IT 312 System Analysis and Design

System Analysis and Design Syllabus

V.Rajaraman/IISc, Bangalore V1/1-6-04/1

SYSTEM ANALYSIS AND DESIGN Module 1: Data and Information (3) Types of information: operational, tactical, strategic and statutory why do we need information systems management structure requirements of information at different levels of management functional allocation of management requirements of information for various functions qualities of information small case study.

Module 2: Systems Analysis and Design Life Cycle (3) Requirements determination requirements specifications feasibility analysis final specifications hardware and software study system design system implementation system evaluation system modification. Role of systems analyst attributes of a systems analyst tools used in system analysis

Module 3: Information gathering (3) Strategies methods case study documenting study system requirements specification from narratives of requirements to classification of requirements as strategic, tactical, operational and statutory. Example case study

Module 4: Feasibility analysis (3) Deciding project goals examining alternative solutions cost benefit analysis quantifications of costs and benefits payback period system proposal preparation for managements parts and documentation of a proposal tools for prototype creation

Module 5: Tools for systems analysts (3) Data flow diagrams case study for use of DFD, good conventions leveling of DFDs leveling rules logical and physical DFDs software tools to create DFDs

Module 6: Structured systems analysis and design (3) Procedure specifications in structured English examples and cases decision tables for complex logical specifications specification oriented design vs procedure oriented design

Module 7: Data oriented systems design (3) Entity relationship model E-R diagrams relationships cardinality and participation normalizing relations various normal forms and their need some examples of relational data base design.

Module 8: Data input methods (3) Coding techniques requirements of coding schemes error detection of codes validating input data input data controls interactive data input

Module 9: Designing outputs (2) Output devices designing output reports screen design graphical user interfaces interactive I/O on terminals.

AdministratorSticky Note



Module 10: Object oriented systems modeling (4) What are objects? Why objects? Objects and their properties classes inheritance polymorphism how to identify objects in an application how to model systems using objects some cases of object oriented system modeling

Module 11: Control audit and security of information systems (4) Audit and security of information systems why controls are needed objectives of control techniques used in control auditing information systems auditing around, through and with the computer testing information systems types of tests how to generate tests security of information systems disaster recovery business process continuity

Module 12: Systems analysis and design in the era of electronic commerce (3) B2B, B2C and C2C e-commerce advantages and disadvantages of e-commerce. E-commerce system architecture physical networks, logical network, World Wide Web, web-services html, XML.

Module 13: Electronic data interchange (2) EDI standards virtual private networks XML and EDI.

Module 14: Security of e-commerce transactions, firewalls (3) Encryption methods symmetric and asymmetric encryption digital signature certifying authorities for signatures legal status of e-commerce transactions

Module 15: Payment systems in e-commerce (2) Cheque payment, credit card payments, e-cash payments.

Module 16: Complete system analysis and design case studies (5) A system for journal acquisition in libraries walk through the entire life cycle



Lecture Plan

Modules Learning Units Hours

per topic Total Hours

1. Types of information: operational, tactical, strategic and statutory

0.5

2. Why do we need information systems, management structure, requirements of information at different levels of management

1

3. Functional allocation of management, requirements of information for various functions

1

1. Data and Information

4. Qualities of information small case study 0.5

3

5. Systems Analysis and Design life Cycle: Requirements determination, requirements specifications

1

6. Feasibility analysis, final specifications, hardware and software study, system design, system implementation, system evaluation, system modification.

1

2. Systems Analysis and Design Life Cycle

7. Role of systems analyst attributes of a systems analyst tools used in system analysis

1

3

8. Information gathering, strategies, methods 1 3. Information gathering 9. Case study/documenting study, system

requirements specification, from narratives of requirements to classification of requirements as strategic, tactical, operational and statutory. Example case study

2

3

10. How to formulate project goals and quantify them

1

11. Examining alternative solutions and evaluating proposed solutions

a) Technical feasibility b) Operational feasibility c) Economic feasibility

1

4. Feasibility analysis

12. Cost benefit analysis, Documenting feasibility report

1

3

13. Developing Data Flow Diagrams (DFD) a) What are DFDs? b) Symbols used in DFD c) Rules of data flow d) Good style in drawing DFD

1.5

14. Describing systems with DFD & Leveling DFD

1

5. Tools for systems analysts

15. Logical & Physical DFDs 0.5

3



16. Structured English specification 1 17. Decision table based specification 1 18. Detecting 19. Incompleteness 20. Ambiguity 21. Contradictions 22. Redundancy 23. in decision table specification

1

24. Eliminating redundancy in specifications 1

6. Structured systems analysis and design

25. Decision trees for specification 0.5

4.5

26. Entity-relationship (E-R) modeling 27. of data elements of an application

1

28. Organization of data as relations 0.5 29. Normalization of relations 1 30. Creation of logical relational database 1 31. Objectives of database management system

(DBMS) 1

7. Data oriented systems design

32. Overview of DBMS 0.5

5

33. Data input methods, coding techniques, requirements of coding schemes

1

34. Error detection of codes, validating input data 1

8. Data input methods

35. Input data controls interactive data input 1

3

36. Designing outputs, output devices, designing output reports

1 9. Designing outputs

37. Screen design, graphical user interfaces, Interactive I/O on terminals.

1

2

38. Object oriented systems modeling 0.5 39. What are objects? Why objects? 0.5 40. Objects and their properties, classes,

inheritance, polymorphism 1

41. How to identify objects in an application, how to model systems using objects

1

10. Object oriented systems modeling

42. Some cases of object oriented system modeling

1

4

43. Control, audit and security of information system

0.5

44. Why controls are needed, objectives of control, techniques used in control

0.5

45. Auditing information systems, auditing around, through and with the computer

1

11. Control- audit and security of information systems

46. Testing information systems, types of tests, how to generate tests

1

4



47. Security of information systems, disaster recovery, business process continuity

1

48. Systems analysis and design in the era of electronic commerce

0.5

49. B2B, B2C and C2C e-commerce, advantages and disadvantages of e-commerce.

0.5

50. E-commerce system architecture 1

12. Systems analysis and design in the era of electronic commerce

51. Physical networks, logical network, world wide web, web-services html, XML

2

4

52. Electronic data interchange, EDI standards 1 13. Electronic data interchange 53. Virtual private networks XML and EDI. 1

2

54. Security of e-commerce transactions, firewalls, encryption methods, symmetric and asymmetric encryption,

1.5

14. Security of e-commerce transactions, firewalls 55. Digital signature, certifying authorities for

signatures, legal status of e-commerce transactions

1.5

3

15. Payment systems in e-commerce

56. Payment systems in e-commerce, cheque payment, credit card payments, e-cash payments.

2

2

16. Complete system analysis and design case studies

57. Complete system analysis and design case studies, a system for journal acquisition in libraries, walk through the entire life cycle

5

5

MODULE 1

INFORMATION FOR MANAGEMENT OBJECTIVE QUESTIONS

There are 4 alternative answers to each question. One of them is correct. Pick the correct answer. Do not guess. A key is given at the end of the module for you to verify your answer

LEARNING UNIT 1

1.1 Information is (a) Data (b) Processed Data

(c) Manipulated input (d) Computer output 1.2 Data by itself is not useful unless (a) It is massive

(b) It is processed to obtain information (c) It is collected from diverse sources

(d) It is properly stated 1.3 For taking decisions data must be

(a) Very accurate (b) Massive (c) Processed correctly (d) Collected from diverse sources

1.4 Strategic information is needed for (a) Day to day operations (b) Meet government requirements (c) Long range planning (d) Short range planning

1.5 Strategic information is required by

(a) Middle managers (b) Line managers (c) Top managers (d) All workers

1.6 Tactical information is needed for (a) Day to day operations (b) Meet government requirements (c) Long range planning (d) Short range planning

1.7 Tactical information is required by (a) Middle managers (b) Line managers (c) Top managers (d) All workers

1.8 Operational information is needed for (a) Day to day operations (b) Meet government requirements (c) Long range planning (d) Short range planning

1.9 Operational information is required by (a) Middle managers (b) Line managers (c) Top managers (d) All workers

1.10 Statutory information is needed for (a) Day to day operations (b) Meet government requirements (c) Long range planning (d) Short range planning

1.11 In motor car manufacturing the following type of information is strategic (a) Decision on introducing a new model (b) Scheduling production (c) Assessing competitor car (d) Computing sales tax collected

1.12 In motor car manufacturing the following type of information is tactical (a) Decision on introducing a new model (b) Scheduling production (c) Assessing competitor car (d) Computing sales tax collected

1.13 In motor car manufacturing the following type of information is operational (a) Decision on introducing a new model (b) Scheduling production (c) Assessing competitor car (d) Computing sales tax collected

1.14 In motor car manufacturing the following type of information is statutory (a) Decision on introducing a new model (b) Scheduling production (c) Assessing competitor car (d) Computing sales tax collected

1.15 In a hospital information system the following type of information is strategic (a) Opening a new childrens ward (b) Data on births and deaths (c) Preparing patients bill (d) Buying an expensive diagnostic system such as CAT scan

1.16 In a hospital information system the following type of information is tactical (a) Opening a new childrens ward (b) Data on births and deaths (c) Preparing patients bill (d) Buying an expensive diagnostic system such as CAT scan

1.17 In a hospital information system the following type of information is operational (a) Opening a new childrens ward (b) Data on births and deaths (c) Preparing patients bill (d) Buying an expensive diagnostic system such as CAT scan

1.18 In a hospital information system the following type of information is statutory (a) Opening a new childrens ward (b) Data on births and deaths (c) Preparing patients bill (d) Buying an expensive diagnostic system such as CAT scan

LEARNING UNIT 2

1.19 A computer based information system is needed because (i) The size of organization have become large and data is massive (ii) Timely decisions are to be taken based on available data (iii) Computers are available (iv) Difficult to get clerks to process data

(a) (ii) and (iii) (b) (i) and (ii) (c) (i) and (iv) (d) (iii) and (iv)

1.20 Volume of strategic information is (a) Condensed (b) Detailed (c) Summarized (d) Irrelevant

1.21 Volume of tactical information is (a) Condensed (b) Detailed (c) Summarized (d) relevant

1.22 Volume of operational information is (a) Condensed (b) Detailed (c) Summarized (d) Irrelevant

1.23 Strategic information is (a) Haphazard (b) Well organized (c) Unstructured (d) Partly structured

1.24 Tactical information is (a) Haphazard (b) Well organized (c) Unstructured (d) Partly structured

1.25 Operational information is (a) Haphazard (b) Well organized (c) Unstructured (d) Partly structured

LEARNING UNIT 3

1.26 Match and find best pairing for a Human Resource Management System (i)Policies on giving bonus (iv)Strategic information (ii)Absentee reduction (v)Tactical information (iii)Skills inventory (vi)Operational Information

(a) (i) and (v) (b) (i) and (iv) (c) (ii) and (iv) (d) (iii) and (v)

1.27 Match and find best pairing for a Production Management System (i) Performance appraisal of machines (iv)Strategic information to decide on replacement (ii)Introducing new production (v)Tactical information technology (iii)Preventive maintenance schedules (vi)Operational information for machines

(a) (a)(i) and (vi)

(b) (ii) and (v) (c) (i) and (v) (d) (iii) and (iv)

1.28 Match and find best pairing for a Production Management System (i) Performance appraisal of machines (iv)Strategic information to decide on replacement (ii)Introducing new production (v)Tactical information technology (iii)Preventive maintenance schedules (vi)Operational information for machines

(a) (iii) and (vi) (b) (i) and (iv) (c) (ii) and (v) (d) None of the above

1.29 Match and find best pairing for a Materials Management System (i) Developing vendor performance (iv) Strategic information measures (ii) Developing vendors for critical (v) Tactical information items (iii)List of items rejected from a vendor (vi)Operational information

(a) (i) and (v) (b) (ii) and (v) (c) (iii) and (iv) (d) (ii) and (vi)

1.30 Match and find best pairing for a Materials Management System (i)Developing vendor performance (iv)Strategic information measures (ii)Developing vendors for critical (v)Tactical information items (iii)List of items rejected from a vendor (vi)Operational information

(a) (i) and (iv) (b) (i) and (vi) (c) (ii) and (iv) (d) (iii) and (v)

1.31 Match and find best pairing for a Materials Management System (i)Developing vendor performance (iv)Strategic information measures (ii)Developing vendors for critical (v)Tactical information items (iii)List of items rejected from a vendor (vi)Operational information

(a) (i) and (vi) (b) (iii) and (vi) (c) (ii) and (vi) (d) (iii) and (iv)

1.32 Match and find best pairing for a Finance Management System (i)Tax deduction at source report (iv)Strategic information (ii)Impact of taxation on pricing (v)Tactical information (iii)Tax planning (vi)Operational information

(a) (i) and (v) (b) (iii) and (vi) (c) (ii) and (v) (d) (ii)) and (iv)

1.33 Match and find best pairing for a Finance Management System (i)Budget status to all managers (iv)Strategic information (ii)Method of financing (v)Tactical information (iii)Variance between budget and (vi)Operational information expenses

(a) (i) and (v) (b) (iii) and (vi) (c) (ii) and (v) (d) (ii) and (iv)

1.34 Match and find best pairing for a Marketing Management System (i)Customer preferences surveys (iv)Strategic information (ii)Search for new markets (v)Tactical information (iii)Performance of sales outlets (vi)Operational information

(a) (i) and (iv) (b) (ii) and (v) (c) (iii) and (vi) (d) (ii) and (v)

1.35 Match and find best pairing for a Marketing Management System (i)Customer preferences surveys (iv)Strategic information (ii)Search for new markets (v)Tactical information (iii)Performance of sales outlets (vi)Operational information

(a) (iii) and (iv) (b) (i) and (vi) (c) (i) and (v) (d) (iii) and (v)

1.36 Match and find best pairing for a Research and Development Management System (i)Technical collaboration decision (iv)Strategic information (ii)Budgeted expenses Vs actuals (v)Tactical information (iii)Proportion of budget to be (vi)Operational information allocated to various projects

(a) (i) and (iv) (b) (ii) and (v) (c) (iii) and (vi) (d) (iii) and (iv)

1.37 Match and find best pairing for a Research and Development Management System (i)Technical collaboration decision (iv)Strategic information (ii)Budgeted expenses Vs actuals (v)Tactical information (iii)Proportion of budget to be (vi)Operational information allocated to various projects

(a) (i) and (v) (b) (iii) and (v) (c) (ii) and (v) (d) (i) and (vi)

1.38 Organizations are divided into departments because

(a) it is convenient to do so (b) each department can be assigned a specific functional responsibility (c) it provides opportunities for promotion (d) it is done by every organization

1.39 Organizations have hierarchical structures because

(a) it is convenient to do so (b) it is done by every organization (c) specific responsibilities can be assigned for each level (d) it provides opportunities for promotions

1.40 Which of the following functions is the most unlikely in an insurance company. (a) Training (b) giving loans (c) bill of material (d) accounting

1.41 Which of the following functions is most unlikely in a university (a) admissions (b) accounting (c) conducting examination (d) marketing

1.42 Which of the following functions is most unlikely in a purchase section of an organization. (a) Production planning (b) order processing (c) vendor selection (d) training

1.43 Which is the most unlikely function of a marketing division of an organization. (a) advertising (b) sales analysis (c) order processing (d) customer preference analysis

1.44 Which is the most unlikely function of a finance section of a company. (a) Billing (b) costing (c) budgeting (d) labor deployment

LEARNING UNIT 4

1.45 Match quality of information and how it is ensured using the following list QUALITY HOW ENSURED

(i) Accurate (iv) Include all data (ii) Complete (v) Use correct input and processing rules (iii)Timely (vi) Include all data up to present time

(a) (i) and (v) (b) (ii) and (vi) (c) (iii) and (vi) (d) (i) and (iv)


(i) Accurate (iv) Include all data (ii) Complete (v) Use correct input and processing rules (iii) Timely (vi) Include all data up to present time

(a) (ii) and (v) (b) (ii) and (vi) (c) (ii) and (iv) (d) (iii) and (iv)


(i)Up-to-date (iv) Include all data to present time (ii) Brief (v) Give at right time (iii) Significance (vi) Use attractive format and understandable graphical charts

(a) (i) and (v) (b) (ii) and (vi) (c) (iii) and (vi) (d) (i) and (vi)


(i)Up- to-date (iv) Include all data to present time (ii)Brief (v) Give at right time (iii) Significance (vi) Use attractive format and understandable graphical charts

(a) (i) and (iv) (b) (ii) and (v) (c) (iii) and (iv) (d) (ii) and (iv)


(i)Brief (iv) Unpleasant information not hidden (ii)Relevant (v) Summarize relevant information (iii) Trustworthy (vi) Understands user needs

(a) (i) and (iv) (b) (ii) and (v) (c) (iii) and (vi) (d) (i) and (v)

1.50 Match quality of information and how it is ensured using the following list QUALITY HOW ENSURED (i)Brief (iv) Unpleasant information not hidden (ii)Relevant (v) Summarize relevant information (iii)Trustworthy (vi) Understands user needs

(a) (ii) and (vi) (b) (i) and (iv) (c) (iii) and (v) (d) (ii) and (iv)

1.51 The quality of information which does not hide any unpleasant information is known as (a) Complete (b) Trustworthy (c) Relevant (d) None of the above

1.52 The quality of information which is based on understanding user needs (a) Complete (b) Trustworthy (c) Relevant (d) None of the above

LEARNING UNIT 5

1.53 Every record stored in a Master file has a key field because (a) it is the most important field (b) it acts as a unique identification of record (c) it is the key to the database (d) it is a very concise field

1.54 The primary storage medium for storing archival data is (a) floppy disk (b) magnetic disk (c) magnetic tape

(d) CD- ROM

1.55 Master files are normally stored in (a) a hard disk (b) a tape (c) CD ROM (d) computers main memory

1.56 Master file is a file containing (a) all master records (b) all records relevant to the application (c) a collection of data items (d) historical data of relevance to the organization

1.57 Edit program is required to (a) authenticate data entered by an operator (b) format correctly input data (c) detect errors in input data (d) expedite retrieving input data

1.58 Data rejected by edit program are (a) corrected and re- entered (b) removed from processing (c) collected for later use (d) ignored during processing

1.59 Online transaction processing is used because (a) it is efficient (b) disk is used for storing files (c) it can handle random queries. (d) Transactions occur in batches

1.60 On-line transaction processing is used when i) it is required to answer random queries ii) it is required to ensure correct processing

iii) all files are available on-line iv) all files are stored using hard disk

a) i ,ii b) i, iii c) ii ,iii, iv d) i , ii ,iii

1.61 Off-line data entry is preferable when i) data should be entered without error ii) the volume of data to be entered is large iii) the volume of data to be entered is small iv) data is to be processed periodically

a) i, ii b) ii, iii c) ii, iv d) iii, iv

1.62 Batch processing is used when i) response time should be short ii) data processing is to be carried out at periodic intervals iii) transactions are in batches iv) transactions do not occur periodically

a) i ,ii b) i ,iii,iv c) ii ,iii d) i , ii ,iii

1.63 Batch processing is preferred over on-line transaction processing when i) processing efficiency is important ii) the volume of data to be processed is large iii) only periodic processing is needed iv) a large number of queries are to be processed

a) i ,ii b) i, iii c) ii ,iii d) i , ii ,iii

1.64 A management information system is one which (a) is required by all managers of an organization (b) processes data to yield information of value in tactical management (c) provides operational information (d) allows better management of organizations

1.65 Data mining is used to aid in (a) operational management (b) analyzing past decision made by managers

(c) detecting patterns in operational data (d) retrieving archival data

1.66. Data mining requires (a) large quantities of operational data stored over a period of time (b) lots of tactical data (c) several tape drives to store archival data (d) large mainframe computers

1.67 Data mining can not be done if (a) operational data has not been archived (b) earlier management decisions are not available (c) the organization is large (d) all processing had been only batch processing

1.68. Decision support systems are used for (a) management decision making (b) providing tactical information to management (c) providing strategic information to management (d) better operation of an organization

1.69 Decision support systems are used by (a) line managers. (b) top-level managers. (c) middle level managers. (d) system users

1.70. Decision support systems are essential for (a) dayto-day operation of an organization. (b) providing statutory information. (c) top level strategic decision making. (d) ensuring that organizations are profitable.

Key To Objective Questions 1.1 b 1.2 b 1.3 c 1.4 c 1.5 c 1.6 d 1.7 a 1.8 a 1.9 b 1.10 b 1.11 a 1.12 c 1.13 b 1.14 d 1.15 d 1.16 a 1.17 c 1.18 b 1.19 b 1.20 a 1.21 c 1.22 b 1.23 c 1.24 d 1.25 b 1.26 b 1.27 c 1.28 a 1.29 a 1.30 c 1.31 b 1.32 c 1.33 d 1.34 c 1.35 c 1.36 a 1.37 b 1.38 b 1.39 c 1.40 c 1.41 d 1.42 a 1.43 c 1.44 d 1.45 a 1.46 c 1.47 c 1.48 a 1.49 d 1.50 a 1.51 b 1.52 c 1.53 b 1.54 c 1.55 a 1.56 b 1.57 c 1.58 a 1.59 c 1.60 b 1.61 c 1.62 c 1.63 d 1.64 b 1.65 c 1.66 a 1.67 a 1.68 c 1.69 b 1.70 c

System Analysis and Design / Data and Information Motivation

Motivation

Large number of jobs today for computer science and engineering graduates is in

creating information systems for managing organizations we thus need methods to

design complex systems.

Students should know what information is and how it is different from data.

Should know types of information needed to manage organizations.

Should know nature of organizations and their structure to design appropriate

information system.

Should know management structure and needs of each level of management.

Should know functional areas of management information needs for each area.

V. Rajaraman/IISc. Bangalore //V1/July 04/1

MODULE 1MODULE 1

INFORMATION FOR MANAGEMENT

1.1 Data and Information, types of information : Operational, tactical, strategic, Statutory 1.2 Why do we need information systems, management structure, requirements of information at different levels of management1.3 Functional allocation of management, requirements of information for various functions.1.4 Qualities of information 1.5 Varieties of information system

Systems Analysis And Design Systems Analysis And Design V. Rajaraman

MOTIVATION

Large number of jobs today for computer science and engineering graduates is in creating information systems for managing organizations

Students should know what is information and how it is different from data

Should know types of information needed to manage organizations

Systems Analysis And Design Systems Analysis And Design V. Rajaraman 1 of 50

MOTIVATION

Should know nature of organizations and their structure to design appropriate information system.

Should know management structure and needs of each level of management

Should know functional areas of management andinformation needs for each area


1. Distinction between Data and Information2. Description of types of Information: Tactical,

Operational, Strategic, Statutory.3. Division of Management into different hierarchical

levels.4. Type of Information needed at different levels of

management.5. Division of organizations into several functional

areas and their information requirements6. Attributes of Information.

LEARNING GOALS


DATA : Raw Material

Data collection costs money Collect only necessary and sufficient data Data is generally used by machines Data is useless unless it is processed to

create INFORMATION

DATA AND INFORMATION

System Analysis And Design System Analysis And Design V. Rajaraman 4 of 501.1.1


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INFORMATION : Processed data

Data processed by machines giving information Information is used to run an organization efficiently Information used by managers to initiate actions

System Analysis And Design System Analysis And Design V. Rajaraman1.1.2

EXAMPLE OF INFORMATION NEEDED BY A SHOPKEEPER

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Daily sales accountList of low stock items to be re-orderedList of overstock itemsLong overdue paymentsProfit and loss account

Used to streamline day to day operations called Operational information


EXAMPLE OF INFORMATION NEEDED BY A SHOPKEEPER (CONTD)

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Slow or fast moving items Reliable supplier of items Sales trends

Used to improve profitability of shop calledTactical information



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Whether to stock different varieties of itemsWhether to diversifyWhether to start a new branch in a different locality Whether to start an e-shop Information to expand business and explore new opportunities Known as Strategic Information



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Income tax account Sales tax account Used to provide information to the government Known as Statutory Information


STRATEGIC : Needed for long range planning and directions. This is less structured.

TACTICAL : Needed to take short range decisions to improve profitability and performance.

TYPES OF INFORMATION

10 of 50System Analysis And Design System Analysis And Design V. Rajaraman1.1.7

OPERATIONAL : Needed for day to day operations of the organization.

Eg: Daily Sales, Billing.

STATUTORY : Needed by law to sent to governmentauthorities.

Eg: Sales tax return.

TYPES OF INFORMATION


MANAGEMENT HIERARCHY AND INFORMATION NEEDS

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Volume ofInformation

Type ofInformation

TopManagers

MiddleManagers

Line managers

Strategic-Long range planning

TacticalShort range improvement

OperationalDay to day policies

Unstructured

Moderatelystructured

Highlystructured

Lowcondensed

Mediummoderatelyprocessed

LargeDetailed Reports


Increasing size of organizations thus data volume increases

Distributed organizations

Timely processing for fast action Better competitiveness with better information. Increasing of complexity of organizations require

innovative processing

Same data can be processed in different ways

NEED FOR INFORMATION SYSTEMS


Chief Executive (Strategical)

Marketingmanager

Human Resourcemanager

Financemanager

Materialsmanager

Line managers

MANAGEMENT STRUCTURE

Productionmanager

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(Tactical)

(Operational)


MANAGEMENT STRUCTURE (CONTD)

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TOP MANAGEMENT

Chief Executive known as CEO

Executive Directors for each functional areas such as Production, Finance, HRD etc.

Take strategic decisions



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MIDDLE MANAGEMENT

General managers, divisional managers,Vice presidents etc

Each functional area may have 2 to 3 middle level managers reporting to top management

Take Tactical decisions



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LINE MANAGERS

Group managers, Assistant Group managers, Assistant managers

Each functional area may have several line managers reporting to middle level managers.

Take Operational decisions



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FUNCTIONAL AREAS

PRODUCTIONMARKETINGMATERIALS purchase, stores FINANCE Accounts HUMAN RESOURCE DEVELOPMENT(HRD) RESEARCH AND DEVELOPMENT (R&D)



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FUNCTIONAL AREAS

All organizations need not have identical functional areas However some are common such as

- MARKETING- FINANCE - HUMAN RESOURCE DE VELOPMENT(HRD)


Production Management

Strategic Information

Yearly and monthly production quotas and alternate schedules

Policies on machine replacement, augmentation,and modernization.

Identifying best product mix.



Production ManagementINFORMATION FOR MANAGEMENT

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Tactical Information

Identifying and controlling areas of high cost. Identifying critical bottlenecks in production. Identifying alternate production schedules

based on tools, machines etc. Performance measures of machines to decide

replacement.


Production ManagementINFORMATION FOR MANAGEMENT

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Operational Information

Monitoring up to date production informationby examining assemblies, detecting likelyshortages and giving early warning.

Scheduling better production dynamically. Preventive maintenance schedules. Monitoring tool, machine and personnel

availability


Marketing ManagementINFORMATION FOR MANAGEMENT

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Search for new markets and marketing strategies.


Analysis of competitors strategy. Technology and demographic forecasts and

product changes.



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Advertising techniques and analysis of theirimpact.

Customer preference surveys. Correlation of prices and sales. Sales force deployment and targets. Exploring alternate marketing channels. Timing of special sales campaigns.




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Sales analysis by regions,customer class, sales person. Sales target versus achievement. Market share and trends. Seasonal variations. Effect of model changes. Performance of sales outlets Costs of campaigns and benefit.


Material ManagementINFORMATION FOR MANAGEMENT

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Developing vendors for critical items.Strategic Information

Determining optimal levels of inventory Determining proportion of material needed Reducing varieties of inventory.



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Developing vendor performance measures. Determining optimal reorder levels. Determining issues of items to shops versus

standard needs. Controlling high value of inventory. Determining impact on material cost and

procurement with design changes and newproduct introduction.




28 of 50


List of excess & deficient items received. List of items rejected. Critical items received. Stores in transit and in inspection. Value of inventory in hand. Goods received, rejected and issued.


Finance ManagementINFORMATION FOR MANAGEMENT

29 of 50


Methods of financing. Pricing policies. Tax planning.



30 of 50

Variations between budget and expenses. Large outstanding payments/Receipts. Credit and payment status. Cost increases and pricing. Impact of taxation on pricing




31 of 50

Periodic financial report. Budget status to all functional managers. Tax returns. Share transfers. Profit and loss account. Payments and receipts. Payroll,provident fund accounts.



Human Resource ManagementINFORMATION FOR MANAGEMENT

32 of 50


Long range human resource requirements.at different levels.

Policies on human resource development and training

Policies on personnel welfare and facilities



33 of 50


Performance appraisal. Demographic make-up of personnel and its

impact on retirement. Production incentives. Morale of personnel. Absentee reduction. Leave and overtime policies. Personnel deployment policies.



34 of 50


Routine assessment.

Skills inventory.

Loan/advances and recoveries.

Leave record.


Research Design & development ManagementINFORMATION FOR MANAGEMENT

35 of 50

Which products are to be developed?


What types of improvements are required? What long range research is more promising?What technical collaboration would be appropriate?



36 of 50

Setting intermediate goals. Checking availability of equipment &

appropriate selection Determining proportions of resources to be

allocated to different projects. Deployment of personnel to projects. Information on similar and related research

projects undertaken by other companies




37 of 50

Progress against goals.

Budgeted expenses versus actual expenses.

Status of outstanding orders for equipment andcomponents.



QUALITIES OF INFORMATION

38 of 50

Quality How to ensure quality

Accurate Ensure correct input and processing rules.

Complete Include all data.

Timely Give at right time



39 of 50

Trustworthy Do not hide unpleasantinformation.

Relevant Understand user needs.

Brief Summarize relevantinformation.




40 of 50

Up-to-date Include all data up topresent time.

Significance Use attractive format & graphical charts.



VARIETIES OF INFORMATION SYSTEMS

41 of 50

Business Data processing Operational information

Management information system Tactical information

Decision support system(DSS) strategic information


Business data processing system

42 of 50

Enter data to be processed Edit, check input data Control check to see if the data is correct and

reasonable Store clean data as an organized data base in a storage


Business data processing

43 of 50

There are 2 methods of business data processing1. On-line transaction processing(OLTP)2. Batch processing

OLTP is used for query processing and rapid actions to requestsExample: Finding balance in ones bank account

Booking railway ticketsBatch processing used for periodic data processing of massive dataExample: Processing university exam results at the end of each

semesterPayroll computation each month


Online transaction processing

44 of 50

Database (or master file) available online on diskRequest in specified format accepted from requestorCheck request for validityRetrieve record from databaseTake appropriate action


Batch processing

45 of 50

Collect a batch of requests Key inValidateCreate request fileCalled transaction fileUpdate master file using transaction fileCreate result filePrint responses for requests


OLTP Vs BATCH

46 of 50

Response time - OLTP FAST Throughput(No of transaction/unit time) - BATCH HIGH Enquiry systems - ONLINE Periodic processing - BATCH

Once a day - STORES ISSUES Once a month - PAYROLL


MANAGEMENT INFORMATION SYSTEM

47 of 50

Analyse outputs of routine data processing using statistical or operations research tools

Eg: -Observe periodic demands by statistical analysis &use for tactical decisions

-Use operations research tools to decide product mixusing demand and cost data to maximize profit


DECISION SUPPORT SYSTEM

48 of 50

Unstructured and difficult to obtain precise information Use of analytical and simulation models Aids to conceptualise through graphs ,animation etc Use of archival data to infer trends and rules Some artificial intelligence tools may be used



49 of 50

Data mining a useful toolWhat is data mining? Data collected during routine data processing archived

over a long period-massive amount(Tera Bytes) Some hypothetical rules guessed by experienced managers

and correlated with archival data-called data mining



50 of 50

Example of data mining From archival data a rule guessed by managers that in some months there are long waiting lists for sleeperberths is verified-Data mining gives precise quantitative data

ActionIncrease number of sleeper coaches

or Introduce special trains

Unexpected results of analysis of archival data morevaluable for DSS



Motivation

Large number of jobs today for computer science and engineering graduates is in creating information systems for managing organizations. Students should know what is information and how it is different from data, should know nature of organizations and their structure to design appropriate information system, should know management structure and needs of each level of management & should know functional areas of management and information needs for each area

MMOODDUULLEE 11

LEARNING UNIT 1

Data and Information, types of information : Operational, tactical, strategic, Statutory


DATA is a raw material with which we begin. Collecting data costs money and hence one must collect necessary and sufficient data. Data is generally used by machines and is useless unless it is processed to create INFORMATION. INFORMATION is Processed data, used by managers to initiate actions and to run the organization efficiently. The data processed by machines gives information TYPES OF INFORMATION STRATEGIC : Needed for long range planning and directions. This is less structured. TACTICAL : Needed to take short range decisions to improve profitability

and performance. OPERATIONAL : Needed for day to day operations of the organization. Eg: Daily Sales, Billing. STATUTORY : Needed by law to sent to government authorities. Eg: Sales tax return.

MANAGEMENT HIERARCHY AND INFORMATION NEEDS

Top Managers

Middle Managers

Line managers

Volume of Information

Type of Information

Low condensed

Medium moderately processed

Large Detailed Reports

Unstructured

Moderately structured

Highly structured

Tactical Short range improvement

Strategic- Long range planning

Operational Day to day policies

LEARNING UNIT 2

Why do we need information systems, management structure, requirements of information at different levels of management

NEED FOR INFORMATION SYSTEMS Information systems are needed when timely processing for fast action is needed, same data has to be processed in different ways and when organizations require innovative processing. MANAGEMENT STRUCTURE

Chief Executive (Strategical)

Functional areas of management are as follows:

Production manager

Marketing manager

Materials manager

Finance manager

Human Resource manager

Line managers

PRODUCTION MARKETING MATERIALS purchase, stores FINANCE Accounts HUMAN RESOURCE DEVELOPMENT(HRD) RESEARCH AND DEVELOPMENT (R&D) INFORMATION FOR MANAGEMENT A Production Management The following type of information is needed in production management: Strategic Information: 1)Yearly and monthly production quotas and alternate schedules 2)Policies on machine replacement, augmentation and modernization. 3)Identifying best product mix. Tactical Information 1)Identifying and controlling areas of high cost. 2) Identifying critical bottlenecks in production. 3) Identifying alternate production schedules based on tools, machines etc. 4) Performance measures of machines to decide replacement. Operational Information 1)Monitoring up to date production information by examining assemblies, detecting likely shortages and giving early warning. 2) Scheduling better production dynamically. 3) Preventive maintenance schedules. 4) Monitoring tool, machine and personnel availability

B Marketing Management Strategic Information:

1) Search for new markets and marketing strategies. 2) Analysis of competitors strategy 3) Technology and demographic forecasts and product changes

Tactical Information: 1)Advertising techniques and analysis of their impact. 2)Customer preference surveys. 3)Correlation of prices and sales. 4)Sales force deployment and targets. 5)Exploring alternate marketing channels. 6)Timing of special sales campaigns. Operational Information:

1) Sales analysis by regions, customer class, sales person. 2) Sales target versus achievement. 3) Market share and trends. 4) Seasonal variations. 5) Effect of model changes. 6) Performance of sales outlets 7) Costs of campaigns and benefit.

C Material Management Strategic Information:

1) Developing vendors for critical items 2) Determining optimal levels of inventory 3) Determining proportion of material needed 4) Reducing varieties of inventory

Tactical Information:

1) Developing vendor performance measures. 2) Determining optimal reorder levels. 3) Determining issues of items to shops versus 4) standard needs. 5) Controlling high value of inventory. 6) Determining impact on material cost and 7) procurement with design changes and new 8) product introduction.

Operational Information: 1) List of excess & deficient items received. 2) List of items rejected. 3) Critical items received. 4) Stores in transit and in inspection. 5) Value of inventory in hand. 6) Goods received, rejected and issued.

D Finance Management

Strategic Information: 1) Methods of financing. 2) Pricing policies 3) Tax planning.


1) Variations between budget and expenses. 2) Large outstanding payments/Receipts. 3) Credit and payment status. 4) Cost increases and pricing. 5) Impact of taxation on pricing

Operational Information:

1) Periodic financial report. 2) Budget status to all functional managers. 3) Tax returns. 4) Share transfers. 5) Profit and loss account. 6) Payments and receipts. 7) Payroll,provident fund accounts.

E Human Resource Management Strategic Information:

1) Long range human resource requirements at different levels. 2) Policies on human resource development and training 3) Policies on personnel welfare and facilities


1) Performance appraisal. 2) Demographic make-up of personnel and its impact on retirement. 3) Production incentives. 4) Morale of personnel. 5) Absentee reduction. 6) Leave and overtime policies. 7) Personnel deployment policies.

Operational Information: 1) Routine assessment. 2) Skills inventory. 3) Loan/advances and recoveries. 4) Leave record.

System Analysis and Design / Data and Information Multiple Choice Questions


1.1 Information is a. Data

b. Processed Data

c. Manipulated input

d. Computer output

1.2 Data by itself is not useful unless a. It is massive

b. It is processed to obtain information

c. It is collected from diverse sources

d. It is properly stated

1.3 For taking decisions data must be a Very accurate

b Massive

c Processed correctly

d Collected from diverse sources

1.4 Strategic information is needed for a Day to day operations

b Meet government requirements

c Long range planning

d Short range planning

1.5 Strategic information is required by a Middle managers

b Line managers

c Top managers

d All workers

1.6 Tactical information is needed for a Day to day operations




1.7 Tactical information is required by



a Middle managers

b Line managers

c Top managers

d All workers

1.8 Operational information is needed for a Day to day operations




1.9 Operational information is required by a Middle managers

b Line managers

c Top managers

d All workers

1.10 Statutory information is needed for a Day to day operations




1.11 In motor car manufacturing the following type of information is strategic a Decision on introducing a new model

b Scheduling production

c Assessing competitor car

d Computing sales tax collected

1.12 In motor car manufacturing the following type of information is tactical a Decision on introducing a new model




1.13 In motor car manufacturing the following type of information is operational



a Decision on introducing a new model




1.14 In motor car manufacturing the following type of information is statutory a Decision on introducing a new model




1.15 In a hospital information system the following type of information is strategic a Opening a new childrens ward

b Data on births and deaths

c Preparing patients bill

d Buying an expensive diagnostic system such as CAT scan

1.16 In a hospital information system the following type of information is tactical a Opening a new childrens ward




1.17 In a hospital information system the following type of information is operational

a Opening a new childrens ward




1.18 In a hospital information system the following type of information is statutory

a Opening a new childrens ward






1.19 A computer based information system is needed because (i) The size of organization have become large and data is massive

(ii) Timely decisions are to be taken based on available data

(iii) Computers are available

(iv) Difficult to get clerks to process data

a (ii) and (iii)

b (i) and (ii)

c (i) and (iv)

d (iii) and (iv)

1.20 Volume of strategic information is a Condensed

b Detailed

c Summarized

d Irrelevant

1.21 Volume of tactical information is a Condensed

b Detailed

c Summarized

d relevant

1.22 Volume of operational information is a Condensed

b Detailed

c Summarized

d Irrelevant

1.23 Strategic information is a Haphazard

b Well organized

c Unstructured

d Partly structured

1.24 Tactical information is a Haphazard



b Well organized

c Unstructured

d Partly structured

1.25 Operational information is a Haphazard

b Well organized

c Unstructured

d Partly structured

1.26 Match and find best pairing for a Human Resource Management System (i)Policies on giving bonus (iv)Strategic information

(ii)Absentee reduction (v)Tactical information

(iii)Skills inventory (vi)Operational Information

a (i) and (v)

b (i) and (iv)

c (ii) and (iv)

d (iii) and (v)

1.27 Match and find best pairing for a Production Management System (i) Performance appraisal of machines (iv)Strategic information to decide

on replacement

(ii)Introducing new production (v)Tactical information technology

(iii)Preventive maintenance schedules (vi)Operational information for

machines

a (i) and (vi)

b (ii) and (v)

c (i) and (v)

d (iii) and (iv)

1.28 Match and find best pairing for a Production Management System (i) Performance appraisal of machines (iv)Strategic information to decide

on replacement

(ii)Introducing new production (v)Tactical information technology



(iii)Preventive maintenance schedules (vi)Operational information for

machines

a (iii) and (vi)

b (i) and (iv)

c (ii) and (v)

d None of the above

1.29 Match and find best pairing for a Materials Management System (i) Developing vendor performance (iv) Strategic information

measures

(ii) Developing vendors for critical (v) Tactical information items

(iii)List of items rejected from a vendor (vi)Operational information

a (i) and (v)

b (ii) and (v)

c (iii) and (iv)

d (ii) and (vi)

1.30 Match and find best pairing for a Materials Management System (i)Developing vendor performance (iv)Strategic information measures

(ii)Developing vendors for critical (v)Tactical information items


a (i) and (iv)

b (i) and (vi)

c (ii) and (iv)

d (iii) and (v)

1.31 Match and find best pairing for a Materials Management System (i)Developing vendor performance (iv)Strategic information measures

(ii)Developing vendors for critical (v)Tactical information items


a (i) and (vi)

b (iii) and (vi)

c (ii) and (vi)

d (iii) and (iv)



1.32 Match and find best pairing for a Finance Management System (i)Tax deduction at source report (iv)Strategic information

(ii)Impact of taxation on pricing (v)Tactical information

(iii)Tax planning (vi)Operational information

a (i) and (v)

b (iii) and (vi)

c (ii) and (v)

d (ii)) and (iv)

1.33 Match and find best pairing for a Finance Management System (i)Budget status to all managers (iv)Strategic information

(ii)Method of financing (v)Tactical information

(iii)Variance between budget and (vi)Operational information expenses

a (i) and (v)

b (iii) and (vi)

c (ii) and (v)

d (ii) and (iv)

1.34 Match and find best pairing for a Marketing Management System (i)Customer preferences surveys (iv)Strategic information

(ii)Search for new markets (v)Tactical information

(iii)Performance of sales outlets (vi)Operational information

a (i) and (iv)

b (ii) and (v)

c (iii) and (vi)

d (ii) and (v)

1.35 Match and find best pairing for a Marketing Management System (i)Customer preferences surveys (iv)Strategic information

(ii)Search for new markets (v)Tactical information

(iii)Performance of sales outlets (vi)Operational information

a (iii) and (iv)

b (i) and (vi)

c (i) and (v)



d (iii) and (v)

1.36 Match and find best pairing for a Research and Development Management System

(i)Technical collaboration decision (iv)Strategic information

(ii)Budgeted expenses Vs actuals (v)Tactical information

(iii)Proportion of budget to be (vi)Operational information allocated

to various projects

a (i) and (iv)

b (ii) and (v)

c (iii) and (vi)

d (iii) and (iv)

1.37 Match and find best pairing for a Research and Development Management System

(i)Technical collaboration decision (iv)Strategic information

(ii)Budgeted expenses Vs actuals (v)Tactical information

(iii)Proportion of budget to be (vi)Operational information allocated to

various projects

a (i) and (v)

b (iii) and (v)

c (ii) and (v)

d (i) and (vi)

1.38 Organizations are divided into departments because a it is convenient to do so

b each department can be assigned a specific functional responsibility

c it provides opportunities for promotion

d it is done by every organization

1.39 Organizations have hierarchical structures because a it is convenient to do so

b it is done by every organization

c specific responsibilities can be assigned for each level

d it provides opportunities for promotions



1.40 Which of the following functions is the most unlikely in an insurance company.

a Training

b giving loans

c bill of material

d accounting

1.41 Which of the following functions is most unlikely in a university a admissions

b accounting

c conducting examination

d marketing

1.42 Which of the following functions is most unlikely in a purchase section of an organization.

a Production planning

b order processing

c vendor selection

d training

1.43 Which is the most unlikely function of a marketing division of an organization.

a advertising

b sales analysis

c order processing

d customer preference analysis

1.44 Which is the most unlikely function of a finance section of a company. a Billing

b costing

c budgeting

d labor deployment


(i) Accurate (iv) Include all data



(ii) Complete (v) Use correct input and processing rules

(iii)Timely (vi) Include all data up to present time

a (i) and (v)

b (ii) and (vi)

c (iii) and (vi)

d (i) and (iv)


(i) Accurate (iv) Include all data

(ii) Complete (v) Use correct input and processing rules

(iii) Timely (vi) Include all data up to present time

a (ii) and (v)

b (ii) and (vi)

c (ii) and (iv)

d (iii) and (iv)

1.47 Match quality of information and how it is ensured using the following list

QUALITY HOW ENSURED

(i) Up-to-date (iv) Include all data to present time

(ii) Brief (v) Give at right time

(iii) Significance (vi) Use attractive format and understandable

graphical charts

a (i) and (v)

b (ii) and (vi)

c (iii) and (vi)

d (i) and (vi)


(i)Up- to-date (iv) Include all data to present time

(ii)Brief (v) Give at right time



(iii) Significance (vi) Use attractive format and understandable

graphical charts

a (i) and (iv)

b (ii) and (v)

c (iii) and (iv)

d (ii) and (iv)


(i)Brief (iv) Unpleasant information not hidden

(ii)Relevant (v) Summarize relevant information

(iii) Trustworthy (vi) Understands user needs

a (i) and (iv)

b (ii) and (v)

c (iii) and (vi)

d (i) and (v)


(i)Brief (iv) Unpleasant information not hidden

(ii)Relevant (v) Summarize relevant information

(iii)Trustworthy (vi) Understands user needs

a (ii) and (vi)

b (i) and (iv)

c (iii) and (v)

d (ii) and (iv)

1.51 The quality of information which does not hide any unpleasant information is known as

a Complete

b Trustworthy

c Relevant

d None of the above

1.52 The quality of information which is based on understanding user needs



a Complete

b Trustworthy

c Relevant

d None of the above

1.53 Every record stored in a Master file has a key field because a it is the most important field

b it acts as a unique identification of record

c it is the key to the database

d it is a very concise field

1.54 The primary storage medium for storing archival data is a floppy disk

b magnetic disk

c magnetic tape

d CD- ROM

1.55 Master files are normally stored in a a hard disk

b a tape

c CD ROM

d computers main memory

1.56 Master file is a file containing a all master records

b all records relevant to the application

c a collection of data items

d historical data of relevance to the organization

1.57 Edit program is required to a authenticate data entered by an operator

b format correctly input data

c detect errors in input data

d expedite retrieving input data

1.58 Data rejected by edit program are a corrected and re- entered



b removed from processing

c collected for later use

d ignored during processing

1.59 Online transaction processing is used because a it is efficient

b disk is used for storing files

c it can handle random queries.

d Transactions occur in batches

1.60 On-line transaction processing is used when i) it is required to answer random queries

ii) it is required to ensure correct processing

iii) all files are available on-line

iv) all files are stored using hard disk

a i ,ii

b i, iii

c ii ,iii, iv

d i , ii ,iii

1.61 Off-line data entry is preferable when i) data should be entered without error

ii) the volume of data to be entered is large

iii) the volume of data to be entered is small

iv) data is to be processed periodically

a i, ii

b ii, iii

c ii, iv

d iii, iv

1.62 Batch processing is used when i) response time should be short

ii) data processing is to be carried out at periodic intervals

iii) transactions are in batches

iv) transactions do not occur periodically



a i ,ii

b i ,iii,iv

c ii ,iii

d i , ii ,iii

1.63 Batch processing is preferred over on-line transaction processing when i) processing efficiency is important

ii) the volume of data to be processed is large

iii) only periodic processing is needed

iv) a large number of queries are to be processed

a i ,ii

b i, iii

c ii ,iii

d i , ii ,iii

1.64 A management information system is one which a is required by all managers of an organization

b processes data to yield information of value in tactical management

c provides operational information

d allows better management of organizations

1.65 Data mining is used to aid in a operational management

b analyzing past decision made by managers

c detecting patterns in operational data

d retrieving archival data

1.66 Data mining requires a large quantities of operational data stored over a period of time

b lots of tactical data

c several tape drives to store archival data

d large mainframe computers

1.67 Data mining can not be done if a operational data has not been archived

b earlier management decisions are not available



c the organization is large

d all processing had been only batch processing

1.68 Decision support systems are used for a Management decision making

b Providing tactical information to management

c Providing strategic information to management

d Better operation of an organization

1.69 Decision support systems are used by a Line managers.

b Top-level managers.

c Middle level managers.

d System users

1.70 Decision support systems are essential for a Dayto-day operation of an organization.

b Providing statutory information.

c Top level strategic decision making.

d Ensuring that organizations are profitable.



Key to Objective Questions

1.1 b 1.2 b 1.3 c 1.4 c 1.5 c 1.6 d

1.7 a 1.8 a 1.9 b 1.10 b 1.11 a 1.12 c

1.13 b 1.14 d 1.15 d 1.16 a 1.17 c 1.18 b

1.19 b 1.20 a 1.21 c 1.22 b 1.23 c 1.24 d

1.25 b 1.26 b 1.27 c 1.28 a 1.29 a 1.30 c

1.31 b 1.32 c 1.33 d 1.34 c 1.35 c 1.36 a

1.37 b 1.38 b 1.39 c 1.40 c 1.41 d 1.42 a

1.43 c 1.44 d 1.45 a 1.46 c 1.47 c 1.48 a

1.49 d 1.50 a 1.51 b 1.52 c 1.53 b 1.54 c

1.55 a 1.56 b 1.57 c 1.58 a 1.59 c 1.60 b

1.61 c 1.62 c 1.63 d 1.64 b 1.65 c 1.66 a

1.67 a 1.68 c 1.69 b 1.70 c

MODULE 1


WORKED EXAMPLES

1.1) If an information system were to be designed for a hospital, what would be the strategic and tactical information?

Strategic information in hospital 1.Cost-benefit of a new expensive diagnostic instrument. (Such as CAT scanner). 2. Long-term forecasts for opening a ward for old age patients. 3.Technical developments in routine diagnostic instruments and decision to upgrade existing instruments. Tactical information in hospital 1.Optimum replacement periods and use of expensive instruments. 2.Optimum level of drugs to be stocked keeping in view expiry dates of drugs. 3.Operation theatre utilization data for improved performance 1.2) For a hospital information system what would be the Operational information required? 1. List of patients discharged, admitted in every department. 2. Occupancy of beds and schedules for admission of patients. 3. Absenteeism data of nurses and technicians. 4. Operation theatre allotment and schedules. 1.3) What is statutory information? What statutory information is expected from a hospital? Information and reports that are required by law to be sent to the government authority is called statutory information. Statutory Information for Hospital 1. Birth and death records. 2. Infectious diseases record. 3. Profit and loss account.

1.4) What type of Statutory information is to be provided by a small-scale industry? Any information required by law to be sent to government authorities such as: 1. Income Tax returns 2. Sales tax returns 3. Excise duty 4. Employee state Insurance 1.5) Is up-to-date information always timely? If not, give an example of up-to-

date but not timely information? No, it is not necessary that up-to-date information is always timely. For example giving the correct information about the casualties and the damage caused due to earthquake after a week. Another example is delivering a newspaper dated 16 June with information Up-to-date a week late.

Module 1: Data and Information 1.1 Distinguish between data and information. Give two examples of data and

information obtained by processing data.

1.2 Give two examples of non-arithmetic data processing.

1.3 What is the main difference between strategic and tactical information? If an

information system is to be designed for a hospital, what would be the strategic

and tactical information?

1.4 What is operational information? In what way is it different from strategic

information? For hospital information system what would be the operational

information required?

1.5 What is statutory information? What statutory information is expected from a

hospital?

1.6 What type of statutory information is to be provided by a small scale industry?

1.7 What would you think are the strategic, tactical and operational information

needed by an Electric Power Generation Corporation?

1.8 What would be the strategic, tactical and operational information needs of a State

Road Transport Corporation?

1.9 What do you think are the functional management areas in a large University?

1.10 What do you think are the functional management areas in a large student hostel?

1.11 What would be the strategic, tactical and operational management responsibility

assignments in a large hostel? What type of information would be needed for

managing the kitchen of the hostel?

1.12 Give an example of incomplete information.

1.13 What is the difference between accuracy and trustworthiness of information?

1.14 Is uptodate information always timely? If not, give an example of uptodate but not

timely information.

1.15 Does an attractive format of a report necessarily imply that it is relevant?

1.16 Why are organizations divided into departments and sections?

1.17 What are the primary functions of a marketing department of an organization?

1.18 In what ways do different departments in an organization interact? Give an

example.

1.19 Enumerate some functions which are common among many organizations.

1.20 Enumerate some functions which are common between a hostel and a hospital.

1.21 Explain how data will be processed to meet the functional requirements of a

purchase department.

1.22 Explain how data will be processed in a bank when a cheque is presented by a

customer and payment made to him (assume that the bank uses computers).

1.23 Why is editing important in data entry?

1.24 What is the difference between on-line transaction processing and batch

processing?

1.25 When is batch processing preferred?

1.26 What is the basic difference between business data processing systems and MIS?

1.27 What type of information is provided by MIS?

1.28 What is the difference between MIS and DSS?

1.29 What will an MIS provide in a marketing function?

1.30 What will a DSS provide in a marketing function?

1.31 What do you understand by archival data? How can archival data be used?

1.32 What is data mining? Give an example of data mining.

System Analysis and Design/Information for Management Case Study

V. Rajaraman/IISc M1/V1/July 2004/1

INFORMATION PROCESSING FOR A STORE - AN OVERVIEW A Small

Case Example

In what follows we will present a broad overview of how data is processed to meet the

functional requirements of a store. The presentation below will be an overview.

The important functions of a store are:

to keep an up to date ledger containing stock positions, cater to requisitions for issue of items from the store, initiate reorder of items whose stock is below a specified limit, update stock register when items are received, and answer enquiries regarding availability of items in stores.

In a computer based system the stock ledger is organized in a suitable form for easy

updating and retrieval and recorded on a magnetic disk. Magnetic disk storage is the

primary storage medium for storing large data bases. This is due to the fact that any

record can be directly accessed. Magnetic tapes are used primarily as a back-up storage

unit for keeping copies of data on disk. Tapes are also useful for storing old files and for

interchanging files between different computers.

In order to create a stock ledger for a computer-based system it is necessary to first assign

unique codes for each item in the store. The unique code assigned to each item is known

as the key of the item record and identifies the record. After that it is necessary to find

out what data fields are needed for each item in the stock. The fields are determined by

working backwards, that is, first asking what outputs are needed and based on

Documents

IT 312 System Analysis and Design