1. Information Management Chapter 11 Who Needs to Know What, and When? © The McGraw-Hill Companies, Inc., 2000

2. Ch 11© The McGraw-Hill Companies, Inc., 20002 CCI Overview Trends in workplace Organizations: Departments, tasks, information Management information systems Future directions

3. Ch 11© The McGraw-Hill Companies, Inc., 20003 CCI Change in the Workplace Automation Downsizing and outsourcing Total quality management Employee management Reengineering

4. Ch 11© The McGraw-Hill Companies, Inc., 20004 CCI The Virtual Office A mobile office Integrated computer technologies Integrated communications technologies Increase of collaborative networks

5. Ch 11© The McGraw-Hill Companies, Inc., 20005 CCI Automation Change how we do our jobs Change the kind of work we do Change the world in which we work

6. Ch 11© The McGraw-Hill Companies, Inc., 20006 CCI Downsizing and Outsourcing Mainframe to networks Reducing the size of the workforce –flattened hierarchy –loss of middle management –outsourcing

7. Ch 11© The McGraw-Hill Companies, Inc., 20007 CCI Total Quality Management Also called TQM Continuous process improvement Requires worker involvement Requires input from the lower level of an organization to upper levels

8. Ch 11© The McGraw-Hill Companies, Inc., 20008 CCI Employee Empowerment Authority to act and make decisions on their own Old style: “need to know” - limited knowledge flow New style:- task-oriented teams through groupware and other collaborative means

9. Ch 11© The McGraw-Hill Companies, Inc., 20009 CCI Reengineering Rethink and redesign Process innovation and core process design Best with processes that have impact on the corporation –identification of processing or shipping bottlenecks, for example

10. Ch 11© The McGraw-Hill Companies, Inc., 200010 CCI Departments, Tasks, Management Levels, and Types of Information What are the traditional organizational departments, tasks, levels of managers, and types of information needed by managers and workers?

11. Ch 11© The McGraw-Hill Companies, Inc., 200011 CCI Departments R& D –research and development basic research product development Production/operations –makes the product –provides the service

12. Ch 11© The McGraw-Hill Companies, Inc., 200012 CCI Marketing Manages –advertising –promotion –sales

13. Ch 11© The McGraw-Hill Companies, Inc., 200013 CCI Accounting and Finance Handles all financial matters Cash, bills, paychecks, payments, investments, and financial statements

14. Ch 11© The McGraw-Hill Companies, Inc., 200014 CCI Human Resources Recruits Sick leave Retirement Compensation levels Professional development Employee relations Government regulations

15. Ch 11© The McGraw-Hill Companies, Inc., 200015 CCI Management Tasks Planning Organizing Staffing Supervising (leading) Controlling

16. Ch 11© The McGraw-Hill Companies, Inc., 200016 CCI Management Levels Three levels of management: –Top, Middle, Lower

17. Ch 11© The McGraw-Hill Companies, Inc., 200017 CCI Neumann-Hassan Triangle Management Operational Tactical Strategic Planning Nonmanagement

18. Ch 11© The McGraw-Hill Companies, Inc., 200018 CCI Top Managers CEO or President Vice Presidents Principally concerned with planning Growth, new markets Goals Financial resources

19. Ch 11© The McGraw-Hill Companies, Inc., 200019 CCI Middle Management Implementation of goals Oversee supervisors Make tactical decisions Principally organizing and staffing Determine volume of product Inventory Sales reports

20. Ch 11© The McGraw-Hill Companies, Inc., 200020 CCI Lower or Supervisory Management Operational decisions Manage or monitor non- management employees Principally leading and controlling Restocking inventory Sales monitoring

21. Ch 11© The McGraw-Hill Companies, Inc., 200021 CCI Types of Information Intelligent decision making requires information that is: –accurate –complete and relevant –cost effective –current –time-sensitive

22. Ch 11© The McGraw-Hill Companies, Inc., 200022 CCI Information Properties Level of summarization Degree of accuracy Timeliness

23. Ch 11© The McGraw-Hill Companies, Inc., 200023 CCI Information Categories Structured information –detailed –current –concerned with past events –highly accurate, nonsubjective data –narrow range of facts –internal activities

24. Ch 11© The McGraw-Hill Companies, Inc., 200024 CCI Information Categories (continued) Unstructured information –summarized –less current –concerned with future events –subjective data –broad range of facts –outside as well as inside organization

25. Ch 11© The McGraw-Hill Companies, Inc., 200025 CCI Information Categories Semistructured information –some structured and some unstructured

26. Ch 11© The McGraw-Hill Companies, Inc., 200026 CCI Management Information Systems Who are the intended users of the TPS, MIS, DSS, EIS, ES, and OAS management information systems?

27. Ch 11© The McGraw-Hill Companies, Inc., 200027 CCI MIS The purpose of computer-based information systems is to provide managers and other employees with the appropriate information to help them make decisions

28. Ch 11© The McGraw-Hill Companies, Inc., 200028 CCI Computer-Based Information Support Lower: TPS Middle: MIS and DSS Top: DSS and EIS All levels: ES and OAS

29. Ch 11© The McGraw-Hill Companies, Inc., 200029 CCI Transaction Processing System TPS Keeps track of transactions that support business Input –bills, orders, inventory levels Output –invoices, paychecks

30. Ch 11© The McGraw-Hill Companies, Inc., 200030 CCI TPS Lower managers –principally supervisor –helps in operational decisions Produces detail reports –specific detailed information about routine activities One per department Basis for MIS and DSS

31. Ch 11© The McGraw-Hill Companies, Inc., 200031 CCI Management Information System To support tactical decisions through reports Filters business inputs and outputs Helps spot trends and overview of business activities Draws from all departments Uses data recorded by TPS

32. Ch 11© The McGraw-Hill Companies, Inc., 200032 CCI MIS Reports Summary reports –trends and totals Exception –out of the ordinary Periodic reports –regularly scheduled On-demand –response to unscheduled demand

33. Ch 11© The McGraw-Hill Companies, Inc., 200033 CCI Decision Support System To support strategic decisions Inputs –some summarized reports –processed transactional data –external, but related data Outputs –flexible to help make unscheduled reports

34. Ch 11© The McGraw-Hill Companies, Inc., 200034 CCI DSS Mainly top and middle managers To help make strategic decisions –effecting events and trends outside the organization Products analytical models –uses simulation models to project trends and determine possibilities to react to shifting conditions

35. Ch 11© The McGraw-Hill Companies, Inc., 200035 CCI DSS Components Hardware –typically networked to take advantage of access to other systems Software –contain generators to manage DSS databases, decision modules, and interaction between the user and the system

36. Ch 11© The McGraw-Hill Companies, Inc., 200036 CCI DSS Components (continued) Data resources –internal and external data, and personal databases Model resources –mathematical and analytical models People resources –explore decision alternatives

37. Ch 11© The McGraw-Hill Companies, Inc., 200037 CCI DSS Applications Airline DSS –American Analytical Information Management System (AAIMS) for seat capacity and traffic statistics –Yields management system helps determine appropriate overbooking and seat costs

38. Ch 11© The McGraw-Hill Companies, Inc., 200038 CCI DSS Applications (continued) Real estate DSS –RealPlan helps in complex analysis of real estate investments Geographic DSS –Geographic Information System (GIS) integrates computer graphics and databases

39. Ch 11© The McGraw-Hill Companies, Inc., 200039 CCI Executive Information System EIS Easy-to-use for top managers Focus on analyzing data and creating what-if scenarios

40. Ch 11© The McGraw-Hill Companies, Inc., 200040 CCI Expert System ES Interactive computer programs Management and nonmanagement Includes knowledge base from experts to aid in decision making

41. Ch 11© The McGraw-Hill Companies, Inc., 200041 CCI ES MYCIN –helps diagnose infectious diseases PROSPECTORS –helps locate mineral deposits CARES –Computer Assisted Risk Evaluation System

42. Ch 11© The McGraw-Hill Companies, Inc., 200042 CCI Office Automation System Reduces manual labor in an efficient office environment Voice mail, e-mail, scheduling, desktop publishing, word processing, fax LAN based –may add an intranet or an extranet

43. Ch 11© The McGraw-Hill Companies, Inc., 200043 CCI OAS

44. Ch 11© The McGraw-Hill Companies, Inc., 200044 CCI Electronic Publishing Systems Word processing Desktop publishing Copying systems

45. Ch 11© The McGraw-Hill Companies, Inc., 200045 CCI Electronic Communications System Electronic mail –e-mail Voice mail Facsimile –fax Desktop videoconferencing

46. Ch 11© The McGraw-Hill Companies, Inc., 200046 CCI Electronic Collaboration System Electronic meeting systems Collaborative work systems Teleconferencing Telecommuting

47. Ch 11© The McGraw-Hill Companies, Inc., 200047 CCI Image Processing System Electronic document management Other image processing Presentation graphics Multimedia systems

48. Ch 11© The McGraw-Hill Companies, Inc., 200048 CCI Office Management System Electronic office accessories Electronic scheduling Task management

49. Ch 11© The McGraw-Hill Companies, Inc., 200049 CCI The Future Most organizations trying to improve management Frances Hesselbein suggests a circular management as a more free-flowing model