TYPES OF INFORMATION SYSTEM REQUIRED
The information systems that support business operations and management activities within an organisation must support the long-term goals and objectives of the organisation. These are:
- Survival
- Profitability
- Market Share
- Customer Satisfaction
- Employee Satisfaction
Therefore in order for this to be achieved the information systems that are designed must be cost effective and fit for the purpose.
By taking the above information into account the following systems have been put forward for the promotional unit:
Transport / Parking / Facilities for Residents and Visitors
The above 3 decisions require the same information systems. These are:
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Transaction Processing System (TPS) – this will be an appropriate system as large amounts of data can be processed on a regular basis (daily). There is a large storage capacity, and the essential information can be recorded. Therefore, in terms of the decisions all information can be recorded into the system and can be altered according to any changes that take place.
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Decision Support System (DSS) – this can also be used for these decisions as this helps the user make decisions based on the external information, which the application has access to. The queries are easy to construct for the user and can be integrated with other systems, by having this system decisions can be made on the information available for the above decisions, eg look at existing facilities, this will show the existing facilities available for the public. If this is not up to standard and is seen as an area of high priority. This will be a key area to develop upon.
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Management Information System (MIS) – this enables information of activities taking place to be presented to those responsible for the management of the system. The ‘Aim is to provide the right information to the right person in the right format at the right time’.
All the information that is recorded from the TPS will be recorded in the correct database (shown in the table below), so that others can access it in the organisation. This will be done via a centralised system (LAN), this is because individual transactions are cost effective, it has the speed and capacity to cope with large applications and a centralised computer will serve the needs of the organisation.
The DSS will be used to make all necessary decisions and the MIS will be used to provide information to whoever may require it.
Also once the decisions of high priority have been allocated, they will be regarded as a project. This will therefore require project-scheduling information, which will involve the use of Gantt charts and networks, a centralised system will be required via LAN as everyone in the unit will have access to the information. Once the project is completed this will be recorded in the budget as this can be used to monitor activities and the costs. This then can be used as an analysis for expected budgets.
Marketing Support
This will also require TPS, DSS, and MIS as similar information will be required. However, another system will also be required, which is the following:
Knowledge Based System (KBS) – this will be used to organise and process information to get an understanding of learning and experiences. This can be applied to this decision as for when a promotional method is introduced the system will respond to it and inform the user of likely outcomes.
Also as mentioned above, the TPS will be used to record the information of activities taking place on the appropriate database. This will also be part of the centralised system (LAN).
The decisions of high priority will also be dealt with first and so on. The projects will also require project-scheduling information.
Budget
This decision will also require TPS, DSS, KBS and MIS. It will also require another system, which is:
Executive Information System (EIS) – this is a computer application that enables information about activities to be presented to those responsible for the activities. It serves the needs of top executives. It provides access to management reports.
The budget can be used for this decision to show information on previous budgets etc.
All information for this system will be shown on spreadsheets for analysis, as well as various databases to show historical performance and expected performance.
The information will provide the unit with knowledge of how to spend the budget and see what the expected budget should be spent on. This decision will affect the other decisions made, as they will all depend on the finance available by the unit. Therefore, it is important that the decisions are prioritised so that decisions of high priority can be dealt with firstly.
A centralised system will be required via LAN so that everyone in the unit is aware of the activities taking place and the information is available to everyone in the unit or whoever may require the information.
Staff
This decision will require TPS, DSS, MIS and KBS.
All the staff information will be held on a database. Also any projects that will be taking place will be part of the project scheduling information and will involve the use of Gantt charts and networks.
Overall
After taking all the decision into account the 3 systems that were used by every decision were TPS, DSS and MIS. Therefore these systems will be used by the organisation to overcome the decisions.
KBS was a system that was used by three of the decisions, this will be another system that will be used by the organisation, as this will benefit the organisation.
EIS was another system that was used, however this was only used by one of the decisions, this will be used in the new system as it will be required when preparing budgets as it will allow the executives to access detailed information on decisions needed to be made on future budgets.
All the information that was recorded by the company was with databases and spreadsheets. All the information will be recorded on a centralised system, as information of one project will be required by other projects taking place. Also any costs that have occurred will also have to be recorded on the system as these will be used for the purpose of budgets and can be used as an analysis.
The risks that will be associated with the introduced systems are, will all the requirements of the system be taken into account and are they easily understood. As well as is the technology available? How severe is the project if it fails?
The table below is a summary of the decisions, the systems and software required:
APPROPRIATE METHOD OF DEVELOPMENT
Structured tools and techniques are used in analysis and design. These benefit organisations when doing projects as there is better control and communication during the working life of the system. This is in terms of user requirements and the ease of modification.
The following respond to software engineering problems and are approaches that make effective and easier project control.
SSADM (Structured Systems Analysis and Design Method)
The SSADM method can be used by the organisation, as it is a large resource of knowledge and expertise. This method is widely used in the UK, by the government and public organisations. It has a lot of cross checking of views, which helps with validation. This method will not require experienced staff, therefore an advantage to the organisation is, staff can use the system. However, their skills may have to be developed.
This method works well in centralised systems, as stable data environments are required. Also SSADM requires support activities to succeed and management commitment to provide required sources and organisation structure.
This method works alongside the project management method (PRINCE).
PRINCE (Project in Controlled Environments)
Project management method – this offers a project structure which involves teams of at least 10 people involved with a project. They usually have quality insurance checks. The four main aims of the project are:
- To deliver required end products
- To meet the specified quality
- To stay within the budget
- To deliver to the schedule
This method is built around the project, therefore information such as time; cost and quality must be accounted for. As well as, management projects such as project plans and quality products.
The planning process involves listing the products to produce the end product and the sequence by which the project will be completed. Therefore it allows the project to be monitored against the plan.
Information Engineering
This requires a set of techniques to organise data of an enterprise so that the end user can easily access it. This will be an appropriate method for the unit, as all the members of the department will have access to the information recorded on the system.
Other methods and approaches that will be used at the design and analysis stages are:
Object Orientated approach
This is developed so that systems are produced on time and within the budget. The applications are of high quality and easy to use. The method involves the development of objects in terms of structure and message passing.
The unit can use this method as the information on projects can be recorded and shown on the systems. This will allow the unit to ensure projects are done on time and that they are kept within the budget.
Checkland
This is developed to take account of any problems that occur in the systems, the user gets an understanding of the problem area, which then involves learning the situation improving it. This method is developed on areas of weakness and which require change.
The can be applied to the unit as when projects take place and a problem occurs it can be identified and resolved instantly.
Socio-technical Participation
This is developed when systems fail, this is usually due to users are not satisfied with the systems in use. Therefore it is important to develop a system that will satisfy the social and technical side of the system. This method involves the user participation in the process of analysis and design.
This method will be an advantage to the unit, as the user’s views will be taken into account in the development of the system. By doing this the users will be happy with the systems as their needs will have been considered in the design stage.
Rapid Application Development (RAD)
This is developed so that systems can respond quickly to the changing needs of the organisation. This system must be developed quickly so that so that user needs are met instantly, this will involve the management and the users in the development process. Tools such as CASE will be used for this method.
The unit may use this system as the projects and decisions will be constantly changing. Therefore by applying this method the unit can adapt to change.
A table to show a summary of systems and the approaches and methods used:
Overall
The methods should be easy to understand and cost effective. There must be clear communication to the users and developers. The system must be responsive to change. The system must also use aids for potential performance, analysis and design modification.
All the above methods and approaches will have to be taken into account when introducing the systems, as these will have to be considered in the design and analysis stage. These will help with the development of the systems and will be used to see if the systems are benefiting both the user and the organisation.
CONCLUSION
It is the aim of the promotional unit to ‘ensure investment and prosperity’ in Thomasville. By taking all necessary infrastructures into account the department has to come up with a number of decisions that will support this. The following will be required:
- Decisions made by the unit
- The information required
- Sources of information
After gathering all the appropriate information for each decision, information systems were required in order to store the necessary information. The information required by the promotional unit were:
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Transaction Processing System – this will be used on a daily basis to record all transactions.
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Decision Support System – this will help the user make decisions on external information.
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Management Information System – this will present relevant information to them who will require the information.
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Knowledge Based System – this will be used to organise and process information to get an understanding of learning and experiences.
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Executive Information System - this is a computer application that enables information about activities to be presented to those responsible for the activities.
So that everyone in the organisation has access to all necessary information a centralised system via LAN, will be used by the unit. This is because some projects may require information provided by another decision.
All information that is used within the organisation will be either stored on a database or a spreadsheet.
After taking the systems into account suitable methods and approaches are introduced for their development. These are:
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SSADM - as it is a large resource of knowledge and expertise.
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PRINCE – this offers the project structure.
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Information Engineering – This is a set of techniques to organise data of an enterprise so that the end user can easily access it.
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Object Orientated approach - involves the development of objects in terms of structure and message passing.
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Checkland - is developed on areas of weakness and which require change.
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Socio-technical Participation - involves the user participation in the process of analysis and design.
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Rapid Application Development (RAD) - This system must be developed quickly so that so that user needs are met instantly, this will involve the management and the users in the development process.
Overall, the above systems and methods are recommended to be used by the promotional unit, in order to run operations effectively.
BIBLIOGRAPHY
Textbooks
Business Information System: Technology, Development and Management for the e-business 2nd Edition
Paul Bocij, Dave Chaffney, Andrew Greasley & Simon Hickie 2003
The Information Systems Development Life Cycle: A first course in information systems.
David Avison & Hanifa Shah 1997
Business Information System, Analysis, Design and Practice: 3rd Edition
Graham Curtis 1998.
Business Information System, Analysis, Design and Practice: 4th Edition
Graham Curtis & David Cobham 2002
Information Systems in Business: New Edition
Bob Ritchie, David Marshall & Alan Eardley 1998
Project Management: 7th Edition
Dennis Lock 2000
