Computer Based Information Systems The purpose of the computer based

information system is to provide managers (and various categories of employees) with appropriate kind ,of information to help them make decisions. It is used to collect and analyze data from all departments and is designed to provide an organization’s management with up to date information anytime.

Types of Information Systems There are several types of computer

base information systems, which serve different levels of management:

Office Information systems Transaction processing systems Management information systems Decision support systems Executive support systems Expert Systems

Office Information SystemsLet us consider these:

Office Information Systems OIS, also called office automation systems (OASs), combine various technologies to reduce the manual labor required in operating an efficient office environment and to increase productivity.

Used throughout all levels of an organization. OIS technologies include fax, voice mail, email, scheduling software, word processing and desktop publishing among others.

The backbone of an OIS is a network – LAN, intranet, extranet- that connects everything. All office functions- dictation, typing, filing, copying, fax, microfilm and records management, telephone calls and switchboard operations- are candidates for integration into the network.

Office Information system

Office Management

Systems

ImageProcessing Systems

Electronic Collaborative

Systems

Electronic communications

Systems

Electronic Publishing Systems

• Word processing• Desktop Publishing• Copying Systems

• Electronic mail• Voice mail• Facsimile• Desktop Videoconferencing

• Electronic meeting systems• Collaborative work systems• Teleconferencing• Telecommuting

• Electronic document management• Other image processing• Presentation graphics• Multimedia systems

• Electronic office accessories• Electronic scheduling• Task management

Transaction Processing System: A transaction may be recorded manually or via

a computer system an d includes everything concerning the product or service in which the organization is engaged; production, distribution, sales, orders.

A transaction Processing System (TPS), is a computer based information system that keeps track of the transaction needed to conduct business.

Features of a TPS Input and Output – The inputs to the system

are transaction data: bills, orders, inventory levels and the like. The output consists of processed transactions: bills, pay checks and so on.

For operational managers Produce detail reports One TPS for each department Basis for MIS and DSS: Transactions stored in

database are required as a input for the processing of management and decision making purposes.

Management Information systems A management Information system

(MIS) is a computer based information system that uses data recorded by TPS as input into programs that produce routine reports as output.

Features of an MIS Input and Output: Input consists of processed

transaction data, such as bills, orders and paychecks plus ,other internal data. Outputs summarized structured reports, budget summaries and production schedules etc.

For tactical managers Draws from all departments Produce several kinds of reports (summary,

exception, periodic and demand reports)

Summary Reports: shows totals and trends. Showing total sales by the office, by product, and by salesperson, as well as the total overall sales.

Exception Reports: shows out of ordinary data. An example is an inventory report listing only those items of which fewer than 10 are in stock.

Periodic Reports: are produced on regular schedule. Such daily, weekly, monthly, quarterly and annual reports may contain sales figures, income statements, or balance sheets. Produced on papers such s printouts.

demand reports: produce information in response to an unscheduled demand. A director of Finance may ask for a demand credit background report for a unknown customer who wants to place a big order Produced on computer screen or on a terminal.

Decision Support System A DSS is a computer based information system

that provides a flexible tool for analysis and helps managers focus on the future.

Some decision support systems come very close to acting as artificial agents. DSS applications are not single information resources, such as a database or a program that graphically represents sales figures, but a combination of integrated resources working together.

Whereas a TPS records data and an MIS summarized data, a DSS analyzes data.

To reach the DSS level of sophistication in information technology, an organization must have established TPS and MIS Systems first.

Features of a DSS: Inputs and Outputs: Inputs include internal data-

such as summarized reports and processed transactions and also data that is external to the organization. External data may be produced by the trade associations, marketing research firms, the U.S. bureau of census & other government agencies.

Outputs are demand reports on which a top manager can make decisions about unstructured problems.

Mainly for tactical managers Produces analytic models: A key attribute of a

DSS is that it uses models. A model is a mathematical representation of a real system. The models use DSS database, which draws on the TPS and MIS files, as well as external data such as stock reports, government reports, and national and international news.

Thus a manager can simulate an aspect of the organization’s environment in order to decide how to react to a change in conditions affecting it. By changing the hypothetical inputs to the model, the manager can see how the model ‘s outputs re affected.

A use of DSS (example): Investors in commercial real state use a DSS called RealPlan to forecast property values up to 40 years into the future based on income, expense and cash flow projections.

Executive Support System ESS is an easy to use DSS made especially

for strategic managers; it specifically supports strategic decision making.

It draws on data not only from systems internal to the organization but also from those outside, such as news services or market research database.

ESS are relatively user friendly and require little training to use.

The ESS includes the capabilities for analyzing data and doing what if scenarios. ESS also have the capability to browse through summarized information on all aspects of the organization and then drill down to detailed areas the manger believes require attention.

Executive Support System

Expert Systems An expert system or knowledge based system is a set of

interactive computer programs that helps users solve problems that would otherwise require the assistance of a human expert.

Expert systems are created on the basis of knowledge collected on specific topics from human specialists, and they imitate the reasoning process of a human beings. ESs have emerged from the field of artificial intelligence (the branch of comp. sci. that is devoted to creation of computer systems that simulate human reasoning and sensation).

They are used by both management and non- management personnel to solve specific problem.