Definition of Information

In Simple terms information is the result or product of processing data. Information can be defined as data that has been converted into meaningful and useful form for specific context used by a specific user. There are different definitions of information given by different authors. Some of them are: 1. Tsitchizris and Lochovsky define information as being "an increment of knowledge which can be inferred from data". 2. Davis and Olson have defined information as data that has been processed into a form that is meaningful to the recipient and is of real or perceived value in current or prospective action or decision.

Definition of Data
Data is plural of word "datum" which means facts although data represent both singular and plural form. Data are a set of isolated raw facts, figure, statistic unrelated and un interpreted. Data could be defined as a collection of numbers, letters or symbols, that can be processed, maintained or produced by MIS. In context of Business organization data is raw fact or observation typically about physical phenomenon or business transaction. Data are the objective measurement of the attributes (characteristics) of entities such as people, place, things and events. Data commonly have varieties of forms including numeric data, text, voice and images. Data may not be organized, add to our knowledge and may not surprise us.

Data 1. Data is raw facts

2. Data is input 3. Data is unorganized 4. Data can not add something to knowledge 5. Data does not contain an element of surprise. 6. Data is the base of starting an activity. 7. Data is unrelated, uninterpreted. 8. Data cannot lead to an action.

Information 1.
Information is processed

data. 2. Information is output. 3. Information is organized. 4. Information enhance the knowledge. 5. Information contain an element of surprise. 6. Information is end product of an activity. 7. Information is related and can be interpreted. 8. Information leads to an action.

Characteristics of Information
Promptness in availability and updation Accuracy Precision Unambiguous Completeness Impartiality Validity Reliability Consistency Mode and Format of representation Explicitness Exception-based

Type of Information
We can classify the type of information on the following basis:

Source:- Internal, External, Primary, Secondary Government etc. Nature:- Quantitative, Qualitative, Formal, Informal etc. Level:- Strategic, Tactical, Operational etc. Time:- Historical, Present, Future Frequency:- Continuous, Hourly, Daily, Monthly, Annually etc Use:- Planning, Control, Decision Making etc Form:- Written, Aural, Visual, Sensory etc Occurrence:- Planned Intervals, Occasional, On Demand etc Type:- Detailed, Summarized, Aggregated, Abstracted etc

What is a System?
Definition: A group of interrelated components, with a clearly defined boundary, working together toward a common goal by accepting inputs and producing outputs in an organized transformation process.

Fig: Comprehensive Model of System

System Components
Input capturing and assembling elements that enter the system to be processed Processing transformation steps that convert input into output Output transferring elements that have been produced by a transformation process to their ultimate destination (cont)

 Environment - Every system has some surrounding which comprises its environment. There is interdependence between the system and its environment. Both influence each other. The environment may influence its system in its design and performance. The system may influence the environment by its output when a system is designed to achieve certain specific objective. Boundary It means the limits/constraints/features/area that identify its components, processes and inter relationships when it interfaces with another system. If a system wants to add or delete certain objectives it may not be possible because of the boundaries or they are beyond the scope of the system. Filters - In order to achieve the set objectives successfully the system must put certain checks or control systems known as filters around its system, e.g., minimum qualification for entrance test.

Information system
An IS can be defined technically as a set of interrelated components that collect, process, store & distribute information to support decision making, coordination & control in an organization. An IS is a system that accepts resources (data) as input & processes them into products (information) as output.

d En

es Da p urc Da ta R o mS ta & es te eso s Sy le R kno urc e w le eop tion Control a P dge rm of system Ba Info d ses Performance n ra use
Input of Data Resources Processing Data Information Output of Information Product

st iali ec

Programs and Procedures

Machines and Media

Hardware Resources

Software Resource

Storage of Data Resource Communication Media and Network Support Network Resources

Components of information system As we know every system is made up of various subsystem. These subsystem are basically the components of any system. All information system use people, Hardware, Software, Data and network resources to perform input, processing, output, storage and control activities that converts data into useful information. Figure 3.8 illustrates an information system model that expresses a fundamental conceptual framework for the major components and activities of information system. People Resources To operate an information system successfully the main resource is people which are of two type in an information system such as: a. End Users: End users are the clients or users of information produced by a information system. They can be owner, manager, clerk, official, sales persons, accountants, customers etc b. Information System Specialist: They are an the persons who are responsible for designing and developing an "Information System" according to the need of the user of the information. They include system analysts, Programmer, Computer operator, Chief Executive Officer (CEO) of the company and other middle level and lower level managerial staff. Actually system analyst is responsible for designing of "Information System". The programmer prepares programmes based on the instruction of system analyst and computer operator operates the system. The CEO, other managerial and clerical staff is there to tell the information needs which are served by "Information System".

Data Resources
Data is basically raw fact of an event and business transaction. But in information system it is more than the raw facts so it is treated as one of the valuable organization resource and it should be managed properly so that a better timely and accurate information is retrieved from Information System. Data can be of many type numeric, alphabetic and alphanumeric to describe entities and events in business organization. Text data consisting of words sentences used in written communication, image data such as figures, and audio data i.e. the human voice and other sounds. All the data resources are organized into: 1. Data Bases that consist organized and processed data. 2. Knowledge base that consists of rules, regulations, regarding an enterprise. For example data about number of students enroll in an university may be accumulated and stored in a students profile database for subsequent processing that gives detail report of enrolment of students in each course of the university. For university administration knowledge basis are used for sharing knowledge and give expert advice on specific subject.

Software Resources : Software resources comprise main component of

computerized "Information System" as well as manual system. Every "Information System" requires this in the form of information processing instruction and procedures in order to properly capture, process and disseminate information to their users. Software resources are basically of three types:

System Software: Is comprised of the operating system program which control

and supports the operation of computer system.

Application software: This software is a collection of program that actually

process data to generate information under various applications. Examples which are Payroll program, Accounts package like Tally.

Procedures: Which are operating instruction for the people who will use an "IS".
Examples are instruction to fill out a paper form or using a software package. Hardware Resources : All the physical and tangible devices. They include not only machine such as computer but also all data media means on which data is recorded. It will be paper for hardcopy and magnetic tape or disk. Example of Hardware is: Computer system may be PC or Micro computer, mini computer or a large mainframe computer, Computer peripherals includes all input, output and storage device like keyboard, printer and magnetic tape and disk etc.

Network Resources
The concept of network resource emphasizes that all communication network are a fundamental resource component of all "Information System". Telecommunication network like internet have become essential to the successful operations of all type of organization.

Network resources consist of:

a. Communication media include communication satellite system. Fiber-optic cable, microwave system and

b. Network support include all of the people, hardware, software, data resources that directly support the operation and use of communication network. Examples include modem and internet, work processors, network operating systems etc.

CONTROL OF SYSTEM PERFORMANCE

INPUT (Data Resources)

PROCESSING (Calculting Comparing, Sorting etc.)

OUTPUT (Information Products)

STORAGE OF DATA RESOURCES

Input
Data related to each transactions and events must be captured and prepared for processing by the input activity. This activity comprises recording and editing of data. Recording of data can be done manually by using a pen and paper or directly enter into the computer by the data entry operator. These are number of editing activities which ensure data recording is correct and complete. Computerized data may be stored on some storage media like magnetic tape etc. Method such as optical scanning and displays of menus, prompts and fill-in-the-blanks formats make it convenient for end user to enter data correctly into information system.

Processing
After input the data now it is subject to processing activities such as calculating, comparing, sorting, classifying and summarizing. such as calculating, comparing, sorting, classifying and summarizing. These activities convert data into useful information for system stakeholder like system owners and system users. The quality of data must be maintained by a continuous process of updating and correcting activities.

Output
Through output activity the end user may able to get information in desired formats. The ultimate goal of information system is the production of accurate, timely and appropriate information for end users. Example of information product are messages, reports, forms and graphic images which may be provided by visual displays, audio responses, paper products and multimedia.
To become a quality product information must have certain attributes like accuracy, timeliness, completeness. Exception, reporting and so on.

Storage of Data Resources

Storage is the information system activity in which data and information is used for future purposes. Data can be stored in the form of databases, files, records and fields.

Control of System Performances

The most important activity of information system is control of its performance. An information system should produce feedback about its inputs, outputs, processing and storage activities. This feedback, is helpful in evaluating the actual performance with the standard. Then appropriate system activities must be adjusted so that quality information products are produced for end user.