School of Information and Communication Studies

Department of Information Studies Second Semester (2018-2019)

Lecturer (s): Mr. Michael Allotey & Prof. Harry Akussah Contact Information: mallotey@ug.edu.gh

Lecture Overview

This lecture introduces students to the functions Information Systems.

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Session Outline

The key topics to be covered in the session are as follows:

1. Information Systems Activities

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Reading List

• Laudon, C.K. Laudon, J.P. (2000) Management Information Systems (11th Ed.), NJ, Prentice-Hall in Honkong, Pearson.

• Senn, J.A. (1982) Information Systems in Management, NY Wadsworth Publishing Company.

• Stoner, J.A.F. (1999) Management, (1999) Prentice-Hall of India, New Delhi.

• Lucey Terry, (1995) Management Information Systems, DP Publishing Ltd. Aldine Place, London. • Watson, H.J. et al (1991) Information System for Management: A Book of Reading.

• Hutchinson, S.E. & Sawyer, S.C. (2000) Computers, Communications and Information: A User’s

Introduction.

• Alter, S. (1999). Information systems: A management perspective. Reading, Mass. [u.a.: Addison Wesley.

• O’Brien, J.A. (2009) Introduction to Information Systems, Boston, Pearson.

• Long, P. et al (2016) Cambridge International AS and A Level IT Coursebook, University Printing House, Cambridge CB2 8BS, UK.

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INFORMATION SYSTEM ACTIVITIES Topic One

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Information System Activities

All functional Information systems perform a number of interrelated activities or functions. These Include: • Data Inputting • Data Processing • Outputting Information Products • Control of Information Quality • Storage of Information • Monitoring, Control and Evaluation of System

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INPUTTING DATA Topic Two

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Inputting Data

• All Information systems takes in data as input, otherwise they have nothing to process.

• Methods used for collecting the data can be divided into two types:

– automatic and manual data collection.

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Manual data Collection

These are input methods that normally go through three stages of data collection before being stored in a computer:

– collection (ask someone to fill in a form)

– preparation (ensure that the data collected is in the

– correct format)

– input (enter the data into the computer system).

Types Include: Entering data into forms using the following devices: Keyboards, Pointing devices, Touch screens etc.

Other forms of manual input methods: Image capture, Sound recording etc.

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Automatic Data Collection

• Automatic data collection can be considered to be any data collection that does the two stages of data collection and data input to the system without going through the intermediate phase of data preparation to make it suitable for computer use.

• Types are:

• Sensors, Barcodes, Voice recognition, Optical mark recognition (OMR), Optical character recognition (OCR) etc.

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Control of Data Quality

• The Quality of data inputted into the system and the information that is generated needs to be controlled.

• This is to ensure the validity, authenticity and integrity of data in the system.

Control of the quality of data inputted into the system can be done through the following:

• Validation

• Verification

• Proof reading

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Control of Data Quality

Validation: The process of ensuring data is sensible and conforms to defined rules. Examples: Presence check, Range Check, Type check, Length check, Format check etc.

Verification: The process of checking the data entered into the computer system matches the original source. Example: visual checking and double data entry.

Proof Reading: This process of checking information with the naked eye.

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DATA PROCESSING OR TRANSFORMATION

Topic Three

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Data Processing or Transformation

This is the manipulation of data that is entered into the information system with the view of adding context and meaning.

Processing data can take the following forms:

• Calculating

• Comparing

• Correlation

• Classifying Slide 14

• Summarizing • Analyzing • Updating • etc.

Methods of Data Processing

Information systems can process information in three ways:

• Batch Processing

• Online Processing

• Real-time Processing

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Batch Processing

• This is when batches of data are processed at set time intervals.

• Data is collected from inputs and stored together in what are known as batches.

• These batches are then stored until the set time for them to be processed.

For Example:

Payroll system and Stock control system

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Online Processing

• This deals with data in transactions.

• Once data for a transaction is collected, it is processed and the next transaction can occur.

For Example:

Online booking system

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Real-time Processing

A real-time processing is when data is processed as soon as it has been input. This is normally used when the urgency of the data is vital.

For Example:

Air traffic control systems and Computer games

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Discussion Activity

Why would they not make every information system in organizations a real-time system?

What would be the impact if they did?

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OUTPUTTING INFORMATION Topic Four

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Outputting Information Products

The end products of information processing come in different formats, depending upon the methods of processing.

• Outputs from Manual Processing: messages, reports, forms, graphs, charts etc.

• Output from Electronic Processing: Can generate more varieties of information products than the manual system.

(Think of the various electronic output devices)

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Ways in Which Output can be Rendered by Information Systems

There are a number of different ways that processed results can be reported to the user

• Reports

• Graphs and bar charts

• Other forms of output: Sound, Video, images, animations etc.

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STORAGE OF INFORMATION Topic Five

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Storage of Information

• Manual information is organized into folders, series, groups etc.

• Electronic Information are normally organized into databases made up of fields, records and files.

• Computer based information systems organize and store information on both Internal and external storage devices i.e.: – Magnetic storage devices

– Optical storage devices

– Solid state drives (SSD’s)

– Cloud

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MONITORING AND CONTROL Topic Six

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Monitoring, Control and Evaluation

These are manifested in the form of:

• System feedbacks

• System Controls

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**END**

Thank You

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