Computer based Info Systems - Types

Data
Overview | Transaction processing | Management information |  Graphical | Data warehouse | Other philosophies | Client server | Expert | Simulation & modeling | Electronic office
Decision Support Systems +EIS

Overview

A Story for remembering the Components of a Management Information System.

• Imagine you are walking up to your front door at home. As you approach the door you see a man sitting at a desk he records the number of people entering and leaving the house as well collecting admission fees This person represents the Transaction Processing System (TPS)
• You enter the house and see your father reading your school report. The report isn't very good and your father wants to talk to you about it. School reports summarize you year's results and come in a standard layout. You father represents a Management Reporting System
• The phone rings ( Communication Support System ) and it's Michael Jackson reminding you he's coming for dinner tonight.
• Panic What to cook? , What to wear? Michael Jackson represents the Decision Support System (DSS).
• Tomorrow you have a meeting with Bill Gates Chief Executive of Microsoft. You must present a summarized report of Microsoft's development over the last few months. Bill Gates represents Executive Support System (ESS)

[Source: O Giles EIT Hawke's Bay 1996]

Transaction processing systems (TPS)

TPS are aimed at improving the routine business activities on which all organisations depend. A transaction is any event or activity that affects the organisation. Examples of transactions include placing orders, billing customers, hiring employees or depositing checks.

These activities occur at the operations level of the organisation.

For most firms we find that FOR transaction PROCESSING systems there is:

• there is a high level of transactions
• each transaction is similar
• Procedures for processing transactions are well understood
• few exceptions to the norm occur

Management information systems (MIS)

Computer based information system producing standardised reports in a summarised, structured form.

Uses

• in accounting a report showing the amount of money each customer owes.

Transaction systems are operations orientated, in contrast management information systems are designed to assist managers in decision making. They draw on data stored as a result of transaction processing, and they may use other information.

The decision making process is usually well understood, the requirement for the output occurs regularly and is based on information that is well understood. The information system can be developed so that reports to support decision making can be prepared when required in a predetermined format.

Example

In banking regular reports on Branch performance can be produced

• numbers of transactions (deposits and withdrawals)
• loan to deposit ratios
• investments paid to depositors.

Geographic information system (GIS)

Also referred to as "mapping" systems.

Applications that turns corporate data into detailed maps, putting information into geographical perspective.

Based on "geocoding" engines, where data stored in databases are automatically transposed into maps that most managers find easier to analyse at a glance than database tables.

Examples

GIS

• Arcinfo and Arcview.

"Geoengines"

• Mapmaker (MapInfo)
• Atlas Geocoder Software Development Kit (Strategic Mapping)

Ref [129]Computerworld NZ Jun '95

Applications

Courier group MSL is using a Graphical Information System (GIS) to speed up and improve service, market intelligence and cut costs.
"There isn't much about our business that doesn't have a geographical component" says Geoff Smith, MSL development manager.
As the couriers check into MSL's dispatch centre their position is visually recorded on a map on an operator's screen.
It's become a decision enhancement tool particularly vital in short run courier work.
We also compete on time-sensitive delivery.
We can also ascertain the workload by area by day and can match resources accordingly.
MSL has about 120 operators and about 4000 jobs per day.
The company can also analyse

• customer by zone
• monitor service delivery standards
• analyse margins
• targeting potential customers

One of the things we are trying to do is absorb the costs of growth. Costs seem to match growth at the same rate.

One way to minimise growth cost is to DOWNSKILL the dispatch operators job. There are a lot of tricks to that job, and when people leave the firm their knowledge base also is lost - a problem that is being sidestepped by the new system.

(Hosking, R 1996, Mar)

Data warehouse

"Pools of historical data used in decision support and business analysis"

Companies seeking a competitive edge can track things like customer buying patterns or sales fluctuations and use the information to guide their operations.

Over the years companies have made many attempts to provide data to end users for decision making. Historically this data has been accumulated and managed by the IS group within a company. The systems that typically provide end-user access is the DSS, data warehousing is the most recent approach to DSS.

• the theory that all data in an organisation should be available to everyone to bore into with data drills ("picking lists")
• Consolidates data into a separately designed environment.
• Stores a company's business data in a single, integrated relational database that provides a historical perspective of information for decision support applications and business querying.
• Data warehousing is an architecture not a product, which implies organisations have to build a data warehouse from a variety of tools from a variety of vendors.
• Accessed using "meta-data" or "data about data".

(Dennis, R., 1997, Feb 3)

Ref [125]Computerworld NZ May '95

Other philosophies

Datamarts

• Collection of databases and tools focused on a specific business problem
• Dispersed data storehouses directed at specific user needs
• Tend to be smaller than data warehouses.
• Malloy,A (1997, Oct 6)

Gateways

databases accessed by moderately useable forms such as SQL

Metadata repository

Provides a data resource on where to locate the data. Sometimes referred to as "data about the data".

Canned

Inflexible report - staple for many organisations.

Ref [125]Computerworld NZ May '95

Client-server

What is it?

• It involves distributing data and applications throughout the enterprise using networks and personal computers, rather than having everything held and processed in one place.
• An alternative to the centralised mainframe or mini-computer based technology infrastructure.

Why do it?

• Easier, faster access to information for better decision making
• Line-of-business applications can be integrated with desktop productivity tools
• Overcomes bottlenecks in developing new end-user applications
• Makes the organisation more responsive to its customers
• Longer term, can enable the business to deliver a better product or service

Warning...

• Complex networks and high PC support demands mean it may not cost any less than traditional mainframe computing.
• Security is still a problem area.

(Wallis, 1995)

Expert Systems

Computer program that can query data to provide advice normally obtained from a human expert. Uses Basic diagnosing of a medical condition in a doctors surgery. Diagnosing computer problems for a help-desk.

Simulation and modeling

Simulation

Computer programs that enable real world models to be represented on a computer Uses A new supermarket may use a simulation system to work out how many checkouts it will need.

Modelling

Computer programs that enable a business to create an "organisatonal model" that can be used to determine the effects of external or internal forces on the actual system.

Uses

A spreadsheet may be used to;

• determine the feasibility of a parking building.
• determine the profitability of a business given inflationery changes, staffing levels, product sales, etc.

Electronic office

The use of information technology to automate manual procedures within an office environment

computer used for word processing, storing information - database, electronic mail

Example applications

• automated office systems
• electronic mail,
• desk-top publishing

Uses

• Word processing
• Sending and receiving electronic mail
• Publishing brochures, newsletters.

e-mail

[Rev: 17/3/98] © 1997-98 V/2-Com (Verhaart), P O Box 8415, Havelock North, New Zealand.