Information Systems for management

IT FOR MANAGERS

AP Shareef MBA, M.Com, NET

Asst. Professor in Management, Markaz Law College

AP SHAREEF’S LECTURE ON IT FOR MANAGERS

Software


SOFTWARE A set of computer instructions is called a

program. A set of computer programs is called

a software. It is a collection of programs which

increase the capabilities of computer

hardware. The process of developing software

is known as programming.

Software is intangible

Software is the soul of computer

It activates the dead machines.


System software

Computer software designed to operate the

computer hardware and to provide a platform

for running application software is what is

system software. It controls the entire

computer program. System software helps use

the operating system and computer system.

It controls all operations

Moves data into and out the computer

It is essential for


Op

era

tin

gs

ys

tem

sAn operating system is a program designed to

run other programs on a computer. It is that

part of a system software which acts as an

interface between hardware and end user.

Operating system is considered to be the

back bone of a computer, managing both

hardware and software.


Basic functions of an operating system

Schedule jobs

Manage hardware and software resources

Maintain system security

Enable multiple user resource sharing

Handle interrupts

Maintain usage records


Types of Operating system

Single tasking: It allows only one program to run

at a time. One program has to close for opening

another program.

Multi tasking: It enables a single user to have two

or more applications open at the same time.


MS DOS: MS Disk Operating System

Non graphical command line OS

Released in 1981 and last updated in 1994

User is required to type commands instead of

using a mouse.


Micro Soft Windows

GUI

No commands

Simple and user friendly

Multi tasking features


Windows versions

Windows 1995 Developed for home and professional users

Network ready OS

Windows NT Known as New Technology

A stable multitasking environment

Enhanced security features

Increased memory

Network utilities

Portability


Windows 2000

It is used on personal computers,

business desktops, laptops and servers

Windows ME was designed for home use while 2000

for business purpose

Windows XP

It was released in 2001

Home and Professional variants

Features

Faster start up

User friendly interface

Fast user switching

Clear Type font rendering mechanism

Remote desktop functionality


Windows vista

Released in the year 2007

Comes with many technical changes

Updated GUI

Visual style dubbed aero

Redesigned search function

Multimedia tools (Windows DVD Maker)

Redesigned networking, audio, print, and display

subsystems


Windows 7.0

It is designed for

Home & Business desktops

Personal computers

Laptops

Notebooks

Tablet PCs

Media centre PCs

It was more focused on applications and hardware

It excluded Windows calendar, Windows Mail,

Windows Movie Maker and Windows Photo Gallery.

These are offered in Windows live Essentials Suite.


UNIX OS

Unix OS is a computer OS

developed in 1969 by a group of

American Telephone & Telegraph

Company employees at labs

Featured with client server model

Unix is generally seen as an OS

on workstations or a network

server

It allows multiple processors going

at once

Unix philosophy

Use of plain text

for storing data

Hierarchical file

system

Use of large

number of

software tools


MAC OS

GUI

Developed by Apple Inc.

First introduced in the year 1984


Classic Mac OS

Completely graphical OS

Ease of use

Cooperative multitasking

Mac OS X

Server edition

Runs on Apple’s line of Macintosh server hardware

Includes work group management and administration

tools for key network services


Linux OS

It is a UNIX-Like operating system

Modifiable codes

Used on devices from supercomputers to wrist

watches

Widely adopted for servers and embedded

systems


Other system software

Device drivers: These are small files that act

as an interface between hardware and the

operating system in a computer. Hardware

requires device drivers so that the OS can see

the device and handle them properly.


Utility programs or Service programs.: these are system programs for performing general system support tasks. Following tasks are performed by utility programs.

Sorting and storing the data

Checking or scanning the data for security

Making a copy of all information

Deleting, renaming, moving, copying, merging, generating and modifying data sets.

Providing encryption. Etc.


• Compilers: High level language Machine level codes (translation is done at once before the program is executed)

• Interpreters: High level language Machine level codes (translation is done line by line)

• Assemblers: Assembly language Machine level codes

Language translators:


General purpose

software This software provides the framework for a great

number of business, scientific, and personal applications.

Word processors: It is a document preparation system. E.g. MS Word, Polaris Word

Spreadsheet program: Commonly known as pay roll application. Lotus, MS Excel, Polaris Spreadsheet

DBMS: MS Access, Oracle

CAD and CAM Programs: Auto CAD, Revit Etc.

Internet Browser: Opera, Netscape Navigator, Internet Explorer, Google Chrome

E-Mail Software: Hotmail, Yahoo mail, Gmail, Rediffmail.


Application software

Software which is used for applications specifically designed for users to fit their needs

ERP: The system to integrate all data and processes of an organization into a single unified system. Tally

Peachtree

QuickBooks

SAP

Decision Support System: Cost accounting system

Capital Budgeting system

General Decision Support System


Artificial Intelligence System : E.g. Robotics

Expert Systems: Used for complex and ill

structured tasks. It helps non experts to make

decisions comparable to those of an expert.


DBMS


Types of databases

Operational databases: They store detailed data needed to support operations of the entire organization. They are called as Subject Area Databases (SADB), Transaction Database, Inventory Database and Production Database. E.g. Customer Database, Personnel Database.

Management database: They store data and information extracted from selected operational and external database. It consists of summarized data and information needed by the organization’s managers and other end users.


Information Warehouse database: An information warehouse stores data from current and previous years. This is usually data taken from the various operational and management databases of an organization.

External database: For some databases, there is option to connect with external privately owned online databases. Its for smooth commercial information services.


Text databases: A full-text database is a database that is comprised of several books, articles, journals, magazines, newspapers and other textual documents but does not include graphical documents such as drawings, diagrams or pictures. Each of the referenced documents can be viewed, printed or downloaded online.

Image databases: Wide variety of images can be stored electronically in image databases. Even electronic encyclopaedia are available on CD ROM disks which store thousands of photographs of text. Image data processing is the use of image database in business organizations


Management Information

System


What is an information system

An information system can be defined as a set

of interrelated components that collect,

process, store and distribute information to

support decision making and control in an

organization.

In addition to the above, information systems help

managers and workers analyze problems,

visualize complex subjects, and create new

products.


Types of information systems

Transaction processing systems.

TPS is an information system that keep track of

the elementary activities and transactions of

the organization, such as sales, receipts, cash

deposits, payroll, credit decisions, and the flow

of materials in a factory.

It is a computerized system that performs and

records the daily routine transactions

necessary to conduct business


Management information systems

MIS provide middle managers with reports on the organization’s current performance. This information is used to monitor and control the business and predict future performance. It uses data supplied by TPS and compresses them into reports.

The picture depicts how MIS transforms transaction level data from inventory, production, and accounting into MIS files that ate used to provide managers with reports.


Decision Support Systems

DSS focuses on problems that are unique and

rapidly changing, for which the procedure for

arriving at a solution may not be fully

predefined in advance.

It takes information from TPS and MIS. But

often bring in information from external

sources, such as the current stock prices or

product prices of competitors

These systems are employed by “super-user”

managers and business analysts who want to

use sophisticated analytics and model to

analyze data.


Executive Support System (ESS)

ESS addresses the decision making needs of senior management. It supports strategic issues and long term trends.

ESS present graphs and information from many sources through an interface that is easy for senior management. It is designed to incorporate data about external events, such as tax laws or competitors, but they draw summerized information from internal MIS and DSS.


Enterprise Resource Planning Systems

These integrate business processes in

manufacturing and production, finance and

accounting, sales and marketing, and human

resources into a single software system .

For example, when a customer places an order, the

data automatically go to the other parts which are

affected by it. The transaction gives information to

the warehouse to pick the products and arrange

for shipment. The warehouse informs the factory

to replenish what has been reduced. Accounting

department takes steps to send customer an

invoice. Customer service executives observe the

progress of the order.


Supply Chain Management System

This system help the business to manage

relationship with suppliers. Suppliers,

purchasing firms, distributing men and logistics

companies benefit by this system. It shares

information on orders, production, inventory

levels and delivery of goods and services so

that the above groups can get efficient

services.

It is an inter-organizational system because they

automate the flow of information across

organizational boundaries.


Customer Relationship Management System

CRMS helps the management to keep effective

relationship with its customers. It provides

information to coordinate the sales and

marketing activities in such a way as to create

delighted customers. The most profitable

customers can be retained by this system.


Knowledge Management Systems.

These enable an organization to better manage

process for capturing and applying knowledge

and experience in the firm, and make it

available wherever and whenever it is needed

to improve business and management

decisions.

They link the firm to external sources of

knowledge.

This firm knowledge is unique, difficult to imitate

and can be leveraged into long term strategic

benefits.


Computerized Accounting

Package

It is a package designed for accounting with

the use of computers for recording, reporting

and analysing the financial data of a business.

These are software programs that are stored

on a company’s computer, network server, or

remotely and accessed via the internet. A

business can customize the software to suite

the particular needs.


Salient features of Computerized Accounting

Package.

Fast, Powerful and integrated.

Complete visibility.

Enhanced user experience

Accuracy.

Improves the business performance

Quick decision making

Complete reliability.


Financial Information System

It consists of the people, records, and methods

used to gather financial information about

business events, record it, process it into a

useful form, and communicate the information

to end users and decision makers in planning,

forecasting and controlling.

It works with many subsystems such as budget,

final accounts, costing, inventory, receivables etc

Information Systems for management

Leadership & Management

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