MIS Project, MBA, Preston University Karachi, June 2017, Day Care Centre, Karachi Business Plan,

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The World of Caring
DAY CARE CENTER
TECHNOLOGY REPORT
Prepared By Submitted to:
- Kauser Fatima Sir M. Arshi Wasique
- Prince Amir Abbas Subject:
- Yasir Afzal Rajput Management
Information System

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Contents
Summary.......................................................................................................................................................3
Impact of MIS on Managerial Functions...................................................................................................4
Understanding Business............................................................................................................................4
Competitive Advantage ................................................................................................................................6
Current Strategy............................................................................................................................................6
Differentiation Strategy Highlights: ..........................................................................................................6
Core Innovations:......................................................................................................................................7
Competitor Information System...................................................................................................................7
Business Tools...............................................................................................................................................8
Sales Reporting and Management System ...............................................................................................8
Customer Relationship Management.......................................................................................................9
Accounting and Inventory Management System ...................................................................................11
Human Resource Management System..................................................................................................12
Reasons to deploy the MIS systems ...........................................................................................................14
To control the creation and growth of records ......................................................................................14
To reduce operating costs.......................................................................................................................14
To improve efficiency and productivity ..................................................................................................14
To assimilate new records management technologies ..........................................................................14
To ensure regulatory compliance ...........................................................................................................15
To minimize litigation risks .....................................................................................................................15
To safeguard vital information................................................................................................................15
To support better management decision making ..................................................................................15
To preserve the corporate memory........................................................................................................16
To foster professionalism in running the business.................................................................................16
Links / Resources Used for the creation of this report...............................................................................17
Annexure 1..................................................................................................................................................18
Main Competitor # 1...............................................................................................................................18
Main Competitor # 2...............................................................................................................................18

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Summary
The role of the MIS in any organization can be compared to the role of heart in the body. The
information is the blood and MIS is the heart. In the body the heart plays the role of supplying
pure blood to all the elements of the body including the brain. The heart work faster and
supplies more blood when needed. It regulates and controls the incoming impure blood,
processed it and sends it to the destination in the quantity needed. It fulfills the needs of blood
supply to human body in normal course and also in crisis.
The MIS plays exactly the same role in the organization. The system ensures that an
appropriate data is collected from the various sources, processed and send further to all the
needy destinations. The system is expected to fulfill the information needs of an individual, a
group of individuals, the management functionaries: the managers and top management.
Here are some of the important roles of the MIS in our Child Care Center:
 The MIS satisfies the diverse needs through variety of systems such as query system,
analysis system, modeling system and decision support system.
 The MIS helps in strategic planning, management control, operational control and
transaction processing. The MIS helps in the clerical personal in the transaction
processing and answers the queries on the data pertaining to the transaction, the status
of a particular record and reference on a variety of documents.
 The MIS helps the junior management personnel by providing the operational data for
planning, scheduling and control , and helps them further in decision-making at the
operation level to correct an out of control situation.
 The MIS helps the middle management in short term planning, target setting and
controlling the business functions. It is supported by the use of the management tools
of planning and control.
 The MIS helps the top level management in goal setting, strategic planning and evolving
the business plans and their implementation.
 The MIS plays the role of information generation, communication, problem
identification and helps in the process of decision-making. The MIS, therefore, plays a
vital role in the management, administration and operation of an organization.
MIS plays a very important role in the organization; it creates an impact on the organization’s
functions, performance and productivity. In this report we shall be reviewing the essential
business systems being implemented at our day care center on a daily basis and how
technology has reshaped them so as to create effective controls and to achieve efficiency in our
daily life.

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Impact of MIS on Managerial Functions
The impact of MIS on the functions is in its management with a good MIS supports the
management of marketing, finance, production and personnel becomes more efficient. The
tracking and monitoring of the functional targets becomes easy. The functional managers are
informed about the progress, achievements and shortfalls in the activity and the targets. The
manager is kept alert by providing certain information indicating and probable trends in the
various aspects of business. This helps in forecasting and long-term perspective planning. The
manager’s attention is bought to a situation which is expected in nature, inducing him to take
an action or a decision in the matter. Disciplined information reporting system creates structure
database and a knowledge base for all the people in the organization. The information is
available in such a form that it can be used straight away by blending and analysis, saving the
manager’s valuable time.
Understanding Business
The MIS creates another impact in the organization which relates to the understanding of the
business itself. The MIS begins with the definition of data, entity and its attributes. It uses a
dictionary of data, entity and attributes, respectively, designed for information generation in
the organization. Since all the information systems use the dictionary, there is common
understanding of terms and terminology in the organization bringing clarity in the
communication and a similar understanding of an event in the organization.
The MIS calls for a systematization of the business operations for an effective system design.
This leads to streaming of the operations which complicates the system design. It improves the
administration of the business by bringing a discipline in its operations as everybody is required
to follow and use systems and procedures. This process brings a high degree of professionalism
in the business operations.
The goals and objectives of the MIS are the products of business goals and objectives. It helps
indirectly to pull the entire organization in one direction towards the corporate goals and
objectives by providing the relevant information to the organization.
A well designed system with a focus on the manager makes an impact on the managerial
efficiency. The fund of information motivates an enlightened manager to use a variety of tools
of the management. It helps him to resort to such exercises as experimentation and modeling.
The use of computers enables him to use the tools and techniques which are impossible to use
manually. The ready-made packages make this task simple. The impact is on the managerial
ability to perform. It improves decision-making ability considerably high.
Since, the MIS work on the basic system such as transaction processing and database, the
drudgery of the clerical work is transferred to the computerized system, relieving the human

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mind for better work. It will be observed that lot of manpower is engaged in this activity in the
organization. Seventy (70) percent of the time is spent in recording, searching, processing and
communicating. This MIS has a direct impact on this overhead. It creates information –based
working culture in the organization.

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Competitive Advantage
Gaining competitive advantage is critical for organizations.
Competitive advantage can be defined as ‘a product or
service that an organization’s customers value more
highly than similar offerings from its competitors’ (in
other words, you have something useful (i.e. products,
services, capabilities) that your competitors do not have).
Our organization used internet technology to gather
information available on the available day care services with the scope to understand the level
of services being served to the customers as well as to introduce innovative new service
whereby the customer is facilitated through the use of technological developments.
This section discusses how Child Care Centre analyzed, identified and developed competitive
advantages using business strategies.
The available strategies that can provide comprehensive competitive advantages to a business
are as follows;
1. Cost Leadership
2. Differentiation
3. Innovation
4. Growth
5. Strategic Alliance
Current Strategy
The initial strategy implemented for the first three years is a mix of Differentiation and
Innovation strategies in order to create new / niche markets. Our Child Care Center uses
various information systems to develop differentiated features or/and to reduce competitors’
differentiation advantages i.e., using online live chatting systems and social networks to better
understand and serve customers; using technology to offer value-added service and improve
customers’ stickiness throughout the initial three year period.
The Internet and telecommunications networks provide better capabilities and opportunities
for innovation, where our business can attract a vast majority of customers through marketing
strategy as defined in the business plan.
Differentiation Strategy Highlights:
- Service Quality
- 24/7 availability of daily child activity and medical records.

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- Multiple Payment Options, online transfer, Credit Cards and Cash.
- No Late Fee / Penalty, discount’s available on bulk payments.
- Transportation Facility
- Highly skilled and trained staff
- 24/7 Medical Officers
- Fully Guarded Campuses
- Alliance with reputed vendors to replenish stocks
Core Innovations:
- Daily Infant Medical Checkup Report
- Daily Infant / Child activity sheet
- Daily Infant / Child food intake report
- Online CCTV monitoring with backup of 6 months.
- Parent feedback online
- Monthly child / infant nutrition updates
- Smart Board activity
- Child Transport Facility
Competitor Information System
Competitive intelligence is the action of defining, gathering, analyzing, and distributing
intelligence about products, customers, competitors, and any aspect of the environment needed
to support executives and managers making strategic decisions for an organization.
Information on competitors is usually
available from a variety of sources.
Competitors usually communicate
extensively to their suppliers,
customers and distributors. Contact
with any of them can provide
sufficient information.
Further worthy information is
available on the competitor’s
website, brochures, and
advertisements on social media
websites, these critical details can be
placed together to achieve
competitive advantage or to reduce

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the competitive advantage of an existing customer. In our example the two closest competitors
are, the AMI School and Busy Bee Learning System and day care. (Website referenced in
Annexure 1).
Business Tools
The report further identifies the core four areas of business for our Child Care Centre, which is
summarized as below:
Sales Reporting and Management System
For Sales Management, the ability to communicate progress in an informative way is essential.
Sales reports are a key feature of this process and sales analytics have become an important, if
not the dominating element of any sales report. Sales analytics provide the ability to break sales
down into comprehensible pieces and allow businesses to examine exactly what is working and
what needs improvement.

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The adoption of sales analytics system is growing rapidly throughout the business world and we
intend to depute this as it enhances accessibility, automated updates, increased visibility and
sales force transparency.
Increased Accessibility – ability to access data and generate accurate reports from anywhere is
essential to any business. Sales analytics system enables the Chile Care Center management to
access the essential business information from any device with internet connection; the
business partners can access these reports through personal laptops, tablets or cell phones.
This gives increased flexibility and efficiency, both of which are vital in high paced business
environments. This helps decision making process, ultimately increasing sales.
Automatic Updates – The Sales analytics system has an automated feature that allows keeping
itself relevant and up to date, giving accurate portrayal of the business at the time of reporting.
Often businesses waste time preparing a report, days in advance only to have an out of date
report at the time of the meeting. Sales analytics system alleviates this problem. Reports are
done in seconds and presented in a readable and customized format.
Increased Visibility - The ability to see all your data at micro and macroscopic level is an
incredibly useful tool. Visual representation of sales metrics and KPI’s scored the way you want
them, against the variables you need.
Sales Force Transparency - Sales analytics systems provides complete transparency and helps in
mentoring the sales team. Each sales agent's progress including their priorities, strengths,
weaknesses and challenges is made visible, hence enabling team support and establishing
efficiency in business.
None of our competitors have the state of the art sales analytics software, since their current
costs of doing business is much higher on account of Human Resource and huge premises
rentals.
Customer Relationship Management
Majority of our competitors use spreadsheets for storing their customer data. Spreadsheets get
lost, or they become outdated, and they might fall into the wrong hands. Business cards are

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important for collecting customer data. These customer strategies
miss something important – collaboration.
Customers are important to our businesses – as they pay our bills and
salaries. Therefore, we are investing in good customer relationship
management software, which shall be able to provide a good
overview of our customers.
Customers stop being customers for many reasons. They move to another location, they go out
of business, or they go to a competing company. These reasons count for 34% of customer loss.
The remaining 66 % leave for another reason – they just feel ignored when interacting with
some companies. Luckily, we can do something about this.
CRM allows you to register your leads and contacts
CRM allows us to organize customers and contacts. Categories like Customers, Lost Customers,
Prospects, Suppliers, Partners, Potential Partners, Influencers and Inactive Customers.
Dividing customers into A-, B- and C-customers depending on different customer retention
programs for each segment. So you might get rid of your complex spreadsheets once and for
all.
Track all customer interactions – from everyone in your company, customer or prospect.
Customers get a feel of seen and importance as we interact with a complete background
information through our CRM. And this history builds a long-term relationship. Emails are
tagged in our system, and not in each person’s mailbox.
It reveals possibilities – Most likely a customer might not bring in sales on each first contact,
yet they are kept alive and kicking in our CRM database. This gets complemented with an
effective email marketing strategy or a great seminar plan, and you may bring their business
during the next quarter.
It makes your most valuable asset – the customer data, even if the sales workforce leaves the
organization in big numbers, Sales information and customer data remain intact with the
organization. Hence it is a record retention tool to the organization, hence becoming a critical
asset to our business.
Hence, without a CRM system it’s very difficult to focus on the customer. By adopting a CRM
system, we are using its value to put the customer at the heart of our business, which is the
fastest way to increase sales and profits.

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Accounting and Inventory Management System
In our business, accounting and inventory management plays a vital role as it provides the
information on the payment trends of customers, consumption and ordering levels
Inventory management software
provides much more value to the
organization, as they provide complete
supply chain visibility, helps manage
quality, helps to forecast and plan,
efficiency and customer service
efficiency.
Complete supply chain visibility – the inventory system provides the entire operation
with insight and actionable information regarding product flows - as well as the added ability to
drill down into details if needed. We can analyze which products are being used excessively and
during which durations.
Quality management – the nature of durable and non-durable goods is that issues and errors do
occur. Shipments can be delayed, fill rates can lag, packages can be broken. Inventory system
identifies and tracks the various issues that could occur, and through reports and analytics,
provides guidance regarding the factors impacting quality.
Forecasting and planning – inventory management system not only manages "optimal" stock
levels at the store, but can also predict future capacity requirements.
Cost management – any product sitting on the shelf is a liability that picks away at business'
profitability. By managing stock requirements in real-time and increasing inventory turns, the
business can make the most out of existing shelf space to improve margins.
Efficiency and customer service – optimizing inventory processes can reduce the amount of
time to replenish stock, and serve your customers. All of these efficiency improvements are
recognized without sacrificing quality or increasing head count.

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Human Resource Management System
Human Resource Management System (HRMS) is
the integration of Human Resource Management
and Information Technology (IT). HRMS brings
automation to the activities of HR which directly
increases the productivity of HR department
reducing the probability of errors in the
functioning of HR department at the same time.
Leave and Attendance Management
HRMS helps to keep track of the Leave & Attendance of each and every employee which would
require a separate resource for itself.
Payroll Management
Although our Human Resource will expand over the number of years, a well-managed HRMS
shall enable our company to reduce the burden on HR Payment Section, which his usually a
nightmare for the HR Professional.
Let us assume that there is no HRMS software available and the HR has to maintain the relevant
documents of all employees in the organization. There would be no place to step inside the
office as files containing documents would be laying all around the office premises. Keeping
track of employee’s performance would have not been possible without HRMS software. This
way, HRMS software’s streamlines internal HR process.

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Training and Development
In our scope of business, highly motivated and trained staff becomes the core of the business;
HRMS supports training & development of employees wherein HR keeps a track of the learning
of employees through training & development programs. This helps the HR to know whether the
employees have been exposed to appropriate training & development and the level of learning
that has happened in the process.
HRMS software’s help the internal HR process in the following ways:-
 It manages the employee’s personal files online.
 It connects employees with their managers.
 It has provisions for online resignation submission.
 It helps the HR in tracking the status of grievances submitted by employees.
 It has provisions wherein employees can share work related documents across
departments.
 It takes care of recruiting employees through social media and other portals which is a
trend in today’s modern world of technology.
 Selecting candidates from a pool of applications is also made possible with the help of
HRMS software’s.
 The entire gamut of payroll has been automated with the help of HRMS software’s
which also takes care of tax deductions and tax filing.

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Reasons to deploy the MIS systems
To control the creation and growth of records
Despite decades of using various non-paper storage media, the amount of paper in our offices
continues to escalate. An effective records information system addresses both creation control
(limits the generation of records or copies not required to operate the business) and records
retention (a system for destroying useless records or retiring inactive records), thus stabilizing
the growth of records in all formats.
To reduce operating costs
Recordkeeping requires administrative dollars for filing equipment, space in offices, and staffing
to maintain an organized filing system (or to search for lost records when there is no organized
system).
It costs considerably less per linear foot of records to store inactive records in a Data Records
Center versus in the office. [Multiply that by 30% to 50% of the records in an office that doesn't
have a records management program in place], and there is an opportunity to effect some cost
savings in space and equipment, and an opportunity to utilize staff more productively - just by
implementing a records management program.
To improve efficiency and productivity
Time spent searching for missing or misfiled record is non-productive. A good records
management program (e.g. a document system) can help any organization upgrade its
recordkeeping systems so that information retrieval is enhanced, with corresponding
improvements in office efficiency and productivity. A well designed and operated filing system
with an effective index can facilitate retrieval and deliver information to users as quickly as they
need it.
Moreover, a well-managed information system acting as a corporate asset enables organizations
to objectively evaluate their use of information and accurately lay out a roadmap for
improvements that optimize business returns.
To assimilate new records management technologies
A good records management program provides an organization with the capability to assimilate
new technologies and take advantage of their many benefits. Investments in new computer

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systems whether this is financial, business or otherwise, don't solve filing problems unless
current manual recordkeeping or bookkeeping systems are analyzed (and occasionally,
overhauled) before automation is applied.
To ensure regulatory compliance
The only way an organization can be reasonably sure that it is in full compliance with laws and
regulations is by operating a good management information system which takes responsibility
for regulatory compliance, while working closely with the local authorities, audit firms and tax
firms. Failure to comply with laws and regulations could result in severe fines, penalties or other
legal consequences.
To minimize litigation risks
Business organizations implement management information systems and programs in order to
reduce the risks associated with litigation and potential penalties. This can be equally true in
Child Care Centre, where a small mishap can be sued in the court of law. We shall ensure proper
recording of data per child and CCTV coverage to meet the litigation risks.
To safeguard vital information
Every organization, public or private, needs a comprehensive program for protecting its vital
records and information from catastrophe or disaster, because every organization is vulnerable to
loss. Operated as part of a good management information system, vital records programs
preserve the integrity and confidentiality of the most important records and safeguard the vital
information assets according to a "Plan" to protect the records.
To support better management decision making
In today's business environment, the manager that has the relevant data first often wins, either by
making the decision ahead of the competition, or by making a better, more informed decision. A
good management information system can help ensure that managers and executives have the
information they need when they need it.
By implementing an enterprise-wide file organization, including indexing and retrieval
capability, our organization can obtain and assemble pertinent information quickly for current
decisions and future business planning purposes. Likewise, implementing a good ERP system to

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take account of all the business’ processes both financial and operational will have more
advantages than those, operating a manual based system.
To preserve the corporate memory
An organization's files, records and financial data contain its institutional memory, an
irreplaceable asset that is often overlooked. Every business day, you create the records, which
could become background data for future management decisions and planning.
To foster professionalism in running the business
A business office with files, documents and financial data askew, stacked on top of file cabinets
and in boxes everywhere, creates a poor working environment. The perceptions of customers and
the public, and "image" and "morale" of the staff, though hard to quantify in cost-benefit terms,
may be among the best reasons to establish a good management information system.

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Links / Resources Used for the creation of this report
 Google.com
 YouTube
 https://www.linkedin.com/pulse/concept-role-importance-mis-kumar-chetan

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Annexure 1
Main Competitor # 1
Main Competitor # 2