Information Systems Using Information (Intermediate 2)

Information Systems

Using Information(Intermediate 2)

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• Introduction

• Data and information

• Organisational Information Systems

• Information Management Software

• The implications of ICT

Outcome 1 Content

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es Introduction• Information and knowledge are so important that society can be

divided up into two groups. Information rich - you have access to:

• many TV and radio channels• books, newspapers and journals• computers and the World Wide Web.

Information poor -• tend to not have access to the Web and probably find it

difficult to access relevant books and journals. If you are following this course you will probably be

information rich.• We are going to examine the nature and uses of information by

looking at:1. Differences between Data and Information2. Organisational Information Systems3. Information Management Software4. Implications of Information and Communications Technology.

Data and Information

• The Differences Between Data and Information

• Metadata• Categorisation of Information• Characteristics Which Affect the Quality of

Information

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es Data and Information• Data is raw unprocessed facts and

figures that have no context or purposeful meaning.

• Information is processed data that has meaning and a context.

Data

36.41

Binary patterns on a disc

Information

£36.41 – bill for DVDs

Processed data – e.g. display on screen, icons, etc.

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es Knowledge

• Knowledge is gained from Information.We gain knowledge from information and we use that information to make decisions.

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es Concepts in Relation to Organisational Management Systems

• Speed The processor is able to carry out millions of calculations per

second.

• Accuracy Computers store and process numbers to a high degree of

accuracy. Depends on the software written and of course human accuracy. Much financial software is accurate to 3 decimal places rounded

to 2. The software and hardware combined will perform the

calculation correctly every time.

• Volume The number of transactions in a period of time is the volume.

• Efficiency The efficiency of an Information System is a combination of the

speed, accuracy and volume of the data processed.

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es The Functions of an Organisational Information System (1)

• Gathering data Turnaround documents in mail order and bills Bar codes on almost every item sold Call centres, customers pay by card Internet ordering – credit and debit cards Cards with magnetic strips and chip and PIN Magnetic ink character reader on cheques Optical character recognition Mark sense reader (Lottery tickets) In each case the data is captured and then stored

electronically and used for some purpose.

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es The Functions of an Organisational

Information System (2) • Storing information

Magnetic media• Magnetic tape – long-term and backup

storage. Very cheap but slow to access.• Hard disk – very fast random access, used in

most applications including ordering and booking systems.

Optical media• CD-ROMS and DVDs – both available in

writeable and re-writeable formats. Not as flexible as disk, but very compact.

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es The Functions of an Organisational

Information System (3) • Processing data

Searching and selection• Search and select a sub-section of the data

that matches specified criteria. Sorting and rearranging

• Alphabetic or numeric, ascending or descending.

Aggregating• Summarising data by totalling details.

Performing calculations• Working out bills like utility bills.

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es The Functions of an Organisational Information System (4)

• Outputting information Paper

• Till receipts, statements, cheques, internal reports and almost anything.

Screen• Data entry screens and reports for managers.• Web-aware applications where pages are

viewed as if on the Internet. File

• Saving to backing storage.• Files can be e-mailed as attachments.

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es Organisational Information

System Management Strategies • Network strategy

Addresses data transfer, distribution, access and security, facilities, storage.

• Security strategy Deals with access to the network and keeping

unauthorised people out.

• Backup and recovery strategy To ensure data is not accidentally erased and that it can be

recovered once backed up.

• Upgrade strategy To plan new hardware and software and ensure that

everything new will work properly.

• Software strategy Choose between bespoke and standard packages.

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es Centralised Database • A very large and powerful database - at the heart of an

organisation. Database program is called the database engine; it saves

and indexes files in tables and manages the relationships between the tables.

Information can be found fairly easily by querying the centralised database.

Usually a multi-user or network system is used which means that any user on the system can have access to the database.

• Advantages to the database being centralised. Much easier to organise, edit, update and back-up the

data. Communications are easier. No real disadvantages to a centralised database.

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es The Security Risks to Information Systems

• A virus This is a piece of programming code that causes some

unexpected and usually undesirable event in a computer system.

Viruses can be transmitted• as attachments to an e-mail • as a download • on a disk being used for something else.

Some viruses take effect as soon as their code takes residence in a system.

Others lie dormant until something triggers their code to be executed by the computer.

Viruses can be extremely harmful and may erase data or require the reformatting of a hard disk once they have been removed.

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es The Security Risks to Information Systems

• Hacking This is the gaining of unauthorised access to a

computer information system. The offence is to maliciously alter data or steal

information.

• Denial of service This involves flooding an organisation’s Internet

server with a large number of requests for information (traffic).

This increase in traffic overloads the server, which becomes incapable of dealing with the backlog of requests, and results in the server crashing or needing to be taken offline to resolve the problem.

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esImplementing Data Security

• Virus protection Prevention

• Prevent users from using floppy disks.• Scan incoming e-mails for viruses.• Do not open mail or attachments from someone

you don’t recognise. Detection

• Install anti-virus software.• Update it regularly to detect new viruses.

Repair• Anti-virus s/w can quarantine a virus.• Can delete the virus code from an infected file.

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esImplementing Data Security

• Firewalls Device or software used to prevent unauthorised

access to a network. Placed between the server and the Internet

connection (router). Can block sections of the network. Only allows authorised users to join the network

(dial-in).

• Encryption Used by on-line retailers to keep card details

secure. Needed in order to gain trust of purchasers. 32-bit encryption almost impossible to crack.

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es Back-up Strategy

• Every computer user should have a strategy in place to back-up their data.

• Backing up is the process of making a copy of data stored on fixed hard disks to some other media.

• This can be tape, external portable hard disks, writeable CD-ROM or DVD.

• The purpose of backing up data is to ensure that the most recent copy of the data can be recovered and restored in the event of data loss.

• Reasons for loss: electronic disasters such as a damaged disk head files being accidentally erased the disk being attacked by a virus.

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es Upgrade Strategy

• Future proofing Making sure that a system has a

reasonable life and does not need to be totally replaced too soon.

Hardware & software compatibility• Will older s/w work with new operating

systems, etc?

• Will older h/w work with newer equipment (e.g. printers with computers)?

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es Software Strategy

• Needs to take account of the issues: evaluating the software for use, using

several key criteria the user support for the software the training supplied for end users of the

software the upgrade path of the software.

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es User Support • On-line help

Explains to the user what each feature of the software does. It is a part of the program situated on the computer and is not on the Internet.

• On-line tutorials Step-by-step instructions a set of lessons on the

computer, not on the Internet.

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es Centralised and Distributed Databases • Centralised database

All the data is held on a central computer mainframe or server.

Advantages mean it is• far easier to manage and control if it is only in

one location.• far easier to back up when it is centralised.

• Distributed database Consists of two or more files located at different

sites on a computer network. Different users can access it without interrupting one

another. The DBMS must synchronise the scattered databases

to make sure they all have consistent data.

Information Management Software • Word processing

Commonest application - Word

• Spreadsheet Financial and numerical

analysis and record keeping - Excel

• Database Store, select, sort data

• Graphics design Create and manipulate

pictures • Browsers

Surf the Net• E-mail client

Compose, send and receive e-mails

• Chat client Send and receive messages

interactively• Desk-top publishing (DTP)

Layout text and graphics professionally

• Presentation Create slide shows

• Reference Encyclopaedias and

dictionaries• Financial

Manage and control money• Web authoring

Create web pages and sites.

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es Word Processing Software • Data objects

characters, words paragraphs graphic objects.

• Operations File menu – performed on whole files. Edit menu – cut, copy and paste. View menu – including headers and footers. Insert menu – page break, date/time, picture, etc. Format menu – format text (an extensive menu). Tools menu – Mail merge, spelling and grammar, options and

customisation. Table menu – Insert table then table operations. Window and Help much as in other Windows applications. Formatting functions are found mostly in the format menu and

also on the icons on the menu line with B I U on it.

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es Desk Top Publishing

• Standard File, Edit, View, Window, Help.• Also Layout, Type, Element Utility.

most of the formatting functions here.

• Also a Toolbox. Arrow and Text, basic drawing tools, and a colour

palette.

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es Desk Top Publishing

• Advanced operations and functions Page Layout Headers and Footers Columns Multi-Page Layout Pagination Contents and Indexing Style Sheets Font Selection – Serif v San-Serif Colour use

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es Presentation Software• Page structure

Individual slides follow a linear pattern, can be hyperlinked.

• Incorporation of graphics Used to enhance appearance of the page. Graphics inserted into slide, embedded in the page.

• Presentation style Font selection vast, careful use of colour.

• Navigation Move to next slide by click of mouse. Slides can be linked together by hyperlinks.

• Templates Various pre-prepared templates available. Can make up own template as a slide master.

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es Spreadsheet Software

• Data Objects Cells and groups of cells Containing text, numbers, formulas.

• Operations• File menu – performed on whole files.• Edit menu – cut, copy and paste.• View menu – including headers and footers.• Insert menu – rows, columns, worksheet, functions.• Format menu – format cells including numeric like

currency as well as standard text formatting.• Tools menu – spelling protection and macros.• Data menu – Sort, filter and pivot tables.• Window and Help much as in other Windows

applications.• Formatting functions are found mostly in the format

menu and also on the icons on the menu line with B I U on it.

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es Evaluation of Software

• HCI Use of keyboard commands, menus, toolbars and icons.

• Help and Tutorials Most packages have on-line help and tutorials. Often displayed as web pages but are NOT on the Internet.

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es Implications of ICT

• Social implications

• Legal implications

• Economic implications

• Ethical implications

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es Social Implications

• Ease of access and availability• Information rich / poor• Impact of IS on social structures• Educational qualifications and ICT• Knowledge workers• Online retail• Globalisation• The impact on business of an IS-driven business

model• Identities and personas• Privacy

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es Ease of Access and Availability

Access to Internet at work and home. Digital satellite TV with all its services. Access to magazines, books & newspapers. Access in social lives – libraries and Internet

cafes. We expect Internet access on holiday and in

hotel rooms. Fact – There are more telephones in the city of

New York than the continent of Africa (and telephones give access to information).

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esInformation rich/Information poor

• Information rich – They will: Have easy access to computers and electronic

communications. Get information and news from the Internet Buy the latest products through on-line shopping. Follow computer-based learning and skills training courses at

home. Look for jobs that are advertised solely on the Internet. Find it easier to get well-paid jobs and will enjoy a more

comfortable and secure life-style.

• Information poor – They will not: Have easy access to computers. Have the IT skills and confidence to take part in teleshopping,

telebanking, Internet chat and news groups.

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es Impact of IS on Social Structures• Families

Feel more secure with two wages coming into the family.

More mothers have careers and they may not have any children till they are 30 or older.

Is this change in family patterns partly caused by computerisation?

Are there any risks to the family and to society as a whole from this development?

• Banks Used to be paper based and only for middle and upper

classes – for reasons of wealth and trust. Use of IT means anyone can have a bank account –

transaction processing and high levels of security. Now widespread use of plastic money – credit and

debit cards.

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es Educational Qualifications and ICT • Educational qualifications

Qualifications in Computing since the early 1960s, but these were solely in universities and colleges.

By mid-1980s computing was available in schools. By 1999 the two strands of software and hardware

divided into Computing and Information Systems. Now there are very many different courses offered

at degree and NC level, all related to ICT.

• Need for ICT awareness ICT lets people vote by text on game shows, shop

on the Internet, use digital TV to order goods. Families send digital photos round the world. Almost all office jobs and professionals need to use

ICT.

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es Knowledge Workers • Knowledge worker

A person who adds value by processing existing information to create new information that could be used to define and solve problems.

• Examples of knowledge workers Lawyers, doctors, diplomats, law-makers, software developers,

managers and bankers. People who use their intellect to convert their ideas into

products, services, or processes. Problem solvers rather than production workers. Use intellectual rather than manual skills to earn a living.

• Core knowledge workers Those in specific ‘knowledge management’ roles. Knowledge managers, librarians, content managers,

information officers, knowledge analysts, etc.• Everyone else

All the other knowledge workers – everyone engaged in some form of ‘knowledge work’.

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es Online Retail

• Internet shopping – the here and now. Young people much more likely to shop online

than older people. Young people spend on low-value goods (CDs,

DVDs, books and hair straighteners). Older people spend on high-value items like

holidays and make repeat grocery orders.

• Why Internet shop? Goods can be difficult to buy locally. Goods are often much cheaper. National chains carry the same goods – the

Internet gives wider choice.

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es Advantages and Disadvantages of Online Shopping

• Consumer advantages More choice of goods online. Cheaper prices. Home delivery – Grocery shopping on-line very useful for

young families.• Consumer disadvantages

Often long delivery times. Temptation to spend more money than intended. Social isolation (supermarkets are the new social scene).

• On-line Retailer advantages Can reach a far wider audience. Doesn’t need expensive showrooms. Doesn’t need to employ trained sales staff.

• On-line Retailer disadvantages Must spend money on a website with secure payment system. Must accept a high rate of returns. Never meets customers.

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es The Changing Relationships between Retailer and Customer

• Shoppers are: Becoming intolerant of goods being unavailable or out of stock. Very wary of over-pricing and long delivery times.

• Consumers are: More willing to go online and order from different retailers. Willing to use a credit card to buy online Aware of the stress of waiting for goods bought when presents

don’t turn up on time.

• We still maintain relationships: With local specialist shops. Customers who buy their groceries on-line and have the same

delivery driver every week often build up a good relationship with the driver.

• In general: The two types of shopping can complement each other, opening up

new markets to specialist retailers and giving more choice to customers.

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esGlobalisation

• Globalisation Is the growing integration of economies and societies around

the world. Has been a hotly debated topic in economics. Positive aspects

• Rapid growth and poverty reduction in China, India, and other countries that were poor 20 years ago.

Negative aspects

• It has increased inequality.

• It contributes to environmental degradation.

• It is most conspicuous in huge companies producing products as diverse as oil, Cola and burgers.

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es The Impact on Business of an IS-

Driven Business Model • Traditional businesses

Have embraced IT with open arms. Have had IT forced upon them and adapted.

• Modern IS-driven businesses Companies without High Street branches. Call centre based companies. Advertise heavily on TV. Much lower overheads than maintaining a

network of branches. Call centres can bring employment to smaller

towns rather than cities.

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es Privacy• Private communications across the Internet

Should be secure and safe. We feel we have a right to this privacy. Websites we visit should be our business.

• National security or criminal actions Terrorists use e-mail, mobile phones and the Internet to

communicate amongst themselves. Criminals use the Internet to host websites.

• What about our privacy? Security organisations can scan all e-mail and mobile

phone messages looking for tell-tale phrases. FBI caught thousands of paedophiles across USA and

Europe via their IP address and phone number.

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es Legal Implications of Information Systems

• The Data Protection Act 1998• Computer Misuse Act 1990• Copyright Designs and Patents Act 1988• Health and safety regulations

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esThe 1998 Data Protection Act

• The 8 data protection principles Personal data shall be processed fairly and lawfully. Personal data shall be obtained only for lawful purposes. Personal data shall be adequate, relevant and not excessive. Personal data shall be accurate and kept up to date. Personal data shall not be kept for longer than is necessary. Personal data shall be processed in accordance with the rights

of data subjects. Appropriate measures shall be taken against unauthorised or

unlawful processing of data. Personal data shall not be transferred to a country outside

Europe.• In the UK, data must be registered with the Data

Commissioner.

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esThe 1998 Data Protection Act

• Unconditional exemptions: Data related to national security. Data which by law has to be made public (e.g.

the voters’ roll). Data held by the Police and National Health

Service.

•  Conditional exemptions: Mailing lists (names and addresses). Data used for calculating and paying wages. Information used for club memberships. Data used by a data subject at home.

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esThe 1998 Data Protection Act

• Rights of data subjects: To see any personal data stored either electronically or

manually about them. The data controller may ask that a small fee be paid to cover

their costs in providing the data. To have their data corrected if it is inaccurate. To prevent their data being used by companies to send them

junk mail.

• Responsibilities of data users: Have to register with the Data Protection Registrar if they wish

to hold personal information about data subjects. They must be willing to let data subjects see data held about

them, and must amend any false data without charge. Data users must also be willing to remove subjects’ names and

addresses from mailing lists if asked to.

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es The 1998 Data Protection Act

Changes from the 1984 Act: The 1984 DPA had certain shortcomings:

• It only covered data in electronic form.• Companies could circumvent certain provisions.• It had no European or worldwide dimension.• There was no obligation on data users to tell the data

subjects that they held any data about them. The 1998 Act:

• Covers the transmission of data in electronic form, which was not really an issue in 1984.

• Harmonised the European Union Data Protection legislation.

• It also made it a requirement of the Act to ask for the prior consent of data subjects to have data held about them, and it included paper-based records.

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es Computer Misuse Act

The Act contains three sections covering: Unauthorised access to computer material

• Basic hacking – e.g. breaking into the school network, locking a user out of the system, etc.

Unauthorised access with intent to commit or facilitate commission of further offences

• Where a computer system is used to help commit a crime. Unauthorised modification of computer material

• Expert hacking – modification of data without permission.

• Also covers the transmission of viruses.

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es Copyright, Designs & Patents Act • Software licencing

Software can be legally installed on as many computers as the licence allows.

Shareware can be used legally for 30 days then either paid for or deleted.

Freeware can be downloaded and used free of charge.

• Computer applications Databases can store vast amounts of copyright data. Act covers extracts from computer databases. Plagiarism to copy work directly from the Web. Music downloads must be paid for and copyright

checked. Software piracy a crime - FAST.

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esHealth and Safety Regulations • Covers physical aspects of work

Seating: Is the seating comfortable and not causing strain? Lighting: Is the lighting adequate for the work?

• Employee injuries, etc. Repetitive Strain Injury (RSI): Caused by doing the same

repetitive task too long (e.g. typing numbers all day on the number pad).

Radiation: Not so much of a problem now but the big old monitors emitted a lot of radiation and were very dangerous.

Eye Strain: Caused by spending too much time looking at the screen.

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esHealth and Safety Regulations

Requirements on employers: To carry out a risk assessment. Employers with five or more employees

need to record the significant findings of the risk assessment.

Risk assessment should be straightforward in a simple workplace such as a typical office.

To provide a safe and secure working environment.

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esEconomic Implications of ICT

• Type of jobs and costs in ICT

• The effect of new ICT on business

• Business and ICT

• Business costs

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es Jobs in ICT

Starting positions Programmer / analyst: Responsible for program

development and modification. Web administrator: Responsible for developing,

managing and co-ordinating the posting of company material from departments onto the company website.

Network administrator: Responsible for the day-to-day management and maintenance of the network.

Salaries: In the region of £20,000 to £30,000 depending on the level of responsibility.

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es Jobs in ICTAdvanced development positions

Database manager: Responsible for identifying needs and developing software accordingly. There is an increasing role for data mining and data warehousing experts in this field.

Project leader and senior analyst: Sometimes separate posts, sometimes a joint post the project leader will liaise with directors and top managers and translate ideas into computer related documentation.

IT manager: Generally in charge of the entire IT operation, staff and equipment.

Salaries: These senior posts can carry very high salaries with fringe benefits such as company cars.

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esThe Effect of New ICT on Business

• Costs Investing in a new computerised system

is very expensive. Staff training is a major cost.

• Benefits Increased productivity (fewer staff). Increased functionality. Reports from the computerised system

can save the expense of professionals.

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es Business Costs

• Initial costs Huge costs to set up a production line,

just-in-time ordering, or a call centre. Computers, software, robots, etc.

• Running costs Staff required. Paper, ink cartridges, back-up media. Software licences. Maintenance contracts.

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es Ethical Implications of ICT

• Netiquette

• Intellectual property rights (IPR)

• Censorship

• Regulating the content of the Internet

• Privacy and encryption

• Global citizenship

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es Netiquette

• General points Treat others the way you expect to be treated. Act within the law. Act responsibly and ethically.

• Advice Do not type e-mails in capitals – shouting. Always fill in the subject field. Don’t abuse people – flaming. Always minimise or compress large files. Do not forward stupid jokes and chain letters. Do not forward hoax virus warnings.

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es Intellectual Property Rights

• Written work Knowledge is the principal source of

competitive advantage. All original work published on the Internet has

IPR. IPR applies also to software.

• Music, etc IPR relates to the Internet sites where music can

be downloaded. Copyright material must usually be paid for as

the publishers of the music own the IPRs.