Fri 29 March 2024
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Information System

A system is defined as a set of procedures used to accomplish specific results. A procedure is defined as the series of steps followed in a regular, specified order to accomplish one end result. For example, in an education system, registration of students is one procedure, and taking the examination is another procedure.

Data is defined as raw facts and figures. Data is used as a raw material of any system. Information is defined as data, which is processed for some use. It represents the finished product of the system. The purpose of the processing is to ensure the validity of the coming data and convert valid data into timely and accurate information. For example, if the user inputs the marks of a student, the process should ensure that the input is a numeric value.

An examination system determines the overall performance of each student as a final result. But to achieve this result the examination system consists of many procedures.

  1. Registration of students for examination
  2. Taking an examination from the students
  3. checking of papers
  4. Declaration of the result

At some times, these procedures should occur in sequence. In the above example, the procedure "Declaration of the result" cannot take place before "Checking of papers".

An information system is the collection of input, people, procedures, hardware, software, files, and information required to accomplish an organized set of functions.

 

Components of Information System

The following are different components of an information system.

 

1. People

The basic purpose of any information system is to provide information to the people. People include both the management of the company and the end-user. End users are those people who directly interact with the information system. End users supply data to the information system and receive information from it.

 

2. Procedures

Procedures are usually in written form and also include manuals and filer documentation. They describe the tasks performed by all the people. These people may be and users and information systems department personnel who are involved with the system.

 

3. Hardware

The hardware component consists of all the physical equipment used within the information system. The equipment includes hardware like computers, terminals & printers, and non-computer equipment like typewriters, other machines, paper, printing ribbons, etc.

 

4. Software                                                                                                                                         

This component consists of both system software and application software. The system software is the program that controls the hardware and software environment. These programs consist of operating systems, communication software, and database management system, etc, application software consists of the programs that directly support the information system in processing the data to produce the required information. Examples of application software include spreadsheets, word processors, payroll, and billing software.

 

5. Files

The data used in an information system is very important. It must be stored for future use. It is stored in files and databases on secondary storage devices or in paper form. The files are very important in any information system because much information is generated from these files. For example, when the overall performance of a student is determined at the end

Of a year, it depends on the data stored in the file about his performance in a different tests, etc.

 

Sources of Information System Project

Information system projects are developed due to me of the following reasons;

 

1. End-User Requests

The end-user interacts with the system directly at the most detailed level. He can analyze its drawbacks very effectively. An end-user may feel that the controls for input validation are not implemented effectively. He may request to develop a new information system.

 

2. Top Management Directives

Directives from top management are an important source of systems projects. A directive may arise when there is a need to meet a new organizational objective or additional information is required for decision- making or due to new management or requirements.

 

3. Existing Systems

Errors or inefficiencies within existing systems can trigger requests for systems projects. When a new system is implemented, its performance is evaluated and errors are removed with the passage of time. These emit are reported by the users of the system. But if errors are occurring in abundance and are disturbing the organization’s working, it may be a source of new system projects.

 

4. Information Systems Department

Another source of system projects is the information systems department‘s own recommendations for projects. The information system department’s personnel can suggest new projects for the organization using their previous experiences. The value of such projects depends upon the department’s knowledge of the operations and needs of the organization.

 

5. External Forces

Agencies outside the organization can ask for changes to the existing system or for the creation of new systems. For example, new government tax regulations, reporting requirements may require the development of a new system. New software may encourage the management to develop a new system.


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