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Course - DT249/1 Course - DT249/1 Subject - Information Systems in Organisations MODELLING INFORMATION SYSTEMS CONCEPTS Semester 1, Week 4
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Page 1: Course - DT249/1 Subject - Information Systems in Organisations MODELLING INFORMATION SYSTEMS CONCEPTS Semester 1, Week 4.

Course - DT249/1Course - DT249/1

Subject - Information Systems in Organisations

MODELLING INFORMATION SYSTEMS CONCEPTS

Semester 1, Week 4

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Textbooks?Textbooks?The Laudon and Laudon book,

‘Management Information Systems’ (Seventh Edition) – Chapters 1 (1.1), 2 (2.1) and 10 (10.3 and 10.4)

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Concepts – What Concepts – What Concepts?Concepts?There are many concepts

(hundreds?) related to Information Systems and Information Technology.

In this subject we are working in the context of Management Information Systems – so I have kept that in mind when rounding up the concepts ‘that matter’.

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Concepts – What Concepts – What Concepts? (2)Concepts? (2)Concepts such as:

◦Data◦Information◦Knowledge◦Information Systems◦Information Technology◦Stakeholders (People)◦Informatics◦Analysis◦Design

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Concepts – What Concepts – What Concepts? (3)Concepts? (3)From Information Systems,

Information Technology and Analysis and Design come other concepts:◦Information System Types (IS)◦ Information Technology Infrastructure

(IT)◦E-business (Electronic Business (E-

Commerce)) (IT)◦Life Cycle (Analysis and Design)

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Management of these Management of these ConceptsConceptsThis lecture session looks at the

concepts mentioned and goes on to consider the management implications of/for these concepts and the ideas on which they are based.

Trying not to repeat myself on points made in last week’s lecture, let us return to what information systems are…

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Data, Information and Data, Information and KnowledgeKnowledgeA concept of what information

systems are;Information systems are concerned with providing information to support people (e.g. end users) taking actions (such as the tasks of their job).

(End users: very often these are the organisation’s employees.)

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DataData A datum is one symbol that is used to represent

something. (Collectively, data are symbols – the plural of ‘datum’.)

So data are facts about the world – but only some are significant or of interest to people. (e.g. user requirements).

Within the great mass of facts in the world, the sub-set of facts that one might select for attention are called ‘capta’ properly.

The capta might be stored in a computer system for specific purposes. (Example; a database.)

In the Information Systems context, data (or capta) are the raw inputs of Information Systems; facts of some interest to the information systems users.

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InformationInformation Information is processed, or value-added data -

or data interpreted in some meaningful context. You cannot have information without people

(observers) with interest in its data content and some sort of context in which it is placed. (This is “meaning attribution”.)

The attribution of meaning in a context converts data into something different, i.e. information.

Information has a temporal dimension - what might be meaningful at one point in time may be completely irrelevant at another time.

What might be information to one person may not be to another – these people may have different interests at different times.

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KnowledgeKnowledge The process by which data is converted into

meaningful information can lead to larger structures of related information.

These larger, longer-living structures might be viewed as knowledge.

These larger structures are often integrated with existing knowledge to create an improved knowledge within that context.

Knowledge can also be thought of as being an understanding of what the information means or implies.

Knowledge: accurate information that has been incorporated into our way of understanding the world around us. It is the sense we make of the world. It helps us decide on action when we want to have an effect on the world. (Info System example; Decision Support System.)

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Data, Information and Data, Information and Knowledge (2)Knowledge (2)

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Information SystemsInformation SystemsAn Information System allows for

the collection, processing, storage, analyses and dissemination of information for a specific purpose.

It is possible for an organisation to have an Information System free of any computer-based system.

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Information Systems (2)Information Systems (2)Computer-based Information

System (CBIS); an Information System that uses computer technology to perform some or all of its intended tasks.

Many (textbook) definitions of an Information System describe a system of hardware and software only. The data and purpose (or usage) come outside this definition.

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Information TechnologyInformation TechnologyInformation Technology deals

with the use of electronic computers and computer software to convert, store, protect, process, transmit, and retrieve information. (As defined by Wikipedia).

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Information Systems and Information Information Systems and Information TechnologyTechnology A bit of a paradox… Information Systems are distinct from Information

Technology (IT) systems, with IT systems being ‘component elements’ of most modern Information Systems.

An Information Technology system has data as input, manipulates such data as a process and outputs manipulated data.

IT provides the means to construct aspects of information systems;◦ IT includes computer software, hardware, data

storage and communication technology. Information Systems have existed in

organisations prior to the invention of IT, so information systems do not need modern IT to exist - but modern Information Systems rely on IT to some degree.

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Information Systems & Information Information Systems & Information Technology (2)Technology (2) In principle you could think of the fundamentals

of Information Systems without reference to the technology used in actual systems – but it is now necessary to think of Information Systems in relation to IT.

The rapidly changing technology offers the possibility for new kinds of Information Systems well beyond the capability of earlier technology. (Technology progresses Information Systems.)

This, in an organisation, makes possible new activities, new ways of doing information-reliant work and allows managers to think differently about opportunities - none of which would have been possible without new technologies.

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Information Systems & Information Information Systems & Information Technology (3)Technology (3) Many IT professionals assume Information

Systems and IT are much the same thing.

BUT

just as Information Systems cannot ignore IT, so work using IT needs to be done in relation to the human and social context.

This essentially means that IT work needs to be interactive, with business analysts (and/or systems analysts) and users. This is a strong rationale for modern user centred design approaches.

(More on these points later.) 

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IT - IS - OrganisationsIT - IS - OrganisationsInformation Systems mediate between Technology and

Organisations

IT

Organisations

IS

This is a GLOBAL perspectiveA DeMontford University diagram

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IT - IS – Organisations (2)IT - IS – Organisations (2)Information Systems mediate between Technology and

Organisations (but Organisations have the main ownership)

IS

IT

This is an INDIVIDUAL ORGANISATION perspective

Organisations

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What are Information Systems What are Information Systems For?For?One view of what information systems are for

is that they fulfil the following basic functions:◦Remembering the past – keeping historical

data, as a record of what has happened and for facilitating various analysis.

◦Handling the present – recording various transaction and automating various processes.

◦Preparing for the future – providing information to facilitate various decision-making and planning processes. …since information is temporal.

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Information Systems as Information Systems as MediatorsMediatorsAnother view of what information systems are

for is that they mediate between data and the user:

◦The data is entered into the system, possibly processed, often recorded and often output at a later stage.

◦The mediation – where the system ‘stands between’ the data and the user who uses them – requires clear analysis and accurate design to produce hardware/software systems that are effective and desirable. (More on that later.)

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StakeholdersStakeholdersThe group of people to which an

Information System is relevant is the group of the users of the system, but other groups may be involved in an Information System.

People with an interest in an Information System are referred to as ‘stakeholders’.

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Stakeholders (2)Stakeholders (2)The more common stakeholders for an

Information System might include:◦ Users – there are usually multiple users and/or

user groups, often with different interests ◦ Clients of the system – e.g. customers are

clients of a banking system ◦ User management and system ‘owners’◦ System developers ◦ System administrators and user support ◦ Other technical support people such as

database administrators, network managers, systems security, etcetera.

◦ Computer auditors ◦ Information System managers

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InformaticsInformaticsInformatics is the field that considers

the nature of information (in its various forms including data and articulated knowledge).

Informatics examines the use of information by humans to achieve various ends; the technologies of its management ◦ how it is created, stored, processed,

communicated and mobilised,the issues it raises ◦ validity, privacy, security and protocoland the repercussions of information for people, organisations and society.

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Informatics (2)Informatics (2)Applied Informatics examines the above

topics in relation to a particular knowledge domain. Example; Health Informatics examines topics from a doctor (GP) looking after patient records, all the way through to Expert Systems (at the complex end of things) for diagnosis, also, perhaps, remote medicine… to medical research.

Another term, ‘organisational informatics’ encompasses the application of information, Information Systems and IT within organisations.

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AnalysisAnalysisBusiness Analysis

Systems Analysis

Any other analyses?

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What is Analysis?What is Analysis?Analysis is, perhaps, the breaking

down of problems into chunks small enough to be solved easily.

In Information Systems development; to understand and model complex situations.

(A lot of modelling comes up in Management Information Systems - the subject.)

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Business AnalysisBusiness Analysis Business analysts bridge the gap between the

various stakeholders to accurately define project requirements and carefully control the scope.

(The scope of a project – how much of the organisation is under analysis, how long will it take…? You might view the scope as setting the boundaries of a project. )

The business analyst is skilled at working with end-users to determine what their task needs are.

The business analyst has some technical experience which is useful in determining if a user's requests are feasible – but, really, their perspective is mainly that of the organisation.

/…continued

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Business Analysis (2)Business Analysis (2) The business analyst is also responsible for ‘drilling

down’ into each business requirement to ensure that what is being asked is actually what is needed.

It is also the business analyst’s role to translate what the user is asking for into a technical form that the client/server programmer or web developer can understand.

The analyst is proactive in identifying potential projects which may help to improve the business.

The business analysts have a role to understand the organisation and its processes, and know about the direction of the organisation -at the same time, understanding Information Systems and IT issues sufficiently to be able to define requirements and to offer potential solutions to end users.

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Systems AnalysisSystems AnalysisSystems analysts bridge the gap

between the various stakeholders to accurately define technical requirements and define the Information Systems scope.

The systems analyst is skilled at working with end-users to determine what their computational needs are.

The systems analyst has some organisational experience which is useful in determining if a user's requests are feasible – but, really, their perspective is mainly that of the technology.

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What a Systems Analyst What a Systems Analyst DoesDoes Conducts feasibility studies (with alternatives) Liaises with users and determines requirements Finds out facts important to the design of the

proposed system Determines human and computer procedures that will

make up the new system Designs data storage (files) and interfaces Writes program specifications Tests programs and systems Designs implementation procedures Documents the system Plans, monitors and controls the systems development Reviews how successful the project was Oversees the maintenance of the system

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Systems Analyst SkillsSystems Analyst Skills

Systems Thinking – the analyst must understand systems concepts be able to apply systems thinking to Information

SystemsOrganisational Knowledge – the analyst must

be able to identify processes / internal politics be able to negotiate the competitive and regulative

environment / strategies and tactics

The analyst must be good at problem Identification, problem/situation analysis and problem solving.

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Systems Analyst Skills (2)Systems Analyst Skills (2)

Technical Skills - understanding hardware / software be willing to become involved in publications /

professional societies / courses and conferencesManagement Skills -

have some capability in resource management / project management – as well as

risk management / change management / people management

Interpersonal Skills – analysts must have communication skills / working alone and in

teams be able to facilitate groups / manage expectations

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Specialist SkillsSpecialist Skills

IT Systems Analysts used to do all these tasks but computing is getter ever more complex. It is beyond the capability of one person…

So specialisms have emerged and systems analysts may opt to work in specific areas such as;◦ Business Analysis◦ Data Analysis◦ Networking◦ Communications … World-Wide Web (WWW) …

etcetera.

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The Role of the Systems The Role of the Systems AnalystAnalyst

Facilitator Communicator

Achiever … plus many more…

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Role On…Role On…

Rules for roles of Systems Analysis◦Do not assume that a computer system is the solution

◦“Computerising a bad system gets you into trouble faster”

◦Analysts do not decide the best solution◦The client must decide from options

given◦The underlying business process must

be sustainable

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Analysis and DesignAnalysis and Design

Systems Investigation

Systems Analysis

Systems Design

Systems Implementation

Review & Maintenance

Feasibility Study

Project Selection

Design is building upon the analysis to develop the selected solution

Analysis is the problem solving stage

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DesignDesign

“Stating how a system will be constructed without actually building it.” (Rumbaugh)

A construction industry corollary;◦ Sketch plans◦ Outline◦ Detail◦ Written Specifications ….THEN◦ Actual construction

For Information Systems, that would be a good idea!

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When to Design?When to Design?Alongside construction (e.g. Just In

Time?)Alongside Analysis (finding solutions

to problems as we go along – often only in outline)?

After the analysis stage (e.g. detailed design)?

Or both – as in rapid development (RAD – Rapid Application Development – or prototyping).

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When to Design? (2)When to Design? (2)By the way, there is usually a distinction

between ‘Logical Design’ and ‘Physical Design’.

Why? There is an independence of the physical

implementation. This works best with databases because it is easier to control and monitor problems/changes with the data if it is documented in a logical design. You can apply solutions/changes to the physical database system.

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Emergent Concepts – Information Emergent Concepts – Information SystemsSystemsWithin Information Systems there

are concepts such as:◦Hardware is a device such as a

processor, monitor, keyboard or printer

◦Software is a program or collection of programs that enable hardware to process data.

◦Database is a collection of related files or tables containing data.

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Emergent Concepts – Information Emergent Concepts – Information Systems (2)Systems (2)Network is a connecting system

(wireline or wireless) that permits different computers to share resources.

Procedures are the set of instructions about how to combine the above components in order to process information and generate the desired output.

People are those individuals who use the hardware and software, interface with it, or use its output. (Remember the stakeholders..?)

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Emergent Concepts – Information Emergent Concepts – Information Systems (3)Systems (3)

Types of Information Systems – systems that support specific functional areas and operations include:◦Functional Area Information System◦Transaction Processing System (TPS) ◦Enterprise Resource Planning (ERP)

System◦Interorganisational Information System◦Electronic Commerce Systems

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Emergent Concepts – Information Emergent Concepts – Information Systems (4)Systems (4)

Types of Information Systems – examples;◦Office Automation System (OAS)◦Management Information System (MIS)◦Decision Support System (DSS)◦Expert System (ES)◦Executive Information System (EIS)

Yes… some of these mentioned in the last few weeks…

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Emergent Concepts – Information Emergent Concepts – Information TechnologyTechnology

Information Technology Architecture. A high-level map or plan of the information assets in an organisation, which guides current operations and is a blueprint for future directions.

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Emergent Concepts – Information Emergent Concepts – Information Technology (2)Technology (2)

Information Technology Infrastructure. The physical facilities, IT components, IT services and IT management that support an entire organisation.

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Emergent Concepts – Systems Emergent Concepts – Systems AnalysisAnalysisSlide 37 showed the ‘Waterfall

Model’ of Systems Analysis – it is, essentially, a Life Cycle.

It began with ‘Project Selection’ but this could also be termed, ‘Fact Finding’ with variant stages (or phases) thereafter – up until the design phase.

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Emergent Concepts – Systems Emergent Concepts – Systems Analysis (2)Analysis (2)So, for example, Requirements

Modelling comes immediately after Fact-Finding logically.

Practically speaking, it is impossible to separate the two.

Analysts generally model as they go along so the Design phase might be reached via this model.

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Emergent Concepts – Systems Emergent Concepts – Systems Analysis (3)Analysis (3)The immediate next step is

Requirements Analysis.After that, we move into DesignOnly when we fully understand the

problem, can we develop a complete solution.

(In practice, developers often begin designing parts of the solution much earlier)… Anyway, a Life Cycle emerges.

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Emergent Concepts – Systems Emergent Concepts – Systems Analysis (4)Analysis (4)Fact-Finding + Requirements

Modelling + Requirements Analysis = the entire Systems Analysis activity.

For a strictly waterfall lifecycle:Fact-Finding

Modelling

Analysis

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Emergent Concepts – Systems Emergent Concepts – Systems Analysis (5)Analysis (5)

As an iterative (repeated, looped) activity (common even within a Waterfall Life Cycle)

Learn a bit about the problem

Model what you learned

Analyse its structure and implications

Requirements Modelling

Requirements Analysis

Fact-finding

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Emergent Concepts – Systems Emergent Concepts – Systems Analysis (6)Analysis (6)

Example of a fully iterative Life Cycle:

Analyse the model

Model the facts

Learn some facts

Review what was

learnt

Test what you built

Build a bit of

solution

Design a bit of

solution

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Information Systems Concepts and Information Systems Concepts and ManagementManagement

The Life Cycle is very often an a representation of the analysis of organisational structure, information flow and the needs of users to establish a specification of Information Systems resources.

The terms for the resources will match many of the concepts mentioned in this lecture.

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IS Concepts and IS Concepts and Management (2)Management (2)Which IT resources are managed and by

whom?◦Generally, computing resources are

located through the organisation and, typically, many employees use computers in their work (as end-users).

◦This system is known as ‘end user computing’.

◦It is certainly the format for knowledge workers – people who work with (produce?) information as a main part of their job.

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IS Concepts and IS Concepts and Management (3)Management (3)The major categories of information

resources are hardware, software, databases, networks, procedures, security facilities and physical buildings.

Business and systems analysts will help bridge the gap between these resources and the people who need them.

Management could be global to these resources – as in the case of a managed department.

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Information Systems Information Systems DepartmentDepartmentThe role of an IS department

◦Typically, the Information Systems (or IT) Department is responsible for corporate-level and shared resources and for using IT to help end users’ match their task and technology requirements.

◦End users are responsible for their own computing resources and departmental resources.

◦The department and end users work together as partners to manage the IT resources.

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Information Systems Information Systems Department (2)Department (2)In many cases the IS Department has

changed from a purely technical support role to a more managerial and strategic one.

The role of the director of an IS department has changed from a technical manager to a senior executive. She/he spends more time negotiating with end users about their technology ‘wants’ than the traditional times of telling users what technologies they must accept and learn to use.

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Traditional Major IS Traditional Major IS FunctionsFunctionsManaging systems development

and systems project management.Managing computer operations,

including the computer centre (the IS or IT Department).

Staffing, training and developing IS skills.

Provide technical services.Infrastructure planning,

development and control.

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New (Consultative) IS New (Consultative) IS FunctionsFunctionsInitiating and designing specific

strategic IS.Incorporating the Internet and e-

commerce into the business.Managing system integration

including the Internet, intranets and extranets.

Educating the non-IS managers about IT.

Educating the IS staff about the business.

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New IS Functions (2)New IS Functions (2)Supporting end user computing.Partnering with the organisation’s

executives.Managing outsourcing (where it is

used).Proactively using business and

technical knowledge to propose innovative ideas about IT.

Creating business alliances with vendors and IS departments in other organisations.

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SummarySummaryThere are many, many concepts

for information systems and Information Technology.

Some of these concepts have more concepts within them.

Management of Information Systems means management of these concepts in relation to how they fit into people’s tasks.

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What Next?What Next?

Next Week:

Modern Information Systems Applications


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