ELEMENTS OF A SYSTEM.

Input Process Output

 A system’s objectives are expressed in terms of the

outputs it needs to produce. It feeds input, which are
processed to generate the outputs.
 The input are the data, i.e., raw facts which are processed
while the output i.e., information are outcome of the
process.
 The essential elements of inputs are:
i) Accuracy: if the data is not accurate, the output would
be wrong.
ii) Timeliness: if the data is not obtained in time, the
entire system falls into arrears.
iii) proper format: the input must be available in proper
format.
iv) Economy: the data must be produced at the least cost.
 In addition to above components, two more
components play an important role. These are:
(a) Control (b) Feedback
 Control. A system is guided by the control. that is
, each system should have the element control,
which makes the system to operate within tolerable
performance levels.
 control of the system is the decision-maker that
controls the activities of accepting input,
processing and producing the output.
 Feedback. It is info on how well a system is performing and it
is essential for system modification.
 In feedback control, the output is fed back to input and /or to the
control. The feeding back of the output allows it to be measured
against some standards and making adjustments in the
processing accordingly.
 Every system uses a basic control model consisting of:
(A) A standard for accepting performance
(B) A method of measuring actual performance
(C) A means for comparing actual performance against
standard.
(D) A method for feedback.
Standard: the accepting levels of performance are called
standards against which the actual performance are to be
compared.
Information for user control Control

feedback
To control processing

Input (data) Processing Output (info)

 Types of Systems: systems has been classified in
different ways: common classification are:
 i) physical or abstract system
 ii) open or closed system.
 iii) Deterministic or Probabilistic systems
 iv) Man-made information systems.
1. physical or abstract system. Physical system are
tangible entities that may be static or dynamic in
operation. E.g., steel filing cabinet is a static physical
system while Air-conditioning unit is a dynamic physical
system.
abstract systems are conceptual or non-physical entities
which may be straightforward as formulas, algorithms,
equations or models.
2. open or closed system. An open system continually
interacts with its environments. It receives inputs from and
delivers output to the outside. An info system belongs to this
category, since it must adapt to the changing demands of
the user e.g., educational system, business system.
in contrast, a closed system is isolated from environmental
influences. It remain unaffected by the change in
environment. In reality completely closed system are rare.
3. Deterministic or Probabilistic systems. A deterministic
sys is one in which the occurrence of all events is perfectly
predictable. If we get description of sys state at a particular
time, the nest state can be easily predictable e.g., a
numerically controlled machine tool, computer outputs.
probabilistic is one in which the occurrence of events
cannot be perfectly predicted. E.g., warehouse and its
contents, economic forecasting, inventory sys.
4. Man-made information systems. It is generally
believed that info reduces uncertainty about a
state or event. For example, info that the wind is
calm reduces the uncertainty that a trip by boat will
be enjoyable.
it determines the nature of relationship among
decision makers.
an info system may be defined as a set of
devices, procedures and operating systems
designed around the user-based criteria to
produce info and communicate it to the user for
planning, control and performance.
organizations use info systems to process
transactions, reduce costs and generate revenue.
 we can say that an info system is a system
which provides info for decision making and/or
control of organization. E.g., Banks use info sys
to process customer cheques and produce
statements.
the major info sys are :
 Formal info systems
 Informal info sys
 Computer based info systems.
 Formal info systems. It is based on the
organization represented by the org chart. Chart
is concerned with the pattern of authority,
communication and work flow.
 An informal info sys is an employee based
system designed to meet personal and
vocational needs and to help in the solution of
work-related problems. It also funnels info
upward through indirect channels.
 Third category of info sys depends on the
computer for handling business applications.
Sys analysts develop several different types of
information sys to meet a variety of business
needs.
computer based info sys are classified as:
i) Transaction processing system (TPS)
ii) Management info sys (MIS)
iii) Decision support sys (DSS)
iv) Office Automation sys (OAS)
 Transaction processing system (TPS). Substitutes
computer-based processing for manual
procedures. Deals with well structured routine
processes. Includes record-keeping applications.
 Management info sys (MIS). Provides input to be
used in the managerial decision process. Deals
with supporting well structured decision situations.
Typical info requirements can be anticipated.
 Decision support sys (DSS). Provides info to
managers who make judgments about
particular situations. Supports decision makers
in situations that are not well structured.
 Office Automation sys (OAS). It is a multi-
function, integrated computer based system,
that allows many office activities to be
performed in an electronic mode.