Introduction to MIS Chapter 7 Integration of Information

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Introduction to MIS Chapter 7 Integration of Information Copyright © 1998 -2002 by Jerry

Introduction to MIS Chapter 7 Integration of Information Copyright © 1998 -2002 by Jerry Post Introduction to MIS 1

Integration Everyone in the company including managers, salespeople, and engineers need access to the

Integration Everyone in the company including managers, salespeople, and engineers need access to the same data across the organization. Introduction to MIS 2

Outline Ø Ø Ø Ø Business Integration Enterprise Resource Planning Customer Relationship Management Workgroups

Outline Ø Ø Ø Ø Business Integration Enterprise Resource Planning Customer Relationship Management Workgroups Data Warehouses Integration with Diversity Cases: Automobiles Appendix: Microsoft Net. Meeting Introduction to MIS 3

File: Dept. Store 2000. mdb File: C 07 E 06. xls Business Integration Example

File: Dept. Store 2000. mdb File: C 07 E 06. xls Business Integration Example Daily Sales Report February 7, 2004 Department Item# House 1153 5543 W. Clothing 5563 7765 9986 Shoes 1553 6673 Q-sold 52 13 1 4 2 2 1 Price 2. 95 0. 59 87. 32 54. 89 15. 69 65. 79 29. 39 Total Sales: Value 153. 40 7. 67 87. 32 219. 56 31. 38 131. 58 29. 39 660. 30 Returned Merchandise Log February 7, 2004 Item# 1153 3353 4453 8878 Q 3 6 2 1 Total 12 Price 2. 95 27. 59 15. 95 24. 95 Commissions Emp# 1143 2895 4462 7893 9963 Name Jones Brown Smith Torrez Cousco Introduction to MIS Dept House M. Clothing W. Clothing Shoes M. Clothing Value 8. 85 165. 54 31. 90 24. 95 231. 24 February 7, 2004 Sales Rate 543. 95 5% 775. 35 4% 1, 544. 52 5% 876. 93 6% 589. 47 5% Amount 27. 20 31. 01 77. 23 52. 62 29. 47 4

Integrated Report Example Weekly Sales Analysis 2/01/04 - 2/07/04 Manager comments are written in

Integrated Report Example Weekly Sales Analysis 2/01/04 - 2/07/04 Manager comments are written in the first ten pages, along with comments on special events. Department Analysis Dept Sales Returns Commissions House 4, 113. 58 25. 35 205. 68 W. Clothing 54, 221. 92 998. 52 3, 024. 64 M. Clothing 28, 664. 48 356. 24 1, 421. 58 Shoes 10, 225. 31 853. 47 592. 36 Total: 97, 225. 29 2, 233. 58 5, 244. 26 Introduction to MIS Net 3, 882. 55 50, 198. 76 26, 886. 66 8, 779. 48 89, 747. 45 5

1960 s & 1970 s MIS Pieces Accounting: Integrated Data Separate Reports Marketing: Forecasts

1960 s & 1970 s MIS Pieces Accounting: Integrated Data Separate Reports Marketing: Forecasts Production: MRP Purchasing: Orders Introduction to MIS Sales: Orders 6

Sales Terminals sales data Central computer: create reports 3 reports (printed) Management Manager: Integrate,

Sales Terminals sales data Central computer: create reports 3 reports (printed) Management Manager: Integrate, graph analyze weekly reports Secretary: type & revise 1980 s Sales Terminals Changes 1970 s sales data 3 reports Central Manager: (printed) computer: Integrate, graph create reports analyze 1990 s Sales Terminals Introduction to MIS query sales data Management DBMS: On-line data weekly reports personal computer Management Personal Computer Weekly reports & ad hoc queries (applications) 7

Integration in 2000 s Management Sales Terminals query sales data DBMS data Suppliers Production/

Integration in 2000 s Management Sales Terminals query sales data DBMS data Suppliers Production/ Service Executive Information System Personal Computer Or PDA Or Browser Enterprise Resource Planning Banks Introduction to MIS 8

Business Integration Design feasibility & production costs Design & Engineering Designs and Quality product

Business Integration Design feasibility & production costs Design & Engineering Designs and Quality product planning & monitoring Marketing Manufacturing planning & monitoring Vendors Distribution Purchasing Demand-pull Mass Customization Just-in-Time partnerships & joint development Introduction to MIS Administration & Management HRM Accounting Finance Quality control & Custom orders MIS Customers Quick Response partnerships & joint development 9

ERP Integration Headquarters (France) Database Financial data General ledger Payroll … Subsidiary (Spain) Use

ERP Integration Headquarters (France) Database Financial data General ledger Payroll … Subsidiary (Spain) Use inventory item. Deduct quantity. Update inventory value. Check for reorder point. Order new item through EDI. Update Accounts payable. Weekly financial status. Cash flow. Budget versus actual cost. Introduction to MIS Database Manufacturing Product details Inventory … Project cost report. Daily production report. 10

Enterprise Resource Planning Ø Ø Integrated systems Examples v v Ø SAP Peoplesoft Lawson

Enterprise Resource Planning Ø Ø Integrated systems Examples v v Ø SAP Peoplesoft Lawson J. D. Edwards Basic features included v v Accounting Purchasing HRM Investment management Ø International environment v v v Multiple currencies Multiple languages Procedures and practices Follows local (national) rules Follows consolidation rules Example è è Introduction to MIS U. S. firm with European subsidiaries. Data is entered once European reports are generated for subsidiaries following local rules Results are converted and consolidated to U. S. firm following international and U. S. rules 11

SAP Ø Ø Ø Based in Germany, now worldwide Support for international transactions and

SAP Ø Ø Ø Based in Germany, now worldwide Support for international transactions and multinational firms Runs on multiple database and hardware platforms Can handle large and small companies Expensive, but price is relative. Introduction to MIS Ø Ø Ø Financials Logistics Human resource management 12

Ø v v v Ø General ledger Accounts receivable/payable Special ledgers Fixed assets Legal

Ø v v v Ø General ledger Accounts receivable/payable Special ledgers Fixed assets Legal consolidation Investment Management v v Ø SAP Financials Financial Accounting Investment planning/budgeting/control Depreciation forecast/simulation/calculate Controls v v Ø Treasury v v Ø Cash management Treasury management Market risk management Funds management Enterprise Control v v Executive information system Business planning and budgeting Profit center accounting Consolidation Overhead cost Activity based costing Product cost Profitability analysis Introduction to MIS 13

SAP Logistics Ø Ø Ø Ø Ø Purchasing Materials management Manufacturing Warehousing Quality management

SAP Logistics Ø Ø Ø Ø Ø Purchasing Materials management Manufacturing Warehousing Quality management Plant maintenance Service management Sales Distribution Ø Product data management v v Ø Sales and distribution v v v Introduction to MIS Master data management Design and change process Product structure Development projects Sales activities Sales order management Shipping and transportation Billing Sales information system 14

SAP Logistics Ø Production planning and control v v v Production planning Material requirements

SAP Logistics Ø Production planning and control v v v Production planning Material requirements planning Production control and capacity planning Costing Order information system Shop floor information system Introduction to MIS Ø Project system v v v Work breakdown structures Network planning techniques, milestones Cost, revenue, financial, schedule, and resource management Earned value calculation Project information system 15

Ø v v v Ø SAP Logistics Materials management Purchasing Inventory management Warehouse management

Ø v v v Ø SAP Logistics Materials management Purchasing Inventory management Warehouse management Invoice verification Inventory controlling Purchasing information system Quality management v v v Quality planning Quality inspections Quality control Quality notifications and certificates Quality management information system Introduction to MIS Ø Plant maintenance v v v Structuring technical systems Maintenance resource planning Maintenance planning System for technical and cost accounting data Maintenance information system 16

SAP Logistics Ø Service management v v v Customer installed base administration Service contract

SAP Logistics Ø Service management v v v Customer installed base administration Service contract management Call management Billing Service information system Introduction to MIS Ø Integration v v v When the clerk enters a sale, bills are generated automatically (mail, fax, or EDI). Sales and revenue are instantly updated in financial and control modules. The sales information system and EIS provide various upto-date views and reports. 17

SAP HRM Ø Personnel management v v v v Ø HR master data Personnel

SAP HRM Ø Personnel management v v v v Ø HR master data Personnel administration Information systems Recruitment Travel management Benefits administration Salary administration Ø Payroll accounting v v v Ø Time management v Organizational management v Organization structure Staffing schedules Job descriptions Planning scenarios Personnel cost planning v v v Introduction to MIS Gross/net accounting History function Dialog capability Multi-currency capability International solutions v v Shift planning Work schedules Time recording Absence determination Error handling 18

SAP HRM Ø Personnel development v v v Career and succession planning Profile comparisons

SAP HRM Ø Personnel development v v v Career and succession planning Profile comparisons Qualifications assessments Additional training determination Training and event management Introduction to MIS Ø Other features v v v SAP Business workflow Internet scenarios Employee self-service 19

SAP Integration Ø Ø Financial general ledger holds all base totals. Sub-ledgers are defined

SAP Integration Ø Ø Financial general ledger holds all base totals. Sub-ledgers are defined for important accounts v v Ø Accounts payable Manufacturing User-defined etc. All transactions automatically flow through v v Including currency conversions Special rules can be defined Introduction to MIS Ø Simple example v v v Manufacturing uses an item from inventory The quantity on hand is updated The inventory value is automatically changed è è v v On any sub-ledgers On the general ledger Reports are generated in any currency New orders and payments can be generated through EFT. 20

Customer Relationship Management Ø Multiple Contact Points v Ø The goal is to provide

Customer Relationship Management Ø Multiple Contact Points v Ø The goal is to provide a single, integrated view of all customer activity, available to all employees who interact with the customer. Feedback, Individual Needs, and Cross Selling v Having better information enables workers to provide better service, meet the individual needs of each customer. Introduction to MIS 21

Workgroups Computers are increasingly used to support teamwork and workgroups. Data, comments, and analysis

Workgroups Computers are increasingly used to support teamwork and workgroups. Data, comments, and analysis are created and shared through networks of computers. Introduction to MIS 22

Share. Point: Discussion Introduction to MIS 23

Share. Point: Discussion Introduction to MIS 23

Share. Point: Survey Ø Ø Create a new survey Add questions v v v

Share. Point: Survey Ø Ø Create a new survey Add questions v v v Ø Ø Introduction to MIS Multiple Choice Open ended/text Selection Lists Run the survey Graph the results 24

Tracking Changes and Adding Discussions Introduction to MIS 25

Tracking Changes and Adding Discussions Introduction to MIS 25

Recorded (wave) comment Annotation Ø Ø Ø Insert - Comment Insert - Object -

Recorded (wave) comment Annotation Ø Ø Ø Insert - Comment Insert - Object - Wave Make sure you and your colleagues have a sound card and microphone. Set up and test the multimedia tools. Know what you want to say and keep it short. Video can be used also but you need a camera, video capture card, and editing software. Comment Introduction to MIS 26

Share. Point: Subscriptions to Monitor Changes Ø Ø Ø Introduction to MIS Users can

Share. Point: Subscriptions to Monitor Changes Ø Ø Ø Introduction to MIS Users can subscribe to a document or a directory. They will be notified by e -mail when changes are made. Or notified with a list of changes once a day, once a week, or on whatever schedule the user selects. 27

Share. Point: Routing Slip for Workflow Ø Ø Ø Introduction to MIS A routing

Share. Point: Routing Slip for Workflow Ø Ø Ø Introduction to MIS A routing slip sends documents by e-mail to each person on the list in order. The document records changes and comments. Users on the list can approve or reject changes. 28

Problems with Sharing Ø Same software v v Ø Same environment, fonts, devices, drivers

Problems with Sharing Ø Same software v v Ø Same environment, fonts, devices, drivers v v Ø Ø Ø Data conversion tools weak. Exact layouts require same versions. Hardware conversions not exact. Missing devices might cause crashes. Need access and network paths. Transmission time. Concurrency v v v Tracking. Locking. Replication. Introduction to MIS 30

Data Warehouse/Legacy Systems Data warehouse Shared access Interdepartmental teams Analysis tools Data Selected data

Data Warehouse/Legacy Systems Data warehouse Shared access Interdepartmental teams Analysis tools Data Selected data items Data Introduction to MIS Decision maker manager Sales transactions and production operations 31

XML: e. Xtensible Markup Language Ø Ø Introduction to MIS Used as a standard

XML: e. Xtensible Markup Language Ø Ø Introduction to MIS Used as a standard means to transfer data to machines with unknown capabilities. Most hardware and software can read and understand the data. The tags describe the content. Usually a separate schema file is used to describe the tags and the document structure. 33

GDSS Ø Group Decision Support Systems v v v Ø Brainstorming Shared access Voting

GDSS Ø Group Decision Support Systems v v v Ø Brainstorming Shared access Voting Record of comments Anonymity? Drawbacks v v v Typing Facilitator Costs Introduction to MIS 34

GDSS Room Group decision support systems can be used to coordinate meetings, record notes,

GDSS Room Group decision support systems can be used to coordinate meetings, record notes, take votes, and encourage participation. As shown in this system by Ventana corporation, each participant enters data in a PC, with summary results displayed on the central screen. Introduction to MIS 35

Microsoft Pivot Table Ø Ø Ø Data - Pivot table report. Select data using

Microsoft Pivot Table Ø Ø Ø Data - Pivot table report. Select data using a database query (Rolling Thunder). Choose data for rows, columns and table computations (row: Model. Type, Sale. State; column: Month(Sale. Date); Table: Sale. Price. Create additional groups (Mark quarters, Data - Group and outline Group. Hide or show detail. Introduction to MIS 43

Cases: Automobile Industry Introduction to MIS 45

Cases: Automobile Industry Introduction to MIS 45

Cases: Ford Motor Company General Motors www. ford. com www. gm. com What is

Cases: Ford Motor Company General Motors www. ford. com www. gm. com What is the company’s current status? What is the Internet strategy? How does the company use information technology? What are the prospects for the industry? Introduction to MIS 46

http: //www. microsoft. com/netmeeting/ Appendix: Microsoft Net. Meeting Sound, Video Document Participants Video Introduction

http: //www. microsoft. com/netmeeting/ Appendix: Microsoft Net. Meeting Sound, Video Document Participants Video Introduction to MIS 47

Appendix: Net. Meeting Chat Screen Introduction to MIS 48

Appendix: Net. Meeting Chat Screen Introduction to MIS 48

Appendix: Net. Meeting White. Board A simple graphics tool, but it is shared by

Appendix: Net. Meeting White. Board A simple graphics tool, but it is shared by all participants. All comments and drawings are sent to the other screens. Introduction to MIS 49

Appendix: Net. Meeting Shared Document Tools Protect Document Track Changes are displayed as they

Appendix: Net. Meeting Shared Document Tools Protect Document Track Changes are displayed as they are typed. The owner can integrate them later. Introduction to MIS 50