Sample Answer
Comparing Information Systems Across Organisations
Information systems (IS) are critical to the effective operation of modern organisations, providing support for decision-making, operations, and strategic planning. Different organisations adopt different types of information systems depending on their size, sector, and operational needs. For example, a retail company may rely on a Transaction Processing System (TPS) to manage sales and inventory, while a healthcare provider may use an Electronic Health Record (EHR) system to store and retrieve patient data efficiently. Critically comparing these systems highlights differences in complexity, scalability, and user requirements. While TPS systems are often highly standardised and transactional in nature, EHR systems require strict compliance with privacy and regulatory standards, illustrating how organisational context shapes system design and functionality.
Evaluating an Information System in an Organisation
Evaluating an information system involves examining its effectiveness, efficiency, and alignment with organisational goals. Consider the case of a Customer Relationship Management (CRM) system used by a financial services company. This system consolidates customer data, tracks interactions, and enables personalised marketing campaigns. Evaluation criteria include usability, data accuracy, integration with other systems, and the impact on customer satisfaction. Studies indicate that a well-implemented CRM can improve customer retention and operational efficiency, while poor adoption or misalignment with business processes may result in wasted resources and low staff engagement. This evaluation demonstrates that the success of an IS depends not only on its technical features but also on organisational readiness and user training.
Analysing Information System Needs of a Functional Area
Different functional areas within an organisation have unique information needs. For instance, the human resources (HR) department requires systems that manage employee records, payroll, and performance appraisals. Analysing these needs involves identifying the types of data processed, the frequency of use, and the decision-making processes supported by the system. An HRIS (Human Resource Information System) can automate administrative tasks, provide analytical insights for workforce planning, and ensure compliance with employment laws. Conducting a needs analysis ensures that the selected system is fit for purpose, scalable, and capable of supporting strategic HR initiatives.
Preparing a Detailed Project Plan for System Development
Developing an information system requires careful planning and structured project management. A detailed project plan outlines the system objectives, scope, timeline, resource requirements, risk management strategies, and milestones. For example, implementing an inventory management system in a manufacturing company would involve defining data capture processes, integrating with existing ERP systems, and scheduling staff training sessions. Project planning tools such as Gantt charts and critical path analysis can help visualise the schedule and track progress, ensuring the project is delivered on time and within budget.
Assessing the Feasibility of a Proposed System
Feasibility assessment evaluates whether a proposed information system is viable from technical, economic, and operational perspectives. Technical feasibility considers whether the existing IT infrastructure can support the new system, while economic feasibility examines costs, benefits, and return on investment. Operational feasibility assesses whether staff can adopt and effectively use the system. For instance, implementing a cloud-based document management system may be technically feasible but require additional staff training, affecting operational feasibility. A thorough assessment reduces the risk of project failure and informs decision-making for system adoption.
Explaining System Requirements
System requirements define the functionality, performance, and constraints of the proposed information system. Functional requirements specify what the system must do, such as processing transactions, generating reports, or managing user accounts. Non-functional requirements address quality attributes like security, scalability, and response time. Documenting clear and comprehensive requirements ensures that developers understand expectations and that the final system meets organisational needs. For example, a payroll system must ensure data security and compliance with tax regulations while providing accurate and timely employee payments.
