Shri Ram College of Commerce Global Business Operations

Case study on how AIS, FIS , KWS and OAS are being used in an organisation
By: Kuldeep Thakre Ajit Harsana

What is AIS?
An accounting information system (AIS) is a system of collection, storage and processing of financial and accounting data that is used by decision makers. An accounting information system is generally a computerbased method for tracking accounting activity in conjunction with information technology resources. The resulting statistical reports can be used internally by management or externally by other interested parties including investors, creditors and tax authorities.

Components of AIS
People: users who operate on the systems Procedures and instructions: processes involved in collecting, managing and storing the data Data: data that is related to the organization and its business processes Software: application that processes the data Information technology infrastructure: the actual physical devices and systems that allows the AIS to operate and perform its functions Internal controls and security measures: what is implemented to safeguard the data in organization.

What is FIS?
Financial information system (FIS) is a business software system used to input and track financial and accounting data. The system generates reports and alerts that assist managers in effectively running the business.
Purpose: The financial information system enables you to run evaluations for the general ledger, accounts receivable, and accounts payable.

Features of FIS
The function of the financial information system is to evaluate extensive database online and display the information on the screen in an easy-to-read form. Within the accounts receivable and payable information systems, you can analyze individual operational areas as often as you require. You can evaluate, payment history, cash discount history, currency exposure among customers and vendors, or aging reports.

Modules of FIS
Systems typically have three main modules. (A)The financial accounting module records all accounting and financial transactions and produces financial statements.

(B) Funds management identifies funding sources and overall spending consistent with budgets.
(C) Controlling tracks revenue and expenses for each project or department.

What is OAS?
Office automation systems (OAS) are configurations of networked computer hardware and software. A variety of office automation systems are now applied to business and communication functions that used to be performed manually or in multiple locations of a company, such as preparing written communications and strategic planning.

In addition, functions that once required coordinating the expertise of outside specialists in typesetting, printing, or electronic recording can now be integrated into the everyday work of an organization, saving both time and money.

Types of functions integrated by OAS

(1) Electronic Publishing (2) Electronic Communication (3) Electronic Collaboration (4) Image Processing (5) Office Management.

Electronic Publishing
Electronic publishing systems :
(A) Word processing (e.g., Microsoft Word, Corel Word-Perfect) (B) Desktop publishing (e.g., Adobe PageMaker, Corel, VENTURA, Microsoft Publisher)

Electronic Communication
electronic mail (e-mail) voice mail facsimile (fax) desktop videoconferencing.

Electronic Collaboration
Electronic collaboration is made possible through electronic meeting Collaborative work systems and teleconferencing. Electronic meeting and collaborative work systems allow teams of co-workers to use networks of microcomputers to share information, update schedules and plans, and cooperate on projects regardless of geographic distance. Special software called groupware is needed to allow two or more people to edit or otherwise work on the same files simultaneously.

Telecommuting and Collaborative Systems.

High-tech meeting rooms help companies make more effective presentations. At some conference halls, like this one at the Chinzan-so Four Seasons Hotel in Toyko, small video screens are built into the table tops.

Image Processing
Image processing systems include electronic document management, presentation graphics, and multimedia systems. Imaging systems convert text, drawings, and photographs into digital form that can be stored in a computer system. This digital form can be manipulated, stored, printed, or sent via a modem to another computer. Imaging systems may use scanners, digital cameras, video capture cards, or advanced graphic computers. Companies use imaging systems for a variety of documents such as insurance forms, medical records, dental records, and mortgage applications.

Knowledge Worker System

The Knowledge Worker System (KWS) is a computer application designed to help "knowledge workers" (professionals who use information as their primary input and whose major products are distillations of that information) to capture and organize work activity information, and to learn, prioritize, and execute their tasks more efficiently and effectively.

How KWS works?

KWS integrates methods and technologies from the disciplines of information management, workflow, work scheduling, software agent, and work measurement into a "Performance Support Environment."

Benefits of KWS
KWS enhances productivity by delivering task-specific information as needed, and by associating all automated tools, software agents, and multimedia document references needed to complete a specific task.

Need for KWS

Schematic for KWS

KWS benefits
Improvements in Efficiency: Allows the same work to be accomplished in less time. Improvements in Effectiveness: Helps increase intellectual specialization within an organization. Improvements in Focus: Allows more time to be devoted to the organization's primary mission/function. Work Elimination: Eliminates the need for some tasks or accomplishes them automatically. Less Rework: Reduces the amount of work that must be redone.

KWS for organizations

Facilitates collaboration among workgroups Reduces training requirements Promotes business process perspective and improvement Realizes productivity potential of technology

KWS for managers

Supports intelligent work distribution Provides graphical status of tasks Helps quantify, articulate and continually improve the business process

KWS for Employees

Streamlines job processes and procedures Manages task schedules Automates repetitive, labour intensive tasks Frees workers to concentrate on challenging work and to be creative

Typical applications of KWS

Employee performance evaluation system Contract requirements and monitoring Monitoring budget execution Property usage reporting

Thank you!