Manage Workplace Information and Workplace communication Prepared By N.S.

Ranjana
NVTI @ Narahenpita
❑Identification of documentation requirements within workplace
▪ Data and Information
▪ Primary Data and Secondary Data
▪ Characteristics of Good Information
▪ Information Management
▪ Information System
▪ Computer Based Information System
▪ Functions of an Information System
▪ Information Systems components
▪ Type of Information System
▪ Interrelationships among Systems
▪ What’s Work Place
▪ Identification of Documentation within workplace
▪ Type of Documentation using workplace
▪ Identification the Difference of data and information
▪ Describe the Characteristics of Good Information
▪ Explain Information Management and information system
▪ Describe Computer Based Information System
▪ Identification the Functions and components of an Information
System
▪ Identification the type of Information System
▪ Identification the Interrelationships among Systems
▪ Describe what’s Work Place
▪ Identification of Documentation within workplace
▪ Describe type of Documentation using workplace
Data Is,

Information in raw or unorganized form (such as alphabets, numbers,

or symbols) that refer to, or represent, conditions, ideas, or objects

Ex:- Each student's test score is one piece of data

Information:-

When data is processed, organized, structured or presented in a given

context so as to make it useful, it is called Information.
Ex:- The class' average score or the school's average score is the
information that can be concluded from the given data.
Primary Data

▪ Raw data also known as primary data that’s not involving

processing or any other manipulation.

▪ Data that has been collected from first-hand-experience is known

as primary data

Raw data may have the following attributes:

▪ possibly containing errors

▪ not validated
▪ in different formats
▪ uncoded or unformatted
For example, a data input sheet might contain dates as raw data in
many forms: "31st January 1999", "31/01/1999", "31/1/99", "31 Jan",
or "today".

Secondary Data

▪ Secondary data is data that has been collected by someone other

than the user.

▪ Data collected from a source that has already been published in

any form is called as secondary data.

Examples of secondary data include censuses, organizational records,

research reports, reference books, the Internet, government reports,
government statistics, company reports
What are the Characteristics of Good Information

At t r i b u t e s
Quality T h e a c c u r a c y a n d reliability o f a va i l a b l e
i n f o r m a t i o n affects t h e q u a l i t y o f d e c i s i o n s that
managers m a k e using the information.

Timelessness T h e availability o f r e a l - t i m e i n f o r m a t i o n that

reflects c u r r e n t c o n d i t i o n s a l l o w s m a n a g e r s t o
m a x i m i z e t h e e f f e c t i ve n e s s o f their d e c i s i o n s .

Completeness Complete information allows managers to

c o n s i d e r all r e l e va n t f a c t o r s w h e n m a k i n g
decisions.

R e l e va n c e H a vi n g i n f o r m a t i o n s p e c i f i c t o a s i t u a t i o n a s s i s t s
m a n a g e r s in m a k i n g b e t t e r d e c i s i o n s .
Information Management

Information management is analyze the collection of information

from one or more sources, and process it to enable, for managers
make quicker and better decisions.

Information System

An integrated set of components for collecting, storing, and

processing data and for delivering information, knowledge, and digital
products
Formal information flow

Is when your information flow is documented, traceable and follows

an ordered structure.
For example, the use of computerized systems, such as data in
databases, where the data tables, relationships, reports, etc

Informal information flow

Has no order, structure, or traceability, although it may still contain

useful information.
Examples include conversations (over coffee, in corridors), telephone
calls, memos, notice boards, etc.
Computer Based Information System

An integration of hardware and software technologies and human

elements designed to produce timely, integrated, accurate and useful
information for decision making purposes.

Components of CBIS
Functions of an Information System

Input: Captures raw data from organization or external

environment
Processing: Converts data into meaningful form
Output: Transfers processed information to people or activities
that use it
Feedback: Output returned to appropriate members of
organization to help evaluate or correct input stage

Information Systems components

Hardware – desktops, laptops, PDAs

Software – operating systems, application programs
Data – facts and figures entered into computers
Procedures – how the other four components are used
People – users, technologists, IS support
What is the Difference Between Information Technology and
Information Systems

Information technology pertains to

❑ Products
❑ Methods
❑ Inventions
❑ Standards

Information Systems include five components

❑Hardware
❑Software
❑Data
❑Procedures
❑People
Type of Information System
 Type of Information System

Three main categories of information systems serve

different organizational levels

▪ Operational-level information systems

support operational managers, keeping track of the elementary
activities and transactions

▪ Management-level information systems

serve the monitoring, controlling, decision-making, and administrative
activities

▪ Strategic-level information systems

help senior management tackle and address strategic issues
Four major types of information system
Another Classification of information system
Different kind of information system
▪ Operational-level Information systems
Information systems that monitor the elementary activities and
transactions of the organization
▪ Knowledge-level Information systems
Information systems that support knowledge and data workers in
an organization.
▪ Management-level Information system
Information systems that support the monitoring, controlling,
decision making, and administrative activities of middle managers
Different kind of information system

▪ Strategic-level Information systems

Information systems that support the long-range planning
activities of senior management
Major Types of Information Systems
▪ Executive Support Systems (ESS)
▪ Decision Support Systems (DSS)
▪ Management Information Systems (MIS)
▪ Knowledge Work Systems (KWS)
▪ Office Automation Systems (OAS)
▪ Transaction Processing Systems (TPS)
TPS – Transaction Processing Systems

Computerized systems that perform and record the daily routine

Transactions necessary to conduct the business,
they serve the organization’s operational level.

Ex,
▪ Payroll System
▪ Bank ATM
▪ Sales Order Info System

Knowledge work systems (KWS)

Specialized systems built for engineers, scientists, other knowledge
workers charged with discovering and creating new knowledge
 Ex,
▪ Engineering work station
▪ Computer-aided design System (CAD)
▪ Computer-aided manufacturing systems (CAM)
▪ Virtual reality systems

Office Automation Systems – (OAS)

Computer systems, such as word processing, electronic mail systems,
and scheduling systems, that are designed to increase the
productivity of data workers in the office
Ex,
Word,Excell,Powerpoint,Access
E-Mail,Fax
Management Information Systems-(MIS)

Information systems at the management level of organization that

serve the functions of planning, controlling, and decision making by
providing routine summary and exception reports.

Ex,
▪ Annual budgeting
▪ Capital investment analysis

Decision Support Systems – (DSS)

Information systems at the management level of an organization that

combine data and sophisticated analytical models to support non-
routine decision making.
EX,
▪ Contract cost analysis
▪ Pricing / profitability analysis
▪ Production scheduling
▪ Sales region analysis

Executive Support Systems –(ESS)

Information system at the organization’s strategic level designed to

address unstructured decision making through advanced graphics
and communications.

Ex:
▪ 5-year operating plan
▪ 5-Year sales and forecasting
▪ Profit planning
Interrelationships Among Systems
Another aspect of Interrelationships Among Systems
What’s Work Place
What’s Work Place

A place where people work, such as an office or factory.

A workplace is the location at which an employee provides work for

an employer. The workplace is located in a variety of settings
including offices, manufacturing facilities or factories, stores, farms,
out-of-doors, and in any location where work is performed

Identification of Documentation within workplace

▪ workplace policies and procedures

▪ Relevant contracts and agreements
▪ manufacturers specifications
▪ workplace documentation policies
▪ supplier and/or client instructions
▪ material safety data sheets
▪ legislation, regulations and related documentation
▪ award, enterprise bargaining agreement, other industrial
arrangements
▪ standards and certification requirements
▪ Quality Assurance procedures
▪ emergency procedures
▪ Working timetables
The Type of Documentation using workplace

▪ workplace and on road transport memos

▪ letters
▪ diaries
▪ logs
▪ checklists
▪ maintenance schedules
▪ workplace form and standard documents

Documents may include

▪ hard copy
▪ computer based documents and forms
▪ Faxes
▪ E-Mail
i. Explain the difference between the data and information
ii. Explain the difference between Primary Data and Secondary data
iii. Write the 07 Characteristics of information
iv. Define the term of Information Management
v. Describe the Computer Based Information System
vi.What are the type of Type of Information System
vii.Explain the following information systems with examples
A).Transaction processing systems
B).Knowledge work system
C).Decision support system
D).Executive Information System
viii.Write down 05 Documentation using workplace