Management Information System of NWFP (Project Report)

Shortcomings: -

As discussed earlier, the AIS of NWFP textbook board is managed manually. The manual systems present the following numerous problems that are solvable by computer and communications technologies.

1.                  Error level

With manual systems, an uncomfortable level of error often exists. Frequently,

clerks look up the wrong prices, add prices incorrectly on invoices or produce garbled journal entries or source documents.

2.         Temporary or Permanent loss of data

Source documents and file folders are easily lost or misplaced. This often results in lost customer payment and delayed purchases or payments.

3.         Labour intensity

                        Manual systems are labour intensity and therefore costly.

4.         Poor level of service

Virtually everything takes longer to do with a manual system require information is very difficult to find.

OTHER SHORT COMING

Ø      There is no special security system to hide information.

Ø      The updating of data is very slow

Ø      There is no system to check the balance of account through on line system

Management Information system (MIS)

The management information system (MIS) is one of the five major CBIS subsystems. Its purpose is to meet the general information needs of all the managers in the firm or in some organizational subunit of the firm subunits can be used on functional areas or management levels. We define a management information system as a Computer-Based System that makes information available to users with similar needs. The users typically comprise a formal organizational entity. The firm or a subsidiary subunit. The information describes the firm or one of its major systems in terms of what has happened in the past, what is happening now and what is likely to happen in the future.

            The MIS provides information in the form of periodic reports, special reports and outputs from simulations by mathematical models. The report and model output can be provided in a tabular or graphic form.

   An MIS consists of two types of information-producing subsystems. Report-writing software provides information in the form of periodic and special reports. Mathematical models provide information in the form of simulation result.

Management by exception can be incorporated into reports by preparing them only when exceptions occur, by using an ascending or descending sequence to highlight exceptions, by grouping exceptions together, and by using variance columns.

A mathematical model simulates an entity and can be static or dynamic, probabilistic or deterministic, and optimizing or sub optimizing. Models are designed so that the manager can specify the scenario and thin assign values to decision variables. A manager who engages in modeling can expect to learn from the modeling experience, be able to consider a larger number of alternatives because of the simulation speed, gain a certain predictive power, and possibly avoid the costs of bad decisions. However, the manager must recognize that the model is only an approximation of reality and that requirement for mathematical skills increases as the models become more complex.

The MIS and its organizational subsystems contribute to problem solving in two basic ways.

·         Organization wide Information Resources:      The MIS is an organization wide effort to provide problem-solving information. The system is a formal commitment by executives to make the computer available to all managers. The MIS sets the stage for accomplishments in the other areas DSS, the virtual office, and knowledge-based systems.

Problem Identification and Understanding:

The main idea behind the MIS is to keep a continuous supply of information flowing to the manager. The manager uses the MIS primarily to signal problems or impending problems, and then to understand them by pinpointing locations and causes.

MIS of NWFP Text Book Board: -

            The management information system of NWFP Text Book Board is Computer-Based system. Their Software name is “Computerized Text Book Board” and “Computerized Management developer”. Following are the Hardware and Software used in management information system of NWFP Text Book Board.

Hardware and Software used by NWFP Text Book Board:-

Hardware:

Ø      P4 computers. (With 3GHz processor, 80GB Hard Disk and 12MB RAM).

Ø      D-link switches.

Ø      Photo state Machines

Ø      Printers

Ø      Uninterruptible power supply (UPS).

Software:

Ø      SQL server.

Ø      Windows server 2003.

Ø      Client computer (XP).

Ø      Internet Explorer.

Ø      “C-Shop”.

There are three departments of NWFP Text Book Board. Production sale and paper department (PSP), Establishment and Administration department (E & A) and editional and procurement department (E & P). The workflow among the departments is as under.

Workflow of system:

1. Curriculum is received from National Bureau of Curriculum and Textbooks.
2. Now curriculum is handed over to related subject specialist (Committee) for further processing.
3. Subject specialist appoints author for writing the book.
4. After writing of the book, written material is sent for composing.
5. After composing of the book internal review procedure starts.
6. During internal review authors check the written material and make their decisions accordingly.
7. After internal review editor edits the composed material.
8. After editing, edited material goes to National Reviewing Committee Islamabad for external review.
9. After external review National Reviewing Committee Issues NOC for book publishing.
10. Now E & P estimates the book pages and required pages for book publication.
11. At this stage E & P branch orders for printing of books to printer.
12. PSP Branch invites tenders for Paper Purchase.
13. PSP Branch purchases papers from papers Mills/Factories and handles stock of paper.
14. Papers are purchased in tons and are supplied for printing in reams.
15. Now book goes to PSP branch for Publishing/Printing.
16. At this stage PSP branch checks the demand of book according to educational branch need and decides total number of books for publication.
17. PSP branch allocates books and papers for publication to registered publishers.
18. PSP branch also sales the papers to publisher.
19. Publisher submits royalty, starts publishing and first submit model of book and then submit printed book in board.
20. Now board starts the sales of Book with respect to the demand of educational branch and agents need.
21. Sales of the books have three types:
• From class 1 to 10, books are sold in board’s account.
• From class 11 and 12, publisher submits the printed book, pays development and other charges to board and starts sales of books in publisher’s account.
• In some cases of 11 and 12, board pays 60% of the books price to publisher and starts sales of book in board’s account.