Information Systems in Organizations

• The notes below provide an overview of information systems in organizations.
• Topics include the role of information systems, MIS, data capture, negligence in an IS environment, and training issues.

Role of Information Systems

• Information Systems (IS) are software-based tools designed to organize and analyze data, supporting decision-making through the collection, sorting, and processing of data to provide information, knowledge, and digital products.
• IS extracts required information, enabling decision-making by processing financial accounts, managing human resources, and reaching potential customers.
• IS components include hardware, software, telecommunications, databases, and human resources.

External and Internal Data

• Internal Data is gathered from within the organization to make decisions for operations, sales, finance, marketing, and human resources.
• External Data is gathered from outside the organization to study market trends or other factors before implementing changes, obtained through surveys, questionnaires, research, and customer feedback.

Management Information Systems (MIS)

• MIS is used by tactical managers to monitor current performance status.
• It analyzes input to produce reports needed for monitoring, controlling, and predicting future performance, summarizing operations, increasing operational efficiency, and supporting key decision-making.
• Key characteristics include support for decision-making, data integration, and a user-oriented approach.
• Examples include Sales Management Systems, Budgeting Systems, and Human Resource Management Systems.

Decision Support Systems (DSS)

• DSS consists of interactive, software-based systems that aid managers in making decisions by using data, analytical models, and software.
• DSS provides support for complex decision-making and problem-solving tasks.
• Key features include an interactive interface, analytical models, data-driven analysis, and flexible, adaptive capabilities.

Data Warehousing

• Data warehousing involves Enterprise Data Warehouses (EDW).
• EDW aggregates data from different sources into a single, central, consistent data store, supporting data analysis, data mining, AI, and machine learning.
• Data warehousing enables to run powerful analysis on large amounts of data.

Data Capture

• Data capture includes typing in data using a special keyboard.
• Bar codes detect reflected light and include a check digit, country code, company code, and product code, used in EPOS, libraries, luggage routing, stocktaking, and cinemas.
• Magnetic stripe cards store account numbers and expiry dates on magnetized stripes and are used in ATMs and EPOS.
• Radio Frequency Identification (RFID) uses radio waves to passively identify a tagged object for tracking.
• RFID tags communicate identity and other information, and the RFID reader gets signals back from the tag.
• Near Field Communication (NFC) is a short-range wireless technology that transfers information between devices quickly, enabling content sharing, wireless connection establishment, device pairing, and connection to Bluetooth and other networks.
• Quick Response (QR) Codes are a type of barcode that stores information as pixels in a square grid, containing more information than traditional barcodes, and used in menus and posters.
• Smart cards are physical cards that containing an embedded chip, enabling physical contact, RFID, or NFC communication. The chip can be a microcontroller or embedded memory, is tamper-resistant, and supports encryption and EPOS transactions.
• Internet of Things (IoT) involves a network of physical devices, vehicles, appliances, and other items embedded with sensors, software, and connectivity capabilities to connect and exchange data with each other and with central systems.
• IoT is used to monitor, manage, and automate functions remotely and includes smart lightbulbs, thermostats, locks, refrigerators, security cameras, plugs, speakers, watches, and irrigation systems.

Negligence in an IS Environment

• Negligence involves failure to exercise appropriate care and diligence to safeguard and manage information systems, which can result in lapses in security measures, maintaining backups, and preparing for potential disruptions.
• Effects of negligence include data loss, security breaches, and impacts from natural disasters.
• Mitigation strategies include facility security, internal security, access control and authentication, network security, data security, and software and system security.

ICT Related Training

• ICT-related IT training leads to enhanced productivity, better security, supporting innovation, compliance, and improved communication.
• Managerial staff training focuses on strategic use of ICT, decision-making tools, cybersecurity awareness, and change management; Technical staff training focuses on technical proficiency, system administration, cybersecurity skills, and problem-solving; Administrative staff training focuses on basic ICT skills, data management, communication tools, and cybersecurity best practices.
• Managerial staff development includes workshops, seminars, courses, professional development programs, and e-learning; technical staff development includes intensive hands-on workshops, certification programs, and online courses with practical labs and simulations; administrative staff training includes on-the-job training, workshops, short courses, webinars, and computer-based training modules.
• Computer-Based Training (CBT) allows participants to learn at their own pace, is easily accessible, more affordable, and provides consistent content, with its own advantages and disadvantages.
• Instructor-Led Training (ILT) is highly interactive with collaboration opportunities and real-time interaction, with its own advantages and disadvantages.