m2 class notes

7/31/2019 M2 Class Notes

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.(TPS)

Serve the operational level of the organization Records daily routine transactions necessary to

conduct business.

At the operational level, tasks, resources and goalsare predefined and highly structured

Generally, five functional categories are identified,shown in the diagram.

Support operational managers by keeping track ofthe elementary activities and transactions of theorganization.


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The principle purpose of systems at this levelis to answer routine questions and track theflow of transactions through the organization.

Ex- Railway reservations

Sales order entry

Hotel reservation systems

Employee record keeping etc.,

TPS produces information for the other types ofsystems


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Knowledge Management Systems ("KMS") exist to

help businesses create and share information. These

are typically used in a business where employeescreate new knowledge and expertise - which can then

be shared by other people in the organization to

create further commercial opportunities..

KMS are built around systems which allow efficientcategorization and distribution of knowledge.

1.Example, the knowledge itself might be contained inword processing documents, spreadsheets, PowerPoint

presentations. internet pages or whatever. To share the

knowledge, a KMS would use group collaboration

systems such as an intranet.2.Good exam les include firms of law ers accountants and


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Knowledge Work Systems andOffice Systems

Serve the information needs at the knowledge level ofthe organization

Knowledge workers

are people who hold formal degrees

Such as engineers, doctors, lawyers etc.,

Data workers

Less educational degrees and tend to process ratherthan create

information

Secretaries, bookkeepers, managers whose jobs are tomanipulate,

disseminate information


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Knowledge Work Systems (KWS)

Targeted at meeting the knowledge needs

ofknowledge workerswithin the

organisation

In general, knowledge workers hold degree-

level professional qualifications (e.g.engineers, scientists, lawyers), their jobs

consist primarily in creating new information

and knowledgeKWS, such as scientific or engineering

design workstations, promote the creation

of new knowledge, and its dissemination


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Knowledge-level Systems

Support knowledge and data workers in an

organisation. The purpose of these

systems is to help the organisation

discover, organise and integrate new andexisting knowledge in to the business, and

to help control the flow of paperwork.

These systems, specially in the form ofcollaboration tools, workstations, and office

systems, are the fastest growing

applications in business today.


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ce utomat onSystem


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What is an Office?

An Office

Receives information

Records and stores information Structures information

Processes information

Provides access to information


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Components of an office

People

Machines Paper

Documents

Procedures


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Nature of Office Work

Information workers

Types Managerial, Non-managerial and Professional

Types of Office work:-

1.Document creation and preparation.

2.Information / Document storage3.Information / Document retrieval

4.Communication

5.Meetings

6.Reading mail.7.Decision making

8. Information dissemination


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What is Office Automation?

Office automation refers to the use of

integrated computer and communicationsystems to support administrative

procedures in an office environment.


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Need for Office Automation

Office Automation Systems are systems that try to

improve the productivity of employees who need to

process data and information.

Perhaps the best example is the wide range of

software systems that exist to improve the

productivity of employees working in an office(e.g. Microsoft Office XP) or systems that allow

employees to work from home or whilst on the

move.


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.System

Management level of an organization

Serve the functions of planning, controlling

and decision-making by Providing routine

summary and exception reports. MIS usually serve managers interested in

weekly, monthly, and yearly results but not

day-to-day activities.Example: Annual budgeting


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MIS provide managers with reports and, in

some cases, on-line access to the

organisations current performance and

historical records

Typically these systems focus entirely on

internal events, providing the information for

short-term planning and decision making.MIS summarise and report on the basic

operations of the organisation, dependent

on the underlying TPS for their data.

Contd.


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Designed to serve the monitoring, controlling,decision-making, and administrative activitiesof middle managers.

These typically provide periodic reports rather

than instant information on operations.Some of these systems support non-routine

decision-making, focusing on less-structureddecisions for which information requirementsare not always clear.

This will often require information from outsidethe organisation, as well as from normal

operational-level data.


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Management Information System

Scheduled reports

Key-indicator reports

Exception reports

Ad hoc (demand) reports Drill-down reports

Creates reports managers can use

to make routine business decisions

4 D i i n S pp rt


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4.Decision Support

Systems(DSS)

Meaning

Offer potential to assist in solving

both semi-structured and

unstructured problems


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Decision-Support Systems (DSS)

Make decision that are unique

They address problems where the procedure for arrivingat a

solution may not be fully predefined in advance

Use internal information from TPS and MIS and also

information

from external sources

Ex: stock prices

Product prices of competitors

Competitors promotion plans

DSS have more analytical power than other systems

Focus on helping managers make decisions that are semi-

structured, unique, or rapidly changing, and not easilys ecified in advance


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Capabilities of a DSS (2)

Highly Structured problems

Straightforward problems, requiring known

facts and relationships.

Semi-structured or Unstructured problemsComplex problems wherein relationships

among data are not always clear, the data

may be in a variety of formats, and areoften difficult to manipulate or obtain


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Solution Types

Optimization model

Finding the best solution Satisfying model

Finding a good -- but not necessarily the best -

- solution to a problem Heuristics

Commonly accepted guidelines or procedures

that usually find a good solution, refers toexperience-based techniques for problemsolving, learning, and discovery.

Examples -using a rule of thumb", an educated

guess, an intuitive judgment, or Common


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Problem Solving Factors

Multiple decision objectives

Increased competition

The need for creativity

Social and political actions

International aspects

Technology

Time compression


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Decision Making as a

Component of Problem SolvingIntelligence

Design

Choice

Implementation

Monitoring

Problem

solving

Decision

making


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Top level management

Designed to the individual

Ties CEO to all levels

Very expensive to keep up

Extensive support staff


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Serve the strategic level of the

organisation

ESS/EIS address unstructured decisionsand create a generalised computing and

communications environment, rather tha

providing any fixed application or specificcapability.

Such systems are not designed to solve

specific problems, but to tackle a

Contd.


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ESS/EIS are designed to incorporate data

about external events, such as new tax laws

or competitors, and also draw summarised

information from internal MIS and DSS

These systems filter, compress, and track

critical data, emphasising the reduction oftime and effort required to obtain information

useful to executive management

ESS/EIS employ advanced graphics softwareto provide highly visual and easy-to-use

representations of complex information and

current trends, but they tend not to provide


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6.Group Decision SupportSystem(GDSS)

Contains most of the

elements of DSS plussoftware to provide effective

support in group decision-

making settings


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Contd.

Group Decision Support Systems (GDSS) - Aninteractive, computer-based system that facilitatessolution of unstructured problems by a set ofdecision-makers working together as a group. It

aids groups, especially groups of managers, inanalyzing problem situations and in performinggroup decision making tasks.

Group Support Systems has come to mean

computer software and hardware used to supportgroup functions and processes.

Wh U GDSS?


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Why Use GDSS?

High level managers can spend 80% of theirtime making decisions in groups. Appliedcorrectly, GDSS can reduce this time,arriving at a better decision faster.

GDSS provides the hardware, software,databases and procedures for effectivedecision making.


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Is a knowledge based information system that uses

its knowledge about a specific, complex application

area to act as an expert consultant to end users

Expert systems provide answers to questions in avery specific problem area by making humanlike

inferences.

So expert systems can provide decision support to

end users in the form of advice from an expert

consultant in a specific problem area


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Expert systemis an information system application that

captures the knowledge or expertise of a specialist and

then simulates the thinking of that expert for those withless or no expertise.

Expert systems are also called knowledge based systems

or artificial intelligence based systems.

Integration of database management system (DBMS) with

expert systems for developing software for applications

that require knowledge oriented processing of shared and

scattered information. Also called knowledge base

management system


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Inability to learn

Maintenance problems and developmental costSolve specific problems in a limited domain of

knowledge

Fail in solving problems which require broad

knowledge base

Can not learn from its experience


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Inability to learn

Maintenance problems and developmental costSolve specific problems in a limited domain of

knowledge

Fail in solving problems which require broad

knowledge base

Can not learn from its experience