G041: Lecture 05
Information within Organisations
Mr C JohnstonICT Teacher
www.computechedu.co.uk
Session Objectives
Understand the types of information different companies need,
Know methods which are used to collect and enter information,
Know how organisations use information.
What Information Do Organisations Need?
Different organisations need different information: Retail shop needs to know about the availability of stock and
prices, Manufacturing organisations need information about the
availability and cost of raw materials / parts, the customers it is producing goods for and the method of distribution,
Travel agents will need information about the availability and cost of hotel rooms, flights and transfers from its suppliers and requirements from its customers.
Some organisations exist purely to collect and distribute information.
Methods Used To Collect Information
Market Research Agencies Collect consumer opinions either with questionnaires or a face to
face interview. Web Based Organisations
Collect information when they buyers complete an online order form.
High Street Retails Will take orders over the telephone, face to face, or on paper
order forms, Collect information from customers by offering a reward card, Footfall counters a good source of statistics.
Types of Information (1) Customer / Client Information
Send: orders, shipping details, payment method, payments Receive: Terms and Conditions, accounts, invoices, (Remember customers could be retail customers or another
business carrying out a wholesale transaction), Distributors
Receive: details of goods to be shipped, Send: proof goods have been delivered,
Suppliers Receive: purchase orders, payment details Send: Invoices, packing manifests
Types of Information (2) Manufacturers
Receive: materials/parts specification, packing manifests, invoices, purchase orders etc..
Send: purchase orders to suppliers, invoices and packing manifests to customer,
Managers and employees Companies will hold personal files on all employees, Management will give employees instructions who will respond
with feedback, Services
Prices, details of what is been offered,
INFORMATION FROM TOOrder or purchase orders Customers and clients Retailers or service providers
Invoices Retailers Wholesalers, distributors or other suppliers
Wholesalers Manufacturers, distributors or other suppliers
Manufacturers and service providers
Distributors and other suppliers
Retailers or service providers Customers and clients
Wholesalers, distributors or other suppliers
Retailers
Manufacturers, distributors or other suppliers
Wholesalers
Distributors and other suppliers Manufacturers and service providers
Delivery Notes Retailers, wholesalers or manufacturers
Distributions
Delivery Confirmation Distributions Retailers, wholesalers or manufacturers
Product specifications and design briefs
Internal design function or external organisation
Manufacturing function
Work Instructions Managers Employers
Goods information (catalogues/websites)
Retailers Customers
Wholesalers Retailers
Service information (brochures/websites)
Service providers Clients (brochures/websites)
Information Cycle
Information within an organisation needs to be:
OutputtedProcessed data presented in a different
form
ProcessedCalculations performed on data
etc
Inputted / EnteredInto the computer or paper based
system
CollectedUsing an appropriate
method
Inputs Inputs are items of data which enter into a computer
system or program, Inputs will then be used to lookup other data which is in
the system or will have calculations performed on them to create new information,
The way in which the data enters a system is know as a “method of data capture”,
A typical question in the exam will ask you to identify input and the method which they enter the system….
Methods of Data Collection We need to think about different methods
used by organisations to collect information Application forms Booking forms Customer order form Barcodes
We also need to understand what information is captured.
Methods of Entering Data Keyboards Mouse Barcode scanner Magnetic swipe card reader Smart card reader OCR OMR MICR
When describing inputs the input must always be
written before the method of data capture E.G barcode is
scanned with the barcode reader NOT the barcode scanner
is used to enter a barcode
How do barcodes work video #1
How do barcodes work video #2
Optical Mark Recognition / Reader
OCR and OMR Explanation
Processing Information In the exam you will have to describe the
processing and calculations performed on data input a system.
Typical systems include: Booking system EPOS system Member accounts system Payroll system Sales order system Warehouse system
Exact details for each system will be found in the case study so you need to have read it in detail.
When describing processes, the process or calculation
must always be written first. E.G Lookup barcode / Add
VAT NOT barcode is looked up / VAT is added
Typical Payroll System Calculations and Processing
• look up hours worked each week (for hourly paid staff)• add weekly figures together (to give hours for month)• look up hourly rate from personnel records• multiply hours worked by hourly rate (to give gross pay)• divide annual salary by 12 (for salaried staff)• calculate pension contribution (if applicable)• subtract pension contribution• calculate NI• look up tax code• use tax code to calculate tax• subtract tax and NI• add values to running totals for yearTypical Booking System Calculations and
Processing• retrieve cost of booking type• multiply cost of booking type by number eligible for this rate • add item costs to together• calculate/add VAT
Typical EPOS System Calculations and Processing• Lookup product using the barcode in database• Retrieve the product details including price• multiply unit price by quantity• add item totals to give total due• subtract total due from amount tendered
Describing Outputs An output is the information which leaves a computer system after
processing and calculations have occurred, It could be on screen but typically it will be a physical item e.g. a print out, You need to be able to describe outputs generated from processed
information in the exam Descriptions should include:
Identification of different outputs from systems Identification of information items on outputs Who information items are intended for Format of the output Methods used to communicate outputs
When describing outputs the output must be written
before its format. EG: Receipt is printed out NOT
printed receipt
Typical Error…Question 4 Part cDescribe the processing and calculations within the payroll system [5]These figures are added together then multiplied by the hourly rate. Annual salary is divided by 12 to get the gross pay for the month. Monthly contribution for the pension is calculated and subtracted from the gross monthly pay.Seems like its 5 / 5 ????Unfortunately not few of the processes or calculations are written first. When answering questions in the exam always rearrange the sentences from the case study so the item which the question wants is first.
Add hours togetherMultiply total hours by hourly rateDivide annual salary by 12Calculate monthly pension contributionSubtract pension contribution from monthly pay
Exercises Complete the topics reading – Doyle pages 7-12 Download
informationWithinOrganistionsExercises.doc from my website and complete the exercises.