1. Mr C Johnston ICT Teacher www.computechedu.co.uk BTEC IT Unit 03 - Lesson 06 Features and Functions of Information Systems

2. 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

3. 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

4. Features of an IS An Information System

5. 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??) InputOutputStorageProcessing Feedback Loop ! think about the data, people, hardware, software, telecommunications used within each function

6. Data Into Information CollectStoreProcessRetrievePresent Data and Information ! think about the data, people, hardware, software, telecommunications used within each stage

7. 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

8. Common Information Systems Sales & Marketing Systems Sales Performance Competitors Financial Systems Financial Costs Investment Returns Human Resource Systems Staffing Professional Development

9. 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.

10. 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.

11. 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,

12. 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 Resources Ensure 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

13. 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. Benefits Easy to use Output in different forms Quick answers

14. 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

15. MIS Application Video MIS Overview Video

16. 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

17. 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.

18. Activity: Codes if Practice 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.