CU-BCOM-SEM-V-Management Information System-Second Draft

box, click the expected workbook format. Click the arrow on the right of the Save location box to select the target drive and folder for export. Enter a new file name in the existing data table or in the file name box. In this case, when saving the workbook to an existing workbook, access will Delete and replace the data. Therefore, be careful. F. Click the export button. Access will create an electronic data table file containing or querying data. The field names in a table or query are placed in the first row of the workbook. 7. Protect the database > (1) encrypt or decrypt the database Database Encryption compresses database files and prevents them from being decrypted by tools or word processing programs. Database decryption is the reverse encryption process. Method: Start Microsoft Access, but do not open the database. Click \"encrypt/decrypt Database\" in the \"Tools\" menu \"security\" submenu \". Specify the database to be encrypted or decrypted, and click OK. Specify the name, drive, and folder of the database after encryption or decryption, and click OK. If you use the original database name, drive, and folder, after encryption or decryption is successful, Microsoft Access will automatically replace the original database with the encrypted or decrypted version. If an error occurs, Microsoft Access retains the original database file. (2) Set a password for the database: Method: Open the database, select the \"exclusive\" check box, click \"open\", click \"set Database Password\" in the \"Tools\" menu \"security\" submenu, and enter the password for verification, finally, click \"OK\" to complete the password set for the database. When you open the VCD database, You Need to prompt you to enter the password. 13.3 SAVING A Database is defined as a structured set of data. So, in SQL the very first step to store the data in a well-structured manner is to create a database. The CREATE DATABASE statement is used to create a new database in SQL. Syntax: CREATE DATABASE database name; database name: name of the database. 151 Example Query: This query will create a new database in SQL and name the database as my_database. CU IDOL SELF LEARNING MATERIAL (SLM)

CREATE DATABASE my_database; CREATE TABLE We have learned above about creating databases. Now to store the data we need a table to do that. The CREATE TABLE statement is used to create a table in SQL. We know that a table comprises of rows and columns. So while creating tables we have to provide all the information to SQL about the names of the columns, type of data to be stored in columns, size of the data etc. Let us now dive into details on how to use CREATE TABLE statement to create tables in SQL. Syntax: CREATE TABLE table_name ( column1 data_type(size), column2 data_type(size), column3 data_type(size), .... ); table_name: name of the table. column1 name of the first column. data_type: Type of data we want to store in the particular column. For example,int for integer data. size: Size of the data we can store in a particular column. For example if for a column we specify the data_type as int and size as 10 then this column can store an integer number of maximum 10 digits. Example Query: This query will create a table named Students with three columns, ROLL_NO, NAME and SUBJECT. 152 CU IDOL SELF LEARNING MATERIAL (SLM)

CREATE TABLE Students ( ROLL_NO int(3), NAME varchar(20), SUBJECT varchar(20), ); This query will create a table named Students. The ROLL_NO field is of type int and can store an integer number of size 3. The next two columns NAME and SUBJECT are of type varchar and can store characters and the size 20 specifies that these two fields can hold maximum of 20 characters. 13.4 EDITING The SQL UPDATE Query is used to modify the existing records in a table. You can use the WHERE clause with the UPDATE query to update the selected rows, otherwise all the rows would be affected. Syntax The basic syntax of the UPDATE query with a WHERE clause is as follows − UPDATE table_name SET column1 = value1, column2 = value2...., columnN = valueN WHERE [condition]; You can combine N number of conditions using the AND or the OR operators. Example Consider the CUSTOMERS table having the following records − +----+----------+-----+-----------+----------+ 153 | ID | NAME | AGE | ADDRESS | SALARY | +----+----------+-----+-----------+----------+ | 1 | Ramesh | 32 | Ahmedabad | 2000.00 | | 2 | Khilan | 25 | Delhi | 1500.00 | CU IDOL SELF LEARNING MATERIAL (SLM)

| 3 | kaushik | 23 | Kota | 2000.00 | | 4 | Chaitali | 25 | Mumbai | 6500.00 | | 5 | Hardik | 27 | Bhopal | 8500.00 | | 6 | Komal | 22 | MP | 4500.00 | | 7 | Muffy | 24 | Indore | 10000.00 | +----+----------+-----+-----------+----------+ The following query will update the ADDRESS for a customer whose ID number is 6 in the table. SQL> UPDATE CUSTOMERS SET ADDRESS = 'Pune' WHERE ID = 6; Now, the CUSTOMERS table would have the following records − +----+----------+-----+-----------+----------+ | ID | NAME | AGE | ADDRESS | SALARY | +----+----------+-----+-----------+----------+ | 1 | Ramesh | 32 | Ahmedabad | 2000.00 | | 2 | Khilan | 25 | Delhi | 1500.00 | | 3 | kaushik | 23 | Kota | 2000.00 | | 4 | Chaitali | 25 | Mumbai | 6500.00 | | 5 | Hardik | 27 | Bhopal | 8500.00 | | 6 | Komal | 22 | Pune | 4500.00 | | 7 | Muffy | 24 | Indore | 10000.00 | +----+----------+-----+-----------+----------+ If you want to modify all the ADDRESS and the SALARY column values in the CUSTOMERS table, you do not need to use the WHERE clause as the UPDATE query would be enough as shown in the following code block. SQL> UPDATE CUSTOMERS 154 SET ADDRESS = 'Pune', SALARY = 1000.00; CU IDOL SELF LEARNING MATERIAL (SLM)

Now, CUSTOMERS table would have the following records − +----+----------+-----+---------+---------+ | ID | NAME | AGE | ADDRESS | SALARY | +----+----------+-----+---------+---------+ | 1 | Ramesh | 32 | Pune | 1000.00 | | 2 | Khilan | 25 | Pune | 1000.00 | | 3 | kaushik | 23 | Pune | 1000.00 | | 4 | Chaitali | 25 | Pune | 1000.00 | | 5 | Hardik | 27 | Pune | 1000.00 | | 6 | Komal | 22 | Pune | 1000.00 | | 7 | Muffy | 24 | Pune | 1000.00 | +----+----------+-----+---------+---------+ 13.5 CREATING AND SAVING FORMS Creating basic forms A basic form is like a draft that you refine until you have exactly what you want. After you create the basic form, you enhance the form to make data entry fast and to present the data usefully. To create a basic form: 1. Click the New button in the PowerBar. 2. Select the Object tab, the Form icon, and click OK. The New Form dialog box displays the data sources and form styles you can choose. 3. Choose the data source for the form: Data Pick this data source when source Quick The data is from tables that are connected through a key, and you need only to Select sort and limit data. SQL Your data is from tables that are not connected through a key, or you want more 155 CU IDOL SELF LEARNING MATERIAL (SLM)

Data Pick this data source when source control over the SQL SELECT statement generated for the data source. Select Query The data has been defined as a query. 1. For complete information about using each data source and defining the data for the form, see selecting a data source. 2. Choose a form style, then click OK. 3. You can choose one of the built-in form styles of InfoMaker or a custom form style developed in your organization using PowerBuilder. 4. Define the data, then click OK. If you are told the form is not updatable After defining the data for the form, you might see a message box telling you that the form is not updatable. For information about these situations, see Defining data so that a form can update a database. Info Maker generates the basic form and displays it in the Form painter Layout view. The following illustration shows the basic form for the freeform form using all columns in the Customer table: 1. Save the form. 156 For information, see saving the form. CU IDOL SELF LEARNING MATERIAL (SLM)

2. Run the form. For information, see running forms. At this point, you can enhance the form. For more information, see Enhancing Forms. Creating a master/detail form The following steps and screens show how to create a master/detail one-to-many or master/detail many-to-one form. To create a master/detail one-to-many or master/detail many-to-one form: 1. Click the New button in the Power Bar. The New dialog box displays. 2. Select the Object tab, the Form icon, and click OK. The New Form dialog box displays. 3. Select Quick Select and either of the master/detail styles, then click OK. You must use Quick Select You must use Quick Select and you can select only one master table and one detail table when creating the form. After the master/detail form is created, if you want to add data from another table, you can modify the data source and add new columns. For information about modifying the data source, see Enhancing Forms. The Select Master Table dialog box displays. 1. Select the master table. For a master/detail one-to-many form, this is the table whose data displays one row at a time at the top of the form. For a master/detail many-to-one form, this is the table whose data displays in a list at the top of the form. In the example, it is the Department table. 2. Select some or all of the columns in the master table, then click OK: 157 CU IDOL SELF LEARNING MATERIAL (SLM)

If you are told the data is not updatable After selecting the columns, you might see a message box telling you that the data is not updatable. For information about these situations, see Defining data so that a form can update a database. The Select Detail Table dialog box displays. 1. Select the detail table. This is the table that is related to the master table and whose data displays at the bottom of the form. For a master/detail one-to-many form, the data displays many rows at a time. For a master/detail many-to-one form, the data displays one row at a time. In the example, it is the Employee table. 2. Select some or all of the columns in the detail table, then click OK. The Select Master/Detail Relationship dialog box displays. It lists primary/foreign key relationships between the master and detail tables: 158 CU IDOL SELF LEARNING MATERIAL (SLM)

3. Specify the relationship between the master and detail tables. To do this, you identify which column or columns in the detail table have the same values as the column or columns in the master table. Info Maker needs this information so that it knows which detail rows to display when you display a row in the master table. 4.  If there is a primary/foreign key relationship, select it and click OK.  If there is no primary/foreign key relationship, click more to specify the relationship. Select one or more columns from the master table and the column or columns in the detail table that contain matching values, and click OK. When the master table and the detail table are the same table, the complete Select Master/Detail Relationship dialog box displays automatically and you specify the relationship: 159 CU IDOL SELF LEARNING MATERIAL (SLM)

Info Maker generates the basic form and displays it in the Form painter workspace. The following illustration shows a master/detail one-to-many form: Size the master area if necessary and click the Run button to run the form. When you run the form, the form displays with data: 160 CU IDOL SELF LEARNING MATERIAL (SLM)

At this point, you can enhance the form. To do so, you first click the Close button to return to the Form painter Layout view. For information about how to enhance the form, see Enhancing Forms. Defining data so that a form can update a database If you want to be able to use a form to update data in a database, you must include all columns that make up a table's unique key when you define the data for the form. This is how Info Maker identifies rows in the database. For example, if you are using Quick Select and have not selected all columns in a unique key of a table, you see the following dialog box: You can have Info Maker add the needed columns automatically by clicking yes. If you click No and proceed with the ones you originally selected, you will not be able to update data in the database unless you modify the data source after you generate the form. If you are using SQL Select and do not select all the key columns, you are warned, but you cannot add the columns automatically; you can edit the data source after the basic form has been generated. About the master/detail form styles 161 CU IDOL SELF LEARNING MATERIAL (SLM)

The master/detail one-to-many and master/detail many-to-one form styles each have two sources of data, one for the master area and one for the detail area. The data for both the master area and the detail area can be updatable. If you want to be able to insert new rows in a form, you must include all columns that have been defined in the database as requiring values. For example, if you are using Quick Select and have not selected all columns that allow null values, Info Maker displays a message box: If you want to be able to insert new rows in the form, you can have Info Maker add the required rows by clicking yes. You receive this warning only when using the Quick Select data source. For information about controlling updates, see Controlling Updates in Forms Generating and saving forms When you finish supplying information about the form style and data source, Info Maker generates the form and takes you to the Form painter Layout view. Here is the Layout view for a freeform form that uses 12 columns of data from the Employee table: These 12 columns were selected because in the database these columns were defined as requiring values. By selecting these columns, you can use the form to insert new data in the Employee table. When generating the basic form, Info Maker uses the information from the extended attribute system tables. 162 CU IDOL SELF LEARNING MATERIAL (SLM)

About the extended attribute system tables and forms The extended attribute system tables are a set of tables maintained by the Database painter in Info Maker or PowerBuilder. The extended attribute system tables contain information about database tables and columns. Extended attribute information extends database definitions. When creating a form, Info Maker uses the following information from the extended attribute system tables: For Info Maker uses Tables Fonts specified for labels, headings, and data Columns Text specified for labels and headings Display formats Edit styles For example, labels and headings you defined for columns in the Database painter are used in the generated form. Similarly, if you associated an edit style with a column in the Database painter that edit style is automatically used for the column in the form. Saving the form When you have generated a form, you should save it. The first time you save the form, you give it a name. As you work, you should save your form frequently so that you do not lose changes. To save the form: 1. Do one of the following:  Click the Save button.  Select File>Save from the menu bar. If you have previously saved the form, Info Maker saves the new version. If you have not previously saved the form, Info Maker displays the Save Form dialog box. 2. Name the form in the Forms box. The form name can be any valid identifier up to 40 characters. For information about Info Maker identifiers, see Identifiers 3. Enter comments to describe the form. 163 CU IDOL SELF LEARNING MATERIAL (SLM)

4. Click OK. Info Maker saves the form in the current library. 13.6 SUMMARY  The extended attribute system tables are a set of tables maintained by the Database painter in Info Maker or PowerBuilder  When you have generated a form, you should save it. The first time you save the form, you give it a name  The master/detail one-to-many and master/detail many-to-one form styles each have two sources of data, one for the master area and one for the detail area.  The data for both the master area and the detail area can be updatable.  The SQL UPDATE Query is used to modify the existing records in a table 13.7 KEYWORD  Application Server - A server that processes application-specific database operations made from application client programs. The DBMS is in-process with the application code for very fast internal access.  Cache - The computer memory that is set aside to contain a portion of the database data that has most recently been accessed by the database application program.  Page Size - The size in bytes of a database page.  Portable - Software that has been developed to be able to run on many different computer hardware and operating systems with little or no change.  Column - A single unit of named data that has a particular data type (e.g., number, text, or date). Columns only exist in tables. 13.8 LEARNING ACTIVITY 1. Define creation of form ___________________________________________________________________________ _____________________________________________________ 2. Define saving of form ________________________________________________________________ ________________________________________________________________ 164 CU IDOL SELF LEARNING MATERIAL (SLM)

13.9UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. Explain DDL 2. Explain DCL 3. Define DML 4. What is a purpose of MIS 5. How to save form? Long Questions 1. Define primary key 2. Define secondary key 3. Define sub-query 4. Describe create command. 5. Define foreign key B. Multiple Choice Questions 1. Which of the following is generally used for performing tasks like creating the structure of the relations, deleting relation? a. DML(Data Manipulation Language) b. Query c. Relational Schema d. DDL(Data Definition Language) 2. Which of the following provides the ability to query information from the database and insert tuples into, delete tuples from, and modify tuples in the database? a. DML(Data Manipulation Language) b. DDL(Data Definition Language) c. Query d. Relational Schema 3. Which one of the following given statements possibly contains the error? a. select * from emp where empid = 10003; b. select empid from emp where empid = 10006; c. select empid from emp; d. select empid where empid = 1009 and Lastname = 'GELLER'; 165 CU IDOL SELF LEARNING MATERIAL (SLM)

4. What do you mean by one to many relationships? a. One class may have many teachers b. One teacher can have many classes c. Many classes may have many teachers d. Many teachers may have many classes 5. Database Management System is a type of _________software. a. It is a type of system software b. It is a kind of application software c. It is a kind of general software d. Both A and C Answers 1-d, 2-a, 3-c. 4-d, 5-a 13.10 REFERENCES References book  T1 D.P. Goyal: Management Information Systems. MacMillon.  T2 KhushdeepDharni:Management Information Systems  R1 Davis &Olson: Management Information Systems.  R2 Laudon&Laudon: Management Information System, Prentice Hall of India Pvt. Ltd. New Delhi. 166 CU IDOL SELF LEARNING MATERIAL (SLM)

UNIT 14: PRINTING STRUCTURE 14.0 Learning Objectives 14.1 Introduction 14.2 Creating and Printing Reports 14.3 Summary 14.4 Keywords 14.5 Learning Activity 14.6 Unit End Questions 14.7 References 14.0 LEARNING OBJECTIVES After studying this unit, you will be able to:  Describe nature of creating and printing reports 14.1 INTRODUCTION Print Management Information System or commonly referred as Print MIS is a computer based tool for print business managers that enables them to plan, organize and coordinate all the activities of the organization. Print MIS is more than a software for printing purposes rather it involves much more. It takes care of the organizations’ printing needs regardless of its size. It starts with generating print estimates for the clients, tracking and sending the confirmed orders for printing and scheduling the deliveries as per the customer’s needs. By using Print MIS software a business can ensure to provide its customers with a solution that is at the most competitive price yet at the right cost for the business as it takes into account multiple production routes. How a Print MIS can benefit a business?  Abolish rekeying of data wherever possible to eliminate mistakes and save time  Automate workflow pertinent to print administration and production  Grabbing the previously intangible revenue streams  Reducing labor costs and adding to the business revenue  Print order planning and business resource management  Keeping track of aging print quotes that are not materialized 167 CU IDOL SELF LEARNING MATERIAL (SLM)

 Allowing flexibility in all print jobs by considering various print cost options  Strictly following laid down business protocols  It helps business to build its customer relationship Key Components of Print MIS Print Estimates – this section allows the business to accurately provide print quotes to its customers as per their needs with the following company checks Company compliance checks to reduce human error Detailed cost analysis of the print job considering various print options Flexibility to ensure customized print solutions Order Manager – this section allows the business to take print orders and evaluate whether the order can be processed and delivered on time. It provides the following features to the business Organizing the work flow without increasing the print overheads Organizing delivery schedules based on the current order flow Tracking the status of each order (approved, pending, in process) Notifying any delays to related departments Schedule Manager – this section schedules the print orders as per its needs for printing and finally generating the delivery schedule. Some of its features are Identifying and processing the order as per its priority Effective link between the print jobs and the floor managers Generating alerts and reports if any delays are encountered Purchase Order – this section helps the business to keep the required merchandise as per the customers’ requirement and generate purchase order for special print jobs. Following are the key components Real-time inventory data Detail report on fast and slow moving inventory Pick, pack and deliver status for in time delivery of the orders Invoice Tracking – this section generate invoices for every print job that gets completed. It provides the following benefits to the business  Generating paperless invoices  Improving the payment cycles  Reduce administrative work load 168 CU IDOL SELF LEARNING MATERIAL (SLM)

Integrated Shipments – this section creates shipments and helps keeps track of the delivery of the print job of the customers. Business can easily track the status of the shipment to its customer by few clicks. Reports – Reports can be generated for all the orders. Reports can be in the form of a table summarizing all the orders date wise or can be viewed on a chart and even it can be transformed in a excel worksheet format. Ordant Print MIS has huge flexibility to suit every business need. There are numerous companies that market Print MIS software but one has to consider how user friendly it is because if users find it confusing or difficult, they have all the options open to switch. It is highly recommended that when buying Print MIS software, a business should look for minimum number of clicks to get the task done as every click takes time and time will reduce the business profits. Ordant's Print MIS software just takes two clicks to get the right information. The Ordant’s Print MIS software has various options to choose from to get the right information. For example, you can search the database for the orders using company name, customer name, customer contact number, customer order details, etc. It means while the customer is providing some information over the phone for his orders, the business by using the Print MIS software can perform the requests in real time and email the proof to the customer immediately for approval without any delays. Business experts say if delays occur in processing the customer orders, the probability of approval decreases as customers get time to look for the other competitor products. 14.2 CREATING AND PRINTING REPORTS MIS stands for Management Information system. In the simplest terms, an MIS report can be described as a system that provides important information for the management of your company. MIS collaborates with people, technology, and business processes within an organization. It also describes how the relationship with other organizations and people affect your company. An MIS report is used to highlight the day to day business activities, which enables you to monitor your organization’s progress. These reports provide critical insights during decision making. It serves as a reference point to monitor your business and communication. In this new era of emerging technologies, management information systems have become a vital part of successfully running a company. How do MIS Reports Work An Types of MIS reports is prepared periodically (which is either monthly or quarterly in most cases). These reports are prepared by various departments in your organization and presented to the company’s management team. 169 CU IDOL SELF LEARNING MATERIAL (SLM)

MIS reports focusing on raw data, trends, patterns in that data, and comparisons with relevant past data. MIS reports are also an effective tool for managers to track business operations across various departments. Furthermore, they provide clarity and enhance communication. They also help the company managers and the management team to make informed decisions, pinpoint and avoid problems, and capitalize on the current market trends. For Example, if a decision about a new product launch has to be made, the MIS report will have current market trends and employee information. The data points in the MIS reports will help you make better decisions and improve the company’s performance in both the short- term and long-term. Importance of MIS Reports MIS reports are crucial for the smooth functioning and growth of your company. Here are a few key points that highlight the importance of an MIS report: MIS reports are used to collect data from various sources. These include employees, management, documents, executives as well as the raw numbers for business sales. All of these are beneficial for identifying and solving problems within your company. They can help in making important decisions. The data collected from the above-mentioned sources is then visualized. This includes presenting the data in the form of bars, graphs, and charts. This provides ease of analysis and helps to gain faster insights from the available data. An MIS report also helps to track a company’s financial growth and financial health. It is often used to track, analyze, and report business income. An MIS report also serves as an effective tool for communication between employees and their employers, or between employees. Types of MIS Reports There are different types of MIS reports in every company. These reports range from company to company. Management Information system reports process data in its raw form. This raw data is generated by the people, business processes, and transactions that are collided to create understandable data points. Different types of MIS reports aggregate different data points and present them in a format that provides clear insights and conclusions. The various departments in an organization present MIS reports which outline their department’s specific functions. There can be different types of MIS reports based on which data is being analyzed and what it is being used for. We’ve tried to summarize the most common types of MIS reports which you will find in an organization. 170 CU IDOL SELF LEARNING MATERIAL (SLM)

Some Examples of Different Types of MIS Reports 1. The Summary Reports Summary reports are a type of MIS reports used to visualize aggregate data and provide a summary. This summary could be of different business units, different products, and different customer demographics among other things. The report is presented in a format that can be understood by the company’s management. For example, an inventory summary, which summarizes the cost of stocking inventory and their purchase value. A sales summary report summarizes the sales revenue, the geographical distribution of sales, and details of products sold. 2. The Trend Reports Trend Reports are types of MIS reports that allow your company to see the trends and patterns among different categories. Trend reports are also used to compare different products or services. They are often used to draw comparisons between the actual versus the predicted output/growth within an organization. These reports help to pinpoint the problem areas in a company and give potential solutions to them. 171 CU IDOL SELF LEARNING MATERIAL (SLM)

For example, a sales trend report, which will highlight the product sales across different demographics and different time periods. It will also help the company to understand which products perform relatively better. 3. The Exception Reports An exception report is a type of MIS reports that is an aggregate report of exceptions, which are abnormal or unusual circumstances within a company. The exceptions report will collect instances of all such conditions within different departments in your company, and present them to the management in a uniform format. Exceptions reports are useful for catching problems early, and solving them before they cause a major disruption. For example, an inventory that is seriously understocked, which has to be refilled on an urgent basis; or a product which is underperforming and needs to be scrapped. 4. on-Demand Reports The on-demand report is a type of MIS reports that are produced on specific demands from your company’s management team. There is no fixed criteria or format that must be included in an on-demand report. This type of MIS report includes the requirements of a company and the prevailing circumstances will dictate the contents of an on-demand report. For example, a sales manager may want to know the peak sales season for a particular product in a particular location. This will help the manager to decide whether other similar products may succeed in the same market. 5. Financial Reports Financial reports are types of MIS reports that can be used to determine the financial condition of an organization. A financial report often includes a company’s balance sheets, income, and expense details, and cash flow statements. Financial reports are used by your company’s financial analysts, investors, the board of directors, and even government units to access the overall financial health of your organization. These reports are used in making critical financial decisions within a company. The financial statement is a subtype of financial report that is used to provide information to shareholders and all other concerned parties. For Example, your company might report finance numbers quarterly, semi-annually, or annually. 172 CU IDOL SELF LEARNING MATERIAL (SLM)

6. Inventory Reports Inventory reports are a type of MIS report that is used to manage and keep a track of all the products in your inventory. The inventory report includes details about the number of products left in stock, the best-selling products, the top-selling categories of products and how they vary by demographic, etc. Inventory reports can help your business to make smarter, data-driven decisions. For Example, your inventory report might highlight that a particular product sells better in a particular area as compared to others. Your company can then target advertising to increase revenue. 7. Sales Reports The sales report is prepared by the marketing and sales division of your organization. It includes a visualization of products that have been sold during the last quarter/month in your organization. The sales data is often visualized by taking into account the budgeted and actual sales numbers. It provides an insight into the sales variance (the difference between the budgeted and actual sales), the geographical distribution of products sold, and the timeline of sales among other factors. For Example, during the peak shopping season, your company might sell more products than anticipated, which will reflect in your sales report during the next quarter. 8. Budget Reports Organizations operate on a variety of budgets. These may include cash budgets, income v/s expenditure budgets, marketing budget, production budget, etc. An MIS budget report contains internal information about your organization. It is used to maintain your company’s financial health while driving growth. For Example, Your Company’s marketing budget during a new marketing campaign is an example of the budget report. 9. Production Reports Production report is a types of MIS report that contains information about the raw production numbers in your company. The manufacturing division within your company will prepare this report, and provide details of the production targets that were achieved or missed. This report also details the predicted v/s actual products manufactured in the time frame. It may also highlight a production bottleneck or ideas on how to speed up the production process. 173 CU IDOL SELF LEARNING MATERIAL (SLM)

For Example, your production report might highlight an increase in the speed of production due to new machines being allocated. 10. Cash Flow Statements Cash flow statements are a Types of MIS report that underlines the exact amount of cash inflow versus the cash outflow in your organization. The cash flow statements include the cash flows from your company’s operations (the core business), investments (capital investments), and financing (external investors). These are together referred to as your company’s ‘net cash flow‘. Cash flow statements are very important to maintain a profitable business. For Example, a cash flow report would detail the exact amount of expenditure versus profits obtained from an advertising campaign. Types of MIS Reports in Excel 174 CU IDOL SELF LEARNING MATERIAL (SLM)

11. Funds Flow Statement Your company’s accounts and finance department is responsible for the preparation of funds flow statement. These statements give insights into the various sources of funding within your company, and how that funding is being utilized. Fund flow reports usually analyze your company’s balance sheet from the past two years, and understand the flow of funds from the previous year to the current financial year. For Example, your company’s increase in sales in raw financial numbers from the past year would be reflected in your fund flow statement. 12. Budgeted & Actual Profit Report This report highlights the difference (if any) between your company’s actual and budgeted profit within the specified time frame. This is a types of MIS report that is prepared by the accounts department within your organization. This report also includes an analysis and reasoning of why the actual profits might be less/more than initially budgeted. These reports help your organization to set realistic future targets and plan for business expansion. For Example, if a certain product underperformed in sales in an area, the budgeted and actual profit report would attempt to state the reason why. 175 CU IDOL SELF LEARNING MATERIAL (SLM)

13. Machine Utilisation Report The manufacturing division prepares the machine utilization report. This report specifies which machines were used at what point during your company’s manufacturing process. These reports also detail the time taken by each machine to complete its task, along with the time that the machines remained idle for. These will help your company’s manufacturing division to identify if a machine is utilizing too many resources, without giving the required output. 14. Predictive Reports Predictive reports are usually prepared by analyzing past data and observing trends and patterns. This reports in an MIS system attempt to predict the outcome or the circumstances for your company in the near future. These reports are very crucial for informed decision making. They can also help in planning and preparation. As an instance, a company might choose to open its e-commerce store just before a festive season, owing to increased trends in online shopping. 15. Report on the Ideal Time This report is prepared by your company’s manufacturing division by comparison of data on the ground level. This report states the time spent by your company’s workers in different jobs, and the time they spent idle because the resources could not be allocated. Time booking records are used to prepare these reports. An ideal time report will draw comparisons between the ideal time allotted for a task (by assuming that there were no interruptions or unplanned problems) and the actual time taken for that task (along with the reasoning of why that task took more or less time). This metric is useful for a company to measure its employee’s productivity. For Example, an ideal time report would be used to analyze the optimal working conditions for your employee’s productivity. 16. Abnormal Losses Report The abnormal losses report is created by the manufacturing unit of your company. Abnormal losses include losses caused by accidents or carelessness. Abnormal losses may also happen because production costs increase. Material, labour, and storage facilities often contribute to the increased cost in production, leading to a decrease in profits. Some business owners insure their production facilities to mitigate the impact of abnormal losses due to natural disasters, fires, etc. 176 CU IDOL SELF LEARNING MATERIAL (SLM)

For Example, a pandemic or a natural disaster might lead to abnormal losses during the financial term period. 17. Cost Reports Various departments in your organization will prepare cost reports relevant to their operations. These cost reports provide different types of information to your managers. These reports also help your company’s management to aggregate costs across departments and have clear insights into the total expenditure. Examples include marketing cost reports and production cost reports. 18. Statistical Publications Various kinds of statistical information are collected by an organization, both by published sources and unpublished ones. These reports are helpful in decision making and control within an organization. Statics help organizations to gain deeper insights into the workings of their company. For Example, a company may choose to measure the increase in the percentage of goods sold, as compared to the last quarter. 19. Orders in Hand Report The marketing and sales division of your company will produce the orders report. This report will highlight the number of current orders to be fulfilled. This report includes details like the invoice for sales, the orders received versus the inventory capacity, order quotes, and the exchange of items. Orders in hand reports help a company to fulfil orders faster. It helps to avoid any chaos and confusion during product delivery, which improves customer satisfaction. For Example, a company may choose to outsource its delivery process if it gets too many orders in hand, more than their inventory capacity. 20. Other Reports Other reports in MIS include statements like daily production statements and stock statements. MIS reports may be of types other than the ones mentioned in this list. The company’s business needs to determine the reports to be taken into account. MIS is a system that takes all these reports into accounts, consolidates them, and derives useful decisions out of them. 177 CU IDOL SELF LEARNING MATERIAL (SLM)

Components of MIS Reports An MIS report is not a stand-alone entity. It includes several components, which interact with each other in a meaningful way. The major components on an MIS report are as follows: 1. People These include the people (a.k.a the users) of an information management system. Users of an MIS system include the company employees, managers, executives, and people who indirectly interact with your organization (for example, people who supply raw materials for your manufacturing process). 2. Data This includes data collected from varied sources within an organization. This data is used for making critical business decisions, marketing analysis and target predictions. 3. Business Procedures Business procedures specify how the data is collected, analyzed and stored within your organization. This procedures are used to outline the implementation of your company policies in a step-by-step manner. Examples include your company’s hiring and onboarding process, manufacturing procedures, and procedures for day-to-day operations. 4. Hardware These include all the hardware components that are used within your organization. Examples include the servers and workstations which store data, network routers and equipment, printers, xerox machines etc. 5. Software The software components include the programs which are used to process and handle the data in your organization. These may include spreadsheets, database management systems (eg. SQL and NoSQL), and data visualization tools (example. Tableau and Power BI). The software usage may vary in your organization, depending upon the tasks to be achieved. Conclusion A management information system provides data to identify non-performing areas and leverage trends and patterns. Not having an effective, functional MIS system can leave managers guessing in the dark. A management information system will help your company 178 CU IDOL SELF LEARNING MATERIAL (SLM)

reach a higher level of efficiency, enable you to make more rational business decisions, improve communication between people in your company, and leverage your strengths. An MIS system is essential for any business owner who is serious about improving their company’s performance. Without an MIS system, managers have to make decisions based on trial-an-error, rather than relying on data. Most companies have leveraged the power of an MIS system. Various software are also available to help companies speed up the process of data collection and visualization in the MIS reports. 14.3 SUMMARY  When Panorama is about to print a summary record, it checks to see if the report has a summary tile for that level  The easiest way to create summary tiles is dragging to make a copy of the data tile by holding down the Option key while you drag the object. Once the new tile is created, use the properties panel to convert it from a data tile into the appropriate level summary tile.  When this form is printed all of the data records are invisible because of the zero height Data tile and all you see are the summaries.  When a database has been grouped by month, quarter, or year, the dates should usually be formatted differently at each summary level.  The Group Header tiles allow an individual header to be printed at the top of each group in the report. 14.4 KEYWORD  Binding: Binding is used to bind or fasten a book together. Some printers may offer you a service to bind your printed works.  Carbon-Balanced Paper: The simple way to reduce your carbon impact when printing and there’s very little or no cost to the end user.  Crop Marks: Lines put onto the pages to show where the document or print will be trimmed.  Digital Printing: Using lasers, digital printing is a fast-printing method and commonly used in offices and at home. It’s ideal for quick and small-scale jobs.  Gray Scale:Strip of grey values ranging from white to black, it contains shades of grey and is used for reproducing images. 179 CU IDOL SELF LEARNING MATERIAL (SLM)

14.5 LEARNING ACTIVITY 1. Define printing ___________________________________________________________________________ _____________________________________________________ 2. State the principles of accounting ________________________________________________________________ ________________________________________________________________ 14.6UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. Explain Print Estimating 2. Define the term printing 3. Explain production scheduling and job tracking 4. Describe material handling and inventory management. 5. How to create forms in printing? Long Questions 1. Explain material handling 2. Explain inventory management 3. What are integrating factors in MIS 4. Explain invoicing and accounting 5. Explain setup time in printing. B. Multiple Choice Questions 1. The small groove present between the cylinder body and bearer in the offset machine is termed as a. Gutter b. Gutteree c. Cylinder body d. Gear 2. Which of the following paper is the strongest? 180 CU IDOL SELF LEARNING MATERIAL (SLM)

a. kraft paper b. corrugated medium c. bleached paper d. paper 3. Material having random molecular arrangements is termed as a. amorphous b. Disamorphous c. crystalline d. polymers 4. Software that stores lines and shapes rather than individual pixels is known as a. ripped image b. bitmap graphic software c. vector graphic software d. raster graphics software Answer 1-a, 2-b, 3- c, 4-d 14.7 REFERENCES References book  T1 D.P. Goyal: Management Information Systems. MacMillon.  T2 KhushdeepDharni:Management Information Systems  R1 Davis &Olson: Management Information Systems.  R2 Laudon&Laudon: Management Information System, Prentice Hall of India Pvt. Ltd., NewDelhi. 181 CU IDOL SELF LEARNING MATERIAL (SLM)