Information System

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Second Term Assignment

HNC/HND Computer

Williams College

Tutor: Brinda Module: Information system

Manoely Lucia Miranda 3655 BR

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Index Introduction ……………………………………………………………………………………4 Task 1 a) Compare and contrast different functional areas of the organization……………….5/6/7

b) Understanding information need for of each functional area………………………….8/9 c) Analyze the information needs for a given information…………………………………9 Task 2 a) Identify types of information systems available in the market………………………….10 b) Examine the current trends in using applications to solve business problems………….11 c) Recognize the information systems suitable for different functional areas of organization

discussed in the above scenario……………………………………………………………………………….....12 Task 3 a) Identify the tools required to solve the specific problem within the mentioned organization……………………………………………………………………...……13 b) Evaluation the efficient of the gives application associated with a given scenario of the organization……………………………………………………………………………14 c) Examine alternative methods of supplying the same information…………………….15 Task 4 a) Identify employee evaluation measures effectively in contest to the system Discussed………………………………………………………………………….……….16 Manoely Lucia Miranda 3655 BR

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b) Evaluation of the effectiveness of the given application associated with a given scenario of the organization………………………………………………………………………17 c) Provide documentation to support the evaluation accordance with the mentioned organization………………………………………………………………………….…..17 Conclusion ……………………………………………………………………………………...18 References ………………………………………………………………………………………19


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Introduction

The objective of this assignment is to demonstrate how recognize all levels of the organization and how the information is used as source. Also how to understand the importance of consistent data within the organization. Over the years organization are depending on the information to operate confidently and successfully in the competitive market and managers need valid information to obtain advantages over the competitors. Information system in organization is a the key of prosperity of the business


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Task 1 A) Compare and contrast the different functional areas of the organization Organization is divided in into strategis management knowledge and operational levels and them is further divided into functional areas such as sales and market manufacture and human resources the system is build to serve these different organization interest. Operating system: information system that monitor the elementary activities and transactions of the organization. Knowledge level system: information system that support knowledge and data workers in an organization. Management level system: Information system that supports the monitoring controlling decision making and administrates activities of middle manager. Strategy level system: information system that support the long- term planning activities of senior management Levels of the organization

Kind of Information system Strategy level

Management strategy

Knowledge level

Operational Level


Groups serve senior manager

Middle Management

knowledge and data workers

Operational managers

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Organizations are structure in radically in different way ranging from relatively fixed structures with positions, rules, and established chains of communication to dynamic structures in which people belong to teams that are continually being formed and reformed for the duration of a project and achieve goals in the organization. The main purpose of functional areas is to ensure that all important business activities are carried out efficient. This is essential if the business is to achieve its aims and objectives. In addition, specific areas will be responsibility for supporting specific types of aims and objectives. The main type of functions is shown below in the diagram . Functional areas

Production

Sales

Research and developmen t

Administrati on

Functional areas in business organization

Marketing

Managemen t

Human Recourse

Accountan cy

Distribution

Finance

1. Sales and Marketing will be involved in achieve targets linked to development new markets or increasing sales. Manoely Lucia Miranda 3655 BR

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 Marketing is a process of identifying anticipating and them meeting the need and requirements of consumers in order to make profit  Sales involves in persuade customers and attract their attention to the product or service provide the benefits that they are looking for. This is what differ this two department in the organization In contract selling take place after market has helped the business to identify those sorts of goods that customer as searching for. The sales person is convinced to that there is the best in the market. It is their job to then convince the customers that this is the case. 2. Finance/ accountancy are mathematic sciences of funds management the general areas

of finance are individuals and business organization, which deposit money in a bank.

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Finance will be expected to miniaturize and support aims and objectives linked to keeping costs low to improve profitability and

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Accountancy function is responsible for maintaining and managing the firm’s financial records receipts disbursements depreciation pay roll to account for the flow of funds in a firm.

In contrast finance concern actively raisin finance such as loan and accountancy deals with usual business of a account department, the general control of the general account.

Human resources/administration they both deal with important activities in the organization. There is a lot difference between them also some similarity. 3.

HR it will be involved in arranging staff training activities and supporting the continuous professional development. Also it is associated with Public Administration is considered to be an in-house structure that insures unbiased treatment, ethical standards, and promotes a value-based system.

4. Administration is a support function required by all businesses – and this does not mean just doing keyboarding or filing. Senior administrator carries out o numbers of task, from monitoring budgets to interviewing new staff for their department.


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In contrast Human resource concern about employer and employee. And administration is the bosses It is said HR could perform the tasks of Administration which are of routine nature (e.g. transport management, vehicle problems handling in pharmaceutical organizations, construction or civil matters...etc) but the tasks performed by HR are definitely specialized in nature (Like training and development according to the needs, performance appraisal, career management & succession planning, motivating and retaining employees....etc). B) Understanding the information need of each area of the organization Managerial and end of user in the organization need to know how information systems con be employed successfully in a business environment and in the areas of the organization. The important question for any end of user or managers is: what do we need to know in order to manager hardware, software, data and network resource of the business, so they are used for the success of the company. Manager or professionals are not required to know the complex technologies abstract behavioral concepts, or the specialized application involved in the field information system. Administration /management need to have information such as: 

Information to improve the cash flow,

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Develop the most appropriated area of the business

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Control spiralling operating cost

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And above all, boost profit

Finance /account area: 

Finance Department is responsible for all matters relative to financial procedure and the application of the principles of sound finance.

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Advise on the financial aspect of all transactions relating to loans granted by the Government.

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Safety and proper employment of Famine Relief Fund and other special funds, if any, and for the administration of Provident Funds, Deposits and Advances.

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Examine and report on all proposals for the imposition, increase, reduction or abolition of taxes, duties, cesses or fees.

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Examine and report on all proposals for borrowing or giving of a guarantee by the Government and raise such loans as have been duly authorized,

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Prepare an estimate of the total receipts and disbursements of the State in each year and watching the state of the Government's balances and for their ways and means operations.


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Preparation of Budgets and supplementary estimates.  Advice departments responsible for the collection of revenue regarding the progress of collection and methods of collection employed.

Marketing areas: 

Information to Identify the customer need

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Information to develop a product for the market

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What area of the market are interested in a specific producer

Sales area: 

Predict demand for a product and service.

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Support rules such as HR, Market and administration are now integrated in sales organization

Human recourse area is designed to gather information as following 

Employee Benefits

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Employee health care

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Compensation

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Annual, sick, and personal leave

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Sick banks

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Discipline

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Records (tax information, personnel files, etc.)

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Recruitment and employee retention strategy

C) Analyze the information given for a given organization The given organization case has a range of information need information associated to every department in Bloomsbury. Manoely Lucia Miranda 3655 BR

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Information associated to the employee, Work force. Company policy, government tax, revenue. Information related to finance (Intern or extern) Economic statements, investment Credits Debits, Assets and liabilities. Profitability Information associated to accountancy details about customer, orders supply and payments Information related to the productivity product packing, Product quality, Row material Management which cares administration task in the business use all the information in order to control the activities of the business and ensure the company is operating effectively and efficiently to satisfy the demand of their product and services in the market.

Task 2 a) Identify different types of information system available in the market

Five Types of Information Systems Information systems are constantly changing and evolving as technology continues to grow. Very importantly the information systems described below are not mutually exclusive and some (especially Expert Systems, Management Information Systems and Executive Information Systems are can be seen as a subset of Decision Support Systems). However these examples are not the only overlaps and the division of these information systems will change over time. At present there are five main types: •

Informatio n system

Operational support system


Management support system

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Transaction system process

Process control system

Enterprise collection system

Management information system

Decision support system

Executive information S

b) Examine the current trends in using application to solve business problems

As Bloomsbury has operated for many years using manual system for the accountancy transactions. The management has decided to management information system in order to computerize the system and use the application such as they can make them can control the all information within the business. As Bloomsbury tend to be la little traditional consequently void and limit efficiency the management the grown of the business and of the organization As the organization want to create a real business environment a examples of application software comparing to the current one is: Enterprise Software: It deals with the needs of organization processes and data flow. The customer relationship management or the financial processes in an organization are carried out by means of enterprise software. Word Processing Software: This software enables the users to create and edit documents. The most popular examples of this type of software are MS-Word, WordPad, Notepad and some other text editors. Database Software: Database is a structured collection of data. A computer database relies on database software to organize the data and enable the database users to achieve database operations. Database software allows the users to store and retrieve data from databases. Examples are Oracle, MSAccess, etc. Information Worker Software: Individual projects within a department and individual needs of creation and management of information are handled by information worker software. Documentation tools, resource management tools and personal management systems fall under the category of this form of application software.


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c) Recognize the information system for different functional areas of the organization discussed in the above scenario The main departments in an organization might be: Department Accounts

Role Provides a detailed record of the money coming in and going out of the business and prepares accounts as a basis for financial decisions

Human Resources Deals with all the recruitment, training, health and safety and pay or Personnel negotiations with unions/workers Production

Makes sure that the production plans are met on time and products of the right quality are produced

Purchasing

Buys all the raw materials and goods required for production

Sales and marketingSales function deals with all aspects of selling to customers; the marketing function carries out marketing research, organizes advertising and product promotion


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Task 3 a) Identify the tools requirement to solve the specific problem within the mentioned organization

Accountancy is the art of communicating financial information about a business entity to users such as a share holders and managers is generally in the form of financial statements that show in money terms the economic resources under the control of management; the art lies in selecting the information that is relevant to the user and is reliable. Bloomsbury company has recorder all the accounting transaction manually this it is a problems for the organization with the huge amount of transaction dialed day to day activities in the accountancy department It definitely causes delais, difficult to storage, and risk o f mistake, and lost of accountancy data. Bloomsbury want computerize account system accounting ad have accounting package that will offer a number of different facilities.

These include: • • •

On-screen input and printout of sales invoices Automatic updating of customer accounts in the sales ledger Recording of suppliers’ invoices • Automatic updating of suppliers' accounts in the purchases ledger • Recording of bank receipts • Making payments to suppliers and for expenses • Automatic updating of the general ledger • Automatic adjustment of stock records • Integration of a business database with the accounting program • Automatic calculation of payroll and associated entries


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b) Describe the information processing methods for the given problem It is an object of the present invention to prepare information that is defined by a search query and the act of collecting and analyzing the information for a specific purpose, and to provide new information collection and analysis means for the management of knowledge. An information processing system includes: a data knowledge request processor and a data knowledge request log, for obtaining a log for operations performed during information processing; a knowledge search processor, for setting, as nodes on a graph, the operations of the log obtained by the data knowledge request processor and the data knowledge request log, and for connecting the nodes with arcs in the order of the performance of the operations to prepare a graph that represents a transient condition wherein the operations are shifted; and a knowledge synthesis/display processor, for visually presenting the graph prepared by the knowledge search processor. Processing transaction: system focus on the record on economic event( transaction) It process transition in two ways – batch and real-time (or Online) Processing a transaction 1. Date entry: enter data by input a process devises such as ATM it called data source

document. 2. Validating: ensure that the accuracy and reliability of the data 3. Processing: once the system processes and converts the data into information. There

are two type of processing. Online processing transaction • The data input devices are directed linked to the system to be processed. Manoely Lucia Miranda 3655 BR

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processing. • Online process it is possible because of network and database.

Batch processing: process on daily, weekly, monthly base or any period of time.

c) Alternative method to supplied the some information

The alternative method to supply information in this for Bloomsbury organization it is prototyping that is an iterative process of development system by each requirement are converted to work system that is continuously revised throughout the close work between analyses and user. . Prototyping in general is a system constructed for the purpose of gaining information as part of the efforts toward a final system prototyping will help Bloomsbury organization with customer’s negotiations the information gathered it may be: 1. Feasibility of designed approach •

For instance can two subsystems be integrated?

2. Agreement with customers/user on key system features •

For example user interface

3. Projected cost of final system


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Task 4 a) Identify employ evaluation measure effectively in context to the system discussed.

Considering the need of Bloomsbury information system especially production department. Employee level to provide an excellence world class service to member and employ to meeting and/or exceed the expectation. Rate the extent to which the employee respond a member and employee need to with courtesy friendliness concern and accuracy. Characteristic to be considered: enthusiasm and passion performing a job, exhibit and caring a companionate behavior with interaction with member and employee, has trust and respect member employee. Result and evaluation: Observation of the service provided, member comments or letter comments, internal recognition, award, listening skills, and is comfortable with skills and interaction. List of evaluation

1. Appraisal evaluation 2. Job performance standard Manoely Lucia Miranda 3655 BR

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3. Employee self evaluation 4. Performance review

Sample of performance evaluation form

Information

Department

Hide date:

Division Last review Review

date:

Supervision

b) Evaluation of the given application associated with a given scenario of the organization. As Bloomsbury has a vast production and has operating for many years the market. Evaluation measure it is important for the reason that the organization has developed and customer relationship as well as business ship throughout the country also in their distribution location. Bloomsbury has supplied many other retails and the relation between the customer, member, employee and suppliers vital for the company in order to achieve the goals. The evaluation of the employee is extremely important to guarantee the commitment of the high skill and non skill employee of the organization. Professionalism, interaction, loyalty and responsibilities and productivities of this employee are vital to the Bloomsbury objective and these characteristic are indentified in the employee.

c) Documentation to support the evaluation done according with a the mentioned organization This documentation has been provided to ensure the integrity of the new Bloomsbury Management Information System (MIS) that has been created for the good and propose of the organization and need of the company. In order to benefit the relation with the supplier, costumers and worker to familiarize with the new system procedures and safety procedures Manoely Lucia Miranda 3655 BR

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will be described in memo and send to the respective management department and to the staff. Performance review according to the activities within the companies it will demonstrate some information the various activates that HR information system deal. And working mutually with MIS management information system in order to build up a new management structure to meet the aim of the organization.

 Survey for supplier (form for the supplier)

 Documentation for the users of the data base  Procedure Documentation for all user understand the responsibilities and changes

 Documentation of the data base user  Documentation for application users

Conclusion In conclusion of the case of Bloomsbury an information system will help the company that is already experiment in market creation of an information system will connect each functional area in the organization giving and creating a vast resource of information, decision will be made much faster. Production department that already produce massively will be able to be more efficient principally when it work in conjunction with HR in order to produce more and offer better quality of the product to the costume even in extreme busy period of the year. Market and sale will be much more effective in day to day activities and working in an organized conduct. Finance/ accountancy consequentely will work faster as well because a computerized system implanted and the facilities of application software. Management Information system (MIS) it is the key of o modern and proper organization it is impossible to a company survive in an extremely competitive business environment and not considering the changes in the own company system structure. Organizations that do not accept the changes for the future development it do detail its own future.


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References

http://www.halogensoftware.com/files/PDF/employee-evaluation-forms/NonManagement_Annual_Performance_Review.pdf http://www.halogensoftware.com/files/PDF/employee-evaluation-forms/NonManagement_Annual_Performance_Review.pdf

http://www.bukisa.com/articles/20243_the-importance-of-information-system#ixzz0zir4jeCO http://www.docstoc.com/docs/38838553/Prototyping http://www.tuition.com.hk/computerized-accounting.htm


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