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Chapter 5Chapter 5

Applications Software for Businesses

Introduction to Information Systems

Judith C. Simon

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"Copyright © 2001 John Wiley & Sons, Inc. All rights reserved. "Copyright © 2001 John Wiley & Sons, Inc. All rights reserved. Reproduction or translation of this work beyond that permitted Reproduction or translation of this work beyond that permitted in Section 117 of the 1976 United States Copyright Act without in Section 117 of the 1976 United States Copyright Act without

the express written permission of the copyright owner is the express written permission of the copyright owner is unlawful. Request for further information should be addressed unlawful. Request for further information should be addressed to the Permissions Department, John Wiley & Sons, Inc. The to the Permissions Department, John Wiley & Sons, Inc. The purchaser may make back-up copies for his/her own use only purchaser may make back-up copies for his/her own use only and not for distribution or resale. The Publisher assumes no and not for distribution or resale. The Publisher assumes no

responsibility for errors, omissions, or damages, caused by the responsibility for errors, omissions, or damages, caused by the use of these programs or from the use of the information use of these programs or from the use of the information

contained herein."contained herein."

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Chapter 5 Major TopicsChapter 5 Major Topics

The concept of office automationThe concept of office automation Office applications softwareOffice applications software Management decision support softwareManagement decision support software Evaluation of applications softwareEvaluation of applications software

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Office AutomationOffice Automation

Use of information technology to perform typical Use of information technology to perform typical office activities automaticallyoffice activities automatically

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Office Applications SoftwareOffice Applications Software

Programs used to assist in performing a wide Programs used to assist in performing a wide variety of office activitiesvariety of office activities

Examples include word processing, spreadsheets, Examples include word processing, spreadsheets, databases, graphics, and many othersdatabases, graphics, and many others

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Word Processing SoftwareWord Processing Software

Used primarily for text documents, such asUsed primarily for text documents, such as memosmemos lettersletters reportsreports

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Spreadsheet SoftwareSpreadsheet Software

Contains columns (vertical) and rows (horizontal)Contains columns (vertical) and rows (horizontal) Used primarily for numeric data and calculationsUsed primarily for numeric data and calculations Contains some predesigned formulas, such asContains some predesigned formulas, such as

financial formulasfinancial formulas statistical formulasstatistical formulas logical formulaslogical formulas date and time formulasdate and time formulas

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Database SoftwareDatabase Software

Used to record items of interest about an object or Used to record items of interest about an object or person and to be able to manipulate and link the person and to be able to manipulate and link the data in a variety of waysdata in a variety of ways

Typical features include Typical features include sorting/indexingsorting/indexing queryingquerying report generationreport generation programmingprogramming

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Graphics SoftwareGraphics Software

Used for creating attractive charts and diagramsUsed for creating attractive charts and diagrams Presentation graphicsPresentation graphics: software used to prepare : software used to prepare

materials for meetings and other presentations, materials for meetings and other presentations, often in the form of overhead transparencies or on-often in the form of overhead transparencies or on-screen slidesscreen slides

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Forms Processing SoftwareForms Processing Software

Used for on-screen forms that can be linked to Used for on-screen forms that can be linked to databases, which allows some of the routine data databases, which allows some of the routine data to be inserted automatically into the formto be inserted automatically into the form

Can be sent to its destination electronically, with Can be sent to its destination electronically, with contents of the form added to a database contents of the form added to a database automaticallyautomatically

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Work Flow SoftwareWork Flow Software

Used to automate the flow of some work processesUsed to automate the flow of some work processes May include forms processing as well as a variety May include forms processing as well as a variety

of other office activities in which data and/or of other office activities in which data and/or forms may be processed and automatically sent to forms may be processed and automatically sent to the next destinationthe next destination

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Calendaring and Scheduling SoftwareCalendaring and Scheduling Software

Used to check calendars and to schedule meetings Used to check calendars and to schedule meetings or other events without the need to contact or other events without the need to contact participants individuallyparticipants individually

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Project Management SoftwareProject Management Software

Used to assist in managing groups of tasks (projects)Used to assist in managing groups of tasks (projects) Used for project planning as well as for monitoring Used for project planning as well as for monitoring

progress during the projectprogress during the project Typical features: front-end modeling, time reporting, Typical features: front-end modeling, time reporting,

work requests, project accounting, resource leveling, work requests, project accounting, resource leveling, and integrationand integration

Some well-known charts:Some well-known charts: Gantt: displays tasks on a time scale (expected vs. actual Gantt: displays tasks on a time scale (expected vs. actual

times)times) PERT: emphasizes relationships and critical path (longest PERT: emphasizes relationships and critical path (longest

completion time, therefore no slack time)completion time, therefore no slack time)

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Decision Support System (DSS) SoftwareDecision Support System (DSS) Software

Used for assistance in making unstructured or Used for assistance in making unstructured or semistructured decisionssemistructured decisions

Can be used by different people for different purposes Can be used by different people for different purposes because it is designed to be linked in a variety of waysbecause it is designed to be linked in a variety of ways

Typical sources of data include internal data from multiple Typical sources of data include internal data from multiple databases as well as external data from various data banksdatabases as well as external data from various data banks

Allows for “what-if” analysis so that different alternatives Allows for “what-if” analysis so that different alternatives can be tested and their results evaluatedcan be tested and their results evaluated

May allow “goal-seeking analysis” in which the desired May allow “goal-seeking analysis” in which the desired goal is identified and the system works to determine the goal is identified and the system works to determine the data needed to reach that goaldata needed to reach that goal

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Group Decision Support System (GDSS) Software

Group Decision Support System (GDSS) Software

Additional capability compared with DSS of allowing Additional capability compared with DSS of allowing multiple persons to participate in the decision-making processmultiple persons to participate in the decision-making process

Uses software sometimes called “groupware”Uses software sometimes called “groupware” Allows multiple participants to access the same documents Allows multiple participants to access the same documents

simultaneouslysimultaneously Often uses the “Delphi technique,” in which decision-makers Often uses the “Delphi technique,” in which decision-makers

provide recommendations for a solution, then several rounds provide recommendations for a solution, then several rounds of communication may occur to reach a consensusof communication may occur to reach a consensus

Some forms of GDSS software involve decision-making with Some forms of GDSS software involve decision-making with all participants in the same room, and others are designed for all participants in the same room, and others are designed for participants who do not need to be in the same physical participants who do not need to be in the same physical locationlocation

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Executive Information System (EIS) SoftwareExecutive Information System (EIS) Software

Specialized form of DSS that is intended to Specialized form of DSS that is intended to provide easy access to information about provide easy access to information about particular topics of interestparticular topics of interest

Usually begins with summary reports (often in a Usually begins with summary reports (often in a graphical form)graphical form)

Uses a “drill-down” technique for the user to see Uses a “drill-down” technique for the user to see additional details as desiredadditional details as desired

Typically uses both internal and external Typically uses both internal and external databases, although this depends on the needs of databases, although this depends on the needs of the usersthe users

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Artificial Intelligence (AI) SoftwareArtificial Intelligence (AI) Software

Refers to software that attempts to mimic human Refers to software that attempts to mimic human intelligenceintelligence

Two types of AI that are used for business Two types of AI that are used for business applications:applications: Expert systemsExpert systems Neural networksNeural networks

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Expert System SoftwareExpert System Software

Uses a reasoning capability to solve problems or Uses a reasoning capability to solve problems or to make recommendations, usually for specific to make recommendations, usually for specific situations that can be defined clearlysituations that can be defined clearly

Somewhat expensive to develop and to maintainSomewhat expensive to develop and to maintain

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Components of an Expert SystemComponents of an Expert System

Knowledge base: Knowledge base: contains data about some topic as well as reasoning contains data about some topic as well as reasoning

procedures obtained from one or more expertsprocedures obtained from one or more experts

Inference engine: Inference engine: processes the rules and facts in the knowledge base so that a processes the rules and facts in the knowledge base so that a

possible solution can be identifiedpossible solution can be identified

User interface: User interface: allows the computer user to communicate with the software, allows the computer user to communicate with the software,

often to indicate answers to system questions as parts of the often to indicate answers to system questions as parts of the procedure are processed, thus helping to make the path to the procedure are processed, thus helping to make the path to the solution appropriate for the situationsolution appropriate for the situation

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Expert System Components, continuedExpert System Components, continued

Knowledge acquisition facility: Knowledge acquisition facility: provides methods of entering new facts and rules into provides methods of entering new facts and rules into

the knowledge basethe knowledge base

Explanation facility: Explanation facility: provides information about how the decision was provides information about how the decision was

reached, such as the facts and rules used, as well as a reached, such as the facts and rules used, as well as a level of confidence in the conclusion reachedlevel of confidence in the conclusion reached

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Neural NetworkNeural Network

Attempts to imitate human brain functions, Attempts to imitate human brain functions, especially the ability to learnespecially the ability to learn

Mimics the brain’s ability to recognize and Mimics the brain’s ability to recognize and understand patternsunderstand patterns

Can learn by exampleCan learn by example Considered more precise than expert systemsConsidered more precise than expert systems

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Comparison of DSS and AIComparison of DSS and AI

DSS

GDSS EIS

ArtificialIntelligence

ExpertSystems

Neural Networks

DSS models help decision makers manipulate existing data.

Artificial intelligence models attempt to evaluate data by mimicking human thinking and reasoning skills.

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Software Purchase OptionsSoftware Purchase Options

Options include:Options include: Licensed copy for each computerLicensed copy for each computer Licensed copy for each userLicensed copy for each user Licensed copies for the maximum number of users Licensed copies for the maximum number of users

at any one timeat any one time Site license for multiple copies of the software, Site license for multiple copies of the software,

either a specified number or unlimitedeither a specified number or unlimited Site license for a server, with multiple user access Site license for a server, with multiple user access

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