Winter 2012 Master of Computer Application (MCA) Semester 4 MC0076 Management and Information Systems

1. What do you understand by Information processes data? Ans: Data are generally considered to be raw facts that have undefined uses and application; information is considered to be processed data that influences choices, that is, data that have somehow been formatted, filtered, and summarized; and knowledge is considered to be an understanding derived from information distinctions among data, information, and knowledge may be derived from scientific terminology. The researcher collects data to test hypotheses; thus, data refer to unprocessed and unanalyzed numbers. When the data are analyzed, scientists talk about the information contained in the data
and the knowledge acquired from their analyses. The confusion often extends to the information systems context, and the three terms maybe used interchangeably. The acquisition of information is a first step in its use. We can obtain

information from either formal or informal sources. Formal sources provide information in a relatively organized and predictable fashion. Informal sources provide information in a less structured way and include conversations with customers, suppliers, and other employees, as well as general observations of personal and organizational activities. Generally, acquiring information through informal sources costs less, but the information acquired may be harder to organize and use effectively. Data acquisition can occur manually or electronically. Processing information describes transforming it into a usable form. Processing typically occurs at two times: first, between the acquisition and storage of information, and second, between its retrieval and communication. Although both manual and computerized processing may require significant clerical time and incur high costs, electronic processing can reduce these costs. Processing occurs between storing and communicating information for both manual and computerized systems. Manual information processing involves high labor and time costs but low equipment costs. Manual processing of large volumes of data tends to be more expensive than computer processing. In computerized systems the processing between retrieval and communication allows more analysis and display possibilities in a shorter time. The costs of computerized processing include rental or depreciation of computer equipment, the labor costs of operating the equipment, and the costs associated with programming software to retrieve, format, and display information. Computerized processing involves lower labor and time costs but higher equipment costs than manual processing.

2. What are the uses of Executive Information Systems? Ans: -Executive Information Systems
Executive information systems (EIS) provide direct support for top managers. Characteristically, senior managers employ a great variety of informal sources of information, so that computerized information systems are able to provide only limited assistance. However, the chief executive officer, senior and executive vice presidents, and the board of directors also need to be able to track the performance of their company and of its various units, assess the business environment, and develop strategic directions for the company's future. In particular, these executives need a great diversity of external information to compare their company's performance to that of its competition, and to investigate the general trends of the economies in the many countries where the company may be doing business. Frequently, top managers equip a special "war room" with large screens onto which the EIS projects color displays.

Characteristics of Executive Information Systems

1) EIS provide immediate and easy access to information reflecting the key success factors of the company and of its units. 2) "User-seductive" interfaces, such as color graphics and video, allow the EIS user to grasp trends at a glance. Users time is at a high premium here. 3) EIS provide access to a variety of databases, both internal and external, through a uniform interface-the fact that the system consults multiple databases should be transparent to the users. 4) Both current status and projections should be available from EIS. It is frequently desirable to investigate different projections; in particular, planned projections may be compared with the projections derived from actual results. 5) An EIS should allow easy tailoring to the preferences of the particular user or group of users (such as the chief executive's cabinet or the corporate board). 6) EIS should offer the capability to "drill down" into the data: It should be possible to see increasingly detailed data behind the summaries. Executive information systems are a superior tool for exercising the control function of management. Thanks to these systems, many an executive has been able to widen his or her span of management control-in other words, to expand the number of people reporting directly to him or to her.

3. How do you retrieve information from manual system? Ans: - Information retrieval (IR)
Information retrieval is the area of study concerned with searching for documents, for information within documents, and for metadata about documents, as well as that of searching structured storage, relational databases, and the World Wide Web. There is overlap in the usage of the terms data retrieval, document retrieval, information retrieval, and text retrieval, but each also has its own body of literature, theory, praxis, and technologies. IR is interdisciplinary, based on computer science, mathematics, library science, information science, information architecture, cognitive psychology, linguistics, statistics and law. Key Drawbacks in Manual Paper Based Systems No transparency. Limited accountability. Cant retrieve information quickly. Chance of loss. Cant track or monitoring status of file processing. Scope for tampering contents. Not able to answer customer questions. Status of file is not known to the applicant. Entire organization is dependent on the file custodian for answers. Manual processes can be unreliable, slow and error prone. Errors reduce confidence in the organization. Restricted to onsite working hours and geography. Manual data entry, searching for lost files, and manual rework waste time and valuable resources. Papers can be lost at any point along the process, exposing potentially sensitive data. Physical papers can be hard to track and take up physical space for storage

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4. What are the challenges of information management?

Ans: - Challenges of Information Management
In identifying their information management requirements, individuals face four major challenges in addition to securing the most appropriate information. First, they must deal with large quantities of information that may create overload. Second, they may face insufficient or conflicting information. Third, they must find ways to enhance their personal productivity. Fourth, they must acquire and maintain the technical skills needed for effective personal information management.

1.

Dealing with Quantities of Information

The gap between the amount of information that an organization can collect and the ability of its employees to make sense of that information has been widening rather than narrowing. The early fear that computers would so improve a persons ability to process and manage information that a job holder would need only one-third to one-half the time to do his or her job has been dispelled The reverse has occurred. Often employees face an info glut, an overload of information. As individuals move higher in the organizational hierarchy and assume more managerial responsibility, information overload become an even more significant challenge. To avoid such overload individuals must carefully asses their information needs and then find effective ways of managing the required and available information. They must also find ways to manage data better.

2.

Facing Insufficient or Conflicting Information

Although computers can make large quantities of information available to individuals, such information may not address their needs. Ramesh, ASM of Airtel, may wish to do some library research about competitors products. In spite of the large amount of information in the librarys electronic catalog, she may not be able to secure the precise information she needs. Because computers process input from diverse sources, users may also obtain conflicting information if one source updates information more frequently than another does.

3.

Enhancing Personal Productivity

Employees in any organization increasingly use information technology to improve their personal productivity. To ensure high productivity, employees must know how to use computers to facilitate, not hinder, their performance. They must know how to access the information they require and recognize when manual data collection and processing is adequate. Often employees must lobby their employers to add new technology that will help increase personal productivity. The ability to show the cost-effectiveness of additional expenditures for diagnosing and meeting information needs is critical. Employees must also understand and demonstrate when advanced technology is a detriment rather than an asset.

4.

Maintaining Technical Skills

Finally, using information technology effectively requires continuous updating of technical skills. Although many companies provide training to their employees, others do not. Ensuring that employees have the appropriate skills has both financial and time cost implications. As a result, employees may find their mobility and productivity limited by the extent to which they can learn new technical skills independently of their employer.

5. Explain the different components of MIS.

Ans: - The components of MIS
The physical components of MIS comprise the computer and communications hardware, software, database, personnel, and procedures. Almost all organizations employ multiple computer systems, ranging from powerful mainframe machines (sometimes including supercomputers) through minicomputers, to widely spread personal computers (also known as microcomputers). The use of multiple computers, usually interconnected into networks by means of telecommunications, is called distributed processing. The driving forces that have changed the information processing landscape from centralized processing, relying on single powerful mainframes, to distributed processing have been the rapidly increasing power and decreasing costs of smaller computers. Though the packaging of hardware subsystems differs among the three categories of computers (mainframes, minicomputers, and microcomputers), all of them are similarly organized. Thus, a computer system comprises a central processor (though multiprocessors with several central processing units are also used), which controls all other units by executing machine instructions; a hierarchy of memories; and devices for accepting input (for example, a keyboard or a mouse) and producing output (say, a printer or a video display terminal). The memory hierarchy ranges from a fast primary memory from which the central processor can fetch instructions for execution; through secondary memories (such as disks) where on-line databases are maintained; to the ultra high capacity archival memories that are also employed in some cases.

COMPONENT Hardware

Software Database Personnel Procedures

DESCRIPTION Multiple computer systems: mainframes, minicomputers, personal computers Computer system components are: central processor(s), memory hierarchy, input and output devices Communications: local area networks, metropolitan area networks, and wide area networks Systems software and applications software Organized collections of data used by applications software Professional cadre of computer specialists; end users in certain aspects of their work Specifications for the use and operation of computerized information systems collected in user manuals, operator manuals, and similar documents

Multiple computer systems are organized into networks in most cases. Various network configurations are possible, depending upon an organizations need. Fast local area networks join machines, most frequently clusters of personal computers, at a particular organizational site such as a building or a campus. The emerging metropolitan area networks serve large urban communities. Wide area networks connect machines at remote sites, both within the company and in its environment. Through networking, personal-computer users gain access to the broad computational capabilities of large machines and to the resources maintained there, such as large databases. This connectivity converts personal computers into powerful workstations. Computer software falls into two classes: systems software and applications soft-ware. Systems software manages the resources of the system and simplifies programming. Operating systems (UNIX, for example) control all the resources of a computer system and enable multiple users to run their programs on a computer system without being aware of the complexities of resource allocation. Even if you are just using a personal computer, a complex series of actions takes place when, for example, you start the machine, check out its hardware, and call up a desired program. All of these actions fall under the control of an

operating system, such as DOS or IBM OS/2. Telecommunications monitors manage computer communications; database management systems make it possible to organize vast collections of data so that they are accessible for fast and simple queries and the production of reports. Software translatorscompilers or interpreters, make it possible to program an application in a higher-level language, such as COBOL or C. The translator converts program statements into machine instructions ready for execution by the computers central processor. Many categories of applications software are purchased as ready-to-use packages. Applications software directly assists end users in their functions. Examples include general-purpose spreadsheet or word processing programs, as well as the so-called vertical applications serving a specific industry segment (for example, manufacturing resource planning systems or accounting packages for small service businesses). The use of purchased application packages is increasing. However, the bulk of applications software used in large organizations are developed to meet a specific need. Large application systems consist of a, number of programs integrated by the database. To be accessible, data items must be organized so that individual records and their components can be identified and, if needed, related to one another. A simple way to organize data is to create files. A file is a collection of records of the same type. For example, the employee file contains employee records, each containing the same fields (for example, employee name and annual pay), albeit with different values. Multiple files may be organized into a database, or an integrated collection of persistent data that serves a number of applications. The individual files of a database are interrelated. Professional MIS personnel include development and maintenance managers, systems analysts, programmers, and operators, often with highly specialized skills. The hallmark of the present stage in organizational computing is the involvement of end users to a significant degree in the development of information systems. Procedures to be followed in using, operating, and maintaining computerized systems are a part of the system documentation.

6. Write a note on Ethical and Social issues with E-Commerce. Ans: - Ethical and Social issues with E-Commerce
Internet can be used in illegal ways, as there are no laws related to its use. Many servers contain illegal, immoral, defamatory, information (which cannot be legally communicated using facilities like TV, Radio, etc.). There is minimal or no control over the Internet (unlike telephone, radio, TV, etc.). Limited banning of material in Internet is not possible i.e. all-or-none rule. Free speech advocates say that screening of incoming material is the responsibility of the receiving end. There is no law against Spamming i.e. sending unsolicited mail. Massive flaming of large quantity of e-mail to one address. The question arises- Is sending/receiving large quantity of mail ethical?