Report On

Implementation Of Management Information System on Navana Builders LTD.

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A Report on Implementation of Management System: Navana Builders LTD.

Course Title: Management Information System Course Code: MIS- 405 Submitted to: Sharmin Islam
Lecturer Business Administration

Submitted By: 091200235 ID- 073200045 ID- 073200037 ID- 071200015 ID- 081200159

MD.Shafiul Azam Khan MD. Maruf Hossain

ID-

Farjana Jesmin Golshan Ara Saiful Islam

Submission Date: 09 January 2012

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Letter of Transmittal
06 January 2012 Sharmin Islam Lecturer Eastern University Dhanmondi, Dhaka-1205. Subject: Apply to accept report on Implementation of management information system on Navana Builders LTD.. Dear Mam, The report at your hand is on Implementation of management information system on Navana Builders LTD.. You assigned us to prepare this report as a part of the Principles of MIS-405 course requirement. While preparing this report, we have tried to follow your instruction given in the class. Our report contains an overall observation on Implementation of management information system of Navana Builders LTD. Here we try to give and overall idea about that organizations implementation or use of management information system by conducting interview. Finally, we are grateful to you for giving us a nice opportunity to work on this report, which we have considered as a great chance for us to develop our knowledge. Sincerely yours,
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MD.Shafiul Azam Khan Maruf Hossain -----------------------------------------------------Farjana Jesmin Golshan Ara -----------------------------Saiful Islam

Md.

Acknowledgement
Making a report is such a thing of pleasure. But doing this is also a tuff thing. With the help of some people we finally were able to finish the task that was assigned to us by the course instructor. While doing this report we faced some problems and with the help of those people we overcame those problems. For that, we are really grateful to some guys. And we want to acknowledge our gratitude to them. First of all we would like to thank the almighty Allah who has given us the required knowledge and the power to finis this report. Then we would like thank the course instructor Sharmin Islam who assigned us such an interesting task to do. We are also very grateful to her because she followed us to the right way to complete a difficult task. Her assistance was remarkable and very fruitful. She provided sufficient information when needed. We would like to acknowledge the employee of Navana Builders limited for their sincere cooperation while preparing this report. Specially, we would like to give thanks Mr. Abdul Latif Khan (APC), Mr. Saidul Islam Sr. Executive (MIS) for his cordial cooperation.

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Many friends contributed with ideas and suggestions that enhanced this report. We would like to thank the people who provided discerning comments and suggestion. Finally we owe a debt to many people who helped us finish the report. In short, we hope the dedication of this report to them can acknowledge and offset the sacrifice they have had to make.

EXECUTIVE SUMMARY
As a student of Management Information System course, our respected teacher Sharmin Islam has authorized us to make a report on Implementation of management information system on Navana Builders LTD. Our main objective was to learn about implementation of management information system in Bangladesh from practical field. At first, we have selected an organization then we have prepared a question paper by some questions. We have contacted with Mr. Abdul Latif Khan (APC), Mr. Saidul Islam Sr. Executive (MIS) for collecting data of Navana Builders LTD.

At the start, in businesses and other organizations, internal reporting was made manually and only periodically, as a by-product of the accounting system and with some additional statistic(s), and gave limited and delayed information on management performance. Previously, data had to be separated individually by the people as per the requirement and necessity of the organization. Later, data and information was distinguished and instead of the collection of mass of data, important and to the point data that is needed by the organization and was stored. In their infancy, business computers were used for the practical business of computing the payroll and keeping track of accounts payable and accounts receivable As applications were developed that provided managers with information about sales, 5|Page

inventories, and other data that would help in managing the enterprise, the term "MIS" arose to describe these kinds of applications

Table of contents
Executive summary 1.0 Introduction
1.1 Objective of the report 1.2 Scope 1.3 Limitation 1.4 Origin of the report 1.5 Area 1.6 Source of information

5 7
7 7 7 7 7 7

2.0 Company Profile

2.1Description of the organization & its business

8-9
8-9 10-11 10 11

3.0 Navanas MIS

3.1 Overwiew of MIS 3.2Definition of MIS 3.3Navanas Management Information System

4.0 Input, Process & Output

4.1 The Current System of sales department 4.2 Requirements of the sales department 4.3 Sales Department Users Perspective 4.4 Sales Use Case Activity Diagram 6|Page

12-15
12 12 13 15

5.0 Technology Fetures

5.1Software 5.2 Network 5.3 Devices 5.4 Communication System:

16-22
16 18 19 22

6.0 Importance of Management Information System 7.0 Conclusion & Recommendation

7.1 Recommendation: 7.2 Conclusion:

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1.0 INTRODUCTION
1.1 Objective of the report 1.1.1 To study the implementation of MIS of the organization 1.1.2 To study the MIS & its benefits of the organization 1.1.3 To study the procedure of MIS of the organization 1.2 Scope Our main objective of doing this report is to observe implementation and procedure of MIS of an organization. We are doing this report on Navana Builders LTD. 1.3 Limitation A significant part of the study is based on interviewing. However comprehensive organization information could have been covered if some more time could be allocated for the study. Some vital information could not be obtained due to the organizational secrecy to sensitive information to outsider. 1.4 Origin of the report Our course instructor of Management Information System has given this report. Because, this report is a part of MIS- course. We got the idea and learnt to prepare a report. 1.5 Area 7|Page

The informations we have used are form the organization named Navana Builders limited. 1.6 Source of information Primary Sources: We have taken some information from the lecture sheet of our course instructor. Secondary Sources: We have collected some information from an individual of the company.

2.0 Company Profile

2.1 Description of the organization & its business
Navana Builders Ltd. is one of the leading real estate companies in Bangladesh. It specializes in developing exclusive apartment complexes in prime locations of the Dhaka city. Navana is also an active member of Real Estate & Housing Association of Bangladesh (REHAB) and ISO 9001:2008 Certified. Navana Builders Ltd. has become a trusted name in the real estate sector in Bangladesh. From its very inception, the company has won the confidence and goodwill of its clients achieving a yearly turnover of taka 400 million. Navana Builders Ltd uses the highest quality building materials and finishing products to ensure durability and customer satisfaction. Main concentration of Navana has been in the prime, attractive locations of Banani, Baridhara, Dhanmondi, Uttara and Mid Town of Dhaka city, the emphasis being on sound construction and aesthetic design. At present, Navana Builders Ltd has Two Hundred and seventy three (273) apartment building projects at hand in the most prestigious areas of the city such as Gulshan, Banani, Baridhara, Dhanmondi Uttara and Mid Town. Eighty Seven (87) completed apartment buildings have already been handed over to its clients.

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Departments at Navana have reputation as a reliable real estate company that gives high priority to customer desire and needs, has been created through the hard work and dedication of its work force. Instead of just stressing on good academic qualification which is compulsory for the executive level employees, Navana has selected its staff based on their intelligence, creativity and innovation!

Administration and Logistic Navana has a professional & highly skilled Administration team to co-ordinate all departments of the company Logistical services include repair maintenance facilities such as plumbing and prompt troubleshooting. Permanent maintenance personnel ensure that the apartments are in good condition.

Accounts and Finance Navana has an experienced team in this department headed by senior most cost and management accounting professionals of Bangladesh.

Sales, Marketing and Customer Service - One of the strongest point of Navana is it efficient Customer Service Department. This department gives personal attention to each client and is known for the prompt, effective action

Engineering & Design - Navana has developed in house design team for architectural, structural, planning & electrical design. Navana has one hundred engineers in construction and development team in addition to its Quality Control, Monitoring & Evaluation and Construction management 9|Page

personnel with many senior level professionals, engineers, architects, planners trained at home and abroad and eminent personalities of the country.

3.0 Navanas MIS

3.1 Overview of MIS

At the start, in businesses and other organizations, internal reporting was made manually and only periodically, as a by-product of the accounting system and with some additional statistic(s), and gave limited and delayed information on management performance. Previously, data had to be separated individually by the people as per the requirement and necessity of the organization. Later, data and information was distinguished and instead of the collection of mass of data, important and to the point data that is needed by the organization and was stored. In their infancy, business computers were used for the practical business of computing the payroll and keeping track of accounts payable and accounts receivable As applications were developed that provided managers with information about sales, inventories, and other data that would help in managing the enterprise, the term "MIS" arose to describe these kinds of applications. Today, the term is used broadly in a number of contexts and includes (but is not limited to): decision support systems, resource and people management applications, project management and database retrieval application.

3.2 Definition of MIS

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An 'MIS' is a planned system of the collecting, processing, storing and disseminating data in the form of information needed to carry out the functions of management. In a way it is a documented report of the activities those were planned and executed.

3.3 Navanas Management Information System

In Navana, all data of a project are stored in their MIS. Specially, we can talk about lands, constructions, sales and human resources. Land: Papers & documents of Rajuk, land owner info. , land agreements are stored and preserved in MIS database. Construction: Progress info. , project current status, material requisitions are take place in MIS database.

Sales: Rate chart, client info, and sales info are maintained and stored by MIS.

Human Resource Management: Employee info (official, personal or any respective info.), payroll system of HR are also keep in MIS database.

As definition of management information system, while management needs any subsidiary documents or any query or any other information, then Navanas MIS submits or delivers that information to the authority.

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4.0 Input, Process & Output

As, Navana is a big organization with several departments, so, we just go for its sales department. Below we have just discussed about the sales input, processing and output on MIS.

4.1 The Current System of sales department

Firstly a user logged into the Navanas MIS. Enter the entire sales department module. Select a menu item to find information what he/she want. Can enter the client query if the client is new. Can see the client follow up (installment/booking) information for the existing client. Can see the project information and the rate chart of the project. Can see the over all sales information, sales status and also can add for temporary sold. Sales concern person gives responsibility of job task as assignment and also sales target to the sales person of the sales department. Generate the necessary sales report.

4.2 Requirements of the sales department

Login form 12 | P a g e

 Menu for selecting item To input client query To see client follow up (installment/booking) information To see project information To see rate chart of the project To see sales information To input temporary sold Assign sales target and assignment to the sales person And also generate the necessary sales report.

4.3 Sales Department Users Perspective

To understand the sales module for the sales department, a diagram or outline is needed to access or manipulate the sales module. For this there are mainly two types of user is in sales module: Sales Person, who can access the sales management. Administrative User, who can customize the interface, reports on the sales module according to fulfill the requirements of the sales department.

In use case modeling their used three terms like: Actor, user of the use case modeling System, Processing task requested by the user Goal, achieved by the user or requested result by the user. In Sales Use Case Modeling, Sales person is the main user of sales department. (Fig-01) described the elaboration of Use Case Modeling for sales department.

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Actor

System Project Project Information Information

Goal Project Details Project Details Rate Chart Rate Chart

Client Client Information Information

Client ClientQuery Query Follow up Follow up (Booking / (Booking / Installment Installment Status) Status) Temporary Temporary Sold Sold Sales SalesStatus Status

Sales SalesPerson Person

Log In Log In

Sales Sales Information Information

Assignment Assignment Job Task J ob Task Sales SalesTarget Target

Fig-01: Sales Use Case Diagram

To see the Sales Use Case Diagram, sales user can easily understand about their responsibility and access permission on the sales module of the sales department. How the sales use case model working process is described on the sales use case sequential model.

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4.4 Sales Use Case Activity Diagram

According to the sales use case diagram and the sales use case sequential model, user can easily understand the process.

But if he/she wants to take the following use case activity diagram then he/she will get the clear concept of the activity of the over all process, what he/she will do in the sales department, which is at (Fig-02).

Start Display Front Page Enter User Name & Password Check User Information with Privilege

No

Correct? Yes

Display Front Page with User Information Select Menu Check Form, Check Requested Data in the Database

Have Record ? Yes Show Interface with Requested Data Fig-02: User Activity Diagram

No

Show Interface

Anything Else? No End

Yes

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5.0 Technology Features

5.1 Software
Total software can be divided into 2 parts. They are1. Main Server software. 2. Client PCs software. Main servers software is also divided into many parts. They are Operating System Database Exchange Server Domain/Workgroup- Domain Others Operating System: In main servers operating system, they use Windows Server 2008 software. Windows Server 2008 is one of Microsoft Windows' server lines of operating systems. Released to manufacturing on February 4, 2008, and officially released on February 27, 2008. Database: Navanas database is maintained by Microsoft SQL Server 2008. Microsoft SQL Server is a relational model database server produced by Microsoft. Its primary query languages are T-SQL and ANSI SQL. Exchange Server: There is another name of exchange server is Internal mail server that is maintained by Microsoft Exchange Server 2003. Microsoft Exchange Server is a messaging and collaborative software product developed by Microsoft. It is part of the Microsoft Servers line of server products and is widely 16 | P a g e

used by enterprises using Microsoft infrastructure solutions. Exchange's major features consist of electronic mail, calendaring, contacts and tasks; support for mobile and web-based access to information; and support for data storage. Domain/Workgroup- Domain: Between Domain and Workgroup, Navana use Domain in their main server. A domain name is an identification label that defines a realm of administrative autonomy, authority, or control in the Internet, based on the Domain Name System (DNS). Others: The other organizational software which are used in main server that is made by their MIS dept. Client PCs software are dived into 3 parts. They are Operating System: In client PCs operating system; they use Windows XP professional and Windows 7. Windows XP is a line of operating systems produced by Microsoft for use on personal computers, including home and business desktops, laptops, and media centers. It was released in 2001. The name "XP" is short for "eXPerience". On the other hand, Windows 7 is the latest public release version of Microsoft Windows, a series of operating systems produced by Microsoft for use on personal computers, including home and business desktops, laptops; notebooks, tablet PCs, and media center PCs. Organizational Software: The organizational software which are used in main server that is made by their MIS dept. Others: In other software, they use MS Office 2003, MS office 2007. Microsoft Office is an office suite of interrelated desktop applications, servers and services for the Microsoft Windows and Mac OS X operating systems.

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5.2 Network
A computer network allows sharing of resources and information among devices connected to the network. Computer networks can be classified according to the hardware and software technology that is used to interconnect the individual devices in the network, such as Optical fiber, Ethernet, Wireless LAN, HomePNA, Power line communication. Scale Networks are often classified as Local Area Network (LAN), Wide Area Network (WAN), Metropolitan Area Network (MAN), Personal Area Network (PAN), Virtual Private Network (VPN), Campus Area Network (CAN), Storage Area Network (SAN), etc. depending on their scale, scope and purpose. In Navana Builders LTD., they use Metropolitan Area Network. A metropolitan area network (MAN) is a network that connects two or more local area networks or campus area networks together but does not extend beyond the boundaries of the immediate town/city. Routers, switches and hubs are connected to create a metropolitan area network. Network topology Computer networks may be classified according to the network topology upon which the network is based, such as bus network, star network, ring network, mesh network, star-bus network, tree or hierarchical topology network. Network topology signifies the way in which devices in the network see their logical relations to one another. The use of the term "logical" here is significant. That is, network topology is independent of the "physical" layout of the network.

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In Navana, they have STAR topology, because their computers are connected each other with hubs and switches.

5.3Devices
Optical Fiber: An optical fiber (or fiber) is a glass or plastic fiber that carries light along its length. Fiber optics is the overlap of applied science and engineering concerned with the design and application of optical fibers. Optical fibers are widely used in fiber-optic communications, which permits transmission over longer distances and at higher bandwidths (data rates) than other forms of communications. Media Converter: Fiber media converters are simple networking devices that make it possible to connect two dissimilar media types such as twisted pair with fiber optic cabling. They were introduced to the industry nearly two decades ago, and are important in interconnecting fiber optic cabling-based systems with existing copperbased, structured cabling systems. They are also used in MAN access and data transport services to enterprise customers. Network Switch: A network switch is a computer networking device that connects network segments. It is a network bridge that processes and routes data at the data link layer (layer 2) of the OSI model. Switches that additionally process data at the network layer (layer 3 and above) are often referred to as Layer 3 switches or multilayer switches. Unshielded Twisted Pair (UTP) Cable: UTP cable is also the most common cable used in computer networking. Ethernet, the most common data networking standard, utilizes UTP cables. Twisted pair cabling is often used in data networks for short and medium length connections because of its relatively lower costs compared to optical fiber and coaxial cable. 19 | P a g e

Connector: Connector is a device that attaches a cable to the computer, switch, hub or any other devices.

Network Diagram:

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5.4 Communication System:

Internal System: In Navana the internal communication system is basically based

on their internal network which is linked up 3 administrative buildings. But, there are also some ways to do internal communication. They are Exchange mail: By using MS Exchange Server 2003, the employees are connected with server through providing user name and password. Then, they can open their mail box where they can see new messages, send new messages, check previous messages or also can do scheduling. It is normally used for internal formal communication. Intercom: Employees are also use intercom to do verbal communication inside the organization.

External System: For external communication, they are provided cell phone by the organization. By that, they can contact with various stakeholders. Grameen Phone is a corporate partner of Navana.

6.0 Importance of Management Information System

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The overall purpose of MIS is to provide profitability and related information to help managers and staffs understand business performance and plan its future direction. IMPORTANCE OF MIS: MIS is always management oriented and keeps in view every level of management and gets the desired information. Integrated - refers to how diff components (sub systems) are actually tied up together. e.g.: diff departments of organization linked together. Useful for planning - as every organization makes log-term and shortterm plans with the help of information like sales & production, capital investments, stocks etc management can easily plan.. Effective MIS helps the management to know deviations of actual performance from pre-set targets and control things. Its important for increasing efficiency. MIS provides updated results of various departments to management. MIS is highly computerized so it provides accurate results. MIS adds to the intelligence, alertness, awareness of managers by providing them information in the form of progress and review reports of an ongoing activity. Helps managers in decision- making.

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7.0 Conclusion & Recommendation

7.1 Recommendation:
1. E-business: Electronic business, commonly referred to as "e-business", may be defined as the utilization of information and communication technologies (ICT) in support of all the activities of business. It will be possible for Navana, if they maintain web base MIS system. 2. Outer Dhaka: a. Online networking system: If they go for establishing corporate office outside Dhaka, then the existing network system will be much costly to maintain MIS. In that case, they can turn their existing network system to online networking system. b. Web based application: In that case, they have to install web based application and software.

7.2 Conclusion:
A management information system (MIS) is a subset of the overall internal controls of a business covering the application of people, documents, technologies, and procedures by management accountants to solve business problems such as costing a product, service or a business-wide strategy. Management information systems are distinct from regular information systems in that they are used to analyze other information systems applied in operational activities in the organization. Academically, the term is commonly used to refer to the group of information management methods tied to the automation or support of human decision making, e.g. Decision Support Systems, Expert systems, and Executive information systems.

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Bibliography:

www. Google .com http://en.wikipedia.org http://www.navana-bd.com/

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