University Of Manchester, Institute For Development Policy and Management

Transcription

1 University Of Manchester, Institute For Development Policy and Management Course Title : Fundamentals of Information and Information Systems Course Code : IDPM60481 Lecturer : Sharon Morgan Date Due : 13 January 2011 Title : Report on The Information System of Iconnet Student ID : Word Count : 3104

2 INTRODUCTION This report will present an analysis of an information system within a Greek organization that the author is familiar with. The main sources of evidence are : the website of the organization which holds valuable information around the organization itself and its information system, and the developer of the information system. Iconnet has been established in 2000 and since then, the company is active in the Greek marketplace offering services in the photographic field of digital processing, digital printing, video production programs (software) and installation of specialized digital equipment (hardware) (Iconnet 2010). The company owns the photo lab studio color which has great experience in the field as it was the first digital photography workshop in Greece in the field of digital image processing and in particular the restoration of damaged photographs. In recent years, closely following the evolution of photographic field, Iconnet invests in human resources and new technology in order to keep its competitive edge. As internet technology is growing very rapidly, not only in Greece but globally, the company has established a priority to help and assist in the development of the photographic field and professional colleagues so they will get the maximum profits from digital technology and also capture and preserve a significant share of the new market created. Moreover Iconnet has a long-term goal: the constitution of a photographic shops network which will enforce a commonly accepted policy in the way they act in the local market. For professionals who have established a partnership with Iconnet, and use the internet in their workplace as a primary mean, the company offers the system for sending files information system (Iconnet 2010). Photographers, who do not have the time to deal with photo-editing issues, can use the information system of Iconnet to upload the documents that need editing. The department of image processing which consists of 1

3 twelve people conducts the customers document editing and finally delivers it through the system. The information system examined in this essay belongs to e-procurement category of information systems and in particular to Web-based ERP sub-category. CONTENT OF THE INFORMATION SYSTEM In the context of this report, the main elements of the information system of Iconnet are recognized through the classification of it based on five categories. The system for sending files is classified by : technology type, organizational function, organizational level, reach and mobility (Heeks & Morgan 2010a). Firstly, in the technological level, a computer-based information system encompasses a database and the application which is used to access the database (Qiu et al. 2007). In the same way, the information system of Iconnet consists of a main database which holds the documents that clients send (Iconnet 2010). Therefore, The system for sending files is classified as computer-based information system. Specifically, the client requests access to the information system through the web page of the company. When the application is accepted, the client takes username and password to be able to upload files to the organization s database by using the database s application and filling an order form. Secondly, in the organizational function category, through the information system of Iconnet clients are able to see the costs of processing charged for their orders, may also see the total cost of processing which has been completed by the organization s employees throughout the current month or the whole year (Iconnet 2010). Αs the system assists organization to deliver its core services to its client group and also helps to report to clients their financial transactions with the organization, system for sending files is a 2

4 multi-function information system and it is classified : Accounting and service delivery information system (Laudon & Laudon 2007 cited in Heeks & Morgan 2010a). Thirdly, another important factor that helps to differentiate information systems within organizations is the kind of users who use that system (Heeks & Morgan 2010a). The information system of Iconnet is used by the clients and the organization s employees (Iconnet 2010). Furthermore, Heeks & Morgan (2010a) define Transaction Process Systems as those systems which record and process data generated as a result of the day-to-day activities of the organization, and generally assist the operational level. Therefore, the information system of Iconnet is classified as Transaction Processing System as it includes sales and purchase orders, withdrawal and deposit of money, and payment for goods and services. Fourthly, geographic reach is a critical term for an information system to be classified (Heeks & Morgan 2010a). For instance, Inter-organizational information systems are systems that exceed the organizational limits to support data, information, knowledge and business exchanges through e-technology. Particularly, the web and its applications has assisted organizations to build inter-organizational systems. In this direction, Iconnet has taken advantage of internet services and built the system for sending files to serve professionals across Greece (Iconnet 2010). Therefore, the information system of Iconnet is classified as inter-organizational system. Finally, the location of the information system is important for the classification of it. The information system of Iconnet is a mobile system because all client components are far from the organization s base (Iconnet 2010). According to Onion-Ring Model (Figure 1), the elements of the information system of Iconnet are summarized. In the information level, the system for sending files encompasses the appropriate data for its users. Moreover, in the technology level, in the hardware part, the information system consists of a server which has all the files that are transferred between the organization and clients. According to the information system 3

5 developer Katergiathis (2010) the system encompasses the fixed workstations of the organization s employees and mobile workstations of clients. With regards to the software part of the system, the client workstations need to have installed : web browser : Applications such as safari, internet explorer, firefox which run on the workstations and provide users with the interface to use the information system and its processes(upload, download). Java : A programming language which is important for the server application of the information system to run. Figure 1: Source : Heeks & Morgan (2010b) Furthermore, in the information system level, system for sending files encompasses people and tasks such as clients who upload the documents that need editing, download the documents which are ready and employees who connect to the server to get the requested documents and edit them (Iconnet 2010). In the organization 4

6 level, the information system of Iconnet supports business process whereas in the environment level the system belongs to both economic and technical categories. INFORMATION SYSTEM AND DATA PROCESS Given the fact that e-procurement systems are information systems, the seven parts of the CIPSODA model as shown below (figure 2) will be applied to the information system system for sending files of Iconnet. The process of CIPSODA does not occur once within the information system but happens every time a client logs in the system. For the purpose of this report the CIPSODA process will be considered to begin when the client logs in the information system through the webpage of the organization, and end when process of request is processed by the organization s service. Figure 2 : Source : Heeks (2006) 5

7 Capture During this process the gathering of essential data necessary for the system occurs (Heeks 2006). To access the system, the photographer-client must enter a valid username and password. No one within the system knows the username and the password of the client, this security feature is controlled by the system (Katergiathis 2010). When client s username and password are correctly entered (see Appendix, section A), the system will open up a menu of options for the client (see Appendix, section B). The information system controls the possibility that client enters wrong data and forces him/her to re-enter the data otherwise the user exits the system. Therefore, as the information system developer argues, it is impossible for the user of the system to type in information wrongly and lead it to devastating results. Input Heeks (2006) defines input as the process during which the data is entered onto the system. From the menu of options of the information system of Iconnet, the client can choose from the following: submit image files in the system of Iconnet, access files already entered (with the possibility to make order), check the orders already done or not completed, access personal file with processed files and overview financial account with the organization (Iconnet 2010). The client uses a standard keyboard along with the workstation to enter the relevant data required by the information system of Iconnet (Katergiathis 2010). Moreover, the client cannot make further options other than those which the system offers. All information is gathered from the Java-based application server, and saves it to the main server of the system for sending files. In conclusion, there are no additional information sources for the client. 6

8 Process It is defined as the Altering the data via calculation, classification, selection, and so on (Heeks 2006). At this stage, it is assumed that the client chose to submit an image file to the system in order to be edited. During processing, after the client has completed the relevant form, the information system receives the data inputted by the client, classifies it according to the date of input and records it to the database of Iconnet, in which the file enters a waiting list (Iconnet 2010). All data is formal and there is option for the client to input additional image files into the system. All orders are listed in date order within the database. The employees of department of image processing who work from their home, connect to the information system and get the file inputted by the photographer-client. After they edit the file according to the client s instructions they return the edited file to the database. Store Store is the holding raw and processed data on the system. All data around the information system of Iconnet is stored within the central database of the organization (Iconnet 2010). Τhe system uses Wide Area Network and does not store any information on the employee s workstations. Output Output is the delivery of processed data (Heeks 2006). Reid et al. (1998) have pointed out the importance of timeliness and accuracy of the information delivery for organizations. To this extent, information technology improves accuracy of data with controls that imposes (Heeks 2006). The timeliness of data highly depends on human interactions. The client can download the file to his/her personal computer and print it on 7

9 his/her own printer. Additionally, the client is able to see the cost of the order and the total cost of processing tasks throughout the current month or the whole year. Decision If the processed data is useful enough to be seen as information, it is used for decision making (Heeks 2006). The information system of Iconnet relies on human intervention to make decisions about a client s order (Katergiathis 2010). The quality control department of Iconnet receives the file which was edited from the department of image processing, make final corrections and places it in the personal file of the client within the database (Iconnet 2010). Action It is the stage, during which, the decision is implemented (Heeks 2006). The order is being carried out at the final stage of the process and the client s account is credited. The system confirms the end of the process through message of success and the new client s account balance is appeared (Katergiathis 2010). The following figure shows the structure of the information system and the interactions of people within the system. 8

10 Figure 3 : Developed from Katergiathis (2010) EVALUATION OF THE INFORMATION SYSTEM The purpose of information systems evaluation is not clear across the literature (Remeneyi & Sherwood-Smith 1999). The success or failure of an information system is relative and must be measured according to the expectations of the organization that implements the system (Leonard & Mercer 2000). In general there is a belief among practitioners that the main purpose of the evaluation process is to appraise and to increase the effectiveness of information systems. However, Kumar (1990) suggests that it has been proved that the main reason for evaluation is project shut down and not project improvement (cited in Remeneyi & Sherwood-Smith 1999). This part of the report evaluates whether system for sending files is success or failure. The model used is the 9

11 CARTA model which measures the degree to which information is appropriate in specific criteria : Completeness, accuracy, relevance, timeliness, appropriateness of presentation (Heeks & Morgan 2010c). Firstly, completeness refers to the degree to which all the information required is present. Incomplete information could affect other elements of information quality such as accuracy (Bocij et al. 2008). Specifically, the information system of Iconnet provides complete information as it gives the opportunity to clients to enter the e-commerce process or to get in contact with the organization. Moreover, the organization provides clients with a manual through the information system to make the use of it easier. The information system can also gather a huge amount of information into its server and process it which can result in a better and wider service. The information of the system is characterized as complete and appropriate. Secondly, accuracy presents the degree of errors or inappropriate information within the overall information (Heeks & Morgan 2010c). The information that the system for sending files provides, is more accurate than it could have been without the usage of information technology and Internet services. The information within the system of Iconnet is characterized by accuracy as information losses caused by physical transportation are avoided, typing mistakes are reduced as the system automatically spots the mistakes during the log-in process (Katergiathis 2010). Finally, since the system takes advantage of the internet, it enlarges the market audience and every single error in information is less influent. Thirdly, relevance refers to the degree to which information is helpful enough for the user in order to complete a task/decision (Bocij et al. 2008). In particular, the information within the information system of Iconnet is relevant as the organization provides a user manual through its website (Iconnet 2010). Furthermore, financial metrics for each user are presented through the system. 10

12 Fourthly, timeliness is the degree to which information arrives within a specific timeframe (Heeks & Morgan 2010c). Bocij et al. (2008) further note that the information should be available to users when needed. First of all, the physical transactions of information are avoided (Iconnet 2010). Flow of information is quicker and happens instantly as soon as a particular event takes place (order or delivery of images,payment acquisition). Τhe value of the information within the information system examined depends directly on human intervention as the arrival of the client s orders depends on the level of work by the department of image processing. However, the client can qualify the picture as urgent and request immediate delivery (Iconnet 2010). Therefore, the information system succeeds to serve its clients with flexibility on the matter of time. Finally, appropriateness of presentation refers to the degree to which information is accessible and appropriately presented to the recipient (Heeks & Morgan 2010c). Information within the information system : system for sending files is easily accessible as there are well-presented instructions for the clients in each step during the usage of the system. For example in the first step, there are instructions on how to choose the files and upload them to the central database (server) through personal computer. The information system is successful with very few failures, but because it includes other parts such as the server and employee s workstations, some anomalies could occur. Indeed, malfunctions could happen in case the server shuts down or employees face problems with their own workstation (Katergiathis 2010). However, the system did succeed to serve photographers across the country through the internet. EXPLANATION OF THE EVALUATION The figure below is a measurement tool of design-reality gaps in order to explain success or failure of information systems. 11

13 Figure 4 : Adapted from Heeks & Morgan (2010d) With regards to the information dimension, the purpose of Iconnet was to design a system that would provide the kind of information that photographers wanted. Indeed, Katergiathis (2010) notes that the system for sending files provide clients with useful information to use the information system and avoid mistakes. Moreover, regarding the technology dimension, the information system is designed so that it is flexible to technological updates, so in reality there are no system failures. One of the main targets of the company is the periodically update of the technology resources (Iconnet 2010). In reality the organization invests a lot of money in equipment advancement. Additionally, in the objectives and values dimension, the information system of Iconnet is deployed to meet the real needs of photographers and create a wide network of photographers. In 12

14 reality, many photographers have joined the network of Iconnet (Katergiathis 2010). The information system also was designed in a scientific environment which had a role culture that valued rules. In reality, the system is used according to the initial thoughts as the staff follows the policies of the company (Iconnet 2010). Although there is human intervention in the information system and reality gap is reduced, the system is a success. However human errors are still possible. When the quality control department checks the file that receives from the department of image processing, it could face mistakes and misleadings. From the client s perspective, the information system has managed to reduce system failures because of entering username and password during the log-in process. Specifically, the system does not face failure if wrong data are entered. However, there are risks due to human interactions within the information system. There is the possibility that users log into the system under another s login username and password. The system cannot provide protection to its clients as it does not require additional personal information in the log-in process. Due to the advantages of the internet, the information system is available to users twenty four hours per day, seven days a week. Finally, the system updates in real time its clients details and show the changes to their account as soon as the file is placed ready in the database. 13

15 APPENDIX Section A Section B 14

16 References Bocij, P., Greasley, A. & Hickie, S.(2008) Business Information Systems, 4th edn., Pearson, Harlow, UK. Heeks, R. (2006) Implementing and Managing egovernment, Sage Publications Ltd, London. Heeks, R. & Morgan, S. (2010a) Information Systems: Categories and Trends, Fundamentals of Information and Information Systems course unit handout, IDPM, University of Manchester, Manchester, 26 Oct. Heeks, R. & Morgan, S. (2010b) An Overview of Information Systems, Fundamentals of Information and Information Systems course unit handout, IDPM, University of Manchester, Manchester, 23 Sept. Heeks, R. & Morgan, S. (2010c) Understanding the value of information in information systems, Fundamentals of Information and Information Systems course unit handout, IDPM, University of Manchester, Manchester, 19 Oct. Heeks, R. & Morgan, S. (2010d) Explaining Information Systems Success and Failure in Developing and Transitional Economies: Models, Fundamentals of Information and Information Systems course unit handout, IDPM, University of Manchester, Manchester, 9 Dec. Iconnet. (2010) Iconnet [online], Available: [Accessed : 10 January 2010]. Katergiathis, P. (2010) Personal Interview, Online, 11 January. Kumar, K. (1990) Post-implementation evaluation of computer based information systems (CBIS): current practices, Communications of the ACM, vol. 33, no. 2, pp Laudon, K.C. & Laudon, J.P. (2007) Management Information Systems, 10th edn, Prentice Hall, Upper Saddle River, New Jersey. Leonard, K.J. & Mercer, K. (2000) A Framework for information systems evaluation: the case of an integrated community-based health services delivery system, International Journal of Health Care Quality Assurance Incorporating Leadership in Health Services, vol. 13, no. 2, pp Qiu, D., Junghans, G, Misterek, J., Bein, G. & Marquardt, K. (2007) Understanding User's Role in Computer-Based Information Systems--Lessons Learned from Dealing with Mislabelling in Blood Production Process, twentieth IEEE International Symposium on Computer-Based Medical Systems (CBMS'07), pp Reid, C., Thompson, J. & Wallace-Smith, J. (1998) Impact of information on corporate decision making: the UK banking sector, Library Management, vol. 19, no. 2, pp

17 Remenyi, D. & Sherwood-Smith, M. (1999) Maximise information systems value by continuous participative evaluation, Logistics Information Management, vol. 12, no. 1/2, pp