A management information system (MIS) is a system that provides information needed to manage organizations effectively.

Management information systems involve three primary resources: technology, information, and people. It's important to recognize that while all three resources are key components when studying management information systems ... the most important resource is people. Management information systems are regarded to be a subset of the overall internal controls procedures in a business, which cover the application of people, documents, technologies, and procedures used by management accountants to solve business problems such as costing a product, service or a business-wide strategy. Management information systems are distinct from regular information systems in that they are used to analyze other information systems applied in operational activities in the organization. Academically, the term is commonly used to refer to the group of information management methods tied to the automation or support of human decision making, e.g. Decision Support Systems, Expert systems, and Executive information systems. There are many types of information management systems in the market that provide a wide range of benefits for companies. Strategic information management system, customer relation management systems and enterprise resource planning systems are some of them. The following are some of the benefits that can be attained for different types of information management systems. Advantages of information management systems (1) The company is able to highlight their strength and weaknesses due to the presence of revenue reports, employee performance records etc. The identification of these aspects can help the company to improve their business processes and operations. (2) 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. (3) Information is considered to be an important asset for any company in the modern competitive world. The consumer buying trends and behaviors can be predicted by the analysis of sales and revenue reports from each operating region of the company.

Introduction to M.S Access

Microsoft Access is a database software package. A database is an organized collection of records. Telephone and address books are examples of paper databases. With Access, you can create a computerized database. For example, you can use Access to organize the students who attend a school, the courses they take, and the instructors who teach them. After you create an Access database, you can search it, manipulate it, and extract information from it. This lesson introduces you to Access windows and teaches you how to create a database. Microsoft access for windows is a database management system, or DBMS, which helps us, manage data stored in a computer database. A database is a collection of data stored in different objects such as tables, queries, forms etc. Microsoft Access is a DBMS package from Microsoft. It is one of the products in the Microsoft Office suite. This package is extensively used for building database applications. There is also plethora of new features designed to help us use the internet and develop World Wide Web applications. Microsoft Office Access, previously known as Microsoft Access, is a pseudo relational database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software development tools. It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately. The current versions are Microsoft Office Access 2007 for Windows. In late 2009, Microsoft released the beta version of Microsoft Access 2010. Access stores data in its own format based on the Access Jet Database Engine. It can also import or link directly to data stored in other Access databases, Excel, SharePoint lists, text, XML, Outlook, HTML, dBase, Paradox, Lotus 1-2-3, or any ODBC-compliant data container, including Microsoft SQL Server, Oracle.

Access is a relational database development tool.

First access is a relational database development tool. Databases enables you to collect any type of information for storage, searching and retrieval access excels at being able to collect information through the use of either a database view or a custom from. Secondly, access provides data storages; it gives you choice for your data bases physical storages Using desktop database file, you can place the database file on a network file server and share the database with others users on your network. Access is used in this enviorment.it has certain advantages over client server databases. First and foremost it is to administer.

Applications of tables in M.S.Access

The tables are the most obvious component of any database in table objects.it has the following types of applications: (1) Tables is used to store the actual data.this is the place where actual data is kept. (2) Tables are the collections of records that can be divided into fields.each fields hold a single piece of information about the records in which it residues. (3) Tables are the building blocks of any database. tables serves as a repository where information such as names ,address,product cost,and others is actually is stored. (4) It serves as a building blocks for another componenets of the access. Forms reportsand queries can be formed only you have a data in tables.

Creation of table in access

There are three ways to create a table: (1) Create table in design view (2) Create table by using wizard (3) Create table by entering data

Tables

Queries

Forms Reports

Objects In Access, data is stored in tables. A table is a set of columns and rows, with each column referred to as a field. Each value in a field represents a single type of data. Each row of a table is referred to as a record. You use queries to retrieve specific data from your database and to answer questions about your data. For example, you can use a query to find the names of the employees in your database who live in a particular state. Forms give you the ability to choose the format and arrangement of fields. You can use a form to enter, edit, and display data. Reports organize or summarize your data so you can print it or view it onscreen. You often use reports when you want to analyze your data or present your data to others.

(1). CREATING TABLE USING THE DATABASE DESIGN VIEW:

Select on the table option from the list of database objects. Then, select new from the database window toolbar. The new table dialogue box opens. Select design view and click OK. Move the cursor to the first row of the field name column and type the field name as e.g., employee ID. Press the right arrow key or tab key to move to the next column (data type). Click on the drop-down arrow in the data type field and, from the list, click the desired data type. Press the right arrow or tab key to move to the next column i.e., description. Type a short description of the field in the column, which will act as a guideline for the database designer. E.g., description for field name reporting to can be like Name of immediate supervisor. When we have finished entering data in all the cells, we press enter to move to the next row. We can create as many fields as required in this manner. Suppose we want to make any one field a special field that will have a unique value and no duplicate entries. We will make this field a primary key in the table. For this we select the row that contains the details of the field. Click on the primary key button from the designer toolbar. 5

Click on the file menu on the main access window and select the save option. The save as dialogue box will appear. Type a table name and click ok. Now records can be added.

(2). CREATING A DATABASE WITH THE DATABASE WIZARD:

The wizard lets you choose from one of the built-in templates, and customize it to some extent. Then it creates a set of tables, queries, forms, and reports, and also a switchboard for the database. The tables do not have any data in them. Use this method if one of the built-in templates closely match your requirements. A database can be created using a database wizard by selecting database wizard in the startup dialogue box and clicking the OK button. If we are in the main Microsoft access window, choose file new database from the menu bar and click on the databases tab in the new dialogue box. Select one of the different icons, each representing databases of various types. Type a name for the database in the file name text box and save it in the directory in which the database is required to be saved. On completion of the previous step, an empty database window will appear followed by the database wizard dialogue box. Read the description of the new database in the first database wizard dialogue box and then click next to open second database wizard dialogue box. Select the style for the screen displays. Click the display style in the list and examine the preview of the style that appears. After selecting the style, click on it, and then click the next option. Click next to continue. Then, at the finish screen, click finish to open the new database. This step will create the database and all its associated objects for the user.

When the database is done, a window appears on the screen. This window is called as main switchboard window and it appears on the screen whenever the user opens a database that has been created through database wizard.

10

(3) Creating table using entering data:

A database can be created using a database entering new data by selecting database entering new data in the startup dialogue box and clicking the OK button. If we are in the main Microsoft access window, choose file new database from the menu bar and click on the databases tab and click new database.

Now of the three database types select entering database and click open. Move the cursor to the first row of the field name column and type the field name as e.g., employee ID. Press the right arrow key or tab key to move to the next column. And so on, write as many titles as you want. Then save it as, whatever name one wants to give to it. Can set a primary key. Then a dialogue box appears with name given to the table and can fill entries in it.

11

CREATING MICROSOFT ACCESS QUERIES

You can use a query to view a subset of your data or to answer questions about your data. For example, if you want to view a list of student names and email addresses, but you do not want to see addresses and other data, you can create a query that displays the students first name, last name, and email address only. Alternatively, if you want to know which students live in DE, you can restrict your list to those students. This lesson teaches you how to create a query. The different methods used to create a query are as listed below: 1. Simple query wizard. 2. Crosstab query wizard. 3. Find duplicates query wizard. 4. Find unmatched query wizard.

OPEN TABLES OR QUERIES IN QUERY DESIGN VIEW

Open the created data base. Click queries on the data base window object. Click the new button, select design view, and then click ok. The query open in design view and the show table dialogue box appears. Select the necessary tables from the dialogue box and click the add button. For this examples, select stud_details and mark_details tables. Click the close button to close the show table dialogue box. To add fields to the query in design view, drag the field name from the field list down to the design grid. The user can choose to sort the query either in ascending or descending order by selecting the sort row of the design grid. Then the user can set the criteria for the query or can set his own criteria for the query he/she is creating. To see the output in the data sheet view, click run from the query menu. After seeing the output. The user can save the query by clicking the save icon on the query design toolbar or closing the select query dialogue box in design view or in data sheet view. A dialogue box prompts the user to save the query or not. Click yes to save the query. A dialogue box again prompts the user to ask for a name for the query, which he/she created. Enter a name in the query name field of the save as query dialogue box.

Display All Records and All Fields: In Query Design view, each table has an option
that allows you to display all of the fields and all of the records in a table. This option appears on the field line on the drop-down menu as the table name followed by a period and an asterisk (tablename.*).

12

1. Open a table or query in Query Design view. 2. Click the down-arrow in the first field on the Field row and then select the tablename.* option. The table name appears on the table line.

13

3. Click the Run button. Access retrieves all of the fields and records for the table and displays them in Datasheet view.

Retrieve a Single Column

14

You can use an Access query to retrieve a single column of data. Instead of choosing the tablename.* option on the Field line in Query Design view, choose the name of the field you want to retrieve 1. Open a table or query in Query Design view. 2. Choose the field name you want to display in the field line. Click the Run button. Access retrieves the column you chose

Retrieve Specific Records

In the examples so far, you have been retrieving all of the records (rows) in your table. You can, however, specify which records you wish to retrieve. For example, you can retrieve only those students who live in bathinda, only the student whose student number is 17, or only those students whose birth date is 7/09/89. You use logical operators such as = (equal), <> (not equal), > (greater than), or < (less than) to restrict the records you retrieve. For example, if you only want to display students who live in DE, enter = "bathinda" in the State column on the Criteria line. Access will only retrieve records where the value in the State column is equal to bathinda. Selection criteria are not case-sensitive, so Access will retrieve records where the entry is bathinda. 1. 2. 3. 4. 5. 6. 7. Open a table or query in Query Design view. Choose the field names you want to retrieve in the order you want to retrieve them. Choose the field names you want to sort by in the order you want to sort. Under the fields you want to sort by, choose Ascending or Descending. Deselect the Show button for columns you do not want to display. Enter your selection criteria on the Criteria line. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you specified.

15

16

17

Forms
Application of forms Forms has a variety of applications.it includes the following: (1) Forms can be used in variety of ways, the most common ways is data entry and for display (2) Data entry forms are used to helps the user to enter the data quickly,accurately and easily. (3) Forms dispay data in a more structured than normal way than anormal table does. (4) Display forms are used for selective display of information from a table. (5) Forms can used as enter edit and search the data. (6) Forms provide an easy way to enter, change and delete records. (7) Forms enables you toveiw all or just a few records at once while also viewing all the fields (8) Forms can also be used to display pictures(in the background of form,for example)or for graphs or other graphical information. (9) Forms give much more flexibility.forms provided data validation and the capability toad calculated fields.

To create form
The forms can be created in two ways (1) Create forms in design view (2) Create forms by using wizard

To create forms in design view

Step (1) to create a form first of all select the table upon which you want to base the form .so select the table 1 from the data base window. Because the employee form is based

18

on the employee table, so select the employee table from the dialog box drop list. Select table 1 in this case and click O.K to create the form1.

Step 2 After that drag the item to the database window named as form1 from table 1as shown in figure. Step3 After dragging the items save it and in database window double click on form 1and find you find the database of employees in the form.

19

To create the report

Report can be create by using design view , wizard, auto report:colomunar,auto report chart, chart wizard, line wizard.

Steps to create the report

Step1 For this first click report, and then the method by which you want to create a report Step2 select table from the dialog box and then o.k. the following kind of figure will appear on the screen

20

Step3 drag the figure from table 1 to report 1 save it and see the reports which is shown as

21

The report can be created by using the wizard which appears as:
22

TO FIT PRIMARY KEY

Definition: The primary key of a relational table uniquely identifies each record in the table. It can either be a normal attribute that is guaranteed to be unique (such as Social Security Number in a table with no more than one record per person) or it can be generated by the DBMS (such as a globally unique identifier, or GUID, in Microsoft SQL Server). Primary keys may consist of a single attribute or multiple attributes in combination.

23

Examples: Imagine we have a STUDENTS table that contains a record for each student at a university. The student's unique student ID number would be a good choice for a primary key in the STUDENTS table. The student's first and last name would not be a good choice, as there is always the chance that more than one student might have the same name. Steps to create primary key Step1 make two tables one of which consist of name and address and the other name name and age as: table3 having name and age

Step2 goes to toolsin menu bar and click on relationship .the fig. of the following kind will be shown on screen. First add the table with primary key and then add the other table

24

25

26