Management information system group report

Many thanks for him toprovide data and information of Mekong Company.. b Types of IS used in organizations Transaction processing system TPS: is an information processing system for busi

HO CHI MINH UNIVERSITY OF TECHNOLOGY

OFFICE FOR INTERNATIONAL STUDY PROGRAMS

Management Information System

GROUP REPORT

Class: CC01

Ho Chi Minh City, November 10 , 2021th

Table of Contents

Acknowledgment 1

Introduction of Mekong Company 2

1 Background 2

2 Mission and vision 2

3 Services and partners 3

4 Organizational structure 4

Management Information system 5

1 Introduction of MIS 5

2 Project Operations 7

3 Evaluation of MIS project 9

4 Problems 10

5 Solution and lesson 15

Conclusion 19

Appendix 20

References 24

This project is the result of the collaboration of several minds over the previous few months.This has been a unique initiative that has come to completion thanks to the efforts of a selectgroup of individuals Many individuals eagerly contributed to this effort, which came together inthe final weeks before the deadline I'd like to express my gratitude to the following individualsfor their ongoing assistance and invaluable advice:

First and foremost, we would like to express our gratitude to Bach Khoa University forproviding us with the chance to develop a project that has allowed us to obtain informationoutside of our studies and will undoubtedly be beneficial in the future

This paper and the research behind it would not have been possible without the exceptionalsupport of our project mentor Prof Tran Quang Trung, as giving us useful knowledge and exactattention to detail which have been an inspiration and kept our work on track for our groupassignment

We take this chance thanks to DIR of Mekong Communication – Mr Nguyen Trung Thanh,who taking his valuable time for our members conduct the interview Many thanks for him toprovide data and information of Mekong Company We tend to additionally manage to gather themaximum amount of helpful information about this

Furthermore, thanks to the efforts and cooperation of all team members who made importantcontributions to ideas for the report, our report has been developed and completed clearly Onceagain, a special word of thanks goes to classmates, instructors and our team who have providedmany valuable comments and suggestions for our team to make the report better

Introduction of Mekong Company

1 Background

Mekong Communications is leading marketing and advertising agency and with the role ofthe main leader under the centralized management model and aiming to become a Strategy -Development - Investment Consulting Group in many fields and industries, contributing toraising the value of Vietnam Mekong One aims to promote its footprint in large-scale projects,especially in the real estate segment

Mekong One has been creating the imprints of a Vietnamese enterprise with the desire toreach integration Throughout the development journey, Mekong One always proactivelyanticipates market changes and challenges, constantly creating breakthroughs to perfect theecosystem of quality and reputable products and services, contributing to elevating solutions forBusinesses, Brands, Partners, Communities and Society

With the long-term goal of development and consolidation of core resources to maximize thecapacity of member companies in the ecosystem, the Board of Directors has converged andunified the identity image member companies in the whole system under the name Mekong One,

in which Mekong Communications Joint Stock Company plays the role of the "nucleus" unit ofthe ecosystem

2 Mission and vision

a) Mission

EMBRACING CHANGESCREATING POSITIVE ENERGY

LEADING TO THE TOPFor partners and customers: Bring optimal value and quality in each product and service; Live

in gratitude, help each other in difficult times, cooperate under the motto of mutual benefit todevelop together

For employees: Bringing a professional working environment with opportunities fordevelopment Everyone loves and cares for each other like members of a big family

For society: Building a corporate image that is responsible for the community and society,imbued with ethnicity and humanity, making positive contributions to the development of thecountry

b) Vission

INTEGRATION PIONEER CREATIVITYELEVATE VIETNAM VALUEBecome a leading enterprise in the field of marketing in Vietnam and develop strongly ininvestment and trading activities of goods and services

3 Services and partners

Mekong Company is Mekong Retail and Distribution Specializing in distributingconstruction materials, especially Nippon paint Exclusive distribution enterprise In Ho ChiMinh City are 13 provinces in the Mekong Delta Mekong is continuously growing andpromoting all of its capabilities to become a high-quality service provider with cost-effectivenessthat reacts effectively in the trend of worldwide integration and competitive environment themajority of client requirements

And to confirm a great transformation, Mekong One also officially signed a strategiccooperation agreement with five (05) partners (Crystal Bay Corporation, Saint-GobainCorporation Vietnam, Taiwan LnData Corporation, Japan Giftee Corporation and EcoparkGroup) corresponding to the development plan in 3 key areas:

Media advertisement:

Accordingly, Mekong One and LnData will launch a new marketing communication solutionthrough Big Data system and artificial intelligence In addition, Mekong One has also

successfully signed a cooperation agreement with Japan's Giftee Group to jointly develop vouchers for B2B and B2C in Vietnam market.

e-Distribution solution:

With experience and strength in digital communication, Mekong One has developed andapplied modern digital transformation and technology solutions to distribution solutions to createcompetitive advantages and gradually assert its position Leading in the field of distribution ofBuilding Materials in Vietnam market, and at the same time affirming its strength by sustainablecooperation with Asia's leading Paint Group Nippon Paint and Group specializing in designconsulting and distribution group materials and solutions to build the world's leading livingspace Saint Gobain

Strategic consulting and real estate project development:

Initially affirming the identity of Mekong One in the field of strategic consulting and realestate project development, Mekong One made its mark by comprehensive cooperation with tworeal estate groups: Ecopark Group and Crystal Bay Group Cooperation is built on the concept

of mutual success, synergy to maximize the core competencies of each party and share long-termbenefits in both economic aspects and product and service quality contributing to the formation

of sustainable values over time through green real estate solutions and high quality tourism realestate products for Vietnam

4 Organizational structure

In the context of a constantly changing world and many new challenges, businesses need tocreate a symbiotic ecosystem of capacity and optimize the expertise of each member, constantlyimprove, create a different competition as well as reduce minimize the risk of self-rejection.After a period of development, Mekong One has built a distinct ecosystem of 12 membercompanies developed with 3 strategic segments: Mekong Communications- Advertising Media,Mekong Retail & Distribution- Distribution Solutions, Mekong Real Property- Strategicconsulting for real estate project development, all working together to push the coaxial force toreach the big sea

Management Information system

1 Introduction of MIS

a) Definition

A management information system (abbreviated as MIS) is a collection of procedures toprovide the management with essential data and information to make an informed decisionand strategize way to improve company’s operation MIS is the use of information technology,people, hardware, software, data, and telecommunications networks to produce informationthat decision makers can use to make routine decisions In addition, the MIS implementation

is also an expensive investment that includes the hardware and software purchases, as well asthe integration with existing systems and training of all employees in company

b) Types of IS used in organizations

Transaction processing system (TPS): is an information processing system for businesstransactions involving the collection, modification and retrieval of all transaction data.Management information system (MIS)

Executive information system (EIS): can be used in different types of organizations tomonitor enterprise performance as well as to identify opportunities and problems.Decision support system (DSS): used to support determinations, judgments, and courses

of action in an organization

Data mining and visualization: is the process of sorting out some large data sets andextracting some data out of them and extracting patterns out of the extracted datawhereas In addition, this is also the process of visualizing or displaying the dataextracted in the form of different graphical or visual formats such as statisticalrepresentations, pie charts, graphical images, etc

Office automation system (OAS): to increase the productivity of clerical workers andknowledge workers and enhance communication in the workplace

Customer relationship management system (CRM): helps companies stay connected tocustomers, and improve profitability

Enterprise resource planning system (ERP): used by companies to manage and integratethe important parts of their businesses

Supply chain management system (SCM): is the management of the flow of goods andservices and includes all processes that transform raw materials into final productsElectronic commerce system: provides e-business solutions to suppliers for managingthe flow of electronic orders from receipt, to the warehouse, and back to the customerc) MIS roles in organizations

MIS plays a very vital role in the organization that creates an impact on the organization’sfunctions, performance, and productivity Firstly, MIS helps the decision-makers who needinformation make effective decisions Secondly, MIS systems facilitate communication insideand outside the organization It is also clear that MIS is a core internal communicationbetween functions, and structural levels in the organization which means MIS helps inimprove the relationship among employees of the whole company through exchanging ofinformation The manager can be kept alert by providing certain information indicating andprobable trends in the different aspects of the business Besides that, MIS is also a coreexternal communication between stakeholders, suppliers, and customers Thirdly, MIS recordsall business transactions of an organization, measures organization development, and growth.These roles help organizations can improve customer service, management, operations,decisions, and create a competitive advantage for an organization

d) Characteristics of MIS

There are many characteristics of MIS that can give a lot of advantages to organizations.The first characteristic is computer science, which requires the employees the knowledge ofdatabases, website development, etc Secondly, operations research requires you to know how

to use information systems and the relationships between business functions to gather data andthen formulate or analyze probabilities to come up with an optimal solution Thirdly,organization theory, especially in decision support systems, needs to know about decisiontheory, how to make effective decisions, and the interplay between various functions.Moreover, behaviour science in marketing research needs to learn about behaviour based ondifferent surveys The fifth characteristic of MIS is management science or theory, whichmeans quantitative methods allow us to generate reports that are very useful for decisionmakers to improve quality management In addition, management accounting is the lastcharacteristic of MIS In particular, in financial accounting reports, it is required to see the

flow of information (including income and outcome flow) through the system in order to helpmanagers know about the current situation in the company.

2 Project Operations

a) Purposes

For Mekong One in general, the application of MIS helps control not only financial risksbut also quality risks Besides, this system can also stabilize the personnel and control all theresources of the company

As for Mekong leaders, MIS will help them focus on strategic planning and easily trackand measure the implementation of strategies and goals From there leaders can have enoughdata quickly and accurately to make decisions

In addition, the application of MIS will also help the company's employees have a fullprocess to perform well, reduce errors and increase productivity The work route will alsobecome clearer, thereby creating a better working environment as well as giving employeesmore motivation to complete the work

b) Details of activities

1) Input of Data Resource

Data about business deals and other events must be captured and prepared for processing

by the input exertion Input generally takes the form of data entry conditioning similar asrecording and editing End uses generally record data about deals on some type of physicalmedium similar as paper form, or enter it directly into a computer system This generallyincludes a variety of editing conditioning to insure that they've recorded data rightly Formerlyentered, data may be transferred onto a machine-readable medium similar as a glamorousfragment until demanded for processing

For illustration, data about deals deals can be recorded on source documents similar aspaper deals order forms (A source document is the original formal record of a sale).Alternatively, salesman can capture deals data using computer keyboards or optic scanningbias; they're visually urged to enter data rightly by videotape displays This provides themwith a more accessible and effective stoner interface, that is, styles of end stoner input and

affair with a computer system Styles similar as optic scanning and displays of menus,prompts, and fill-in-the- blanks formats make it easier for end druggies to enter data rightlyinto an information system

2) Processing of Data into Information

Data is generally subordinated to processing conditioning similar as calculating,comparing, sorting, classifying, and recapitulating These conditioning organize, dissect andmanipulate data, therefore converting them into information for end druggies The quality ofany data stored in an information system must also be maintained by a continual process ofcorrecting and streamlining conditioning

For illustration, data entered about a purchase can be

Added to a running aggregate of deals results

Compared to a standard to determine eligibility for a deal reduction

Sorted in numerical order grounded on product identification figures

Classified into product orders (similar as food and nonfood particulars)

Epitomized to give a deals director with information about colorful product orders, andeventually

Used to modernize deals records

3) Affair of information products

Information in colorful forms is transmitted to end- druggies and made available to them

in the affair exertion The thing of information systems is the product of applicableinformation products for end druggies Common information products dispatches, reports,forms, and graphic images, which may be handed by videotape displays, audio responses,paper products, and multimedia For illustration, a deals director may view a videotape display

to check on the performance of a salesman, accept a computer- produced voicecommunication by telephone, and admit a printout of yearly deals results

4) Storage of Data Resource

Storage is a introductory system element of information systems Storage is theinformation system exertion in which data and information are retained in an systematized

manner for after use For illustration, just as written textbook material is organized into words,rulings, paragraphs, and documents, stored data is generally organized into fields, records,lines, and database This facilitates its after use in processing or its reclamation as affair whendemanded by druggies of a system.

5) Control of System Performance

An important information system exertion is the control of its performance Aninformation system should produce feedback about its input, processing, affair, and the system

is meeting established performance norms Also applicable system conditioning must beacclimated so that proper information products are produced for end druggies

For illustration, a director may discover that subtotals of deals quantities in a deals reportdon't add up to total deals This might mean that data entry or processing procedures need to

be corrected Also changes would have to be made to insure that all deals deals would be dulycaptured and reused by a deals information system

3 Evaluation of MIS project

a) Positive aspects

Managing the information system of the company is better and faster by rememberingorder schedules, customer information, order information, and other types ofinformation related to customer ordering and receiving

Eliminate errors in the customer's order process, and receive the company's order When

a customer places an order, all departments are responsible for handling the ordersplaced, from the Sales department to Accounting, Inventory Control, Debit or Deliverydepartment It is also clear that all of the related departments will know the orderinformation to prepare and resolve the order to satisfy customers’ needs

Customers also get a lot of advantages through receiving customer service which isextremely quickly and well For example, the customer will receive a successful orderconfirmation message and thank you immediately when the customer places an orderand pays for this order In addition, customers' transactions with the company will earnpoints to exchange for promotions or discounts for the next time they order As a result,customers will feel satisfied with the company's customer service, thereby encouragingcustomers to re-order for the next time

b) Negative aspects

From a company perspective, it is very difficult for employees to immediately keep upwith the new technologies, or effective use of the company's new information system Itleads to inefficient use of systems and technologies, which do not meet the requirements

of the company, high costs to hire workers with technology and technical qualifications

to do the job, and ensure the operation, or development of the company

From a customer perspective, customers are already familiar with ordering over thephone, so it is a bit difficult for customers to get used to the new ordering mean Thistakes a lot of time of the company to come up with many solutions to increase thenumber of customers using the company's system

The huge problem for data security can lead to a lot of serious results regardless of size orindustry Data leakage can result in declining revenue to a tarnished reputation or massivefinancial penalties to crippling lawsuits Therefore, any organization wants to protect itselffrom data leakage

In order to avoid unauthorized information disclosure, we should identify the causes of thisproblem There are three main sources of threats in managing information systems:

1 Human error and mistakes

2 Malicious human activities

3 Natural events and disasters

For Mekong One Company, the primary causes of data disclosure are human mistakes andmalicious human activities Because his company is in Ho Chi Minh City, which is notsuffered significantly from disasters, the third threat (natural events) is not a challenge When it comes to those threats, there are three types of data leakage:

Accidental breach

It is a fact that the majority of data leakage incidents are accidental For instance, a workermay unintentionally send an email or contract letter containing secret documents to the wrongrecipient

Disgruntled or intentioned employee

Although employees have already signed an employment contract that shows trust betweenemployer and employee, there is nothing to stop them from later communicating confidentialinformation to external people if it exists internal conflicts or a hefty payout bycybercriminals

Electronic Communications with Malicious Intent

It ranges from concerted attacks by individuals who hack for personal gain or malice (blackhats), organized crime, political activists, or national governments

Nowadays, many organizations allow their employees access to the internet, email, andinstant messaging as part of their role The problem is that all of these mediums are capable offile transfer or accessing external sources over the internet Malware is often used to targetthese mediums and with a high success rate A typical example is that a cybercriminal couldquite easily spoof a legitimate business email account and request sending sensitiveinformation

The phishing attack is another cyber attack method with a high data leakage success rate

By simply clicking on a link and visiting a web page that contains malicious code, peoplecould allow an attacker to access a computer or network to retrieve the information