44221: Information Systems Systems Concepts 2 By:Ian Perry Room: C48 Tel:

Ian PerrySlide : Information Systems: Systems Concepts 2 The Previous Lecture Introduced the following systems concepts: System, Sub-system, Element Boundary & Identity Environment External Internal Connection & Interaction And went on to show how all of the above could be depicted using relatively simple diagrams.

Ian PerrySlide : Information Systems: Systems Concepts 2 A ‘System in Context’ Diagram The System is composed of a number of Sub- systems (i.e. the Internal Environment). The System has a Boundary (which separates it from other Systems) and a ‘unique’ Identity (which distinguishes it from similar Systems). The System ‘exists’ within other Systems (i.e. the External Environment). Showing that;

Ian PerrySlide : Information Systems: Systems Concepts 2 A ‘High Level Systems Diagram’ Names the Elements which are components of each Sub-System. Shows the connections & interactions; Which, in addition to all of the things that the ‘Systems in Context’ diagram included, also; And between this System & other Systems (i.e. in the External Environment). between the Elements of each Sub-System (i.e. in the Internal Environment).

Ian PerrySlide : Information Systems: Systems Concepts 2 What now? Having previously ‘discovered’; the main building blocks of the system under investigation, i.e.: sub-systems & elements. and a number of important External Environmental factors, e.g.: Customers, Suppliers, etc. We must now explore the system in much more detail; especially the connection and interaction of the components of the system.

Ian PerrySlide : Information Systems: Systems Concepts 2 Why? Our aim is to understand (i.e. name) the Information flows: Connecting the System with its External Environment, i.e.: Interactions between specific elements, of specific sub-systems; and other systems that exist in the external environment. Connecting the sub-systems of the Internal Environment, i.e.: Interactions between specific elements, of specific sub-systems; and other sub-systems within the internal environment.

Ian PerrySlide : Information Systems: Systems Concepts 2 Our ‘Systems View’ so far: Shows what is connected to what; BOTH Internally and Externally. What we now need to discover is what information is flowing along each of these connections. Can’t ‘simply’ add the information flows to this diagram; would become VERY messy. So, we ‘zoom-in’ on one sub-system at a time.

Ian PerrySlide : Information Systems: Systems Concepts 2 A ‘Detailed Information Flow Diagram’ The ‘Elements’ are Processes which were ‘hidden’ on the ‘High- level Systems Diagram’. Processes require ‘Inputs’ (i.e. data) and produce ‘Outputs’ (i.e. information). Customer Services is the System. Do we now know ‘enough’ to suggest where IT might be employed effectively?

Ian PerrySlide : Information Systems: Systems Concepts 2 Customer Interaction? Two Processes Receive Request Input “Product Request” – Customer - External Environment Output “Product Availability?” – Check Stock - Warehouse Interaction Inform Customer Inputs “Products Available” - Check Stock - Warehouse Interaction “Will be Delay!” – Awaiting Manufacture - Manufacture Interaction Output “Yes/Delay” – Customer - External Environment Everything is ‘known’. Should be able to suggest where IT might be employed effectively.

Ian PerrySlide : Information Systems: Systems Concepts 2 Manufacture Interaction? Two Processes Request More Input “Need more of Product x” – Check Stock - Warehouse Interaction Output “Manufacture more Product x – ??? – Manufacturing Sub-system Awaiting Manufacture Inputs “Will take n days” - ??? – Manufacturing Sub-system Output “Delay!” – Inform Customer – Customer Interaction Everything isn’t ‘known’. Need to ‘zoom-in’ on Manufacturing Sub-system, before suggesting where IT might be employed effectively.

Ian PerrySlide : Information Systems: Systems Concepts 2 Warehouse Interaction? One Process Check Stock Inputs “Product Availability?” – Receive Request - Customer Interaction “Yes/No!” - ??? – Warehousing Sub-system Outputs “Are Products Available?” – ??? – Warehousing Sub-system “Need more of Product x” – Request More – Manufacture Interaction “Yes!” – Inform Customer – Customer Interaction Everything isn’t ‘known’. Need to ‘zoom-in’ on Warehousing Sub-system, before suggesting where IT might be employed effectively. AND, perhaps ‘Check Stock’ is actually more than one process?

Ian PerrySlide : Information Systems: Systems Concepts 2 This Week’s Workshop Taking the output of the previous Workshop as a starting point, we will; attempt to draw a ‘Detailed Information Flow Diagram’, for ONE of the sub-systems of the organisation as described by the ‘GIC’ Case Study. And then see if this detailed ‘view’ of the system enables us to answer the question: Where, and how, might Information Technology (IT) be used to improve the efficiency and/or effectiveness of Case Study organisation’s information system?

Ian PerrySlide : Information Systems: Systems Concepts 2 Assignment 1? DO NOT leave it too late to begin working on your Assignment. You should already have attempted to answer Part 1 a) of Assignment 1, i.e.; Draw a ‘High Level Systems Diagram’ of ‘EZPC’. After this week’s workshop you should attempt to do the same for: Part 1 b) of Assignment 1, i.e.: Draw a ‘Detailed Information Flow Diagram’ of ONE of the Sub-systems of ‘EZPC’. Part 2 of Assignment 1, i.e.: Discuss where, and how, Information Technology might be used to improve the efficiency and/or effectiveness of this specific Sub-system.

Ian PerrySlide : Information Systems: Systems Concepts 2 Assignment Hand-in Process You MUST hand in TWO copies of each Assignment for this Module. BOTH copies must be submitted by 3pm of the submission date. An Electronic Copy (via Turnitin) See the ‘Assessment Method’ page of the ‘IS Web-site’; in order to find out how to enrol for & use Turnitin. The ‘Class ID’ and ‘Password’ for the IS Module are: Class ID:42019 Password:1224 Make sure that you submit to the correct place, i.e.: Code Name:E1 – IS Analysis A ‘Paper’ Copy (to the School Office) With properly completed Front-sheets, and a Turnitin receipt, in the correct drawer of the wooden filing cabinet outside of CH5.