Definition of Data 1. Data is raw data. It is not organized and has little value. 2.

Data may include the following categories3+:- Text, audio, video and images. Information 1. Information is defined as an organized data which is meaningful and valuable to a certain user. Information system (IS) 1. Information system can be defined as a set of related components that collects and process data as well as providing information to a specific user. 2. Processing involves calculation, grading, comparing and storing data. 3. The information can be represented digitally or printed in the form of physical documents. Application of Information systems 1. Educational institutions may use information systems to keep track of student s statistics and grades. 2. It can be used to help students and teachers in online discussions and learning. 3. Learning management systems allow students and teachers in online learning and discussions. 4. Information systems are also used in storing subjects in online portals. 5. In retail companies, Information systems are used in online transactions. 6. IS is also used to aid the planning of delivery of goods and services. 7. IS is used in the hotel industry for room bookings and checking for the best rates. 8. In human resource management, IS is used to keep track and manage employee records. 9. In marketing management, IS is used to analyze products, services and prices that give the best price. 10. It is also used in manufacturing management for processing customer orders, organizing production times and keep track of product inventory. Components of Information Systems (IS) 1. An Information system is a set of related components that collects, processes and provide information to the user. 2. The components are:y Hardware y Software y People y Data y Procedure

Data 1. Data is very important in Information system. Without data, conclusion and decision cannot be made. Hardware 1. The hardware component used in an information system means all hardware that are involved in data input, processing and output functions. 2. Hardware resources may include physical media such as paper, floppy disks and CDs. Software 1. The software component in Information system refers to application software that are related to data input and processing. 2. These programs allow computers to carry out most instructions that are related to information processing. People 1. People involved in Information Systems are IS personnel and end users. 2. IS personnel includes:y Database administrator y System analyst y System designer 3. The database administrator monitors data security and solves problems related to Information systems. 4. A system analyst analyzes customer needs by providing the necessary specifications to the customer. 5. A system designer designs database based the specifications provided by the system analyst. 6. End users may be referred to people who use information systems. 7. They can be customers, managers and clerks. Procedures 1. Procedures are operating instructions for the user in an Information System. 2. Procedures can be found in the form of guidelines in the user manual. Interrelation between components

Data

Procedures

Hardware

People
Interrelation between components

Software

1. An information system consists of interrelated components of hardware, software, data, people and procedures. 2. These components work together to perform input, output and processing of data. These provide information products. 3. They are the vital key component in an Information System. Types of Information systems 1. Organizations require different information systems for various levels of management. 2. There are three levels of management, which are:y Top level management y Middle level management y Low level management

5 Types of Information Systems

5 Types of Information Systems

Management Information Systems (MIS)

Transaction Processing Systems (TPS)

Decision Support Systems (DSS)

Executive Information Systems (EIS)

Expert Systems (ES)

Management Information Systems (MIS) 1. MIS are used for providing regular information regarding business activities to a manager. 2. They help managers to manage their business faster and more efficiently. Transaction Processing Systems (TPS) 1. TPS are used to record business transactions. 2. They keep track of daily transactions in a database. Decision Support Systems (DSS) 1. DSS provide managers with relevant information such that they can make the best decision. 2. DSS help to analyze information, recognize problems and making decisions. Executive Information Systems (EIS) 1. ESS help top-level managers to manage their strategies. 2. They are used to forecast future trends. Expert Systems (ES) 1. ES are used to store knowledge and make logical suggestions to the user. 2. ES users can be scientist and doctors. 3. An ES can suggest conditions and estimate the probability of the illness.

Bit, byte, field, record and file 1. The bit is represented by 0 for OFF and 1 for ON. It is the smallest unit of data a computer can store in a database. 2. Byte refers to a collection of bits. Each byte contains of 8 bits and represents a character. 3. For example, the letter S is made up of 0101 0011. 4. A field is a unit of data consisting one or more bytes (characters). 5. A field is the smallest unit of useful information in a database. Each field has a field name. 6. A record is a collection of related fields. 7. Each record stores data about a particular subject, such as students or employees in a company. 8. A file is a collection of related records. For example, a student file is a collection of student records. Hierarchy of Data 1. Hierarchy is a series of groupings in a system, beginning with the smallest unit to the largest. 2. Bits, bytes, field, records and file form the hierarchy of data. 3. The hierarchy of data can be represented by the diagram below.

Database 1. A database is a structured collection of information on specific subjects. 2. A database is equivalent to an electronic filing system. 3. An example of the database is a telephone book which contains records of names, addresses and contact numbers. 4. A database allows its contents to be easily accessed, updated, stored and retrieved. Database management systems (DBMS) 1. 2. 3. 4. A DBMS is a program that accesses information a certain database. A DBMS provides the user with an interface between the database and the user. DBMS allows users to extract, modify and store information from a database. Examples of DBMS:y Oracle y SQL Server y Microsoft Access

4.

Database Files Records Bytes Bits