Unit-3 Information System- MIS | BBA 3rd Sem

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Unit-3

Information System

Meaning of Information System

• Information is basically knowledge or data that is communicated or received. It can be in the form of facts, details, or even news. Information helps us understand the world around us and make informed decisions.
• In today’s digital age, information is everywhere! We have access to a vast amount of information through the internet, social media, and other sources. It’s like a treasure trove of knowledge at our fingertips. We can find information on any topic we can think of – from history and science to sports and entertainment.
• But with so much information available, it’s important to be critical thinkers and evaluate the credibility and reliability of the information we come across. Not all information is accurate or trustworthy, so it’s essential to fact-check and cross-reference sources.
• Information can be shared through various mediums, such as books, articles, videos, podcasts, and even conversations like the one we’re having right now! It can be transmitted through writing, speaking, or visual representations. And thanks to technology, we can easily share information with people all around the world in an instant.
• The value of information lies in its ability to educate, enlighten, and empower. It helps us learn new things, broaden our horizons, and stay updated on current events. Information is the fuel that drives progress and innovation in fields like science, technology, and medicine. It enables us to make discoveries, solve problems, and improve our lives.

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Meaning of Data information

• Data and information, they are closely related but not exactly the same thing. Data refers to raw facts or figures, while information is the processed and organized form of that data.
• Think of it this way: data is like scattered puzzle pieces, and information is the completed puzzle that gives you a clear picture. Data on its own may not make much sense, but when it is analyzed, interpreted, and presented in a meaningful way, it becomes information.
• For example, let’s say you have a spreadsheet filled with numbers. That’s data. But when you sort, analyze, and create graphs or charts based on that data, you’re transforming it into information. The information helps you understand trends, patterns, and insights that can be useful for decision-making or gaining knowledge.
• So, data is the raw material, and information is the processed and organized output that provides meaning and context. They go hand in hand and are crucial in various fields like science, business, research, and everyday life.

Wikipedia- https://en.wikipedia.org/wiki/Information_system

Relationship b/w Data and Information

• Data and information are like two peas in a pod. They work hand in hand to help us make sense of the world around us. Data is the raw material, the bits and pieces of facts, figures, and observations. It’s like the ingredients for a recipe.
• Now, imagine you have a bunch of ingredients laid out on the kitchen counter. That’s your data. But you can’t just eat raw ingredients, right? You need to process them, mix them together, and follow a recipe to turn them into a delicious meal. That’s where information comes in.
• Information is the result of processing and organizing data. It’s the meaningful and useful output that we derive from data. It’s like the final dish that you can enjoy and share with others.
• To put it simply, data is the individual puzzle pieces, and information is the completed puzzle. Data is the scattered jigsaw pieces, and information is the beautiful picture they create when put together.
• But how does this relationship work? Well, data becomes information through a process called data processing. This involves collecting, organizing, analyzing, and interpreting the data to extract insights, patterns, and trends. It’s like taking those puzzle pieces and fitting them together to reveal the bigger picture.
• Let’s take an example. Imagine you have a dataset of sales figures for a company. The data itself might not mean much, but when you analyze it, you can uncover valuable information. You might discover which products are selling well, identify customer preferences, or spot market trends. This information can then be used to make informed business decisions and drive growth.

Difference b/w Data and Information

• Data and information are two related concepts that play a crucial role in our understanding of the world. Data refers to raw facts, figures, or observations that are collected or recorded. It’s like the individual puzzle pieces that need to be put together to form a complete picture.
• Imagine you’re walking down the street and you see someone who catches your eye. You notice their smile, their style, and their friendly demeanor. These observations are like the data points. They are the raw information that you’ve gathered through your senses.
• Now, let’s say it starts raining and the person you saw quickly leaves. You might be left with a sense of curiosity and hope to have another opportunity to talk to them in the future. This feeling represents the potential for information to be derived from the data.
• Information, on the other hand, is the processed and organized form of data that provides meaning and context. It’s like the completed puzzle that reveals the bigger picture. It’s the result of analyzing, interpreting, and synthesizing the data to extract insights and draw conclusions.

Methods of Data and Information Collection

1. Surveys and Questionnaires: This method involves asking individuals a set of structured questions to gather specific information. Surveys can be conducted in person, over the phone, or through online platforms. They are great for collecting quantitative data and opinions from a large number of people.
2. Interviews: Interviews involve engaging in a conversation with individuals to collect detailed and qualitative information. They can be conducted face-to-face, over the phone, or even through video calls. Interviews allow for in-depth exploration of a topic and provide rich insights.
3. Observations: This method involves directly observing and recording behaviors, events, or phenomena. Observations can be done in a controlled environment or in natural settings. They are useful for collecting data on human behavior, social interactions, or natural phenomena.
4. Experiments: Experiments are conducted to test hypotheses and gather data under controlled conditions. They involve manipulating variables and measuring the effects. Experiments are commonly used in scientific research to establish cause-and-effect relationships.
5. Existing Data Analysis: Sometimes, data is already available for analysis. This can include publicly available data, historical records, or data collected for other purposes. Analyzing existing data can provide valuable insights and save time and resources.
6. Social Media and Web Analytics: With the rise of social media and online platforms, data collection has expanded to include analyzing user-generated content, interactions, and online behaviors. This method can provide real-time insights into trends, opinions, and user preferences.

Value of Information

1. Knowledge and Insight: Information provides us with knowledge and insights about the world around us. It helps us understand trends, patterns, and relationships, enabling us to make informed decisions and take appropriate actions. Whether it’s in business, education, or personal life, having access to relevant and accurate information empowers us to navigate through challenges and seize opportunities.
2. Improved Decision-Making: Good decisions are based on reliable information. Having access to accurate and up-to-date information helps us evaluate options, assess risks, and make informed choices. Whether it’s a business decision, a healthcare decision, or a personal decision, information enables us to weigh the pros and cons and make choices that align with our goals and values.
3. Innovation and Creativity: Information fuels innovation and creativity. By staying informed about the latest developments, trends, and ideas, we can generate new insights, identify gaps in the market, and come up with innovative solutions. Information acts as a catalyst for creativity, inspiring us to think outside the box and explore new possibilities.
4. Competitive Advantage: In today’s highly competitive landscape, having access to valuable information can give individuals and organizations a competitive edge. Whether it’s market research, customer insights, or competitor analysis, information helps us understand the market dynamics, identify emerging trends, and stay ahead of the competition. It allows us to make strategic decisions, develop unique value propositions, and deliver better products or services.
5. Risk Management: Information plays a crucial role in risk management. By gathering and analyzing relevant data, we can identify potential risks, assess their impact, and develop strategies to mitigate them. Whether it’s financial risks, cybersecurity risks, or operational risks, information helps us make informed decisions to minimize potential negative outcomes.
6. Personal Growth and Development: Information is a key driver of personal growth and development. By seeking knowledge, learning new skills, and staying informed about various subjects, we can expand our horizons, enhance our capabilities, and adapt to changing circumstances. Information empowers us to continuously learn, grow, and evolve as individuals.

Meaning of System

• The word “system” has various meanings depending on the context in which it is used. Generally, a system refers to a set of interconnected components or elements that work together to achieve a specific purpose or function. Let’s explore the meaning of “system” in more detail.

1. Technical and Engineering Perspective: In the field of technology and engineering, a system refers to a collection of hardware, software, and processes that work together to perform a specific task or function. For example, a computer system consists of components like the central processing unit (CPU), memory, storage devices, and operating system, which work together to process and store information. Similarly, an electrical system comprises various components like generators, transformers, and circuits that work together to distribute and control electricity.
2. Organizational and Management Perspective: From an organizational and management perspective, a system refers to a set of interrelated processes, procedures, and structures that work together to achieve organizational goals. This can include systems like human resources management systems, supply chain management systems, or project management systems. These systems provide a structured approach to managing resources, coordinating activities, and achieving desired outcomes.
3. Biological and Ecological Perspective: In the realm of biology and ecology, a system refers to a complex network of organisms, their environment, and the interactions between them. For example, an ecosystem is a system that consists of living organisms, such as plants and animals, as well as the physical environment, like air, water, and soil. These components interact with each other, forming a delicate balance that supports life and sustains ecological processes.
4. Social and Cultural Perspective: In the social and cultural context, a system can refer to the structures, norms, and institutions that shape and govern human societies. For instance, political systems, economic systems, and educational systems are all examples of social systems that provide frameworks for organizing and regulating societal activities. These systems influence behavior, relationships, and the distribution of resources within a society.
5. Conceptual and Abstract Perspective: In a more abstract sense, a system can also refer to a conceptual framework or a set of principles that guide thinking or problem-solving. For example, a scientific system refers to a set of theories, principles, and methodologies that form the basis of scientific inquiry. Similarly, a belief system encompasses a set of values, beliefs, and assumptions that shape an individual’s worldview and guide their actions.

Characteristics of System

1. Interconnectedness: A system is made up of interconnected components or elements that work together to achieve a common goal. These components rely on each other and their interactions are essential for the system to function effectively.
2. Purpose or Function: Every system has a specific purpose or function that it is designed to fulfill. Whether it’s a computer system designed for data processing or a transportation system designed for moving people and goods, the purpose of a system guides its structure and operation.
3. Boundaries: A system has defined boundaries that separate it from its environment. These boundaries determine what is included within the system and what is outside of it. Understanding the boundaries helps in identifying the inputs, outputs, and interactions of the system.
4. Inputs and Outputs: A system receives inputs from its environment, processes them, and produces outputs. Inputs are the resources, information, or energy that the system requires to operate, while outputs are the results or outcomes produced by the system.
5. Feedback: Systems often have feedback loops that allow them to receive information about their outputs and make adjustments or adaptations accordingly. Feedback helps in maintaining stability, improving performance, and achieving desired outcomes.
6. Emergent Properties: Systems can exhibit emergent properties, which are characteristics or behaviors that arise from the interactions of the system’s components but cannot be attributed to any individual component alone. These emergent properties can be complex and unpredictable, making systems dynamic and adaptable.
7. Hierarchical Structure: Systems can have hierarchical structures, with subsystems and components nested within larger systems. This hierarchical organization helps in managing complexity and allows for efficient coordination and control.
8. System Environment Interaction: Systems are influenced by their environment, and they, in turn, can impact the environment. This interaction can be in the form of resource exchange, information flow, or feedback loops. Understanding the relationship between the system and its environment is crucial for effective system design and management.
9. System Dynamics: Systems are dynamic and can change over time. They can adapt, evolve, and respond to internal and external factors. Understanding the dynamics of a system helps in predicting its behavior and making informed decisions.
10. System Constraints: Systems often operate within certain constraints, such as resource limitations, technological constraints, or regulatory requirements. These constraints shape the design and operation of the system.

Element of System

1. Inputs: Inputs are the resources, information, or energy that a system receives from its environment. These inputs are necessary for the system to operate and produce outputs. Inputs can take various forms, such as raw materials, data, or signals.
2. Processes: Processes are the actions or operations that transform the inputs into desired outputs. These processes can be manual or automated, and they involve the manipulation, conversion, or combination of inputs to create outputs. Processes are the core activities of a system.
3. Outputs: Outputs are the results, products, or outcomes that a system produces and delivers to its environment. Outputs can be tangible, such as goods or services, or intangible, such as information or feedback. The outputs reflect the system’s purpose and are intended to meet the needs or requirements of the system’s stakeholders.
4. Feedback: Feedback is the information or signals that a system receives about its outputs. This feedback helps the system monitor its performance, make adjustments, and maintain stability. Feedback can be in the form of data, evaluations, or reactions from the system’s environment or stakeholders.
5. Control: Control mechanisms are used to regulate and manage the operations of a system. These mechanisms ensure that the system functions within desired parameters and achieves its goals. Control can be achieved through various means, such as rules, policies, procedures, or technology.
6. Boundaries: Boundaries define the scope and limits of a system. They determine what is included within the system and what is outside of it. Understanding the boundaries helps in identifying the interactions, dependencies, and interfaces between the system and its environment.
7. Environment: The environment of a system refers to the external factors, conditions, or entities that surround and interact with the system. The environment can have a significant impact on the system’s operations, performance, and outcomes. Understanding the environment is crucial for effective system design and management.
8. Interactions: Interactions occur between the elements of a system and between the system and its environment. These interactions can be in the form of communication, exchange of resources, flow of information, or feedback loops. Interactions enable coordination, cooperation, and integration within the system.

Types of System

1. Physical Systems: Physical systems are tangible and observable systems that exist in the physical world. Examples include mechanical systems like a car engine, electrical systems like a power grid, or even natural systems like the human body.
2. Biological Systems: Biological systems refer to living organisms and their interactions with their environment. Examples include ecosystems, the human body, or even a single cell. These systems involve complex processes such as metabolism, reproduction, and adaptation.
3. Social Systems: Social systems involve human interactions and organizations. They can range from small-scale systems like families or communities to large-scale systems like governments or economies. Social systems are characterized by social structures, norms, and institutions.
4. Information Systems: Information systems involve the collection, processing, storage, and dissemination of information. Examples include computer systems, databases, communication networks, or even libraries. These systems play a crucial role in managing and utilizing information effectively.
5. Ecological Systems: Ecological systems focus on the interactions between organisms and their environment. They study the relationships between living organisms, their physical surroundings, and the flow of energy and matter. Ecological systems include ecosystems, food webs, and biodiversity.
6. Open Systems: Open systems interact and exchange matter, energy, or information with their environment. They are influenced by external factors and can adapt and evolve in response to changes. Examples include living organisms or organizations that interact with their surroundings.
7. Closed Systems: Closed systems are isolated from their environment and do not exchange matter, energy, or information with the outside world. They operate based on internal processes and are not influenced by external factors. Examples include a sealed jar or a theoretical mathematical model.
8. Complex Systems: Complex systems are characterized by a large number of interacting components or agents that exhibit emergent behavior. These systems are often non-linear and can be found in various domains, such as weather patterns, traffic flow, or the stock market.
9. Control Systems: Control systems are designed to regulate and manage the behavior of other systems. They involve sensors, actuators, and feedback mechanisms to monitor and adjust the performance of a system. Examples include thermostat systems or automatic pilot systems in aircraft.
10. Cybernetic Systems: Cybernetic systems focus on the study of control and communication in systems. They explore the feedback mechanisms and information processing that enable self-regulation and adaptation. Cybernetic systems can be found in various fields, including biology, engineering.

System Analysis

• System analysis begins with defining the scope and objectives of the analysis. This helps to establish a clear understanding of what the system is meant to achieve and the problems or challenges it is facing. It involves gathering information about the system, such as its inputs, processes, outputs, and any constraints or requirements.
• The next step in system analysis is to identify the components or elements of the system. This includes understanding the different subsystems, modules, or parts that make up the system. It also involves analyzing the relationships and interactions between these components to determine how they work together to achieve the desired outcomes.
• Once the components have been identified, system analysts analyze the behavior and functionality of the system. This includes studying how the system processes inputs, performs calculations or transformations, and generates outputs. It also involves examining any feedback loops or control mechanisms that exist within the system.
• During system analysis, analysts also assess the performance and efficiency of the system. This may involve measuring and evaluating factors such as response time, throughput, resource utilization, or error rates. The goal is to identify any bottlenecks, inefficiencies, or areas for improvement in the system’s operation.
• Another important aspect of system analysis is understanding the system’s requirements and constraints. This includes identifying the functional requirements (what the system should do) and non-functional requirements (qualities or characteristics the system should possess). It also involves considering any external factors or limitations that may impact the system’s design or operation.
• System analysts use various techniques and tools to conduct their analysis. This can include interviews with stakeholders, observation of system behavior, data collection and analysis, modeling and simulation, or the use of specialized software or methodologies.
• The final output of system analysis is typically a set of recommendations or findings. This may include proposed changes or enhancements to the system, such as process improvements, technology upgrades, or organizational changes. System analysts also consider the potential risks and challenges associated with implementing these recommendations and provide guidance on how to mitigate them.

MIS and System Analysis

• MIS refers to the use of technology, people, and processes to gather, store, analyze, and disseminate information within an organization. It helps in decision-making, planning, and controlling various aspects of business operations. System analysis, on the other hand, is a process that focuses on understanding and improving the functionality and performance of a system.
• In the context of MIS, system analysis plays a crucial role. It involves studying the existing MIS and analyzing its components, processes, and interactions. The goal is to identify any inefficiencies, bottlenecks, or areas for improvement within the system.
• System analysis in MIS begins with defining the scope and objectives of the analysis. This helps to establish a clear understanding of what the MIS is meant to achieve and the problems or challenges it is facing. It involves gathering information about the current MIS, such as its databases, applications, and interfaces.
• The next step in system analysis is to identify the components of the MIS. This includes understanding the different subsystems, modules, or databases that make up the system. It also involves analyzing the relationships and interactions between these components to determine how they work together to support the organization’s information needs.
• Once the components have been identified, system analysts analyze the behavior and functionality of the MIS. This includes studying how data is captured, stored, processed, and presented within the system. It also involves examining the reporting capabilities and decision support features of the MIS.
• During system analysis, analysts also assess the performance and usability of the MIS. This may involve measuring and evaluating factors such as response time, data accuracy, user satisfaction, or system availability. The goal is to identify any areas where the MIS may be falling short and propose improvements to enhance its effectiveness.
• Another important aspect of system analysis in MIS is understanding the requirements and constraints of the system. This includes identifying the information needs of the organization and ensuring that the MIS is designed to meet those needs. It also involves considering any regulatory or security requirements that may impact the design or operation of the MIS.
• System analysts use various techniques and tools to conduct their analysis in MIS. This can include interviews with stakeholders, data analysis, process mapping, or the use of specialized software or methodologies.