GCSE ICT What is an Information System?

What is data? DATA is raw facts and figures. These have very little meaning until they are sorted or they are used to make calculations. The process of sorting or calculating data is called DATA PROCESSING. The result of data processing is INFORMATION.

Data Processing Data Data is processed Information

INFORMATION is the meaning that we attach to data. Without processing or additional information, data is often meaningless.

Information For example: What does the number mean? Is it: –A birthday? (29 th June 1996) –A bank account number? –A club membership number? –A telephone number? Without processing or more information this data is meaningless.

The three stages of doing tasks InputProcessOutput Data is put into the information system. (INPUT) The data is processed. (PROCESS) Information comes out of the information system. (OUTPUT)

Manual information systems We are all used to using manual information systems. An example of a manual information system is a telephone directory.

Manual information systems All we need to know to find a person’s telephone number in the telephone book is their name and address. (INPUT) We look up the name and the address (PROCESS), and we find their telephone number. (OUTPUT)

Manual information systems InputProcessOutput Have the name and address. (INPUT) Look up the name and address. (PROCESS) Find the telephone number. (OUTPUT)

Manual information systems However, if the name is a common one or the address is incomplete, the process of finding the telephone number becomes more difficult. This is because the telephone directory is organised alphabetically by surname, first name, and address.

Manual information systems If you have just the name and telephone number, can the telephone directory be used to find someone’s address? If you have just a telephone number, can the telephone directory be used to find someone’s name and address? Manual information systems do have disadvantages.

Computerised information systems Computerised information systems have several advantages over manual information systems. These include: –Greater flexibility –Speed

Examples of computerised information systems - 1 DVLA – Driver Vehicle Licensing Authority The DVLA has a computerised database about every driver and vehicle in the UK. This database can be used to find information about a vehicle or driver even if the data is incomplete.

Examples of computerised information systems - 2 SIMS – School Information Management System The SIMS system (or something like it) is used in most schools in the UK. It can be used to perform a large number of different tasks using the data stored within its databases.

Examples of computerised information systems - 2 These tasks include: –Recording individual pupil attendance –Storing a pupil’s personal details (including home address and telephone number, date of birth, emergency contact numbers, medical conditions) –Producing class and group lists for teachers –Collating a pupil’s annual school report

Advantages of computerised information systems A single computer can store all the information needed. By using several terminals different people can access information at the same time. Information is not duplicated. Information can be transferred to other computer systems easily.

Disadvantages of computerised information systems If the computer is not working information can not be added, processed or accessed. Users have to be trained. The computer system must be secure.

What can a computer do?

Answer the questions at the top of the screen.

Thirty years ago a whole office-floor of equipment was needed to do the things a modern mobile phone can do! Input Process Output Storage Keyboard Processor Speaker Flash memory card

Any system, including a computer system, can be broken up into four sections: What can a computer do? InputProcessing Output Storage Input is the raw data (numbers and letters) that is put into the system. Processing is the jobs that the computer does on the data to turn it into… …Output, which is the information that comes out of the computer (the ring tone). The system also needs to be able to Store data and information (saving the ring tone).

Data has no meaning in itself. Data Processing Information If we look at a string of data, such as: 30, 35, 32, 34, 38 we have no way of knowing what the numbers mean. They have no context – we have nothing to relate them to. However, if the above were temperatures, they can give us information because then they are in context. Computers can process data and turn it into information.

What happens to the input to get the output?

Devices We have looked at what input, output, processing and storage mean, but now we need to look at the equipment that makes them happen. There are Input devices, Processing devices and Output devices. We call these pieces of equipment devices. Computers also store data and communicate with other computers, so they have Storage devices and Communication devices, too. I am a device Me too

Input and Output devices are peripherals – they plug into the computer and are arranged around it. (That is where the word peripheral comes from, just like the perimeter is the distance around a shape). Processing devices are inside the computer. Storage and Communications devices can be inside (internal) or outside (external).

Basic computer system

Drag the peripherals from the bottom of the screen to complete the table.

Summary A computer system can be broken down into four sections: Input, Processing, Output and Storage. Data needs to be processed to become information. A computer needs devices to input, process, output and store data.