Know the features and functions of information systems

Features of information systems: data; people; hardware; software; telecommunications
Functions of information systems: input; storage; processing; output; control and feedback loops; closed
and open systems
Transformation of data into information: distinction between data and information; collection, storage,
processing, manipulation, retrieval, presentation
Types of information system: management information systems; others eg marketing (sales performance,
competitors etc), financial (financial costs, investment returns etc), human resources (HR) (staffing,
professional development etc)
Management information systems (MIS): features; benefits; effectiveness criteria eg accuracy, sustainability,
response times, confidence

1. Information Systems

2. Objectives Understand how organisations use business information Understand the issues related to the use of information Know the features and functions of information systems Be able to use IT tools to produce management information

3. Introduction “Information systems are combinations of hardware, software, and telecommunications networks that people build and use to collect, create, and distribute useful data, typically in organizational settings.” “Information systems are combinations of hardware, software, and telecommunications networks that people build and use to collect, create, and distribute useful data, typically in organizational settings.” “Information systems are interrelated components working together to collect, process, store, and disseminate information to support decision making, coordination, control, analysis, and visualization in an organization”

4. Personal Finance MIS Received Salary ? Monthly expenses ? Interest rate on fixed deposits ? How can you electricity bills ? Get movie ticket ? Transfer money ?

5. Organisational MIS How many employees ? Which products have sold poorly this quarter ? What are our profit margins on our products ? What is the lowest price at which we can sell a product ? What are our operating expenses for this branch ?

6. Information Systems Patient Management Systems Airline reservation and ticketing systems Store payment and checkout systems Factory inventory management systems Financial Planning System Human resource systems Bill payment systems College student information systems

7. Features of Information System Technology Networking Communication People Process

8. Technology Hardware Software Data

9. Hardware Part of information system which can be touch Physical components of the technology Computers, IO devices, Mobile phones, Storage device Hardware used depends on size of organisation(cloud, local)

10. Software Set of instructions that tells the hardware what to do Types of software Operating system : Operates hardware eg Android, Linux, Mac , Windows Application Software: Performs useful works - Camera App, Microsoft excel etc May vary according to organization structure

11. Data Text on word processor Video or MP3 on media player Demographic information (name, address, phone, age etc) Role of informations system is to transform data into information to support decision making inside organization

12. Data Types Qualitative : Descriptive data eg Color of car Quantitative : numeric value, result of measurement, count

13. Data, Information and knowledge Raw data is not useful Data with context is information “32, 35, 49, 60” is raw data “32, 35, 49, 60” is number of student in computer, electrical, electronics and civil departments of 2017 batch : information Number of students in Civil has increased by 40% Increase number of seats in Civil department

14. Database Tools for data aggregation and analysis Relational and Non-Relational database Mysql, No-Sql Big data Data

15. Data Mining Data mining is the process of analyzing data to find previously unknown trends, patterns, and associations in order to make decisions Eg. Amazon product suggestion i-e people also buy this Eg. Predicting customer pregnancy and promote diapers, cotton wool and so on. Eg. Finding pattern whether user likely to discontinue service providers if so provide discounts and incentives to attract customers.

16. Network Communication Information system can operate without internet Has become essentials Can share information to external system Made up of hardware and software Should be secure (VPN, Firewall, Dedicated Network) Cloud computing

17. People Persons involved on information systems Front-line help-desk workers Systems analysts Software Engineers Executive Members Managers Operators

18. Process Series of steps undertaken to achieve a desired outcome or goal. Information systems are being widely used in organizational processes Process should be documented it is essential to do this, because it allows them to ensure control over how activities are undertaken in their organization McDonald’s has the same process for building a Big Mac in all of its restaurants. Simple process can be documented on simple list

19. Process Person Process for particular day Reading news paper Go to gyms Preparing foods Reading emails etc

20. Process User creation process on ebay Go to ebay.com. Click on “register.” Enter your contact information in the “Tell us about you” box. Choose your user ID and password. Agree to User Agreement and Privacy Policy by clicking on “Submit.”

21. Process - Process while article adding on wikipedia Search Wikipedia to determine if the term already exists. If the term is found, then an article is already written, so you must think of another term. Go to 1. If the term is not found, then look to see if there is a related term. If there is a related term, then create a redirect. If there is not a related term, then create a new article - Process is more complex cannot represent on list

22. Easier to represent on flow diagram.

23. Managing Business Process Document Document management systems is required to manage business process document. Document management systems should store and tracks documents. Document management systems should have following functions Versions and timestamps Approvals and Workflow Communications

24. Functions of Information System

25. Functions of information Systems Input Processing Output Storage Feedback

26. Input Input refers to entering the data into the system. Data can be entered by a variety of methods, for example: a keyboard to manually type in the data a mouse to select from a list of options scanning a barcode

27. Input Number of students present in class Number of steps of walked user in android phone or data read by speedometer Number of shoes produced today User current location in android app Number of photo taken per day data collected by a temperature sensor being automatically input into a central heating system Student grades from a piece of homework being entered into a teacher's electronic markbook Lottery ticket numbers being 'fed' into an OMR which then enters them into the National Lottery system

28. Processing Processing is the stage where the input data is manipulated in order to produce meaningful information. Processing may involve some sort of sorting, searching, calculations, graphing Examples Searching sales data to find which products in a supermarket have sold most Sorting list of products by alphabetical order Finding employee from particular location Calculating the amount of expenses per month of a company Extracting product details and price, after scanning barcode in a supermarket Complex mathematical model for stock control system

29. Output Output is the stage where the information obtained via processing is presented to user in a suitable format. Graphical Output : Information that is presented as charts, diagrams, graphs or pictures. Graphical output is often best for seeing the big picture, understanding trends and presenting the information to management. Textual Output – Information that is presented as characters, numbers or text. Textual output is best where it is important to analyze the detail and know exact values.

30. Output a weather forecast shown as an user-friendly graphic rather than a basic table.

31. Output a printout of student examination results displayed in order from highest to lowest a digital display at the petrol pump showing how much fuel has been delivered and the cost of that fuel an alarm from a fire alarm system which has detected smoke in the room

32. Storage Information often needs to be stored on the system for use at a later date. Storage should be more precise and effective so that we can infer information in later use case Should maintain regular backup Should be fault tolerance

33. Control & Feedback Feedback is where the output from the system is feedback into the system in order to influence the input. A control or feedback loop is what happens in the organisation as a result of the output from an information system. It should have some effect, direct or not, on future inputs to the information system.

34. Control & Feedback When you try to withdraw too large amount atm shows the information to withdraw less amount When employee attendance is irregular then system will advised to schedule a meeting to know the reason in company An example would be information of sales. Management could then change the price to maximise profits and review the data feed.

35. Example - School Registration System Input - Attendance of Student Processing - data will be processed and will insert record in attendence record for each pupil Storage - Data is stored for later use Output - Printed list of absent students Feedback - Principal will call parents to know reason of absence and update it to the system.

36. Closed System Closed system doesn’t allow for free flow or transfer of data between the organization and other companies and at times between departments within the organization Systems that doesn’t interact with other systems Re-search and Development department in organization doesn’t interact with other systems such as human resource information system. R&D is an endeavor to protect the organization’s secrets and prevent leakage of the company’s information.

37. Open System System that allows for free exchange and flow of the information and data between departments and the external environment. For For instance, the marketing and Human Resources departments require external information and therefore must allow for free and flexible flow of data to achieve their departmental goals.

38. Assignment Demonstrate input, processing, storage, output and feedback of any 2 information system that you have used? Provide the any 2 example of open and closed information system?

39. Transformation of Data into Information

40. Data vs Information Data is a collection of raw facts that have not yet been processed Eg: times, weights, measurements, sales, mp3, video, apps Information : data that has been manipulated so that some meaning can be derived from it. Eg TV listing, bus timetable, billboard top charts, top 10, most downloaded apps

41. Data examples Yes, Yes, No, Yes, No,Yes 42, 63, 45, 98,76 etc 111192, 111234 None of the above data sets have any meaning until they are given a CONTEXT and PROCESSED into a useable form

42. Data into information To turn data into information it must be processed Data needs to be presented in its most useful format Data must be processed in a context in order to give it meaning

43. Examples In the next three examples will explain how the data could be processed to provide meaning What information will be derived from the data

44. Answers Example 1 : We could add up the yes and no responses and calculate the percentage of customers who would buy product X at price Y. The information could be presented as a chart to make it easier to understand . Example 2 : Adding Jayne’s scores would give us a mark out of 600 that could then be converted to an A level grade. Alternatively we could convert the individual module results into grades. Example 3 : By subtracting the second value from the first we can work out how many units of gas the consumer has used. This can then be multiplied by the price per unit to determine the customer’s gas bill