Mr C JohnstonICT Teacher

www.computechedu.co.uk

BTEC IT Unit 03 - Lesson 06

Features and Functions of Information Systems

Session Objectives

Understand the main features and functions of information systems

Understand the role of different information system which an organisation could use

Understand the purpose of an MIS and why they are used

Information System (IS) Technical and human resources that provide the

information required by all or some part of an organisation,

A special form of IS is a management information system (MIS), which provides information that allows managers to make decisions that drive the organisation forward

Features of an IS

An Information

System

Functions of IS Input – types, methods of input

Storage – data types, mediums

Processing – sort, search, calculations, output formatting

Output – format Closed Systems (outputs are predefined little customisation) Open Systems (outputs can be designed from scratch – SQL??)

Input OutputStorage Processin

g

Feedback Loop

! think about the data, people, hardware, software, telecommunications used within each function

Data Into Information

Collect Store Process Retrieve Present

Data and Information

! think about the data, people, hardware, software, telecommunications used within each stage

Complete this topics reading.

Make detailed notes which describe:

- What an information system is and what they aim to provide

- The different features of information systems

- The different functions of information systems (think about the data, people, hardware, software, telecommunications used within each function)

- The process of transforming data into information (think about the data, people, hardware, software, telecommunications used within each stage)

BTEC Book – Unit 03 p16 - 18

Activity: Information Systems

Common Information Systems

Sales & Marketing Systems Sales Performance Competitors

Financial Systems Financial Costs Investment Returns

Human Resource Systems Staffing Professional Development

Marketing & Sales Used to keep track of customer orders, Will generate a total amount (handle VAT), and further paper

required (invoice, picking lists, delivery notes, packing manifests),

The order processing system will link to the stock system so that sold items can be removed,

Often real time processing so items cant be sold twice, Will link with the accounts system so debtors can be chased. Other sales system features:

EPOS, EFTPOS, Sales Support, Models can be used to track competitors actions and see the

potential effects of more aggressive price promotions to compete.

Accounts and Finance The purpose of this system is to keep track of money going

into and out of the company, Many of the other systems need to integrate with this, Could be off the shelf (sage) or bespoke, Software creates balance sheets and income statements,

showing money coming in and money gone out, assets and cash flow. Can also be used to track debtors and the performance of different investments,

Payroll system links to HR and calculates how much each person to be paid – amount of tax to be deducted,

Will keep a history of transactions for legal reasons and so future cash flow can be predicted.

Human Resources Systems that deal with recruitment, placement,

performance evaluation, compensation, and career development of the firm’s employees.

Examples: Personnel – details of each employee, salary grade,

performance, disciplinary, Training – records training given to employees and any

particular skills they have – useful in an emergency,

Complete this topics reading.

Make some detailed note on the information systems used by these departments within an organisations: - Sales and Marketing - Accounts and Finance - Human ResourcesEnsure you describe: - the purpose of the system – what information does it generate, who it helps - the data, people, hardware, software, telecommunications involved - the inputs, storage, processing and outputs involved

BTEC Book – Unit 03 pg 18-19 Doyle Book – Unit 02 pg 27-30 Applied Book – Unit 02 pg19-26

Activity: Types of Information System

Management Information Systems (MIS)

Systems which help managers make decisions about the future of their organisation,

Two types DSS (decision support systems) and EIS (executive information systems)

Allows managers to ask questions of data and reports the answers back in a very summarised form.

BenefitsEasy to use

Output in different formsQuick answers

MIS Criteria for Effectiveness Accuracy

data must be accurate as any other source of information Sustainability

Information must be consistently available – no gaps Consistent time lines

When comparing information overtime the time to make decisions the frames must be identical

Confidence Can only make confident decisions if you are confident in the

MIS system

MIS Application Video

MIS Overview Video

Complete this topics reading.

Make some detailed note on management Information Systems: - What they are and who they are used by? - different types of MIS system and how they are differ? - what are some typical uses of MIS systems? - why are they used rather than other methods – what benefits do they offer? - how can we judge how effective an MIS system is?

BTEC Book – Unit 03 pg 19 Doyle Book – Unit 02 pg 45/46 Applied Book – Unit 02 pg 30/31

Activity: MIS

Assessment Task P4

Produce evidence of your choice which describes the features and functions of information systems. An overview of all the features and functions listed below is expected.

Features (data, people, hardware, software, telecommunications) Functions (input, storage, processing, output, control and feedback

loops, closed and open systems, data to information cycle) Examples of different types of information system used in departments

within an organisation (marketing, financial, and human resources) An overview of MIS systems – what they are and how they can help an

organisation

Diagrams illustrating how the different features and functions link to each other may help show your understanding.

Activity: Codes if PracticeP4 - describe the features and functions of information systems P4 - describe the features and functions of information systems

For P4 learners should describe the features of information systems. Include the features (data, people, hardware, software, telecommunications) functions (input, storage, processing, output, data to information cycle) and examples of information systems (Marketing and Sales / Financial / HR).

Also include a section which describes what an MIS system is and the role this plays within an organisation.