G041: Lecture 05 Information within Organisations

1. G041: Lecture 05Information within Organisations Mr C Johnston ICT Teacher www.computechedu.co.uk

2. Session Objectives • Understand the types of information different companies need, • Know methods which are used to collect and enter information, • Know how organisations use information.

3. What Information Do Organisations Need? • Different organisations need different information: • Retail shop needs to know about the availability of stock and prices, • Manufacturing organisations need information about the availability and cost of raw materials / parts, the customers it is producing goods for and the method of distribution, • Travel agents will need information about the availability and cost of hotel rooms, flights and transfers from its suppliers and requirements from its customers. • Some organisations exist purely to collect and distribute information.

4. Methods Used To Collect Information • Market Research Agencies • Collect consumer opinions either with questionnaires or a face to face interview. • Web Based Organisations • Collect information when they buyers complete an online order form. • High Street Retails • Will take orders over the telephone, face to face, or on paper order forms, • Collect information from customers by offering a reward card, • Footfall counters a good source of statistics.

5. Types of Information (1) • Customer / Client Information • Send: orders, shipping details, payment method, payments • Receive: Terms and Conditions, accounts, invoices, • (Remember customers could be retail customers or another business carrying out a wholesale transaction), • Distributors • Receive: details of goods to be shipped, • Send: proof goods have been delivered, • Suppliers • Receive: purchase orders, payment details • Send: Invoices, packing manifests

6. Types of Information (2) • Manufacturers • Receive: materials/parts specification, packing manifests, invoices, purchase orders etc.. • Send: purchase orders to suppliers, invoices and packing manifests to customer, • Managers and employees • Companies will hold personal files on all employees, • Management will give employees instructions who will respond with feedback, • Services • Prices, details of what is been offered,

8. Collected Using an appropriate method Inputted / Entered Into the computer or paper based system Processed Calculations performed on data etc Information Cycle • Information within an organisation needs to be: Outputted Processed data presented in a different form

9. Inputs • Inputs are items of data which enter into a computer system or program, • Inputs will then be used to lookup other data which is in the system or will have calculations performed on them to create new information, • The way in which the data enters a system is know as a “method of data capture”, • A typical question in the exam will ask you to identify input and the method which they enter the system….

10. Methods of Data Collection • We need to think about different methods used by organisations to collect information • Application forms • Booking forms • Customer order form • Barcodes • We also need to understand what information is captured.

11. Methods of Entering Data • Keyboards • Mouse • Barcode scanner • Magnetic swipe card reader • Smart card reader • OCR • OMR • MICR When describing inputs the input must always be written before the method of data capture E.Gbarcode is scanned with the barcode readerNOT the barcode scanner is used to enter a barcode

12. How do barcodes work video #1 How do barcodes work video #2 Optical Mark Recognition / Reader OCR and OMR Explanation

13. Processing Information • In the exam you will have to describe the processing and calculations performed on data input a system. • Typical systems include: • Booking system • EPOS system • Member accounts system • Payroll system • Sales order system • Warehouse system • Exact details for each system will be found in the case study so you need to have read it in detail. When describing processes, the process or calculation must always be written first. E.GLookup barcode / Add VAT NOTbarcode is looked up / VAT is added

14. Typical Payroll System Calculations and Processing • look up hours worked each week (for hourly paid staff) • add weekly figures together (to give hours for month) • look up hourly rate from personnel records • multiply hours worked by hourly rate (to give gross pay) • divide annual salary by 12 (for salaried staff) • calculate pension contribution (if applicable) • subtract pension contribution • calculate NI • look up tax code • use tax code to calculate tax • subtract tax and NI • add values to running totals for year • Typical Booking System Calculations and Processing • retrieve cost of booking type • multiply cost of booking type by number eligible for this rate • add item costs to together • calculate/add VAT • Typical EPOS System Calculations and Processing • Lookup product using the barcode in database • Retrieve the product details including price • multiply unit price by quantity • add item totals to give total due • subtract total due from amount tendered

15. Describing Outputs • An output is the information which leaves a computer system after processing and calculations have occurred, • It could be on screen but typically it will be a physical item e.g. a print out, • You need to be able to describe outputs generated from processed information in the exam • Descriptions should include: • Identification of different outputs from systems • Identification of information items on outputs • Who information items are intended for • Format of the output • Methods used to communicate outputs When describing outputs the output must be written before its format. EG: Receipt is printed out NOT printed receipt

16. Typical Error… Question 4 Part c Describe the processing and calculations within the payroll system [5] These figures are added together then multiplied by the hourly rate. Annual salary is divided by 12 to get the gross pay for the month. Monthly contribution for the pension is calculated and subtracted from the gross monthly pay.     Add hours together Multiply total hours by hourly rate Divide annual salary by 12 Calculate monthly pension contribution Subtract pension contribution from monthly pay  Seems like its 5 / 5 ???? Unfortunately not few of the processes or calculations are written first. When answering questions in the exam always rearrange the sentences from the case study so the item which the question wants is first.

17. Exercises • Complete the topics reading – Doyle pages 7-12 • Download informationWithinOrganistionsExercises.doc from my website and complete the exercises.