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Second Term Assignment

HNC/HND

Computer

Williams College

Tutor: Brinda

Module: Information system

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Index

Introduction ……………………………………………………………………………………4

Task 1

a) Compare and contrast different functional areas of the organization……………….5/6/7

b) Understanding information need for of each functional area………………………….8/9

c) Analyze the information needs for a given information…………………………………9

Task 2

a) Identify types of information systems available in the market………………………….10

b) Examine the current trends in using applications to solve business problems………….11

c) Recognize the information systems suitable for different functional areas of organization
discussed in the above
scenario……………………………………………………………………………….....12

Task 3

a) Identify the tools required to solve the specific problem within the mentioned
organization……………………………………………………………………...……13

b) Evaluation the efficient of the gives application associated with a given scenario of the
organization……………………………………………………………………………14

c) Examine alternative methods of supplying the same information…………………….15

Task 4

a) Identify employee evaluation measures effectively in contest to the system

Discussed………………………………………………………………………….……….16

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b) Evaluation of the effectiveness of the given application associated with a given scenario
of the organization………………………………………………………………………17

c) Provide documentation to support the evaluation accordance with the mentioned

organization………………………………………………………………………….…..17

Conclusion ……………………………………………………………………………………...18

References ………………………………………………………………………………………19

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Introduction

The objective of this assignment is to demonstrate how recognize all levels of the organization
and how the information is used as source. Also how to understand the importance of consistent
data within the organization.

Over the years organization are depending on the information to operate confidently and
successfully in the competitive market and managers need valid information to obtain advantages
over the competitors. Information system in organization is a the key of prosperity of the
business

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Task 1
A) Compare and contrast the different functional areas of the organization

Organization is divided in into strategis management knowledge and operational levels and them
is further divided into functional areas such as sales and market manufacture and human
resources the system is build to serve these different organization interest.

Operating system: information system that monitor the elementary activities and transactions of
the organization.

Knowledge level system: information system that support knowledge and data workers in an
organization.

Management level system: Information system that supports the monitoring controlling
decision making and administrates activities of middle manager.

Strategy level system: information system that support the long- term planning activities of
senior management

Levels of the organization

Kind of Information system Groups serve

Strategy level senior manager

Management strategy Middle Management

Knowledge level knowledge and data workers

Operational Operational
Level managers

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Organizations are structure in radically in different way ranging from relatively fixed
structures with positions, rules, and established chains of communication to dynamic
structures in which people belong to teams that are continually being formed and reformed
for the duration of a project and achieve goals in the organization. The main purpose of
functional areas is to ensure that all important business activities are carried out efficient.
This is essential if the business is to achieve its aims and objectives. In addition, specific
areas will be responsibility for supporting specific types of aims and objectives. The main
type of functions is shown below in the diagram

Functional areas

Research
and Administrati Accountan
Production developmen on cy
t

Sales Functional areas in business organization Distribution

Marketing Managemen Human Finance

t Recourse

1. Sales and Marketing will be involved in achieve targets linked to development new markets
or increasing sales.
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 Marketing is a process of identifying anticipating and them meeting the need and
requirements of consumers in order to make profit

 Sales involves in persuade customers and attract their attention to the product or
service provide the benefits that they are looking for. This is what differ this two
department in the organization

In contract selling take place after market has helped the business to identify those sorts
of goods that customer as searching for. The sales person is convinced to that there is the
best in the market. It is their job to then convince the customers that this is the case.

2. Finance/ accountancy are mathematic sciences of funds management the general areas
of finance are individuals and business organization, which deposit money in a bank.

 Finance will be expected to miniaturize and support aims and objectives linked to
keeping costs low to improve profitability and

 Accountancy function is responsible for maintaining and managing the firm’s financial
records receipts disbursements depreciation pay roll to account for the flow of funds in a
firm.

In contrast finance concern actively raisin finance such as loan and accountancy deals with
usual business of a account department, the general control of the general account.

3. Human resources/administration they both deal with important activities in the

organization. There is a lot difference between them also some similarity.

HR it will be involved in arranging staff training activities and supporting the continuous
professional development. Also it is associated with Public Administration is considered to be an
in-house structure that insures unbiased treatment, ethical standards, and promotes a value-based
system.

4. Administration is a support function required by all businesses – and this does not mean just
doing keyboarding or filing. Senior administrator carries out o numbers of task, from
monitoring budgets to interviewing new staff for their department.

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In contrast Human resource concern about employer and employee. And administration is the
bosses It is said HR could perform the tasks of Administration which are of routine nature (e.g.
transport management, vehicle problems handling in pharmaceutical organizations, construction
or civil matters...etc) but the tasks performed by HR are definitely specialized in nature (Like
training and development according to the needs, performance appraisal, career management &
succession planning, motivating and retaining employees....etc).

B) Understanding the information need of each area of the organization

Managerial and end of user in the organization need to know how information systems con be
employed successfully in a business environment and in the areas of the organization. The
important question for any end of user or managers is: what do we need to know in order to
manager hardware, software, data and network resource of the business, so they are used for the
success of the company. Manager or professionals are not required to know the complex
technologies abstract behavioral concepts, or the specialized application involved in the field
information system.

Administration /management need to have information such as:

 Information to improve the cash flow,

 Develop the most appropriated area of the business

 Control spiralling operating cost

 And above all, boost profit

Finance /account area:

 Finance Department is responsible for all matters relative to financial procedure and the
application of the principles of sound finance.
 Advise on the financial aspect of all transactions relating to loans granted by the
Government.
 Safety and proper employment of Famine Relief Fund and other special funds, if any, and for
the administration of Provident Funds, Deposits and Advances.
 Examine and report on all proposals for the imposition, increase, reduction or abolition of
taxes, duties, cesses or fees.
 Examine and report on all proposals for borrowing or giving of a guarantee by the
Government and raise such loans as have been duly authorized,
 Prepare an estimate of the total receipts and disbursements of the State in each year and
watching the state of the Government's balances and for their ways and means operations.
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 Preparation of Budgets and supplementary estimates.

 Advice departments responsible for the collection of revenue regarding the

progress of collection and methods of collection employed.

Marketing areas:

 Information to Identify the customer need

 Information to develop a product for the market

 What area of the market are interested in a specific producer

Sales area:

 Predict demand for a product and service.

 Support rules such as HR, Market and administration are now integrated in sales
organization

Human recourse area is designed to gather information as following

 Employee Benefits

 Employee health care

 Compensation

 Annual, sick, and personal leave

 Sick banks

 Discipline

 Records (tax information, personnel files, etc.)

 Recruitment and employee retention strategy

C) Analyze the information given for a given organization

The given organization case has a range of information need information associated to every
department in Bloomsbury.

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Information associated to the employee, Work force. Company policy, government tax, revenue.

Information related to finance (Intern or extern) Economic statements, investment Credits

Debits, Assets and liabilities. Profitability

Information associated to accountancy details about customer, orders supply and payments

Information related to the productivity product packing, Product quality, Row material

Management which cares administration task in the business use all the information in order to
control the activities of the business and ensure the company is operating effectively and
efficiently to satisfy the demand of their product and services in the market.

Task 2
a) Identify different types of information system available in the market

Five Types of Information Systems

Information systems are constantly changing and evolving as technology continues to grow.
Very importantly the information systems described below are not mutually exclusive and some
(especially Expert Systems, Management Information Systems and Executive Information
Systems are can be seen as a subset of Decision Support Systems). However these examples are
not the only overlaps and the division of these information systems will change over time.
At present there are five main types:

Informatio
n
system

Operational Management
support support system
system

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Transaction Process Enterprise Management Decision Executive

system control collection information support information S
process system system system system

b) Examine the current trends in using application to solve business problems

As Bloomsbury has operated for many years using manual system for the accountancy
transactions. The management has decided to management information system in
order to computerize the system and use the application such as they can make them
can control the all information within the business. As Bloomsbury tend to be la little
traditional consequently void and limit efficiency the management the grown of the
business and of the organization As the organization want to create a real business
environment a examples of application software comparing to the current one is:

Enterprise Software: It deals with the needs of organization processes and data flow. The
customer relationship management or the financial processes in an organization are carried
out by means of enterprise software.

Word Processing Software: This software enables the users to create and edit documents.
The most popular examples of this type of software are MS-Word, WordPad, Notepad and
some other text editors.

Database Software: Database is a structured collection of data. A computer database relies

on database software to organize the data and enable the database users to achieve database
operations. Database software allows the users to store and retrieve data from databases.
Examples are Oracle, MSAccess, etc.

Information Worker Software: Individual projects within a department and individual

needs of creation and management of information are handled by information worker
software. Documentation tools, resource management tools and personal management
systems fall under the category of this form of application software.

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c) Recognize the information system for different functional areas of the

organization discussed in the above scenario

The main departments in an organization might be:

Department Role
Accounts Provides a detailed record of the money coming in and going out of the
business and prepares accounts as a basis for financial decisions
Human Resources Deals with all the recruitment, training, health and safety and pay
or Personnel negotiations with unions/workers
Production Makes sure that the production plans are met on time and products of the
right quality are produced
Purchasing Buys all the raw materials and goods required for production

Sales and marketingSales function deals with all aspects of selling to customers; the marketing
function carries out marketing research, organizes advertising and product
promotion

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Task 3
a) Identify the tools requirement to solve the specific problem within the mentioned
organization

Accountancy is the art of communicating financial information about a business

entity to users such as a share holders and managers is generally in the form
of financial statements that show in money terms the economic resources under the
control of management; the art lies in selecting the information that is relevant to the
user and is reliable. Bloomsbury company has recorder all the accounting transaction
manually this it is a problems for the organization with the huge amount of
transaction dialed day to day activities in the accountancy department It definitely
causes delais, difficult to storage, and risk o f mistake, and lost of accountancy data.
Bloomsbury want computerize account system accounting ad have accounting
package that will offer a number of different facilities.

These include:

• On-screen input and printout of sales invoices

• Automatic updating of customer accounts in the sales ledger
• Recording of suppliers’ invoices
• Automatic updating of suppliers' accounts in the purchases ledger
• Recording of bank receipts
• Making payments to suppliers and for expenses
• Automatic updating of the general ledger
• Automatic adjustment of stock records
• Integration of a business database with the accounting program
• Automatic calculation of payroll and associated entries

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b) Describe the information processing methods for the given problem

It is an object of the present invention to prepare information that is defined by a search

query and the act of collecting and analyzing the information for a specific purpose, and to
provide new information collection and analysis means for the management of knowledge.
An information processing system includes: a data knowledge request processor and a data
knowledge request log, for obtaining a log for operations performed during information
processing; a knowledge search processor, for setting, as nodes on a graph, the operations of
the log obtained by the data knowledge request processor and the data knowledge request
log, and for connecting the nodes with arcs in the order of the performance of the operations
to prepare a graph that represents a transient condition wherein the operations are shifted; and
a knowledge synthesis/display processor, for visually presenting the graph prepared by the
knowledge search processor.

Processing transaction: system focus on the record on economic event( transaction) It

process transition in two ways – batch and real-time (or Online)

Processing a transaction

1. Date entry: enter data by input a process devises such as ATM it called data source
document.

2. Validating: ensure that the accuracy and reliability of the data

3. Processing: once the system processes and converts the data into information. There
are two type of processing.

Online processing transaction

• The data input devices are directed linked to the system to be processed.

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• Sometimes linked to the system system via network or telecommunication

• Example Bank ATM student register for class, travel agent, flight reservation
processing.

• Online process it is possible because of network and database.

Batch processing: process on daily, weekly, monthly base or any period of time.

c) Alternative method to supplied the some information

The alternative method to supply information in this for Bloomsbury organization it is

prototyping that is an iterative process of development system by each requirement are converted
to work system that is continuously revised throughout the close work between analyses and
user. . Prototyping in general is a system constructed for the purpose of gaining information as
part of the efforts toward a final system prototyping will help Bloomsbury organization with
customer’s negotiations the information gathered it may be:

1. Feasibility of designed approach

• For instance can two subsystems be integrated?

2. Agreement with customers/user on key system features

• For example user interface

3. Projected cost of final system

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Task 4
a) Identify employ evaluation measure effectively in context to the system discussed.

Considering the need of Bloomsbury information system especially production department.

Employee level to provide an excellence world class service to member and employ to meeting
and/or exceed the expectation. Rate the extent to which the employee respond a member and
employee need to with courtesy friendliness concern and accuracy. Characteristic to be
considered: enthusiasm and passion performing a job, exhibit and caring a companionate
behavior with interaction with member and employee, has trust and respect member employee.

Result and evaluation: Observation of the service provided, member comments or letter
comments, internal recognition, award, listening skills, and is comfortable with skills and
interaction.

List of evaluation

1. Appraisal evaluation

2. Job performance standard

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3. Employee self evaluation

4. Performance review

Sample of performance evaluation form

Information

Department Hide date:

Division

Last review

Review date:

Supervision

b) Evaluation of the given application associated with a given scenario of the

organization.

As Bloomsbury has a vast production and has operating for many years the market. Evaluation
measure it is important for the reason that the organization has developed and customer
relationship as well as business ship throughout the country also in their distribution location.
Bloomsbury has supplied many other retails and the relation between the customer, member,
employee and suppliers vital for the company in order to achieve the goals. The evaluation of the
employee is extremely important to guarantee the commitment of the high skill and non skill
employee of the organization. Professionalism, interaction, loyalty and responsibilities and
productivities of this employee are vital to the Bloomsbury objective and these characteristic are
indentified in the employee.

c) Documentation to support the evaluation done according with a the mentioned

organization

This documentation has been provided to ensure the integrity of the new Bloomsbury
Management Information System (MIS) that has been created for the good and propose of
the organization and need of the company. In order to benefit the relation with the supplier,
costumers and worker to familiarize with the new system procedures and safety procedures
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will be described in memo and send to the respective management department and to the
staff. Performance review according to the activities within the companies it will demonstrate
some information the various activates that HR information system deal. And working
mutually with MIS management information system in order to build up a new management
structure to meet the aim of the organization.

 Survey for supplier (form for the supplier)

 Documentation for the users of the data base

 Procedure Documentation for all user understand the responsibilities and changes

 Documentation of the data base user

 Documentation for application users

Conclusion
In conclusion of the case of Bloomsbury an information system will help the company that is
already experiment in market creation of an information system will connect each functional area
in the organization giving and creating a vast resource of information, decision will be made
much faster. Production department that already produce massively will be able to be more
efficient principally when it work in conjunction with HR in order to produce more and offer
better quality of the product to the costume even in extreme busy period of the year. Market and
sale will be much more effective in day to day activities and working in an organized conduct.
Finance/ accountancy consequentely will work faster as well because a computerized system
implanted and the facilities of application software. Management Information system (MIS) it is
the key of o modern and proper organization it is impossible to a company survive in an
extremely competitive business environment and not considering the changes in the own
company system structure. Organizations that do not accept the changes for the future
development it do detail its own future.

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References

http://www.halogensoftware.com/files/PDF/employee-evaluation-forms/Non-
Management_Annual_Performance_Review.pdf

http://www.halogensoftware.com/files/PDF/employee-evaluation-forms/Non-
Management_Annual_Performance_Review.pdf

http://www.bukisa.com/articles/20243_the-importance-of-information-system#ixzz0zir4jeCO

http://www.docstoc.com/docs/38838553/Prototyping

http://www.tuition.com.hk/computerized-accounting.htm

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