Information System and Systems Analysis and Design PDF

Information System Chapter 4 and Systems Analysis and Design Learning Objectives ❑ Explain the parts of an information system: people, procedures, software, hardware, data, and the Internet ❑ Explain the functional view of an organization and describe each...

Information System Chapter 4 and Systems Analysis and Design Learning Objectives ❑ Explain the parts of an information system: people, procedures, software, hardware, data, and the Internet ❑ Explain the functional view of an organization and describe each function ❑ Describe the management levels and the informational needs for each level in an organization ❑ Discuss how information flows within an organization 11-2 Learning Objectives ❑ Discuss computer-based information systems. ❑ Distinguish among a transaction processing system, a management information system, a decision support system, and an executive support system. ❑ Distinguish between office automation systems and knowledge work systems. ❑ Explain the difference between data workers and knowledge workers. 11-3 Part 1: Information System 4 Introduction ❑ An information system is a collection of people, procedures, software, hardware, data, and the Internet ◦ They all work together to provide information essential to running an organization ◦ Computers are used in organizations to keep records of events ❑ Competent end users need to understand how the information flows as it moves through an organization 11-5 People ❑ It is easy to overlook people as one of the parts of an information system ❑ Yet this is what personal computers are all about—making people, and the end users like you, more productive ❑ People are involved in information systems in just about every way ◦ People as a creator of information systems ◦ people who develop the information systems ◦ people as a support for information systems ◦ people who use information systems 11-6 Procedures ❑ The rules or guidelines for people to follow when using software, hardware, and data are procedures. ❑ These procedures are typically documented in manuals written by computer specialists. Software and hardware manufacturers provide manuals with their products. These manuals are provided in either printed or electronic form. 11-7 Software ❑ A program consists of step-by-step instructions that tell the computer how to do its work. ❑ The purpose of the software is to convert data (unprocessed facts) into information (processed facts). ◦ For example, a payroll program would instruct the computer to take the number of hours you worked in a week (data) and multiply it by your pay rate (data) to determine how much you are paid for the week (information). 11-8 Hardware ❑ The equipment that processes the data to create information is called hardware. ❑ It includes smartphones, tablets, keyboards, mice, displays, system units, and other devices. ❑ Hardware is controlled by software. 11-9 Data ❑ The raw, unprocessed facts, including text, numbers, images, and sounds, are called data. ❑ Processed data yields information, and this Data must ◦ Accurate ◦ Timely ◦ Specific ◦ Organized for a purpose, 11-10 Internet ❑ Almost all information systems provide a way to connect to other people and computers, typically using the Internet. ❑ This connectivity greatly expands the capability and usefulness of information systems. 11-11 Why are computers used in organizations? ▪ To keep records of events. ▪ To help make decisions. For example: Point-of-sale terminals record sales as well as which salesperson made each sale. This information can be used for decision-making. For instance, it can help the sales manager decides which salespeople will get year-end bonuses for doing exceptional work. 11-12 ❑ Do not just keep track of transactions and day-to-day business operations. ❑ Information flows vertically and horizontally throughout an organization ❑ Information systems support the natural flow of information within an organization’s structure ◦ 5 Functional Areas ◦ Management Levels ◦ Information Flow 11-13 ❑ Accounting ❑ Marketing ❑ Human Resources ❑ Production ❑ Research 11-14 Management is usually divided into three levels: Top, Middle, and Supervisors 11-15 ❑ Each level of management has different information needs ❑ The information flows to support these needs ◦ Top management ◦ Vertical, horizontal, and external ◦ Middle management ◦ Vertical and horizontal ◦ Supervisor ◦ Primarily vertical 11-16 11-17 11-18  Question to be answered What is a transaction processing system? How does it help supervisors? What is a management information system (MIS)? What is a decision support system (DSS)? How are MIS is different from DSS? What is an executive support system? Who uses it? What is it used for? 11-19 ❑ Records day-to-day transactions in a database ❑ Also called data processing systems (DPS) ❑ Transaction processing systems generally go through a five-stage cycle of o Data entry activities o Transaction processing activities o File and database processing o Document and report generation o Inquiry processing activities. 11-20 Examples of TPS systems o Sales order entry o Hotel reservation systems o Payroll o Employee record keeping o Automated teller machines o Credit card authorizations o Online bill payments o Self-checkout stations at grocery store o The trading of stocks over the Internet o Many other electronic commerce 11-21 Example works of TPS for Accounting ❑ Sales order processing ❑ Accounts receivable ❑ Inventory and purchasing 11-22 What is MIS? o MIS is the use of information technology, people, and business processes to record, store and process data to produce information that decision-makers can use to make day-to-day decisions. 11-23 The need for MIS ❑ MIS provides the information needed for decision-makers to make effective decisions. ❑ MIS systems provide a smooth way of communication within and outside the organization ❑ Record keeping – MIS records all an organization's business transactions and provides a reference point. 11-24 ❑ Produces standardized reports to support decision- making by middle managers ❑ Integrates data and summarizes details from databases in a structured form ❑ Produces predetermined reports ◦ Periodic reports ◦ Exception reports ◦ Demand reports 11-25 Examples of MIS ❑ Some other examples of management information systems in an organisation ◦ process control, ◦ office automation ◦ enterprise resource planning ◦ finance systems ◦ management reporting ◦ and many more … 11-26 ❑ Flexible tool for analyzing data for decision-making purposes ❑ Enables managers to get answers to unexpected and generally non-recurring problems ◦ Reports do not have a fixed format ❑ Microsoft Access is often used to provide an easy front-end interface for performing SQL decision support queries 11-27 ❑ User ◦ A decision-maker, like yourself ❑ System software ◦ Operating system ◦ Easy to learn and use ❑ Data ◦ Internal data ◦ External data ❑ Decision models 11-28 Strategic models ◦ Assists top level management in long-range planning Tactical models ◦ Assists middle-management control the work ◦ Financial and sales promotion planning Operational models ◦ Assists lower-level managers accomplish the daily activities and objectives 11-29 Examples of DSS ❑ GPS: A GPS analyzes route information and traffic data to plan the best path between places. ❑ Crop planning: Decision support systems help farmers know the best time to plant, fertilize and harvest crops. ❑ Enterprise resource planning (ERP) dashboards: Decision- makers use ERP dashboards to oversee performance indicators. ❑ Clinical decision-making: Medical professionals use clinical decision-support systems to help diagnose and plan treatment for patients. 11-30 ❑ Designed for top management ❑ Sophisticated software for presenting, summarizing, and analyzing data, but specifically designed to be easy-to-use ❑ Provides immediate access to a company's key performance indicators 11-31 ❑ Information workers ◦ Data workers ◦ Knowledge workers ❑ Office automation systems (OASs) ◦ Supports data workers ◦ Project management programs ◦ Videoconferencing systems ❑ Knowledge work systems (KWSs) ◦ Use specialized systems, such as CAD/CAM 11-32  11-33 33 ❑ Information systems managers oversee the work of programmers, computer specialist, systems analysts, and other computer professionals ❑ Employers look for individuals with strong technical backgrounds, with a Master’s degree ❑ Strong leadership and communications skills ❑ Information systems managers can expect to earn from RM 49,200 to RM 73,600 annually 11-34 ▪ Information overload ▪ How to handle e-mail ◦ May have a negative effect ◦ Be selective ◦ E-mail is one of the major sources ◦ Remove of overload ◦ Protect ◦ Be brief ◦ Stop spam ◦ Don't respond 11-35 a) Name and discuss the five common functions of most organizations. b) Discuss the roles of the three kinds of management in a corporation. c) What are the four most common computer-based information systems? d) Describe the different reports and their roles in managerial decision making. e) What is the difference between an office automation system and a knowledge work system? 11-36 Part 2: Systems Analysis and Design 37 Learning Objectives ❑ Describe the six phases of the systems life cycle. ❑ Identify information needs and formulate possible solutions. ❑ Analyze existing information systems and evaluate the feasibility of alternative systems. 11-38 Learning Objectives ❑ Identify, acquire, and test new system software and hardware. ❑ Switch from an existing information system to a new one with minimal risk. ❑ Perform system audits and periodic evaluations. ❑ Describe prototyping and rapid applications development. 11-39 ❑ Most people in an organization are involved with an information system of some kind. ❑ For the organization to create and use the system requires thought and effort. ❑ In this chapter, you learn about history of software development methodology, six step process for performing systems analysis and design. 11-40  11-41 41  11-42 42  11-43 43  11-44 44  Six-phase problem-solving procedure for examining and improving an information system 11-45 The preliminary investigation determines the need for a new information system 11-46 Data is collected about the present system and then analyzed to determine the new requirements 11-47 ❑ Define the alternatives, select the best system, and write a systems design report ❑ Evaluate systems according to economic feasibility, technical feasibility, and operational feasibility 11-48 In the development phase, you acquire the software and hardware, and test the new system 11-49 ❑ Also known as conversion ❑ Converting from the old system to the new one ❑ Training people to use the new system ❑ Types of conversion approaches include: ◦ Direct ◦ Parallel ◦ Pilot ◦ Phased 11-50  Systems maintenance is a very important, ongoing activity that includes a systems audit and a periodic evaluation 11-51  Alternatives to the systems life cycle may be used if the system is not feasible ◦ Prototyping is building a model ◦ Rapid applications development (RAD) 11-52 ❑ A systems analyst plans and designs new systems, following the systems life cycle ❑ Requires a Bachelor’s degree in Computer Science or Information Systems and technical experience ❑ Can expect to earn an annual salary of RM 48,306 to RM 72,600 11-53 The Challenge of Keeping Pace ◦ To stay competitive with today’s fast business pace, new technologies must be incorporated ◦ Increased use of RAD and prototyping ◦ Increased use of outside consulting 11-54 a) What is a system? What are the six phases of the systems life cycle? Why do corporations undergo this process? b) What are the tools used in the analysis phase? What is top-down analysis? How is it used? c) What is system maintenance? When does it occur? d) Explain prototyping and RAD. When might they be used by corporations? 11-55