Information Systems and Organisations Flashcards
What is a system?
A system is a collection of parts or components, organized for a purpose, with a structure and interactions flowing between each part.
What differentiates a system from a random collection of components?
Systems are not a random collection; they are useful, appear to belong together, and seem coherent.
What is an open system?
An open system exchanges inputs and outputs with its environment.
What is a closed system?
A closed system does not exchange any inputs or outputs but only interacts within itself.
Give an example of a closed system.
A central heating system is an example of a closed system.
Give an example of an open system.
A stock control system is an example of an open system.
What are sub-systems?
Sub-systems are components within a system that can be classified as systems themselves.
What is data?
Data is a record of an event or a fact.
What happens when data is processed?
Processing data creates information, which can be used to inform decisions.
What are examples of processing data?
Examples include classifying, categorizing, rearranging, sorting, summarizing, aggregating, calculating, and selecting data.
What is information?
Information is data processed for a specific purpose.
What is an information system?
An information system is a system that uses information to support decision-making.
What are the three managerial levels and their uses?
Executive (strategic planning), Middle (managerial control), Supervisory (operational control).
How do executives use information?
Executives use information for long-term, summarised, uncertain, and infrequent cases.
How do supervisors use information?
Supervisors use information for short-term, complex, certain, and frequent queries.
What is an example of operational control?
Restocking by checking product IDs, current stock, and reorder amount.
What is an example of middle management?
Allocating budgets using total funding, predicted resource requirements, previous budgets, and predicted income.
What is strategic planning, and how is it used by executives?
Strategic planning helps executives make long-term decisions, like introducing a new product, by analysing products, competitors, market data, costs, and revenue predictions.
How does supervisory management handle day-to-day tasks?
Supervisory management uses transaction processing to deal with daily tasks.
What are Transaction Processing Systems (TPS)?
TPS are information systems used at the supervisory level to support day-to-day business activities with a rule-based, low decision-making routine.
Give examples of tasks handled by Transaction Processing Systems.
Examples include calculating order totals, income tax, and scheduling after-sales services.
What is a business process?
A business process consists of one or more activities performed in a specific order, often part of a larger business goal.
What is a transaction in business processes?
A transaction involves multiple parties, like a seller and supplier, performing activities.
Which tasks are more likely to be automated?
Tasks that are clear and concise are more likely to be automated.
What is a Management Information System (MIS)?
An MIS takes information from Transaction Processing Systems to produce summaries and statistics, and it may also incorporate external data.
How are reports generated in a Management Information System?
MIS can generate reports on a regular schedule, on demand, or based on exceptions.
What additional features do Management Information Systems offer?
MIS can produce graphical representations, such as graphs, of information.
What systems are used at the executive level for decision support?
Decision Support Systems (DSS) are used at the executive level.
What is a Decision Support System (DSS)?
A DSS is an interactive system that helps managers make unstructured decisions using data, trends, models, simulations, and “what if” questions.
What purpose does a Decision Support System serve?
It provides special reports and analysis and is used to map future business directions based on predictive models.
What are Expert Systems?
Expert systems mimic human decision-making and expertise in a specific field using AI and machine learning.
What are the main phases in the lifecycle of a system?
System analysis, system design, implementation, validation, and maintenance.
What is the purpose of system analysis?
To understand and define what the system must do.
What happens during the system design phase?
Physically design the system conceptually, using text, drawings, and diagrams.
What happens during implementation?
Programming and manual writing begin.
What is validation in the system lifecycle?
Bug testing (and stress testing if needed) to ensure functionality.
Why is maintenance important?
To repair or improve the system as necessary.
What are system requirements?
Functions or qualities the system must have.
Define functional and non-functional requirements.
Functional: what the system must do. Non-functional: how it must perform, including usability, performance, and security.
What are the steps to establish requirements in system analysis?
Gather, analyse, specify, and validate requirements.
Who are requirements shared with?
Both the client and the development team.
What role does an analyst play in system development?
Communicates with users and businesses, translating requirements into the system.
What is a ‘statement of scope’?
A summary of the primary purpose, function, or role of the system.
What is a use case?
A description of how a primary actor (user/stakeholder) interacts with the system to achieve a goal.
What is the difference between casual and fully dressed use cases?
Fully dressed use cases include additional details like stakeholders, triggers, preconditions, and guarantees.
