ASSIGNMENT

1. Identify and describe the components of an information system

An information system (IS) is a set of interrelated components that collect, manipulate, store, and
disseminate data and information and provide a feedback mechanism to meet an objective (Moisiadis et
al., 2008). An information system has five (5) basic components, which are hardware, software, data,
process and people.

The hardware refers to all types of physical equipment and the media used for input, processing,
managing, distributing and saving information that are being used in an organization. The hardware
structure depends upon the type and size of the organization. It consists of an input and an output device,
operating system, processor, and media devices. This also includes computer peripheral devices.
Examples of the hardware are the physical computers, scanners, digital drives, and so on. (Onyewnenyi,
2012)

The software constitutes the programs or applications to control and coordinate the hardware components.
These include a set of instruction used for analyzing and processing information. Software is further
classified into 2 types: System Software and Application Software (Brown & Duguid, 2010). System
Software controls the computer and contains the operating system and device drivers, which can
communicate with the hardware. It can also modify data into a new form, prevent viruses and make
copies. Application Software contains programs which can help users and enable companies to perform
business functions. Users can increase productivity with the presence of application software such as
spread sheets, word processing, ordering systems, and accounts receivable.

Data are the raw facts and figures that are unorganized that are later processed to generate information.
Softwares are used for organizing and serving data to the user, managing physical storage of media and
virtual resources. As the hardware cannot work without software the same as software needs data for
processing. Data are managed using database management system. Database software is used for efficient
access for required data, and to manage knowledge bases. (O’Brien & Marakas, 2009)

Process: A process is defined as “a series of steps undertaken to achieve a desired outcome or goal”
(Rouse, 2016). Process or procedure explains the activities carried out by users, managers and staff.
Process is important for supporting a certain business model available as written documents or as
reference materials on-line.

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People is associated with the manpower required to run and manage the system. People are the end user
of the information system, end-user use information produced for their own purpose, the main purpose of
the information system is to benefit the end user. The end user can be accountants, engineers,
salespersons, customers, clerks, or managers etc. People are also responsible to develop and operate
information systems. They include systems analysts, computer operators, programmers, and other clerical
IS personnel, and managerial techniques. (Onyewnenyi, 2012; Wand and Weber, 2006)

2. Identify an organization that uses the information system

Koala Shopping Center, Osu, Accra. This is a retail grocery supermarket that offers in-store shopping, in-
store pick-up, and online delivery services.

3. Get the name of the information system

Smart POS System

4. Describe the inputs, process and output of that information system

Smart POS System is a Transaction Processing System (TPS) that facilitate the billing, inventory and
management process of retail businesses. At Koala Shopping Center, the system connects five computers
and a number of mobile devices. The input, processing and output of the Smart POS System used are as
follows.

Input: The inputs include point of sales information, items purchased information, supplier order
information, items stocked information, customer online sales information and other financial records.
Input devices therefore include keyboard, mouse, mobile phone and scanners.

Processing: The data inputted are transmitted to a central processing unit, which firstly undertake a data
validation process, where the input data is checked through error detection and error correction to ensure
input data is accurate and reliable. After the validation of accuracy and reliability of data, the data are
processed in two modes; online transition processing or batch processing. In the online transition
processing, the data are directly processed as soon as it is entered to the system. In this process, the there
is no time lag between data creation and data processing. Typical example is process of customer items
purchased information at the counter. The batch processing on the other hand, involves the state where

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transactions are accumulated over time and processed periodically. Here processing is done on a daily,
weekly, monthly basis or any other time period appropriate to the given application. For example, the
company process its sale proceeds on daily basis at the end of each day, and its stock expenses on bi-
weekly basis before new items are stocked.

Output: The outputs are usually generated into two forms; documents and reports or forms (screens and
panels). Typically, at Koala Shopping Center, outputs include invoices, sales receipts, monthly reports,
supplier order forms, etc.

References

Brown, J.S. and Duguid, P. (2010) The Social Life of Information, Harvard Business School Press.

Moisiadis, F. et al. (2008). Principles of Information Systems 1st (7th) ed., Melbourne: Cenega Learing
EMEA.

OBrien, J.A. and Marakas, G.M. (2009). Management Information Systems 9th ed., Boston: McGrawHill.

Rouse, J. (2016). Engaging Science: How to Understand its Practices Philosophically, Ithaca: Cornell
University Press.

Wand, Y. and Weber, R. (2006). On the deep structure of information systems. Information Systems
Journal, 5(3), 203-223.

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