Information within Organisations

1. Information within Organisations

2. Information within organisations • Understand the types of information different companies need • Know methods which are used to collect and enter information • Know how organisations use information

3. What Information Do Organisations Need? • Different organisations need different information: • Retail shop needs to know about the availability of stock and prices • Manufacturing organisations need information about the availability and cost of raw materials / parts, the customers it is producing goods for and the method of distribution • Travel agents will need information about the availability and cost of hotel rooms, flights and transfers from its suppliers and requirements from its customers. • Some organisations exist purely to collect and distribute information.

4. Methods Used To Collect Information • Market Research Agencies • Collect consumer opinions either with questionnaires or a face to face interview. • Web Based Organisations • Collect information when they buyers complete an online order form. • High Street Retails • Will take orders over the telephone, face to face, or on paper order forms • Collect information from customers by offering a reward card • Footfall counters a good source of statistics

5. Types of Information (1) • Customer / Client Information • Send: orders, shipping details, payment method, payments • Receive: Terms and Conditions, accounts, invoices • (Remember customers could be retail customers or another business carrying out a wholesale transaction) • Distributors • Receive: details of goods to be shipped • Send: proof goods have been delivered • Suppliers • Receive: purchase orders, payment details • Send: Invoices, packing manifests

6. Types of Information (2) • Manufacturers • Receive: materials/parts specification, packing manifests, invoices, purchase orders etc.. • Send: purchase orders to suppliers, invoices and packing manifests to customer • Managers and employees • Companies will hold personal files on all employees • Management will give employees instructions who will respond with feedback • Services • Prices, details of what is been offered

8. Start Here

9. Collected Using an appropriate method Inputted / Entered Into the computer or paper based system Processed Calculations performed on data etc Outputted Processed data presented in a different form Information Cycle • Information within an organisation needs to be:

10. Methods of Data Collection • We need to think about different methods used by organisations to collect information • Application forms • Booking forms • Customer order form • Barcodes • We also need to understand what information is captured.

11. Methods of Entering Data • Keyboards • Mouse • Barcode scanner • Magnetic swipe card reader • Smart card reader • OCR • OMR • MICR

12. Processing Information • In the exam you will have to describe the processing and calculations performed on data input a system • Typical systems include: • Booking system • EPOS system • Member accounts system • Payroll system • Sales order system • Warehouse system • Exact details for each system will be found in the case study so you need to have read it in detail.

13. Typical Payroll System Calculations and Processing • look up hours worked each week (for hourly paid staff) • add weekly figures together (to give hours for month) • look up hourly rate from personnel records • multiply hours worked by hourly rate (to give gross pay) • divide annual salary by 12 (for salaried staff) • calculate pension contribution (if applicable) • subtract pension contribution • calculate NI • look up tax code • use tax code to calculate tax • subtract tax and NI • add values to running totals for year • Typical Booking System Calculations and Processing • retrieve cost of booking type • multiply cost of booking type by number eligible for this rate • add item costs to together • calculate/add VAT • Typical EPOS System Calculations and Processing • Lookup product using the barcode in database • Retrieve the product details including price • multiply unit price by quantity • add item totals to give total due • subtract total due from amount tendered

14. Describing Outputs • You also need to be able to describe outputs generated from the processed information. • Descriptions should include: • Identification of different outputs from systems • Identification of information items on outputs • Who information items are intended for • Methods used to communicate outputs