SMU MBA ASSIGNMENTS

Answer : DFD:- Data flow diagrams represent the logical flow of data within the system. DFD do not explain how the processes convert the input data into output. They do not explain how the processing takesplace.DFD uses few symbols like circles and rectangles connected by arrows to represent data flows. DFDcan easily illustrate relationships among data, flows, external entities stores.

DFD can also be drawn in increasing levels of detail, starting with a summary high level view and

proceeding o more detailed lower level views. Rounded rectangles represent processes that transform flow of data or work to be done. Rectangle represents external agents- the boundary of the system. Its source or destination of data.

– Choose meaningful names for the symbols on the diagram.

– Number the processes consistently. The numbers do not imply the sequence.

– Avoid over complex DFD.

– Make sure the diagrams are balanced

Data Dictionary

The data dictionary is used to create and store definitions of data, location, format for storage and

other characteristics. The data dictionary can be used to retrieve the definition of data that has

already been used in an application. The data dictionary also stores some of the description of data

structures, such as entities, attributes and relationships. It can also have software to update itself and to produce reports on its contents and to answer some of the queries. Determining the Information Requirement The sole purpose of the MIS is to produce such information which will reduceuncertaintyrisk in a given situation. The difficulty to determine a correct and complete set of information is on account of the factors given below:

 

1. The capability constraint of the human being as an information processor, a problem solver

and a decision-maker.

2. The nature and the variety of information in precise terms.

3. Reluctance of decision-makers to spell out the information for the political and the

behavioural reasons.

4. The ability of the decision-makers to specify the information. In spite of these difficulties,

methods are evolved based on the uncertainty scale, starting from the low to the high level

of uncertainty. If the uncertainty is low, seeking information requirement or needs is easy as

against a very high level of uncertainty.

 

There are four methods of determining the information requirements. They are:

• Asking or interviewing
• Determining from the existing system
• Analysing the critical success factors
• Experimentation and modelling.

 

Asking or Interviewing

In this method a designer of the MIS puts questions or converses with the user of the information and determines the information requirements. Putting the questions is an art and it should be used

properly to seek information. When the user has to select one answer from a finite set of answers a

closed question should be asked.

 

Determining from the Existing System

In a number of cases the existing system, which has been evolved after a number of years, and has

been designed out of experience gives straightaway the requirement of information. In any situations, systems from other companies can give additional information requirements.

The fund of knowledge is available from the textbooks, handbooks, research studies which can

determine the information requirement.

The managers in the operations and the middle management use the existing systems as a reference for determining the information requirements. This method is adopted when the rules and decision methods are outside the purview of the decision maker.

 

Analyzing the Critical Success Factors

Every business organization performs successfully on efficient management of certain critical success

factors. Other factors are important and play a support role in the functioning of the organization.

Many times a function is singularly critical to the successful functioning of a business organization.

 

Experimentation and Modelling

When there is total uncertainty, the designer and the user of the information resort to this method for determining the information requirement. The experimentation would decide the methodology for handling the complex situation. If the method is finalised, the information needs are determined as they have been evolved through the experimentation. Test marketing of a product is an approach of the experimentation to decide the correct marketing strategy. Sometimes models are used for

deciding the initial information needs and they are modified during the implementation stage.

 

 

Q2.What is MIS? Define the characteristics of MIS? What are the basic Functions of MIS? Give some Disadvantage of MIS?10 marks(350-400 words)