P4 – Features and Functions of Information Systems Types of Information Systems Features of Information Systems Functions of Information Systems Management Information Systems (MIS) Marketing Analysis Human Resources Financial Competitor Data; People; Hardware; Software; Communication/data flows   Input storage; Processing; Output; Control and feedback loops; Closed and open systems. To achieve P4 you must demonstrate an understanding of the features and functions of information systems. Create a presentation which shall be used to teach others about different types of information systems.   In your presentation you will need to describe the different types of systems that are used, you must also include the features and functions of the information systems as well as an explanation of the purpose of the system and who might use them (real business examples would be beneficial here).

P4 – Features and Functions of Information Systems Marketing Information System One of the first areas of business to adopt the need for an information system. Identifying where and why its sales go up and down. Applying and analysing the result of a promotion in one store before applying it to all stores. Analysing the impact of changes on product prices, profit/loss, competition Financial Information System Simply it is needed to manage income or revenue. However, once setup it can focus on expenditure and costs to make it more effective. Able to identify trends and unusual patterns to support the running and actions of the business. Helps identify the financial impact of an investment, large purchase, new revenue or expenditure. Keeping the business in the black. Human Resources Information System Human resources have a great need for an information system due to the amount of analyses they have to perform. Information systems support HR in deciding how many staff they need at key times in their days. The system will help identify skill shortages, training needs and staff turnover. Analysis of staff skills can support the business in decisions over promotions, training and career development opportunities. Management Information System (MIS) An MIS is a decision support information system Input, query and response is usually already predefined It is effective in supporting management ask the same questions over and over to track, analyse, make decisions about the day to day running of the business. Simple systems with complexity hidden away from the users Answers are often displayed as tables or graphs but easily exported into all office applications An MIS is only effective if the data entered is accurate, consistent and acquired with confidence.

P4 – Features and Functions of Information Systems Data Data input must be as accurate as possible (subject to cost/timescale). It should be stored in the most logical way. The data then needs to be summarised to meet the needs of the system. The data is vital to the creation of a good information system. People People are involved in both capturing the data and exploiting the information. It is important to motivate those who capture the data by highlighting the importance of how the data can help the business. Hardware In small organisations the Information System may just run on the PC of the person in charge of that system(s). In larger businesses it usually runs on a server, either shared or dedicated, with internet access if needed. It is unusual to require specialised hardware. Software The simplest Information System can be built using standard software. However, MIS and some other Information Systems can use complex software. The developer configures this system to a set standard, allowing some customisation by the business. Costs varies but more expensive usually means more features. Telecommunications An MIS can be delivered across the internet but this usually brings out an issue of security of data. Many are delivered across an intranet, protected by the businesses firewall, to safeguard information. Telecommunications can be used to provide the utmost security.

P4 – Features and Functions of Information Systems Input Detailed data inputted into the system, stored, processed ready for being used as an output. Telling the system what and how they expect the outputs to look like and do. This is usually setup by the trained individual or technician. Storage The data should be stored at the most detailed level possible. The IT department would take consistent backups of this data. The IT department may also store summaries of this data for ease of use. Processing Processing is what turns data into information. At its simplest this may be adding up a list of sold products and working out remaining stock levels but at its most complex this could be analysing trends and answer complex decisions on actions to take. Output This can be in two formats: graphical and textual. Graphical is good for seeing the bigger picture and understanding trends. Textual is preferred for analysing the detail and making more accurate choices. Outputs should be presented in the most suitable way for the user. Control and Feedback Loops This is what happens as a result of the output from the system. An automated example would be a system checking stock levels and re-ordering stock based on the system outputting a minimum level. Or a product automatically increasing its price based on great sales. Closed and Open Systems In a closed system, the user may have some choice about what to report on but they are limited to pre-defined output formats. In an open system there is often greater flexibility. This usually means significant training is needed to make the best of the system which will be very analysis based.

P5 – Features and Functions of Information Systems @ Titus Salt School To achieve P5 you need to identify the information systems used in a specified organisation. Titus Salt School staff use many different information systems. The main one is SIMS but there also systems for Finance, HR, Data etc. which various staff members will discuss with you over the next few lessons.   Produce a report or presentation with accompanying notes to show four information systems that are used within school. For each system (Finance, Personnel, Student Information) cover the following: The name of the system; Type of system Which department(s) uses it The purpose of the information system The specific features and functions The effectiveness of the system (benefits, weaknesses and is it fit for purpose)