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Determine each of the different system concepts applicable to information technology. (8) –
A system is a set of interconnected components that work together to achieve a common
goal. The system concept is important in information systems because it helps to
understand how the various components of the system work together to achieve the
desired outcome.

There are 4 basic functions that a system performs namely

Input – this involves capturing and gathering of information that has to be processed. For
example – Raw data, raw product etc

Processing - includes operations that change input into output. For Example –
Manufacturing process

Output - includes transporting components that have undergone a transformation to their

final location. For Example - A manufacturing system takes in raw materials and outputs
completed products

Feedback and Control- By adding two other components—feedback and control—the

system concept becomes even more useful. Cybernetic systems, or self-monitoring, self-
regulating systems, are sometimes referred to as systems that have feedback and control
capabilities. Feedback Refers to the data of the performance of the system whereas control
refers to monitoring and evaluating feedback to determine if a system is progressing in the
direction of its objectives

Systems can be either open or closed. An open system is one where the components can
interact with each other and the environment. A closed system is one where the
components are isolated from each other and the environment.

Information systems are composed of three main components: hardware, software, and
data. Hardware refers to the physical components of the system, such as the computer,
printer, and network. Software refers to the programs that run on the hardware and manage
the data. Data refers to the information that is stored in the system.

The system concept is important in information systems because it helps to understand how
the various components of the system work together to achieve the desired outcome.

Information systems are designed to support the activities of an organization. They do this
by providing information that is used in the decision-making process. Information systems
provide a way to collect, store, and process data. They also provide a way to communicate
information to the people who need it
All business operations and our knowledge of information systems and technology are based on
system concepts. We must thus explore how general system concepts relate to commercial
organisations as well as the elements and functions of information systems.

Technology (Information) - Systems of information processing components make up computer

networks that make use of various Major Concepts, data management, telecommunications
network, hardware, software technologies and Internet based Technologies. Major concepts,
developments, and management issues in information technology -

Application (Business) - Applications for e-business and e-commerce use linked information
systems for businesses, in other words The major uses of information systems for the
operations, management, and competitive advantage of a business

Development (Processes)- Creating strategies for utilising information technology in the

workplace comprises creating the fundamental elements of information systems. In other words
how business professionals and information specialists plan, develop, and implement
information systems to meet business opportunities

Management (Challenges) - Information technology management places an emphasis on the

superior, strategic. Business value and information system security inside an enterprise
meaning that it focus on the challenges of effectively and ethically managing information
technology at the end-user, enterprise, and global levels of a business

https://genuinenotes.com/wp-content/uploads/2020/02/Unit-1-Foundations-of-Information-
Systems-IS-in-Business.pdf

Using a relevant example, discuss the steps in the transaction processing cycle. (17)
1) Entering the data – The first step in the transaction processing cycle is the capturing of
business information. (O'Brien and Marakas, 2011:280) For Example – A Cashier at a
retail company will scan the bar code of a product/s
2) Processing the data – The Transaction processing system will process the data in two
basic ways namely Firstly – batch processing like a credit card payments which is
processed at the end of the day. The banking for credit cards will be banked at the end
 of the day. Secondly Real time processing where data is processed immediately when
the transaction occurs (O'Brien and Marakas, 2011:280 For Example – when the
Cashier scans the bar code the product the price is immediately displayed
3) Storing and updating the data (Data Base Maintenance) – this relates mainly as to how
data is stored within an organisation. The TPS storage will store in the data in the
company storage data base and update the company’s data base that reflects changes
that is the results from the day to day operations transactions that took place. (O'Brien
and Marakas, 2011:280) For Example – As sales take place via the POS and goods are
sold, the stock levels will be updated to give a true reflection of the amount of stock that
is still available to sell within the company. Or when going to a big retailer like Makro, a
customer is required to use a Makro Card, that Makro Card will have all the information
available on what a customer has bought which can then be used for Marketing
purposes by the marketing department
4) Document and Report Preparation – This is the output of the TPS in the form of various
documents and reports. (O'Brien and Marakas, 2011:280). The type of reports that will
be produced is depending on the requirements of the company. For Example – the case
of a POS system it will produce a receipt for the customer that contain all the information
of the sale. Other reports that might be requested is Inventory report or a sales report
5) User enquiry – Transaction processing systems has a variety of information that can
produced upon enquiry on the transaction processing activities that took place. (O'Brien
and Marakas, 2011:280) For Example – At the end of a promotion period the
management team can obtain the total amount of a particular product that has been sold
during the promotion period. Another example can be, when a customer would like to
return a product, the information on the sale the company can go back into the records
of the company to check the information of the sale

Advantages of a Transaction processing system

There are a number of advantages for a company using a transaction processing system
namely Firstly; For all of an organization's revenue-related operations, it is a very quick and
cost-effective. (Antoneko,2022) Secondly; The information is stored and reflected when needed
without any chance of information loss. (Antoneko,2022) Thirdly; The system is fairly easy to
use and understand, which will lead to increased effectiveness/productivity of employees which
can result in improved business performance(Antoneko,2022). Fourthly; provides management
with up to date and real time information in order to make business decisions (Antoneko,2022).
Lastly – It will lead to improved customer service as due to the quick response time and
effectiveness

Examine how Enterprise Resource Planning systems assist the HR function. (10)

All functional areas of a firm have transaction processing systems. Each component of a system
is a mechanism for processing transactions. The output of one subsystem serves as the input
for another, and the subsystems communicate with one another. Organizations are always
looking for solutions to combine and integrate two or more Transaction Processing Systems to
establish cross-functional information systems. Enterprise resource planning is the process of
developing information systems to assist an organization's daily business operations (ERP).
(RSG,2022:23) For Example – So, for example, employee-related data such as tax withholding,
hours worked, salary information, credentials, and union membership are all stored in one
location and can be immediately accessed by authorized users.
Among other company tasks, ERP enhances the management of sales, inventories, finance,
and human resources (HR). Core HR operations including payroll, benefits, personnel
administration, employee self-service, employee performance metrics, health and safety,
workforce management, and training are typically included in ERP systems. (Tec Team,2019)
Some ERP systems provide extra HR capabilities by including a human resources management
system (HRMS) module in addition to such fundamental HR activities. These modules' functions
differ from one system to the next but often fall into two categories: talent management, which
includes topics like recruiting, learning, and succession planning; and workforce management,
which includes time and attendance, scheduling, and absence requests. (Tec Team,2019)
There are thus a number for benefits of a ERP in the HR Department namely
 Data Collection - All company data is gathered into a single database by ERP systems.
This database includes information from the HR division as well as data from other
departments of the company. Additionally, just like data on sales, inventories, and
accounting, information on human resources is gathered by an ERP system to give
useful business data.
 Self Service - Most ERP systems on the market also include an employee self-service
site in their HR modules. These portals allow employees to update their personal profile
information, such as their residence or the number of dependents they have, check
benefits, verify tax withholding, download income tax forms, and more. HR professionals
 may spend less time on administrative tasks each week if they can simply make this
data accessible to each employee through a self-service portal. This not only reduce the
amount of admin tasks for the HR department but less amount of actual people are
required in the department, because employees can update and get information
themselves
 Employee Development - The ERP system may be used to record information on each
employee's training and education, which can then be utilised for internal hiring before
turning to external applicants, career planning and development, maintaining
credentialing, etc.
 Easing complexity of Compliance - For HR departments, maintaining compliance is
essential, and some capabilities offered by the HR module of an ERP system may make
this task simpler. An ERP solution's resource management functions in the HR module
will take care of income taxes as part of managing payroll and benefits. It will aslo assist
the HR department in keeping track of expiry dates of Passports, drivers licenses, lifting
equipment licenses etc
 Enhanced Sharing of Information - Since HR is a crucial component of every
organisation, information pertaining to HR will ultimately need to be shared with other
teams or departments. Without ERP, you'll probably have to ask several employees to
contribute their data before compiling it into a usable manner. Data from many sources
may be transferred more quickly and easily when it is stored centrally or brought
together in a central place, as is the case with ERP for HR. Additionally, by ensuring the
accurate data is communicated, this improves overall results and makes it easier for
other teams to collaborate.
https://www3.technologyevaluation.com/research/article/how-erp-systems-help-hr-
departments.html
https://www.erpfocus.com/ways-erp-can-help-your-hr-department-2432.html
https://www.techadvisory.org/2014/10/benefit-of-hr-modules-for-erp/

Explain each of the different types of knowledge management systems. (15) - check for more
information on the different types of systems. NB!! Questions is asked often

Knowledge management needs a place to store information and knowledge that is accessible to
all company members for finding essential knowledge, best practises, or other information.
(Unknown,2017). KM reveals how to work and is hence the learnt strategy for information
sharing and interaction. Knowledge management should be viewed as an organisational
process that helps to improve performance through effective knowledge sharing, organisational
learning, identifying and developing competences, and getting access to individual knowledge
and skill sets. (Jha,2011) Further to this Companies will use knowledge management to obtain
the competitive advantages over its competitors.

Systems are created to collect, produce, edit, tag, and distribute information that is utilised to
raise organisational business productivity. The knowledge system may be managed in three
different ways. Utilizing systems and information technology to increase corporate efficiency is
the first method. The second strategy is to use organisational techniques to boost corporate
productivity. The third method is to promote workplace health in order to increase corporate
efficiency.

Every organization might have different needs and requirements from knowledge systems,
hence there are a number of different knowledge systems namely

Expert Systems - One of the most useful applications of artificial intelligence (AI) is expert
systems. A knowledge-based information system called an expert system (ES) uses its
understanding in a particular, complex application area to serve as an expert counsellor to end
users. By drawing conclusions similar to those made by humans regarding the knowledge
stored in a specialised knowledge base, expert systems give solutions to queries in a relatively
narrow field of application. In order for expert systems to give decision assistance to end users
in the form of guidance from an expert consultant in a particular issue area, they also need to be
able to articulate their thought process and findings to a user. A expert system is an advanced
version of a DSS (Textbook page 424). Example – a type of expert system can determine what
is the level of a disease, how far it has progressed etc

Group Ware - A type of general-purpose application software called groupware integrates a

number of different software features and functionalities to make cooperation easier. Groupware
products rely on the Internet, corporate intranets, and extranets to enable virtual teams located
anywhere in the globe to collaborate on a global scale.Team members are scattered across the
entire country and sometime across the world. However, it can be a requirement that they work
together on different projects etc. A knowledge management system called groupware facilitates
the sharing of a calendar, project activity, and instant messaging. (Textbook page 141) Example
of group ware is Microsoft Exchange
Sharepoint – Sharepoint is very similar to a groupware. Sharepoint allows a company to store
all their documents in one place and documents are replaced and updated from one central
location. It is crucial for the team to have all of its documentation in one place. When there is an
update on documentation or a new version of a document is launched, the team will always
have access to the correct version. Also in the event that a person looses their Computer they
will still have aces to the content. Sharepoint is also allow restrictions to specific areas of the
system. For Example – not everyone in the organisation have access to the HR Folder but
everyone has access to the vacancy bulletin. In otherwords – Sharepoint is a place where the
company will share news, and a central location of all documents (Massmart,2022)

Decision Support System - Software called a decision support system (DSS) aids in the semi-
structured decision-making process for managers and other decision-makers (Marakas and
O'Brien, 2011:438). On the basis of inputted decision parameters, the system will recommend
relevant decisions. The data can be changed and transformed into the necessary format and
can take the shape of primary or secondary data. It makes use of computational and analytical
procedures to represent connections between variables numerically (Marakas and O'Brien,
2011:433). The system is intended to give rapid replies and is built as an ad hoc system. For
Example – When a company is looking at launching a new product in the market, DSS will
consider all the different factors like age, location, targeted populations group, Cost factors
which the system would have gathered from various locations When trying to choose the best
marketing strategy for this product which can vary from Social Media, Magazines, competitions
etc

Database Management System - A database management system, or DBMS, is a piece of

software used to manage, store, retrieve, and query data. It enables organisations to handle
data electronically and acts as a bridge between the data and the final user. This is
accomplished by first determining the types of data that are required for efficient decision-
making, such as character vs. numeric data. The system then enables user data manipulation to
advance data security, integrity, accessibility, integration, and finally to guarantee access is
restricted to the proper users. Data is transformed into an organisational resource by DBMS,
which offers effective access to complicated data, accelerates the process of finding the right
information, and facilitates quicker decision-making.

https://www.managementstudyguide.com/information-system-for-knowledge-management.htm
Discuss the functionality of an employee portal. (10)

The HR department is responsible for everything that concerns the employees within the
organization. This begins with the recruitment, selection, onboarding, compensation, training
and development, performance management and employee terminations. A combination of
Technology and Systems has been developed to assist the HR department in managing these
functions quicker and more efficient within the company. An employee portal is also referred to
as HR Portal

The employee portals take on different tasks namely

Employee Information – When an employee is engaged, the profile for each employee is
created on the system that contains information like Name, Surname, address, contract number,
medical aid option, pension fund information, ID number, next of kin details, bank details, race
etc. During the time of employment, the information of the employee like an address, contact
number etc has the possibility to change. The system then allows the HR department to update
and change these details if and when it is required (Management Study Guide,2022)

Timesheet Management – Clocking or access systems are usually a separate system that is
integrated with the HR/Employee Portal. This will inform the company if and when the employe
arrive at work, when they are leaving etc. The HR department are then able to pull the time card
of any employee at any stage to provide to the manager if and when they require information on
the whereabouts of the employee. The system also allows for managers to capture leave on this
system which will speak to the HR portal or vica versa

Compensation Management – The payroll department make use of HR portals to manage

employee payroll. Any overtime, inventive, 13th cheques etc are all additional information that is
included when an employee’s payroll is processed. The system allows for the for payroll run
automatically and it is only variables as mentioned above that is adjusted on the monthly basis if
applicable. The payroll information of the employee is stored on the portal for the duration of
their employment and payslips are automatically generated by the system. During tax season
the payroll system will also create the IRP5 for each employee which will be made available to
them. The payroll system will also generate the information that has to be submitted to the
department of labour and SARS on a monthly basis

Appraisal Management and Employee Development – Companies often use the HR portal
as a appraisal management system aswell as the employee development system. As for the
appraisal system once a year the goals for the respective employees are captured on the
system, whereby they are reviewed by the employee and the manager, the mid term scores are
then updated on the system. At the end of the year, the employee will be reviewed again and
final scores will be captured. This information is then used for increases, incentives etc. On the
other hand this information can also provide the company with valuable information on the
training and development that the organization need and will assist in identifying the skills gap
within the organization. The Company will also capture all the training interventions that the
employee is attending on the system which is then used as part of reporting for the Annual
Training Report and BBBEE

Employee Exit – When employee’s service is terminated with an organization there is specific
documentation that has to be generated and completed. For Example – UI19. The company has
to ensure that the employee is properly terminated to prevent the employee is paid in the next
month, leave payout needs to take place etc. The system allows for a streamline process to
terminate an employee to make it a easier process

Employee Self Service - is an online employee engagement platform that gives employees
access to a variety of HR services. An employee portal improves the employee service
experience, which raises employee happiness and engagement levels. This includes giving
employees access to valuable HR material and self-service capability that answers their issues.

This biggest advantage of an employee portal is that It serves as a tool for communications and
change management, allowing HR to work effectively with staff members and assist
organisational growth and change management. Increased staff productivity and improved HR
operations efficiency are further advantages.

http://beta.managementstudyguide.com/employee-portal-for-human-resource.htm
Explain the issues surrounding technology transfer. (10) RSG 192

It is generally agreed that businesses rely on IT more and more to carry out a range of tactical,
operational, and strategic actions (Applegate et al. 2003). It is widely acknowledged that the
procedures of planning, developing, and implementing an Information System (IS) are rigorous
and not simple, despite the countless success stories demonstrating the benefits of integrating
information technology into companies. Both recent and older reports demonstrate how
frequently IS efforts fail.
The issues worsen and if new issues arise or if the underlying causes of the initial issues are not
successfully addressed. Not all reasons of failure are objective or appear to be related to
technology; instead, they frequently centre on factors like fashion, perception, expectation,
pressure, internal or external politics, and cognitive processes. Some failures, according to
Smith and Keil (2003), entail psychological, social, and organisational problems that can't be
solved by methods like the critical path approach or cooperative application development. (RSG
2022:190)
According to research, organisations' planning and management of technology transfer
challenges may be divided into three categories: issues with the technology transfer process,
corporate capacity concerns, and operating environment and macro environment issues.

Technology Transfer Process Issues

These issues are related to problems that occur during the technology Justification and
selection stage, whereby these issues are related to
 A business case that was prepared with the wrong technology choice based on
misjudgement
 Costing of buying, installation, operating and the maintenance of the technology is to
high
 The technology that was chosen are to difficult and complex to understand and
assimilation of the transfree
 There is a big adaption process involved in order get the technology to the acceptable
and usable level
 There are often new products launched within the IT environment, and the moment a
new product is launched a older product is outdated which can result in company having
to much of technology
Problems during the planning stage
 Transferor does not completely comprehend the demands of the transferee
 The planning is done only by the transferor and is not done by the transferee managers.
High level management makes the final choice about TT/TA, not the operational level.
 Unrealistic expectations about the transferee's ability to fulfil deadlines result from the
transferor's overestimation of the transferee's technological skills.
 Problems occur during the negotiations
 All parties involved goals are unrealistic

Problems during the Technology Transfer implementation

 insufficient skilled technology transfer managers
 The transferee lacks confidence in the processes created by the transferor
 failure to meet quality goals
 Delay in gaining extra support from the local environment that is required for speedy
implementation
 Cost overrun because to inadequate execution

Corporate Capability Issues

Problems due to Inadequate Skills
 The transferee's inability to recruit the necessary talents as a result of financial and
industrial limitations
 Lack of industry-level expertise and essential skills among the transferee's employees;
 Lack of industry-level expertise and essential skills among the transferee's employees;
 Ineffective transmission and assimilation of pertinent information due to a lack of trust
between the transferor and the transferee organization/personnel

Problems due to ineffective Management

 lack of clear and devoted project support from senior management
 Lack of top management direction about the sort of technology to be bought,
compensation, transfer-related incentives, and information flow control.
 differences between the transferor and transferee managers' working styles and
procedures Competition between individuals or organisations for ownership of the
technology and the "not invented here" syndrome
Macro Environment Issues
 marketplaces contracting as a result of negative developments in the economy
 unsupportive infrastructure (i.e. Power, Communication, and Transportation etc.)
 inadequate institutional framework for facilitating the exchange of information, capital,
skills, and technology
 inadequate tools for preserving intellectual property
 Lack of vendors who can offer high-quality products and a lack of initiatives to cultivate
these vendors
 high reliance on imports and providers from abroad
 inadequate educational and training facilities for upgrading skilled labour
 Uncertain or ineffective Technology transfer policies, laws, and incentives such tax
breaks, tariff reductions, and business parks
 bureaucratic obstacles at several governmental levels that prevent getting permissions
and certifications for finanalizing technology transfer agreements

Discuss the information attributes of a management information system (15) or

Describe any five (5) information qualities/Attributes that characterize the information needs
of managers at different levels in an organisation. (10)
A management information system, or MIS for short, is designed to assist an organization's
leaders in making choices that promote the organization's objectives. An efficient MIS compiles
data from internal operations, outside inputs, and previous actions into information that
demonstrates what the business has accomplished in key areas of interest and what is needed
for continued advancement. The features of a MIS that provide decision-makers the most
assurance that their actions will have the desired results are those that matter the most.
(Chron,2019)

 Relevance - A manager's decisions must be related to the information they get from a
MIS. An efficient MIS collects data from the areas of operation that the manager is
currently interested in and arranges it into formats that are useful for decision-making.
An MIS may use sales data from the last five years to provide sales volume and profit
estimates for various price situations if a management has to make pricing decisions, for
instance. (Markgraf,2019)
 Accuracy- Another important characteristic of management information is accuracy. It
denotes that information is clear, error-free, and properly conveys the meaning of the
facts upon which it is based. It gives the receiver an accurate view, who may need a
presentation in graphical rather than tabular form. Inaccuracy with limits are accepetable
because the more accurate the information is the higher the cost(Markgraf,2019)
 Reliability – Management need to depend on the accuracy of the information. It must be
factually correct, accurate, and verifiable. Insufficient or inaccurate information frequently
results in poor judgments. (Markgraf,2019)
 Timeliness - Current MIS output is required. Even when assessing trends, management
must base judgments about the organization's future on information from the present.
The more recent the data, the more accurately these choices will reflect the current
situation and foresee how it will affect the business. When data collection and
processing cause a delay in its availability, the MIS must account for any potential
ageing inaccuracies and present the resultant information appropriately, along with any
potential error margins. Real-time information can be thought of as data that has been
examined recently. For instance, information on a rise in product flaws may be signalled
for immediate management attention. (Markgraf,2019)
 Completeness - For a certain decision, a successful MIS delivers all the pertinent and
helpful data. It indicates the gaps and either shows potential scenarios or gives potential
outcomes as a result of the missing data if certain information is unavailable owing to
missing data. Management has two options: update the missing data or use the
information to influence the right decisions. Information that is presented in part or in
whole may cause judgments that don't have the desired results. (Markgraf,2019)
 Format - Because information efficacy and format go hand in hand, the manner in which
the final information is delivered is crucial. Graphical output like bar charts and pie
graphs can now be used to enhance the traditional focus on clear report forms. As a
result, the user can choose to tailor a presentation to suit his or her cognitive style. While
PowerPoint presentations may be used to efficiently communicate information to a non-
financial audience, Microsoft Excel is great for presenting financial facts, as an example.
(RSG 2022:31)
 Interactive Nature - Currently, information is given in an interactive manner. The
fundamental justification for doing this is that it enables the presenter to develop,
choose, and deliver material in a logical order. (RSG 2022:31)
  Cost Effective - If the remedy is more expensive than the issue, the information is not
desired. The expenses associated with collecting data and turning it into information
must be compared against the rewards from utilising that information. (Markgraf,2019)

https://www.yourarticlelibrary.com/management/8-characteristics-of-good-management-
information-systems-explained/3483

https://ecomputernotes.com/mis/what-is-mis/explain-the-different-attributes-that-influence-the-
quality-of-information

https://smallbusiness.chron.com/characteristics-good-management-information-system-
59060.html

Using a relevant example discuss the key concepts and benefits for a firm using electronic data
interchange. (15)
Electronic data exchange(EDI) is the process of sending business documents between
companies in a standardised format. A common electronic format that substitutes paper-based
documents like purchase orders or invoices is the most basic definition of EDI. The position and
structure of information inside a document format are specified by EDI standards. The sharing
of data happens within minutes (IBM,2022). Typically, EDI software is used to convert data into
standardized formats and that is aligned with company standard and legislation. A typical
example of EDI is the complete automation of the supply chain process within a Company
(O'Brien and Marakas, 2011:344)

There are 3 concepts of EDI namely

 Computer to Computer – The information that was formatted by the EDI software is
transferred between the computer of the sender and the computer of the receiver without
any human interaction. (O'Brien and Marakas, 2011:344) For Example - A Buyer within a
retail company will use a system that will automatically create a purchase order which will be
send to the supplier. The supplier’s system will create and invoice which will be sent back to
the Retail Store
 Routing Business Data – EDI is used for standardized documentation, for example
Purchase Orders, Invoices, Shipping Notices, Payment Advice etc. It is important to note
that EDI cannot be used when documents are not standardized like Contracts etc. where it
is a requirement for humans to read (O'Brien and Marakas, 2011:344)
 Standard Data Formats – standardized formats need to be used to that the computer can
understand and read the data. The standard format describes what each piece of
information is and in what format it needs to be (IBM,2022). For Example – The standard
format of a Purchase order

Benefits of EDI

 Lower production cost – there is a reduction in cost because there is less printing, storage
and fewer people are required to do the job (Unknown,2020)
 Increased Speed and Accuracy- As mentioned earlier, EDI removes the human aspect
and therefore reduce the possibility of errors by 40% and it then further increases the
business cycle or processes to be completed to seconds. With the reduction of processing
times it will lead to faster business transactions and healthy inventory levels
(Unknown,2020)
 Lower Operating Cost – It decreases the operating cost of the business by eliminating
printing, storage, personnel cost etc. (Unknown,2020)
 Security - EDI enhances the security of transactions because in order to access the system
a user needs to be registered, require a username and log in password. Information is less
likely to be lost through and EDI system than sending information via email and lastly it is
less prone of computer viruses (Unknown,2020)

A company will notice a number of different results after the implementation of EDI which is
firstly –faster business processing cycle which means that the time from ordering to delivery and
selling to the customer is must faster, Secondly – increased cash flow due to the increased
speed of the business processing cycle meaning that by the time the payment of the invoice is
due the goods are sold already, Thirdly – reduction in the time from order to delivery which will
lead in stable inventory levels, Fourthly – for manufacturing companies it will allow for on
demand manufacturing and lastly there will be better relationships between the company and
the supplier which will eventually lead to better pricing, which will further lead to better sales for
the company and finally increased profit (Unknown,2017)

Explain each of the components of a decision support system. (15)

An information system called a decision support system (DSS) helps a corporation make
decisions that demand for judgement, determination, and a series of actions. By analysing
massive amounts of unstructured data and gathering data that might aid in issue solving and
decision-making, the information system supports the mid- and high-level management of a
company. A DSS can be manually operated, automatically operated, or both. In contrast to MIS,
which processes data, it processes information to aid managers in making decisions. Middle
management is given the knowledge necessary to make informed decisions.

A decision support system collects and analyses data to generate comprehensive information
reports. A DSS differs from a standard operations application in that the former's objective is
data collection rather than data analysis.
The planning departments of an organisation, such as the operations department, use a DSS to
gather data and produce reports that management may use to make decisions. A DSS is
primarily utilised for sales prediction, inventory and operations-related data, and for the clear
presentation of information to clients. A DSS might theoretically be used in a variety of
knowledge areas, including business, medicine, and forest management.

The decision support system consist of 3 parts namely

Database - It includes data from a variety of sources, including external data gathered from the
Internet, internal data from the company, data produced by various applications, etc. The
database for the decision support system may be tiny, independent, or a huge data warehouse
that serves an organization's information needs. The decision support system database typically
contains a duplicate of the production database to prevent decision support systems from
interfering with the functioning of operational systems. For example – gathering data from
google, newspapers, online articles etc. There are 3 possible sources
 Organizational Information is about the organisation; for your decision support system,
you could wish to use pretty much any information that is offered by the company. Of
course, what you utilise is determined on what you need and if it is readily available.
Your decision support system may be set up to get this data straight from the database
and data warehouse of your business. To avoid having to spend time looking through
the organization's database and data warehouses, relevant information is frequently
transferred to the Decision Support System database. (Unknown,2010)
 External Information - Information from outside sources: Some choices call for
information from other sources. Additional data sources for a decision support system
include, among others, the internet, Johannesburg Stock Exhange, Compustat data, and
goverment gazette, etc (Unknown,2010)
 Personal Information - You may add your unique knowledge, experiences, and insights
to your decision support system. You may set up your decision support system so that
 you only enter this personal data as necessary, or you can save it in a personal
database that the decision support system can access. (Unknown,2010)

Model Base -
The Decision Support System models and the Decision Support System model management
system make up the model management component. A model is a depiction of an occasion, a
fact, or a circumstance. People construct models and use them for experiments since it is not
always practical or wise to conduct such tests on the real world. There are several types of
models.To represent variables and their connections, businesses use models. For instance, you
may use a statistical model known as analysis of variance to ascertain if advertising in
newspapers, on television, and on billboards increases sales equally well. Decision Support
Systems use models that let you examine information in a variety of ways to assist in various
decision-making circumstances. The choice you are making and the subsequent type of
analysis you need determine the models you employ in a decision support system. For instance,
you may utilise optimization to discover the most lucrative solution given operational constraints
and limited resources, or what-if analysis to determine the impact of changing one or more
variables on other variables. What-if analysis may be supported by spreadsheet programmes
like Excel as a decision support system. The Decision Support System's models are stored and
kept up to date by the model management system. Its model management function is
comparable to that of a database management system. The model management component
can assist the company in creating and manipulating models quickly and simply, but it cannot
choose the ideal model for the company to utilise for a specific situation that calls for their
experience. (Unknown,2010)

User Interface - Communication with the Decision Support System is made possible via the
user interface management component. The user interface management system is included.
The company may combine their knowledge with the computer's processing and storage power
with this component. (Unknown,2010)

When entering data, instructions, and models, the company experience the user interface as a
component of the system. The comapny have a direct contract with this particular system part
exclusively. No matter how good a Decision Support System is, if its user interface is badly
designed, too inflexible, or too difficult to use, you won't utilise it. The ideal user interface is
flexible, consistent, easy to use, and adaptive and employs your terminology and techniques.
(Unknown,2010)

For Example - Take into account that Fochini Group has tens of millions of names in its
customer database for the decision support system. Along with a variety of home goods, it
offers a huge selection of apparel for men, women, and children. Fochini Group has established
20 distinct niche target areas in order to connect the proper client with the catalogue. In these
target areas, customers receive catalogues of goods they are more likely to purchase, saving
Fochini Group the expenditure of distributing catalogues to all 20 million of its customers.
Fochini Group must constantly track purchasing patterns in order to forecast client demand. And
in order to satisfy that demand, Fochini Group must precisely predict sales volume. It makes
use of a Decision Support System to carry out these objectives, which does three things:

-Data management: The Decision Support System keeps track of client and item data. Fochini
Group also need external data, such as data on demographics, business trends, and fashion,
in addition to this organisational data.

-Model management: In order to assess the data, the Decision Support System needs models.
Decision-makers use the newly generated information from the models to plan product lines and
inventory levels. For instance, Fochini Group use forecasting models to estimate sales levels
and regression analysis to identify trends in consumer purchasing tendencies.

-User interface management: Fochini Group decision-makers may access information and
choose the models they wish to employ to produce the information they need by using a user
interface.

http://dsssystem.blogspot.com/2010/01/components-of-decision-support-systems.html
https://www.investopedia.com/terms/d/decision-support-system.asp
https://corporatefinanceinstitute.com/resources/knowledge/other/decision-support-
system-dss/
A business alliance is a cooperative arrangement between two or more businesses with
complementary capabilities.
With regards to the information above discuss each type of business alliance. (15) add
examples for each business alliance

Business alliances are cooperative contracts between two or more businesses to support one
another in commercial endeavours for mutual gain. The partner companies, or the strategic
allies, do not formally share ownership. They would rather collaborate while bound by a
contract. Companies develop strategic alliances to achieve win-win results (none of the parties
lose; rather, all gain). Strategic partnerships give the partners a solid foundation on which to do
collaborative research, exchange technologies, and enhance goods. They work together to
advance technology, share research and development knowledge, create new goods that
complement one another on the market, and establish networks of dealers and distributors to
handle their own products. (Kenton, 2021)
There are a number of different business alliances namely
 Joint Venture – In a joint venture partnership, two businesses join together to create a
third business with the express purpose of marketing and/or developing certain goods
and services. Typically, this entails creating a distinct organisational and financial
structure, with ownership rights and incentives being determined when the joint venture
is founded. (DeVillliers 2005:112)
 Sales Alliance - When two businesses decide to enter the market jointly to sell
complementary goods and services, this is known as a "sales alliance." With a sales
partnership, exclusivity is not a condition, and the main goal is to generate sales.
(DeVillliers 2005:112)
 Solution Specific - When two businesses decide to work together to create and market a
particular marketplace solution, a solution-specific alliance develops. A solution-specific
coalition may or may not "play" with exclusivity. The combined sale of a jointly designed
solution is the main goal of the solution-specific cooperation. This kind of cooperation
often has predetermined guidelines and rewards to maximise the return to both parties
for their respective contributions to the joint development endeavour. (DeVillliers
2005:112)
 Geographic Specific - When two businesses decide to jointly promote or co-brand their
goods and services in a particular area, they form a geographic-specific alliance.
(DeVillliers 2005:112)
  Investment Alliance - A business enters into an investment alliance when it invests in
another business and comes to an agreement to jointly promote both businesses' goods
and services. Additionally, it entails some type of cooperative effort to jointly promote
and/or develop the goods and services. (DeVillliers 2005:112)

file:///C:/Users/carla.griesel/Downloads/De%20Villiers_strategic_2005.pdf

Discuss any five (5) functions of an operating system. (15) or Discuss each of the system
functions. (15)

The user and computer hardware are connected through an operating system, which serves as
an interface. An operating system's function is to offer a platform on which a user may
conveniently and effectively run programmes. A piece of software called an operating system
controls how computer hardware is allocated. To ensure the proper operation of the computer
system and prevent user programmes from interfering with the system's proper operation, the
hardware must be coordinated appropriately. An operating system serves as a communication
link (interface) between the user and the computer hardware and is a software on which
application applications are run. The major responsibility of an operating system is to distribute
resources and services, including memory, hardware, processors, and data. An I/O programme,
a file system, a memory management module, a traffic controller, and a scheduler are just a few
of the programmes the operating system has to handle these resources.

An Operating system has a number of functions namely:

 User Interface - An operating system's user interface is one of those components that
provides a platform for users and other programmes to connect with one another. The
user interface of an operating system makes it easier for the user to control other
applications. There are three basic types of user interfaces: graphical, command-driven,
and menu-driven.
 Scheduling Jobs - OS is in charge of scheduling processes. It chooses the sequence in
which the processor is accessible and the timing for each task that is given to it. OS
handles every aspect of process control. Additionally, it monitors the progress of each
procedure. The traffic controller is in charge of this programme. The OS releases the
CPU when the process is no longer necessary.
 Resource Management - A number of resource management techniques are used by
an operating system programmes that control a computer system's CPU, memory,
secondary storage, telecommunications processors, and input/output peripherals, as
well as its networking resources. Programs for memory management, for instance,
maintain track of where programmes and data are stored. Additionally, they could
partition memory into several chunks and move bits of data and programmes back and
forth between memory and auxiliary storage like magnetic discs. A computer system
may be given a virtual memory capacity using this approach that is much more than the
actual memory capacity of its core storage circuits. A computer with virtual memory
capabilities can therefore process huge programmes and more data than than its
memory chips' capacity would normally allow
 Security - Modern operating systems use a firewall for security. An example of a
security system that monitors all computer activity and stops it if a threat is found is a
firewall.
 Error detecting aids - There might be a number of faults that arise when a computer
system is operating. Data delivery over vulnerable networks is assured via error
detection. The operating system regularly scans the system for issues in order to identify
them and defend the system against them
 Job Accounting - Since the operating system manages every aspect of a computer
system. As a result, it keeps track of every action that occurs on the system. It contains
a complete account of the data pertaining to the memory, resources, mistakes, etc. As a
result, you may utilise this knowledge as and when you need it.
 Managing Memory – Memory management is one of an operating system's most
important features. This is the procedure for monitoring all of the many programmes and
apps that are active on your computer, together with the data they are consuming.
This is crucial for computers with less memory since it prevents any programme or
process from using too much memory and bogging down your machine. To free up
space, the operating system might shift data around and remove files. The operating
system loads itself into memory at computer startup and subsequently controls all other
running processes. It assesses how much memory is being utilised and how much is
free, and it ensures that running applications do not conflict with one another.
Optimizing the usage of random access memory is the goal of memory management
(RAM). RAM is made up of one or more motherboard-mounted chips that store
information such as data and instructions until the CPU can interpret and carry them out.
 While they are being processed, the operating system allocates, or assigns, data and
instructions to a region of memory. It then pays close attention to what is in memory.
When the CPU no longer needs them, the operating system releases these things from
memory monitoring.
 File Management - Directories are used to structure a file system and make it easier to
navigate and use. These folders could include additional directories and files. The
following file management tasks are performed by an operating system. The file system
refers to these resources as a whole. It maintains track of where data is kept, user
access preferences, the state of each file, and more.
 Booting of computer- Booting is the term used to describe the process of starting or
restarting a computer. When a computer is completely switched off and then turned back
on, this is known as cold booting. Restarting a computer causes warm booting.
Computer booting is handled by the operating system (OS)

https://www.toppr.com/guides/computer-science/computer-fundamentals/operating-system/
functions-of-operating-system/
https://www.geeksforgeeks.org/functions-of-operating-system/
https://onlineclassnotes.com/what-are-functions-of-operating-system/
https://www.educba.com/functions-of-operating-system/

Discuss the concept and function of database anatomy. (10) – Information is from RSG 109.
Have a look for information online
The files that make up a database can be one or multiple. A file is a grouping of similar
information that is kept together in the same way that a file cabinet drawer does. The actions
taken to maintain data up to date are referred to as file maintenance. Addition, modification, and
deletion of records are all included in file maintenance operations. A database file contains a
number of records. A record is data that is specific to one person, thing, or event. A field is the
term used to describe each distinct piece of data in a record. The smallest unit of data that a
user may access is a field, which is made up of a group of connected characters or bytes. Each
field is identified by its name. In a database, the field name is frequently specified while
searching for data. The field type determines what kind of data a field may store.

For Example - In the library database, the author field, for instance, would be designated as a
text field. A numeric field would be designated as the field that details how many copies of a
book are available. A date field might be used as the date of purchase.

Many contemporary database programmes let fields to hold pictures, digitized photos, audio, or
even video recordings in addition to these common field kinds.

The numbers in computed fields are shown using formulae that are akin to spreadsheet
formulas and are derived from values in other numeric fields. The majority of database
programmes offer many ways to see the data, including views that present one record at a time
and views that present multiple entries in lists resembling spreadsheets. Fields can be moved
around in any view without affecting the data underneath.

Explain the concept of cloud computing. (15)

A Could Computer system can be defined as the storage and use of data and computer
resources over the internet. It doesn't keep any information on your computer. It refers to the
availability of computer services such as servers, databases, networking, and data storage on
demand. The primary goal of cloud computing is to enable widespread user access to data
centres. Further to this, employees of the company that is working remotely can still access all
the information on the server (Peterson, 2022)

How does Cloud Computing work?

The foundation of cloud computing is the concept that the primary computation occurs on a
computer that is often remote and not immediately in use. The data gathered during this
process is saved and processed by distant computers, also known as cloud servers, so the
device contacting the cloud doesn't have to work as hard.(Chai, unknown).These servers host
software, platforms, and data on their servers in place of individual PCs, freeing up memory and
processing capacity in the process. Using credentials obtained from the cloud computing
provider, users may safely access cloud services. The front end, which consists of the
accessing client device, browser, network, and cloud software applications, and the back end,
which consists of databases, servers, and computers, are connected via an internet network
connection. The back end serves as a repository, holding information that the front end may
access. A central server controls communications between the front and back ends. The central
server uses protocols to speed up data sharing. To control communication between various
client devices and cloud servers, the central server makes use of both software and
middleware. Usually, each distinct application or task has its own dedicated server.

There is a number of reasons as to why an organization would make use of a cloud computer
namely –
Cloud storage: Cloud services guarantee that your data is kept on an offsite cloud storage
system, making it simple to access from any place or device with an internet connection. You
may sync data between devices and exchange files securely using cloud storage. Dropbox,
Microsoft OneDrive, and Google Drive are a few of the more well-known cloud storage options.
(Reckman,2022)
Cloud backup services - In the event of a server failure, cyberattack, or other data loss at your
business, cloud backup services are failsafe solutions. The top cloud backup solutions include
storage, data synchronisation and restoration, real-time backups, archiving, and top-notch
security. Cloud backup functionality is offered by several cloud storage services.
Cloud Hosting - Services like as email, application hosting, web-based phone systems, and
data storage are all made possible by hosting in the cloud. Your company website can be
hosted by a cloud hosting provider, which can also handle databases and store domain names.
Cloud hosting services are remote, making it simple to scale up to handle peak traffic.

Cloud computing deployment models

Private Cloud - Internal users receive private cloud services from a company's data centre. An
organisation creates and manages its own underpinning cloud infrastructure using a private
cloud. This architecture keeps the administration, control, and security features common to local
data centres while delivering the flexibility and convenience of the cloud. IT chargeback may or
may not be used to bill internal users for services. VMware and OpenStack are common private
cloud technologies and providers.

In the public cloud model, the cloud service is delivered online by a third-party cloud service
provider. Although many services are accessible with long-term commitments, public cloud
services are often supplied on demand and typically by the minute or hour. Only the central
processing unit cycles, storage, or bandwidth that customers actually use are charged to them.
Examples can be the Google Cloud, One drive etc

A hybrid cloud combines on-premises private cloud infrastructure with public cloud services,
orchestrating and automating operations across the two. Companies can use the public cloud to
accommodate workload surges or demand spikes while running mission-critical workloads or
sensitive applications on the private cloud. The objective of a hybrid cloud is to provide a
unified, automated, adaptable environment that makes the most of public cloud infrastructure
while yet keeping mission-critical data under your control.

Advantages of Cloud Computing

 Cost saving – The Company saves loads of money by using cloud infrastructure instead of
buying and maintaining expensive hardware. As a result, capital expense and total cost of
ownership expenditures are significantly decreased. When a company would like to expand
the company don’t necessarily need to spend money on equipment, space, utilities, or a
sizable data centre. The company may take use of the staff's experience at your cloud
provider, so there are no need big IT teams to manage the companies cloud data centre
operations, so it is a reduction in Personnel Cost. Cloud also lowers expenses associated
with outages. Since downtime is uncommon with cloud systems, the company won't need to
invest time and resources in resolving any problems that might cause downtime.
(Reckman,2022)
 Unlimited Storage Capacity in that depending on the availability, performance, and
frequency of data access, the cloud has almost infinite capacity to store any sort of data in
different cloud data storage formats. As a general rule, the cost of storage increases as data
availability, performance, and frequency of access increase. By developing and improving a
cloud cost structure strategy, a corporation may dramatically cut the cost of cloud storage
while still achieving its cloud data storage business objectives. (Reckman,2022)
 Mobility in that with the help of smartphones and other mobile devices, cloud computing
enables mobile access to company data, which is a terrific method to make sure that no one
is ever left out of the loop. This function allows employees with hectic schedules or who
reside far from their offices to stay immediately informed about clients and co-workers. With
only a few clicks, resources in the cloud may be quickly saved, retrieved, restored, or
analysed. As long as the employee have an internet connection, users may access their
 work whenever and whenever they choose, on any device, and from any location in the
globe. Additionally, all updates and upgrades are carried out automatically and off-site by
the service providers. The responsibilities of the IT team are significantly reduced as a result
of time and team effort savings in system maintenance. (Reckman,2022)
 Control in that Cloud enables the company to have complete visibility and control over their
data. The company can easily decide which employees will have what level of access to
what data. This gives the company control, but it also streamlines work since employees will
easily know what documents are assigned to them. It will also increase and ease
collaboration amongst departments and employees. Since one version of the document can
be worked on by different people, and there’s no need to have copies of the same document
in circulation. (Reckman,2022)
 It provides data security whereby, regardless of size or sector, the security of a company's
data is one of its top priorities. The income, customer loyalty, and brand positioning of a
corporation can all be completely destroyed by data breaches and other cybercrimes. The
cloud has various cutting-edge security technologies that ensure data is handled and kept
safely. By limiting access to critical information to those workers who need it, features like
granular permissions and access control via federated roles help reduce the attack surface
for unscrupulous actors. (Reckman,2022). Providers of cloud storage adopt fundamental
security measures for their systems and the data they handle, including encryption, access
control, and authentication. (Reckman,2022)

Disadvantages of Cloud Computing

 Cloud computing relies on an internet connection - Cloud computing services need to

be connected to the internet by definition. Team won't be able to access the cloud
applications and data they need to do their task if your connection is erratic or slow.
Additionally, frequent lags, errors, and downtimes caused by a shaky internet connection
may lower their productivity. This cloud computing flaw may be readily fixed by ensuring
your team has access to a reliable, fast connection. (Reckman,2022)
 Implementation requires training - Any new technology implementation calls for staff
training and the creation of a successful troubleshooting procedure both before and after the
launch. Staff members may first show opposition, especially those who are not accustomed
with cloud computing. (Reckman,2022)
 It reduces visibility and control - While the usage of the cloud can save the business time,
money, and effort by eliminating the need to manage sophisticated infrastructure, such as
servers, it also means that the company have less control over your organization's software,
systems, and computer assets. It becomes more difficult to evaluate the effectiveness of
security systems, conduct incident responses, or obtain a thorough overview of data and
user behaviour to spot unusual patterns and potential breaches when there is less
monitoring and control. (Reckman,2022)
 Downtime - One of the major drawbacks of cloud computing is downtime, which can be
a common occurrence. Service interruptions are always a risk since cloud computing
systems are internet-based and can happen for any reason. (Reckman, 2022)

How Cloud Computing Can Benefit Your Small Business (businessnewsdaily.com)

Discuss any five (5) elements that must be taken into account in order for
Human Resource Information Systems (HRIS) to be effective. (15)
Or
Discuss how a HRIS can lead to effective planning and productivity in an
organisation. (10)

Look at Nerusha’s question

A strong HRIS is essential for efficient workforce planning and increased employee productivity,
as stated by Tang et al. (1987). However in order for it to be an effective system the following
factors has to be taken into consideration

 Adequacy of information - This mostly focuses on the HR data that is accessible within
the company. The accuracy of the pertinent HR data that should be entered into the
databases for future decision-making should be emphasised by any business in order to
properly adopt an HRIS. When selecting the appropriate data to enter into the
organization's HRIS, HR managers and executives should use extreme caution. For
Example – limit the gender options to Male/Female/Transgender. (unknown, 8)
 Specificity- Even in cases where information cannot be quantified, it should nevertheless
be as detailed as feasible. Furthermore, the precise functions that will be used to
generate the system's outputs will also have an impact on an HRIS's success. What
 types of HR functions need to be automated through the usage of the HRIS must be
clear to the HR managers involved in its use.(unknown, 8)
 Relevance - the HRIS and its features should be tailored to the requirements of the
company. Therefore, a requirements assessment survey should be prioritised by the
software vendor before the programme is installed at the client's workplace. The team
responsible for the implementation must take into account the needs and the
requirements of the of the decision-makers. HRIS should thus concentrate on meeting
the demands of decision-makers and stakeholders rather than what the general public
finds appealing, intriguing, or easily accessible. The system must have the ability to
update data such as delete or refresh (unknown, 8)
 Comprehensiveness - From the perspective of the decision-maker, the information must
be comprehensive and include specifics on who, what, how, when, where, and why. It is
further important that the HRIS covers all aspects of the HR functions and procedures
within the organisation(unknown, 8)
 Reliability - The information must meet the criteria for authenticity and dependability
since it will serve as the foundation for important judgments. Furthermore, the
communication method must be the most satisfying and cost-effective in order to assure
efficacy. The information delivered must also be recent and reliable. In the end the
reliability of an HRIS is among its key requirements. The management should be able to
make critical choices on the management of the organization's human resources with
the help of the data gathered from an HRIS and the outputs produced. (unknown, 8)

https://egyankosh.ac.in/bitstream/123456789/6657/1/Unit-16.pdf
https://www.businessmanagementideas.com/human-resource-management-2/human-resource-
information-system/20000

With reference to the extract discuss the deficiencies in a manual HR system. (10)
A system called the Human Resources Information System (HRIS) is used to gather and keep
track of personnel data. Most of the time, an HRIS includes all essential features required for
complete human resources management (HRM). It is a system for learning and development,
performance management, Payroll and other relevant HR activities (Vulpen,Unknown) An HRIS
system is basically the integration of information technology with HR processes. (Perucci,2018)
There are a number of different reasons as to why a company would rather invest in a HRIS
system than carrying out these function manually which will be discussed in more detail below

 Accuracy - Manual systems provide constant pressure on employees of the HR

Department to be accurate in every aspect of their work, but no person is perfect and
everyone makes mistakes. With manual systems, the quality of service is dependent on the
person, and as a result, management is required to provide ongoing training for staff in order
to maintain employee motivation and ensuring that the proper processes are being followed.
Accidentally switching information can result in inconsistent data entry. This has the impact
of providing inaccurate information and information is unavailable for use in reporting.
(Breitmeyer,2015). Example. A new employee is employed within the company and upon
capturing of this personal details, the incorrect ID number and Tax number is captured
which will now result in incorrect reporting to the department of Labour and SARS
 Lack of Customer Service – As information is held in several locations, it can be
challenging to answer to employee inquiries. In certain cases, you may even need to locate
the responsible individual in order to respond. This can have a major impact if the
responsible employee that has all the information is out of the office, works part time.
(Breitmeyer,2015) For Example – An employee would like to know what is his overtime
hours that he has worked for the month, the payroll officer is off sick, so no one is able to
provide the information to the employee until the payroll officer returns to work. This can
lead to very frustrated and demotivated employees
 Duplication- With a manual system, there might be different personell within the company
that has the same information about the employees of the company. When information of a
specific employee changes it has to be changed in more than one place. (Breitmeyer,2015)
For Example – an employee changes his banking details, it now needs to be changed on
the Master employee information document, and then it has to be updated with payroll as
well, which will then result in the duplication of work.
 Difficulty of analysis – when reporting needs to be done, all information needs to be done
manually which can be time consuming because all the information might not be available in
one place and there is room for error because it needs to be done manually.
(Breitmeyer,2015) For Example – A report needs to be done on the leave balances of the
employees within the Company, the possibility is there that some leave was not captured at
all, leave forms are missing etc. The process of counting the leave days manually is very
time consuming and there is a possibility that some leave is not counted at all
 Possibility of Fraudulent Activities – Making use of a manual system opens the
opportunity for employees to commit fraud. (Breitmeyer,2015) For example – An employee
that is responsible for the engagement of employees can load a “ghost” employee so the
company can pay salaries for 50 employees where as they only have 49 actually working for
them.

The advantages or the benefits of a HRIS system is Firstly efficiency within the Human
Resources department is increased by the fact more work can get done within the department
with less bodies in the department. Secondly there is in increase in the effectiveness in that
information is more accurate and more easily available and this will lead to improved and better
processes (RSG 2022:150)

2.2 Explain the concept system unit. (10)

System Unit – this is the component of a computer that houses the main devices that carry out
operations and provide results for complex computations is called the system unit. The system
unit consist of a motherboard, and other parts as well as the housing for these components. The
motherboard is the core of a system. (O'Brien and Marakas, 2011:93) Actually, it is the
computer's brain. The system Unit is made up of The motherboard controls and manages the
whole system and is connected to other system components. One of the most crucial
components of a computer system. The system unit's primary internal hardware piece is the
motherboard. Because it includes all the connectors that link to the other hardware parts of the
computer system, this board is referred to as the "motherboard." This indicates that the
motherboard contains connections for all input and output devices. It further holds together a lot
of the essential parts of a computer, such as the memory, connections for input and output
devices, and the central processor unit (CPU). CPU or also known as the Central Processing
Unit. The CPU, which is attached to the motherboard through a slot and is responsible for all
activities carried out in the computer system, is sometimes referred to as the computer's brain
by users. Secondly – A computer system's main memory, or RAM, serves as a temporary data
storage facility. The data is retrieved randomly (in no particular order), which makes it simple for
the CPU to obtain the data. Because it permits random access to data, it can also speed up
computer functioning. Memory stores the operating system, application programmes, and data
that are currently in use so that the processor of the device may access them quickly. The
majority of the tasks that a computer is required to do are handled by this component.
(Unknown,2019). And Lastly the A hard disc or hard disc drive is a computer system's primary
storage component. Hard drives serve the primary purpose of permanently storing information,
files, and other documents in contrast to RAM, which only briefly stores data. Hard drives also
allow data to be recovered, but they are non-volatile.(Mindtool,2019)

https://www.minitool.com/lib/system-unit.html

Explain with the use of relevant examples the concept of network operating systems. (7)

An operating system known as a "network operating system" (NOS) is one that has unique
features for integrating computers and other devices into a LAN or Intra-network. A network
operating system is an operating system that enables communication between several
autonomous machines.

A group of personal computers connected via a local network, combined with a shared printer,
server, and file server for archive storage, constitute a typical configuration for a network
operating system.

Client computers utilize their own operating systems while not connected to the network. The
network OS may take over some operating system duties while connected to the network.
(RSG,2022:92)

Some of the features of the Network Operating system is

Support Component - Support is provided by network operating systems for the many
processors, software programmes, and hardware components that make up a network. The
systems manage requests for particular documents, the utilization of hardware, and user access
to the network. (Jahejo,2017)

Security - NOSs control user, computer workstation, and other device authentication and
authorisation when they access a network. The NOS stops the unauthorized user or machine
and records the intrusion attempt in its log files when someone attempts to enter a network. To
prevent users from installing unapproved software and hardware, the NOS also controls
software and hardware installations. (Jahejo,2017)

User Setup - User accounts are created by network operating systems, which also control who
may access the network and when. The systems also control who can access what files and
directories, who may access the network remotely, and how each user is presented with the
network's graphical user interface. (Jahejo,2017)

Printing and Filing Services - Network operating systems control all printing, storage, backup,
and duplicating services for machines and people connecting to a network, much like traditional
operating systems. The systems also manage port forwarding, internal web services known as
Intranet, access to the Internet, LAN, and WAN networks. NOS automatically filters files and
documents before printing them. Multiple users can transfer files and documents over the
network for printing, archiving, and other purposes. (Jahejo,2017)

Advantages

 strong central servers (Jahejo,2017)

 Servers are used to manage security issues. (Jahejo,2017)
 It is simple to add new technologies and upgraded hardware into the system. (Jahejo,2017)
 Remote server access is accessible from a variety of places and platforms. (Jahejo,2017)

Disadvantages

 Servers are expensive. (Jahejo,2017)

 For the majority of actions, the user must rely on a central site. (Jahejo,2017)
 Regular upkeep and upgrades are necessary. (Jahejo,2017)

The network OS is used by the network administrator, who is in charge of managing network
operations, to add and delete people, computers, and other devices from the network.
Additionally, the network administrator manages network security and instals applications using
the network operating system. (RSG,2022:93)

Discuss the importance of data integrity in relation to databases. (10)

In reality, data is just another name for information. One of every company's most important
assets is its data. Many contend that it is altering the course of history. Data may assist
businesses in a number of ways. It may increase their revenue. They can use it to better
effectively market themselves or to more precisely target their audience with adverts. Even a
disease's remedy can be discovered by them. A corporation is more likely to succeed if its data
is of higher quality. At this point, data integrity is crucial.
The correctness and consistency of data kept in a database or data warehouse are referred to
as data integrity. All of the properties that define a piece of data are required to be accurate for it
to be called to have "integrity," or complete structure. As a result, many people are interested in
how to attain data integrity.
Some individuals discuss the data's physical integrity. This is the process of keeping data
accurate and reliable while storing and gathering it in the best possible way.
On the other hand, logical integrity of data examines whether data is accurate and true in a
certain context. Constraints on data integrity are the guidelines used to keep your data's quality
high. Domain integrity or entity integrity are two examples of this. Employees must always have
access to reliable data. Data integrity is crucial since it ensures and safeguards your data's
ability to be searched for and linked back to its original source. When you guarantee good data
correctness and data safety, data performance and stability also enhance. It's crucial to protect
data integrity and guarantee data completeness. Most businesses cannot utilise compromised
data. Big data is included here. As businesses gather more and more data, protecting and
preserving its integrity has taken on top priority. Data has no value unless it is accurate and of
high integrity. When establishing connections between different data items, the value of
ensuring data integrity in a database becomes clear. It guarantees accurate and error-free data
flow from one step to another.

Data security and data quality are frequently confused with data integrity. These three ideas,
though linked, are distinct from one another.
Data security refers to the precautions taken to prevent unauthorised access to company data.
It comprises employing strategies and tactics to prevent unauthorised parties from accessing
your data or to make certain data available to the right people. Breach of data security can
endanger an organization's existence. The correctness and completeness of the data in the
database are the subject of data integrity, on the other hand. The protection of your data from
external or internal intrusions is the ultimate purpose of data security. This makes it one of the
many facets of data integrity, but it isn't comprehensive enough to include all the steps required
to maintain the integrity of your data over time. Similar to that, data quality is a significant aspect
of data integrity. Data quality makes sure that the information in your database complies with
the norms and needs of the company. In other words, it preserves a database's integrity. It then
records the results of applying a set of rules to a particular or comprehensive dataset in the
target database. Additionally, data accuracy, which expressly refers to the accuracy of recorded
information, is a measure of data quality. The difference between data correctness and data
integrity may be understood by considering data accuracy as one of the many areas under the
umbrella term of data integrity. (Naeem,2020)
Factors affecting data integrity
 Human Errors - The likelihood of mistakes, duplications, and deletions rises with manual
data entry. The results are frequently corrupted because the provided data frequently
does not follow the appropriate protocol or because manual entry errors might affect how
activities are carried out. All of these problems compromise data integrity. (Naeem,2020)
 Transfer Errors - If the data cannot be successfully moved from one location within a
database to another, a transfer error occurs. These issues often happen when a data
item in a relational database is present in the destination table but not in the source
table. (Naeem,2020)
 Bugs and Viruses - he integrity of data can also be jeopardised by viruses, spyware, and
malware accessing a computer and changing, erasing, or stealing data. (Naeem,2020)
Companies can ensure data integrity by
 Data cleaning and maintenance –the company to sure to regularly clean and maintain
their data, and establish a programme to make sure it gets done consistently.
(Luna,2020)
 Data maintenance training: teach your users how to input and maintain data, and hold
them responsible for the accuracy of the data. (Luna,2020)
 Data validation guidelines: Human mistakes are essentially impossible to prevent, no
matter how diligent you are. The values that users can enter into their system will be
limited and controlled by data validation criteria. (Luna,2020)

It is important that companies remember that if the information that is imported into a PC is
incorrect, the output will be incorrect

Example – Employee tax number is incorrectly loaded

https://www.rapidionline.com/blog/data-integrity-what-and-whyhttps://www.astera.com/type/
blog/data-integrity-in-a-database/

Explain each of the critical steps necessary for effective HRIS implementation. (10)
The management of employee data may require the use of HRIS systems. An integrated
system that provides information for management and HR to utilise in decision-making is known
as an HRIS, or human resource information system. To keep track of personnel information,
HRIS often uses one or more interconnected databases. Understanding the best ways to use
employee information and how to properly prepare for deployment are essential for getting the
most out of HRIS systems. (Carsen,2013)

Step 1 -Configure the HRIS for company’s for the company’s processes and policies

The majority of HR tasks may be completed with an HRIS, but businesses must tailor the
system to meet their unique requirements. At the start of the process there will be a project
team put together in order to evaluate all the steps of the system. In the HR Department can
include HR Administrator, HR Manager, Training Manager and Payroll Manager and
Administrator aswell as the HR Analyst. They will evaluate each step of the system in
comparison to what they do on a daily basis. Every HRIS, for example, supports the enrolment
procedure for recruitment team, salary, overtime and statutory payments for the payroll
department, on boarding for the training department etc, but the system is not customised with
the particular benefits and eligibility rules of the company. Reengineering of business processes
is a common component of HRIS installations, in various degrees. It seems logical that when a
company examines, records, and learns more about its actual business processes, it would also
take the time to enhance those processes or at the very least unify them across departments.
(Unknown, 2005) It is important for every company when they are choosing a HRIS system that
they ensure that the system support their day to day operations but also give the company to
opportunity to enhance or change their procedures. (Carsen,2013) For Example – the system
does support the recruitment process and it gives the company the opportunity to send
automatic regret letters to unsuccessful candidates instead of doing it manual.

Step 2 - Interface the data with other systems and convert the company’s historical data
into the new system

The majority of HRIS project teams allocate a number of individuals to interface the new HRIS
with other systems that depend on HR data as well as to transform historical data from the
current HR databases into the new HRIS. The majority of the time, team members will discover
that the existing HR data contains a sizable quantity of inaccurate, incomplete, or conflicting
data when they begin mapping historical data to the new system for conversion. The previous
employee data may not fit well into the new system since the new HRIS is set up for new,
reengineered, or simplified business processes. The business can then take the necessary time
to make sure that its Master data is updated and configured in order to be compatible with the
new system. (Unknown,2005). There is also the opportunity for the company to look at new
processes and procedures which means employees might have to do things differently as to
how they did it past. Usually before company implement the project team will do a pilot session
with a number of employee/managers of the specific department to test the new processes. The
team will then receive feedback and make the necessary changes where needed. If the new
processes are signed off it will be rolled out the rest of the business. The project team will
include things like training as part of change management for the new processes and/or
procedures (RSG. 2022:165)

Step 3 - Prepare for the system, including budgeting time and money for implementation,
training and communications

Implementation of a new HRIS can be a very costly exercise, and the company not only have
focus on the Hardware and implementation cost, but take into consideration the cost and time
related to the training, possible system glitches, change management communication cost etc.
(Unknown,2017)

The HRIS project team must monitor development not just with regard to the technical issues of
putting the HRIS into place, but also with regard to the more delicate matter of leading the
Company as a whole to embrace the new business procedures that come with the HRIS.
Usually, businesses underestimate the need for change management. Focus must be placed on
getting the company and the employees ready for the new HRIS from the start. Further to this
during the implementation phase, firms should also be determining what their support model will
look like. Companies need to remember that with the implementation of a HRIS there might be a
chance that the reporting or organizational model of the Human Resources department can
change and this must form part of the change management process. (Unknown,2005). These
are some of the aspects that needs to considered and included during the change management
processes and communication

Describe the core components of a training and development system. (10)

Training departments utilise training management systems to automate their training

management procedures. With the aid of this solution, managers may create, arrange, keep up,
and expand their training initiatives. It also functions as training tracking software, allowing
managers to plan, monitor, and evaluate their training programme for optimal effectiveness. A
training management platform is a wonderful method to plan training sessions, manage
recurrent training activities, and arrange resources and logistics. Businesses that use such
software to maximise their training will conserve time, resources, and money. In exchange, they
will have greater resources to develop a strong training programme that will be advantageous to
everyone. A training management system has the following core components:

 Resource Management - This is a key feature of TMS that enables the training
department to handle all the requirements for your training programmes. These
comprise your training staff, curriculum, class times, lesson plans, and other information.
The efficiency and efficacy of your training will rise if these materials are organised and
managed in a systematic manner. (unknown, 2022)
 Workflow Automation - Through triggers like registration confirmation and training
expiry alerts, a training management system makes it simple to automate email
messages. TMS technologies allow the training department to automate the
administrative aspects of training, freeing up time that can be used for managing and
evaluating learning. Areas of training management that don't require human interaction
are handled by this function. (unknown, 2022)
 Learner Management - Learners can be registered online, their databases can be
managed centrally, they can be guided through courses, given access to training
materials, and progress can be monitored. With the use of online training software, you
can also quickly pinpoint skill gaps and assess learning to continuously improve the way
you handle training. (unknown, 2022)
 The development system contains a number of regulations and processes in addition to
online technologies. The coaching staff is assisted by the complete development system
in regularly evaluating both the effectiveness of the development sessions and the
growth of the employee. Software, hardware, and the development policies of the firm
make up the development system. (RSG, 2022:175)
 Invoices – Systems can be setup in a specific way in order to generate invoices and pro
forma invoices once a person has completed their training. This will automatically
generate a total sales amount if used for internal purposes to determine total training
spend that will be used to submit as part of the Workplace Skills plan (unknown, 2022)

https://www.proprofstraining.com/blog/training-management-system/

Explain each of the following information system types:

Collaborative work (5) . A collaboration system is a collection of IT-based technologies that
facilitate the flow of information to members and teams of certain organisations. This enables
individuals to collaborate and exchange skills and ideas with other team members to complete
the assignment quickly and effectively. A collaboration system is made with one primary
objective in mind: to bring together workers or individuals working on related tasks, or even the
same job, in order to assist them finish their tasks and accomplish their intended goals. It is
essentially a multi-user software, which means that it might be used by several
people. However, in the recent years companies are rather making use of shared driver or
intranet where all the information is shared between employees and managers. Security
messures are further implemented so that not everyone within the organization can have access
for example to the HR drive but everyone has acess to general folder etc . Examples of
information that can be shared is Calendars, Messages, access data etc (Unknown, 2019)

https://www.computerbusinessresearch.com/Home/enterprise-resource-planning-and-
collaborative-systems/collaboration-system/

International information systems (5)

Because of the internet and technology businesses the opportunity has developed for
companies to conduct their business on an International Platform. International Information
systems are defined as distributed information systems which support similar business activities
in highly diverse environments and commonly found across country boundaries. Informational
Information systems are a general class of computer networks that operate in more than one
Nation. General international systems can be distinguished from more specific systems through
their linkage to functionality, the sole limiting criteria being the providing of informational support
to transactions that originate in one nation and terminate in another. The architecture of
international systems are not fixed but rather may be either centralized or decentralized on a
international basis. In this type of information system the important element is the existence of
data crossing international borders in support of a transaction, typically trade and commerce
data (Unknown, Unknown) The characteristics of an international environment include
multilingualism and multiculturalism, a variety of governments, a wide range of privacy and
intellectual property protection laws, a variety of telecommunications and other technology
standards, as well as a wide range of geographical conditions, time zones, and monetary
currencies. All of these elements have an impact on transborder data flow, which is the
movement of data across nations.(RSG 2022:36)
https://www.studocu.com/en-za/document/annamalai-university/business-management/
international-information-system/30812833

Differentiate between RAM and ROM. (5)

RAM is volatile memory, which means that when you restart or shut down your computer, the
data that was momentarily stored inside is deleted. Since information is stored electrically on
transistors, it is lost when there is no electric current. Each time you make a request for a file or
piece of information, it is either downloaded from the computer's hard drive or the internet.
Because the information is in RAM, it is always accessible whether you switch between
programmes or web pages. The memory is emptied when the computer is turned off until the
procedure is repeated. Users may easily upgrade, alter, or extend volatile memory. (Tye,2015)

Non-volatile memory, or ROM in computers, refers to data that is permanently held on a chip.
The memory writes data to individual cells using binary code rather than relying on an electric
current to do so. Non-volatile memory is utilised for components of the computer that are static,
including the software's initial boot-up phase or the firmware instructions that enable your printer
to function. ROM is unaffected by the computer being turned off. Users cannot make
modifications to non-volatile memory. (Tye,2015)

https://www.geeksforgeeks.org/difference-between-ram-and-rom/

Explain briefly how group decision support systems can aid productivity. (5)
In the event that a company would like to purchase new equipment there are a number of
people involved and they might be located in different areas of the country or the world. To bring
them together in order to have a face to face meeting is not practical and the company will loose
productivity of these relevant people involved because they will firstly have to travel to a central
location.
A company would then make use of a Group Decision Support system which is then described
as an interactive computer-based tool called a group decision support system (GDSS) helps
several decision-makers come up with answers to complex, unstructured situations. They are
built in such a manner that they combine the information from several users engaging with the
systems at the same time to make a conclusion.
The group decision support system's tools and methods enhance the quality and efficiency of
the group meetings. Some group decision-making procedures are supported by groupware and
web-based technologies for electronic meetings and videoconferencing, although their primary
purpose is to facilitate communication among the decision-makers and enhance productivity
within in the organisation.

Explain each of the steps in the transaction processing cycle. (10)

1) Entering the data – The first step in the transaction processing cycle is the capturing of
business information. (O'Brien and Marakas, 2011:280) For Example – A Cashier at a
retail company will scan the bar code of a product/s
2) Processing the data – The Transaction processing system will process the data in two
basic ways namely Firstly – batch processing like a credit card payments which is
processed at the end of the day. The banking for credit cards will be banked at the end
of the day. Secondly Real time processing where data is processed immediately when
the transaction occurs (O'Brien and Marakas, 2011:280 For Example – when the
Cashier scans the bar code the product the price is immediately displayed
3) Storing and updating the data (Data Base Maintenance) – this relates mainly as to how
data is stored within an organisation. The TPS storage will store in the data in the
company storage data base and update the company’s data base that reflects changes
that is the results from the day to day operations transactions that took place. (O'Brien
and Marakas, 2011:280) For Example – As sales take place via the POS and goods are
sold, the stock levels will be updated to give a true reflection of the amount of stock that
is still available to sell within the company. Or when going to a big retailer like Makro, a
customer is required to use a Makro Card, that Makro Card will have all the information
available on what a customer has bought which can then be used for Marketing
purposes by the marketing department
4) Document and Report Preparation – This is the output of the TPS in the form of various
documents and reports. (O'Brien and Marakas, 2011:280). The type of reports that will
be produced is depending on the requirements of the company. For Example – the case
of a POS system it will produce a receipt for the customer that contain all the information
of the sale. Other reports that might be requested is Inventory report or a sales report
5) User enquiry – Transaction processing systems has a variety of information that can
produced upon enquiry on the transaction processing activities that took place. (O'Brien
and Marakas, 2011:280) For Example – At the end of a promotion period the
 management team can obtain the total amount of a particular product that has been sold
during the promotion period. Another example can be, when a customer would like to
return a product, the information on the sale the company can go back into the records
of the company to check the information of the sale

Examine the purpose of Random Access Memory (RAM). (5)

RAM is volatile memory, which means that when you restart or shut down your computer, the
data that was momentarily stored inside is deleted. Since information is stored electrically on
transistors, it is lost when there is no electric current. Each time you make a request for a file or
piece of information, it is either downloaded from the computer's hard drive or the internet.
Because the information is in RAM, it is always accessible whether you switch between
programmes or web pages. The memory is emptied when the computer is turned off until the
procedure is repeated. Users may easily upgrade, alter, or extend volatile memory. (Tye,2015)

Discuss the concept of a solid state hard drive as opposed to utilising a traditional
hard drive for data storage. (10)
Solid-state drives, or SSDs, are a form of storage component found in computers. Permanent
data is stored on solid-state flash memory in this non-volatile storage medium. SSDs perform
the same fundamental tasks as a hard drive and are used in place of conventional hard disc
drives (HDDs) in computers. SSDs, however, are much speedier in comparison. The operating
system of the device will boot up more quickly, apps will load more quickly, and files may be
stored more quickly with an SSD. Anywhere that hard drives may be installed, SSDs are used.
Personal computers (PCs), laptops, computer games, digital cameras, digital music players,
cellphones, tablets, and thumb drives are just a few examples of consumer goods that utilise
them. Additionally, they have graphics cards built in. There is majority of the companies and
manufactures that would prefer to rather have a SSD built in than that Traditional Hardrive for
the following reasons
  Even the most powerful HDDs are thought to be slower than SSDs. Users often enjoy
much quicker startup times, and latency is also significantly decreased when using a
SSD.
 HDD failure rates are increased by its moving components. To make up for this, shock
sensors have been incorporated by HDD makers to safeguard drives and other internal
PC components. When a system is ready to tumble, this kind of sensor notices it and
takes action by shutting down the HDD and any other vital components. When
organisations make use of SSD’s this problem is eliminated because the SSD uses flash
memory that provides instant access to data.
 When data is divided up into multiple sectors on the disc, read performance of an HDD
may decrease. The disc is repaired through a process called defragmentation. Since
SSDs don't use magnetic storage to hold data, the read performance is constant
regardless of where the data is kept on the disc.
 Durability – the SSD are shock resistant and can handle heat better because it has not
moving parts
 There is very limited noise level at start up in comparison to the Traditional Hard drives

Additional Advantages and disadvantages

https://www.techtarget.com/searchstorage/definition/SSD-solid-state-drive

E-HRM is the planning, implementation and application of information technology for

networking and supporting at least two individuals or collective actors in their shared
performance of HR activities.
With regards to the above statement discuss the advantages and disadvantages of an
E-HRM system.

The process of a corporation combining its human resource department with information
technology especially created to assist with duties related to human resources is known as
electronic human resource management (E-HRM). Businesses may do this to simplify their
human resources (HR) departments and increase their cost and output efficiency. Staffing,
training, and payroll are a some of the several duties that E-HRM may manage. The installation
of software that can handle a variety of time-consuming duties frees up HR staff members' time
so they can focus on tactical decisions that will further assist in the growth of the company.
(JimB,2022)

Advantages
 E- HRM's goals are to increase service quality and efficiency while accelerating service
delivery. Since HRM may concentrate on important organisational components including
the organization's core goals. As a result, it provides employees and clients with better
services more quickly.
 Good for everyday tasks like maintaining records, managing a portfolio, and gathering
and storing pertinent information about the workforce. Given that it contributes to the
reduction of costs, time, and labour
 The E-HRM reduces the biasness in the workplace, which will then lead to happier
employees
 Cost Saving in that less paper and printing is required so the organization will save cost
and this will lead to less employees required in the department which means the
company will save on labour cost
 Efficiency may be attained by speeding up the distribution of paper work, improving the
accuracy of the data, and cutting back on unnecessary HR.

Disadvantages
 Illicit Access - One of the main drawbacks of implementing E-HRM is that data becomes
freely accessible to everyone, and anybody may obtain strategic information and use it
anyway they see fit without any permission. It is vulnerable to data loss, hacking, and
corruption.
 Specialized Knowledge - One of the benefits of E-HRM is that it may assist the company
in saving money on HR professionals, while it may also result in a rise in the demand for
technical workers knowledgeable in specialised technologies and functional areas.
 Data Entry Errors - E-performance HRM's is only as good as its end users and human
programmers.
 Low interpersonal contact: - EHRM adoption might alienate employees who require
human assistance since it lessens the need for managers to contact with employee
which can lead to demotivated and de-engaged employees
https://www.smartcapitalmind.com/what-is-electronic-human-resource-management.htm

http://journalglobal.in/uploads/paper/21.pdf

https://www.iedunote.com/e-hrm

Discuss briefly the importance of security and a Human Resource Information System. (10)v – If
questions is asked, add more information – this question is from the assisgnment

Security in a company are a top priority in order to protect personal and sensitive information of
both customers of the company and the employees of the company and it is regulated by a
variety of laws for example the POPI act. Personal and sensitive information can include but not
limited to ID numbers, Salary information, Credit Card Information. The information must not
only be secured from the people outside of the Company but there must also be a level of
security and protection of information within the Company. (RSG,2022:187) For example, not
all employees can have access to Salaries.

There is a number of different ways this can be done; Firstly, the access to location where the
servers with the Database Management System and application must be limited and only
authorized employees can have access to in order to prevent the actual equipment being
destroyed. Secondly; Access to the network and operating tools must be limited to prevent the
company systems being able to accessed from outside the Company. (RSG,2022:187) During
and even after COVID companies has moved away from employees having to be office bound,
however the work still has to be done, so in order to enable employees to work from any
location, still have access to the company systems and information and taking security risk in
mind, the employees have to connect to a Virtual Private Network (VPN). When an employee
then log into the VPN they are able to access their emails, SharePoint etc. (RSG,2022:188)

Management information systems allow for specific built “portals” that allow the internet to
access certain parts of the system in order to protect specific information. So the access an
employee has to the system is depending on their role. Access to this system can only be done
if the employee is connected to the VPN and/or connected to the company network within the
office. For Example – A learning administrator will only have access the learning part of the
system and will not be able to see salary information and leave balances, whereas the HR
Administrator might only have access to employee information but excluding management, but
a HR Manager will have access to all information but not to security settings etc

A company will also have firewalls and virus protection software implemented on all computers
and electronic devices in order to protect any person from outside the company accessing
company information

State any five (5) reasons for CAD/ CAM development. (5)

 Increased productivity since analysis, data storage, and retrieval took less time. (RSG
2022:26)
 The blueprints are simple to adapt to requirements. (RSG 2022:26)
 The ability to compare and contrast a wide range of design characteristics before choosing
the best one. (RSG 2022:26)
 A shared database. (RSG 2022:26)
 Lowers building expenses thanks to computer-generated 3D models. (RSG 2022:26)
 Greater customer reaction through accelerated product development. (RSG 2022:26)
 Boosts efficiency and communication between the design and production divisions (RSG
2022:26)

Discuss two (2) primary weaknesses of file processing systems. (10)

File Processing System (FPS) is a method for storing, retrieving, and altering data that is stored
in different files that is used in computer science.
Various documents are stored in files. Based on their classifications, all files are organised. The
file names are ordered correctly to make it simple to retrieve the files and are closely connected
to one another. To input, remove, alter, save, or update data in a file processing system, one
must be aware of the complete file hierarchy. There are two major weaknesses related to the
file processing system namely
  Data Redundancy- In a file processing system, the same data may appear in many files
in duplicate. Data redundancy means that Let's say there are two folders called
"students" and "library." All students enrolled in a college are listed by name, role
number, address, phone number, and other information in the file "students." The room
number and name of each student who checks out a book from the library are listed in
the file titled "library," along with details on the borrowed materials. One student's
information may be found in two files. Data inconsistency may also be a consequence of
this circumstance. A student's data might be different in two files if there is inconsistency.
For instance, if a student's address changes, both fles must be updated. It is possible
that the "students" file has been modified rather than the "library" file. In such case, the
data lacked consistency. (Devarin,2022)
 Isolated Data: The file processing system's data is kept in a variety of files. Writing new
application programmes to obtain the right data becomes exceedingly challenging. Let's
say the "students" file contains emails from students, and the "fee" file has information
on fees. In order to notify a student that the deadline for fee payment has passed, the
data from both files must be used. It is challenging to create this kind of list from several
files in a file processing system. (Devarin,2022)

More weakness on the link

https://www.ques10.com/p/67516/what-are-the-disadvantages-of-file-processing-1/?
Discuss the concept client server computing. (10)
The method used to transfer data from a server to a digital device is referred to as a client-
server model. The client-server model outlines a specific method through which devices access
data held on servers. It enables several clients to launch programmes or download data from a
single server, maintaining consistency across all devices. All industries that employ servers to
store and retrieve information use client-server models. Types of clients include Laptops,
Smartphones, Desktop Computers etc and Servers can include File Servers, Mail Servers,
Cloud Servers etc

Clients can access resources and services from a central computer using a client-server
network, which can be either a local area network (LAN) or a wide-area network (WAN), like the
Internet. A special server known as a daemon could be used for nothing more than to await
client requests; once this happens, the network connection is established and remains active
until the client request has been completed.
Client-server (north-south traffic) and server-to-server traffic are two types of network traffic
(east-west traffic). Email, file sharing, printing, and the World Wide Web are common network
services. The central management of programmes and data is a key benefit of client-server
networks.

There are 4 Main Categories of Client Server Computing namely

One-Tier architecture: comprises of a straightforward software running on a solitary machine
without the need for network connectivity.
Two- Tier Architecture: Client, server, and the protocol connecting the two tiers make up a
two-tier architecture
Three-Tier Architecture: consists of a presentation tier, also known as the user interface layer,
an application tier, also known as the service layer, which handles the specific processing, and
a data tier, which includes a database server and information storage
In an N-Tier architecture, an application is divided into logical layers that handle dependencies
and segregate duties from one another and physical tiers that operate on different servers,
increase scalability, and add delay due to the extra network traffic.

Clients are computer hardware or server software that make requests for resources and
services that a server makes available. Clients are often referred to as service requesters. The
three types of client computing are thick, thin, and hybrid.

 Thick Client: A client that offers extensive functionality, does the majority of data
processing on its own, and depends on the server only little. (Example – Modern PC)
 A thin-client server is a lightweight computer that significantly relies on the capabilities of
the host computer; the majority of any necessary data processing is handled by an
application server. For Example be a computer which only ever runs software as a
service applications accessed over the Internet.
 A hybrid client is one that combines the traits of a thin client and a thick client. It can
process locally but depends on the server to store persistent data.

Advantages
 The client-server architecture uses a scheduling system to prioritise client messages so
that servers may handle several requests at once.
  By using resources from other devices via a server, client-server models enhance the
capabilities of any computer.
 Since client-server network data is platform-neutral, it may be used on a variety of
devices.
 Client-server networks make it simpler to upgrade a server's functionalities without
affecting other operations.
 Data recovery is simpler with a client-server approach than it is with decentralised server
setups.
 Because client-server architectures often need less maintenance, they may enable an
organisation to save money.

Disadvantages

https://www.indeed.com/career-advice/career-development/what-is-client-server-model
https://www.heavy.ai/technical-glossary/client-server

1.2. Explain each of the following types of information systems:

1.2.2 Distributed Computing (5)
In a distributed computing model, various computers or nodes share the components of a
software system. The software components may be dispersed among several computers
located in various places, yet they operate as a single system. This is carried out to raise
effectiveness and output. To complete a certain task, the systems on several networked
computers connect and work together by exchanging messages. If the computers are located in
separate locations, distributed computing networks can be connected as local networks or over
a wide area network. In distributed computing systems, processors often operate in parallel.
Distributed computing places different phases in business processes at the most effective
locations on a computer network in business settings. (Gillis, Unknown)

Benefits of Distributed computing

 Performance. By having each machine in a cluster tackle various aspects of a work
simultaneously, distributed computing can increase performance. (Gillis, Unknown)
  Scalability. Clusters for distributed computing can grow by adding more hardware as
needed. (Gillis, Unknown)
 Redundancy and resilience. The same services can be offered by many computers. In
this manner, substitute machines might take over the service if one was unavailable. An
organisation can continue to function even if two computers in distinct data centres are
located in different locations and provide the same service. (Gillis, Unknown)
 Cost-effectiveness. Low-cost, off-the-shelf hardware is an option for distributed
computing. (Gillis, Unknown)
 Efficiency - Complex requests can be divided into manageable chunks and dispersed
among other systems. In this manner, the request is streamlined and processed in
parallel, shortening the computation time. (Gillis, Unknown)

https://www.techtarget.com/whatis/definition/distributed-computing
https://www.geeksforgeeks.org/types-of-distributed-system/

Executive Information System. (5)

A type of decision support system (DSS) called an Executive Information System (EIS) is used
in businesses to assist executives in decision-making. It accomplishes this by offering simple
access to crucial information required by a business to accomplish strategic objectives. A user-
friendly interface and graphical displays are typical features of an EIS.
Executive information systems may be used to track business performance in a variety of
organisational settings and to spot possibilities and issues.
It was found that in the past that executive information systems were computer-based
programmes created on mainframe computers to supply top executives of a corporation with
descriptions, sales performance, and/or market research data. However, not all executives were
literate or comfortable with computers. Additionally, EIS data only supported executive-level
choices, not necessarily those of the whole business or organisation. However, through local
area networks (LANs), which are supported by workstations and personal computers, current
EIS data is accessible throughout the organisation or enterprise. To assist in making choices in
their workplaces, departments, divisions, etc., employees have access to business data.
Employees are able to provide pertinent information and ideas both above and below the level
of their organisation thanks to this. (unknown, 2020)
Key Characteristics of EIS is (unknown, 2020)
 Detailed information - EIS offers precise information from its current database.
 Combine internal and external data - EIS combines internal and exterior data. the external
information gathered from different sources.
 Information presentation - EIS shows accessible data in graphical style, making it easier to
examine.
 Trend analysis: Executives at firms may make data predictions based on trend data with the
use of EIS.
 Simple to use—this system is very easy to use.

Advantages (unknown, 2020)

 Corporate performance will improve in the marketplace.
 Enhancing management leadership abilities enhances decision-making
 simple for top executives to utilise
 improved reporting process
 increased office effectiveness

Disadvantages(unknown, 2020)
 Due to technological features, not everyone can utilise it easily.
 Executives may have information overload and difficulty managing databases owing to
the volume of data
 Excessive expenses for small businesses

https://www.includehelp.com/MIS/executive-information-system-eis.aspx

Discuss each of the different maintenance needs of a Human Resource Information System

The failure to take into account continuous HRIS maintenance after adoption is a typical error
that many businesses make with HRIS. Many businesses make the simple assumption that the
human resources division will handle HRIS maintenance without giving the division any extra
time or personnel to assist with the process. Before installation is even finished, it is crucial to
make sure a strategy is in place for HRIS maintenance because failing to do so can have
severe effects like information breaches or losses. Maintaining the HRIS may be made easier
by knowing when to execute maintenance, what maintenance is required, and who should
complete duties.

It is still crucial to spot check the outcomes and the produced reports after the new HRIS has
been fully integrated, parallel testing has gone without a hitch, and the system appears to be
functioning without a hitch. Even if the new system is functioning exactly as planned, it's still
conceivable that mistakes may be made for a while due to unfamiliarity. After the introduction of
a new HRIS, spot checking reports often will assist guarantee that your data integrity is
preserved.

Monthly Maintenance Needs - HRIS systems should undergo maintenance at least once every
month to correct code and configuration errors and implement vendor maintenance upgrades.
Depending on the HRIS contract and the organisational structure, an internal HRIS specialist or
the vendor may do these adjustments and improvements. Training expenses and the
requirement for extra manpower should also be taken into account since system upgrades may
necessitate training for employees and supervisors.

Quarterly Maintenance Needs - The system's security access should be examined and adjusted
by internal or external experts around every three months. Managers should undertake reviews
to ensure that the system is still achieving goals and make improvements as necessary.
Additional installation steps should be implemented if necessary about three months following
HRIS adoption, but they shouldn't be required again.

Bi-Annual - To maintain data and dashboards well-organized and operating efficiently, outdated
reports, features, and functionalities should be removed from the system at least once every six
months. To stay up with technological advancements, new vendor items should be examined for
potential enhancements. An individual that is highly tech-savvy and knowledgeable about both
the organization's requirements and the technology in use should do these duties.

Annual Maintenance -The system should be examined at least once a year to ensure that all
necessary compliance requirements are being met. These requirements might alter if new law is
implemented, necessitating periodic maintenance in addition to yearly maintenance.
Additionally, terminated employee data are to be deleted once a year.

Maintenance after several years - To maintain data and dashboards well-organized and
operating efficiently, outdated reports, features, and functionalities should be removed from the
system at least once every six months. To stay up with technological advancements, new
vendor items should be examined for potential enhancements. An individual that is extremely
tech savvy and knowledgeable about both the organization's requirements and the technology
in use should do these tasks.

Vendor Conferences and Meetings

Meetings and conferences are frequently held by vendors, however the frequency of these
events might vary. Companies should show up to these conferences and meetings whenever
they happen for optimal outcomes. Meetings and conferences are frequently conducted every
three months, and both may be very educational and useful in keeping HRIS solutions up to
higher standards than would otherwise be achievable.

HR specialists at smaller businesses are now able to provide managers and employers data-
driven insights and guidance on operational expenses, difficulties, and changes that might help
the business survive and expand. Getting an HRIS could need some inventive planning, but it
will rapidly pay for itself by assisting the business in avoiding compliance fines and by
enhancing internal processes.

https://matchr.com/hris-software/maintaining-data-integrity-throughout-hris-implementation/

Discuss with the use of relevant examples the major components and activities
of an information system. (10) add examples – review and check with the girls

A system is made up of various parts (subsystems) that work together to accomplish certain
goals. A system's outputs represent the realisation of its goals. An information system is a
system that converts data resources into information products as output after accepting them as
input. (mbknol,2022)

To perform input, processing, output, storage, and control functions that transform data
resources into information products, an information system relies on the resources of people
(end users and IS specialists), hardware (machines and media), software (programmes and
procedures), data (data and knowledge base), and networks (communications media and
network support). (mbknol,2022)

People
All information systems depend on people to function. Users, who are those who use an
information system or the information it provides, include end users and IS specialists. They
might be managers, customers, clerks, salespeople, engineers, or engineers. Most of us are
end users of information systems.
Information system developers and operators are known as IS specialists. They consist of IS
managers, programmers, computer operators, systems analysts, and other technical and
administrative support staff. In a nutshell, programmers create computer programmes based on
the specifications of systems analysts, computer operators manage huge computer systems,
and systems analysts build information systems based on the information requirements of end
users. Managers are a additional group inside the organisation who make decisions about how
time, money, and other resources should be distributed for designing, implementing, and
maintaining the information systems within the organisation. (mbknol,2022)

Tasks
Four categories can be used to group work: tasks relating to internal communication inside the
organisation, tasks relating to internal decision-making, tasks relating to internal operations, and
duties relating to internal strategic management. (RSG 2022:17)

Information
Information is a term used to describe facts, figures, or other data that are important or practical
to a person in carrying out a task. These priceless bits of knowledge are organised and
displayed in some physical or digital form. (RSG 2022:17)

Organization
A business or other organization's goals, the jobs or activities it completes, and its
organisational structure can all be used to characterise it. (RSG 2022:17)

Environment
A business organisation must overcome challenges and possibilities presented by the global,
competitive business environment in order to succeed. (RSG 2022:17)
https://www.mbaknol.com/management-information-systems/components-of-an-information-
system/

Identify and describe the three (3) types of information that is required by managers throughout
the organisational structure. (10)
Or
What is the different categories of information ( also look at question on student portal)

A piece of data or knowledge communicated or acquired that is based on a specific event or

circumstance can also be referred to as information. Although the relevance of a piece of
information might range from being extremely crucial to occasionally being unneeded, it must
always be correct. The sole foundation of a company's management is its information system. It
involves planning, controlling, making decisions, and executing those decisions.
The information system is organised into three layers, namely Strategic, Tactical, and
Operational, to make this more obvious. There is a connection between these three levels.
(Yadav,2022)

Strategic - While operational information is required to determine how the given activity might
be carried out more effectively, strategic information is required to choose from the available
business possibilities. The strategic information aids in locating and assessing these
alternatives so that a manager may make well-informed decisions that differ from those of the
rivals and are not constrained by what they are doing or preparing to do. Only leaders are able
to make such decisions. Managers utilise strategic information to establish objectives and
priorities, launch new initiatives, and create guidelines for the procurement and utilisation of
business resources. For instance, high level managers may utilise information on the long-term
financial demands for ongoing and future initiatives of the firm while making decisions about
going public or approaching financial institutions for a term loan.
Strategic information is mostly in summary form, has a long-term view, is predictive in nature,
and significantly relies on external data sources. It might occasionally feature "what if"
situations. But the strategic information is not only outside data. (Chand, Unknown)

Operational -Operational information is relevant to the organization's everyday activities and is

thus helpful in exercising control over routine tasks. Lower levels of management need
operational information since they are in charge of such actions. At the lower levels of
management, for instance, information on the cash position is monitored and regulated on a
daily basis. Similar to this, in the marketing function, lower level managers utilise daily and
weekly sales information to track the performance of the sales force. It should be underlined that
operational information relates to actions that can be quickly measured against predetermined
standards. The operational information is mostly based on internal data sources and primarily
refers to present and previous performance. Operational information has a very low predictive
component and, if any, it only has a short-term horizon. (Chand, Unknown)

Tactical - Tactical information aids middle level managers in allocating resources and setting up
controls to carry out the organization's top level strategies. The intermediate levels of
management may need information, for instance, on alternate sources of funding and how they
might be used in the near term, chances to invest extra cash in short-term securities, etc.
The tactical information mostly focuses on short-term trends and is predictive in nature. It may
be both historical and present, and it may originate from both internal and external sources.
(Chand, Unknown)

Strategic information deals with the "what" and "why" of an information system that is tied to a
company's to-do goals for the future, which is the primary distinction between strategic and
tactical information. Tactical information, on the other hand, deals with the "how" of such plans'
implementation. (Yadav,2022)

It should be kept in mind that every sort of information has a place in good management. The
requirement for each type of information varies depending on the level of management. So,
even the chief executive officer of a corporation may utilise certain operational information.
The percentage of each type of information required by managers at various levels of the
management hierarchy determines the differences. (Chand, Unknown)

https://www.yourarticlelibrary.com/management/level-of-management-types-of-information-that-
are-required-at-different-levels-of-management/10209

https://askanydifference.com/difference-between-strategic-and-tactical-information/

1.3 Explain the concept enterprise resource planning. (5)

A form of software known as enterprise resource planning (ERP) is used by enterprises to
manage routine business operations including accounting, purchasing, project management,
risk management and compliance, and supply chain management. Enterprise performance
management software, which aids in planning, budgeting, forecasting, and reporting an
organization's financial outcomes, is also a component of a full ERP suite.

ERP systems facilitate the exchange of data between several corporate activities and tie them
all together. ERP systems avoid data duplication and ensure data integrity with a single source
of truth by gathering an organization's common transactional data from several sources.

The use of ERP solutions also improves communication and information sharing between the
various departments and the rest of the business. It gathers data on the activity and condition of
various divisions and makes it accessible to other portions so that they may make efficient use
of it.
By connecting data regarding manufacturing, finance, distribution, and human resources, ERP
solutions may aid a company in becoming more self-aware. An ERP solution may avoid
expensive duplications and incompatible technology since it integrates the many technologies
utilised by each division of a firm. Accounts payable, stock control, order tracking, and customer
databases are frequently integrated into one system during the process.

Benefits of ERP
Single source of truth - Utilize prebuilt analytics to get a complete picture of your company's
financial performance and a better understanding of profitability, expenses, and revenue. Critical
financial KPIs, such as the current ratio, quick ratio, debt-to-equity ratio, net working capital, and
inventory turnover, to mention a few, are measured in real time by prebuilt analytics.

Flexibility - Modern ERP's integrated yet modular architecture enables you to implement what
you want at the precise moment that you require it. You choose the pace and decide which
business issues are dealt with first, such as updating your finances, assisting with corporate
planning, or enhancing your logistics etc

Increases Productivity and Accuracy - By integrating and automating corporate operations,

redundancies are removed, increasing accuracy and productivity. Additionally, departments with
integrated processes may synchronise operations to provide results more quickly and
effectively.

https://www.oracle.com/za/erp/what-is-erp/
https://www.investopedia.com/terms/e/erp.asp

Explain the concept of an expert system. (10)

An expert system (ES) is a knowledge-based information system that serves as an expert
adviser to end users by drawing on its understanding of a particular, difficult application area. By
drawing conclusions about the knowledge stored in a specialised knowledge base in a manner
analogous to a human, expert systems give solutions to queries in a relatively narrow field of
application. In order for expert systems to offer decision assistance to end users in the form of
counsel from a subject-matter expert consultant in a particular issue area, they must also be
able to articulate their thought process and findings to a user. (O'Brien and Marakas, 2011:425)
A knowledge base and software modules that draw conclusions from the knowledge in the
knowledge base and transmit responses to user inquiries are the components of an expert
system. (O'Brien and Marakas, 2011:425)
Knowledge Base - The knowledge base of an expert system includes information on a particular
topic area as well as rules that convey the expert's thought processes. (O'Brien and Marakas,
2011:426)
Software Resources - An inference engine and other tools for enhancing knowledge and
interacting with users are included in a software package for expert systems. (O'Brien and
Marakas, 2011:426)
An interactive computer-based session in which the answer to a problem is investigated while
an expert system serves as a consultant to an end user is required to utilise an expert system.
The user is questioned by the expert system, it searches its knowledge base for information
such as facts and rules or other knowledge, it is asked to explain its thinking, and it provides the
user with expert advise in the field they are researching. Expert systems are employed in a wide
range of applications, and it is anticipated that the number of applications will keep growing.
However, it should be remembered that expert systems frequently serve one or more general
purposes. (O'Brien and Marakas, 2011:427)

Advantages
In a computer-based information system, an expert system records the competence of an
expert or group of experts. As a result, it can solve problems better than a single human expert
in many cases. This is due to the fact that an expert system is quicker and more reliable, has
access to the expertise of several experts, and is not easily worn out or distracted by a heavy
workload. Expert systems also aid in the preservation and replication of expert knowledge. They
enable a business to hold onto an expert's knowledge before she departs the firm. The software
and knowledge base of the expert system can then be replicated to share this expertise.
(O'Brien and Marakas, 2011:427)

Disadvantages
Expert systems' key drawbacks include their narrow focus, inability to learn, maintenance
issues, and high development costs. Expert systems are only particularly good at tackling a
narrow range of issues. They utterly fail when it comes to tackling issues that call for in-depth
knowledge and creative problem-solving. They excel at certain operational or analytical tasks
but struggle with making arbitrary managerial decisions. (O'Brien and Marakas, 2011:428)
Expert system development and upkeep may be time-consuming and expensive. Some
applications may not yield the returns anticipated because the expenses of knowledge
engineers, wasted expert time, and hardware and software resources may be too costly. Expert
systems can't be maintained by themselves; rather than learning from experience, they need to
be taught new information and adjusted when new expertise is required to keep up with
changes in their respective fields. (O'Brien and Marakas, 2011:428)
Although expert systems have practical uses, these applications have been few and particular
due to the constrained knowledge base of these systems, as was previously mentioned. An
humorous illustration of this is the user who determined that his rusted-out old automobile
probably had measles by utilising an expert system created to identify skin illnesses.
Additionally, most programmers and engineers understood that most expert systems were
simply more complex versions of the decision logic found in the majority of computer
programmes once some of the novelty of them had worn off. (O'Brien and Marakas, 2011:428)

3.1 Discuss the role of a central processing unit with regards to personal computers. (10) –
check to add more and make related to Personal computer
A personal computer is a device that is capable of handling all input, processing, output, and
storage functions independently. A CPU, memory, and one or more input, output, and storage
devices are all components of a personal computer. They frequently include a
telecommunication device as well. The PC and Mac are two common types of personal
computers. Different operating systems are used by these two kinds of computers. The
Windows operating system is often used on PCs and PC-compatible devices. Typically, Apple
computers use the Macintosh operating system.
Central Processing Unit, or CPU. This area of a computer manages the information and
operations of all of the device's physical parts. It transmits commands from the hardware to the
software of a computer. It is sometimes referred to as a central processor, processor, or
microprocessor. A computer's inputs are sent to the CPU. The instructions are carried out by
the CPU, and the related output receives the results. The CPU is essentially the brain of a
computer. It receives and processes the required data, which enables the computer to work.
Arithmetic logic unit (ALU), control unit (CU), and memory unit are the three primary
components of a CPU. The arithmetic logic unit performs calculations and logical operations
when a CPU receives input instructing it to do so. If the instructions call for anything to be
retrieved from memory, the control unit will locate the information and convert it from binary to
the desired output format. If the input's only purpose is to store data, the memory unit receives
the data and stores it there.
ALU - The arithmetic and logic unit is known as an ALU. Decision-making, logical, and
mathematical procedures are handled by this unit. There are two primary sections or functional
groupings in this unit. The addition, subtraction, multiplication, and division mathematical
operations are completed by the arithmetic section. The logic component completes actions
such as choosing, matching, comparing, and integrating data and information.
CU - The director of operations is the control unit (CU). The input is read and evaluated at this
point. When necessary, it transfers data to the ALU, memory unit, and other places. It converts
information into binary in order to store it and transmits commands to a variety of output
devices. All input and output devices are coordinated by the control unit. It sends information
and commands to other CPU components.
Micro Processor - A microprocessor is a single, integrated computer chip that houses the CPU's
control unit as well as its arithmetic and logic units. Having a microprocessor has several
advantages since technology is advancing. They are affordable, require little power, are
compact and portable, have a low failure rate, and depending on the software, the same chip
may be used in several configurations.
Explain the purpose of utility programs with regards to an operating system
environment. (10) -review

All systems and applications on a computer system that keep it working are referred to as utility
software. The utility software on a computer consists of parts that help the operating system to
organise, maintain, and manage its performance under all conditions. In addition to supporting
the computer's architecture, this kind of software is distinct from application software, which
carries out tasks for the user. Utility software may need the consent of a user with administrative
rights on the computer before executing its duties or being replaced.

An operating system and a collection of utility apps are often installed when manufacturers
create a computer. Despite the fact that the user can install other utility applications, this piece
of the utility software is frequently regarded as a component of the operating system.

There is a number of different Utility programmes namely

 Antivirus Programmes - Malicious files called viruses can harm both the hardware and
software of a computer. In order to identify the presence of dangerous threats, antivirus
software continuously scans the files that are being loaded onto the computer's discs.
This kind of utility software routinely examines all of the files and deletes any dangerous
files that could be hiding or causing issues with the computer. Indeed,2022
 System Monitoring Software - A computer system's performance and resources are
evaluated by system monitoring software. It continuously runs to perform evaluations of
how the operating system and other infrastructure elements interact. Additionally, it
could offer suggestions for enhancing system performance. (Indeed,2022)
 Disk Defragmentation - Defragmentation is a procedure that aids in reducing file
system fragmentation. Utility applications work by grouping files together and arranging
the data on the disc. Additionally, by utilising compaction to produce a lot of free space,
it helps prevent fragmentation from occurring again. This occurs when an operating
system cannot allocate storage space in a single unit.
 Search Utility - Using the parameters you provide, a search tool is a software that tries
to locate a file on your computer. The criteria may include a word or words included in a
 file, the date the file was generated or updated, its size, its location, its name, its creator
or artist, or other comparable characteristics. Search tools may browse through files
such as documents, images, audio, and other types of media. There is a built-in search
feature in Windows 10. There is a Search box in each window of Explorer and on the
Start menu where you may input your search terms. (RSG 2022:94)

https://www.techjockey.com/blog/utility-program-and-functions#file_management
https://study.com/academy/lesson/systems-software-utility-software-device-drivers-firmware-
gui.html

https://www.indeed.com/career-advice/career-development/utility-software

Describe the function of a file manager. (5)

Tools for managing files on a computer system are called file management tools. Since all data
is saved in files, files play a crucial role in the system. As a result, this utility programme aids in
browsing, searching, organising, discovering information, and swiftly previewing system files.
A form of system software called a utility software, often known as system utilities, aids in the
correct and efficient operation of a computer system. Additionally, they help the operating
system manage, organise, maintain, and maximise a computer system's performance. A file
management system's capabilities are constrained. Additionally, they work on a file or a
collection of files. They may also be known as file managers.

Function of File Managers is

 Keeping track of each file - Through directories that include the file's name, position in
secondary storage, and other crucial information, the system's File Manager maintains
track of each file. (Unknown,2019)
 Using the policies that specify where & how the files will be kept is necessary to make
the most use of the storage space and to grant access to the files. (Unknown,2019)
 It contains a set of established regulations that specify how the user will be allowed to
access the files and where and how they will be kept. It must also decide who has
access to what information. This entails protecting the information and allowing for
flexible access to it. By giving the user access to shared files and public folders, this is
 accomplished. The operating system must safeguard its files from system failures and
file manipulation. (Unknown,2019)
 Allocating each file as soon as the user is given access to it, and tracking usage. As the
file is loaded into main memory and the relevant secondary storage device is activated,
the File Manager updates the information of who is utilising which file. (Unknown,2019)
 When a file's purpose is fulfilled and it is no longer required, it should be deleted. It
should also be made known to those who are waiting for it that it is available.By updating
the file tables and putting the revised file onto secondary storage, it dealslocates the file.
After that, it communicates with other processes to let them know that the file is now
available. (Unknown,2019)

https://www.geeksforgeeks.org/responsibilities-of-a-file-manager/

In the context of business, information technologies perform five information functions. Discuss
each of these functions. (15) -

In many firms, information technology has grown to be a significant driving factor. These firms
are looking to acquire IT solutions that will enable them to market their goods and services
successfully. For instance, organisations or corporations may transfer information more quickly
and efficiently by using the Internet to coordinate various tasks. Additionally, they sell their
goods and services online. Information technology has impacted a wide range of industries,
including business and education.

Acquisition is The process of gathering information about an incident that is significant to the
organization. For instance, online retailers like AMAZON.COM employ internet cookies to record
information about a customer's website purchases. In this instance, they utilise this information
to provide website suggestions to users for products based on their past orders. Additionally,
Google.com employs internet cookies to keep track of the websites and online material we
search for. They then use this information to recommend advertisements that are catered to our
interests. Because this information is used to customise services based on users' needs, many
online businesses employ internet cookies to collect data in order to increase sales and
enhance service.
Processing - is a process that adds value to information by organising and manipulating it in
ways that make it more helpful to organisation and end users. This requires for the conversion,
analysis, computation, and production of all data and information. Following data collection, the
system must reorganise the data in accordance with the purposes for which the organisation
intends to utilise it. For instance, when an online store uses their website to collect information
about your prior purchases. When a user returns to that e-store in the future, their system will be
able to arrange the information about pricing, goods of interest, categories of interest, time since
purchase, etc. and will utilise this information to offer appropriate products.

Storage and retrieval - is a process that regularly gathers information for use later and then
locates the information saved when needed. In order to use the information later, it must be
saved. The finest illustration is Facebook.com. This is a social network that links individuals, but
when a person registers, they must disclose their hobbies, occupation, and background details
like their previous educational institution, etc. Facebook will then employ this data to
recommend buddies to that user. The second deception is that Facebook will continue to utilise
the same data to offer advertisements to this person. Advertisers may utilise their platform to
create customised ads based on user interests, geography, and sex. The user enters all of
these information upon registering.

Presentation - is the practise of presenting information in a format and media that the user will
find valuable. For Example by generating and presenting reports

Transmission - is the action of transferring data and information to numerous areas. Data
transmission can take place via cables or it can be wireless
https://useoftechnology.com/importance-functions-information-technology/

The database approach addresses many of the weaknesses associated with file
processing systems. List and describe any five (5) strengths of the database
approach. (15) information below is the same as the textbook

No redundant data - Data normalisation removes redundant information. No data duplication

reduces storage needs and speeds up access.
Improved data integrity - Users alter one file rather than several files when they edit data in the
database. As a result, the database technique reduces the likelihood of creating discrepancies,
increasing the data's integrity.

Shared Data - The entire organisation owns the data in a database system and shares it,
typically across a network. The security settings used by organisations that utilise databases
often specify who may access, add to, change, and remove the data in a database.

Easier Access - Data is managed by database systems in a way that makes it readily available
and responsive quickly. Even with a large database, the DBMS may still offer quicker data
access and updating.

Flexibility - Systems for handling files can be more versatile than database systems. Because
DBMS systems are scalable, the size of the database may be changed depending on the
quantity of storage needed. Without affecting the consistency of the data, it also enables the
creation of new tables and the deletion of existing ones.

Reduced Development Time - The creation of applications that employ the database technique
is frequently simpler and quicker.
https://anydifferencebetween.com/file-processing-system-vs-database-approach/

https://beginnersbook.com/2015/04/dbms-vs-file-system/

Describe the nature and function of local area networks, wide area networks
and metropolitan area network. (15)

Computers may connect to the Network and interact with one another through any means. The
three main types of networks for operating over the region they cover are LAN, MAN, and WAN.
Both of their differences and commonalities exist. One of the biggest variations is the region
they each serve, i.e. The smallest area is covered by LAN, followed by MAN and WAN, which
each cover bigger areas
Local Area Network – LAN
Personal computers and workstations may share information, resources, and software thanks to
the local area network, or LAN, which links network devices. The TCP/IP protocol uses a private
addressing method to connect the collection of devices and computers via a switch or stack of
switches. In comparison to other computers on the local network, private addresses are
distinctive. At the edge of a LAN, routers link the network to the wider WAN. Due to the small
number of computers connected, data transfers extremely quickly. The connections must by
definition be made using fast and reasonably priced hardware (Such as hubs, network adapters,
and Ethernet cables). LANs are privately owned and only have a few kilometres of coverage in
terms of size. It can be used for a house, a hospital, a school, or an office building. LAN is
simple to develop and keep up with. Coaxial and twisted-pair wires make up the LAN
communication medium. Because it travels a small distance, inaccuracy and noise are kept to a
minimum. While bigger LANs can support hundreds of computers, the smallest LAN may only
employ two computers. For greater speed and security, a LAN normally depends mostly on
cable connections, while wireless connectivity can also be a part of a LAN. This network has
greater LAN fault tolerance and reduced congestion. LANs are frequently employed in isolated
locations where individuals need to exchange resources among themselves but not with the
outside world. For Example - Imagine working in a workplace where everyone should be able to
access files stored on a single server and print documents to one or more central printers.
Everyone who works in the same office should find it simple to complete such duties, but you
wouldn't want someone who is simply going outside to be able to use their mobile phone to
send a document to the printer! A local area network, or LAN, is referred to as a wireless local
area network, or WLAN, if it is totally wireless.

Metropolitan Network Area – MAN

A LAN's coverage area is smaller than that of a MAN, or metropolitan area network, which
covers a greater region. It links two or more distant computers that are located in the same or
other cities but are nonetheless connected. It may function as an ISP and covers a vast
geographic region (Internet Service Provider). MAN is intended for users who require fast
connectivity. MAN has a wide variety of Mbps speeds. A Metropolitan Area Network is
challenging to create and keep up. A MAN has less fault tolerance, and the network is also
more congested. It is expensive and could or might not be owned by a single company. MAN
has a modest data transmission rate and propagation latency. Data is sent through wire/cable
and a modem through MAN. A cable TV network in a city or the portion of the telephone
company's network that may provide a client a high-speed DSL line are examples of MANs.

Wider Network Area – WAN

A wide area network, or WAN, covers a very broad area, such the whole planet or a whole
nation. Multiple smaller networks, like LANs or MANs, can be found within a WAN. The most
well-known public WAN is the Internet. Virtually as well as physically setting up a WAN. A VLAN
is created when a WAN virtually connects many different LANs. It resembles a LAN of LANs in
this regard. The WAN is a potent instrument that offers interfaces to the Internet as well as
enabling access to systems that may be dispersed around the world, which is important given
today's rising usage of remote work connections. A VPN, or virtual private network, is one way
to connect to a wide area network. This makes it possible to connect to the WAN securely,
defending your device and data from intrusion. Fiber optic serves as the backbone for numerous
WAN configurations in addition to virtual connections.

https://www.guru99.com/types-of-computer-network.html - advantages and disadvantages

https://www.geeksforgeeks.org/types-of-area-networks-lan-man-and-wan/
https://study.com/academy/lesson/types-of-networks-lan-wan-wlan-man-san-pan-epn-vpn.html

Discuss any five (5) features of a modem. (10) add description and try find more information
online
 The modem's speed is expressed in bps, or bits per second. The technique of data
compression can be used to speed up data transport. (RSG,2022:124)
 whether the modem we are using has an auto-answering feature. Then, even when we
are not around, our modem can answer calls. RSG,2022:124)
 In essence, modems operate in two modes. One is for voice, while the other is for data.
A modem functions like a standard phone while in voice mode. However, the modem
behaves as a Simple modem in data mode. These modems contain a switch that may
be used to change the mode, such as from voice mode to data mode and back again.
The modem has a loud speaker and a microphone for voice communication.
RSG,2022:124)
 Data compression is a feature that certain modems provide. In order to increase data
transfer speeds, these modems compress data before sending. However, the data must
 be decompressed at the receiving end using a modem that uses a similar technique.
RSG,2022:124)
 There are two different types of modems
o Internal Modems - Internal modems are essentially chips with a modem built in.
These are installed in the computer's PCI slots. For internal modems, there is no
requirement for an external power source. These modems are powered by the
PC's power source. Their PC installation is really easy to do. RSG,2022:124)
o External Modems - An external modem must be connected to a PC through a
serial cable. These modems have independent power sources. These modems
are controlled independently. RSG,2022:124)

Describe any five (5) human resource information system implementation

data checklist. (15) - information is from the Student Guide - 165
 Personal INfomration - Information on an employee's dependents, basic contact
information, demographics, and emergency contacts.
 Benefits Administration - Plans, online open enrollment, premium calculations, eligibility,
and benefit statements are all included in the administration of benefits. Total cost for
medical aid and corporate benefits
 Total Compensation Information such as basic pay, additional compensation, planning
resources, and pay grades. Include the background on each of the employees as well, if
the information is available
 Leave arrural, leave balances, time off requests etc
 Employee Development – training attendance, development plans etc

Discuss the advantages of using virtual reality systems for the organisations emergency fire
training program. (10)

Many sectors are being transformed by virtual reality. While many people still believe that virtual
reality technology is primarily used for amusement, training is one of its most useful
applications. Virtual reality fire training is an excellent illustration of this. In order to prepare for
potential circumstances, firefighters might employ VR systems. Below are some of the
advantages of virtual reality training
Safe Training Environment - Due to its immersive nature, live fire training is incredibly
successful, but it exposes participants to deadly heat, smoke, chemical risks, and other
dangers. With little exposure to the dangers, virtual training provides supplementary instruction
for high-risk, low-frequency circumstances. It provides firefighters with risk-free, realistic training
scenarios without necessarily impacting the effectiveness of the programme. Instructors may
design effects that mimic fire, smoke, and the sounds that go along with it using simulation. The
situation is extremely realistic, giving trainees a surge of adrenaline and forcing them to come
up with reaction plans while always keeping them in a safe atmosphere.

Reduction in the Cost of Training - One of the biggest threats to appropriate training is a small
budget. This is due to the high expense of purchasing a reusable building for live fire training,
which prevents smaller fire teams from providing frequent live fire training to their staff.
These issues may be readily solved via virtual training, which enables firemen to practise in a
variety of settings. It offers a reasonably priced way to change the material for various settings,
portable equipment for simple transportation, and the adaptability to fit any training goal.

Highly visual form of learning - By simulating real-life events, virtual technology strives to
enhance the audience's sense of presence and entire immersion in the event. Due to the
capacity to conduct training in completely immersive settings, the learners can more thoroughly
experience psychological stress, anxiety, and danger during scenario practise. This significantly
improves firefighters' environmental readiness, decision-making abilities, and task execution
when exposed to actual emergencies. The training is made more valuable by the opportunity to
fully immerse oneself in environmental situations like fire and smoke.

Data Recording and Playback - One of the most effective features of virtual training software is
the capability to record and replay student actions. Due to the nature of the extremely important
and stressful circumstances these occupations are done in, reflective thinking and rethinking of
plans in highly dynamic environments is a vital talent for employment in the emergency
response area. Trainees can split up duties and responsibilities in groups and improve
communication skills through virtual training. After each activity, the instructors replay the tape,
give commentary on each participant's unique performance, and discuss potential solutions.
With the help of this technique, students develop response plans for pressing situations and
obtain deep insights into their performance.
Better and Faster Learning- When compared to traditional training techniques, virtual training
not only saves time, lowers hazards, and dramatically improves training outcomes. The majority
of studies assessing the usefulness of the technology have discovered that it speeds up
learning, boosts information retention, and decreases learning time. To create realistic settings
that are more interesting for students, instructors might employ virtual training software. This is
due to the fact that learners may repeat tasks, keep track of their activities, and get immediate
feedback.

https://www.vectorsolutions.com/resources/blogs/advantages-of-virtual-reality-training-in-fire-2/

https://www.vstepsimulation.com/assets/uploads/2020/04/White-Paper-The-benefits-of-virtual-
training.pdf

Contrast between computer hardware and computer software. Substantiate you answer with
relevant examples (10)
The primary distinction between hardware and software is that the hardware refers to the actual
parts of a computer, whilst the software is an instruction set that tells a computer how to carry
out a certain operation.

Hardware
The actual parts that make up a computer are referred to as hardware. These elements can be
touched. Input devices, output devices, secondary storage devices, and internal components
are additional categories for hardware.
 Input Devices – This hardware is components that send data to the Computer. For
Example – Keyboard, Mouse
 Output Devices - The peripheral devices that receive data from the computer are known
as output devices. For Example – Printer
 Secondary Storage Devices – these devices are devices that store information until it is
deleted or overridden- CD, DVD, Memory Stick
 Internal Components - The parts that are directly connected to the computer's main
functions are known as its internal components. motherboard, CPU, RAM, and ROM
Software
Software is a collection of applications created to do a task. An ordered list of instructions
makes up a programme. System software and application software are the two primary
categories of software.
 System Software - System software enables a computer's operation, control, and
expansion of its processing power. Hardware and application software both require this
programme to function. They serve as the intermediary between users and the
hardware. Typically, system software is created by computer manufacturers. Operating
systems, compilers, assemblers, interpreters, and device drivers are a few examples of
system software. Task management, memory management, file handling, hardware
management, and many more tasks are carried out by an operating system. A high-level
programme is transformed into machine code that is comprehensible by machines
through compilers and interpreters. The assembly language programme is translated
into machine code by an assembler. Device drivers regulate and keep an eye on a
particular device's functionality, such a printer.
 Application Software -Application software is created to satisfy a particular user need.
Here are some examples of application software. Document creation is possible in Word
documents. Excel allows Spreadsheets allow you to maintain financial information. Data
in databases are maintained with the use of database management systems (DBMS). In
addition, there is application software created to assist with certain tasks within an
organisation. To keep track of personnel information, businesses utilise human resource
management systems. For Example - VIP.
In addition to these, utility software is another sort of software. This kind supports the
computer's tasks. For Example – Anti Virus etc

Difference between the two

 Categories - Input devices, output devices, secondary storage devices, and internal
components are the four primary kinds of hardware. System software and application
software make up the two primary categories of software.
 Tangibility – Hardware is tangible, whereas software is intangible
 Durability – hardware wears out, whereas Software does not whereout but becomes
outdated and glitches can occur
 Development – Hardware is manufactured whereas Software is engineered
 Security – hardware cannot be affected by Virusses whereas software can
https://pediaa.com/difference-between-hardware-and-software/
https://www.geeksforgeeks.org/difference-between-hardware-and-software/
https://byjus.com/free-ias-prep/difference-between-hardware-and-software/

Data stored in a public cloud is often seen as one way small businesses can afford current
technology.
Discuss the advantages and disadvantages of a small business using a cloud database
 Cost saving – The Company saves loads of money by using cloud infrastructure instead of
buying and maintaining expensive hardware. As a result, capital expense and total cost of
ownership expenditures are significantly decreased. When a company would like to expand
the company don’t necessarily need to spend money on equipment, space, utilities, or a
sizable data centre. The company may take use of the staff's experience at your cloud
provider, so there are no need big IT teams to manage the companies cloud data centre
operations, so it is a reduction in Personnel Cost. Cloud also lowers expenses associated
with outages. Since downtime is uncommon with cloud systems, the company won't need to
invest time and resources in resolving any problems that might cause downtime.
(Reckman,2022)
 Unlimited Storage Capacity in that depending on the availability, performance, and
frequency of data access, the cloud has almost infinite capacity to store any sort of data in
different cloud data storage formats. As a general rule, the cost of storage increases as data
availability, performance, and frequency of access increase. By developing and improving a
cloud cost structure strategy, a corporation may dramatically cut the cost of cloud storage
while still achieving its cloud data storage business objectives. (Reckman,2022)
 Mobility in that with the help of smartphones and other mobile devices, cloud computing
enables mobile access to company data, which is a terrific method to make sure that no one
is ever left out of the loop. This function allows employees with hectic schedules or who
reside far from their offices to stay immediately informed about clients and co-workers. With
only a few clicks, resources in the cloud may be quickly saved, retrieved, restored, or
analysed. As long as the employee have an internet connection, users may access their
work whenever and whenever they choose, on any device, and from any location in the
globe. Additionally, all updates and upgrades are carried out automatically and off-site by
the service providers. The responsibilities of the IT team are significantly reduced as a result
of time and team effort savings in system maintenance. (Reckman,2022)
 Control in that Cloud enables the company to have complete visibility and control over their
data. The company can easily decide which employees will have what level of access to
what data. This gives the company control, but it also streamlines work since employees will
easily know what documents are assigned to them. It will also increase and ease
collaboration amongst departments and employees. Since one version of the document can
be worked on by different people, and there’s no need to have copies of the same document
in circulation. (Reckman,2022)
 It provides data security whereby, regardless of size or sector, the security of a company's
data is one of its top priorities. The income, customer loyalty, and brand positioning of a
corporation can all be completely destroyed by data breaches and other cybercrimes. The
cloud has various cutting-edge security technologies that ensure data is handled and kept
safely. By limiting access to critical information to those workers who need it, features like
granular permissions and access control via federated roles help reduce the attack surface
for unscrupulous actors. (Reckman,2022). Providers of cloud storage adopt fundamental
security measures for their systems and the data they handle, including encryption, access
control, and authentication. (Reckman,2022)

Disadvantages of Cloud Computing

 Cloud computing relies on an internet connection - Cloud computing services need to

be connected to the internet by definition. Team won't be able to access the cloud
applications and data they need to do their task if your connection is erratic or slow.
Additionally, frequent lags, errors, and downtimes caused by a shaky internet connection
may lower their productivity. This cloud computing flaw may be readily fixed by ensuring
your team has access to a reliable, fast connection. (Reckman,2022)
 Implementation requires training - Any new technology implementation calls for staff
training and the creation of a successful troubleshooting procedure both before and after the
launch. Staff members may first show opposition, especially those who are not accustomed
with cloud computing. (Reckman,2022)
 It reduces visibility and control - While the usage of the cloud can save the business time,
money, and effort by eliminating the need to manage sophisticated infrastructure, such as
servers, it also means that the company have less control over your organization's software,
systems, and computer assets. It becomes more difficult to evaluate the effectiveness of
security systems, conduct incident responses, or obtain a thorough overview of data and
 user behaviour to spot unusual patterns and potential breaches when there is less
monitoring and control. (Reckman,2022)
 Downtime - One of the major drawbacks of cloud computing is downtime, which can be
a common occurrence. Service interruptions are always a risk since cloud computing
systems are internet-based and can happen for any reason. (Reckman, 2022)

How Cloud Computing Can Benefit Your Small Business (businessnewsdaily.com)

Explain how Transaction Processing Systems are used to support business processes in an
organisation and depict an example of a Point-of-Sale Transaction Processing System to
motivate your answer. (15)
A Transaction is an event that occurs in any primary activity of a business. Transaction
Processing System (TPS) is a piece of business equipment made up of computer hardware and
software that houses an application that performs transactions in the course of conducting or
starting a business and thus support the operations of the system. A TPS system actually
collects, saves, modifies, and retrieves data transactions in a company. A TPS further secures
the success of each transaction by storing, transferring and receiving data via a database.
Within a retail store, the Point of Sale will be the example of a TPS which processes credit
cards, produces receipts, receives and hold cash (Antoneko,2022)

The TPS processing cycle consist of 5 steps namely

Source: businesstechweekly.com
 1) Entering the data – The first step in the transaction processing cycle is the capturing of
business information. (O'Brien and Marakas, 2011:280) For Example – A Cashier at a
retail company will scan the bar code of a product/s
2) Processing the data – The Transaction processing system will process the data in two
basic ways namely Firstly – batch processing like a credit card payments which is
processed at the end of the day. The banking for credit cards will be banked at the end
of the day. Secondly Real time processing where data is processed immediately when
the transaction occurs (O'Brien and Marakas, 2011:280 For Example – when the
Cashier scans the bar code the product the price is immediately displayed
3) Storing and updating the data (Data Base Maintenance) – this relates mainly as to how
data is stored within an organisation. The TPS storage will store in the data in the
company storage data base and update the company’s data base that reflects changes
that is the results from the day to day operations transactions that took place. (O'Brien
and Marakas, 2011:280) For Example – As sales take place via the POS and goods are
sold, the stock levels will be updated to give a true reflection of the amount of stock that
is still available to sell within the company. Or when going to a big retailer like Makro, a
customer is required to use a Makro Card, that Makro Card will have all the information
available on what a customer has bought which can then be used for Marketing
purposes by the marketing department
4) Document and Report Preparation – This is the output of the TPS in the form of various
documents and reports. (O'Brien and Marakas, 2011:280). The type of reports that will
be produced is depending on the requirements of the company. For Example – the case
of a POS system it will produce a receipt for the customer that contain all the information
of the sale. Other reports that might be requested is Inventory report or a sales report
5) User enquiry – Transaction processing systems has a variety of information that can
produced upon enquiry on the transaction processing activities that took place. (O'Brien
and Marakas, 2011:280) For Example – At the end of a promotion period the
management team can obtain the total amount of a particular product that has been sold
during the promotion period. Another example can be, when a customer would like to
return a product, the information on the sale the company can go back into the records
of the company to check the information of the sale

Advantages of a Transaction processing system

There are a number of advantages for a company using a transaction processing system
namely Firstly; For all of an organization's revenue-related operations, it is a very quick and
cost-effective. (Antoneko,2022) Secondly; The information is stored and reflected when needed
without any chance of information loss. (Antoneko,2022) Thirdly; The system is fairly easy to
use and understand, which will lead to increased effectiveness/productivity of employees which
can result in improved business performance(Antoneko,2022). Fourthly; provides management
with up to date and real time information in order to make business decisions (Antoneko,2022).
Lastly – It will lead to improved customer service as due to the quick response time and
effectiveness

Describe the benefits of information systems in an organisation? (10)

A Company must fully utilise the capabilities of their company's information system to reap its
full rewards. Information systems become important when they process data from corporate
sources to provide data that is helpful for managing your operations. The compnay may utilise
the information in new ways or add more data to make it more accurate to boost the usefulness
of the information system. (Markgraf, 2019)

Below are some of the benefits of information systems for a company

Information Storage - Every company requires records of its actions in order to identify the root
of issues and implement appropriate fixes. Storage of operational data, communication logs,
documents, and modification histories may be done with the help of information systems. The
organisation will spend a lot of time searching for certain data if manual data storage is used.
Data is stored in a comprehensive and complex database by a high-quality information system,
which makes locating it much easier. With the use of this data, a firm may anticipate costs and
determine how specific decisions would influence the bottom line. (ECPI, Unknown)

Easier Decision Making - A business may spend a lot of time and effort making decisions
without an information system. To supply all the required information and simulate the outcomes
for improved decision-making, however, IS makes it easier. The management team may
determine the best course of action and complete the duties using the information system.
When there are a number of viable options, the information system may be utilised to simulate
various outcomes by computing important metrics like costs, sales, and profits. In this manner,
you may identify the alternative that will produce the best outcomes. (ECPI, Unknown)
New Products and Services - Any business that wants to advance and ensure its future must
acquire a wider viewpoint via the use of a carefully planned and integrated information system.
The IS facilitates the analysis of independent processes, such as information, to generate value
goods or services and structured labour activities. Consequently, by examining how a firm
develops, produces, and markets its goods and services, an IS may offer a business a
competitive edge. This indicates that the immediate objective will be the major emphasis. (ECPI,
Unknown)

Accessing Information and Work Efficiency - Depending on the information the company have,
the organisation will conduct its operations differently. Information systems can provide more
up-to-date and comprehensive information, enhancing business operations. The business can
employ information systems to outbid rivals on price or set themselves apart by providing
superior customer service. Sales statistics allow you to stock or develop products that are
selling well while also providing insights into what customers are purchasing. The business can
simplify their operations with the help of the information system. (Markgraf,2019)

Improved Communication - With the use of an information system, employers and workers may
interact more quickly and efficiently. Emails are quick and efficient, but using information
systems is more successful since papers are kept in shared folders that all employees can view.
This indicates that information moves both ways, from management to lower-level staff.
Additionally, lower-level employees become knowledgeable and actively participate in crucial
decision-making, which minimises the need for middle managers. Employees who have a direct
voice in decision-making are driven and committed to their work. (Markgraf,2019)

https://www.ecpi.edu/blog/reasons-why-information-systems-are-important-for-business-today

https://www.ecpi.edu/blog/how-do-information-systems-help-organizations-thrive

“SOFTWARE IS MORE IMPORTANT THAN HARDWARE”

2.1. Critically discuss the statement above. (15)

The primary distinction between hardware and software is that the hardware refers to the actual
parts of a computer, whilst the software is an instruction set that tells a computer how to carry
out a certain operation.
Hardware
The actual parts that make up a computer are referred to as hardware. These elements can be
touched. Input devices, output devices, secondary storage devices, and internal components
are additional categories for hardware.
 Input Devices – This hardware is components that send data to the Computer. For
Example – Keyboard, Mouse
 Output Devices - The peripheral devices that receive data from the computer are known
as output devices. For Example – Printer
 Secondary Storage Devices – these devices are devices that store information until it is
deleted or overridden- CD, DVD, Memory Stick
 Internal Components - The parts that are directly connected to the computer's main
functions are known as its internal components. motherboard, CPU, RAM, and ROM
Software
Software is a collection of applications created to do a task. An ordered list of instructions
makes up a programme. System software and application software are the two primary
categories of software.
 System Software - System software enables a computer's operation, control, and
expansion of its processing power. Hardware and application software both require this
programme to function. They serve as the intermediary between users and the
hardware. Typically, system software is created by computer manufacturers. Operating
systems, compilers, assemblers, interpreters, and device drivers are a few examples of
system software. Task management, memory management, file handling, hardware
management, and many more tasks are carried out by an operating system. A high-level
programme is transformed into machine code that is comprehensible by machines
through compilers and interpreters. The assembly language programme is translated
into machine code by an assembler. Device drivers regulate and keep an eye on a
particular device's functionality, such a printer.
 Application Software -Application software is created to satisfy a particular user need.
Here are some examples of application software. Document creation is possible in Word
documents. Excel allows Spreadsheets allow you to maintain financial information. Data
in databases are maintained with the use of database management systems (DBMS). In
addition, there is application software created to assist with certain tasks within an
organisation. To keep track of personnel information, businesses utilise human resource
management systems. For Example - VIP.
 In addition to these, utility software is another sort of software. This kind supports the
computer's tasks. For Example – Anti Virus etc

Difference between the two

 Categories - Input devices, output devices, secondary storage devices, and internal
components are the four primary kinds of hardware. System software and application
software make up the two primary categories of software.
 Tangibility – Hardware is tangible, whereas software is intangible
 Durability – hardware wears out, whereas Software does not whereout but becomes
outdated and glitches can occur
 Development – Hardware is manufactured whereas Software is engineered
 Security – hardware cannot be affected by Virusses whereas software can

I tend to disagree with the above mentioned statement because the one cannot operate without
the other. As outlined in the above, in order for any electronic device to work for example a
computer- there has to be hardware and software

Identify the data needs that should be stored for each employee and how would the company
use it (12) Page 144 RSG

 Personal Records – Keeps track all of the information of the employees as to when the
employee was employed, emergency contact details, telephone number etc which is
outlined by the law

 Recruitment and Selection - This programme takes care of all the business' hiring
requirements. It keeps track of applicant data and resumes, enabling recruiters to
connect job vacancies with qualified applicants from the applicant pool of the business,
and aids in directing the recruiting process.

 Employment Equity – the system will be able to keep track of the equity within the
organisation that is required for reporting purposes aswell as provide information as to
how which areas the company is lacking in order to achieve the equity targets

 Salary Administration- the system will provide the company assist the company with
leave administration, salary increases, payments, bank details changes etc
  Pension Administration – keeps track of contributions, beneficiaries, disability payments
etc

 Employee Relations – the company will capture all of the employee relations events on
the system whereby the company can go back to in the event of conduct to ensure that
progressive discipline is followed by the company. This can also be used for reporting
when the company has more than branch, whereby information like CCMA referrals etc
is captured on

 Benefits - The HRIS's benefits management feature is another one. Benefits for
employees are a crucial component of compensation and are also controlled under this
system. This will collate all the information regarding beneficiary, contributions etc

 Compensation - The payroll system automates how employees are paid. This system is
frequently used to input contractual data as well as information on new recruits,
sometimes combining it with time and attendance data, and at the conclusion of each
month, payments orders are generated.

 Training and Development - When it comes to personnel management, learning and

growth are important components. This module enables HR to keep track of the
employees' training, credentials, and abilities as well as a list of the courses the business
offers its employees. When used alone, this module is frequently referred to as an LMS,
or learning management system. An LMS typically has accessible e-learning options as
well as additional courses that employees may take.

 HR Planning – the system keep track of the activaties that is taking place within the
company. It will further assist the HR Department with planning for seasonal workers etc

 Health and Safety- the system keeps track of any Health and safety that needs reporting
as outlined by the law. It will further keep track of any Injury on Duties and their progress
etc

 Medical Records- Keeps track of any medical information

Discuss the advantages and disadvantages of traditional local databases and cloud-

based databases. (15)

Cloud Databases
By creating databases with an intuitive, self-service user experience, a cloud database is a
computer component that makes data provisioning, configuration, and administration easier for
enterprises. The company easily increase data privacy and security. Improved agility,
application stability, and performance benefit end users. Platform-as-a-Service (PaaS) and
Infrastructure-as-a-Service (IaaS) are the two options for hosting cloud databases

Advantages of Cloud Computing

 Cost saving – The Company saves loads of money by using cloud infrastructure instead of
buying and maintaining expensive hardware. As a result, capital expense and total cost of
ownership expenditures are significantly decreased. When a company would like to expand
the company don’t necessarily need to spend money on equipment, space, utilities, or a
sizable data centre. The company may take use of the staff's experience at your cloud
provider, so there are no need big IT teams to manage the companies cloud data centre
operations, so it is a reduction in Personnel Cost. Cloud also lowers expenses associated
with outages. Since downtime is uncommon with cloud systems, the company won't need to
invest time and resources in resolving any problems that might cause downtime.
(Reckman,2022)
 Unlimited Storage Capacity in that depending on the availability, performance, and
frequency of data access, the cloud has almost infinite capacity to store any sort of data in
different cloud data storage formats. As a general rule, the cost of storage increases as data
availability, performance, and frequency of access increase. By developing and improving a
cloud cost structure strategy, a corporation may dramatically cut the cost of cloud storage
while still achieving its cloud data storage business objectives. (Reckman,2022)
 Mobility in that with the help of smartphones and other mobile devices, cloud computing
enables mobile access to company data, which is a terrific method to make sure that no one
is ever left out of the loop. This function allows employees with hectic schedules or who
reside far from their offices to stay immediately informed about clients and co-workers. With
only a few clicks, resources in the cloud may be quickly saved, retrieved, restored, or
analysed. As long as the employee have an internet connection, users may access their
work whenever and whenever they choose, on any device, and from any location in the
globe. Additionally, all updates and upgrades are carried out automatically and off-site by
the service providers. The responsibilities of the IT team are significantly reduced as a result
of time and team effort savings in system maintenance. (Reckman,2022)
 Control in that Cloud enables the company to have complete visibility and control over their
data. The company can easily decide which employees will have what level of access to
what data. This gives the company control, but it also streamlines work since employees will
easily know what documents are assigned to them. It will also increase and ease
collaboration amongst departments and employees. Since one version of the document can
be worked on by different people, and there’s no need to have copies of the same document
in circulation. (Reckman,2022)
 It provides data security whereby, regardless of size or sector, the security of a company's
data is one of its top priorities. The income, customer loyalty, and brand positioning of a
corporation can all be completely destroyed by data breaches and other cybercrimes. The
cloud has various cutting-edge security technologies that ensure data is handled and kept
safely. By limiting access to critical information to those workers who need it, features like
granular permissions and access control via federated roles help reduce the attack surface
for unscrupulous actors. (Reckman,2022). Providers of cloud storage adopt fundamental
security measures for their systems and the data they handle, including encryption, access
control, and authentication. (Reckman,2022)

Disadvantages of Cloud Computing

 Cloud computing relies on an internet connection - Cloud computing services need to

be connected to the internet by definition. Team won't be able to access the cloud
applications and data they need to do their task if your connection is erratic or slow.
Additionally, frequent lags, errors, and downtimes caused by a shaky internet connection
may lower their productivity. This cloud computing flaw may be readily fixed by ensuring
your team has access to a reliable, fast connection. (Reckman,2022)
 Implementation requires training - Any new technology implementation calls for staff
training and the creation of a successful troubleshooting procedure both before and after the
launch. Staff members may first show opposition, especially those who are not accustomed
with cloud computing. (Reckman,2022)
 It reduces visibility and control - While the usage of the cloud can save the business time,
money, and effort by eliminating the need to manage sophisticated infrastructure, such as
servers, it also means that the company have less control over your organization's software,
systems, and computer assets. It becomes more difficult to evaluate the effectiveness of
security systems, conduct incident responses, or obtain a thorough overview of data and
 user behaviour to spot unusual patterns and potential breaches when there is less
monitoring and control. (Reckman,2022)
 Downtime - One of the major drawbacks of cloud computing is downtime, which can be
a common occurrence. Service interruptions are always a risk since cloud computing
systems are internet-based and can happen for any reason. (Reckman, 2022)

How Cloud Computing Can Benefit Your Small Business (businessnewsdaily.com)

Traditional Local Databases

For the last 30 to 40 years, businesses and organisations have mostly stored and processed
their data using traditional data systems, such as relational databases and data warehouses.
Although there are other data warehouses and technologies, these conventional systems still
hold the majority of company data. Traditional systems are created from scratch to work with
data that has mostly been structured data.

 Physically on Site – full control: The Company have complete control over your storage
infrastructure since your local storage server is physically on-site. The company can
define data quotas, buckets for certain users, construct file trees, configure permissions
for user access, and create data quotas. This capability is still accessible in the cloud,
but when your storage servers are housed in office or home, you may put more stringent
security measures in place. Additionally, the danger of infiltration into your systems is
reduced by having your data on-site. Hackers do not attack physical storage servers as
frequently as they do cloud storage providers.
 Local systems can easily be changed: The infrastructure of the firm can be expanded if
more storage space is required. They can upgrade the components in their storage
server if they company require it to perform better. No unexpected fees or guessing is
required to determine what cloud storage plan they will want in three, six, and beyond
months.
 No Wifi is required - For local storage, unlike the cloud, there is no need for an internet
connection. You don't have to be concerned about slow internet, lost connections, or
general unreliability since you can access your data whenever you need it. Additionally,
there are no extra fees for downloading their own data, or how much it would cost to
upload more of it. Except, of course, when the company need to expand their storage
capacity. Local storage, however, is typically more dependable and always available.

Disadvantages
  Local storage requires physical space and oftentimes specialized IT staff - Having the
storage solutions on-site might occasionally call for the knowledge of qualified IT staff.
To ensure that your data is always accessible, the cloud automatically backs it up and is
"operating" in the background at all times. The storage devices need to be configured
with certain redundancies and/or performance mechanisms, which calls for the
assistance and specialised services of IT specialists. The reasons the cloud is used can
be attributed to the fact that not every firm has the resources to afford this or the existing
employee bandwidth to manage it all.
 Risk of Internal unwanted access – The company must ensure that their storage servers
are physically located at their site and are placed there in accordance with their physical
security policy. They should be kept away securely in separate rooms or at the very least
in an area with low traffic. Additionally, local storage poses a higher risk of data
manipulation since it lacks the essential firewalls and encryption that cloud services
frequently offer, which reduces the likelihood of that data falling into the wrong hands.
Whether it comes from an outside source or a resentful employee who wants to hurt
someone
 Higher upfront costs to local storage- Beginning with cloud storage is less expensive
than beginning with on-premises alternatives. In particular, cloud storage might become
prohibitively expensive if the company only use it to backup their data and don't
necessarily need to view or download it on a regular basis (cold storage). Additionally,
the require more physical storage the more data they have. Therefore, the initial cost of
installation and management may be a hindrance.

https://carbidesecure.com/resources/cloud-storage-vs-local-storage-19-pros-and-cons/

Describe the type of information and typical software used at the three major different levels of
management and draw a diagram illustrating your answer. (15)
(Source – guru99.com)

A piece of data or knowledge communicated or acquired that is based on a specific event or

circumstance can also be referred to as information. Although the relevance of a piece of
information might range from being extremely crucial to occasionally being unneeded, it must
always be correct. The sole foundation of a company's management is its information system. It
involves planning, controlling, making decisions, and executing those decisions.
The information system is organised into three layers, namely Strategic, Tactical, and
Operational, to make this more obvious. There is a connection between these three levels.
(Yadav,2022)

Strategic - While operational information is required to determine how the given activity might
be carried out more effectively, strategic information is required to choose from the available
business possibilities. The strategic information aids in locating and assessing these
alternatives so that a manager may make well-informed decisions that differ from those of the
rivals and are not constrained by what they are doing or preparing to do. Only leaders are able
to make such decisions. Managers utilise strategic information to establish objectives and
priorities, launch new initiatives, and create guidelines for the procurement and utilisation of
business resources. For instance, high level managers may utilise information on the long-term
financial demands for ongoing and future initiatives of the firm while making decisions about
going public or approaching financial institutions for a term loan.
Strategic information is mostly in summary form, has a long-term view, is predictive in nature,
and significantly relies on external data sources. It might occasionally feature "what if"
situations. But the strategic information is not only outside data. (Chand, Unknown).
In Summary- information at this level is used by the most senior management within the
organisation and they make use of information gathered from Operational and tactical level to
make their decisions.

Senior management uses decision support systems to make complex decisions. Both internal
(such as transaction processing systems and management information systems) and external
systems provide input to decision support systems. Decision support systems' primary goal is to
offer unique, ever-changing challenges with answers.
Decision-support systems provide answers to issues such;
 What effect will doubling the factory's output lot have on the productivity of the workers?
 How will a new rival entering the market affect our sales?
 Decision support systems are highly interactive and employ complex mathematical
models and statistical methods (probability, predictive modelling, etc.) to deliver
solutions.

Examples of decision support systems include;

Systems for financial planning give managers the ability to assess different strategies for
reaching objectives. Finding the best method to accomplish the goal is the aim. For instance,
the formula Total Sales less (Cost of Goods + Expenses) is used to determine a company's net
profit. Senior executives will be able to make adjustments to the values for total sales, cost of
products, etc. using a financial planning system to examine the impact of decisions on net profit
and determine the best course of action.

Bank loan management systems are employed to assess the borrower's creditworthiness and
forecast the possibility that the loan will be repaid.

Tactical - Tactical information aids middle level managers in allocating resources and setting up
controls to carry out the organization's top level strategies. The intermediate levels of
management may need information, for instance, on alternate sources of funding and how they
might be used in the near term, chances to invest extra cash in short-term securities, etc.
The tactical information mostly focuses on short-term trends and is predictive in nature. It may
be both historical and present, and it may originate from both internal and external sources.
(Chand, Unknown)
The middle management make use of Management information systems - Tactical managers
utilise management information systems (MIS) to track the organization's present performance
status. A management information system receives its input from a transaction processing
system's output. The tactical managers utilise the reports that the MIS system generates to
monitor, regulate, and forecast future performance by routinely analysing the data with
algorithms that aggregate, compare, and summarise the findings.
For instance, data from a point of sale system may be utilised to examine trends in the sales of
both successful and unsuccessful items. Future inventory orders may be made using this
information, increasing orders for goods that are performing well and decreasing orders for
underperforming products.
Examples of management information systems include;

 Sales management systems – they get input from the point of sale system
 Budgeting systems – gives an overview of how much money is spent within the
organization for the short and long terms.
 Human resource management system – overall welfare of the employees, staff
turnover, etc.

The semi-structured decision is the tactical manager's responsibility. The tactical managers
make judgement decisions based on their knowledge and the information provided by MIS
systems to anticipate how much inventory or items should be ordered for the second quarter
based on the first quarter's sales

Operational -Operational information is relevant to the organization's everyday activities and is

thus helpful in exercising control over routine tasks. Lower levels of management need
operational information since they are in charge of such actions. At the lower levels of
management, for instance, information on the cash position is monitored and regulated on a
daily basis. Similar to this, in the marketing function, lower level managers utilise daily and
weekly sales information to track the performance of the sales force. It should be underlined that
operational information relates to actions that can be quickly measured against predetermined
standards. The operational information is mostly based on internal data sources and primarily
refers to present and previous performance. Operational information has a very low predictive
component and, if any, it only has a short-term horizon. (Chand, Unknown).
Operational Level make use of Transaction processing systems which are further defined as
A Transaction is an event that occurs in any primary activity of a business. Transaction
Processing System (TPS) is a piece of business equipment made up of computer hardware and
software that houses an application that performs transactions in the course of conducting or
starting a business and thus support the operations of the system. A TPS system actually
collects, saves, modifies, and retrieves data transactions in a company. A TPS further secures
the success of each transaction by storing, transferring and receiving data via a database.
Within a retail store, the Point of Sale will be the example of a TPS which processes credit
cards, produces receipts, receives and hold cash (Antoneko,2022)

 Point of Sale Systems – records daily sales

 Payroll systems – processing employees salary, loans management, etc.
 Stock Control systems – keeping track of inventory levels
 Airline booking systems – flights booking management

https://www.guru99.com/mis-types-information-system.html

Describe two (2) types of information systems that can enable efficient managerial
decision making. (10)

Management support systems are information system applications that put a strong emphasis
on delivering data and assistance to managers so they may make informed decisions. It is a
challenging undertaking to provide data and assistance for decision-making by different sorts of
managers and company experts. From a conceptual standpoint, various decision-making duties
are supported by many primary types of information systems:

Senior management uses DECISION SUPPORT SYSTEMS to make complex decisions. Both
internal (such as transaction processing systems and management information systems) and
external systems provide input to decision support systems. Decision support systems' primary
goal is to offer unique, ever-changing challenges with answers.
Decision-support systems provide answers to issues such;
 What effect will doubling the factory's output lot have on the productivity of the workers?
 How will a new rival entering the market affect our sales?
  Decision support systems are highly interactive and employ complex mathematical
models and statistical methods (probability, predictive modelling, etc.) to deliver
solutions.
An interactive conversation software programme, a database, and a model basis make up a
decision support system's components namely

 Database - The database contains both internal corporate data from master files and
data from outside sources. Internal data on sales performance statistics and external
data on new product innovations are two examples (RSG)
 Model Base - This is a collection of models that may be used to alter and analyse the
data as needed. For instance, the model base may consist of econometric models that
can be used to predict how inflation would affect consumer demand or it can consist of
an accounting model that can be used to create financial reports. The model base's
capacity to mimic the environment is a key feature. For instance, if inflation were to rise,
the model base might forecast, using an existing database, how much interest rates may
increase.
 User Interface - This third element, which typically consists of a terminal connected to a
mainframe computer, allows the user to interface with the decision support system.

The Decision support system further consist of

Group decision support system - The acronym for the group decision support system is GDSS.
It is a system that promotes decision-making and was created and organised in a way that
allows the individuals who make up a group to engage with one another and reach a consensus
on a certain course of action. It supports a variety of group decision-making processes,
including file sharing, integrating individual and group viewpoints, communicating, simulating
collective actions, and any other activity that calls for participation from the group.
https://www.hrpub.org/download/201309/csit.2013.010205.pdf

Geographic Information system - is a unique kind of decision support system made to deal with
maps and other satellite information. Many managerial decisions that require spatial information
are supported by a GIS.
Examples of decision support systems include;
Systems for financial planning give managers the ability to assess different strategies for
reaching objectives. Finding the best method to accomplish the goal is the aim. For instance,
the formula Total Sales less (Cost of Goods + Expenses) is used to determine a company's net
profit. Senior executives will be able to make adjustments to the values for total sales, cost of
products, etc. using a financial planning system to examine the impact of decisions on net profit
and determine the best course of action.

Bank loan management systems are employed to assess the borrower's creditworthiness and
forecast the possibility that the loan will be repaid.

The middle management make use of Management Information Systems - Tactical managers
utilise management information systems (MIS) to track the organization's present performance
status. A management information system receives its input from a transaction processing
system's output. The tactical managers utilise the reports that the MIS system generates to
monitor, regulate, and forecast future performance by routinely analysing the data with
algorithms that aggregate, compare, and summarise the findings.
For instance, data from a point of sale system may be utilised to examine trends in the sales of
both successful and unsuccessful items. Future inventory orders may be made using this
information, increasing orders for goods that are performing well and decreasing orders for
underperforming products.
Examples of management information systems include;

 Sales management systems – they get input from the point of sale system
 Budgeting systems – gives an overview of how much money is spent within the
organization for the short and long terms.
 Human resource management system – overall welfare of the employees, staff
turnover, etc.

The semi-structured decision is the tactical manager's responsibility. The tactical managers
make judgement decisions based on their knowledge and the information provided by MIS
systems to anticipate how much inventory or items should be ordered for the second quarter
based on the first quarter's sales.
Executive Information systems – A decision support system (DSS) called an executive
information system (EIS) is used to help top executives make decisions. It accomplishes this by
offering simple access to crucial information required for a business to realise its strategic
objectives. A user-friendly interface and graphical displays are typical elements of an EIS. Many
different sorts of firms can utilise executive information systems to track business performance
and spot possibilities and issues. The typical EIS has four components: hardware, software,
user interface and telecommunication
Further to this EIS Provide crucial data from MIS, DSS, and other sources according to
executives' information needs. Examples include tools that make it simple to obtain
assessments of company performance, competition behaviour, and economic changes to help
strategic planning.
https://www.techopedia.com/definition/1016/executive-information-system-eis

Expert systems - A computer software known as an expert system use artificial intelligence (AI)
techniques to mimic the decision-making and actions of a person or group of people who have
knowledge and experience in a certain subject. Artificial intelligence and machine learning are
used by contemporary expert knowledge systems to mimic the actions and decisions of subject
matter experts. Just like people, these systems may get better over time as they gather more
experience. Expert systems compile information and experience into a knowledge base and
combine it with an implication or rules engine, which is a system of rules the software uses to
apply the knowledge base to given scenarios.

The knowledge base is accessed by the inference engine via one of two methods:
 Forward chaining - reads and analyses a set of data in order to forecast what will
happen next logically. Making forecasts regarding the direction of the stock market
would be an example of forward chaining.
 Backward chaining -reads and analyses a set of facts to arrive at a logical explanation
for why something occurred. Examining a group of symptoms to arrive at a medical
diagnosis is an illustration of backward chaining.
A strong knowledge base is essential for an expert system. Non experts utilise the system to
solve complicated issues that would typically need a human expert, while experts provide
knowledge to the knowledge base.
An expert system consists of 3 components
A Knowledge Base -This is where the data that the expert system uses is kept. Facts
contributed by human specialists regarding the expert system's specific topic or subject area are
grouped in the knowledge base. The system can obtain knowledge from outside sources and
store it in the knowledge base thanks to a knowledge acquisition module that is frequently
included in the knowledge base.

Interference Engine -To address a user's issue, this component of the system retrieves relevant
data from the knowledge base. It is a rules-based system that analyses inputs and maps known
information from the knowledge base to a set of rules before making judgments. A module that
explains how the inference engine arrived at its result is frequently included in inference
engines.

User Interface - Users engage with this area of the expert system to find a solution to their query
or issue.

https://www.guru99.com/mis-types-information-system.html

https://www.techtarget.com/searchenterpriseai/definition/expert-system

List and explain several strategies business organisations use to succeed in a

competitive environment. (10)

Cost leadership strategy- focuses on offering the best possible goods and services at
competitive prices. A business can also discover methods to raise prices for rival businesses or
lower them for its suppliers and consumers.(RSG,2022:42)

Differentiation strategy - focuses on offering goods and services that customers find
exceptionally valuable and believe set it apart from the competitors. This enables a business to
concentrate its goods and services to get an edge in certain market groups or niches.
(RSG,2022:42)

Innovation strategy - places a focus on coming up with creative methods to restructure

company processes in order to produce or distribute goods and services, or to create novel
goods and services. (RSG,2022:42)

Growth Strategy - aims to increase a company's ability to manufacture goods and services,
grow into international markets, and diversify into new products and services. (RSG,2022:42)

Alliance strategy - focuses on creating new business partnerships and connections with
clients, suppliers, rivals, consultants, and other businesses. These connections might be made
through mergers, purchases, joint ventures, the creation of "virtual firms," or other marketing,
production, or distribution arrangements between a company and its trade partners.
(RSG,2022:42)

Discuss how information technology may be used to facilitate (aid) employee training
and development. (15)
Or
Discuss the importance of knowledge management with regards to employee development

Employee satisfaction and training are the foundation of a successful business. They are the
company's most valuable resources. Formal education, on-the-job training, prior work
experience, personality mapping, and advancement in the present skill sets are all considered
to be part of employee development. Increased productivity, greater profitability, and a
considerable rise in market share are all benefits of having a trained and developed workforce.
Therefore, it is crucial for businesses to create and maintain effective processes for the training
and development of their workforce.

Formal education, on-the-job training, prior work experience, personality mapping, and
enhancement of present skill sets in order to prepare the employee for the future are all
examples of employee development.
It is important to note that there is a difference between training and development

Training -Training is the process of enhancing an employee's knowledge, talents, and capacity
to do a task. It is a method for improving attitudes, talents, and capabilities to carry out a certain
task. It involves applying information and picking up new abilities. Its primary objective is to
improve employees' performance on the job now and to get them ready for any future
employment. Training increases output while lowering accidents and resource waste.
Additionally, it improves staff satisfaction and morale. (unknown,2022)

Development - The overall development of the workforce is referred to as development. These

are educational activities intended to help employees advance. These include both those
actions that serve to develop workers as well as those that help to increase employees'
performance. (unknown,2022)

Training concentrates on enhancing an employee's already-existing skills, whereas

development concentrates on enhancing an employee's undiscovered abilities and potential.

Key Features to a training and development system

 Systems for managing training are created to make sure that an organization's needs
are met fully.
 The system's personnel management features assist managers in planning and creating
training schedules in accordance with staff needs.
 The staff management component generates a list of workers based on scheduled
development sessions automatically.
 The progress sheet for employees is further helped by the employee management
section.
 A variety of regulations and processes are also included in the development system,
which is not simply limited to online resources. The thorough development approach
aids the coaching team in regularly evaluating both the efficiency of the development
sessions and the advancement of the employee. The company's development rules,
hardware, and software make up the development system.

Training and development has the following advantages

Retains employees - Employers face a significant retention difficulty, yet great employee
retention may be addressed via career development. In fact, training and development have
taken on such a key role in firms that they are frequently utilised as a hiring advantage. Offering
professional development opportunities promotes loyalty and makes employees feel valued
inside the organisation, which eventually increases staff retention and results and reduce staff
turnover rate.

Develop future leaders - In order to build a company for growth and development, it might be
crucial to target people with the aptitude for future leadership. It is possible to find leadership
talent through new recruits or by choosing current employees to be management possibilities.
Professional development programmes, guarantee that a company is focused on future
business goals by training promotable personnel.

Empowers employees - Leaders will be more successful in influencing subordinates and

winning their trust if they feel empowered at work. As a result, such workers will experience a
higher feeling of independence, worth, and confidence in their job. Employee autonomy is
defined as the degree to which an employee feels independent and has the ability to make
independent decisions about their job.

Increases employee engagement - Finding strategies to increase employees' ongoing

involvement can help reduce boredom at work, which if left unchecked can lead to emotions of
unhappiness and bad working habits. Regular training and development programmes may
reduce inactivity at work, which in turn will support organisations in regularly reevaluating their
workforce, competencies, and operational procedures. Additionally, it can trigger corporate
analysis and planning since it compels employers to analyse current personnel and evaluate
growth and development potential internally rather than through recruiting, which will have an
impact on company culture by putting a focus on planning.

Build Workplace Relationships - Your team members may become closer if you provide them
chances to learn new things, develop their talents, and broaden their knowledge. In these
training and development workshops, they will work together to overcome new challenges. By
cooperating with colleagues who have particular areas of expertise, they may also rely on one
another for a variety of learning possibilities. Peer interaction is really their favourite mode of
learning, according to research. In addition to creating a more well-rounded staff, these
connections can increase engagement and retention rates.

Characteristics of an employee development system can be defined as Induction, training,

development, regular counselling, performance reviews, and career management make up an
employee development system. This system is in place to make sure that workers are capable
of carrying out the duties assigned to them and are qualified to advance in their careers as a
result.

Employee Development Tools

360 Degree Feedback tool
Feedback is a method in which an individual receives feedback from all business-related
persons around him, including bosses and subordinates. 360 feedback involves receiving input
on the employee from everyone he has interacted with while carrying out his job tasks. Peers,
teammates, subordinates, direct reports, and even external parties like as suppliers, partners,
and vendors provide 360-degree feedback. It is often referred to as 360 Degree Assessment.
360 feedback surveys are used by managers and leaders inside businesses to have a better
knowledge of their own strengths and flaws. The 360 feedback system tabulates the data
automatically and provides them in a way that assists the feedback recipient in developing a
development plan. Individual responses are usually coupled with replies from others in the same
rater group (e.g., peer, direct report) to maintain anonymity and provide the employee with a
clear picture of his or her biggest overall strengths and flaws. 360 Feedback may also be an
effective growth tool for those who do not hold managerial positions. Because there are no
direct reports, a "non-manager" 360 evaluation does not measure input from 360 degrees, but
the same concepts apply. 360 feedback for non-managers may help employees be more
productive in their present jobs as well as identify what areas they should work on if they want to
advance to management. When done correctly, 360 is a very powerful development tool.

360 is a Development Tool - The 360 feedback system demonstrates to the individual the
disparities between how they perceive themselves and how others perceive them. This
enhances self-awareness, which implies the subject is more aware of their personality,
strengths, weaknesses, beliefs, motives, and so on. With this knowledge, they may modify their
behaviour and determine their training requirements. As a result, the subject can become more
effective in their current function and in the role they are aspiring to.
In summary – before any company invest in a development tool, it is important that the relevant
department and responsible managers does proper research and ensure that it meets the
company objectives due to the large investment that is required to establish this system. It is
often feared by companies that if they send employees for training and/or develop their
employees they might look for employment elsewhere. However as it was described in the
advantages of training and development that if an employee receives development, are
empowered the chances are less likely for them to leave the organisation

https://www.geeksforgeeks.org/difference-between-training-and-development/
https://www.ottawa.edu/online-and-evening/blog/january-2021/5-benefits-of-training-and-
development

Explain the concept and role of a “bit” with regards to representing data in an information
systems environment. (10) information was gathered from the RSG page 61 and the text book
page 110

Due to the fact that information has to many different meanings, for the purpose of this awnswer
information will be referred to anything that can be communicated whether it has value or not

The presence or absence of electrical or magnetic signals in the computer's circuitry or in the
media it utilises determines how data are processed and stored in a computer system. Due to
the fact that the computer and the media can only display two potential states or conditions
—"on" or "off," comparable to a standard light switch—this character is known as a "two-state"
or binary representation of data.

A bit, also known as a binary digit, is the smallest unit of data and can only have a value of 0 or
1. Memory chip capacity is often represented in units of bits. A fundamental collection of bits
known as a "byte" is treated as a single unit by computers. In the majority of computer coding
systems, it typically comprises of eight bits and encodes one character of data. As a result, the
amount of memory and secondary storage that a computer can hold is often stated in terms of
bytes.
Each character is represented by a distinct 8-bit code using the most used coding, ASCII
(American Standard Code for Information Interchange)

Bits as Numbers - The binary number system, which represents all numbers with combinations
of two digits, is used by computers to represent numbers. Every number in the binary number
system is represented by a distinct string of 0s and 1s.

Bits as Codes - People have developed codes that represent each letter, number, and special
character as a distinct string of bits in order to make words, phrases, and paragraphs fit inside
the binary-only circuitry of the computer.

Each letter (uppercase and lowercase), number, and special character that we frequently use in
written English communication has 256 different codes.

The fundamental data storage unit in memory is a byte (character). Instructions and data for
application programmes exist as bytes when they are moved from storage media to memory.
Each byte is momentarily stored in a memory region identified by an address. A byte's position
in memory is identified by a unique integer called an address.

Storage capacities are frequently measured in and to put it in simple terms

kilobytes (KB is equal to 100,00 bytes
megabytes (MB), equals to 1 million bytes
gigabytes (GB), equals to 1 billion bytes
terabytes (TB), equals to 1 trillion bytes

A kilobyte (KB) is equal to exactly 1,024 bytes. When information is then stored the computer
tends to round off the kilobyte to a 1000 bytes. So if a memory card can store 200KB, it can hold
approximately 200,000 bytes

Discuss the key factors for organisations to consider between on-premise HRIS
versus Cloud HRIS? (10)

Size of the business

 On Premise HRIS - Best for companies with more than 100 employees
  Cloud HRIS - usually best for businesses less than 100 employees

Data Security and Privacy

 On Premises HRIS - the IT department and maybe corporate security professionals are
putting security and privacy initiatives into practise. Possibly more reliable and secure
than sending over the Internet.
 Cloud HRIS - Data security and privacy assurances would be obtained from the cloud
provider. The maximum degree of employee data security should be evaluated and
recorded for this agreement . The IT security team at your company has to carefully
examine security and privacy.

Cost/Budget

 On Premises HRIS - negotiating software and licence costs and maintaining the
hardware (such as servers), space requirements, climate control, maintenance, and
upkeep of the whole on-premise system.
 Cloud HRIS- Billing will most likely be on a monthly basis or possibly by user

Functionality/Flexibility/Updates

 On Premises HRIS - A little amount of modification might be offered by the vendor, but
the IT department will likely do the majority of this work.
 Cloud HRIS - It may be possible to modify the software settings offered by cloud service
providers on a restricted basis or at additional cost.

Control

 On Premises HRIS - Your organisation will still be in charge of your HRIS and still retain
control over the programme.
 Cloud HRIS - The cloud provider is in charge of managing your HRIS, which includes
giving them access to employee personal information.

More on the below mentioned link

https://matchr.com/hris-software/hris-system-question-premise-cloud/

How is an enterprise resource planning (ERP) system different from a stand-alone system?
Explain? (15)
Or

Enterprise resource planning is a cross-functional enterprise system that supports a company's

fundamental internal business activities. It is powered by an integrated suite of software
modules. ERP connects manufacturing, order processing, and inventory management
procedures to a shared database that is managed by a database management system,
providing a corporation with an integrated real-time view of these key business activities. No
matter whether department submitted the data into the system, ERP systems track corporate
resources and the status of promises made by the company such Payroll. ERP software
systems often include integrated modules for applications in sales, manufacturing, distribution,
accounting, and human resources. Many essential human resource functions, including
planning for staff requirements and administering salaries and benefits, are supported by ERP
systems. (Textbook 324)

ERP software essentially acts as a business management system with a number of integrated,
comprehensive systems that may be used to manage and integrate all business operations
inside the organisation.

On the other hand, standalone business apps are those created for particular client
requirements but with restricted capability and isolation from other systems.

Ease of Integration - ERP software generally enables an enterprise-wide integrated information

system that covers all organizational functional areas, including accounting, human resources,
sales and distribution, marketing, and manufacturing. A standalone business application can
only be used for a single functional area, such as accounting, and it cannot be easily integrated
with other functional areas. Functionality and features are where standalone business apps and
ERP software most significantly diverge. Enterprise resource planning software, in contrast to
standalone business applications, not only meets the organization's immediate demands but
also provides ongoing opportunities to optimise business procedures.

Flexibility - It is imperative for organisations to maintain their competitiveness in the current

business climate. Therefore, the majority of businesses use ERP software to improve
communication across different divisions of the same company and with external partners.
Standalone business apps are not able to expand past the particular entities in which they are
employed because of their rigidity. Additionally, ERP software may be centrally administered,
and the required controls can be put in place to guarantee appropriate utilisation throughout the
whole organisation without interruption.

Cost Effectiveness - As much as a corporate organisation would want to implement stand-alone

business apps, they are sometimes quite expensive, especially when there are several
organisations that require separate applications to support their operations. Since ERP software
is modular, an organisation may select the particular modules that are appropriate for the
organisation. In the event of future additions, the cost of new modules cannot be compared to
the cost of establishing a separate business application as needs change. Due to the necessary
human and financial resources, a successful installation of an ERP system requires careful
planning from management. However, the department concerned may be the only party
involved in the implementation of a standalone application. Support from senior management,
project management, careful selection of suitable ERP software packages, user training, and
business process re-engineering are among the crucial success elements for the
implementation of ERP software.

Ease of communication - All organisational units may easily share information and communicate
with one another because to the integration that ERP software enables. For instance, it would
be simple to share a report produced by the procurement department with the finance office and
any other relevant departments. Most ERP systems have improved communication capabilities
that make it simple to communicate. A solitary business application, on the other hand, does not
permit communication with other organisational entities. If a report is created, it can only be
shared by printing or emailing it.

In summary – the biggest difference between a stand alone system and enterprise resource
planning is that Stand Alone systems needs support from additional systems where as ERP is a
all in one system

https://www.winman.com/blog/bid/311468/how-does-erp-software-differ-from-standalone-
business-applications

Discuss the role of an enterprise resource planning system such as SAP in relation to improving
an organisations data and processes. (15)
Enterprise resource planning is a cross-functional enterprise system that supports a company's
fundamental internal business activities. It is powered by an integrated suite of software
modules. ERP connects manufacturing, order processing, and inventory management
procedures to a shared database that is managed by a database management system,
providing a corporation with an integrated real-time view of these key business activities. No
matter whether department submitted the data into the system, ERP systems track corporate
resources and the status of promises made by the company such Payroll. ERP software
systems often include integrated modules for applications in sales, manufacturing, distribution,
accounting, and human resources. Many essential human resource functions, including
planning for staff requirements and administering salaries and benefits, are supported by ERP
systems. (Textbook 324)

ERP software essentially acts as a business management system with a number of integrated,
comprehensive systems that may be used to manage and integrate all business operations
inside the organisation.
Characteristics of a ERP

Ease of Integration - ERP software generally enables an enterprise-wide integrated information

system that covers all organizational functional areas, including accounting, human resources,
sales and distribution, marketing, and manufacturing. ERP software most significantly diverge.
Enterprise resource planning software, in contrast to standalone business applications, not only
meets the organization's immediate demands but also provides ongoing opportunities to
optimise business procedures.

Flexible - It is imperative for organisations to maintain their competitiveness in the current

business climate. Therefore, the majority of businesses use ERP software to improve
communication across different divisions of the same company and with external partners.
Additionally, ERP software may be centrally administered, and the required controls can be put
in place to guarantee appropriate utilisation throughout the whole organisation without
interruption.

Cost Effective - As much as a corporate organisation would want to implement stand-alone

business apps, they are sometimes quite expensive, especially when there are several
organisations that require separate applications to support their operations. Since ERP software
is modular, an organisation may select the particular modules that are appropriate for the
organisation. In the event of future additions, the cost of new modules cannot be compared to
the cost of establishing a separate business application as needs change. Due to the necessary
human and financial resources, a successful installation of an ERP system requires careful
planning from management. However, the department concerned may be the only party
involved in the implementation of a standalone application. Support from senior management,
project management, careful selection of suitable ERP software packages, user training, and
business process re-engineering are among the crucial success elements for the
implementation of ERP software.

Communication Tool - All organisational units may easily share information and communicate
with one another because to the integration that ERP software enables. For instance, it would
be simple to share a report produced by the procurement department with the finance office and
any other relevant departments. Most ERP systems have improved communication capabilities
that make it simple to communicate. A solitary business application, on the other hand, does not
permit communication with other organisational entities. If a report is created, it can only be
shared by printing or emailing it.

Advantages of ERP
 Higher Productivity - To enable everyone in your organisation to accomplish more with
less resources, streamline and automate your fundamental business operations.
 Deeper insights - Eliminate data silos, acquire a single source of truth, and receive quick
responses to urgent business queries.
 Accelerated Reporting - Streamline company and financial reporting, and make it simple
to discuss outcomes. Utilize insights to real-time performance improvement.
 Lower Risk - maximise company visibility and control, ensure that all legal requirements
are met, and identify and mitigate risk.
 Simpler IT – The company may streamline IT and provide everyone a simpler way to
operate by utilising integrated ERP systems that share a database.
 Improved Agility – The company can recognise and take advantage of fresh possibilities
fast with effective operations and easy access to real-time data
https://www.sap.com/africa/insights/what-is-erp.html
Describe the factors to be considered while choosing an ERP vendor. (10)
One of the most crucial choices a firm can make is selecting an enterprise resource planning
(ERP) solution. Of course, there are many factors to take into account, including the suppliers
that will be your long-term business partners as well as the features, pricing, and deployment
strategy of the ERP systems. A thorough study takes time, but it will pay off in the form of swiftly
realized operational and financial reductions, improved data integration and analysis that
supports future development, and real-time decision-making. This guide will assist you in
making the best choice for your business and is filled with ERP and vendor assessment criteria.

Long term continuity - A successful track record speaks for itself. The company can trust that a
reputable ERP supplier is in it for the long run and has a stake in the company’s present and
future success in addition to providing reliable software that has been tested in the industry and
excellent customer support.

Specialist Industry Knowledge - Every sector faces a different set of difficulties, and every
company is different. The company are certain to gain from the experience and insights of a
team of experts who speak their language and comprehend their business needs by working
with an ERP supplier who specialises in their industry, providing an industry-specific solution
rather than a general solution, while embracing and accommodating their uniqueness. This
leads in a speedier, simpler deployment, a significant reduction in customisation, and time and
effort savings.

Post-implementation Support, Education and Training- It is crucial to provide your employees

the necessary assistance and training in order to get the most out of your ERP investment.
Three generations, each with a different level of technical comfort and rate of learning, make up
the normal workforce. True proficiency cannot be attained just through on-site training.The
ability of your users to understand and implement the new system at their own speed depends
on ongoing vendor support and easily accessible online training materials and tutorials.

System integration - Leading ERP solutions not only combine various business processes, but
they also integrate with any current apps and systems a firm want to keep utilising. And if the
company do, the new vendor has to offer connections that accomplish precisely what they say
they would, preferably enabling real-time synchronisation so that data across systems is
constantly up to current.
Vendor Product Roadmap - A firm will probably demand more from the ERP system as it
expands than what was specified in its original needs. As a result, it's crucial to learn how the
vendor plans to enhance, supplement, and maintain its product in the future—including any new
versions, features, or functions—as well as how those enhancements will be incorporated into
the current programme. The frequency of updates and patches should also be taken into
account.

https://za.syspro.com/blog/planning-for-erp-or-purchasing-erp/6-important-factors-when-
investing-in-the-right-erp-supplier/
https://www.datacor.com/the-datacor-blog/erp-selection-5-key-factors-when-evaluating-erp-
software-vendors
Best one……
https://www.netsuite.com/portal/resource/articles/erp/erp-vendor-selection-criteria.shtml

Explain why Human Resource Information Systems (HRIS) is needed in a

changing global business environment (10)
Organizations' HR departments are rapidly evolving as a result of the quickly shifting social and
organisational environment and information technology. Social and organisational developments
put pressure on HR professionals to increase their offerings in a way that is faster, higher
quality, and more integrated with other company activities (Hendrickson, 2003). According to
Iain Hopkins (unknown), an organization's requirement for HRIS depends on how much value it
places on administrative effectiveness, compliance, and strategic direction. He continues by
saying that access to a competency library, recruiting, performance management, salary
planning and evaluation, training, talent management, and succession are all possible with a
fully integrated system.
According to Sergio et al. (2010), an efficient HRIS is essential in today's businesses in order to
manage a variety of problems including rising organisational expectations, a greater usage of
and need for information, ongoing cost-cutting pressures, as well as making HR a more
strategic business partner.
The aim of HRIS has expanded and gotten more complicated in recent years, and it has
become a crucial facilitator for improving organisational performance and effectiveness (Sergio
et al., 2010). A HRIS is a solution to improve cost effectiveness, lessen administrative burden,
standardise HR operations, or just provide strategic value to the organization's decision-making.
There is broad agreement among practitioners that HRIS is a powerful instrument for enhancing
an organization's HR capability. People are becoming more and more aware of the importance
of human resources for organisational growth and survival in a competitive marketplace.
Another reason driving organisations toward good information management in all areas,
including HR, is the society's and workers' rising need for transparency.

The external environment has significant effects on organisational strategic planning,

particularly with relation to the functions of service delivery and human resource planning.
Employees anticipate increased speed, openness, and empowerment in things connected to
their employment. These, in turn, require more accessibility to information about their company,
their job, themselves, and their coworkers.

Companies are discovering more and more the benefits of having systems that record, analyse,
and report on the wide range of human resource characteristics that are essential to operating a
business and communicate that information with the employees so they may self-regulate their
contribution. HRIS is a tool for achieving this goal.

Proper information management and communication planning is seen to be the most critical and
sustainable move to satisfy employee expectations of self-regulation, greater control over their
work-life, and greater opportunity to contribute to the organisational goals. HRIS is, therefore,
often seen to be an imperative in a fast changing technological environment.

https://egyankosh.ac.in/bitstream/123456789/6657/1/Unit-16.pdf
https://www.virtusinterpress.org/IMG/pdf/10-22495cocv11i1c6art4.pdf

What are the characteristics of information? (5) – page 109 of student guide

 Accurate
 Complete
 Timely
 Relevant
 Flexible
 Cost Effective/Economical
Discuss the need for Human Resource Information Systems at the macro and
micro organisational levels. (15) or Examine the concept of HRIS. (15) – if examine question is
asked, add advantages and disadvantages
An organisation can gather, analyse, and report data on people and employment using the
human resource information system (HRIS). It relates to both macro and micro information
demands. HRIS is essentially a database system that provides critical personnel data in a
centralised, easily accessible location. The data may be downloaded and utilised to help with
human resource planning choices when that information is required.
An HRIS is a comprehensive method for gathering, archiving, evaluating, and managing
information flow inside an organisation. In other words, it is a planned method for gathering
timely and pertinent information on which to make choices about human resources. Nearly all
HRM tasks require an efficient HRIS. It often makes use of computers and other cutting-edge
technology to analyse data that reflects a company's daily activities and is arranged as
information to aid in decision-making. An HRIS should be built to deliver information that is
accurate, timely, concise, pertinent, and comprehensive.

Macro Level demands refer to – population statistics, economic constraints, existing and new
technologies
Macro Level supply forecasting refers to – retirement, migration, death, number of enrollments,
age of enrollements etc
Information is gather from trusted sources like Department of Labour, Department of Education,
Universities etc
Macro level tends to refer to the information that is used at a National Level in order to assisting
with budgeting and planning at National Level. Information that is gathered at this level is further
utilized to increase the opportunities for people development, creation of job opportunities,
housing and where they try increase or improve well being on the people of the country whilst
assisting the economy. A typical example can be when companies are required to provide the
relevant SETA’s yearly with information like Scares skills within their organisation. SETA will
then use this information to develop skills in these critical areas. Another way information can be
used is to look at the unemployment rate of the country and provide initiatives for the youth to
get workplace experience and thus become more employable. all results from a national
information base on trends in the predicted supply of manpower and the demand for labour,
made feasible by an HRIS at the macro level. It is important to note that a completely
trustworthy data source for macro forecasting is not always accessible, and very frequently,
particular research must be carried out to provide the required information.

Mirco Level information refer to information that is used by the organisation itself. Information
include recruitment, personal information, performance appraisals, training and development,
employee relations etc. For example – the HRIS will provide the HR department and the
organisation with information whether or not it is inline with their equity targets and where
adjustments need to be made
HRIS serves as the foundation for HRM, namely Human Resources Planning, at the enterprise
or micro level. The evaluation of the policy on the development and use of human resources is
made easier with the help of HRIS. HRIS can then further provide the company with information
to make strategic choices in the event of retrenchments etc
RIS has broad-based goals and may be used for many different management purposes. The
collection, storage, retrieval, and analysis of personnel data are significant responsibilities of the
HR team in this. In reality, a well-planned information system may enhance management
oversight of human resource activities and foster an environment where the importance of the
organization's human resources is acknowledged at all levels of managerial decision-making.

https://www.businessmanagementideas.com/human-resource-management-2/human-resource-
information-system/20000
https://www.ihmnotes.in/assets/Docs/Ignou/TS-07/Unit-3,HUMAN%20RESOURCE
%20INFORMATION.pdf
https://www.researchgate.net/publication/
349072676_Micro_and_Macro_Performance_in_Human_Resource_Management_Calling_for_
Future_Research_Agenda

https://egyankosh.ac.in/bitstream/123456789/6657/1/Unit-16.pdf

4.1. Critically discuss the need for HRIS in an organisation. (15) –review this question

An organisation can gather, analyse, and report data on people and employment using the
human resource information system (HRIS). It relates to both macro and micro information
demands. HRIS is essentially a database system that provides critical personnel data in a
centralised, easily accessible location. The data may be downloaded and utilised to help with
human resource planning choices when that information is required.
An HRIS is a comprehensive method for gathering, archiving, evaluating, and managing
information flow inside an organisation. In other words, it is a planned method for gathering
timely and pertinent information on which to make choices about human resources. Nearly all
HRM tasks require an efficient HRIS. It often makes use of computers and other cutting-edge
technology to analyse data that reflects a company's daily activities and is arranged as
information to aid in decision-making. An HRIS should be built to deliver information that is
accurate, timely, concise, pertinent, and comprehensive.

Mirco Level information refer to information that is used by the organisation itself. Information
include recruitment, personal information, performance appraisals, training and development,
employee relations etc. For example – the HRIS will provide the HR department and the
organisation with information whether or not it is inline with their equity targets and where
adjustments need to be made
HRIS serves as the foundation for HRM, namely Human Resources Planning, at the enterprise
or micro level. The evaluation of the policy on the development and use of human resources is
made easier with the help of HRIS. HRIS can then further provide the company with information
to make strategic choices in the event of retrenchments etc
RIS has broad-based goals and may be used for many different management purposes. The
collection, storage, retrieval, and analysis of personnel data are significant responsibilities of the
HR team in this. In reality, a well-planned information system may enhance management
oversight of human resource activities and foster an environment where the importance of the
organization's human resources is acknowledged at all levels of managerial decision-making.

Human resource management (HRM) has seen major changes during the past several years.
The emphasis has shifted away from administrative management tasks and toward becoming a
strategic partner of the entire organisation plan, in large part due to the rapid advancement of
information technology in this sector of knowledge. Modern HRM management is significantly
impacted by the extensive use of information technology. To adapt HRM procedures and
practises that are essential to the organization's goal and objectives, HR professionals must
examine social, economic, political-legal, and technical environment possibilities.

HRIS is needed for the following reasons

Strategic HR Management- Adopting a dynamic perspective on the resources it oversees is a
defining characteristic of strategic HRM. It includes not only the preparation and execution of
activities but also the monitoring of outcomes, which must be in line with the organization's
strategy. Information that is gathered from the HRIS are as follows

- environmental scanning, which involves keeping an eye on both internal and external
surroundings for threats and opportunities that might have an impact on organisational
strategies;
- Enhancements to quality and productivity

Workforce Planning - HR professionals place a high value on HR planning, which identifies

distinct talent profiles and work schedules and enables a business to have the appropriate
people, in the right number, at the right time. It represents both the organization's objectives and
viewpoints as well as the goals of the applicants and partners. Information that is gathered from
the HRIS is

- Promotions, transfers, hiring, and termination rates - workforce planning and

employment needs analysis and decision-making.
- Recruitment and Selection - capacity to help processes by developing more agile
technologies that facilitate online work.

Employee development – other than providing the organisation with decision making
information it will also provide the company with information on their employee development,
sucession etc which is essential to employee satisfaction. If the employees are happy they will
remain in the organisation. Information that is gathered from the HRIS is

- Career Development - examination of careers, their growth, the creation of career plans,
and the accomplishment of stated goals
- Evaluate Employee Performance - establishing performance objectives, creating
assessment measures, assessing performance, and providing feedback on the
outcomes

Compensation and benefits – Compensation and benefits include both tangible and
intangible benefits that workers may be eligible for based on their performance standards,
contributions to corporate growth, and alignment with the organization's values. HRIS will
provide the company with the following information

 Salary information – salary information, overtime, leave, absenteeism etc

  Benefit Administration – retirement withdrawals, benefits claims

Labour Relations – HR department is the link between the company, employees and the trade
unions. The HRIS provide the HR department with the following information

 Employee Discipline Records- discipline reports, keep records of enquiries

 Trade Unions – membership, union agreements etc

An HRIS has to following advantages

 Better analysis of information leading to more effective decision making

 Assist with more meaningful with regards to career planning, succession plans which will
not only assist the organisation but motivate employees
 Reduction of Cost – less employee within the department is needed and no storing cost
is involved
 Accurate and Prompt response to information whereby there is no opportunity for human
error in providing information and the HR department is able to respond to queries
quicker

I am of the opinion that an HRIS is needed within an organisation because as HR professional

we need to assist in decision making where information that we provide needs to be accurate,
promote and reliable. This will then further assist the organisation in achieving their strategic
goals.

https://www.intechopen.com/chapters/62362

https://www.yourarticlelibrary.com/human-resources/advantages-and-uses-of-human-resource-
information-system-hris/35521

Explain the role of data and databases in managing a system (5)

Data are pieces of information that have been converted into a format that can be moved or
processed quickly. Data is information that has been transformed into binary digital form for use
with modern computers and communication mediums. The topic of data may be used in either
the single or the plural. Data in its most basic digital form is referred to as "raw data."

A Database is a collection of related data organised in a way that data can be easily accessed,
managed and updated. Any piece of information can be a data, for example name of your dog.
Database is actually a place where related pieces of information is stored and various
operations can be performed against it.

Both the creation and administration of data depend heavily on a Data Management System
(DBMS). Effective operation and management of data is not feasible without a database
management system. A DBMS gives users access to files kept in a database by acting as the
bridge between the user and the database. All applications it gets are converted into intricate
processes that satisfy the end user's needs, and it gives them a single, integrated picture of the
data. The users and application programmes are not generally aware of the database's intrinsic
intricacy.
DBMSs are crucial components of information systems because they allow users to access a
single, comprehensive data repository as well as the ability to share data among several
applications or users.

Outline the criteria a customer purchasing computer software should be concerned with. (13) –
page 86
Software is a set of commands that let a user to communicate with a computer, utilise its
hardware, or carry out activities. The majority of computers are unusable without software.
When a user wants to buy software in order to operate his computer there is a number of factors
that need to be considered
 Printed reference and tutorial manuals that describe how to use the software are
typically included with computer software packages. The majority of contemporary
software programmes feature some sort of online documentation which will have a key
that you need to type in to activate the software
 There are constant updates from providers to improve the performance, features and
eliminate a “buys”
 The buyer needs to ensure that the software is compatible with their operating system
 Many software packages have guarantees that state that even if your hardware and
software are compatible, the apps may still be useless.
 A standard computer software bundle does not include the software itself when you
purchase it. Instead, a software licence is purchased so that the application may be used
on a single system.
 Software is not allowed and cannot to be copied, it is copy protected
  Not all software is sold is copyrighted and sold commecerially. Some software packages
are sold over the internet, however the end use will have to watch commercials whilst
using the software

Although operating systems typically include some built-in utilities, many stand-alone
utility programs are available for purchase. Discuss each of the following utility
programs: Antivirus Programs and Spyware Removers. (10) – research more if question is
asked
All systems and applications on a computer system that keep it working are referred to as utility
software. The utility software on a computer consists of parts that help the operating system to
organise, maintain, and manage its performance under all conditions. In addition to supporting
the computer's architecture, this kind of software is distinct from application software, which
carries out tasks for the user. Utility software may need the consent of a user with administrative
rights on the computer before executing its duties or being replaced.
An operating system and a collection of utility apps are often installed when manufacturers
create a computer. Despite the fact that the user can install other utility applications, this piece
of the utility software is frequently regarded as a component of the operating system.

 Antivirus Programmes - Malicious files called viruses can harm software of a

computer. In order to identify the presence of dangerous threats, antivirus software
continuously scans the files that are being loaded onto the computer's discs. A virus that
comes in the form of a “worm” gain access to software in the form of Pop ups from
unwanted site, links on emails etc. The software then spreads to the rest of the software.
It often happens that a user gets the virus from another person’s email that did know that
his PC contained a virus. An antivirus programme will scan all emails, removable
storage discs and inform the user of the detection of any viruses and the same time
remove these viruses. This kind of utility software routinely examines all of the files and
deletes any dangerous files that could be hiding or causing issues with the computer. An
example of a Antivirus programme is Mcafee, Norton etc. Indeed,2022
 Spyware Removers – Spyware is malicious spyware that follows all the activities of an
end user and in this way get access to their passwords, contact list etc. When spyware
access the computer it works secretly in the background without the knowledge of user.
A typical example of this is when a person receives an email informing them there has
been unusual activity on their banking profile and they need to click on the link. The
 function of the antispyware remover is to clean any form of spyware from the computer.
Sometimes the user must start the programme in order to scan the computer but the
newer programmes now does it automatically
Anti-spyware software can either be sold separately or it can be included into your
antivirus programme. All the same warnings that are associated with antivirus software
also apply to standalone antispyware programmes in the latter situation, therefore it will
need to be updated. Similar to an antivirus application, antispyware or malware
programmes frequently employ signatures, therefore they must be updated on a regular
basis. It is also important to note that antispyware programmes have a higher tendency
to false positives, especially when it comes to network-related services. Lastly it is
important if the user there has been spyware detected on the PC to immediately change
all passwords of all banking app, email, social media etc

https://www.sciencedirect.com/topics/computer-science/antispyware-software
https://www.sciencedirect.com/topics/computer-science/antispyware-software

HRIS as a TOOL – look at bottom of the question

An organisation needs data on its human resources, personnel activities, and organisational
features, and a human resource information system (HRIS) utilises a systematic approach to
manage, gather, store, retrieve, and validate this data. HRIS may be thought of as the
connection between information technology and human resource management (HRM)
operations (Kovach & Cathcart, 1999). Identifying potential employees, keeping track of
employees, and developing initiatives to advance employees' abilities are all supported by HR
information systems. Because all individual HR-related units, including payroll, benefit
administration, and pension, share a shared database, HRIS greatly supports the numerous HR
operations. Due to the avoidance of task duplication, numerous work processes become more
effective. Additionally, according to Bal et al. (2012), HRIS may assist a number of HR
operations like staffing, pay, salary forecasting, and employee relations. Shani and Tesone
(2010) point out that having a recruitment module in an HRIS does have a disadvantage in that
online recruiting only produces a pool of active job seekers, when frequently the greatest
applicants are really passive. Additionally harming an organization's reputation and deterring
suitable individuals are poorly designed websites. A HRIS and the selection function are
considered as having a more favourable connection, nevertheless. HRIS may be used as a tool
to improve the effectiveness of HR information management by speeding up decision-making,
communicating choices, and lowering overhead costs through task automation and process
automation, which reduces the need for HR professionals.
An HRIS as mentioned earlier allow for faster and more effective service whereby employees
with the use of HRIS can have Employee Self Service Options. For Example – when it is time to
submit a tax return, employee can log into his self service portal, and print is IRP5 instead of
having to wait for HR to supply it. An employee can also update is Personal Details, capture is
overtime, print payslips etc.

Add information for HRIS as a Need

Explain how information systems depend upon people for their success and how their
deployment affects people (10)

Information systems include people in almost every manner. People envision information
systems, create information systems, provide support for information systems, and—possibly
most importantly—people utilise information systems. The occupations mentioned below are
only a sample of what is available in an information systems organisation. More specialized
positions will be found in larger companies, whereas certain functions may be combined in
smaller firms. Many of these positions may also be found outside the company.

Some of these roles are

Creators - participate in the planning, creation, and maintenance of information systems. These
individuals are typically highly technical and have training in database design, analysis,
programming, or information security. For Example – system analyst

Operations and Administration - IT management and day-to-day operations are handled by a

different set of information systems experts. In order for the rest of the business to utilise these
resources as efficiently as possible, these individuals must maintain systems that are up to date
and operating. For Example Data Base Administrator

Managing information systems - The success of information systems inside the company
depends on the management of information-systems functions. Example – Information
Managers, Chief Information Officer

Users - One additional very significant group of individuals, called the users of information
systems, exists in addition to those who design, manage, and administer information systems.
This group makes up a sizable portion of an organization's workforce. A computer system is
destined to failure if the user cannot properly understand and utilise it.

IT investments that increase productivity and back-end effectiveness should also have a
substantial beneficial influence on employee satisfaction, providing the institution with a number
of advantages. However, IT executives must play a big part in making sure a new deployment
has a beneficial impact.

By making sure that staff members' interactions with the technology they use in their everyday
job are good and effective, employers may enhance the employee experience and, in turn,
engagement. Senior institutional leaders should place a strategic emphasis on improving
employee user experience with administrative and bureaucratic technologies since doing so
helps foster a connected and engaged workforce. Increased client satisfaction and better job
quality are two things we notice when people are motivated at work. Unfortunately, poorly
designed technology can worsen the working environment for employees, especially if the user
interface is confusing or poorly thought out. Bad software design may cause employees to get
quite frustrated

https://evolllution.com/technology/tech-tools-and-resources/the-positive-and-negative-potential-
impact-it-can-have-on-the-staff-experience/

https://ecampusontario.pressbooks.pub/informationsystemscdn/chapter/1-6-people-information-
systems/

Critically discuss the impact of e-commerce on traditional retail Businesses. (10)

The term "retail" refers to businesses that primarily engage in the selling of goods or services to
customers who directly profit from them, such as supermarkets, specialty stores, but also hotel
chains, bars, restaurants, barbershops, etc.
COVID-19 has forced the global economy more towards E-commerce which since the passing
of COVID-19 has now become the new norm. Information systems now assist business
operations, decision making, and competitive advantage in many ways thanks to the Internet
and related technology and applications E-Commerce can be defined as is the exchange of
goods and services across a variety of computer networks, as well as its marketing,
maintenance, and support. Nowadays, many companies utilise the Internet, intranets, extranets,
and other networks to support every stage of the sales process, from web-based advertising,
sales, and customer assistance, to payment methods that guarantee the successful completion
of delivery and payment procedures. E-commerce systems, for instance, include websites for
online sales, extranet access for big customers to inventory databases, and the usage of
corporate intranets by sales representatives to access customer information for CRM.

There are 3 different categories of E-commerce

Business-to-Consumer (B2C) e-Commerce - Businesses must create enticing electronic
marketplaces in this type of e-commerce in order to offer goods and services to customers. For
instance, numerous businesses provide e-commerce. websites that offer interactive order
processing, secure electronic payment systems, virtual shops, multimedia catalogues, and
online customer service. Although the B2C industry is expanding quickly, it is still only the tip of
the iceberg in terms of overall internet trade.
Consumer-to-Consumer (C2C) e-Commerce.- This e-commerce model is crucial for e-
commerce business strategy due to the enormous popularity of online auctions like eBay, where
individuals (as well as companies) may purchase from and sell to one another in an auction
process at an auction Web site. So, a key e-commerce alternative for B2C, C2B (consumer-to-
business), or B2B e-commerce is taking part in or supporting consumer or business auctions.
Another significant kind of C2C e-commerce is electronic personal advertising of goods or
services for sale or purchase by consumers through electronic newspaper websites, consumer
e-commerce portals, or personal Web sites.
Business-to-Business (B2B) e-Commerce - If B2C activities are the tip of the iceberg, then
B2B activities are the largest and submerged portion of the iceberg. Both online marketplaces
for businesses and direct connections between companies' markets are included in this area of
e-commerce. For instance, a lot of businesses provide their business clients and suppliers with
safe Internet or extranet e-commerce catalogue Web sites.
B2B e-commerce platforms that offer auction and exchange marketplaces for enterprises are
also quite significant. For the computer-to-computer exchange of e-commerce documents with
their bigger company clients and suppliers, some businesses may rely on electronic data
interchange (EDI) through the Internet or extranets.

Advantages of E-commerce
Lower Overhead Expenses - Since many small e-commerce enterprises may be run by a single
owner, the company probably won't need to hire staff members until they've generated enough
money and sales to warrant doing so. Additionally, they won't have to pay the overhead
associated with running a physical business. They won't have to pay any of the countless
expenses related to running a physical business, such as leasing real estate.

24/7 selling opportunities - Since the don't have to be there every time someone makes a
purchase, e-commerce enterprises may operate as long as the internet is up and running. Most
of the bigger companies have a DC to Customer Service where picking and packing of stock
takes place 24/7. Example – take a lot

Disadvantages

No in-store Customer Experience – Retailers lose out on consumers doing impulsive buying and
when they shop online they only buy what they actual need

Delivery – some of the larger organisations battle to offer the same delivery service as other
retailers, which will result in loss in sales and profit

Customer Service

E-commerce Links

https://www.techtarget.com/searchcio/definition/e-commerce

https://www.investopedia.com/terms/e/ecommerce.asp

https://sell.amazon.com/learn/what-is-ecommerce

What is the difference between data and information:

Data is raw information such as a name, address, phone number, etc. Basic facts and things
like names and numbers are referred to as data. Weights, expenses, sales volume, employee
names, product names, addresses, tax identification numbers, and registration marks are just a
few types of data. Having data is insufficient (such as statistics on the economy). Data can be
stored in a computer as numbers, images, sounds etc

Information is defined as data that has been processed, structured, arranged, or presented in a
certain way to be helpful. The phrase "information" refers to the usefulness of data, which are
essentially meaningless by themselves unless they are analysed and processed to reveal their
inherent significance. Information is data that has been transformed so that the recipient can
understand it. Examples of Information is a Payslips, IRP 5’s etc