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44221: Information Systems
Lecture 5 (Week 6)
Review & Ass 1 Requirements
By Ian Perry
http://itsy.co.uk/ac/0607/Sem1/44221_IS/
Ian Perry Slide 244221: Information Systems: Review & Ass 1 Requirements
Always Remember this!“Data is only potential information; information is potential knowledge; and knowledge is potential competitive advantage if it is used in a creative, flexible, and above all, accurate way.”
Adrian M (1990) Let’s Get Serious. Focus News. Winter.
Ian Perry Slide 344221: Information Systems: Review & Ass 1 Requirements
Data, Information & Knowledge Data = ?
A series of observations, measurements, or facts (transactions/events). [Collins Concise English Dictionary]
Information = ? Data + Structure + Context
The same data can give different information if a different structure and/or context is applied.
Knowledge = ? that which is gained by the possession of
information that enables people to have a ‘better’ understanding of a situation and/or make ‘better’ decisions.
Ian Perry Slide 444221: Information Systems: Review & Ass 1 Requirements
What is an Information System? Information System Computer System Need to take a holistic view of:
Organisation, People, and Technology.
People
TechnologyOrganisation
Ian Perry Slide 544221: Information Systems: Review & Ass 1 Requirements
What is a System? A set of interrelated components which
act together in an organised way in order to achieve an objective.
System, Sub-system, Element:
SystemSub-system
Sub-system
Sub-systemElement
Element
Element
ElementElement
ElementElement
Ian Perry Slide 644221: Information Systems: Review & Ass 1 Requirements
Boundary & Identity All systems must have a boundary;
to define which components are a part of this system. All systems must have an identity;
to distinguish them from other similar systems.
System ASub-system
Element
Element
Element
Sub-system
Element
Element
Element
System CSub-system
Element
Element
Element
Sub-system
Element
Element
Element
System B
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
System ASub-system
Element
Element
Element
Sub-system
Element
Element
Element
System ASystem ASub-system
Element
Element
Element
Sub-system
Element
Element
Element
System CSub-system
Element
Element
Element
Sub-system
Element
Element
Element
System CSystem CSub-system
Element
Element
Element
Sub-system
Element
Element
Element
System B
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
System B
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
Ian Perry Slide 744221: Information Systems: Review & Ass 1 Requirements
Environment? A System ‘exists’ within other Systems”.
These “other Systems” are the Environment of the System.
Must make a distinction between: External Environment - over which we have little or no
control. Internal Environment - which we may be able to control to
some extent.
System
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
Customers
SuppliersCompetitors
The Government
System
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
System
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
Customers
SuppliersCompetitors
The Government
Ian Perry Slide 844221: Information Systems: Review & Ass 1 Requirements
Components Systems are an organised whole,
consisting of a number of component parts, i.e.: Concrete/Hard Components => quite
easy to identify, as they: tend to ‘appear’ the same to different
individuals. AND are easy to define/quantify/measure.
Abstract/Soft Components => often very difficult to identify, as they:
may ‘appear’ differently to different individuals. AND are difficult to define/quantify/measure.
Ian Perry Slide 944221: Information Systems: Review & Ass 1 Requirements
Components, Holism, Emergent Property
OrderProcessing
CustomerRequirements
ProductKnowledge
CustomerSatisfaction
Soft/Abstract Example
Hard/Concrete Example
Ian Perry Slide 1044221: Information Systems: Review & Ass 1 Requirements
Connection & Interaction Systems do not exist in isolation; they are both
‘connected to’ and ‘interact with’ other systems. Connection between systems may be Permanent or Ad-hoc. Interaction between systems is, in most cases; a two-way process.
System ASub-system
Element
Element
Element
Sub-system
Element
Element
Element
System CSub-system
Element
Element
Element
Sub-system
Element
Element
Element
System B
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
System A is ‘usually’ supplied with raw materials by System B.
However, if System B is unable to supply ‘enough’ raw materials, they can be sourced f rom System C.
System ASub-system
Element
Element
Element
Sub-system
Element
Element
Element
System ASystem ASub-system
Element
Element
Element
Sub-system
Element
Element
Element
System CSub-system
Element
Element
Element
Sub-system
Element
Element
Element
System CSystem CSub-system
Element
Element
Element
Sub-system
Element
Element
Element
System B
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
System B
Sub-system
Element
Element Sub-system
Element
Element
Element
Sub-system
Element
Element
System A is ‘usually’ supplied with raw materials by System B.
However, if System B is unable to supply ‘enough’ raw materials, they can be sourced f rom System C.
Ian Perry Slide 1144221: Information Systems: Review & Ass 1 Requirements
Connection & Interaction (continued)
Naming Sub-systems may make the Connections & Interactions easier to understand.
CompetitorsGovernment
System
Customer Services
Warehousing
Manufacturing
Element
Customers
Suppliers
Element Element
ElementElement
Element
Element
Ian Perry Slide 1244221: Information Systems: Review & Ass 1 Requirements
Connection & Interaction (continued)Concentrate (i.e. ‘zoom-in’) on ONE of the original Sub-systems at a time; and ‘view’ it as a System (naming its Sub-systems & Elements), in order to explore the Connections & Interactions in more detail.
Customer ServicesCustomers
Order Processing
Warehousing
Manufacturing
Warehouse Checking
Manufacture Requests
Check Stock
Calculate Manufacture Requirements
Receive Request
Request Manufacture
Receive Order
Request from Stock
I nform Customer
Receive Request
Customer ServicesCustomers
Order Processing
Warehousing
Manufacturing
Warehouse Checking
Manufacture Requests
Check StockCheck Stock
Calculate Manufacture Requirements
Receive RequestReceive Request
Request ManufactureRequest Manufacture
Receive OrderReceive Order
Request from StockRequest from Stock
I nform CustomerI nform Customer
Receive RequestReceive Request
Ian Perry Slide 1344221: Information Systems: Review & Ass 1 Requirements
Input -> Process -> Output ‘Zooming-in’ results in the ‘discovery’ of a
‘chain’ of individual Processes. Interaction between Processes occurs via:
Inputs i.e. what is required by the Process
MUST know where these come from. many potential Inputs, e.g. Data, People, Machines,
Raw Materials, etc. (depends upon the nature of the Process)
Outputs i.e. what is produced by the Process
MUST know where these go to. two main Outputs, i.e. Products & Information.
Ian Perry Slide 1444221: Information Systems: Review & Ass 1 Requirements
An Example Process? A Process ‘transforms’ Inputs to Outputs
e.g. the ‘Check Stock’ Process
Check Stock
Receive
Request
Need to identify this Process, or Processes?
Warehousing
Warehouse Checking
Input?• How much is
required of this/these Products?
Output?• How many of
this/these Products are in the warehouse?
Request Manufactu
re Input?• Currently have
this many of this/these Products.
Output?• Need to
Manufacture this many more of this/these Products.Output?
• Have enough.• Will be a delay.
Ian Perry Slide 1544221: Information Systems: Review & Ass 1 Requirements
Why are Processes important? Because it is only at the Process level
that you might suggest; “… where Information Technology might be
used to improve the efficiency and/or effectiveness of 2 of the processes that you have identified within The General Insurance Company’s information system.”
Therefore, at least TWO of the GIC Processes are VERY important for you; as they represent 30% of the marks for
Assignment 1.
Ian Perry Slide 1644221: Information Systems: Review & Ass 1 Requirements
Feedback & Control
Don’t really need to fully understand this yet; i.e. in order to complete Assignment 1.
Environmental Disturbances
Input(s) Actuator Sensor
Goal
Output(s)
Comparator
Feed-back
Process
The ‘Feedback Control Loop’; The basic unit of Control for any Process.
Ian Perry Slide 1744221: Information Systems: Review & Ass 1 Requirements
Elements of Control Sensor
Monitor/Measure the Output(s) of the Process. Feed-back
Communicate the Sensor Measurement to someone/something.
Comparator Compare the Sensor Measurement to the Goal.
Goal The desired state of this Process.
Actuator Some means of ‘doing something’ in order to effect
a change in the Input(s) to the Process.
Ian Perry Slide 1844221: Information Systems: Review & Ass 1 Requirements
Assignment 1 Deadline = Friday, the 10th of
November Weighting = 50% of Module Marks Requirements:
Describe a business situation, as presented by the case study scenario, using appropriate systems language.
Identify specific processes (i.e. TWO of them) within the case study organisation that might benefit from the development of computer-based Information Systems tools.
Ian Perry Slide 1944221: Information Systems: Review & Ass 1 Requirements
GIC – Case Study The General Insurance Company (GIC), is
based in Manchester, and was originally set-up in 1996 by David and Jane Cowper, who had just completed their undergraduate degrees. Since then the company has experienced modest
growth, and they now employ a staff of 6 Insurance Clerks (based at the Head Office in Manchester) and 12 Insurance Advisors who deal directly with Customers in one of 4 Regions of the UK.
GIC offer a range of general insurance products, including Motor, Home, Travel and Life Insurance, which are sold to Customers by one of the Insurance Advisors for the Region in which they live.
Ian Perry Slide 2044221: Information Systems: Review & Ass 1 Requirements
GIC – Case Study (continued) The 4 Regions of the UK, and the number of
Insurance Advisors operating in each Region, are as follows: The South-East 4 The South-West 2 The Midlands 3 The North 3
All of the Insurance Products offered by GIC are sourced (from major Insurance providers) by the Head Office, who; let the Insurance Advisors know which products can
be sold to their Customers, and provide a range of Brochures (which describe the products) Forms (to be completed and signed by the Customers).
Ian Perry Slide 2144221: Information Systems: Review & Ass 1 Requirements
GIC – Case Study (continued) It is the job of the Insurance Advisors to;
visit Customers in their homes in order to ascertain their insurance requirements,
and to help them fill in the Insurance Forms (some of which are quite complex) that must be completed in order to provide an accurate Insurance Quotation.
Two ‘types’ of Customer: Existing Customers (i.e. those who have already bought
insurance products from GIC) often contact one of the Insurance Advisors for the Region in which they live to arrange such a visit when they need advice on other insurance products. Insurance Advisors might also instigate a visit (usually on an annual basis) to review the insurance products already held by the Customer.
New Customers might be visited by invitation (i.e. having been introduced to friends/family of existing Customers) or as a result of advertisements in local/regional newspapers, or even by cold calling (which the Insurance Advisors do not like doing).
First thing every morning, each Insurance Advisor sends any Insurance Forms that they helped their Customers to complete the previous day back to the Head Office in Manchester.
Ian Perry Slide 2244221: Information Systems: Review & Ass 1 Requirements
GIC – Case Study (continued) When the Insurance Forms arrive at the Head Office, the
Insurance Clerks set about the task of interpreting the data on the forms in order to calculate Insurance Quotations.
GIC deal with a wide variety of Insurance Providers, and will ‘shop-around’ on behalf of their Customers in order to find the best deal on offer.
Once an Insurance Quotation has been calculated it is sent by post directly to the Customer.
Upon receipt of an Insurance Quotation, the Customer must then decide if they wish to go ahead with the insurance, in which case they must sign an Acceptance Form and send this, together with a cheque for the full amount of the premium back to GIC’s Head Office. If they do not want to go ahead, then they simply do nothing.
Upon receipt of a signed Acceptance Form, and accompanying payment, the Insurance Clerks send out the relevant Insurance Certificate to the Customer.
Ian Perry Slide 2344221: Information Systems: Review & Ass 1 Requirements
GIC – Case Study (continued) GIC are having particular problems with the following areas of
their business activity: Building up their customer base – they want more people
who require general insurance to know they exist and what they have to offer.
Supporting new and existing customers with information – to help them decide on the right type of insurance to match their requirements. Insurance Advisors often spend a great deal of their time, travelling to visit customers, and answering the same, predictable, questions.
Capturing the data for insurance calculations – some of the data that needs to be gathered before an Insurance Quotation can be calculated is quite extensive, and often involves filling in quite complex Insurance Forms. The completed forms then have to be sent by post back to the head office, which delays things by up to 3 days.
Calculating accurate insurance quotations – which often requires a number of quite time-consuming, and hence error prone, manual calculations to be performed. The forms are often difficult for the Insurance Clerks to read/interpret, as some of the Customers do not fill them in very legibly.
Ian Perry Slide 2444221: Information Systems: Review & Ass 1 Requirements
Marking Guidelines Describe the current information system, as presented by
The ‘General Insurance Company’ Case Study, using appropriate systems concepts. (70 Marks)
Try to include as many of the following systems concepts as you can in your description of the current information system:
System Sub-system Element Component Holism
Emergent Property Boundary Identity Internal Environment External Environment
Connection Interaction Input Process Output
This document should be around 1,750 words in length.
Make sure everything that you include is directly relevant to GIC; i.e. DO NOT include general descriptions, which could be applicable to any elements, of any information system, for any organisation.
No description of an information system would be complete without the use of diagrams (which are not included in the word count). You MUST, however, only use ‘Bubble’ Systems Diagrams to illustrate/explore the system that is GIC.
Ian Perry Slide 2544221: Information Systems: Review & Ass 1 Requirements
Marking Guidelines (continued) Identify where Information Technology might be
used to improve the efficiency and/or effectiveness of 2 of the processes that you have identified within GIC’s information system. (30 Marks) To do this, you MUST have first described the
information system down to the level of individual processes.
i.e. you MUST understand: What the Process is/does? What the Inputs/Outputs of the Process are? Where the Inputs/Outputs come from/go to?
This document should be around 750 words in length.
Ian Perry Slide 2644221: Information Systems: Review & Ass 1 Requirements
Don’t Miss the Deadline! The Assignment 1 Deadline is;
Friday, the 10th of November. There will be No Lecture next week;
Lectures will re-commence after you have handed-in Assignment 1; i.e. on Monday, the 13th of November.
If you want any help with Assignment 1; then make sure that you come along to the
next two Workshop sessions.
Good Luck!