What is Information System?

1.5 Information System

 A system is defined as a set of procedures used to accomplish specific results. A procedure is defined as the series of steps followed in a regular, specified order to accomplish one end result. For examples, in an education system, registration of students is one procedure and taking examination is another procedure.

Data is defined as raw facts and figures. Data is used as raw material of any system. Information is defined as data, which is processed for some use. It represents the finished product of a system. The purpose of the processing is to ensure the validity of the coming data and to convert valid data into timely and accurate information. For example, if the user inputs the marks of a student, the process should ensure that the input is a numeric value.

An examination system determines the overall performance of each student as a final result. But to achieve this result the examination system consist of many procedures like

·         Registration of students for examination

·         Taking examination from the students

·         Checking of papers

·         Declaration of the result

At some times, these procedures should occur in sequence. In the above example, the procedure “Declaration of the result” cannot take place before “Checking of papers”. An Information system is the collection of input, people, procedures, hardware, software, files and information required to accomplish and organized set of functions.

Components of Information System
Following are different components of an information system.

1.     People

The basic purpose of any information system is to provide information to the people. People include both management of the company and end user. End users are those people who directly interact with the information system. End users supply data to the information system and receive information from it.

2.     Procedures

Procedures are usually in written form and also include manuals and other documentation. They describe the tasks performed by all the people. These people may be end users and information systems department personnel who are involved with the system.

3.     Hardware

The hardware component consists of all the physical equipment used within the information system. The equipment includes hardware like computers, terminals & printers and non-computer equipment like typewriters, other machine, paper, printing ribbons etc.

4.     Software

This component consists of both system software and application software. System software is the program that controls the hard ware and software environment. These programs consist of operating system, communication software, and database management system etc. application software consists of the programs that directly support the information system in processing the data to produce the required information. Examples of application software include spreadsheets, word processors, payroll, and billing software.

5.     Files

The data used in information system is very important. It must be stored for future use. It is stored in files and databases on secondary storage devices or in paper form. The files are very important in any information system because much information is generated from these files. For example, when the overall performance of a student is determined at the end of a year, it depends upon the data stored in files about his performance in different tests etc.

Sources of Information System Project

Information system projects are developed due to one of the following reasons:

1.        End User Requests

The end user interacts with system directly at the most detailed level. He can analyze its drawbacks very effectively. An end user may feel that the controls for input validation are not implemented effectively. He may request to develop a new information system.

2.        Top Management Directives

Directives from top management are an important source of systems projects. A directive may arise when there is a need to meet a new organizational objective or additional information is required for decision-making or due to new management or requirements.

3.        Existing Systems

Errors or inefficiencies within existing systems can trigger requests for systems projects. When a new system is implemented, its performance is evaluated and errors are removed with passage of time. These errors are reported by the users of the system. But if errors are occurring in abundance and are disturbing the organization’s working, it may be a source of new system project.

4.        Information Systems Department

Another source of system project is the information systems departments own recommendations for projects. The information system department’s personnel can suggest new projects for the organization using their previous experiences. The value of such projects depends upon the department’s knowledge of the operations and needs of the organization.

5.        External Forces

Agencies outside the organization can ask for changes to the existing system or for creation of new systems. For example, new government tax regulations, reporting requirements may require the development of new system. A new software may encourage the management to develop a new system.