Organizing Information Systems

29th January 2012

Components of an Information System

Components of an Information System

Technology Hardware Software Firmware Communication People Organization Motivation System Administration Acquiring Resources Maintaining Existing Resources Security

Hardware

The term Hardware refers to the Physical components of an information system. These can be a part of the computer system itself or a connected devise. (eg: CPU/Primary Storage or Keyboard/Printer)

Hardware
Primary Memory

Input Units

CPU (Central Processing Unit)

Output Units

Storage

Central Processing Unit

Also called The Chip , CPU, or microprocessor, Central Processing Unit is the brain of a hardware configuration. Consists of a Control Unit and an Arithmetic & Logical Unit (ALU). Speed is measured in Gigahertz (GHz) or Million Instructions Per second (MIPS). Amount of Data that can be handled is measured in number of Bit s.

Memory
Memory can be broadly classified as Read Only Memory (ROM) and Random Access Memory (RAM) RAM where the program instructions and data are held while they are being processed. Contents of RAM is volatile. More the RAM available in a computer, greater the amount of instructions and data that it can hold at any given time. RAM is measured gigabytes in Bytes/Kilo/Mega and

Storage
This refers to long term storage and retrieval of data/ information. Several types of storage are used in Information systems; Magnetic storage Devices : store data by magnetizing particles on a magnetic disk or a tape. They have a limited life-span of 1 to 5 years, depending on the device and its usage. Optical Storage Devices : Data is stored on the surface of a special optical disk, in the form of light and dark point. The data has unlimited life span, subject to the lifetime of physical media Capacity of the drive is measured in Mega/ Giga Bytes

Storage
Some typical Magnetic storage devices
Floppy Disk Drives - Capacity is 1.44 to 2.0 megabytes (MB or millions of bytes). Storage device with the smallest capacity Most portable storage media Zip Drives Several different capacities are available. Tape Drives Generally used for system backups, becoming less common.

Input Devices
Input hardware transmits data to the processing and storage hardware. Data input could be in the Source form which humans perceive or may be in Machine form that another device will electronically recognize.

Input Devices
Type of Access Sequential - Obtained by proceeding through the storage medium from the beginning until the designated area is reached (as in magnetic tape). Random Access - Direct access (as in floppy and hard disks).

Output Devices
Output units store and display information (calculated results and other messages) for us to see and use.
Floppy disk drives and Hard disk drives. Display monitors: Hi-resolution monitors come in two types: Cathode ray tube (CRT) - Streams of electrons make phosphors glow on a large vacuum tube. Liquid crystal display (LCD) - A flat panel display that uses crystals to let varying amounts of different colored light to pass through it. Developed primarily for portable computers.

Software
The are Instructions regarding the processing of data, stored in electronic format, that direct the computer to accomplish a task. Software may be broadly categorized as
 System software : Which helps the computer carry out its basic operating tasks. Operating systems Utilities  Application Software : Which helps a user to carry out a specific task. Using application software, a computer may be used as a multipurpose tool (eg: Word processing, Database management, Communication, Entertainment)

Software
System software
Operating Systems - Ms Dos - Ms Windows - Unix - Linux Utilities - Antivirus - System recovery - File management applications

Application Software
Ms Word Ms Excel PowerPoint Skype

Firmware
Firmware are specialized sets of instructions that are build into a hardware. These instructions in turn, controls the functionality of the device. Firmware is different from Software, due to its tight integration with the hardware device.

Communication
This refers to how an Information Systems networks A Network is a collection of computers and other devices that communicate to share data, hardware, and software. The network is accessed through any workstation connected to it.

Communication
Types of Networks
(1). Local Area Network (LAN) a network located in a limited area, often a single site or a building. LAN s are not capable of communicating over a very long distance.

(2). Wide Area Network (WAN) A WAN is used to connect multiple Local Area Networks or workstations, distributed across a large geographical area. WAN s are supported by specialized hardware and software which facilitate its functionality.

Types of Network Arrangement

The actual arrangement depends on the business application, required speed, response time, capacity as well as the cost.

Legacy Systems

A legacy system is an old method, technology, computer system, or application program that continues to be used, typically because it still functions for the users' needs, even though newer technology or more efficient methods of performing a task are now available

-Source : Wikipedia

Legacy Systems
Problems associated with Legacy Systems;
 Legacy systems often depend on outdated technology. Hence, maintenance and support gradually becomes expensive  Legacy systems are generally slow and hinders the efficiency of the organization  They require special skills and knowledge which may be difficult or expensive to find  Documentations regarding legacy systems are generally not well maintained, thereby increasing the complexity of maintaining and troubleshooting

Legacy Systems
Problems associated with Legacy Systems .ctd;
 System vulnerabilities and poor system security  Difficulty of integration with new systems  Legacy systems are often based on antiquated business practices, which reduces the efficacy of the organization

Legacy Systems
Replacing a legacy systems may pose a risk due to ;
 Poor/non availability of documentation, which makes it very difficult to understand the functionality of the existing system. Even if some documentation was available, it is unlikely that it would have been updated with all the changes done to the system.  Legacy systems and business processes are tightly linked. The business processes may have been adjusted to avoid a gap in legacy system or to take advantage of a specific functionality  Important business rules, which are embedded in the legacy application, if not documented properly, could cause significant damage when operating in the new system.  Legacy systems gradually become a part of the routine and culture of the organization, which makes the change management process very difficult when a new system is being implemented.

Technology Acquisition
Factors to consider - The requirement (present & future) - Company policies - Cost (asset cost & operating cost) - Hardware & software compatibility - Durability - Vendor reliability and after sales support - Reliability of the technology - In-house technical capabilities - Licensing policies - The fine print

People and Organization

Traditional Organization
Centralized control Resource restrictions Formal methodologies and discipline Careful planning Administrative support

New Organization
Distributed control Resource expansion Few methodologies and unrestricted access Rapid development Strategic impact

Typical Information Organization

Steering Committee/ Board

CIO

Development

Operations

Network Architecture

Data Administration

User Involvement

(Kappelman & McLean, Promoting Information System Success)

User Involvement
(1). Formal

(2). Purposeful

(3). Controlled

(4). Transparent

User Involvement
Levels of User involvement :
1. Steering Committee 2. Business Responsible 3. Project Manager 4. Team member

5. Process Owner 6. Super User/ Key User 7. End User

User Involvement
User Training :
I. II. III. Helps to promote user involvement Mandatory for success Should be closely monitored and motivated

IV. Can be carried out as; a. b. c. d. e. Class room based training On the job training Regular, periodic training Specialized training Training on demand

User Involvement
Typical challenges associated with User Training :
I. II. User availability High cost

III. Lack of training resources IV. Poorly designed curriculum V. Evaluating competency

VI. Passive resistance