Chapter 6 Information System

Front 1

Data

Back 1

~Raw material.

~Not organised & has little value.

~Types of data: text, numbers, image, audio & video.

Hint 1

Definition

Front 2

Information

Back 2

~Organised data.

~Valuable & meaningful.

Hint 2

Definition

Front 3

Information System

Back 3

~A set of a related components that collects data, process data and provides information.

Hint 3

Definition

Front 4

Usage of IS in 3 fields

Back 4

~Education

~Business

~Management

Front 5

Usage of IS in Education

Back 5

~Keep track of students statistic & grades.

~Help students & teacher in online learning & discussion.

~Store subject content.

Front 6

Usage of IS in business

Back 6

~Carry out online buying & selling.

~Help plan the delivery of goods & services.

~Make room bookings and checking the best rate.

Front 7

Usage of IS in management

Back 7

~See employee records (human resource management).

~Analyse products, services & products prices (marketing management).

~Process customer orders, organise production times and keep track of product inventory (manufacturing management)

Front 8

5 information system components

Back 8

~Data

~Hardware

~Software

~People

~Procedures

Front 9

The interrelation between information system components.

Back 9

Hint 9

Diagram

Front 10

Types of information system

Back 10

~Management Information System (MIS)

~Transaction Processing System (TPS)

~Decision Support System (DSS)

~Executive Information System (EIS)

~Expert System (ES)

Hint 10

5 types

Front 11

The hierarchy of data

Back 11

Hint 11

6 levels

Front 12

BIT

Back 12

~ Binary Digit

~0 for OFF, 1 for NO

~smallest unit of data

Front 13

Byte

Back 13

~ 1 byte = 8 bits

~ 1 byte = 1 character

~ examples: g, K, 7, #, &

Front 14

Field

Back 14

~ consists 1 or more character (bytes)

~smallest unit of meaningful information in DB.

~ each field has a field name

~ a column in a table represents a field.

Front 15

Record

Back 15

~A collection of related field.

~ A row of field in the table.

Front 16

File

Back 16

~A collection of related record.

~All record in a table.

~ file name is the table name.

Front 17

Database

Back 17

~ structured collection of information on specific subject.

~ consists of 1 or more tables (files).

~ is an electronic filing system.

~A DB allows its contents to be easily accessed, updated, stored and retrieved.

Front 18

Database Management System (DBMS)

Back 18

~ A program that accesses information form a database.

~provide an interface between database and user.

~DBMS enables you to extract, modify and store information form a DB.

~Example: Oracle, SQL Server, Microsoft Access.

Front 19

Benefits of using database

Back 19

1. Minimises data redundancy.

2. Data integrity is assured

3. Data can be shared

4. Information can be accessed easily

Front 20

Minimises data redundancy

Back 20

~ most data item store in only 1 file.

~ no repeat recording the same data.

Front 21

Data integrity is assured

Back 21

~ when a user modifies data in one of the files in DB, the same data will change automatically in all the files.

~this is called data integrity.

Front 22

Data can be shared

Back 22

~ DB allows the ease of sharing data.

Data can be shared over a network by a whole organisations.

Front 23

Information can be accessed easily

Back 23

~ DB makes information access easy

~ everyone can access and manage data in a DB.

Front 24

Primary key

Back 24

~A field that uniquely represents each record in A table.

~ must not have null value.

~ each table must have at least 1 primary key.

~ also call unique identifier.

~ can set unique field as PK or add a special field (studentID , memberID )

~ PK ensures data integrity by uniquely identifying each record. (Avoid duplicating and null record).

Front 25

Foreign key

Back 25

~ A field that matches the PK in another table.

~FK may have duplicate values.

~ PK and FK will create a relationship between 2 tables, mentally 1:M relation.

Front 26

Differences between primary key and foreign key

Back 26

1. PK must have unique value while FK may have duplicate values.

2. PK links data in a record (A row) while FK links PK in another table (same value).

Front 27

Types of Primary keys

Back 27

1. AutoNumber (automatically enter by MS Access)

2. Single -field (1 unique field)

3. Multiple-field ( 2 or more field combine and the combination is unique)

Front 28

The Database Objects

Back 28

1. Table

2. Query

3. Form

4. Report

Front 29

Table (DB object)

Back 29

A collection of data that is organised as rows and columns.

Front 30

Query (DB object)

Back 30

~to retrieve information base on the the criteria or request by user.

~ use for data manipulation.

Front 31

Form (DB object)

Back 31

1. A user friendly user interface.

2. Is an organised and formatted view of selected field form selected Taables or Queries.

3. User are allowed to add, delete, modify and view information.

Front 32

Report (DB object)

Back 32

1. Summaries information form DB.

2. Present selected information form tables or Queries for printing.

Front 33

What is Data Manipulation?

Back 33

1. Operation of accessing, locating, organising, modifying & managing data in DB.

2. Basic operations: update, insert, delete, retrieve, sort, filter, search.

Front 34

Function of each operations of data manipulation.

Back 34

1. Update: changing data in a DB table.

2. Insert: adding records to table.

3. Delete: removing records form table.

4. Retrieve: retrieving records form table.

5. Sort: sorting records

6. Filter: filtering records (needed) form table.

7. Search: finding records form table.

Front 35

Phases of System Development

Back 35

1. Analysis phase

2. Design phase

3. Implementation phase

4. Testing phase

5. Documentation phase

6. Maintenance phase

Front 36

Analysis phase

Back 36

Activities:

A) interview target user.

B) collecting printing documents for input & output.

Purposes:

1. Problem analysis : finding out the needs of target user.

2. Identify the input, process & output (IPO) for new system.

Hint 36

Activities and purpose.

Front 37

Design phase

Back 37

1. Tool used: Entity Relationship Diagram (ERD).

2. Guidelines:

~ Choose entity (item) to create table.

~ identify attributes (data) needed for each entity (table).

~ identify the types of relationship between 2 or more tables, then set PK and FK.

~ Choose data types for each field.

Hint 37

Tools use, & steps to identify entity, attributes and relationship use.

Front 38

Implementation phase

Back 38

1. Create database using database system.

2. Convert technical plan & design plan into a computer program.

3. Steps: creating table, assigning table relationship. Creating queries, creating form, creating report.

4. Types of relationships

~ 1:1

~ 1: M

Front 39

Testing phase

Back 39

Purpose:

To ensure the system runs correctly and is error free.

Done by

1. Tested by target users.

2. Detect errors & fix it.

Activities

~ test data entry

~ test on DB objects

~ test on functionality of the system.

Hint 39

Activities

Front 40

Documentation phase

Back 40

Important:

1. When the system requires changes in the future.

2. Reduce the amount of time for a new system developer in studying the existing program.

2 important documents:

1. User manual

2. Technical Documentation.

Front 41

The user manual

Back 41

1. Help user to use the system.

2. Written in simple language.

Content: How to

1. run the system

2. Enter data

3. Modify data

4 Save & print report

5 Ways to overcome errors.

Front 42

Technical Documentation

Back 42

1. As system developer reference.

2. Useful for system improvements.

3. Written in technical language.

Front 43

Maintenance phase

Back 43

System developer:

~including checking, changing & enhancing to improve IS performance.

Front 44

3 types of IS maintenance

Back 44

1. Corrective maintenance

2. Perfective maintenance

3. Preventive maintenance

Front 45

Corrective maintenance

Back 45

To repair an error in system design.

Front 46

Perfective maintenance

Back 46

To improve IS.

Front 47

Preventive maintenance

Back 47

Prevention of future breakdown.

Front 48

Web-based Applications

Back 48

~ applications and data store in web server.

~user access applications through websites.

~ Example of web applications : Google calendar, Yahoo mail.

~Example of DB: Oracle, MS SQL Server.