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U/S; 11473 – Process Data Using Information Technology 

 

 

Capture information from source documents onto a computer system

 

Information systems

An information system (IS) is the study of complementary networks of hardware and software (see information technology) that people and organizations use to collect, filter, process, create, and distribute data. The study bridges business and computer science using the theoretical foundations of information and computation to study various business models and related algorithmic processes within a computer science discipline. Computer Information System(s) (CIS) is a field studying computers and algorithmic processes, including their principles, their software and hardware designs, their applications, and their impact on society while IS emphasizes functionality over design.

 

 

Source Documents

A source document is a document in which data collected for a clinical trial is first recorded. These data are usually later entered in the case report form.

 

Why is checking source documents for accuracy so important?

Once the information on a source document is entered into the computer system, the information is relied upon to be accurate. The data entry person is the last person to see the document before it is filed away so it needs to be looked at very carefully for accuracy so the system can rely on the information.

 

All errors in data capturing and coding are identified and corrected as required.

 

Use statistical quality control methods to assess and improve the quality of collection, capture and coding operations. Collect and analyze quality control measures and results in a manner that would help identify the major root causes of error. Provide feedback reports to managers, staff, subject matter specialists and methodologists. Use measures of quality and productivity to provide feedback at the interviewer or operator level, as well as to identify error-causing elements in the design of the operation or its processing procedures. The terms data quality and error are used in a fairly loose, but common sense, sort of way. Data quality refers to how good the data are. An error is a departure from the correct data value. Data containing a lot of errors are obviously poor in quality. A distinction is usually made between accuracy and precision. Accuracy is the extent to which a measured data value approaches its true value. No dataset is 100 per cent accurate.

 

Sources of error 

Data errors may originate from a large number of different sources. Identifying possible sources of error and taking steps to reduce errors is largely a matter of common sense. The following therefore is only intended to provide an indication of possible error sources rather than a comprehensive list of all possible errors. Inaccuracies may arise with regard to space, time or attribute. Spatial inaccuracies arise if the co-ordinates used to identify the location of an entity (i.e. point, line or polygon) or a data point used to interpolate field data are measured or recorded incorrectly.

 

Data Input Errors

The data for entry into a GIS may contain measurement inaccuracies. These may be primary or secondary. Primary data acquisition errors occur during data capture or measurement. For example, if digitising data from a printed map, the printed map may contain errors which will naturally be retained after conversion to a digital format. Attribute data sources may also contain errors arising from problems with measurement instruments, sample bias, errors in recording, coding errors, etc. Some measurement methods (e.g. surveying) are obviously more likely to be accurate than others (e.g. interpretation of an air photo). Further errors, referred to as secondary data acquisition errors, may be introduced subsequently during the process of entering the data into the GIS – e.g. digitising errors, typing errors, etc.

 

Data Processing Errors

Further errors may be introduced during data processing. For example, if converting data from raster to vector mode, vector mode lines which should be straight may take on a stepped appearance. There are various smoothing algorithms which may be used to smooth out angular lines, but there is no way of knowing whether the smoothed lines are actually any more accurate – the net effect of smoothing the lines may be to introduce further errors by making them artificially smooth. Vector to raster conversions may result in topological errors being introduced or even in the creation or loss of small polygons. Raster coverages created from the same vector coverage will tend to vary depending upon relatively arbitrary decisions about cell size, the orientation of the raster and the location of the origin.

Data Display Errors

The display of data may also introduce errors. For example, the display of raster data on a vector mode device (e.g. a plotter) or the display of vector data on a raster device (e.g. a monitor or a printer) will generally introduce other small inaccuracies due to the need to round off during the conversion from one mode to the other. These errors can probably be ignored for practical purposes, but they serve as a reminder that errors can creep in at all stages in a GIS analysis.

 

What Is An Encoding Error?

An encoding error is a mistake which happens during the process of encoding data. Depending on the nature of the mistake, the results of the encoding error are variable. Encoding errors happen for a wide variety of reasons with all sorts of technology, although there are a number of safeguards in place which are designed to minimize or prevent such errors.

In encoding, data is transitioned from one format to another. Encoding is often used to compress data so that it will take up less room, as when a raw audio file is encoded so that it will fit easily on a compact disc.

 

The correct part of the computer system is used for capturing data.

 

Databases

A database is an organized collection of data. The data is typically organized to model relevant aspects of reality (for example, the availability of rooms in hotels), in a way that supports processes requiring this information (for example, finding a hotel with vacancies).

Database management systems (DBMSs) are specially designed applications that interact with the user, other applications, and the database itself to capture and analyze data. A general-purpose database management system (DBMS) is a software system designed to allow the definition, creation, querying, update, and administration of databases.

 

Using Databases

Databases offer a powerful, flexible way to manage your organization’s data. In this section, we explore several popular database platforms: Microsoft Access, Microsoft SQL Server and MySQL, providing you with the information you need to get started and develop your database skills.

 

Spreadsheets

A spreadsheet is an interactive computer application program for organization and analysis of data in tabular form. Spreadsheets developed as computerized simulations of paper accounting worksheets. The program operates on data represented as cells of an array, organized in rows and columns. Each cell of the array is a model–view–controller element that can contain either numeric or text data, or the results of formulas that automatically calculate and display a value based on the contents of other cells. The user of the spreadsheet can make changes in any stored value and observe the effects on calculated values. This makes the spreadsheet useful for “what-if” analysis since many cases can be rapidly investigated without tedious manual recalculation. Modern spreadsheet software can have multiple interacting sheets, and can display data either as text and numerals, or in graphical form.

 

Backups

In information technology, a backup, or the process of backing up, refers to the copying and archiving of computer data so it may be used to restore the original after a data loss event. The verb form is to back up in two words, whereas the noun is backup. Backups have two distinct purposes. The primary purpose is to recover data after its loss, be it by data deletion or corruption. Data loss can be a common experience of computer users.

Local Backup

These are some options, with the least expensive approach listed first.

  • Backing up critical files to diskettes. This approach is commonly used by people who keep their checkbooks and personal finance data on the computer. Programs like Quicken and Managing Your Money always remind users when they quit the program to back up their data. If your hard disk crashes, you’ll be able to reconstruct your checkbook balances. If you have other files (for example, chapters of a book you’re working on), you’ll want to back up every single day’s work. Copying it to a diskette is quick and economical.
  • Backing up to a Zip drive, Jaz, Syquest, or similar hard disks. Once a week or so, you should back up your files (at least your own data files and perhaps the entire contents of your hard drive) to an alternative storage device, such as a Zip drive. These devices hold at least one million bytes on a special hard disk. Backing up usually takes a while (about 45 minutes for the contents of a 500 megabyte hard disk).
  • There are also easily removable drives that you can back up to, especially if you have other reasons to use these (for example, for large graphic images that you store offline).

 

Internet Backup

You can also consider sending your files to another site for safekeeping. In case your hard disk crashes, you’ll be able to download them from the safekeeping site. These are some products and services that are offered:

  • Atrieva provides the user with a client program that allows the user to send files being backed up to an Atrieva-designated backup site. One monthly charge entitles you to back up up to 25 megabytes.
  • Backup Net sells both a server and a client and is aimed at helping you set up your own intranet.
  • Quick Backup is a client program from McAfee Associates. They have a modest charge for the client and a relatively low monthly charge for storing 30 MB. Quick Backup lets you save by folder or file types.

 

Organisational procedures for filing source documents are followed for the organization in question.

 

Records include original copies of all source documents for financial transactions complete with original authorization, original approval signatures and additional supporting documents for audit verification and review. This includes the original financial transaction complete with original authorization signatures, original approval signatures and supporting documents for audit verification and review.

 

Why should oganisations have a good filing system

Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear, get lost or dirty.

A filing system is the central record-keeping system for an organisation. It helps you to be organised, systematic, efficient and transparent. It also helps all people who should be able to access information to do so easily.

It is always a pleasure when someone looks for something and is able to find it without difficulties. In our organisations we work in groups. We receive and send out documents on different subjects. We need to keep these documents for future reference. If these documents are not cared for, we cannot account for all our organisational activities. Everyone who needs to use documents should know where to get them.

 

 

 

 

Equipment used for filing

  • Filing Cabinet– It is used to keep flat files and suspension or hanging files
  • Steel Cabinet– It is used to keep big files that need to be locked up
  • Date Stamp– It is used to date stamp documents that are received on daily basis so that they are filed in chronological order and so we have a record of when we received the document
  • Register– It is used to record files taken out and files returned
  • Filing shelves– It is used to file box files
  • Box file– This is a big file that is used to keep big documents that cannot go into a filing cabinet. They are kept in shelves.

 

Risks to the information technology environment are minimised at all times.

 

General Computer Controls enhance data integrity by protecting

  • Data in transit and
  • Stored data on a computer system, and by limiting who can access and modify data.

Appropriate information security controls ensure that

  • Sensitive and confidential data is not compromised or inappropriately shared,
  • Data is accurate,
  • Information is available, and
  • The system is reliable. 

IT controls are integrated into policies/procedures and the business objectives of the University.  IT audits address the following control objectives:

Audit Trails

Access

Authorization

Business Continuity

Compliance

Data Integrity

Documentation

Physical Security

Policy/Procedures

Separation of Duties

System Security

Training/Education

 

 

General IT threats

General threats to IT systems and data include:

  • hardware and software failure – such as power loss or data corruption
  • malware – malicious software designed to disrupt computer operation
  • viruses – computer code that can copy itself and spread from one computer to another, often disrupting computer operations
  • spam, scams and phishing – unsolicited email that seeks to fool people into revealing personal details or buying fraudulent goods
  • human error – incorrect data processing, careless data disposal, or accidental opening of infected email attachments.

 

Criminal IT threats

Specific or targeted criminal threats to IT systems and data include:

  • hackers – people who illegally break into computer systems
  • fraud – using a computer to alter data for illegal benefit
  • passwords theft – often a target for malicious hackers
  • denial-of-service – online attacks that prevent website access for authorised users
  • security breaches – includes physical break-ins as well as online intrusion
  • staff dishonesty – theft of data or sensitive information, such as customer details.

 

Natural disasters and IT systems

Natural disasters such as fire, cyclone and floods also present risks to IT systems, data and infrastructure. Damage to buildings and computer hardware can result in loss or corruption of customer records/transactions.

 

 

 

IT Enterprise Controls

IT enterprise controls are those controls that are pervasive to all systems components, processes and data for a given organization or system environment.

Server Controls

Server controls protect the configuration of server equipment including operating systems. Operating systems include Windows, UNIX, LINUX, or MAC OS X.  Operating systems should be configured to mitigate security exposures.  Sufficient security controls ensure that servers are protected from damage by malicious attacks including worms, viruses, and Trojans.

 

Network Controls

Network controls protect data that is transmitted from one system to another. Network security uses multiple layers of protection including firewalls, routers, intrusion detection software, and encryption.  Network controls ensure that data cannot be stolen or altered during transit.

 

Computer Operation Controls

Computer operation controls safeguard information assets while the data is resident in the ITS Data Center.  The Computer Operations Department monitor and troubleshoot systems to ensure that unexpected problems are resolved promptly and services are restored.  The controls address both software and hardware components.

 

 

 

 

 

 

1.    Learning Unit 2


SESSION 2

Generate and print standard reports on a computer system.

Learning Outcomes

·        Printed information is correct and complete.

·        Hard copy is clean, clearly printed and aligned correctly.

·        Efforts are made to minimise the wastage of paper.

·        The printer area is kept clean and tidy.

·        Work is produced to agreed deadline.

·        Documents are correctly collated and distributed as directed.

·        Risks to the information technology environment are minimised at all times.

Printed information is correct and complete.

 

With Database Reports, you can produce a printed report of the information in your database. Database Reports are generated automatically from database views.

Creating database reports is ideal when you want to:

  • Provide hard-copy printouts for review at a meeting.
  • Include data from your site in a printed publication.
  • Mark up the information in your database that needs updating.

You can fully customize the presentation of your printed reports. Choose from one of five professionally designed report formats and custom tailor the page title, gridlines, and page break options.

 

 

 

 

 

 

 

 

 

Creating a database report

You must be a database manager to create new reports.

To create a database report:

  1. Go to the Manage Database page for the Database, and then click Reports.
  2. Click New in the Command Bar.
  3. Select the properties for your report:

Report Name

This is the name of the report as it appears within the site. The Report Name does not appear on the printed report.

Source View

The report is generated based on the view you select here. If you’d like to change how information is displayed in the report, you must first make changes to the source view. 

Page Title

This title appears at the top of each page of the printed report. By default, the page title is the name of the database plus the name of the source view. If you’d like a different title to appear there instead, select the Other option and type the new name in the text box beside it.

Paging

If there are groups in the source view, you can choose to start a new page at the beginning of each group.

Note: In Internet Explorer this option is not available on Mac OS X or Mac OS X 2.6.

Grid Lines

Select whether or not you’d like to display gridlines in your report.

Report Format

Select from one of five report formats. When you click each report option, you see an illustration of what the report format looks like to the right.

You’ll notice that some of the report formats are available in full color, for printing on a color printer. Even if you do not have access to a color printer, you can still use one of the full color formats. The report is simply printed in gray tones instead.

  1. Click Save in the Command Bar.

 

Printing a database report

All users who have Read access to a database are permitted to print reports from the database.

To print a database report:

  1. From any view page, click Reports in the Command Bar. Click the printer icon next to the report you want to print. You see a preview page for the report.
  2. Click Print Report at the top of the preview page. If you are using an older web browser, it might not recognize this print command. If this happens, simply use your browser’s File > Print option.

 

What is a Hard Copy of a Document?

A hard copy document is a printed document. It can be a text file, drawing, photograph, or any other type of printable file. Hard copies documents are required by health care, government agencies, and municipal and public organizations. For instance, rather than e-mailing a business memo, it can be sent out as a hard copy.

 

Efforts are made to minimise the wastage of paper. 

 

Reduce Your Paper Waste

Though many companies are already recycling their office paper, here are a few other ways you can cut back on the paper trail you leave at the office:

  • Copy on both sides of the paper.This is especially efficient for internal documents and drafts. 
  • Reduce documents to fit two pages onto one.Use for circulating rough drafts or file copies of documents. 
  • Use lighter weight paper.Lighter paper requires less energy and fewer raw materials when it’s manufactured. 
  • Find alternatives to mail.Use email, voice mail and fax modem transmissions whenever possible. 
  • Eliminate unnecessary subscriptions.Cancel newspapers, newsletters and magazines you don’t read or can access online. Take your name off mailing lists to reduce junk mail. 
  • Do a “paper” audit.Determine the kind and volume of paper waste your company generates, then take steps to use less. 
  • Make recycling easy.Place recycling bins in high-traffic areas, including the conference room and kitchen as well as by the copier and fax machines. 
  • Use a routing slipto circulate copies throughout the office.

 

 

Recycle

  • Recycle office paper. If your office does not recycle, start a recycling office paper program.
  • Buy recycled-content paper, preferably made from paper pulp recycled without the use of chlorine.
  • Use post-it notes and business cards made from recycled paper and soy-based inks.

 

The printer area is kept clean and tidy. 

 

The importance of keeping your printer clean

To insure a consistent print quality and to maximize your printer’s efficiency, be sure to perform frequent cleaning cycles in order to keep the print rollers dust-free and fully operational. Plastic cards attract dust. Said dust is then ‘printed’ on the card, leaving debris on its surface, which can in turn damage the print head. The printers we provide all come with standard, integrated cleaning rollers designed to remove specs of dust during the printing process. These rollers must be cleaned and/or replaced periodically to prevent dust and debris from piling up.

 

Printer cleaning

  • Why?Cleaning the outside of a printer can help keep the printer’s appearance looking good; and in the case of a printer that is used by many different people, keep the printer clean of germs.
  • Procedure:First, make sure to turn off the printer before cleaning it. Dampen a cloth with water or rubbing alcohol and wipe the case and each of the buttons or knobs on the printer. As mentioned earlier, never spray any liquid directly onto the printer.
  • Why?With some printers it may be necessary to clean the inside of the printer to help keep the printer running smoothly.
  • Procedure:Because of how many different printers there are, steps in cleaning printers, and printer manufacturer policies on cleaning the inside of the printer, we recommend you obtain the printer cleaning steps from your printer manufacturer.

 

Work is produced to agreed deadline.

The ability to manage and meet your deadlines at work requires you to develop a solid and well-considered plan of action. Consider these three strategies to help get you started.


1- Agree to a reasonable deadline

Finding and negotiating a reasonable deadline is key to successful time management. Learn to recognize, at the outset of any project, if you’ve been given an unreasonable time frame to complete and meet its deadline. It is at this point that you should either refuse to take on the task or request an extension. Doing so will reveal your competencies in managing deadlines and in your profession. And remember that it is, within reason, better to under-promise and over-deliver than it is to finish the race once everyone has gone home. There are bound to be instances, however, when you are not in a position to decline an assignment or negotiate for another deadline. In this case, you will ultimately be forced to reconsider and re-prioritize some of the previous work commitments that you have made.

 

2- Plan ahead and meet your deadline

Remember PPPPPP: Proper planning prevents piss-poor performance. Ideally, you should have the ability to scope out possible obstacles to a project’s completion before they become a serious problem. Ask yourself: Is my current project research-based or writing-intensive? What areas or situations will require the most careful consideration? What troubles have I encountered when working on similar projects in the past? Attempting to forecast where you’re going and what to expect will make your work easier and help you to gain the confidence required to meet your deadlines.

3- Set a deadline schedule and stick to it

Break out your agenda, Smartphone or your Outlook Task Manager to make your life a little easier. As you plan your day, try to reserve at least a couple of hours in which your time, energy and attention is devoted to your given assignment. This type of time management is especially useful if you have other responsibilities on top of your assignment with a deadline. If this is unfeasible, set aside a few 30-minute blocks of time dispersed throughout the day and tell yourself that these are the times to work with no distractions, no phone calls and no interruptions. It can also be helpful if you try to simplify the more complex tasks on your agenda to facilitate productivity. Composing a checklist will aid you in breaking your project down into manageable chunks, which will help you take things one step at a time and track your progress.

2.    Learning Unit 3

 


SESSION 3

Obtain information from an information system. 

Learning Outcomes

·       The required information is correctly located within the IS structure.

·       Advice is sought where there are difficulties in obtaining the required information.

·       Additional authorisation is obtained for sensitive or confidential information, in accordance with the organisation`s security regulations.

·       Information is checked for its accuracy and completeness.

·       Information is stored in a format which helps others to access and use it.

·       Confidential information is kept secure and not disclosed to unauthorised people.

 

a.    Understanding the Payroll Cycle

 

The required information is correctly located within the IS structure.

 

Management Information System Features

A management information system (MIS), or information management system, is particularly critical to businesses that work in conjunction with other businesses, so the two must share information with, or transfer information to, each other. In addition, businesses with more than one department or unit can use the MIS to compile information in one central location, thereby preventing information loss. An MIS has four key features.

Data Collection

Organizations use an MIS to store data. The MIS stores the information in one of two database systems. The first kind of database, the relational database, stores input from users, then relates that information to other information throughout the system. The database subsequently puts that information into graphs or charts so users can compare data. The second kind of database, the hierarchical database, stores data in the order that it was received, but provides no comparison tables for the user.

 

Report Generation

While the MIS serves to store data, it also uses that data to generate reports. Users of the system determine the types of reports, with specific templates available in the system for various types of reporting. When prompted by the user, the system compiles the report required, inserting data into the template, then printing the report for the business.

 

Accessibility and Integration

The MIS functions with open access. Open access means that the primary MIS can be connected to, or integrated with, other systems within the business, enabling changes to data from different sources and from multiple locations. This function provides two important outcomes. Organizations can update the system to provide information in conjunction with policies and regulations, and the system can be maintained without needing professional service personnel.

 

Scalability

An important feature of an MIS is that businesses can purchase a small version of a system and then, over time, add to it as finances allow. Businesses can add increased data capabilities, as well as system features, to the initial system as the business grows, eliminating the need for the business owner to purchase an entirely new system every few years.

 

Data accuracy and quality

The quality of data sources for GIS processing is becoming an ever increasing concern among GIS application specialists. With the influx of GIS software on the commercial market and the accelerating application of GIS technology to problem solving and decision making roles, the quality and reliability of GIS products is coming under closer scrutiny. Much concern has been raised as to the relative error that may be inherent in GIS processing methodologies. While research is ongoing, and no finite standards have yet been adopted in the commercial GIS marketplace, several practical recommendations have been identified which help to locate possible error sources, and define the quality of data. The following review of data quality focuses on three distinct components, data accuracy, quality, and error.

 

3.    Learning Unit 4

 


SESSION 4

Produce documents for the analysis of numerical information.

Learning Outcomes

·       The document is titled in a way that clearly defines its use and purpose.

·       The arrangement of the document is consistent with organisational conventions.

·       All rates and other numeric inputs and assumptions are stated to the correct number of decimal places.

·       Calculated values are checked for correctness when changes are made to the inputs.

·       The document is used to carry out data modifications and for the entering of related formulas.

·       Each document is formatted clearly and accurately.

·       A method is selected to eliminate rounding errors which is suitable for the purpose of the document.

·       Confidential information is kept secure and not disclosed to unauthorised people.

 

 

Titling Files

The purpose of this tip is to provide suggestions on how to assign titles to hard copy and electronic files.

 

What is the Purpose of a File Title?

While the purpose of a file title may seem obvious, it is worthwhile to take a minute to think about why we assign titles to our files. The simple reason for giving a file a title is to identify the contents of the file so that the correct information is put in the correct file. Given that this seems to be a fairly simple and straightforward activity, it is surprising that many files titles have very little obvious connection to their contents.

 

Choosing the Right File Title

There are several things to consider when assigning file titles:

  • The file title should describe the subject or function of the documents that will be included in the file. Users will have a difficult time deciding which file to use if the title does not describe the contents of the file.
  • There should be one file for each group of documents dealing with a single subject, action, transaction, event, project, person, etc.
  • The file title should not be too general. A very general file title will encourage users to put a large range of material into the file. It is usually easier to file into and retrieve from a large number of files that have specific titles, than from a few files that have very general titles.
  • At the same time, file titles should not be so specific that documents dealing with the same subject or function will be divided up into several different files. Very specific file titles make it difficult for the user to decide which one of several files should be used.
  • File titles should be complete. Very often a one or two word title will not provide enough information to help the user understand the purpose and contents of the file. Put as much information in the title as is needed to understand the contents of the file.
  • Be consistent. It is easier to locate information, particularly electronic records, if file titles are assigned in a consistent manner. File lists, file tracking databases, and iRIMS will be easier to search if file titles for similar records follow the same format. Many departments develop guidelines on how they will title their files. These guidelines include rules on when to use abbreviations, the order that title elements will be used, which terms are preferred, the date format that will be used, and so on.

 

Recommendations for File Titles

The following are suggestions for developing guidelines for file titles in your department:

  • Use keywords relating to the subject matter or purpose of the file. Use terms that you and your co-workers will think of when you try to find the file again.
  • Structure your titles so that the same information always appears in the same place. Give the most useful information first. For example, if you are filing and retrieving based on the topic, use an order such as: topic – type of record – date. A title that uses this approach may look something like this: “Electronic Records – Presentation – 2005 or Electronic Records – Report – 2005.
  • Adopt a standard format for the names of people, organizations, projects and activities, and document types. For example, always list names in the “Last name, First name” format, or always list organizations in a “Department – Division – Section” order.
  • If more than one name appears on the file, always put the names in the same order. For example, on a file where one person is making a complaint against another, always put the proponent’s name first and the defendant’s name second. A file titled in this manner might look like this: Doe, Jane vs. Bull, John.
  • Adopt standard terminology for subjects and activities. If one concept has synonyms, pick one term as your office’s preferred term. For example, use the term “human resources” instead of “personnel.”
  • Avoid using terms like “General” and “Miscellaneous.”
  • Avoid using acronyms and abbreviations. Acronyms and abbreviations fall in and out of use, and several years from now they may not mean anything to anyone. Also, one abbreviation may stand for many different things. For example, the abbreviation CRM stands for Certified Records Manager, but it also stands for Customer Relationship Management.
  • Use a standard format for dates. For electronic records, use a date format that will sort in chronological order, such as Year-Month-Day (e.g. 2005-03-15). Use numbers instead of letters for months because the letters do not sort chronologically.

 

4.    Learning Unit 5

 


SESSION 5

Contribute to the quality of the management information system.

Learning Outcomes

·       Potential improvements to the IS are identified and considered for their impact on the quality of the system and any interrelated systems.

·       Suggestions for changes are supported by a clear rationale as to how they could improve the quality of the system.

·       The reliability of assumptions and judgements made is assessed and clearly stated.

·       The benefits and costs of all changes are described accurately.

·       Suggestions are presented clearly and in a way that helps people to understand and act on them.

Quality management system

A quality management system (QMS) can be expressed as the organizational structure, procedures, processes and resources needed to implement quality management. Early systems emphasized predictable outcomes of an industrial product production line, using simple statistics and random sampling.

 

The Essentials of Information Quality Management

Information quality (IQ) and data quality (DQ) are becoming the new buzzwords. Many organizations have IQ or DQ projects under way in some shape or form, whether in the context of data warehousing, CRM or e-business. Software providers are quickly developing new data quality products. Consultants are jumping to hang IQ or DQ on their list of services.

The word “quality” is not a word to be used flippantly. To apply the word “quality” to an information or data quality “methodology” that implements “quality” practices to software that supports quality management or to the certification of data or processes as “quality-certified,” we must understand exactly what quality means and what it entails.

  1. Understand information quality is a business problem,not just a systems problem, and solve it as a business process,not just as a systems process. The goal of information quality management is not about improving what is in the data warehouse or even the source databases. The goal of information quality management is: To increase business effectiveness by eliminating the costs of non-quality information and increasing the value of high quality information assets. Information quality problems don’t hurt systems –­ they cause business processes to fail. Unexpected data can cause an application to abnormally end, but the real problem is the business process failure and scrap and rework that results.

Information quality solutions are not system solutions – they are business solutions that encompass the business processes, applications, databases, the people who perform the work of the enterprise and the environment in which people work. Any so-called “solution” that addresses only part of this will be an incomplete solution and will be sub optimized at best.

  1. Focus on the information customers and suppliers, not just the data.An easy temptation when starting a quality program is to focus on the data. After all, that is what is defective. Isn’t the goal of a quality program to improve the quality of the product?
  2. Focus on allcomponents of information, including definition, content and presentation.As a business issue, information quality is not just about what is in the databases. It is about all forms of information – electronic, paper, oral, graphic and signage. Information quality methods must address quality of definition, content and presentation. Process failure occurs not just when the data in the database is missing or inaccurate. Process failure occurs when data has not been precisely defined and information producers create data to mean what they think it should mean. Data definition is NOT documentation. “Data definition and information architecture are to data [content] what a product specification is to a manufactured product.”
  3. Measure data accuracy, not just validity. Accuracy, timeliness, accessibility and presentation intuitiveness are quality characteristics required by knowledge-workers. 

 

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