task 3 work place

8/4/2019 Task 3 Work Place

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Work place task 3

Neha khurana

CURRENT INFORMATION SYSTEM

Management Information System (M.I.S.) is basically concerned with processing data

into information.which is then communicated to the various Departments in an

organization for appropriate decision-making.

Data Information Communication Decisions

Data collection involves the use of Information Technology (IT) comprising: computers

and telecommunications networks (E-Mail, Voice Mail, Internet, telephone, etc.)

Computers are important for more quantitative, than qualitative, data collection, storage

andretrieval; Special features are speed and accuracy, and storage of large amount of data.

The organizations need to implement policies and procedures for all electronic records to

ensure accountability is met and that stored documents are accessible at any given time.

This way documents are processed and stored requires continual examination due to

changes in technology and organization structures. The importance of this has been

recognized in Victoria Electronic Records Strategy Report 1999, which identifies the

following obstacles to managing electronic records:

Document formats change and become unreadable over time. Electronic objects can be

subject to undetectable change thereby making it difficult to maintain the evidentiary and

accountability status of the records. Electronic records may not be captured because most

record-capture processes are paper-based. The context of an electronic record, and its

relationship to other records, can be easily lost. Existing systems for managing electronic

documents do not preserve the content. Structure, context and evidential integrity of the

record for as long as the record is required.

The information management system chosen by the organization will vary according toits size, the volume and types of records received or created and the legal requirements

pertaining to these records.


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Suitability of Systems

When gathering information for an information management system, whether paper

based or electronic, an inventory should be undertaken to establish the type of system that

would best suit the organization. Questions to be considered when undertaking an

inventory include:

Organizations Goals

Documentation

Achieved Documents

Storing Documents

Data processing and movements

Reporting documents

Data accessibility

Data security

Technology suitability

Services required

Softwares needed

Training required for the new system

When establishing or upgrading a system, organizations need to consult with information

management specialists such as the Queensland Archives Authority and Records

Management Associations who provide advice on the system most suited to the business

as well as relevant archiving and disposal schedules. In some very large organizations,

information management specialists may place a trained person within the business to

maintain the system.


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Irrespective of the system chosen, strict procedures must be put in place and training

providing for all users, with one person responsible for the overall management of

information. As well, the efficiency of the system should be controlled through periodic

reviews every 5-10 years. Many organizations still use paper-based documents, the

storage of files needs to be structured and located in either a decentralized or a

centralized location.

STRENGTHS AND WEAKNESSES OF THE CURRENT SYSTEMS

Strength and Weaknesses

Strengths Weaknesses

Control. Increased development time.

Monitor Large projects. Increased development cost.

Detailed steps. Systems must be defined up front.

Evaluate costs and completion

targets.Rigidity.

Documentation. Hard to estimate costs, project overruns.

Well defined user input. User input is sometimes limited.

Ease of maintenance.

Development and design standards.

Tolerates changes in MIS staffing.

Decentralized Locations

Decentralized locations are suited to businesses that require individual departments to

retain and be responsible for their own records management. Although this has the

advantage of records being readily accessible, the organizations use of time, space and

money can be wasted on duplication of equipment, storage space and personnel if other

departments require the same information to be stored.


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Other advantages of a decentralized location include:

Immediate access to files by employees within the department

Quicker attention to customer enquires

Files set up to suit individual departments.

If a decentralized location is adopted, a person within the relevant department should be

appointed to establish procedures and coordinate all records.

Centralized Locations

In centralized locations, all the businesss records are stored and managed in one records

management department. The advantages of a centralized system include:

Efficient Control, protection and security of all files in one location

The development of standardized procedures

Cost-effective use of personnel

Efficient use of equipment

Reduction in operating cost

Computer Information Management Systems (CIMS)

Due to the increase in electronic record production. Computerized information

management systems are becoming more popular. These systems are types of databases

that manage the metadata classification, sorting, tracking querying (searching), retrieving,

reporting and archiving of files.

An efficient computerized system should comply with nation and international standards,

and support both paper-based and electronic files, including presentation files, images,

workflows, audio, web pages, video and CAD.

Document Workflow


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Whether using a predominantly paper-based system or electronic system, the workflow

process from receipt of incoming documents to dispatch of responses should be the same

This is an international college for overseas students. There are plenty of datas moving

day by day. The sectors of processing data in this organization is

Students

Staffs

Technology requirements

Students and staffs requirements

Financial transactions

Data Manipulation

The datas manipulated through technologies and entered by manually by staffs. The

datas will be stored once it entered to the computer. This is a safe method but there are

some risks faced on its requirements. The risks may

There is a chance of losing data when it storing in one computer or two

Staffs takes stress when they operating large amount of datas

Data updation is not necessary (or the lack of staffs)

Financial transactions made by these same staffs through the same system

Using common softwares for these operations

The whole process is going on in one office

Technology for students

Students can use the computer lab at any time, and they can log in into computer with

their own ID and password. But they cant use the learning objectives through computers.

Because the intranet is not available to students. Also the lack of good server they get

trouble shooting and may lose their information.


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The same problem might be happens on staffs. This leads a big issue, because they will

lose the overall information about the students and other requirements. So the

organization will fell down.

Recommendations for improvement

We will have to improve the over all management in all sectors. Thats include

Student requirements

Managements quality

System requirements

Technology applications

Softwares needed

Information systems( intranet and others learning objectives)

The institute is recommended to provide best quality systems to students. Also they

make sure about the datas are secure. In this case we have to apply more technologies

in area. Because students are the clients of the organizations. Technologically these

need to be done

Quality computers

Quality checkers Better environment

Local Area Access

Internet and intranet

Proper applications

Individual server

Management Quality

Consult to stake holders to improve the management. All staffs will gets trained and

aware about the needs and features use for their operation. Making right documents

and updating information for each and every student in every week or in a curtain

period. Divide managements into various sector

Administration Team

Student management team


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Financial Management

Technical solution management

These kind of implementation might be help to improve the data base management

system in an institute.

Mainly Manager should follow this policy & rules , divided all way to manage the all

organizational to apply all information

The five classical functions of a manager are:

1. Planning the direction a company takes e.g. diversifying, where to operate.

2. Organising - resources such as people, space, equipment and services.

3. Coordinating - the activities of various departments.

4. Decision-making - about the organisation, products or services made or sold, theemployees, use of I.T.

5. Controlling - monitoring and supervising the activities of others.

The role of a management information system (MIS) is to provide a manager with

sufficient information to make informed decisions to help him to carry out the above

functions. The best definition of an MIS is:

The role of a management information system is to convert data

from internal and external sources into information that can be used to aid inmaking effectivedecisions for planning, directing and controlling.

We need to make the distinction between a data-processing system and an information

system:

Data processing systems record day too day transactions, e.g. sale of a CD to a

customer.

Operational Information systems read the collected data and do things like

producing lists of items that need to be re-ordered.

The MIS will analyse the sales data to highlight sales trends of different product

lines, to enable decisions to be made as to whether the product needs specialpromotion, or whether it should be discontinued.

The MIS deals with internal and external information. The internal information can be

got quite easily from the various systems on the company network, e.g. sales figures for

each product line. The external information is gathered from:

Intelligence about competitors activities. This can come through reading

articles in the press, leaks, or even industrial espionage.


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Information about population shifts. As the population gets older, the less likely

they are to be interested in pop-music or customising cars, but are more likely to be

interested in weight-loss products or holidays for the over 50s.

Economic and social factors. Sales of cars would go down in an area where a

major employer had just closed down a plant.

Government Legislation. Financial forecasts would change if the minimum

wage rose.

The MIS can be used to gather information from both formal and informal flows of

information.

A formal flow of information is one in which a procedure is adopted, e.g. the

downloading of sales figures from several branches first thing on a Monday

morning. External data can be collected using specialised data collection

agencies such asDun and Bradstreetwho produce economic data for academic

and commercial organisations. Formal flows can also come from people workingon the same document at several locations, or by use ofe-mail, or by use

ofcompany intranets.

Informal information flows come from chance meetings, reading magazines or

newspapers, or watching the news on TV.

The MIS must produce information for managers on three levels:

Operational day-to-day decisions such as ordering in more stock

Tactical decisions that have a short to medium term effect, e.g. introducing a

new product to a particular retail outlet;

Strategic long term decisions that will affect the future of the organisation,

e.g. whether to open a new store, or take over a rival concern.

In 1973 a study showed the following about the time taken by a manager on various

different tasks:

Desk work 22 %

Travel 3 %

Unscheduled meetings 10 %

Scheduled meetings (the practical alternative to work) 59 %

Telephone calls 6 %.

Some chief executives have to change their attention rapidly form one task to another. In

some cases, half their activities last less than nine minutes.

Types of Decision

A manager can make two kinds of decision:


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Structured which are repetitive and need a definite routine and procedure to

deal with them, e.g. stock is below 15 %, so an order need to be place with a

supplier.

Unstructured require knowledge, insight, and evaluation. They may well crop

up without warning, and the right decision can be critical.

The manager may well go through the following stages when considering what decision

to take:

1. Recognise the problem. The MIS may give information about the

performance of the department, and where there is a problem.

2. Consider the solution. A spreadsheet could be used to consider What if

scenarios.3. The solution is chosen using the managers experience as well as the

information produced by the MIS.

4. The solution is implemented and reviewed. Again the MIS can provide the

data on which the solution is evaluated.

Often solutions do not proceed smoothly and there may have to be backtracking from one

stage to another.