Introduction to business information processing systems

EDEN INSTITUTE CAMPUS-LUSAKA

SCHOOL OF EDUCATION

DEPARTMENT OF BUSINESS AND INFORMATION PROCESSING

SYSTEMS

MODULE

©2013

By Preston Mwiinga

Introduction to Business Information

Processing Systems

[email protected] 0977/0955/0966-987868 Page 2

All rights reserved. No part of this publication may be reproduced, stored in a retrieval

system, or transmitted in any form or by any means, electronic or mechanical, including

photocopying, and otherwise without the permission of the author.

Inquiries about the production or reproduction of the material should be addressed to;

Preston Mwiinga

Eden Institute College

Box 37727

LUSAKA, ZAMBIA

Cell: 0977/0966/0955-987868

Email: [email protected]

mailto:[email protected]



Acknowledgements

I would like to thank my God for giving the strength to prepare this module and I also

acknowledge the members of stuff at Eden for the full support and great motivation in making

sure that this module became a reality, my family for their continual encouragement to keep on

pushing for greatness



Business Information Processing (Core)

Suggested Time: 15-20 hours

Level: Introductory

Module Overview

This core module introduces students to the roles, responsibilities, and expectations of employees

processing information in the work environment. Students may be completing activities under

simulated work conditions. Teamwork, interpersonal skills, communication skills, time

management, organization, composition, proofreading, and correspondence are just some of the

aspects that Students will consider while processing information. All aspects of the information

processing cycle will be experienced, relating efficiency and productivity to the workplace.

Students will be involved in team building, problem solving, and decision making while meeting

the expectations of the business world.

Foundational Objectives

• To examine and understand the role of the employee in the processing of business information.

• To develop personal goal setting and time management skills.

• To develop communication skills needed for information processing.

• To examine ergonomic principles that may be considered in preparing business and personal

workspace.

• To understand the uses of several information distribution systems.

• To examine the importance and use of records management.

Common Essential Learnings Foundational Objectives

• To develop an understanding that technology both shapes and is shaped by business.

• To enable students to use language (listening, speaking, reading, and writing) for differing

audiences and purposes that are relevant to business.

• To expose students to and familiarize them with methods and practices commonly used in

modern business information processing.



Contents

Lesson One .................................................................................................................................6

Computer History ....................................................................................................................6

First generation: 1937 – 1946 ..............................................................................................7

Second generation: 1947 – 1962 ..........................................................................................7

Third generation: 1963 - present ..........................................................................................8

1980s ......................................................................................................................................8

1990s ......................................................................................................................................9

2000s ......................................................................................................................................9

Lesson Two - ............................................................................................................................ 10

Today’s Use of Computers .................................................................................................... 10

At the Airport ........................................................................................................................ 11

From the Warehouse ............................................................................................................. 11

Technology in Education ................................................................................................... 11

Reading ............................................................................................................................. 12

Writing .............................................................................................................................. 12

Math .................................................................................................................................. 12

Biology ............................................................................................................................. 13

Chemistry .......................................................................................................................... 13

Ecology ............................................................................................................................. 13

Geology............................................................................................................................. 13

Art ..................................................................................................................................... 13

Music ................................................................................................................................ 15

Integrated research ............................................................................................................ 15

Enhance Productivity ............................................................................................................ 16

Lesson Summary ....................................................................................................................... 17

Lesson Three ............................................................................................................................. 18

The Computer ....................................................................................................................... 18

Types of Computers .......................................................................................................... 19

Lesson 4 .................................................................................................................................... 20

Computer hardware ............................................................................................................... 20

Lesson 5 .................................................................................................................................... 26



Programming ........................................................................................................................ 26

COMPUTER SOFTWARE ................................................................................................... 28

OPERATING SYSTEM .................................................................................................... 29

Applications ...................................................................................................................... 33

Advantages ........................................................................................................................ 30

Disadvantages ................................................................................................................... 32

Searching the Internet................................................................................................................ 39

Protecting Your Computer ........................................................................................................ 44

What You Need to Protect and Why ...................................................................................... 46

Computer Security Dos and Don’ts ....................................................................................... 47

Restricting Access to Your Computer .................................. Error! Bookmark not defined.

Locking the Computer ......................................................... Error! Bookmark not defined.

Running Antivirus Software .............................................................................................. 47

Lesson 6 .................................................................................................................................... 48

INFORMATION SYSTEM................................................................................................... 48

Information systems and business ...................................................................................... 48

Awareness: To develop an awareness and understanding of the various information processing

competencies required for problem solving and personal economic decision making.

Business Environment: To respond to learning, productivity, and change when processing

information within the business environment.

Personal-Use Skills: To develop work habits, attitudes, communication skills, problem solving

skills, and independent thinking skills that will enhance personal, school, and work experiences.

Self-Image and Business Attitudes: To develop a positive self-image and essential business

attitudes necessary for the workplace.

Communications: To develop effective social and written communication skills desirable in the

business environment.

Employment Skills: To acquire business skills to facilitate success in post-secondary education

or

Goals



Foundational Objectives The student will

• be familiar with hardware and software terminology and features

• recognize the importance that computer technology has in our society, and how it has become

integral in our everyday lives.

• be able to use computer hardware and word processing software to produce simple personal use

documents.

• develop an appreciation for information processing technology

the work force.Lesson One

Computer History

After completing this lesson, you will know:

The history of computers from the 1940s up to the present.

The future of computing.

The many ways in which computers are used in modern life.

How it is possible to make computers accessible to persons with disabilities.

How computers are used in two key areas: business and education.

This lesson introduces computers and their use today. This lesson gives a brief history of

computing to date. This lesson also describes the accessibility issues faced by many individuals

in the workforce and how computers and assistive technology help overcome accessibility

problems.

When the first computers called personal computers came on the scene in the late 1970s, the

name really meant ―not a business computer.‖ Not only did businesses not see any use for them,

but they didn’t want anything to do with them and their anarchy. Customizing the color of the

screen and the sounds the computer made was just silly. And writing your own programs to

make the computer do what you wanted it to do? ―No, thank you!‖



The computer as we know it today had its beginning with a 19th century English mathematics

professor name Charles Babbage. He designed the Analytical Engine and it was this design that

the basic framework of the computers of today are based on.

It took also took other visionary people at three companies—IBM, Microsoft, and Apple

Computer—to see that a computer you or I could really control—a truly personal computer—

was exactly what business had been waiting for.

Generally speaking, computers can be classified into three generations. Each generation lasted

for a certain period of

time, and each gave us either a new and improved computer or an improvement to the existing

computer.

The sections that follow contain a short timeline of the history of modern computing.

First generation: 1937 – 1946

In 1937 the first electronic digital computer was built by Dr. John V. Atanasoff and Clifford

Berry. It was called the Atanasoff-Berry Computer (ABC). In 1943 an electronic computer name

the Colossus was built for the military. Other developments continued until in 1946 the first

general– purpose digital computer, the Electronic Numerical Integrator and Computer (ENIAC)

was built. It is said that this computer weighed 30 tons, and had 18,000 vacuum tubes which was

used for processing. When this computer was turned on for the first time lights dim in sections of

Philadelphia. Computers of this generation could only perform single task, and they had no

operating system.

Second generation: 1947 – 1962

This generation of computers used transistors instead of vacuum tubes which were more

reliable. In 1951 the first computer for commercial use was introduced to the public; the

Universal Automatic Computer (UNIVAC 1). In 1953 the International Business Machine (IBM)

650 and 700 series computers made their mark in the computer world. During this generation of

computers over 100 computer programming languages were developed, computers had memory



and operating systems. Storage media such as tape and disk were in use also were printers for

output.

The integrated circuit or silicon chip was invented in 1958 and 1959 by two independent

researchers. A single chip could contain the electronic circuitry of an entire computer, which

created another revolution in computer design. The 1960s brought minicomputers, such as the

DEC PDP 1 and the IBM System/360, into more and more industries. In addition, research at the

National Aeronautics and Space Administration (NASA) in the United States led to the creation

of even smaller computers. Computers no longer cost millions of U.S. dollars and no longer

required specialized environments.

Third generation: 1963 - present

The invention of integrated circuit brought us the third generation of computers. With this

invention computers became smaller, more powerful more reliable and they are able to run many

different programs at the same time.

In 1975, the Xerox Alto was the first prototype computer to use a graphical user interface (GUI),

by which symbols for computer functions are provided instead of the user having to type

complete commands. This was also the first computer to use a mouse as an input device. Even

though this system was never released to the public, it greatly influenced the development of

Microsoft Windows and Apple Macintosh operating systems.

The MITS Altair, the first computer to be called a personal computer, also debuted in 1975. This

was sold mainly as a kit computer: a user had to assemble it before it could be used. The

computer used the Intel 8080 microprocessor chip, and even though it came with limited input

and output devices (there was no keyboard or monitor), the computer was an immediate success

among hobbyists and computer enthusiasts.

Tandy Corporation (the parent company of Radio Shack) introduced its first personal computer

in 1977. It was a success because it included a keyboard and a display (a CRT screen).

Working in a small garage, Steve Wozniak and Steven Jobs designed and sold the Apple 1

computer to hobbyists. This computer was successful enough for the founders of Apple



Computer to design the Apple II in 1977, which was a major success. The Apple II offered

expanded memory, disk-drive programs, and color graphics.

1980s

In1980 Microsoft Disk Operating System (MS-Dos) was born and in 1981 IBM introduced the

personal computer (PC) for home and office use. This computer used software called DOS (disk

operating system) to control the computer. While this computer did not use the latest and greatest

technology available, it was important because it proved that the personal computer was more

than a fad; it was going to be an important part of every business.

In 1984, the Macintosh computer was introduced. This computer had a GUI that made using the

computer much easier for the novice user. With the introduction of the LaserWriter printer in

1985, Apple started a desktop publishing revolution.

The growth of the power of the personal computer continued through the 1980s, until personal

computers soon rivaled minicomputers in speed and computational power.

1990s

Apple, IBM, Microsoft, and other companies continued to produce and improve software that

made computers easier to use. In 1990, Microsoft released the Windows 3.0 operating system,

which marked a major change in how users worked with their computers. It featured a GUI that

was to become a favorite of computer users.

2000s

As a result of the various improvements to the development of the computer we have seen the

computer being used in all areas of life. It is a very useful tool that will continue to experience

new development as time passes.

In the early years of the new millennium, and computers and Internet access became available to

more people in the world than ever before. Web services such as instant messaging allow people

all over the world to be able to have real-time conversations with one another. Other web

applications enable people to conduct nearly all of their daily business and personal tasks from

their desktop. You can shop for and purchase just about anything you want, you can read a



newspaper or listen to live radio broadcasts from scores of different countries, you can manage

all of your personal or business finances, or even plan and book your next vacation—all from

your computer. New technologies such as the personal digital assistant (PDA) and the tablet

computer make it easy to take your computer with you and have access to the Internet wherever

you go. Satellite and cellular telephone technology has improved so much that people in remote

areas can still place calls to friends, family, and colleagues anywhere in the world.

With more people on the Internet, more information is at risk, and security has become an issue

of even greater importance Computer viruses can spread worldwide in just hours, costing

businesses and governments a great deal of time and money in lost files and recovery efforts.

Software and hardware companies are coming up with new security software and patches on a

regular basis.

Lesson Two -

Today’s Use of Computers

Computers play an increasingly important and nearly indispensable role in everyday life.

Computers are used all over the world and in all types of environments. They are used in

businesses, manufacturing environments, homes, government offices and non-profit

organizations. Schools use computers for instruction and for maintaining student records.

Hospitals use computers to maintain patient records and to provide medical care.



In addition to these types of computers, there are also many customized computers designed for

specific purposes. These computers can be integrated into devices such as televisions, cash

registers, sound systems, and other electronic devices. They can even be found embedded in

appliances such as stoves and refrigerators and used in automobiles, and aircraft.

Where are computers found within your environment?

When computers were first introduced into the business world, they were big and expensive and

hadn’t been designed with any accessibility issues in mind. They tended to be used for

specialized purposes such as research and calculating large amounts of numbers. For example, a

large company in the 1960s might have had a single computer dedicated to the payroll

department. No other departments in the company used the computer, or if they did, they were

forced to share computer time with several departments.

As computers and computer technology made computers smaller and cheaper, they began to be

used in more and more situations. A department might have had its own dedicated word

processing system or a minicomputer for specific projects instead of simply trying to share time

on the corporate mainframe.

The eventual reduction in size and price brought about a revolution in computers, and personal

computers became common on virtually every workplace desktop. Computers also found their

way out of corporate environments and into everyday use. The following sections contain

examples of the ways computers are present in many aspects of today’s society.

At the Airport

Airplane pilots need a lot of practice before they can become licensed, which can be an

expensive endeavor. Pilots must pay for fuel, an instructor’s time, airplane rental, and other

costs, and they might not be able to fly every day because of weather. A computer-driven

simulator allows pilots to receive a lot of practice without these costs. Simulators can vary from

massive airline trainers used by airplane manufacturers to Microsoft Flight Simulator, which can

be used by anyone with a personal computer. A pilot might not be able to be licensed by using

simulators alone, but the use of flight simulators reduces the amount of actual air time required.



Simulator software is also used to train workers in performing dangerous or expensive operations

in other industries. Workers can use simulators to learn how to run an underground mining

machine or operate a power plant without endangering themselves or others.

From the Warehouse

A local artist’s cooperative has a retail storefront operation and a wholesale division with

connections to both regional and worldwide distributors. The cooperative’s staff use the

computer to track their inventory, who has delivered what piece, what has sold and through

which channel, and how much is due to each artist. In addition, they use the records to determine

the type of item that sells best in the different channels—for example, small hand-carved items

sell well in the retail store, but larger items such as furniture move slowly. However, the larger

items do sell well in the wholesale channel. The computer is great for maintaining and

organizing this type of information.

Technology in Education

Ever since Socrates sat down with his students, teachers have been trying to come up with more

efficient ways to teach. A variety of technologies has been introduced into teaching in the past

century. Inventor Thomas Edison was convinced that his moving-pictures technology would be a

breakthrough in education. And in fact, film strips and other video systems are very helpful in

introducing new and unique topics. Every new educational technology was going to be the one

that improved education forever. However, adapting new technologies has been difficult for

schools and teachers for several reasons. Not all schools and districts have the resources to

provide the computers and the technology, and teachers often don’t have the skills necessary to

teach about technology. And there’s also the fact that every student learns differently than every

other student. There is no one-size-fits-all solution.

Today, there are new combinations of technologies that have changed the way students are

taught, and the benefits of computers to education are becoming more obvious. Schools and

districts are making it a priority to fund computer labs and include computers in the classroom.

Teaching technology is becoming part of the required curriculum, teachers are being trained in

software that will make their jobs easier, and students are using technology to help them with

homework assignments.

The following are just a few examples of how computers are used with other technologies to

provide rich learning experiences.



Reading

Computers are great tools to use for reading exercises. Not only can you select the style and size

of text, but you can also adjust other parameters to make reading less strenuous. Software

programs are available that allow you to use a computer to help with speed reading and

developing reading skills. You can combine graphics, animation, and audio with a reading

program to reach students of all ages and learning styles.

Writing

Word-processing software makes it very easy to create all sorts of writing projects. For example,

you can create serial stories, in which one student starts the story and then passes it on to another.

The students can either share the same computer or send the story between networked computers

as they write it. Students can also use the network to critique each other’s work anonymously.

When this idea is tied in with the Internet, students can partner with students from around the

world and create stories with an international flavor as students add unique aspects from their

own cultures.

Math

Great computer software is available today to help students through repetitive math drills and

practice math exercises. You can also use computer graphics to help explain both simple and

complex problems. For example, three-dimensional graphics can be used to help with geometry

topics. You can also have students create their own math exercises for other students to

complete. Computers can help students solve problems as simple as adding apples or as complex

as plotting landing trajectories on the moon.

Biology

Students can use the computer to perform virtual dissections and explore the internal organs of a

variety of species. They can then use PowerPoint to present the data they find to the rest of the

class.

Chemistry

You can use computers to simulate a variety of experiments safely, without the cost and expense

of using actual chemicals. If a student wants to know what happens when water is added to zinc,



you can perform that experiment on the computer without worrying about the resulting explosion

and fire.

Ecology

Using a computer, you can set up and monitor virtual environments ranging from deserts to

rainforests, all in the same room. You can adjust the time scale to watch the results of your

actions over the course of years in a single classroom hour. You can explore various ecologies

from all over world by searching the Internet and exchanging e-mail with students who live in

different regions of the world.

Geology

Computer software is available that allows students to actually watch the continents move and

form new continents. You can observe how the different layers of rock are formed and see how a

volcano is created and why it erupts. You can visit Web sites that monitor live volcanoes all over

the world. You can view simulations of the causes of earthquakes and then check Web sites for

up-to-date information about actual earthquakes.

Art

You can tour museums all over the world right from your computer. Budding artists can use the

computer to create their own graphics, posters, videos, newsletters, and other artwork.

Music

You can use the computer to create your own songs by imitating virtually any instrument, even

entire orchestras. Combine your music with other media (such as visuals) and create new works

of art. Students can also integrate digital images (motion and still) with audio and text, creating

their own music videos.

Integrated research

Imagine being a teacher and assigning your students a research goal and then providing them

with a computer that has access to all the research information they need. The students use the

computer to access research articles, video programs, text of related speeches from experts, and a

variety of useful materials. The students could even contact other students around the world who

are researching a similar project. Every student would have access to the type of material they



prefer to use when learning. As the students do their research, you are freed from presenting rote

materials to the entire class and can spend your time with individual students, providing them

with the coaching they need to complete their projects.

Such a scenario is not a dream. You can easily accomplish it with the materials available today.

Just about any topic has educational software available. You can even get software that allows

you to create your own education programs and customize learning experiences for each class or

even for individual students.

Enhance Productivity

Providing people with accessible technology that is adjustable to meet their needs increases

productivity, job satisfaction, and morale. The range of what ―accessible‖ is varies from person

to person. When choosing technology, it is critical to consider the diverse needs and preferences

of all people using the technology, not just ―special cases.‖ For some, accessible technology

might simply mean the ability to easily change font size, icon size, colors, sounds, and speed of

the mouse cursor on their PC. For others, additional assistive technology products might be

needed for them to access a computer.

Accessible technology encompasses three elements:

■ Accessibility features. An operating system and software that include accessibility

features, which allow you to adjust and customize them to your own accessibility needs.

■ Assistive technology products. Compatible assistive technology products chosen

specifically to accommodate an individual’s disability or multiple disabilities.

■ Compatibility. An operating system and software that are compatible with a specific

type of assistive technology product.

An accessibility feature is an option within a product that allows you to adjust the product

settings to your personal accessibility needs—for example, vision, hearing, mobility,

language, and learning needs.

Assistive technology products (also known as ―accessibility aids‖) refer to particular products

developed to work with a computer’s operating system to accommodate specific impairments.

Assistive technology products are chosen specifically to accommodate the disability, or multiple

disabilities, so that an individual can effectively access a computer. It is critical that the assistive

technology be compatible with the operating system and other software. Assistive technology



can include products such as a different type of pointing device to use instead of a mouse, or a

system equipped with a Braille display and screen reader. Not all users with accessibility needs

require assistive technology products.

Because assistive technology cannot be added to just any computer—it must be compatible with

the computer’s operating system and additional software products—you should select software

that is accessible.

Self Assessment

1 When did IBM produce its first personal computer?

2 According to Gordon Moore, how often are computer chips supposed to double in power

and speed?

3 What is ―accessible technology‖ and why is it important?

4 What do systems administrators do in the field of information technology?

5 How is technology being used in education?

Lesson Summary

In this lesson, you learned about the history and future of computers, the many ways in which

computers are used in modern life, how it is possible to make computers accessible to persons

with disabilities, and how computers are used in business and education.



Lesson Three

The Computer

Definition:

A computer is an electronic device that manipulates information, or "data." It has the ability to

store, retrieve, and process data. You can use a computer to type documents, send email, and

browse the internet. You can also use it to handle spreadsheets, accounting, database

management, presentations, games, and more.

Now that you know a little bit about the history of computers and how they are useful in

various work situations throughout the world, this lesson will tell you what makes up today’s

personal computer (PC). You learn about basic computer hardware and the importance of

keeping your computer and its data safe. Next, you learn all about operating systems—the

software that makes it possible for you to use your computer—with a focus on Microsoft

Windows. Finally, you learn about applications software.



. It therefore has Four Basic functions:

1. Receiving Data

2. Processing of Data

3. Putting Out Data

4. Storing Data

Types of Computers

1. Mainframe Computers

Largest and most Expensive Computers intended for large scale data processing. For

Example, the Zamlink Network of ATMs uses this type of Computer.

More than 100 People can use the computer at a time

They need a special environment to operate

They are used for used as network servers for internet

2. Networked Computers

These are computers connected together for purposes of sharing data, resources and

support communication

The smallest network is comprised of two computers connected to each other

The largest is the world wide web

3. Personal Computers (PCs)

These are the most widely used of all types of computers

They are more flexible than other types of computers

They are usually cheaper than Mainframes

Only one person can use them at a time

They can be networked to support many users

Some PCs have high processing Power

They are widely used in Schools, homes and business

They may be divided into Desktop & Laptop



4. Personal Digital Assistants

These are the smallest and most portable hand held computers

They Include pocket PCs, Palm tops, and smart phones

It has limitations in terms of Flexibility, the Screen and the keyboard

Elements of The computer

1. The floppy disk drive. This is where those little diskettes go. You push them in. To

get them out again, you push the button. They are rapidly becoming a thing of the past.

2. The CD-Rom drive. CD Rom stands for Compact Disk Read Only Memory. They

look just like CDs. Look for the button under the CD drive. Push the one with the

upward facing triangle and watch the drawer open. DON’T put your coffee cup in

there, or your can of coke. They will break it. Close it by pushing the drawer or the

same button again.

3. The restart button is for when you get into serious problems and the machine has

―hung‖ or jammed. It’s the ―last resort‖ button. You use it to re-boot (restart) the

computer by pressing it once and letting it go. Try that now. It’s not actually good for

the machine to send those jolts of electricity through it if you don’t need to. Like I said,

last resort.

4. The Keyboard

The computer keyboard is one of the basic ways of entering information into the

computer, so most computers have one except certain types of handheld devices. If

you’ve used a typewriter, you can use a computer keyboard. Keyboards come in a variety

of styles. The Microsoft keyboard shown below has an ergonomic design that reduces the

muscle and tendon strain in the wrists, arms, and elbows.

5. The Mouse –

Most computers come with a mouse. A mouse is just a pointing device for selecting

items on the screen. Some designs are different, including the mouse with a small

wheel with which you can do some added tricks. An alternative to the mouse is a track



ball, a stationary cradle containing a ball that you roll with your fingertips. Laptop

computers offer another alternative, the touchpad—a pressure-sensitive surface built

into the keyboard console. It lets you move your cursor by tracing your finger on the

touchpad itself.

6. The Monitor

This is a medium through which programmes and instructions being carried out in the

computer are seen. A good choice when your desk space is at a premium is the flat-panel

display, or LCD monitor. An LCD is a tubeless monitor that uses a liquid crystal

technology. These monitors require much less desk space, and the absence of a picture tube

means lower power consumption and less heat thrown off in your room. The cost is higher

than that of a traditional monitor, but the prices are coming down.

Lesson 4

Computer hardware

Computer Hardware refers to equipment involved in the function of a computer. Computer

hardware consists of the components that can be physically handled. The function of these

components is typically divided into three main categories: input, output, and storage.

Components in these categories connect to microprocessors, specifically, the computer's central

processing unit (CPU), the electronic circuitry that provides the computational ability and control

of the computer, via wires or circuitry called a bus.

CPU/Processor



A CPU

The Central Processing Unit (CPU), also called a processor, is located inside the computer case

on the motherboard. It is sometimes called the brain of the computer, and its job is to carry out

commands. Whenever you press a key, click the mouse, or start an application, you're sending

instructions to the CPU.

The CPU is generally a 2-inch ceramic square with a silicon chip located inside. The chip is

usually about the size of a thumbnail. The CPU fits into the motherboard's CPU socket, which is

covered by the heat sink, an object that absorbs heat from the CPU.

A processor's speed is measured in megahertz (MHz), or millions of instructions per second,

and gigahertz (GHz), or billions of instructions per second. A faster processor can execute

instructions more quickly. However, the actual speed of the computer depends on the speed of

many different components - not just the processor.

There are many processor manufacturers for personal computers, but the most well-known ones

are Intel and AMD.

A processor is made up of two parts: THE CONTROL UNIT is responsible for the supervision

of the operations of the processor. It receives and executes instruction from the memory.

The ARITHMETIC LOGIC UNIT is responsible for the Computer Arithmetical calculations.

It receives instructions from the Control Unit whether to add, subtract, multiply, ETC.



Control Unit

Control Unit controls operations of other parts of CPU as well as all parts of computer by

sending a control signal, e.g.

control sequence of instruction to be executed

control flow of data among all parts of computer

interpret instructions

regulate timing of processor

send control single to and receive control single from peripheral devices

Program Counter (PC), Instruction Decoder, Instruction Register (IR), Process Status Register

and General Purpose Registers are all inside CU

Arithmetic and Logic Unit

Arithmetic and Logic Unit consists of a complicated set of logic circuit and accumulator.

It is mainly responsible for

Calculation

Logical comparison and decision

Registers

Register is a special memory used by the CPU for temporarily storing data during execution of

INPUT DEVICES

Keyboard

Mouse

CD Rom

USB Ports



Scanner

Modem

Microphone

Barcode Reader

Digital Camera

Memory Cards

STORAGE

Storage hardware provides permanent storage of information and programs for retrieval by the

computer. The two main types of storage devices are disk drives and memory. There are several

types of disk drives: hard, floppy, magneto-optical, and compact.

The hard drive is the data center of the computer. This is where the software is

installed, and it's also where your documents and other files are stored. The hard drive

is long-term storage, which means the data is still saved even if you turn the

computer off or unplug it.

Hard drve



A USB flash drive is basically a small, removable flash hard drive that plugs into a

USB port. These are a convenient way to bring your files with you and open them

on a different computer.

CD s - CD-ROMs can store about as much information as a hard drive but have a

slower rate of information retrieval.

DVD - A digital video disc (DVD) looks and works like a CD-ROM but can store

more than 15 times as much information.

Floppy - Floppy disk drives also store information in magnetic particles embedded in

removable disks that may be floppy or rigid. Floppy disks store less information than

a hard disk drive and retrieve the information at a much slower rate.

Memory

RAM (Random Access Memory)

RAM

RAM is your system's short-term memory. Whenever your computer performs calculations, it

temporarily stores the data in the RAM until it is needed.

This short-term memory disappears when the computer is turned off. If you're working on a

document, spreadsheet, or other type of file, you'll need to save it to avoid losing it. When you

save a file, the data is written to the hard drive, which acts as long-term storage.



RAM is measured in megabytes (MB) or gigabytes (GB). The more RAM you have, the more

things your computer can do at the same time. If you don't have enough RAM, you may notice

that your computer is sluggish when you have several programs open. Because of this, many

people add extra RAM to their computers to improve performance.

A bit is the smallest unit of data in computer processing. A byte is a group of eight bits. A

megabyte contains about one million bytes, and a gigabyte is about one billion bytes.

Summary

Some devices serve more than one purpose. For example, floppy disks may also be used as input

devices if they contain information to be used and processed by the computer user. In addition,

they can be used as output devices if the user wants to store the results of computations on them.

Lesson 5

Programming The task of producing computer programs is called programming. Programming involves the

translations of designed specifications into computer codes. This process can be time consuming.

Programming consists of sequence of instructions specifying controlled and orderly operation on

data which can be performed by a computer.

A computer without software is hardware made up of plastic, silicon and metal. With its software

it becomes a powerful and intelligent data processing tool (machine) widely used in industry and

office environment today.

THE STAGES IN PROGRAMMING

Stages in programming;

1. Understand the problem: - The programmer needs to know exactly what the program is

required to do, and normally works from a detailed systems specification which lays

down the input, processing, and output required.



2. Planning the method of solution:-depending upon the extent of a task ,the program

preparation may be shared amongst many programmers such co-operation require an

overall run. Large programs may require each programmer to write a separate part of the

program. These separate parts are often called segments. The modules may be prepared

and tested separately, then linked together to be tested as a whole.

3. Developing methods using flow charts, structures charts, tables, pseudo-codes etc: -

modern approaches to programming recognize a fact that complicated problems can be

solved most easy if they are broken down into simpler, more manageable tasks, in a step

by step fashion. At each step the problem is broken down further and consideration of

detail is put off as long as possible. This general approach is known as Top down

Programming.

4. Writing instructions in a programming language: - this may be regarded as the last

step in top down programming. The instructions given in the flow chart, structure chart,

and pseudo-code are written as written instructions in programming language.

5. Transcribe instructions into machine sensible form: - programs can be put into the

computer in the same way as Data, e.g. via a keyboard.

6. Testing the program: - once written a program has to be subjected to various tests to

check that it has been written out and transcribed correctly, and does what it is supposed

to do. These tests inevitably review errors which have to be corrected. This can be quite a

lengthy and expensive process. Careful and color design in the early stages of

programming will help to minimize these errors. The later an error discovered the more

expensive and troublesome it will be to get rid of.

7. Documentation: - it is very important that the work of the programmer in producing a

finished program is fully documented. This documentation will include a statement of a



problem (from a system specification ) , flow charts or structure charts, pseudo-code,

tables, holding sheets, test data and results, technical details and instructions for the user

etc. producing these documents should be done as part of each stage in programming, the

documentation will aid the programmer.

COMPUTER SOFTWARE

Pursuant to the above, Software refers to suite of programmes installed on computers for

purposes of giving instructions to the computer. These programs are usually stored and

transferred via the computer's hardware to and from the CPU. Software also governs how the

hardware is utilized; for example, how information is retrieved from a storage device. The

interaction between the input and output hardware is controlled by software called the Basic

Input Output System software (BIOS).

The term Software sometimes refers to a general term to mean a collection of various computer

programs.

Software is classified or categorized into two basic types:

(i) Systems Software

(ii) Applications Software

Systems software consists of those programs which contribute to the control and performance of

the computer system. Its main function is to provide an enabling environment for the processing

of data into information. Systems software is supplied by specialist software houses and

sometimes by the hardware manufacturers as we1l. The programs are often too complex to be

produced in-house by the Users or their programmers.

Examples of Systems software are:



a) Operating systems

b) Utilities

c) Data Base Management Systems (DBMS used on large systems)

OPERATING SYSTEM

An operating system - Is a suite of programs that takes over the operations of the computer to the

extent of being able to allow a number programs run on it without any human intervention by an

operator e.g. of OS today are: Windows 3.1, Win 95, Win 98, Win 2000, Win NT, Win XP, Win

Vista, Win 7, MS DOS, PC DOS, LINUX, UNIX and Apple Mac OS.

It is software that controls and ensures efficient performance of a computer system. It is the

interface between hardware, users and other programs.

The role of the Operating system is therefore resource management. It manages the following

(i) Processor

(ii) Storage

(iii) Memory

(iv) Input

(v) Output

(vi) Data

(vii) Programs.

In other words an Operating System is a set of programs that direct the hardware in obeying

computer programs. It normally consists of a command processor or the supervisor and other

operating system programs.

The supervisor remains resident in memory and directs the other programs making up the

operating system in executing program instructions.

Operating Systems & Applications

An operating system enables a computer to work or to operate. It is also known as the system

software. In other words, system software is computer oriented. Examples of operating systems



are Window 95 (Win 95) windows 98(win 98) windows Millennium (Windows Me) Windows

2000, Windows XP (Win XP) Windows Vista and Windows 7 for Microsoft Computers.

Microsoft Computers may also use Linux Operating Systems.

For Apple Computers such as Macintosh, other operating systems are used such as Leopard and

Tiger.

Functions of Operating Systems

Provides and interface between the user and the computer. Interface refers to the way a

computer presents itself to the user and the way the user will interact with the computer

in terms of giving commands.

It manages the flow of information in the computer

It directs information in the computer to appropriate areas

It keeps a record of saved file, their names, sizes and location

It establishes relationship between the hardware and the software

OPERATING SYSTEM FUNCTIONS

(i) Communicate with the computer user or operator through the use of input devices and

output devices such as screen.

(ii) Calling into main memory of programs and sub-routines as and when required.

(iii) Control over hardware resources for instance control over the selection and operation

of devices used for input, output or storage.

(iv) Provision of error routines which notify the user or operator when an error occurs and

at times the type of error and what corrective action to take.

(v) Passing of control from one program to another under a system of priority when

more than one application program occupies main memory.

(vi) The scheduling and execution of programs or sub-routines in order to provide a

continuous sequence of processing or provide a appropriate responses to events.

(vii) Protecting hardware, software and data from improper use through locking of files

during processing and through the use of passwords.



(viii) Keeping a record of various events which take place when the system is in use e.g.

error logs, log or journal.

(ix) Supervise data transfers to/or from backing store.

1. 1 An example of how the Operating Systems Controls Hardware, Software, users, memory, processor etc

UTILITIES (OR SERVICE PROGRAMS) - These are system programs which provide

facilities for performing common tasks of routine nature; hence they are called service programs.

They are used for so called HOUSE-KEEPING activities .Common types of utility programs are:

(i) Sort

(ii) Editors

(iii) File copy

(iv) Dump

(v) File maintenance

(vi) Tracing and Debugging



Sort- Is a program which arranges records into a predetermined sequence by reference to a

record key? Since this program is a generalized program, parameters need to be supplied to

tailor it for a specific operation. Such parameters could include: Sequence-Ascending or

descending, numeric or alphabetic.

Editors – These are programs which provide facilities for the creation or amendment of

programs and text at a terminal by use of commands or edit keys on the keyboard.

File Copying – This refers to a program which copies data between media or from one medium

to another e.g. from one disk file to another or from tape to disk.

Dump- Copies the contents of main memory onto an output media or copies contents of on-line

storage such as disk onto off-line storage such as tape for back-up purposes.

File Maintenance- A program designed to carry out the process of re-organising the records on

file by inserting them into the respective home areas and dropping those which have been

deleted.

Tracing and Debugging-This consists of two operations. Tracing involves dumping internal

storage contents after obeying specified instructions so that the cycle of operations can be traced

and errors located. Whilst debugging means the process of locating and eliminating errors from a

program.

(d) DATABASE MANAGEMENT SYSTEM

This should be distinguished from a database management package that is used on PC's to

process data which falls under Application software.

A DBMS is software that constructs (creates), maintains and processes a database and its

resources.



A database is a single organised collection of structured data, stored with a minimum of

duplication of data items so as to provide a consistent and controlled pool of data.

This data is common to all users of the system but is independent of programs which use the

data. This is what is commonly referred to as data independent.

A DBMS uses a Data Description Language (DDL) and Data Manipulation language (DML) to

communicate with a data base. A DDL describes the data to the DBMS while the DML

processes the data. A DBMS uses a Data Dictionary which is a file containing data items and

their characteristics such as length, type etc

Applications

Applications are computer programmes that enable a computer to run in a specified manner.

They are created in order to solve a particular problem e.g. typing, graphics designing etc.

Applications software on the other hand consists of programs that are used or applied on data to

provide information. It can be obtained from diverse sources such as, computer manufacturer’s

software houses, contract programmers, telecommuting workers, Software vendors and of course

the users themselves.

This type of software is designed to be put to specific pract ical use. This broad

classificat ion may be further sub-divided into:

(a) Specialist applicat ion soft ware that is, programs with associated documentation,

designed specifically to carry out particular tasks, for example, solving sets of

mathematical equations or controlling a company's stock of goods. Specific software is that

software which is used in a specific industry such as stock market, process control etc. It is the

software that is limited to a specific application.

(b) Applications packages (general purpose), that is, suite of programs, with associated

documentation, used for a particular type of problem. Many packages are designed in

such* a way that they can be used for a variety of similar problems.



For example, payroll packages are sometimes produced in forms that enable them to be

set up and used by different companies each having slightly different ways in which

they need to produce their payroll. The most abundant selection of packages is

available on personal computers, with the more popular packages selling in tens of

thousands of copies or even hundreds of thousands of copies.

For example, there are numerous word-processor packages (Microsoft word) that can

enable PCs to be used as word. General software is software that can be used across different

industries i.e. it has a wider diverse application base such as Word processors, Spreadsheets and

Databases.

Application software main types:

1. User written programs(Bespoke software or tailor made)

2. Packages (Off shelf packages)

3. Integrated packages (many in one)

1. User Written Programs (Bespoke OR Tailor made)

These are programs written by users themselves or for the user by a consultant. They are written

program specifications which form part of systems specification. These programs are written for

specific needs of the organisation. They are also called IN-HOUSE developed within the

organisation.

2. Packages

Packages also described as OFF THE SHELF as they are pre-written software which are sold in

packages which contain the media onto which the programs are stored and the accompanying

documentation. Their costs tend to be lower (cheaper) as more of them are sold (economies of

scale). This is due to the spread in development costs among a number of users. Pre-written

software is generally tried and tested and is immediately available for use.

1. The principal merits of off-the shelf package are:

(a) Reduction in the time needed for implementation



(b) Reduction in errors in design- the package should already been well tried and

tested

(c) A reputable software house will keep its package systems updated and well

maintained

(d) Reduction in systems and programming effort and cost

(e) A package should be well documented giving clear instructions to non-technical

computer users

2. The demerits of off-the shelf Application packages are:

(a) inefficiency resulting from inclusion of features not relevant to every application

(b) package may not completely be suitable to the application

(c) User is dependent on supplier of package for maintenance of the system… what if

supplier goes out of business?}

3. Integrated packages

Integrated packages are programs that can perform more than one task because they have a

number of programs integrated in them, e.g. Microsoft Office that comprises word processing,

database, spread sheets and business graphics. Many organizations will use an integrated

application package as an alternative to buying in a number of dedicated application packages.

This cuts on the cost because the price of an integrated package is the same as that of a dedicated

package. (Examples of integrated is Microsoft Office with- Word, Excel, PowerPoint, Access,

publisher … etc)

Advantages

- There is compatibility between the separate modules

- Efficiency,

- User friendly, there is only one set of function keys to learns, as they would have

the same function in each of the modules.



Disadvantages

- They require more storage space than a dedicated package

- The modules contained in the package would not have as many features as in a

dedicated application package.

- There may be more modules contained in it than those required by the user.}

Common General Purpose Packages.

These are software designed to solve a wide range of business problems. They are also termed

General software as they are written to solve generalized problems. Examples include

1. Word processors (Ms Word)

2. Spreadsheet(MS Excel)

3. Databases(MS Access)

4. Presentation (MS PowerPoint)

Spreadsheets/ Ms Excel

A Spreadsheet is a modeling package used for manipulation of figures. Spreadsheets are used

in data processing involving;

numeric data

repetitive, time consuming calculations

a logical processing structure

Examples include Cash Flow Analysis, balance sheet, General Ledger etc. A spreadsheet has

Cells (Where Columns meet Rows is called a Cell) and each

Contain; Text (Labels) (b) Values (c) Formulae (d) Macros

The basic features of spreadsheet are as follows:

(d) Print .- ability to print contents of spreadsheet

(e) Save- Save file of data on to your Magnetic disk

(f) Edit – Allows alteration of anything shown on the spreadsheet ( ―What if

analysis‖) Insert column, move or copy cell or delete.



(g) Sort- Provides sorting of data records according to some key field order.

(h) Replicate a formula. You can replicate formula downwards or sidewards

throughout spreadsheet

(i) Construction of bar charts or graphs

(j) Format- commands to control the way in which data or headings are shown

(k) Macros

(l) Data analysis

Word Processing

Word processing is software used for production of standard documents and for drafting and

redrafting of documents; Features Include

(m) Print facility

(n) Save documents on to Magnetic disk

(o) Editing facilities- WYSIWYG

(p) Paragraphing and setting margins

(q) Page Numbering-headers and footers

(r) Typescript variations for emphasis and appearance

(s) Search and replace facility

(t) Mail Merge

(u) Table of contents and index

(v) Format tools

(w) Spelling and grammar checker

(x) Drawing tool bar and Tables

(y) Insert Pictures, Word art and symbols

Presentations/ Ms PowerPoint

With Microsoft PowerPoint, you can create overhead slides, speaker notes, audience handouts,

and outlines—all in a single presentation file. PowerPoint offers powerful tools to help you

create and organize a presentation step by step.

Most of the features and tools that are available in Ms Word are also available in PowerPoint,

e.g. print, page numbering.



Databases

A database is an organized store of information constructed around a particular theme. For

instance, a business may use database to store information about sales and stocks inventory. In

Zambia, Schools use a data base to store and record information on student records and

examinations data.

Desktop Publishing

Desktop Publishing is the use of office computers to implement computerized typesetting and

composition system. Desktop Publishing produces brochures, company reports and

advertisements, with sophisticated photography and artwork for output on professional

typesetting Printers

DTP has two functions i.e. it enables the page both graphics and text to be seen as a

single image for editing and production

It pulls graphics and text together from other programs

Examples of applications are:

Microsoft Office Excel, Word PowerPoint, Corel draw Nero adobe acrobat reader and

Publisher Etc.

As compared to system software, applications are user oriented.

Desktop Publishing Software

This refers to software that is used for the design and manipulation of text and graphics



The Internet

It's no secret that more and more the internet is becoming an integral part of our everyday lives.

But if you are new to the online experience, it may be a bit overwhelming. You may be

wondering, "What exactly is the internet, and how does it work?"

In this lesson, we will give a brief overview of the internet, and we will talk about some

fundamental concepts such as networks, servers, and clients.

The Internet Today

In the early days, most people just used the internet to search for information. Today's internet is

a constantly evolving tool, that not only contains an amazing variety of information, but also

provides new ways of accessing, interacting and connecting with people and content. As a

result, new terms are constantly appearing as new technologies are introduced.

What is the Internet?

The internet is the largest computer network in the world, connecting millions of computers. A

network is a group of two or more computer systems linked together.

There are two main types of computer networks:

Local Area Network (LAN): A LAN is two or more connected computers sharing

certain resources in a relatively small geographic location, often in the same building.

Examples include home networks and office networks.

A Local Area Network (LAN)



Wide Area Network (WAN): A WAN typically consists of two or more LANs. The

computers are farther apart and are linked by telephone lines, dedicated telephone lines,

or radio waves. The internet is the largest Wide Area Network (WAN) in existence.

A

Wide Area Network (WAN)

Servers and Clients



A server with multiple clients

You may have heard someone say something like "The server is down" or "We're having

problems with the e-mail server." A server is a computer that "serves" many different computers

in a network by running specialized software and storing information. For example, web

pages are stored on servers.

When you access a web page, your computer is acting as a client. A client runs familiar software

such as web browsers or email software, and it communicates with the server to get the

information it requires.

In order for your browser to display a web page, it requests the data from the server where the

page is stored. The server processes the request, then sends the data to your browser, where it is

displayed.

SeThe World Wide Web (WWW)

When most people think of the internet, the first thing they think about is the World Wide Web.

Nowadays, the terms "internet" and "World Wide Web" are often used interchangeably—but

they're actually not the same thing.

The internet is the physical network of computers all over the world.

The World Wide Web is a virtual network of web sites connected by hyperlinks (or

"links"). Web sites are stored on servers on the internet, so the World Wide Web is a

part of the internet.

HTML



The backbone of the World Wide Web is made of HTML files, which are specially-formatted

documents that can contain links, as well as images and other media. All web browsers can read

HTML files.

HTML code

URL

To get to a web page, you can type the URL (Uniform Resource Locator) in a browser. The

URL, also known as the web address, tells the browser exactly where to find the page. However,

most of the time, people get to a web page by following a link from a different page or by

searching for the page with a search engine.

An example of a URL

The World Wide Web was created in 1989 by Tim Berners-Lee, a software engineer. Before

then, computers could communicate over the internet, but there were no web pages.

Did you know?



The foundation of the internet began in 1969, when the US Department of Defense

created ARPAnet, a project to allow military personnel to communicate with each other

in an emergency.

By 2012, the number of internet users worldwide reached 2.4 billion—about one third of

the world's population.

To store all of the information on the internet, you would need over 1 billion DVDs or

200 million Blu-ray discs.

Searching the Internet

The Internet contains so many documents that you’ll frequently need help finding specific

information. Internet Explorer, Mozilla Firefox, Comet, safari web browser and others make

finding Web information easy. You can search for information on the Web by using a web

browser’s Address bar or by clicking the Search button on the toolbar, which opens the Search

Assistant, example given in explorer it will look like this:-



Protecting Your Computer

Bad things occasionally happen, and they could happen to your computer. Someone might want

to gain access to the data you don't want them to see, or you might encounter a computer virus.

Your computer’s hard disk might wear out or get damaged. Or a fire might destroy your

computer. These are all unpleasant problems to deal with, and they can be serious. Fortunately,

you don't have to wait until something bad happens before you act. In fact, if you act beforehand,

you can greatly reduce the security risks facing your computer and your network.

To protect your data and to prevent disasters, you will need to take some simple steps. In this

section, we will look at the security issues you might encounter and the steps you can take to

protect yourself.

A security policy includes a comprehensive statement about the level of security required and

how this security will be achieved.

Is the computer located at a home or a business?

Is there full-time Internet access?

Is the computer a laptop?



Outline a Security Policy

A collection of rules, guidelines, and checklists:

Define an acceptable computer usage statement.

Identify the people permitted to use the computer equipment.

Identify devices that are permitted to be installed on a network, as well as the conditions of the

installation.

Define the requirements necessary for data to remain confidential on a network.

Determine a process for employees to acquire access to equipment and data.

Security Hardware

Identify hardware and equipment that can be used to prevent theft, vandalism, and data loss.

Biometrics, fences, and/or door locks.

To protect the network infrastructure, you might secure telecom rooms, setup detection for

unauthorized use of wireless, and/or setup hardware firewalls.

To protect individual computers, you might use cable locks, laptop docking station locks and/or

lockable cases.

To protect data, you might use lockable HD carriers and/or USP security dongles.

To restrict access to premises, you might use

Security Applications

Security applications protect the operating system and software application data.

Software Firewall

Intrusion Detection Systems (IDS)

Application and OS Patches

Anti-virus software and anti-malware software

Compare the cost of data loss to the expense of security protection, and then determine what

tradeoffs are acceptable



Consider the following factors when deciding on security components

Advantages and disadvantages of a security component

Overlapping features and functions

Component setup and maintenance requirements

Budget restrictions

Real and perceived threats

Access Control Devices Physical access control devices

Lock

Conduit

Card key

Video surveillance

Smart card

Security key fo

Biometric device

Guards



Computer Security Dos and Don’ts

As you can see, some risks are involved when you work on the computer. Fortunately taking

some simple precautions can minimize both these types of risks.

Running Antivirus Software

Computer viruses sound dangerous, and they can be for an unprotected computer. They can be

an annoyance, or they can do major damage, rendering your computer unusable. In the extreme

cases, the best course of action might be to reinstall all of the software on your computer. But if

you do that, you will lose all of your files and data. You will also lose all of the software updates

you might have installed.

To avoid this unpleasant situation, you should always run antivirus software. Several good

antivirus programs are available, including products from McAfee and Symantec. Simply install

an antivirus program on your computer and set it up so that it scans all the incoming files. The

details of the installation differ depending on which software product you choose, but all of the

products are easy to install and run.

Once installed, the software will scan the files for all known viruses. Because new viruses

emerge from time to time, be sure to update your antivirus software regularly.



Summery

Security requirements for customers differ because of budget restraints, the

type of equipment to secure, and the decision regarding hardware and

software security.

A security policy should be developed and used to determine the type of

firewall to be installed.

Hardware and software security tools are available to protect data on a

network.

Security policies should be followed by everyone in the organization.

Preventive maintenance is an effective part of security.

Lesson 6

INFORMATION SYSTEM (NCC, 2008). Describes Information system as any system that makes use of I.T. Information

Technology (I.T) is further described as any technology concerned with the capture, storage,

transmittal and presentation of information.

Information systems and business

Information system has become mission critical today; a mission critical system is one that is

designed to address the key fundamental business or operational requirement of and enterprise or

organist ion.

Element 1.2.2 Qualities of Good Information i. Timeliness: Information must be delivered soon enough to be meaningful. Last years accounts are

irrelevant with respect to this year’s tax audit.

ii. Sufficiency:

a. Completeness: is there adequate information for the purpose intended



b. A person doing a sales analysis might need more than one year’s information to reveal seasonal

and annual trends. This is because the sample size and time horizon are inadequate at one year to

reveal this.

iii. Level of Detail or Aggregation

a. Is the information broken down into meaningful units

iv. Redundancy this can be a problem if there is too much redundancy or too little redundancy

a. It may be intentional e.g. giving both a verbal and written warning to an employee

v. Understandable: can it be read and interpreted correctly. This means addressing these issues

a. practicality (do not present too much than is practical to absorb)

b. simplicity

c. minimization of perceptual errors

d. difficulty with encoding (does the reader understand spreadsheets)

vi. Freedom from Bias: information presented with accompanying text or verbal explanation that is

likely to encourage the reader making a supporting decision

vii. Reliability

a. are you sure the information is correct

b. verifiability (can we prove it is correct or at least reproduce it)

viii. Decision-Relevance

a. predictive power as in repeating monthly production figures

b. significance (e.g. exception reports showing large variances)

ix. Cost-efficiency

a. need to consider the change in the decision behaviour after obtaining the information minus the

cost of obtaining it

x. Comparability: last year vs. this year analysis is usually affected by this

a. consistency of format

b. Consistency of aggregation: e.g. are we comparing ―like for like‖ sales or is there another product

or condition this year that we did not have last year that has skewed the figures.

c. consistency of fields

xi. Appropriateness of format

a. medium of display and transmission e.g. VDU, email, printout

b. ordering of the information



c. graphical vs. tabular display

d. Quantity: more is not better!

Levels of information system

Operational level (TPS, KWS, Control systems):- daily activities

Management level (MIS, DSS):-Reports, historical records and current performance, decision

making that are unique and rapidly changing.

Strategic level (ESS, ERP):- decision making

Types of information system

a) Transactional processing system (TPS) - This is a computerized system that performs

and records the daily routing transactions necessary to the conduct of the business. E.g.

Sales order entry, hotel reservation systems, client information systems, payroll,

employee record keeping and shipping.

b) Knowledge Work Systems (KWS) support the information and knowledge workers in

the organization, ensuring that new knowledge and expertise are properly integrated into

the business and performing the coordinating activities of the typical office. Today’s

knowledge systems support clerical, professional, technical and managerial workers.

Often the same desktop device (a PC) supporting an office function (for example,

correspondence) also functions as a professional workstation, providing analytical models

for the engineer or graphics for the designer.

c) Control Systems- The majority of the discussion so far has concentrated on systems that

Process information alone. It should not be forgotten that many organizations use

computer-based systems to perform physical control functions within the business as

well. Such a system will often be directly connected to real-world signals, will process

those signals according to some predetermined algorithm, and then drive some

electromechanical device to perform some physicalfunction. Examples of control systems



include automated manufacturing systems, Supervisory Control and Data Acquisition

Systems (SCADA) for

generation and distribution of utilities such as gas, electricity and water;

telecommunications systems (as found in modern telephone exchanges); avionics systems

(for flight navigation and automatic pilot) and air traffic control systems

d) Management Information Systems (MIS) - At the management level, Management

Information Systems (MIS) provide managers with reports and online access to the

organization’s current performance and historical records. MIS primarily serve the

functions of planning, controlling and decision making at the management level.

Generally, they condense information obtained from operational level systems and

present it to management in a form of routine summary and problem reports. An example

is an accounts receivable sub-system that totals the outstanding balances overdue each

month.

e) Decision Support Systems (DSS) - Decision Support Systems (DSS) are devoted to

supporting management decisions that are semi-structured, unique or rapidly changing.

They are not easily specified far in advance. They differ from MIS in several ways.

DSS have more advanced analytical capabilities that permit the user to employ several

different models to analyse information. These systems draw on internal information

from TPS and MIS, and they often bring in information from external sources (for

example, current prices of financial futures supplied by another company).

f) Executive Support Systems (ESS) - Executive Support Systems (ESS) are a relatively

new category of systems that support decision making by senior management. They serve

the strategic level of the organization. ESS addresses unstructured decisions and involve

a generalized computing and communications environment rather than any fixed

application or specific capability. Although they have limited analytical capabilities, ESS

employs the most advanced graphics and can deliver graphs and data from many sources

immediately to a senior executive’s office or boardroom.

g) Enterprise Resource Planning (ERP) - Enterprise Resource Planning (ERP) is a new

type of application that includes powerful facilities to manage the enterprise as a whole.

ERP helps an organization to manage the important parts of its business, including

product planning, parts purchasing, maintaining inventories, interacting with suppliers,



providing customer service, and tracking orders. ERP can also include modules for the

finance and human resources aspects of a business. Typically, an ERP system uses, or is

integrated with, a relational database system. The deployment of an ERP system can

involve considerable business process analysis, employee retraining, and new work

procedures.

Conclusion

Computer since being invented have played an important part in our daily lives and the

business world. It is very important that we keep studying these new technologies

brought in as a result of the advancements in computing. Let us be part of this

advancement this new age.



Bibliography

NCC2008Computer Technology, internation diploma in computer studies Machester M20,

2EZNCC educational limited


Science

Introduction to business information processing systems