Topic No.1: Information Systems

COMP 1011

THE UNIVERSITY OF THE WEST INDIES THE DEPARTMENT OF FOOD AND AGRICULTURECOMP 1011: INTRODUCTION TO INFORMATION TECHNOLOGY Topic No.1: Information Systems The impact of technology and popular Information Systems in the workplace.

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This document contains a report on the impact of technology and popular Information Systems in the workplace.

Abstract

This report consists of the impacts of technology and popular information systems in the workplace. The recent advances in technologies and information systems have showed evident effects on the workplace and individuals in the workplace. The introduction of information and communicative technologies has changed ways tasks are done, the relationships between the employees and employers, and even the work environment. Information systems have also change the reliability, accuracy and organisation of the work in the workplace. To provide insights on the impacts research was conducted, analysing common technologies and information systems used in the workplace and giving the impacts they have made on the employees’ workload and the active workplace.The research technique utilized for the report was the secondary research method. Secondary data is typically research done using readily available information. This is data which is collected by someone else other than the researcher; data that has already been collected. This data can be gathered from articles, the internet, magazine, books, and newspapers. This method is quite time saving as the information is already provided. Although it is a timely method, on the other hand the information can also be out dated. The internet and articles were used to gather information for this report. The research revealed that there are positive impacts of technology in the workplace such as the increase in productivity, efficiency, and those information systems are good instruments for cost management. Moreover, there were also negative impacts of technology and information systems in the office, for instance becoming a distraction from the work and the ability to pay for training of workers to use these systems.

Table of Contents

Introduction3Technological Devices and Information Systems3Technology4-6What is an Information System?7Types of Information Systems in The Workplace7-9Conclusion……………………………………………………………………….........................10References………………………………………………………………………………………..11

Information Systems:

The impact of technology and popular information systems in the work place

Technology refers to the use of scientific knowledge for active or application purposes whether in an industry or for personal use. In recent times technological developments has been on an upsurge, this has added to creating new methods in which one may communicate, organize and work in the work field. There are various types of technology used and these include electronic technology, teleconferencing, mechanical technology, phone systems and industrial or manufacturing technology. There are many Information systems used in the workplace, these aim in sustenance of operations, management and decision making in an industry. It relates to the combination of hardware; physical aspects and software; the programs and operating information aspects, to collect, organize, store and facilitate the dissemination of information. The main focus for this research is placed on the impact of these technologies and common information systems in the office.

There are various types of technologies and standard information systems used in the workplace. The table below shows the most common ones found in the work place.

Table 1

Technological Devices

Information Systems

Cellular devices

Transaction processing systems (TPS)

Printers

Office information system

Fax machines

Database management systems

Laptops/Computers

Management information system

Cameras

Decision support system

Technology has helped in changing the way tasks in the work place are done today, as compared to the traditional methods. These impacts include changes in the ways of communicating with clients or customers in the workplace. The internet is a public system of the network that provides a myriad of information and helps with allowing a vast majority of mediums to provide communication facilities. Through these process cellular devices, computers and laptops have helped in social networking, app creation and allow communication across boundaries. This has contributed to a time appropriate communication process, as one no longer has to depend solely on face-to-face communication. This has also impacted the workplace collaboratively, as persons can now use these technological devices to send messages, emails, to make phone calls or even video calls with clients, employers or employees.

Not to mention, technology has increased productivity and efficiency in the workplace. There are now numerous apparatuses in place to overcome the challenges of achieving a task. Employees are now able to speed up the time in which it takes to complete a task. With such technological devices as the fax machine, printer and others allow employees to send and distribute information at a shorter time period. This can also help owners or managers to obtain project completion on time and use productivity software to monitor the timeliness of employees. As time management is also a major attribute to possess at the workplace. Being timely will allow workers to deduct the time it takes to complete a task and spend this time on creating new projects or developing innovative ideas.

Furthermore, another key component te technology has impacted in the workplace is maintaining organization. Using software systems on computers or laptops can benefit in organizing, reviewing and creating projects or files. It will now be available for employees or managers to search and find files or projects when necessary, without having to spend time wondering where it is or in search of the file. This also helps with the accuracy, reliability and timely delivery of work assignments. This process provides both qualitative and quantitative measures of the work and notifies persons in the workplace on updates, events and possible threats that may occur.

By the same token, technology has a great impact on cost in the workplace, as it is the objective of most companies to maintain profitability. Organizations are now focusing on innovative and cost-effective ways as a result of using technological systems. Managers can use these systems to place security measures in place to detect fraud or any illegal activity that may cause long-run losses, also monitor other activities that distract workers. This system does not only protect the company but also protects workers. There are technological devices such as cameras can be placed in the parking lot of the company. This helps employees to monitor their vehicles while actively at the workplace. This can also help in the case of accusations against one employee to another, as the manager can check systems to see workers whereabouts and observe true instances against false ones. These will all help in providing a cost relief on both employers and employees at the workstation.

Moreover, there are some negative impacts of technology in the workplace. Even though cellular devices, laptops, computers and other technological devices can help with communication and increases short-term productivity in the workroom, the shortcoming is these tools can become addictive and distracting. These technologies demand time and attention, these devices can cause workers to stray from the task at hand and pick up personal likeness to a site, social network or app. Therefore, it is necessary that managers encourage the role of enforcing a standard or work etiquette in technological habits.

To add to the negative impacts, technology has also increased the number of work hours. Since it allows works to complete tasks at a fast time frame, there is now more freedom time for the employees, with the time employees are forced to start other tasks at hand in order to complete to work day. This may lead to the workers taking their work home and spending the night developing the new task. Therefore, this demonstrates the point of more working hours; however, persons are not paid for these times. Even when sick workers may be at home on these technological devices, still communicating with colleagues or the manager and also working on projects.

Likewise, there are concerns when relating to technology in the workplace and connections with the cost of purchasing and training employees to operate them. These devices may be costly and can decrease the amount of profit made in a business, this would force employers to stay up-to-date in order to experience economies of scale. These are the benefits an organisation may experience in the long run. When there are new systems in the office workers are then forced to learn how to operate these new systems. Which means the manager will then have organized training for the workers. This may be costly and timely, as it takes away for the work time. Hence the continual update may not always be seen as favourable.

An information system (IS) is the study of complementary networks of hardware and software that people and organizations use to collect, filter, process, create, and distribute data. Successful organizations use information systems to collect data and process it according to the needs of the analyst, manager or business owner. Businesses operate more efficiently by using varied information system to interact with customers and partners, curtail costs and generate revenue.

· Transaction Processing Systems.

Transaction Processing Systems (TPS) meet the data collection, storage, processing and outputting functionalities for the core operations of a business. Transaction Processing Systems collect data from user inputs and then generate outputs based on the data collected. Transaction Processing Systems can be based on real-time (deals with one transaction at a time and does not have a time delay) or batch processing (processes several transactions at the same time, with a time delay), and can help business owners meet demand without acquiring additional personnel. An example of a Transaction Processing System could be an online air ticket booking system. In such a system, travellers select their flight schedule and favourite seats (the input), and the system updates the seats available list, removing those selected by the traveller (the processing). The system then generates a bill and a copy of the ticket (the output). TPS information systems can be based on real-time or batch processing, and can help business owners meet demand without acquiring additional personnel.

· Office Information System

An office information system (OIS) is an information system that uses software, hardware, and networks to improve workflow and help communications among employees. An office information system attempts to perform the functions of the ordinary office by means of a computer system. Automation in the office particularly aids the office worker in the document preparation, information management and decision making. Such systems may be as modest as a group of independent and processors, or as complex as a distributed set of large, communicating computers. Within this spectrum is a central computer with several interactive terminals, or a set of small interconnected computers. In either system the, office worker would use a work station to perform his work, and that work station would be capable of electronic communication with other work stations.

· Database Management System

A Database Management System (DBMS) is system software for creating and managing databases. The Database Management System provides users and programmers with a systematic way to create, retrieve, update and manage data. A Database Management System makes it possible for end users to create, read, update and delete data in a database. The Database Management System essentially serves as an interface between the database and end users or application programs, ensuring that data is consistently organized and remains easily accessible. The Database Management System manages three (3) important things: the data, the database engine that allows data to be accessed, locked and modified – and the database schema, which defines the databases logical structure. These three (3) foundational elements help provide concurrency security, data integrity, and uniform administration tasks supported by the DBMS include change management, performance monitoring/ tuning, and backup and recovery.

· Management Information System

Management Information System (MIS) employs the integration of information technology in achieving the needs and objectives of the general workforce, managers and their organization. The development of a management information system in the organization helps corporate executives in applying efficient and effective information technology-based business and economic decisions. With new trends in information technology, managers and organizations with face more advanced and flexible management of organizational information. MIS has become an integral part of the organization’s existence and application in several specific areas. These include strategy supports, data processing, and job performance development. MIS transforms data into useful information to formulate effective management decisions. Data processing by MIS allows organizations of an enormous quantity of business data and provides valuable time-saving benefits for the organization. Job performance of the organization’s human resources is greatly affected by the establishment of a Management Information System. Employees will have more efficient and effective ways of handling data and information.

· Decision Support System

A Decision Support System is an Information System that supports business or organizational system that supports business or organizational decision-making activities. Decision Support Systems serves the management, operations, operation and planning levels of an organization (usually middle or higher management) and help people make decisions about problems that may be rapidly changing and not easily specified in advance. Decision Support Systems can be either fully computerized or human – powered or a combination of both. A properly designed Decision Support System is interactive software – a based system intended to help decision makers compile useful information from a combination of raw data, documents, and personal knowledge, or business models to identify and solve problems and make decisions.

Typical information that a Decision Support Application might gather and present include:

· Inventories of information assets,

· Comparative sales figures between one period and the next,

· Projected revenue figures based on product sales assumptions.

In conclusion, essential organized capabilities are enabled or enhanced by information systems. These systems provide support for business operating; for individual and group decision making; for innovation through new product and process development; for a relationship with customers, suppliers, and partners; for the pursuit of competitive advantage; and, in some cases, for the business model itself. Information systems bring new options to the way companies interact and compete, the way organizations are structured, and the way workplaces are designed.

References

Craig S. Mullins, Simon Christiansen. “Database Management System” Last updated January 2015. https://searchsqlserver.techtarget.com/definition/database-management-system

Davoren, Julie. “Types of Information Systems in an Organization” Last modified March 06, 2019. http://smallbusiness.chron.com/types-information-systems-organization-43097.html

Evelyn De Matias. “Facts on Management Information System” Updated September 26, 2017. https.//bizfluent.com/about/management-information-system.html

Joyce, Connor, Jen Fisher, Jim Guszcza, and Susan K. Hogan. 2018. “Positive Technology.” Deloitte Insights. April 16, 2018. https://www2.deloitte.com/insights/us/en/focus/behavioral-economics/negative-impact-technology-business.html.

Prasad, Amit. 2018. “10 Ways Technology Has Reshaped the Modern Workplace.” QuickFMS. November 26, 2018. https://www.quickfms.com/blog/6-ways-technology-has-reshaped-the-workplace/.

Spacey, John. 2017. “20 Types Of Technology.” Simplicable. March 5, 2017. https://simplicable.com/new/types-of-technology.

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