© 2006 thomson-wadsworth. learning objectives state why it is necessary for organizations to manage...

Learning Objectives

• State why it is necessary for organizations to manage information.

• Define information technology.• Differentiate between intrinsic and

extrinsic information.• Discuss the different ways dietetic

practitioners and managers use information.

• Describe how information overload and information shortage can coexist.

Learning Objectives

• Define information management.• State why information systems need

standardization.• Differentiate between internal and

external information.• Discuss security issues related to

information systems.• List the types of information processing

systems designed specifically for dietetic practitioners.

Learning Objectives

• Describe how to determine what kind of information system an organization needs.

• Discuss the process of bringing a new computer system on line.

Availability of Information

• Information Technology (IT) – The use of computer technology in

managing, processing, and accessing information.


• Types of information– Intrinsic Information - Information that is

processed; it includes the data that are entered into the system (input) as well as the data that are produced by the system (output).

– ex: library catalogs, search engines– Search Engine - An Internet tool that

allows you to do keyword searches for information.


• Types of information– Extrinsic Information - Information

that is stored in a computer system for the purpose of processing intrinsic information

– Includes the database and the program that contains necessary information for carrying out the actual processing

Availability of Information – Extrinsic Information

• Database - A set of related information that is organized and stored in a computer for access and is usually associated with software applications.

• Program - The set of instructions that a computer follows when processing information. – A program utilizes information from a

database to transform input into output.


• Faulty results from information systems usually result from faulty intrinsic data– Input Errors - Errors that occur while

entering data (intrinsic information) into a system that often account for the failure of information systems to produce the desired results.


• Use of information– Information is valuable only when it

can be used– Managers should be aware of what

information is available, and how to retrieve it

– Appropriate use of information can assist all areas of management


• Information overload – The condition of having too much

data available.– Can interfere with workflow and

decrease efficiency– Managers must be selective to

avoid overload


• Information Shortage– The condition that exists when data

are deficient or when not enough information is available to get a job completed.

– New data must be gathered to make informed decisions

– Carefully planning which information to collect may avoid shortages

Information in an Organization

• Information Management (IM) – The effective production, storage,

retrieval, and dissemination of information in any format and on any medium.


• Standardization – To make common or compatible. – Local Area Network (LAN) - A type of

data communications network in which a group of computers is interconnected in a small geographic area such as adjacent buildings.

– Intranet - An organization’s internal communications system, available for sharing information within the organization, but not accessible to the public.

Information in an Organization - Standardization

• Lack of communication between software applications is a serious problem which should be resolved if possible– Data must be entered repeatedly =

inefficient

• Common office applications should be standardized across an organization– ex: Spreadsheet - A tool that allows input

of numerical data into rows and columns for computation and analysis.

Information in an Organization - Standardization

• Consistent file-naming conventions for archives– Archive - Stored information.

• Consistent standardized forms


• Information flow– Internal information

•Firewall - Software that protects a private network or organizational intranet from outside penetration.

•Patient Information Systems - The management information system that is used for the processing of patient information (patient records, orders, laboratory tests, medical histories, and billing and financial information) in health care facilities.

Information in an Organization – Information Flow

• Internal information (continued)– Paperless Medical Record -

Computer-based electronic data processing and storage of medical records that eliminates the need for hard copies of these documents.

– Health Insurance Portability and Accountability Act (HIPAA) at http://www.cms.hhs.gov/hipaa/

http://www.cms.hhs.gov/hipaa/

Information in an Organization – Information Flow

• External information– Organization's Internet site provides

information to the public– Employees can use the Internet as a

resource for information unavailable within the organization


• Security– Log-on + password system frequently used

•Log-On - The process of starting a session with a system by giving a user name and password as a means of user identification and authentication.

– More sophisticated security system necessary for telecommuting•Telecommuting - To access the

information system of an organization from a remote computer.


• Manuals– IM department must train employees in the

use of systems– User manuals communicate proper

procedures to staff•User Manuals - Publications made

available to employees in an organization for the purpose of communicating to them such information as how to operate and use equipment, programs, and information systems.


• Manuals– User manuals must include

procedures for downtime•Downtime - The time during which a

facility cannot function as usual, due to such disturbances as power outages and system failures.


• Access to information– Managers specify security clearance

for workers– ex: different workers have access to

different menus based on job functions•Computer Menu - A list of the available

commands and operations performed by a computer from which a user may select.


• The Internet– Employees often need Internet access

to obtain valuable information– Employees may also choose to use

the Internet for personal reasons– Some organizations monitor

computer workstations to detect and reduce abuses

Information Systems for Dietetic Practitioners

• What's available– Hardware

• Workstations for internal systems• Desktop/laptop computers• Handheld computers

Information Systems for Dietetic Practitioners – What’s Available

• Software– General office applications– Organization-based systems– Systems specifically for dietetics...


• Nutrient Analysis Program - A program that consists of a database listing food items and nutrients.– It can be used to determine the

nutrient composition of foods, recipes, or diets of individuals or groups.


• Considerations for choice of nutrient analysis software:– Food list size– Nutrients contained in the database– System Constraints - Limitations that are

inherent in a system, in light of the particular application in which the system is being used.

• ex: speed, size of database, user friendliness, reliability, format of output reports


• Patient Services Program - An information processing system used by dietetic practitioners to process information related to patient meals and meal service.– May interface with nutrient anaylsis

program– Interface - Connection that allows

communication and interaction between two software systems.


• Foodservice Programs - An information processing system for foodservices used to manage purchasing and inventory data, produce food production forecasts, generate quantity recipes, compute costs, analyze use, calculate waste, and so on.– May be expandable, able to integrate with

other program modules– Integrate - To combine (one or more

compatible systems or program modules).


• Other software is available for:– Scheduling employees– Screening patients for nutritional risk– Calculating therapeutic diets– Conducting nutritional assessments– Computing kilocaloric requirements– Identifying food/medication

interactions


• Does it fit?– Conduct a needs assessment– Develop a list of system requirements– Determine whether to upgrade or replace

systems•Upgrade - To replace with a newer or

better version of hardware or software.– Decide which system to purchase– Systems should be integrated with other

systems to the extent that they are needed by different workgroups


• Ready-to-use packages– Usually more cost effective to

purchase– Larger vendors may be more reliable,

willing to customize packages•Customize - Develop applications to fit

the needs of a particular customer.


• Starting up from scratch– Data entry– Implementation

• Training of staff• Development of P&P, user manuals• Arrangement of workplace to

accommodate system and users• Ordering of necessary supplies


• Troubleshooting common problems– Disruption of schedules/timelines– Increase in number of errors– Lack of staff familiar enough with the

system to troubleshoot– Failure of certain workers to adapt to

new system

Conclusion

• Information management is essential to how organizations operate. Information technology provides managers with more information, faster than ever before.

• Intrinsic information is transformed by extrinsic information to generate output data.

Conclusion

• Managers must find ways to utilize the information that they have without either becoming overburdened by too much data or settling for less than is needed.

• Information systems, both hardware and software, should be standardized, controlled, and integrated where appropriate.

Conclusion

• Many types of information processing programs are available for dietetic practitioners.

• The selection and implementation of information processing systems may be complex and costly. Implementation should be well planned and scheduled so that the transition to the new system goes as smoothly as possible, with the least amount of disruption to workers and to production.

Using IT to Keep Up-to-Date in Dietetics

• Professional organizations - ADA• Listservs• Distribution lists for subscribers• Online journals• PubMed Central at

http://www.pubmedcentral.nih.gov/

http://www.pubmedcentral.nih.gov/

Using IT to Keep Up-to-Date in Dietetics

• Libraries• Selectivity

– Focus on your area(s) of specialization

– Look for general resources for the dietetics profession as well

© 2006 thomson-wadsworth. learning objectives state why it is necessary for organizations to manage...

Documents