B4-Information Systems and Communications-Org Needs Assessment

Question 1

Components of Information Technology

Answer 1

1. Hardware
2. Software
3. Data
4. Network
5. People
   
   1. know IT dpmnt roles

Question 2

Roles of Information Systems

Answer 2

1. To process detailed data (such as transaction data)-TPS Transaction Processing Systems
2. Provide information used for making daily decisions-Tactical DSS- Decision Support Systems
3. Provide information used for developing business strategies-Strategic EIS Executive Information Systems
4. To take orders from customers

Question 3

Data Capture

Answer 3

First Step in processing business transactions is to capture the data for each transaction

Question 4

Data Capture Techniques

Answer 4

1. Manual Entries-data entry screen often retains the same name and layout as the paper source document
2. Source Data Automatio-capture transaction data in machine-readable form at the time and place of their origin (Atm, POS scanners used in retail stores, bar code scanners).

Question 5

Data Accuracy

Answer 5

1. Well designed input screens-request all required data and guide the data entry person in entering the correct data. Validation rules and clear messages for erros ensure that data meet required paramenters.
2. Auto-Entry fields-auto numbering can ensure that all transactions have been recorded and none of the documents have been misplaced.

Question 6

Functions performed on Data ( A processing system should do the following)

Answer 6

1. collect data
2. processit
3. store it
4. transform in some way to become informative
5. distribute to who may need it

Question 7

Accounting Information Systems

Answer 7

Type of management information system; it may be partly a transaction processing system and partly a knowledge system. First and foremost a management information system.

A well designed AIS creates an audit trail for accounting transactions. The audit trails allows a user to trace a transaction from a source document to the ledger and to vouch from ledger back to the soure documentts.

Question 8

Objectives of an AIS

Answer 8

1. Record valid transactions
2. Properly classify those transactions
3. record the transactions at their proper value
4. record trans. in proper period; cutoff
5. properly present the transactions and related info in the f/s or organization

Question 9

Transaction Cycles

Answer 9

1. Revenue Cycle-customer orders, A/R, Cash receipts
2. Expenditure Cycle-purchasing, inventory control, A/P, cash disbursements.
3. Production Cycle-product design, manufacuturing, etc
4. HR/Payroll Cycle-time and attendance, payroll disburse, tax reporting
5. Financing Cycle-equity and debt financing including issuance of stock or debt, payment of dividends or debt service payments

Question 10

Data Processing Cycle

Answer 10

Transactions generally divided into the four functional areas that make up the data processing cycle

1. Data Input-all transactions are accounted for and verify that input(show me that source document)
2. Data Storage

methods

a. journals and ledgers
b. coding
i. sequence codes-check numbers, invoice numbers, transaction number etc
ii. block codes-blocks numbers to group similar items like chart of accounts. assets are 100, liabilities 200, etc
iii. group codes-different groups of number having meaning. Like a phone number or fasb codification.
c. chart of accounts-allows the business to customize classificaiton of data in ways that best meet the information requirements of the business
3. Data Processing

Functions

a. Addition-adding new records to the database
b. Updating-revisions to master file
c. Deletion-removal of records from database

Methods

a. Batch processing
b. online real time processing
4. Information Ouput

Form

a. Documents-checks, pos, etc
b. Reports-interal and external
c. Query-request for specific data

Question 12

Computer Storage Components

Answer 12

1. Entity-subject (employer,customer)
2. Attributes-items of interst (rate of pay employees, credit rating)
3. Field-single attribute of information (last name, first name, city/state)
4. Record-all attribute about a single instance of an entity (an employee)
5. Data Value-contents of fields (letters, numbers,etc)
6. File-records are grouped into files (one record =one customer, put all customers into one grouping than thats a file)
7. Master File-similar to a leger. Stores cumulative info and info that is relatively permanent.
8. Transaction file-similar to a journal, the trans file stores individual transactions
9. Database-take multiple files that have relationships and coordinate.

Put it all together.

my entity is customer. I ahve a nubmer of fields about that customer that describes their name and address. all fields togehter you have record. group all records, you have file. put multiple files together, you have a database.

Question 13

Information Output Forms

Answer 13

1. Documents-checks, POs, receipts
2. Reports-internal(sale analysis) or external (financial statements)
3. Query-request for specific data (today’s sales)