Mr C Johnston ICT Teacher www.computechedu.co.uk BTEC IT Unit 03 - Lesson 08 Management Information Reports Mr C Johnston ICT Teacher www.computechedu.co.uk

Session Objectives Select and use information to help make a business decision Use tools to produce management information

Who purchases which type of lunch? Middle class, mainly woman??, 25+, got money so can afford expensive gourmet food, white collar / professionals, health conscious Thoughts 2015 Poor people, young people, unskilled / blue collar / manual workers, those on benefits, not very health conscious, lower classes Thoughts 2015 Age Band Occupation Socio-Economic Group Level of Education Gender Health Consciousness Geographic Location Receipt of Benefits Class Ethnicity Population Density of Location Criminal Record These factors make up the demographic profile

Batch ‘o’ Batch Expansion Plan Batch ‘o’ Batch are thinking of expanding their business and are considering opening a new shop which sells Healthy Gourmet Sandwiches and Salads for the luncheon market They need help in finding a suitable location and require you to produce a management information report which identifies suitable target locations for the shop

Gathering Information Process Analyse Information Process

Task… Thinking about “who eats which type of lunch” write down a demographic profile for the ideal area where the shop should locate Use the title “New Shop Demographic Profile” An expanded bullet point list OR spider diagram / mind map could be suitable evidence

Research Visit http://www.nomisweb.co.uk or another suitable statistics website and use it to find possible locations for the new batch ‘o’ batch shop Take into consideration the demographic profile you have written down Take screenshots and explain the process used to find the information Provide a clear explanation of why the information found is going to be used You should explain how you decided what data you needed to develop the required management information and how you checked it for accuracy.

Accuracy Checks Characteristics of Good Information [P2] Methods you should use to ensure data is accurate: Valid Timely Fit-for-purpose, Sufficiently accurate, Having the right level of detail From a source in which you have confidence Reliable Accessible Relevant Cost-effective Understandable

Activity: Codes if Practice P6 – select information to support a business decision-making process Activity: Codes if Practice Ensure that your select information that is substantial enough so you can create your reports For P6, learners should explain how they decided what data they would require to develop the required management information and how they checked it for accuracy The gathering and analysing information in the unit content must be used therefore explanatory notes MUST reference: Gather information: define the requirement; establish sources of information; define other factors to be considered e.g. constraints; select information Analyse information: quality e.g. validity, accuracy, currency, relevance; identify alternatives D2 – justify the information selected to support a business decision-making process Activity: Codes if Practice For D2, learners will need to justify the decisions made in P6 To justify the information selected you could explain what information you rejected with reasons.

What type of reports do batch ‘0’ batch need? Management Reports Once you have found some potential locations for Batch ‘o’ Batch’s new shop you need to use IT tools to compile the statistics into a management report A management report will summarise the information found into a format so that decisions can be made IT tools to make the reports include: databases, spreadsheets, artificial intelligence and expert systems, predictive modelling, internet, data mining systems Types of management report include: Summary reports - aggregate data Trend reports - allow managers to compare the performance of things Exception reports - aggregate unusual conditions and data On-demand reports - provide specific information as and when needed What type of reports do batch ‘0’ batch need?

Key Features of MIS Reports? MOST IMPORTANT: A sensible mix of graphs / chart, aggregated statistics and summarising text

What Makes A Good Management Report? Good MIS Reports Have: An appropriate titled A sensible, logical, un-cramped layout (white space is a friend), making their relevance clear A font face and size which is professional and readable Data tables which are distinguishable (use of borders and shading) Column / row headers which are distinguishable (shading, embolden) Data rows which are distinguishable (shading) Data correctly aligned in tables (Th | H | T | U | . | dp1 | dp2) An appropriate number of decimal places are used when displaying numerical data Graphs / charts appropriate for the type for data being displayed (discrete / continuous) Graphs / charts with a clear title, axis labels, appropriate scale, legend (if needed), fitting colour Other graphics which may be included are relevant

Spreadsheet Tools Spreadsheets provide an good way of generating a management report They not only allow data to be neatly presented but have functions and formulae which allow us to summarise data Useful Functions and Formulae Useful Presentation Aides Forecast Max Min Mode Subtotal Borders and shading Filters Pivot tables Graphs and charts Number types, format, alignment and decimal places

Activity: Codes if Practice P7 – Use IT Tools To Produce Management Information Activity: Codes if Practice Management reports will provide the evidence for P7. The reports should be appropriately titled and well laid out, making their relevance clear. You need to use more than one tool ensure you document all of the tools used. M3 – Generate Valid, Accurate and Useful Information Activity: Codes if Practice For M3, the reports should be valid, accurate and relevant, i.e. show useful information that is, importantly, fit for purpose. As well as your management information report(s) include a write up with comments on how you ensured the information gathered is valid, accurate and relevant, useful and fit for purpose. This may have been partly covered during P6.