Overview of a decision-support system

TPS
DSS
Database
External
Data
DSS Software System
Model s OLAP Tool s
Datami ni ng Tool s
User
Interface
User
DSS database: A collection of current or
historical data from a number of applications
or groups. Can be a small PC database or a
massive data warehouse.
DSS software system: Collection of soft-
ware tools that are used for data analysis,
such as OLAP tools, data mining tools, or a
collection of mathematical and analytical
models.
Model: An abstract representation that
illustrates the components or relationships of
a phenomenon.
Sensitivity Analysis: Models that ask what-
if questions repeatedly to determine the
impact of changes in one or more factors on
outcomes
Table 15.1-Examples of
Decision-Support Systems
Organization DSS Application
American Airlines Price and route selection
Equico Capital Corporation Investment evaluation
General Accident Insurance Customer buying patterns and fraud detection
Bank of America Customer profiles
Frito-Lay, Inc. Price, advertising, and promotion selection
Burlington Coat Factory Store location and inventory mix
National Gypsum Corporate planning and forecasting
Southern Railway Train dispatching and routing
Texas Oil and Gas Corporation Evaluation of potential drilling sires
United Airlines Flight scheduling
U.S. Department of Defense Defense contract analysis
Group decision support system (GDSS): An
interactive computer based system to facilitate
the solution to unstructured problems by a set
of decision makers working together as a
group.
Meeting elements that need to be addressed:
1. Improved preplanning,
2. Increased participation,
3. Open, collaborative meeting atmosphere,
4. Criticism free idea generation,
5. Evaluation objectivity,
6. Idea organisation and evaluation,
7. Setting priorities and making decisions,
8. Documentation of meetings,
9. Access to external information,
10. Preservation of "organisational memory,"
Similarities Between GDSS and DSS
Both use models, data and user-friendly
software
Both are interactive with what-if
capabilities
Both use internal and external data
Both allow the decision maker to take an
active role
Both have flexible systems
Both have graphical output
Why Use GDSS?
High level managers can spend 80% of
their time making decisions in groups.
Applied correctly, GDSS can reduce this
time, arriving at a better decision faster.
GDSS provides the hardware, software,
databases and procedures for effective
decision making.
Characteristics of GDSS
Special Design
Ease of use
Specific and general support
Suppressing negative group behavior
Supporting positive group behavior

GDSS Software tools
Specific GDSS software tools include the
following:
Electronic questionnaires
Electronic brainstorming tools
Idea organisers
Questionnaire tools
Tools for voting or setting priorities
Stakeholder identification and analysis tools
Policy formation tools
Group dictionaries
How GDSS Can Enhance Group
Decision Making
1. Improved preplanning.
2. Increased participation.
3. Open, collaborative meeting atmosphere.
4. Criticism-free idea generation.
5. Evaluation objectivity.
6. Idea organisation and evaluation.
7. Setting priorities and making decisions.
8. Documentation of meetings.
9. Access to external information.
10. Preservation of "organisational memory."
Group System Tools
Sessi on
Pl anni ng
Group Interacti on
Brai nstormi ng
Topi c Connector
Group Outl i ner
Organi zati onal Memory
Idea
Generation
Idea Organi zer
Issue Anal yzer
Group Wri ter
Idea
Generation
Vote Sel ecti on
Al ternati ve Eval .
Questi onnai re
Group Matri x
Idea
Generation
Pol i cy Formati on
Stakehol der Id.
Idea
Generation
Enterpri se Anal yzer
Graphi cal Browser
Bri ef Case
Access to Informati on
Personal producti vi ty
Sessi on
Manager
Advantages of GDSS
Anonymity drive out fear leading to better
decisions from a diverse hierarchy of decision
makers
Parallel Communication eliminate monopolizing,
providing increased participation, better decisions
Automated record keeping no need to take notes,
theyre automatically recorded
Ability for virtual meetings only need hardware,
software and people connected
Portability - Can be set up to be portable laptop
Global Potential - People can be connected across
the world
No need for a computer guru although some
basic experience is a must

Disadvantages of GDSS
Cost infrastructure costs to provide the hardware
and software/room/network connectivity can be very
expensive
Security especially true when companies rent the
facilities for GDSS; also, the facilitator may be a
lower-level employee who may leak information to
peers
Technical Failure power loss, loss of connectivity,
relies heavily on bandwidth and LAN/WAN
infrastructure properly setup system should
minimize this risk
Keyboarding Skills reduced participation may
result due to frustration
Training learning curve is present for users, varies
by situation
Perception of messages lack of verbal
communication could lead to misinterpretation
Best Uses Of GDSS
Complex decision making
For Large Groups a meeting of 2
or 3 people does not justify GDSS
investment


What is Automation
The word automation refers to a method of
using a wide range of computer- and
machine-aided tasks to help improve
productivity and create easier ways to do
business. Different types of automation are
commonly used in different types of
industries.
Office automation refers to the varied computer machinery and
software used to digitally create, collect, store, manipulate, and relay
office information needed for accomplishing basic tasks. Raw data
storage, electronic transfer, and the management of electronic
business information comprise the basic activities of an office
automation system. Office automation helps in optimizing or
automating existing office procedures.

What is Office Automation
Advantages
Replacing human operators in tasks that involve hard physical or
monotonous work.
Replacing humans in tasks done in dangerous environments (i.e. fire,
space, volcanoes, nuclear facilities, underwater, etc.)
Performing tasks that are beyond human capabilities of size, weight,
speed, endurance, etc.
Economy improvement: Automation may improve in economy of
enterprises, society or most of humanity. For example, when an
enterprise invests in automation, technology recovers its investment; or
when a state or country increases its income due to automation like
Germany or Japan in the 20th Century.
Reduces operation time and work handling time significantly.
Frees up workers to take on other roles.
Office automation systems (OAS)
Office automation systems (OAS) are configurations of
networked computer hardware and software. A variety of office
automation systems are now applied to business and
communication functions that used to be performed manually
or in multiple locations of a Organization, such as preparing
written communications and strategic planning. In addition,
functions that once required coordinating the expertise of
outside specialists in typesetting, printing, or electronic
recording can now be integrated into the everyday work of an
organization, saving both time and money.
(1) electronic publishing
(2) electronic communication
(3) electronic collaboration
(4) image processing
(5) office management
Types of functions integrated by office
automation systems include
At the heart of these systems is often a local area
network (LAN). The LAN allows users to transmit
data, voice, mail, and images across the network to
any destination, whether that destination is in the local
office on the LAN, or in another country or continent,
through a connecting network. An OAS makes office
work more efficient and increases productivity.
Backbone of Office Automation
Electronic publishing systems include word
processing and desktop publishing. Word
processing software, (e.g., Microsoft Word, Corel
Word-Perfect) allows users to create, edit, revise,
store, and print documents such as letters, memos,
reports, and manuscripts.
Electronic Publishing
Electronic communication systems
include electronic mail (e-mail), voice
mail, facsimile (fax), and desktop
videoconferencing.
Electronic Communication
E-mail is software that allows users, via their
computer keyboards, to create, send, and receive
messages and files to or from anywhere in the world.
Most e-mail systems let the user do other
sophisticated tasks such as filter, prioritize, or file
messages; forward copies of messages to other
users; create and save drafts of messages; send
"carbon copies"; and request automatic confirmation
of the delivery of a message. E-mail is very popular
because it is easy to use, offers fast delivery, and is
inexpensive. Examples of e-mail software are
Eudora, Lotus Notes, and Microsoft Outlook.
Electronic Mail.
Voice mail is a sophisticated telephone answering
machine. It digitizes incoming voice messages and
stores them on disk. When the recipient is ready to
listen, the message is converted from its digitized
version back to audio, or sound. Recipients may
save messages for future use, delete them, or
forward them to other people.
Voice Mail.
A facsimile or facsimile transmission machine (FAX)
scans a document containing both text and graphics
and sends it as electronic signals over ordinary
telephone lines to a receiving fax machine. This
receiving fax recreates the image on paper. A fax can
also scan and send a document to a fax modem
(circuit board) inside a remote computer. The fax can
then be displayed on the computer screen and stored
or printed out by the computer's printer.
Facsimile.
Desktop videoconferencing is one of the fastest
growing forms of videoconferencing. Desktop
videoconferencing requires a network and a
desktop computer with special application
software (e.g., Microsoft Lync-2010) as well as a
small camera installed on top of the monitor.
Images of a computer user from the desktop
computer are captured and sent across the
network to the other computers and users that
are participating in the conference. This type of
videoconferencing simulates face-to-face
meetings of individuals.
Desktop Videoconferencing
Electronic collaboration is made possible through
electronic meeting and collaborative work systems
and teleconferencing. Electronic meeting and
collaborative work systems allow teams of coworkers
to use networks of microcomputers to share
information, update schedules and plans, and
cooperate on projects regardless of geographic
distance. Special software called groupware is
needed to allow two or more people to edit or
otherwise work on the same files simultaneously.
Electronic Collaboration
Image processing systems include electronic
document management, presentation graphics,
and multimedia systems. Imaging systems convert
text, drawings, and photographs into digital form
that can be stored in a computersystem. This
digital form can be manipulated, stored, printed, or
sent via a modem to another computer. Imaging
systems may use scanners, digital cameras, video
capture cards, or advanced graphic computers.
Companies use imaging systems for a variety of
documents such as insurance forms, medical
records, dental records, and mortgage
applications.
Image Processing
Office management systems include electronic office
accessories, electronic scheduling, and task
management. These systems provide an electronic
means of organizing people, projects, and data.
Business dates, appointments, notes, and client contact
information can be created, edited, stored, and retrieved.
Projects and tasks can be allocated, subdivided, and
planned. All of these actions can either be done
individually or for an entire group. Computerized
systems that automate these office functions can
dramatically increase productivity and improve
communication within an organization.
Office Management