PREPARE CASE STUDY

1. MIS Case study
by Muhammad Khurram Baig (AMBA-UK)
http://ribams.myftp.biz
ribams99@gmail.com
Time management
Is key success factor in
MIS Implementation

2. Topic: MIS Implementation
Case Study: AIS
Modules: AIS, TPS, EIS, (ERP) Expert Information System
AIS : Accounting Information System
TPS: Transaction Processing System
EIS: Executives Information System
ExIS: 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 Vouchers
Mr James Act Asst Data Entry – Printing Reports of Vouchers
Ms 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$ / Day
Duties: 8 Hrs X 5Days in a Week
Job Description:
Posting Vouchers in Software System (Simple AIS System)
Database (Foxpro)
Nature: Desktop System
Users: 3 Users
User: 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.

3. Current:
After 5 Years, he is now on the post of Manager Accounts
Salary is 6000 $ to 7500$
Overtime: 150$ / Day
Duties: 8 Hrs X 5Days in a Week
Job 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 System
Users: 4 Users
User: 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

4. 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

5. • 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

6. 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

7. • 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

8. Assignment:
1. Prepare a case study related from the nature of jobs
2. Narrate one day of a company processing system
3. Which system is successful in xyz and co
4. Design MIS system for Accounting Department with Nature of Company
5. 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. Organizing
3. Directing
4. Coordinating
5. Controlling
– Selecting
– Hiring
– Motivating
– Training and Acknowledgment
Information : Valuable or Useful Data
System
Boundary and Organization (Company Name and Nature)
Resources (Assets and Opportunities)
Human Resource
• Directors
• Managers
• Employees
Data: Raw Facts and Figures
Socio – 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.

9. 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