Lecture 2

Components of Information Processing System

Data is a collection or independent raw facts and figures.

Ex. Numbers, letters, symbols or combination of these

Information is data that is made meaningful to someone.

Desirable Qualities of Information

1. Relevance all of the information supplied must be important to the person receiving
it.
2. Completeness no vital information should be missed out.
3. Timeliness information must be available when in time of need arises.
4. Accuracy Correctness or validity of information is necessary because no sound
decision is made of poor information.
5. Presentability understandability of information is a function of presentation.

Data Processing composed of a series of activities responsible for transforming data into
information.

Data Processing Concepts

1. The INPUT PROCESS OUTPUT (I-P-O) Model

refers to a conceptual framework wherein input in the form of data or
information is processed which result in the generation of an output basically in
the form of information

Data Processing Methods

a. Manual Data Processing implies the extend use of manual labor in the
processing of data. Such method is slow and relatively inaccurate and could not
support the rapidly expanding information requirements.
b. Mechanical Data Processing involves the use of machines or devices that
alter, transmit and direct applied forces. The advantages are greater
computational speed.
c. Electromechanical Data Processing involves the use of mechanical devices
with electric motors allowing them to carry out any operation. Ex. Printers which
give a permanent record.
d. Electronic Data Processing it has superior capacity to perform computations
and other functions at incredible speeds.

2. Data Processing Cycle

- the flow of data from the moment it is recorded until the time it becomes a usable
piece of information is traced taking into consideration what is actually done on the
data in the process of transforming it into information.

Major Phases of Data Processing Cycle

Origination Phase involves basic capturing and recording of data. Filling in the
form is an act of data capture. Data are recorded on forms referrer to as source
documents.
 Ex. Of source documents:
Sales order, cheque, materials requisition slip, birth certificate

Input Preparation Phase it is concern with the accuracy and completeness of

data to ensure data integrity.

Three Important Manual Steps or Procedures To Minimize Data Error

Editing process of selecting significant data and eliminating that,

which does not need to be recorded for processing.
Coding process that reduces the amount of data to be processed
through the use of a code. A code is a symbolic representation of a
thing or a fact and is comprised of numeric or alphabetic characters.
Verifying checking the accuracy of data gathered.

Processing Phase conversion of data into useful and meaningful information.

Kinds of Processes
Classifying systematically grouping data into classes. Data normally have
common characteristics or attributes.
Sorting process of physically separating classified data and rearranging
these into a predetermined sequence. It can be numerically or alphabetically,
ascending or descending order.
Calculating involves arithmetical processes.
Summarizing process of decreasing the level of details of data. It involves
listing or tabulating data and totaling each list.

Output Preparation Phase result or information is generated.

Several Ways How Information is provided to the User

Reproduction
Communication could be transmitted in printed or oral form

System

It is a group of organized interdependent components that interact with and

complement one another to achieve one or more predetermined goals.

Characteristics of a System

A system is characterized by the following:

a. Unitary Whole a system is the sum of its parts glued into one distinct entity.
b. Composed of Parts a system is made up of functionally oriented
c. Bounded boundaries separate the system from its environment
d. System Parts Interact With Each Other the parts are related and have definite
interactions and interdependencies.
e. Hierarchical Each system is likely to be part of another larger system. Just as it
is likely to be divided into subsystems.
f. Goal-Oriented The components all work toward a particular purpose of function.
Basic Components of a System

A system can be analyzed in terms of the four(4) basic components, namely:

1. Inputs elements that enter the system and take the form of energy, materials or
information.
2. Processes actions on the inputs that converts it to outputs.
3. Outputs the finished product, which resulted from processing the inputs.
4. Environment the set of all outside elements or focuses that influence the system.

Types of System

A system can be classified into two namely:

1. Information System a group of related activities (manual or computerized) designed

to collect, process, generate and exchange information for the exclusive support of a
major functional area to fulfill the problem-solving and decision making information
needs of business workers of the organization.
Ex. Personnel Management Information System, Financial Management Information
System

2. Application System a group of related activities designed to support a very specific

function.
Ex. Payroll System, Accounting System

Computer System Components

1. Hardware supported by auxiliary or peripheral.

simply refers to computer equipment
refers to the physical components that are used in data preparation, data input,
data storage, data computation and logic comparisons, control functions and
outputting information
It includes the central processing unit (CPU) and the storage, input, output
and communication devices

2. Software non-physical components such as the machine coded

instructions used by the different hardware facilities.
refers to all computer programs which direct and control the computer hardware
in data processing

Two types of Software:

a. Systems Software - is a collection of programs that facilitates the
programming and operation of the computer. It is called systems software because
it is an integral part of the computer system itself
- specifically, it supervises the operations of the
CPU, controls the input/output functions of the computer system, translates
programming languages, and provides other support services
- some system softwares are Disk Operating System
(DOS), DataBase Management System (DBMS), interpreters and compiles, and data
communication software

b. Applications software - not an integral part of the computer system. These

programs are written to solve a specific problem.
 - application programs maybe written by
programmers or maybe purchase or leased from computer vendors, software
companies or other computer users.

3. Peopleware refers to the personnel who manage, designs the application,

writes and encodes the program.