Apt introduction tosystems

Introduction to Information Systems

Topics
• Introduction
• Basic Elements of an Information System
• Characteristics of an Information System
• Major Types of Information Systems
• Functions of an Information System
• Benefits of an Information System

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Topics
• Projects
• Project Stakeholders
• Project Team
• Project Success


Introduction
• What is a System?
→ A group of organized
entities
→ A means of

organizing
→ One entity

composed of
interrelated objects


Introduction
• Formal Definition
→ A group of interrelated or
interacting entities working
together to achieve a common
purpose.
→ Involves a means of capturing

input, processes, transforms and
converts the input into a
different, substantial product
(output).
→


Introduction
• Formal Definition
→ Organized or established procedure.


Introduction
• What is an Information System (IS)?
→ A set of people, processes and resources working
together to gather, transform, process, and store
information useful for decision making and control
in the organization.
→ Deals with data as input to produce substantial

information as output.


Introduction
• What is an Information System (IS)?
→ Applies to different fields:
• Geography / Mathematics
• Sociology / Telecommunications
• System Theories / Software Applications


Basic Elements of an Information System
• Resources
→ Hardware – physical component of technology
• Ex. Computer, Peripherals, Stationery
•

→ Software – collection of computer programs,
procedures and documentation
• Ex. Word Processor, Operating Systems
•

→ Liveware – People necessary to operate the system
and render it functional
● Ex. System Users, Systems Administrators


• Procedures
→ Set of rules that tells the system to achieve a goal
● Ex. Procedural Documents/Manuals

• Processes
→ Operational element of the system
● Ex. Actual Processes (i.e. Process, Compute, Input,
Submit, etc)


• Data and Information
→ Data are raw facts representing events occurring in
the physical environment before they have been
organized and arranged into a form that people
can understand and use.
→ Information are processed data presented in a form

suitable for human interpretation.


Information vs. Data

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• Data • Information


Characteristics of an Information System


• Objective – a specific goal towards which a system
works
→ Ex. Provide users with payment methods via prepaid
subscription, prepaid cards and tie-ups with telcos
within 18 months.

• Standards – acceptable level of performance
→ Ex. Order processing time to 24 hours maximum


• Environment – systems must be able to adapt to its
environment; environments may have a set of
dynamic rules that affect processes that run on it
→ Ex. Payroll System – manage increases, changes in tax

• Feedback – a response to a query or outcome that may
come from several sources
→ Ex. Customer, Intermediate Data


• Boundaries – demarcates the inside and outside of a
system which sets it apart from its environment


• Interface – point of contact between the system and its
environment
→ Ex. Touch screen kiosks in some photo developing
shops.


• Input – capture or collection of raw data from external
environment
• Processing – conversion, manipulation and analysis of
raw input into a more meaningful form
• Output – distribution of processed information


• A coffee maker is one
system we could
consider in terms of a
system with a specific
function.


• Resources
→ Hardware – carafe, filter, warming plate, etc.
→ Software – thermostat
→ Liveware – person who wants to make coffee
→ Procedures – manual
→ Process – pouring water into the water tank, putting coffee in
the filter
→ Data – input: ground coffee, water; output: brewed coffee
→ Feedback – light on switch, coffee in carafe
→ Interface – where we can put water, switch


Major Types of Information Systems


• Office Automation System (TPS)
→ Support general office work for managing
documents and handling and facilitating
communications
→ Examples: Word Processors, Spreadsheet and

Powerpoint


• Transaction Processing System (TPS)
→ Basic business system that serves the operation
level of an organization
→ Computerized systems that perform and record the

daily routine transactions necessary to conduct
business


• Transaction Processing System (TPS)
→ Goals of TPS development:
• Improve transaction processing by speeding it up
• Use fewer people
• Improve efficiency and accuracy
• Integrate with other organizational IS
• Provide information previously not available


• Knowledge Work System (KWS)
→ Systems that support knowledge workers in the
creation and integration of new knowledge
→ Example: GRASP (Graphical Robotics Applications

Simulation Package) 3D graphical simulation
system


• Management Information System (MIS)
→ Serves the functions of planning, controlling, and
decision-making by providing routine summary
and exception reports
→ Summarizes and reports on a company's basic

operations
→ Handles the compression and transformation of

basic transaction data from TPS into a more
meaningful form


• Decision Support System (DSS)
→ Combines data and sophisticated analytical models
or data analysis tools to support semistructured
and unstructured decision-making
→ Designed to aid decision-makers

→ Creates an interactive environment for decision-

making


• Executive Support System (ESS)
→ Designed to address unstructured decision-making
through advanced graphics and communications


Functions of an Information System
• Data Entry
→ Refers to collecting,
entering and recording
data into the program


• Data Validation
→ Ensures that the data
used by the program is
correct, valid and useful
by rejecting inaccurate
data upon entry and
processing


• Data Conversion
→ Involves the transformation of data
from one form to another


• Data Mining
→ Refers to the process of analyzing and sorting
through large amounts of data and summarizing it
into useful information.
→ Data mining could show trends.


• Data Warehousing
→ Data storage; this data will be used for reporting, as
well as analysis.


• Data Transmission
→ Involves sending and receiving data from one point
to another


• Data Summarization
→ Involves the transformation and consolidation of data
into a fixed, standardized format for purposes such as
reports
→ Aims to improve reporting performance and reduce the

load on the network


Benefits of an Information System
• Stakeholders
→ Empowers its users
→ Increases productivity

→ Allows more time to handle other tasks

• Processes and Procedures
→ Increases effectiveness and efficiency
→ Improves quality control

→ Allows timely delivery of output

→ Repeatable

• Information
→ Centralized information
→ Better archiving of records

→ Easy searching and retrieval of information

• Security
→ Implementation of controls and limitations
→ Quick and easily accessible

→ Traceable (Audit Trail)


• General
→ Quick and easy return on investment
→ Maintainability

→ Reliability


What is a Project?


Projects
• A Project...
→ Is a one-time endeavor
→ Has an explicit start and end date

→ Needs to achieve a specific objective / purpose

→ Contains various tasks that are aligned towards the

specified goals and objectives
→ Result: Product / Service


Projects
• A Project...
→ Provides a solution to a problem, or addresses a
necessity
→ Has limited resources

• Budget, time, labor, etc.
→ Is headed or managed by an individual


Spectrum of Projects
• A project can range from...
→ Short Term Assignments
• Simple, small scale projects

→ Large Scale Complex
Requirements
• Information Systems
• Architectural Projects


Spectrum of Projects
• In our field, projects focus on Information Systems. An
Information System may be...
→ Built from scratch
→ A continuation of a previous, unfinished project

→ Built on top of another project

→ A shift to another programming language

→ An upgrade to a newer technology

→ A solution to a problem

→ A modification due to ever changing requirements

and business rules

Main Teams and Players in a Project
• Project Stakeholders
• Project Team


Project Stakeholders
• Responsibilities
→ Ensures that the correct business requirements are
provided and communicated to the Project Team
→ Verifies that the delivered system meets business

requirements through User Acceptance Testing
→ Supports the Project Team with their project needs


• Roles
→ Project Sponsor
→ Project Customer

→ Functional Manager

→ Project Tester

→ Product Users Group

→ Top Management


• Project Sponsor
→ An organization's upper manager who is primarily
accountable for the project
• Regularly meets with the Project Manager to
discuss the project schedule, cost, progress,
and other related issues
• Acts as the bridge between the Project Manager
and Top Management
• Ensures strategic alignment to the organization's
goals and objectives


• Project Sponsor
→ Provides resources for the project
→ Assists in defining scope, schedule and cost

→ Provides guidance and consultation

→ Has authority to decide on factors or issues affecting

the direction of the project


• Project Customer
→ An individual or group in an organization whose
needs or requirements are the reason for the
project's goals and implementation
• Source of Project Requirements and Company
Rules and Policies
• Decides on changes regarding functions and
features of the project


• Project Customer
→ Provides project funding
→ Determines project scope and prioritization

→ Recipient of the project


• Functional Manager
→ Top managers of a business unit in an organization
with authority over policies and resources
• Provides resources
• Provides assistance and consultation on
specialized knowledge areas
• Source of Company Rules and Policies
• May play a major or minor role in the project
• Project involvement depends on specialized
knowledge areas


• Project Tester
→ An individual or group responsible for assuring the
objectives and requirements of the project are
met by doing or assisting in User Acceptance
Testing
• Creation and implementation of a Test Plan
• Organized and systematic quality assurance
• Ensures that quality and other standards are met


• Product Users Group
→ An individual or group who will directly benefit and
use the system
• For whom the system is built for
• Benefits from the system the most
• Most familiar with the processes and features of
the system
• Mostly on the operational side
• Basis for Project Expectations and Satisfaction


• Top Management
→ The executive team that approves the budget,
scope, and schedule of the project
• Sets the Organizational Goals and Objectives
• Approves funding of the project
• Verifies strategic alignment of project with the
Organizational Goals and Objectives
• Final decision-makers and approvers
• Focused mainly on the benefits and outcome of
the project
• Prioritizes projects

Project Team
• Responsibilities
→ Transforms business requirements into the actual
working program
→ Ensures that the agreed upon functions and features

are delivered on schedule and with quality
→ Recommends to the Project Stakeholders the

hardware and software specifications to be used
by the system
→ Responsible for defining any IT services required in

the development and implementation of the
system

Project Team
• Roles
→ Project Lead / Software Architect
→ Project Manager

→ Developer

→ Web / UI Designer

→ Database Administrator

→ Quality Assurance

→ Business Analyst


Project Team
• Project Lead / Software Architect
→ An individual responsible for ensuring that the
project team is steered in the right direction
• Provides overall architecture design
• Provides expertise in object oriented and
enterprise design
• Provides expertise in frameworks and
technologies required by the project
• Leads the developers of the project


Project Team
• Project Lead / Software Architect
→ Guides and assists the developers in the
development process
→ Provides recommendation to the client regarding IT

related issues
→ Ensures that best practices and development

standards are met


Project Team
• Project Manager
→ An individual responsible for ensuring that the
project team reaches its goal or objective within
the scope, schedule and budget allocated for the
project
• Responsible for management and success of the
project
• Ensures quality and timely delivery of the project
• Provides expertise in creating project plans and
the prioritization of assigned tasks


Project Team
• Project Manager
→ Reviews and adjusts the project plan and schedule
as necessary
→ Assigns and manages the tasks of the project team

→ Ensures transparency and close collaboration with

the client
→ Handles project meetings and status reports


Project Team
• Developers
→ An individual or group responsible for converting
business requirements into project codes written
in a particular programming language
• Writes program codes
• Ensures program codes work correctly and as
expected
• Implements initial testing of codes


Project Team
• Developers
→ Provides recommendation to the client regarding
programming related issues
→ Implements best practices and development

standards
→ Understanding of frameworks and technologies

required in the project


Project Team
• Web / UI Designer
→ An individual or group responsible for the
appearance and design of the software
• Creates user interface designs for the application
• Ensures web / UI codes work correctly and as
expected
• Implements initial testing of screens / UI
• Provides recommendation to the client regarding
web / UI related issues
• Implements UI best practices and standards


Project Team
• Database Administrator
→ An individual or group responsible for handling,
coding and maintaining database related tasks
• Responsible for the logical and physical design of
database/s
• Handles the installation, maintenance, and
upgrade of the project database/s
• Writes program codes of a specific database
access language


Project Team
• Database Administrator
→ Ensures database program codes work correctly and
as expected
→ Implements initial testing of database related tasks

→ Provides recommendation to the client regarding

database related issues


Project Team
• Quality Assurance
→ An individual or group responsible for testing the
software and ensuring that it meets the
expectations of the client in terms of performance
and quality before handling the software for User
Acceptance Testing
• Creation and implementation of Test Plans
• Organized and systematic quality assurance
processes
• Ensures that quality and other standards are met


Project Team
• Business Analyst
→ An individual or group responsible for eliciting and
analyzing the business or project requirements of
the client's stakeholders in order determine and
propose solutions to certain business problems


Project Team
→ Elicits and defines business requirements
→ Coordinates with various business units in order to

elicit necessary information
→ Analyzes data elicited and propose solutions

→ Acts as a bridge between the project client and the

project team


Project Team
→ Coordinates with the project team to ensure that
members understand the requirements
→ Produces high quality documentation through

effective, clear and appropriate documentation
and diagrams
→ Reports status and issues to the Project Manager

→ “Knowledge Expert” within the team in terms of

Business Rules and Requirements


Project Success
• Food for Thought:

• A project is finished within the defined scope, within its
allocated budget, is delivered on time, and meets all
performance requirements.

• Is this a successful project?


Common Causes of Project Failure
• Scope Creep
• Defining end dates without estimating the amount of
work to be done
• Overemphasis on time, sacrificing quality
• Resources are not fully committed to the project
• Inability to adapt to dynamic environments
• Win the contract first, then worry about the rest later


Common Causes of Project Failure
• Overallocation of resources
• Political agendas detracting focus away from the
project
• Insufficient funds to cover “hidden” essentials
→ Ex. Maintenance
• Inability to coordinate budget with schedule
• Juggling of schedules between different projects
• Communication filtering, especially with management


A Perspective on Project Success


Apt introduction tosystems

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