LO4 : Gather Information

LO4 : Be able to use it tools to produce management information

4.1 Tools

• Database

A database is a collection of information that is organized so that it can be easily accessed, managed and updated.

• Artificial Intelligence

Artificial intelligence (AI) is an area of computer science that emphasizes the creation of intelligent machines that work and react like humans. Some of the activities computers with artificial intelligence are designed for include:

• Speech recognition
• Learning
• Planning
• Problem solving

• Spreadsheets

A spreadsheet is a sheet of paper that shows accounting or other data in rows and columns.

• Internet

An electronic communications network that connects computer networks and organizational computer facilities around the world.

4.2 Gather information

• Define the requirement

Identify and collect someone data information

• Establish sources of information

Collecting the need of the information : name,age,status,address

• Define other factors to be considered

Interview, books and newspaper

• Select information

Select the right information which is valid and reliable such as interview people

4.3 Analyze information

Quality of information

• Validity of information

                                                                                                  

• Accuracy of information

• Currency of information

• Relevance of information

4.4 Management information

Reports

 A document containing information organized in a narrative, graphic, or arrangement form

• Sales Report

• Population Statistics

• Marketing Analysis

References:

http://searchsqlserver.techtarget.com/definition/database

https://www.techopedia.com/definition/190/artificial-intelligence-ai

http://whatis.techtarget.com/definition/spreadsheet

https://www.merriam-webster.com/dictionary/Internet

https://www.merriam-webster.com/dictionary/requirement

LO3: MIS Company

Telbru Company

• The ultimate goal of TelBru supply chain management system is to reduce inventory and costs through optimisation of vendor relationship and a highly integrated automated procure-to-pay system on a proven technological platform.

LO3:Types of information system

3.4 Types of information system

Ø  Management information system

A management information system (MIS) is a set of systems and procedures that gather information from a range of sources, compile it and present it in a readable format. Managers use an MIS to create reports that provide them with a comprehensive overview of all the information they need to make decisions ranging from daily minutiae to top-level strategy. Today's management information systems rely largely on technology to compile and present data, but the concept is older than modern computing technologies.

Ø  Marketing information system

A system that analyzes and assesses marketing information, gathered continuously from sources inside and outside an organization. Timely marketing information provides basis for decisions such as product development or improvement, pricing, packaging, distribution, media selection, and promotion. See also market information system.

Ø  Financial information system

A financial information system (FIS) accumulates and analyzes financial data used for optimal financial planning and forecasting decisions and outcomes. An FIS is used in conjunction with a decision support system, and it helps a firm attain its financial objectives because they use a minimal amount of resources relative to a predetermined margin of safety. An FIS can be thought of as a financial planner for electronic commerce that can also produce large amounts of market and financial data at once obtained from financial databases worldwide.

Ø  Human-resources information system

The Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. It is useful for all processes that you want to track and from which you hope to gather data.

3.5 Management information system

Ø  Features

•         It collect data
•          It provides information
•          Database management
•          Make information accessible
•          Its flexible

Ø  Benefits

·         MIS increases productivity

·         MIS enhances the quality of decision-making

·         MIS improves communication and helps develop team work

·         MIS can facilitate organizational transformation

Ø  Effectiveness criteria

http://smallbusiness.chron.com/management-information-system-2104.html

http://www.businessdictionary.com/definition/marketing-information-system.html

https://www.techopedia.com/definition/26394/financial-information-system-fis

https://www.thebalance.com/human-resources-information-system-hris-1918140

http://www.ehow.com/info_8024187_management-information-system-features.html

http://ecomputernotes.com/mis/what-is-mis/benefitsofmis

LO3: KNOW THE FEATURES AND FUNCTIONS OF INFORMATION SYSTEMS

3.1 Features of information systems

Data

An information system 

• It is only as good as the data inputted.
• Poor data will lead to poor results being outputted.
• Incomplete or inaccurate information means outputted information will be incomplete or inaccurate

People

• People are involved both in capturing the data and exploiting the information.It is important to motivate those who capture the data by highlighting the value that the exploited data brings to the organisation.

Hardware

• In a small organisation,the MIS may run on just the sales or finance director's PC.In larger businesses,it usually runs on the server,either shared or dedicated,with internet for those who need it.

Software

• The simplest MIS can be built using standard software.However,most MIS use specialized software,which has the most common MIS features already built into them.The developer configure this by describing the database and its structure,where the data comes from,how to summarize data and what standard queries will be required.
• The cost of the software varies widely.The cheapest offers limited functions for one PC.The most expensive one is highly functional,providing high performance and many features or hundreds of thousands of users handling vast amounts of data.

Telecommunications

• An MIS may be delivered through the internet,though this can raise security questions.Many MIS are delivered across an intranet within a company's firewall for protection from competitors and others seeking this valuable management information.Occasionally,a dedicated telecommunications network is used to provide the utmost security. 

3.2 Functions of information systems

Input

It has two part of input in information system;

• There is the detailed data which is stored and processed and forms the basic for the output from the system
• Then the user must also tell the system what sort of analysis they want from the system.Sometimes this is hidden from the user and the IT department sets this up in advance of users using the system.

Storage

• The data should be stored at the most detailed level possible.The IT department may also choose to store various summaries of data for ease of use and consistency.The IT department should take regular backups of the data.Some of these would be kept in a different  location in case of disaster.

Processing

• Processing is what turns data into information.At its simplest,it may be adding up all of the individual items sold by a supermarket and producing totals by store, by product or by time of day.At its most complex it will perform complex calculations,make assumptions of missing data and select data to include or exclude.Examples;
• A complex mathematical model for a stock control system.As well as looking at sale,it might consider lead times,the cost of being out of stock,the effect of the weather and expected future demands.

Output

It can be two parts:

• Graphical Output-Information that is presented as charts,diagrams,graphs or pictures.Graphical output is often best for seeing the picture,understanding trends and presenting the information to management.
• Textual Output-Information that is presented as characters,numbers or text.Textual output is best where it is important to analyze the detail and know exact values.

Control and feedback loops

• A control or feedback loop is what happens in the organisation as a result of the output from an information system.It should have some effect,direct or not,on future inputs to the information system.An example would be information of sales.Management could then change the price to maximize profits and re-view the data feed.

Closed and open systems

• Closed systems-an information system where the outputs are fixed.In a closed system,the user may have some choice about what to report on,but they are limited to predefined output formats.These are often easy to use.They mainly use graphical format and are often aimed at management.(inside organization)
• Open systems-an information system where the user has a wide choice in how to present the output.In an open system there is often great flexibility on what to report on and the format in which the information is output.The powerfulness may mean that significant training is needed before the systems can be effectively used.Open systems are aimed more at analysts.They typically use both graphical and textual formats.(outside)

3.3 Data into information

Difference between data and information

• Data is raw,it can be any character,text,words,number,pictures,sound,or video and if not put into context,means little or nothing to a human.
• Information is useful and usually formatted in a manner that allows it to be understood by a human.

References:

https://www.scribd.com/doc/52642792/Features-and-Functions-of-information-systems

https://www.slideshare.net/Bronte666/1st-know-the-features-functions-of-information-systems
https://www.computerhope.com/issues/ch001629.htm

LO2 : Codes of practice

1.Find example of computer codes of practice, either from your college or by carrying out Internet research.

• Do not change any setting
• Do save document
• Keep station tidy
• Keep  files organized

2.Produce a code of practice for a top secret military or government establishment.

• Do not share information
• Do not share security

3.Produce a code of practice for a small web design or computer consultancy company.
4.List the areas in which these codes are similar.List the areas in which they differ
significantly.Explain the reasons for the areas where they differ.

LO2 : Legal Issues

There are many laws that affect the use of information.

Three of these are the:

Data Protection Act 1998

The Data Protection Act controls how personal or customer information is used by organizations or government bodies. The Data Protection Act includes strict guidelines and privacy policies on how to keep information safe. Companies that do not have a data management strategy in place could be breaching the DPA and could be at risk of prosecution by the Information Commissioner’s Office (ICO) where fines can reach up to £500,000 and even imprisonment. Any organization that handles personal information about individuals must protect that information under the Data Protection Act 1998.

·         These principles require any organization, corporation or governmental body that collects personal information to handle it safely.

·   The Data Protection Act, states that all organizations collecting and using personal information are legally required to comply with these principles.

·       The law provides stronger protection for more sensitive information - such as your ethnic background, political opinions, religious beliefs, health, sexual life or any criminal history.

·         This data act is enforced by an independent information commissioner, who can take action against any company or governmental body that fails to protect their data, or that abuses its right to collect and hold that information.

Freedom of Information Act 2000

The Freedom of Information Act 2000 provides public access to information held by public authorities. It does this in two ways: public authorities are obliged to publish certain information about their activities; and. members of the public are entitled to request information from public authorities.

Computer Misuse Act 1990

The Computer Misuse Act (1990) recognized the following new offences: Unauthorized access to computer material. Unauthorized access with intent to commit or facilitate a crime. Unauthorized modification of computer material. Making, supplying or obtaining anything which can be used in computer misuse offences.

Copyright and Patents Act 1988

Copyright, Designs and Patents Act 1988. The Copyright, Designs and Patents Act 1988, is the current UK copyright law. It gives the creators of literary, dramatic, musical and artistic works the right to control the ways in which their material may be used.

Harvard references:

Experian Data Quality. (2015). What is the Data Protection Act? | Experian Data Quality. [online] Available at: https://www.edq.com/uk/glossary/data-protection-act/ [Accessed 4 Jul. 2017].

Ico.org.uk. (2017). What is the Freedom of Information Act?. [online] Available at: https://ico.org.uk/for-organisations/guide-to-freedom-of-information/what-is-the-foi-act/ [Accessed 4 Jul. 2017].

Teach-ict.com. (2017). Teach-ICT AS Level ICT OCR exam board - data protection act. [online] Available at: http://www.teach-ict.com/as_a2_ict_new/ocr/AS_G061/317_role_impact_ict/computer_misuse_act/miniweb/ [Accessed 4 Jul. 2017].

https://www.copyrightservice.co.uk/copyright/uk_law_summary

LO1;Information flows

Information flows
The movement of information relevant to the business,from where it is produced,to where it can be used.

There is 2 types of information flows

• Internal(inside organization)
• External(outside organization)

Define Internal and External

• Internal is information generated by functional department within the organization
• External is Information passes to agencies outside the organization

Information flows shows the step involved in data flows which includes:

• Where data is originally produces
• Where it is turned into information
• Where decision are made on that data

LO1: Business functional areas

Choose TWO (2) business functional area
Explain the roles and responsibilities
Provide example of their roles.You may use diagrams or images to support your answers.

Marketing

The marketing department has overall responsibility for growing revenue, increasing market share and contributing to company growth and profitability. In a small business, the marketing department may just be one person, or it may include a marketing director or manager plus marketing executives responsible for functions such as advertising, publications or events.

Example:

Smallbusiness.chron.com. (2017). Responsibilities of Marketing Department. [online] Available at: http://smallbusiness.chron.com/responsibilities-marketing-department-69931.html [Accessed 21 Jun. 2017].

Finance

Senior leaders of an organization are responsible for all aspects of its financial health. They are charged with understanding the unit's financial situation and not allowing unintended deficits to occur. They remain accountable for the resources entrusted to them, including funding, facilities and staffing, even if they have delegated budget and accounting responsibilities to their staff.

Example:

Finance.uw.edu. (2017). Financial Roles and Responsibilities | Finance. [online] Available at: https://finance.uw.edu/fmat/responsibilities [Accessed 21 Jun. 2017].

LO1 : Good Information

Explain each characteristic of good information.
Give ONE (1) example for each characteristic.

The characteristic of a good information are:

• Valid
• Reliable
• Timely
• Fit-for purpose
• Accessible
• Cost-effective
• Sufficiently accurate
• Relevant
• Right level of detail
• From a source in which the user has confidence
• Understandable by the user

Definition

Valid

• Information that is correct and can be used for the purpose that is needed

Reliable

• Internal information which is valid and trusted source

Timely

• Information from correct time period

Fit-for purpose

• Information that is relevant to what you need it for

Accessible

• Information that is store in a way that it can be easily accessed at any time

Cost-effective

• Information that is worth investing the times money to get to help make business decision

Sufficiently accurate

• Accurate information help business make the correct decision

Relevant

• Information that is directly related to business need

Right level of detail

• Information that have the correct detail

From a source in which the user has confidence

• The source can be reliable and trusted 

Understandable by the user

• Information that is used for business purpose need to understandable by end user

LO1 Sources of information

GROUP EXERCISE

a) Provide a brief description of this organization

b) List at least FOUR (4) departments in this organization

c) Identify FOUR (4) types of information that this organization need.For each type, list the departments involved

d) Is your information reliable? Justify

Answer:

a) Cosmopolitan college is a private company department that provides IT and Business.

b)

• Admin Department
• Marketing Department
• Finance Department
• Management Department

c)

1.     Student Details

ü  Student Name

ü  Student Address

ü  Student Contact

ü  Student Email

2.     Staff Details

ü  Staff Name

ü  Staff Contact

ü  Staff Experience

ü  Staff Skill

ü  Staff Status

3.     Lecturer Details

ü  Lecturer Name

ü  Lecturer Email

ü  Lecturer Contact

ü  Lecturer Age

ü  Lecturer Status

4.     Promotion Details of a College

ü  Social Media

ü  Poster

ü  Website

d) Yes, it from trusted sources department information because we got the information from website.

Done By:

Nazmi Hasreen

Hazwan Hassan

Muadz Othman

Afiqah Latif

Hamizah Sisa

LO1:Sources of Information

2 sources of Information:
Internal Information vs External Information

Internal Information
This is information held within the organisation example sales figure,employee record,manager reports

External Information
This is information gained outwith the organisation such as government statics or competitor accounts

Information, I. and McGowan, M. (2006). Internal Information and External Information. [online] Int2businfo.blogspot.com. Available at: http://int2businfo.blogspot.com/2006/11/internal-information-and-external.html [Accessed 14 Jun. 2017].

LO1-Information System

Research:
1.Explain Information System
A combination of hardware,software,infrastructure and trained personnel organized to facilitate planning,control,coordination and decision making in an organization.

2.Explain the types of information and give example:

• Qualitative

• Quantitative

• Primary

• Secondary

Qualitative is non numeric information based on the quality of an item or object.For example if you were testing water then you might say that the taste is either nice or not so nice



Quantitative is information can be directly measured and can be seen as factual information rather than opinion.For example, when testing water the fluoride content of the water might be measured in milligrams.

Primary is information that you collect yourself. For example carrying out a survey or using sales figures from your own cash registers.

Secondary  is information that is collected from a secondary source outside of your own organisation.For example biographies,in order to present a balanced, objective hypothesis  it may sometimes be necessary to use a range of sources.

References:

BusinessDictionary.com. (2017). What comes after those ellipses?. [online] Available at: http://www.businessdictionary.com/definition/information-system.html [Accessed 13 Jun. 2017].

Content Writer. (2013). Types of information (qualitative, quantitative, primary and secondary) - Content Writer. [online] Available at: http://www.contentedwriter.com/types-of-information-qualitative-quantitative-primary-and-secondary/ [Accessed 13 Jun. 2017].