G041: Lecture 05 Information within Organisations Mr C Johnston ICT Teacher

Session Objectives Understand the types of information different companies need, Know methods which are used to collect and enter information, Know how organisations use information.

What Information Do Organisations Need? Different organisations need different information: Retail shop needs to know about the availability of stock and prices, Manufacturing organisations need information about the availability and cost of raw materials / parts, the customers it is producing goods for and the method of distribution, Travel agents will need information about the availability and cost of hotel rooms, flights and transfers from its suppliers and requirements from its customers. Some organisations exist purely to collect and distribute information.

Methods Used To Collect Information Market Research Agencies Collect consumer opinions either with questionnaires or a face to face interview. Web Based Organisations Collect information when they buyers complete an online order form. High Street Retails Will take orders over the telephone, face to face, or on paper order forms, Collect information from customers by offering a reward card, Footfall counters a good source of statistics.

Types of Information (1) Customer / Client Information Send: orders, shipping details, payment method, payments Receive: Terms and Conditions, accounts, invoices, (Remember customers could be retail customers or another business carrying out a wholesale transaction), Distributors Receive: details of goods to be shipped, Send: proof goods have been delivered, Suppliers Receive: purchase orders, payment details Send: Invoices, packing manifests

Types of Information (2) Manufacturers Receive: materials/parts specification, packing manifests, invoices, purchase orders etc.. Send: purchase orders to suppliers, invoices and packing manifests to customer, Managers and employees Companies will hold personal files on all employees, Management will give employees instructions who will respond with feedback, Services Prices, details of what is been offered,

INFORMATIONFROMTO Order or purchase ordersCustomers and clientsRetailers or service providers InvoicesRetailersWholesalers, distributors or other suppliers WholesalersManufacturers, distributors or other suppliers Manufacturers and service providersDistributors and other suppliers Retailers or service providersCustomers and clients Wholesalers, distributors or other suppliers Retailers Manufacturers, distributors or other suppliers Wholesalers Distributors and other suppliersManufacturers and service providers Delivery NotesRetailers, wholesalers or manufacturers Distributions Delivery ConfirmationDistributionsRetailers, wholesalers or manufacturers Product specifications and design briefs Internal design function or external organisation Manufacturing function Work InstructionsManagersEmployers Goods information (catalogues/websites) RetailersCustomers WholesalersRetailers Service information (brochures/websites) Service providersClients (brochures/websites)

Information Cycle Information within an organisation needs to be: Outputted Processed data presented in a different form Processed Calculations performed on data etc Inputted / Entered Into the computer or paper based system Collected Using an appropriate method

Inputs Inputs are items of data which enter into a computer system or program, Inputs will then be used to lookup other data which is in the system or will have calculations performed on them to create new information, The way in which the data enters a system is know as a “method of data capture”, A typical question in the exam will ask you to identify input and the method which they enter the system….

Methods of Data Collection We need to think about different methods used by organisations to collect information Application forms Booking forms Customer order form Barcodes We also need to understand what information is captured.

Methods of Entering Data Keyboards Mouse Barcode scanner Magnetic swipe card reader Smart card reader OCR OMR MICR When describing inputs the input must always be written before the method of data capture E.G barcode is scanned with the barcode reader NOT the barcode scanner is used to enter a barcode

How do barcodes work video #1 How do barcodes work video #2 Optical Mark Recognition / Reader OCR and OMR Explanation

Processing Information In the exam you will have to describe the processing and calculations performed on data input a system. Typical systems include: Booking system EPOS system Member accounts system Payroll system Sales order system Warehouse system Exact details for each system will be found in the case study so you need to have read it in detail. When describing processes, the process or calculation must always be written first. E.G Lookup barcode / Add VAT NOT barcode is looked up / VAT is added

Typical Payroll System Calculations and Processing look up hours worked each week (for hourly paid staff) add weekly figures together (to give hours for month) look up hourly rate from personnel records multiply hours worked by hourly rate (to give gross pay) divide annual salary by 12 (for salaried staff) calculate pension contribution (if applicable) subtract pension contribution calculate NI look up tax code use tax code to calculate tax subtract tax and NI add values to running totals for year Typical Booking System Calculations and Processing retrieve cost of booking type multiply cost of booking type by number eligible for this rate add item costs to together calculate/add VAT Typical EPOS System Calculations and Processing Lookup product using the barcode in database Retrieve the product details including price multiply unit price by quantity add item totals to give total due subtract total due from amount tendered

Describing Outputs An output is the information which leaves a computer system after processing and calculations have occurred, It could be on screen but typically it will be a physical item e.g. a print out, You need to be able to describe outputs generated from processed information in the exam Descriptions should include: Identification of different outputs from systems Identification of information items on outputs Who information items are intended for Format of the output Methods used to communicate outputs When describing outputs the output must be written before its format. EG: Receipt is printed out NOT printed receipt

Typical Error… Question 4 Part c Describe the processing and calculations within the payroll system [5] These figures are added together then multiplied by the hourly rate. Annual salary is divided by 12 to get the gross pay for the month. Monthly contribution for the pension is calculated and subtracted from the gross monthly pay. Seems like its 5 / 5 ???? Unfortunately not few of the processes or calculations are written first. When answering questions in the exam always rearrange the sentences from the case study so the item which the question wants is first. Add hours together Multiply total hours by hourly rate Divide annual salary by 12 Calculate monthly pension contribution Subtract pension contribution from monthly pay

Exercises Complete the topics reading – Doyle pages 7-12 Download informationWithinOrganistionsExercises.doc from my website and complete the exercises.