computer based info system

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CBIS consists of following applications

1) Management Information Systems.

2) Decision Support Systems.

3) The Virtual Office.

4) Knowledge Based Systems.

The fundamental work of CBIS is to manage

information in an efficient way such that it can

be utilized by the managers effectively to solve

problems.


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Information is the method of efficiently manage the

Resources. There are basically five types of resourcesthat need to be managed by the managers.

1. Personnel

2. Material

3. Machines (includes energy and facilities)

4. Money

5. Information (includes data)

The first four resources are tangible i.e. they exist

physically, they are also known as physical resources.The fifth resource type is not tangible hence called asconceptual resource.

Managers use conceptual resources to manage physical

resources.


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Management of resources.

1) Resources are acquired and assembled to make it available for use any time.

2) The manager always tries to maximize the usage of the assembled resources

by minimizing the idle time and functioning at peak of efficiency.

3) Finally the manager replaces those resources which have become obsolete or

inefficient.

Management of Information

1) The manager ensures that all the necessary data is gathered and then the

process of conversion of data to information is done.

2) The manager ensures that the information is received to proper individualsat proper time and in proper form.

3) Finally the manager discards all those information which have become

obsolete and replaces those with the latest and useful information.

This entire process of gathering information, using it in the most effective

manner and discarding it in proper time is called Information Management.


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The users of computer based information are1. Managers.

2. Non managers.

3. Persons and organizations included in the firm.

In the early years of development of computers in

information management the users of the computers were

clerical employees who used computers in accounting area,

billing, etc. When the concept of MIS was developed then

computers were implemented for management support.Among other users were the users outside the firm,like

customers received receipts, stock holders receiving

dividend checks etc.


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A system is a group of elements that are integrated with a

common purpose of achieving a common objective. An

organization contains resources, they work hard towards

achieving particular objectives that are specified by the

management.

System Elements. The basic elements of a system is as follows

1) Input element.

2) Transformation element.

3) Output element.

4) Control mechanism.

5) Objectives.


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Objectives

TransformationInputOutput

Control

Mechanism


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Figure 2.1 shows the diagram for system elements. The resources flow

from the input element, through the transformation element and

to the output element. A control mechanism monitors the

transformation process to ensure that the system meets the

objectives laid down by the management. The control mechanism

is connected with the resource flow by the means of the feedback

loop from output. The control mechanism compares the output

with the objectives and accordingly directs the input system to

make the necessary changes ( if required).

The various category of systems are

1. Open loop & Closed loop System.

2. Open Systems & Closed System.

3. Sub Systems & Super Systems.

4. Physical Systems & Conceptual Systems.


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TransformationInputOutput

An open loop system does not have a feedback or control

mechanism. These are very simple systems that do not

require monitoring. For example simple space heaters.

In case ofclosed loop systems there is a feedbackmechanism that monitors the output with respect to

objectives. For example room air conditioners. Refer fig

2.1


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Open systems are connected to their environment through

resource flows. These systems require the help of systems

in the environment to accomplish their completion. For

example, a centralized air conditioning system requires acooling plant for it to cool the entire building, here the

centralized air conditioning system is an open system.

A closed system does not have connection with theenvironment with which its connected. Closed systems

exist in controlled laboratory conditions. They are kept in

ideal conditions which are not possible in actual

environment.


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A sub-system is a system that exists in another system. Its existence

depends upon the existence of its super-system. The sub-system

contributes in the proper working of the entire system. The proper

functioning of the sub-systems ensure proper functioning of the

entire system. For example an Automobile system, it consists of

many sub-systems like acceleration system, fuel injection system,breaking system etc., every sub-system is responsible for the proper

functioning of the entire automobile system.

A super-system is a system which contains many sub-systems. The

super-system is responsible for monitoring the overall working of itssub-systems. The super-system decides the constrains and resources

to be put on its sub-systems. For example, a Central government

system, it is a super-system which has under its control the state

government systems which form the sub-systems.


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Physical Systems use physical resources or tangible resources.

A physical system represents a working model for any

conceptual system. A physical system is completely practical

oriented and interacts continuously with the environment. For

example, a computer is a physical system which has practical

implementations and inter acts a lot with the users.

Conceptual Systems use abstract and conceptual resources.

Conceptual systems can make the physical resources work in a

proper manner. They basically consist of data, information and

mental concepts.

Both Physical and Conceptual systems require each other for

proper functioning and effective practical implementation

respectively.


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The Initial Focus on Data

During the first half of twentieth century, when punch cards were used, firms

generally ignored the information needs of managers. The first computers were

only used for accounting applications. The name given to these early computer

based applications was Electronic Data Processing (EDP). Now a days the term

Accounting Information System (AIS) is used to describe those applications.

The New Focus on Information

In 1964, a new generation of computing equipment was introduced that influencedstrongly on the manner in which computers were employed. They were the

computers using the silicon technology. The concept of using computers as

Management Information System was promoted.The MIS initiated that the

computers should be applied for the management of information. This concept was

adopted slowly by larger firms.

The revised focus on Decision Support

A Decision Support System (DSS) is an information-producing system aimed at a

particular problem that a manager must solve and the decisions the manager must

take. The manager can be located any where, at any level in the organization.

These DSS were used widely in the organizations.


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The Current Focus on Communication

During the time DSS evolved, interest was focused on another computer

application called Office Automation (OA) which facilitates

communication and increases productivity among the managers and officeworkers through the use of electronic devices. OA got started in 1964,

when IBM announced its Magnetic tape and electronic typewriter (called

Selectric typewriter). The selectric typewriter could type the information

stored in the magnetic tapes. This lead to an OA application called word

processing. The Office Automation grew to such levels that applicationssuch as video conferencing, e-mail, desktop publishing etc started. In a

collective term it was given the name Virtual Office.

Potential Focus on Consultation

The development of computers had made it possible to perform tasks of

logical reasoning just like humans. The application called ArtificialIntelligence (AI) were developed. Now a days a subclass of AI known as

Expert Systems are growing which works as a specialist in a particular

area. To solve the problems using AI the applications were given the name

Knowledge-based Systems. From 1990s the use of knowledge-based

systems were extensively used by large firms.


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Managers make decisions to solve problems, and decisions are made

based on the available information.

Information is presented both in oral as well as in written form

using information processors.The computer portion of the information processors contain each of

the computer based application areas :- AIS ( Accounting

Information System), MIS (Management Information System), DSS

(Decision Support System), Virtual Office and Knowledge Based

Systems. They are collectively called CBIS ( Computer Based

Information System).

The CBIS collectively provides necessary information for problem

solving.


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The firms using computers realized that there was a need to formseparate organizational units of specialists who would be responsible for

implementing the systems. These specialists were known asInformation

Specialists.

Information Specialists

Information specialists have the complete responsibility of developing

and managing the computer based systems in the firm.There are five

main categories of information specialists.

1) System Analyst.

2) Database Administrators.

3) Network Specialists.

4) Programmers.

5) Operators.


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The concept of Traditional Communication Chain connects the

Users, Information Specialists and the Computer. This

communication is named traditional because they have beencommunicating with each other traditionally (since old times). From

fig 2.4 it can be seen the various levels in a communication chain.

The functions of the members of a traditional communication chain

are as follows.System Analysts

They work with the users to develop new systems and in improving

the present system.

They are expert in defining problems and at preparing written

documents on how the computer will assist in solving the problem.

They are expert in computer systems as they require to know the

capabilities of the software and hardware in which the solution of

the problem is to be accomplished.


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Database Administrators (DBA s)

They work with users and system analysts to create the appropriate

databases that would help in effectively solving the problem.

Once the database is created, the DBAs frequently monitor and

manage these resources.

Network Specialists

They work with systems analysts and users to establish the data

communication networks that would connect users with the required

systems that are widespread.

They combine the expertise from the fields of computing and

telecommunications.

Another form of Network specialists are called Web Masters who

are expert on the World Wide Web.


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Programmers

They use the documentation prepared by the System

analysts to encode the instructions.

They require to be very conversant with the software they

are working on.

Operators

They are responsible for handling the computing

equipments.

They are expected to be able to handle mainframes to

mini computers.

They monitor the consoles, manage memory libraries etc.


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UserSystem

Analyst

Network

Specialist

DatabaseAdministrator

OperatorProgrammer Computer


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In the late 1970s the trend of end user computing started growing. The users started

growing interest in developing their own computer applications. Following are thereasons for the development of en-user computing.

1. Increase in Computer Literacy. During the early 1980s, good education programs

related to computers were conducted in colleges and institutions which caused a

computer awareness between the students. The management ranks, especially on

the lower levels started filling up with computer literate people.

2. The Information services backlogThe situation of the information specialists

became critical during early 1980s when the work load increased beyond accepted

limits as the users started demanding more information services and so the

specialist could not cope up with the demands.

3. Low-Cost Hardware The market got filled up low cost minicomputers, so the userscould afford them at their homes making it easier for them to develop

applications.

4. Prewritten Software Both the hardware and software companies produced software

that would do the accounting, word processing, facilitate development of

applications etc. made it easy for the users to rely more up on themselves ratherthat in information specialists.


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1) What are the resources a manager handles?

2) What is a System? Explain its elements.

3) Explain

a) Open loop & closed loop systems

b) Open & closed systemsc) Super & Sub systems.

d) Physical & Conceptual systems.

4) Explain the evolution of Computer based Information Systems.

5) Explain the model of CBIS with diagram.

6) Explain the categories of Information Specialists.

7) Explain with diagram the Traditional Communication Chain.

8) Explain the reasons for the evolution of End-User Computing.

computer based info system

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