Systems Organizations Information System Lecture 1 PDF

SYSTEMS ORGANIZATIONS INFORMATION SYSTEM  CONTENTS  Introduction and basic concepts.  The relationship between institutions and information systems  The concept of enterprise information systems Business functions vari...

SYSTEMS ORGANIZATIONS INFORMATION SYSTEM  CONTENTS  Introduction and basic concepts.  The relationship between institutions and information systems  The concept of enterprise information systems Business functions various within the organization. And the problems that faces the lack of integration between the systems that serve it.  Common information systems in organizations: 1. Decision support system. 2. (HRIS) Human resources systems 3. (ERP) Enterprise resource planning systems 4. (CRM) Customer relationship management systems 5. (SCM) Supply chain management systems 6. Electronic commerce  CHAPTER ONE (LECTURE ONE ) BASIC CONCEPTS  INTRODUCTION The concepts of information systems have developed significantly and rapidly in light of the information revolution And technologies that have become the defining characteristic of our present era. As a result of developments Technological, economic and globalization, information systems have become a widespread place in every...areas, especially in the administrative areas of business institutions, where systems have developed Information is available at a rapid pace and has many applications at all administrative levels. Information is considered important and has a major role in the survival and continuation of organizations in light of the environment Variable and complex, and must be compatible with the requirements of different organizational levels Information systems are among the most successful technological means that managers use in Organizations to make decisions in different locations.  INTRODUCTION There are many challenges and opportunities facing modern management due to The tremendous development in the field of information, the speed of its exchange and spread, and how Dealing with these challenges and opportunities. Where information plays a fundamental role in All stages of management. Information systems for organizations are extremely important, by ensuring the achievement of Two primary goals are to reduce human errors and increase work efficiency across the organization Data and information storage, and process analysis to predict future status For the organization among competitors, without which no management will be able to recognize The presence of a comprehensive, coordinated and well-designed information system.  INTRODUCTION Information systems enable monitoring the direction of work and achieving targeted progress In the work of the institution in general or in the rates of progress of operations and tasks in general Detailed prediction of future opportunities and obstacles, and saves time and effort It facilitates the digital retention and classification of data through databases These advanced systems enable access to what the parties involved need It is allowed to deal with organizations’ information.  INTRODUCTION Information systems contribute to avoiding crises that the organization may face, in particular With regard to stock markets, for example, it can therefore be considered a “system.” Information is a type of investment or a supporting solution to confront Potential risks that organizations may face and threaten their stability and position Financial and market value. The characteristics and data enablement provided by information systems facilitate the decision-making process easily and accurately in situations that require urgent solutions.  DEFINITIONS OF THE SYSTEM There are many definitions of the system, including: A cohesive entity, with a dynamic nature, through the interaction of its elements in its environment The internal relationship with the external environment, in order to achieve the goal that is considered the guide The principal of this entity. It is a group of interacting subsystems that work Joint efforts to achieve specific goals, and each unit is a self- contained system. It is a group of elements that combine with a common purpose to achieve one Objectives. A set of elements or units in addition to a set of relationships and Links connect each other. Basic system elements: inputs - processing - outputs - feeding Reverse. (Input - processing - output - feedback)  System Components: The system consists of the following components: Inputs: These are all the elements that enter the system and are transformed. Processing: This is the process through which these inputs are converted into outputs ,Final, according to the goal and required standards. Outputs: These are all the final products that the system produces and delivers. Feedback: This is the only source of the system that works for any system administrator. So that the outputs are in accordance with the specified standards, through... Comparing it with management standards and transferring this information to control element.  TYPES OF SYSTEMS: Abstract systems: : These are the systems that express concepts and theories, and they are not concrete. We can define the relationship between them through data, symbols, and relationships, which are of two types: Procedural regulation: We think of regulating the affairs of organizations or countries. Such as organizational structure, or laws and legislation. Conceptual organization: The dragon organization is considered a leader, and it organizes and persuades others. Such as scientific theories.  TYPES OF SYSTEMS: (CONT.) Realistic systems: These are all systems that consist of more than one element, and can be viewed and touching it in reality is of two types: Physical systems: These are systems that consist of a group of components ,The tangible nature of the dragon takes place annually, achieving our goals A specific, such as a computer system. Social systems: It may be a group of individuals or groups that work to reach a specific goal, such as organizations and associations.  TYPES OF SYSTEMS: (CONT.) Defined systems: These are systems that operate according to a pre-defined format and rules that can be defined Its results, such as the Earth's rotation and computer programs. Non-potential systems: These are systems that work but cannot predict the results of our work. Because of regret and the laws of fixed laws, and their exposure to some events emergencies, which may affect our operations and business outcomes Trade and economic system of the country. Open systems: These are the systems that interact with the external environment and are affected by and are affected by it in a reciprocal relationship. They take their inputs from it and put their outputs into it. They may not be able to continue and survive except through this relationship. Closed systems: These are systems that interact in isolation from the external environment and are not affected by variables It does not need its inputs or outputs in its relationship with it  TYPES OF SYSTEMS: (CONT.) Permanent systems: These are systems that continue to operate in a continuous manner despite the variables and influences, such as (the rotation of the planets and the solar system). Temporary systems: These are systems that operate for a temporary period, and decline due to some variables, or the end of their purpose. Adaptive systems and non-adaptive systems: According to their degree of compatibility with the environment and variables, including: A - Adaptive: These are systems that have the ability to respond to the variables occurring in the environment in a way that achieves their goals. B - Non-adaptive: These are systems that fail to achieve their goals due to their inability to keep pace with the variables occurring in their environment.  TYPES OF SYSTEMS: (CONT.) Parallel systems: These are systems in which the outputs of two or more systems are the inputs of one system.  TYPES OF INFORMATION 1. First classification (classification into official / unofficial information). Official information: All information affecting the organization's professions, such as government legislation / laws/ budgets / government regulations / internal regulations of the organization / documents used /Daily decisions and reports related to work..... = when and where some of them = inability and short comings Information systems in the organization. Unofficial information: This refers to studies and opinions of experts and consultants, whether from inside / outside the organization+ External information received from outside that helps in accomplishing the tasks and functions of the organization  TYPES OF INFORMATION: (CONT.) 2. The second classification (classification into accounting/administrative information). Accounting information: Source from internal sources/various accounting and financial regulations/ Financial statements / Final accounts / Overall results. Administrative information: This means the information necessary for the decision maker = periodic reports.....  TYPES OF INFORMATION: (CONT.) Strategic information: It is announced over a long period of time / It achieves the main objectives of the organization / It is announced in a way that predicts the future / It helps the organization to adapt and adjust to environmental conditions / Such as the organization's competitive position in the market / New product decisions / Expected expansions. Job information:Information related to the management of the organization’s tasks and functions / a relatively short period. Executive information: All information related to the operation of operations and daily tasks of the institution, such as control On inventory/production programs......  SOURCES OF DATA AND INFORMATION: 1. Documentary sources :are the statements and information that gather publications/organizations Scientific and research centers, including... - Primary sources (Data and information collected from specialized agencies for a specific purpose.)/ Specific / Publications / Statistics / Laws and legislation / Administrative documents ). - Secondary sources (the source is attributed to published books and publications). 2.Source field :They are the source of the data to be obtained from their primary source... when it is not possible to obtain it in person/when it is not clear or accurate.../through personal interview/experience/live observation/using means of communication. 3. Information networks and data banks: from global communication networks/banks) Central or global information - the Internet... the most important source of information... flexible disks / Hard disk / computers of all kinds.  INFORMATION SOURCES: (CONT.) 1. Internal resources (obtained by the organization from its internal environment... / management reports/ The elderly are employed / The workers are researchers and enlightened citizens / The international organizations are working in the professions And executive procedures. 2. External exports (imported, workers, /government publications, /Specialized publications/ economic indicators / competitors / consulting offices).  DATA COLLECTION METHODS 1.Comprehensive inventory :Data collection process as (Data Enumeration). Advantages: is high accuracy Disadvantages: High financial cost/time period Long / relative specialists / large numbers 2.The collect uses the sample (by selecting a sample that represents the study community in a random manner) It is characterized by its ease / speed / low costs / short period of time. Its disadvantages : Incomplete results when the community is represented correctly / when it is based on facts. 3. Reports (documents that determine the level of achievement/a means of communication between levels.....). 4. Examine the records (from the course of studying the records of the work / previous / expected countries /Files/reports (an important principle for the decision maker.....  Information characteristics Information characteristics: They are an indication of a set of basic laws that should not be available. Information sciences are the basic building blocks for constructing administrative decisions. And rational, and therefore the information must have a number of characteristics. 1 - Suitability: This is one of the important characteristics, which requires that the information be available in terms of its suitability for the decision to be taken and its validity. This is achieved through a set of features: - Dishonesty: When information is made public in a way that is consistent with the desires of the target audience, the information that is subject to modification loses its quality and relevance for making decisions. - -Certainty: These are the public information resources at the right time to make decisions. Delaying information loses its value, and this delay can be due to the time it takes to collect and process it, or the poor quality of the means of delivering the information.  Information characteristics(cont.) Economic: It is through the compatibility between the cost of information and the value of that information. Information whose cost is high loses its value (benefit). Value: This is the benefit that is achieved from this information. Information should avoid being acquired Of benefit to the decision maker. Conciseness: The message may contain information, or it may be added to a group of things Information interprets it and adds to it, which distorts its meaning. Validity: consider the appropriateness of this information to the needs of the beneficiary, and the information is appropriate for processing this information, in a manner that suits the requirements of the decision maker. Reliability: This characteristic relates to the level of trust and confidence in this information Before the ultimate beneficiary.  Information characteristics(cont.) Clarity: Where the information is not confusing, ambiguous, or contradictory We prevent information from being disturbed by the organization we benefit from here information, and when they are unclear, it results from poor quality and poor quality Contact. Comprehensiveness: This is the extent to which the information system is able to cover the needs of the user Of information, good information is information that is comprehensive For all aspects of the topic, without any addition or deficiency that makes them lose their meaning. Symmetry: This means that information is available to all parties involved in a transaction to the same extent. Verifiability: This feature is related to the degree of agreement gained between the different beneficiaries in order to review and examine the same information.  Information characteristics(cont.) Accuracy: The inaccuracy of the results is due to the inaccuracy of the information, which results from errors in collection, processing or communication, which leads to the information not representing the decision maker’s requirements well. Repetition: Repetition is the technology that regulates the need for information collected and stored in the computer. Information that is repeatedly used represents active information in the database, which avoids its continuous renewal, and stagnant and unused information can be disposed of and stored in cheap means. Measurable: They indicate the nature of the information produced by the information system, and the possibility of measuring it technically and quantitatively, so that it can be used, especially in mathematical models and calculations. THE IMPACT OF APPLYING INFORMATION AND COMMUNICATION TECHNOLOGY IN MANAGEMENT AND WORK: Changing work methods, as the use of modern technology allows for remote work and also Giving remote guidance, which affects both the elements of time and cost. Speed ​of information exchange within the institution and thus helping in making sound decisions. Changing skills, as the presence of a huge amount of information that is difficult to deal with easily Requires special skills in selection. Changing plans. Liberating the human element from the constraints of routine work and from it to creative and intellectual work. Increasing the importance of confidentiality of information and reliability.  The impact of applying information and communication technology in management and work: Organizations use many types of technology to transform their inputs into outputs.It has been found that there are strong relationships between the size of production operations and the structure followed in the organization. It has also been found that the efficiency and effectiveness of the organization depend to a large extent on the extent of the compatibility between the technology used in the organization and the organizational structure of that organization.The mechanical structure usually suits organizations that use simple technology, while the organic structure suits organizations that use complex technology. The most important fundamental changes required from the organizational structures of institutions can be summarized as: Establishing and founding an organizational unit for information technology within each institution or company. Reconsidering the organizational structure so that the institution remains able to operate within competitive foundations and creating new units that focus on marketing, sales, strategic planning, and customer orientation. Creating organizational structures that are compatible with technological progress and contribute to maximizing the benefit from new applications, and are compatible with modern work methods, as well as expanding participation in decision-making.  THE IMPORTANCE OF INFORMATION SYSTEMS: Information systems have become important and urgent for all institutions for several reasons, including: The acceleration of technological development in performance, production, methods and means of communication. The fierce competition between institutions, which requires quick decision-making based on accurate information that includes all factors affecting the work environment. It has become an important resource, which has increased the importance of obtaining it. The increasing complexity of the tasks of managing institutions due to technical and cognitive progress. The increasing influences and variables (political, economic, social and technical) that affect the workflow, whether locally or internationally. The development of means of communication has contributed to the speed of collecting, analyzing, processing, storing, outputting and publishing Data and converting it into valuable information to support and rationalize the decision-making process.  INFORMATION SYSTEMS ARE THE SECRET TO THE SUCCESS OF EVERY ORGANIZATION: If the apparent success of any organization is its ability to make appropriate decisions, then the secret and the key to that is the flow of appropriate and credible information at the right time, so it was necessary to increase the effectiveness and efficiency of information systems as a plan to develop the performance of every organization, and maximize its competitive ability to achieve its goals in light of globalization and the technological revolution that we are living today.  CHARACTERISTICS OF INFORMATION SYSTEMS: Since information systems are the essential means of increasing the effectiveness of institutional performance, they must be characterized by a set of characteristics that can be summarized as follows: The system must be placed and available at a reasonable level of convincing of its significance and usefulness. The system must be designed to serve functions and activities, especially planning and control functions, to enable decision-makers to make the right decision at the right time. The system must be simple and easy to understand, clarify data sources and help in the flow of information, because it is a system that relies on the data available in the organization (past and present). The system must have the ability to meet the needs of decision-makers, in terms of its connection to the internal control system and monitoring deviations. The system must have some kind of ability to modify according to the conditions resulting from interaction with the environment, using the feedback method, which helps evaluate the work and identify shortcomings.  THE ROLES OF INFORMATION SYSTEMS AT THE ORGANIZATIONAL LEVEL: Creating the best information system and more responsive to the requirements of globalization to benefit from its roles, which include: Improving the performance of decision-makers. Participating in formulating the strategic vision for decision-makers through the provision of sufficient, clear, and highly credible information about the organization itself and the external general environment. Strengthening the competitive position of the business establishment and raising its productivity to new record levels. Formulating the organization's strategic objectives and improving the ability to confront crises and solve problems, by predicting the external environment and monitoring strengths and weaknesses within the organization. Providing valuable, reliable, and comprehensive quality information works to raise the skills of leadership and the efficiency of users in making sound decisions, which positively reflects on the good functioning of the institution and activating the exploitation of all its resources. Increasing the spirit of participation, cooperation, self- and collective initiative, and the spirit of the brilliant team, and thus improving the overall performance of the organization.