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Stage 2 Information Technology > Information Systems > Flashcards

Information Systems Flashcards

1
Q
  1. Aim
A

The general purpose or function of a system.

To keep a record/track of…

E.g. To keep track of the students going into the detention room with reason why they are there.

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2
Q
  1. Output / Outcome
A

The specific information produced by the system.

Provide answer then example.

  • *To provide a list of…**
  • *To provide a data entry form to…**
  • *To provide a record…**

Think about: specific date, reason, no. of times, age, year level

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3
Q

Output: Data entry form

A

E.g. A data entry form to record the borrowing of a book by a student from the library.

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4
Q

Output: Simple query

A

E.g. In a golf database, list members who have nominated to play on a particular day.

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5
Q

Output: Complex Query

A

Includes ‘And’ / ‘Or’

  • E.g.* In a sports day database, list the sprinters who have broken 14 seconds in the 100m sprint, with a calculation showing by how much they broke this margin.
  • E.g*. Spans over period of time
  • E.g.* Date and year level
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6
Q

Output: Statistical

A
  • E.g.* Group by service and count how many need that service
  • E.g.* In a retail database, group by the products and count the numbers of products sold over the last 12 months to determine popularity.
  • E.g.* Count, average
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7
Q

Output: Calculated

A

E.g. Percentage

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8
Q
  1. Elements
A

The entities that make up the system, such as:

  • *- People
  • Procedures
  • Software
  • Hardware
  • Data**

i.e. Who?, what?, when?

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9
Q

Element: People

A

E.g. Students, administrator, supervising teacher

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10
Q

Element: Procedures

A

How the elements/components work together to gather, input, and update data to achieve the outcomes.

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11
Q

Element: Procedures - Selection

A

Involves searching a system using a query, for a specific set of records.

E.g. Certain… item, person, set of people

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12
Q

Element: Procedures - Summarising

A

Groups data and provides summary statistics for each group in a report.

  • *Statistics:**
  • E.g.* Max, Min, Average, Mean, Medium, Total
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13
Q

Element: Procedures - Calculating

A

Involves the derivation of new value from one or more existing ones.

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14
Q

Element: Procedures - Sorting

A

Involves rearranging data into a specific order

E.g. Smallest to largest, alphabetical order

Key words: order, arrange, categorise, rank, classify, group

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15
Q

Element: Procedures - Updating

A

Involves changing an existing data item to reflect a new value or change in status.

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16
Q
  1. Constraints and resulting problems
A

Factors that limit the scope of the information system

Constraint: A factor that affects the system in way that can prevent the system objectives from being achieved.

Problem: Results when a system’s constraints prevent one or more of its outcomes from being achieved.

E.g. Not having enough time to fill out data sheets is a constraint that can lead to the problem of inaccurate or incomplete data.

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17
Q
  1. Feedback mechanism
A

Responses from the information system that is used to confirm or make changes to input or processing activities (how the system detects errors).

Must detect the problem and do something about correcting it.

Think: default values, validation rules, input masks, required values etc.

18
Q

IT careers: Database developer / Administrator

A

Designs, develops, tests, implements and maintains new and existing database.

  • creates and maintains the data dictionary
  • manages security of the database
  • monitors the performance of a database
  • checks, backs up and performs recovery procedures
19
Q

IT careers: Software Engineer

A

Designs and develops software, code, and systems to make a computer work.

Focuses on the theory of programming and operates systems.

20
Q

IT careers: Systems Analyst

A

Responsible for designing and developing an information system.

Works to solve problems related to a computer.

They research, plan, and recommend software and system choices to meet requirements.

They setup computer systems, hardware and software as well as increasing computer productivity.

They develop and overall structure for the system.

21
Q

IT careers: Technician

A
  • Maintains computer systems
  • Provides technical support
  • Teaches their clients the basic skills they need to operate newly installed programs.

Looks after technical equipment or do practical work in a lab.

22
Q

IT careers: Network Administrator

A

An Employee who configures, installs and maintains LANS, WAN, intranets and internet systems, identifies and resolves connectivity issues.

Maintains the organisations data management network.

23
Q

Efficiency

A

The efficiency of an information system is determined by its speed of use and user friendliness.

Efficiency is about how well desired outcomes are achieved, by using minimum resources.

  • Is the system fast? (Does it achieve outcomes in a timely fashion?)
  • Is the system user-friendly? (Is it intuitive)
  • Does it achieve its outcomes with the least resources, time and money?
  • E.g.* Double handling would lead to inaccuracy of data
24
Q

Reliability

A

Reliability is about whether desired outcomes are consistently achieved over time.

  • Is the data in the system accurate and efficient?
  • Is the system maintained?
  • Is the data secured and not open to ‘damage’ or ‘abuse’?
  • Is the design appropriate?
  • Is the information produced appropriate?
  • Are the processing and calculations accurate? (and how would you determine this?)
  • Is it performing consistently?
25
Q

Effectiveness

A

Effectiveness is about whether all outcomes are successfully achieved.

  • Does it achieve all the outcomes?
  • Are they quality outcomes?
  • Is the outcome accurate?
  • Is the outcome well presented?
  • Is there a comprehensive outcome?
26
Q

What is the purpose of an information system?

A

A system has elements that combine to process inputs in a way that achieves desired outputs.

27
Q

What does an information system involve?

A

Information systems involve gathering, inputting, validating, processing, storing, retrieving, outputting, communicating, and disposing of data.

28
Q

Why is backing up a required computing practise?

A

To prevent corrupt data through hackers, viruses and data loss. If organisations lose their data, they will find it difficult to retrieve their data and to rebuild their organisation. Data is essential and can be lost in different ways, but if backed up, the data can be retrieved.

29
Q

Suggest a backup routine

A
  1. The network manager once a day will run an incremental back up to ensure all data gained in a day is not lost.
  2. The network manager once a week will run a fl back up to ensure all data and software is saved and up to date.
  3. The data is backed up on tape because it is very cheap, reliable and can store large amounts of data. The tape is stored off site in a safe place, usually in a fire proof box.
30
Q

3 main difference between relational database and a flat file database

A

RELATIONAL DATABASES has multiple tables and uses links and relationships between tables. This improves data integrity, therefore a change in one table is automatically reflected in all linked tables, so the data is more accurate.

Data redundancy is removed so data does not need to be stored across multiple tables. Therefore less storage requirements and ease of access.

A FLAT FILE DATABASE uses only one table where as a relational database uses multiple tables.

31
Q

Many - to - many

A

a row in table A can have many matching rows in table B, and vice versa.

E.g. a single ‘Order’ can include more than one ‘Product’, and a single ‘Product’ can appear on many ‘Orders’.

32
Q

One - to - many

A

a row in table A can have many matching rows in table B. But a row in table B can have only one matching row in table A.

Only occurs if one of the related columns is a primary key or has a unique constraint

e.g. Each ‘Publisher’ produces many titles. But each ‘Title’ comes from only one ‘Publisher’.

33
Q

One - to - one

A

a row in table A can have no more than one matching row in table B.

Only occurs if both of the related columns are primary keys or have unique constraints.

34
Q

What is a key field?

A

A field that uniquely identifies each record in a table.

35
Q

Primary Key

A

Consists of one or more fields that uniquely identifies each record in a table. The data in a primary key is unique to a specific record.

Non-key fields are dependent on the key, and not dependent on any other field.

Factless identifiers are ideal for use as a primary key because they do not change E.g. AutoNumber

Name Examples: Employee ID, Student ID

36
Q

Foreign key

A

Tables are linked by joining the primary key from the table on the one-side to the appropriate field, which is called the foreign key, on the many-side.

37
Q

Composite key

A

A composite key can be applied in the transaction table to prevent a double transaction.

When a primary key consists of more than one field.

38
Q

Data integrity

A

Identifies the quality of the data, the more errors the data contains, the lower its integrity.

a change made in one table will automatically and accurately be seen/read by all other related tables.

39
Q

Data redundancy

A

This is when you store information more than once.

This is minimised with the use of relational database.

40
Q

What are the qualities of valuable information?

A

Information should be:

  • accurate: error free
  • verifiable: can be proven to be correct or incorrect
  • timely: has an age suited to its use
  • organised: arranged to suit the needs and requirements of the decision makers
  • accessible: available when the decision maker needs it
  • useful: has meaning to the person who receives it
  • cost effective: should give more value than it costs to produce
41
Q

When should I use a database instead of a spreadsheet?

A

Databases:
Ideal when you have a large amount of related data to store and quickly need to be able to add to, update, query, and create reports about the data.

This is fast and efficient and ease of backing up so data is not lost.

Spreadsheet:

  • less data to store but frequently need to perform calculations with the data, create charts, and review statistics.

Stage 2 Information Technology (8 decks)

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