Implementation & Evaluation of MIS

This Slideshare discuss about
Different methods of MIS implementation
Steps and Task in Implementation of MIS
Evaluation criteria and procedure for MIS

1. Implementation & Evaluation of MIS Prepared By T.Manoj Kumar A Subtopic in Unit-5

2. Implementation Of MIS Once the design has been completed, there are four basic methods for implementing the MIS. They are as follow: 1. Install the system in a new operation or organization. 2. Cut off the old system and install the new. a. This produces a time gap during which no system is in operation. b. Practically, installation requires one or two days for small companies or small systems. 3. Cut over by segments . a. This method is also referred as” phasing in” the new system. b. Small parts or subsystems are substituted for the old. c. In the case of upgrading old systems, this may be a very desirable method. 4. Operate in parallel and cut over . a. The new system is installed and operated in parallel with the current system until it has been checked out, then only the current system is cut out. b. This method is expensive because of personal and related costs. c. Its big advantages are that the system is fairly well debugged when it becomes the essential information system.

3. IMPLEMENTATION STEPS OR TASKS T.Manoj Kumar Assistant Professor

4. IMPLEMENTATION STEPS OR TASKS Planning the implementation activities The MIS design and the urgent need for the system at the time the design is completed will weigh heavily on the plan for implementation The sub steps in planning are Establish Relationships among tasks Establish a Schedule Cost Schedule to Tasks and Time 2. Acquiring and laying out facilities and offices For the installation of a new system to replace a current one may require a major revision of facilities as well as completely new office, computer room etc. The MIS project manager must prepare rough layouts and estimates of particular floor areas that feel to be needed. The manager then prepares cost estimates. Space planning must be done by the space to be occupied by people, the space occupied by equipment and the movement of people and equipment in the work progress. A large investment in good working conditions will repay its cost many time T.Manoj Kumar Assistant Professor

5. IMPLEMENTATION STEPS OR TASKS 3. Organizing the personnel for implementation Top management must make the middle managers for their involvement in implementation, besides these, systems specialists, computer programmer; top management should make sure that each people who will operate the system should have active parts in the implementation 4.Developing procedures for installation and testing Procedures for evaluating and selecting hardware must be spelled out. Procedures for phasing in parts of the MIS or operating the MIS in parallel must be developed. The major part of implementing the MIS is the testing of each segment of total system as it is installed. 5 . Developing the training program for operating personnel A program is developed keeping in mind to impress management and support. After developing the program, it is necessary to train operating personnel in their new duties. They must have a thorough understanding of what the new MIS is like and what it is supposed to do. They must learn how it will operate. They are faced with many changes in their work and have to obtain acceptance of changes 6. Completing the system’s software As the system designers and programmers provide the flow diagrams and the block diagrams during the detailed design state. Some modification may be required, as the implementation stage progresses T.Manoj Kumar Assistant Professor

6. IMPLEMENTATION STEPS OR TASKS 7. Acquiring required hardware The decision is to be needed, whether to buy or lease the hardware. Capital expenditure analysis is only one of many factors involved in this decision. Others are prestige, usage etc. 8. Generating files In the implementation stage, the actual data must be obtained and recorded for the initial testing and operation of the system. This requires format of the data, storage form and format and remarks to indicate when the data have been stored. The collection of data used in routine operations is often called the master file . The translation of specifications for files into computer programs is a function of computer specialists 9.Designing forms For controlling the marketing, a salesperson has to fill out the forms summarizing the day’s activities. The form ensures the right information to be supplied for computer storage. Forms are required not just for input and output but also for transmitting data at intermediate stages. 10. Completing the system’s software As the software is developed internally or under contract, in both cases, the software development must take in mind the nature of the hardware required. As the system designers and programmers provide the flow diagrams and the block diagrams during the detailed design state. Some modification may be required, as the implementation stage progresses T.Manoj Kumar Assistant Professor

7. IMPLEMENTATION STEPS OR TASKS 11. Testing the entire system A test during installation stage consists of component tests, subsystem tests and total system acceptance tests. Components may be equipment (that can be new or old), new software programs, new data collection methods, work procedures, reporting formats. Difficulties that occur during component tests may lead t design changes 12. Completing cutover to the new system Cutover is a point at which the new component replaces the old component to the new system replaces the old system. This involves old forms, old files and old equipment being retried. 13.Documenting the system Documentation of the MIS means preparation of written descriptions of the scope, purpose, information flow components, and operating procedures of the system. Documentation is a necessity for troubleshooting, for replacement of subsystems, for interfacing with other systems, for training new operating personnel and also for evaluating and upgrading the system. 14.Evaluating the system After the MIS has been operating smoothly for a short period of time, an evaluation of each step in the design and of the final system performance should be made Providing system maintenance Maintenance is directed towards reducing errors due to design, reducing errors due to environmental changes and improving the system’s scope and services. T.Manoj Kumar Assistant Professor

8. Definition Evaluation of MIS is a process in which the performance of an organizational MIS is determined. According to the performance results, the organization evaluates and implements the necessary modifications in MIS EVALUATION OF MIS T.Manoj Kumar Assistant Professor

9. 1) Evaluation Approaches Various approaches are used to evaluate the organizational MIS performance. The most common approaches are, Quality Assurance Review : The quality assurance review is also known as a technical review. It determines the technical quality performance of MIS. The quality assurance review determines the data transmission rate, main or secondary storage, and CPU capacity. Reliability and Accuracy : Reliability and accuracy is a key indicator of measuring the performance of an MIS. The usefulness of the resulting information is usually determined by the precision of the data, it uses some parameters to find reliability and accuracy. Timeliness of Information : The results of MIS must be recent. And when evaluating patterns, management must make assumptions about the organization's future, based on MIS data. A more recent on MIS, decision making always reflects on current reality and correctly predict their impact on the business. If the data collection and processing delay its availability, the MIS must take into account its potential age-related inaccuracies and present the resulting information accordingly, with probable error ranges. EVALUATION OF MIS T.Manoj Kumar Assistant Professor

10. 2) Evaluation Criteria or Classes To evaluate the performance of MIS, the following two classes are used, Effectivenes s: The effectiveness class determines the quality of the MIS output. MIS is effective if the quality of its output is good and the process of producing output is right. Efficiency: The efficiency class specifies the total amount of resources required by MIS to obtain the output. Completeness of Information : For a specific decision, a successful MIS provides all the most important and valuable information completely. If any information is not available due to missing data, the gaps are highlighted and potential possibilities are either shown or possible implications arising from missing data are addressed. The relationship between effectiveness and efficiency can be defined as effectiveness is a measure of the quality of an MIS output, while efficiency is a measure of the resources required to achieve the output.  EVALUATION OF MIS T.Manoj Kumar Assistant Professor

11. 3) Product-based MIS evaluation The product-based MIS evaluation is also known as effectiveness evaluation. Determines the effectiveness of an MIS output. For assessing the effectiveness of MIS output, a model structure may be used. Model Structure: A model structure is a structure that contains various information attributes such as timeliness and relevance. To determine the MIS effectiveness in an organization, we need to determine the information attributes for the MIS output. Some of commonly used attributes are, Timeliness : Real-time information may be called information that is evaluated in a very short period. Relevance : Questions such as timeliness, authority or novelty of the outcome may include significance. Accuracy : The accuracy of information or measurements is their consistency, even in small details, of being accurate or correct. Completeness : Completeness' refers to how comprehensive the data is. Adequacy : The ability to obtain the information required for decision making in a timely and reliable manner. Explicitness : The degree to which the MIS is consistent with the particular organization. Exception-based : MIS should be built based on the exception-based reporting concept, which implies an irregular condition where the maximum, minimum, or predicted values differ outside the limits. Exception reporting should be given to the decision-maker at the appropriate level in such cases. 4) Cost/benefit-based evaluation Cost-based evaluation of the MIS system determines the benefits expected from the developed system. Different approaches are used to measure the cost and evaluate the various benefits to organizations. The approaches of cost-benefit analysis are used to find out the feasible solution. The benefits to be expected from the system and expected benefits are carried out in the cost/benefit calculation of the different expected costs. The measurement of cost/benefit decides the system's cost-effectiveness. EVALUATION OF MIS T.Manoj Kumar Assistant Professor