CS Inter :: Management information systems and Corporate comunications : June 2004

Indi-Consumer Products Ltd. is in the business of marketing various consumer products all over India. Its corporate office is located at Delhi. It has divided the whole country into 18 sales regions -each having a regional office, headed by a regional marketing manager. At present, under each regional marketing manager, there are on an average about 80 salesmen. The corporate office has 9 marketing executives headed by a corporate marketing manager.

Recently, the managing director of the company, Shanker held a whole day meeting with various salesmen coming from different regions at a 5-Star hotel in Delhi. For the last few years, the sales were under constant pressure. Though there was no decrease in sales volumes, yet the growth in sales was practically zero. This was a serious matter of concern. Shanker discussed its causes at length with the salesmen and at the end of the meeting, the following observations were made:

(i)	On an average, each salesman was handling about 80 customers, i.e., the dealers to whom the products are sold.
(ii)	Each salesman had to submit a requisition for necessary requirements of the products to be delivered to customers. 1/2004/MISCC For this, he made three copies of the requisition -one for the regional head, second for the corporate office which was to be faxed by him, and third for his own records.
(iii)	At the end of each fortnight, each salesman was required to submit a detailed report about orders received, goods delivered, amount received from dealers, amount outstanding and other related information. He used to prepare the reports and submit them to the regional head and corporate office for necessary action.
(iv)	In case a salesman had to interact with the corporate office, he could do it either through telephone calls or through fax. Similarly, if the corporate office needed some information, it contacted regional heads/salesmen through telephone or fax.
(v)	Each salesman had to make collections and deposit the same in the bank accounts of the company on the same day.
(vi)	Each salesman was working on an average 12 hours a day, 6 days in a week.
(vii)	It appeared that each salesman was practically choked -not only physically but also in paper work.
(viii)	At the top of it, they were not receiving any additional incentives as there was practically no growth in sales; and as a consequence, their morale was very low

At the end of the meeting, Shanker promised that the company would definitely look into the matter and come up with some solutions. Also, in order to boost the morale of the sales force, he announced a special bonus of 10% of basic pay for all salesmen and sales managers.
Shanker came back to his office and discussed the issue with the top executives of the company. Among others, one of the solutions suggested was the use of 'information technology' (IT) to increase the efficiency and to reduce the paper work of the salesmen. Assume that you are assisting the company in its IT solutions, you are required to submit a report to Shanker suggesting the ways how IT can increase the efficiency and reduce the paper work of the salesmen.

"Managers often suffer from information overload". Do you agree ? Support your answer with necessary examples.

Examine the role of computers at the different levels of 'management information system' (MIS) — forecasting, planning, control, modelling systems analysis and data base facility.

"System is a set of two or more elements which are joined together to attain a common objective." Can this point of vie w be applied to MIS ? Explain.

You are in the process of selecting a 'systems analyst' for your concern. In this context, answer the following questions :

Sahay set up his business in 1970 as a small manufacturer of electronic goods. By nineties, his business grew and spread in 10 locations all over India with an employee strength of 5,000. His turnover touches Rs.200 crore annually. Sahay is nostalgic today and is feeling bad about the fact that there was a time when he knew all his 50-60 employees in 1970 by their names, and today he does not even recognise most of those faces. Information is not reaching properly and alongside, even politics and power games have grown. He is really disturbed and wants some immediate solution.
In the light of the case, answer the following questions:

Make a press release about the inauguration of an auditorium named after late Dewang Mehta in the ultra modern complex of a software company.

Prepare a format of a curriculum vitae and a covering letter for sending it while applying for the post of company secretary.

Historically, managers have been encouraged to use rational or left-brain thinking processes. Do you agree and why or why not ? What is the role of right-brain thinking ?

"Speaking is an art." Elaborate it and explain the pre¬requisites needed for effective speaking.