LO4 Gather Information

LO4. BE ABLE TO USE IT TOOLS TO PRODUCE MANAGEMENT INFORMATION

4.1 TOOLS

4.1.1 Database

A database management system (DBMS) is system software for creating and managing databases. The DBMS provides users and programmers with a systematic way to create, retrieve, update and manage data.

4.1.2 Artificial Intelligence

artificial intelligence is the simulation of human intelligence processes by machines, especially computer systems. These processes include learning (the acquisition of information and rules for using the information), reasoning (using the rules to reach approximate or definite conclusions), and self-correction. Particular applications of AI include expert systems, speech recognition and machine vision.

4.1.3 Spreadsheets

Spreadsheets present users with a grid. Each column is denoted by an alphabetical character and each row by a number. This system of co-ordinates allows a cell to be defined:

Cells can contain:

• Numbers: cells D3 and D4 above
• Labels (text): cells D2 and C3..C5 above
• Formulae: cell D5, although displaying 5,000 could actually contain the formula

4.1.4 Internet

Web browsing is done with a Web browser, the most popular of which are Chrome, Firefox and Internet Explorer.

4.2 GATHER INFORMATION

4.2.1 Define the requirement

• One-on-one interviews
• Group interviews
• Facilitated sessions
• Joint application development (JAD)
• Questionairies
• Prototyping
• Use cases
• Following people around
• Request for proposals (RFPs)
• Brainstorming 

#1: One-on-one interviews

The most common technique for gathering requirements is to sit down with the clients and ask them what they need. The discussion should be planned out ahead of time based on the type of requirements you're looking for. There are many good ways to plan the interview, but generally you want to ask open-ended questions to get the interviewee to start talking and then ask probing questions to uncover requirements.

#2: Group interviews

Group interviews are similar to the one-on-one interview, except that more than one person is being interviewed — usually two to four. These interviews work well when everyone is at the same level or has the same role. Group interviews require more preparation and more formality to get the information you want from all the participants. You can uncover a richer set of requirements in a shorter period of time if you can keep the group focused.

#3: Facilitated sessions

In a facilitated session, you bring a larger group (five or more) together for a common purpose. In this case, you are trying to gather a set of common requirements from the group in a faster manner than if you were to interview each of them separately.

#4: Joint application development (JAD)

JAD sessions are similar to general facilitated sessions. However, the group typically stays in the session until the session objectives are completed. For a requirements JAD session, the participants stay in session until a complete set of requirements is documented and agreed to.

#5: Questionnaires

Questionnaires are much more informal, and they are good tools to gather requirements from stakeholders in remote locations or those who will have only minor input into the overall requirements. Questionnaires can also be used when you have to gather input from dozens, hundreds, or thousands of people.

#6: Prototyping

Prototyping is a relatively modern technique for gathering requirements. In this approach, you gather preliminary requirements that you use to build an initial version of the solution — a prototype. You show this to the client, who then gives you additional requirements. You change the application and cycle around with the client again. This repetitive process continues until the product meets the critical mass of business needs or for an agreed number of iterations.

#7: Use cases

Use cases are basically stories that describe how discrete processes work. The stories include people (actors) and describe how the solution works from a user perspective. Use cases may be easier for the users to articulate, although the use cases may need to be distilled later into the more specific detailed requirements.

#8: Following people around

This technique is especially helpful when gathering information on current processes. You may find, for instance, that some people have their work routine down to such a habit that they have a hard time explaining what they do or why. You may need to watch them perform their job before you can understand the entire picture. In some cases, you might also want to participate in the actual work process to get a hands-on feel for how the business function works today.

#9: Request for proposals (RFPs)

If you are a vendor, you may receive requirements through an RFP. This list of requirements is there for you to compare against your own capabilities to determine how close a match you are to the client's needs.

#10: Brainstorming

On some projects, the requirements are not "uncovered" as much as they are "discovered." In other words, the solution is brand new and needs to be created as a set of ideas that people can agree to. In this type of project, simple brainstorming may be the starting point. The appropriate subject matter experts get into a room and start creatively brainstorming what the solution might look like. After all the ideas are generated, the participants prioritize the ones they think are the best for this solution. The resulting consensus of best ideas is used for the initial requirements.

4.2.2 Establish sources of information

- collecting the specific needs : 1) name 2) age 3) address 4) email

4.2.3 Define other factors to be considered

-internet, - interviews, - books

4.2.4 Select information

-Select the valid information from the real source, such as interviewing the person.

4.3 ANALYSE INFORMATION

4.3.1 Quality of information

- an important concept. Information quality is a multi-attribute concept. If the attributes that define quality of information are of good quality or of high value then the information is said to have good quality.

4.3.1.1 Validity of information

- the information necessary for system construction, model assessment and testing, and guiding the system experiments to solve the difficulty is sufficient and accurate. 

4.3.1.2 Accuracy of information

- General: Freedom from error (correctness), or closeness to truth or fact, resulting from exercise of painstaking care or due diligence. Accuracy depends on how the data is collected, and is usually judged by comparing several measurements from the same or different sources.

4.3.1.3 Currency of information
- more important in fields which are rapidly and continuously developing such as information technology, medicine or business.

4.3.1.4 Relevance of information

- Data which is applicable to the situation or problem at hand that can help solve a problem or contribute to a solution.

4.4 MANAGEMENT INFORMATION

4.4.1 Reports

4.4.1.1 Sales Report (Example)

4.4.1.2 Population Statistics (Example)

4.4.1.3 Marketing Analysis (Example)

WHAT IS REPORTS?

A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analysed and applied to a particular problem or issue. The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow.

Sales report:

Population Statistics:

Marketing Analysis

References :

DEFINITION database management system (DBMS)

http://searchsqlserver.techtarget.com/definition/database-management-system [Accessed on 3rd august 2017]

DEFINITION AI (Artificial Intelligence)

http://searchcio.techtarget.com/definition/AI [Accessed on 3rd august 2017]

Spreadsheets

http://opentuition.com/fia/ma1/spreadsheets/ [Accessed on 3rd august 2017]

DEFINITION Internet

http://searchwindevelopment.techtarget.com/definition/Internet [Accessed on 3rd august 2017]

10 techniques for gathering requirements

http://www.techrepublic.com/blog/10-things/10-techniques-for-gathering-requirements/ [Accessed on 3rd august 2017]

What is Information Validity

https://www.igi-global.com/dictionary/information-validity/14581 [Accessed on 7 August 2017]

accuracy
http://www.businessdictionary.com/definition/accuracy.html [Accessed on 7 August 2017]

CURRENCY OF INFORMATION

https://library.westernsydney.edu.au/main/currency-of-information [Accessed on 7 August 2017]

relevant information

http://www.businessdictionary.com/definition/relevant-information.html [Accessed on 7 August 2017]

What is a report?
http://libweb.surrey.ac.uk/library/skills/writing%20Skills%20Leicester/page_74.htm [Accessed on 3rd august 2017]

What is Quality of Information?

http://ecomputernotes.com/mis/what-is-mis/quality-of-information [Accessed on 3rd august 2017]

LO3. MIS COMPANY

Company with MIS

Abercrombie & Fitch

Description : Abercrombie & Fitch Co. engages in the retail of apparel, personal care products and accessories. It offers a broad array of apparel products, including knit tops, woven shirts, graphic t-shirts, fleece, sweaters, jeans, woven pants, shorts, outerwear, dresses, intimates and swimwear; and personal care products and accessories for men, women and kids under the Abercrombie & Fitch, abercrombie kids, Hollister and Gilly Hicks brands. The company was founded in 1892 and is headquartered in New Albany, OH.

Reference : 
http://money.cnn.com/quote/profile/profile.html?symb=ANF [Accessed on 2nd August 2017]

Computer-based system (where saves all data)

storage - stored data

LO3 Part 2

3.4 - Types of information systems 

1. Transaction Processing systems
2. Customers Relationship management systems
3. Business intelligence system
4. Knowledge management system

• Transaction Processing Systems

Transaction processing systems meet the data collection, storage, processing and outputting functionalities for the core operations of a business. TPS information systems collect data from user inputs and then generate outputs based on the data collected. An example of TPS system could be an online air ticket booking system. In such a system, travelers select their flight schedule and favorite seats (the input), and the system updates the seats available list, removing those selected by the traveler (the processing). The system then generates a bill and a copy of the ticket (the output). TPS information systems can be based on real-time or batch processing, and can help business owners meet demand without acquiring additional personnel.

• Customer Relationship Management Systems

Business owners use customer relationship systems to synchronize sales and marketing efforts. CRM systems accumulate and track customer activities, including purchasing trends, product defects and customer inquiries. The capabilities of typically CRM information systems allow customers to interact with companies for service or product feedback and problem resolutions. Businesses may also use CRM systems internally as a component of their collaboration strategies. As such, CRM information systems allow business partners to interact with each other as they develop ideas and products. Collaboration can occur in real time even when business partners are in remote locations.

• Business Intelligence Systems

Business intelligence systems can be complex as they identify, extract and analyze data for various operational needs, particularly for decision-making purposes. BIS information systems may provide analyses that predict future sales patterns, summarize current costs and forecast sales revenues. Business intelligence systems collect data from the various data warehouses in an organization and provide management with analyses according to lines of business, department or any breakdown that management desires. For example, financial institutions use BIS systems to develop credit risk models that analyze the number and extent of lending or credit given to various sectors. These systems may use various techniques and formulas to determine the probability of loan defaults.

• Knowledge Management Systems

Knowledge management systems organize and dissect knowledge and then redistribute or share it with individuals of an organization. The purpose of these information systems is to bring innovation, improve performance, bring integration and retain knowledge within the organization. Although KMS information systems are typically marketed to larger enterprises, small businesses can also benefit from harvesting knowledge. KMS information systems serve as a central repository and retain information in a standard format. These systems can help business owners maintain consistency and enable speedy responses to customer and partner inquiries.

3.4.1 - Management information systems

A management information system (MIS) is a computerized database of financial information organized and programmed in such a way that it produces regular reports on operations for every level of management in a company. It is usually also possible to obtain special reports from the system easily. The main purpose of the MIS is to give managers feedback about their own performance; top management can monitor the company as a whole. Information displayed by the MIS typically shows "actual" data over against "planned" results and results from a year before; thus it measures progress against goals. The MIS receives data from company units and functions. Some of the data are collected automatically from computer-linked check-out counters; others are keyed in at periodic intervals. Routine reports are preprogrammed and run at intervals or on demand while others are obtained using built-in query languages; display functions built into the system are used by managers to check on status at desk-side computers connected to the MIS by networks. Many sophisticated systems also monitor and display the performance of the company's stock.

- HANDLES WHO DEPARTMENTS

3.4.2 - others

Other names for MIS include information systems (IS) and information technology (IT).

3.4.2.1 - marketing information system (sales, performance, competitors etc)

A marketing information system (MkIS) is a software program that provides information about marketing research. It allows users to compile and analyze data in a very easy, organized fashion. MkIS systems are also effective tools that help users make decisions about consumer behavior and the marketing mix, including products and how they are placed, priced, and promoted. The more sophisticated the management information system, the more information it can provide.

3.4.2.2 - Financial information system (financial costs, investment returns etc) - ALL ABOUT MONEY

Financial data analysis may be conducted through trend evaluations, ratio analyses and financial planning modeling. Data outputs that are produced by FIS can include

• Operating and capital budgets
• Working capital reports
• Accounting reports
• Cash flow forecasts

The predictive analytics included in these applications may also narrow down exactly what could be expected from a business interaction or transaction that has yet to take place.

3.4.2.3 - Human resource (HR) information systems (staffing, professional development etc) - ALL ABOUT HUMAN

 basically an intersection of human resources and information technology through HR software. This allows HR activities and processes to occur electronically.

To put it another way, a HRIS may be viewed as a way, through software, for businesses big and small to take care of a number of activities, including those related to human resources, accounting, management, and payroll. A HRIS allows a company to plan its HR costs more effectively, as well as to manage them and control them without needing to allocate too many resources toward them.

In most situations, a HRIS will also lead to increases in efficiency when it comes to making decisions in HR. The decisions made should also increase in quality—and as a result, the productivity of both employees and managers should increase and become more effective.

3.5 - Management information systems (MIS)

3.5.1 - Features: 

• Database Management
• Reporting
• Open Access
• Integration
• Scalability

- Database Management

The chief feature of an information management system is its ability to store data and make that data easy to retrieve by the system’s users. The type of database used determines how the information management system responds to requests or queries for information. Systems that use a relational database store the data in separate tables instead of one large table. Once the data gets stored, database administrators connect relevant tables of data to each other through the use of keys. These keys identify the relationship between data in one table and data in another table. Relational databases provide a quicker response to queries and store more information than hierarchical databases. Hierarchical databases always access data starting at the top of the database and moves down. It does not look at the relationship between different pieces of information.

- Reporting

The next most important feature of an information management system comes in the form of reports. An information management system is only as good as the reports it generates. The ability to produce information that helps in the decision-making process is a key attribute for this kind of system. Most MIS provide multiple report templates while others offer the ability to create specific reports and save these reports as a template for others to use.

- Open Access

An information management system that allows open access to its system architecture lets a company comply more easily with external regulations and internal requirements. Open access means the company can more easily integrate the IMS with existing systems. This ability reduces the need for outside service people to perform internal service changes. Open access also reduces maintenance expenses because internal resources can manage the maintenance of the system.

- Integration

Information management systems typically integrate with a company’s existing systems. How well these varied systems integrate often creates many challenges for internal and external resources. A good IMS provides ease of integration with legacy systems, thus allowing a company to maintain the equipment investments it has already made.

- Scalability

Because not all companies require the full offering of some information management systems, scalability becomes a key purchase consideration. Smaller businesses might require a scaled-down version of an IMS now, but within a few years require additional features and larger database management capabilities. Purchasing a scalable system gives a company room to grow without losing its initial investment.

3.5.2 - Benefits/advantages: 

1. It Facilitates planning : MIS improves the quality of plants by providing relevant information for sound decision – making . Due to increase in the size and complexity of organizations, managers have lost personal contact with the scene of operations.

2. In Minimizes information overload : MIS change the larger amount of data in to summarized form and there by avoids the confusion which may arise when managers are flooded with detailed facts.

3. MIS Encourages Decentralization : Decentralization of authority is possibly when there is a system for monitoring operations at lower levels. MIS is successfully used for measuring performance and making necessary change in the organizational plans and procedures.

4. It brings Co ordination : MIS facilities integration of specialized activities by keeping each department aware of the problem and requirements of other departments. It connects all decision centers in the organization .

5. It makes control easier : MIS serves as a link between managerial planning and control. It improves the ability of management to evaluate and improve performance . The used computers has increased the data processing and storage capabilities and reduced the cost .

6. MIS assembles, process , stores , Retrieves , evaluates and Disseminates the information.

- promotion marketing excellence
- increases productivity
- provides updated and timely information for decision making
- it can be easily used by senior management

3.5.3 - Effectiveness criteria e.g. accuracy, sustainability, response times, confidence.

· Relevance

· Management by exception

· Accuracy - all info should be correct

· Adaptability
sustainability - info should be reliable
response time - the fastness of the system
confidence - everything must be correct 

References: 

Types of Information Systems in an Organization

http://smallbusiness.chron.com/types-information-systems-organization-43097.html [Accessed on 2nd august 2017]

Management Information Systems (MIS)

https://www.inc.com/encyclopedia/management-information-systems-mis.html [Accessed on 2nd august 2017]

MIS - management information system

http://www.webopedia.com/TERM/M/MIS.html [Accessed on 2nd august 2017]

What is a Marketing Information System? - Definition, Benefits & Example

http://study.com/academy/lesson/what-is-a-marketing-information-system-definition-benefits-example.html [Accessed on 2nd august 2017]

Financial Information System (FIS)

https://www.techopedia.com/definition/26394/financial-information-system-fis [Accessed on 2nd august 2017]

HRIS

http://www.hrpayrollsystems.net/hris/ [Accessed on 2nd august 2017]

The Features of an Information Management System

http://smallbusiness.chron.com/features-information-management-system-2114.html [Accessed on 2nd august 2017]

Various Advantages of Information Management Systems

http://www.management-hub.com/information-management-advantages.html [Accessed on 2nd august 2017]

Session 1. Management information systems

http://www.fao.org/docrep/w7506e/w7506e03.htm [Accessed on 2nd august 2017]

LO3: Features of information systems

3.1 Features of information systems

Data : Data is information stored in its raw (or most basic) form. The reason why information is stored like this is so that only the information that is needed for specific functions can be used. For example if a company held information on one of their main products and they just wanted to see what the product number is then there would be no point in finding a thirty page document about the product. By using an information system the user would be able to search for the product name and return the product number only. This is a simple example but the key point to remember is that data is used to store information in its simplest form. A range of different data items can be used together then to form valid information by selecting on the data that is needed.


People : People are another key feature of information systems and need to understand how the system works to maximise the potential of the data stored in the information system. Firstly technical people are required to actually design the information system and must have a strong knowledge of database design and programming so that the requirements of the system can be implemented successfully. Management need to make decisions on how the information system works based on the types of reports and information that they need to analyse and run the operation of the business successfully. Employees in a range of different departments need to inform management and technical staff of what they require from an information system. For example, purchasing would need to have a list of items that are ordered on a regular basis whereas personnel need the ability to store a range of information about employee’s personal details. Data entry clerks need to ensure that the information system is kept up to date with the most recent data so that details required by management are accurate. If purchasing did not enter everything that they ordered into the system before the end of the month then the financial department would not be able to process accurate tax returns.

Hardware : The hardware requirements need to be analysed before the system is built so that the long term needs of the system can be met. Different hardware components such as a server and networking components such as routers and switches will be required for the system to work over a network. If the information system is internal only then LAN (local area network) technologies are needed but if the system needs to be available to run of the internet across a range of sites then additional security measures and a range of web servers may be needed. A hardware firewall will be needed to block any unauthorised attempts to access data stored in the information system illegally.

Software : Software is a key component of any information system as it is what lets the end user access the system to enter and find information. The key software component of any information system will definitely be a database or DBMS (database management system). The database will be used to store data that can be access in many different forms to create valid and up to date information by running complex queries on the database. If the information system needs multi user feature then the design will probably mean that the database runs in the background and cannot be accessed directly. Application software will run on top that will allow the end user to access the data stored in the system through a gateway. Programming languages such as VB.net or PHP might be used to write front end programs that for the user interface of an information system. These programs will be designed to make the use of the system as simple as possible for the end user. Software will be used to allow users to run relevant report on the system without needed to have any knowledge of how the database works on the back end.

Telecommunications : We have mentioned hardware and software and how they will run over a network for this to happen we need telecommunications such as networking technologies. For a range of people to access information on an information system then the system needs to run over a network and as previously mentioned hardware components to create a telecommunications network are needed to do this. In summary we can see that there are many key features of an information system that need to work together in order for the system to run successfully. If we look back at people then technical people need to constantly monitor, back up and upgrade the system so that valuable data is not lost. The best hardware and software application and networking technologies should be used to design the system based on the budget.


Data

• an information system is - only as good as the data inputted - poor data will lead to poor results being outputted - incomplete or inaccurate - there fore the system becomes useless
• for the outputted data to be accurate or complete the source data needs to be of good quality
• data is generated by all parts of an organisation
• data can also be received from outside the organisation - such as sales orders

people

• people are involved in the capture, processing and the inputting of data in a organisation
• people can affect the quality of information and the information system because if the inputted data is captured in the wrong format or inputted incorrectly it can make the information become useless. this means that the system is only as good as the expert it has been collected from 
• motivation is one of the best ways to get people who capture and input the data to work efficiently

Hardware

• the hardware - should be flexible enough to cope with stress and strain put on it throughout the whole organisation - should be able to store data in large volumes
• in large organisations the MIS is normally run on a server so that the whole organisation can use it, however in smaller companies the system is normally run on a stand alone system in the finance directors office

Software

• software should - be able to handle data quickly and efficiently, and that it can be easily searched though we needed
• the simplest MIS can be built using run of the mill software
• most MIS's use specialised software 
• the cheaper the MIS = the less features it has
• the more expensive the MIS = the more features it will have
• the hardware and software need to work well together

Telecommunications

• communicate data and knowledge between different information systems
• telecommunication tools such as email, phone and intranet, are essential to the successful running of a organisation
• information output is required in multiple places, telecommunicatrions are the best way to communicate quickly and efficiently between different locations

3.2 Functions of information systems

Input : 

• inputting information in to a information system has two parts : - detailed data - stored and processed and forms the basis for the rest of the system - user - tells the system what sort of analysis they want from the system

Storage : 

• the data should be stored efficiently with the highest level detail available
• the IT department should take regular back ups of the system and the stored data regularly, this should be kept in a different location in case of disaster

processing :

• the processing of data is where the information is turned into knowledge

Output : 

• outputted information can be displayed in many forms
• the main two forms are - graphical (eg. charts, graphs) - textual (eg. reports, numbers)

Control and feedback loops 

• result of outputted information from a system - if the information outputted is wrong feedback would be sent back to the people who inputted the data into the system, so that it can be inputted correctly.

Closed and open systems (only additional)  closed systems - only the organisation can access the info.  / open system - someone outside, access the information inside the organisation. 

3.3 Differences between data and information

Comparison chart

Data versus Information comparison chart

	Data	Information
Meaning	Data is raw, unorganized facts that need to be processed. Data can be something simple and seemingly random and useless until it is organized.	When data is processed, organized, structured or presented in a given context so as to make it useful, it is called information.
Example	Each student's test score is one piece of data.	The average score of a class or of the entire school is information that can be derived from the given data.
Etymology	"Data" comes from a singular Latin word, datum, which originally meant "something given." Its early usage dates back to the 1600s. Over time "data" has become the plural of datum.	"Information" is an older word that dates back to the 1300s and has Old French and Middle English origins. It has always referred to "the act of informing, " usually in regard to education, instruction, or other knowledge communication.

References : 

Features of information systems

http://www.contentedwriter.com/features-of-information-systems/

Functions and Features of information systems

https://www.scribd.com/doc/52642792/Features-and-Functions-of-information-systems

http://www.diffen.com/difference/Data_vs_Information