Characteristics of Information Systems

1. Characteristics of Information Systems The characteristics of information systems are that they: • Organise data to give information. • Analyse information to give knowledge. • Data are raw facts. • Information is data organised in a way that gives the data meaning.

2. Sales Taxes Orders Warehouse Wages Employees Purchases Manufacturing Transaction database Transaction Processing System (TPS) TPS

3. Transaction database Budget reports Production schedules Sales summary Profit/Loss statement Management Information Systems (MIS) MIS

4. Transaction database MIS reports Australian census National economic reports Trade figures Forecasts, trends, analysis Decision Support Systems (DSS) DSS

5. Do they know what you're thinking? 1. What can you conclude from this about who owns personal information about you? 2. How do reward schemes such as 'Fly Buys' work? Who pays for the flights? Who gets the information?

6. Relationships Between the Systems TPS External data Transaction database DSS MIS Reports

7. Information Systems Activities REMEMBER 1. What is the difference between data and information? 2. List the four types of information systems? 3. Which type of information system provides data for the others? THINK 4. How are data, information and knowledge related? 5. How do the four information systems depend on each other? INVESTIGATE 6. How can management information and decision support systems be used in the home or at school?

8. Examples of Information Systems All information systems have: • An environment • A purpose • Participants • Data / Information • Processes • Information Technology

9. School database - Environment • The school community (students, staff and parents). • The educational services offered by the school. • The flow of information between the school and authorities such as the NSW Board of Studies and NSW Department of Education and Training. • The hardware and software. Any organisation, business or individual that receives information generated by the school database administration system or supplies data for the system, is part of the system environment.

10. Student/ staff data Class rolls New equipment data Timetable data Marks and grades Sales and charge Purchases requests Receipts Purchase orders Financial reports Student and staff information School database – Context Diagram

11. School database - Purpose • Maintain the efficient operation of the school, its finances, resources and administrative tasks. • Provide information on student enrolments, subject selections and assessments for both school staff and educational authorities. • Must meet the legal requirements for monitoring student attendances.

12. School database - Data/Information There's a great deal of information on people, resources and processes. Data stored in a school information database would include: • Equipment register • Finance and purchase orders • GST records • Library resources and loans • Staff information • Student attendance information • Student marks and grades • Student personal and academic information • Timetables and room allocations Most of this data would be stored on an administrative computer network. Some information like student marks/grades may be stored on individual staffroom computers

13. School database - Participants • School office and library staff who use the information system are clearly participants. • Teachers who add class information into the system and students who search the library catalogue are also system participants. • Everyone involved in a school is likely to be a participant at some stage.

14. School database - Processes Data collection occurs through: • Enrolment forms • Marking of class rolls • Payment of fees • Recording results in class mark books • Library loans and returns • The data are organised and stored in a number of different databases that deal with student and staff information, resources of various types and finances. • The data is analyses and processed to create class lists, student reports, financial reports, purchase orders, receipts and overdue book lists.

15. School database – Information Technology • Most data entry and access in a school information system is through the keyboard and monitor. • Barcodes and barcode readers are starting to become common input devices where a large number of repetitive data entry operations are needed. These include library loans and returns and entering attendance data from class rolls. • Hard copy outputs include class lists, daily absentee lists, order forms and financial statements. • Staffrooms have computer terminals linked to the office administration system. • The NSW Board of Studies and Department of Education use secure Internet links to communicate directly to school for school and course administration. The software includes the OASIS office network, Motorised Markbook, spreadsheet application software, personal database systems and other software applications.

16. Information Systems – Two More! • The Roads and Traffic Authority information database • Video store information database For each of the above databases, research, consider and describe the components: • Environment • Context diagram • Purpose • Participants • Data / Information • Processes • Information Technology

17. Information Systems Activities REMEMBER 1. Name the general parts or components of information systems? 2. List the input devices common to all three database systems you have looked at. 3. What are the advantages of using barcodes on products? THINK 4. Why would specially designed database applications (such as OASIS and DRIVES) be used instead of standard commercial database software? 5. All three systems in this unit have both direct and indirect system users. Classify the participants of each system as either direct or indirect users of the information systems described. INVESTIGATE 6. Select three other examples of database information systems and describe the data/information, participants, information technology and the relationships between them for your three examples.

18. RTA - Environment The environment of the RTA vehicle and driver information database would include: • All drivers, driving instructors, driver examiners • Vehicle owners, vehicle inspectors • RTA services such as registration and licensing • The flow of information between the RTA and NSW Department of Transport • The police and courts • The hardware and software

19. Statistical reports RTA – Context Diagram Inspection Reports Fees & charges Licence & Rego data Licences & registrations Renewal notices Financial reports Driver & vehicle details

20. RTA database - Purpose • Manage the registration of all drivers and motor vehicles in NSW. Includes sending out vehicle registration payment requests. • Providing statistical information on drivers and vehicles to the government and registration information to other authorities such as the Police. • Issues licences to security guards and firearm owners.

21. RTA database - Data/Information Data stored in the vehicle and driver information database would include: • Driver personal details, payment details • Driver licence number, licence type and classification, driving history (including points remaining) • Vehicle identification number, make and model • Vehicle owner details, registration number, payment details • Vehicle inspection record, insurance details • GST records All of this data are available to authorised RTA employees at any motor registry and vehicle inspection station anywhere in the state

22. RTA database - Participants • Data entry operators • Inspectors • Counter staff • Administration officers at RTA officers • Motor registeries and vehicle inspection stations • The Police Department Traffic Branch and Infringement Processing Bureau monitor driving records and vehicle registrations

23. RTA database - Processes Data collection occurs through: • Registration application forms • Licence applications and renewals • Vehicle inspection • Driving test results • The data are organised and stored in a number of different databases that deal with drivers, vehicle information and finances. • Processing occurs when vehicle registration and licence renewal forms are sent out. • Data analysis produces statistics on registered vehicles and licensed drivers. • Data on vehicles and drivers are transmitted to the Police and other authorities when required.

24. RTA database – Information Technology • Data entry and display terminals (keyboards and monitors) • EFTPOS machines for credit/debit card payments • Barcode scanners for registration notice payments • Networking between the computers in the office/building and links to a state WAN (wide area network) • Hard copy outputs would be registration and licence renewal notices • Includes the DRIVES integrated driver licensing and vehicle registration database software system used by the RTA

25. Video store - Environment The environment of the video store information database would include: • customers and staff • Suppliers • Entertainment and other services supplied by the store • The flow of information between the store and its head office • The hardware and software

26. Stock write-offs RTA – Context Diagram New members Rental and sale data New stock Financial reports Rental returns Loans and overdue reports Rental and sales statistics

27. Video store database - Purpose • Keep accurate records of the stock, both rental and sales, particularly for rental stock out on loan. • It also serves as a transaction processing system to collect data for further analysis by store management.

28. Video store database - Data/Information Data stored in the video store information database would include: • Customer details, including current loans and overdue items • Video rental title records, including items in stock and on loan • Saleable items records (videos, snack foods) • Rental and/or sales figures for each item • GST records Most of these items are available to store staff, some may even be available to customers through inquiry terminals. Certain items may also be available to management through a WAN connection to head office.

29. Video store database - Participants • Staff who check out videos and products, process returns, and authorise orders for new stock • Head office managers who use data provided by the system for inclusion in management and planning reports

30. Video store database - Processes Data collection occurs through: • New membership applications • Sale items and rental videos passed over scanner • New products that arrive in the store • The data are organised and stored in product and customer databases. • Processing occurs when products are sold, rented, returned or arrive as new products. • Data analysis produces statistics on video rentals, sales, delinquency rates and store income. • Some of this information would also be transmitted to head office.

31. Video store database – Information Technology • Entirely based on using barcode scanners as database input devices. The aim is to delay the customer as little as possible while minimising data entry errors. • All products for sale or rent are barcoded and scanned on etnering and leaving the store. • The keyboard would be used only to enter the details of a new rental customer. • New video titles arrive in the store from a central distribution warehouse with a database update disk or the store database is automatically updated through the WAN link from head office. • Customer inquiry terminals may rely on touch screen and ‘web-like’ interfaces. • Includes the database management and sales software and the network communications software.