ITINMT

SESSION 1
Introduction to Information Management

The session provides explanation why effective information

management is critical for organizations to make informed
decisions, enhance productivity, and achieve their objectives.

PREPARED BY:
Jayrelle B. Sy, Ph.D.
 INFORMATION MANAGEMENT

DATA VS INFORMATION
❑ Data and information are interrelated.
❑ Data refers to raw data or unprocessed data.
❑ Information is the processed data and can be interpreted as a
message
❑ Information is the message that is being conveyed, whereas
data are given plain facts.
❑ Once data is processed, organized, structured or presented in
a given context, it can become useful. Then data will become
information.
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 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT
❑ Information is a critical asset for every organization, and managing
it effectively is essential to ensure its availability, accessibility, and
usability.

❑ Information management is the process of collecting, storing,

organizing, processing, analyzing, and disseminating information
to support the strategic goals and objectives of an organization.

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 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT

❑ Information management involves managing data, information

technology systems, and people to ensure that information is
used effectively and efficiently.

❑ Information management is critical because it helps organizations

to make better decisions , improve their operations , reduce costs,
and gain a competitive advantage. 10
KEY COMPONENTS OF INFORMATION
MANAGEMENT
 INFORMATION MANAGEMENT

KEY COMPONENTS
DATA MANAGEMENT
❑ Data management is the process of collecting, storing, and
maintaining data to ensure its accuracy, completeness, and
consistency. It involves establishing policies and procedures
for data governance, quality control, security, and privacy.

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 INFORMATION MANAGEMENT

KEY COMPONENTS
INFORMATION TECHNOLOGY (IT) MANAGEMENT
❑ IT management involves the management of computer
systems, software, hardware, networks, and databases. It
includes the selection, installation, and maintenance of IT
infrastructure to ensure that it is secure, reliable, and scalable.

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 INFORMATION MANAGEMENT

KEY COMPONENTS
KNOWLEDGE MANAGEMENT
❑ Knowledge management is the process of identifying,
creating, capturing, organizing, and sharing knowledge within
an organization. It involves establishing policies and
procedures for knowledge sharing, learning, and innovation.

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 INFORMATION MANAGEMENT

KEY COMPONENTS
RECORDS MANAGEMENT
❑ Records management is the process of collecting, storing,
and maintaining records to ensure their authenticity,
reliability, and usability. It includes the management of
physical and electronic records, retention schedules, and the
disposal of records that are no longer needed.

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 INFORMATION MANAGEMENT

KEY COMPONENTS
INFORMATION SECURITY
❑ Information security is the process of protecting
information from unauthorized access, use, disclosure,
disruption, modification, or destruction. It involves the
management of policies, procedures, and technologies to
ensure the confidentiality, integrity, and availability of
information. 16
 INFORMATION MANAGEMENT

DATA MANAGEMENT IT MANAGEMENT

RECORDS MANAGEMENT KNOWLEDGE MANAGEMENT

INFORMATION SECURITY
 INFORMATION MANAGEMENT

KEY COMPONENTS

In summary, information management is a critical function in any

organization. It involves managing data, IT systems, and people to
ensure that information is used effectively and efficiently. By
implementing effective information management practices,
organizations can make better decisions, improve their
operations, reduce costs, and gain a competitive advantage.

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INFORMATION MANAGEMENT SYSTEM
 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

❑ Information management systems are the technological

platforms, tools, and solutions used to facilitate information
management activities within an organization.

❑ IMS encompass software applications, databases, networks,

and other IT infrastructure components that support the
creation, storage, retrieval, sharing, and analysis of
information. 20
 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

❑ Relationship between Information Management and Information

Management Systems

❑ Imagine you have a big collection of toys in your room. Your goal is
to keep them organized and easy to find whenever you want to play
with them. This is like information management - it's all about
handling and organizing your toys (or information) effectively.
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 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

❑ To help manage your toys, you might use a toy box with different
compartments for different types of toys. This toy box acts as your
"information management system." It's a tool that helps you keep
your toys organized and easily accessible.

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 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

❑ So, information management is like the concept of organizing

and managing information, while information management
systems are the practical tools or systems we use to make that
organization happen, just like your toy box helps you organize
your toys.

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EXAMPLES
 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

COASTAL MONITORING VULNERABILITY & ASSESSMENT SYSTEM
DATA MANAGEMENT – Data gathering using forms from the LGU and PEMO, added into the system
IT MANAGEMENT – Purchased webserver and web hosting for 2 years, accessible anywhere as long as there is
an internet connection.

KNOWLEDGE MANAGEMENT – Produced reports, statistics, analysis, figures and maps needed by the LGU
and PEMO to monitor the coastal area that is at risk

RECORDS MANAGEMENT – Physical and digital data was secured. Physical was organized into boxes by
PEMO while digital / electronics have a schedule back up

INFORMATION SECURITY – purchased SSL (Secured Socket Layer), used encryption for password,
established a Two-factor authentication (2FA), enabling and disabling for accounts, access logs
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https://www.sunstar.com.ph/bacolod/lifestyle/sunstar-editor-in-chief-others-named-environmental-champs
 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

COVID-19 MONITORING SYSTEM
DATA MANAGEMENT – Data gathering using forms added into the system
IT MANAGEMENT – Purchased webserver and web hosting for 2 years, accessible anywhere as long as there is
an internet connection.

KNOWLEDGE MANAGEMENT – Produced reports, statistics, analysis, figures and maps needed by the
Province and DRRM to monitor the Stranded Negrenses and the covid cases in Negros Occidental

RECORDS MANAGEMENT – Physical and digital data was secured. Physical was organized into boxes by
PEMO while digital / electronics have a schedule back up

INFORMATION SECURITY – purchased SSL (Secured Socket Layer), used encryption for password,
established a Two-factor authentication (2FA), enabling and disabling for accounts, access logs
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 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

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 INFORMATION MANAGEMENT

INFORMATION MANAGEMENT SYSTEM

COVID-19 INFORMATION MANAGEMENT SYSTEM
DATA MANAGEMENT – Data gathering using forms (CIF), added into the system
IT MANAGEMENT – Purchased webserver and web hosting for 2 years, accessible anywhere as long as there is
an internet connection.

KNOWLEDGE MANAGEMENT – Produced reports, statistics, analysis, figures and maps needed by the
organization

RECORDS MANAGEMENT – Physical and digital data was secured. Physical was organized into boxes by
municipalities, cities while digital / electronics have a schedule back up

INFORMATION SECURITY – purchased SSL (Secured Socket Layer), used encryption for password,
established a Two-factor authentication (2FA), enabling and disabling for accounts, access logs
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BUSINESS PROCESS
 INFORMATION MANAGEMENT

BUSINESS PROCESS

❑ A business process is a series of interconnected activities or

tasks that are performed by people, systems, or a
combination of both, in order to achieve a specific business
objective or outcome. Business processes are designed to
produce a desired result by transforming inputs into outputs
that meet customer or stakeholder needs.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS EXAMPLES

❑ Order processing: The process of receiving and fulfilling customer orders.

❑ Procurement: The process of purchasing goods or services from vendors.

❑ Hiring: The process of recruiting and hiring new employees.

❑ Payroll: The process of calculating and distributing employee salaries and

benefits.

❑ Inventory management: The process of managing and controlling inventory

levels.

❑ Customer service: The process of addressing customer needs and issues. 31

BUSINESS PROCESS MODULE
 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE

❑ A business process module is a component of a software

system or an application that helps to automate a specific set

of business processes. It is designed to simplify and

streamline complex business operations by providing a

structured, step-by- step framework for executing tasks.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE ELEMENTS

WORKFLOWS

❑ Workflows are series of steps or activities that define a

business process. Workflows can be customized to meet the

specific needs of a company, and they can be designed to

incorporate conditional logic, business rules, and approvals.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE ELEMENTS

FORMS

❑ Forms are user interfaces that are used to collect and process

data for a specific business process. Forms can be customized

to meet the specific needs of a company, and they can be

designed to incorporate conditional logic and business rules.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE ELEMENTS

REPORTS
❑ Reports are generated to provide visibility into the status
of a specific business process. Reports can be customized to
meet the specific needs of a company, and they can be
designed to incorporate key performance indicators (KPIs)
and other metrics.
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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE ELEMENTS

❑ Overall, a business process module is a critical component of a

software platform that helps to improve operational efficiency,

reduce errors, and enhance collaboration across an organization. By

automating routine tasks and providing real-time visibility into

business processes, a business process module helps companies to

stay competitive and adapt to changing market conditions.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE EXAMPLE

PURCHASE ORDER PROCESS MODULE.

❑ Workflows: The purchase order process workflow defines the steps and

activities that must be completed in order to create, approve, and fulfill a

purchase order.

❑ For example, the workflow may include steps such as creating a purchase

request, reviewing and approving the request, creating a purchase order,

receiving goods, and processing payment.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE EXAMPLE

❑ FORMS: The purchase order process module would include

forms to collect and process data related to the purchase order.

❑ These may include forms to create and approve purchase

requests, create purchase orders, receive goods, and process

payments.
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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE EXAMPLE

❑ REPORTS: The purchase order process module would generate

reports to provide visibility into the status of purchase orders.

❑ These may include reports on pending purchase requests,

purchase orders in process, and purchase orders that have been

fulfilled.
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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE EXAMPLE

❑ In addition, the purchase order process module may also

include features such as integration with inventory

management and accounts payable modules, automatic

notifications for approvers and stakeholders, and the ability to

track purchase order history and audit trails.

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 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE EXAMPLE

❑ Overall, a purchase order process module helps to streamline

and automate the purchase order process, reducing errors,

increasing efficiency, and improving communication and

collaboration across departments.

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 INFORMATION MANAGEMENT

TYPES OF BUSINESS PROCESS MODULE

❑ Human Resources (HR) Module: This module helps to automate HR processes

such as recruitment , onboarding , performance management , and

employee engagement.

❑ The HR module typically includes workflows for job posting, resume screening,

interview scheduling, and onboarding new employees. It may also include

forms for employee evaluations and performance tracking, as well as reports

on key HR metrics such as employee turnover and retention rates.

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 INFORMATION MANAGEMENT

TYPES OF BUSINESS PROCESS MODULE

❑ Sales and Marketing Module: This module automates sales and

marketing processes, such as lead management, customer relationship

management (CRM), and marketing campaigns.

❑ The sales and marketing module typically includes workflows for lead

capture, lead nurturing, and sales pipeline management. It may also

include forms for customer profiling and segmentation, as well as reports

on sales performance and marketing ROI. 44

 INFORMATION MANAGEMENT

TYPES OF BUSINESS PROCESS MODULE

❑ Finance and Accounting Module: This module automates financial

processes such as accounts payable and receivable, budgeting, and

financial reporting.

❑ The finance and accounting module typically includes workflows for

invoice processing, payment processing, and expense tracking. It may

also include forms for budget planning and forecasting, as well as reports

on financial performance and cash flow. 45

 INFORMATION MANAGEMENT

TYPES OF BUSINESS PROCESS MODULE

❑ Inventory Management Module: This module helps to manage

inventory levels and automate inventory-related processes such as

purchasing, order fulfillment, and stock monitoring.

❑ The inventory management module typically includes workflows for stock

tracking, replenishment, and ordering. It may also include forms for

product catalog management and reporting on inventory levels and stock

movement. 46
 INFORMATION MANAGEMENT

TYPES OF BUSINESS PROCESS MODULE

❑ Customer Service Module: This module automates customer service

processes such as ticket management, customer support, and

complaints resolution.

❑ The customer service module typically includes workflows for ticket

routing, escalation, and resolution. It may also include forms for

customer feedback and satisfaction surveys, as well as reports on service

levels and customer satisfaction. 47

 INFORMATION MANAGEMENT

BUSINESS PROCESS MODULE

❑ Overall, business process modules help to automate and streamline

complex business processes, reducing errors and improving efficiency

across an organization. By providing a structured framework for

executing tasks, business process modules help companies to stay

competitive and adapt to changing market conditions.

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BUSINESS PROCESS & INFORMATION
MANAGEMENT SYSTEM
 INFORMATION MANAGEMENT

BUSINESS PROCESS AND IMS

❑ Information management systems are designed to support and

facilitate the execution of business processes by providing the

necessary infrastructure, tools, and capabilities to manage and utilize

information effectively within an organization.

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 INFORMATION MANAGEMENT

EXAMPLES
❑ Content Management System (CMS) ❑ Human Resource Management System
(HRMS)
❑ Document Management System (DMS)
❑ Electronic Document and Records
❑ Customer Relationship Management (CRM)
Management System (EDRMS)
System
❑ Email Management System
❑ Enterprise Resource Planning (ERP) System
❑ Asset Management System
❑ Records Management System (RMS)
❑ Collaboration Platform
❑ Learning Management System (LMS)

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 INFORMATION MANAGEMENT

EXAMPLES
❑ Laboratory Information Management ❑ Financial Management System
System (LIMS) ❑ Electronic Health Record (EHR) System
❑ Project Portfolio Management (PPM) ❑ Property Management System
System
❑ Incident Management System
❑ Inventory Management System
❑ Disaster Recovery Management System
❑ Order Management System (OMS)
❑ Visitor Management System
❑ Procurement Management System
❑ Fleet Management System

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 INFORMATION MANAGEMENT

EXAMPLES
❑ Compliance Management System

❑ Performance Management System

❑ Energy Management System

❑ Contract Management System

❑ Safety Management System

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 END OF
SESSION 1

THANK YOU