People & Organizations.pdf

7/28/2019 People & Organizations.pdf

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COMPUTER BASED MANAGEMENT

INFORMATION SYSTEM

Zeshan Ahmer

Unit 2

People

Characteristics of People

Organization

Information System Personnel

System Models

System Development Life Cycle


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PEOPLE


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People

People are the most important part of any organization

and thus of any MIS. An MIS often succeeds or fails on

the basis of people involved

A number ofhuman characteristics can have an impacton the design and performance of information systems

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PEOPLE CHARACTERISTICS


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Some of the characteristics of people thateffect Information Systems:

Physiological Factors

Ergonomics

Workers Skills and Abilities

User Interfaces

Memory Processes

Learning

Psychological Factors

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Physiological Factors

MIS jobs are physically demanding, e.g. a person used towork on input of data can suffer from eyestrain,headaches, neck and back problems due to long sittingagainst display terminals

Workers physical workspace can also poorly designed orthe lighting factor may disturb the people

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Ergonomics

The field that studies computer workspaces and theireffects on users is known as ergonomics

Ergonomics attempts to overcome the problems

associated with poorly designed computer workspaces

that causes unnecessary physical and mental stress

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Workers Skills and Abilities

Organizational Behavior researchers have recognizedthat many on the job behaviors are affected by the skillsand abilities that worker posses

An employees capability to perform job tasks determinesthe skills and abilities Physical Abilities

Mental Abilities

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User Interfaces

Many of the interfaces for workers who enter Transaction

Processing Data are typically designed for the lowest

capability workers

At McDonalds or KFC, the terminals have specialkeyboards to facilitate fast and accurate data entry, e.g. if

a customer buys a burger, the clerk have to only press

the key that has a picture of the item the customer

ordered, the key with picture of burger

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Memory Processes

People differ in both their ability to memorize and in

speed which they recall the facts that are saved to

memory

Short Term Memory

Long Term Memory

External Memory

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A human information processing model

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Environment

Receptors

(Eye, Ear,

Nose)

Effectors

(Physical,

Spoken,

Written)

Processor(Brain)

Memory

Short Term

Memory (Brain)

Long Term

Memory (Brain)

External Memory

(Notes and

Reference

Materials)


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Learning

How people learn is an important consideration when

building or upgrading computer systems

Training of new technologies is costly

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PsychologicalFactors

A large number of psychological factors

contribute to the success or failure of an

Information Systems:

Perception (2 different people see same thing in different ways)Attitudes (Expression of feelings about people, objects, events etc)

Risk Taking Tendencies (Risk Seeker, Risk Avoider)

Willingness to Change

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ORGANIZATION


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Organization

Relatively long term, output producing entity that consistsof more people, has one or more goals and conductsitself to achieve these goals

A formal collection of people and other resourcesestablished to accomplish a set of goals

General Motors, National Wildlife Foundation, ShaukatKhanam, Nestle, Interwood

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Stable, formal structure Takes resources from environment

Processes them

Produces outputs

Rights and obligations

Delicately balanced

Conflict resolution

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Profit / Non Profit Organizations

Public / Private

Centralized / deCentralized

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INFORMATION SYSTEM PERSONNEL

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IT Infrastructure:

Hardware

Software

Networks

Information System

Specialists:

CIO

Managers

System AnalystsProgrammers

Network Specialists

Database Administrator

Clerical

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CIO

Telecommunications Data Administration

Data Processing

Director

Manager of

systems

design

Manager of

information

center

Manager of

programming

Computer

operations

manager

Manager of

office

automation

System

analystsSystem

programmers

Application

programmers

Computer

operators

Data entry

operators

Consultants

Trainers

Technicians

Staff


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SYSTEM MODELS

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System Environment

All system functions within some sort of environment. The

environment is the collection of elements. The elements

surround the system and often interact with it

Systems are normally delimited by a BOUNDARY, whichseparates them from environment. Anything within the

boundary is the part of the system and anything outside

is the part of the environment

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Environment

Boundary

System

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Icons in the figure represents system elements. The

Arrows indicate the relationship among these elements

In some cases, the elements themselves may represent

entire systems, called as Sub Systems

An organization may be sub divided into many functionalareas, such as marketing, finance, research, development

etc. Each of the functional areas can be viewed as the

subsystems of the larger organizational system

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Model is a representation of real world element or agroup of elements and relationships among them

For Example, a drawing of human skeleton is a graphicalmodel of the bone structures of human

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Types of Models

Mathematical Models

Physical Models

Graphical Models

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Mathematical Models

A Mathematical Model is used to express

relationship, in mathematical terms

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Physical Models

A Physical Model is usually a three-dimensional

representation that can be held or touched

In automobiles design, physical models of cars are helpfulto see that if a certain design will work

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Graphical Models

Graphical Models generally use symbols as icons,

boxes and lines to represent real world elements and

the relationship between them, for example, Data

Flow Diagrams, Entity Relationship

Diagrams, Flow Charts etc


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GRAPHICAL MODELS

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Data Flow Diagrams

Data Flow Diagrams focus on the data flowing in andout of the system and the processing of the data

Data Flow Diagram contains four symbols:

A rectangle with rounded corners

A square with two shaded edges

An arrow

An open-ended rectangle

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Basic Symbols of a DFD

A PROCESS means that

some action or group of

actions take place

An ENTITY is a person,group, department, or any

system that either receives

or originated data

A DATA FLOW shows that

information is being passed

from or to a process

A DATA STORE shows the

Interaction with a database

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Advantages of Data Flow Approach

Freedom from committing to the technical implementation

of the system too early

Further understanding of the interrelatedness of systemand sub systems

Communicating current system knowledge to users

through graphical model

Analysis of proposed system to determine if necessary

data and processes have been defined

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Levels of DFD

Context Level DFD

Zero Level DFD

One Level DFD ..

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Context Level Data Flow Diagram contains

three symbols:

A rectangle with rounded corners

A square with two shaded edges

An arrow

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Basic Symbols of a CL-DFD

Entity

Name

Process

NameA PROCESS means that

some action or group of

action stake place

An ENTITY is a person,

group, department, or any

system that either receives

or originated data



from or to a process

Information Passed

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CL-DFD of an Airline Reservation System

Passenger Travel Agent

Airline

AirlineReservation

System

Preferences and Available Flights

Ticketing Information

Travel Confirmation

PassengerReservation

Travel Confirmation

Chosen Flight

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Symbols of a Sub Level-DFDs

EntityName

ProcessName

A PROCESS means thatsome action or group of

action stake place

An ENTITY is a person,

group, department, or any

system that either receivesor originated data



from or to a Process orData Store

A DATA STORE shows that

data is being stored in

database table or retrieved

from database table

D1 Table1

Information Passed

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ERD

Graphical representation of database design is called

Entity Relationship Diagram

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Flow Charts

A chart that shows the sequence of actions to be held in a

process is called Flow Chart

Flow Chart is a Graphical representation of a process

It is having top to down flow

One starting point, one closing point

Conditions are used for decision making


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SYSTEM DEVELOPMENT LIFE CYCLE

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Systems Development Life Cycle

The SDLC is a phased approach to analysis and design

of systems

Analysts disagree on how many phases there are exactlyin the SDLC but generally divide the cycle in seven

phases

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Seven Phases of SDLC

Identifying Problems, Opportunities and

Objectives

Determining Information Requirements

Analyzing System Needs

Designing the Recommended System

Developing and Documenting Software

Testing and Maintaining the System

Implementing and Evaluating the System

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1 - Identifying Problems,

Opportunities and

Objectives

7 - Implementing and

Evaluating the System

6 - Testing and

Maintaining the System 5 - Developing and

Documenting Software

4 - Designing theRecommended System

3 - Analyzing System

Needs

2 - Determining

Information

Requirements

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1- Identifying Problems, Opportunities and

Objectives

The analyst is concerned with identifying problems, opportunitiesand objectives

The first phase requires that the analyst look at what is occurring inthe business, together with the organization people, the analyst

pinpoint the problems

Identifying objectives

First the analyst must discover what the business is trying to do, thenthe analyst will be able to see if some aspects of information systemsapplications can help the business reach its objectives

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People

Users

Analysts

Systems Managers coordinating the project

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Activities

Interviewing user management

Summarizing the knowledge obtained

Estimating the scope of project

Documenting the results

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Output

Feasibility report

containing a problem definition

and objectives summary

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2- Determining Information Requirements

Tools used to define information requirements in businessare sampling and investigating hard data, interviewing,

questionnaires, observing decision makers behavior and

office environment

In this phase, analyst tries to understand what

information user needs to perform their jobs

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People :

Analysts

Users

Typically operation managers and workers

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Activities System Analyst needs to know the details of current

system functions of the business under study:

WHO the people who are involved

WHAT the business activity WHERE the environment in which the work takes place

WHEN the timing

HOW how the current procedures are performed

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Output

Analyst understands

how the business functions

have complete information on the

people

goals

data

procedures involved

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3- Analyzing System Needs

People

System Analysts

Activities

Special tools and techniques help the analysts make

requirements definitions

One such tool is the use of data flow diagram to chart

the input, processes and output of the businesss

functions graphically

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Output

SystemAnalyst prepares a system proposal that summarizes what

have been found, provides analysis and makes recommendations.

If one of the recommendations are acceptable to the management,

the analyst proceeds along with the course

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4- Designing the Recommended System

People

System Analysts

The system analyst uses the information collected earlier

to accomplish the logical design of the informationsystem. The analyst design the accurate data entry

processes

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Activities and Output Produce specifications for programmers

Design Data Flow Diagrams

Entity Relationship Diagrams

Design output screens (either on screen or on paper)

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5- Developing and Documenting Software

People :

Analysts

Programmers

Users

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Activities

Analyst work with programmers to develop software that

is needed

Tools used are structure charts, flow charts and pseudo

code

The analyst use one or more of the tools to

communicate with programmer what needs to be

programmed

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Analyst work with users to develop effective documentation for

software, including procedure manuals

Programmers have a key role in this phase as they design, code

and remove errors

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Output

Analyst

develops effective documentation

develops training manuals

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6- Testing and Maintaining the System

Before the information system can be used, it must be

tested. It is much less costly to catch problems before the

system is signed over to users

Some of testing is done by programmers alone and some

of it by systems analysts in conjunction with programmers

Maintenance of the system begins in this phase

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7- Implementing and Evaluating the System

Analysts helps implements the information system

Training of users to handle the system


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Final Project

MIS


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Visit Organization Chosen for Group Project

Meeting with Contact Person in Presence of All Group Members

Ask Questions to Understand Business Processes Completely

Analyze Business Processes, Discuss with Group Members

FINAL PROJECT TASKSUNIT 2

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Using MS Word

Start Project Documentation; Introduction, Details of Visits to Organization &Interviews Conducted, Details of Exiting Business Processes

&

On paper

Design DFDs, Context, Zero, One and next level DFDs of organization

Design Flow Charts of Selected Business Processes

Design Entity Relationship Diagram of Organization

Design Output Screens Forms

FINAL PROJECT TASKSUNIT 2

People & Organizations.pdf

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