AS IT Deck RESIT Flashcards
State what is meant by Data
Data are details which are meaningless because they lack relevance. It is either no use to a user or not in the form that the user can use. Data can be: – Numbers – Words – Images – Sound
Where can data come from?
- From the output of a MIS
- From the results of an experiment
- Automatic measurement of environmental quantities
- From a survey
- From a transaction
State where information comes from
Information comes from processing data.
People or computers can find patterns in data which gives them information which enhances their knowledge of the subject.
State what information is
Information is data which has been:
– Processed
– Converted to give it meaning
– Organised in some way.
State where knowledge comes from
Knowledge comes from applying rules to the information which then helps makes decisions.
State what is meant by encoding data
Encoding is a process where data is shortened.
State why we encode data?
– Fast to search
– Takes up less storage space
– Easier to check that a code is accurate using validation checks.
Give an example of encoding data
Size of clothes: • S = Small • M = Medium • L = Large • XL = Extra large
State the 2 problems with encoding data
– Coarsens precision
• The encoded data is less accurate than the data originally collected. A database may contain a persons eye colour. What happens if someone has green/blue eyes? You will settle for one colour and then question the integrity of the current data stored. What if we were talking about paint colours? We loose detail on the shade of the colour.
– Value judgements
• The person entering information into the database or
collecting the original data will have to make judgements about which code to use. Data is collected on heights of people. The person collecting or entering may have to make a judgement as to what code to use, i.e. T for Tall, M for Medium and S for Short. Value judgement can be different for different people. One person may think Chloe should be put as M but someone else may say S.
Explain why managers need information
All managers need information, they make decisions based on the information obtained from day-to-day operations as well as from external information. Some of the types of decisions can be placed under the following headings:
• Planning
• Directing
• Forecasting
The higher the manager is within the business, the more responsibilities they will have which means they will need to view different information.
State how information aids decision making
– The more information there is that is relevant to making the decision, the less risk there is in taking the decision.
– Information enables a manager to take corrective action, i.e. if a customer owes a large amount of money, then no orders should be sent to them.
– Simulations can be performed using spreadsheet software to perform ‘what if scenarios’ using the information.
State how information can be monitored
Information can be used to monitor progress. For example, companies can use the data to compare themselves against targets set. Individual staff can judge their performance using their sales figures
from the previous sales. Companies can compare
monthly sales figures.
State how information can be used to target resources
Using information for the targeting of resources:
– Organisations only have a limited amount of resources, i.e. money, human resources, time, hardware, software and materials.
– These resources need to be correctly allocated, this can be achieved by using ICT, i.e. creating schedules, planning projects and stock control systems.
State the competitive advantage information can give a manager
– Most companies have a competitor (a company which sells similar products or services to the same type of customer). Therefore it is imperative that
organisations remain competitive. In order to do this it is necessary to:
• Use market research information from customers to
understand why they use the product/service.
• Ensure all customer orders are always satisfied by having accurate stock information.
• Be able to anticipate customer demand from previous sales information.
Data Collection
Money- Consumables (e.g. ink/paper) for giving out paper forms.
Time - Marketers will travel to interview people, which takes time.
Human Resources - Staff like marketers will need training on interview techniques.
Data Entry
Money- Expensive hardware, e.g. barcode scanners..
Time - Entering data by typing using a keyboard.
Human Resources - Cost of training staff to operate equipment.
Processing
Money- Data analysis software can be very expensive.
Time - Batch processing lots of data takes time.
Human Resources - Staff will need to receive training on using a database.
Maintenance
Money- Unexpected costs when hardware needs replacing.
Time - Making backups of data can be time-consuming.
Human Resources - Technicians are needed to solve maintenance issues.
State what is meant by Quality of information
A decision needs to be made on how reliable the information is, this is important as decisions are made from this information.
State the factors that MEASURE the quality of information
• Accuracy of the information, i.e. a credit card statement must have the correct rate of interest applied. No errors! Even minor erros can lead to poor
quality decisions being made eg giving someone
a +£5000 balance instead of -£5000.
• Relevance for a particular use, a band wanted a break down of their earnings for all months over the last 3 years and the company only gave them the earnings for the year. Information should not include data that is not needed. Receiving more information than is
needed can lead to information overload and the
information needed to be able to make effective
decisions becomes lost amongst data that is not
needed.
- How up-to-date the information is. Information should be accurate when it is presented. It should be a true reflection of how things are at the time.
- The completeness of information. Information must include all the data that theuser needs to make his decision. Nothing should be left out. Information must include all the data that the user needs to make his decision. Nothing should be left out.
• Correctly targeted, information should be presented to people who need it, otherwise can cause overload. Information should be presented to the people
who need it. Giving information to people who
don’t need it can lead to information overload. It
can also create confusion and could result in
confidential information being in the wrong
hands
• How easy the information is to understand, the information should be clear and any code used should be explained. Information should be set out in a clear format that is appropriate for the intended audience.
• How much user confidence there is in the information.
Information should have the confidence of the
users. If the user believes the data is inaccurate
or the original source of the data is unreliable
then the information will be useless to them. No
decision can be made based on such information.
- Timely - Accurate information must be available when
needed. No decision should be based on
‘accurate’ information which is 2 weeks old!
How to find Information
– On-line sources • Intranet • Internet – CD-ROMs – Non-ICT sources of information
State what is meant by Online Sources
On-line sources can provide information about the company and systems of other companies.
• Intranet – An internal network that uses internet facilities. It allows staff within the business to look at any information from any department which
is made available.
• Internet – Many companies subscribe to on-line services which provide them with the information they need. For example, high street travel agents have access to flights that aren’t available to book direct.
State what is meant by CD-ROMS
Information on a CD ROM cannot be altered.
Information on this disc may include a list of known UK Addresses sent from the Royal mail which is updated quarterly.
State what is meant by Non-ICT sources of information
Some files are still stored on paper files as it takes time to transfer them to the computer. Non-ICT information could include directories such as the Yellow Pages, maps, etc.
