Section 1 This section consists of three parts. The first part tells the features of data and information.

The second part determines the criteria used when selecting data and information for decision making. The third part evaluates the impact of management information system in organizations. 1.1.Features of data and data and information Gupta (2007) defines data as raw facts about any event that is generally in a disorganized and disjoined form. It is in raw and needs to be processed to become meaningful. It cannot be understood on its own or made use of by other users without further processing. It does not depend on any information. Gupta (2007) defines information as only those events which are about a person, place or an entity that is properly arranged, classified and organized. It is the raw data that has been processed and has now become information. It can easily be understood and used by its intended users for making decisions. The features of data are that it is raw facts, figures and events that have on significance on their own. It can be in any form. The features of information are that it is data that has become meaningful by being manipulated, analyzed and gone through processing. Data after processing becomes useful information that can be used to make decisions. At Tesco, data includes sales figures of different customers, prices of products and services. Information is when sales figures are processed to make sales reports. These reports are used by managers to forecast sales trends and used to make strategic decisions. 1.2 Criteria for selecting data and information to support decision making At Tesco, data and information that is selected to support decision-making is relevant, upto-date, accurate, meet the needs of the user, easy to use and understand, reliable and worth the resources spent on compiling it. The term relevant means that the information should be the right information needed to make the decision. It should meet the objectives for collecting it. The term up-to-date means that the information must be current and timely provided if it is to be used. Businesses can provide up-to-date information by upgrading and replacing their information systems (tutor2u 2009). Tesco collects information that is accurate and this means it is free from errors. The data is collected in the right manner to produce accurate information. Information meets the needs of the people and purpose it is being prepared for. It is in the format that is needed by the user. It is clearly presented so that it is easy for the user to understand it. Tesco gives information to users by using the right medium such by email, presentation, report. Collecting data and analyzing it costs money. Information being collected for business at

Tesco is worth the cost spent on preparing it. Tesco collects information that is reliable and come from dependable sources (tutor2u 2009). 1.3 Impact of management information system in an organization Tesco uses management information systems as they provide an organized way to study the information needs of management at every level in an organization. They help Tescos management in making operational, tactical and strategic decisions. These systems are designed and implemented to provide management with detailed reports in an accurate, consistent and timely way. Management information systems gather information from both inside and outside the company. The data is inputted into the system, processed, integrated, stored in a database or data warehouse where it is continuously updated and always made readily available to all those who have the authority to use it in the form that meets their requirements (businessdictionary 2010). Management information systems provide a company with information about what has happened in the past and what is happening in the present (Management-hub 2010). This helps Tesco in predicting the trends and what is likely to happen in the future. This helps Tescos managers in getting the right information at the right time. MIS helps Tesco in planning its operations. It improves the quality of products and services by providing the relevant information that help managers in making sound decisions. As Tesco is becoming bigger and bigger and its processes more complicated, managers have lost personal contact with what is actually happening inside the shop or business. All the information from the shop is inputted in the MIS (Management-hub 2010). Hence managers are able to find out what is happening in all the areas of business by using MIS. MIS helps Tesco in controlling operations by connecting managerial planning and control. It helps Tesco in improving its ability to assess and further improve upon performance. MIS gather, process, store, retrieve, evaluate and disseminate the right information at the right time (Management-hub 2010). This helps Tescos management in making timely decisions to grow the business. Management information systems have completely changed the way businesses operate as they have improved operational efficiency, improved organizational performance and resulted in increased productivity and growth of businesses. Section 2 This section consists of three parts. The first part determines the legal responsibilities in sourcing, sharing and storing information. The second part discusses when information should be offered and access allowed. The third part evaluates the formats in which information can be offered. 2.1 Legal responsibilities in sourcing, sharing and storing information

The sharing of the right information with the right people for the right purpose has become very important today. This is because information sharing is the UK governments main objective so that it can deliver improved and better public services to the people living in the United Kingdom. These services are provided to meet the needs of the people. The government believes that it is very important to carry out early intervention and preventative work to protect and promote welfare for the general public. It also believes that sharing information is vital in improving outcomes for all (dcsf 2010). The government has worked and is working at providing better guidelines for the sourcing, sharing and storing of information (dcsf 2010). The UK government has introduced many laws that serve as guidelines to sharing information. Some of these laws include the Data Protection Act, The Freedom of Information Act (FOIA) 2000, Freedom of Information (Scotland) Act (2002), Human Rights acts. The data protection act (1998) states that personal data of people will be processed fairly and lawfully. It will be obtained for one or more specified purposes and will not be used for any other purpose than those intended. The data will be relevant for the purpose. It will be accurate and kept up-to-date. It will only be kept for a certain period of time. It will be processed according to the rights of its subjects. Appropriate measures will be taken by organizations against any unauthorized or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data. The data will not be transferred to any country outside the European Economic Area unless that country or territory makes sure an adequate level of protection for the rights and freedoms of the subjects relating to the processing of personal data (CMI 2010). Tesco is legally obligated to source, share and store all records by following certain protocols. Tesco has set policies and procedures that it uses to align itself to meet the legal requirements of the relevant legislation that relates to its operational activities. For example, in the Tesco keeps salaries and wage records for 6 years, all financial record for 6 years (Watson Hall 2009).

2.2 When information should be offered and access allowed Tesco makes sure that information is offered to the right people who have authorized to access it and use it. Tesco is very careful that the information is not accessed by unauthorized users as they can misuse the information. It does this by classifying data as restricted data, private data and public data. Data can be classified as restricted when unauthorized disclosure can cause a high level of risky to the organization. Tesco applies the highest levels of security controls to protect this data. Data can be classified as private when its unauthorized disclosure can cause a medium level of risk to the organization. Tesco applies reasonable levels of security controls to protect this data. Data can be classified as public when its unauthorized disclosure would cause no risk to the organization. Tesco applies low levels of controls to protect this data (ISO 2009).

Tesco uses computer systems or networks such as firewalls to protect unauthorized users from accessing their confidential information. A firewall is part of the companys computer or network that is used to prevent unauthorized users while allowing authorized users to use the required information sources. Examples of other such systems or networks include personal certificates, secure multipurpose internet extension protocol, setting security standards, and digital certificates to secure the protection of company to enable only allowed personnel to use it. 2.3 Formats in which information can be offered There are many different formats of presenting information. It can be offered through online discussion boards in an organization. This is where every member can log in and discuss the issues that are affecting them. By mutual discussion, such issues can be resolved. It can be offered through knowledge folders. Knowledge folders is a way of collecting opinions by filling out questionnaires and writing down experiences so that they can help others who are going through similar issues. Tesco makes information available through emails, internet, intranets and extranets. People can access information by reading newspapers, books, magazines, scholarly journals, encyclopedias and government publications. Tesco stores information in hard copy and in soft copy. The company stores information in digital form using voice conversations, CCTV security systems, internet telephony. It records information using video and audio instruments. It also scans and saves information on hard disks that can be used in the future. The advancements in technology have made it possible for Tesco to use digital means to record, receive and send information. Digital information can be stored in many formats. Some of these include digital photographs, digital videos, digital audios and digital music. The formats for saving information using electronic means includes PDF, JPEG, CDs and USB flash drives.

Section 3 This section consists of three parts. The first part analyses information to identify its patterns and trends. The second part evaluates a range of decision-making tools and

techniques available to support a strategic decision. The third part determines the sources available to assist in analyzing data and information. 3.1 Patterns and trends of information The patterns and trends prevalent in different types of information can be found by using the process of data mining. Tesco uses data mining. The process of data mining involves finding out the patterns in a set of data. Organizations are increasingly using it to find out the outcome of their existing objectives. They summarize this information into different methods to generate more revenue and/or reduce costs. Data mining emphasizes on consumers and relates to both internal and external factors affecting an organization. Data mining assists in determining consumer price, customer satisfaction, and corporate profits. Internal factors include price, product positioning of products whereas external factors include factors such as competition and demographics (Brown 2010). Data mining offers Tesco a way to bring about a connection between separate transactions and analytical systems. The four types of relationships aimed to achieve with data mining are classes which is information used to increase traffic, clusters which are grouped together to decide consumer preferences or logical relationships, asssociations which are used to group products normally bought together (i.e., eggs; milk, bread) and patterns which are used to predict behavior trends (Brown 2010). Businesses, governments, society and individuals are all recipients of the many advantages of data mining. The process of data mining begins by cleaning up which is removing errors and bringing about consistency in existing data. It makes use of algorithms to mine data to determine patterns. The disadvantage of data mining is privacy as the selling of personal information has occurred over the internet. Data mining helps Tesco in improving its operations and in providing better customer satisfaction. Government uses data mining to tighten their security systems and guard public against terrorism (Brown 2010). 3.2 Decision making tools and techniques available to support a strategic decision The chartered institute of management, CMI (2008) defines the term decision making as considering those alternatives and using those judgments that can be used to choose the appropriate and timely course of action. The CMI provides tools and techniques that can be used to make strategic decisions. These steps are used by Tesco in making organizational decisions and are discussed below. The first step is to clearly define the decision to be made. This helps in clarifying thinking and aids communications. The second step is to establish the objectives. The objectives state what things are desired from the decision and should be measurable. The third step is to classify the objectives that is to differentiate between the essential requirements and the desirable requirements. The fourth step involves clearly defining the essential requirements and stating key performance indicators for their achievement. The fifth step involves clearly defining the desired requirements and stating key performance indicators for their achievement. The sixth step is to look for different alternatives that can help in

meeting the essential and desired requirements. The seventh step is to apply the different alternatives to the requirements. The eighth step is to test the alternatives against the essential requirements. It is time to reject those alternatives that do not meet the essential requirements (CMI 2008). The ninth step is to score the remaining alternatives against the desired requirements. The tenth step is to multiply the weights by the scores. The eleventh step is to come to a provisional decision by analyzing the scores. The twelfth step is to make the final decision by weighing the advantages and disadvantages of choosing between the essential and desired requirements. These steps can be used independently as well to improve the efficiency of a decision (CMI 2008). Hence making strategic decisions involves simply stating the decision, looking at different ways to solve the solve it, weighing the pros and cons of each option and then choosing the best option. 3.3 Sources to analyze data and information The sources used to analyze data and information can be done through the process of data warehousing. Tesco uses data warehousing to analyze data and information. Data warehousing is the technique used by Tesco to design, maintain, build and retrieve data. Data warehousing makes it easier to report and analyze information as it provides a common data model for different interest areas regardless of data's source. It makes the reporting and analyzing process simpler as it identifies inconsistencies and resolves them before loading of information in data warehousing. Data warehousing easily and safely stores information for long periods. It helps in retrieving data quickly without slowing down the operational system (May 2009). Hence data warehousing makes information readily available to all its users. It is used mainly to help in analyzing different information sources. Data and information to be analyzed can also be obtained from primary sources which include interviews, surveys, observation and secondary sources which include books, journals, newspapers, government websites and information databases. The internet is a valuable source for providing information.

Section 4 This section consists of three parts. The first part identifies methods of evaluating management information within an organization. The second part discusses processes for analyzing impact of information on making strategic decisions. The third part determines

methods of developing information capture to inform and support strategic decisionmaking. 4.1 Methods of evaluating management information within an organization It has today become very important for Tesco to assess the validity of management information that is being generated in the organization. Tesco uses different methods to assess how useful their management information is. Three such methods used are discussed below. Goal-based evaluation is a method that evaluates the degree to which Tescos activities are meeting the predetermined goals or objectives of the organization. These goals are usually specified in Tescos strategic plans. Key considerations in this method are to carefully assess how were the original goals established, whether they will be achieved in the timeframes set, does everyone in the company have the skills to carry out the tasks (McNamara 2010). Process-based evaluation is a method that is used to understand the internal working of Tesco. It is based on what Tesco is doing to achieve its goals. It focuses on the operational performance of the company. Issues such as employee training and development, decision on which products are needed, meeting requirements of customers (McNamara 2010). Outcomes-based evaluation is a method that is used to analyze the outcomes of Tesco. It is about examining whether Tesco is able to achieve its set outcomes that it has planned. Examples of Tescos outcomes are increasing the knowledge of the workforce, increasing sales, recruiting talented people, expanding business operations (McNamara 2010). 4.2 Processes for analyzing impact of information on strategic decisions The processes that can be used to analyze the impact of information on decision making can be assessed by studying a series of steps. Tesco uses these steps to analyze the impact of information generated within the company on its strategic decisions. The first step is to understand the real objectives. The second step is to know the situation. The third step is to be in control. The fourth step is to carry out the analysis using appropriate tools. The fifth step is to present findings logically. The sixth step is to select an option and the last step is to just do it (Farrington 2006). The impact of following this procedure to make strategic decisions is that it is inclusive that it considers the interests of all affected parties. It is defensible that is it is based on the key points and then weighted and prioritized by considering all the relevant values. It is optimal in both the terms of results and in addressing problems. It is sensible and easily understandable by all interested parties. It is easy to implement that is can differentiate between rational and non-rational options to make decisions. It adds value to the organization and the individual (Farrington 2006).

The success of this process depends on the quality of the decisions and the way the process is implemented in an organization. It is important that the company does not sacrifice longterm gain for short-term convenience in making decisions. Managers have to understand the impact of information on decisions depends on how urgently the decision needs to be made. If the decision is urgently needed, then it must be made quickly. However if it is an important decision, then it needs the right level of analysis for it to be effective (Farrington 2006). 4.3 Methods of developing information capture There are many methods of capturing information. Some of these methods are discussed below. Tesco has its own ways to capture data. In retail outlets such as Tesco, data is captured using barcode readers. These are electronic devices that use laser beam to scan the barcode. Magnetic stripe readers, also called card swipe machines are another method of data capture. They gather the data which is stored in the magnetic material found on bank, charge, and credit cards. This data is usually an account number, the customers own identification number, and other information. ATMs can also read this information. If the magnetic stripe is damaged in anyway or exposed to a strong magnetic or electrical field, the information stored on it can not be retrieved. Credit card transactions are submitted and validated by passing the card through a point-ofsale (POS). The POS reads the bank name and customer account number of the card swiped through a magnetic stripe reader. If these details match with the details held at the bank and if there are sufficient funds in the account, the POS gives the right amount to the seller and also finishes the transaction by printing out a receipt (Elizabeth 2010). Another method of capturing data is called the optical character recognition (OCR) which converts the digitized image of text created in print or handwritten to characters that are recognizable by word-processing programs. It stores the documents in an electronic format without having to enter the data again by hand. Other methods of data capture include document scanning, indexing, touch screen, Magnetic Ink Character Recognition (MICR), Optical Mark Recognition (OMR) (Elizabeth 2010).

Reflective Statement I have found studying Strategic Information Management interesting, challenging and enjoyable. Studying the concepts of Strategic Information Management and applying them

to the company Tesco have made me increase my knowledge of what data and information are and the differences between them and what is the impact of management information on decision making. I carried out a lot of research in writing this assignment. My research and studying the lectures has taught me the importance of information sharing within an organization. I have understood the importance of sharing and storing information. I have learnt that information needs to be securely kept and access should be allowed only to authorized people. I have gained knowledge about how information can be used to make informed decision making. This can be done by analyzing trends and patterns in information. I have explored different tools and techniques to make strategic decisions. I have learnt that it is very important to monitor and review management information. I have acquired knowledge about different methods that can be used to evaluate management information, about the processes for analyzing impact of information on strategic decisions and the methods to capture information which can be used in making effective strategic decisions.

References Brown, B. (2010) Facts on Data Mining [online] http://ezinearticles.com/?Facts-on-Data-Mining&id=3640795 [accessed 22.12.10].

businessdictionary (2010) Management Information System (MIS) [online] http://www.businessdictionary.com/definition/management-information-system-MIS.html [accessed 26.12.10]. CMI (2010) Complying with the Data Protection Act Checklist 220 [online] http://ss.managers.org.uk/UserControls/ViewPDF.ashx?docID=1126406 [accessed 26.12.10]. CMI (2008) Making Rational Decisions Checklist 015 http://ss.managers.org.uk/UserControls/ViewPDF.ashx?docID=1089645 [accessed 26.12.10]. dcsf (2010) Information sharing [online] http://www.dcsf.gov.uk/everychildmatters/strategy/deliveringservices1/informationsharing/ informationsharing/ [accessed 26.12.10]. Elizabeth, M. (2010) What is Data Capture? [online] http://www.wisegeek.com/what-is-data-capture.htm [accessed 26.12.10]. Farrington, J. (2006) The Essentials Of Decision Making [online] http://ezinearticles.com/?The-Essentials-Of-Decision-Making&id=398705 [accessed 27.12.10]. Gupta, A.K. (2007) Importance of Data in Accounting and Parties Interested In Accounting Information [online] http://ezinearticles.com/?id=577678 [accessed 25.12.10]. ISO (2009) Guidelines for Data Classification [online] http://www.cmu.edu/iso/governance/guidelines/data-classification.html [accessed 26.02.10]. Management-hub (2010) Various Advantages of Information Management Systems [online] http://www.management-hub.com/information-management-advantages.html [accessed 26.12.10]. May, B. (2009) Why Do We Need Data Warehousing? [online] http://ezinearticles.com/?Why-Do-We-Need-Data-Warehousing?&id=2495158 [accessed 27.12.10]. McNamara, C. (2010) Basic Guide to Program Evaluation [online] http://managementhelp.org/evaluatn/fnl_eval.htm [accessed 26.12.10]. tutor2u (2009) Qualities of good information [online] http://tutor2u.net/business/ict/intro_information_qualities.htm [accessed 26.12.10].

10

Watson Hall (2009) UK data retention requirements [online] http://www.watsonhall.com/resources/downloads/paper-uk-data-retention-requirements.pdf [accessed 26.12.10].

11