Using Information

Using Information

Data and Information
Examples
• Data 311299
• Today’s date 31/12/99
• The data has been given context
• Software converts the data from binary format to one with context.
Information and Knowledge
Metadata
• Data that describes data
• Eg in database ….
• Data type (text, number etc)
• Field size
• Source


Categorisation of Information
• Source
• Nature
• Level
• Time
• Frequency
• Use
• Form
• Type
Source
• Primary
– Original Source Document
• Secondary
– Source other than the original
• Internal
– Eg sales report
• External

Nature of Info
• Formal
– Eg formal letters and documents
• Informal
– Eg casual Emails + conversations
• Quantitative
– Represented by numbers
• Qualitative
– Represented by words
Levels of Information
• Strategic
– Top management long timescale
– eg managing director
– - often involves external information
• Tactical
– Middle management medium timescale
– Eg area manager
• Operational
– Lower management short timescale
– Eg branch manager
– mainly internal information

Levels of Information
Time
• Historic
• Present
• Future
Frequency
• Continuous
– Eg real time system- info constantly coming in
• Periodic
– Sampled at intervals eg once a week
Information used for
• Planning
– Decide in advance
– What is to be done
– Who is to do it?
– How is it to be done?
• Control
– Measure progress against expectations. Take action
• Decision Making
Select an action from from the possible actions available
Eg decide which university to go to

Forms of Information
• Written
• Aural
(spoken word)
• Visual
– Eg charts, pictures
Types of Information
• Detailed
– Every piece of info available is shown
• Sampled
– Eg every tenth customer
• Aggregated
– Eg total sales for the month
Characteristics of Information
• Accuracy
degree of accuracy depends on use of information
• Reliability
Websites vary greatly in reliability
• Relevance
• Completeness
• Timing
• Conciseness
• Presentation
• Availability
Value and cost
• Expensive information can have low value
• Low cost information can be valuable.
• Example – Adverts offering to sell information on how to make a fortune usually give useless information – expensive but low value
• Info on a course you really want to do – free but very valuable to you

Basic Concepts Of Organisational Information Systems

2. Accuracy
• Human error reduces accuracy
• Different packages may be programmed to different degrees of accuracy (number of decimal places)for calculations

3. Volume
• Amount of data that can be processed in a given time
• Number of transactions in a given time
• Eg Banks, supermarkets process huge volume of transactions
• Need huge processing power, backing storage, output capabilities

4. Efficiency
• Combination of speed, accuracy and volume
• An efficient organisational information system will process a large volume of transactions accurately and quickly.
• Computerised info system is much more efficient than a manual one

Advantages of computerised System
• More accurate due to
• validation checks on entry
• automatic calculations
• This means less human error
Advantages of having a centralised database
• Any user can access the database from anywhere on the network
• Always be up to date and it is easy to control any changes.
• These factors make an organisation more efficient
What is an Information system?
• Group of interrelated components for input, processing, storage and output of information so it can be used for planning, decision making and control at all levels of an organisation.
• Can also be used by individuals.
Data Processing Systems
• System for gathering info, inputting and processing then outputting useful info.
• Eg school attendance records
– Supermarket stock records
– Operational level
Management Information Systems
• System that takes data from internal and external sources and converts it into a form that can be used by managers for decision making.
• Data comes from Databases in regular reports
Decision support systems
• Systems to support management decision making.
• Consist of Performance data, business rules, analytical tools
• Mostly used at operational level
Executive information system
• Helps senior managers to take strategic and tactical decisions
• Identify trends over a long period
• Incorporate external and internal information to make executive decisions.
• Mainly at strategic level
Expert system
• Program that tries to emulate human reasoning
• 3 parts
• Knowledge base, inference engine, user interface
Organisational Information Systems Management Strategies
• Network strategy
• Security strategy
• Backup strategy
• Upgrade strategy
• Software strategy
Network Strategy
• Coverage. One room? Whole building? Several buildings?
• Topology?
• Data transfer. How much data traffic should it be capable of?
• Storage capacity
• Facilities
Security strategy
• Guard against hackers, virus attack, unauthorised access
• Who has access
• Different access levels
• Passwords and usernames
• Firewall
– Program that prevents unauthorised
entry to a computer system or network
• Anti virus software
Backup and recovery strategy
• Needed to make sure no data is lost in the event of hardware or software failure.
• Backup of software
• Quick repair or replacement of hardware
Upgrade Strategy
• Needed as hardware and software is expensive
• Must upgrade at cost effective time
• New software must be compatible with hardware and existing operating system.
Software strategy
• Tailor made software or “off the shelf”(bespoke)?
• Banks, supermarkets etc usually use tailor made software – expensive but will suit their requirements exactly.
• Smaller organisations adapt “off the shelf” packages such as spreadsheets to suit their needs.
Network Topologies
• “Shape” of network and area it covers.
• LAN
• WAN
• Distributed network
– LAN with “sub-networks” using multiple servers.
Network Hardware
• Client and server network
Programs and data stored on server, accessed by clients
• Peer to Peer network
Each “workstation” can access software on any other workstation.
• Network adapter card (Network Interface Card)
• Structured cabling
– Copper wire or fibre optics
Network Software
• Server OS has different features to OS on workstations
Eg manage user access and users storage space
Security Strategy
• Security
Keep data safe from accidental loss through corruption, floods etc. Also virus and hacker attacks
• Integrity
– Making sure data is correct – validation used
• Privacy
– Preventing unauthorised access
Security risks
• Virus attack
• Hacking
• Denial of service
– Server flooded with overwhelming number requests
Implementing Data Security
• Have a code of conduct

Implementing Data Security
• Install anti virus software
• Update it regularly
• Don’t open unknown Email attachments
• Don’t share floppy disks

Implementing Data Security
Device or software that prevents
access to a network from external
computers.
List of authorised users and
websites
Implementing Data Security
• Data is coded at sending end and decoded at receiving end.
• Especially important for Ebanking and Ecommerce.
Implementing Data Security
• Read access
• Write access
• Create access
• Erase access
Backup Strategy
• Archiving
• Long term storage of old data eg old accounts from previous years
• Recovery
Replacing lost data from backed up files
• Storage methods
Magnetic tape drives – high capacity, cheap
Backup strategy
• Full backup
• Incremental backup
• Example – Full backup of all data every week
• Incremental backup nightly (only backup new data created since previous night.
• Start again every 6 months or year

Upgrade Strategy
• “Future proofing”
Try to buy hardware and software that will not need upgrading too soon
• Hardware and software compatibility.
Will new applications run with current operating system?
Is new operating system compatible with current hardware?
Does software need upgrading?
Upgrade Strategy
• Old systems running out of date hardware and software.
• Kept because they do a specialised job
Software Strategy
• Functionality
• Performance
speed
• Usability
menu choices, toolbar buttons etc
• Compatibility, Resource requirements.
Software strategy
• Data migration
Can data created by old software be used by new software.
Portability
Can software be used on different platforms (eg PC and Apple Mac)
Support
Helpline, callout if problems occur

Training
• On the job
• On line tutorial or manual
• In House
IT staff give training
• External
Staff go out on courses

User support
• On line help
Part of the package used to call up instructions when you are stuck with a particular topic
On line Tutorial
Part of package used to show facilities of package and exercises to help new users become familiar with package
• Manuals
• Installation guide
• Tutorial guide
• Reference manual
Distributed Databases
• Files stored in different locations linked by a network.
Information Management Software
• Word processing
• Desktop Publishing
Presentation Software
• Create slide show with text, graphics, sound, video, animation.
• Copy of slides can be printed off
• Eg – MS Powerpoint
Data Handling Software
• Stores information in an organised way
• Can be sorted, searched and used to produce reports
WP software advanced features
• Multi page layout
– Different layouts for different pages eg text boxes for front page, columns for other pages
– DTP packages tend to be better for this
• Pagination
Numbering pages and using page breaks to group chapters + sections
• Columns
• Header/footer
WP software advanced features
• Contents/index
- list of items with page and chapter numbers
• Graphics with text wrapping
• Stylesheets
Allows font styles to be varied and applied easily to blocks of text
• House Style
• An organisation uses a particular combination of fonts,styles etc for all it’s communication

Spreadsheet Advanced Features
• Goal seeking/forecasting
• Example – predict profits in 6 months time based on average growth in sales for last 6 months
• Lookup tables
• Used instead of If formula when conditions are complex. Eg exam results – simple pass or fail could use if formula but grades A- F would require look up table
• Nested IF
• If inside an if eg =IF(exam mark>=35,IF(practical mark>15,pass,fail),fail)
• Count
• Macros
Project Management Software
• Helps a manager manage a project
• Plan the project
What is to be achieved? - Scope
Cost? -Budget
How long? Time schedule
• Implement the project
• Monitor performance against targets

Project Management
• Timelining
Allocate times and dates to tasks
• Resource Allocation
staff, equipment
• Charts
Gantt chart (example)
Project Management
• To meet schedule
increase resources
Make resources more efficient
Reduce scope
• Meet a specific budget
Reduce resources
Reduce scope
• Meet requirements of project scope
Adjust finishing date
Critical path analysis
• Critical path is series of essential tasks
• Software analyses each task for optimisation.
Personal Information Management
• Communication (Email)
• Reminders lists, calendars etc
• Contacts
• Task lists
• Eg MS Outlook
Graphics Design
•Used to create and manipulate pictures
•Animation, photo editing
•Eg Paintshop pro, Serif Draw
Browsers
• For retrieving information from the Internet
• Retrieve and display web pages by sending out URL
• Other features
– Favourites, history folders, forward and back buttons, file transfer.
Email client software
• Example – MS Outlook
• Write send and receive Email messages.
• Advantage - can read and write messages offline.
Chat Client
• Send and receive text messages in real time
• Chatrooms
• Instant messaging
• Voice based messaging
Financial
• Manage and control money for business
• Eg MS Money
Reference Software
• Encyclopedia
• Eg Encarta
• Formerly on CD ROM
• Now mostly on WEB
Evaluating software
• Range of data objects
• Range of operations that can be performed
• Formatting functions
• HCI (keyboard commands, menus and toolbars/icons)
• Online help and online tutorials
Evaluating software exampleMS Word1. Range of data objects
• Text boxes. Graphics in native format, bmp, jpeg, gif
• Tables. Embedded objects from other applications
2. Range of operations
•Formatting functions
Standard Spreadsheet Software
• Datasheets
• Values/Text
• Formulas
• charts
•Human Computer Interface (HCI)
On line help and on line tutorials
Social Implications of ICT
Information Rich Vs Information Poor
• Easy access to computers and ICT
• Benefit from online banking, shopping etc
• Training courses and jobs may only be available on Internet

Information poor
• No Internet access
• Miss out on public information that is posted on web
• No online retail, ticket sales, banking etc.
Effect on business of IS
• IS driven business model gives more efficiency in planning
• Competitive advantage
• Ecommerce
Advantages to business
Advantages to customer
Effect on relationship between business and customers.


Online Identity
• May not be real identity, especially in chatrooms


Social implications of online retail
• Job losses in traditional stores
• Less social contact
• Increasing divide between info rich and info poor
Impact on Social structures
• Families spend less time together
• Due to TV, internet, computer games
• Teleworking means less social contact for people
Educational qualifications
• More and more jobs now require an ICT qualification (“computer literate”)
• ICT used more and more in daily life

Legal Implications
• Data Protection Act (1998)
• Computer Misuse Act
• Copyright, Design and Patents Act
• Regulation of Investigatory Powers Act (1988)
• Freedom of Information Act
Data Protection Act (1998)
Data subject can
Data Protection Act (1998)
• 1984 act only covered data in electronic format.
• 1984 Act applied only in UK
• 1998 Act harmonised EU Data protection legislation.;
Exemptions from DPA
Computer Misuse Act
Copyright, Designs and Patents Act
Copyright, Designs and Patents Act
Intellectual property rights
If you publish a piece of original work you automatically have copyright.
Regulation Of Investigatory Powers Act
Freedom of Information Act (2002)
Health and Safety Regulations
• Seating arrangements
• Lighting
• RSI (Repetitive strain injury)
– Max amount of time at one task
• Eye strain
• Radiation from monitors
Knowledge Worker
• Uses knowledge as part of job
• Core KW – Librarian, IT manager etc
• Other KWs- Doctor,Teacher, Manager etc
Economic Implications of ICT
• Network administrator – day to day management and admin of network
• Programmer/analyst – program development, testing and maintenance
• IT manager
Effect on a business of new ICT
• Initial costs high
– Buying hardware/software. Retraining individuals.
• Productivity increases per employee
• More profit in long run
Ethical Implications of ICT


Personal netiquette
• Don’t use foul or abusive language in Emails
• DON’T SHOUT!
• Keep messages short and don’t use fancy formatting
• Emoticons help convey feelings eg J L

Business Netiquette
• Don’t send spam Emails
• Always fill in subject field
• Don’t “flame” (send multiple Emails)
Censorship
• Should internet be censored
• Could it be censored?
Encryption
• Code data at sending end and decode at receiving end
• Encryption key is code used to scramble data
• Especially important for Ecommerce
Global Citizenship
• ICT and the internet should make us better global citizens.V