retrieval of
data. Computer are used to make business application. These days system
analysis heavily relies on computer to solve the business problem.
Major categories of CBIS available these days are :
Decision Support System (DSS)

A management information system is an information system application that
provide for management oriented reporting. These reports are usually generated
on a predetermined schedule and appears in a predefined format.
An MIS is a set of computer based system and procedure implemented to help
managers in their crucial job of decision making. The actual process will involve
the collection, organization, distribution and storage of organization wide
information for managerial analysis and control.
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MIS is a person machine system and highly integrated grouping of information

processing functions designed to provide management with a comprehensive
picture of specific operations.
Management information system is made up of 3 components :
Management : Emphasizing the ultimate use of such information system for
decision making.
Information : Information highlighting on processed data rather than the
raw data and in the context in which managers and other end users use it.
System : System emphasizing a fair degree of integration.
Examples of MIS are :
Inventory Reporting
Sales Forecasting
Sales Reporting
Financial Reporting
Salary Analysis
Decision Support System
A key factor in a use of decision support system is determining what information
is needed. DSS advances the capabilities of MIS. It assist management in decision
making. All type of DSS help managers to answer the question relevant to a
decision situation. The question may be complex, simple and after somewhat
simplistic.
A DSS is an interactive computer based system intended to help managers to
make decisions. A DSS helps a manager to retrieve, summarize and analyze
decision relevant to data.
The origin of the term is simple :
Decision : Emphasizes decision making in problem situation, not in
information processing, retrieval or reporting.
Support : Requires computer aided decision situations with enough
structure to permit computer support.
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System : Accentuates the integrated nature of problem solving, suggesting a

combined man, machine and decision environment.
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System Analyst - System Analysis And Design

February 9, 2016
System Analyst
SYSTEM ANALYST
System Analyst is a specialist who studies the problems and needs of an
organization to determine how people, data, processes, and information
technology can best accomplish improvements for the business.
System analyst understand both business and computing. They study both
business problems and opportunities and then transform business and
information requirements into specification for information systems that will be
implemented by various technical specialists including computer programmers.
System analyst initiates changes within an organization. Every new system
changes the business.
System analyst is basically a problem solver. Problems may be either real or
anticipated that require corrective action.
Skills to be possessed by System Analyst
An analyst must possess various skills to effectively carry out the job. They may be
divided into 2 categories interpersonal and technical skills. Interpersonal skills
deal with relationship and the interface of the analyst with people in business.
They are useful in establishing trust and resolving conflicts. Technical skills focus
on procedures and techniques for operation analysis, system analysis and
computer science.
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A system analyst must develop or possess other skills, knowledge and traits to
complete the job. These include :
Computer programming experience and expertise : It is difficult to imagine
how systems analysts could adequately prepare business and technical
specification for a programmer if they didnt have some programming
experience. Most syStem analysts need to be proficient in one or more highlevel programming languages.
General problem solving skills : The system analyst must be able to take a
large business problem, break down that problem into its parts, determine
problem causes and effects and then recommend a solution. Analyst must
avoid the tendency to suggest the solution before analyzing the problem.
Good Interpersonal Communication Skills : An analyst must be able to
communicate effectively, both orally and in writing. Communication is not
just reports, telephone conversations and interviews. It is people talking,
listening, feeling and reacting to one another, their experience and reactions.
Flexibility and Adaptability : Successful system analysts learn to be flexible
and to adapt to unique challenges and situations.
Act as a Motivator : A system should be designed and acceptable to the
user. System acceptance is achieved through user participation in its
development, effective user training, and proper motivation to use the
system. Analyst plays an important role in acting as a motivator.
General Business Knowledge
There are few general principles that are of particular interest to people building
automated information systems. They include the following :
The more specialized the system is, the less able it is to adapt to different
The more general purpose a system is, the less optimized it is for any
particular
The larger a system is, the more of its resources that must be devoted to its
everyday maintenance.
Participants to System Development
User
Management
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Auditors, Quality assurance people

System Analysts
System Designers
Programmers
Operations Personnels
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The Role of System Analyst - System Analysis And Design

February 9, 2016
The Role of System Analyst

THE ROLE OF SYSTEM ANALYST
Why does Business need Systems Analysts ?
The first systems analysts was born out, of the industrial revolution. They were
industrial engineers whose responsibilities centered around the design of efficient
and effective manufacturing systems. Information system analysts evolved from
the need to improve the use of computer resources for the informationprocessing needs of business applications. In other words, they designed
computer-based systems that manufacture information.
Who is a System Analyst ?
System analysts are people who understand both business and computing.
System analysts study business problems and opportunities and then transform
business and information requirements of the business into the computer based
information systems and computer applications that are implemented by various
technical specialists including computer programmers.
A system analyst facilitates the study of the problems and needs of a business to
determine how the business system and information technology can best solve
the problems and accomplish improvements for the business. The product of this
activity may be improved business processes, improved information systems, or
new or improved computer applications or all the three.
Interpersonal skills relevant to systems work include the following.
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Communication : Having the ability to articulate and speak the language of

the user, and a knack for working with virtually all managerial levels in the
organisation. It is people talking; listening, felling, and reacting to one
another, their experience and reactions.
Understanding : Identifying problems, and assessing their ramification;
having a group of company goals and objectives and showing sensitivity to
the impact of the system on people at work.
Teaching : Educating people in use of computer systems, selling the system
to the user, and giving support when needed.
Selling : Selling ideas and promoting innovations in problems solving, using
Technical Skill includes :
Creativity : Helping users model ideas into concrete plans and developing
candidate systems to match user requirements.
Problem solving : Reducing problems to their elemental levels for analysis,
developing alternative solutions to a given problem, and delineating the pros
and cons to candidate systems.
Project Management : Scheduling, performing well under time constraints
co-ordinating team efforts, and managing cost and expenditures.
Dynamic Interface : Blending technical and non-technical considerations in
functional specifications and general design.
Questioning attitude and enquiring mind : Knowing the what, when, why,
where, who and how a system works.
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What System Analyst Does? - System Analysis And Design

February 9, 2016
What System Analyst Does?

WHAT SYSTEM ANALYST DOES ?
A system analyst carries out the following activities :
1. The first and perhaps most difficult task of systems analyst is problem
definition. Business problems are quite difficult to define. Problems can not
be solved until they are precisely and clearly defined.
2. Having gathered the data relating to a problem, the systems analyst analyses
them and thinks to plan to solve it. He may not come up personally with the
best way of solving a problem but pulls together peoples ideas and refines
them until a workable solution is achieved.
3. Systems analysts are often referred to as planners. A key part of the systems
analysts job is to develop a plan to meet the managements objectives.
4. Initially a systems analysis does not know how to solve a specific problem. He
must consult managers, users and other data processing professionals in
defining problems and developing solutions.
5. systems analysts co-ordinate the process of developing solutions. The
systems analyst must evaluate the merit of such proposed solution before
recommending one to the management.
6. When the plan has been accepted, systems analyst is responsible for
designing it so that managements goal could be achieved. Systems design is
a time consuming, complex and precise task.
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What System Analyst Does? - System Analysis And Design
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Attributes of an Effective Systems Analyst - System Analysis And Design

February 9, 2016
Attributes of an Effective Systems

Analyst
ATTRIBUTES OF AN EFFECTIVE SYSTEMS ANALYST
Systems analyst must have the following attributes :
1. Knowledge of Business functions : A systems analyst must know the
environment in which he or she works. He must be aware of the peculiarities
of management and the users at his installation and realize how they react
to systems analyst. A working knowledge of accounting and marketing
principles. He must be familiar with his companys product and services and
managements policies in areas concerning him.
2. Ability to communicate : As a co-ordinator, a systems analyst must
communicate properly with people of different levels within an organisation.
Systems analyst must listen carefully to what others say and integrate the
thoughts of others into the systems development process.
3. Flexibility : Systems analysts must be flexible in their thinking since they
often do not get their own way. Different people in an organisations have
conflicting needs and most systems are the result of compromise. The
analysts goal is to produce the system that will be the best for his
organisation. This requires an open mind and flexibility in his ideas.
4. Knowledge of Data processing principles : Most systems today are
computer based. The systems analyst must be fully aware of the potential
and limitations of computers.
5. Well educated with sharp mind : Systems analysts are called upon to work
with people at all levels virtually- in every aspect of business. The must know
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how to work with all of them and gain their confidence. Analysts must have
sharp mind to learn quickly how people do their jobs and develop ways for
them to do better.
6. An analytical mind : It takes an unusual person to see through problems
facing an organisation and develop solutions that will work. It requires an
analytical mind to select pertinent data and concentrate on them in defining
problems and forming solutions.
7. Knowledge of people : Since a systems analyst works with others so closely,
he or she must understand their needs and know what motivates them to
develop systems properly.
Skills of Analyst
Architect : The architects primary function as liaison between the clients
abstract design requirements and the contractors detailed building plan
may be compared to the analysts role as liaison between the users logical
design requirements and the detailed physical system design.
Investigator and Monitor : In defining a problem, the analyst places
together the information gathered to determine why the present system
does not work well and what changes will correct the problem.
To undertake and successfully complete a project the analyst must monitor
programs in relation to time, cost, and quality.
Sales person : Selling system can be as crucial as initiating change. Selling
system actually takes place at each step in the system life cycle, however.
Sales skills and persuasiveness, then, are crucial for the success of the
system.
Politician : Related to the role of motivator is that of politician. Diplomacy
and finesse in dealing with people can improve acceptance of the system. In
as much as a politician must have the support of his/her constituency, so is
the analysts goal to have the support of the users staff. He/she represents
their thinking and tries to achieve their goals through computerization.
Change Agent : The analyst may be viewed as an agent of change. The
system designs to introduce change and reorientation in how the user
organisation handles information or makes decisions.
Motivator : Analysts role as a motivator becomes obvious during the first
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few weeks after implementation and during times when turnover results in
new people being trained to work with the candidate system.
Psychologist : The analyst plays the role of a phychologist in the way he/she
reaches people, interprets their thoughts, assesses their behaviour, and
draws conclusions from the interactions. Understanding interfunctional
relationships is important.
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Types of Information - System Analysis And Design

February 9, 2016
Types of Information
TYPES OF INFORMATION
Data is processed to obtain information. Further, the same data may be
processed in different ways to obtain different types of information. A fair amount
of data is processedmanually, particularly when the organization is small and the
amount of data to be processed is small. For example, a small retail grocery store
owner. In order to run his business efficiently he would need different types of
information.
As long as his store is small and his volume of sales is small, all information may
be obtained manually be employing one or more clerks. The information required
by the store owner may be classified into the following categories :
Strategic Information : This is the information needed for long range
planning and directing the course the business should take. The store owner
may like, for example, to decide whether to expand his business by stocking
new varieties of items, in his store, whether to work on a small profit margin
to expand sales, whether to open a new branch etc. He has to obtain
information on trends, effect of reduction in price of some items, impact of
advertising etc. This type of information is less structured. Further, the
volume of important information in strategic planning is small and is difficult
to obtain.
Tactical Information : This type of information is needed to take short
range decisions to run the business efficiently. For instance, the information
on fast and slow moving items may be used to take the tactical decision to
stock more of the former and give discount on the latter. Information on the
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Types of Information - System Analysis And Design
payments of bills by customers may be used to decide appropriate credit

limits to be given to customers. Tactical information requires specifically
designed processing of data. Most of it is obtainable easily from day-to-day
collection of routine data unlike strategic information.
Operational Information : This type of information is needed for day-to-day
operations of a business organization. For instance, list of customers unpaid
bills beyond due date would be used to send reminders. Operational
information is usually easy to obtain by straightforward clerical processing of
data. Further, the volume of such information is much more than tactical
information.
Statutory Information : Information and reports which are required by law
to be sent to government authorities are normally clearly specified and
require straightforward processing of data.
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Qualities of Information - System Analysis And Design

February 9, 2016
Qualities of Information
QUALITIES OF INFORMATION
The qualities of the information to be provided to managers are as follows :
The information should be It should be given to the manager when he needs
it. Delayed information may sometimes be of no value.
It should also be The processing should not hide some vital information
which may, for example, point out the inefficiency of some individuals.
The information must be inother words, the correctness of the input data
and that of the processing rules should be ensured so that the resulting
information is accurate.
Information should be tailored to the needs of the user and should be
relevant to Massive volumes of irrelevant information would waste a lot of
managers time and there is a danger of his missing important relevant
information.
The information should be That is, it should include all data and must not
exclude any.
The information should be presented when he needs it and where he needs
it in such a way that he may immediately perceive its For example,
presentation of information in a graphical form such as bar carts, pie charts,
etc., ensures quick recognition of the significance of the information. It is also
essential to present the information in an attractive format which a user can
immediately understand.
It is essential to give brief summarized information to ensure quick action.
Information should also be up to date. It should include all data available at
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Qualities of Information - System Analysis And Design
the time of processing.

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Information System - System Analysis And Design

February 9, 2016
Information System
INFORMATION SYSTEM
An arrangement of people, data, processes and information technology that
interact to collect, process, store and provide as output, the information needed
to support an organisation. Information System
Information system in organizations capture and manage data to produce useful
information that supports an organization and its employees, customers,
suppliers and partners. Many organizations consider information system to be
essential to their ability to complete or gain competitive advantage. Therefore,
information system development is relevant.
Transaction Processing Systems (TPS) process business transactions such as
orders, time cards, payments and reservations.
Management Information System (MIS) use the transaction data to produce
information needed by managers to run the business.
Decision Support System (DSS) help various decision makers to identify and
choose different options or decisions.
Executive Information System (EIS) are tailored to the unique information needs
of the executives who plan for the business and assess performance against those
plans.
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Information System - System Analysis And Design
Expert System (ES) capture and reproduce the knowledge of an expert problem
solver or decision maker and then simulate the thinking of that expert.
Office Automation Systems (OAS) helps employees to create and share
documents that support day-to-day office activities.
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Transaction Processing System - System Analysis And Design

February 9, 2016
Transaction Processing System

TRANSACTION PROCESSING SYSTEM
A Transaction Processing System (TPS) is a type of information system. TPSs
collect, store, modify, and retrieve the transactions of an organization. A
transaction is an event that generates or modifies data that is eventually stored in
an information system.
From a technical perspective, a Transaction Processing System monitors
transaction programs, a special kind of programs. The essence of a transaction
program is that it manages data that must be left in a consistent state. E.g. if an
electronic payment is made,the amount must be either both withdrawn from one
account and added to the other, or none at all. In case of a failure preventing
transaction completion, the partially executed transaction must be rolled back by
the TPS. While this type of integrity must be provided also for batch transaction
processing, it is particularly important for online processing: if e.g. an airline seat
reservation system is accessed by multiple operators, after an empty seat inquiry,
the seat reservation data must be locked until the reservation is made, otherwise
another user may get the impression a seat is still free while it is actually being
booked at the time. Without proper transaction monitoring, double bookings may
occur.
Characteristics of Transaction Processing Systems
1. Rapid Response : Fast performance with a rapid response time is critical.
Businesses cannot afford to have customers waiting for a TPS to respond,
the turnaround time from the input of the transaction to the production for
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the output must be a few seconds or less.

2. Reliability : Many organizations rely heavily on their TPS; a breakdown will
disrupt operations or even stop the business. For a TPS to be effective its
failure rate must be very low. If a TPS does fail, then quick and accurate
recovery must be possible. This makes well-designed backup and recovery
procedures essential.
3. Inflexibility : A TPS wants every transaction to be processed in the same
way regardless of the user, the customer or the time for day. If a TPS were
flexible, there would be too many opportunities for non-standard
operations, for example, a commercial airline needs to consistently accept
airline reservations from a range of travel agents, accepting different
transactions data from different travel agents would be a problem.
4. Controlled processing : The processing in a TPS must support an
organizations For example if an organization allocates roles and
responsibilities to particular employees, then the TPS should enforce and
maintain this requirement.
Features of Transaction Processing Systems
The following features are included in real time transaction processing systems:
Good Data Placement : The database should be designed to access
patterns of data from many simultaneous users.
Short transactions : Short transactions enables quick processing. This
avoids concurrency and paces the systems.
Real-time backup : Backup should be scheduled between low times of
activity to prevent lag of the server.
High normalization : This lowers redundant information to increase the
speed and improve concurrency, this alsO improves backups.
Archiving of historical data : Uncommonly used data are moved into other
databases or backed up tables. This keeps tables small and also improves
backup
Good hardware configuration : Hardware must be able to handle many
users and provide quick response times.
In a TPS, there are 5 different types of files, the TPS uses the files to store and
organize its transaction data :
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Master file : Contains information about an organizations business

situation. Most transactions and databases are stored in the master file.
Transaction file : It is the collection of transaction records. It helps to
update the master file and also serves as audit trails and transaction history.
Report file : Contains data that has been formatted for presentation to a
user.
Work file : Temporary files in the system used during the processing.
Program file : Contains the instructions for the processing of data.
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Management Information System - System Analysis And Design

February 9, 2016
Management Information System

MANAGEMENT INFORMATION SYSTEM
Management Information System (MIS) is a subset of the overall internal
controls of a business covering the application of people, documents,
technologies, and procedures by management accountants to solving business
problems such as costing a product, service or a business-wide strategy.
Management Information Systems are distinct from regular information systems
in that they are used to analyze other information systems applied in operational
activities in the organization. It refer to the group of information management
methods tied to the automation or support of human decision making, e.g.,
Decision Support Systems, Expert systems, and Executive information systems.
MIS is a planned system of collecting, processing, storing and disseminating data
in the form of information needed to carry out the functions of management.
The system provides information on the past, present and project future and on
relevant events inside and outside the organization. It may be defined as a
planned and integrated system for gathering relevant data, converting it in to
right information and supplying the same to the concerned executives. The main
purpose of MIS is to provide the right information to the right people at the right
time.
The Concept of management information systems originated in the 1960s. During
the early 1960s, it became evident that the computer was being applied to the
solution of business problem in a piecemeal fashion, focussing almost entirely on
the computerization of clerical and record keeping tasks. The concepts of
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management information systems were developed to counteract such in efficient

development and in effective use of the computer. The MIS concepts is vital to
efficient and effective computer use in business of two major reasons :
It serves as a systems framework for organizing business computer applications.
Business applications of computers should be viewed as interrelated and
integrated computer based information systems and not as independent data
processing job .
In emphasizes the management orientation of electronics information processing
in business. The primary goal of computer based information systems should be
the processing of data generated by business operations.
A management information system is an integrated man machine systems that
provides information to support the planning and control function of manager in
an organization.
The output of an MIS is information that sub serves managerial functions. When a
system provides information to persons who are not managers, then it will not be
considered as part of an MIS. For example, an organization often processes a lot
of data which it is required by law to furnish to various government regulatory
agencies. Such a system, while it may have interfaces with an MIS, would not be a
part of it, Instances of such systems is salary disclosures and excise duty
statements. By the same token to sophisticated computer aided design system
for engineering purposes would also not be a part of an MIS.
Generally, MIS deals with information that is systematically and routinely collected
in accordance with a well-defined set of rules. Thus, MIS is a part of the formal
information network in an organization. Information that has major managerial
planning significance is sometimes collected at golf courses. Such information is
not part of MIS, how ever, one- shot market research data collected to gauge the
potential of a new product does not come with in the scope of an MIS by our
definition because although such information may be very systematically collected
it is not collected on a regular basis.
Normally, the information provided by an MIS helps the managers to make
planning and control decisions. Now, we will see, what is planning and control.
Every organization in order to function must perform certain operations. For
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Example, a car manufacturer has to perform certain manufacturing activities, a

wholesaler has o provide water to its area of jurisdiction. All these are operations
that need to be done. Besides, these operations, an organization must make plans
for them. In other words, it must decide on how many and what type of cars to
make next month or what commissions to offer retailers or what pumping
stations to install in the next five years.
Generally, MIS is concerned with planning and control. Often there are elaborate
systems for information that assists operations. For example, the car
manufacturer will have a system for providing information to the workers on the
shop floor about the job that needs to be done on a particular batch of material.
There may be route sheets, which accompany the rate materials and components
in their movement through various machines. This system per se provides only
information to support operation. It has no managerial decision-making
significance. It I not part of an MIS. If, however, the system does provided
information on productivity, machine utilization or rejection rates, then we would
say that the system is part of an MIS.
Generally, MIS has all the ingredients that are employed in providing information
support to manager to making planning and control decisions. Managers often
use historical data on an organizations activities as well as current status data
make planning and control decisions. Such data comes from a database which is
contained in files maintained by the organization . This database is an essential
component of an MIS. Manual procedures that are used to collect and process
information and computer hardware are obvious ingredients of an MIS . These
also form part of the MIS. In summary, when we say that an MIS is an integrated
man machine systems that provided information to supports the planning and
control function of managers in an origination.
It does the following function .
sub serves managerial function
collects stores, evaluates information systematically and routinely
supports planning and control decisions
Includes files, hardware, software, software and operations research models.
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Advantages of MIS
An MIS provides the following advantages :
1. It Facilitates planning : MIS improves the quality of plan by providing
relevant information for sound decision making . Due to increase in the size
and complexity of organizations, managers have lost personal contact with
the scene of operations.
2. In Minimizes information overload : MIS change the larger amount of data
in to summarized form and there by avoids the confusion which may arise
when managers are flooded with detailed facts.
3. MIS Encourages Decentralization : Decentralization of authority is possibly
when there is a system for monitoring operations at lower levels. MIS is
successfully used for measuring performance and making necessary change
in the organizational plans and procedures.
4. It brings Co-ordination : MIS facilities integration of specialized activities by
keeping each department aware of the problem and requirements of other
departments. It connects all decision centers in the organization .
5. It makes control easier : MIS serves as a link between managerial planning
and It improves the ability of management to evaluate and improve
performance . The used computers has increased the data processing and
storage capabilities and reduced the cost
6. MIS assembles, process, stores, Retrieves, evaluates and Disseminates
theinformation.
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Decision Support Systems - System Analysis And Design

February 9, 2016
Decision Support Systems

DECISION SUPPORT SYSTEM
Decision support systems constitute a class of computer-based information
systems including knowledge-based systems that support decision-making
activities.
Because there are many approaches to decision-making and because of the wide
range of domains in which decisions are made, the concept of decision support
system (DSS) is very broad. A DSS can take many different forms. In general, we can
say that a DSS is a computerized system used for supporting, rather than
automating, decisions. A decision is a choice between alternatives based on
estimates of the values of those alternatives. Supporting a decision means helping
people working alone or in a group gathers intelligence, generate alternatives and
make choices. Supporting the choice-making process involves supporting the
estimation, the evaluation and/or the comparison of alternatives. In practice,
references to DSS are usually references to computer applications that perform
such a supporting role.
The term decision support system has been used in many different ways and has
been defined in various ways.
DSS is a model-based set of procedures for processing data and judgments to
assist a manager in his decision-making. DSS couples the intellectual resources of
individuals with the capabilities of the computer to improve the quality of
decisions (DSS are computer-based support for management decision makers
who are dealing with semi-structured problems.)
http://www.systemanalysisanddesigns.com/decision-support-systems/
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Characteristics and Capabilities of DSS

The key DSS characteristics and capabilities are as follows:
1. Support for decision makers in semi structured and unstructured problems.
2. Support managers at all levels.
3. Support individuals and groups.
4. Support for interdependent or sequential decisions.
5. Support intelligence, design, choice, and implementation.
6. Support variety of decision processes and styles.
7. DSS should be adaptable and flexible.
8. DSS should be interactive and provide ease of use.
9. Effectiveness balanced with efficiency (benefit must exceed cost).
10. Complete control by decision-makers.
11. Ease of development by (modification to suit needs and changing
environment) end users.
12. Support modeling and analysis.
13. Data access.
14. Standalone, integration and Web-based.
Advantages of DSS
1. Improving Personal Efficiency
2. Expediting Problem Solving
3. Facilitating Interpersonal Communication
4. Promoting Learning or Training
5. Increasing Organizational Control
The right decision in business is usually based on the quality of your data and
your ability to shift through and analyze the data to find trends in which you can
create solutions and strategies for. DSS or decision support systems are usually
computer applications along with a human component that can sift through large
amounts of data and pick between the many choices.
The key to decision support systems is to collect data, analyze and shape the data
that is collected and then try to make sound decisions or construct strategies
from analysis. Whether computers, databases or people are involved usually
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doesnt matter, however itis this process of taking raw or unstructured data,
containing and collecting it and then using it to help aid decision making.
It is important to note that the field of DSS does not have a universally accepted
model, meaning that there are many theories vying for supremacy in this broad
field. Because of there are many working theories in the topic of DSS, there are
many ways to classify DSS.
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Executive Information System - System Analysis And Design

February 9, 2016
Executive Information System

EXECUTIVE INFORMATION SYSTEM
An Executive Information System (EIS) is a type of management information
system intended to facilitate and support the information and decision making
needs of senior executives by providing easy access to both internal and external
information relevant to meeting the strategic goals of the organization. It is
commonly considered as a specialized form of a Decision Support System (DSS).
The emphasis of EIS is on graphical displays and easy-to-use user interfaces. In
general, EIS are enterprise-wide DSS that help top-level executives analyze,
compare, and highlight trends in important variables so that they can monitor
performance and identify opportunities and problems. EIS and data warehousing
technologies are converging in the marketplace.
In recent years, the term EIS has lost popularity in favour of Business Intelligence.
History
Traditionally, executive information systems were developed as mainframe
computer-based programs. The purpose was to package a companys data and to
provide sales performance or market research statistics for decision makers, as
such financial officers, marketing directors, and chief executive officers, who were
not necessarily well acquainted with computers. The objective was to develop
computer applications that would highlight information to satisfy senior
executives needs. Typically, an EIS provides data that would only need to support
executive level decisions instead of the data for all the company.
http://www.systemanalysisanddesigns.com/executive-information-system/
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Today, the application of EIS is not only in typical corporate hierarchies, but also at
personal computers on a local area network. EIS now cross computer hardware
platforms and integrate information stored on mainframes, personal computer
systems, and minicomputers. As some client service companies adopt the latest
enterprise information systems, employees can use their personal computers to
get access to the companys data and decide which data are relevant for their
decision makings. This arrangement makes all users able to customize their
access to the proper companys data and provide relevant information to both
upper and lower levels in companies.
Components of EIS
The components of an EIS can typically be classified as:
1. Hardware : When talking about hardware for an EIS environment, we should
focus on the hardware that meet the executives needs. The executive must
be put first and the executives needs must be defined before the hardware
can be selected.
The basic computer hardware needed for a typical EIS includes four components:
Input data-entry devices. These devices allow the executive to enter, verify,
and update data immediately;
The central processing unit (CPU), which is the kernel because it controls
the other computer system components;
Data storage files. The executive can use this part to save useful business
information, and this part also help the executive to search historical
business information easily;
Output devices, which provide a visual or permanent record for the
executive to save or read. This device refers to the visual output device or
printer. In addition, with the advent of local area networks (LAN), several EIS
products for networked workstations became available. These systems
require less support and less expensive computer hardware. They also
increase access of the EIS information to many more users within a
company.
2. Software : Choosing the appropriate software is vital to design an effective
EIS. Therefore, the software components and how they integrate the data
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into one system are very important. The basic software needed for a typical
EIS includes four components:
3. Text base software. The most common form of text is probably documents;
4. Heterogeneous databases residing on a range of vendor-specific and open
computer platforms help executives access both internal and external data;
5. Graphic base. Graphics can turn volumes of text and statistics into visual
information for executives. Typical graphic types are: time series charts,
scatter diagrams, motion graphics, sequence charts, and comparisonoriented graphs (i.e., bar charts);
6. Model base. The EIS models contain routine and special statistical, financial,
and other quantitative analysis.
Perhaps a more difficult problem for executives is chosing from a range of highly
technical software packages. Ease of use, responsiveness to executives requests,
and price are all reasonable considerations. Further, it should be considered
whether the package can run on existing hardware.
3. User Interface : An EIS needs to be efficient to retrieve relevant data for
decision makers, so the user interface is very important. Several types of
interfaces can be available to the EIS structure, such as scheduled reports,
questions/answers, menu driven, command language, natural language, and
input/output. It is crucial that the interface must fit the decision makers
decision-making style. If the executive is not comfortable with the
information questions/answers style, the EIS will not be fully utilized. The
ideal interface for an EIS would be simple to use and highly flexible, providing
consistent performance, reflecting the executives world, and containing help
information.
4. Telecommunication : As decentralizing is becoming the current trend in
companies, telecommunications will play a pivotal role in networked information
systems. Transmitting data from one place to another has become crucial for
establishing
a reliable network. In addition, telecommunications within an EIS can accelerate
the need for access to distributed data.
Applications of EIS
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EIS enables executives to find those data according to user-defined criteria and
promote information-based insight and understanding. After realizing its
advantages, people have applied EIS in many areas, especially, in manufacturing,
marketing, and finance areas which are as follows :
1. Manufacturing : Basically, manufacturing is the transformation of raw
materials into finished goods for sale, or intermediate processes involving
the production or finishing of semi-manufactures. It is a large branch of
industry and of secondary Manufacturing operational control focuses on
day-to-day operations, and the central idea of this process is effectiveness
and efficiency. To produce meaningful managerial and operational
information for controlling manufacturing operations, the executive has to
make changes in the decision processes. EIS provides the evaluation of
vendors and buyers, the evaluation of purchased materials and parts, and
analysis of critical purchasing areas. Therefore, the executive can oversee
and review purchasing operations effectively with EIS. In addition, because
production planning and control depends heavily on the plants data base
and its communications with all manufacturing work centers, EIS also
provides an approach to improve production planning and control.
2. Marketing : In an organization, marketing executives role is to create the
future. Their main duty is managing available marketing resources to create
a more effective For this, they need make judgments about risk and
uncertainty of a project and its impact on company in short term and long
term. To assist marketing executives in making effective marketing decisions,
an EIS can be applied. EIS provides an approach to sales forecasting, which
can allow the market executive to compare sales forecast with past sales.
3. Financial : A financial analysis is one of the most important steps to
companies today. The executive needs to use financial ratios and cash flow
analysis to estimate the trends and make capital investment decisions. An
EIS is a responsibility-oriented approach that integrated planning or
budgeting with control of performance reporting, and it can be extremely
helpful to finance executives. Basically, EIS focuses on accountability of
financial performance and it recognizes the importance of cost standards
and flexible budgeting in developing the quality of information provided for
all executive levels. EIS enables executives to focus more on the long-term
basis of current year and beyond, which means that the executive not only
can manage a sufficient flow to maintain current operations but also can
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figure out how to expand operations that are contemplated over the coming
years.
Advantages and Disadvantages
Advantages
Easy for upper-level executives to use, extensive computer experience is not
required in operations
Provides timely delivery of company summary information
Information that is provided is better understood
Filters data for management
Improves to tracking information
.Offers efficiency to decision makers
Disadvantages
Functions are limited, cannot perform complex calculations
Hard to quantify benefits and to justify implementation of an EIS
Executives may encounter information overload
System may become slow, large, and hard to manage
Difficult to keep current data
May lead to less reliable and insecure data
Small companies may encounter excessive costs for implementation
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Expert System - System Analysis And Design

February 9, 2016
Expert System
EXPERT SYSTEM
An expert system is a software system that attempts to reproduce the
performance of one or more human experts, most commonly in a specific
problem domain, and is a traditional application and/or subfield of artificial
intelligence.
A wide variety of methods can be used to simulate the performance of the expert
however common to most or all are :
the creation of a so-called knowledge base which uses some knowledge
representation formalism to capture the subject matter experts (SME)
knowledge.
a process of gathering that knowledge from the SME and codifying it
according to the formalism, which is called knowledge engineering. Expert
systems may or may not have learning components but a third common
element is that once the system is developed it is proven by being placed in
the same real world problem solving situation as the human SME, typically as
an aid to human workers or a supplement to some information system.
Advantages and Disadvantages of ES
Advantages
Provides consistent answers for repetitive decisions, processes and tasks.
Holds and maintains significant levels of information.
http://www.systemanalysisanddesigns.com/expert-system/
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Expert System - System Analysis And Design
Encourages organizations to clarify the logic of their decision-making

Never forgets to ask a question, as a human might.
Disadvantages
Lacks common sense needed in some decision making.
Cannot make creative responses as human expert would in unusual
Domain experts not always able to explain their logic and reasoning.
Errors may occur in the knowledge base, and lead to wrong decisions.
Cannot adapt to changing environments, unless knowledge base is changed.
http://www.systemanalysisanddesigns.com/expert-system/
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Office Automation Systems - System Analysis And Design

February 9, 2016
Office Automation Systems

OFFICE AUTOMATION SYSTEM (OAS)
Office automation systems are among the newest and most rapidly expanding
computer based information system. They are being developed with the hopes
that they will increase the efficiency and productivity of office workers. Many
organisations have taken the first step towards automating their office Often,
this steps involves the use of word processing equipment to facilitate the typing,
storing, revising and printing of textual materials. Another development is a
computer based communication system such as electronic mail which allow
people to communicate in an electronic mode through computer terminals. An
office automation system can be described as a multi-function, integrated
computer based system that allows many office activities to be performed in an
electronic mode.
http://www.systemanalysisanddesigns.com/office-automation-systems/
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2/19/2016

System Concept - System Analysis And Design

System Analysis And Design

System Concept - System Analysis And Design

Features of a System - System Analysis And Design

System Analysis And Design

Features of a System - System Analysis And Design

Characteristics of a System - System Analysis And Design

System Analysis And Design

Types of System - System Analysis And Design

System Analysis And Design

Types of System - System Analysis And Design

A closed system is a system in the state of being isolated from the

Types of System - System Analysis And Design

It is often used to refer to a theoretical scenario where perfect closure is an

Types of System - System Analysis And Design

Management Information System (MIS)

Types of System - System Analysis And Design

MIS is a person machine system and highly integrated grouping of information

Types of System - System Analysis And Design

System : Accentuates the integrated nature of problem solving, suggesting a