Organizational Needs Assessment Flashcards
Hardware
The actual physical computer or computer peripheral device. (e.g workstation, printer)
Software
The systems and programs that process data and turn that data into information.
Network
Made up of the communication media that allows multiple computers to share data and information. Computers are connected with fiber optic cables, microwaves, wireless cellular, and even satellites.
Data
Raw facts. Facts that are stored.
Information
Created from data that has been processed and organized. Useful for decision making.
Four Primary Roles of Business Information Systems
- To process detailed data
- To provide information used for making daily decisions
- To provide information used for developing business strategies
- To take orders from customers
Integrated System
allows for less redundancy of data entry and storage.
Source Data Automation Device
capture transaction data in machine-readable form at the time and place of their origin
Functions performed on data
Collect, process, store, transform, and distribute
Accounting Information System (AIS)
type of management information system. Can have separate systems (modules) for each accounting function, or one integrated system that performs all
well designed has an audit trail
Objective of AIS
- record valid transactions
- properly classify the transactions
- record the transactions at their proper value
- record transactions in proper accounting period
- properly present transactions and related information in the financial statements of the organization
Sequence of Events in AIS
- Transaction data is entered
- Original docs are filed
- Transactions are recorded in appropriate journal
- Transactions are posted to general and subsidiary ledger
- Trial balances are prepared
- Adjustments, accruals, and corrections are entered
- Financial reports are generated
Revenue Cycle
Transactions associated with the sales of goods or services that produce cash or other assets
Include:
Customer orders and credit verification
Accounts Receivable
Cash Receipts
Expenditure Cycle
Transactions associated with purchase of goods or services that use cash or produce debt or other obligations.
Include: Purchasing Inventory Control (WIP) Accounts Payable Cash Disbursements
Production Cycle
Transactions associated with the conversion of resources into products or services.
Include:
Product design and production planning
Product manufacturing
Inventory control (finished goods)
Human Resources/Payroll Cycle
Transactions associated with all phases of employee administration.
Include: Human resources Time and attendance Payroll disbursements Payroll tax reporting
Financing Cycle
Transactions associated with equity and debt financing including issuance of stock or debt, payment of dividends or debt service payments.
Data Processing Cycle - 4 areas
- Data Input
- Data Storage
- Data Processing
- Information Output
Data Input
Transactions must be captured or gathered and entered into the system
Basic Issues:
- all trans. are accounted for
- all trans. are completely accounted for in correct amts
- all people originating trans are identified
Data Storage
Journals and Ledgers - audit trails
Coding - Sequence (consecutive numbering), block(blocks of numbers to group similar items), group (addll info over blocks)
Chart of accounts
Master file
Similar to a ledger. Stores cumulative information that is relatively permanent
Data Processing
Function - addition, updating, deletion
Methods - Batch Processing, online real-time processing
Bacth Processing
occurs when transactions are recorded but master files are only updated periodically
Often found in traditional systems (payroll, general ledger)
Online real-time processing (OLRT)
transactions are recorded and master files immediately updated in real-time - no delay
always current and error detection is immediate
Information Input
Documents, Reports (budgets, production and delivery schedules, performance reports), Query
Hash total
Item not totaled in dollars. ex. total of various customer numbers in a batch.
Can be used to ensure that documents are not switched.
Online Analytical Processing (OLAP)
allows end users to retrieve data from a system and perform analysis using statistical and graphical tools
Centralized Processing
Maintain all data and perform all data processing at a central location.
Costs can be high, need increases power and data storage needs, reduction in local accountability, input/output bottlenecks, increased vulnerabilities
Decentralized Processing
Everything is spread out. Often used for distributing processing techniques.
May results in inconsistent processing
Reduces the processing burden on central computers
End User Computing
hands on use of computers by end users
DBMS is common
Periodic scheduled reports
traditional reports that display information in a predefined format and are made available on a regular basis to end users of the system.
Exception reports
produced when a specific condition or exception occurs
Demand reports
available on demand. (response report)
Adhoc reports
one that does not currently exist but can be created on demand without the use of a programmer by entering in a query
Push reports
information can be “pushed” and sent to a computer screen or desktop.
Dashboard reports
Used by organizations to present summary info for management action.
Visual quick references
XBRL
derived from XML
defines the data so users can create macros or other programs that can automate analysis of data
Open, royalty free, internet based
