An Introduction to the Management of Information Systems - Lecture notes - MIS 1 PDF

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L1 Notes

TO GET AN A (implication/application of what we’ve done; advantages and disadvantages for the future, add something and suggest something forward/solution)

L1 – Information System in Business + (p.34-69)

- Successful firms are the ones that learn how to use new technologies - Globalization has a massive impact on management information systems • firms get redesigned and adapted to new technological changes → create fully digital firms

- digital firm = one in which nearly all of the organisation’s significant business relationships with customers, suppliers, and employees are digitally enabled and mediated

- business processes = set of logically related tasks and behaviours that organizations develop over time

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to produce specific business results and the unique manner in which these activities are organised and coordinated • ex. developing new product, creating a marketing plan, hiring an employee etc… • the ways a company accomplishes it’s business processes can be a source of competitive advantage key corporate assets = intellectual property, core competencies, and financial and human assets (these are all managed through digital means) Digital firms respond to their environments far more rapidly than traditional firms, giving them more flexibility to survive in turbulent times digital firms are time shifting and space shifting (business conducted 24/7; work takes place in a global workshop as well as w|in national boundaries

What is an information system?

- A computer Information System (IS) is a system composed of people and computers that processes or -

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interprets information. The term is also sometimes used in more restricted senses to refer to only the software used to run a computerized database or to refer to only a computer system. Information system is an academic study of systems with a specific reference to information and the complementary networks of hardware and software that people and organizations use to collect, filter, process, create and also distribute data . • Data are streams of raw facts representing events occurring in organisations or the physical environment before they have been organised and arranged into form that people can understand and use An emphasis is placed on an Information System having a definitive BOUNDARY, USERS, PROCESSORS, STORES, INPUTS, OUTPUTS and the aforementioned COMMUNICATION NETWORKS. An information system is any organized system for the collection, organization, storage and communication of information. Such a system may be as simple as a 3x5 card catalog system on a desk, a Rolodex, a desktop calendar, or a Daytimer. or, it may be as complicated as a multi-node computer database system used to manage vast quantities of related information. Entire sectors of the economy are nearly inconceivable without substantial investments in info systems (eg. Amazon, eBay, Google, E*Trade…) there is a growing interdependence between a firm’s ability to use information technology and its ability to implement corporate strategies and achieve corporate goals increasing market share, becoming the high-quality or lowcost producer, developing new products, increasing employee productivity depend more and more on the kinds and quality of IS in the org → the more you understand about this relationship, the more valuable you will be as a manager

- Most failure has to due with behaviour and acceptance of people in the system 1  of 5 

L1 Notes

- Information and data is different. The context gives the data meaning. (ex. 17 is a number (data only) but if you say 17 is the degrees in Reading, then it becomes information)

- Humans are information systems (so it doesn’t necessarily mean we need a computer or that an information system comprises a computer)

- It’s a lot bigger than turning on a computer…. IT’S A BIG PROCESS Contemporary approaches to Information Systems

- The study of Information Systems is a multidisciplinary field 1. Technical approach • Emphasises mathematically based models to study information systems, as well as the physical technology and formal capabilities of these systems 2. Behavioural approach • Strategic business integration, design, implementation, utilisation, and management 3. Sociotechnical systems • Combines the two approaches above

Sociotechnical View

- Sociotechnical systems (STS) in organizational development is an approach to complex organizational work design that recognizes the interaction between people and technology in workplaces.

- The term also refers to the interaction between society's complex infrastructures and human behaviour. In this sense, society itself, and most of its substructures, are complex sociotechnical systems.

3 activities that produce information (get data and add value to give it meaning) 1.INPUT → captures raw data from organisation or external environment 2.PROCESSING →converts raw data into meaningful form 3.OUTPUT → transfers processed information to people or activities that use it (4)FEEDBACK → (important because if you have a poor output, you are able to spot the problem and learn/ correct input stage)

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-Suppliers, customers, regulatory agencies, stockholders, competitors all interact with the organisation and its IS • eg. a house is built with hammers, nails, and wood, but these do not make the house. The architecture, design, setting, landscaping, and all of the decisions that can lead to the creation of these features are part of the house and crucial for solving the problem of putting a roof over one's head All systems have a boundary (defines what information is captured and the value of the output. The process happens within a specific area)

- To fully understand Information Systems, you must understand the broader organisation, management, and information technology dimensions of systems and there are power to provide solutions to challenges and problems in the business environment - We refer to this broader understanding of information systems, which encompasses understanding that the management and organisational dimensions of systems as well as the tactical dimensions of systems, as Information Systems literacy - Computer illiteracy focuses primarily on knowledge and information technology - The field of Management Information Systems (MIS) tries to achieve this broader information system literacy • Deals with behavioural issues as well as technical issues surrounding the development, use and impact of Information Systems used by managers and employees in the firm

3 dimensions of IS 2  of 5 

L1 Notes

1. 2. 3. 1.

ORGANISATIONAL MANAGEMENT TECHNOLOGY ORGANISATIONAL

- Organisations have a structure: authority and responsibility in a business firm is organised as a hierarchy, or a pyramid structure. The upper levels of the hierarchy consist of managerial, professional and technical employees, whereas the lower levels consist of operational personnel - Senior management = makes a longer range strategic decisions about products and services as well as insurance financial performance of the firm (unstructured) - Middle management = carries out the programs and plans of senior management (semi-structured) - Operational management = responsible for monitoring the daily activities of the business (structured) - Knowledge workers = (engineers, scientists, or architects) design products or services and creating new knowledge for the firm, whereas - Data workers = (secretaries or clerks) assist with scheduling and communications at all levels of the firm - Production or service workers = produce the products and deliver the service - The major business functions (tasks performed by business organisations) consist of the sales and marketing, manufacturing and production, finance and accounting, and human resources • Web 2.0 applications are widely adopted by firms –!employees interact on online communities like blogs, e-mail and instant messaging services • Telework gains momentum in the workplace – iPads, iPhones, Blackberries, notebooks help people work away from the office • co-creation of business value – customers help firms define new products and services

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MANAGEMENT • Management’s job is to make sense out of the many situations faced by organisations, make decisions, formulate action plans to solve organisational problems • Manager is perceived business challenges in the environment; they set the organisational strategy for responding to those challenges; and they allocate the human and financial resources to coordinate the work and achieve success • Managers must do more than manage what already exists → they must also create new products and services and even recreate the organisation from time to time • managers adopt online collaboration and social networking software to improve coordination, collaboration, and knowledge sharing • business intelligence applications accelerate – more powerful data analytics and interactive dashboards provide real-time performance info to managers to enhance decision making • virtual meeting proliferate

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TECHNOLOGY • Computer hardware = physical equipment used for input, processing, and output activities in an IS • Computer software = detailed, preprogrammed instructions that control and coordinate the computer hardware components in an information system • Data management technology = software governing the organisation of data on physical storage media • Networking and telecommunications technology = consisting of both the physical devices and software, links to various pieces of hardware and transfers data from one physical location to another • A network links two or more computers to share data or resources, such as a printer - The world's largest and most widely used network is the Internet - Internal corporate networks based on Internet technology called intranets - Private internets extended it to authorised users outside the organisation are called extranets (firms use them to coordinate their activities with other firms for making processes, collaborating on design, and other interorganizational work

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L1 Notes

- The World Wide Web is a service provided by the Internet that uses universally accepted •

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standards for storing, retrieving, formatting, and displaying information on the page format on the Internet All of these technologies, along with the people required it with run and manager then, represent resources that can be shared throughout the organisation and constitute the firm’s information technology (IT) infrastructure growth of online software as a service – business applications are delivered online the growth of “cloud computing” where more and more business software runs over the Internet emerging mobile digital platform to compete with PC as a business system – iPhone software and Application Store on iTunes

Role of Information Systems in Business Today

- Business firms invest heavily in information systems to achieve 6 strategic business objectives: 1. Operational excellence • businesses seek to improve the efficiency of their operations in order to achieve a higher profitability • IS and technologies are some of the most important tools are available to managers for achieving higher levels of efficiency and productivity in business operations • eg. Walmart achieve the $408 billion insecure–nearly one-tenth of retail sales in the United States– in large part because of its retail link assistant, which digital links its suppliers to everyone of Walmart stores 2. New products, services, and business models • eg. Apple Inc. transformed an old business model of music distribution based on vinyl records, tapes, and CDs into an online, legal distribution model based on its own iPod technology platform 3. Customer and supplier intimacy and • when a business really knows its customers, and serves them well, the customers generally responded by returning and purchasing more (raises revenues and profits) • the more business engages its suppliers, the better the suppliers can provide vital inputs (this lowers costs) 4. Improved decision making • managers relying on forecasts, best guesses, and luck. The result is all over and under production of goods and services, misallocation of resources and poor response times (raise costs, lose customers) → IS and technologies have made it possible for managers to use real-time data from the marketplace when taking decisions 5. Competitive advantage • when firms and she is at one or more of the business objectives above, chances are they have already achieved a competitive advantage (eg. Walmart, Apple Inc, UBS) 6. Survival • businesses need to get IS and technologies because they want to survive (eg. all banks needs to have ATMs and international ATM network in order to survive in the retail banking business)

Complementary assets: organisational capital and the right Business Model

- Investing in information technology does not by itself guarantee good returns" → ANSWER = complementary assets!!!

- Firms fail because they don't adopt the right business model that suits the new technology, or seek to preserve an old business model that is doomed by new technology

- Complementary assets = assets required to derive value from a primary investment (eg. to realise value from automobiles requires substantial complimentary investments in highways, roads, gasoline stations, repair facilities and a legal regulatory structure to set standards and control drivers) • Ford example, can’t go up hill → changed road rules around the technology - Organizational and management capital = investments in complementary assets, such as new business models, new business processes, management behaviour, organisational culture or training Complementary social, managerial, and organisational assets required to optimise returns from information technology investments: - Organisational assets • Supportive organisational culture that values efficiency and effectiveness 4  of 5 

L1 Notes

• Appropriate business model • Efficient business processes • Decentralised authority • Distributed decision-making rights • Stronger IS development team - Managerial assets • Strong senior management support for a large investment and change • Incentives are for management innovation • Teamwork and collaborative work environments • Training programs to enhance management decision skills • Management culture that values flexibility and knowledge-based decision-making presentation - Social assets • The Internet and telecommunication infrastructure • IT-enriched educational program raising labor force computer literacy • Standards (both government and private sector) • Laws and regulations creating fair, stable market environments • Technology and service firms in adjacent markets to assist implementation

Business Information Value Chain

- Every business has an information value chain - From a Business perspective, information systems are applied in a series of value adding activities for acquiring, transforming, and distributing information that managers can use to improve decisionmaking, enhance organisational performance and increase firm profitability

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L2 notes

L2 – Business Processes and Information Systems + (p.72-88)

- TELUS example - In order to operate, businesses must deal with many different pieces of information about suppliers, customers, employees, invoices, and payments, and of course the products and services

- They must organise work activities that use this information to operate efficiently and enhance the overall performance of the firm

- Information Systems make it possible for firms to manage on their information, make better decisions, improve the execution of their business processes

- Information Systems automate many steps in business

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processes that were formerly performed manually, such as checking clients credit, or generating an invoice and shipping order By analysing business processes, you can achieve a very clear understanding of how business actually works

Systems from a FUNCTIONAL PERSPECTIVE

- Referred to the manner in which workers organised, -

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coordinated, and focused to produce a valuable product or service Collection of activities required to produce a product or service position these activities are supported by source of material, information and knowledge among the participants in business processes Performance of a business firm depends on how well its business processes are designed and co-ordinated • Can be a form of competitive strength or liability Every business can be seen as a collection of business processes, some of which are part of a little larger encompassing processes • Uses of mentoring, wikis, blogs and videos are all part of the overall knowledge management process Many business processes are tied to a specific functional area (FUNCTIONAL BUSINESS PROCESSES) • eg. sales and marketing function is responsible for identifying customers; human resources function is responsible for hiring employees Other business processes across many different functional areas and require coordination across departments (ORDER FULFILMENT PROCESSES) • eg. FedEx or UPS • The required information must flow rapidly both within the firm from one decision-maker to another; with the business partners, such as delivery firms; and with the customer

Systems from a CONSTITUENCY PERSPECTIVE (Systems for different management of groups)

- Transaction processing systems (TPS)

OPERATIONAL MANAGERS • System that keeps track on the elementary activities and transactions of the organisation (sales, receipts, cash deposits, payroll, credit and decisions, flow of materials in factory) • Computerised system that performance and records daily routine transactions in necessary to conduct a business (eg. Sales order entry, hotel reservations, payroll, employee record keeping, shipping) • At the operational level, tasks, resources, and goals are predefined and highly structured • Managers need TPS to monitor the status of internal operations and the firm’s relations with the external environment • TPS are also major producers of information for the other systems and business functions

L2 notes

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• Transaction processing systems are often so central to a business that a TPS failure for a few hours can lead to a firm’s demise and perhaps that of other firms linked to it Management information systems (MIS) MIDDLE MANAGERS • System for business intelligence - contemporary term for data and software tools for organising, analysing, and providing access to data to help managers and other enterprise users make more informed decisions) - business intelligence addresses the decisionmaking needs of all levels of management • Provide middle managers with reports on the organisation’s current performance • This information is used to monitor and control the business and predict future performance • Summarise and report on the company’s basic operations using data supplied by transaction processing systems • Typically provide answers to routine questions that have been specified in advance and have a predefined procedure for answering them (eg. report listing of total pounds of lettuce used this quarter by a fast-food chain) Decision support systems (DDS) MIDDLE MANAGERS • System for business intelligence • For more non-routine decision-making • Focus on problems that are unique and rapidly changing, for which the procedure for arriving at the solution may not be predefined in advance • Answer questions like eg. what would be the impact on production schedules if we were to double seals in the month of D...