UNIT 1.pptx

1.1 DATA & INFORMATION
• I
• Patel
• 23
• Bca
• Janki
• MCA
• 25
• Bcom
• 18
• Joshi
• Priya
• MCA
• 2
• Piya
• 25
• MCA
• BSC IT
• Sharma

Roll No. Name Surname Age Last Degree Current
Course
1 Janki Patel 23 BCA MCA
25 Priya Joshi 18 Bcom MCA
2 Piya Sharma 25 BSCIT MCA

 Data consists of raw or basic facts,
Such as an employee’s name and number of hours worked
in a week, inventory part numbers and sales orders.
 Data consists of raw facts which has little value beyond its
existence.
 Data are facts, events, transactions which have been
recorded.
 They are the input raw materials from which information is
produced.

 Data are facts obtained by reading, observation, counting, measuring,
weighting, etc. which are then recorded.
 Several types of data can be used to represent these facts.
 Data can be following types:
Data Represented by
Alphanumeric data Numbers, letters and other characters
Image data Graphic images or pictures
Audio data Sound, noise, or tones
Video data Moving images or pictures

 When these facts are organized or arranged in a meaningful manner, they
become information.
 Information is a collection of facts organized in such a way that they have
additional values beyond the value of the facts themselves.
 Information is data that have been processed in such a way as to be
useful to recipient.
 Example:
 Principal of the school is interested in total students passed in
particular standard rather than the marks obtained by each student.

 The term data and information frequently used interchangeably.
 However, data usually refers to unorganized facts, while information is the
knowledge derived from manipulation of data.
 Data represent real world things.
 It has little value beyond its existence.
 Rules and relationship can be set up to organize data into useful, valuable
information.
 So the type of information created depends on the relationships defined
among existing data.

 Consider students marks as data.
 We can create different relationship among these data and create different
type of information such as top ten students, subject wise top most
students list, etc.
 Now if we add new or different data means relationship can be redefined
and new information can be created.

 Process of converting data into information:
 Process is a set of logically related task performed to achieve a defined
outcome.
Or
 There are some logically related steps that turn data into information, this
is called process.

 The process of defining relationships among data to create information
requires knowledge.
 Knowledge is an awareness and understanding of a set of information and
ways that information can be made useful to support a specific task or
reach a decision.
 Example:
 Knowledge required for building railroad layout
How large an area is available for the layout?
How many trains will run on the track?
 If we want to generate the merit list, then we must have the knowledge
about
What are the percentage ranges for different class?

 In some cases, data is organized or processed manually. In other cases, a
computer is used.
 Following figure shows, the process of transforming data into information.

1.2 Information Need and Benefits
 Characteristics of valuable information:
1. Accessible (Easily accessible by authorized user)
2. Accurate (Error free information)
3. Complete (All important facts)
4. Economical (Value of information with the cost of producing it in terms of time,
manpower)
5. Flexible (Used for variety of purpose)
6. Relevant (Important to the decision maker)
7. Reliable (Trusted by users- Depends on data collection method and source of
information)
8. Secure (Secure from access by unauthorized users)
9. Simple (Not complex)
10. Timely (Timely delivered when needed)
11. Verifiable (Check it to make sure it is correct)

 Information need is an individual or group’s desire to locate
and obtain information to satisfy a conscious or unconscious
need.
 Information needs are related to, but distinct form information
requirements. An example is that a need is hunger, the
requirement is food.
 Information needs are related to problems and an important
issue is how problems are understood, delimited and
formulated.

 When we go to real life problems, there are usually different
opinions about how they should be understood and how they
should be addressed, including different opinions about what
information is relevant to solve the problem.
 Collecting only the information that can be used effectively for
management decisions in important.

 People within an organization who have timely, reliable
information are better able to conduct, manage and control
the organization’s operations.
 How much important the information is, it depends on the
information itself.
 Understand that information is a commodity and it can have a
monetary value, the level of which depends on its accuracy,
its potential use and its particular intended use.

 We need to ensure that information is up-to-date and of use to
an organization/individual.
 Information has become a valuable resource, just as much as
capital, infrastructure and people.
 Information is collected on any amount of different items and
used by managers to make strategic decisions concerning the
organization.

 The information that is collected and/or assembled in any
business is as valuable a resource as capital or people.
 Information may cover:
 Market trends
 Buying preferences
 Customer profiles
 It may be processed, summarized and analyzed by
computers before being used by managers as the basis for
decision-making.

 Example: Companies that sell products by mail order need to keep up-to-
date lists of name and addresses of customers who may be interested in
making a purchase.
 The information must have some characteristics:
 Accurate
 Flexible
 Reliable
 Simple
 Verifiable
 Secure
 Complete
 Economical
 Relevant
 Timely
 Accessible

The value of information
 The value of information is directly linked to how it helps
decision makers to achieve their organization’s goals.
 Example : The value of information can be measured in the
time required to make decision or in increased profits to the
company.

1.3 Input, processing, output and feedback
 System
 A system is a set of elements or components that interacts to
accomplish goals.
OR
 A system is a set of interacting elements responding to inputs to
produce outputs.
 The elements themselves and the relationships among them determine
how the system works.
 Systems have inputs, processing mechanisms, outputs, and feedback.

 Components or elements of the systems are:
Input
Processing mechanism
Outputs
Feedback

 Example: Automatic car washing

 Input:
Dirty car,
Water and
Other cleaning ingredients.
Along with it time, energy(to operate system), skill(the ability to
successfully operate the liquid sprayer, forming brush, and air
dryer devices) and knowledge (it define the steps in car wash
operation and the order in which those steps are executed) are
also needed as input.

 Processing mechanism:
 First select the cleaning options (wash only, wash with
wax, wash with wax, and hand dry etc.) and communicate
that to car wash operator.
 Feedback:
Assess that the car is clean or not.
 Output:
Clean car.

College:
 Input: Students, professors, administrators, textbooks,
equipment etc.
 Process: Teaching, research, service etc.
 Output: Educated students, meaningful research, service to
community, state and nation etc.
 Goal: Acquisition(gaining) of knowledge.

Movie::
 Input: actors, director, staff, sets, equipment etc.
 Process: filming, editing, special effects, film distribution etc.
 Output: finished film delivered to move theatres etc.
 Goal: entertaining movie, film awards, profits.

Fast – food restaurant::
 Input: vegetables, ingredients, bread, drinks, labor,
management etc.
 Process: frying, boiling, drink dispensing, heating etc.
 Output: drinks, desserts, food etc.
 Goal: quickly prepared, inexpensive food.

Information System
 A set of interrelated elements or components that collect
(input), manipulate (process), and disseminate (output) data
and information and provide a feedback mechanism to meet
and objective.
OR
 A set of interrelated components that collect (input),
manipulate (process), store and distribute information to
support decision-making, coordination and control in an
organization.

 Input is the activity of gathering and capturing raw data.
 Example:
Paychecks: number of hours worked for every employee.
In university grading system, student grades must be
obtained from instructions.
 Input can take many forms:
In emergency telephone system: incoming call be considered as
input.
In marketing System: input might be customer survey
responses.

Input can be manual process or automated.
The scanner at a store that reads bar codes and
enters the item and process into a computerized
cash register is a type of automated input process.

Processing: It involves converting or transforming
data into useful outputs.
Processing can involve:
Doing calculations
Making comparison
Taking alternative actions
Storing data for future use
Processing can be done manually or automatic.

 In the payroll application, the no. of hours worked for each
employee must be converted into net pay.
 The required processing can first involve multiplying the no. of
hours worked by the employee’s hourly pay rate to get gross
pay.
 If more than 40 weekly hours are worked overtime pay may
also be determined.
 Then deductions are subtracted from gross pay to get net pay.

 Output: It involves producing useful information, usually in
the form of documents and reports.
 Example:
Payroll system: output can include pay slip for employee.
 Output from one system can become input for another.
 Example:
Output from a system that processes sale orders can be used
as input to a customer billing system.

 Output can be produced in a variety of ways.
 For a computer, printers and display screens are output
devices.
 Output can also be a manual process involving handwritten
reports and documents.

 Feedback and control:
 Feedback is process of comparing an actual output with a
desired output for the purpose of improving the performance
of a system.
 Control is the action taken to bring the difference between an
actual output and a desired output within an acceptable
range.

 In information systems, feedback is output that is used to
make changes to input or processing activities.
 Errors or problems might make it necessary to correct input
data or change a process.

 In payroll system, the no. of hours an employee worked was
entered into a computer as 400 instead of 40 hours.
 Most information systems check to make sure that data falls
within certain predetermined ranges.
 The feedback is used to check and correct the input on the
no. of hours worked to 40.
 If undetected; this error would result in a very high net pay
printed on the paycheck.

 Feedback is also important for managers and decision
makers.
Example: output from an information system might indicate that
inventory levels for a few items are getting low.
A manager could use this feedback to decide to order more
inventories.
The new inventory order then becomes input to the system.

In this case, the feedback system reacts to an existing problem
and alerts a manager that there are too few inventory items on
hand.
A computer system can be used to estimate future sales and
order more inventory before a shortage occurs.
This concept/mechanism are called forecasting.

 In short,
Input: activity of gathering and capturing raw data
Processing: converting or transforming data into useful outputs
Output: production of useful information, usually in the form of
documents and reports
Feedback: output that is used to make changes to input or
processing activities

Manual and Computerized Information
System
 Manual information systems, where people use simple tools
such as pencils and paper, or even machines such as
calculators and typewriters.
 Computer-based information systems that rely on a variety of
computer systems to accomplish their information processing
activities.

UNIT 1.pptx

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UNIT 1.pptx