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 | 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
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