Unit 3 : Information Systems

Conducted by: Computer Science Society Of University Of Colombo

Parakrama Ratnayake
 What is a System ?
 It is a collection of interrelated
components that work together to
perform a specific task.
e.g. :
Human Body
Business Organization
A Computer
 Sub Systems ?
 In a System the different components are connected with
each other and they are interdependent. Each
component is a Sub System of the original system
and carries out part of the systems tasks.
e.g. :
Parts like digestive system in the
human body

The marketing branch of a business

organization
 Elements of a System

Input Output
Processing

Basically there are three major components in every system, namely input,
processing and output.
The System is separated from the external environment from the system
boundary.
The system receives inputs from a its environment and returns outputs to the
environment by processing the inputs.
 Input Output

•Sub systems should communicate with each other in order to

process an output to a particular input.

•One subsystems output will be an input to another.

•A good system will be made up of highly independent

subsystems with minimal flows between them.
 DATA vs. INFORMATION
Data Raw facts in isolation. Data describe the business. These are isolated facts
convey meaning but generally are not useful by themselves.

Information is data that has been manipulated to be useful to someone. In other

words, information must have value, or it is still data. Information tells people
something they don’t already know or confirms something that is suspect.

Important facts
• Most people use the terms data and information interchangeably. But
data and information are not the same thing.
• One person’s information may be another person’s data.
 Information System
 An arrangement of people, data, processes,
interfaces, networks and technology that are
integrated for the purpose of supporting and
improving the day to day operations in a
business, as well as fulfilling the problem solving
and decision making information needs of
business managers.

 Two Main Types of Information Systems

 Manual Information Systems
 Computer Based Information Systems
Manual Information Systems
File storage devices, manual procedures and papers
are examples of components of a manual information
system.

Computer bases Information System

Involves six interdependent components:
Hardware (machines)
Software (instructions & programs)
People (programmers, managers and users)
Procedures (rules)
Data & Information
 Pros & Cons of a Manual
Information System
Pros
 Flexible
 Judgments & Decisions can be taken easily by
humans

Cons
 Humans are unreliable
 Slow in performing arithmetical operations
 Subjected to fatigue and boredom
 Levels of Management

Upper or Top or Strategic Management

Strategic

Middle or Tactical Management

Tactical

Lower or Operational level Operational

Management

Three levels of management

 Levels of Management cont..
Each level of management can be
distinguished by the types of

 Decisions made
 Time frame considered in the decisions
 Types of report information needed to make
decisions
 Lower or Operational level Management

 They make structured decisions (Operational decisions).

 Structured decision It’s a predictable decision that can
be made following a well defined set of routine
procedures.
 Most decisions at this level require easily defined
information that relates to the current status and
activities within the basic business functions.
 Information is gained from detailed reports which contain
information about routine activities.
 Detailed tasks defined by middle management are
carried out by people at operational level.
 Middle or Tactical Management

 Acquire and arrange the resources (Computers, people etc) to meet

the goals of an organization.
 Define the detailed tasks to be carried out at the operational level.
 Information needed involves review, summarization and analysis of
data to help plan and control operations and implement policy that
has been formulated by upper management.
 Information is usually given to middle managers as summarized
reports.
 Deals with semi structured decisions. (Tactical decisions)
 Semi structured decisions that must be made without a base of clearly
defined informational procedures. In most cases a semi structured
decision is complex, requiring detailed analysis and extensive
computations.
 Upper or Top or Strategic Management

 Decides on the broad objectives of an

organization.
 Make unstructured decisions. (Strategic
decision).
 Unstructured decisions are the most complex
type of decisions and are rarely based on
predetermined routine procedures. They
involve subjective judgments of the decision
maker.
Types of Information Systems
•Transaction processing systems (TPS)
•Management Information Systems (MIS)
•Decision support Systems (DSS)
•Executive Information Systems (EIS)
•Expert Systems (ES)
 Transaction Processing Systems (TPS)
•These systems capture and process data about business
transactions.
•Some times called as data processing systems
•Mostly used at operational level
•Usually creates detailed reports of daily transactions or
future transactions
•Reports generated are useful only to lower level managers
•One functional area of a business consists of an TPS
 Management Information Systems (MIS)
•Provides middle level management with reports that
summarize and categorize information derived from
company databases. (In pre determined format)
•Supplements Transaction processing Systems
•Able to produce detailed information, summary
information, exception information
•Information produced is based on accepted management
or mathematical/statistical models
 Decision Support Systems (DSS)
•Provides its users with decision oriented information whenever a decision-making
situation arises
•Analyses information already captured by TPS and MIS in order to support
unstructured decision making at top management level
•Facts
•DSS does not make decisions, it helps some one to make a decision by
providing information
•TPS or MIS does not analyze information they produce
 Executive Information System (EIS)
•Is a DSS which is especially meant for top level management and specifically
support unstructured decision making
•Also called Executive Support Systems (ESS)
•Draws data not only from the organization, able to draw information from outside
sources such as news services and marketing –research databases.

Expert Systems (ES)

•Captures knowledge expertise of a problem solver or decision maker and then
simulates thinking of that expertise for those who have less expertise.
•Includes logic and reasoning within there respective fields
•Facts
•Emerged from the filed of artificial intelligence (Creating computer
systems that simulate human reasoning and sensation)
 System Development Life Cycle (SDLC)
Problem
Definition

Maintenance Feasibility Study

System Analysis
Implementation

System Design
Testing

Software Development
 SDLC cont..
 Every system has a life cycle. Be it a computer
or human
 SDLC is an organizational process of developing
an information system to solve business
problems and needs
 SDLC means combinations of various activities.
These activities are called phases and the SDLC
consists of many phases
 Also called Classical Life Cycle Model, Linear
Sequential Model or Water Fall Model
 Phase 1: Problem Definition

•Provides a broad statement of user requirements, which in

other words is what the user expects the systems to do
•Sets the direction for the whole project
•Also sets the project bounds, which define what part of the
system can be changed by the project and what parts
remain the same
•The resources to be made available to the system are also
specified in this phase
 Phase 2 : Feasibility Study
•Determines whether a particular project is technically and
economically feasible
•Determines the best method to achieve the objectives of the
new information system
•Outcome of this phase is a recommendation of a new system
proposal
•This proposal is to agreed by the higher management in
consultation with department managers.
 Phase 3 : System Analysis
•System analysts studies the existing system in detail, leading to specifications of
a new system. This is carried out by gathering facts.
Facts gathering techniques
• Inspection of written documents
• Interviews
• Questionnaires
• Site Observations
•Gathered data must be analyzed and documented in data flow diagrams, data
dictionary, logical data structures and miniature specifications.
•The system is broken down into smaller sub processors during this phase.
•At the end of the phase the System analyst has to produce a detailed report on
the specifications of the new system.
 System Analyst
Person who facilitates the development of information systems and computer
applications
He/ She should be able to
Asses situations and draw conclusions
Possess a strong general business orientaion
Speak and write effectively
Prepare clear concise reports
Work well with others to gain confidence and respect from them
 Phase 4 : System Design
Produces a logical design specification for the new system.
The analyst
schedules design activities
works with user to determine the various data inputs to the system
plan how data will flow through the system
designs required outputs
writes program schedules

During design, the analyst

Draws a model of the new system, using dataflow diagrams and entity
relationship diagrams
Devises formats for all the reports that the system will generate
Develops a method for collecting and inputting data
 Phase 4 : System Design contd..

By the end of this phase the analyst has to contd..

Defines detailed data requirements with a data dictionary

Writes program specifications
Specifies control techniques for the system’s outputs, database and
inputs
Identifies and orders any hardware or software that the system will need

By the end of this phase the analyst has to

prepare complete systems specifications in form of a detailed report
(this report contains step by step instructions that describes the
proposed system)
 Phase 5 : Software Development

•Design specifications are converted into source code of a

programming language.
•Programmers carry out these tasks.
•Software that is to be developed, is divided into many
modules according to the subdivisions in phase 3. These
modules are created independently and then tested
individually. This type of testing is called unit testing)
 Phase 6 : Testing
The system should be fully tested for errors (bugs) before implementation.
Two types of tests are conducted
1. Integration testing
After completion of unit tests of all modules, the modules are to
be combined and be tested. At this stage the test is done on
actual data
2. Acceptance testing
Acceptance criteria is the agreement made between the user
and the system developer. The acceptance criteria contains a
list of important requirements that the system has to satisfy. The
tests conducted to check the acceptance criteria are called
acceptance testing.
 Phase 7 : Implementation
The phase contains two activities
1. The user training
The users are to be given training for operating a new information
system. Main topics of such type of training are
How to execute the package
How to enter data
How to process data
How to take reports
2. The conversion
The process of replacing an existing system with a new system is
called conversion. Conversion of the system may proceeds in four
ways.
 Direct Implementation
 The entire system is replaced with the new system in
one go.
 Parallel Implementation
 Both systems i.e. the new and the old systems are
executed in parallel for a certain defined period of
time. This strategy is helpful because of the following
 Results of the old system can be compared with the results of
the new system
 Failure of the new system at the early stage, does not affect
working of the organization
 Phased implementation
 The new system is introduced in a phased manner
 Pilot implementation
 New system installed in parts and executed
successfully for a considerable time period. When the
results are found satisfactory then only the other parts
are implemented
 Phase 8 : Maintenance
 Eliminates errors in a system during it’s life time
and to tune the system to any variations.
 It also means the review of the system from time
to time.
 The review is done for
 Knowing the full capabilities of the system
 Knowing the required changes or the additional requirements
 Studying performance
 If a major change to a system is needed a new
project may have to be setup.
 Problems in system development
 Estimating cost and time
 Selecting a project team
 Capturing user requirements
 Using standards
 Choosing design approaches
 Coding program
 Testing programs
 Maintaining systems