Applied ICT

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Applied ICT

• Information and its use

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Objectives

• Be able to interpret diagrams that show
  organisations structures.
• Understand how organisations use information,
  including how it is collected, communicated and
  processed

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Smileys and Icons

• A key term
• A definition you will be expected to know for the
  exam
• Homework
• It is essential you do the homework set for this
  course
• Research
• Facts you need to research.
• Exam questions
• A question copied from passed paper, REVISION!
• Task
• A task or activity you need to complete

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Information and its use

• All organisations need information to operate,
  but some exist solely to
• gather and disseminate information.
• What information do organisations need?
• How is the information collected?
• How is information communicated
• Types of information.

Task Think about which organisations just gather
and disseminate information.
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Information and its use

• What information do organisations need?
• Organisations such as
• News agencies
• Newspaper
• Radio
• Television news channels
• Market research
• Direct Marketing
• collect information from different sources,
  collect and
• process it to make it more assessable and
  understandable then
• publish the information.

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Information and its use

• Different organisations need different
  information.
• A Retail Shop
• Availability of stock
• Prices
• A Manufacturing Organisation
• Availability and cost of raw materials
• Customer information
• Methods of distribution
• A Tour Operator
• Availability and cost of hotel rooms
• Flight information
• Customer booking requirements

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Information and its use

• How is the information collected?
• The information needed by organisations will be
  collected in many
• different ways depending on the organisation and
  the information.
• Task
• In your groups discuss each company
• What information they need and
• How they might collect this information

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Information and its use

• How is information communicated?
• Internal Communication- Job function and
  departments communicate internally.
• External Communication- Organisation communicate
  externally with other organisations, customers,
  suppliers, inland revenue and other official
  bodies.

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Information and its use

• Types of information

Loan agreements How much, Interest, repayments,
terms and conditions
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Information and its use

• Types of information Customer and Client

Legally binding agreement An agreement that I
recognised under law. The client has 30 days to
change their mind Thirty-day credit All goods
must be paid for within 30 days of the customer
receiving them.
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Information and its use

• Types of information

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Information and its use

• Types of information Wholesalers and retailers

Wholesalers Intermediary organisations who buy
goods or services from producers and then sell
them on to other businesses Retailers Mostly
retailers buy goods from wholesalers and sell
them to the public.
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Information and its use
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Information and its use
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Information and its use

• Distributors
• Move goods around
• They need to know
• Where they are coming from and going to
• Delivery and collection date
• Delivery notes, details needed
• There customers will need to know
• Cost of delivery
• Confirmation of delivery

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Information and its use

• Suppliers (Of services or goods)
• Wholesalers supply goods to retailers
• Distributors supply transportation to
  organisations
• Information will depend on the organisation and
  supplier
• Purchase order to supplier
• Invoices to organisations
• Payment details

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Information and its use

• Manufacturer
• Make products
• Information about raw materials and parts
• Purchase orders to suppliers
• Orders for products
• Invoices requesting payment
• Specifications for products, include colour,
  size, shape and changes.

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Information and its use

• Managers and employees
• All organisations hold information on their
  managers and employees
• Name, address, education, qualification,
  Employment history, position, salary, contracted
  hour
• Information between managers and employees will
  differ depending on job function.
• Instructions
• Outcomes of tasks/progress

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Information and its use

• Briefs
• A brief is a summary of the specificatio of a
  product or service. It depends on the type of
  organisation
• Specifications provided in design brief

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Information and its use

• Services
• Organisations will need to communicate
• Price
• What you get, exactly! Eg Insurance, flights
• Clients need to provide requirements and details.

Premium The amount of money you pay to an
insurance company to provide insurance cover.
Premiums are calculated from statistics
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Information and its use

• Goods
• Customers and clients need information about the
  goods they are buying.
• Catalogues
• Websites
• Retailers will need similar information from
  wholesalers.
• Quantity
• Profit margin

Task You are buying a laptop. What information do
you need to know before you buy it?
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Information and its use
Information From To
Orders/purchase orders Customers and clients Retailers or service providers
Invoices Retailers Manufactures, distributors and other suppliers
Invoices Wholesalers Manufactures, distributors and other suppliers
Invoices Manufactures Service providers Distributors and other suppliers
Invoices Retailers or service providers Customers and clients
Invoices Wholesalers, distributors and other suppliers Retailers
Invoices Manufactures, distributors and other suppliers Wholesalers
Invoices Distributors and other suppliers Manufactures Service providers
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Information and its use
Information From To
Delivery Notes Retailers, wholesalers or manufacturers Distributors
Delivery confirmation Distributors Retailers, wholesalers or manufacturers
Product specifications and design briefs Internal design function or external organisation Manufacturing function
Work instructions Managers Employees
Work Reports Employees Managers
Goods information (Catalogues/websites) Retailers Customers
Goods information (Catalogues/websites) Wholesalers Retailers
Service information (Brochure/websites) Service providers Clients (Brochures/websites)
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Information and its use

• Key information and supporting ICT systems
• Key information systems used by organisations
• Personnel
• Training
• Payroll
• Design and development
• Purchasing
• Sales
• Research
• Accounts and finance
• Stock control or inventory systems
• Email
• Internet and Intranet

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Information and its use
HR

• Personnel Systems
• These are databases holding information about an
  organizations employees.
• Write down
• 1. Where does this information come from?
• 2. What information do you think will be
  stored?
• 3. What might cause this information to be
  updated?

Managed by
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Information and its use
HR

• Personnel Systems
• Employee information Application form
• Full name, address, DoB, Gender, Martial status,
  education and qualifications.
• A unique Employee number is allocated
• Date joined the company, position, salary, grade,
  contracted hours, holiday entitlement and other
  job related information
• Personnel Information
• Confidential
• Data protection

Managed by
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Information and its use

• Personnel Systems

HR
Managed by
Application Form
Training
Personnel Database
Payroll
Small Organisations Flat-file database
Large Organisations Relational Database
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Information and its use

• Personnel Systems

HR

• Records can be sorted on different
• criteria
• Surname
• Length of service
• Easy to locate an employees record
• Updating information
• Computer based personnel records can be processed
  more easily than paper based

Managed by
Flat-file database A database consisting of a
single table of data.
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Information and its use

• Training Systems
• Ensures employees have the skills they need
• Organising
• Recording
• Extension of personnel records
• Task, write down
• 1. What information you think would be stored
  and How?

HR
Managed by
Staff development plans A document that
identifies the existing knowledge and skills of
employees and how these can be extended and
updated to improve performance. It will allocate
resources to ensure that any training provided is
relevant to the needs of the organisation and the
employees.
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Information and its use

• Training Systems

HR

• Why do organisations invest in
• training?
• Google investors in people

Managed by
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Information and its use

• Payroll Systems
• Links HR to accounts and finance, which will link
  to the
• personnel system.

HR
Managed by
Employee No Rate of pay Tax code
Payroll
Personnel Database
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Information and its use

• Payroll Systems
• Clocking in systems
• Calculations
• Hours workedhourly rate
• Deductions National insurance, pension, tax
• Pay slips
• Confidential

HR
Managed by
Tax Code A code issued by the inland revenue,
based on an individuals circumstances. It is
deducted from wages. Batch Processed Processing
where all the data is collected or input and
processed in a single operation. It is often run
periodically and overnight.
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Information and its use

• Payroll Systems
• Internal and external links.

HR
Managed by
Payroll
Internal Links
External Links
Pay wages to accounts
Accounts Wages - Profits
Employee
Inland Revenue
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Information and its use

• Payroll Systems
• What would be the consequences of inaccurate
• Data on a payroll system?

HR
Managed by
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Information and its use

• Design and development Systems
• Depend on the organisations products or services
• Computer aided design (CAD)
• Computer aided manufacturing (CAM)
• Records of
• Products
• New products
• Changes to products
• What information woud be stored about the
• product?

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Information and its use
Accounts

• Purchasing Systems
• The purchase system creates purchase
• orders for the goods and services required.
• One copy to supplier
• One copy kept by purchasing
• When goods/services and invoice are received they
  are checked against the purchase order
• Updates the purchase ledger in accounts
• Links with the stock control/manaufacturing
  systems

Managed by
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Information and its use
Accounts

• Purchasing Systems

Electronic data interchange (EDI) The exchange of
standardised document forms between computer
systems for business use. Purchase Ledger The
section of accounts that records all purchases
made by an organisation and the money paid
out. Sales Ledger The section of the accounts
system that records the sales of goods or
services made by the organisation and the money
paid in.
Managed by
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Information and its use

• Sales Systems
• The sales system keeps a record and tracks
• orders placed by customers
• Inputs
• Customer details, goods or services required
• Manually or electronic
• Outputs
• Requests for the supply of goods or services
• Picking list (Warehouse)
• Delivery note (Despatch)
• Invoices (Customer)

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Information and its use

• Sales Systems
• Links
• Stock Control
• Sales Ledger

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Information and its use

• Research Systems
• Keeps details records of new products being
  trialled or investigated.
• Reports on research
• Analysis of market research

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Information and its use

• Accounts and Finance Systems
• Keeps track of the money coming and going out of
  the organisation
• General ledger summarising accounts
• Balance sheets and income statements
• Tracks receipts and payments, forecasting cash
  flow

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Information and its use
Man

• Stock and Inventory Systems
• Tracks items held in stock by serial number
• Records number, cost and location of stock
• Re-ordering process
• Links with robotic systems?
• Re-stocking

Managed by
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Information and its use
IT

• Email Systems
• Communicate information within and outside
  organisation
• Organise meeting
• Who receives what information

Managed by
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Information and its use
IT

• Internet and Intranet Systems
• Communicate with customers
• New opportunities
• Internal, providing closed networks
• Buy and sell goods online.

Managed by
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