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COMPUTER BASED MANAGEMENT
INFORMATION SYSTEM
Zeshan Ahmer
Unit 2
People
Characteristics of People
Organization
Information System Personnel
System Models
System Development Life Cycle
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PEOPLE
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People
People are the most important part of any organization
and thus of any MIS. An MIS often succeeds or fails on
the basis of people involved
A number ofhuman characteristics can have an impacton the design and performance of information systems
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PEOPLE CHARACTERISTICS
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Some of the characteristics of people thateffect Information Systems:
Physiological Factors
Ergonomics
Workers Skills and Abilities
User Interfaces
Memory Processes
Learning
Psychological Factors
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Physiological Factors
MIS jobs are physically demanding, e.g. a person used towork on input of data can suffer from eyestrain,headaches, neck and back problems due to long sittingagainst display terminals
Workers physical workspace can also poorly designed orthe lighting factor may disturb the people
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Ergonomics
The field that studies computer workspaces and theireffects on users is known as ergonomics
Ergonomics attempts to overcome the problems
associated with poorly designed computer workspaces
that causes unnecessary physical and mental stress
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Workers Skills and Abilities
Organizational Behavior researchers have recognizedthat many on the job behaviors are affected by the skillsand abilities that worker posses
An employees capability to perform job tasks determinesthe skills and abilities Physical Abilities
Mental Abilities
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User Interfaces
Many of the interfaces for workers who enter Transaction
Processing Data are typically designed for the lowest
capability workers
At McDonalds or KFC, the terminals have specialkeyboards to facilitate fast and accurate data entry, e.g. if
a customer buys a burger, the clerk have to only press
the key that has a picture of the item the customer
ordered, the key with picture of burger
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Memory Processes
People differ in both their ability to memorize and in
speed which they recall the facts that are saved to
memory
Short Term Memory
Long Term Memory
External Memory
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A human information processing model
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Environment
Receptors
(Eye, Ear,
Nose)
Effectors
(Physical,
Spoken,
Written)
Processor(Brain)
Memory
Short Term
Memory (Brain)
Long Term
Memory (Brain)
External Memory
(Notes and
Reference
Materials)
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Learning
How people learn is an important consideration when
building or upgrading computer systems
Training of new technologies is costly
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PsychologicalFactors
A large number of psychological factors
contribute to the success or failure of an
Information Systems:
Perception (2 different people see same thing in different ways)Attitudes (Expression of feelings about people, objects, events etc)
Risk Taking Tendencies (Risk Seeker, Risk Avoider)
Willingness to Change
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ORGANIZATION
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Organization
Relatively long term, output producing entity that consistsof more people, has one or more goals and conductsitself to achieve these goals
A formal collection of people and other resourcesestablished to accomplish a set of goals
General Motors, National Wildlife Foundation, ShaukatKhanam, Nestle, Interwood
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Stable, formal structure Takes resources from environment
Processes them
Produces outputs
Rights and obligations
Delicately balanced
Conflict resolution
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Profit / Non Profit Organizations
Public / Private
Centralized / deCentralized
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INFORMATION SYSTEM PERSONNEL
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IT Infrastructure:
Hardware
Software
Networks
Information System
Specialists:
CIO
Managers
System AnalystsProgrammers
Network Specialists
Database Administrator
Clerical
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CIO
Telecommunications Data Administration
Data Processing
Director
Manager of
systems
design
Manager of
information
center
Manager of
programming
Computer
operations
manager
Manager of
office
automation
System
analystsSystem
programmers
Application
programmers
Computer
operators
Data entry
operators
Consultants
Trainers
Technicians
Staff
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SYSTEM MODELS
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System Environment
All system functions within some sort of environment. The
environment is the collection of elements. The elements
surround the system and often interact with it
Systems are normally delimited by a BOUNDARY, whichseparates them from environment. Anything within the
boundary is the part of the system and anything outside
is the part of the environment
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Environment
Boundary
System
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Icons in the figure represents system elements. The
Arrows indicate the relationship among these elements
In some cases, the elements themselves may represent
entire systems, called as Sub Systems
An organization may be sub divided into many functionalareas, such as marketing, finance, research, development
etc. Each of the functional areas can be viewed as the
subsystems of the larger organizational system
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Model is a representation of real world element or agroup of elements and relationships among them
For Example, a drawing of human skeleton is a graphicalmodel of the bone structures of human
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Types of Models
Mathematical Models
Physical Models
Graphical Models
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Mathematical Models
A Mathematical Model is used to express
relationship, in mathematical terms
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Physical Models
A Physical Model is usually a three-dimensional
representation that can be held or touched
In automobiles design, physical models of cars are helpfulto see that if a certain design will work
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Graphical Models
Graphical Models generally use symbols as icons,
boxes and lines to represent real world elements and
the relationship between them, for example, Data
Flow Diagrams, Entity Relationship
Diagrams, Flow Charts etc
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GRAPHICAL MODELS
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Data Flow Diagrams
Data Flow Diagrams focus on the data flowing in andout of the system and the processing of the data
Data Flow Diagram contains four symbols:
A rectangle with rounded corners
A square with two shaded edges
An arrow
An open-ended rectangle
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Basic Symbols of a DFD
A PROCESS means that
some action or group of
actions take place
An ENTITY is a person,group, department, or any
system that either receives
or originated data
A DATA FLOW shows that
information is being passed
from or to a process
A DATA STORE shows the
Interaction with a database
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Advantages of Data Flow Approach
Freedom from committing to the technical implementation
of the system too early
Further understanding of the interrelatedness of systemand sub systems
Communicating current system knowledge to users
through graphical model
Analysis of proposed system to determine if necessary
data and processes have been defined
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Levels of DFD
Context Level DFD
Zero Level DFD
One Level DFD ..
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Context Level Data Flow Diagram contains
three symbols:
A rectangle with rounded corners
A square with two shaded edges
An arrow
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Basic Symbols of a CL-DFD
Entity
Name
Process
NameA PROCESS means that
some action or group of
action stake place
An ENTITY is a person,
group, department, or any
system that either receives
or originated data
A DATA FLOW shows that
information is being passed
from or to a process
Information Passed
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CL-DFD of an Airline Reservation System
Passenger Travel Agent
Airline
AirlineReservation
System
Preferences and Available Flights
Ticketing Information
Travel Confirmation
PassengerReservation
Travel Confirmation
Chosen Flight
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Symbols of a Sub Level-DFDs
EntityName
ProcessName
A PROCESS means thatsome action or group of
action stake place
An ENTITY is a person,
group, department, or any
system that either receivesor originated data
A DATA FLOW shows that
information is being passed
from or to a Process orData Store
A DATA STORE shows that
data is being stored in
database table or retrieved
from database table
D1 Table1
Information Passed
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ERD
Graphical representation of database design is called
Entity Relationship Diagram
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Flow Charts
A chart that shows the sequence of actions to be held in a
process is called Flow Chart
Flow Chart is a Graphical representation of a process
It is having top to down flow
One starting point, one closing point
Conditions are used for decision making
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SYSTEM DEVELOPMENT LIFE CYCLE
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Systems Development Life Cycle
The SDLC is a phased approach to analysis and design
of systems
Analysts disagree on how many phases there are exactlyin the SDLC but generally divide the cycle in seven
phases
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Seven Phases of SDLC
Identifying Problems, Opportunities and
Objectives
Determining Information Requirements
Analyzing System Needs
Designing the Recommended System
Developing and Documenting Software
Testing and Maintaining the System
Implementing and Evaluating the System
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1 - Identifying Problems,
Opportunities and
Objectives
7 - Implementing and
Evaluating the System
6 - Testing and
Maintaining the System 5 - Developing and
Documenting Software
4 - Designing theRecommended System
3 - Analyzing System
Needs
2 - Determining
Information
Requirements
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1- Identifying Problems, Opportunities and
Objectives
The analyst is concerned with identifying problems, opportunitiesand objectives
The first phase requires that the analyst look at what is occurring inthe business, together with the organization people, the analyst
pinpoint the problems
Identifying objectives
First the analyst must discover what the business is trying to do, thenthe analyst will be able to see if some aspects of information systemsapplications can help the business reach its objectives
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People
Users
Analysts
Systems Managers coordinating the project
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Activities
Interviewing user management
Summarizing the knowledge obtained
Estimating the scope of project
Documenting the results
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Output
Feasibility report
containing a problem definition
and objectives summary
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2- Determining Information Requirements
Tools used to define information requirements in businessare sampling and investigating hard data, interviewing,
questionnaires, observing decision makers behavior and
office environment
In this phase, analyst tries to understand what
information user needs to perform their jobs
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People :
Analysts
Users
Typically operation managers and workers
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Activities System Analyst needs to know the details of current
system functions of the business under study:
WHO the people who are involved
WHAT the business activity WHERE the environment in which the work takes place
WHEN the timing
HOW how the current procedures are performed
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Output
Analyst understands
how the business functions
have complete information on the
people
goals
data
procedures involved
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3- Analyzing System Needs
People
System Analysts
Activities
Special tools and techniques help the analysts make
requirements definitions
One such tool is the use of data flow diagram to chart
the input, processes and output of the businesss
functions graphically
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Output
SystemAnalyst prepares a system proposal that summarizes what
have been found, provides analysis and makes recommendations.
If one of the recommendations are acceptable to the management,
the analyst proceeds along with the course
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4- Designing the Recommended System
People
System Analysts
The system analyst uses the information collected earlier
to accomplish the logical design of the informationsystem. The analyst design the accurate data entry
processes
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Activities and Output Produce specifications for programmers
Design Data Flow Diagrams
Entity Relationship Diagrams
Design output screens (either on screen or on paper)
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5- Developing and Documenting Software
People :
Analysts
Programmers
Users
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Activities
Analyst work with programmers to develop software that
is needed
Tools used are structure charts, flow charts and pseudo
code
The analyst use one or more of the tools to
communicate with programmer what needs to be
programmed
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Analyst work with users to develop effective documentation for
software, including procedure manuals
Programmers have a key role in this phase as they design, code
and remove errors
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Output
Analyst
develops effective documentation
develops training manuals
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6- Testing and Maintaining the System
Before the information system can be used, it must be
tested. It is much less costly to catch problems before the
system is signed over to users
Some of testing is done by programmers alone and some
of it by systems analysts in conjunction with programmers
Maintenance of the system begins in this phase
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7- Implementing and Evaluating the System
Analysts helps implements the information system
Training of users to handle the system
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Final Project
MIS
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Visit Organization Chosen for Group Project
Meeting with Contact Person in Presence of All Group Members
Ask Questions to Understand Business Processes Completely
Analyze Business Processes, Discuss with Group Members
FINAL PROJECT TASKSUNIT 2
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Using MS Word
Start Project Documentation; Introduction, Details of Visits to Organization &Interviews Conducted, Details of Exiting Business Processes
&
On paper
Design DFDs, Context, Zero, One and next level DFDs of organization
Design Flow Charts of Selected Business Processes
Design Entity Relationship Diagram of Organization
Design Output Screens Forms
FINAL PROJECT TASKSUNIT 2