Information Systems Stage 2 Information Technology 2013.

Information Systems

Stage 2 Information Technology 2013

What is a Computer-based Information System?

Aim is to provide information to a user and allow them to record a transaction.

o Find out the cost, time and venue of car rentalo Find the price of a flighto Book a motel room

What does it involve?

System System

Components (parts, elements) Connected together, work together With design logic (with a specific, logical and

planned design To achieve a task

Information

Data that has been processed in some way that informs us in some new way

Key types of activities an Information System does:

o Gathering Datao Validating Data as it is being gatheredo Storing Data and information once it is

processedo Processing Data into informationo Outputting Information in specific wayso Communicating Exchange or sharing data/information

(optional)o Disposing of data/information

Handling unwanted/old data

Considerations when Designing anInformation System

Aim – general purpose and function Outcomes – specific information produced by the

system Elements – physical entities that make up the

system, including people, manual components, software, hardware and data

Procedures – how components combine to gather and input data, amend data and achieve the outcomes

Constraints and Resulting Problems – factors that affect the outcomes Feedback Mechanism– How the System detects

errors

Elements to consider in Design

Aim - general purpose and functionThe aim of an information system is to provide the information needed by its related business system.E.g.

Hotel – record bookings for roomsDog Show – record results of dogs in

events

Outcomes

Specific information produced by the system E.g.

Speeding fines – unregistered drivers, all people caught,

Statistical - # of students in workshop, count, total, average

Grouping - # of boys compared to # of girls

Common Outcomes

All information systems share some common outcomes, such as: being able to store data in an organised way;

produce accurate and relevant information when it is needed (i.e. on time);

be flexible so that the information can be modified to suit different people’s needs;

Be easy to use.

Specific Outcomes

Each information system produces its own set of specific outcomes, usually in the form of a printed list, that are also part of the outcomes.

Elements

Physical entities that interactively make up the system, including:

ProceduresSoftwareHardwareDataPeople

Procedures

Instructions that lead you to an outcome

Each objective has its own set of steps that must be followed in order for it to occur.

The procedures are written as a numbered list that states “who does what and when”

If asked to write them in the exam…make ordered list

Software

Operating System – DOS, Windows, Linux, Unix, MacOS, Android, iOS, Solaris, BSD, …. Utility – virus checkers, defrag software

Application based – Access, Word, Excel,

Operating system -> application system -> Drivers -> hardware

HardwareInput devices

E.g.

Output devicesE.g.

Storage devicesE.g.

Data

Privacy Act 1988 Can only use data for intended and pre-stated purpose for

the business Full disclosure must be made More….

- Statistical outcomeo Must have grouping (more than one group)

e.g. for each type of breed how many have the… number of students at each year level

Average, min, max, etc

People

Jobs

Network Admin

Software Engineer

Database admin

Systems analyst

…

Users

Constraints

Factors that affect the outcomes They can include:

people not following the correct procedures; the components of a manual I.S. (as they can be lost, and are

cumbersome to use); the time to complete a task in; the accuracy of the data stored within the system.

Whenever one or more constraints prevent an objective from being achieved, a problem occurs.

A problem is a failed objective The cause of a failed objective is the constraint that

stopped the objective from happening.

Feedback Mechanism

Reporting if processing successful or unsuccessful

The feedback of an I.S. involves the way in which errors (the problems) are detected sometimes this can be done automatically by the system

often it requires a manual check of the output.

Can be both… Positive – confirm accurate entry Negative - Pop up window that informs if an incorrect entry is

made

Efficiency

Is the system fast? Achieves outcomes in a timely fashion

Is the system user friendly? Does it achieve its outcomes with the least

resources, time and money? E.g.

Report for all over-due accounts at the end of the month?

How long does it take to generate? Is all the data available?

Effectiveness

Does it meet the business needs? Does it achieve all the intended outcomes?

Is there a quality outcome? Is the outcome well presented? Is there a comprehensive outcome? (everything the

business wants or need)

Flexible – Review -> Update – cost effective?

Reliability

Is the data in the system and accurate and efficient?

Is the system maintained? E.g. removing unwanted emails

Is the data secure? Not open to ‘damage’ and abuse

Appropriate design? Is the information produced appropriate?

Are the processing and calculations accurate? Is it performing consistently?

As business needs change, so

Information Systems change

Security Appropriate

is the information generated appropriate/useful? Need redesign?

Accuracy – Validate Calculations Test Data / Desk Check

Systems Analyst -> give formulas -> Programmers

Consistency

click print -> goes to printer ->

process -> correct print

Always

Issues

Data – Is the data secure Privacy Act 1988 – must keep the data secure

or you will be fined… Sensitive information vs Private information Sensitive information cannot be on display in

a public areao Will need physical protection also

How is the data protected?

How is the data protected?

External Accesso Firewalls

Physical o Lockso Passwordso Shredding documents

How is the data protected?

Internal Security

o The internal threat is greatest Already past the ‘demilitarised zone’ Have a more personal reason to access or

misuse data Have a username and password Have knowledge of the system

Know how to interface with the data External hackers are like a blind man going

through the system

Ownership considerations

Your responsibility to ensure you protect privacy o E.g. David Jones – buying transactions – who owns

what? Your personal ID (linked to transaction records) remain

with DJ’s Your personal information must be deleted when you

leave (ask)

Intellectual Property Rightso Focus on option topics

Issues People

Cost of employment, training and User support…o During

Development Use Maintenance

Social impact of systemo Loss of jobs – less than in the past

In the mid-80’s when computers phased in, it was not uncommon for clerical (e.g. book keepers, accountants) staff to be reduced by 2/3’s

New jobs in the IT field Help Desk, support, social media analysts, web designers, etc

Cultural impact

Language Isolation SES Colour schemes – can mean different things to

different cultures E.g. in China – white is unlucky, red is lucky

Images Some Aboriginal cultures have very specific needs when it

comes to displaying or mentioning the name of people who are deceased. This could come up in a website for Aboriginal Art, etc

Language Choices, multiples, switching, quality of translation

Others Level of Education / training – opportunities

and loss of low level jobs Income – increase and loss of

Outcomes

For a Caravan Park using a database system write an

outcome involving the data entry of a customer booking a campsite.

Caravan Park:

To book a family a plot/area for specific nights.

Hairdressing Salon List the bookings, including client details, for

(hairdresser) Josephine Browing.

List the bookings for the 23/11/2000 in appointment order.

Library List the books that have been borrowed by

Mary Smythson this year. List all books borrowed by Mary Smythson on

23/11/2000.

Travel Agent To book a client on a tour/flight/holiday for

specific days. List the travel details for the Smythson family

starting on the 8/1/2001. List all customers booked on a Tassie Isle

holiday or the Tassie Isle Sea Adventure. Determine the number of bookings made by

each staff member over the last for weeks.