1. © 2006 Thomson-Wadsworth

2. Learning Objectives State why it is necessary for organizations to manage information. Define information technology. Differentiate between intrinsic and extrinsic information. Discuss the different ways dietetic practitioners and managers use information. Describe how information overload and information shortage can coexist.

3. © 2006 Thomson-Wadsworth Learning Objectives Define information management. State why information systems need standardization. Differentiate between internal and external information. Discuss security issues related to information systems. List the types of information processing systems designed specifically for dietetic practitioners.

4. © 2006 Thomson-Wadsworth Learning Objectives Describe how to determine what kind of information system an organization needs. Discuss the process of bringing a new computer system on line.

5. © 2006 Thomson-Wadsworth Availability of Information Information Technology (IT) –The use of computer technology in managing, processing, and accessing information.

6. © 2006 Thomson-Wadsworth Availability of Information Types of information –Intrinsic Information - Information that is processed; it includes the data that are entered into the system (input) as well as the data that are produced by the system (output). –ex: library catalogs, search engines –Search Engine - An Internet tool that allows you to do keyword searches for information.

7. © 2006 Thomson-Wadsworth Availability of Information Types of information –Extrinsic Information - Information that is stored in a computer system for the purpose of processing intrinsic information –Includes the database and the program that contains necessary information for carrying out the actual processing

8. © 2006 Thomson-Wadsworth Availability of Information – Extrinsic Information Database - A set of related information that is organized and stored in a computer for access and is usually associated with software applications. Program - The set of instructions that a computer follows when processing information. –A program utilizes information from a database to transform input into output.

9. © 2006 Thomson-Wadsworth Availability of Information Faulty results from information systems usually result from faulty intrinsic data –Input Errors - Errors that occur while entering data (intrinsic information) into a system that often account for the failure of information systems to produce the desired results.

10. © 2006 Thomson-Wadsworth Availability of Information Use of information –Information is valuable only when it can be used –Managers should be aware of what information is available, and how to retrieve it –Appropriate use of information can assist all areas of management

11. © 2006 Thomson-Wadsworth Availability of Information Information overload –The condition of having too much data available. –Can interfere with workflow and decrease efficiency –Managers must be selective to avoid overload

12. © 2006 Thomson-Wadsworth Availability of Information Information Shortage –The condition that exists when data are deficient or when not enough information is available to get a job completed. –New data must be gathered to make informed decisions –Carefully planning which information to collect may avoid shortages

13. © 2006 Thomson-Wadsworth Information in an Organization Information Management (IM) –The effective production, storage, retrieval, and dissemination of information in any format and on any medium.

14. © 2006 Thomson-Wadsworth Information in an Organization Standardization –To make common or compatible. –Local Area Network (LAN) - A type of data communications network in which a group of computers is interconnected in a small geographic area such as adjacent buildings. –Intranet - An organization’s internal communications system, available for sharing information within the organization, but not accessible to the public.

15. © 2006 Thomson-Wadsworth Information in an Organization - Standardization Lack of communication between software applications is a serious problem which should be resolved if possible –Data must be entered repeatedly = inefficient Common office applications should be standardized across an organization –ex: Spreadsheet - A tool that allows input of numerical data into rows and columns for computation and analysis.

16. © 2006 Thomson-Wadsworth Information in an Organization - Standardization Consistent file-naming conventions for archives –Archive - Stored information. Consistent standardized forms

17. © 2006 Thomson-Wadsworth Information in an Organization Information flow –Internal information Firewall - Software that protects a private network or organizational intranet from outside penetration. Patient Information Systems - The management information system that is used for the processing of patient information (patient records, orders, laboratory tests, medical histories, and billing and financial information) in health care facilities.

18. © 2006 Thomson-Wadsworth Information in an Organization – Information Flow Internal information (continued) –Paperless Medical Record - Computer-based electronic data processing and storage of medical records that eliminates the need for hard copies of these documents. –Health Insurance Portability and Accountability Act (HIPAA) at http://www.cms.hhs.gov/hipaa/ http://www.cms.hhs.gov/hipaa/

19. © 2006 Thomson-Wadsworth Information in an Organization – Information Flow External information –Organization's Internet site provides information to the public –Employees can use the Internet as a resource for information unavailable within the organization

20. © 2006 Thomson-Wadsworth Information in an Organization Security –Log-on + password system frequently used Log-On - The process of starting a session with a system by giving a user name and password as a means of user identification and authentication. –More sophisticated security system necessary for telecommuting Telecommuting - To access the information system of an organization from a remote computer.

21. © 2006 Thomson-Wadsworth Information in an Organization Manuals –IM department must train employees in the use of systems –User manuals communicate proper procedures to staff User Manuals - Publications made available to employees in an organization for the purpose of communicating to them such information as how to operate and use equipment, programs, and information systems.

22. © 2006 Thomson-Wadsworth Information in an Organization Manuals –User manuals must include procedures for downtime Downtime - The time during which a facility cannot function as usual, due to such disturbances as power outages and system failures.

23. © 2006 Thomson-Wadsworth Information in an Organization Access to information –Managers specify security clearance for workers –ex: different workers have access to different menus based on job functions Computer Menu - A list of the available commands and operations performed by a computer from which a user may select.

24. © 2006 Thomson-Wadsworth Information in an Organization The Internet –Employees often need Internet access to obtain valuable information –Employees may also choose to use the Internet for personal reasons –Some organizations monitor computer workstations to detect and reduce abuses

25. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners What's available –Hardware Workstations for internal systems Desktop/laptop computers Handheld computers

26. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners – What’s Available Software –General office applications –Organization-based systems –Systems specifically for dietetics...

27. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners – What’s Available Nutrient Analysis Program - A program that consists of a database listing food items and nutrients. –It can be used to determine the nutrient composition of foods, recipes, or diets of individuals or groups.

28. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners – What’s Available Considerations for choice of nutrient analysis software: –Food list size –Nutrients contained in the database –System Constraints - Limitations that are inherent in a system, in light of the particular application in which the system is being used. ex: speed, size of database, user friendliness, reliability, format of output reports

29. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners – What’s Available Patient Services Program - An information processing system used by dietetic practitioners to process information related to patient meals and meal service. –May interface with nutrient anaylsis program –Interface - Connection that allows communication and interaction between two software systems.

30. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners – What’s Available Foodservice Programs - An information processing system for foodservices used to manage purchasing and inventory data, produce food production forecasts, generate quantity recipes, compute costs, analyze use, calculate waste, and so on. –May be expandable, able to integrate with other program modules –Integrate - To combine (one or more compatible systems or program modules).

31. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners – What’s Available Other software is available for: –Scheduling employees –Screening patients for nutritional risk –Calculating therapeutic diets –Conducting nutritional assessments –Computing kilocaloric requirements –Identifying food/medication interactions

32. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners Does it fit? –Conduct a needs assessment –Develop a list of system requirements –Determine whether to upgrade or replace systems Upgrade - To replace with a newer or better version of hardware or software. –Decide which system to purchase –Systems should be integrated with other systems to the extent that they are needed by different workgroups

33. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners Ready-to-use packages –Usually more cost effective to purchase –Larger vendors may be more reliable, willing to customize packages Customize - Develop applications to fit the needs of a particular customer.

34. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners Starting up from scratch –Data entry –Implementation Training of staff Development of P&P, user manuals Arrangement of workplace to accommodate system and users Ordering of necessary supplies

35. © 2006 Thomson-Wadsworth Information Systems for Dietetic Practitioners Troubleshooting common problems –Disruption of schedules/timelines –Increase in number of errors –Lack of staff familiar enough with the system to troubleshoot –Failure of certain workers to adapt to new system

36. © 2006 Thomson-Wadsworth Conclusion Information management is essential to how organizations operate. Information technology provides managers with more information, faster than ever before. Intrinsic information is transformed by extrinsic information to generate output data.

37. © 2006 Thomson-Wadsworth Conclusion Managers must find ways to utilize the information that they have without either becoming overburdened by too much data or settling for less than is needed. Information systems, both hardware and software, should be standardized, controlled, and integrated where appropriate.

38. © 2006 Thomson-Wadsworth Conclusion Many types of information processing programs are available for dietetic practitioners. The selection and implementation of information processing systems may be complex and costly. Implementation should be well planned and scheduled so that the transition to the new system goes as smoothly as possible, with the least amount of disruption to workers and to production.

39. © 2006 Thomson-Wadsworth Using IT to Keep Up-to-Date in Dietetics Professional organizations - ADA Listservs Distribution lists for subscribers Online journals PubMed Central at http://www.pubmedcentral.nih.go v/ http://www.pubmedcentral.nih.go v/

40. © 2006 Thomson-Wadsworth Using IT to Keep Up-to-Date in Dietetics Libraries Selectivity –Focus on your area(s) of specialization –Look for general resources for the dietetics profession as well