Chapter 1 foundation Management information systems

Editor's Notes

• #2: Five areas of knowledge are important to end users in order to understand information systems: Foundation Concepts. End users must be familiar with the basic components and types of information systems there are. But they also need to be familiar with general systems theory and theories of information processing (machine and human). These topics are covered in Chapters 1 and 2. Information Technology. End users should understand technology, more precisely, the information technology of hardware, software, telecommunications, database management, and how all these elements interaction in a dynamic process of very rapid change, development, and new ways of doing business (See Chapters 3-6). Business Applications. How information systems are applied to business problems is more complex than it might seem. The informed end users seeks to learn both about how to use information systems to solve existing problems and to begin using IS as a new way of defining problems and meeting business opportunities. End users should gain a basic understanding in the areas of user needs, office automation, transaction processing, the functional areas of business, management reporting, decision support, executive support, competitive advantage, and artificial intelligence (Chapters 7 - 9). Development Processes. End users of IS need to know the fundamental concepts of problem-solving and development. Here you should become familiar with methodologies such as the systems approach, the systems development life cycle, and prototyping (Chapter 10). Management Challenges. How managers make use of IS resources is a key concern for end users. More than ever, a knowledge of management methods is required by each end users, as IT demands that end users make more independent decisions that support the company's overall objectives. Key issues such as information resource management, global IT management, and information systems planning, implementation, and control are covered in Chapters 11 - 12, and throughout the text.
• #4: What is an information system? Note: This graph is part of Figure 1.5 in the text. This information system model expresses a fundamental conceptual framework for the major components and activities of information systems. An information system depends on the resources of people (end users and IS specialists), hardware (machines and media), software (programs and procedures), data (data and knowledge bases), and networks (communications media and network support) to perform input, processing, output, storage, and control activities that covert data resources into information products. Data resources are transformed by information processing activities into a variety of information products for end users. Information processing consists of input, processing, output, storage and control activities.
• #6: Data: Data is the plural of datum, though data commonly represents both singular and plural forms. Data are raw facts or observations, typically about physical phenomena or business transactions. Data should be viewed as raw material resources that are processed into finished information products. Data are usually subjected to a value-added process (data processing or information processing) where Its form is aggregated, manipulated, and organized Its content is analyzed and evaluated It is placed in a proper context for a human user Information: Information can be defined as data that have been converted into a meaningful and useful context for specific end users. Information should be viewed as processed data which has been placed in a context that gives it value for specific end users.
• #7: Time Dimension: Timeliness Information should be provided when it is needed Currency Information should be up-to-date when it is provided Frequency Information should be provided as often as needed Time Period Information can be provided about past, present, and future time periods. Content Dimension: Accuracy Information should be free from errors Relevance Information should be related to the information needs of a specific recipient for a specific situation Completeness All the information that is needed should be provided Conciseness Only the information that is needed should be provided Scope Information can have a broad or narrow scope, or an internal or external focus Performance Information can reveal performance by measuring activities accomplished, progress made, or resources accumulated. Form Dimension: Clarity Information should be provided in a form that is easy to understand Detail Information can be provided in detail or summary form Order Information can be arranged in a predetermined sequence Presentation Information can be presented in narrative, numeric, graphic, or other forms. Media Information can be provided in the form of printed paper documents, video displays, or other media.
• #8: Storage is the information activity in which data and information are retained in an organized manner for latter use. For storage purposes, data are typically organized into the following categories: Field. A field is a grouping of characters that represent a characteristic of a person, place, thing, or event. On the slide, a person's name constitutes a field. Record. A record is a collection of interrelated fields. For example, an employee's payroll record usually contains several fields, such as their name, social security number, department, and salary. File. A file is a collection of interrelated records. For example, a payroll file might contain all of the payroll files for all the employees of a firm. Database. A database is an integrated collection of interrelated records or files. For example, the personnel database of a firm might contain payroll, personnel action, and employee skills files. Teaching Tip: The on-line access to a database by front-line workers can make a very significant contribution to achieving competitive advantage in some industries. Ask students if any of them have ever ordered computer hardware or software from a mail-order catalog. Most of these companies have a database that shows the address and the previous purchase history of the customer. Some even use caller ID to identify the customer even before he or she tells the salesperson!
• #10: Information Technology is increasingly important in the competitive marketplace. Managers need all the help they can get. Information systems perform three vital roles in business: Support Business Operations. From accounting to tracking customers' orders, information systems provide management with support in day-to-day business operations. As quick response becomes more important, the ability of information systems to gather and integrate information across business functions is become crucial. Teaching Tip: For example, the ability to match a change in product items sales with as a result of a new marketing campaign to the inventory and ordering system, can help keep items in high demand in stock. Support Managerial Decision Making. Just as information systems can combine information to help run the business better, the same information can help managers identify trends and to evaluate the outcome of previous decisions. IS helps managers make better, quicker, and more informed decisions. Support Strategic Advantage. Information systems designed around the strategic objectives of the company help create competitive advantages in the marketplace. Teaching Tip: For example, Wal-Mart stores can provide lower prices in part due to the lower costs incurred by their state-of-the art computerized inventory, tracking, and distribution system.
• #11: Information Systems can be classified by the type of the support they provide an organization. Operations support systems process data generated by and used in business operations. They produce a variety of information products for internal and external use. Operations support systems do not emphasize producing the specific information products that can best be used by managers. Further processing by management information systems is usually required. The role of a business firm’s operations support systems is to: 1. Effectively process business transactions 2. Control industrial processes 3. Support enterprise communications and collaboration 4. Update corporate databases. Management support systems assist managers in decision making. Providing information and support for decision making by all types of managers and business professionals is a complex task. Conceptually, several major types of information systems support a variety of decision-making responsibilities. 1. Management information systems - provide information in the form of reports and displays to managers and many business professionals. 2. Decision support systems - give direct computer support to managers during the decision-making process. 3. Executive information systems - provide critical information from a wide variety of internal and external sources in easy-to-use displays to executives and managers. Expert Systems: Knowledge-based systems that provide expert advice and act as expert consultants to users. Examples: credit application advisor, process monitor, and diagnostic maintenance systems. Knowledge Management Systems: are knowledge-based information systems that support the creation, organization, and dissemination of business knowledge to employees and managers throughout a company. Examples: intranet access to best business practices, sales proposal strategies, and customer problem resolution systems. Functional Business Systems: Support a variety of operational and managerial applications in support of basic business functions of a company. Examples: information systems that support applications in accounting, finance, marketing, operations management, and human resource management. Strategic Information Systems: are information systems that support operations or management processes that provide a firm with strategic products, services, and capabilities for competitive advantage. Examples: online stock trading, shipment tracking, and e-commerce Web systems. Cross-Functional Information Systems: are information systems that are integrated combinations of business information systems, thus sharing information resources across the functional units of an organization
• #12: Data Processing: 1950s - 1960’s: Electronic data processing systems. Transaction processing, record-keeping, and traditional accounting applications Management Reporting: 1960s - 1970’s: Management Information systems. Management reports of prespecified information to support decision making. Decision Support: 1970s - 1980s: Decision Support systems. Interactive ad hoc support of the managerial decision-making process. Strategic and End User Support: 1980s - 1990’s: End User computing systems. Direct computing support for end user productivity and work group collaboration. Executive information systems. Critical information for top management Expert systems: Knowledge-based expert advice for end users Strategic Information Systems. Strategic products and services for competitive advantage Electronic Business and Commerce: 1990’s - 2000’s: Internetworked e-business and e-commerce Systems. Internetworked enterprise and global e-business operations and e-commerce on the Internet, intranets, extranets, and other networks.
• #13: The Internet and related technologies and applications is revolutionizing the way businesses are operated and people work, and how information technology supports business operations and end user work activities. Businesses are quickly becoming e-business enterprises. The Internet and Internet-like networks - inside the enterprise (intranets), and between an enterprise and its trading partners (extranets) - have become the primary information technology infrastructure that supports the business operations of many companies. E-business enterprises rely on such technologies as to: 1. Reengineer and revitalize internal business processes 2. Implement electronic commerce systems among businesses and their customers and suppliers. 3. Promote enterprise collaboration among business teams and workgroups. E-Business: is defined as the use of Internet technologies to internetwork and empower business processes, electronic commerce, and enterprise communication and collaboration within a company and with its customers, suppliers, and other business stakeholders.
• #16: The traditional information systems development cycle is based upon the stages in the systems approach to problem solving: Systems Investigation. This stage may begin with a formal information systems planning process to help sort out choices from many opportunities. Typically, due to the expense associated with information systems development this stage includes a cost/benefit analysis as part of a feasibility study. This stage is covered in more detail on the following slide. Systems Analysis. This stage includes an analysis of the information needs of end users, the organizational environment, and any system currently used to develop the functional requirements of a new system. Systems Design. This stage develops specifications for the hardware, software, people, and data resources of the system. The information products the system is expected to produce are also designated. Systems Implementation. Here the organization develops or acquires the hardware and software needed to implement the system design. Testing of the system and training of people to operate and use the system are also part of this stage. Finally, the organization converts to the new system. Systems Maintenance. In this stage, management uses a postimplementation review process to monitor, evaluate, and modify the system as needed.
• #17: Prospective managers and business professionals should become aware of the problems and opportunities presented by the use of information technology and learn how to effectively confront such managerial challenges. Managerial challenges are emphasized through the textbook.