Vidyabharti Trust College of BBA & BCA.

Umrakh
Course: BCA

Sub: Information System

SEM- IV

CH.1 INTRODUCTION 1.1.1 Data and information 1.1.2 Information need and benefits 1.1.3 Input, processing. Output and feedback 1.1.4 Manual and computerized information system. 1.1. Data and Information The frequency of the use of the words data and information are very high in our daily lives. Depending on the context the meanings and use of these words differ. Both data and information are types of knowledge or something used to attain knowledge. Though used interchangeably, there are many differences between the meanings of these two words.

Data: data is raw. It simply exists and has no significance beyond its existence (in and of itself). It can exist in any form, usable or not. It does not have meaning of itself. In computer parlance, a spreadsheet generally starts out by holding data. Data refers to the lowest abstract or a raw input which when processed or arranged makes meaningful output. It is the group or chunks which represent quantitative and qualitative attributes pertaining to variables. Information is usually the processed SYBCA (SEM IV) Page 1 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

outcome of data. More specifically speaking, it is derived from data. Information is a concept and can be used in many domains. The examples of data can be facts, analysis, or statistics. In computer terms, symbols, characters, images, or numbers are data. These are the inputs for the system to give a meaningful interpretation. In other words, data in a meaningful form is information.

Information: information data that is has

been given meaning by way of relational connection. This "meaning" can be useful, but does not have to be. In computer parlance, a relational database makes information from the data stored within it. Information can be a mental stimulus, perception, representation, knowledge, or even an instruction. Information can be explained as any kind of understanding or knowledge that can be exchanged with people. It can be about facts, things, concepts, or anything relevant to the topic concerned. The word information was derived from Latin. The verb from which it is derived is informer, which means to instruct. It also means giving form to an idea or fact. Data is the plural of the Latin word datum. It can mean to give. In the realms of mathematics and geometry, the terms data and given are very often used interchangeably. This is how the term was derived for use in computer realm. Data Vs Information: If data is at the lowest level in the series,

information is placed at the next step. As an example, if you have a list on the Seven Wonders of the World, that is a data; if you have a book giving details about each wonder, it is information. SYBCA (SEM IV) Page 2 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

Data can be in the form of numbers, characters, symbols, or even pictures. A collection of these data which conveys some meaningful idea is information. It may provide answers to questions like who, which, when, why, what, and how. The raw input is data and it has no significance when it exists in that form. When data is collated or organized into something meaningful, it gains significance. This meaningful organization is information. Data 1. The word Data is derived from the plural form of latin word Datum, which means to give. 2. Data is a collection of raw facts. 3. May or may not be meaningful. 4. Input to any system may be treated as Data. 5. Understanding is difficult. 6. Data must be processed to understand. 7. Data may not be in the order. 8. Example: Statistics, numbers, characters, images. 9. Refers to details, facts about any event. 10. 11. Is in raw-form and is the input of accounting. it does not depend upon information.

Information 1. The word Information is derived from latin word Informare, which means to instruct. 2. Information is the outcome derived after processing the data. 3. Information is always meaningful. 4. Output after processing the system is Information. 5. Understanding is easy. 6. Information is already in understandable form, it may be processed further to make it more understandable. 7. Information should be in the order. 8. Example Reports, Knowledge. SYBCA (SEM IV) Page 3 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

9. Refers to only those events which are concerned with entity. 10. 11. 12. 13. Is properly arranged, classified and organized. Is in the finished form and is the output of accounting. Is understood and used by the users of accounting information for taking their Information is based upon and derived from data.

decisions.

Knowledge: Knowledge is the appropriate collection of information, such that its intent is to be useful. Knowledge is a deterministic process. When someone "memorizes" information (as less-aspiring test-bound students often do), then they have amassed knowledge. This knowledge has useful meaning to them, but it does not provide for, in and of itself, integration such as would infer further knowledge. For example, elementary school children memorize, or amass knowledge of, the "times table". They can tell you that "2 x 2 = 4" because they have amassed that knowledge (it being included in the times table). But when asked what is "1267 x 300", they can not respond correctly because that entry is not in their times table. To correctly answer such a question requires a true mental process of knowing and analytical ability that is only encompassed in the next level... understanding. In computer parlance, most of the applications we use (modeling, simulation, etc.) exercise some type of stored knowledge. Understanding: Understanding is an interpolative and probabilistic process. It is mental process of knowing and analytical. It is the process by which I can take knowledge and synthesize new knowledge from the previously held knowledge. The difference between understanding and knowledge is the difference between "learning" and "memorizing". People who have understanding can undertake useful actions because they can synthesize new knowledge, or in some cases, at least new information, from what is previously known (and understood). That is, understanding can build upon currently held information, knowledge and understanding itself. In computer parlance, AI systems possess understanding in the sense that they are able to synthesize new knowledge from previously stored information and knowledge. SYBCA (SEM IV) Page 4 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

Wisdom: Wisdom is an analytical and non-probabilistic process. It calls upon all the previous levels of awareness, and specifically upon special types of human programming (moral, ethical codes, etc.). It beckons to give us understanding about which there has previously been no understanding, and in doing so, goes far beyond understanding itself. It is the essence of philosophical probing. Unlike the previous four levels, it asks questions to which there is no (easily-achievable) answer, and in some cases, to which there can be no humanly-known answers period. Wisdom is therefore, the process by which we also recognize, or judge, between right and wrong, good and bad. I personally believe that computers do not have, and will never have the ability to posses wisdom. Wisdom is a uniquely human state, or as I see it, wisdom requires one to have a soul, for it resides as much in the heart as in the mind. And a soul is something machines will never possess (or perhaps I should reword that to say, a soul is something that, in general, will never possess a machine). Relation between Data, information, knowledge and understanding: Data represents a fact or statement of event without relation to other things. Ex: It is raining. Information embodies the understanding of a relationship of some sort, possibly cause and effect. Ex: The temperature dropped 15 degrees and then it started raining. Knowledge represents a pattern that connects and generally provides a high level of predictability as to what is described or what will happen next. Ex: If the humidity is very high and the temperature drops substantially the atmospheres is SYBCA (SEM IV) Page 5 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

Often unlikely to be able to hold the moisture so it rains. Wisdom embodies more of an understanding of fundamental principles embodied within the knowledge that are essentially the basis for the knowledge being what it is. Wisdom is essentially systemic. Ex: It rains because it rains. And this encompasses an understanding of all the interactions that happen between raining, evaporation, air currents, temperature gradients, changes, and raining. 1.2. Benefits of Information The value of information is directly linked to how it helps decision makers achieve the organizations goals discuss why it is important to study and understand information systems Distinguish data from information and describe the characteristics used to evaluate the quality of Computers and information systems are constantly making it possible for organizations to improve the way they conduct business Name the components of an information system and describe several system characteristics Knowing the potential impact of information systems and having the ability to put this knowledge to work can result in a successful personal career, organizations that reach their goals, and a society with a higher quality of life List the components of a computer-based information system Identify the basic types of business information systems and discuss who uses them, how they are used, and what kinds of benefits they deliver System users, business managers, and information systems professionals must work together to build a successful information system. Identify the major steps of the systems development process and state the goal of each Information systems must be applied thoughtfully and carefully so that society, business, and industry can reap their enormous benefits. To describe some of the threats to security and privacy that information systems and the Internet can pose

SYBCA (SEM IV) Page 6 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

To discuss the expanding role and benefits of information systems in business and industry . The Process of Transforming Data into Information: -

Characteristics of Valuable Information To be valuable to managers and decision makers, information should have the characteristics. These characteristics also make the information more valuable to the organization. If the information is inaccurate or incompatible poor decision can be made. Furthermore, if information is not pertinent to the situation, not delivered to decision makers in a timely fashion or too complex to understand, it may be little value to the organization. The following are the characteristics of information. 1. Accurate: Accurate information is error free. In some cases, inaccurate information is generated because incorrect data is fed into the transformation process. 2. Complete: Complete information contains all the important facts. E.g. an investment report that does not include all important costs is not complete. 3. Economical: Information should also be relatively economical to produce decision makers must always balance the value of information with the cost of producing it. 4. Flexible: SYBCA (SEM IV) Page 7 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

Flexible information can be used for a verity & purposes. E.g. information on how much inventory is on hand for a particular part can be used by a sales representative in closing sale. 5. Reliable: Reliable information ca be depended on in many cases, the reliability & information depends on the reliability & the data collection method. 6. Relevant: Relevant information is important to the decision maker. Information that lumber prices might drop may not be relevant to a computer chip manufacture. 7. Simple: Information should also be simple, not overly complex, sophisticated & detailed information may not be needed. Infect, too much information can cause information overload. 8. Timely: Timely information is delivered where it is needed. Knowing last weeks whether conditions will not help when trying to decide what coat to wear today. 9. Verifiable: Information should be verifiable. This means that you can check it to make sure it is correct, perhaps by checking many sources for the same information. 10. Accessible: Information should be easily accessible by authorized user to be obtained in the right format and at the right time meet their needs. 11. Secure: Information should be secure from access by unauthorized users. 1.3. Input, Processing, Output, Feedback Inputs are anything that you put into a system. For a computer the input can be from the user via a keyboard or gaming controller, you can also get input from usb sticks or cd's essentially anything that goes into your computer or system. The process is what the system does with these inputs. Again with the computer example it takes in what you press on the keyboard or joystick to say controll an action in the game. SYBCA (SEM IV) Page 8 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

Output is anything that kinda like goes out of the system. For example your computer monitior is an output device and so are stuff like speakers, printer a usb stick can also be an output device if you put something on it essentially anything that goes out of the system. In short, Input: activity of gathering and capturing raw data Processing: converting or transforming data into useful outputs Output: production of useful information, usually in the form of documents and reports Feedback: output that is used to make changes to input or processing activities

Input

Process

Output

Feedback

1.4. Manual and Computerized Information System I.S is a set of interrelated components work together to collect, retrieve, process, store and disseminate information for the purpose of facilitating planning , control , analysis ,coordination and decision making in business and other organizations . There are many types of information systems in the real world. All of them use hardware, software, network, and people resources to transform data resource into information products. Some are 1) Manual information systems, where people use simple tools such as pencils and paper, or even machines such as calculators and typewriters. 2) Computer-based information systems that rely on a variety of computer systems to accomplish their information processing activities. Conceptually, information systems in the real world can be classified several different ways. For example, several types of information systems can be classified as either operations SYBCA (SEM IV) Page 9 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

or management information systems. Figure bellow illustrates this conceptual classification of information systems. An information system can be manual or computerized. For example, some investment analyst manually draws chart and trend lines to assist them in making investment decisions. Computer Based Information System: A computer-based information system (CBIS) is an information system in which the computer plays a major role. Such a system consists of the following elements: Hardware: The term hardware refers to machinery. This category includes the computer itself, which is often referred to as the central processing unit (CPU), and all of its support equipments. Among the support equipments are input and output devices, storage devices and communications devices. Software: The term software refers to computer programs and the manuals (if any) that support them. Computer programs are machine-readable instructions that direct the circuitry within the hardware parts of the CBIS to function in ways that produce useful information from data. Programs are generally stored on some input / output medium-often a disk or tape. Data: Data are facts that are used by program to produce useful information. Like programs, data are generally stored in machine-readable from on disk or tape until the computer needs them. Procedures: procedures are the policies that govern the operation of a computer system. "Procedures are to people what software is to hardware" is a common analogy that is used to illustrate the role of procedures in a CBIS. People: Every CBIS needs people if it is to be useful. Often the most over-looked element of the CBIS is the people: probably the components that most influence the success or failure of information system. Benefits of Computerized Information System:

SYBCA (SEM IV) Page 10 of 11

Prepared By : Payal Chauhan

Vidyabharti Trust College of BBA & BCA. Umrakh

Course: BCA

Sub: Information System

SEM- IV

1. It Facilitates planning: CBIS improves the quality of plants by providing relevant information for sound decision making. Due to increase in the size and complexity of organizations, managers have lost personal contact with the scene of operations. 2. In Minimizes information overload: CBIS change the larger amount of data in to summarize form and there by avoids the confusion which may arise when managers are flooded with detailed facts. 3. CBIS Encourages Decentralization: Decentralization of authority is possibly when there is a system for monitoring operations at lower levels. CBIS is successfully used for measuring performance and making necessary change in the organizational plans and procedures. 4. It brings Co ordination: CBIS facilities integration of specialized activities by keeping each department aware of the problem and requirements of other departments. It connects all decision centers in the organization. 5. It makes control easier: CBIS serves as a link between managerial planning and control. It improves the ability of management to evaluate and improve performance. The used computers has increased the data processing and storage capabilities and reduced the cost. 6. CBIS assembles, process, stores, retrieves, evaluates and disseminates the information.

SYBCA (SEM IV) Page 11 of 11

Prepared By : Payal Chauhan