Characteristics of Information Systems

Characteristics of Information Systems

The characteristics of information systems are that they:

Organise data to give information. Analyse information to give knowledge.

Data are raw facts. Information is data organised in a way that gives the data meaning.

Transaction Processing System (TPS)

TPS

Sales

Orders

Purchases

Transactiondatabase

Taxes

Manufacturing

WagesWarehouse

Employees

Management Information Systems (MIS)

MIS

Transactiondatabase

Budgetreports

Salessummary

Productionschedules

Profit/Lossstatement

Decision Support Systems (DSS)

DSS

Transactiondatabase

MISreports

Tradefigures

Forecasts,trends,

analysis

Australiancensus

Nationaleconomic

reports

Do they know what you're thinking?

1. What can you conclude from this about who owns personal information about you?

2. How do reward schemes such as 'Fly Buys' work? Who pays for the flights? Who gets the information?

Relationships Between the Systems

TPS Externaldata

Reports

Transactiondatabase

MIS

DSS

Information Systems Activities

REMEMBER1. What is the difference between data and information?2. List the four types of information systems?3. Which type of information system provides data for the

others?

THINK4. How are data, information and knowledge related?5. How do the four information systems depend on each other?

INVESTIGATE6. How can management information and decision support

systems be used in the home or at school?

Examples of Information Systems

All information systems have: An environment A purpose Participants Data / Information Processes Information Technology

School database - Environment

The school community (students, staff and parents). The educational services offered by the school. The flow of information between the school and authorities

such as the NSW Board of Studies and NSW Department of Education and Training.

The hardware and software.

Any organisation, business or individual that receives information generated by the school database administration system or supplies data for the system, is part of the system environment.

School database – Context Diagram

Classrolls

Timetabledata

Purchasesrequests

Financialreports

Newequipment

data

Sales and

charge

Marks andgrades

Receipts

Student andstaff

information

Purchaseorders

Student/

staffdata

School database - Purpose

Maintain the efficient operation of the school, its finances, resources and administrative tasks.

Provide information on student enrolments, subject selections and assessments for both school staff and educational authorities.

Must meet the legal requirements for monitoring student attendances.

School database - Data/Information

There's a great deal of information on people, resources and processes. Data stored in a school information database would include:

Equipment register Finance and purchase orders GST records Library resources and loans Staff information Student attendance information Student marks and grades Student personal and academic information Timetables and room allocationsMost of this data would be stored on an administrative computer

network. Some information like student marks/grades may be stored on individual staffroom computers

School database - Participants

School office and library staff who use the information system are clearly participants.

Teachers who add class information into the system and students who search the library catalogue are also system participants.

Everyone involved in a school is likely to be a participant at some stage.

School database - Processes

Data collection occurs through: Enrolment forms Marking of class rolls Payment of fees Recording results in class mark books Library loans and returns

The data are organised and stored in a number of different databases that deal with student and staff information, resources of various types and finances.

The data is analyses and processed to create class lists, student reports, financial reports, purchase orders, receipts and overdue book lists.

School database – Information Technology

Most data entry and access in a school information system is through the keyboard and monitor.

Barcodes and barcode readers are starting to become common input devices where a large number of repetitive data entry operations are needed. These include library loans and returns and entering attendance data from class rolls.

Hard copy outputs include class lists, daily absentee lists, order forms and financial statements.

Staffrooms have computer terminals linked to the office administration system.

The NSW Board of Studies and Department of Education use secure Internet links to communicate directly to school for school and course administration. The software includes the OASIS office network, Motorised Markbook, spreadsheet application software, personal database systems and other software applications.

Information Systems – Two More!

The Roads and Traffic Authority information database Video store information database

For each of the above databases, research, consider and describe the components:

Environment

Context diagram

Purpose

Participants

Data / Information

Processes

Information Technology

Information Systems Activities

REMEMBER1. Name the general parts or components of information systems?2. List the input devices common to all three database systems you have

looked at.3. What are the advantages of using barcodes on products?

THINK4. Why would specially designed database applications (such as OASIS and

DRIVES) be used instead of standard commercial database software?5. All three systems in this unit have both direct and indirect system users.

Classify the participants of each system as either direct or indirect users of the information systems described.

INVESTIGATE6. Select three other examples of database information systems and

describe the data/information, participants, information technology and the relationships between them for your three examples.

RTA - Environment

The environment of the RTA vehicle and driver information database would include: All drivers, driving instructors, driver examinersVehicle owners, vehicle inspectorsRTA services such as registration and licensingThe flow of information between the RTA and NSW Department of TransportThe police and courtsThe hardware and software

RTA – Context Diagram

Fees & charges

Financialreports

Licence & Rego data

Renewal notices

Driver & vehicle details

Statistical reports

Inspection Reports

Licences & registrations

RTA database - Purpose

Manage the registration of all drivers and motor vehicles in NSW. Includes sending out vehicle registration payment requests.

Providing statistical information on drivers and vehicles to the government and registration information to other authorities such as the Police.

Issues licences to security guards and firearm owners.

RTA database - Data/Information

Data stored in the vehicle and driver information database would include:

Driver personal details, payment details Driver licence number, licence type and classification, driving

history (including points remaining) Vehicle identification number, make and model Vehicle owner details, registration number, payment details Vehicle inspection record, insurance details GST records

All of this data are available to authorised RTA employees at any motor registry and vehicle inspection station anywhere in the state

RTA database - Participants

Data entry operators Inspectors Counter staff Administration officers at RTA officers Motor registeries and vehicle inspection stations The Police Department Traffic Branch and Infringement

Processing Bureau monitor driving records and vehicle registrations

RTA database - Processes

Data collection occurs through: Registration application forms Licence applications and renewals Vehicle inspection Driving test results

The data are organised and stored in a number of different databases that deal with drivers, vehicle information and finances.

Processing occurs when vehicle registration and licence renewal forms are sent out.

Data analysis produces statistics on registered vehicles and licensed drivers.

Data on vehicles and drivers are transmitted to the Police and other authorities when required.

RTA database – Information Technology

Data entry and display terminals (keyboards and monitors) EFTPOS machines for credit/debit card payments Barcode scanners for registration notice payments Networking between the computers in the office/building and links

to a state WAN (wide area network) Hard copy outputs would be registration and licence renewal

notices Includes the DRIVES integrated driver licensing and vehicle

registration database software system used by the RTA

Video store - Environment

The environment of the video store information database would include: customers and staffSuppliersEntertainment and other services supplied by the storeThe flow of information between the store and its head officeThe hardware and software

RTA – Context Diagram

Rental and sale data

Loans and overdue reports

New stock

Rental returns

Rental and sales statistics

Stock write-offs

New members

Financial reports

Video store database - Purpose

Keep accurate records of the stock, both rental and sales, particularly for rental stock out on loan.

It also serves as a transaction processing system to collect data for further analysis by store management.

Video store database - Data/Information

Data stored in the video store information database would include: Customer details, including current loans and overdue items Video rental title records, including items in stock and on loan Saleable items records (videos, snack foods) Rental and/or sales figures for each item GST records

Most of these items are available to store staff, some may even be available to customers through inquiry terminals. Certain items may also be available to management through a WAN connection to head office.

Video store database - Participants

Staff who check out videos and products, process returns, and authorise orders for new stock

Head office managers who use data provided by the system for inclusion in management and planning reports

Video store database - Processes

Data collection occurs through: New membership applications Sale items and rental videos passed over scanner New products that arrive in the store

The data are organised and stored in product and customer databases.

Processing occurs when products are sold, rented, returned or arrive as new products.

Data analysis produces statistics on video rentals, sales, delinquency rates and store income.

Some of this information would also be transmitted to head office.

Video store database – Information Technology

Entirely based on using barcode scanners as database input devices. The aim is to delay the customer as little as possible while minimising data entry errors.

All products for sale or rent are barcoded and scanned on etnering and leaving the store.

The keyboard would be used only to enter the details of a new rental customer.

New video titles arrive in the store from a central distribution warehouse with a database update disk or the store database is automatically updated through the WAN link from head office.

Customer inquiry terminals may rely on touch screen and ‘web-like’ interfaces.

Includes the database management and sales software and the network communications software.