Mis 2nd Assignment

Q:.-

Managing Information Resources and Technologies

Information Resources. Introduction . Management collecting information by using different methods, I mean different information systems. Information system consists of five major resources, people, hardware, software, data and networks. Here we will discuss different how several basic concepts and examples for the roles these resources play as the fundamental components of information systems. We should be able to recognize these five components at work in any type of information system w e encounter is the real world. People Resources People are the essential ingredient for the successful operation of all information systems. These people resources include end users and is specialists. Specialist -Systems analysts, software developers, system operators, End Users –Anyone else who uses information systems. Hardware Resources The concept of hardware resources includes all physical devices and materials in information processing, specifically, it includes not only machines, such as computers and other equipment, but also all data media, that is, tangible objects which data are recorded, from sheets to paper to magnetic or optical disks, examples of hardware in computer bed information systems are,

Computer systems, which consist of central processing units containing microprocessors, and a verity of interconnected peripheral devices, examples are handheld, laptop or desktop microcomputer systems, midrange computer etc. Computer Peripherals, which are devices such as keyboard or electronic mouse for input of data and commands, a video screen or printer for output to information and magnetic or optical disks for storage of date resources. Key Note. Machines—computers, video monitor, magnetic disk drives, printer, optical scanners, Media—floppy disks, magnetic tape, optical disks, plastic cards, paper forms. Software Resources The software resources include all sets of information processing instruction. this generic concepts of software includes not only the sets of operating instructions called programs, which direct called procedures that people need. The following examples of software resources Systems software’s, such as operating system program, which controls and supports the operations of a computer systems. Application Software, which are programs that direct processing for a particular use for computers by end users, examples are a sales analysis program, a payroll program and a word processing program. Procedures, which are operating instructions for the people who will use an information system. Examples are instructions for filling out a paper from using a software package. Key Note. Programs—operating system programs, spreadsheet programs, work processing Procedures—date enter procedures, error correction procedures, paychecks distribution procedures. Data Resources We should be managing data resources that that must be managed effectively to benefit all end users in an organization.

The concept of data as organizational resources has resulted in a verity of changes in the modern’s organization. Data that were previously compared as a result of a common transaction are now stored, processed, and analyzed using sophisticated software applications that can reveal compels relationships about sales, customers, competitors, and markets. In today wired world the date to create simples list of an organizations customer are protected with the same energy as the cash in a bank vault. Key Note. Product descriptions, customer records, Employee files, inventory databases. Network Resources Telecommunications technologies and networks like the internet, intranets and extranets are essential to the successful electronic business and commerce operations of all types of organizations and there computer based information systems, telecommunications networks consist of computer, communications processors and other devices intercommoned by communication media and controlled by communications software. The concept of network resources emphasized that communications technologies and networks are a fundamental resources component of al information systems Key Note. Product descriptions, customer records, employee files, inventory databases. Information Products Key Note. Management reports and business documents using text and graphics displays, audio responses, and paper forms.

Informaion Technolodgy Defination: Business professionals rely on a verity of information systems that use various information technologies (it). Information technology (IT), as defined "The study, design, development, implementation, support or management of computerbased information systems, particularly software applications and computer hardware. IT deals with the use of electronic computers and computer software to convert, store, protect, process, transmit, and securely retrieve information. Today, the term information technology has ballooned to encompass many aspects of computing and technology, and the term has become very recognizable. IT professionals perform a variety of duties that range from installing applications to designing complex computer networks and information databases. A few of the duties that IT professionals perform may include data management, networking, engineering computer hardware, database and software design, as well as the management and administration of entire systems. When computer and communications technologies are combined, the result is information technology, or "InfoTech". Information technology is a general term that describes any technology that helps to produce, manipulate, store, communicate, and/or disseminate information. Presumably, when speaking of Information Technology (IT) as a whole, it is noted that the use of computers and information are associated. The term "information technology" evolved in the 1970s. Its basic concept, however, can be traced to the World War II alliance of the military and industry in the development of electronics, computers, and information theory. After the 1940s, the military remained the major source of research and development funding for the expansion of automation to replace manpower with machine power.

Since the 1950s, four generations of computers have evolved. Each generation reflected a change to hardware of decreased size but increased capabilities to control computer operations. The first generation used vacuum tubes, the second used transistors, the third used integrated circuits, and the fourth used integrated circuits on a single computer chip. Advances in artificial intelligence that will minimize the need for complex programming characterize the fifth generation of computers, still in the experimental stage. The first commercial computer was the UNIVAC I, developed by John Eckert and John W. Mauchly in 1951. It was used by the Census Bureau to predict the outcome of the 1952 presidential election. For the next twenty-five years, mainframe computers were used in large corporations to do calculations and manipulate large amounts of information stored in databases. Supercomputers were used in science and engineering, for designing aircraft and nuclear reactors, and for predicting worldwide weather patterns. Minicomputers came on to the scene in the early 1980s in small businesses, manufacturing plants, and factories. In 1975, the Massachusetts Institute of Technology developed microcomputers. In 1976, Tandy

Corporation's

first

Radio

Shack microcomputer

followed;

the Apple

microcomputer was introduced in 1977. The market for microcomputers increased dramatically when IBM introduced the first personal computer in the fall of 1981. Because of dramatic improvements in computer components and manufacturing, personal computers today do more than the largest computers of the mid-1960s at about a thousandth of the cost. Computers today are divided into four categories by size, cost, and processing ability. They are supercomputer, mainframe, minicomputer, and microcomputer, more commonly known as a personal computer. Personal computer categories include desktop, network, laptop, and handheld. Information Technology's Role Today

Every day, people use computers in new ways. Computers are increasingly affordable; they continue to be more powerful as information-processing tools as well as easier to use. Computers in Business One of the first and largest applications of computers is keeping and managing business and financial records. Most large companies keep the employment records of all their workers in large databases that are managed by computer programs. Similar programs and databases are used in such business functions as billing customers; tracking payments received and payments to be made; and tracking supplies needed and items produced, stored, shipped, and sold. In fact, practically all the information companies need to do business involves the use of computers and information technology. On a smaller scale, many businesses have replaced cash registers with point-of-sale (POS) terminals. These POS terminals not only print a sales receipt for the customer but also send information to a computer database when each item is sold to maintain an inventory of items on hand and items to be ordered. Computers have also become very important in modern factories. Computer-controlled robots now do tasks that are hot, heavy, or hazardous. Robots are also used to do routine, repetitive tasks in which boredom or fatigue can lead to poor quality work. Computers in Medicine Information technology plays an important role in medicine. For example, a scanner takes a series of pictures of the body by means of computerized axial tomography (CAT) or magnetic resonance imaging (MRI). A computer then combines the pictures to produce detailed three-dimensional images of the body's organs. In addition, the MRI produces images that show changes in body chemistry and blood flow. Computers in Science and Engineering Using supercomputers, meteorologists predict future weather by using a combination of observations of weather conditions from many sources, a mathematical representation of the behavior of the atmosphere, and geographic data.

Computer-aided design and computer-aided manufacturing programs, often called CAD/CAM, have led to improved products in many fields, especially where designs tend to be very detailed. Computer programs make it possible for engineers to analyze designs of complex structures such as power plants and space stations. Integrated Information Systems With today's sophisticated hardware, software, and communications technologies, it is often difficult to classify a system as belonging uniquely to one specific application program. Organizations increasingly are consolidating their information needs into a single, integrated information system. One example is SAP, a German software package that runs on mainframe computers and provides an enterprise-wide solution for information technologies. It is a powerful database that enables companies to organize all their data into a single database, then choose only the program modules or tables they want. The freestanding modules are customized to fit each customer's needs. Software Computer software consists of the programs, or lists of instructions, that control the operation of a computer. Application software can be used for the following purposes: •

As a productivity/business tool

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To assist with graphics and multimedia projects

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To support household activities, for personal business, or for education

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To facilitate communications

Productivity Software Productivity software is designed to make people more effective and efficient when performing daily activities. It includes applications such as word processing, spreadsheets, databases, presentation graphics, personal information management, graphics and multimedia, communications, and other related types of software. Word-processing software is used to create documents such as letters, memos, reports, mailing labels, and newsletters. This software is used to create attractive and professional-looking documents that are stored electronically, allowing them to be retrieved and revised. The software provides tools to correct spelling and grammatical

mistakes, permits copying and moving text without relaying, and provides tools to enhance the format of documents. Electronic spreadsheet software is used in business environments to perform numeric calculations rapidly and accurately. Data are keyed into rows and columns on a worksheet, and formulas and functions are used to make fast and accurate calculations. Spreadsheets are used for "what-if" analyses and for creating charts based on information in a worksheet. A database is a collection of data organized in a manner that allows access, retrieval, and use of that data. A database management system (DBMS) is used to create a computerized database; add, change, and delete data; sort and retrieve data from the database; and create forms and reports using the data in the database. Presentation graphics software is used to create presentations, which can include clip-art images, pictures, video clips, and audio clips as well as text. A personal information manager is a software application that includes an appointment calendar, address book, and notepad to help organize personal information such as appointments and task lists. Engineers, architects, desktop publishers, and graphic artists often use graphics and multimedia software such as computer-aided design, desktop publishing, video and audio entertainment, and Web page authoring. Software for communications includes groupware, e-mail, and Web browsers. Hardware Information processing involves four phases: input, process, output, and storage. Each of these phases and the associated devices are discussed below. Input devices: Input devices include the keyboard, pointing devices, scanners and reading devices, digital cameras, audio and video input devices, and input devices for physically challenged users. Input devices are used to capture data at the earliest possible point in the workflow, so that the data are accurate and readily available for processing. Processing: After data are captured, they are processed. When data are processed, they are transformed from raw facts into meaningful information. A variety of processes may be performed on the data, such as adding, subtracting, dividing, multiplying, sorting,

organizing, formatting, comparing, and graphing. After processing, information is output, as a printed report, for example, or stored as files. Output devices: Four common types of output are text, graphics, audio, and video. Once information has been processed, it can be listened to through speakers or a headset, printed onto paper, or displayed on a monitor. An output device is any computer component capable of conveying information to a user. Commonly used output devices include display devices, printers, speakers, headsets, data projectors, fax machines, and multifunction devices. A multifunction device is a single piece of equipment that looks like a copy machine but provides the functionality of a printer, scanner, copy machine, and perhaps a fax machine. Storage devices: Storage devices retain items such as data, instructions, and information for retrieval and future use. They include floppy disks or diskettes, hard disks, compact discs tapes, PC cards, Smart Cards, microfilm, and microfiche. Information and Data Processing Data processing is the input, verification, organization, storage, retrieval, transformation, and extraction of information from data. The term is usually associated with commercial applications such as inventory control or payroll. An information system refers to business applications of computers and consists of the databases, application programs, and manual and machine procedures and computer systems that process data. Databases store the master files of the business and its transaction files. Application programs provide the data entry, updating, and query and report processing. Manual procedures document the workflow, showing how the data are obtained for input and how the system's output is distributed. Machine procedures instruct the computers how to perform batch-processing activities, in which the output of one program is automatically fed into another program. Daily processing is the interactive, real-time processing of transactions. Batch-processing programs are run at the end of the day (or some other period) to update the master files that have not been updated since the last cycle. Reports are printed for the cycle's activities. Periodic processing of an information system involves updating of the

master files— adding, deleting, and changing the information about customers, employees, vendors, and products.

TYPES OF INFORMATION TECHNOLOGIES: Computer Hardware Technologies. Including microcomputers, midsize servers, and large mainframe systems, and the input, output and storage devices that support them Computer Software Technologies, Including operating system software, web browsers, software productivity suits, and software for business applications like customer relationship management and supply chain management. Telecommunications network technologies, Including telecommunication media, processors, and software needed to provide wire based and wireless access and support f or the internet and private internet based networks such as intranets and extranets. Date resource management technologies, including database management system software for the development, access, and maintenance for the database of an organization.

PRACATICAL STUDY OF ORGANIZATION Company Introduction:SAMARAT WIRES & METALS PRODUCTION L.L.C is formerly known as SWMP METSLS OF DUBAI LIMITED and more properly known as SAMRAT WIRES INDUSTRY L.L.C is located at DUBAI, U.A.E. The company was established in 1998 The Prime objective of producing quality Nails and wire) for Binding and fixing purposes The production facility is spread over and area of 29 acres.) The project was set up with the help to IT Manager Mr Abdu Waris. Turning closed down industry around into a viable economic unit is not a small achievement. Management’s and Abdul Waris knowledge of IT and implementation in Nails industry, have helped SWMP to come back on its feet and to blossom into the leading Nails manufacturers of the country. Now SWMP has commenced production of very high quality Annealed Wire with his machine and will soon be marketing Galvanized products as well. Over the last 10 years, Samrat Wires & Metals production l.L.Cc . has excelled in the art of Nails manufacturing. Under the popular brand names of SWMP, nails and SAMRAT is now the market leader in Dubai. This success is now fast spreading to international markets across Europe, Middle East, Africa, Asia and the Far East. The backbone of SAMARAT WIRES & METALS PRODUCTION L.L.C is a team of qualified, experienced and dedicated professionals with a proven expertise along with a staunch backing through technical collaboration with SWMP. SWMP basically produce two types of line products in Dubai. 1. Wire Nails 2. Annealed and Galvanized Wire

SWMP capture 80% share of the local market in Dubai and now exporting its product to other countries. Today SWMP produces up to 70 TONS of

Nails per day. SWMP has commenced production of very high

quality

STRUCTURE OF ORGANIZATION’S MIS DEPARTMENT:Information technology is more important in all organizations in this new era of information technology and competition. In this new era, managers make fast decisions, collaborate with other staff to develop the skills of the future. Every organization demands quick and updated information. Information systems provide support to its decision and enable to make accurate decision. Director MIS is the head of Information System in SWMP, who supervises the whole system. The director of MIS Department is responsible of all activities of information system in the organization

OPPORTUNITIES:“The Future belongs to those who see the possibilities before they become obvious” •

With renewed focus towards expanding the portfolio, efforts have been directed towards consumer.

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Both these areas particularly consumer financing remains largely unexplored territories for the local sector and require a high level of risk surveillance.

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High skilled labors force should be employed.

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Online order placement facilities should be enhanced.

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Employees having professional thinking and attitude toward their work as well as having good industry experience should be hired by giving them special salaries and IS training.

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SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C should try to increase their branches in foreign countries special in China.

THREATS:The main threat which SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C has to face now days that is the products of china. China has a much enhanced industry and growing day by day. Chinas capture all the markets of the world due to the low cost and high quality. Now in these days the major competitor of SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C is China which provides the high quality products in a very low price as compare to the market.

WEAKNESSES OF THE MIS DEPARTMENT:Although MIS department of SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C is trying to perform good job and supporting other departments yet there are some short falls which I observe during my case study and described them below •

The main short fall is that the information system processed the information very slowly due to overloading and shortage of employees.

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The information system is based on COBOL so it’s very difficult to end users to retrieve the required data easily as they are not receiving proper training.

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Delay between transaction and output.

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Information gathering will always be out of date.

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Information from master file is not easily available.

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Lack of speeding printer such as laser jet currently the organization uses the

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Dot matrix printers.

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Complaint about the trouble shooting is rectifying slowly.

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Duplication of the data occurring in information system.

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Lack of training facility.

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Poor quality of computer such as Pentium I & II.

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MIS department is facing overload of work.

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Insufficient coordination of information among the departments.

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The trouble shooting complaints are increased day by day.

CONCLUSION SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C is the monopolistic organization of Nails products in Dubai launches versatile Nails products in local market and export to the other countries and now exports its Nails products to European countries. SAMARAT WIRES & METALS PRODUCTION L.L.C launches the aggressive market strategies to increase its sales volume. SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C has still some short falls in its system. The Managing Director of the firm is determined to overcome such short comes and develop the organization as MODEL ORGANIZATION. Employees believe that management takes action in span time for job satisfaction. The channel of the communication and other information are not followed properly by different departments which is the main cause of reducing the end user’s productivity.

Following are the suggestions to further enhance and update the quality of the MIS department of SWMP SAMARAT WIRES & METALS PRODUCTION L.L.C. •

The immediate need is to modify or develop the new system as per demand of the time so that further requirements are met accordingly.

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Made the system easy and end user friendly.

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Provide high quality services and system documentation for all end users.

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Improve the user interface and user training program in order to enhance end user productivity.

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Improve the sharing of data among the departments.

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Close down plug-in the communication gaps between different departments.

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Increase the latest Pc’s on the job.

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Proper maintenance of the systems.

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Use the high speed technology which is basic need of a good information

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system.

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The staff must be properly trained and skilled. Secondly, the right person

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should be put to the right job so that the customer may be satisfied with the

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conduct and performance of the staff.