IT and MIS Essay
...he benefit must overweigh the cost. viii. It must pass through a Data Processing system whether manual, automatic or electronic. 3. “DP”:- this means data processing. It is a method of converting data into information 4. B.I.S:- This means Business Information System. This is the application of computer, information technology in business system. DATA AND INFORMATION PRESENTATION IN COMPUTER Data and information can be represented in computers using bits, bytes, kilobytes, megabytes. VERIFICATION: This is a process of checking the accuracy of input data VALIDATION: This is a security measure built on a system to ensure the integrity and accuracy of output devices, central processor and communication support systems. TYPES OF COMPUTER. Computer types can be classified according to their i. Devices ii. Sizes / class / classification iii. Purpose iv. Generations v. Processors. For the purpose of this study, we shall only deal with ‘Computer types by Devices” and emphasis shall be on “Digital computer”. This is because of its peculiarity in this study. COMPUTER TYPES BY DEVICES: There are three types of computers of their devices; (a) Analog (b) Digital and (c) Hybrid. (a) Analog Computers: An Analogue computer is a computer that measure physical or continuous variable (b) Digital Computers: A Digital computer is a computer that counts in discrete or numerical variable. That is, counting from 0-1, 0-9, infinity or infinitesimal. USES OF DIGITAL COMPUTERS. (a) For business and commercial data processing application such as preparation of payroll report / analysis (b) Preparation of stock control and inventory (c) Preparation of labour variable analysis. (d) For statistical projections (c) HYBRID COMPUTERS: This combines the features of analog and digital computers. It can count in a discrete or numerical variable and as well measure in a continuous variable. HARDWARE SYSTEM Hardware is the physical equipment that makes up the computer system: they are divided into the following categories: i. Input Devices ii. Output Devices iii. Control Processing Unit iv. Communication Support System SOFTWARE SYSTEM Software is the term used to describe program support which enables computer hardware to operate effectively. In general, software consists of programs used by a computer prepared either by the manufacturer or user, but specifically, the term embraces the operating systems and application programs supplied by the computer manufacturers. TYPES OF SOFTWARE 1. System Software e.g. Operating system, utility programs 2. Application Software / Packages:- E.g word processing packages, electronic spreadsheet, database etc. 3. Computer Languages:- i. High Level Language e.g. COBOL, PASCAL, JAVA, ORACLE etc. ii. Low Level Language e.g. Assembly Language. 4. Customized Software or user developed programs / software 2.2 BUSINESS ORGANIZATION AND THE ROLE OF THE DATA PROCESSING DEPARTMENT Business functions in all companies can be described with regard to their flow of information. There is department relationship in a business organization TYPICAL DEPARTMENTAL FUNCTIONS USING COMPUTERS:- 1. To automate procedures in individual department in order to achieve increased efficiency and productivity. E.g; a. Prepare payroll cheques from time cards b. Prepare accounting ledgers from ticket transactions. c. Maintain records on stock for inventory. 2. To assist each department’s management in its decision making role e.g. prepare forecasts, projection statistics etc. Application area include: a. Economic Order Quantity (EOQ): May be computed so that management can determine what items to buy and in what quantity. b. Sales forecast may be prepared so that management can be made aware of expected profit in the. Future. c. Personnel Turnover studies may be performed so that management can determine how many new employees to hire. 3. To integrate departmental information so that a network of information processing can be achieved e.g. a. Determining company financial position for a given period. b. It can be used to predict growth factors. c. It can be used to project production growth. Business departments do not function independently, they must inter-relate in order to minimize cost and maximize profits. DATA PROCESSING FUCNTIONS: A company’s departmental structure generally focuses on two separate functions: Line and staff functions: LINE FUNCTION: These have direct responsibility for achieving company’s goals e.g. sales, production, finance etc. STAFF FUNCTIONS: These are advisory or service groups which indirectly enhance company profits e.g. personnel, accounting, data processing etc. DATA PROCESSING AS A STAFF FUNCTION Data processing is a staff function in the following ways; 1. Data processing as a service department 2. Data processing as a sub-division of the most important user department. 3. Data processing as a decentralized unit within each major department (D.D.P) Distributive Data Processing. 4. Data processing on time-sharing basis using another company’s computer system and staff. 2.3 THE CONCEPT OF INFORMATION TECHNOLOGY Information Technology (IT); refers to the technology that facilitates the generation, processing, storage and dissemination of information (Emmanuel 1998). Technology itself is the body of knowledge and practices, which leads to the development of new systems and device s that support human activities. Information on the other hand, refers to the facts told or knowledge gained, gathered or given. At the root of technological development, therefore, is information about technology and its application. Information is a flow resource, which behaves like water by moving along its course(s) or path(s). The essence of IT is to enhance information flow. IT consists of several other technologies such as Artificial Intelligence (AI), computing telecommunications, broadcasting, magnetic recording, printing and photography etc. It is a complex system which consists of an input unit, a communications unit, a processing unit and an output unit. The input and output units provide the requisite interface facilities for human or other systems to use a particular system. The processing unit helps in processing of information while transfer of information between the various units of the same system or units of two different systems in a network arrangement occurs through communication unit. In everyday language, therefore, IT is synonymous with Computer and Communications Technologies. The concept of IT is inextricably tied up with that of system, which consists of a set of elements related together in some meaningful way so as to achieve some designated purpose. All human institutions – churches, government departments, business firms, educational institution, military establishment etc. are systems. They can only function if they are coordinated through the transfer of information processed by information technology (Banjo, 1997). However, coping with technology development and IT innovations is to be technology – aware, technology-mature and technology-assisted but not technology-driven. It is dangerous to be technology-driven because it is better to allow our goal to remain our driver. One of the ways of staying relevant in the world of improve IT is to get hooked to global information network via internet connectivity. The question of – do you really need the internet; what are the services internet can provide for you; what resources are required in internet connectivity; and how internet connectivity can be achieved – are some of the issues that should be of interest to the developing interest. 2.4 THE CONCEPT OF SYSTEM System may be defined as an organized method for accomplishing a business function or A system may be defined as a combination of interrelated elements or sub-systems, organized in such a way as to ensure the efficient functioning of the system as a whole, necessitating a high degree of co-ordination with the sub-systems each of which is designed to achieve a specified purpose e.g. the human body, business organization, biological systems. Also a system may be defined as consisting of components or parts which possess the following elements: i) Input ii) Process iii) Output iv) Control v) Feedback vi) Constraints or limitations. Component parts of a system: A system has three component or parts: (a) Inputs (b) Process (c) Output. (a) Input: Inputs provide the system with what it needs to be able to operate. Input may vary from matter, energy or humans to information matter might include in a manufacturing operation, adhesives or rivets, while human inputs might consist of typing an instruction booklet or starting up a piece of machinery. Input may be outputs from other systems. (b) Open System: Open Systems are those systems that will interact with its environment either for the collection of information or exchange of ideas. Open systems react to competitive situations. The welcome situations that favour its existence. E.g. are man, animals, business systems etc. (c) Closed System: Close systems are those systems that will not interact with its environment, either for the collection of information or for exchange of ideas. (d) Control Relationship: These are basically administrative systems that monitors and modifies the state of the physical systems to which they relate e.g. personnel department, security department etc. INFORMATION SYSTEM Information system principally involves electronic processing of transactions...