1. 44221: Information Systems Review & Assignment 1 By:Ian Perry Room: C41C E-mail:i.p.perry@hull.ac.uk Tel: 01723 35 7287 http://itsy.co.uk/ac/0809/Sem1/44221_IS/

2. Ian PerrySlide 244221: Information Systems: Review & Ass 1 Requirements Why study Information Systems? An understanding of Information Systems is vital to business management and information technology students: As all business organisations rely upon the ability of their Information Systems to provide/support the knowledge required for all levels of decision-making, i.e.: Strategic Tactical Operational

3. Ian PerrySlide 344221: Information Systems: Review & Ass 1 Requirements Learning Outcomes? By the end of the module you will be able to: Understand why a distinction must be made between data, information & knowledge. Identify the role of Information Systems in a given business context. Relate theoretical models of Information Systems to business cases, by describing a given situation using systems terminology & diagrams. Produce a working example of a computer-based Information Systems tool, which addresses specific business needs.

4. Ian PerrySlide 444221: Information Systems: Review & Ass 1 Requirements Data, Information & Knowledge Data = ? A series of observations, measurements, or facts (transactions/events). [Collins Concise English Dictionary] Information = ? Data + Structure + Context The same data can give different information if a different structure and/or context is applied. Knowledge = ? that which is gained by the possession of information that enables people to have a ‘better’ understanding of a situation and/or make ‘better’ decisions.

5. Ian PerrySlide 544221: Information Systems: Review & Ass 1 Requirements Data is the ‘root’ of ALL Decisions “Data is only potential information; information is potential knowledge; and knowledge is potential competitive advantage if it is used in a creative, flexible, and above all, accurate way.” Adrian M (1990) Let’s Get Serious. Focus News. Winter.

6. Ian PerrySlide 644221: Information Systems: Review & Ass 1 Requirements Need to ‘view’ Organisations as a System? What is a System? A set of interrelated components which act together in an organised way in order to achieve an objective (i.e. a known/defined/agreed purpose). As with data/information/knowledge, each System may be: defined/viewed/interpreted in different ways by different people. Systems Concepts provide a common language with which to describe Systems of all types. diagrams are VERY IMPORTANT.

7. Ian PerrySlide 744221: Information Systems: Review & Ass 1 Requirements System, Sub-System & Element Each System is composed of a number of related Elements. Only elements which have a relationship with another element of the system can be a component of that system. Elements with close relationships should be grouped together into Sub-systems. A Sub-system is therefore a set of elements which is a proper subset of the whole system.

8. Ian PerrySlide 844221: Information Systems: Review & Ass 1 Requirements Boundary & Identity There must be a way of defining which elements are to be included within the system under analysis. All systems MUST have a boundary; which encloses those sub-systems & elements that are components of the system. All systems MUST have an identity; to distinguish them from other similar systems.

9. Ian PerrySlide 944221: Information Systems: Review & Ass 1 Requirements All Systems ‘exist’ within other Systems These “other Systems” are referred to as the Environment of the System. The Environment of most Business Systems is composed of; Customers, Suppliers, Competitors, Government, Etc. Must make a distinction between: External Environment - over which we have little or no control, e.g. The Government puts up the rate of VAT; causing costs to rise. Internal Environment - which we may be able to control to some extent, e.g. Money is disappearing; so we implement a new security system to attempt to catch the member of staff who is stealing from us.

10. Ian PerrySlide 1044221: Information Systems: Review & Ass 1 Requirements A ‘System in Context’ Diagram The System is composed of a number of Sub- systems (i.e. the Internal Environment). The System has a Boundary (which separates it from other Systems) and a ‘unique’ Identity (which distinguishes it from similar Systems). The System ‘exists’ within, and ‘interacts’ with, other Systems (i.e. the External Environment). Shows that;

11. Ian PerrySlide 1144221: Information Systems: Review & Ass 1 Requirements Connection & Interaction Systems do NOT ‘exist’ in isolation: they are both ‘connected to’ and ‘interact with’ other Systems. Connection between Systems MAY be: Permanent or Ad-hoc. Interaction between Systems, in most cases, MUST be considered to be: A two-way process.

12. Ian PerrySlide 1244221: Information Systems: Review & Ass 1 Requirements A ‘High Level Systems Diagram’ Names the Elements which are components of each Sub-System. Shows the connections & interactions; In addition to all of the things that a‘Systems in Context’ diagram depicts, this diagram also; And between this System & other Systems (i.e. in the External Environment). between the Elements of each Sub-System (i.e. in the Internal Environment).

13. Ian PerrySlide 1344221: Information Systems: Review & Ass 1 Requirements What next? Having previously ‘discovered’; the main building blocks of the system under investigation, i.e.: sub-systems & elements. and a number of important External Environmental factors, e.g.: Customers, Suppliers, etc. We must now explore the system in much more detail; especially the connection and interaction of the components of the system.

14. Ian PerrySlide 1444221: Information Systems: Review & Ass 1 Requirements Why? Our aim is to understand (i.e. name) the Information flows: Connecting the System with its External Environment, i.e.: Interactions between specific elements (i.e. individual processes), of specific sub-systems; and other systems that exist in the external environment. Connecting the sub-systems of the Internal Environment, i.e.: Interactions between specific elements (i.e. individual processes), of specific sub-systems; and other sub-systems within the internal environment.

15. Ian PerrySlide 1544221: Information Systems: Review & Ass 1 Requirements A ‘Detailed Information Flow Diagram’ The ‘Elements’ are Processes which were ‘hidden’ on the ‘High- level Systems Diagram’. Processes require ‘Inputs’ (i.e. data) and produce ‘Outputs’ (i.e. information). Viewing Customer Services as the System. NB. It is only at this level of detail that we know enough to suggest where IT might be employed effectively?

16. Ian PerrySlide 1644221: Information Systems: Review & Ass 1 Requirements Assignment 1 Deadline = Friday, the 14 th of November Weighting = 50% of Module Marks Requirements: Part 1Analyse the current information system, as presented by the Case Study, using appropriate systems diagrams. Part 2Discuss where, and how, IT might be used to improve the efficiency and/or effectiveness of a specific part (i.e. sub- system) of the Case Study organisation’s information system.

17. Ian PerrySlide 1744221: Information Systems: Review & Ass 1 Requirements The ‘CheapChip’ Case Study CheapChip manufacture kitchen cabinets for sale to customers such as MFI, HomeBase and B&Q. These kitchen cabinets can be produced in a variety of styles, sizes and colours. Kitchen cabinets are ‘made-to-order’ as a result of a request from a specific Customer. Raw materials (i.e. Chipboard & Laminate) are purchased from a number of suppliers. BOTH the raw materials and the finished kitchen cabinets are stored in a small warehouse. Etc., etc. I hope you have all READ the CheapChip Case Study VERY CAREFULLY.

18. Ian PerrySlide 1844221: Information Systems: Review & Ass 1 Requirements Marking Guidelines 1.Analyse the current information system, as presented by the Case Study, using appropriate systems diagrams. (70 Marks) For this part of the assignment, you MUST produce TWO systems diagrams, i.e.: a)A ‘High-level Systems Diagram’; showing the connection between: specific External Environmental factors and named Elements within the sub-systems of the Internal Environment. named Elements of the sub-systems of the Internal Environment. b)A ‘Detailed Information Flow Diagram’, of ONE Sub-system (i.e. from your ‘High-level Systems Diagram’); which details (i.e. names): the information flowing into, through and out of this Sub-system. There is no Word Count for this part of the assignment, as all you have to do is deliver two diagrams; DO NOT include anything else.

19. Ian PerrySlide 1944221: Information Systems: Review & Ass 1 Requirements Marking Guidelines (continued) 2.Where, and how, might Information Technology be used to improve the efficiency and/or effectiveness of a specific part (i.e. sub-system) of the Case Study organisation’s information system? (30 Marks) i.e. With reference to your ‘Detailed Information Flow Diagram’; discuss the employment of IT in support of the Interaction between this Sub-system: and its External Environment. and its Internal Environment. This document should be around 800 to 1000 words in length.

20. Ian PerrySlide 2044221: Information Systems: Review & Ass 1 Requirements Assignment Hand-in Process You MUST hand in TWO copies of each Assignment for this Module. BOTH copies must be submitted by 3pm of the submission date. Electronic Copy (via Turnitin) Class ID:76870 Password:YZCW (in UPPER CASE) Code Name:E1 – IS Analysis Paper Copy (to the School Office) With properly completed Front-sheets, including a Turnitin Paper-ID, in the correct drawer of the wooden filing cabinet outside of CH5.

21. Ian PerrySlide 2144221: Information Systems: Review & Ass 1 Requirements Don’t Miss the Deadline! The Assignment 1 Deadline is; Friday, the 14 th of November. There will be NO Lecture next week; Lectures will re-commence after you have handed-in Assignment 1; i.e. on Friday, the 21 st of November. If you want any help with Assignment 1; then make sure that you attend the next two Workshop sessions; i.e. Today & next Friday. Good Luck!