ANZAC day

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Describe the information system and its purpose

This information systems purpose is to provide users with access to information on a number of investment properties that they own, information such as amount bought for, property value, location, description, rental price, water bills, electricity bills, and any other special payments including damages and insurance.

„h Explain how the information system meets a need

This information system meets a need by providing users to access information on their investment properties and allows owners to keep track of rent, payments to be made and compare properties, in terms of their value, and ultimately if the property is worth keeping.

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„h Explain the reasons why the information system has not used the information technology available rather than remained paper based.

There are many reasons why the information has remained paper based; one of these is that the owners of the information system did not feel a need to convert the paper based system into a computerised version as their paper based system had proved effective for them for many years. They also did not have the skills required to create the information system themselves eg for creating a relational database. There only option they had was to pay someone to convert the paper based system into a computerised version, but they did not feel that the cost of this would justify the outcomes.

„h Discuss the information processes and the participants within the given system

Collecting ¡V is the information process where; what data needs to be collected is decided, where the data is located and how it is to be collected. Data is collected from the rental property owners (participants). Data includes Income & Expenses, items under these fields include; Rental income, Advertising for tenants, pest control, interest on loans, water charges, insurance, property agent fees, land tax, legal fees, cleaning, repairs & maintenance. This data is collected through the use of hardware that are specifically designed to enter data into a computer system, these are known as input devices, ones that would be used in this case would include keyboard and mouse.

Organising ¡V is the process that arranges, represents and formats data for use by other information processes. The data collected is organised by dividing it into two tables; Income & Expenses.

Analysing ¡V Analysing is the process of taking data and turning it into information, giving the data meaning, this is done by looking at the data for any patterns or relationships. Analysing involves searching. In the given system all records have to be manually searched before users can find any information in the database. This can be used to compare related information eg; Income & Expenses, Electricity used in one house compared to another. This can ultimately help the user decide wether the house is worth keeping or not.

Storing/Retrieving ¡V involves a two-step process that retains data. Storing is the process of saving data/information and retrieving is the process of accessing previously stored data. In the given system all data is recorded onto sheets of paper (by the user), which is then stored in a physical folder. Data is retrieved by physically taking the folder out of the filing cabinet and manually searching through the records until the relevant information is found.

Processing ¡V is the manipulation of data by editing or updating it. In the given system data is edited or updated by filling out another record sheet and adding it to the folder with previous records.

Transmitting/Receiving ¡V is the transfer of data within the given system and between other systems. Data from the bills from the water, electricity company and from the tenants are all transferred from there system and recorded into the given system.

Displaying ¡V is the process of presenting the output from an information. In the given system information is presented to the user on paper and displayed in two separate lists; income and expenses.

„h Outline the existing system via a dataflow diagram

„h Explain the way in which the existing system can be improved

When collecting information in the existing system nonsensical data can be recorded, or necessary data can be left out. By computerising the system data can be validated (checked) to make sure the field is not left blank or the data makes sense for the particular field.

When organising the existing system divides the collected data into two lists. To improve this data can be organised into related tables under a relational database and stored this way. This will make it easier to search for information that meets one or more conditions.

Computerising will also make it easier to update and edited and changes can be quickly and easily made and stored.

Also the new system will not take up much physical space as each record does not have to filled but stored on the computer.

Overall a good way to improve the existing system would be to computerise it by building a relational database. This will make it faster and more efficient especially when searching.

„h Discuss the Technology required to improve the current system?

Technology required to improve the current system includes hardware and software.

Hardware such as inputs devices (keyboard and mouse) are essential to improve the current system by making it computerised, as these devices collect the data required for the database.

Large amounts of storage are also needed to receive and retain data over a period of time, large amounts of storage will result in faster processing which will improve efficiency of the system.

A secondary non-volatile storage device will be needed in order to keep a backup in case any goes wrong. A floppy disk can be used and can be regularly updated to keep the lastest copy of the system.

Software needs to include a program that will organise the data into relational tables. Access is an appropriate program that is readily available and will efficiently organsie data into a relational database and has the ability to search.

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