mis report

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CHAPTER 1 INTRODUCTION 1.1 Management Information Systems 1.1.1 CONCEPT The initial concept of MIS was to process data from the organization and presents it in reports at regular intervals. The system was largely capable of handling the data from collection to processing. It was more impersonal, requiring each individual to pick and choose the processed data and use it for his requirements. This concept was further modified when a distinction was made between data and information. The information is a product of an analysis of data. This concept is similar to a raw material and the finished product. What are needed are information and not a mass of data. However, the data can be analyzed in a number of ways, producing different shades and specifications of the information as a product. It was, therefore, demanded that the system concept be an individual- oriented, as each individual may have a different orientation. Towards the information, this concept was further modified, that the system should present information in such a form and format that it creates an impact on its user, provoking a decision or an investigation. It was later realized then even though such an impact was a welcome modification, some sort of selective approach was 1

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Page 1: MIS Report

CHAPTER 1INTRODUCTION

1.1 Management Information Systems

1.1.1 CONCEPT

The initial concept of MIS was to process data from the organization and presents it in reports

at regular intervals. The system was largely capable of handling the data from collection to

processing. It was more impersonal, requiring each individual to pick and choose the

processed data and use it for his requirements. This concept was further modified when a

distinction was made between data and information. The information is a product of an

analysis of data. This concept is similar to a raw material and the finished product. What are

needed are information and not a mass of data. However, the data can be analyzed in a

number of ways, producing different shades and specifications of the information as a

product. It was, therefore, demanded that the system concept be an individual- oriented, as

each individual may have a different orientation. Towards the information, this concept was

further modified, that the system should present information in such a form and format that it

creates an impact on its user, provoking a decision or an investigation. It was later realized

then even though such an impact was a welcome modification, some sort of selective

approach was necessary in the analysis and reporting. Hence, the concept of exception

reporting was imbibed in MIS.

The concept remained valid till and to the extent that the norm for an exception remained true

and effective. Since the environment turns competitive and is ever changing, fixation of the

norm for an exception becomes ka futile exercise at least for the people in the higher echelons

of the organization. The concept was then evolved that the system should be capable of

handling a need based exception reporting. This need maybe either of an individual or a

group of people. This called for keeping all data together in such a form that it can be

accessed by anybody and can be processed to suit his needs. The concept is that the data is

one but it can be viewed by different individuals in different ways. This gave rise to the

concept of DATABASE, and the MIS based on the DATABASE proved much more

effective.

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The concept of MIS gives high regard to the individual and his ability to use information. An

MIS gives information through data analysis. While analyzing the data, it relies on many

academic disciplines. These include the theories, principles and concepts from the

Management Science, Psychology and Human Behavior, making the MID more effective and

useful. These academic disciplines are used in designing the MIS, evolving the decision

support tools for modeling and decision - making.

The foundation of MIS is the principles of management and if its practices. MIS uses the

concept of management Information System can be evolved for a specific objective if it is

evolved after systematic planning and design. It calls for an analysis of a business,

management views and policies, organization culture and the culture and the management

style. The information should be generated in this setting and must be useful in managing the

business. This is possible only when it in conceptualized as system with an appropriate

design. The MIS, therefore, relies heavily on the systems theory offers solutions to handle the

complex situations of the input and output flows. It uses theories of communication which

helps to evolve a system design capable of handling data inputs, process, and outputs with the

least possible noise or distortion in transmitting the information form a source to a

destination. It uses the principles of system Design, Viz., an ability of continuous adjustment

or correction in the system in line with the environmental change in which the MIS operates.

Such a design help to keep the MIS tuned with the business managements needs of the

organization.

I refer to management information systems (MIS) as identifiable sets of policies, models, procedures and files of information which operate to record, manipulate, store, retrieve, process and display information useful in managing some aspect of an organized enterprise. Such systems may depend only on rather simple mechanical devices operated directly by human hands, such as pencils, pens, ledgers, charts, and so on; or they may also depend on more complex devices and machines, such as slide rules, calculators and electronic data processing systems. They all seem to depend on paper to a great extent!

1.1.2 Management Information Systems Definition The Management Information System (MIS) is a concept of the last decade or two. It

has been understood and described in a number ways. It is also known as the Information

System, the Information and Decision System, the Computer- based information

System.

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The MIS has more than one definition, some of which are give below.

The MIS is defined as a system which provides information support for decision making

in the organization.

The MIS is defined as an integrated system of man and machine for providing the

information to support the operations, the management and the decision making function

in the organization.

The MIS is defined as a system based on the database of the organization evolved for the

Purpose of providing information to the people in the organization. The MIS is defined

as a Computer – based Information System.

Thought there are a number of definitions, all of them converge on one single point,

i.e., the MIS is a system to support the decision making function in the organization.

The difference lies in defining the elements of the MIS. However, in today’s world MIS

a computerized business processing system generating information for the people in the

organization to meet the information needs decision making to achieve the corporate

objective of the organization.

In any organization, small or big, a major portion of the time goes in data

collection, processing, documenting it to the people. Hence, a major portion of the

overheads goes into this kind of unproductive work in the organization. Every

individual in an organization is continuously looking for some information which is needed

to perform his/her task. Hence, the information is people-oriented and it varies with the

nature of the people in the organization.

1.1.3 Role of Management Information system

The role of the MIS in an organization can be compared to the role of heart in the body. The

information is the blood and MIS is the heart. In the body the heart plays the role of

supplying pure blood to all the elements of the body including the brain. The heart works

faster and supplies more blood when needed. It regulates and controls the incoming impure

blood, processes it and sends it to the destination in the quantity needed. It fulfils the needs of

blood supply to human body in normal course and also in crisis.

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The MIS plays exactly the same role in the organization. The system ensures that an

appropriate data is collected from the various sources, processed, and sent further to all the

needy destinations. The system is expected to fulfil the information needs of an individual, a

group of individuals, the management functionaries: the managers and the top management.

The MIS satisfies the diverse needs through a variety of systems such as Query

Systems, Analysis Systems, Modelling Systems and Decision Support Systems the MIS

helps in Strategic Planning, Management Control, Operational Control and Transaction

Processing.

The MIS helps the clerical personnel in the transaction processing and answers their queries

on the data pertaining to the transaction, the status of a particular record and references on a

variety of documents. The MIS helps the junior management personnel by providing the

operational data for planning, scheduling and control, and helps them further in decision

making at the operations level to correct an out of control situation. The MIS helps the

middle management in short them planning, target setting and controlling the business

functions. It is supported by the use of the management tools of planning and control. The

MIS helps the top management in goal setting, strategic planning and evolving the

business plans and their implementation.

The MIS plays the role of information generation communication, problem identification and

helps in the process of decision making. The MIS, therefore, plays a vital role in the

management, administration and operations of an organization.

1.1.4 Impact of Management Information System

Since the MIS plays a very important role in the organization, it creates an impact on the

organizations functions, performance and productivity. The impact of MIS on the functions

is in its management. With a good support, the management of marking, finance, production

and personnel become more efficient. The tracking and monitoring of the functional targets

becomes easy. The functional, managers are informed about the progress, achievements and

shortfalls in the probable trends in the various aspects of business. This helps in forecasting

and long- term perspective planning. The managers attention is brought to a situation

which is exceptional in nature, inducing him to take an action or a decision in the

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matter. A disciplined information reporting system creates a structured data and a

knowledge base for all the people in the organization. The information is available in such a

form that it can be used straight away or by blending analysis, saving the Manager’s

valuable time.

The MIS creates another impact in the organization which relates to the understanding

of the business itself. The MIS begins with the definition of a data entity and its attributes.

It uses a dictionary if data, entity and attributes, respectively, designed for information

generation in the organization. Since all the information system use the dictionary, there is

common understanding of terms and terminology in the organization brining clarity in the

communication and a similar understanding an even of the organization.

The MIS calls for a systemization of the business operation for an affective system

design. A well designed system with a focus on the manger makes an impact on the

managerial efficiency. The fund of information motivates an enlightened manger to use a

variety of tools of the management. It helps him to resort to such exercises as

experimentation and modelling. The use of computers enables him to use the tools

techniques which are impossible to use manually. The ready-made packages make this task

simpler. The impact is on the managerial ability to perform. It improves the decision making

ability considerably.

Since the MIS works on the basic systems such as transaction processing and

databases, the drudgery of the clerical work is transferred to the computerized system,

relieving the human mind for better work. It will be observed that a lot of manpower is

engaged in this activity in the organization. It you study the individual’s time utilization and

its application; you will find that seventy per cent of the time is spent in recording, searching,

processing and communication. This is a large overhead in the organization. The MIS has a

direct impact on this overhead. It creates an information- based work culture in the

organization.

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1.2 Gurans Life Insurance Co. Ltd

1.2.1 INTRODUCTIONGurans Life Insurance Co .Ltd. has been established and registered under Company Act 2063

B.s.(Regd. No. 1005/063-64) and Insurance Act 2049 as a public Limited Co. and was issued

a license operate Life Insurance Business on 2064/12/18. Gurans Life Insurance Co .Ltd. is

promoted by a Commercial Bank, T.M Dugar Group along with group of diverse and

renowned Businessmen, Industrialist and Legal professionals

Capital:Gurans Life Insurance Co .Ltd. have total authorized capital of 50 Crore. Out of which issued

and paid up capital is Rs 36 Crores. 30% of the issued capital has been allotted to the public

through IPO and 70% has been subscribed by the promoters. Total shareholders of the

company are more than 26000.

Re-Insurance:

The Company has made reinsurance arrangement with SCOR GLOBAL LIFE SE,

SINGAPORE.

Vision:To develop the company as an important entity in contributing to social as well as financial

sector towards making New Nepal , To invest and expand business in international market for

providing maximum benefit to policyholders

Mission:Create resources and generate employment opportunities and promote saving habits of

individuals for their financial stability and improvement of their living standard. Life

insurance is not just a business; it is a social service as well.

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1.2.2 Management Hierarchic of Gurans Life Insurance Co. Ltd

1.2.3 Information System Structure of Gurans Life Insurance Co. Ltd

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1.2.4 Management Structure of Gurans Life Insurance Co. Ltd

1.3 Objective of the Study

The project work must have some objective the objective of the particular steady was related

to Gurans Life Insurance Co. Ltd. The main objective of this project is:

To impartial fulfilment of MBS 2nd year course

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To know the uses and benefits of MIS in Insurance companies in Nepal.

To understand the issue of Information System as practiced in these kind of

organization

To develop the project work practices

To know the Management information system condition of Gurans Life Insurance

Collect the data find out problems and issue of MIS and give recommendations

1.4 Limitation of the studyAlmost all works have some limitations we know that every research work is to be approved

with necessary facts and proofs but it becomes difficult to do so because all the data and

information that we get from the organization may not be real similarly this case study also

carries some limitation they can be as follows:

The respondents whose opinions are analyzed are not willing to disclose the quantum of information they have

The manager of this organization may hide some real information because he doesn’t like to reduce the prestige of organization

Data were collected with the help of few employee so it may not represent the whole organization

A time limits is major factor due to the limits all the process to be followed by the researcher may lack so the accurate information can’t get

Information and Data, in majority are a secondary nature. A list amount of primary data has been used other source are no included in this study.

Due to shorter span of time and resources less information has been considered to analysis. So the study of financial statement cannot be generalized

The information that is collected in project report is not adequate.

Chapter – two

RESEARCH METHODOLOGY

2.1 Research Design

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Research Design is the plan, structure and strategy of investigation conceived so as to obtain

answers to research question.It is a set of advance decisions that make up the master plan

specifying the methods and procedures for collecting and analyzing the needed information.

For information of Gurans life Insurance Co. Ltd three Types of Research Designs are made

• Exploratory• Descriptive• Causal

2.1.1 Exploratory research: Exploratory research undertaken to gain background

information about the general nature of the research problem.

Uses of exploratory research in this project:1. Gain background information.2. Define terms.3. Clarify problems and hypotheses.4. Establish research priorities

2.1.2 Descriptive research: Descriptive research used for getting answers to the questions

of who, what, when, where, and how.

2.1.3 Causal research: Causality may be thought of as understanding a phenomenon in

terms of conditional statements of the form, “If X, and then Y.” Conditions for Causality

are:

Research designs are concerned with turning the research question into a MIS project. The

best design depends on Gurans Life Insurance research questions. Every design has its

positive and negative sides. The research design has been considered as a "blueprint" for

research, dealing with at least four problems: what questions to study, what data are relevant,

what data to collect, and how to analyze the results related to Management Information

system (MIS)

2.2 Sources of Data

Data is a foundation of all research projects. Data must be obtained from very reliable and

effective source. There is two way of getting data:

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2.2.1 Primary data

The data which is collected by the researcher directly from his own observations and

experiences is called Primary data. For example, if the researcher conducts a survey for the

collected of data then it is known as primary data. Primary data are those data which are

collected for the first time, taking a sample, representing a population. It is not a published

data, it is problem specific data collected by the researcher, first time. When primary data is

published by researcher, it becomes the secondary data for everybody, other than the

researcher. Following methods are used in Gurans Insurance for getting primary data:

Registrations:- find out Computer/servers/ Network and database performances Questionnaires:- employee personal feelings Interview:- employee personal experiences Direct observations: Data flow / Data management IT equipments Reporting :- Data collect from reports send to top level management

2.2.2 Secondary DataSecondary data is data collected by someone other than the user those data are already

published. It may be useful for many other people than the researcher who has published it.

There are various sources of secondary data collection for this project is:

Internal Sources: Accounting records, Product wise service Record, Internal experts External Sources: Articles of Bimaa Samiti, Annual Report, Articles and Internet

2.3 Research software tools UsedDifferent software is used for preparing this research report, without help of these software

tools; it would be difficult to present the research report.

Analysis Tools:- Microsoft excel 2007 Case Tools:- Microsoft Visio 2007 Report writing tools:- Microsoft word 2007

Chapter – Three

DATA ANALYSIS

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3.1 Data Analysis Tools and techniquesThe data collected from secondary as well as primary sources are sorted and only the related

data are considered. They are further examined in relation to the objectives according to their

pattern. Available data is presented in the Data Flow Diagram (DFD) and Entity Relationship

Diagram (ERD)

3.1.1 Data flow Diagram (DFD)

A data flow diagram (DFD) is a graphical representation of the "flow" of data through an

information system, Often they are a preliminary step used to create an overview of the

system which can later be elaborated. DFDs can also be used for the visualization of data

processing (structured design).

A DFD shows what kinds of data will be input to and output from the system, where the data

will come from and go to, and where the data will be stored. It does not show information

about the timing of processes, or information about whether processes will operate in

sequence or in parallel. Data flow diagrams (DFDs) are one of the three essential perspectives

of the structured-systems analysis and design method.

With a data flow diagram, users are able to visualize how the system will operate, what the

system will accomplish, and how the system will be implemented. The old system's dataflow

diagrams can be drawn up and compared with the new system's data flow diagrams to draw

comparisons to implement a more efficient system. Data flow diagrams can be used to

provide the end user with a physical idea of where the data they input ultimately has an effect

upon the structure of the whole system from order to dispatch to report. How any system is

developed can be determined through a data flow diagram.

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There are different notations to draw data flow diagrams (Yourdon & Coad and Gane &

Sarson), defining different visual representations for processes, data stores, data flow, and

external entities for example:

3.1.2 E-R Diagram:An entity-relationship model (ERM) is an abstract and conceptual representation of data.

Entity-relationship modelling is a database modelling method, used to produce a type of

conceptual schema or semantic data model of a system, often a relational database, and its

requirements in a top-down fashion. Diagrams created by this process are called entity-

relationship diagrams, ER diagrams, or ERDs.

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An entity may be defined as a thing which is recognized as being capable of an independent

existence and which can be uniquely identified. An entity is an abstraction from the

complexities of some domain. When we speak of an entity we normally speak of some aspect

of the real world which can be distinguished from other aspects of the real world

Entity-relationship diagrams don't show single entities or single instances of relations. Rather,

they show entity sets and relationship sets. Example: a particular song is an entity. The

collection of all songs in a database is an entity set. The eaten relationship between a child

and her lunch is a single relationship. The set of all such child-lunch relationships in a

database is a relationship set. In other words, a relationship set corresponds to a relation in

mathematics, while a relationship corresponds to a member of the relation.

3.1.3 Run/Growth Chart: Run Chart is a graph that displays observed data in a time sequence. Often, the data displayed

represent some aspect of the output or performance of a manufacturing or other business

process. Run sequence plots are an easy way to graphically summarize a univariate data set.

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Run charts are analyzed to find anomalies in data that suggest shifts in a process over time or

special factors that may be influencing the variability of a process. Typical factors considered

include unusually long "runs" of data points above or below the average line, the total

number of such runs in the data set, and unusually long series of consecutive increases or

decreases.

Examples could include measurements of the fill level of bottles filled at a bottling plant or

the water temperature of a dishwashing machine each time it is run. Time is generally

represented on the horizontal (x) axis and the property under observation on the vertical (y)

axis. Often, some measure of central tendency (mean or median) of the data is indicated by a

horizontal reference line.

Run chart of Gurans Insurance is presented below in different Catagories

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3.2 Analysis of Existing MIS system of Gurans Life Insurance Co. Ltd

Gurans Life Insurance currently lunching web-based registration process, Insurance premium

calculation system, Product wise Premium calculation system, Agent balance inquires

system. Anybody can get web based facilities through Internet according to Gurans life

Insurance terms and condition. Gurans Insurance using SQL 2008 enterprise server for Data

Base. Existing system of Gurans Life Insurance are as follows:

3.2.1 Hardware and Software Resources

Web-Server

RAM : 8GB / 16GBPROCESSOR : Intel ® Xeon® E5640 2.66 GHzHARDDISK : 2 x 250 GB 12k RPM, SAS Network Card : 2 x 10/1000m recommendedOperating system : Windows server 2008 standard/Enterprise + 10 Terminal LicenseSoftware : HItech ERP software + Insurance software

Data Base Server

RAM : 8GBPROCESSOR : Intel ® Xeon® E5000 2.66 GHzHARDDISK : 2 x 460 GB 12k RPM, SAS Network Card : 2 x 10/1000m recommendedNetwork Drive : 2 TB Network Storage devices (data warehouse)Operating System : windows server 2003 Enterprise R2 or higherDatabase : SQL Server 2008 enterprise edition

Client computers

RAM : 1GB/2GBPROCESSOR : INTEL PENTIUM 3GHz/DUAL CORE / CORE 2 DEOHARDDISK : 80 GB MORE Network Card : 10/1000m recommendedOperating system : Windows XP/Windows Software : Microsoft office 2007, Adobe Reader, Photoshop

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3.2.2 Network Infrastructure of Gurans Life Insurance Co. Ltd

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3.2.3 Network security, Database security and Disaster Recovery

Files & Database Security: Database computer has RAID 5 hard disk drives. In case

of accidental failure of either of hard disk another one will operate the system without

disrupting operation. Network Drive automatically synchronizes Swastik Backup and

other important data which provides Security for accidental loss of data.

Anti-Hacking: Cisco ASA firewall works as anti-hacking system. Only authenticated

Users and network System can access terminal applications.

Antivirus Security: for virus security for Application server, Database server and

Clients computer corporate level Antivirus will be used.

Electricity fluctuation and Power Backup: To prevent loss of data, Damage of

hardware system and malfunctioning of operating system and software we

recommend for all time power backup.

Disaster Recovery: Gurans life insurance use MS SQL database for all type

transaction and accounting entries. For disaster recovery the insurance company used

this type of Data centres network.

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Chapter – Four

SUMMARY, CONCLUSIONS AND RECOMMENDATIONS

4.1 Summary:

Management information system has been emerged as a new concept in the field of

management to solve the problems generated by complex organizational structure and

increased complexities of management due to industrial and technological revolution.

MIS is defined as a computer based information system which provides information

supports of decision making in the organization. MIS gives information through data

analysis.

Management Information system is the back bone on which logical business decisions

are made in all types of business organizations. Applying this logic to an insurance

company, we can safely say that a financial company must have good management

Information system as a minimum to survive a prosper in this exceedingly competitive

worlds.

4.2 Conclusion:

Subsequent to the details study Gurans Insurance, we come to know that the

Insurance Company has laid its foundation as an upcoming and determined top level

insurance company of the country. However it still has a long way to go; this could be

considered as a symbol of success. Precisely speaking the Gurans Insurance should

formulate apposite strategies and implement them in a proper way so as to gain

more and more standing trust from its customers. The annual report of the Gurans

Insurance undoubtedly conveys that its premium collection is increasing every year.

It obviously says that the present insurance sector of Nepal has progressive sign and

it tells us that this may even better in coming days. With the establishment of new

Insurance company it is understandable that the Nepalese financial environment is

smoothing and comfortable for the entrepreneurs either they are from domestic

land or from foreign land.

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Due to the establishment of various Insurance companies in such short span of time,

a very tough competition among them is sure to happen and it is happening yet

present too. It is noteworthy that Gurans insurance has become able to grab

financial success in such a competitive and dynamic environment. Despite of year

long civil war, political instability, economic crises, and competition; Gurans

Insurance has laid down ground work in the sector of insurance and can assume that

it may do a wonder in the forth coming future. We can hope it would be most

promising and successful insurance company in Nepal.

4.3 Recommendation

After finalizing the project, it should be tested in real work place. Some of the sectors

can be taken as sample. Then some of the staff should be trained to operate the

system. A separate team should be there for maintaining, modifying, and

administrating the system. Then the first phase of work can be started with new

candidates. In second phase old records also are incorporated if data is available. The

management support is encouraging and should continue. After first phase feedback

should be taken from staff as well as skill candidates and necessary modifications

should be done. A further research can be done on impact of examination

management information system in Gurans Life Insurance.

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Chapter – Five

BIBLIOGRAPHY

Adhikari, Shankar (2007). Introduction to Management Information System.

Kathmandu: Buddha Academic Publishers and Distributors.

Acharya, Ishwar (2002). Implementation of MIS in RNAC. Unpublished Master Degree Thesis. Shankar Dev Campus. TU.

Adeoti-Adekeye, W.B. (1997). Importance of MIS. Library Review. Vol.46.No.5:318-327.

Adhikari, Bimal P. (2003). Information Technology in security Management Unpublished Master Degree Thesis. Shankar Dev Campus. TU.

Bhattrai, Ajit P.(2003). Performance of Management Information System in Kumari Bank. Unpublished Master Degree Thesis. Shankar Dev Campus. TU.

Jawadekar, W.S. (2003). Management Information Systems. New Delhi: Tata Mc Graw-Hill

Joshi, P.R. (2003). Research Methodology. Kathmandu: Buddha Academic Publishers and Distributors.

O’Brien, James A. (2004). Management Information Systems. New Delhi : Mc Graw-Hill

Shrestha, Aniva (2003). Essence of MIS In Banking Sector. Unpublished Master Degree Thesis. Shankar Dev Campus. TU.

Stoner, James A.F., Freeman, Edward R., & Gilbert, Danial R. (2000). Management 2000. New Delhi: Prentice Hall of India.

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