Assignment no.

3
Management information system
Registration no.

ASSIGNMENT
NICMAR / CODE OFFICE
1.

Name

2.

Reg. No.

3.

Course No.

NCP-28

4.

Course Title

Management Information Systems

5.

Assignment No. -

Three

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

four main works viz. Main Dam, Weir, Electric Power Station and Tunnel. The
requirement of ten construction materials including cement, steel (six sizes), sand,
aggregate etc. need to be monitored daily. Consumption, requirements, resources
on site and in depot needs to be checked every day. Design an M.I.S. for efficient
working. Assume suitable data.

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Management information system:

'MIS' is

a planned system of collecting,

processing,

storing and

disseminating data
in the form of information needed to carry out the functions of management.

Scope of work:
Management is a process, involves

the responsibility of guiding,

supervising and

controlling a team of workers who are asked to accomplish a given task.

A true management concentrates on managing the people who are entrusted with
the job of attaining the pre-determined objectives. But it should not be lost sight of
that the management of materials also calls for skill and judgement.

While

directing the people at work, we never lose sight of materials.

The materials are very much there in the minds of those who are responsible for
managing the affairs of a business and/or manufacturing unit. Both directly and
indirectly, the management keeps a close watch over the materials with the help
of which people who are at work, accomplish their assigned job and thus help in
attaining the stated goals of the enterprise.
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In fact, management synchronies with the control of :

every systems, procedures, methods, techniques and
tools and materials which are truly effective instruments in serving the
enterprise.
Truly speaking, the control of systems, etc., goes along way in helping the
workers in their effort to achieve the objectives of the enterprise.
Management till today has not been able to draw a dividing line between the
procurement of material things required for a successful operation and their
utilization by the people who are at work. Nor does the management strive for
such a dividing line. Material things cannot be isolated. They are closely related
to the management.
Areas of materials management can be described as the functions or scope of
materials management. Delimiting the areas of materials management, the study
team on public sector undertakings has identified the following areas :
Materials Planning and Programming.
Purchasing and Inventory Control.
Receiving, Warehousing and storekeeping
Transportation and Materials Handling and
Disposal of Scrap and Surplus, including the utilization of by products.

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Basic:
The work involves four main works i.e. Main Dam, Weir, Electric Power Station
and Tunnel. The above work involves Supply, Transportation, Unloading,
Fabrication, Erection, Testing and Commissioning of balance ventilation ducts
and equipments as per technical specifications.
Benefits of Hydro Power:
Energy has become a symbol of growth and instrument for development. Electric
power particularly the hydro power is a renewable, economically attractive,
environment friendly, non-polluting and environmentally benign source of energy.
Moreover, the Hydro Power is submergence free and has short gestation period.
These benefits of HP have now been sufficiently recognized. The need of the
project comes from the benefits of HP and utilization of resources.
Management information system provides predefined types of information to the
management for relatively structured type of decisions.

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Management Information System (M.I.S) design for Hydel-Power Project is

very much limited to a specific area as all the material and data is to be managed
on the site for the given requirement. Now the requirements for the hydel project
are entirely different from general construction sites.
The height of the control room shall be higher as compared, so as to take
care of the heat generated from the electrical panels and the control of all
the panels can be made on the mezzanine level which saves the space and
offers the wider view of the area underneath.
The substation part has to be made in the open area and the wiring of the
towers is taken care by the R.C.C. Trenches made under the floor.
From the reservoirs the water is brought through a tunnel for the generation
of the electricity. i.e. in itself a very technical and specific requirement for
the construction of the project.
As far as the scope of the hydel projects is concerned it is not as limited because of
the fact that our country is facing shortage of electricity. In future we shall need
more of hydel projects to meet the requisite demands of the power sector and of
course to facilitate the people staying in the remotest areas of the country. This is
the reason in the recent years even World Bank has offered to finance the hydel
projects in states like Himachal Pradesh, Uttaranchal, Assam & Jammu &
Kashmir.
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Material management organization:

Organization is a process of dividing and combining efforts of a working group for
making such joint efforts more productive, effective and fruitful.
The organization as a body of professionals allocates duties to the managerial
staff, adds certainty and promptness to the work to be done. It avoids gaps and
overlapping functions and establishes a neat pattern of relationships among efforts
to be put in, jobs to be done and the work to be performed. It ensures team-work.
The organization, thus provides a frame work for the management.
The organization is not merely a mechanistic structure of duties, activities and
relationships but it is also a human organization consisting of diverse social
groups, representing divergent attitudes, aspirations, likes and dislikes.
The organization, thus, takes a due note of human faculties. In this way the
organization encourages initiative and develops a sense of duty in the personnel
working for the organization.
The organization shapes and influences the behaviour and interaction of people at
work. It determines the extent to which people at work would co-operate and
would strive for achieving the stated goals.

This is shy the organization is

assuming a greater importance in modern management and day-by-day it is

growing in structure. It renders valuable services to the whole undertaking. It is
an important tool in the hands of management. It welds together a frame work of
positions for the most effective pursuit of the goals of the undertaking.
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Irrespective of the size, the nature and the purpose of an undertaking, the basic
approach and principles of organization remain the same. For the attainment of an
effective management, an attempt is usually made by every undertaking to stick to
the following fundamental principles of organization :
Determination of the basic objectives
Determination of the areas of activity
Determination of an ideal structure to accomplish the desired activities
Determination of authority and responsibility
Determination of the span of control
Determination and assigning of jobs according to personal ability.
Unity of command
Preparation and circulation of rules and regulations
Installation of and effective two-way communication
Flexibility and
Line and staff activity.
It is indeed a fact that leadership in any organization plays a distinct role in setting
the trends of operation and achievements. Howsoever laudable a principle of an
organization may be unless it is supported by enthusiastic, imaginative and
sensible leadership nothing tangible could be achieved. It is the structural balance
in the organization which is generally rewarding. An a good leadership combined
with a well-conceived and judiciously developed organization on the principles
enumerated above, pays dividend. Certainly it is not the principles and a series of
rules and regulations which work for themselves but they are the guiding factors
which help an organization to achieve what it wants to achieve.
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Material management can thus be defined as that aspect of management Function
which is primarily concerned with the acquisition, control and use of materials
needed and flow of goods and services connected with production or construction
process into and within an organization.
The modern concept of Materials Management integrates the entire range of
functions which effect the flow, conservation and utilization of all materials and
brings together the activities such as materials planning and budgeting,
purchasing,

inventory

control,

clearing

and

forwarding,

receiving

and

storekeeping, materials handling, salvaging, scrap and surplus disposal, value

analysis and materials standardization. The significance of this concept lies in the
fact that efficiency of any organization is depend upon having the :
Right Material of the Right Quality at the Right Price in the Right Quantity at
the Right Time and Place
The management of the various materials required at site shall be organized at
different levels.
Upper Level

To determine the goals, objectives & plans.

Ability to deal with the ambiguities of the decisions
taken.

Middle Level

Determination of the ways to construction

done in time schedule. To check how much money has
been incurred till the specific date.
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Lower Level

Control the activities of the workers to meet

the targets.

The materials required for the hydel projects shall be managed according to the
levels mentioned above.
Here I take the example of a hydel project of 5MW capacity. Requirement for
the project is as follows:
Control Room with a covered area of 14,000sqft.
o Outer walls in brick
o Frame work of RCC Columns and Beams
o Asbestos sheets as roofing
o Concrete floor with separators
o Steel windows and doors
o Tie beams at the regular intervals to prevent Earthquake.
66KVA grid station in the open area
Office Spaces
Site Offices as temporary structures
Material Storage Areas
Water Reservoir
Accommodation for staff

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Material requirement for the project:

Cement

175000 bags approx.

Steel

2500 Tonnes approx.

Aggregate

20,000 cum approx.

Sand

10000 cum approx.

Bricks

2,80,000 no.

Stage 1
From foundation level to plinth level
Cement :

60000 bags

Sand:

3600 cum

Aggregate:

7200 cum.

Steel:

850 tonne

Bricks:

100000 bricks in no.

Stage 2
Up to lintel level
Cement :

80000 bags

Sand:

4850 cum

Aggregate:

9700 cum.

Steel:

1150 tonne

Bricks:

100000 bricks in no.

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Stage 3
On laying of slabs
Cement:

35000 bags

Sand:

1550 cum

Aggregate:

3100 cum.

Steel:

500 tonne

Bricks:

80,000 bricks in no.

Material resource planning:

It aims at developing a plan for the procurement and stocking of construction
materials so as to provide materials of right quality at the site in right quantity, at
right prices, from right source, and at the right time.
It involves identifying materials required, estimating quantities, defining
specifications, forecasting requirements, locating sources for procurement, getting
materials samples approved, designing materials inventory and developing
procurement plan to ensure flow of materials till the connected construction works
are completed at the project site.

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Resource productivity control:

It

aims at ensuring efficient utilisation of the inputs of man, materials and

equipment. Efficient utilisation of resources at the project site is accomplished by

identifying the causes of wastage and effecting improvements so as to minimise
this wastage. The causes of wastage are located by analysing variances and
efficiency of planned and actual on-site productivity.
Productivity performance variance =

Planned productivity - Actual

productivity

Productivity performance index

Planned productivity
Actual productivity

The various productivity parameters which need to be controlled in construction

projects are labor productivity, equipment productivity and materials productivity.
The methodology used for controlling each of the productivity parameters is
similar and it can be divided into four stages, i.e. defining the control purpose,
measuring the actual performance, computing productivity performance variances
and identifying causes for these variances for affecting improvements

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Inventory control measures:

The term 'inventory' implies the cost of materials in stock at a given time. This
stock of materials is held to act as a cushion between the supply and demand. The
monetary value of inventory indicates the extent of investment required to
maintain minimum stock of materials for the smooth running of the project.
Inventory control refers to the process whereby the investment in materials and
parts carried in stock is regulated within predetermined limits set in accordance
with inventory policy established by the management. The activities of inventory
control, thus, include the following :
1. Determination of limits of inventories to be held
2. Determination of inventory policies.
3. Setting out of investment pattern and its regulation as per individual and
collective requirements.
4. Follow-up to examine the working of the inventory policy and effecting
changes as and when needed.
The aim of the materials management is to make available the right type of
material in right quantity, at the right price, at the right time and at the right place.
The objective is such that the construction work should not beheld up for the want
of material but the total investment on the materials minimum. If we examine the
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aims and objectives very carefully the concept of Inventory control in the material
management is obvious. This can be considered as a very important function of
materials management. It is mainly concerned with laying the policies regarding
how much quantity of a material should be held in stock so that the aim of the
material management of ensuring continuity of the project with the minimum
investment in materials is fulfilled.
Inventory are necessary because
They provide protection against uncertainty of demand and supply.
1. They ensure smooth flow of materials through production process.
2. They ensure reasonable utilization of manpower and equipment etc.,&
3. They also provide the means to maintain good customer service.

Two bin system:

The two bin system is based on the segregation of the total into two bins one
sufficient to satisfy demand between the arrival of the order and the placing of the
next order, the second contains enough stock to satisfy probable demands during
lead time. This is the oldest system and is still in popular use.
Inspired by the Kanban Replenishment method developed and made popular in
Japan, this replenishment system, adapted to hospital supplies, is based on the
principle of two bins for each product type. Each bin contains half of the quota
(inventory level) for a given product. A bar code label is affixed to the front of
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each bin. When the first bin is empty, user personnel or clerical staff transfers the
label to a board mounted on the wall, and supplies are used from the second bin.
Using an optical scanner and according to a pre-determined schedule, a stores
employee scans the labels on the board to capture data on the products requiring
replenishment, which in turn triggers the process to replenish the quantity
contained in the bin. This activity can be eliminated through the use of a
replenishment software application that uses RFID technology. This application is
presented in the section RFID-assisted replenishment.
Once the person responsible for managing inventory in the department has
replenished the bin, he or she first transfers the remaining supplies in the second
bin to the first bin, then places the new supplies in the now empty second bin,
returning the label to the front of the first bin. In this way, stock rotation occurs
with each replenishment.
This system simplifies the needs evaluation process. When compared with other
recurring replenishment methods, the two-bin system stands apart. It requires no
inventory taking (or verification) prior to scanning the labels. It also facilitates
stock rotation management, which is essential to prevent product expiry, and it
significantly improves the control of stock levels.

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Economic order quantity:

Economic Order Quantity is referred to as the size of the order that gives
maximum economy in purchasing the materials. It is known as Optimum or
Standard Order Quantity. In fact the Economic Order Quantity or EOQ offers
solution to inventory problems.
It helps in finding appropriate levels for holding inventories. It facilitates the
fixation of ordering sequence and the quantities so as to minimize the total
materials cost. Before taking a decision on economic order quantity the following
costs are considered and analysed threadbare.
Economic order quantity (also known as the Wilson EOQ Model or simply the
EOQ Model) is a model that defines the optimal quantity to order that minimizes
total variable costs required to order and hold inventory.
It is based on the assumptions:
1) The demand over the period of cycle (normally a year) is constant and is
known in advance.
2) Consumption of the material occurs at the uniform rate.
3) The price of the material is independent of the order.
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Quantity discount is not allowed
4) There is no lead time in the replenishment.

We should know Ordering cost and Carrying cost

A) Ordering Cost: consists of
i)

Requisitioning

ii) Order processing

iii) Order placing, and
iv) Receiving, inspection, checking etc.
Ordering cost is referred to as the cost of placing an order and securing the
supplies. The ordering cost largely depends upon the number of orders placed
during a given period and the number of items ordered at a particular time. It
varies from time to time and also from industry to industry.
B) Carrying Cost:
i) Interest on Capital invested
ii) storage, handling and warehousing
such as rent, Insurances and taxes, Lighting,and
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other maintenance costs
Inventory carrying cost refers to the cost of keeping the materials in the storehouse
which includes capital cost, cost of storage and handling, cost of deterioration and
obsolescence and other kinds of expenses and losses during storage.
C) Inadequate Inventory Cost:
Inadequate inventory cost includes the cost of expediting the purchases, the cost of
securing rush deliveries, cost of follow-up action, cost of keeping track of previous
orders, cost of keeping the inventory at its minimum irrespective of its larger
requirements, loss of sales, customers and good will etc. due to non fulfillment of
orders and all those losses and costs that arise out of non-availability of materials
to production department when it needs and also the cost of stoppage or disruption
of the operation of the organization.
The above three costs which influence the economic order quantity may broadly
be classified into two categories from cost management point of view. The tow
categories are :
1. Cost of Acquiring the Material
2. Cost of Holding the Materials
Right purchase quantity should ensure that overall cost of acquisition and
possession is minimum, while holding the optimum quantity of an item in
inventory. It will have to be appreciated that a point of minimum cost is
reached at which the ordering cost will be just equal to the carrying cost such
that neither excess material is ordered nor too many orders are frequently
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placed for the same material during a time period, for which demand pattern
is more or less known. It must be remembered, however, that while the former
varies with the number of orders placed, the latter is linearly and directly related to
the quantity carried into the inventory.

FORMULAE

EOQ MODEL
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ROL:
This is the quantity of stock (level) fixed between the maximum and minimum
levels of stock. When this level is reached, it becomes the duty of the stores incharge to initiate purchase so as to replenish the stock within reasonable time.
This level is usually a little higher than the minimum in order to be prepared for
such emergencies as abnormal usage of materials, unexpected delays in delivery of
new supplies, etc. While fixing this level we ordinarily take the following points
into consideration :
1. Time required for obtaining fresh supplies ;
2. Quantity required to be ensured of a certain level of production at a given
time ;
3. Possible unexpected requirement which cannot be avoided ;
4. Possible unexpected delays in getting the fresh supplies because of rains,
political situation, war, labour trouble, transport inadequacy, etc.
5. The objective of fixing up the order level is to re-stock the materials at the
lowest cost ensuring at the same time the uninterrupted operation of the
manufacturing unit/business organization.
6. It may, however, be pointed out that the order quantity is determined by
taking into account, the suppliers discount, rate of consumption, price of
the material, storage cost, danger of deterioration and obsolescence besides
the availability of funds, space available for storage and preservation
facilities. The loss due to inaAterruption of operation will also have to be
examined. These factors taken together will determine the order quantity,
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which in its turn affects the point at which the order level has to be fixed. It
is necessary to be definite about the order quantity because the supplier has
also to be given sufficient time for making arrangements of the supply. The
larger the consignment, the greater will be the time taken by the supplier.
Thus the order quantity has its own say in fixing the points of order (or reorder) level.
The two factors that determine the appropriate order point are the procurement or
delivery time stock which is the Inventory needed during the lead time (i.e., the
difference between the order date and the receipt of the inventory ordered) and the
safety stock which is the minimum level of inventory that is held as a protection
against shortages.
Reorder Point = Normal consumption during lead-time + Safety Stock.
Several factors determine how much delivery time stock and safety stock should
be held. In summary, the efficiency of a replenishment system affects how much
delivery time is needed. Since the delivery time stock is the expected inventory
usage between ordering and receiving inventory, efficient replenishment of
inventory would reduce the need for delivery time stock. And the determination of
level of safety stock involves a basic trade-off between the risk of stock-out,
resulting in possible customer dissatisfaction and lost sales, and the increased costs
associated with carrying additional inventory

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Reorder point farmula:

Reorder point = S x L + F ( S x Rx L)
Where
S= Usage in units
L = Lead time in days
R = Average number of units per order
F = Stock out acceptance factor

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Site storage and reporting:

This comes under the operational cost. It is said to be the most obvious inventory
carrying cost.
It includes the whole expenditure incurred in connection with storekeeping
functions. Storage cost varies widely with the type of materials stored, type of
storage facilities available and other allied factors. Usually, the range of this cost
is between 5 per cent and 10 per cent of the value of the materials stored per year.

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Materials to be stored are in the following way:

Steel & Cement

in a room with an area of 14,000sqft.

Aggregate, Sand

in open courtyard

Reporting:
Scheduled Reports: I would make the scheduled reports which would be issued
fortnightly. The reports would be containing the details of production, monthly
cash flow etc. for further use in planning and control processes.
Error Reports: I would make these reports to correct the invalid customer names,
incorrect totals and missing data during transaction.
Control Reports: Control reports would be maintained in the form of payroll
register, a journal, a cash register etc. giving detailed listing to describe each
transaction occurring during a specific time period.
Provision for Exception reports & Demand reports would be there.

Integrated reporting system:

Objective :
To provide the community with a common set of business processes and tools to
capture, integrate, manage and present timely Information
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Management/Information Technology related information essential for informed
decision-making construction managers.
Keypoints :
The Integrated Program Planning, Scheduling and Reporting System is a suite of
processes and tools to collect, integrate, analyze and report the life cycle status of
IT products to be deployed and sustained in the Construction Industry.
The Deployment Scheduling Integrated Product Team The IRS oversight role
includes identification/resolution of conflicts, coordination of interdependencies
and resource sharing opportunities.

Background :
1996 - MHS Information Management Proponent Committee directed the use of a
program tracking system to provide integrated deployment schedules and reports,
thereby

improving

the

management

of

MHS

Information

Management/Information Technology programs and associated IT products.

1997 - IPPSRS Integrated Product Team (IPT) established to facilitate the
development of project and program scheduling procedures, data standardization,
business processes and to promote effective program management skills and
practices throughout the enterprise.
1999 - IPPSRS web application retooled to meet user requirements.
Comprehensive sort parameters were added to allow users to query data by
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Military Service, TRICARE Region, Major Command, Military Treatment
Facility, specific IT product, and date range.
2000 - Deployment Scheduling IPT established to review, identify, track, and
resolve deployment scheduling conflicts and/or planning vulnerabilities.
Basically an integrated reporting is the system in which can get information from
all the reports at lower level. Specific to this project reports from labour class to
S.E.s etc. would be base for integrated reporting for the next level.

Computer applications:
In todays high flying technological world, as the technology is advancing day by
day , we the users are also using the same updated technology in day to day work.
Computer Applications are made to be used for making various documents,
databases and storing information. In short we can use and get the data which is
very hard to find out on paper can be got in very less of time through use of
computer applications. Some good examples of computer applications are MSOffice, which is almost used day to day in all offices for creation, storage and
generating information about almost every aspect.
For creation of documents generally used application is MS-Word (there are other
freeware applications also like star-office by SUN Technologies), like this there
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are other applications too for mathematical calculations too. Today we are having
almost all applications which can provided us with every information retrieval or
storage.
Data communications:
Data communication is a integral part of todays connected world. Data can be
stored at any point of time and place but retrieving it again when required is again
a biggest question.! For the same we have developed many applications as well as
hardware. Today almost all the transactions are done through computers and
computer aided hardware or software. For example today we can purchase, find
almost every thing on WWW (World Wide Web) and it is just because of efficient
data communications we are able to do so.
For small offices we have HUB to connect PCS and server on network. Hub is a
hardware where we put the data cables which are taken from a PC (Ethernet Card)
and so on. BY this hardware we are able to form a network of computers and
within the Operating system we are having a facility to identify each computer as
Unique computer by giving logical names which in turn helps u to locate them.
For bigger offices which have offices at different locations we use VPN (Virtual
Private Network) where all the offices are connected virtually and they can use the
data which is kept at different locations like it is with them in the same computer.
Note : Today we are having wireless connectivity also which is been widely used.
Data. The raw material used to process information for decision making. Data
represents specific individual facts from which a conclusion can be drawn. The
project planning data includes activities, resources, costs, documents, observations
and estimations.

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Data Codes. There are abbreviated data codes developed primarily to serve a
four-fold purpose:
1. To identify each work package/activity.
2. To aid in the organization of data in levels from the very detailed to broad
levels.
3. To enable the processing, sorting, extraction and organization of information
required at various levels of management and functional units.
4. To computerize the data processing system.
5. Data Date (DD). The data recorded on date of monitoring performance. The
data recorded on data date separates actual (historical) data from future
(scheduled) data.
6. Decision Networks. It is a graphical method of analysing an outcome of a
series of interdependent possible courses of actions generated by the
decision making process. The field of applications of the decision network
in project management includes strategy, development, production planning,
manpower planning, budgeting, inventory planning, plan procurement and
its replacement decision.
7. Decision Tree. It is a special case of decision network, where the sequential
decisions are drawn in the form of branches of a tree, stemming from an
initial decision point and extending it to the final outcome.

Design:
Having assessed the feasibility of the computerized information system, we now
come to the design of the information base. The latter needs to be defined
according to:
Sources
Characteristics
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Purposes.
Sources can be single, dual or multiple and need careful identification by the
analyst in the design process. Employees services system in an organization may
have single data source as the accounts department, while inventory management
system in the same organization may have dual source as stores department and
purchase department. The seismic processing system for oil exploration running
on IBM,VAX and TIPOS computers at dehra dun depended for its input from
multiple sources of on- land exploration parties parities and the offshore sources
of S.S.Anveshak. some valid questions about accuracy and reliability of data
inputs can be:
Whether the data are of real interest and importance to the sources;
Whether the intended use of information is potentially threatening to the
source;
Whether the required preparation of input throws an addition burden on the
people at the source.
Affirmative answer to these questions can be vital pointers towards carelessness,
sidestepping or even dishonesty in the preparation of input.
Characteristics of information bases are determined by size, variability, volatility
and activity. The size of information base has obvious implication for selecting
the media where the information is stored, viz, magnetic tape and disc storage
capacity. Nature of processing also is determined by the size, such as, avoiding
soft or merge operations for massive amount of information. Variable information
is stored within the information base on current transaction files, whereas
permanent information is tucked away in master files or can be made part of the
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computer program. Current files can than be manipulated to update the master files
at infrequent

intervals, to produce output reports based on permanent rate

structure or valuation technique.

Volality refers to how information is added, deleted or modified over a given
period of time. Depending on many or few changes in the information base, the
data is termed volatile or static. Monthly meter readings may be annual or half
yearly average of revenue raised may be fairly static in a billing system. Costly
storage space on

disks and tapes can be released by keeping a careful tap on

volatility of information. Activity refers to the percentage of the total information

base which is being utilized at a given time. In an inventory management system,
rate-revisions in regular items may not affect a large mass of slow or non
moving items.
Purposes of an information base decide for which user it is meant, how will it be
used and when. The methods for organising and accessing information are built
around data records which have data elements (field) associated with some units,
such as, customer, student or inventory item. There may be a master record
containing all the available information about the unit or a detailed record with
only partial information. The design of a system includes preparing a record layout
which places together related data elements in a record or the physical location
(address) of the record within the computer memory.
Data file organization and accessing include:
Sequential files
Random files
Index sequential files
Unordered files.
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In specific file arrangements, information is arranged according to one or more
significant data elements, A sequential file of students, for instance, may arrange
student

records alphabetically examination canter wise and district wise.

Sequential files may be stored on a wide variety of media, viz., punched cards,
tapes and disks, and are characterized by high activity and low volatility. On the
other hand, a random file permits speedy access to any given record within it
regardless of others preceding or succeeding that record. Random files use only
the magnetic disk media and work best with a stable and non-volatile information
base. An index sequential file maintains a desired sequential order, but also
permits random access to any particular record. The file allows speedy direct
accessing and eliminates the need for extensive sorting. Finally, an unordered file
is simply a series of records without any unique key identifier and is unaffected
by volatility. The file, however, can be accessed though keys from other associated
files.
While data files are a body of information organized for a particular application
(e.g., pay roll file), data base are a

comprehensive body of unorganized

information (in the form of directory), which may be selectively organized and
accessed to meet a broad range of needs. The data-base management assumes the
information base to contain all of the available business information and provides
limitless options by specifying which portion is required and in which order for
selecting, combing and accessing of the variety of information without changing
the unordered nature of the data base itself. it assumes
Independence of data-elements and reduce their redundancy, but is costlier to
maintain than the data files.
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System design specifications:
For designing a efficient system it is necessary for the user to design the system,
the flow of system. For the same there are various aspect which we have to take in
consideration when designing a system. They are as follows : Knowing the process of the system.
Basic elements of system.
Flow of elements.
Integration of modules .
User interaction with the system design flow chart.
Using the system and knowing the changes.
Analysis of procedural functions.
Checking for leaks in system.
Debugging the application after Trial run of system.
Final interaction with the users and system changes.
The MIS specifications were designed with 40GB hard disc, 512Mb RAM, P4 &
MS-Office as software.
System analysis and design:
As I have already discussed the MIS design for the hydel project with the system
design specifications already mentioned. The whole project has been divided into
construction segments. The data file for the different activities has already been
attached with. As per my design all the activities e.g. requirement of the materials,
their consumption, the duration of the activities, the manpower required has been
segregated so as to avoid all confusions regarding the cost factor and consumption
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of materials. I have designed the specifications for the contractors and other
outside agencies as well e.g. the time schedule of the work they will handle and
the penalty clauses, if applicable.
I have designed my specifications of the materials stage wise. This will avoid any
type of pilferage during the construction tenure of the project. To the maximum I
have tried in my design not to have excess storage of the materials as this leads to
the wastage of materials like cement (because of its setting action), steel (rusting
of steel) after the handing over of the project. In totality I conclude that my MIS
design for the project is completely successful.

System development:

For the system development of the hydel project we shall

be following the following steps:

Own staff
Staff of outside
agencies
Work done by
own staff

Separate files for

Billing for
various activities

different applications

Work done by
outside staff

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Integration of related files of various activities:

Files shall be made in

Excel programme for the separate jobs to be done in a stipulated period and
the manpower involved.
Relationship between different entities:

different entity relationships

are as follows
One to one
One to many
Many to many
In the management system of hydel project we shall create files showing one
specific activity is to be done by one agency e.g. the completion of
superstructure shall be done by a construction agency.

This construction

agency shall be assigned more than one job. Here One to many type of
relationship between different entities shall be helpful.
System analysis:
After the full and final changes and when the system is made to run, the system
has to be installed at Clients place and has to be tested with them. The client uses
the software and also let us knows the changes to be done. For the same work a
System Analyst is there who in turn analyses the whole system made and also
verifies and rechecks the while code. He checks for the routines and sub-routines
of each module. System analyst checks for the whole flow the system and then
accordingly, after reviewing it suggests or makes the changes to the design of the
whole system. The basic criteria of system analyses are to see that the whole
system runs smoothly and is error free. After successful completion and changes to
the system as suggested by the analyst the system is then deployed at the client
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end. System analysis comes at the end of whole process where the system is fine
tuned for better performance and usage.

Data processing:

Activity

Agency

Duration

Cost

Civil work

P1

2yrs 3 Months

..Lacs

Finishing

P2

6Months

..Lacs

Flow charting:
Depiction of step-by-step procedure of a programme. Generally whole procedure
of programming is explained using boxes or other geometrical forms and arrows.
In this kind of flow chart system if any of the chain link breaks the whole system
has to be revised. This system is fully dependent on every chain and is made to
know the working probability of whole system.
Flow charts of the various jobs/activities shall be made on the weekly basis,
checking the commitment by the agency for that specific job. If any activity is not
completed in the specified time it will have to be overlapped in the second week
assuming it to be the responsibility of the concerned agency. After the 6 th week if
the same situation prevails for the delayed activity penalty clause will be
applicable as per the agreement. The employer and the outside agency shall sign
this agreement. This flowchart shall be made using the P.C. software MRPII
System(Material Resource Planning) and shall make it very easy to maintain the
records of agencies hired and the jobs done by them.
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Activity

1st week

2nd week

3rd week

4th week

5th week

A1
A2
A3

BIBLOGRAPHY :1.

Practical MIS (Indian Experiences and case studies)- Banerjee and Utpal

2.

Materials Management Gopalswamy.

3.

Principles of MIS- Scott G.M.

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