INFORMATION SYSTEMS FOR

PROJECT MANAGEMENT

COURSE CODE: MPM 514

CREDIT HOURS: 2
 COURSE CONTENTS
1 Introduction to information systems
1.1. Definition, models, and characteristics
1.2. Significance and types of information systems
2 Development of information systems
2.1. System design and implementation
2.2. Knowledge management
o Types and management of knowledge
o Technologies for knowledge management
2.3. Evaluation of systems
3 Information systems and decision making
3.1. Executive information systems
3.2. Decision making support
4 Information and communication technology
4.1. Computer systems
4.2. Internet and World Wide Web
4.3. Communications and networks
5 Project management software
5.1. Investment in technology
5.2. Types: online and on-premise
5.3. Different features: analytics, document management, mobile capabilities, project
portfolio management, etc.
 COURSE OBJECTIVES

After successful completion of the course, students:

• Recognize the significance of appropriate information for
reporting and decision making,
• Demonstrate the role of information and information systems
for project data collection, analysis, reporting, communicating,
and learning,
• able to apply the project management software,
• Explain why information systems are so important today and
how they are transforming organizations and management, and
• Recognize information security, privacy, ethical, and societal
issues.
CHAPTER ONE

Introduction to information systems

Introduction to information systems

Contents of presentation
 Definition, models, and characteristics
 Significance and types of information
systems
Basic Definitions

Data -is defined as raw facts or observations, typically

about physical phenomena or business
transactions.
Information
 Is data that has been processed into a form that is
meaningful to the recipent and is of real perceived
value in current or prospective decisions.
-is data that has been put into a menaningful and useful
context for specific end users.
Basic Definitions …Cont’d
System
A system is a group of interrelated components working
together toward a common goal by accepting inputs and
producing outputs in an organized transformation process.
Such a system has three basic interacting components or
functions: input, processing, output.
 The systems concept can be made even more useful
by including two additional components: feedback
and control.
 Such a system (a system with feedback and control) is
sometimes called a cybernetic system, i.e. a self-
monitoring, self-regulating system.

Basic Definitions …Cont’d
 Feedback is data about the performance of a system.
 Control is a major system function that monitors and evaluates
feedback to determine whether the system is moving toward
the achievement of its goal. It then makes any necessary
adjustments to the input and processing components of the
system to ensure that proper output is produced.
 Feedback is frequently included as part of the concept of the
control function because of the essential role feedback plays in
control.
Positive feedback- A system performing properly generates
positive feedback.
Negative feedback- A system whose performance is
deteriorating or deviating from the attainment of its goal.
Basic Definitions …Cont’d
The following figure illustrates a generic concept of a system incorporating feedback and
control components and exchanging inputs and outputs with its environment.

Environment
Feedback Feedback
Signals signals
Control

Feedback
Signals

Signals
Control
Signal

Contr
ol
s

signals
Control

Input Processing Output

System Boundary

Other Systems
Basic Definitions…Cont’d

Information System
An information system is a set of people,
procedures, and resources that collects,
transorms, and disseminates information in
an organization.
Information system has been defined in terms of two
perspectives: one relating to its function; the other
relating to its structure.
Basic Definitions…Cont’d
From a functional perspective; an information
system is a technologically implemented
medium for the purpose of recording, storing,
and disseminating linguistic expressions as well
as for the supporting of inference making.
( The functional definition has its merits in focusing
on what actual users from a conceptual point of
view- do with the information system while using it.
They communicate with experts to solve a
particular problem.)
Basic Definitions…Cont’d
From a structural perspective; an information
system consists of a collection of people,
processes, data, models, technology and partly
formalized language, forming a cohesive structure
which serves some organizational purpose or
function.
(The structural definition makes clear that IS
are socio-technical systems, i.e., systems
consisting of humans, behavior rules, and
conceptual and technical artifacts. )
Basic Definitions…Cont’d

Today's organizations rely on many types

of information systems. They include:
○ Simple manual (Paper- and- pencil)
information systems
○ informal information systems (Word- of -
mouth)
○ Computer-based information systems that
use hardware, software, and people
resources to transform data resources into
information products for end users.
 Project Information Management System (PMIS)
Definition:
An information system consisting of the tools and techniques used to gather,
integrate, and disseminate the outputs of project management processes. It is
used to support all aspects of the project from initiating through closing, and
can include both manual and automated systems

A Project Information Management System (PIMS) is the

systematic process of creating, identifying, collecting, organizing, sharing, adapting,
and using project information. Information management is a process for identifying
all the information the project stakeholders need to make informed decisions.
Basic Definitions…Cont’d
Management Information System
○ MIS is an integrated, user machine system for providing
information to support operations, management, and decision
making functions in an organazation. The system utilizes
computer hardware and software, manual procedures, models for
analysis, planning, control and decision making, and a database.
Basic Definitions…Cont’d
End user
○ An end user is any one who uses an information
system or the information it produces.
○ This usually applies to most people in an
organization as distinguished from the smaller
number of people who are information specialists,
such as system analysts or progr ammers.
Managerial End User
○ A managerial end user is a manager, entrepreneur,
or managerial-level professional who personally
uses information systems.
Information Systems and Society
 Information is a basic resource that individuals and
organizations must have to survive and succeed in today's
society.
 We are living in an information society whose economy is
heavily dependent on the creation, management, and
distribution of information resources. We no longer live in:
○ An agricultural society composed primarily of farmers or
○ Industrial society where majority of the work force consists
factory workers.
Information Systems and Society…Cont’d
 The workforce today consists mainly of workers in service occupations
or knowledge workers, that is, people who spend most of their
workday creating, using, and distributing information.
 The category of knowledge workers includes:
executives, managers, and supervisors;
professionals such as accountants, engineers, scientists,
stockbrokers, and teachers, and
staff personnel such as secretaries and clerical office personnel.
These people all make their living using information systems to create,
distribute, manage, and use information resources, which are then used to
help them manage the human, financial, material, energy, and other
resources involved in their work responsibilities.
Information, then, is a valuable commodity to knowledge workers, their
organization, and society. A major challenge for the information society is to
manage its information resources to benefit all members of society.
Information systems and organizations
 Information and information systems are also
valuable organizational resources that must be
properly managed for an organization to succeed.
 For organizations information systems represent:
○ A major part of the resources of an organization and
its cost of doing business, thus posing a major
resource management challenge.
Information systems and the managerial
end user
○ An important factor affecting operational efficiency, employee productivity and morale,
and customer service and satisfaction.
○ A major source of information and support needed to promote effective decision
making by managers.
○ An important ingredient in developing competitive products and services that give an
organization a strategic advantage in the market place.
○ A vital, dynamic, and challenging career opportunity for millions of men and women.

What managerial end users need to know

The following framework outlines what a managerial end user needs to know
about information systems. It emphasizes that you should concentrate your
efforts in five areas of knowledge:
 Foundation concepts
 Development
 Technology
 Applications
 Management
What managerial end users need to
know…Cont’d
 Foundation concepts
Need to have knowledge of the generic
components and properties of information
systems,
which requires an understanding of some basic
concepts in general systems theory and
information processing.
What managerial end users need to
know…Cont’d
 Development
 How should managerial end users or information
specialists develop information systems solutions to
business problems?
 should understand how methodologies such as the
systems approach, the systems development life cycle,
and prototyping can be used to construct information
systems applications that successfully meet end user and
organizational needs.
What managerial end users need to
know…Cont’d
 Technology
should have an understanding of major
concepts, developments, and management
issues in information technology, i.e. Hardware,
Software, Telecommunications and Database
management .
What managerial end users need to
know…Cont’d
 Applications
They should gain a basic understanding of
information systems concepts and applications
in areas such as end user computing, office
automation, transaction processing, information
reporting, decision support, executive support
and artificial intelligence.
What managerial end users need to
know…Cont’d
 Management
This area requires understanding the major
challenges and methods involved in managing
the resources, technologies, and activities of
information systems.
More specifically, they should understand
concepts such as information resource
management and information systems planning,
implementation, and control.
Information system model
 An Information system model
An information system uses:
○ the resources of hardware (machines and media),
software (programs and procedures), and people
(specialists and end users)
○ to perform input, processing, output, storage, and
control activities that convert data resources into
information products.
Information System Model …Cont’d

An Information System Model

Software Resources: Programs and procedures

People Resources: End users and IS specalists
Hardware Resources: Machines & Media

Control of system performance

Input of Processing Output of

Data Of data Data
Resources resources Resources

Storage of Data Resources

Data Resources: Data, Model, Knowlege Bases
Information System Model …Cont’d
 This model provides a conceptual framework that emphasizes
three major concepts that can be applied to all types of
information systems.
 People, hardware, software, and data are the four basic
resources of information systems.
○ People resources include end users and IS
specialists.
○ Hardware resources include machines and media.
○ Software resources include both programs and
procedures.
○ Data resources include Data, model, and
knowledge bases.
Information System Model …Cont’d

Data resources are transformed by information

processing activities into a variety of information
products for end users.
 Information processing consists of input, processing,
output, storage, and control activities.
Roles of Information Systems in
business
An Information system supports the business Organizations in
the following ways.
a) Support the Business Process: Treats inputs as a request from the
customer and outputs as services to customer. Supports current
operations and use the system to influence further way of working.
b) Support Operation of a Business Organization: An IS supports
operations of a business organization by giving timely information,
maintenance and enhancement which provides flexibility in the operation
of organizations.
c) Support Decision Making: An IS supports the decision making by
employee in their daily operations. It also supports managers in decision
making to meet the goals and objectives of the organization. Different
mathematical models and IT tools are used for the purpose evolving
strategies to meet competitive needs.
d) Strategies for an Organization: Today each business is running in a
competitive market. An IS supports the organization to evolve appropriate
strategies for the business to assent in a competitive environment
Information system activities
The basic information processing activities that occur in
information systems include:
○ Input of data resources
 Data about business transactions and other events must be
captured and prepared for processing by the basic data entry
activities of recording and editing.
 End users typically record data about transactions on some type
of physical medium such as paper form or enter it directly into a
computer system.
 This usually includes a variety of editing activities to assure they
have recorded data correctly.
Information system activities …Cont’d

 Processing of data into information

 Data is manipulated by such activities as calculating,
comparing, sorting, classifying, and summarizing. These
activities organize, and manipulate data, thus converting
it into information for end users.
 The quality of any data stored in an information system
must also be maintained by a continual process of
correcting and updating activities.
Information system activities …Cont’d

 Output of information products

 Information in various forms is transmitted to end users and
made available to them in the output activity.
 Common information products are video displays, paper
documents, audio responses that provide us with messages,
forms, reports, listings, etc.
 Storage of data resources
 storage is a basic system component of information systems
 storage is an IS activity in which data and information are
retained in an organized manner for later use.
 Stored data is commonly organized into fields, records, files,
and databases.
Information system activities …Cont’d

 Control of system performance

An information system should produce feedback
about its input, processing, output, and storage
activities.
This feedback must be monitored and evaluated
to determine if the system is meeting
established performance standards.
Then appropriate system activities must be
adjusted so that proper information products
are produced for end users.
Information System Resources
Information System Resources
An information system consists four major resources:
○Resources of people: (end users and IS specialists, system analyst,
programmers, data administrators etc.).
 Hardware: (Physical computer equipments and associate device,
machines and media).
Software: (programs and procedures).
 Data: (data and knowledge bases)

Information System Resources…Cont’d

Hardware Resources
 The concept of hardware resources includes
all physical devices and materials used in
information processing.
 It includes machines and media

Examples
- large mainframe computers,
minicomputers microcomputers
- Telecommunication networks.
- Computer peripherals
Information System Resources…Cont’d

 Software Resources
 Include all sets of information processing instructions.
○ Programs - operating instructions which direct and
control hardware
○ Procedures -information processing instructions
needed by people.
 Examples of software
○ System software, such as an operating system
program, which manages the operations of a
computer system.
○ Application software, which are programs that direct
processing for a particular use of computers by end
users.
○ Procedures - operating instructions for people.
 Information System Resources…Cont’d

 People Resources
 People are required for the operation of all
information system. These resources include:
○ Specialists- people who develop and operate
information systems. They include system analysts,
programmers, computer operators, other
managerial, technical, and clerical personnel.
○ End users- can be accountants, sales persons,
engineers, customers, or managers.
Information System Resources…Cont’d

Data Resources
 The data resources of information systems are typically
organized into:
○ Databases - which holds, processed and organized
data.
○ Model bases - which hold conceptual,
mathematical, and logical models that express
business relationships, computational routines, or
analytical techniques
○ Knowledge bases - which hold knowledge in a
variety of forms such as facts about a specific
subject area and rules of inference about various
subjects.
Data Resources…Cont’d
 Data can take many forms:
 Alphanumeric data- composed of numbers and alphabetical
and special characters that describe business transactions and
other events and entities.
 Text data - consisting of sentences and paragraphs used in
written communication.
 Image - graphic shapes and figures
 Video data - data presented for viewing by a variety of video
display devices.
 Audio data - the human voice and other sounds.
 Tactile data - generated by touch - sensitive materials
 Sensor data - provided by a variety of sensors used in the
control of physical processes.
Data Resources…Cont’d

 Data resources are typically recorded and

stored on several types of data media.
 Examples:
paper documents
magnetic disks
magnetic tape
optical disks
microfilms
electronic circuit chips
Characteristics of information system
Characteristics of information
system…Cont’d
 Types Of Information System
Information Systems Support of Managerial
Support of Business Decision Making
Operation

Operations Support Management Support

Systems Systems

Specialized Transaction Process Enterprise Management Decision Executive Specialized

Processing Processing Control Collaboration Information support Information Processing
Systems Systems Systems Systems Systems(MIS) Systems(DSS) Systems Systems

Processing Control of Team and Work Pre-specified Information

Interactive
Business industrial Group Reporting for tailored for
decision support
processes Collaboration executive
Transactions Manager

Knowledge
Strategic Functional
Expert Systems Management
Information Systems Business Systems
Systems

Manage Support Support

Expert advise for
organizational Competitive business basic
decision makers
Knowledge advantage functions
Exercise
1.Discuss the concepts and components of a system.
3. Differentiate between data and information. What are the
characteristics of good information?
4. What is an Information system? Discuss about each component
of an Information System.
5. Discuss the role of information systems in project Management.
6. Which of the four major types of information systems do you
think is the most valuable to an organization?
There are four common types of information systems, and these
are transaction processing systems, management information
systems, decision-support systems, and executive support
systems.