B4: Information Systems and Communications Flashcards
Information Technology
general term that encompasses many different computer-related components
- one of the most basic IT components of any business is the set of software “business information system”
- business info systems can be divided into categories of: transaction processing system, enterprise resource planning systems, decision support systems (aka business intelligence), and executive information systems
- these categories are not mutually exclusive, many business info systems perform multiple functions
Components of IT
- Hardware
- actual physical computer or peripheral device - Software
- processes data and turns that data into info
- can be used for general use or specialized purposes - Network
- communication media that allows multiple computers to share data and info - People
- job titles vary but functions are somewhat standard
- functions may be outsourced - Data/Information
a) Data: raw facts
- production data: results from production processing and stored in production systems
- test data: results from test processing and stored in test systems
- production and test data should be separately stored and accessed
b) Information: data that has been processed and organized
- useful for decision making, whereas data are facts that are stored
Roles of Business Info Systems
4 Primary Roles in Business Operations
- to process detailed data (such as transaction data)
- to provide info used for daily decisions
- to provide info used for developing business strategies
- to take orders from customers
Hierarchy of Roles
- enterprise information system should be able to capture detailed transactional data as well as higher level aggregated data for mgmt
- integrated system for less redundancy, all users can use single system or network for lower level and higher level
Functional Perspective
- sales and marketing systems
- mfg and production systems
- finance and accounting systems and
- HR systems
Data Capture
first step in processing business transactions is to capture data for each transactions
Data Capture Techniques
- Manual Entries
- physically input by individuals
- data entry screen often retains same name and layout as paper source document it replaced - Source Data Automation
- capture transaction data in machine-readable form at time and place of origin
Data Accuracy
- Well-Designed Input Screen
- data entry screens should request all required data and guide the data entry person in entering correct data
- validation rules and clear messages for errors help - Auto-Entry Fields
- auto-numbering can ensure that all transactions have been recorded and that none of the documents have been misplaced
- other auto-entry can be used similarly
Processing
once data has been collected and entered, it must be processed
5 functions performed on data*
- Collect
- Process
- Store
- Transform
- Distribute
Normal Series of Events in a Business Info System
- after a business info system is set up and configured by hardware techs, network admins, and software developers, the system is considered functional
- once functional, a person inputs data which is collected, stored, processed, and outputted/shared and it’s then working!
more on future flashcards
Accounting Information Systems (AIS) overview
Processing
type of management info system; it may also be partly a transaction processing system and partly a knowledge system
- aka transaction processing system
- business info system that is most important to an accounting is AIS
- there may be separate systems (modules) for each accounting function or one integrated system that performs all accounting functions
- a well-designed AIS created an audit trail for accounting transactions
- the audit trail allows a user to trace a transaction from a source document to the ledger and from the ledger back to the source documents
Objectives of an AIS
Accounting Information Systems (AIS)
Processing
- record valid transactions
- properly classify transactions
- record transactions at proper value
- record transactions in proper period
- properly present transactions and info in FSs
Transaction Cycles
Accounting Information Systems (AIS)
Processing
w/i an individual cycle, transactions are numerous but gr similar and processed almost identically
- Revenue Cycle: transactions associated w sales of goods or services that produce cash or other assets
- customer orders
- AR
- cash receipts - Expenditure Cycle: transactions associated w purchase of goods or services that use cash or produce debt
- purchasing
- inventory control (WIP)
- AP
- cash disbursements - Production Cycle: conversion of resources into products or services
- product design and production planning
- product manufacturing
- inventory control (finished goods) - HR/Payroll Cycle: employee administration
- HR
- time and attendance
- payroll disbursements
- payroll tax reporting - Financing Cycle: transactions associated w equity and debt financing including issuance of stock or debt, payment of dividends or debt service payments, etc
Data Processing Cycle
Processing
transaction processes are gr divided into 4 functional areas that make up the data processing cycle
- Data Input
- Data Storage
- Data Processing
- Information Output
- Data Input
Data Processing Cycle
Processing
transactions must be captured or gathered and entered into a system
Basic Issues
- all transactions of interest are accounted for
- all transactions accounted for in correct accounts
- all people originating transactions are identified
Input Verification
- tracing the data to appropriate supporting evidence contributes to validation of accuracy
- Source Documents: may be manual or computer generated
- Turnaround Documents: preprint data in machine-readable form, sent to customer w invoice/statement, when customer remits payment the doc. is included and ensures correct account is credited w payment
- Data Storage
Data Processing Cycle
Processing
different methods for keeping data available for retrieval
- Journals and Ledgers
- data is entered into AIS first to journals and summarized into ledgers
- audit trails allow for summary ledger data to be traced to journals and then to specific transactions and source documents - Coding
a) Sequence Codes
- list of transactions should include neither duplicates nor gaps in number sequence
- to ensure all transactions/documents are accounted for
b) Block Codes
- blocks of numbers to group similar items
- e.g. chart of accounts
c) Group Codes
- different groups of numbers have meaning
- e.g. phone number - Chart of Accounts
- form of coding that summarizes accounting data by ledger classifications
- allows business to customize classification of data in ways that best meet info requirements of a business
Computer Storage of data should follow a logical sequence
- entity: subject of stored information
- attributes: specific items of interest for each entity
- field: single piece of info (attribute) of the entity
- record: all attributes of an entity, multiple fields
- data value: contents of the field
- file: records that are grouped
- master file: similar to a ledger, stores cumulative info and relatively permanent
- transaction file: similar to a journal, stores individual transactions
- database: files that are interrelated and coordinated
- Data Processing
Data Processing Cycle
Processing
processed to keep info current
Functions- what is done to the database
- Addition: adding new records to database
- Updating: revisions to master file
- Deletion: removal of records from database
Methods- how is it done
- Batch Processing: master files are only updated periodically (e.g. daily)
- Online Real-Time Processing: master files are immediately updated in real time
- Information Output
Data Processing Cycle
Processing
Form
- Documents: outputs such as checks, purchase orders, receipts, etc
- Reports: internal (sales analysis) or external (FSs)
- common reports: budgets, production and delivery schedules, and performance reports - Query: request for specific data
1/2 Batch Processing
Processing Methodology
Processing
- input documents/transactions are collected and grouped by type of transaction (into batches)
- batches are processed periodically
- may use either sequential storage device or random access storage device
a) Always a Time Delay
- b/w time transaction is initiated and time it is fully processed
b) Steps in Batch Processing
1. Create a Transaction File (batch)
- enter data, edit for completeness/accuracy (edit process or data validation)
2. Update Master File
- by processing the batch and updating relevant records in master file
c) Compare Manual and Computer Generated Batch Control Totals
- a batch total is manually calculated then compared to a computer-generated batch control total
- batch total: $s
- hash total: other #
d) Often Used in Traditional Systems
- batch processing is most often found where the data in the system does not need to be current at all times
- more efficient in processing large volumes bc records are sorted in a master file to facilitate more efficient processing
2/2 Online Real-Time (OLRT) Processing
Processing Methodology
Processing
master files updated as transactions are entered
- requires random access storage devices
a) Immediate Processing
- always current and error detection is immediate
- OLRT systems used when it is critical to have current info or when individual accounts need to be accessed in a random order
b) OLRT Often Used in Networked Systems
- bc transactions are processed as they occur, OLRT gr require use of computer network to permit data entered at many locations to update a common set of master files
~ lecturer skipped the rest of these
c) POS System
- scanners to capture data encoded on bar codes and transmitted to a central database
d) Online Analytical Processing
- allows end users to retrieve data from a system and perform analysis using statistical and graphical tools
e) Scanners
- data can be collected in real time
f) Importing and Exporting Data
- b/w programs
Centralized vs Decentralized (Distributed) Processing
Processing
not one or the other, often a matter of degree
Centralized Processing
- maintain all data and perform all data processing at a central location
- e.g. mainframe and large server computing applications
Decentralized (Distributed) Processing
- computing power, applications, and work are spread out over many locations
- each remote computer performs a portion of the processing, thus reducing processing burden on the central computer
Advantages of Centralized
- enhanced data security: only protect one instead of multiple
- consistent processing: decentralized systems may result in inconsistent processing at various locations
Disadvantages of Centralized
- possible high cost: cost of transmitting large #s of detailed transactions, but costs are falling
- need for processing power and data storage
- reduction in local accountability
- bottlenecks: can occur at high traffic times
- delay in response time
- increased vulnerability: bc everything in one place, if something happens there goes everything
End User Computing
Processing
hands-on use of computers by end users
- functional end users do their own info processing activities w hardware, software, and professional resources provided by the org
- common EUC is info retrieval from org’s database using query language feature of database mgmt systems (DBMS)
- data can be extracted then manipulated by end user w spreadsheet software or other analytical tools
Periodic Scheduled Reports
1/6 types of MIS reports
Reporting
made available on a regular basis to end users of the system
- traditional reports that display info in a predefined format
Exception Reports
2/6 types of MIS reports
Reporting
produced when a specific condition or exception occurs
Demand Reports
3/6 types of MIS reports
Reporting
available on demand
- aka response report or pull report
Ad Hoc Reports
4/6 types of MIS reports
Reporting
does not currently exist but can be created on demand, without having to get a software developer or programmer involved
- aka user report writer
- one of the most attractive features of a well-designed MIS (mgmt info system)
Query
- set of criteria that end user can send to system to extract all transactions that meet the criteria
Push Reports
5/6 types of MIS reports
Reporting
if a report window displays up-to-date reports every time an end user logs into a computer network
- an end user creates a template or profile specifying info desired
Dashboard Reports
6/6 types of MIS reports
Reporting
present summary info necessary for mgmt action
- quick visual references
XBRL
Reporting
extensible business reporting language, derived from XML
- XBLR tags define data
- tags could indicate taxonomy used (GAAP or IFRS), the currency, the time period, as well as definition of the element
- an open, royalty free, internet based information standard for business reporting of financial data
- macros are created to automate analysis of the data tags, producing comparable ratios!