MIS CASE STUDY:KILLICKS KULKARNI COMBINE

INTRODUCTION

• The Killicks Kulkarni Combine(KKC) is a large business house dealing with a number of activities from Consultancy , Servicing to manufacturing and selling.

• Very fast growing company with Rs.1000 Cr combined turnover.

• Product range includes foods, consumables, durables, chemicals, plants and machinery.

MSC

• Management Service Centre provides management consultancy within the organisation.

• It assists the company in problem areas like management of technologies, operation, manpower growth etc.

• Aims to provide a standard model of all the above business.

MAIN ISSUES

• Information Presentation

• Quality and Value of information

• Manager as the information Processor

INFORMATION PRESENTATIONIssues :-• Highly unorganized data.• Improper representation of the available data. • Difficult to search & obtain a specific data.• Clumsy & cluttered reports.• Info has to be further processed for being useful at

different managerial levels.

PROPOSED SYSTEM - KBES

Attributes-• Permanence• Reproducibility• Consistency• Differentiation

COMPONENTS

• Knowledge Base - Internal data.• User Control Mechanism• Semantic networks - Certain files with

attributes like location,datatype,size,modified date, function,etc.

• Inference Mechanism - Forward chaining.

QUALITY AND VALUE OF INFORMATION

Issues :-• Current Information system lacked in providing

precisely correct and updated data• Difficulty in decision making because of raw data.• Presentation of data not in a standard form.• Tendency to ask for more data and info.

PROPOSED SYSTEM - DSS• Knowledge base containing details of the companies

operation and personals.

• An inventory of all of the current information assets (data sources, cubes, data warehouses, and data marts).

• Comparative sales and manufacturing figures between one week and the next.

• Projected revenue figures based on current and historical data available to the system.

TYPE OF DSS REQUIRED• A communication-driven DSS : It will supports more than one

person working on a shared task. Eg: Microsoft's NetMeeting or Groove.

• A data-driven DSS : It will emphasizes access to and manipulation of a time series of internal company data and external data. Eg: DBMS

• A document-driven DSS : It will manages, retrieves, and manipulates unstructured information in a variety of electronic formats. Eg: Client Server System or LAN.

• A knowledge-driven DSS : It will provides specialized problem-solving expertise stored as facts, rules, procedures, or in similar structures.

COMPONENTS OF THE DSS

• The database (Knowledge base).• The model (Context and user criteria).• The user interface.

MANAGER AS THE INFORMATION PROCESSOR

Issues :-• Info not sufficient to satisfy all the managers.• Changing needs require updated systems.• Need for valid and controlled data.• Difference in managerial techniques.

PROPOSED SYSTEM - EIS

An Executive Information System (EIS) is a set of management tools supporting the information and decision-making needs of management by combining information available within the organisation with external information in an analytical framework.

CHARACTERISTICS OF THE EIS

• Drill down• Critical Success Factors• Analysis• Exception reporting• Colors and audio• Navigation of information• Communication

SYSTEM CONFIGURATION OF EIS• Hardware

– Input Devices– Data warehouse– Output Devices – Dashboards & Scorecards.

• Software– DBMS– Data Driven EIS.

• User Interface– Menu Driven & Touch screens– Reports, Graphs etc.

HOW EIS WILL HELP KKR’S MANAGERS

• Decisional Executive Role

– Identification of problems and/or opportunities

– The decision of what to do about them

• Graphs, flow chart and information flow.

• Problems divided into phases to determine executives’ information needs.

• Provide timely information

• Identifies trends

• Measures performance

MANAGEMENT INFORMATION SYSTEMS

• The MIS will provide managers with information and support for effective decision making, and will provide feedback on daily operations.

• Output or reports, will be generated through accumulation of transaction processing data.

• Each MIS is an integrated collection of subsystems, which are typically organized along functional lines of the organization.

Db ofInternal

Data

Db’s ofValid Trans.

OperationalDatabases

TransactionProcessing

Systems

ManagementInformation

Systems

DecisionSupportSystems

ExecutiveInfo.

Systems

BusinessTransactions

Applicationdatabases

Db ofExternal

Data

Employees

Intranet

SOURCES OF MANAGEMENT INFORMATION

Organization’sMIS

FinancialMIS

MarketingMIS

HumanResources

MIS

AccountingMIS

Drill down reports

Exception reports

Demand reports

Key-indicator reports

Scheduled reports

Databasesof

ExternalData

Databasesof

ValidTransactions

TransactionProcessing

Systems

BusinessTransactions

BusinessTransactions

Intranet

Internet

VARIOUS FUNCTIONAL MIS

• Financial MIS– Will provide financial information to all financial managers

within an organization.

• Accounting MIS– It will provides aggregated information on accounts

payable, accounts receivable, payroll, and other applications.

• Marketing MIS– Will support managerial activities in product development,

distribution, pricing decisions, and promotional effectiveness.

• Human Resource MIS– Is concerned with all of the activities related to employees

and potential employees of the organization.

VARIOUS FUNCTIONAL MIS

OUTPUT OF THE MIS

• Scheduled reports– Produced periodically, or on a schedule (daily, weekly, monthly)

• Key-indicator report– Summarizes the previous day’s critical activities– Typically available at the beginning of each day

• Demand report– Gives certain information at a manager’s request

• Exception report– Automatically produced when a situation is unusual or requires

management action

Scheduled Report Example

Daily Sales Detail ReportPrepared: 08/02/10

Order#

CustomerID

Sales Rep ID

ShipDate Quantity Item # Amount

P12453 C89321 CAR 08/02/10 144 P1234 3,214

P12453 C89321 CAR 08/02/10 288 P3214 5,660

P12455 C03214 GWA 08/02/10 12 P4902 1,224

P12456 C52313 SAK 08/02/10 24 P4012 2,448

P12457 C34123 JMW 08/02/10 144 P3214 720

Key Indicator Report Example

Daily Sales Key Indicator Report

ThisMonth

LastMonth

LastYear

Total Orders Month to Date 10,100 9,500 10,000

Forecasted Sales for the Month 20,000 10,000 9,000

Demand Report Example

Daily Sales by Sales Rep Summary ReportPrepared: 08/02/10

Sales Rep ID Amount

CAR 42,345

GWA 38,950

SAK 22,100

JWN 12,350

Exception Report Example

Daily Sales Exception Report – ORDERS OVER 10,000Prepared: 08/02/10

Order#

CustomerID

Sales Rep ID

ShipDate Quantity Item # Amount

P12453 C89321 CAR 08/02/10 144 P1234 13,200

P12453 C89321 CAR 08/02/10 288 P3214 15,660

P12453 C03214 GWA 08/02/10 12 P4902 11,250

… … … … … … …

… … … … … … …

Output of the MIS

Earnings by Quarter (Millions)

Actual Forecast Variance

2ND Qtr 2009 12.6 11.8 6.8%

1st Qtr 2009 10.8 10.7 0.9%

4th Qtr 2008 14.3 14.5 -1.4%

3rd Qtr 2008 12.8 13.3 -3.0%

Drill Down ReportsProvide detailed data about a situation.

CONCLUSION• Information Presentation– KBES

• Quality and Value of information– DSS

• Manager as the information Processor– EIS

• The MIS provides support to managers as they work to achieve corporate goals.

• It enables managers to compare results to established company goals and identify problem areas and opportunities for improvement

CONCLUSION

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