Submitted To:

Submitted By:

Conceptual System Design

In the conceptual design stage that the alternative overall MIS designs are conceived and the best one is selected by the system analyst in consultation with the top management. The feasibility of meeting the management objectives for the MIS is assessed showing how the system will work at the high level is drawn. Therefore, conceptual design is also known as gross design; high level becomes the basis for the detailed MIS design.

Conceptual Design Steps

1. Defining

problems in more details. 2. Refining the management objectives to set system objectives. 3. Establishing system constraints. 4. Determining information needs and their sources. 5. Developing alternative designs and selection one from these various designs. 6. Document the conceptual design and preparing the report.

1. Define the problemThe most important is that what are usually lacking are clear definitions of the problems and the priority system on the basis of problem is the main solution. Therefore, management must take the first step in MIS design by formulating problems to be solved. The problem can be solved by the iterative process.

2. Set System Objectives

Most of the time it is quite difficult to state objectives for systems that covers all the functional areas. The manager must define the system objectives in terms of the importance of information demands and not in terms of the satisfaction of demands that are not related to an objective

3. Establish System Constraints

Systems constraints are also known as problem boundaries or restrictions, constraints enable the designer to stipulate the conditions under which objectives may be attained and to consider the limitations that restricts the design. Constraints may be viewed as a negative limitation on systems design, there is a positive benefit also. Establishing constraints will help to ensure that the design is realistic. Constraints may be classified as External Constraints Internal Constraints

4. Determining Information needs and sources

Information Needs :-For a good system design, a clear statement of information needs is very important and necessary. Information Needs:- The information that can increase the ability of managers in critical areas such as problems, alternatives, opportunities and plans.

 The development of a concept of a system is a creative process that involves synthesizing knowledge into some particular pattern. The concept of an MIS would consist of the major decision points, patterns of information flow, channels of information and roles of managers and competitors. It is obvious that each alternative concept of a system has advantages and disadvantages. Sometimes one concept will dominate all others by major criteria.

6. Document the best design

Sufficient information has been accumulated to begin a more detailed description of the system concept. The manager should be involved to the extent that the system provides the information required, the designer is concerned with the nature of the materials and equipment as well as with technical processing considerations.

Design Methods
There are a no. of methods for designing information systems. Following is a brief description of some of the popular methods. Problem Partitioning Structured Design Top-Down Design

Problem Partitioning
The method is based on the principle of divide and conquer. In this method, instead of solving the entire problem at once, the problem is divided into small manageable parts that can be solved separately.

Structured Design
In this method, a structured chats is created , which can be used to implement the system. The chart depicts modules defining each module by the specific function. Various tools like flow-charting , data flow diagrams, structure charts, structured English, etc. are used in a structured design.

Top-Down Design
The top-down design is based on the concept of a system which suggests that a system consists of subsystem, which have sub-system of their own. In other words, a system may be termed as a hierarchy of subsystems, the highest level sub-system corresponding to the total system.

Detailed System Design

detailed system design is to prepare a blue print of a system that meets the goals of the conceptual system design requirements.

Detailed system design involves the following phases. Project Planning and control Involves the User Define the Detailed Sub-Systems Input/output Design Feedback from the User Database Design Procedure Design Design Documentation

Project Planning
In order to ensure an effective and efficient design of the MIS, it is very important that a detailed design process should in itself be considered a complete project. Some of the main points which are important in planning and control of a detailed design are given below. Project Planning Project Control

Formulate the project Objectives. Define the project task. Prepare a network diagram of all events and activities so as to specify sequential and parallel events. Schedule the work as per the requirements of the user. Prepare a budget for the project.

Project Control
Get a feedback of the actual performance of the project with respect to time, cost and work of the project and compare it with schedules, budgets and technical plans. Take corrective action where required so as to maintain control.

Involve the User

System designer must inform the users regarding the new information system being developed and gain their support and acceptance. It is also important to take users in confidence so as to obtain information for the design of the system. This will also help managing resistance to change and would ensure successful implementation of the system.

Detailed Sub-System Definition

In detailed system design, every system needs to be broken down to ascertain all activities required and their respective inputs and outputs. In some of the cases, sub-systems are broadly defined in the conceptual design phase, but at this stage they are specifically defined to work out every detail concerning the sub-system, Decomposition of the system to operational activities in general is carried out as follows. System Sub-system Functional Component Task Sub-task Operation element

Wherever needed, integration of activities into a sub-system may be done on the basis of any one or more of the following common features. Common functions Common techniques or procedures Logical flow relationships Common outputs or inputs

Output/Input Design
As the main purpose of MIS is to provide information to aid decision-making, to the user, output/input is one of the most important characteristics of the information system. As decisions are based on the output from the system and input to the system, system designers must give this phase the attention it deserves. The following paragraph will highlight the key point to be considered while preparing output and input design.

Output design
The term output implies any information printed or displayed, produced by an MIS. At this stage, the following activities take place. Specific outputs which are required to meet the information needs are identified. Methods for presenting information are selected, and Reports, formats or other documents that act as carrier of information, produced by an MIS, are designed.

Objectives of Output Design

It should provide information about the past, present or future events. Outputs at the operational control level provide information of the past and present events, whereas outputs which are required at the strategic planning level include information on the future projections. It should signal important events, opportunities and problems. For example, exceptional reports indicate such happenings. It should trigger an action in response to some event. A set of rules is predefined for such a trigger. For example, an order is prepared when inventory reaches a certain level.

It should confirm an action as a result of some transaction. For example, printing a receipt upon receiving the telephone bill.

Presentation of Output

Details dominate the contents Contents are classified in groups Total are to be drawn and comparisons are to be made.

Output Design Specifications

Paper size: The designer must specify the size of the paper to be used for the output, e.g. A4 size, A3 size, etc., or 9.5x11 inches, 11x14.7/8 inches or 8x14.7/8 inches etc. Special Forms: Output can be designed on the pre0printed form where standard print headings/titles, etc., are required.

Sigma Industries Ltd.

Purchase order
Sl. No. Item code Qty Ordered

Multiple Copies of Output: When more than one copy is required from the system, multiple copies are to be produced. This can be achieved by using multipart forms. Multiple papers are available in carbon and carbonless forms. Turnaround Documents: The output may be designed as a turnaround document, if the organization uses optical scanners for reading data from the forms. Thus, in a turnaround document, the output later comes back as an input document. Output layout: the arrangement of items on the medium is known as an output layout. The layout design acts as a blueprint that guides the programmer in the development of codes.

The output layout should have the following. Headings and date Data and details Summaries and totals Page title, number and date Notes and comments Column heading and data type. Designers usually use N (n) for numeric data type and X (n) for alpha data type,-specifies the width of the column.
ABC Pvt. Ltd. Salary Statement for the month N (2)
Total Pages N(2) Emp. Code X(4) Name X(20) Amount N(8) Account No. X(4) Remark X(25)

Input Design
Generally, output from a system is regarded as the main determinant of the systems performance, yet as already mentioned; outputs from the system are affected by the inputs to the system. Therefore, input design is equally important for the system designer.

Objectives of Input Design

Control the volume of input data: try to reduce data requirements and avoid capturing unnecessary data. Constant and system- computable data should not be captured. Avoid processing delays during data entry: Automating data capturing may reduce this delay. Avoid data entry errors: Checks in the data entry programs, which are called input validation techniques may help. Keep the process simple: the system should be kept as simple and easy to use as possible.

Input Layout
The input layout should contain the following. Heading and date of data entry. Data heading and value. Data type and width of the column. Initials of data entry operator. Fig. 3 illustrates an input layout design.

ABC Pvt. Ltd. Customer Order Form

Customer order Code: X(4) Date:

Sr. No. 1 2

Item Code X(4)

Qty. Ordered N(4)

Feedback from the User

Having specifically defined sub-systems, output and inputs, the designers once again involves the users to get feedback. This step will increase the acceptance of the MIS being designed. The system analyst should demonstrate the proposed MIS to the users of the system sub-system. This step will also reassure the top management of the user organization that the detailed design project is progressing as per plans.

Database Design

A database is an orderly arrangement of all the records related to each other. It serves as a data resource for the MIS of an organization. To have optimum performance, storage and fast retrieval of data, database design is an important phase in the detailed design of a system.

For designing a database the designer should keep the following points in mind. Identify all data tables and record types Identify fields for each table, the key fields for each table and relations between various tables. Determine the data type and width for each field of the tables. Normalise the data tables. Properly document data dictionary.

Procedure Design
Procedures are the rules, standards or methods designed to increase the effectiveness of the information system. The procedures detail about the tasks to be performed in using the system. They serve as ready reckoners for the designers as well as for the users.

There is a wide variety of procedures, which include: Data Entry Procedures: These are the methods designed for data entry, e.g. data entry sequence. Run-time Procedures: The actions to be taken by the users to achieve the intended results, e.g. a procedure may instruct the user to load printer with a specific size of paper. Error-handling Procedures: these procedures help the user in detecting and correcting errors.

Security and backup Procedures: Through these procedures information is provided regarding actions required to be taken to protect the system against damage. Software Documenting Producers: The programmers get instructions on how to document the programs. In designing procedures, designers should: Understand the purpose and quality standard of each procedure Develop a step-by-step direction for each procedures, and Document all the procedures.

Design Documentation
Detailed design starts with the performance specifications given by the conceptual design and ends with a set of design specifications for the constructions of MISD. The outputs from the detailed design.

Design documentation of detailed design report, generally, consists ofSystem objectives Design constraints Inputs/outputs Data files Procedures (manuals) Proposed system (a summary and detailed flow charts) Input/output specifications Program specifications Database specifications Cost of installation and implementation and System test conditions.

Conclusion
System analysis is carried out with the help of certain tools, usually known as structured analysis tools. The main tool, which are used for analyzing and documenting the system specifications are data flow diagram, data dictionary, structured English, decision trees and decision tables. The main objective of the system design is to produce system specifications, which can then be converted into an information system for use in the organization. However the system design is a creative activity and is considered to evolve through two different levels of design, i.e. conceptual design and detailed design. The system specifications, called the detailed system design or logical system design provide all detail of inputs, outputs, files, database, controls and procedures. For ensuring an effective, efficient and successful MIS, the system analyst must not rush through this phase, rather each and every step must be undertaken very carefully to prepare a meticulous system design.