BTEC Nationals in ICT: Unit 3 Information Systems - Data vs Information

1. Information Systems
Data vs Information

2. Data vs. Information
• Data is ...
... a collection of raw facts and/or figures that have not
yet been processed, e.g.
times, weights, measurements, sales
• Information is therefore ...
... data that has been manipulated so that some
meaning can be derived from it, e.g. TV listing, bus
timetable, top 40 singles download chart.

3. Data Examples
• Yes, Yes, No, Yes, No, Yes, No, Yes
• 42, 63, 96, 74, 56, 86
• 111192, 111234
• None of the above data sets have any meaning
until they are given a CONTEXT and PROCESSED
into a useable form

4. Data into Information
• To achieve its aims an organisation will need to
process data into information
• Data needs to be turned into meaningful
information and presented in its most useful
format
• Data must be processed in a context in order to
give it meaning

5. Examples
• In the next 3 examples
explain how the data could
be processed to give it
meaning
• What information can then
be derived from the data?
Suggested answers are given at the end of this presentation

6. Example 1
Yes, Yes, No, Yes, No, Yes, No,
Raw Data Yes, No, Yes, Yes
Responses to the market
Context research question – “Would
you buy brand x at price y?”
Processing
Information ???

7. Example 2
Raw Data 42, 63, 96, 74, 56, 86
Jayne’s scores in the six
Context AS/A2 ICT modules
Processing
Information ???

8. Example 3
111192, 111234
Raw Data
The previous and current
Context readings of a customer’s
gas meter
Processing
Information ???

9. Suggested Answers
• Example 1
– We could add up the yes and no responses and calculate the
percentage of customers who would buy product X at price Y.
The information could be presented as a chart to make it
easier to understand.
• Example 2
– Adding Jayne’s scores would give us a mark out of 600 that
could then be converted to an A level grade. Alternatively we
could convert the individual module results into grades.
• Example 3
– By subtracting the second value from the first we can work out
how many units of gas the consumer has used. This can then
be multiplied by the price per unit to determine the
customer’s gas bill.

10. Quantitative vs. Qualitative
• Quantitative data is ...
... data or information that can be measured numerically
and can be proven as fact.
• Qualitative data is ...
... data/information that cannot be measured in the usual
way. As such, it is usually in some sort of narrative form
(spoken or written).

11. Characteristics of Good Information
Data should be:
Valid
Reliable
Timely
Fit for purpose for which it was intended
Accessible
Cost-effectively gathered

12. Common Data Collection Techniques
These can include:
• Application form - (could be for a job or even for a library card)
• Registration form
• Questionnaire - (you might create one or you might be asked to
complete one)
• Interview - (this could be recorded on paper or using an electronic
device such as a tape recorder)
• Observation - (this will be where you watch something to gain
information)
• Discussion
• Online forms

13. Sources of Internal Information
Information gathered and generated from various internal
departments:
• Finance
• Personnel
• Marketing Department
Internal
• Purchasing
• Sales and customer services
• Manufacturing
• Distribution
• Administration
• Research and Development (“R&D”)

14. Sources of External Information
Gathered and generated from various external organisations:
• Government
• Trade groupings
• Commercially provided
• Databases
• Research
External

15. How Organisations use Business Information
• Give operational support (e.g. monitoring and
controlling activity)
• Provide analysis (e.g. to identify patterns or trends)
• Assist decision making (operational, tactical, strategic)
• Gain a commercial advantage over competitors

16. Information Flows
• To fully understand how functional areas within an
organisation interact and exchange information, it is
necessary to analyse the types of information that flow
between them.
There are two types of information flow:
• Internal information flow - information generated by
functional areas, is shared with other functional areas within
the organisation
• External information flow or passed to agencies outside the
organisation

17. Management Information
Uses IT tools to produce management information usually from
databases
(Useful introduction to the Databases Unit)

18. Legal Issues
• There is significant legislation with which an organisation
must comply.
• Some legislation not only applies to individuals as
employees, but also to individuals in the population at
large –
• This includes the following:
– Sex Discrimination Act 1975
– Race Relations Act 1976
– Disability Discrimination Act 1995.

19. Legislation
Relevant data protection
• Data Protection Act 1998
• Freedom of Information Act 2000 (FOIA)
Other relevant legislation
• Computer Misuse Act 1990
• Terrorism Act 2000
• Privacy and Electronic Communications Regulations 2003

20. Ethical issues
• Concerns ethical issues rather than criminal acts, where the term
ethical means a generally accepted type of behaviour.
• Ethical behaviour requirements are usually set through Codes of
Practice or Organisational Policies set by organisations.
They may cover:
• Responsible and appropriate use of email and the Internet
• Whistle-blowing
• Information ownership

21. Security of Information
• Computer security is a very important issue for any organisation that
uses ICT to support their business activities.
Possible threats include:
• Theft of data
• Damage to data
• Loss of service
Recommended protections include:
• Anti-virus suites
• Firewalls
• Physical security
• Regular backup procedures
• Encryption

22. Summary
Information = Data + Context + Meaning
Processing
Data – raw facts and figures
Information – data that has been processed (in a context) to
give it meaning