Assignment no. 3
Management information system
Registration no.

ASSIGNMENT

NICMAR / CODE OFFICE

1. Name -

2. Reg. No. -

3. Course No. - NCP-28

4. Course T!"e - Ma#ageme#! I#$orma!o# S%s!ems

&. Assg#me#! No. - T'ree

You are a project manager on a construction of Hydel-Power project comprising of 

four main works vi. Main !am" #eir" $lectric Power %tation and &unnel. &'e
re(uirement of ten construction materials including cement" steel )si* sies+" sand"
aggregate etc. need to ,e monitored daily. onsumption" re(uirements" resources
on site and in depot needs to ,e c'ecked every day. !esign an M..%. for efficient
working. Assume suita,le data.

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Assignment no. 3
Management information system
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Ma#ageme#! #$orma!o# s%s!em)

/MIS/ is
0 a planned system of collecting"
0 processing"
0 storing and
0 disseminating data
in t'e form of information needed to carry out t'e functions of management.

S*o+e o$ ,or)

Management is a process" involves

0 t'e responsi,ility of guiding"
0 supervising and
0 controlling a team of workers w'o are asked to accomplis' a given task.

A true management concentrates on managing t'e people w'o are entrusted wit'
t'e jo, of attaining t'e pre-determined o,jectives. 1ut it s'ould not ,e lost sig't of 
t'at t'e management of materials also calls for skill and judgement. #'ile
directing t'e people at work" we never lose sig't of materials.

&'e materials are very muc' t'ere in t'e minds of t'ose w'o are responsi,le for 
managing t'e affairs of a ,usiness and2or manufacturing unit. 1ot' re*!"% a#
#re*!"% " t'e management keeps a close watc' over t'e materials wit' t'e 'elp
of w'ic' people w'o are at work" accomplis' t'eir assigned jo, and t'us 'elp in
attaining t'e stated goals of t'e enterprise.

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Assignment no. 3
Management information system
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n fact" management sync'ronies wit' t'e control of 

• every systems" procedures" met'ods" tec'ni(ues and

• tools and materials w'ic' are truly effective instruments in serving t'e
enterprise.

&ruly speaking" 4t'e control5 of systems" etc." goes along way in 'elping t'e
workers in t'eir effort to ac'ieve t'e o,jectives of t'e enterprise.

Management till today 'as not ,een a,le to draw a dividing line ,etween t'e
 procurement of material t'ings re(uired for a successful operation and t'eir 
utiliation ,y t'e people w'o are at work. 6or does t'e management strive for 
suc' a dividing line. Material t'ings cannot ,e isolated. &'ey are closely related
to t'e management.

Areas of materials management can ,e descri,ed as t'e functions or scope of 

materials management. !elimiting t'e areas of materials management" t'e study
team on pu,lic sector undertakings 'as identified t'e following areas 

0 Materials Planning and Programming.

0 Purc'asing and nventory ontrol.
0 Receiving" #are'ousing and storekeeping
0 &ransportation and Materials Handling and
0 !isposal of %crap and %urplus" including t'e utiliation of ,y products.

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Assignment no. 3
Management information system
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as*)

&'e work involves four main works i.e. Main !am" #eir" $lectric Power %tation
and &unnel. &'e a,ove work involves %upply" &ransportation" 7nloading"
8a,rication" $rection" &esting and ommissioning of ,alance ventilation ducts
and e(uipments as per tec'nical specifications.

e#e$!s o$ 0%ro Po,er)

$nergy 'as ,ecome a sym,ol of growt' and instrument for development. $lectric
 power particularly t'e 'ydro power is a renewa,le" economically attractive"
environment friendly" non-polluting and environmentally ,enign source of energy.
Moreover" t'e Hydro Power is su,mergence free and 'as s'ort gestation period.
&'ese ,enefits of HP 'ave now ,een sufficiently recognied. &'e need of t'e
 project comes from t'e ,enefits of HP and utiliation of resources.
 
Management information system provides predefined types of information to t'e
management for relatively structured type of decisions.

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Assignment no. 3
Management information system
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Ma#ageme#! I#$orma!o# S%s!em M.I.S   design for Hydel-Power Project is

very muc' limited to a specific area as all t'e material and data is to ,e managed
on t'e site for t'e given re(uirement. 6ow t'e re(uirements for t'e 'ydel project
are entirely different from general construction sites.
 
 &'e 'eig't of t'e control room s'all ,e 'ig'er as compared" so as to take
care of t'e 'eat generated from t'e electrical panels and t'e control of all
t'e panels can ,e made on t'e meanine level w'ic' saves t'e space and
offers t'e wider view of t'e area underneat'.

 &'e su,station part 'as to ,e made in t'e open area and t'e wiring of t'e

towers is taken care ,y t'e R... &renc'es made under t'e floor.

 8rom t'e reservoirs t'e water is ,roug't t'roug' a tunnel for t'e generation
of t'e electricity. i.e. in itself a very tec'nical and specific re(uirement for 
t'e construction of t'e project.
 
As far as t'e scope of t'e 'ydel projects is concerned it is not as limited ,ecause of 
t'e fact t'at our country is facing s'ortage of electricity. n future we s'all need
more of 'ydel projects to meet t'e re(uisite demands of t'e power sector and of 
course to facilitate t'e people staying in t'e remotest areas of t'e country. &'is is
t'e reason in t'e recent years even #orld 1ank 'as offered to finance t'e 'ydel
 projects in states like Himac'al Prades'" 7ttaranc'al" Assam 9 :ammu 9
;as'mir.

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Assignment no. 3
Management information system
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Ma!era" ma#ageme#! orga#a!o#)

<rganiation is a process of dividing and com,ining efforts of a working group for 

making suc' joint efforts more productive" effective and fruitful.

&'e organiation as a ,ody of professionals allocates duties to t'e managerial

staff" adds certainty and promptness to t'e work to ,e done. t avoids gaps and
overlapping functions and esta,lis'es a neat pattern of relations'ips among efforts
to ,e put in" jo,s to ,e done and t'e work to ,e performed. t ensures team-work.
&'e organiation" t'us provides a frame work for t'e management.

&'e organiation is not merely a mec'anistic structure of duties" activities and

relations'ips ,ut it is also a 'uman organiation consisting of diverse social
groups" representing divergent attitudes" aspirations" likes and dislikes.

&'e organiation" t'us" takes a due note of 'uman faculties. n t'is way t'e
organiation encourages initiative and develops a sense of duty in t'e personnel
working for t'e organiation.

&'e organiation s'apes and influences t'e ,e'aviour and interaction of people at
work. t determines t'e e*tent to w'ic' people at work would co-operate and
would strive for ac'ieving t'e stated goals. &'is is s'y t'e organiation is
assuming a greater importance in modern management and day-,y-day it is
growing in structure. t renders valua,le services to t'e w'ole undertaking. t is
an important tool in t'e 'ands of management. t welds toget'er a frame work of 
 positions for t'e most effective pursuit of t'e goals of t'e undertaking.

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Assignment no. 3
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rrespective of t'e sie" t'e nature and t'e purpose of an undertaking" t'e ,asic
approac' and principles of organiation remain t'e same. 8or t'e attainment of an
effective management" an attempt is usually made ,y every undertaking to stick to
t'e following fundamental principles of organiation 
0 !etermination of t'e ,asic o,jectives
0 !etermination of t'e areas of activity
0 !etermination of an ideal structure to accomplis' t'e desired activities
0 !etermination of aut'ority and responsi,ility
0 !etermination of t'e span of control
0 !etermination and assigning of jo,s according to personal a,ility.
0 7nity of command
0 Preparation and circulation of rules and regulations
0 nstallation of and effective two-way communication
0 8le*i,ility and
0 =ine and staff activity.

t is indeed a fact t'at leaders'ip in any organiation plays a distinct role in setting
t'e trends of operation and ac'ievements. Howsoever lauda,le a principle of an
organiation may ,e unless it is supported ,y ent'usiastic" imaginative and
sensi,le leaders'ip not'ing tangi,le could ,e ac'ieved. t is t'e structural ,alance
in t'e organiation w'ic' is generally rewarding. An a good leaders'ip com,ined
wit' a well-conceived and judiciously developed organiation on t'e principles
enumerated a,ove" pays dividend. ertainly it is not t'e principles and a series of 
rules and regulations w'ic' work for t'emselves ,ut t'ey are t'e guiding factors
w'ic' 'elp an organiation to ac'ieve w'at it wants to ac'ieve.

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Assignment no. 3
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Material management can t'us ,e defined as t'at aspect of management 8unction

w'ic' is primarily concerned wit' t'e ac(uisition" control and use of materials
needed and flow of goods and services connected wit' production or construction
 process into and wit'in an organiation.

&'e modern concept of Materials Management integrates t'e entire range of 
functions w'ic' effect t'e flow" conservation and utiliation of all materials and
 ,rings toget'er t'e activities suc' as materials planning and ,udgeting"
 purc'asing" inventory control" clearing and forwarding" receiving and
storekeeping" materials 'andling" salvaging" scrap and surplus disposal" value
analysis and materials standardiation. &'e significance of t'is concept lies in t'e
fact t'at efficiency of any organiation is depend upon 'aving t'e 

“Right Material of the Right Quality at the Right Price in the Right Quantity at 
the Right Time and Place “  

&'e management of t'e various materials re(uired at site s'all ,e organied at

different levels.

 7pper =evel &o determine t'e goals" o,jectives 9 plans.

A,ility to deal wit' t'e am,iguities of t'e decisions

taken.

 Middle =evel !etermination of t'e ways to construction

done in time sc'edule. &o c'eck 'ow muc' money 'as

 ,een incurred till t'e specific date.

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Assignment no. 3
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 =ower =evel ontrol t'e activities of t'e workers to meet

t'e targets.

&'e materials re(uired for t'e 'ydel projects s'all ,e managed according to t'e
levels mentioned a,ove.

0ere I !ae !'e e5am+"e o$ a '%e" +ro6e*! o$ &M7 *a+a*!%. Reureme#! $or
!'e +ro6e*! s as $o""o,s)

 ontrol Room wit' a covered area of >?"@@@s(ft.

o <uter walls in ,rick 

o 8rame work of R olumns and 1eams

o As,estos s'eets as roofing

o oncrete floor wit' separators

o %teel windows and doors

o &ie ,eams at t'e regular intervals to prevent $art'(uake.

 ;BA grid station in t'e open area

 <ffice %paces

 %ite <ffices as temporary structures

 Material %torage Areas

 #ater Reservoir 

 Accommodation for staff 

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Assignment no. 3
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Ma!era" reureme#! $or !'e +ro6e*!)

 ement - >CD@@@ ,ags appro*.

 %teel - ED@@ &onnes appro*.

 Aggregate - E@"@@@ cum appro*.

 %and - >@@@@ cum appro*.

 1ricks - E"F@"@@@ no.

 
S!age 1

8rom foundation level to plint' level

 ement  @@@@ ,ags

 %and 3@@ cum

 Aggregate CE@@ cum.

 %teel FD@ tonne

 1ricks >@@@@@ ,ricks in no.

S!age 2

Up to lintel level
 ement  F@@@@ ,ags

 %and ?FD@ cum

 Aggregate GC@@ cum.

 %teel >>D@ tonne

 1ricks >@@@@@ ,ricks in no.

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Assignment no. 3
Management information system
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S!age 3

On laying of slabs
 ement 3D@@@ ,ags

 %and >DD@ cum

 Aggregate 3>@@ cum.

 %teel D@@ tonne

 1ricks F@"@@@ ,ricks in no.

Ma!era" resour*e +"a###g)

t aims at developing a plan for t'e procurement and stocking of construction

materials so as to provide materials of rig't (uality at t'e site in rig't (uantity" at
rig't prices" from rig't source" and at t'e rig't time.
t involves identifying materials re(uired" estimating (uantities" defining
specifications" forecasting re(uirements" locating sources for procurement" getting
materials samples approved" designing materials inventory and developing
 procurement plan to ensure flow of materials till t'e connected construction works
are completed at t'e project site.

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Resour*e +rou*!;!% *o#!ro")

t aims at ensuring efficient utilisation of t'e inputs of man" materials and

e(uipment. $fficient utilisation of resources at t'e project site is accomplis'ed ,y
identifying t'e causes of wastage and effecting improvements so as to minimise
t'is wastage. &'e causes of wastage are located ,y analysing variances and
efficiency of planned and actual on-site productivity.

 Prou*!;!% +er$orma#*e ;ara#*e   Planned productivity - Actual

 productivity
Prou*!;!% +er$orma#*e #e5    Planned productivity
  Actual productivity

&'e various productivity parameters w'ic' need to ,e controlled in construction

 projects are la,or productivity" e(uipment productivity and materials productivity.
&'e met'odology used for controlling eac' of t'e productivity parameters is
similar and it can ,e divided into four stages" i.e. defining t'e control purpose"
measuring t'e actual performance" computing productivity performance variances
and identifying causes for t'ese variances for affecting improvements

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Assignment no. 3
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I#;e#!or% *o#!ro" measures)

&'e term /inventory/ implies t'e cost of materials in stock at a given time. &'is
stock of materials is 'eld to act as a cus'ion ,etween t'e supply and demand. &'e
monetary value of inventory indicates t'e e*tent of investment re(uired to
maintain minimum stock of materials for t'e smoot' running of t'e project.

nventory control refers to It'e process w'ere,y t'e investment in materials and
 parts carried in stock is regulated wit'in predetermined limits set in accordance
wit' inventory policy esta,lis'ed ,y t'e managementJ. &'e activities of inventory
control" t'us" include t'e following 
>. !etermination of limits of inventories to ,e 'eld
E. !etermination of inventory policies.
3. %etting out of investment pattern and its regulation as per individual and
collective re(uirements.
?. 8ollow-up to e*amine t'e working of t'e inventory policy and effecting
c'anges as and w'en needed.

&'e aim of t'e materials management is to make availa,le t'e rig't type of 
material in rig't (uantity" at t'e rig't price" at t'e rig't time and at t'e rig't place.
&'e o,jective is suc' t'at t'e construction work s'ould not ,e'eld up for t'e want
of material ,ut t'e total investment on t'e materials minimum. f we e*amine t'e

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Assignment no. 3
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aims and o,jectives very carefully t'e concept of nventory control in t'e material
management is o,vious. &'is can ,e considered as a very important function of 
materials management. t is mainly concerned wit' laying t'e policies regarding
'ow muc' (uantity of a material s'ould ,e 'eld in stock so t'at t'e aim of t'e
material management of ensuring continuity of t'e project wit' t'e minimum
investment in materials is fulfilled.

I#;e#!or% are #e*essar% <e*ause

&'ey provide protection against uncertainty of demand and supply.

>. &'ey ensure smoot' flow of materials t'roug' production process.
E. &'ey ensure reasona,le utiliation of manpower and e(uipment etc."9
3. &'ey also provide t'e means to maintain good customer service.

T,o <# s%s!em)

&'e two ,in system is ,ased on t'e segregation of t'e total into two ,ins K one
sufficient to satisfy demand ,etween t'e arrival of t'e order and t'e placing of t'e
ne*t order" t'e second contains enoug' stock to satisfy pro,a,le demands during
lead time. &'is is t'e oldest system and is still in popular use.

nspired ,y t'e ;an,an Replenis'ment met'od developed and made popular in

:apan" t'is replenis'ment system" adapted to 'ospital supplies" is ,ased on t'e
 principle of two ,ins for eac' product type. $ac' ,in contains 'alf of t'e (uota
)inventory level+ for a given product. A ,ar code la,el is affi*ed to t'e front of 

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eac' ,in. #'en t'e first ,in is empty" user personnel or clerical staff transfers t'e
la,el to a ,oard mounted on t'e wall" and supplies are used from t'e second ,in.

7sing an optical scanner and according to a pre-determined sc'edule" a stores

employee scans t'e la,els on t'e ,oard to capture data on t'e products re(uiring
replenis'ment" w'ic' in turn triggers t'e process to replenis' t'e (uantity
contained in t'e ,in. &'is activity can ,e eliminated t'roug' t'e use of a
replenis'ment software application t'at uses R8! tec'nology. &'is application is
 presented in t'e section IR8!-assisted replenis'mentJ.
 
<nce t'e person responsi,le for managing inventory in t'e department 'as
replenis'ed t'e ,in" 'e or s'e first transfers t'e remaining supplies in t'e second
 ,in to t'e first ,in" t'en places t'e new supplies in t'e now empty second ,in"
returning t'e la,el to t'e front of t'e first ,in. n t'is way" stock rotation occurs
wit' eac' replenis'ment.
 
&'is system simplifies t'e needs evaluation process. #'en compared wit' ot'er 
recurring replenis'ment met'ods" t'e two-,in system stands apart. t re(uires no
inventory taking )or verification+ prior to scanning t'e la,els. t also facilitates
stock rotation management" w'ic' is essential to prevent product e*piry" and it
significantly improves t'e control of stock levels.

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E*o#om* orer ua#!!%)

$conomic <rder Luantity is referred to as t'e sie of t'e order t'at gives
ma*imum economy in purc'asing t'e materials. t is known as <ptimum or 
%tandard <rder Luantity. n fact t'e $conomic <rder Luantity or $<L offers
solution to inventory pro,lems.

t 'elps in finding appropriate levels for 'olding inventories. t facilitates t'e

fi*ation of ordering se(uence and t'e (uantities so as to minimie t'e total
materials cost. 1efore taking a decision on economic order (uantity t'e following
costs are considered and analysed t'read,are.

$conomic order (uantity )also known as t'e 7"so# EO= Moe" or simply t'e
EO= Moe"+ is a model t'at defines t'e optimal (uantity to order t'at minimies
total varia,le costs re(uired to order and 'old inventory.

t is ,ased on t'e assumptions

>+ &'e demand over t'e period of cycle )normally a year+ is constant and is
known in advance.
E+ onsumption of t'e material occurs at t'e uniform rate.

3+ &'e price of t'e material is independent of t'e order.

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Assignment no. 3
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Luantity discount is not allowed

?+ &'ere is no lead time in t'e replenis'ment.
 

#e s'ould know <rdering cost and arrying cost

 A+ <rdering ost consists of 

  i+ Re(uisitioning

  ii+ <rder processing

  iii+ <rder placing" and

  iv+ Receiving" inspection" c'ecking etc.

<rdering cost is referred to as t'e cost of placing an order and securing t'e
supplies. &'e ordering cost largely depends upon t'e num,er of orders placed
during a given period and t'e num,er of items ordered at a particular time. t
varies from time to time and also from industry to industry.

1+ arrying ost

  i+ nterest on apital invested

  ii+ storage" 'andling and ware'ousing

  suc' as rent" nsurances and ta*es" =ig'ting"and

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  ot'er maintenance costs

nventory carrying cost refers to t'e cost of keeping t'e materials in t'e store'ouse
w'ic' includes capital cost" cost of storage and 'andling" cost of deterioration and
o,solescence and ot'er kinds of e*penses and losses during storage.

+ nade(uate nventory ost

nade(uate inventory cost includes t'e cost of e*pediting t'e purc'ases" t'e cost of 
securing rus' deliveries" cost of follow-up action" cost of keeping track of previous
orders" cost of keeping t'e inventory at its minimum irrespective of its larger 
re(uirements" loss of sales" customers and good will etc. due to non fulfillment of 
orders and all t'ose losses and costs t'at arise out of non-availa,ility of materials
to production department w'en it needs and also t'e cost of stoppage or disruption
of t'e operation of t'e organiation.

&'e a,ove t'ree costs w'ic' influence t'e economic order (uantity may ,roadly
 ,e classified into two categories from 4cost management5 point of view. &'e tow
categories are 

>. ost of Ac(uiring t'e Material

E. ost of Holding t'e Materials

Rig't purc'ase (uantity s'ould ensure t'at overall cost of ac(uisition and
 possession is minimum" w'ile 'olding t'e optimum (uantity of an item in
inventory. I! ,"" 'a;e !o <e a++re*a!e !'a! a +o#! o$ m#mum *os! s
rea*'e a! ,'*' !'e orer#g *os! ,"" <e 6us! eua" !o !'e *arr%#g *os! su*'
!'a! #e!'er e5*ess ma!era" s orere #or !oo ma#% orers are $reue#!"%

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Assignment no. 3
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+"a*e $or !'e same ma!era" ur#g a !me +ero> $or ,'*' ema# +a!!er#
s more or "ess #o,#. t must ,e remem,ered" 'owever" t'at w'ile t'e former 
varies wit' t'e num,er of orders placed" t'e latter is linearly and directly related to
t'e (uantity carried into t'e inventory.

FORM?@AE

EO= MODE@
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Assignment no. 3
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RO@)

&'is is t'e (uantity of stock )level+ fi*ed ,etween t'e ma*imum and minimum
levels of stock. #'en t'is level is reac'ed" it ,ecomes t'e duty of t'e stores in-
c'arge to initiate purc'ase so as to replenis' t'e stock wit'in reasona,le time.
&'is level is usually a little 'ig'er t'an t'e minimum in order to ,e prepared for 
suc' emergencies as a,normal usage of materials" une*pected delays in delivery of 
new supplies" etc. #'ile fi*ing t'is level we ordinarily take t'e following points
into consideration 
>. &ime re(uired for o,taining fres' supplies 
E. Luantity re(uired to ,e ensured of a certain level of production at a given
time 
3. Possi,le une*pected re(uirement w'ic' cannot ,e avoided 
?. Possi,le une*pected delays in getting t'e fres' supplies ,ecause of rains"
 political situation" war" la,our trou,le" transport inade(uacy" etc.
D. &'e o,jective of fi*ing up t'e order level is to re-stock t'e materials at t'e
lowest cost ensuring at t'e same time t'e uninterrupted operation of t'e
manufacturing unit2,usiness organiation.
. t may" 'owever" ,e pointed out t'at t'e order (uantity is determined ,y
taking into account" t'e supplier5s discount" rate of consumption" price of 
t'e material" storage cost" danger of deterioration and o,solescence ,esides
t'e availa,ility of funds" space availa,le for storage and preservation
facilities. &'e loss due to inaAterruption of operation will also 'ave to ,e
e*amined. &'ese factors taken toget'er will determine t'e order (uantity"
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Assignment no. 3
Management information system
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w'ic' in its turn affects t'e point at w'ic' t'e order level 'as to ,e fi*ed. t
is necessary to ,e definite a,out t'e order (uantity ,ecause t'e supplier 'as
also to ,e given sufficient time for making arrangements of t'e supply. &'e
larger t'e consignment" t'e greater will ,e t'e time taken ,y t'e supplier.
&'us t'e order (uantity 'as its own say in fi*ing t'e points of order )or re-
order+ level.

&'e two factors t'at determine t'e appropriate order point are t'e procurement or 
delivery time stock w'ic' is t'e nventory needed during t'e lead time )i.e." t'e
difference ,etween t'e order date and t'e receipt of t'e inventory ordered+ and t'e
safety stock w'ic' is t'e minimum level of inventory t'at is 'eld as a protection
against s'ortages.

Reorder Point  6ormal consumption during lead-time N %afety %tock.

%everal factors determine 'ow muc' delivery time stock and safety stock s'ould
 ,e 'eld. n summary" t'e efficiency of a replenis'ment system affects 'ow muc'
delivery time is needed. %ince t'e delivery time stock is t'e e*pected inventory
usage ,etween ordering and receiving inventory" efficient replenis'ment of 
inventory would reduce t'e need for delivery time stock. And t'e determination of 
level of safety stock involves a ,asic trade-off ,etween t'e risk of stock-out"
resulting in possi,le customer dissatisfaction and lost sales" and t'e increased costs
associated wit' carrying additional inventory

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Assignment no. 3
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Reorer +o#! $armu"a)

Reorder point  % * = N 8 ) % * R* =+
#'ere
% 7sage in units
=  =ead time in days
R  Average num,er of units per order 
8  %tock out acceptance factor 

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Assignment no. 3
Management information system
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S!e s!orage a# re+or!#g)

&'is comes under t'e operational cost. t is said to ,e t'e most o,vious inventory
carrying cost.
t includes t'e w'ole e*penditure incurred in connection wit' storekeeping
functions. %torage cost varies widely wit' t'e type of materials stored" type of 
storage facilities availa,le and ot'er allied factors. 7sually" t'e range of t'is cost
is ,etween D per cent and >@ per cent of t'e value of t'e materials stored per year.

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Assignment no. 3
Management information system
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Materials to be stored are in the following way:

%teel 9 ement in a room wit' an area of >?"@@@s(ft.

 Aggregate, Sand in open courtyard 

Re+or!#g)

S*'eu"e Re+or!s)  would make t'e sc'eduled reports w'ic' would ,e issued
fortnig'tly. &'e reports would ,e containing t'e details of production" mont'ly
cas' flow etc. for furt'er use in planning and control processes.

Error Re+or!s)  would make t'ese reports to correct t'e invalid customer names"
incorrect totals and missing data during transaction.

Co#!ro" Re+or!s) ontrol reports would ,e maintained in t'e form of payroll

register" a journal" a cas' register etc. giving detailed listing to descri,e eac'
transaction occurring during a specific time period.

Provision for Exception reports & emand reports would ,e t'ere.

I#!egra!e re+or!#g s%s!em)

O<6e*!;e )
&o provide t'e community wit' a common set of ,usiness processes and tools to
capture" integrate" manage and present timely nformation
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Assignment no. 3
Management information system
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Management2nformation &ec'nology related information essential for informed

decision-making construction managers.

e%+o#!s )
&'e ntegrated Program Planning" %c'eduling and Reporting %ystem is a suite of 
 processes and tools to collect" integrate" analye and report t'e life cycle status of 
& products to ,e deployed and sustained in t'e onstruction ndustry.
&'e !eployment %c'eduling ntegrated Product &eam &'e R% oversig't role
includes identification2resolution of conflicts" coordination of interdependencies
and resource s'aring opportunities.

a*grou# )
199( - MH% nformation Management Proponent ommittee directed t'e use of a
 program tracking system to provide integrated deployment sc'edules and reports"
t'ere,y improving t'e management of MH% nformation
Management2nformation &ec'nology programs and associated & products.
199 -  PP%R% ntegrated Product &eam )P&+ esta,lis'ed to facilitate t'e
development of project and program sc'eduling procedures" data standardiation"
 ,usiness processes and to promote effective program management skills and
 practices t'roug'out t'e enterprise.
1999 -  PP%R% we, application retooled to meet user re(uirements.
 ompre'ensive sort parameters were added to allow users to (uery data ,y
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Assignment no. 3
Management information system
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Military %ervice" &RAR$ Region" Major ommand" Military &reatment

8acility" specific & product" and date range.
2:::  - !eployment %c'eduling P& esta,lis'ed to review" identify" track" and
resolve deployment sc'eduling conflicts and2or planning vulnera,ilities.

1asically an integrated reporting is t'e system in w'ic' can get information from
all t'e reports at lower level. %pecific to t'is project reports from la,our class to
%.$.5s etc. would ,e ,ase for integrated reporting for t'e ne*t level.

Com+u!er a++"*a!o#s)

n today5s 'ig' flying tec'nological world" as t'e tec'nology is advancing day ,y

day " we t'e users are also using t'e same updated tec'nology in day to day work.
omputer Applications are made to ,e used for making various documents"
data,ases and storing information. n s'ort we can use and get t'e data w'ic' is
very 'ard to find out on paper can ,e got in very less of time t'roug' use of 
computer applications. %ome good e*amples of computer applications are M%-
<ffice" w'ic' is almost used day to day in all office5s for creation" storage and
generating information a,out almost every aspect.
8or creation of documents generally used application is M%-#ord )t'ere are ot'er 
freeware applications also like star-office ,y %76 &ec'nologies+" like t'is t'ere
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Assignment no. 3
Management information system
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are ot'er applications too for mat'ematical calculations too. &oday we are 'aving
almost all applications w'ic' can provided us wit' every information retrieval or 
storage.
Da!a *ommu#*a!o#s)
!ata communication is a integral part of today5s connected world. !ata can ,e
stored at any point of time and place ,ut retrieving it again w'en re(uired is again
a ,iggest (uestion.O 8or t'e same we 'ave developed many applications as well as
'ardware. &oday almost all t'e transactions are done t'roug' computers and
computer aided 'ardware or software. 8or e*ample today we can purc'ase" find
almost every t'ing on ### )#orld #ide #e,+ and it is just ,ecause of efficient
data communications we are a,le to do so.
8or small offices we 'ave H71 to connect P5% and server on network. Hu, is a
'ardware w'ere we put t'e data ca,les w'ic' are taken from a P )$t'ernet ard+
and so on. 1Y t'is 'ardware we are a,le to form a network of computers and
wit'in t'e <perating system we are 'aving a facility to identify eac' computer as
7ni(ue computer ,y giving logical names w'ic' in turn 'elps u to locate t'em.
8or ,igger offices w'ic' 'ave offices at different locations we use BP6 )Birtual
Private 6etwork+ w'ere all t'e offices are connected virtually and t'ey can use t'e
data w'ic' is kept at different locations like it is wit' t'em in t'e same computer.
 6ote  &oday we are 'aving wireless connectivity also w'ic' is ,een widely used.

Da!a.  &'e raw material used to process information for decision making. !ata
represents specific individual facts from w'ic' a conclusion can ,e drawn. &'e
 project planning data includes activities" resources" costs" documents" o,servations
and estimations.

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Assignment no. 3
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Da!a Coes. &'ere are a,,reviated data codes developed primarily to serve a
four-fold purpose
>. &o identify eac' work package2activity.
E. &o aid in t'e organiation of data in levels from t'e very detailed to ,road
levels.
3. &o ena,le t'e processing" sorting" e*traction and organiation of information
re(uired at various levels of management and functional units.
?. &o computerie t'e data processing system.
D. Da!a Da!e DD. &'e data recorded on date of monitoring performance. &'e
data recorded on data date separates actual )'istorical+ data from future
)sc'eduled+ data.
. De*so# Ne!,ors. t is a grap'ical met'od of analysing an outcome of a
series of interdependent possi,le courses of actions generated ,y t'e
decision making process. &'e field of applications of t'e decision network 
in project management includes strategy" development" production planning"
manpower planning" ,udgeting" inventory planning" plan procurement and
its replacement decision.
C. De*so# Tree.  t is a special case of decision network" w'ere t'e se(uential
decisions are drawn in t'e form of ,ranc'es of a tree" stemming from an
initial decision point and e*tending it to t'e final outcome.

Desg#)
Having assessed t'e feasi,ility of t'e computeried information system" we now
come to t'e design of t'e information K ,ase. &'e latter needs to ,e defined
according to
0 %ources
0 'aracteristics
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Assignment no. 3
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0 Purposes.
%ources can ,e single" dual or multiple and need careful identification ,y t'e
analyst in t'e design process. $mployees services system in an organiation may
'ave single data source as t'e accounts department" w'ile inventory management
system in t'e same organiation may 'ave dual source as stores department and
 purc'ase department. &'e seismic processing system for oil e*ploration running
on 1M"BA and &P<% computers at de'ra dun depended for its input from
multiple sources of on- land e*ploration parties parities and t'e offs'ore sources
of %.%.Anves'ak. some valid (uestions a,out accuracy and relia,ility of data
inputs can ,e
• #'et'er t'e data are of real interest and importance to t'e sources

• #'et'er t'e intended use of information is potentially t'reatening to t'e

source
• #'et'er t'e re(uired preparation of input t'rows an addition ,urden on t'e
 people at t'e source.
 Affirmative answer to t'ese (uestions can ,e vital pointers towards carelessness"
sidestepping or even dis'onesty in t'e preparation of input.

'aracteristics of information ,ases are determined ,y sie" varia,ility" volatility

and activity. &'e sie of information K ,ase 'as o,vious implication for selecting
t'e media w'ere t'e information is stored" vi" magnetic tape and disc storage
capacity. 6ature of processing also is determined ,y t'e sie" suc' as" avoiding
soft or merge operations for massive amount of information. Baria,le information
is stored wit'in t'e information ,ase on current transaction files" w'ereas
 permanent information is tucked away in master files or can ,e made part of t'e

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Assignment no. 3
Management information system
Registration no.

computer program. urrent files can t'an ,e manipulated to update t'e master files
at infre(uent intervals" to produce output reports ,ased on permanent rate K 
structure or valuation tec'ni(ue.

Bolality refers to 'ow information is added" deleted or modified over a given

 period of time. !epending on many or few c'anges in t'e information K ,ase" t'e
data is termed volatile or static. Mont'ly meter readings may ,e annual or 'alf 
yearly average of revenue raised may ,e fairly static in a ,illing system. ostly
storage space on disks and tapes can ,e released ,y keeping a careful tap on
volatility of information. Activity refers to t'e percentage of t'e total information
 ,ase w'ic' is ,eing utilied at a given time. n an inventory management system"
rate-revisions in regular items may not affect a large mass of slow or non K 
moving items.
Purposes of an information ,ase decide for w'ic' user it is meant" 'ow will it ,e
used and w'en. &'e met'ods for organising and accessing information are ,uilt
around data records w'ic' 'ave data elements )field+ associated wit' some units"
suc' as" customer" student or inventory item. &'ere may ,e a master record
containing all t'e availa,le information a,out t'e unit or a detailed record wit'
only partial information. &'e design of a system includes preparing a record layout
w'ic' places toget'er related data elements in a record or t'e p'ysical location
)address+ of t'e record wit'in t'e computer K memory.
!ata file organiation and accessing include
0 %e(uential files
0 Random files
0 nde* K se(uential files
0 7nordered files.
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Assignment no. 3
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n specific file arrangements" information is arranged according to one or more

significant data elements" A se(uential file of students" for instance" may arrange
student records alp'a,etically e*amination canter wise and district wise.
%e(uential files may ,e stored on a wide variety of media" vi." punc'ed cards"
tapes and disks" and are c'aracteried ,y 'ig' activity and low volatility. <n t'e
ot'er 'and" a random file permits speedy access to any given record wit'in it
regardless of ot'ers preceding or succeeding t'at record. Random files use only
t'e magnetic disk media and work ,est wit' a sta,le and non-volatile information
 ,ase. An inde* K se(uential file maintains a desired se(uential order" ,ut also
 permits random access to any particular record. &'e file allows speedy direct
accessing and eliminates t'e need for e*tensive sorting. 8inally" an unordered file
is simply a series of records wit'out any uni(ue key identifier and is unaffected
 ,y volatility. &'e file" 'owever" can ,e accessed t'oug' keys from ot'er associated
files.

#'ile data files are a ,ody of information organied for a particular application
)e.g." pay K roll file+" data K ,ase are a compre'ensive ,ody of unorganied
information )in t'e form of directory+" w'ic' may ,e selectively organied and
accessed to meet a ,road range of needs. &'e data-,ase management assumes t'e
information ,ase to contain all of t'e availa,le ,usiness information and provides
limitless options ,y specifying w'ic' portion is re(uired and in w'ic' order for 
selecting" com,ing and accessing of t'e variety of information wit'out c'anging
t'e unordered nature of t'e data K ,ase itself. it assumes
ndependence of data-elements and reduce t'eir redundancy" ,ut is costlier to
maintain t'an t'e data files.

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Assignment no. 3
Management information system
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S%s!em esg# s+e*$*a!o#s)

8or designing a efficient system it is necessary for t'e user to design t'e system"
t'e flow of system. 8or t'e same t'ere are various aspect w'ic' we 'ave to take in
consideration w'en designing a system. &'ey are as follows -

0 ;nowing t'e process of t'e system.

0 1asic elements of system.
0 8low of elements.
0 ntegration of modules .
0 7ser interaction wit' t'e system design flow c'art.
0 7sing t'e system and knowing t'e c'anges.
0 Analysis of procedural functions.
0 'ecking for leaks in system.
0 !e,ugging t'e application after &rial run of system.
0 8inal interaction wit' t'e users and system c'anges.

The M!S specifications "ere designed "ith #$% hard disc, '()M* RAM, P# &
 MS+ffice as soft"are-

S%s!em a#a"%ss a# esg#)

As  'ave already discussed t'e M% design for t'e 'ydel project wit' t'e system
design specifications already mentioned. &'e w'ole project 'as ,een divided into
construction segments. &'e data file for t'e different activities 'as already ,een
attac'ed wit'. As per my design all t'e activities e.g. re(uirement of t'e materials"
t'eir consumption" t'e duration of t'e activities" t'e manpower re(uired 'as ,een
segregated so as to avoid all confusions regarding t'e cost factor and consumption

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Assignment no. 3
Management information system
Registration no.

of materials.  'ave designed t'e specifications for t'e contractors and ot'er 
outside agencies as well e.g. t'e time sc'edule of t'e work t'ey will 'andle and
t'e penalty clauses" if applica,le.

 'ave designed my specifications of t'e materials stage wise. &'is will avoid any
type of pilferage during t'e construction tenure of t'e project. &o t'e ma*imum 
'ave tried in my design not to 'ave e*cess storage of t'e materials as t'is leads to
t'e wastage of materials like cement ),ecause of its setting action+" steel )rusting
of steel+ after t'e 'anding over of t'e project. n totality  conclude t'at my M%
design for t'e project is completely successful.

S%s!em e;e"o+me#!) 8or t'e system development of t'e 'ydel project we s'all
 ,e following t'e following steps

<wn staff 

%taff of outside
agencies

#ork done ,y
own staff 
Se+ara!e $"es $or
1illing for
$$ere#! a++"*a!o#s various activities

#ork done ,y
outside staff 

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Assignment no. 3
Management information system
Registration no.

 ntegration of related files of various activities 8iles s'all ,e made in

$*cel programme for t'e separate jo,s to ,e done in a stipulated period and
t'e manpower involved.
 Relations'ip ,etween different entities different entity relations'ips

are as follows
• <ne to one

• <ne to many

• Many to many

n t'e management system of 'ydel project we s'all create files s'owing one
specific activity is to ,e done ,y one agency e.g. t'e completion of 
superstructure s'all ,e done ,y a construction agency. &'is construction
agency s'all ,e assigned more t'an one jo,. Here I<ne to manyJ type of 
relations'ip ,etween different entities s'all ,e 'elpful.

S%s!em a#a"%ss)

After t'e full and final c'anges and w'en t'e system is made to run" t'e system
'as to ,e installed at lients place and 'as to ,e tested wit' t'em. &'e client uses
t'e software and also let us knows t'e c'anges to ,e done. 8or t'e same work a
%ystem Analyst is t'ere w'o in turn analyses t'e w'ole system made and also
verifies and rec'ecks t'e w'ile code. He c'ecks for t'e routines and su,-routines
of eac' module. %ystem analyst c'ecks for t'e w'ole flow t'e system and t'en
accordingly" after reviewing it suggests or makes t'e c'anges to t'e design of t'e
w'ole system. &'e ,asic criteria of system analyses are to see t'at t'e w'ole
system runs smoot'ly and is error free. After successful completion and c'anges to
t'e system as suggested ,y t'e analyst t'e system is t'en deployed at t'e client
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Assignment no. 3
Management information system
Registration no.

end. %ystem analysis comes at t'e end of w'ole process w'ere t'e system is fine K 
tuned for ,etter performance and usage.

Da!a +ro*ess#g)

A*!;!% Age#*% Dura!o# Cos!

C;" ,or P1 2%rs 3 Mo#!'s BB..@a*s
F#s'#g P2 (Mo#!'s BB..@a*s

F"o, *'ar!#g)

!epiction of step-,y-step procedure of a programme. Qenerally w'ole procedure

of programming is e*plained using ,o*es or ot'er geometrical forms and arrows.
n t'is kind of flow c'art system if any of t'e c'ain link ,reaks t'e w'ole system
'as to ,e revised. &'is system is fully dependent on every c'ain and is made to
know t'e working pro,a,ility of w'ole system.

8low c'arts of t'e various jo,s2activities s'all ,e made on t'e weekly ,asis"
c'ecking t'e commitment ,y t'e agency for t'at specific jo,. f any activity is not
completed in t'e specified time it will 'ave to ,e overlapped in t'e second week 
assuming it to ,e t'e responsi,ility of t'e concerned agency. After t'e  t' week if 
t'e same situation prevails for t'e delayed activity penalty clause will ,e
applica,le as per t'e agreement. &'e employer and t'e outside agency s'all sign
t'is agreement. &'is flowc'art s'all ,e made using t'e P.. software MRP
%ystem)Material Resource Planning+ and s'all make it very easy to maintain t'e
records of agencies 'ired and t'e jo,s done ,y t'em.
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Assignment no. 3
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A*!;!% 1s! ,ee 2# ,ee 3r ,ee 4!' ,ee &!' ,ee 

A1

A2

A3

I@OGRAP0 )-
1. Practical M% )ndian $*periences and case studies+- 1anerjee and 7tpal
2. Materials Management K Qopalswamy.
3. Principles of M%- %cott Q.M.

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