Information systems for management - Essay Example

?Executive Summary The report demonstrates the data capturing techniques from specific groups or individuals by an information system. Moreover, the report also illustrates the methodology and type of data that is captured. After capturing data, the quality will be analyzed to evaluate the authenticity and size of data. Furthermore, rich graphics will illustrate the detection of correlation between queries that are coded in Microsoft Access. In the end, the report will conclude the contribution of Information Systems in an organization along with the importance of authentic data, as the information system is based on the quality and size of captured data that need to be processed. Introduction As mentioned in summary, report will demonstrate a role of an information system in an organization that will capture or collect the data related to students attending Friday classes. The group of students is specified as ‘surrogate users’. Consequently, the project sponsor of this group i.e. the tutor, constructed a data entry system that will collect information from surrogate users related to personal data, transport data and the data that is collected up to five weeks. Information system is defined as “data converted into something valuable and usable for certain user” (, DEFINITION OF INFORMATION SYSTEM). As for this project, a platform named as Joint Application Development (JAD) is constructed within the system consisting of members of the group. For making the process efficient, Tuchman’s model is the best option along with processing of three elements before performing i.e. storming, forming and norming. The project includes different roles of different JAD member within different stages of the project. The JAD members include users, Information technology professionals and consultants. The different roles at different stages of the project were helpful in terms of data capturing quality and authentication. Moreover, it also facilitated real world scenarios over and above the value. Data evaluation was conducted by collecting data from forms in order to use them to develop charts illustrating linkages between queries along with demographics and statistics of users of the system. Moreover, the charts and demographics also demonstrated patterns of human behavior on the system. Furthermore, continuous analyses were performed to examine the system for further improvements and suggestions. The name of the project will be titles as Transport System. Data Capture and Discussions If the data is not in an organized form, it will be difficult to retrieve information and knowledge from the data sources. In order to make the data useful, it must be easily accessible, quick retrievable and effectively manageable. In order to add these values to the data, it must be captures in a logical method. In figure 1, as shown in appendices, data capturing was processed through a personal detail form including attributes such as Full name, Gender and Date of birth. After entering the data, it was stored in the form of tables as Microsoft Access stores the data in the table and in a readable format, as shown in Figure 3 in appendices. After entering the data, daily student travel form was constructed, as shown in Figure 2 in appendices. On a weekly basis, the form was incorporated with travel modes, travel comments and travel modes. Quality The examination of data was based on its quality in order to portray real world scenarios to an extent. The system was efficient in demonstrating basic information related to the popular transport modes that were popular among specific genders. For instance, the tube was popular for males along with thirteen men using the tube. Although, tubes were most popular for females with twenty-two women using the tube. However, to adopt real world scenarios, detailed inputs were required. For instance, weather forecast information, travelling of someone from somewhere etc. As people were usually late to reach to destination for many different reasons, a data check box in the system indicating reasons to select will facilitate the management to analyze reasons of late comers and absentees. Even though, travel notes can still allow to select a reason that may be incomplete or incoherent. Quantity One more phase that affected the authenticity of data capturing techniques was the size of the sample. The information system is limited to number of people who are participating in Friday classes. The constrained is 18 students in the space of five weeks and the sample will only able to examine sample quantity of 18 students. However, it is a fact that increase sample size will result in better results. As results in figure 4, illustrated in appendices, displays that most of the people utilized tube indicating the most popular transport method with a large sample size. In this case, data can be examined thoroughly. However, if the sample size is large along with maximum time, the sample may include many students as well as the one who live nearby. This will facilitate a comprehensive creation and thought on results, making them a balanced collection of data. Information Why manage information? Today’s organisations are constantly striving to achieve integration of their systems to allow information to flow freely through support strategies, decision making and processes and operations, adding greater flexibility and business support than any individual roles (O’Brien, J., Marakas, G., 2009). Reduced information management may lead to a creation of misinformation samples that may facilitate managers to make bad decisions along with portraying negative outcomes. The current system do not reflect extra data inputs for example attendance along with arrival time and weather forecast etc. Somehow, if a student comes late due to a bad weather, the system will not support this real world factor separately from the section named as ‘travel comments’. This is a classic example of recording unrealistic information in an information system that is not authentic. As shown in Figure 5 in appendices, the figure is showing the most relevant information that is constructed on weather versus travel mode. Moreover, the figure is also demonstrating the popularity of the travel method ‘tube’ that is safe in poor weather conditions. An addition to the system that similar to the tube is train. Group of people, who travelled on tubes, also travelled on trains. This is a conflict of the travel method ‘train’, as the train and tube shares different characteristics, resulting in providing inappropriate information. Analysis As figure four, in appendix, displays the travel mode that is utilized in the majority by the consumers. The first option was the tube, next option is bus followed by a walk. This logical representation of knowledge concludes the most popular method amongst consumers. Moreover, research can be conducted in the same logical pattern to examine and discover appropriate information related to the transport mode popularity in different age groups. Data input method can be constructed in order to find out the reason of not using certain transport modes. In order to provide information that may facilitate decisions, Decision support Systems are the best choice, as they can provide information related to cost, profitability forecast and a detailed overview of the issue highlighting primary concerns on transport modes of ‘x’ indicating age and ‘y’ indicating location. For instance, tube is the most popular mode of transport among most of the group of people, DSS can facilitate to construct a scheme that may provide discounts to students for increased profitability. As figure 6, available in appendices, illustrates the integration time in the information system. Time integration will guarantee the time on inputs facilitating through analysis of queries. JAD members and transport users consisting of a base of stakeholders, there is a requirement of consistent information flow between TPS, DSS and MIS. The information flow is vital, as the system need contribution of stakeholders in order to make an efficient system. The information gathered in the process must ensure a provision of appropriate and valuable data to the stakeholders, as they may access the system. Conclusions and Recommendations Inappropriate information can be disadvantageous as it will contribute in a critical decision making process and may lead to wrong decision influencing the performance of an organization. The designed information system named as Transport system is compatible to construct information from different data inputs along with indicating linkage with queries. Moreover, the quantity of data was not reliable as the data demonstrated the popularity of tube users in spite of the fact that every student resides away from the university. Accordingly, by collecting more data, the results will be more accurate and viable. Moreover, large sample of data can also facilitate accurate results as small data sample can lead to a considerably unacquainted examination. If tuck man model was followed, the team may have followed an informative approach, as the model illustrates the stages and progress of a team. The data input methods were enhanced by the contribution of JAD group that constructed a wish list consisting of ideas and suggestions, resulting in a more efficient system with better data value. For instance, input methods including weather reports, and weather versus lateness. Therefore, the gathered information is adequate to build as it reflects a minor indication of blue prints on outcomes. References , DEFINITION OF INFORMATION SYSTEM | Business Intelligence Secret Solutions . Available: http://www.business-intelligence-secrets.com/articles-directory/definition-of-information-system/ [6/28/2011, 2011]. O'Brien, J., Marakas, G., 2010. Management Information Systems. 9th ed. New York McGraw Hill Team Work Appendix Group members including me maintain weekly wikis that includes thought, suggestions and ideas on data input and group progress. However, wikis can be efficiently maintained by providing a personalized access to individual members of the group so that they can update their own ideas and suggestions. In the context, I regularly add information related to the project to my personal wikis. At the beginning, we selected the group of people who travels on the same mode of transport. Likewise, intentions at the first point of contact, with these groups of people, are to involve in their personalities and their vital contribution in the context of organizational requirements. Moreover, theories developed by Dr Meredith Belbin and Bruce W Tuckman called as the Tuckman’s theory was perceptible due to its in depth unfolding as the group progresses. The first week of the project was to make understanding with each member of the group. My task was to inspect discussions along with my introduction to the group. Moreover, the first week also involves the handling procedures of an information system the first time. Member entered their information in the Transport system. We were quite aware that our role is dual i.e. system analyst as well as business users and the role of a tutor was a project manager. The second week progressed towards in depth analysis of the system portraying the image of our understanding of the system to the tutor. However, we were still barnstorming ideas in order to meet the requirements of the system as we were in the storming stage of the project. One of the things, we covered, was the JAD approach. Moreover, we focused more on managing the travel data along with its repercussion and negligence. I applied Belbin’s team role into my analysis and I act as being a coordinator due to setting goals and objectives, allocating roles to team members and distribute the work accordingly and adequately. Furthermore, we constructed a wish list that was in the form of a complete report in the context of improving information systems. The third week demonstrated all the clear objective that we must met for the project. Likewise, in order to improve the progress, our tutor instructed us to conduct regular meeting as I realized the importance of these meetings was absolute necessary. The fourth week was about comprehensive discussions on TPS, MIS and DSS. The discussion illustrated the workflows between these systems as they are considered critical assets because they contain critical data for the organization business processes. The fifth week cleared the picture and requirements as the entire member fully understand the system and requirements of the project. My role was augmented from a coordinator to a team contributor. Likewise, I was efficient in demonstrating the significance of adequate data in the context of importance of it in an organization. However, previously I was not efficient, as I do not know the importance of data usability in different roles. I implemented the concepts in my work including the importance of information that is retrieved from users by Information system professionals. The purpose is to determine the requirements that are not available in the current system. By experiencing the semantics of the project, I learned that time is a vital factor in the development of an information system and adequate data capturing is essential in order to make a better system. Hence, the approach is effective by working in a team rather than individually. Read More