Information system is a system where we are able to do some processing of data and generation of information through some channeled process. Normally this process was done manually where we were compiling all data collection and conversion it into useful information through manual processes so we were putting lot of time and effort in not only collecting the data but also storing it and managing it in a proper format. Like filing was a method that was and is still abided and used in most of the organizations for information storage but yet when we see this manual process of information system, it was posing lot of problems. The problems that are faced during this manual processing of information system are data replication and duplicacy at multiple ends. For example-a student takes admission in a University so first his data would be managed at the admission desk then to the particular department then also with the faculty or the class coordinator then maybe in the library, accounts etc. So, one information related to a student is now duplicated in multiple files. The problem that arises with this mode of file processing is that if the student’s any information is updated or changed then it may get corrected in one file but who is ensuring that whether the data is updated in other files of the university. This creates data isolation and inconsistency because if we generate queries from those files that were not updated then not only the decision but the entire process is a waste because we have come up to a wrong conclusion. Due to these problems of manual information system, this entire process of collecting of data, processing it into information, storing it in database or even communicating to other ends is automated now. It is done in a computerized manner so we say that now the manual information system has been converted into a computerized or Computer Based Information System (CBIS).
So now this new term CBIS is an inherent part in all the organizations, including educational Institutes like IIMs , IIts, JIMS Kalkaji whether we work at a local level or at a global level. Companies use a lot of information systems which are automated, integrated and connected through internet so that they are not only able to utilise the information for the information processing but also for day to day decision making and strategic planning. The information system has evolved gradually as earlier we were using manual information system in form of files but when we shifted to the automated form of information system we started using lot of software that fall into the category of different types of Information Systems.
Types of Information Systems
- TPS
The first type of information system is Transaction Processing System which is basically the foundation of all information systems. It maintains a record of day-to-day transactions that are happening in the organisation or in each department like marketing, sales, production, inventory, HR etc. Each department has its set of tasks that are performed on a daily basis so punching of these transactions is the role of TPS like in purchase department the routine transactions are issuing orders for accounts payable, accounts receivable etc. JIMS Kalkaji ERP is an example TPS where workflow is automated.
- MIS
Next level of information system is Management Information System which is mainly used by the middle level of management for taking the decisions that are based on the TPS transactions. So the basic input comes from tasks that are happening in each department and then MIS is used for generation of routine reports and making decisions thereof. MIS is now used in each and every organisation in order to find out that what has been the daily target achievement for each department as it helps the management especially the middle level management in finding out that how much they have been able to achieve their targets for accomplishment of goals as per the strategic policy that is laid by the top level management. The types of reports that are generated through MIS are routine reports which may be quarterly, monthly and even daily so that it helps the middle level management to be more connected with each department and accordingly they can take better decisions whether the organisation is moving in lag or lead. All Weekly , quarterly & semester reports are being taken out as part of MIS.
- Support Systems
Next level of information systems are support systems which are those types of information systems that help the people in the organisation to automate their basic ativities through softwares like MS Office, AutoCAD or other graphical softwares. Even the Decision Support Software (DSS) comes into the category of support systems like Executive Information System (EIS) that helps the high level management in strategic planning or Group Support System (GSS) that enables teams in a group to share their ideas and come up to a cumulative decision.
- Intelligent Systems
The next category of information system are the Intelligent systems like Natural Language Processing, Expert machines or Learning machine that are helping the humans to get their work done in more automated way and intelligently analyzed. Expert machines work as substitute of human expertise as they are able to answer and even give the logic to a lot of problems that employees experience in their day-to-day exhibition of work but for some situations which are not a part of database of the expert machine, they fail in which case we rely on the human managers. Chatbots fall in this category
- Knowledge Management System
KMS also come into the category of Information Systems that enable punching of major knowledge across the organizational departments in one software so that people despite being into a particular department can know the know-how of the organisation and can get output from the software related to what is the performance of the organization, what other departments are doing etc. KMS enables dissemination of information across the organization. Even the data warehouse, that is a huge repository of the past data bases, also helps in managing a lot of information processing in an automated manner as it is supported with ESS, DSS and other analytical softwares. Mining on these data repositories can lead to very productive outputs that can improve decision making.
So, today we want those types of information systems that are highly user-friendly and give the end-users all the capabilities that help them in not only analysing but also coming up to good decisions which they can use not only in the current but also in the future operations. These information systems are now majorly enabled on internet or cloud and other platforms so that we can access these resources 24 x 7 at our convenience with lots of customization, scalability and flexibility features. Thus, people are no more constrained in their organisational setup but they can be mobile and move across and still be connected to the world of resources and the softwares that their organisation is providing.
CBIS supports integration so now we want softwares that are not stand alone for different departments but provide integration that caters to all the departments and even to multiple branches of the organization. Solutions like ERP, CRM, SAP etc. enable these integration features so that higher management sitting at their place can know what is happening in different branches and even in different departments of these branches supporting real time analysis of business operations. Now all the organisations are into an era of Computer Based Information system where they are using computers for input, processing and output and not only storing the information in some good database but also sharing it over internet through telecom to multiple recipients who want to use the reports for not only day-to-day operations but also for decision-making.
MS. Palak Gupta
Post: Assistant Professor
Jims Kalkaji
