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Information within Organisations

Information within Organisations. Information within organisations. Understand the types of information different companies need Know methods which are used to collect and enter information Know how organisations use information. What Information Do Organisations Need?.

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Information within Organisations

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  1. Information within Organisations

  2. Information within organisations • Understand the types of information different companies need • Know methods which are used to collect and enter information • Know how organisations use information

  3. What Information Do Organisations Need? • Different organisations need different information: • Retail shop needs to know about the availability of stock and prices • Manufacturing organisations need information about the availability and cost of raw materials / parts, the customers it is producing goods for and the method of distribution • Travel agents will need information about the availability and cost of hotel rooms, flights and transfers from its suppliers and requirements from its customers. • Some organisations exist purely to collect and distribute information.

  4. Methods Used To Collect Information • Market Research Agencies • Collect consumer opinions either with questionnaires or a face to face interview. • Web Based Organisations • Collect information when they buyers complete an online order form. • High Street Retails • Will take orders over the telephone, face to face, or on paper order forms • Collect information from customers by offering a reward card • Footfall counters a good source of statistics

  5. Types of Information (1) • Customer / Client Information • Send: orders, shipping details, payment method, payments • Receive: Terms and Conditions, accounts, invoices • (Remember customers could be retail customers or another business carrying out a wholesale transaction) • Distributors • Receive: details of goods to be shipped • Send: proof goods have been delivered • Suppliers • Receive: purchase orders, payment details • Send: Invoices, packing manifests

  6. Types of Information (2) • Manufacturers • Receive: materials/parts specification, packing manifests, invoices, purchase orders etc.. • Send: purchase orders to suppliers, invoices and packing manifests to customer • Managers and employees • Companies will hold personal files on all employees • Management will give employees instructions who will respond with feedback • Services • Prices, details of what is been offered

  7. Start Here

  8. Collected Using an appropriate method Inputted / Entered Into the computer or paper based system Processed Calculations performed on data etc Outputted Processed data presented in a different form Information Cycle • Information within an organisation needs to be:

  9. Methods of Data Collection • We need to think about different methods used by organisations to collect information • Application forms • Booking forms • Customer order form • Barcodes • We also need to understand what information is captured.

  10. Methods of Entering Data • Keyboards • Mouse • Barcode scanner • Magnetic swipe card reader • Smart card reader • OCR • OMR • MICR

  11. Processing Information • In the exam you will have to describe the processing and calculations performed on data input a system • Typical systems include: • Booking system • EPOS system • Member accounts system • Payroll system • Sales order system • Warehouse system • Exact details for each system will be found in the case study so you need to have read it in detail.

  12. Typical Payroll System Calculations and Processing • look up hours worked each week (for hourly paid staff) • add weekly figures together (to give hours for month) • look up hourly rate from personnel records • multiply hours worked by hourly rate (to give gross pay) • divide annual salary by 12 (for salaried staff) • calculate pension contribution (if applicable) • subtract pension contribution • calculate NI • look up tax code • use tax code to calculate tax • subtract tax and NI • add values to running totals for year • Typical Booking System Calculations and Processing • retrieve cost of booking type • multiply cost of booking type by number eligible for this rate • add item costs to together • calculate/add VAT • Typical EPOS System Calculations and Processing • Lookup product using the barcode in database • Retrieve the product details including price • multiply unit price by quantity • add item totals to give total due • subtract total due from amount tendered

  13. Describing Outputs • You also need to be able to describe outputs generated from the processed information. • Descriptions should include: • Identification of different outputs from systems • Identification of information items on outputs • Who information items are intended for • Methods used to communicate outputs

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