MPU3412 / TMX1022

ICT COMPETENCY
Unit 5: Information Systems
Unit Learning Outcomes
• By the end of this unit, students will be able to:
• Describe what is information system

• Identify the usage of information system

• Explain the steps in the System Development Life Cycle

• Discuss the importance of security measures in information systems

• Explain the concept of databases, data and information

Image source: Google Image

INFORMATION SYSTEM COMPONENTS
Information System Components
• An information system is a collection of hardware,
software, data, people, and procedures that work
together to produce information

Image source: Google Image

Information System Components
• Hardware: the physical parts of the system
• Refresh your memory: Computer Hardware in Learning Unit 2

Image source: Google Image

Information System Components
• Software: computer programs that instructs the hardware
to process the data into information
• Refresh your memory: Computer Software in Learning Unit 2

Image source: Google Image

Information System Components
• Data: a collection of unprocessed items
• Can include text, numbers, images, audio and video
• Refresh your memory: Digital Data Representation in Learning Unit 1

Image source: Google Image

Information System Components
• People:
• End users: those who use the information system and/or the
information outputs from the system
• Development team: personnel involved in developing the system
(system analysts, programmers, database admin etc.)

Image source: Google Image

Information System Components
• Procedures: a set of instruction that will guide the
operations in the system
• Also known as process/rules

Image source: Google Image

INFORMATION SYSTEMS USAGE
Information Systems Usage
• Why are information systems needed?
• Share and exchange data/information across departments
• Collect and combine data quickly
• Provide views to the management
• Assist with decision making process
• Complete projects
• Meet customers’ needs

Image source: Google Image

Information Systems Usage
• Types of information systems
• Management Information System (MIS)
• Human Resources Information System (HRIS)
• Computer-aided Engineering (CAE)
• Customer Relationship Management (CRM)
• Document Management System (DMS)
• Enterprise Resource Planning (ERP)
• Transaction Processing System (TPS)
• Decision Support System (DSS)
• Expert Systems
• Content Management System (CMS)
Information Systems Usage
• Management Information System (MIS)
• Generates reports for managers and other users to make
decisions, solve problems, supervise activities and track progress

Image source: Discovering Computers 2016

Information Systems Usage
• Human Resources Information System
• Manages one or more administrative human resources functions
• E.g.: employee records, schedules, payroll

• Computer-aided Engineering
• For development and testing of product designs
• Often includes computer-aided design (CAD)

Image source: Google Image

Information Systems Usage
• Customer Relationship Management (CRM)
• Manages information about customers, past purchases, interests,
and interactions (emails, phone calls, letters, etc.)

• Document Management System (DMS)

• For storage and management of a company’s documents
• E.g.: word processing documents, presentations, spreadsheets,
etc.

Image source: Google Image

Information Systems Usage
• Enterprise
Resource
Planning (ERP)
• Manage and coordinate
the ongoing activities of
a business
• Includes: Product
planning,
manufacturing,
distribution, accounting
and finance, sales,
human resources,
customer support

Image source: Discovering Computers 2016

Information Systems Usage
• Transaction Processing System (TPS)
• Captures and processes data from day-to-day business activities
• Deposits, payments, orders, reservations

• Decision Support System (DSS)

• Helps users analyze information and make decisions

Image source: Discovering Computers 2016

Information Systems Usage
• Expert Systems
• Captures and stores human experts’ knowledge and imitates
human reasoning and decision making

• Content Management System (CMS)

• Manages the publishing, modification, organization and access of
various files and documents, on a network or the Web

Image source: Discovering Computers 2016 & Google Image

SYSTEM DEVELOPMENT LIFE CYCLE
System Development Life Cycle
• System development is a set of activities used to build
an information system

• System development activities are grouped into phases,

and is called the System Development Life Cycle (SDLC)

• Each phase consists of a series of activities, and the

phases form a loop

• In theory, the phases appear sequentially but in reality, it

is more of a dynamic and interactive process
System Development Life Cycle
Planning

Support &
Analysis
Security

Implementation Design

Image source: Discovering Computers 2016

System Development Life Cycle
• The planning phase for a project begins when a project
request is received
• There are 4 major activities performed:

1. Review and
2. Prioritize
approve project
project requests
requests

3. Allocate
4. Form a project
resources
development
(people, money,
team
equipment)
System Development Life Cycle
• The analysis phase consists of two major activities:

Preliminary Detailed analysis

investigation • Study how the current
• Also known as system works
feasibility study • Determine the users’
• Determines and defines wants, needs, and
the exact nature of the requirements
problem or • Recommend a solution
improvement
• Interview the user who
submitted the request
System Development Life Cycle
• The design phase consists of two major activities:

Acquire hardware &

Develop details of the
software
system
• Identify technical
• Database design
specifications
• Input and output design
• Solicit vendor
• Program design
proposals
• Test and evaluate
vendor proposals
• Make a decision
System Development Life Cycle
• In the implementation phase, the new or modified system
is constructed and delivered to users
• Four major activities are performed:

1. Develop 2. Install & test

programs & apps the new system

4. Convert to the
3. Train users
new system
System Development Life Cycle
• The support and security phase provides ongoing
assistance for an information system and its users after
the system is implemented
• There are 3 major activities in this phase:

1. Perform
2. Monitor system 3. Assess system
maintenance
performance security
activities
System Development Life Cycle
• System development
should involve
representatives from
each department in
which the proposed
system will be used

Image: Vermaat, Sebok & Freund (2014)

INFORMATION SYSTEMS SECURITY
Information Systems Security
• Common threats to Information Systems
• Natural disasters
• Power outages
• Equipment failures
• Human errors
• Software failures
• Security breaches
• Acts of war
• Malware (malicious software)

Image source: Google Image

Information Systems Security
• How to secure information systems?
• Design safe systems
• Have security policy in place and enforce the policy
• Covers software installs, downloads from the Internet, computer viruses,
access codes, physical security, and licensing
• Practice “security culture” in the organization
• Have a set of tools to protect the network and information system
• Identify vulnerable spots, weak links, and potential liabilities
• Have a team that can immediately respond in the event of a threat
happening
• Use colocation facilities
• Data center facility that can be rented
• Use virus scanners, firewalls and keep all software up-to-date
DATABASES, DATA & INFORMATION
Databases, Data and Information

Data Information Databases

Collection of Processed data Collection of data
unprocessed items • Meaningful organized in a manner
• Text • Organized that allows access,
• Numbers • Useful retrieval, and use of that
• Images data
• Audio
• Video

Image source: Google Image

Databases, Data and Information

Image source: Discovering Computers 2016

Databases, Data and Information
• Basic operations of a database
CREATE

C Adding new records to a file when they obtain new

data

RETRIEVE

R Accessing data from the database as an input to the

system

UPDATE

U Modified the record, either to correct the inaccurate

data or to update the old data with the new data

D
DELETE
Deletes the record from file when it is no longer
needed
Databases, Data and Information
• Database management system (DBMS) is a database
software that allows users to:

Create a computerized Add, modify, and delete

Sort and retrieve data
database data

Create forms and

reports from the data

• Example: Examples: MySQL, Microsoft SQL Server,

Oracle, MS Access
Image source: Discovering Computers 2016
Databases, Data and Information
• Common data types stored in databases:
• Text (letters, numbers, special characters)
• AutoNumber – unique number assigned by the database
• Currency
• Date
• Memo (long text)
• Boolean value (Yes/No)
• Hyperlink (website address/email address)
• Binary Large Object (BLOB) – photos, videos, audios, documents
• Attachment – documents/images, similar to email attachments
Summary
Information System
Information
System Development
Systems Usage
Components Life Cycle

Databases, Data Information

and Information System Security
References/Credits
• Vermaat, M.E., Sebok, S.L., Freund, S.M., Campbell, J.T.,
and Frydenberg, M. (2016). Discovering Computers 2016:
Tools, Apps, Devices, and the Impact of Technology.
Singapore: CENGAGE Learning.