Proposed Management Information System Solution for HDCH Dental Care

This report presents a comprehensive analysis and proposed solution for a Management Information System (MIS) designed for HDCH, a dental services company. The report outlines the transition from a manual to a digital, internet-based system to improve efficiency and customer service. It details the project's purpose, objectives (including time reduction, centralized data storage, and enhanced security), and the methodologies employed, such as the System Development Life Cycle (SDLC) and various data collection methods like questionnaires, interviews, and direct observation. The proposed system is an online platform accessible to customers and employees, with three user types: customers, admins, and employees, each with defined roles. The report specifies hardware and data requirements, emphasizing secure data storage and backup. The software will be developed using Java, offering secure online access via web browsers. The conclusion highlights the benefits of the proposed system in minimizing costs and improving service delivery.

Running Head: MANAGEMENT INFORMATION SYSTEM 1
HDCH Management information system
Affiliate Institution
Professor
Student

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Introduction
HDCH is a rapidly growing company offering dental services to its customers. This
report entails the proposed solution in IT that will assist HDCH in discharging its function to its
customers. The board of management from the HDCH has decided to come up with a new
system in which the customers can accessed HDCH services through online. This means that all
users can access the services by using the internet. (Glover, Sarma & Overbye, 2017)
HDCH will want to migrate from the manual system to the modern system. This is
because they have considered the old system to be tiring and time consuming. By embracing the
new system, HDCH will have limited time to be wasted and will ensure that the delivery of
services to the clients will be faster than before. The customers can use the proposed digital
solution to access the Hasting Dental Care House information system anywhere to create
bookings and make payments on the same.
The current system being used implies the use of Microsoft office programs which are
too manual to use. Entering data into the excel sheets and word processors can be time
consuming, inaccurate and not reliable to be used. The proposed solution will be internet based
system and will use internet to transmit its data to the centralized database management system.
The users will have to be registered and assigned roles in which they can play within the system.
(Roth, Dennis & Wixom, 2013)
The Purpose of the Project
The main reason why this project was developed is to ensure that the company is fully
digitized to provide secure ways in which the data are stored in the Management information
system.

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The main objectives
There are quite a number of specific objectives why the company decided to implement the
proposed solution. The objectives include the following;
1. To reduce the wastage of time entering data into excel and word processors.
2. To make sure that the data stored can be accessed in a centralized database management
system
3. To ensure that there is no duplicate data being kept and make sure that the way in which
the data are being retrieved can be faster and easy.
4. To provide a secure inventory tracking system and employee management system
5. To provide an environment where it can be integrated together with other management
software in which the company can be marketed.
Methodology used to carry out the research
This report describes the various methods which will be used to carry out the data collection
processes. Quantitative research design methodology was used to derive data for this project.
The system development process follows the SDLC methodology. The methods of data
collections include the following; ("What is agile methodology? Modern software
development ...", n.d.)
1. Questionnaires: these can be open ended questionnaires or close ended questionnaires.
The project team will design specific questions which will be used in the data collection
process and the data collected will be kept safe for analysis. The data collected will be
very meaningful to the project and will help the system planners to attain their goals

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2. Interviews: interviews to person who have interacted with a similar system before will be
contacted and the data are recorded such that the data will be kept safe from
modifications so that they can be analyzed to produce the best results.
3. Direct observation: those who are taking part in the implementation process of the
proposed solution can directly observe the current situation of the company and compare
it with the most developed companies. They will study the system through their own
observation on the benchmark and carry the same idea for implementation ("Software
Development Versus Software Engineering", n.d.)
System Development Life Cycle
Developing this proposed system implies a series of steps to be followed in order for its
successful completion. There are seven phases in the system development life cycle; ("What is
Software Development? - Definition from Techopedia", n.d.)
1. Planning phase: in this phase the idea is placed on the table after the problem has been
identified. In this phase, the main thing is to find out the scope of the project and proceed
in finding the relevant solutions to the problem
2. System analysis and requirements: HDCH will have to collect all the primary
requirements for the implementation of the new system. The requirements are collected
and the data generated are the analyzed together to produce the best results that can be
used in making great decision in the implementation of the proposed solution.
3. System Design: after the data collection and analysis process have been achieved the
researchers will now focused on the design flow layout of the new system. This implies
how the information are going to flow within the system. This means that the roles of

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each department and users will have to be fully discussed in this stage of project
development.
4. System development: in this stage the system design have been completed and what has
remained is carrying out the main thing that is the coding of the proposed system to meet
the requirements as expected. The programmer will carry out coding while performing
unit testing at this stage.
5. Integration and Testing: the system will then get integrated to the existing system and
the already available data will be extracted to combat with the new system. The data
entered into the system will be stored in a single centralized database management
system which its backup storage is a cloud-based.
6. Implementation: the complete system that has been developed now will be deployed for
use by different system users including the employees, customers and the board of
management.
7. Operations and maintenance: this is the process in which the system can be kept
updated so that it can fit the working environment according to its expectation and
functionalities. Also, this will help in ensuring that the system is made available
throughout.
System Development Life Cycle Diagram

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Results and Discussion
Information Management System
The proposed solution is an online Management information system in which the
customers and the company employees are managed altogether. The system will be access
through the use of the internet. Users can access the system through the internet anywhere they
are in the world. The users can be registered as customers and their information are stored in a
centralized location in the HDCH database located at the Headquarters. All the data stored can be
accessed through the central server. The data is backed over a cloud based backup storage. The
server used for backing up the data is dedicated and secure.
System Users
There are three types of users in this system. They include the following;
1. Customers: Customers are the main users in the system. First time users will have to
register themselves within the system so that their data can be stored on the HDCH
database management system. Return users will be prompt to login to the system with
their registered email and the password they provide during the registration process. The

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customers will be able to access all the services offered by HDCH. They can book for a
service, update their status and generate support tickets from the admin. During the
registration, customers are prompt to provide the following data; Name, ID No, address,
date of birth and Location. (Glover, Sarma, & Overbye, 2017).
2. Admin: the main work of the admin is to update database by both deleting fake users and
adding more features to the system. These people are the owners of the software and are
the ones developing system policies and standards to be followed. Update the customer
database and the employee database.
3. Employees: employees are the people who are given different roles within the system.
Each employee has its own job description. So their work is clearly specified within the
system and they have to adhere to its role to ensure that the system has maintained its
integrity to avoid confusion.
System Requirements
Hardware requirements
For the system to work well there must be existence of the following hardware system
components; Desktop Computer, Laptop, Reuter, Network switches, Servers and the ISP
providers. All these hardware devices must be high speed since HDCH is a rapidly growing
company that is storing large amount of data. (Glover, Sarma, & Overbye, 2017).
Data requirements
Data is the most sensitive item in an information system. Data must be kept safe to ensure
that personal privacy is maintained by HDCH Company. The company must be in possession of
high speed network devices and large data storage servers. The servers must have automatic data

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storage techniques to avoid the loss of data in case of any disaster which may lead to rise in data
loss.
The servers that are used for data backup must be dedicated secure cloud servers to
ensure that the data is kept safe and anytime the data is lost, they can be retrieved from the
backup sites.
Software Development
The program will be coded using java IDE which offers the modern features for modern
secure systems. Java has been the largest trusted platform for building highly secured software
which can be used in the management system of a company. The software can be accessed
online by use of a web browsers either through a computer desktop or a smartphone. The
software can be accessed anywhere as long as the user is connected to the internet. . ("What is
software development? - Definition from WhatIs.com", n.d.)
Conclusion
In conclusion, HDCH proposed system is a good idea. It will help a lot in minimizing the
cost of production by ensuring that very few people will be recruiting as the work of filing will
promptly reduce to only one admin. Also, it will ensure that the delivery of services by the
employees will be faster since it will be just about searching the customers who are already
registered within the system.
References
Roth, R., Dennis, A., & Wixom, B. (2013). System analysis and design. Hoboken, N.J.: Wiley.

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Glover, J., Sarma, M., & Overbye, T. (2017). Power system analysis and design. Boston, MA:
Cengage Learning.
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