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
https://www.computerhope.com/issues/ch001629.htm
