MIS 6-8 Info Analysis & IS Solutions, Part I Info Requirements

D P Goyal

Information Analysis : Step 1

CSFs

Step 1 : Identify CSFs (Whats a CSF ?)

A few areas where things must go right for the individual, the department, the function and the company to flourish (John F. Rockart, MIT)

Disc - Examples (MDI : Strategy and CSF)

Info Analysis, Step 2

CSFs

Critical Info Requirements

Info Analysis, Step 2

CSFs
Decision Support Systems Management Information Systems

Critical Decision Set

Critical Information Set

Critical Info Requirements

Exercise
CSF
Spare parts inventory

Identify the CDS, and CIS

CDS
Which spares to stock How much to stock When to re order Re Order quantities Stocking Points : Where to stock From where to procure What price to procure at How to transport

CIS
CIS
Spare parts consumption, model-wise / unit-wise / equipment-wise Consumption patterns, location-wise and seasonal Spare parts price and cost of holding Spares stock availability, location-wise Sourcing details Lead time data Transportation cost data Parts shelf-life data

CIS contd.
Vendor performance evaluation / rating Foreign exchange rate fluctuation Cost of holding inventory Floor space / rack space available at storage points Material handling facility availability Equipment usage and ageing data Equipment maintenance history / data Equipment breakdown history / data

Exercise
Identify possible CDS and CIS for the following cases :
IIMR

Therefore, what are the DSS and MIS required ? MIS analyses existing data DSS adds value
Simulation Forecasting / Prediction What if

No Clear Dividing Line / No Standard Definition

Info Analysis, Step 3

CSFs

Critical Info Requirements

Evaluate Existing IS Systems

Exercise : Evaluate Existing IS Systems

Evaluating Existing Info Systems

a) Need for Change
Business-related Issues
How critical is this system to the business ? How frequently is it used ? What proportion of business needs does the system meet ? How closely is it integrated with other systems ? Are other systems dependent on it ?

Technical Issues
How easy is it to use ? How reliable is the system ? How cost-efficient is it ?

Evaluating Existing Info Systems

b) Changeability
How modular is the system design ? Is the documentation available ? Is the technology amenable to change ? Is it worth investing significant effort in the existing technology ?

The Systems Audit Grid

High Discard Develop afresh Assess Quantum of change Effort in changing

Need for Change

Cannot change Continue as long as possible Low Low

Maintain & Enhance

Changeability

High

What do we do in each quadrant ?

Info Analysis, Step 4

CSFs Process Changes ??

Critical Info Requirements

Evaluate Existing IS Systems

Process Change : ABC Info reqd.

Finalise Sales Plan 4-5 days

Create Sales Plan Generate forecast

2 weeks Process past data 1.5 weeks

1-2 month old data

Time Lines
Whats the Critical Path

Analyse Secondary Sales data

The Solution ?
Automate the aggregation of secondary sales data One point data entry Data does not need to move from person to person Whats the problem now ? Collation or value addition at each stage ? Solution ?

The revised process

Sec Sales Data

Rough Forecast available fast

Fine-tuning later

Sales Planning System

Info Analysis, Step 5

CSFs Process Changes ??

Critical Info Requirements

Evaluate Existing IS Systems

Info Systems to be developed / bought / modified

Gap Analysis

Creating an IS Plan
Goals

Strategies
Information Analysis IS Solutions Implementation Plan

Exercise / Home Assignment

For each of the systems discussed in the exercise, Analyse Existing Information Systems, decide where it would fit into the System Audit Grid

MIS 7 Prioritisation

D P Goyal

Creating an IS Plan
Goals

Strategies
Information Analysis IS Solutions Implementation Plan

Implementation Plan, Step I

Prioritise the IS Solutions Identified Why ?

Prioritisation : Value Analysis

Exercise :
What are the issues in setting a Rupee Value to each IS Application ? Desirable, but.

Issues in fixing Rupee Values

No Rupee Value assignable to some systems Tough to get figures
Commitment Could be very low

Inflated. Why ?
To raise priority of IS

All Managers not aware of numbers Therefore.

Exercise (IIMR): Prioritise these Info Systems

Online admissions Online academics (registration, course outline, electives, attendance, quizzes, feedback, results, etc) Online placements Online administration (Fee, complaints, Salary) Online MDP/Consultancy Online research Online leave accounting Online library

Whats Missing ?
Readiness Analysis Also called Feasibility Analysis

Readiness : Factors - disc.

People Issues Data issues Integration / Links with other systems / external links Technology / Infra issues Other Issues..

Exercise : Readiness Analysis for IIMR

IIMR Prioritised Opportunities

Accounts/ budgeting Research MDP/ consulting

Admissions Academics
Placements Salary System

Transport System

Leave Accounting On-Line

Readiness

Prioritisation : One Over-riding Factor Create Success Stories Selection Criteria ? Disc Selection Criteria
High POS Quick implementation High Visibility

High Value ?

Therefore, Final Prioritised IS Systems : IIMR

Whats the sequence ?

Readiness

IS PLAN
Case IIMR Case Technoserve

MIS 8 Prioritisation

D P Goyal