BCA-2 topic Business System.pdf

Meaning of Business System: The system helps the business organisations to achieve their goals. A business system is a combination of policies, personnel, equipment and computer facilities to co-ordinate the activities of a business organisation. Business system decides how data must be handled a...

Meaning of Business System: The system helps the business organisations to achieve their goals. A business system is a combination of policies, personnel, equipment and computer facilities to co-ordinate the activities of a business organisation. Business system decides how data must be handled and is methodically processed. It also controls the procedures of the processed data and the results to be displayed. For e.g. a system may automatically order parts for an inventory, monitor future corporate profits or post credit card sales to the on line customer accounts. The overall nature of the business system will reflect the efficiency of its designers. Objectives of Business System: The objectives of business system are: 1. To meet the user and customer needs. 2. To cut down the operating costs and increase savings. 3. To smooth the flow data through various levels of the organisation. 4. To speed up the execution of results with the reliable data available in a system. 5. To handle data efficiently and provide timely information to the management. 6. To establish the most desirable distribution of data, services and equipment’s throughout the organisation. 7. To define a proper method of handling business activities. 8. To eliminate duplicated, conflicting and unnecessary services. Types of Business Systems: There are five major types of business systems (Fig. 13.6). ADVERTISEMENTS: 1. Payroll business system 2. Personnel business system 3. Accounts receivable system 4. Accounts payable system 5. Inventory system. 1. Payroll Business System: A payroll system consists of all forms, procedures, files, equipment’s, personnel, and computer support necessary to completely process the payment of employees. A payroll system fully handles all tax deductions, personal deductions, and the update of payroll data related to each employee. It provides for the actual payment of employees, a record of that payment, the modification of all payroll records, and the preparation of payroll reports. The payroll system must also generate all tax documents to include pay-cheques, W-2 statements, 941 quarterly reports, and a wide range of state and municipal employment tax filings. Another payroll responsibility is the accurate reporting of all personal deductions to include bonds, medical and life insurance, profit sharing plans, stock options, credit union deductions, and the garnishing of an employee’s salary by a creditor. These accumulated totals must be reported accurately to both the recipient of these movies and the individuals from whose salaries these amounts were deducted. The computer’s support makes it possible to accurately and promptly process a payroll, providing the input data are properly handled on a timely basis. 2. Personnel Business System: Personnel system describes varied aspects of an organisation’s work force. The outputs generated by personnel systems are frequently used in compiling central & state labor power reports. Retail organisations are major users of accounts receivable systems, since these systems detail monies that are owed to an organisation. Conversely, accounts payable systems focus on the monies that are owed to an organisation. These two systems parallel to each other, requiring the continued maintenance of files, their update reporting on movies due and owed, providing customer statements and invoices, and recording payments made. 3. Accounts Receivable System: An account receivable systems are monitors the flow of money. An accounts receivable system monitors the people who owe money to a business. It provides the means to process all data for credit cards and other kinds of charge accounts. The files contain the individual customer data, including names, addresses, financial charges like, payments received and current charges. The information is issued as monthly statements of each customer and also provides useful information for management’s use. 4. Accounts Payable System: Accounts payable system monitors the organisation to which money is owed. The file structures and input/output (I/O) formats are similar as the accounts receivable system. It contains the accounts of vendors to whom money is owed. Input will have goods and services received by the company while outputs include issue of payments and management reports. 5. Inventory System: Inventory system monitors the status of items held in an inventory. These systems report on the quantities of goods on hand, as well as when items should be purchased to replenish stock and what critical items are needed. Inventory systems are crucial to organisations that maintain large and costly inventories. Management is a universal phenomenon. It is a very popular and widely used term. All organizations - business, political, cultural or social are involved in management because it is the management which helps and directs the various efforts towards a definite purpose. According to Harold Koontz, “Management is an art of getting things done through and with the people in formally organized groups. It is an art of creating an environment in which people can perform and individuals and can co-operate towards attainment of group goals”. According to F.W. Taylor, “Management is an art of knowing what to do, when to do and see that it is done in the best and cheapest way”. Management is a purposive activity. It is something that directs group efforts towards the attainment of certain pre - determined goals. It is the process of working with and through others to effectively achieve the goals of the organization, by efficiently using limited resources in the changing world. Of course, these goals may vary from one enterprise to another. E.g.: For one enterprise it may be launching of new products by conducting market surveys and for other it may be profit maximization by minimizing cost. Management involves creating an internal environment: - It is the management which puts into use the various factors of production. Therefore, it is the responsibility of management to create such conditions which are conducive to maximum efforts so that people are able to perform their task efficiently and effectively. It includes ensuring availability of raw materials, determination of wages and salaries, formulation of rules & regulations etc. Therefore, we can say that good management includes both being effective and efficient. Being effective means doing the appropriate task i.e, fitting the square pegs in square holes and round pegs in round holes. Being efficient means doing the task correctly, at least possible cost with minimum wastage of resources. Management can be defined in detail in following categories : 1. Management as a Process 2. Management as an Activity 3. Management as a Discipline 4. Management as a Group 5. Management as a Science 6. Management as an Art 7. Management as a Profession Features of Management Management is an activity concerned with guiding human and physical resources such that organizational goals can be achieved. Nature of management can be highlighted as: - 1. Management is Goal-Oriented: The success of any management activity is assessed by its achievement of the predetermined goals or objective. Management is a purposeful activity. It is a tool which helps use of human & physical resources to fulfill the pre-determined goals. For example, the goal of an enterprise is maximum consumer satisfaction by producing quality goods and at reasonable prices. This can be achieved by employing efficient persons and making better use of scarce resources. 2. Management integrates Human, Physical and Financial Resources: In an organization, human beings work with non-human resources like machines. Materials, financial assets, buildings etc. Management integrates human efforts to those resources. It brings harmony among the human, physical and financial resources. 3. Management is Continuous: Management is an ongoing process. It involves continuous handling of problems and issues. It is concerned with identifying the problem and taking appropriate steps to solve it. E.g. the target of a company is maximum production. For achieving this target various policies have to be framed but this is not the end. Marketing and Advertising is also to be done. For this policies have to be again framed. Hence this is an ongoing process. 4. Management is all Pervasive: Management is required in all types of organizations whether it is political, social, cultural or business because it helps and directs various efforts towards a definite purpose. Thus clubs, hospitals, political parties, colleges, hospitals, business firms all require management. When ever more than one person is engaged in working for a common  goal, management is necessary. Whether it is a small business firm which may be engaged in trading or a large firm like Tata Iron & Steel, management is required everywhere irrespective of size or type of activity. 5. Management is a Group Activity: Management is very much less concerned with individual’s efforts. It is more concerned with groups. It involves the use of group effort to achieve predetermined goal of management of ABC & Co. is good refers to a group of persons managing the enterprise. Levels of Management The term “Levels of Management’ refers to a line of demarcation between various managerial positions in an organization. The number of levels in management increases when the size of the business and work force increases and vice versa. The level of management determines a chain of command, the amount of authority & status enjoyed by any managerial position. The levels of management can be classified in three broad categories: 1. Top level / Administrative level 2. Middle level / Executory 3. Low level / Supervisory / Operative / First-line managers Managers at all these levels perform different functions. The role of managers at all the three levels is discussed below: LEVELS OF MANAGEMENT 1. Top Level of Management It consists of board of directors, chief executive or managing director. The top management is the ultimate source of authority and it manages goals and policies for an enterprise. It devotes more time on planning and coordinating functions. The role of the top management can be summarized as follows - a. Top management lays down the objectives and broad policies of the enterprise. b. It issues necessary instructions for preparation of department budgets, procedures, schedules etc. c. It prepares strategic plans & policies for the enterprise.  d. It appoints the executive for middle level i.e. departmental managers. e. It controls & coordinates the activities of all the departments. f. It is also responsible for maintaining a contact with the outside world. g. It provides guidance and direction. h. The top management is also responsible towards the shareholders for the performance of the enterprise. 2. Middle Level of Management The branch managers and departmental managers constitute middle level. They are responsible to the top management for the functioning of their department. They devote more time to organizational and directional functions. In small organization, there is only one layer of middle level of management but in big enterprises, there may be senior and junior middle level management. Their role can be emphasized as - a. They execute the plans of the organization in accordance with the policies and directives of the top management. b. They make plans for the sub-units of the organization. c. They participate in employment & training of lower level management. d. They interpret and explain policies from top level management to lower level. e. They are responsible for coordinating the activities within the division or department. f. It also sends important reports and other important data to top level management. g. They evaluate performance of junior managers. h. They are also responsible for inspiring lower level managers towards better performance. 3. Lower Level of Management Lower level is also known as supervisory / operative level of management. It consists of supervisors, foreman, section officers, superintendent etc. According to R.C. Davis, “Supervisory management refers to those executives whose work has to be largely with personal oversight and direction of operative employees”. In other words, they are concerned with direction and controlling function of management. Their activities include - a. Assigning of jobs and tasks to various workers. b. They guide and instruct workers for day to day activities. c. They are responsible for the quality as well as quantity of production. d. They are also entrusted with the responsibility of maintaining good relation in the organization. e. They communicate workers problems, suggestions, and recommendatory appeals etc to the higher level and higher level goals and objectives to the workers. f. They help to solve the grievances of the workers. g. They supervise & guide the sub-ordinates. h. They are responsible for providing training to the workers. i. They arrange necessary materials, machines, tools etc for getting the things done. j. They prepare periodical reports about the performance of the workers. k. They ensure discipline in the enterprise. l. They motivate workers.  m. They are the image builders of the enterprise because they are in direct contact with the workers. Functions of Management Management has been described as a social process involving responsibility for economical and effective planning & regulation of operation of an enterprise in the fulfillment of given purposes. It is a dynamic process consisting of various elements and activities. These activities are different from operative functions like marketing, finance, purchase etc. Rather these activities are common to each and every manger irrespective of his level or status. Different experts have classified functions of management. According to George & Jerry, “There are four fundamental functions of management i.e. planning, organizing, actuating and controlling”. According to Henry Fayol, “To manage is to forecast and plan, to organize, to command, & to control”. Whereas Luther Gullick has given a keyword ’POSDCORB’ where P stands for Planning, O for Organizing, S for Staffing, D for Directing, Co for Co-ordination, R for reporting & B for Budgeting. But the most widely accepted are functions of management given by KOONTZ and O’DONNEL i.e. Planning, Organizing, Staffing, Directing and Controlling. For theoretical purposes, it may be convenient to separate the function of management but practically these functions are overlapping in nature i.e. they are highly inseparable. Each function blends into the other & each affects the performance of others. 1. Planning It is the basic function of management. It deals with chalking out a future course of action & deciding in advance the most appropriate course of actions for achievement of pre- determined goals. According to KOONTZ, “Planning is deciding in advance - what to do, when to do & how to do. It bridges the gap from where we are & where we want to be”. A plan is a future course of actions. It is an exercise in problem solving & decision  making. Planning is determination of courses of action to achieve desired goals. Thus, planning is a systematic thinking about ways & means for accomplishment of pre- determined goals. Planning is necessary to ensure proper utilization of human & non- human resources. It is all pervasive, it is an intellectual activity and it also helps in avoiding confusion, uncertainties, risks, wastages etc. 2. Organizing It is the process of bringing together physical, financial and human resources and developing productive relationship amongst them for achievement of organizational goals. According to Henry Fayol, “To organize a business is to provide it with everything useful or its functioning i.e. raw material, tools, capital and personnel’s”. To organize a business involves determining & providing human and non-human resources to the organizational structure. Organizing as a process involves:  Identification of activities.  Classification of grouping of activities.  Assignment of duties.  Delegation of authority and creation of responsibility.  Coordinating authority and responsibility relationships. 3. Staffing It is the function of manning the organization structure and keeping it manned. Staffing has assumed greater importance in the recent years due to advancement of technology, increase in size of business, complexity of human behavior etc. The main purpose o staffing is to put right man on right job i.e. square pegs in square holes and round pegs in round holes. According to Kootz & O’Donell, “Managerial function of staffing involves manning the organization structure through proper and effective selection, appraisal & development of personnel to fill the roles designed un the structure”. Staffing involves:  Manpower Planning (estimating man power in terms of searching, choose the person and giving the right place).  Recruitment, Selection & Placement.  Training & Development.  Remuneration.  Performance Appraisal.  Promotions & Transfer. 4. Directing It is that part of managerial function which actuates the organizational methods to work efficiently for achievement of organizational purposes. It is considered life-spark of the enterprise which sets it in motion the action of people because planning, organizing and staffing are the mere preparations for doing the work. Direction is that inert-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating sub-ordinate for the achievement of organizational goals. Direction has following elements:  Supervision  Motivation  Leadership  Communication  Supervision- implies overseeing the work of subordinates by their superiors. It is the act of watching & directing work & workers. Motivation- means inspiring, stimulating or encouraging the sub-ordinates with zeal to work. Positive, negative, monetary, non-monetary incentives may be used for this purpose. Leadership- may be defined as a process by which manager guides and influences the work of subordinates in desired direction. Communications- is the process of passing information, experience, opinion etc from one person to another. It is a bridge of understanding. 5. Controlling It implies measurement of accomplishment against the standards and correction of deviation if any to ensure achievement of organizational goals. The purpose of controlling is to ensure that everything occurs in conformities with the standards. An efficient system of control helps to predict deviations before they actually occur. According to Theo Haimann, “Controlling is the process of checking whether or not proper progress is being made towards the objectives and goals and acting if necessary, to correct any deviation”. According to Koontz & O’Donell “Controlling is the measurement & correction of performance activities of subordinates in order to make sure that the enterprise objectives and plans desired to obtain them as being accomplished”. Therefore controlling has following steps: a. Establishment of standard performance. b. Measurement of actual performance. c. Comparison of actual performance with the standards and finding out deviation if any. d. Corrective action. What is MIS? Intoduction & Definition What is MIS? 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. MIS is the acronym for Management Information Systems. In a nutshell, MIS is a collection of systems, hardware, procedures and people that all work together to process, store, and produce information that is useful to the organization. The need for MIS The following are some of the justifications for having an MIS system  Decision makers need information to make effective decisions. Management Information Systems (MIS) make this possible.   MIS systems facilitate communication within and outside the organization – employees within the organization are able to easily access the required information for the day to day operations. Facilitates such as Short Message Service (SMS) & Email make it possible to communicate with customers and suppliers from within the MIS system that an organization is using.  Record keeping – management information systems record all business transactions of an organization and provide a reference point for the transactions. Components of MIS The major components of a typical management information system are;  People – people who use the information system  Data – the data that the information system records  Business Procedures – procedures put in place on how to record, store and analyze data  Hardware – these include servers, workstations, networking equipment, printers, etc.  Software – these are programs used to handle the data. These include programs such as spreadsheet programs, database software, etc. Types of Information Systems The type of information system that a user uses depends on their level in an organization. The following diagram shows the three major levels of users in an organization and the type of information system that they use. Transaction Processing Systems (TPS) This type of information system is used to record the day to day transactions of a business. An example of a Transaction Processing System is a Point of Sale (POS) system. A POS system is used to record the daily sales. Management Information Systems (MIS) Management Information Systems are used to guide tactic managers to make semi-structured decisions. The output from the transaction processing system is used as input to the MIS system. Decision Support Systems (DSS) Decision support systems are used by top level managers to make semi-structured decisions. The output from the Management Information System is used as input to the decision support system.DSS systems also get data input from external sources such as current market forces, competition, etc. Manual Information Systems VS Computerized Information Systems (MIS) Data is the bloodstream of any business entity. Everyone in an organization needs information to make decisions. An information system is an organized way of recording, storing data, and retrieving information. In this section, we will look at manual information systems vs. computerized information systems. Manual Information System A manual information system does not use any computerized devices. The recording, storing and retrieving of data is done manually by the people, who are responsible for the information system. The following are the major components of a manual information system  People –people are the recipients of information system  Business Procedures –these are measures put in place that define the rules for processing data, storing it, analyzing it and producing information  Data –these are the recorded day to day transactions  Filing system – this is an organized way of storing information  Reports –the reports are generated after manually analyzing the data from the filing system and compiling it. The following diagram illustrates how a typical manual information system works Advantages and Dis-advantages of a manual information system Advantages: The following are the advantages of manual information systems  Cost effective – it is cheaper compared to a computerized system because there is no need to purchase expensive equipment such as servers, workstations, printers, etc.  Flexible –evolving business requirements can easily be implemented into the business procedures and implemented immediately Disadvantages: The following are some of the disadvantages of a manual information system.  Time consuming –all data entries need to be verified before filing, this is a time consuming task when done by humans. Retrieving data from the filing system also takes a considerable amount of time  Prone to error – the accuracy of the data when verified and validated by human beings is more prone to errors compared to verification and validation done by computerized systems.  Lack of security – the security of manual systems is implemented by restricting access to the file room. Experience shows unauthorized people can easily gain access to the filing room  Duplication of data –most departments in an organization need to have access to the same data. In a manual system, it is common to duplicate this data to make it easy to accessible to all authorized users. The challenge comes in when the same data needs to be updated  Data inconsistency – due to the duplication of data, it is very common to update data in one file and not update the other files. This leads to data inconsistency   Lack of backups – if the file get lost or mishandled, the chances of recovering the data are almost zero. Computerized information system Computerized systems were developed to address the challenges of manual information systems. The major difference between a manual and computerized information system is a computerized system uses a combination of software and hardware to record, store, analyze and retrieve information. Advantages and Disadvantages of a computerized information system (MIS) The following are some of the disadvantages of a computerized information system. Advantages: The following are the advantages of computerized information systems  Fast data processing and information retrieval – this is one of the biggest advantages of a computerized information system. It processes data and retrieves information at a faster rate. This leads to improved client/customer service  Improved data accuracy – easy to implement data validation and verification checks in a computerized system compared to a manual system.  Improved security – in addition to restricting access to the database server, the computerized information system can implement other security controls such as user’s authentication, biometric authentication systems, access rights control, etc.  Reduced data duplication – database systems are designed in such a way that minimized duplication of data. This means updating data in one department automatically makes it available to the other departments  Improved backup systems – with modern day technology, backups can be stored in the cloud which makes it easy to recover the data if something happened to the hardware and software used to store the data  Easy access to information – most business executives need to travel and still be able to make a decision based on the information. The web and Mobile technologies make accessing data from anywhere possible. Disadvantages:  It is expensive to set up and configure – the organization has to buy hardware and the required software to run the information system. In addition to that, business procedures will need to be revised, and the staff will need to be trained on how to use the computerized information system.  Heavy reliance on technology – if something happens to the hardware or software that makes it stop functioning, then the information cannot be accessed until the required hardware or software has been replaced.  Risk of fraud – if proper controls and checks are not in place, an intruder can post unauthorized transactions such as an invoice for goods that were never delivered, etc. Summary  MIS is the acronym for Management Information System. It is a collection of people, procedures, data, and information technology that aids managers to make informed decisions.   Computerized information systems are more efficient compared to manual information systems. Manual information systems are cheaper compared to computerized information systems.  Transaction processing systems (TPS) are by operational staff to record day to day business transactions, and they are used to make structured decisions  Management Information Systems (MIS) are used by middle-level managers to make semi- structured decisions  Decision Support Systems are used by top level managers, and they help top level managers to make unstructured decisions. 4 Steps of Developing Accounting System for Businesses The system that collects and processes transaction-data and disseminates financial information to interested parties is known as the accounting system or accounting information system. This system includes every step of accounting cycle. It also includes documentary evidences of transactions. Therefore, transaction with documentary evidences, journal, ledger, trial balance, work sheet, financial statements determining results etc. are included in accounting information system. Recording of business transaction, ledger preparation, trial balance preparation, analyzing process of financial Statements are similar in all business organizations. The speed and efficiency of the system depend on accounting information systems in practice. For example, a student decides to go home after attending accounting class. His roads to his home are two-one is side road and the other is super highway. Now it is up to the student which road he will take to go home. But his intention is one i.e. to reach home. He can go home driving car using either of the roads. But it is expected that he will drive the car to go home by the super highway because this road is very much speedy. It is also true in case of accounting information system. If a particular accounting system is comparatively speedy and efficient, it can be used for accounting process. In this stage identification of various accounting systems and their characteristics will be discussed. Processing transactions through a general journal and general ledger manually is one type of accounting system. Another accounting system is to add special journal and subsidiary ledger to the above mentioned system. Accounts keeping through machine i.e. computer can be done more speedily and efficiently in comparison to manual operating of accounting activities. Developing Accounting System An ideal accounting system does not come into force automatically. It is to be very much carefully planned, designed, arranged, managed and modified. In developing an ideal accounting system the following four steps are necessary; 1. Analysis: At first it is to be ascertained what information is necessary for internal and external users. An information analyst is to identify sources of necessary information for collecting data and prepare reports and preserve them properly. Strength and weakness of an existing information system are to be identified for its analysis. 2. Design: For formulating a new accounting system designing of forms and documents, sorting of method and working process, preparing statement of work, collecting techniques of control, preparing reports and selecting equipment are necessary. Slight changes are required for redesigning existing accounting information system. 3. Implementation: For implementation of a new or modified accounting information system, necessary documentary evidences of information, process of methods and installation of necessary equipment etc. are to be activated. Employees concerned are to be given training and they are to be monitored closely. 4. Follow-up: After implementation of accounting information system and making it workable its weakness and breakdown are to be monitored very closely and its effectiveness and design are to be compared with organizational objectives. If needed changes are to be brought in its implementation process of design. The above mentioned steps represent the life cycle of accounting information system. This suggests that some accounting information systems are always unchangeable. But expansion of knowledge, experience and technology and occurrence of organizational changes might create and change accounting information system. Inventory System Inventory systems are tracking systems that inform you of the amount of raw materials, supplies or final products you have readily available. The inventory system is updated each time you sell an item or use raw materials to create a product, so you know what you have available for the following day or week. This type of system also allows you to order products in advance, so you have everything you need at all times. Purpose of Inventory The purpose of an inventory system is to keep track of what you have in your small store, large office or product development factory. If you know what you have available for sale or to build products, you can easily satisfy the needs of your customers when they contact you to buy your products. The inventory system informs you when you need to purchase more products or supplies. Types of Inventory Systems There are two main types of inventory systems. Smaller privately owned stores may use a manual inventory system, where the cashier manually keeps track of all items sold each day. At the end of the day, sold items are subtracted from the total inventory count to get an updated number available for sale. A technological inventory system tracks the purchases and gives you an updated number of inventory items left for sale. Both systems require that you manually count all of the products or items in the inventory. Asset or Liability Items that the company has bought as part of the inventory are considered business assets. As long as the company can sell or use the items, the business is not losing money. However, items that have passed their expiration dates or that are not selling due to a lack of demand or lack of popularity can become liabilities for the business. An inventory system should only store the amount of items that can easily be sold to avoid creating a liability for the business. Inventory Management Any inventory system should have a manager to keep track of all the items in the inventory system. The manager is responsible for ordering new items or products when supplies are getting low and manually counting the items to catch any employees who may be stealing or find any inventory items that may be broken. The manager should also be responsible for locating items that have expiration dates in the inventory and that are subject to mold or damage. What is Payroll? Payroll is the process by which employers pay an employee for the work they have completed. Any business with employees should have a payroll established. Although, payroll seems like a mundane task, it involves many aspects including, withholding taxes from each paycheck and making sure accurate funds are paid to the correct government agency. Payroll duties can create a huge burden and unwanted stress for small business owners. A missed deadline or incorrect filing of taxes can result in fines or jail time. To avoid these issues, small and middle-sized businesses can benefit from using payroll systems. What is a Payroll System? A payroll system is software designed to organize all the tasks of employee payment and the filing of employee taxes. These tasks can include keeping track of hours, calculating wages, withholding taxes and deductions, printing and delivering checks and paying employment taxes to the government. Payroll software often requires very little input from the employer. The employer is required to input employee wage information and hours—then the software calculates the information and performs withholdings automatically. Most payroll software is automatically updated whenever a tax law changes and will remind employers when to file various tax forms What is Information? Information is organized or classified data, which has some meaningful values for the receiver. Information is the processed data on which decisions and actions are based. For the decision to be meaningful, the processed data must qualify for the following characteristics −  Timely − Information should be available when required.  Accuracy − Information should be accurate.  Completeness − Information should be complete. Definition - What does Information System (IS) mean? An information system (IS) refers to a collection of multiple pieces of equipment involved in the dissemination of information. Hardware, software, computer system connections and information, information system users, and the system’s housing are all part of an IS. Techopedia explains Information System (IS) There are several types of information systems, including the following common types:   Operations support systems, including transaction processing systems  Management information systems  Decision support systems  Executive information systems An information system commonly refers to a basic computer system but may also describe a telephone switching or environmental controlling system. The IS involves resources for shared or processed information, as well as the people who manage the system. People are considered part of the system because without them, systems would not operate correctly. There are many types of information systems, depending on the need they are designed to fill. An operations support system, such as a transaction processing system, converts business data (financial transactions) into valuable information. Similarly, a management information system uses database information to output reports, helping users and businesses make decisions based on extracted data. In a decision support system, data is pulled from various sources and then reviewed by managers, who make determinations based on the compiled data. An executive information system is useful for examining business trends, allowing users to quickly access custom strategic information in summary form, which can be reviewed in more detail. An information system (IS) is an organized system for the collection, organization, storage and communication of information. More specifically, it is the study of complementary networks that people and organizations use to collect, filter, process, create and distribute data. Further, "[a]n information system (IS) is a group of components that interact to produce information. It focuses on the internal rather than the external." A computer information system is a system that a branch of Science composed of people and computers that processes or interprets information. The term is also sometimes used in more restricted senses to refer to only the software used to run a computerized database or to refer to only a computer system. Information Systems is an academic study of systems with a specific reference to information and the complementary networks of hardware and software that people and organizations use to collect, filter, process, create and also distribute data. An emphasis is placed on an information system having a definitive boundary, users, processors, storage, inputs, outputs and the aforementioned communication networks. Org value of social media Proactive -crowdsourcing, advertisement, organizational social media profiles, social commerce passive - Social media analytics Any specific information system aims to support operations, management and decision- making. An information system is the information and communication technology (ICT) that an organization uses, and also the way in which people interact with this technology in support of business processes. Some authors make a clear distinction between information systems, computer systems, and business processes. Information systems typically include an ICT component but are not purely concerned with ICT, focusing instead on the end use of information technology. Information systems are also different from business processes. Information systems help to control the performance of business processes. Alter argues for advantages of viewing an information system as a special type of work system. A work system is a system in which humans or machines perform processes and activities using resources to produce specific products or services for customers. An information system is a work system whose activities are devoted to capturing, transmitting, storing, retrieving, manipulating and displaying information. As such, information systems inter-relate with data systems on the one hand and activity systems on the other. An information system is a form of communication system in which data represent and are processed as a form of social memory. An information system can also be considered a semi-formal language which supports human decision making and action. Information systems are the primary focus of study for organizational informatics. There are various types of information systems, for example: transaction processing systems, decision support systems, knowledge management systems, learning management systems, database management systems, and office information systems. Critical to most information systems are information technologies, which are typically designed to enable humans to perform tasks for which the human brain is not well suited, such as: handling large amounts of information, performing complex calculations, and controlling many simultaneous processes. Information technologies are a very important and malleable resource available to executives. Many companies have created a position of chief information officer (CIO) that sits on the executive board with the chief executive officer (CEO), chief financial officer (CFO), chief operating officer (COO), and chief technical officer (CTO). The CTO may also serve as CIO, and vice versa. The chief information security officer (CISO) focuses on information security management. The six components that must come together in order to produce an information system are: (Information systems are organizational procedures and do not need a computer or software, this data is erroneous) (IE, an accounting system in the 1400s using ledger and ink utilizes an information system) 1. Hardware: The term hardware refers to machinery. This category includes the computer itself, which is often referred to as the central processing unit (CPU), and all of its support equipment. Among the support, equipment are input and output devices, storage devices and communications devices. 2. Software: The term software refers to computer programs and the manuals (if any) that support them. Computer programs are machine-readable instructions that direct the circuitry within the hardware parts of the system to function in ways that produce useful information from data. Programs are generally stored on some input/output medium, often a disk or tape. 3. Data: Data are facts that are used by programs to produce useful information. Like programs, data are generally stored in machine-readable form on disk or tape until the computer needs them. 4. Procedures: Procedures are the policies that govern the operation of a computer system. "Procedures are to people what software is to hardware" is a common analogy that is used to illustrate the role of procedures in a system. 5. People: Every system needs people if it is to be useful. Often the most overlooked element of the system are the people, probably the component that most influence the success or failure of information systems. This includes "not only the users, but those who operate and service the computers, those who maintain the data, and those who support the network of computers." ';'  1. Feedback: it is another component of the IS, that defines that an IS may be provided with a feedback (Although this component isn't necessary to function). Data is the bridge between hardware and people. This means that the data we collect is only data until we involve people. At that point, data is now information. Types of information system A four level The "classic" view of Information systems found in the textbooks in the 1980s was a pyramid of systems that reflected the hierarchy of the organization, usually transaction processing systems at the bottom of the pyramid, followed by management information systems, decision support systems, and ending with executive information systems at the top. Although the pyramid model remains useful since it was first formulated, a number of new technologies have been developed and new categories of information systems have emerged, some of which no longer fit easily into the original pyramid model. Some examples of such systems are:  data warehouses  enterprise resource planning  enterprise systems  expert systems  search engines  geographic information system  global information system  office automation. A computer(-based) information system is essentially an IS using computer technology to carry out some or all of its planned tasks. The basic components of computer-based information systems are:  Hardware- these are the devices like the monitor, processor, printer and keyboard, all of which work together to accept, process, show data and information.  Software- are the programs that allow the hardware to process the data.  Databases- are the gathering of associated files or tables containing related data.  Networks- are a connecting system that allows diverse computers to distribute resources.  Procedures- are the commands for combining the components above to process information and produce the preferred output. The first four components (hardware, software, database, and network) make up what is known as the information technology platform. Information technology workers could then use these components to create information systems that watch over safety measures, risk and the management of data. These actions are known as information technology services. Certain information systems support parts of organizations, others support entire organizations, and still others, support groups of organizations. Recall that each department or functional area within an organization has its own collection of application programs or information systems. These functional area information systems (FAIS) are supporting pillars for more general IS namely, business intelligence systems and dashboards[citation needed]. As the name suggest, each FAIS support a particular function within the organization, e.g.: accounting IS, finance IS, production / operation management (POM) IS, marketing IS, and human resources IS. In finance and accounting, managers use IT systems to forecast revenues and business activity, to determine the best sources and uses of funds, and to perform audits to ensure that the organization is fundamentally sound and that all financial reports and documents are accurate. Other types of organizational information systems are FAIS, Transaction processing systems, enterprise resource planning, office automation system, management information system, decision support system, expert system, executive dashboard, supply chain management system, and electronic commerce system. Dashboards are a special form of IS that support all managers of the organization. They provide rapid access to timely information and direct access to structured information in the form of reports. Expert systems attempt to duplicate the work of human experts by applying reasoning capabilities, knowledge, and expertise within a specific domain. Information system development Information technology departments in larger organizations tend to strongly influence the development, use, and application of information technology in the organizations. A series of methodologies and processes can be used to develop and use an information system. Many developers now use an engineering approach such as the system development life cycle (SDLC), which is a systematic procedure of developing an information system through stages that occur in sequence. Recent research aims at enabling and measuring the ongoing, collective development of such systems within an organization by the entirety of human actors themselves. An information system can be developed in house (within the organization) or outsourced. This can be accomplished by outsourcing certain components or the entire system. A specific case is the geographical distribution of the development team (offshoring, global information system). A computer-based information system, following a definition of Langefors, is a technologically implemented medium for:  recording, storing, and disseminating linguistic expressions,  as well as for drawing conclusions from such expressions. Geographic information systems, land information systems, and disaster information systems are examples of emerging information systems, but they can be broadly considered as spatial information systems. System development is done in stages which include:  Problem recognition and specification  Information gathering  Requirements specification for the new system  System design  System construction  System implementation  Review and maintenance.[ Knowledge is information that is meaningful in cognitive forms such as understanding, awareness and ability. It is typically acquired by experience, information consumption, experimentation and thought processes such as imagination and critical thinking. Knowledge comes in several varieties and types: Comparison Chart Basis for Information Knowledge Comparison When the facts obtained are Knowledge refers to the relevant Meaning systematically presented in a given and objective information gained context it is known as information. through experience. What is it? Refined data Useful information Information, experience and Combination of Data and context intuition Processing Improves representation Increases concisousness Outcome Comprehension Understanding Transfer Easily transferable Requires learning Identical reproduction is not Reproducibility Can be reproduced. possible. Information alone is not sufficient to Prediction is possible if one possess Prediction make predictions required knowledge. One in other All information need not be knowledge. All knowledge is information. Definition of Information The term ‘information’ is described as the structured, organised and processed data, presented within context, which makes it relevant and useful to the person who wants it. Data means raw facts and figures concerning people, places, or any other thing, which is expressed in the form of numbers, letters or symbols. Information is the data which is transformed and classified into an intelligible form, which can be used in the process of decision making. In short, when data turn out to be meaningful after conversion, it is known as information. It is something that informs, in essence, it gives an answer to a particular question. The main characteristics of information are accuracy, relevance, completeness and availability. It can be communicated in the form of content of a message or through observation and can be obtained from various sources such as newspaper, television, internet, people, books, and so on. Definition of Knowledge Knowledge means the familiarity and awareness of a person, place, events, ideas, issues, ways of doing things or anything else, which is gathered through learning, perceiving or discovering. It is the state of knowing something with cognizance through the understanding of concepts, study and experience. In a nutshell, knowledge connotes the confident theoretical or practical understanding of an entity along with the capability of using it for a specific purpose. Combination of information, experience and intuition leads to knowledge which has the potential to draw inferences and develop insights, based on our experience and thus it can assist in decision making and taking actions. Key Differences Between Information and Knowledge The points given below are important, so far as the difference between information and knowledge is concerned: 1. Information denotes the organised data about someone or something obtained from various sources such as newspaper, internet, television, discussions, etc. Knowledge refers to the awareness or understanding on the subject acquired from education or experience of a person. 2. Information is nothing but the refined form of data, which is helpful to understand the meaning. On the other hand, knowledge is the relevant and objective information that helps in drawing conclusions. 3. Data compiled in the meaningful context provides information. Conversely, when information is combined with experience and intuition, it results in knowledge. 4. Processing improves the representation, thus ensures easy interpretation of the information. As against this, processing results in increased consciousness, thus enhances subject knowledge. 5. Information brings on comprehension of the facts and figures. Unlike, knowledge which leads to the understanding of the subject. 6. The transfer of information is easy through different means, i.e. verbal or non-verbal signals. Conversely, the transfer of knowledge is a bit difficult, because it requires learning on the part of the receiver. 7. Information can be reproduced in low cost. However, exactly similar reproduction of knowledge is not possible because it is based on experiential or individual values, perceptions, etc. 8. Information alone is not sufficient to make generalisation or predictions about someone or something. On the contrary, knowledge has the ability to predict or make inferences. 9. Every information is not necessarily a knowledge, but all knowledge is an information. Characteristics of Information Good information is that which is used and which creates value. Experience and research shows that good information has numerous qualities. Good information is relevant for its purpose, sufficiently accurate for its purpose, complete enough for the problem, reliable and targeted to the right person. It is also communicated in time for its purpose, contains the right level of detail and is communicated by an appropriate channel, i.e. one that is understandable to the user. Further details of these characteristics related to organisational information for decision-making follows. Availability/accessibility Information should be easy to obtain or access. Information kept in a book of some kind is only available and easy to access if you have the book to hand. A good example of availability is a telephone directory, as every home has one for its local area. It is probably the first place you look for a local number. But nobody keeps the whole country’s telephone books so for numbers further afield you probably phone a directory enquiry number. For business premises, say for a hotel in London, you would probably use the Internet. Businesses used to keep customer details on a card-index system at the customer’s branch. If the customer visited a different branch a telephone call would be needed to check details. Now, with centralised computer systems, businesses like banks and building societies can access any customer’s data from any branch. Accuracy Information needs to be accurate enough for the use to which it is going to be put. To obtain information that is 100% accurate is usually unrealistic as it is likely to be too expensive to produce on time. The degree of accuracy depends upon the circumstances. At operational levels information may need to be accurate to the nearest penny – on a supermarket till receipt, for example. At tactical level department heads may see weekly summaries correct to the nearest £100, whereas at strategic level directors may look at comparing stores’ performances over several months to the nearest £100,000 per month. Accuracy is important. As an example, if government statistics based on the last census wrongly show an increase in births within an area, plans may be made to build schools and construction companies may invest in new housing developments. In these cases any investment may not be recouped. Reliability or objectivity Reliability deals with the truth of information or the objectivity with which it is presented. You can only really use information confidently if you are sure of its reliability and objectivity. When researching for an essay in any subject, we might make straight for the library to find a suitable book. We are reasonably confident that the information found in a book, especially one that the library has purchased, is reliable and (in the case of factual information) objective. The book has been written and the author’s name is usually printed for all to see. The publisher should have employed an editor and an expert in the field to edit the book and question any factual doubts they may have. In short, much time and energy goes into publishing a book and for that reason we can be reasonably confident that the information is reliable and objective. Compare that to finding information on the Internet where anybody can write unedited and unverified material and ‘publish’ it on the web. Unless you know who the author is, or a reputable university or government agency backs up the research, then you cannot be sure that the information is reliable. Some Internet websites are like vanity publishing, where anyone can write a book and pay certain (vanity) publishers to publish it. Relevance/appropriateness Information should be relevant to the purpose for which it is required. It must be suitable. What is relevant for one manager may not be relevant for another. The user will become frustrated if information contains data irrelevant to the task in hand. For example, a market research company may give information on users’ perceptions of the quality of a product. This is not relevant for the manager who wants to know opinions on relative prices of the product and its rivals. The information gained would not be relevant to the purpose. Completeness Information should contain all the details required by the user. Otherwise, it may not be useful as the basis for making a decision. For example, if an organisation is supplied with information regarding the costs of supplying a fleet of cars for the sales force, and servicing and maintenance costs are not included, then a costing based on the information supplied will be considerably underestimated. Ideally all the information needed for a particular decision should be available. However, this rarely happens; good information is often incomplete. To meet all the needs of the situation, you often have to collect it from a variety of sources. Data Flow Diagram Data flow diagram is graphical representation of flow of data in an information system. It is capable of depicting incoming data flow, outgoing data flow and stored data. The DFD does not mention anything about how data flows through the system. There is a prominent difference between DFD and Flowchart. The flowchart depicts flow of control in program modules. DFDs depict flow of data in the system at various levels. DFD does not contain any control or branch elements. Types of DFD Data Flow Diagrams are either Logical or Physical.  Logical DFD - This type of DFD concentrates on the system process, and flow of data in the system. For example in a Banking software system, how data is moved between different entities.  Physical DFD - This type of DFD shows how the data flow is actually implemented in the system. It is more specific and close to the implementation. DFD Components DFD can represent Source, destination, storage and flow of data using the following set of components -  Entities - Entities are source and destination of information data. Entities are represented by a rectangles with their respective names.  Process - Activities and action taken on the data are represented by Circle or Round-edged rectangles.  Data Storage - There are two variants of data storage - it can either be represented as a rectangle with absence of both smaller sides or as an open- sided rectangle with only one side missing.  Data Flow - Movement of data is shown by pointed arrows. Data movement is shown from the base of arrow as its source towards head of the arrow as destination. Levels of DFD  Level 0 - Highest abstraction level DFD is known as Level 0 DFD, which depicts the entire information system as one diagram concealing all the underlying details. Level 0 DFDs are also known as context level DFDs.   Level 1 - The Level 0 DFD is broken down into more specific, Level 1 DFD. Level 1 DFD depicts basic modules in the system and flow of data among various modules. Level 1 DFD also mentions basic processes and sources of information.  Level 2 - At this level, DFD shows how data flows inside the modules mentioned in Level 1. Higher level DFDs can be transformed into more specific lower level DFDs with deeper level of understanding unless the desired level of specification is achieved. Structure Charts Structure chart is a chart derived from Data Flow Diagram. It represents the system in more detail than DFD. It breaks down the entire system into lowest functional modules, describes functions and sub-functions of each module of the system to a greater detail than DFD. Structure chart represents hierarchical structure of modules. At each layer a specific task is performed. Here are the symbols used in construction of structure charts -  Module - It represents process or subroutine or task. A control module branches to more than one sub-module. Library Modules are re-usable and invokable from any module.  Condition - It is represented by small diamond at the base of module. It depicts that control module can select any of sub-routine based on some condition.  Jump - An arrow is shown pointing inside the module to depict that the control will jump in the middle of the sub-module.  Loop - A curved arrow represents loop in the module. All sub-modules covered by loop repeat execution of module.   Data flow - A directed arrow with empty circle at the end represents data flow.  Control flow - A directed arrow with filled circle at the end represents control flow. HIPO Diagram HIPO (Hierarchical Input Process Output) diagram is a combination of two organized method to analyze the system and provide the means of documentation. HIPO model was developed by IBM in year 1970. HIPO diagram represents the hierarchy of modules in the software system. Analyst uses HIPO diagram in order to obtain high-level view of system functions. It decomposes functions into sub-functions in a hierarchical manner. It depicts the functions performed by system. HIPO diagrams are good for documentation purpose. Their graphical representation makes it easier for designers and managers to get the pictorial idea of the system structure. In contrast to IPO (Input Process Output) diagram, which depicts the flow of control and data in a module, HIPO does not provide any information about data flow or control flow. Example Both parts of HIPO diagram, Hierarchical presentation and IPO Chart are used for structure design of software program as well as documentation of the same. What does Object-Oriented Analysis and Design (OOAD) mean? Object-oriented analysis and design (OOAD) is a technical approach used in the analysis and design of an application or system through the application of the object-oriented paradigm and concepts including visual modeling. This is applied throughout the development life cycle of the application or system, fostering better product quality and even encouraging stakeholder participation and communication. Object-Oriented Analysis and Design (OOAD) Software and computer application systems are incredibly complex concepts since there are few material restrictions and a lot of possible arbitrary reconstructions. Contrast that to things like bridge or building design, where the concept of a bridge or building is defined by the materials to be used and the nature of the environment it is built upon, which results in few options. Software does not enjoy the same restrictions, and the room for complexity to grow is very large. This is where object-oriented analysis and design comes into play. It uses abstraction as a tool to encapsulate complexity, and the more abstractions are introduced, the greater is the reduction in complexity. These acts of abstraction and encapsulation allow for certain problems to be highlighted and subsequently suppressed. OOAD is best applied iteratively since there is no clear process involved, but each aspect where OOAD is applied is refined as it is reused. This is because major portions of the designs are based on the entire aspects of the system and on the entities rather than on individual functions and code. This enforces the modular approach of OOAD whose goal is to break down the problem or the system into smaller units, called objects, that can stand on their own and be changed without affecting the ones around them too much. This makes it easy to add functionality and behavior and allow the system to gracefully accept change Decision tables are a concise visual representation for specifying which actions to perform depending on given conditions. They are algorithms whose output is a set of actions. The information expressed in decision tables could also be represented as decision trees or in a programming language as a series of if-then-else and switch-case statements. Example The limited-entry decision table is the simplest to describe. The condition alternatives are simple Boolean values, and the action entries are check-marks, representing which of the actions in a given column are to be performed. A technical support company writes a decision table to diagnose printer problems based upon symptoms described to them over the phone from their clients. The following is a balanced decision table (created by Systems Made Simple). Printer troubleshooter Rules Printer prints No No No No Yes Yes Yes Yes Conditions A red light is flashing Yes Yes No No Yes Yes No No Printer is recognized by computer No Yes No Yes No Yes No Yes Check the power cable — Check the printer-computer cable — Actions Ensure printer software is installed — Check/replace ink — Check for paper jam — Of course, this is just a simple example (and it does not necessarily correspond to the reality of printer troubleshooting), but even so, it demonstrates how decision tables can scale to several conditions with many possibilities. A decision table is used to represent conditional logic by creating a list of tasks depicting business level rules. Decision tables can be used when there is a consistent number of conditions that must be evaluated and assigned a specific set of actions to be used when the conditions are finally met. Decision tables are fairly similar to decision trees except for the fact that decision tables will always have the same number of conditions that need to be evaluated and actions that must be performed even if the set of branches being analyzed is resolved to true. A decision tree, on the other hand, can have one branch with more conditions that need to be evaluated than other branches on the tree. [WEBINAR] Real-World Data Fuels the 'New Intelligence' Techopedia explains Decision Table (DETAB) The purpose of a decision table is to structure logic by generating rules derived from the data entered in the table itself. A decision table lists causes (business rule condition) and effects (business rule action and expected results), which are represented through the use of a matrix where each column represents a unique combination. If there are rules within a business that can be expressed through the use of templates and data then a decision table is one technique that can be used to accomplish this. Each row of a decision table collects and stores its data separately and then combines the data with a specific or customized template to generate a rule. Decision tables should not be used if the rules in question do not follow a set of templates.