Software
Software encompasses all the programmes used to make the system work, usually accrued from a number of sources.
Software has two main classifications.
- System software
- Application software
System Software
System software makes the machine run e.g. an operating system such as Windows 2000 or Windows 98 control the computer. As well as the operating system there are special utilities such as system maintenance tools and virus protectors which are also used by the computer.
Application Software
Application programmes, like MS Office, permit the usual business functions to be undertaken. Functions may include word processing and keeping of accounts. Some applications will be specific for certain kinds of user i.e. Stock Control, Payroll etc.
Documentation
The software documentation generally offers guidelines as to how data and information should be handled within the information system.
Clients/Users of Information Systems
Clients of information systems can be either internal or external to the organisation.
Internal Clients include;
- Management at all levels
- Users at all levels
People who are employed within an organisation generally want to know how that organisation is performing for example; Managers at all levels may want to use the information for planning, control and decision making.
External Clients may include;
- Government agencies (for legal or tax reasons)
- Competitors, in order to monitor industry performance
- Customers, suppliers and perhaps the general public, if for a legitimate purpose e.g. a student wishing to access an academic and results system may be viewed as an external customer.
- Stakeholders – in order to monitor investment and make future decisions based on that investment.
Described below is the use made by four internal and two external clients of information, contained in a typical academic results and records system.
Internal Clients
Admissions Office – would use the information system to pull records on student identity and demographics – to allow mailing of examination results – accessing course descriptions and entry requirements.
Department Heads – may use the records system as an aid for student selection – conducting studies of the student selection process – general student performance management.
Personnel Department – could use the records system to retrieve information about Lecturers e.g. training records, special awards or health and attendance.
Lecturers – records system could be used for class scheduling for example;
- Space requests
- Dates and special equipment required
- Person responsible
- Periods of time and restrictions – general time management
External Clients
Students – an academic records and results system may be used by students to access a wide range of information about their personal academic programme, and to obtain assessment results; or view examination time tables – providing overall better time management.
External bodies (Scotvec, or local enterprise companies) – may access records and results system to monitor course content and progression.
The following diagram represents the flow of information through the academic results system above;
Information flows within an organisation can include;
Internal flows – information which moves around in the system itself, from one department to another; like for instance the information collected at the admissions office, may then travel through the system to other departments for e.g. to lecturers, in order to advise of class numbers.
External flows – this is information with flows from inside the organisation to an element out with the organisation e.g. to the external bodies; or to the student accessing examination results; or on-line course materials from home. This process may also be reversed, allowing an external client to move information to within an organisation, although this is not displayed in the diagram above.
Electronic Based and Hardcopy Information – electronic information is information which is sent which is sent via e-mail in the form of a memo, for example the admissions office may wish to highlight the fact that a student with special needs has enrolled on a course, therefore may send an e-mail to inform the department of specific requirements. A hardcopy on the other hand would be information transferred by foot, in the form of a report, or perhaps mailed paper copies of examination results.
