MIS Case study by Muhammad Khurram Baig (AMBA-UK)

http://r ibams.myftp.biz ribams99 @gmail.com

Time management Is key success factor in MIS Implementation

Topic: MIS ImplementationCase Study: AISModules: AIS, TPS, EIS, (ERP) Expert Information System

AIS : Accounting Information SystemTPS: Transaction Processing SystemEIS: Executives Information SystemExIS: Expert System (ERP Tools and Techniques)

• Mr John is working in Kepta Ltd, South Africa as Manager Accountant.• His experience is of 10 Years• He has BASIC IT SKILLS• He is Accountant and Graduate with Professional Qualification• He has 2 Directors in the Department (Accounting & Finance )• He has 4 Employees working in the Department

Name of 4 Employees of the Company with Jobs.

Mr Florence Act Asst Data Entry – Posting Accounting VouchersMr James Act Asst Data Entry – Printing Reports of VouchersMs Smithco Act Asst Data Entry – Prepare Files and Records Ms Memona Act Asst Data Entry – Prepare Charts and Vouchers

Session - Past:When he was selected, the Job was Accounting Assistant of Scale 5 in the company as per rule.Salary was 3000 $ to 4500$Overtime: 100$ / DayDuties: 8 Hrs X 5Days in a WeekJob Description:Posting Vouchers in Software System (Simple AIS System)Database (Foxpro)Nature: Desktop SystemUsers: 3 UsersUser: Posting User Nature: Prepare Debit and Credit voucher and Check Journal Statement

More Responsibilities:• Prepare Statements (G Journal)• Check Ledgers (Assisting Manager)• Prepare (Files By Printing Posting Sheets, Vouchers and Journal Statements)• Keep Records and Backup of Data• Over time in Audit Season with checking, analyzing and maintaining to

deliver the files with other attested records.

Current : After 5 Years, he is now on the post of Manager AccountsSalary is 6000 $ to 7500$Overtime: 150$ / DayDuties: 8 Hrs X 5Days in a WeekJob Description:

• Check Ledgers and Trail Balance• Prepare Financial Statements• Prepare Balance Sheet• Prepare Projected Budgets and Cash Flow

Statements• Get Print (Reports as per company standards using the Software Tools)• Get result from 4 Users and Check (ensure correctness of the accounting

system)

Database (Foxpro)Nature: Desktop SystemUsers: 4 UsersUser: Admin User Nature: Prepare Debit and Credit voucher and Check Journal Statement

More Responsibilities:• Checking Files and Records• Call on Meetings• Prepare Articles and Publish Notes as per company policy• Maintain the Standard of MIS Department• Managing Cost and Projects • Scheduling Projects and Tasks

One day Mr John call upon Mr Florence at 11:00 am (02-06-2013)in his room. He asked to get print of the report. He went to the print of Vouchers from 1-Jan-2013

to 1-Jun-2013. He wanted to confirm either he has posted the voucher correctly because there were some problem in treatment and nature of accounts

One day he called upon Mr James to get reporting. He said sir there is problem in the software and report was not printed in correct form. He contacted with MIS Department and ask to check printer or software. The engineers were on 5 days leave. Mr John was in trouble because Director Mr Ehsan was asking to get Report of Financial Statements

Mr Robinson also interested to check the Debit Balance of Employees. But Mr John want to get time to prepare report.

The performance Graph of Mr John was going down. How should manage with the trouble?

• He should aware is there connectivity problem• Is There any Operating System Trouble• Should reinstall Foxpro Database• Should have any backup• Can he get print from other Software / Clients• Should Call any Expert• Is there failure of TPS• is there failure of RIS• is there failure of DEO• is there failure of Software or Office Automation

System

Case Recommendation : There were failure of Expert System. Because Mr James was working for five years and he continually ignore the Reporting an Transaction System, many time occur during the job but now at the End of June he has no IT Expert to handel the system frequently and he had no knowledge of AIS an Executive Information System

Student of Accounting Should adopt Essentials of ERP and Principals of MIS knowledge

Should have Practical knowledge of • AIS• ERP / Executive IS• Expert Information System• Reporting Information System• Office Automation System• in the Department of Accounting and Finance

Organizational Recommendation

• Hire expert system professionals

• Select best accounting team• Should use reliable software system• Should contact with expert ERP professionals• Accountant should have sufficient knowledge of os, databases, ais• AIS professional should be troubleshooter • Never dependent to software only• Never dependent to MIS department

Executives Can Ask The directors or Executives of the company can ask from manager i.e.

• prepare financial statements• show the tax payable• manage tax as per requirements• show the expense as summarized• show the report of detailed expenses• prepare balance sheet and budget (projected)• prepare projected cash flow statements• Can ask about the assets• sharing ratios• income of the year before specific accounts• ratios for the Financial Statements• Salary and Payrolls• Wages and Direct / Overhead Expenses• can set Plan and give Presentation to All• get report of specific Ledgers

Manager can ask

• get copies of voucher• print report of vouchers as per time• journal statement• ledger statement• summarized ledger statement• summarized journal statements• statements per schedule or specific time

Manager should ensure

• software system use in the Department• reliability and performance of the system• drawbacks or hurdles that can disturb system• know how much system can effect by the disturbance• operating system• technology specifications (devices and equipments)• system configurations and DBMS• system connectivity time and duration

• Database use in the system• backup of database• printed copies of vouchers and reports• preparing files and folders (printed format)• HR or Staff in the organization• staff in the Department• Level Chain (Managers in different department)• Hierarchy or structure of the organization• schedule of staff and their responsibilities• performance report of the HR/ Management• continuous training program for Management• Must know the Hiring and Selecting criteria of the Organization• other effectiveness

Employee should Know • basics of Accounts /Posting Knowledge• use of Software as User End• System Effectiveness and Technologies• Techniques to use System as described by Manager• study job description as described by Senior or Manager

ERP Solution (MIS Based ) in one Organization

Assignment:1. Prepare a case study related from the nature of jobs 2. Narrate one day of a company processing system3. Which system is successful in xyz and co 4. Design MIS system for Accounting Department with Nature of Company5. Are you troubleshooting Manager of the Company

Management Information System

Management: Perform scheduled Task of an organization in effective manner using Five Functions:

1. Planning.2. Organizing3. Directing4. Coordinating5. Controlling

– Selecting– Hiring– Motivating– Training and Acknowledgment

Information : Valuable or Useful DataSystem

Boundary and Organization (Company Name and Nature)Resources (Assets and Opportunities)Human Resource

• Directors• Managers• Employees

Data: Raw Facts and FiguresSocio – Economic and Political Environment (Country Situation)Techniques and Technology (Software, Hardware and Networking System)Processing (Procedures to Adopt)

Manager: The person, does get work done from others by using management functions.

AIS: Accounting information system

• reliable and efficient system that can produce effective reports (information) by processing of data.

• Different companies use different type of software and application to manage their work daily routine work

• should be secure and realistic• easy to handle and manageable• as per requirement of the company• check the version compatible to OS• check the trend and technologies• mention the features in detail• must be prepared as according to feasibility report of the company• easy to enter vouchers• automatically produce journal statement (detailed and summarized)• automatically prepare ledgers• prepare financial statement• prepare projected sheets (budgets and cash flow statements)• prepare detailed supplier information• prepare detailed customer information• prepare detailed assets and liabilities accounts information• prepare detailed expense and analyze accounts• must produce source documents without interruptions• don’t rely on system or software engineers

So Manager is the most responsible person (Thank you)

by Muhammad Khurram Baig

ribams99@gmail ,com

http://koizacademy.com