LO4: Gather and Process Information

GATHER INFORMATION

PROCESS INFORMATION

LO4: IT Tools

4.1 Tools
4.1.1 Database
A database is a collection of information that is organized so that it can be easily accessed, managed and updated. Data is organized into rows, columns and tables and it is indexed to make it easier to find relevant information.
Example of database is SQL


4.1.2 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

4.1.3 Spreadsheets
Spreadsheet is a file made of rows and columns that help sort data, arrange data easily and calculate numerical data. This spreadsheet has the ability to calculate values using mathematical formulas and data in cells.


4.1.4 Internet
The internet is a telecommunications network that uses telephone lines, cables, satellites and wireless connections to connect computers and other devices to the World Wide Web. The internet can be used to send and receive email messages, share photographs and video clips with your friends and family and access information form millions of websites around the world.

4.2 Gather Information
4.2.1 Define the requirement

• Conduct a brainstorming session
• Interview users
• Send questionnaires
• Work in target environment
• Talk to support teams
• Conduct workshops

4.2.2 Establish sources of information

• Customers
• Users
• Administrators and maintenance staff
• Partners
• Domain experts
• Industry analysts
• Information about competitors

4.2.3 Define other factors to be considered

• Target population
• Sample frame
• Size budget
• Length of time available for fieldwork
• Level of data precision needed
• Research objectives

4.2.4 Select information
Information that is selected is research.

4.3 Analyse Information
4.3.1 Quality of information
Quality is defined as meeting the requirements of the customer. The quality assurance describes any systematic process for ensuring quality during the successive steps in developing a product or service.

4.3.1.1 Validity of information
Information that is valid, reliable, and correct. Validity refers to the credibility of the research.

4.3.1.2 Accuracy of information
Information that is accurate.

4.3.1.3 Currency of information
Information that is current, up to date and information that is the latest.

4.3.1.4 Relevance of information
Data which is applicable to the situation or problem at hand that can help solve a problem or contribute to a solution.

4.4 Management Information
4.4.1 Reports
A report is a concise summary distilled from a larger set of data intended for a specific audience.

4.4.1.1 Sales Report (Example)



4.4.1.2 Population Statistics (Example)



4.4.1.3 Marketing Analysis (Example)




References:

SearchSQLServer. (2017). What is database (DB)? - Definition from WhatIs.com. [online] Available at: http://searchsqlserver.techtarget.com/definition/database [Accessed 3 Aug. 2017].

Techopedia.com. (2017). What is Artificial Intelligence (AI)? - Definition from Techopedia. [online] Available at: https://www.techopedia.com/definition/190/artificial-intelligence-ai [Accessed 3 Aug. 2017].

Definitions, S. and Hope, C. (2017). What is a Spreadsheet?. [online] Computerhope.com. Available at: https://www.computerhope.com/jargon/s/spreadsheet.htm [Accessed 3 Aug. 2017].

Digitalunite.com. (2017). What Is The Internet? | Quick Definition. [online] Available at: https://www.digitalunite.com/guides/using-internet-0/connecting-internet/what-internet [Accessed 3 Aug. 2017].

TechRepublic. (2017). 10 techniques for gathering requirements. [online] Available at: http://www.techrepublic.com/blog/10-things/10-techniques-for-gathering-requirements/ [Accessed 3 Aug. 2017].

Definitions, R. and Hope, C. (2017). What is a Report?. [online] Computerhope.com. Available at: https://www.computerhope.com/jargon/r/report.htm [Accessed 3 Aug. 2017].

Previews.123rf.com. (2017). [online] Available at: https://previews.123rf.com/images/kenishirotie/kenishirotie1003/kenishirotie100300027/6636090-Annual-sales-report-Stock-Photo-sales-chart-graph.jpg [Accessed 3 Aug. 2017].

Buddhasasana.net. (2017). [online] Available at: http://www.buddhasasana.net/dharma-records/images/Miscellany/World-Population-Growth.png [Accessed 3 Aug. 2017].

Clarityqst.com. (2017). [online] Available at: https://www.clarityqst.com/wp-content/uploads/2013/08/Healthcare-SW-Marketing-by-Channel-1024x867.png [Accessed 3 Aug. 2017].

Factors_considered_before_collecting_data Available at: http://www.answers.com/Q/Factors_considered_before_collecting_data [Accessed 10 Aug. 2017].

WhatIs.com. (2017). What is quality? - Definition from WhatIs.com. [online] Available at: http://whatis.techtarget.com/definition/quality [Accessed 10 Aug. 2017].

Psc.dss.ucdavis.edu. (2017). Introduction: Reliability and validity. [online] Available at: http://psc.dss.ucdavis.edu/sommerb/sommerdemo/intro/validity.htm [Accessed 10 Aug. 2017].

BusinessDictionary.com. (2017). What is relevant information? definition and meaning. [online] Available at: http://www.businessdictionary.com/definition/relevant-information.html [Accessed 10 Aug. 2017].

Epf.eclipse.org. (2017). Guideline: Requirements Gathering Techniques. [online] Available at: http://epf.eclipse.org/wikis/openup/core.tech.common.extend_supp/guidances/guidelines/req_gathering_techniques_8CB8E44C.html [Accessed 10 Aug. 2017].

LO3: MIS - Company

Company that has MIS

Intelligent Solutions

Intelligent Solutions. Inc. (ISI) is a professional firm dedicated to accessing, planning and guiding business intelligence and customer analytics efforts. ISI offers consulting, education and literature based on two conceptual architectures:

• Corporate Information Factory - an industry icon, used by hundreds of organizations to plan, architect and deliver their BI capabilities
• Customer Life Cycle - a framework for using technology to support CRM and other customer-facing initiatives

Reference:

Intelsols.com. (2017). Intelligent Solutions | Corporate Profile. [online] Available at: http://www.intelsols.com/about-us/corporate-profile [Accessed 2 Aug. 2017].

LO3.1 Features of Information System

3.1 Features of Information Systems:

3.1.1 Data
Data is information stored in its raw form. The reason why the data is stored so that only information that is needed for specific functions can be used.

3.1.2 People
People are another key feature of information systems and need to be understand how the system works to maximise the potential of the data stored in the information system. The people are required to design and programming so that the requirements of the systems can be implemented successfully.

3.1.3 Hardware
The hardware requirements need to be analysed before the system is built so that they meet the long term needs. Different hardware components example, the server and networking components such as the routers, will be required for the system to work over a network.
If the information is internal, only LAN technologies are needed but if the system needs to be available to run of the internet across a range of sites then additional security measures and a range of web servers may be needed.

3.1.4 Software
It is the key component of any information system, as it can let the end user access the system to enter and find information. The key software component is the database or database management system. This database will then be used to store data that can be access in different forms to create valid and up to date information by running complex queries on the database.

3.1.5 Telecommunications
Telecommunications is needed to run over a network such as networking technologies. For a range of people to access information on an information system then the system needs to run over a network and as previously mentioned hardware components to create a telecommunications network are needed.

3.2 Functions of Information Systems

3.2.1 Input
Detailed data that is stored and processed. The user must specify to the system what sort pf analysis they want the system to do.

3.2.2 Storage
Data should be stored at the most detailed level possible. IT departments may choose to store data of various summaries and should regularly backup data to avoid losing important data due to errors.

3.2.3 Processing
The process is the function that transforms data into information. Simple processing would be simply adding up the number of items sold by the business by a variable.

3.2.4 Output
Output can be in two (2) separate forms, that is graphical and textual. Graphical is often used to view information on a larger scale and presented as charts, graphs, diagrams and pictures. Textual is used to view the information on a smaller and more detailed scale, presented as charters, text or numbers.

3.2.5 Control and Feedback loops
Control/Feedback loop is what happens to output once it has been processed and produced. The system repeats the same sequence depending on the output of the last loop, it has an effect on the output of the last loop, it has an effect on the input of the next data to information loop.

3.2.6 Closed and open systems
Information systems can be defined as open or closed systems, the difference being how they reacts and interacts to their environments. Open systems fully interact with its environment and can handle unexpected environment, meaning it can adapt the output depending on circumstances. Closed systems are vastly separated and scheduled from their environment meaning they dont interact with it much.

3.3 Data Into Information
3.3.1 Difference between data and information
Data is raw, unorganized facts that need to be processed. Data can be something simple and seemingly random and useless until it is organized.
Information is when data is processed, organized, structured or presented in a given context so as to make it useful.

3.4 Types of Information System
3.4.1 Management Information Systems
A management information system is an information system that uses the data collected by the transaction processing system and uses this data to create reports in a way that managers can use it to make routine business decisions in response to problems.

3.4.2 Others
3.4.2.1 Marketing (sales performance, competitors etc)
It is a system that analyzes and assess the marketing information, gathered continuously from sources inside and outside an organization. Timely marketing information provides basis from decisions such as product development or improvement, packaging, pricing , distribution.

3.4.2.2 Financial (financial costs, investment returns etc)
This financial analyzes and accumulates financial data used for optimal financial planning and forecasting decisions and outcomes.

3.4.2.3 Human Resources (HR) (staffing, professional development etc)
It is the governance of an organization's employees. A company's human resources department is responsible for creating, implementing and overseeing policies governing employee behavior and the behavior of the company toward its employee.


3.5 Management Information System (MIS)
3.5.1 Features

1. MIS is permanent and continuous system
2. Its basic objective is to provide right information
3. It is a computer based system
4. It is future-oriented
5. It is used by all levels of management
6. It collects information from internal and external sources
7. It collects all types of marketing information
8. It helps marketing managers in decision making.

3.5.2 Benefits

1. Provides updated and timely information for decision making
2. Facilitates monitoring of marketing operations
3. Raises efficiency of decision making
4. Facilitates quick reference
5. Provides information on changing marketing environment
6. Promotes marketing excellence
7. Facilitates tapping of marketing opportunities
8. Provides market intelligence

3.5.3 Effectiveness criteria e.g. accuracy, sustainability, response times, confidence.

1. Rationality in decision making
2. Effective MIS produces timely, accurate, clear, non-redundant and valid information
3. Quality in decisions
4. Controls are properly assured
5. Management is motivated to use MIS
6. Management should be involved in design of MIS
7. Accurate
8. Sustainability
9. Information must be reliable
10. Response time (the fastness of the system or the connection)
11. Confidence

References:

Content Writer. (2013). Features of information systems. [online] Available at: http://www.contentedwriter.com/features-of-information-systems/ [Accessed 1 Aug. 2017].

Baudet, J. (2014). P4 describe the features and functions of information systems. [online] Btec-it-help-unit3.blogspot.com. Available at: http://btec-it-help-unit3.blogspot.com/2014/10/p4-describe-features-and-functions-of.html [Accessed 1 Aug. 2017].

Diffen.com. (2017). Data vs Information - Difference and Comparison | Diffen. [online] Available at: http://www.diffen.com/difference/Data_vs_Information [Accessed 2 Aug. 2017].

Systems, 5. (2017). 5 Types of Information Systems. [online] MindMeister. Available at: https://www.mindmeister.com/37310006/5-types-of-information-systems [Accessed 2 Aug. 2017].

BusinessDictionary.com. (2017). What is marketing information system? definition and meaning. [online] Available at: http://www.businessdictionary.com/definition/marketing-information-system.html [Accessed 2 Aug. 2017].

Techopedia.com. (2017). What is a Financial Information System (FIS)? - Definition from Techopedia. [online] Available at: https://www.techopedia.com/definition/26394/financial-information-system-fis [Accessed 2 Aug. 2017].

SearchCIO. (2017). What is human resource management (HRM)? - Definition from WhatIs.com. [online] Available at: http://searchcio.techtarget.com/definition/human-resource-management-HRM [Accessed 2 Aug. 2017].

Akrani, G. (2017). Features of Marketing Information System MIS. [online] Kalyan-city.blogspot.com. Available at: http://kalyan-city.blogspot.com/2013/01/features-of-marketing-information.html [Accessed 2 Aug. 2017].

BMS.co.in : Bachelor of Management Studies. (2013). Benefits of MIS | BMS.co.in. [online] Available at: http://www.bms.co.in/benefits-of-mis/ [Accessed 2 Aug. 2017].

What are the 4 effectiveness criteria of an MIS - Answers [online] Available at: http://www.answers.com/Q/What_are_the_4_effectiveness_criteria_of_an_MIS#slide=5 [Accessed 2 Aug 2017]

LO2: Codes Of Practice

Activity: Codes of Practice

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

• Limited Personal Use 
• Prohibited Activities
• Offensive and Illegal Material
• Discrimination, Harassment, Bullying and Defamation
• Malicious Activities

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

3. Produce a code of practice for a small web design or computer consultancy company.

• Don't change the settings of the computer
• Print only when necessary
• Keep your files organized
• Surf safely
• Save often

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. 

Reference:

Griffith.edu.au. (2017). Information Technology Code of Practice. [online] Available at: https://www.griffith.edu.au/griffith-portal-support/code-practice [Accessed 5 Jul. 2017].

LO2: Legal Issues

Three of the laws that affect the use of information:

Data Protection Act 1998

The Data Protection Act 1998 is an act of the United Kingdom is which information about living people may be legally used and handled. 

The fundamental principles of DPA1998 specify that personal data must:

• be processed fairly and lawfully
• be obtained only for lawful purposes
• be adequate, relevant and not excessive
• be accurate and current
• not be retained for longer than necessary
• be processed in accordance with the rights and freedoms of data subjects
• be protected against unauthorized or unlawful processing and against accidental loss, destruction or damage
• not be transferred to a country or territory outside the European Economic Area (unless the country has the rights)

Freedom of Information Act 2000

The Freedom of Information Act 2000 is an act of United Kingdom Parliament defining the ways which the public may obtain access to government-held information. The function is to allow private individuals and other corporations reasonable access to information while minimizing the risk of harm to any entity. 

Computer Misuse Act 1990

The Computer Misuse Act 1990 is an act of the United Kingdom Parliament passed in 1990, this law is designed to frame legislation and controls over computer crime and internet fraud. 

Copyright and Patents Act 1988

An act to restate the law of copyright, to make fresh provision as to the rights of perfomers and others in performances. to amend the law of patents. to enable financial assistance to be given to certain international bodies and for connected purposes. 

Reference:

WhatIs.com. (2017). What is U.K. Data Protection Act 1998 (DPA 1998)? - Definition from WhatIs.com. [online] Available at: http://whatis.techtarget.com/definition/UK-Data-Protection-Act-1998-DPA-1998 [Accessed 4 Jul. 2017].

WhatIs.com. (2017). What is Freedom of Information Act 2000? - Definition from WhatIs.com. [online] Available at: http://whatis.techtarget.com/definition/Freedom-of-Information-Act-2000 [Accessed 4 Jul. 2017].

WhatIs.com. (2017). What is Computer Misuse Act 1990 (CMA)? - Definition from WhatIs.com. [online] Available at: http://whatis.techtarget.com/definition/Computer-Misuse-Act-1990-CMA [Accessed 4 Jul. 2017].

Wipo.int. (2017). United Kingdom: Copyright, Designs and Patents Act 1988 (Chapter 48). [online] Available at: http://www.wipo.int/wipolex/en/text.jsp?file_id=127294 [Accessed 4 Jul. 2017].

LO1: Information Flow

Information Flow

• The movement of information that is relevant to business.
• From where it produce
• Must be speedy and fast
• There are two (2) types of information flow:

1. Internal information flow (within the organisation)
2. External information flow (without the organisation)

Internal Information Flow

• Information that are generated by functional areas 
• shared with other functional
• Example : organisational chart

External Information Flow

• Information passes to agencies outside the organisation.
• Targeted to individual customers (example: bank statement or utility bills)
• To a group of customers (example: council's report)
• To all customers (example: public company and annual report)

An information flow diagram shows the steps involved in data flow, it includes:

• where data is originally produced
• where it is turned into information
• where decisions are made on that data
• blue line is the internal
• red line is external

LO1: Business Functional Area

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. 

Sales Department:

The roles and responsibilities:

1. Selecting targets - knows what is the target market or targeted customer.
2. Defining Priorities - help your sales to increase by defining the priorities.
3. Defining Time Guidelines - set guidelines for seller to spend their time.
4. Monitoring compliance - responsible for providing the data that allows you and other leaders in the organization to monitor what is happening in the marketplace regarding customers, competitors and surrounding regulations and technology shifts.
5. Knowing when and when not to expedite - its your job to know when and what that needs to be expedited. 

Example: The sales report 

Administration Department:

The roles and responsibilities:

1. Coordinate office activities and operations to secure efficiency and compliance to company policies.
2. Supervise administrative staff and divide responsibilities to ensure perfomance
3. Manage phone calls and correspondence (email, letters)
4. Create and update records and databases with personnel, financial and other data.
5. Track stocks of office supplies and place orders when necessary.
6. Submit timely reports and prepare presentations or proposal as assigned.
7. Assist colleagues whenever necessary.

Example: The administration department having a meeting

Reference:

Salesandmarketing.com. (2017). 7 responsibilities sales managers must own | salesandmarketing.com. [online] Available at: https://salesandmarketing.com/content/7-responsibilities-sales-managers-must-own [Accessed 21 Jun. 2017].

Word MS Templates. (2015). 7 Sales Report Templates - Excel PDF Formats. [online] Available at: http://www.wordmstemplates.com/sales-report-sample.html [Accessed 21 Jun. 2017].

Recruiting and Hiring Resources for Employers. (2015). Office Administrator job description template | Workable. [online] Available at: https://resources.workable.com/office-administrator-job-description [Accessed 21 Jun. 2017].

LO1: Good Information

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

There are eleven (11) characteristics:

1. Valid - Information that is correct and can be used for the purpose that is needed.
2. Reliable - Information that is from valid and trusted source
3. Timely - Information that is from the correct time period
4. Fit for purpose - Information that is relevant to what you need it for
5. Accessible - Information that is stored in a way that can be access anytime and anywhere
6. Cost-effective - Information that is worth investing time and money to help make business        decision. 
7. Sufficiently accurate - Information that is accurate and help business make correct decision
8. Relevant - Information that is directly related to business need
9. Right level of detail - Information that are correct level of detail and have correct information
10. From a source in which the user has confidence - Information that is reliable and can be trusted
11. Understanding by the user - Information that is used for a business purpose needs to be understandable by the end user. 

LO1: Sources of Information System

Internal Information vs External Information

Internal information is information that is created by the operation of an organization, includes, purchase orders, sales as well as the transactions in inventory.

External information has variety of forms, from printed material to broadcast report to online dissemination.






Reference:

BusinessDictionary.com. (2017). What is internal data? definition and meaning. [online] Available at: http://www.businessdictionary.com/definition/internal-data.html [Accessed 14 Jun. 2017].

Inc.com. (2017). Business Information Sources. [online] Available at: https://www.inc.com/encyclopedia/business-information-sources.html [Accessed 14 Jun. 2017].

LO1 : Information System

Research:
1. Explain Information System

It is an integrated set of components for storing, collecting as well as processing data and provides information and knowledge.

2. Explain the types of information and give example:

• Qualitative - is a non numeric information based on the quality. Example: The types of coins in a jar.

• Quantitative - is the information that can be directly measured as well as can be seen as information that is fact. Example: I received 20 emails this morning. 

• Primary - is the information that we collect by ourselves. Example: Cartoons, postcards, postures. 

• Secondary - is the information that is collected from the secondary source. Example: books such as biographies.

Reference

Encyclopedia Britannica. (2017). information system. [online] Available at: https://www.britannica.com/topic/information-system [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].

YourDictionary. (2017). Examples of Quantitative . [online] Available at: http://examples.yourdictionary.com/examples-of-quantitative.html [Accessed 13 Jun. 2017].

ThoughtCo. (2017). What Is Qualitative Data?. [online] Available at: https://www.thoughtco.com/definition-of-qualitative-data-3126330 [Accessed 13 Jun. 2017].

Web.calstatela.edu. (2017). What Are Primary Sources. [online] Available at: http://web.calstatela.edu/library/guides/pswhat.htm [Accessed 13 Jun. 2017].