1. Using Information (Intermediate 2)
Information Systems
Using Information
(Intermediate 2)

2. Introduction
Information and knowledge are so important that society can be divided up into two groups.
Information rich - you have access to:-.
many TV and radio channels.
books, newspapers and journals.
computers and the World Wide Web.
Information poor.
tend to not have access to the Web and probably find it difficult to access relevant books and journals.
If you are following this course you will probably be information rich.

3. Introduction
We are going to examine the nature and uses of information by looking at.
Differences between Data and Information.
Organisational Information Systems.
Information Management Software.
Implications of Information and Communications Technology.

4. Data and Information Data Information
raw unprocessed facts and figures
has no context
no purposeful meaning.
Information
is processed data
it has meaning
It has a context.
25/08/0911:35

5. Data and Information Data Information 36.41 Binary patterns on a disc
£36.41 – bill for DVD’s
Processed Data
display on screen, Icons etc.

6. Benefits of Information Systems
Easy to find information
Faster than using paper based
Takes up less space
Neater, easier to read info
Possible to back up
Can process lots of data at once
More accurate
More Reliable

7. Organisational Information Systems
Concepts
Speed, accuracy, efficiency, volume
Functions
Gathering, Storing, Processing and outputting Information.
Strategies
Network, Security, Backup, Upgrade, Software
Centralised Database System

8. Concepts in Relation to Organisational Management Systems
Speed.
The processor is able to carry out millions of calculations per second.
Accuracy.
computers store and process numbers to a great degree of accuracy.
depends on the software written and of course human accuracy.
Much financial software is accurate to 3 decimal places rounded to 2.
the software and hardware combined will perform the calculation correctly every time.

9. Concepts in Relation to Organisational Management Systems (2)
Volume.
The number of transactions in a period of time is the volume.  
Efficiency.
The efficiency of an Information System is a combination of the speed, accuracy and volume of the data processed.

10. The Functions Of An Organisational Information System
Gathering Data
Turnaround Documents in mail order and bills.
Bar Codes on almost every item sold
Call Centres, customers pay by card.
Internet Ordering – Credit and Debit cards
Cards with magnetic strips and chip and PIN
Magnetic Ink Character reader on cheques.
Optical character recognition
Mark Sense reader (Lottery tickets)
In each case the data is captured and then stored electronically and used for some purpose.

11. The Functions Of An Organisational Information System
Storing Information
Magnetic Media
Magnetic Tape – long term and backup storage. Very cheap but slow to access.
Hard Disk – Very fast random access, used in most applications including ordering and booking systems.
Optical Media
CD-ROMS and DVD’s – both available in writeable and re-writeable formats. Not as flexible as disk, but very compact.

12. The Functions Of An Organisational Information System
Processing Data.
Searching and Selection.
Search and select a sub-section of the data that matches specified criteria.
Sorting and Rearranging.
Alphabetic or numeric, ascending or descending.
Aggregating.
Summarising data by totalling details.
Performing Calculations.
Working out bills like utility bills.

13. The Functions Of An Organisational Information System
Outputting Information.
Paper.
Till receipts, statements, cheques, internal reports and almost anything.
Screen.
Data entry screens and reports for managers.
Web aware applications where pages are viewed as if on the Internet.
File.
Saving to backing storage.
Files can be ed as attachments.

14. Organisational Information System Management Strategies
Network Strategy.
Addresses Data Transfer, Distribution, Access & Security, Facilities, Storage.
Security Strategy.
Deals with access to the network and keeping unauthorised people out.
Backup & Recovery Strategy.
To ensure data is not accidentally erased and can be recovered once backed up.
Upgrade Strategy.
To plan new hardware and software and ensure everything new will work properly.
Software Strategy.
Choose between bespoke and standard packages.

15. Network Strategy Networks. LAN (Local Area Network) – in one building.
Device Sharing.
Software Sharing.
Data Sharing.
Communication.
WAN (Wide Area Network) – over a city, country or the wide world.
Uses telecommunications.
Distributed Networks.
LAN with several servers, data accessible from all over the network.

16. Security Strategy Security, Integrity and Privacy of Data.
Data Security means keeping data safe from physical loss.
Data Integrity means the correctness of the stored data.
Data Privacy means keeping data secret so that unauthorised users cannot access it.

17. Backup Strategy
Every computer user should have a strategy in place to backup their data.
Backing up is the process of making a copy of data stored on fixed hard disks to some other media.
This can be tape, external portable hard disks, writeable CD-ROM or DVD.
The purpose of backing up data is to ensure that the most recent copy of the data can be recovered and restored in the event of data loss.
Reasons for loss.
electronic disasters such as a disk head.
files being accidentally erased,
the disk being attacked by a virus.

18. Upgrade Strategy Future Proofing.
making sure that a system has a reasonable life and does not need to be totally replaced too soon.
Hardware & software compatibility
will older s/w work with new operating systems etc.
will older h/w work with newer equipment (e.g. printers with computers).

19. Issues Affecting Decisions to Upgrade Software
Lack of functionality.
Business changes, new technology outdates software.
Hardware Incompatibility.
Upgraded computers do not support old software.
Software Incompatibility.
New operating system will not run old software.
Perfecting the Software.
Removing bugs and improving it – will existing data work with it.

20. Software Strategy Needs to take account of the issues :-
evaluating the software for use, using several key criteria
the user support for the software
the training supplied for end users of the software
the upgrade path of the software

21. Centralised Database
A very large and powerful database - at the heart of an organisation.
Database program is called the database engine and it saves and indexes files in tables and manages the relationships between the tables.
information can be found fairly easily by querying the centralised database.
Usually a multi-user or network system is used which means that any user on the system can have access to the database.
Advantages to the database being centralised.
much easier to organise, edit, update and back-up the data.
Communications are easier.
no real disadvantages to a centralised database.

22. Information Management Software
Uses of Types of Software
Word Processing Software
Spreadsheet Software
Evaluation of Software

23. Information Management Software (1)
Word Processing
Commonest Application - Word
Spreadsheet
Financial and numerical analysis and record keeping - Excel
Database
Store, select, sort data
Graphics Design
Create & manipulate pictures 
Browsers
Surf the Net
Client
Compose, Send & receive e:mails

24. Information Management Software (2)
Chat Client
Send & receive messages interactively
Desk-Top Publishing (DTP)
Layout text & graphics professionally
Presentation
Create slide shows
Reference
Encyclopaedias & dictionaries
Financial
Manage and control money
Web Authoring
Create web pages and sites

25. Word Processing Software
Data Objects.
characters, words
paragraphs
graphic objects.
Formatting functions
found mostly in the format menu
also on the icons on the menu line with B I U on it.

26. Word Processing Software
Operations.
File Menu – performed on whole files.
Edit Menu – cut, copy and paste.
View Menu – including headers and footers.
Insert Menu – Page break, date/time, picture etc.
Format Menu – format text (an extensive menu).
Tools Menu – Mail merge, spelling and grammar, options and customisation.
Table Menu – Insert table then table operations.
Window and Help much as in other Windows applications.

27. Spreadsheet Software Formatting functions Data Objects.
Cells and groups of cells
containing text, numbers, formulas.
Formatting functions
found mostly in the format menu
also on the icons on the menu line with B I U on it.

28. Spreadsheet Software Operations. File Menu – performed on whole files.
Edit Menu – cut, copy and paste.
View Menu – including headers and footers.
Insert Menu – rows, columns, worksheet, functions.
Format Menu – format cells including numeric like currency as well as standard text formatting.
Tools Menu – spelling protection and macros.
Data Menu – Sort, filter and pivot tables.
Window and Help much as in other Windows applications.

29. Evaluation of Software
Range of Data Objects.
Are the objects appropriate to the software.
e.g. graphics and audio files important for web design.
Range of Operations.
Appropriate to software – database should have good search and sort and reporting.
Formatting Functions.
Look at fonts, style, graphics handling, paragraphing, text wrap, numerical formats etc.
HCI.
Use of keyboard commands, menus, toolbars and icons.
Help and Tutorials.
Most package have on-line help and tutorials.
Often displayed as web pages but are NOT on the Internet.

30. Implications of ICT Social Implications Legal Implications
Economic Implications
Ethical Implications

31. Social Implications Ease of Access and Availability
Information Rich / Poor
Impact of IS on Social Structures
Educational Qualifications and ICT
Knowledge Workers
Online retail and changing shopping habits

32. Ease of Access and Availability.
Access to Internet at work and home.
Digital Satellite TV with all its services.
Access to magazines, books & newspapers.
Access in social lives – libraries and Internet cafes.
We expect Internet access on holiday and in hotel rooms.
Fact – There are more telephones in the city of New York than the continent of Africa (and telephones give access to information).

33. Information rich/Information poor
Information rich – They will:-
Have easy access to computers and electronic communications.
Get information and news from the Internet
Buy the latest products through on-line shopping.
Follow computer-based learning and skills training courses at home
Look for jobs that are advertised solely on the Internet.
Find it easier to get well-paid jobs and will enjoy a more comfortable and secure life-style.
Information poor – They will not:-
Have easy access to computers
Have the IT skills and confidence to take part in teleshopping, telebanking, Internet chat and news groups.

34. Impact of IS on Social Structures
Families.
Feel more secure with two wages coming into the family.
More mothers have careers and they may not have any children till they are 30 or older.
Is this change in family patterns partly caused by computerisation?
Are there any risks to the family and to society as a whole from this development?
Banks.
Used to be paper based and only for middle and upper classes – reasons of wealth and trust.
Use of IT means anyone can have a bank account – transaction processing and high levels of security.
Now widespread use of plastic money – credit and debit cards.

35. Educational Qualifications.
Qualifications in Computing since the early 1960’s, but these were solely in Universities and colleges.
mid 1980’s computing was available in schools.
1999 two strands of software and hardware divided into Computing and Information Systems.
Now there are very many different courses offered at degree and NC level all related to ICT.
Need for ICT awareness.
ICT lets people vote by text on game shows, shop on the Internet, use digital TV to order goods.
Families sending digital photos round the world.
Almost all office jobs and professionals need to use ICT.

36. Knowledge Workers Knowledge worker.
someone who adds value by processing existing information to create new information that could be used to define and solve problems.
Examples of knowledge workers.
include lawyers, doctors, diplomats, law-makers, software developers, managers and bankers.
use their intellect to convert their ideas into products, services, or processes.
a problem solver rather than a production worker.
Uses intellectual rather than manual skills to earn a living .

37. Knowledge Workers Core knowledge workers. Everyone else.
Those in specific ‘knowledge management’ roles.
Knowledge Managers, Librarians, Content Managers, Information Officers, Knowledge Analysts, etc.
Everyone else.
All the other knowledge workers
everyone engaged in some form of ‘knowledge work’.

38. Online Retail Internet shopping – the here and now. Why Internet Shop?
Young people much more likely to shop on-line than older people.
Young people spend on low value goods (CDs, DVDs, books.
Older people spend on high value items like holidays and make repeat grocery orders.
Why Internet Shop?
Goods difficult to buy locally.
Goods often much cheaper.
National chains carry the same goods – the Internet gives more choice.

39. Advantages of Online Shopping
Consumer – Advantages.
No travel costs
Cheaper prices often (online discounts)
More choice
Products available more quickly
Quicker going online
On-line Retailer – Advantages.
More potential customers
Don’t need to pay staff
Extra profit through postage
Don’t need to pay for premises

40. Advantages of Online Shopping
Consumer – Advantages.
More choice of goods on-line.
Cheaper prices.
Home delivery – Grocery shopping on-line very useful for young families.
On-line Retailer – Advantages.
Can reach a far wider audience.
Don’t need expensive showrooms.
Don’t need to employ trained sales staff.

41. Disadvantages of Online Shopping
Consumer – Disadvantages.
Often long delivery times.
Temptation to spend more than intended.
Social isolation (supermarkets are the new social scene).
On-line Retailer – Disadvantages.
Must spend money on a web site with secure payment system.
Must accept a high rate of returns.
Never meets customers.

42. Legal Implications of Information Systems
The Data Protection Act 1998
Computer Misuse Act 1990
Copyright Designs and Patents Act 1988
Health and safety Regulations
Computing and info sys
Int 2 Info sys
Using Information
Legal implications

43. The 1998 Data Protection Act
The 8 Data Protection Principles.
Personal data shall be processed fairly and lawfully.
Personal data shall be obtained only for lawful purposes,
Personal data shall be adequate, relevant and not excessive.
Personal data shall be accurate and, kept up to date.
Personal data shall not be kept for longer than is necessary.
Personal data shall be processed in accordance with the rights of data subjects.
Appropriate measures shall be taken against unauthorised or unlawful processing of data.
Personal data shall not be transferred to a country outside Europe.
Data must be registered with the Data Commissioner.

44. The 1998 Data protection Act
Unconditional exemptions.
Data related to National Security.
Data which by law has to be made public (e.g. voters’ roll).
Data held by the Police and National Health Service.
 conditional exemptions.
mailing lists (names and addresses).
data used for calculating and paying wages.
information used for club memberships.
data used by a data subject at home.

45. The 1998 Data Protection Act
Rights of Data Subjects.
To see any personal data stored either electronically or manually about them.
The Data controller may ask that a small fee be paid to cover their costs in providing the data.
To have their data corrected if it is inaccurate.
To prevent their data being used by companies to send them junk mail.
Responsibilities of Data Users.
Have to register with the Data Protection Registrar if they wished to hold personal information about data subjects.
They must be willing to let data subjects see data held about them, but must amend any false data without charge.
Data Users must also be willing to remove subjects’ names and addresses from mailing lists if asked to.

46. Computer Misuse Act The Act contains three sections covering:-.
Unauthorised access to computer material.
Basic hacking – e.g. breaking into the school network, locking a user out of the system etc.
Unauthorised access with intent to commit or facilitate commission of further offences.
Where a computer system is used to help commit a crime.
Unauthorised modification of computer material.
Expert hacking – modification of data without permission.
Also covers the transmission of viruses.

47. Copyright, Designs & Patents Act
Software Licensing.
Software can be legally installed on as many computers as the licence allows.
Shareware can be used legally for 30 days then either paid for or deleted.
Freeware can be downloaded and used free of charge.
Computer Applications.
Databases can store vast amounts of copyright data.
Act covers extracts from computer databases.
Plagiarism to copy work directly from the Web.
Music downloads must be paid for and copyright checked.
Software piracy a crime - FAST.

48. Health and Safety Regulations
Covers physical aspects of work.
Seating.
Is the seating comfortable and not causing strain?
Lighting.
Is the lighting adequate for the work?
Employee Injuries etc.
Repetitive Strain Injury (RSI).
Caused by doing the same repetitive task too long (typing numbers all day on the number pad).
Radiation.
Not so much of a problem now but the big old monitors emitted a lot of radiation and were very dangerous.
Eye Strain.
Caused by spending too much time looking at the screen.

49. Economic Implications of ICT
Type of Jobs and Costs in ICT.
The Effect of New ICT on Business.
Business and ICT.

50. Jobs in ICT Starting Positions. Programmer / Analyst.
Responsible for program development and modification,
Web Administrator.
Responsible for developing, managing and co-ordinating the posting of company material from departments onto the company web site.
Network Administrator.
Responsible for the day-to-day management and maintenance of the network.
Salaries.
in the region of £20,000 to £30,000 depending on the level of responsibility.

51. Jobs in ICT Advanced development positions. Database Manager.
Responsible for identifying needs and developing software accordingly. There is an increasing role for data mining and data warehousing experts in this field.
Project Leader and Senior Analyst.
Sometimes separate posts, sometimes a joint post the project leader will liase with directors and top managers and translate ideas into computer related documentation.
IT Manager.
Generally in charge of the entire IT operation, staff and equipment.
Salaries.
These senior posts can carry very high salaries with fringe benefits such as company cars.

52. The Effect of New ICT on Business
Costs.
Investing in a new computerised system is very expensive.
Staff training a major cost.
Benefits.
Increased productivity (fewer staff).
Increased functionality.
Reports from the computerised system can save the expense of professionals.

53. Ethical Implications of ICT
Censorship
Regulating The Content of The Internet
Privacy
Encryption
Global Citizenship

54. Netiquette General Points. Advice.
Treat others the way you expect to be treated.
Act within the Law.
Act responsibly and ethically.
Advice.
Do not type e:mails in capitals – shouting.
Always fill in the subject field.
Don’t abuse people – Flaming.
Always minimize or compress large files.
Do not forward stupid jokes and chain letters.
Do not forward hoax virus warnings.

55. Intellectual Property Rights
Written Work.
Knowledge the principal source of competitive advantage.
All original work published on the Internet has IRP.
Applies also to Software.
Music Etc.
IRPs relate to the Internet sites where music can be downloaded from.
Copyright material must usually be paid for as the publishers of the music own the IRPs.