This document discusses the functions of information systems. It defines information systems as formalized computer systems that collect, store, process and report data to provide information for decision making. However, it notes information systems are concerned with more than just computer technology - they incorporate information technology but are also concerned with information and organizational activities. It identifies 5 key functions of information systems: 1) information processing and usability, 2) educating and learning, 3) information systems development, 4) management and control, and 5) strategy and planning. The management and control function maintains efficient performance of the other functions and provides performance information for strategic planning.

1. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
Functions of Information
Systems
Databases & Information Systems
Lachlan M. MacKinnon

2. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
What do we mean by Information
Systems?
 “Information is data that have been put into a
useful and meaningful context and
communicated to a recipient who uses it to
make decisions. Information involves the
communication and reception of intelligence or
knowledge.” (Burch & Grudnitski 1989)
 “An information system (IS) is a formalized
computer information system that can collect,
store, process and report data from various
sources to provide the information necessary
for managerial decision making.”(Hicks 1993)

3. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
Definitions and descriptions of information
systems almost all define them in terms of
computer technology.
 However, we need to divorce the concept of
information systems from its technological
manifestation.
 Information systems are concerned with a much
broader domain of interest than purely
computerised application of information
technology.
 Information systems incorporates information

4. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
 technology, but is also concerned with
information and organisational activities.
 Since it is concerned with activities which are
defined as being relevant to different fields of
knowledge, information systems can be seen as
an interdisciplinary subject. However, all that
this means in practice is that the information
systems professional should not be hidebound
into addressing issues from a single disciplinary
perspective.

5. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
Information Systems Functions :
 We have identified that information systems is
an interdisciplinary subject that must be seen as
more than just computerised information
collection, storage, processing and distribution.
However, in order to justify this argument, we
must also identify what other functions
information systems perform.
 We can identify 5 functions of information
systems (Jayaratna 1994), including the
information processing function described
earlier.

6. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
1. Information Processing and Usability
Function

7. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
 2. Educating & Learning Function
– Systems should provide learning opportunities for
inexperienced and naive users.
– Enabling users to make best use of systems
incorporates the effectiveness of the decision-
making process based on the information provided.
– Continuous examination and modification of models
and decisions is necessary where users have to
operate in a dynamic environment.
– Expecting users to abandon the status quo in favour
of a new and potentially threatening system is
unrealistic without transition information and
support (change management).

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MacKinnon

9. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
3. Information Systems Development Function
(Methodologies)

10. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
 4. Management & Control Function
 The Management & Control Function is
concerned with maintaining efficient and
effective performance of the first 3 functions,
and also providing performance information for
the Information Strategic Function.
 The breakdown of of tasks identified as
belonging to the Management & Control
Function can be shown by using the other
Information Systems Functions as headings :
– So the Management and Control Function is

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MacKinnon
concerned with the following activities, relative to
the :
• Information Processing & Usability Function :
– acquisition of new hardware and software (including
upgrades and amendments/extensions)
– budget management
– cost analysis
– guidelines and policies (both statutory & permissive)
– supplier and service contracts
– task prioritisation
– quality control, safety standards and service
performance
– communication and procedural controls for client and
user requests , complaints, revisions and amendments

12. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
– target-setting and monitoring (i.e. MTBF, MTTR,
down-time, lead-time, production targets)
– user management
• User Education and Learning Function :
– provision for user training/retraining
– budgetary control
– co-ordination of training effort with requirements of
other Information System functions
– timetabling
– promotion/promulgation of guidelines, standards,
policies and controls
– user awareness of competitive products, new
technology and models

13. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
• Information Systems Development Function :
– Project Management
– Policy on performance and delivery targets
– Decisions on standardisation, controls, constraints
– amendment/upgrade to systems on basis of user
feedback, competitive factors, new
methods/technologies, etc.

14. Databases & Information Systems - F29IF2 Lachlan M.
MacKinnon
5. Strategy & Planning Function
– As we have already identified, the Management and
Control Function provides performance data to the
Information Strategic Function, which in turn
provides the Management and Control Function
with the strategy by which the system evolves. The
relationship is that the Management and Control
Function is informed by strategy developed by the
Information Strategic Function in relation to the
following activities :
– The Manager
– Budgeting

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MacKinnon
– Time Constraints
– Production Planning
– Auditing
– Quality Assurance
– Law
– Market Factors
– Competitive Products
– Capital
– Available Manpower
– Skills Distribution
– Technology
– Location
– Infrastructure
– Economic Trends
– Management Techniques

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MacKinnon
• From this list we can see that the Information Strategic
Function provides the following necessary facilities for
the Information Systems Functional Model :
– Supports corporate strategy
– Executive Information Support
– Comparison of strategic position with marketplace
and broader markets
– Aid in development of existing market/product-base
and lateral movement
– Aid in deriving corporate strategy
– Altering balance of power with suppliers,
competitors, etc
– Identification of new marketplaces, products,
approaches, etc.
• “An information system is strategic if it changes an
organisations products or service or the way it competes

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in its industry.” (Wainwright et al, 1991)
 Our consideration of the Information Systems
Functional Model leads to the conclusion that
the discipline of Information Systems is an
interdisciplinary and multi-disciplinary subject.
We can identify five specific areas of study :
– 1. Information Technology
– 2. Information Systems Functions
– 3. Organisational Studies
– 4. Social Implications of Information Systems
– 5. Systems Integration

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