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INFO 3 C2 - Information and Systems (Types of ICT Systems and their Uses…
INFO 3 C2 - Information and Systems
Different Information Needs
Using and needing the appropriate information
Information flow into a system, Input process Output.
Generation of Data, Processing sending out data, more information as a final output.
Organisation will use computer systems to process information, like staff payroll correctly.
Retail use a 'Just In Time' Policy to manage stocK. Computer system tracks stock and order when it is needed so nothing ever runs out of stock. This ensures that there is a reduced error count and also good delivery times.
A common format is needed when data is sent across different systems. This is achieved by an Electronic Data Interchange (EDI)
Banker's Automated Clearing Service (BACS) is used when exchanging money electronically.
Example: School exam system sending Information to the Examination Board. Information Sent by EDI and money exchanged using BACS.
Types of Organisation
Public Sector
accountable to Tax payer
Private Sector
Accountable to Share (own) and Stake (interest) holders
Public Limited Companies
PLCs accountable to Shareholders. Shares are available publically and are a minimum of £55,000
Levels of Task
Operational
Deals with Short-Term Planning
Deals with Day to Day tasks like transactions
Are routine decision having an instant effect
Set rules are followed
Deal with Data Processing
Tasks undertaken are automatic: EPOS Systems
Examples: Sales assistant, checkout operators
Example being, staff using a checkout to process sales
Data Processing Systems - Carries out day to day activities
Tactical
Deal with Medium to Long-term planning
Managing activities on an organisation
Managers have more control, decisions are semi-structured
Decisions are have a mid-term effect
Information tends to be summarised, deals with information processing
Good information makes decisions easier at this level
Example being opening a shop an hour extra to boost sales
Examples: Store/Department Menagers
Information Systems - Summaries Data for med-term decission
Strategic
Long-term planning
Managers senior staff in a organisation
Long term decisions that affect whole organisation
Complex decisions
Example being a senior manager opening up a new store
Examples: Managing Directors
Management Information Systems - helps senior managers make long term decisions
Information Exchange
Two types of organisation. Personal or Corporate
Major Problems when exchanging Information: Must be encrypted or Passworded
Exchange is covered by, Computer Misuse act 1990, Data Protection act 1998
Both types of organisation must meet these acts. Important to make data secure
Supply Chain
Link between raw materials and Customer
Don't hold a lot of stock in warehouses, waste of space and money
'just in time'
Needs good communication
Avoids delays and stops customers going elsewhere
Supporting Activities
Input, Processing, Output
Components: Hardware, Software, data, Information, peripherals, procedures and Communication links
A good example of ICT improvement is EPOS systems compared to a manual alternative
Common ICT systems
A system can be 'off-the-shelf' or bespoke. Depending on style of the business
Bespoke: Typically expensive but designed especially for the Organisation
'Off-the-Shelf': Cheaper, written for many types of systems
Payroll System
Calculate Salaries, wages and any deductions needed: like tax and NI
Each employee is personal: so payroll must be linked to Inland Revenue and Banks to be payed correctly via BACS.
P45s and P60s must also be produced. P45=employment finished, P60, issued at end of tax year.
Human Resource System
Manage People working in a Organisation
Links with, training, skills and other personal details
Example would be Skills for the Information Age Foundation (SFIA), Provides info on IT skills
Types of ICT Systems and their Uses
Back Office System
System kept away from public eyes
Administration, development and Manufacturing
Collecting data for reports, HR, Accounting System
E-Government
Linking of back and front office systems
Inclusion of online payment facilities
Gov target to make all councils to be 100% electronic
Data Processing Systems
Used for electronic data capture at a operational level
An example being a EPOS system
A transnational based system
Document Managing Systems
Manages the inefficient use of paper
Company storing of Digital copies of paper files
Workflow Management Systems
Information flows in and out of a organisation
Helps manage and analyse business processes
It also identifies any problems and find a flow around this
Collaborative Systems
Advent of Web 2.0
Allows multiple users to work simultaneously on a software
Example is Google Drive
Management Information Systems
Converts data into information that a manager can understand and make decisions from
Operational level data used
Example EPOS system producing sales reports
Decision Support Systems
Refined management information systems, used to make decisions
Help gather information, analyse data and generate alternative solutions
Good in financial sector for making decisions and predictions; example expert system
Enterprise Resource Planning
For Large Organisations , uses large complex database
Supports enterprise wide requirements and cover a range of needs
Can be bought to fit business needs; requires powerful severs and good communication
Customer Relationship Management Systems
Manages the interface with customers and store data about them to improve experience
Example a recommendations section on a website
Integration with email
E-commerce
Use of electronic media to control a bussiness
Allows companies to advertise and conduct bussiness
Example: Amazon