Mis - Case Study free essay sample

Unraveling the Jargon The consultant’s reply was: â€Å"In my investigation of your applications portfolios, I’ve applied †¦ to the logical data structures and have discovered a very high frequency – approximately 93. 286% of data embedded in application program logic which is largely responsible for the integrity and synchronization problem currently being encountered. As a solution, I would recommend the design of a master database each of which would employ relational technology to reduce the database to third normal form. This would eliminate the possibility of semantic disintegrity upon querying the database. † Questions: a. Try to guess what the consultant said? b. Justify the use of technical jargon. What the consultant was trying to say is that base on his investigation, with the expertise that he have and upon checking the folder where the database application is placed, he already found the cause of an error or problem within the database. The problem is data overloading. Data Overloading means that there are many unused or inappropriate data that was inserted inside the database application. The solution is to redesign the database and transform it into a new form which is called â€Å"Third Normal Form. † The database is said to be in third normal form where in each non-primary entity is independent with each other. Transforming the data base in the third normal will eliminate semantic integrity or an illogical or incorrect placement of values in the database. Using technical jargon is appropriate whenever the one you are talking to is at the same expertise as yours. Many people are considering it useful for the people inside a professional field. They can use jargon to get information faster. Some people use technical jargon to make oneself seem superior by using words and terms that others cannot understand. Technical jargons are recommended to use but in the right time, the right place and with the right people where they can understand the terms that you are using. Case 2: Information System in Restaurant A waiter takes an order at a table, and then enters it online via one of the six terminals located in the restaurant dining room. The order is routed to a printer in the appropriate preparation area: the cold item printer if it is a salad, the hot-item printer if it is a hot sandwich or the bar printer if it is a drink. A customer’s meal check-listing (bill) the items ordered and the respective prices are automatically generated. This ordering system eliminates the old three-carbon-copy guest check system as well as any problems caused by a waiter’s handwriting. When the kitchen runs out of a food item, the cooks send out an ‘out of stock’ message, which will be displayed on the dining room terminals when waiters try to order that item. This gives the waiters faster feedback, enabling them to give better service to the customers. Other system features aid management in the planning and control of their restaurant business. The system provides up-to-the-minute information on the food items ordered and breaks out percentages showing sales of each item versus total sales. This helps management plan menus according to customers’ tastes. The system also compares the weekly sales totals versus food costs, allowing planning for tighter cost controls. In addition, whenever an order is voided, the reasons for the void are keyed in. This may help later in management decisions, especially if the voids consistently related to food or service. Acceptance of the system by the users is exceptionally high since the waiters and waitresses were involved in the selection and design process. All potential users were asked to give their impressions and ideas about the various systems available before one was chosen. Questions: a. In the light of the system, describe the decisions to be made in the area of strategic planning, managerial control and operational control? What information would you require to make such decisions? . What would make the system a more complete MIS rather than just doing transaction process? c. Explain the probable effects that making the system more formal would have on the customers and the management. Some decisions that should be considered in the area of strategic planning are: A strategic decision that will be made should affect the long-term direction of the company. Decisions in this secto r should be about trying to achieve some advantage for the company and avoiding bringing an out of the place decisions that will harm the consistency of the company. The decisions should also consider the scope of a company’s activities wherein the boundaries of the company are shown. A strategic decision should also consider the effect this decision on the employees because they will be the one to do the work. Managerial Control Decisions should be a long range considering the company’s objectives. It should also be the best and applicable choice among the set of alternatives that has been suggested. Most importantly, this decision should involve changes within the company and this change should be an improvement. An Operation Control Decision involves three major considerations based on my opinion. An operational decision should be precise, fast, and cost-effective. First, it should be precise because a successful operational decision uses data quickly and effectively in the right action, looking like a knowledgeable employee with the right reports and analysis. Second, it should be fast. You need to take the best action that the time allows. Remember that in a restaurant, customers are not good in waiting longer. Lastly, an operational decision should be cost-effective. If an operational decision is successful it eliminates wasteful activities and costly reports. The system will be a more Management System if it will be involving feedbacks to the customers in what to improve with their service or with the food. It will also be a management system if the system will accept registration of a particular employee every table to avoid confusion and doubling orders. As a result, a fast service will be given. Making the system more formal might be a waste in terms of time management. If a formal system will be implemented it will affect our customer in a way hat they will be waiting longer than expected. Having a formal system involves many processes between the employees and customers. Case 3: Security Loopholes Utpal had just joined SystemX as Systems Manager. But he was a worried man looking at the current state of affairs at SystemX. As a part of assessing hardware and software requirements, it was found that out of the 364 desktops at the corporate of fice; more than half did not have their anti- virus software updated with recent virus signature files. Three fourths had not changed the default e-mail password (it was the user name) and no one had installed OS patches. And one of its local mail servers seemed to be an open relay! For a fleeting moment, he wondered about the situation at the seven branch offices across the country. SystemX used the Net extensively in dealing with its branches, customers and suppliers. Information like contract documents, marketing plans, Cheque and Draft numbers, bank account details and collection details were regularly transmitted by e-mail. Utpal’s first thought was that he would recommend that SystemX bring in a security consultant. But the budget constraints meant that his recommendation was unlikely to find favour. He was beginning to feel a bit out of depth and was wondering what he should do to ensure that SystemX’s data remained safe and secure. Questions: a. What security loopholes come to the fore in the situation described? How can these be plugged? b. What is the importance of a â€Å"security budget† in the context of the given situation? The security loopholes that was given the situation is the absence of anti-virus in half of the computers; E-mail accounts were not updated; OS patches were not installed; and one local mail server is open in the internet. These security loopholes can be plugged when the necessary adjustments were made such as the installation of anti-virus to all computer units, Updating the e-mail accounts to avoid outsiders in stealing files within the company, Operating Systems should be installed to improve the accessibility of the programs, and a local mail server should be set privately within the company. Security budget is important to ensure the safety and privacy of the company from outsiders or hackers. Remember that in this industry anything can happen, right or wrong, it doesn’t matter because this world revolves in a competition. The best way to be in track is to secure the important files of the company. Keep it within the company only to avoid copying of datas. Case 4: Too Many Information Systems X University has of late expanded very rapidly introducing a number of programmes and increasing student intake capacity. It has recently computerized its examination process based on some off-theshelf software. The library had already been computerized a couple of years back using a freely distributed Library Automation System. Daily cash transactions are also handled by computers in the Finance and Accounting Division, using accounting software. For further improvement of efficiency, the new governing body of the University have entrusted the task of developing an MIS for the University to Software Company. All these developments were welcomed by a cross-section of the University Community except a few. One of them is a faculty member at the Management Science Department who commented that the University is burdening itself with too many independent information systems. He strongly favored an integrated information system on the lines of an ERP for a business organization. Questions: a. Do you agree with the faculty member? Give reasons. b. What do you understand by Integrated Information System, the faculty member is talking about? Elaborate in the context of the X University. c. Visualize that the University governing Body decides to drop the MIS plan and agrees to the idea of developing an integrated IS. What problems are likely to creep in? d. Assess the role of Information System specialists and consultants in situations as described in the caselet. I agree with the faculty member that having too many independent information systems are really burdening. First of all, having too many systems is costly because they were made independently with each other. Second, every system requires installation, so it can waste time opening and closing one over the other. Lastly, it will affect the transactions or some activities that will be made in the university because the dates of the activities will depend on the systems which are independent with each other. An Integrated Information System is a system that combines other systems in one program. It is a system wherein every system that was stated in situation is dependent on one another. This system will be more effective because it is time-friendly with an affordable cost.