INFORMATION

SYSTEM CONCEPTS
 A CASE OF INFORMATION SYSTEM
DILEMMA

In multifaceted organizations, information input,

processing, output and record-keeping are becoming
vital parts of the system of the operations such that
interaction in terms of communication, interpretation
and assimilation of information is dependent on the
processing, management and maintenance of data.
 CARLOS HILADO MEMORIAL STATE
COLLEGE
 Composed of four (4) campuses;
 Manual System of transaction processes;

 Computers are just used to encode and maintain

electronic copy of information previously done on paper;
 Other departments are currently using a profarma data
management tool (helpful but not efficient in
maintaining and managing the immensity of information;
 CARLOS HILADO MEMORIAL STATE
COLLEGE
 Suffers from insufficiency and unsuitability of necessary
infrastructure to build a comprehensive information
system that would address the need for an efficient
information system.
 Paper and pen system has been helpful even before the
existence of devices that ease mans’ information
processing burdens.
 Information processing, storage and retrieval would be
computerized. (improvement would be minimal and the
project would not be cost effective)
INTRODUCTION TO INFORMATION SYSTEM

The advent of new technology gave rise to easy and hassle-

free interaction between and among humans.
 Business, science, whatever task, quality and speed of
carrying it out are enhanced with automation.
 At the core of this efficiency of a system that benefits from
computerization.
 All things, which seemed impossible to do before, are now
becoming doable and workable faster and easier.
INTRODUCTION TO INFORMATION SYSTEM

Information processing has never been as fast today,

particularly in communication. The interplay of humans,
machines and the procedures to accomplished a specific
task has purposely generated many changes in our lives,
technicals or otherwise. The interaction refers to what is
commonly known as Information System.
Like other system IS plays a vital role in any
organization for it embodies the totality of the
organization. The success or failure of an organizational
programs is attributed to how well information and
communication is processed and managed.
WHY STUDY INFORMATION SYSTEM?
 Facilitated the rapid improvement in terms of hardware
and software designs;
 Work productivity is much higher and access to
information is easy;
 Information is becoming an important tool in business
processes BECAUSE it becomes an asset of the
organization.
 INFORMATION SYSTEM IN AN
ORGANIZATION
Supervisors, managers and other officers in the middle-to-
top-level management are the ones who ensure that each
member of the organization works towards the realization
of organizational goals.

For an employee to perform his/her specific task:

 He/she works with information and processes;

The information is reported to the management task

namely; planning, organizing, directing and controlling.
 FOUR (4) MANAGEMENT FUNCTIONS
PERFORMED BY MANAGERS

ORGANIZE DIRECT CONTROL

PLAN
• Manpower
• Money • Supervise • Evaluate
• Objectives • Materials • Motivate • Revise
• Strategies • Other Resources • Communicate • Update
• Methodologies
1. Planning
Involves formulation of objectives
to guide all members of the
organization towards the goals to be
achieved, the methods to achieve
these goals and the probable
outcomes and challenges to
encounter.

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2. Organizing
Identifying resources and
coordinating these to achieve goals
that may include review of current
organizational setup, creation of
subgroups or departments, if needed.

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3. Directing
Refers to the communicating
instructions necessary to perform
specific tasks to be done.
 Motivation
 Regular meeting

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4. Controlling
Entails performance evaluation to
identify matters that need to be
corrected or changed that affect
productivity and efficiency of
workgroups.
 Reports (Daily, Monthly, Annual)

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 TYPES OF INFORMATION
SYSTEM
Information system vary according to:
Type of organization;
Functions of units with the organization
Different management level.
Vision, Mission, Objectives, Structures and
Strategies
A. OFFICE AUTOMATION SYSTEM
 Aid office workers in their daily information
processing tasks;

 Electronic Spreadsheet, Word Processor and

presentation tools

 Uniformity of reports generated

B. COMMUNICATION SYSTEM
 Aids organization in their communication needs among
different subgroups and levels of the organization;
Subcategories:
 Groupware System
Involve messaging and providing access of related
organizational units to documents or any file, and controlling
group related workflow.
 Knowledge Management System

Facilitate sharing of information and knowledge

 Messaging System

Facilitate message transmission to a specific individual,

group or to the whole organization.
 Teleconferencing System

aid in the conduct of same time meetings at different places.

C. TRANSACTION PROCESSING
SYSTEMS
Transaction is a business event where data are generated
and modified and saved in an information system for later
processing on demand.
Transaction Process entails procedures of recording
incorporating and summarizing data for reporting.
Transaction systems are most used in business because of
their major function to record data collected at point of
sale.
D. MANAGEMENT AND EXECUTIVE
INFORMATION SYSTEM
While transaction-processing systems help frontline
workers or employees to fulfil their task, these persons do
not help managers to perform their management functions
on a daily basis but rather serve as knowledge based.

Managers realize that Computer-Based Information

Systems (CBIS) are not just for reporting transactions but
can be more useful in performing their four (4)
management functions such as planning, organizing,
directing and controlling.
E. DECISION SUPPORT SYSTEM
 An organization grows, problems across levels vary each
of which requires a thorough review of alternatives for
decision making.
 Middle Managers, faced with many different alternatives from
which they should select the best.
 Operations Managers, decide on daily routine problems in the

workplace.
 Senior Managers, do not have so much time to review lengthy

reports.
 Do not only provide information relevant to operations
but they also have data manipulation tools in models that
simulate scenarios in the workplace.
F. EXPERT SYSTEMS
Execution systems are designed to support people doing value added
work that costumers care about like the practice of medicine, design and
manufacturing or engineering. (Steven Alter, Information System, a Management
Perspective)

One type of execution systems that evolved as an offshoot of artificial

intelligence research. He defined this concept as “a system which supports
the intellectual works of professionals engage in design, diagnosis or
evaluation of complex situations requiring expert knowledge in a well
defined area.”

Expert systems account for the proliferation of robotics,

bioengineering and automated design and manufacture of
machineries, equipment or buildings.
 THE COMMUNICATION PROCESS
Information
Transmitter Receiver Destination
Source

Signal
Message Received Signal Message

Noise Source
 DATA, INFORMATION AND SYSTEM

There are different types of messages that maybe produced

by a source. These may come in the form of data,
information or system.

DATA
Are components of information of which knowledge is
needed to properly use information.
Are raw, unprocessed facts; facts that may take the form
of a number, an image, sound or statement that are
processed into information.
It is a plural form of Latin word “datum” which means,
“given” or “fact”
What is information?
• We all know that…but what is it really?

• In the context of Information Technology, we

often talk about data
• It is us as human beings, that interpret the data
within some context
• By this interpretation, data becomes
information
• In order to transform data to information, we
need a context within which to interpret data
• In one context, ”00101010” might mean the
number 42
• In a different context, ”00101010” might mean
the letter ”C”
• Data + Context = Information
• Is processed and organized data and thus is more
meaningful and useful.
INFORMATION-GENERATION PROCESS

Data Process Information

Input
 INFORMATION AND
COMMUNICATION
 So what is the purpose of all this information
we produce?
 Ultimately, the purpose of all this information is
communication, in a broad sense
 Communication with yourself
 Communication with others
 Communication with a computer
 Communication over distance
 Communication with the future…
 HUMANS LIKE TO
COMMUNICATE
• The ability – and desire – to communicate is a
very strong trait for humans beings
• Without communication, it is very hard to:
– Cooperate in solving complex tasks
– Transfer knowledge to others
– Develop a culture
• At a certain stage we need technology to
communicate effectively
Since information is a main component of an
information system:
 It is important to study which type of information is
necessary and which is not.
 It is not enough for the future information managers
to receive and process just any information flowing
into their system, whether that system is automated
or not.
 It is important to be able scrutinize which data are
useful and accurate and which are not.
The very purpose of an information system is to process
data to create information.
To ensure the quality of output
information, the first step is to
know its characteristics.
1. ACCURATE
Information needs to be always exact and erroneous;
Accuracy is also a characteristic of data but accurate data may
not always lead to accurate information when processed.
2. VERIFIABLE
Information could be verified for accuracy at any given time.
3. UP-TO-DATE
Current information is valuable in decision-making because
most decisions are based on the current data available;
What may true now may not be true later.
4. ORGANIZED
For information to be more effective, it should be
organized according to the needs of the user.
5. RELEVANT
Information should be appropriate to the needs of the
person who receives and uses for its purpose.
6. COMPLETE
Information should not be partial or incomplete for it
may lead to disastrous decisions.
7. COST EFFECTIVE
It is important that the capture and processing of
information is cost-effective.
SYSTEM
A collection of related components established to
work together to accomplish a common objective
throgh the input, process and output approach.

A system maybe closed or open.

 Closed System do not have connections with other
systems, thus, they stand alone.
 Open System interact other systems as they exchange
information
ELEMENTS OF INFORMATION SYSTEM

Telecommunications

People
Computer
Equipment

Software
Data
Procedures
Qualified Personnel to Back
develop and maintain
the system; and
Trainable users of the
system or the operators.

PEOPLE
 Back
Hardware to be used by
the people to process
information.

COMPUTER EQUIPMENT
 Back
Information that are
encoded and
manipulated.

Information that is
produced or stored by a
computer
DATA
 Back
Set of Instruction that
instructs the equipment
what to do to process
data or information.

SOFTWARE
 Back
Guidelines for the
effective and optimal
operation of the system.

PROCEDURES
Media composed of the
hardware and software
that facilitate the
transmission of
electronic data within
the system.

TELECOMMUNICATIONS
 INFORMATION SYSTEM PLANNING

Information System (IS) Planning as a process entails the

following steps to ensure its success:
1. Creating an IS mission statement in line with the
organization’s mission statement;
2. Communicating the IS vision within the organizations;
3. Developing IS-based strategies and methodologies to
achieve the mission and vision; and
4. Creating budget to make sure that there are available
resources to achieve the vision and mission.
Management Principles apply to Information
Systems Planning (Steven Alter):
1. Support the firm’s business strategy with appropriate
technical architecture, standards and policies.
2. Evaluate technology as a component of a larger system.
3. Recognize life cycle costs, not just acquisition cost.
4. Design computer system to be maintainable.
5. Recognize the human side of the technology used.
6. Support and control the technical system.
 INFORMATION SYSTEM
DEVELOPMENT LIFE CYCLE
The development of an information system is a risky
business if not done properly. Thus there is a need for a
thorough study before implementation.

There are three (3) why companies may develop an

informal system:
1. It may come as a directive
2. An opportunity
3. An answer to a Problem
PHASES OF THE INFORMATION
SYSTEM’S DEVELOPMENT LIFE
CYCLE

a. Analysis b. System
Design and
Development

d. Maintenance
and Support

c. Implementation
ANALYSIS
1. Investigation
The first part in system analysis is the
investigation that determine its feasibility.
2. Information Sources
a. Interviews
b. Documentation
c. Observation
d. Questionnaires
e. Benchmarking
ANALYSIS
3. Feasibility
The analyst’s objective in studying the system before
implementation is to determine its feasibility technically,
economically and operationally.
a. Technical Feasibility refers to the availability of the
needed hardware, software and telecommunications
equipment.
b. Economic Feasibility means that the benefits would
outweigh the cost in establishing and maintaining the
system.
c. Operational Feasibility means that the system, at least
theoretically, would work in the organization.
ANALYSIS Back
4. Requirements
Are what the system should be able to do and the means
by which it will fulfill its stated goals. (Effy Oz)

After the feasibility of the system is established by way of

a thorough analysis. The team would include system
analysts, programmers, and representatives from any
prospective group of users should determine the
requirements of the system or the essential features and
functions that the system is expected to fulfill.
SYSTEM DESIGN AND DEVELOPMENT
The primary purpose of designing a system is to ascertain
the means to meet the system requirements identified in the
list of requirements.

The design phase entails assessment of the supposed

solution to a problem and the identification of the
hardware, software and the telecommunications equipment
necessary to bring about the solutions.

This phase consist of four steps: the logical, physical

design, construction and testing of the system.
SYSTEM DESIGN AND DEVELOPMENT
Logical Design, the user requirements in the analysis
phase are converted into detailed functions of the system.
1. Input Files the files that will be used to capture the input
data.
2. Procedures the logical algorithms used to process the
input.
3. Output Files the files that will be used to capture
information resulting from the processing of data.
4. User Dialog the manner of which the users will interact
with the system: windows, menus, icons and/or provisions
for query by example.
5. Interfaces how the system interact with other systems. This
includes provisions for input data and information from the
files of other system.
SYSTEM DESIGN AND DEVELOPMENT
Graphical Presentation or Analysis and Design Tools are
used to illustrate the logical operations and document the
specifications of the system.

o Flowcharts/Illustrations using graphical symbols not only to

represent the logical operations of the system but also the
different hardware parts.
o Data Flow Diagram (DFD’s) are used to exemplify the flow
of data in an operations.

The use of this tools is what is known as structured analysis,

which further utilizes data dictionaries, decision tables,
decision trees, process specifications and structured English
aside from the two previously mentioned design tools.
SYSTEM DESIGN AND DEVELOPMENT
Physical Design refers to the process of specifying
the hardware and software necessary to support the
system.

These tools may include programming languages,

database management system for building
databases and special software tools to facilitate
the development.
SYSTEM DESIGN AND DEVELOPMENT
Development or Construction of the system comes
after the completion of the design phase. This has two
parts: Programming and equipment acquisition.

The purpose of programming is to develop the system

required (Shelly et., al) that includes five (5) steps
which are:
1. Reviewing the program specifications
2. Designing the program
3. Coding the program
4. Testing the program
5. Finalizing the program documentation
SYSTEM DESIGN AND DEVELOPMENTBack
Program documentation
Refers to the completion of transcribed materials
or data and diagrams that are sometimes already
stored in the computer like the procedures
manuals.

This is also a compilation of all the

documentations prepared during the entire life
cycle of systems design like Data Flow Diagram
(DFD), Entity Relationship Diagram (ERD) Data
Dictionary and the like.
IMPLEMENTATION
After testing the system and errors, if any, are
corrected, it will then be put into operation so
people will start using the new system.

Two parts of Implementation Phase:

1. Training, to train people is to teach them exactly
how they will use the new system.
2. Conversion is the process of switching from the
old system, if any, to the new one.
Procedure in the Implementation Phase Information
System Development Back
Installation Training

Conversion

Parallel Testing
Live Testing

Production

Assessment
Maintenance
and Support
MAINTENANCE AND SUPPORT

The IS development life cycle does not end

with the implementation of the system.
Maintenance is also a part of the
responsibility of the IS professionals.
CAREERS IN INFORMATION SYSTEM
 System Analyst
 Project Manager/Leader
 Programmer
 Database Administrator
 Telecommunications Manager
 Webmaster
 Chief Information Officer
 Chief Knowledge Officer
 Independent Consultants
RECENT TRENDS IN INFORMATION SCIENCE AND INFORMATION
TECHNOLOGY

 The Rise of Electronic Information

System
 Better Data Storage and Retrieval
 Highly-detailed entertainment system
 Enhanced connectivity
 Improvements in Artificial Intelligence