A Report On

Management Information System

Of

By Fatima Vora Roll no -58 MBA I , DIV A

1) INTRODUCTION
1.1 Management information system (MIS)
A management information system (MIS) provides information which is needed to manage organizations efficiently and effectively. Management information systems involve three primary resources: people, technology, and information. Management information systems are distinct from other information systems in that they are used to analyze operational activities in the organization. Initially in businesses and other organizations, internal reporting was produced 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. Data was organized manually according to the requirements and necessity of the organization. As computational technology developed, information began to be distinguished from data and systems were developed to produce and organize abstractions, summaries, relationships and generalizations based on the data. Early business computers were used for simple operations such as tracking sales or payroll data, with little detail or structure. Over time, these computer applications became more complex, hardware storage capacities grew, and technologies improved for connecting previously isolated applications. As more and more data was stored and linked, managers sought greater detail as well as greater abstraction with the aim of creating entire management reports from the raw, stored data. The term "MIS" arose to describe such applications providing managers with information about sales, inventories, and other data that would help in managing the enterprise. 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, enterprise resource planning (ERP), enterprise performance management (EPM), supply chain management (SCM), customer relationship management (CRM),project management and database retrieval applications. The successful MIS supports a business's long range plans, providing reports based upon performance analysis in areas critical to those plans, with feedback loops that allow for titivation of every aspect of the enterprise, including recruitment and training regimens. MIS not only indicate how things are going, but why and where performance is failing to meet the plan. These reports include near-realtime performance of cost centers and projects with detail sufficient for individual accountability.

1.11 Types
Most management information systems specialize in particular commercial and industrial sectors, aspects of the enterprise, or management substructure. Management information systems (MIS), per se, produce fixed, regularly scheduled reports based on data extracted and summarized from the firms underlying transaction processing systems[4] to middle and operational level managers to identify and inform structured and semi-structured decision problems. Decision support systems (DSS) are computer program applications used by middle management to compile information from a wide range of sources to support problem solving and decision making.

Executive information systems (EIS) is a reporting tool that provides quick access to summarized reports coming from all company levels and departments such as accounting, human resources and operations. Marketing information systems are MIS designed specifically for managing the marketing aspects of the business. Office automation systems (OAS) support communication and productivity in the enterprise by automating work flow and eliminating bottlenecks. OAS may be implemented at any and all levels of management.

1.12 Advantages
The following are some of the benefits that can be attained for different types of management information systems. Companies are able to highlight their strengths and weaknesses due to the presence of revenue reports, employees' performance record etc. The identification of these aspects can help the company improve their business processes and operations. Giving an overall picture of the company and acting as a communication and planning tool. The availability of the customer data and feedback can help the company to align their business processes according to the needs of the customers. The effective management of customer data can help the company to perform direct marketing and promotion activities. Information is considered to be an important asset for any company in the modern competitive world. The consumer buying trends and behaviours can be predicted by the analysis of sales and revenue reports from each operating region of the company.

1.2 Ginger Hotel

Ginger hotel is a hotel by Roots Corporation Limited (RCL),which is a subsidiary of The Indian Hotels Company Limited (IHCL). ). Incorporated on December 24, 2003, RCL operates the first-of-its-kind category of Smart Basics hotel chain across the country. The Ginger Hotels are built around a unique concept that provides facilities to meet the key needs of today's traveller, at surprisingly affordable rates. They have created a new category in the domestic hospitality landscape, while giving a major fillip to Indian tourism and other ancillary industries. The primary objective behind the launch of these hotels is to provide a superior product offering and consistent experience to travellers, beyond the present offerings in the industry.

2 TRADITIONAL APPROACHES IN HOTELS

Before MIS system was used the handwritten forms such as Reservation index cards were used. Density board blocked reserved rooms. Registration cardsmultiple copies were maintained to check occupancy. Time stamp was used to keep a tab of check in and check out time. Room rack was used to check housekeeping status of each room Vouchers received from point-of-sale areas kept a tab of sales. Charges were handwritten to folios Adding machine tape was attached at check-out Night audit cross-checked folio charges to vouchers and verified settlement. Traditional approach was used for accounting. The information was circulated, by showing account details, from lower level to higher level. Separate account books need to be maintained for different departments in the hotel.

3 MIS IN GINGER HOTEL

Sim Software makes this smart holtelTM really smart.Sim software was developed by TCS for ginger . This software performs the following task.

3.1 Executive tasks

As a hotel executive, needs to be on top of every aspect of business, including reservations, front office, engineering, accounting, sales and marketing, housekeeping, workforce management (WFM), and conference management. SIM software includes a hotel management system (HMS), central reservation systems (CRS), financial management system (FMS), customer relationship management (CRM) solution, and performance management (PM) solution. Which helps the Executives to keep a tab on all the functions.

Fig 1: A pictorial representation of executive function.

3.2 Front desk

Front desk is the first interaction that the customer has with the hotel .MIS system on the front dest help in New Reservations (Deposit Info) Confirmations Reservation maintenance Room Assignments

Change in Stay Check out and check in Maintenance of guest history database Folios in house/ reservations/ Cancelled/ No-shows Cashiering controls Keep a record of room status (Vacant and ready, Out-of-order,Lock-out, Due Check-out, Late check-out etc) out,

Fig 2:A screen shot of front desk

3.3 Reservations
Using this software most valuable hotel guests and their buying patterns are observed. Best rate of the day are found by using the data about the total vacancy in the hotel. Reservations across different branches of this hotel situated in Goa , Mumbai ect can be made from any of its branches.

3.4 Food and beverage

MIS here helps to eliminates errors between servers and kitchen staff with a touch-screen, user-centric approach. It identifies the most popular menu items. Handles stock control requirements for hotel restaurant. It also helps to send the bill for room service directly for billing to cashier. This system helps to get servers up and running quickly and reliably there by boosts service, productivity, and profits

. Fig 3: Example of how MIS is used in restaurant

3.5 Conferences
Conferences, banquets, and other events can generate revenue directly and indirectlynot only from the events themselves, but also from in-house hotel services such as room sales, restaurant bookings, and leisure facilities. Sim software integrates conference room and equipment rentals with room bookings and catering services. It also sends emails to stakeholders whenever bookings are created or changed, respond quickly to queries.

3.6 Accounting
Since the hotel is at multiple locations across the country all financial results are stored in one place, so that it can be analyzed quickly with refined sales strategies and cost-cutting .It also helps to streamline back-office processes.It also processes the bills from different facilities availed by the customer into a single bill that can be given at the time of check out.

3.7 Engineering
Hotel engineering departments protect the integrity of building and owner assetsand ensure guest safetyby consistently ensuring everything is in working order. By improving asset performance, not only reduces costs and boost efficiency, but also enhance capacity for top-line growth and keep guests satisfied.MIS helps to Proactively maintain assets, manage incidents , and implement new green initiatives.

3.8 Housekeeping
Hotel housekeepers scheduling, tracking, and reporting is managed with the help of this software. It also maintains a record of inventory. The clothes given by customer for laundry and also the bedding, curtains, uniforms etc send by the hotel to the laundry are recorded by this system.

3.9 Back office Interface

General ledger accounting software keeps a record of accounts receivables and accounts payables Human resources software maintains payroll accounting, personnel recordkeeping and labor scheduling Financial reporting software maintains chart of accounts, balance sheets, income sheets ,and transaction analysis Inventory control software is used to keep a record of stock levels, purchase order system, and stock rotation scheduling.

Fig 4: Example of account of employee