1 Applied ICT Information and its use. Applied ICT 2 Objectives Be able to interpret diagrams that show organisations’ structures. Understand how organisations.

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Applied ICTApplied ICT

Information and its useInformation and its use

Applied ICT

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ObjectivesObjectives

• Be able to interpret diagrams that show organisations’ structures.

• Understand how organisations use information, including how it is collected, communicated and processed

Applied ICT

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Smileys and IconsSmileys and Icons

A key termA definition you will be expected to know for the exam

HomeworkIt is essential you do the homework set for this course

ResearchFacts you need to research.

Exam questionsA question copied from passed paper, REVISION!

TaskA task or activity you need to complete

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All organisations need information to operate, but some exist solely to gather and disseminate information.

1. What information do organisations need?2. How is the information collected?3. How is information communicated4. Types of information.

Task

Think about which organisations just gather and disseminate information.

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1. What information do organisations need?

Organisations such as• News agencies• Newspaper• Radio• Television news channels• Market research • Direct Marketing

collect information from different sources, collect and process it to make it more assessable and understandable then publish the information.

Applied ICT

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Different organisations need different information.

A Retail Shop• Availability of stock• Prices

A Manufacturing Organisation• Availability and cost of raw materials• Customer information• Methods of distribution

A Tour Operator• Availability and cost of hotel rooms• Flight information• Customer booking requirements

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2. How is the information collected?

The information needed by organisations will be collected in many different ways depending on the organisation and the information.

TaskIn your groups discuss each company;1. What information they need and 2. How they might collect this information

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3. How is information communicated?

• Internal Communication:- Job function and departments communicate internally.

• External Communication:- Organisation communicate externally with other organisations, customers, suppliers, inland revenue and other official bodies.

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4. Types of information

Delivery DetailsInstructions, Method, Date

Delivery DetailsInstructions, Method, Date

AccountsOrder, Total Cost, Invoices,

Monthly Statements

AccountsOrder, Total Cost, Invoices,

Monthly Statements

ContractsDetails of goods or service,

terms and conditionsForms a legally

binding agreement

ContractsDetails of goods or service,

terms and conditionsForms a legally

binding agreement

Monthly StatementsMonthly Statements

Orders Goods/services

Customer detailsPayment and Delivery

Orders Goods/services

Customer detailsPayment and Delivery

Payment detailsHow payment is made, Full or part payment,

Amount paid, total cost

Payment detailsHow payment is made, Full or part payment,

Amount paid, total cost

Customer detailsName, Address

Customer detailsName, Address

CustomerClient

CustomerClient

Loan agreementsHow much, Interest, repayments, terms

and conditions

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4. Types of information – Customer and Client

Legally binding agreementAn agreement that I recognised under law. The client has 30 days to change their mind

Thirty-day creditAll goods must be paid for within 30 days of the customer receiving them.

Applied ICT


• Types of information

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WholesalersIntermediary organisations who buy goods or services from producers and then sell them on to other businesses

RetailersMostly retailers buy goods from wholesalers and sell them to the public.

4. Types of information – Wholesalers and retailers

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Applied ICT


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Applied ICT


Distributors• Move goods around• They need to know

– Where they are coming from and going to

– Delivery and collection date

– Delivery notes, details needed

• There customers will need to know– Cost of delivery

– Confirmation of delivery

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Applied ICT


Suppliers (Of services or goods)• Wholesalers supply goods to retailers• Distributors supply transportation to

organisations• Information will depend on the organisation

and supplier– Purchase order to supplier– Invoices to organisations– Payment details

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Applied ICT


Manufacturer

• Make products

• Information about raw materials and parts

• Purchase orders to suppliers

• Orders for products

• Invoices requesting payment

• Specifications for products, include colour, size, shape and changes.

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Applied ICT


Managers and employees

• All organisations hold information on their managers and employees

– Name, address, education, qualification, Employment history, position, salary, contracted hour

• Information between managers and employees will differ depending on job function.– Instructions

– Outcomes of tasks/progress

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Applied ICT


Briefs• A brief is a summary of the specificatio of a

product or service. It depends on the type of organisation

• Specifications provided in design brief

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Applied ICT


Services• Organisations will need to communicate

– Price– What you get, exactly! Eg Insurance, flights

• Clients need to provide requirements and details.

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PremiumThe amount of money you pay to an insurance company to provide insurance cover. Premiums are calculated from statistics

Applied ICT


Goods• Customers and clients need information about the goods

they are buying.– Catalogues– Websites

• Retailers will need similar information from wholesalers.– Quantity– Profit margin

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TaskYou are buying a laptop.What information do you need to know before you buy it?

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Information From To

Orders/purchase orders Customers and clientsRetailers or service

providers

Invoices

RetailersManufactures, distributors

and other suppliers

WholesalersManufactures, distributors

and other suppliers

Manufactures & Service providers

Distributors and other suppliers

Retailers or service providers

Customers and clients

Wholesalers, distributors and other suppliers

Retailers

Manufactures, distributors and other suppliers

Wholesalers

Distributors and other suppliers

Manufactures & Service providers

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Information From To

Delivery NotesRetailers, wholesalers or

manufacturersDistributors

Delivery confirmation DistributorsRetailers, wholesalers or

manufacturers

Product specifications and design briefs

Internal design function or external organisation

Manufacturing function

Work instructions Managers Employees

Work Reports Employees Managers

Goods information

(Catalogues/websites)

Retailers Customers

Wholesalers Retailers

Service information

(Brochure/websites)Service providers

Clients

(Brochures/websites)

Applied ICT


Key information and supporting ICT systemsKey information systems used by organisations• Personnel

• Training

• Payroll

• Design and development

• Purchasing

• Sales

• Research

• Accounts and finance

• Stock control or inventory systems

• Email

• Internet and Intranet24

Applied ICT


Personnel Systems

These are databases holding information about an organization’s employees.

Write down…

1. Where does this information come from?

2. What information do you think will be stored?

3. What might cause this information to be updated?

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Managed byManaged by

Applied ICT


Personnel Systems

Employee information – Application form• Full name, address, DoB, Gender, Martial status, education and

qualifications.• A unique Employee number is allocated• Date joined the company, position, salary, grade, contracted hours,

holiday entitlement and other job related information

Personnel Information• Confidential• Data protection

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Applied ICT

Information and its useInformation and its usePersonnel Systems

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ApplicationForm

ApplicationForm Personnel DatabasePersonnel Database

Small Organisations

Flat-file database

Small Organisations

Flat-file database

Large Organisations

Relational Database

Large Organisations

Relational Database


TrainingTraining

PayrollPayroll

Applied ICT

Information and its useInformation and its usePersonnel Systems

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Flat-file database: A database consisting of a single table of data.

• Records can be sorted on different criteria

• Surname• Length of service

• Easy to locate an employee’s record• Updating information• Computer based personnel records can be

processed more easily than paper based

• Records can be sorted on different criteria

• Surname• Length of service

• Easy to locate an employee’s record• Updating information• Computer based personnel records can be

processed more easily than paper based

Applied ICT


Training SystemsEnsures employees have the skills they need• Organising• Recording• Extension of personnel records

Task, write down…

1. What information you think would be stored and How?

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Staff development plans: A document that identifies the existing knowledge and skills of employees and how these can be extended and updated to improve performance. It will allocate resources to ensure that any training provided is relevant to the needs of the organisation and the employees.

Applied ICT


Training Systems

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Managed byManaged byWhy do organisations invest intraining?

1. Google “investors in people”

Why do organisations invest intraining?

1. Google “investors in people”

Applied ICT


Payroll SystemsLinks HR to accounts and finance, which will link to the

personnel system.

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Employee NoEmployee No

Rate of pay

Tax code

Employee NoEmployee No

Rate of pay

Tax code

Personnel DatabasePersonnel Database

PayrollPayroll

Applied ICT

Information and its useInformation and its usePayroll Systems• Clocking in systems• Calculations

– Hours worked*hourly rate– Deductions; National insurance, pension, tax

• Pay slips• Confidential

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Tax Code A code issued by the inland revenue, based on an individual’s circumstances. It is deducted from wages.

Batch ProcessedProcessing where all the data is collected or input and processed in a single operation. It is often run periodically and overnight.

Applied ICT


Payroll SystemsInternal and external links.


Accounts

Wages - Profits

Accounts

Wages - Profits

External LinksExternal Links

Payroll

Pay wages to accounts

Inland Revenue

Internal Links

Employee

Applied ICT

Information and its useInformation and its usePayroll Systems

What would be the consequences of inaccurate

Data on a payroll system?


Applied ICT


Design and development Systems

• Depend on the organisation’s products or services

• Computer aided design (CAD)• Computer aided manufacturing (CAM)• Records of;

– Products

– New products– Changes to products

What information woud be stored about the

product? 35

Applied ICT


Purchasing Systems• The purchase system creates purchase

orders for the goods and services required.– One copy to supplier– One copy kept by purchasing

• When goods/services and invoice are received they are checked against the purchase order

• Updates the purchase ledger in accounts• Links with the stock control/manaufacturing systems

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Applied ICT

Electronic data interchange (EDI)

The exchange of standardised document forms

between computer systems for business use.

Purchase Ledger

The section of accounts that records all purchases made by an organisation and the money paid out.

Sales Ledger

The section of the accounts system that records the sales of goods or services made by the organisation and the money paid in.


Purchasing Systems

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Applied ICT


Sales SystemsThe sales system keeps a record and tracks

orders placed by customers• Inputs

– Customer details, goods or services required– Manually or electronic

• Outputs– Requests for the supply of goods or services– Picking list (Warehouse)– Delivery note (Despatch)– Invoices (Customer)

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Applied ICT


Sales Systems

• Links – Stock Control– Sales Ledger

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Applied ICT


Research Systems

• Keeps details records of new products being trialled or investigated.

• Reports on research• Analysis of market research

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Applied ICT


Accounts and Finance Systems• Keeps track of the money coming and

going out of the organisation• General ledger summarising accounts• Balance sheets and income statements• Tracks receipts and payments, forecasting

cash flow

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Applied ICT


Stock and Inventory Systems• Tracks items held in stock by serial number• Records number, cost and location of stock• Re-ordering process• Links with robotic systems?• Re-stocking

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Applied ICT


Email Systems• Communicate information within and outside

organisation• Organise meeting• Who receives what information

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Applied ICT


Internet and Intranet Systems• Communicate with customers• New opportunities• Internal, providing closed networks• Buy and sell goods online.

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1 Applied ICT Information and its use. Applied ICT 2 Objectives Be able to interpret diagrams that show organisations’ structures. Understand how organisations.

Documents

different information

usewhat information

companywhat information

usedifferent organisations

organisations structures

useall organisations

requirementsapplied

conditionsapplied ict