Académique Documents
Professionnel Documents
Culture Documents
Information
Systems
| Faculty | Sushant Sharma |
SUSHANT SHARMA
MIS: A Definition:
An MIS is
An integrated (computer-based) usermachine system
For providing information
To support decision-making functions
In an organization
SUSHANT SHARMA
Learning Goals
Understanding System
&Environment
Understanding System
Development Life Cycle
Business applications of
various Information Systems
Systems
A SYSTEM is a set of interrelated and
interdependent elements such as people, resources,
concepts, and procedures intended to perform an
identifiable function or to serve a goal.
SUSHANT SHARMA
Systems
Are surrounded by an environment
Frequently include a feedback mechanism
A human, the decision maker, is usually
considered part of the system
SUSHANT SHARMA
Business System
SUSHANT SHARMA
a continuum
Information
Processed data, presented in a form which assists
decision-makers
May contain an element of surprise, reduce
uncertainty
May provoke a manager to initiate action
Data and Info relative concepts
Recency
Producer-consumer relationship
Response Time : Time lapse between the time when query is made and
the time when the results are actually produced . Least response time
preferred . Achieved through capabilities of hardware &software.
SUSHANT SHARMA
What is IS?
IS a set of interrelated components working
together to collect, retrieve, process, store, and
distribute information for the purpose of facilitating
planning, control, coordination, analysis, and
decision making in business organizations
Input-process-output perspective-Accepts inputs
and processes data to provide information to
decision makers and helps decision makers
communicate their results
People-organization-technology perspective
Is often at the heart of many organizations
SUSHANT SHARMA
Technology the means by which data is transformed and organized for business use:
Hardware
Software
Database
Telecommunication
People the users of IS
Organization -- a collection of functional units working together to achieve a common goal
SUSHANT SHARMA
Management
Information
System
-Types
SUSHANT SHARMA
Backbone of an
organization because they
update constantly
manual example
CHARACTERSTICS OF A TRANSACTION
PROCESSING SYSTEM
Rapid Processing
This could be a
call out area.
Reliability
Standardization
Controlled Access
Designed to ensure that not only do transactions never slip past the net,
but that the systems themselves remain operational permanently. TPS
systems are therefore designed to incorporate comprehensive
safeguards and disaster recovery systems.
Since TPS systems can be such a powerful business tool, access must be
restricted to only those employees who require their use. Restricted access
to the system ensures that employees who lack the skills and ability to
control it cannot influence the transaction process.
Employees
Corporate
databases
of
internal
data
Business
transactions
Transaction
processing
systems
Databases
of
valid
transactions
Databases
of
external
data
Management
information
systems
Corporate
intranet
Application
databases
Drill-down reports
Exception reports
Demand reports
Key-indicator reports
Operational
databases
Input and
error list
SUSHANT SHARMA
Scheduled
reports
Decision
support
systems
Executive
support
systems
Expert
systems
DESIGNED TO SUPPORT THE MANAGEMENT Provide managers with pre-defined types of information for relatively
structured type of decisions .
.
Regular, routine operations
Planning &Control Functions -Control, organize and plan better
Examples
Outputs of a
Management Information System
Inputs: Information from the TPS
Outputs: hard and softcopy reports
1. Scheduled reports
Produced periodically, or on a schedule (daily, weekly, monthly)
2. Key-indicator report
Summarizes the previous days critical activities
Typically available at the beginning of each day
3. Demand report
Gives certain information at a managers request
4. Exception report
Automatically produced when a situation is unusual or requires
management action
SUSHANT SHARMA
Customer
ID
Sales
Rep ID
Ship
Date
Quantity
Item #
Amount
P12453
C89321
CAR
08/12/96
144
P1234
3,214
P12453
C89321
CAR
08/12/96
288
P3214
5,660
P12453
C03214
GWA
08/13/96
12
P4902
1,224
P12455
C52313
SAK
08/12/96
24
P4012
2,448
P12456
C34123
JMW
08J/13/96
144
P3214
720
SUSHANT SHARMA
Last
Month
Last
Year
Rs1,808
Rs1,694
Rs1,014
Rs2,406
Rs2,224
Rs2,608
SUSHANT SHARMA
Amount
CAR
Rs42,345
GWA
Rs38,950
SAK
Rs22,100
JWN
Rs12,350
SUSHANT SHARMA
Customer
ID
Sales
Rep ID
Ship
Date
Quantity
Item #
Amount
P12453
C89321
CAR
08/12/96
144
P1234
Rs13,214
P12453
C89321
CAR
08/12/96
288
P3214
RS15,660
P12453
C03214
GWA
08/13/96
12
P4902
Rs11,224
SUSHANT SHARMA
Outputs of a Management
Information System
Earnings by Quarter (Millions)
Actual
Drill Down Reports
Provide detailed
data about a
situation.
Forecast
Variance
Rs12.6
Rs11.8
6.8%
Rs10.8
Rs10.7
0.9%
Rs14.3
Rs14.5
-1.4%
Rs12.8
Rs13.3
-3.0%
SUSHANT SHARMA
SUSHANT SHARMA
Intelligence
Design
Choice
Implementation
Modeling is Essential to the Process
SUSHANT SHARMA
Simons Model
External
Intelligence
ES
Design
Internal
AI, EIS
Problem Identification
Qualitative
Analysis
DSS
Quantitative
Analysis
GDSS
Choice
Decision
SUSHANT SHARMA
ES
DbDSS,
MbDSS
Data
Management
Model
Management
Knowledge
Management
User Interface
User
DSS Architecture components
SUSHANT SHARMA
Other
Systems
Intelligence phase
Reality is examined
The problem is identified and defined
Design phase
Representative model is constructed
The model is validated and evaluation criteria are
set
Choice phase
Includes a proposed solution to the model
If reasonable, move on to the
Implementation phase
Solution
to
the
original
problem
Failure: Return to the modeling process
Often Backtrack / Cycle Throughout the Process
SUSHANT SHARMA
Problem or Symptom?
and
analyzing
Includes
Understanding the problem
Testing solutions for feasibility
A model is constructed, tested, and validated
Modeling
Conceptualization of the problem
Abstraction to quantitative and/or qualitative forms
SUSHANT SHARMA
Types of Decisions
Type of structure - Nature of task
Structured
Unstructured
SUSHANT SHARMA
Search Approaches
Analytical Techniques
Algorithms (Optimization)
Blind and Heuristic Search Techniques
SUSHANT SHARMA
Important Issues
Resistance to change
Degree of top management support
Users roles and involvement in system development
Users training
SUSHANT SHARMA
SUSHANT SHARMA
SUSHANT SHARMA
The user
interface.
SUSHANT SHARMA
DSS database
Database management system
Data directory
Query facility
SUSHANT SHARMA
SUSHANT SHARMA
SUSHANT SHARMA
SUSHANT SHARMA
SUSHANT SHARMA
Managers
Staff specialists
Intermediary:
1.Staff assistant
2.Expert tool user
3.Business (system)
analyst
4.Group DSS Facilitator
SUSHANT SHARMA
SUSHANT SHARMA
TPS
MIS
DSS
Type of
users
Clerical and
supervisory
Middle
Management
All levels
including top
mgmt. and
professionals.
Decision,
flexibility
Strategic
planning,
integrated
problems
Focus
Data
Information
transactions
Applications Payroll, sales Sales
data, inventory forecasting,
Production
control,
Groups
Most major decisions in medium and large
organizations are made by groups
Conflicting objectives are common
Variable size
People from different departments
People from different organizations
The group decision making process can be very
complicated
Consider Group Support Systems (GSS)
Organizational DSS can help in enterprise-wide
decision making situations
SUSHANT SHARMA
Purpose
This could be a
call out area.
Features
Users
This assistance is important for the chief executive officer, senior and executive vice
presidents, and the board of directors to monitor the performance of the company, assess the
business environment, and develop strategic directions for the future. In particular, these
executives need to compare their organizations performance with that of its competitors and
investigate general economic trends in regions or countries for potential expansion. Often
relying on multiple media, executive information systems give their users an opportunity to
drill down from summary data to increasingly detailed and focused information.
Strategic Planning
Uses External data (External Environment)
Unstructured Problems + Executive Experience
For example: Policy formation for Labor strike
Where decisions taken are not the results of series of steps
in some order
Presentation content
Purpose
This could be a
call out area.
EXPERT SYSTEMS
Feature
Individuals involved
with expert systems
These numbers are similar in nature to probabilities, but they are not the same: they are
meant to imitate the confidences humans use in reasoning rather than to follow the
mathematical definitions used in calculating probabilities.
1. End-user; the individual who uses the system for its problem solving assistance.
2. Problem domain expert who builds and supplies the knowledge base providing the
domain expertise,
3. Knowledge engineer who assists the experts in determining the representation of their
knowledge, enters this knowledge into an explanation module and who defines the inference
technique required to obtain useful problem solving activity. Usually, the knowledge engineer
will represent the problem solving activity in the form of rules which is referred to as a rulebased expert system. When these rules are created from the domain expertise, the
knowledge base stores the rules of the expert system.
This could be a
call out area.
2. Sequential File
Adopted when -records in any logical order or fields of records are not welldefined.
Files created by punching the documents in the order they arrive.
Location of record can be done by sequentially searching the records till the
desired value of the key attribute is reached. Addition of new records is very
simple. New records are added at the end of the file. Changes or deletions are
possible.
The file may be reorganized periodically to remove the holes created by the
deletion of records.
Files on sequential access media are generally organized in the sequential mode.
Records arranged in the ascending or descending order of the values of a key attribute in
the record.
Sequence of records in the file can be changed by sorting the file. Updating and processing
of records on a sequential access media is carried out in a batch mode. Transactional
changes are collected in a batch periodically. For example, transfers, promotions,
retirements which lead to changes in the personnel file data can be collected on monthly
basis. These transactions collected in a batch are then recorded in transaction file. The
transaction file is arranged in the same sequence as the master file to be updated. The
additions, deletions and changes are then carried out in the records of the master file and
the updated records are then written on the new updated master file.
1.
2.
3.
4.
Four Methods:Sequential Search: Each record is read one after another starting from the first record
in the file till the desired key attributed value is reached.
Binary Record: Binary search reduces the search time considerably. In binary search,
the first record to be read is the one in the middle of the file. Example in 200 records,
the 100th record will be read first. By this way, we can decide whether the desired
record lies in the first half of the file. The process is repeated many times till the
desired record has been localized to small area, say 5 or 10 records. This area of 5 or
10 records is then searched sequentially to locate the desired record.
Probing: Probing is done where the approximate range in which the desired record
may lie can be ascertained from the value of the key attribute.
Skip Search: In skip search, records are accessed in a periodic order. Say, every 20th
record is read till the value of the key attribute exceeds the desired value.
This could be a
call out area.
Delay in search in sequential file can be reduced by providing an index to the file. Such a
file is indexed sequential file. The index of the file contains a pointer record for one group
of records in a main file. The index file can be searched by the sequential search or binary
search method. Files can be indexed on the key attribute in which they are sequenced or
non-sequenced. Addition of records are made in the overflow areas. For this purpose,
some sectors in the area forming the group can be kept blank. The added record is chained
to the records immediately preceding and immediately following the added record in the
sequence by providing a pointer to the added record.
One index is maintained for each key attribute of the record.
The index file contains the value of the key attribute followed by the addresses of all the
records in the main file with the same value of the key attribute. Addition of records in the
main file can be made at the end of the file since it is not maintained in any sequence.
However, corresponding entries have to be made in all the index files for the key attributes
of the record.
5. Direct File
This method is generally used where the range of the key attribute value is large compared
to the number of records. Direct files are maintained in any particular sequence. Instead,
the value of the key attribute is converted in to sector address by a predetermined
relationship. The predetermined relationship converts the value of the key attribute into
the sector address for the storage and retrieval of the record.
The ratio of the number of records stored to the total capacity of the file is called the
loading factor. High loading factor leads to too many collisions thereby increasing the
search time for the records and vice-versa.
6. Multiring File
Where lists of records with specified key attribute value are desired frequently, multiring
files are useful. The directory file, like the one in the inverted file organization, contains
the pointer to the first record with specified key attribute value. The first record contains
the address of the second record in the chain and the second contains the address of the
third record. When the last record in the chain contains pointer to the first record, the
records are said to form a ring. A number of such rings for different key attribute values
and for different attributes can be formed. The directory provides entry point to the rings.
Structure of Data-Base
Models of Data Structure
1. Hierarchical model
2. Network Model
3. Relational Model
Hierarchical Model:
Relationship between entities is stored in the form of a tree which has a root. The root may have a
number of branches and each branch may have a number of sub-branches and this may continue for any
number of levels.
The record at the lower level is called the child of the next higher level and the higher level record is
called the Parent of its child records. For example a project may consist of sub-projects of work centres
and each work centre may have a number of employees in it.
Network Model:
The relationships are stored in the form of sets; each set having one owner and a number of members.
For example, to indicate the employee working in a work-centre, the work-centre will be the owner of the
set and each employee a member of that set.
A entity may be a member of more sets and the owner of a set may be member in another set and viceversa.
Project no.
Name
Location
Budget
E1
E2
E3
Employee
Employee no.
Name
Designation
Pay
E1
E2
E3
E4
E5
E6
E7
E8
E9
Project - Employee
Project no.
Employee no.
% Time
P1
E1
20
P1
E3
28
P1
E7
35
P2
E1
25
P2
E4
40
P2
E9
32
P3
E3
15
P3
E7
30
E9
20
P3
SUSHANT SHARMA
Redundancy controlled: In traditional file systems, each application has its own private files. Many of the data items in a file may be common to
other files i.e., the same data items in a file may be stored in a number of files. Apart from wastage of storage space, multiple updation are required
for a single transaction in the real system. This is avoided by maintaining only one copy of the data in the data-base system and interlinking them
by logical relationships. Even if, multiple copies have to be maintained due to technical reasons, this fact is known to the data-base system and the
copies are updated automatically with the single user entry.
ii.
Inconsistency Avoided: updation of separate application files for the same real transaction leads to inconsistency of data because different
application file are updated at different points according to schedule. Two separate files may, thus, indicate different status of the same data at a
given point of time. For example, the record file may show that employee A is posted in department X while at the same time the department
record file may indicate that he is posted in department Y. Control of redundancy automatically solves the problem of inconsistency, in the database system.
iii.
Integrity of Data: Inconsistency between two entries representing the same facts is an example of lack of integrity of data. Even if the redundancy is
controlled, there may still be in accuracies in data. For example an employee may be shown posted in two separate departments in the department
wise file or an employee may be shown to have worked for 200 hours in a week. The central control of data provided in the data-base system helps
to control such inaccuracies in data and maintain its integrity.
iv.
Integrated View of Data: Integration of related files in the data-base system provides an integrated view of data. The data needs of a top
management query, like the proportion of a department budget for pay and allowances spent on a specific project, may cut across various
applications. Such queries are extremely difficult to answer in a traditional file system.
v.
Unstructured information Needs: Information needs of unstructured management decisions are not known in advance and cannot be preprogrammed. Since the related data are centralized and the relationship structure among entities is built into the data-base, it is more suited to
handle unstructured queries.
vi.
Enforcement of Standards: With central control of the data-base, the Data-Base Administrator can ensure that desired standards are followed in
the representation of data. Standardizing of data formats is particularly important for interchange or migration of data between systems.
vii.
Security Restrictions: The Data-base Administrator, having complete jurisdiction over the operational data, can ensure that access to the databases is available only to the authorized users. He can define different authorization checks for each type of access viz., retrieve, modify, delete
etc., to each piece of information in the data-base.
viii. Data independence: It is a crucial advantage of the data-base system over the traditional file system. Most traditional file systems are highly datadependent. This means that the way the data are organized and the way it will be accessed is dictated by the needs of the specific application. The
knowledge of the storage organisation and the access strategy is built into the application software. For example, if the data are organized in the
indexed sequential manner, this fact has to be known to the application software and the procedures for retrieval and updating of data are built in
the application software keeping this fact in view. A change in the storage structure or access strategy of data will drastically affect the application
software. It was found in some of the traditional systems that
organizations
were spending as much as 6% of their programmers time on the
SUSHANT
SHARMA
modifications of the existing application software and only 40% on the development of new software.
TRANSFORMATION OF BUSINESS
SUSHANT SHARMA
TRANSFORMATION OF ENTERPRISE
FLATTENING- Squeezing Functional
Hierarchy
DECENTRALIZATION- Distributed Work Load
FLEXIBILITY- Offers openness of working
hours& decision making for employees
convenience
LOCATION INDEPENDENCE Gives
Possibilities of Mobile and virtual offices
LOW TRANSACTION COSTS
EMPOWERMENT
COLLABORATIVE WORK People work in
coordination
SUSHANT SHARMA
INCREASED CAPABILITY OF IT
Technology Features
Description
Processing capability
Portable Computing
Global Networking
Enterprise Networking
Distributed Computing
SUSHANT SHARMA
Internet
An Organizations
MIS
Financial
MIS
Business
transactions
Transaction
processing
systems
Business
transactions
Extranet
Databases
of
valid
transactions
Databases
of
external
data
Accounting
MIS
Marketing
MIS
Human
Resources
MIS
Key-indicator reports
Scheduled reports
Etc.
Etc.
Figure 9.3
SUSHANT SHARMA
Financial MIS
Finance information system help organize
budgets, manage cash flow, analyze
investments, and make decisions that
could reduce interest payments and
increase
revenues
from
financial
transactions
Provides financial information to all
financial managers within an organization.
SUSHANT SHARMA
Databases of
internal data
Databases of
external data
Financial
DSS
Business
transactions
Transaction
processing
systems
Databases
of valid
transactions
for each
TPS
Financial
MIS
Financial
applications
databases
Business
transactions
Financial statements
Internet or
Extranet
Business
transactions
Operational
databases
Financial
ES
Financial statistics
for control
Customers,
Suppliers
Figure 9.3
SUSHANT SHARMA
SUSHANT SHARMA
SUSHANT SHARMA
Budgeting
Internal auditing
Forecasting
Planning financial investments
Cash flow vs. cash need
Financial statements
Financial reporting for top management
SUSHANT SHARMA
Finance
The job of financial managers is to manage
money as efficiently as possible by:
Collecting payables as soon as possible
Making payments by the latest time allowed by
contract or law
Ensuring that sufficient funds are available for
day-to-day operations
Taking advantage of opportunities to accrue the
highest yield on funds not used for current
activities
SUSHANT SHARMA
Finance
Cash Management
Financial ISs help balance the need to accrue
interest against the need to have cash
available.
Cash management systems (CMS): Handle
cash transactions specifically.
Electronic fund transfer (EFT): The electronic
transfer of cash from one bank account to
another.
SUSHANT SHARMA
Finance
Investment Analysis and Service
Analyze and project the prices of a
specific stock or bond.
Transmit
buy
and
sell
orders
electronically.
Provide clients with a detailed statement.
Monitor account information and news
online.
SUSHANT SHARMA
Marketing MIS
Marketing information system help analyze demand for
various products in different region and population
groups in order to more accurately market the right
product to right producer.
Marketing ISs provide information that helps
management decides how many sales representatives to
assign to specific products in specific geographical area
Supports managerial activities in product development,
distribution, pricing decisions, and promotional
effectiveness
SUSHANT SHARMA
Schematic
Databases of
internal data
Business
transactions
Transaction
processing
systems
Databases of
external data
Databases
of valid
transactions
for each
TPS
Marketing
MIS
Manufacturing
DSS
Marketing
applications
databases
Sales by customer
Sales by salesperson
Operational
databases
Sales by product
Manufacturing
ES
Pricing report
Total service calls
Customer satisfaction
Figure 9.9
SUSHANT SHARMA
SUSHANT SHARMA
Marketing research
Product development
Promotion and advertising
Product pricing
SUSHANT SHARMA
SUSHANT SHARMA
Recurrent Information
This is the data that an MIS supplies
periodically about the market share of a
specific product and customers awareness
of companys brands. The data may be
supplied on weekly, monthly or yearly
basis.
SUSHANT SHARMA
Monitoring Information
This is the data obtained from the regular
scanning of certain sources. Marketing
managers may need data related to
competition or the industry. It is essential so
that marketing managers can be alert and
identify potential problems
SUSHANT SHARMA
Requested Information
This information is developed in response
to some specific request by the marketing
manager. Secondary data or primary data
through survey research are collected in
response to the specific request. The MIS
supplies the requested information for
decision making.
SUSHANT SHARMA
Marketing
Research
division
Internal data
Requested
information
SUSHANT SHARMA
Marketing
Information
system
Marketing
Managers
Division
Marketing
Environment
Customer
Needs
Why
Information
Is
Needed
Strategic
Planning
SUSHANT SHARMA
Competition
SUSHANT SHARMA
SYSTEM PLANNING
1Mechanized Vs Non Mechanized IS
2Centralization Vs Decentralization of computing facilities
3Batch mode Vs real Time mode of Info. Processing
4Independent Vs Modular method of designing IS
1, PERFORM COST -BENEFIT ANALYSIS
BENEFITS Reduction in staff , Improved Processing speed per unit of workload, ready access to info, reduction in
expenditure to store ,analyze and organize massive business data
DISADV:- Equipment Cost, Enhancement in the cost More skilled and higher paid staff, technical involvement of professional
programmers, expenses encountered for formatting and reproduction of data
System Design Information base according to Sources, characteristics, Purpose1Sources can be single/dual . Eg. Accounts deptt. (single source) .Inventory IS (dual) Stores and Purchase depts.
2Purpose- User how it will be used and when it will be used
3Characteristics of Info- Size, variability , volatility &activity
SUSHANT SHARMA
System Audit
1Identifying Locations of control points for system errors and reasons for selection of these points on the basis of frequency of
error ,magnitude of error ,cost of error detection
2Develop Audit trait a series of well defined provisions which permit a person to follow and verify the system process.
3Establish steps for System recovery issue , system processing alternatives ,system security , systems restart
IMPLEMENTATION STAGE
1Obtaining Input - Output from the computer- 2 -way Process . test run and parallel run
2Documentation System Manual , operation manual and user manual
System Manual indicated complex design of IS showing different elements of computerization linked through flowchart, types of output, and
formats of input.rief outline of IS
Operational Manual Technical instructions for the actual computer operations different job steps
User Manual brief outline of IS, its major benefits, Inputs needed and outputs expected.
3User Training
4Modification to the installed system Continuous Process for the professional so that IS is updated and meaning for the user for changes in the environment
Process Evaluation
1Design of the system and quality of programming determine Time taken by processing
2Utilization of hardware resources- different memory partitions &allocating input output devices to each partition
3Lack of debugging leads to time run and again- Best check- Lay down permissible no of development runs before sending it of production runs
Product Evaluation
1Ensure acceptable quality of output report and continue to be use in
SUSHANT SHARMA
COMPUTER SOFTWARES
SUSHANT SHARMA
System software
Computer program -designed to run a computers hardware and application program
System software is the interface between the hardware and user applications.
Example Operating System - Manages all the other programs in a computer.
System Software have direct control and access to your computer hardware , and
memory locations . They perform I/O operations on various memory locations , and
control the hardware , to make the application software do a task .
Examples :
1) Microsoft Windows
2) Linux
3) Unix
4) Mac OSX
5) DOS
6) BIOS Software
7) HD Sector Boot Software
8) Device Driver Software i.e Graphics Driver etc
9) Linker Software
10) Assembler and Compiler Software
SUSHANT SHARMA
Application software
Run under System Software , and are made to do a specific task i.e ( Word
Processing etc) , which have indirect access to the hardware (i.e Behind System
Software) .
Unlike system software, an application program performs a particular function for the
user. Examples (among many possibilities) include browsers, email clients, Word
Processor and spreadsheets
Examples :
Web browser, word processing software, spreadsheet software, database software, presentation
graphics software.
1) Opera (Web Browser)
2) Microsoft Word (Word Processing)
3) Microsoft Excel (Spreadsheet software)
5) MySQL (Database Software)
6) Microsoft Powerpoint (Presentation Software)
7) iTunes (Music / Sound Software)
8) VLC Media Player (Audio / Video Software )
9) World of Warcraft (Game Software)
SUSHANT SHARMA
Marketing
Internet advertising / brand development /
corporate image.
Product Differentiation: Use of the Internet
to offer unique features and electronic
services and to create institutional
distinctiveness.
Product Innovation and Growth: Creation
of new products and services, and new
markets; Mass customisation of
products; Global expansion.
Delivering attractivevalue-laden
content at a reasonable price. This entails
the provision of easily accessible, regularly
updated, diverse and elegant content.
Sales
Service
Online, instantaneous quoting.
Business Advantages
Cost Advantages. The Internet can decreased the marginal costs of marketing, sales, and service.
Improving the information metabolism of firms. New Internet information technologies, such as e-mail filtering, can help reduce coordination costs and mitigate the information overload, thereby speeding up the "information metabolism" of firms - that is, the ability of firms to
take in, move, digest, and respond to data. The Internet provides a useful and low-cost mechanism for information storage, transport, and
processing. The Internet thus becomes an avenue for improving communication and co-ordination and streamlining business processes.
Improving the effectiveness, and thus profitability, of management decisions and actions. The Internet can add value by providing
managers (including human managers and software agents) with relevant and reliable information, in the right format, anywhere, and in realtime. For example, managers can do market research through transaction analysis and can view up-to-the-minute management reports.
Intranet -private network that uses Internet software and standards to connect internal
employees. The Intranet is effectively an in-house version of the Internet. The Intranet
is fast becoming the network platform of the future. It is also becoming the dominant
environment for developing corporate applications.
Process Re-engineering
Enterprise Applications
What is an Extranet?
The trend towards integrating with business partners means that Intranets
are no longer strictly private networks, and companies are granting access
to suppliers, vendors, customers, and other business partners. This
extension of the Intranet to permit controlled access to specified third
parties has been termed an Extranet.
Extranets can fully support all transactions between business partners, as
well as provide value-added information. Extranets are appropriate for
infrequent, ad hoc transactions, and short-term trading relationships as well
as for regular transactions and long-term trading relationships.
The Extranet can be of business value as a means of connecting buyers and sellers. The advantages to be
found are:
Extranets promote value chain integration. Extranets, which are inter-organisational networks, permit
closer integration of adjacent steps in the value-chain, and allow joint, interpenetrating processes at the
interface between value-added stages. Barriers between the organisation and business partners and
customers are lowered. Electronic integration leads to greater efficiency, data integrity and fewer
errors as data need only be entered once, at its source. For example, the customer fills in an order form online, and the order details are automatically written to the database or electronically forwarded to the
workflow system. Tighter coupling of business partners results in time savings and faster, more costeffective client service. Integration can also lead to the elimination of duplicate tasks and resources. Finally,
integration can result in entirely new business models through intermediation and disintermediation.
Extranets provide the benefits of Electronic Data Interchange (EDI). Electronic Data Interchange (EDI)
is the inter-process communication of business information in standardised electronic form. Amongst the
benefits of EDI are:
Reduced time and expense of paperwork. EDI provides fast, inexpensive, reliable connections to
suppliers and customers. Fully digital information exchange eliminates paperwork.
Improved speed and efficiency in filling orders (i.e. reduced cycle and order fulfilment times)
Quicker transfer of business documents
Faster customer service
Fewer errors
Automatic audit trails
Expanded customer/supplier base
Reduction of manual, labour-intensive activities
Automatic integration with internal business workflow systems
Extranets help improve customer relations and foster a better understanding of customer needs.
This is achieved through transparent customer tracking and transaction analysis, personalization, direct
feedback from customers, and pro-active provision of information to customers. Client and supplier services
are improved and become more cost effective, especially as clients and suppliers engage in self-service.
For instance clients can perform a computerised analysis of their needs, can check their own account
information, or can track the status of orders and deliveries without needing human assistance.
Extranets can help to lock in partners and customers. Information gathered on customer needs and
behaviours represents a switching barrier as "customers would need to teach a competitor all that
information".
Extranets reduce inventory and improve inventory turnover rates.
Extranets reduce procurement costs and time. Extranets reduce search, selection,
and transaction costs. The purchasing process is thus quicker, more convenient, and cheaper. The use of
advanced computerised search engines as part of the Extranet helps customers to quickly locate the
cheapest or most appropriate products.
Extranets have global reach. Because the Internet is used as the platform for the Extranet, the Extranet
network has global reach.
Extranets enhance the firm's flexibility. Because the Internet is an open, public, ubiquitous network it is
easy and cheap for new trading partners to connect to the Extranet network (which has the Internet as its
foundation).
Extranets improve management decisions through up-to-the-minute management reporting on
transactions and web-site activities.