AIS 1: IT Application Tools in Business
2.3 DEVELOPING INFORMATION SYSTEMS
How information system (IS) is developed and implemented by whom or by what.
Systems development consists of the procedures in building and upholding IS. It includes the five main components of IS:
● Hardware;
● Software;
● Data;
● Procedures; and
● People
mnemonics: HSDPP
System/Software Development Life Cycle (SDLC)
- One of the methodologies used in software development.
- Emphasizes that the system can be developed in a series of phases and each phase must be completed first before other phase
commences. e.g., in terms of programming, the development phase (building the system) will only commence once the users'
requirements have already been determined, and the system design has been produced.
Phases of the System Development Life Cycle
mnemonics: PADEDE TIM
1. Planning
2. Analysis
3. Design
4. Development
5. Testing
6. Implementation
7. Maintenance
Planning
Composed of the following:
● Determining a business problem or verifying if there are problems and opportunities that might exist
● Investigating if the solution to be given to the problem(s) is feasible such that there would be an improvement on the IS to be
executed
● Obtaining a project management approval for implementation
● Identifying appropriate system requirements:
a. Hardware devices would be needed; software that would be used; data that must be gathered; procedures that would
be followed; the people who would be involved; and the people who would be involved in developing the system.
b. Criteria for the requirements analysis to start, which should always be approved by a project manager.
Analysis
The following are done in this phase:
● Identifying and taking into account the risks that are related to how the technology to be used for the project will be integrated
into the standard operating procedures
● Studying and gathering the functional and non-functional requirements of the business process
Software applications (e.g., computer programming languages), files, and data flow must not be considered yet during the system analysis
stage.
Design
Aims to transform the system requirements that have been identified during the previous stages into a more detailed system architecture
that will be feasible, full-bodied, and valuable to the organization.
Development
Aims to convert the approved system architecture and design into a working system that is reliable and stable through the functional as
well as technical and non-technical requirements that were identified and observed during the earlier stages of the life cycle solutions.
Solutions in coding may be through the following:
● The availability of technical specifications
● Approved and signed-off blueprints of the system architecture by clients, stakeholders, managers, and the like.
Testing
Executes the system integration testing of the created and developed system. It guarantees that the developed systems have brought
together all the technical and non-technical requirements with the necessary components and subsystems integrated.
The system test may require a series of tests depending on the scope and involvedness of the requirements, including the six main quality
characteristics:
● Functionality;
● Reliability;
● Usability;
● Efficiency;
● Maintainability; and
● Portability
mnemonics: FuReUsEMPo
The entire system must be prepared for the congregation before proceeding to the integration and testing stage:
● All hardware and software configurations must have been constructed and tested successfully
● All integration plans are ready and prepared
Implementation
The development or implementation phase first installs the system in the production environment and makes it ready for operation. It
ensures that the system is fully developed and free from system errors.
The following must be confirmed:
● The fulfillment of all the functional and non-functional requirements
● The approval of business necessities
● An observation of all authorizations, physical constraints, and service-level agreements (e.g., SOA)
● The operations as mentioned and discussed in the user manuals
Maintenance
Involved making changes to the hardware, software, and documentation process to support and sustain the system's operational
effectiveness.
● The phase where modifications are made to enhance the system's performance, solutions to the problems or system errors
encountered are derived, security enhancements are performed, and user requirements are addressed.
● Security enhancement during this phase is essential to ensure that information and the entire system are free from malware or
malicious software.
2.4 INFORMATION SYSTEM SECURITY (ISS)
Information security - protecting information and information systems from malicious software and unauthorized access, use, disclosure,
modification, disruption, or destruction.
Information security management - the process of identifying the security controls to keep and defend information assets.
Principles of Information Security
● Confidentiality - Information must only be available to authorized parties
● Integrity - Information must remain consistent, trustworthy, and accurate
● Availability - Information must remain accessible to authorized parties, even during failures (with minimal or no disruption)
Types of Information Security
● Application security
● Infrastructure security
● Cloud security
● Cryptography
Application security
- Technique used to protect application and application programming interfaces from bugs and other intrusion.
- e.g., documentation, encoding
Infrastructure security
- Refers to machinery assets such as computers, communications systems , and cloud materials
- Covers safety from common cybercrimes and protection from natural calamities and accidents.
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3.1 OFFICE APPLICATION TOOLS (OAT)
Office application tools
● Most commonly used application tools in a business organization. e.g., word processing is considered the most widely used
technology
● Other sophisticated tools are e-mail and voice technologies
● Business organizations that use these tools generally spend less and are more versatile
● These tools are utilized by both small and large organizations and offices.
● OAT are only some of the various applications that help increase a company's productivity
Microsoft Office
- A family of powerful office applications that support various business processes
Office 365
- Offers major features that were previously not available in the Microsoft Office product line. With the invention of Office 365,
business processes have become easier and faster.
Microsoft Word
- A word processing program that is designed for both Windows and Mac operating systems.
- It allows users to perform many tasks.
Basic functions (can be viewed upon opening):
a. File
b. Home
c. Insert
d. Design
e. Layout
f. References
g. Mailing
h. Review
i. View
j. Help
Microsoft Excel
- A spreadsheet program that includes features such as calculation, macroprogramming, and graphic tools.
- Most of the functions found in Word are also available in Excel with additional functions such as:
a. Formulas
b. Data
Microsoft PowerPoint
- A presentation program available in both Windows and Mac operating systems.
- Widely used by employees, staff, and the top management in business organizations for business presentations.
Basic functions:
a. Home
b. Insert
c. Design
d. Transition
e. Animations
f. Slide Show
g. Review
h. View
i. Help
Microsoft OneNote
- Free-form information gathering program that allows a user to collaborate with other OneNote users.
Basic functions:
a. Creating notes in both typewritten and handwritten forms
b. Clipping
c. Adding audio commentaries
Microsoft Outlook
- Many business organizations nowadays use Microsoft Outlook as their default webmail service.
- This computer program is included in a Microsoft Office suit package
- Allows users to share information in the form of folders, forms, etc.
Microsoft Publisher
- Specifically designed for entry-level desktop publishing.
- It focuses on page layout rather than text composition.
It is widely used for designing —
1. Banners
2. Invitations
3. Advertisements
4. Award certificates
5. Brochures
6. Business cards
7. Business forms
8. Calendars
9. Catalogs
10. Emails
11. Envelopes
12. Flyers
13. Letterheads
14. Newsletters
15. Resumes
Microsoft Access
- is used to create a database whose main purpose is to organize, store, maintain, and manage data and information for reporting
and analysis.
- It helps store, analyze, and manage large amounts of information effectively.
- Many business organizations use Access because it is free of charge and can effectively manage information with the
organization.
Benefits of Microsoft Access and other databases:
a. Reduce redundancy and inconsistencies. less duplication of data and inconsistent values. If duplication occurs, a user
will then be alerted immediately by the system.
b. Increase productivity. if a user change or edit values in a database, the other parts will automatically be changed.
c. Secure databases. Provides central location where users are allowed to store, manage, secure, and control data. This
application protects databases files through encryption and passwords. It is easier for a user to find, delete, view, and
add records using a database.
d. Make better decisions. Based on the data and reports provided by this application, users can make decisions as quickly
as possible. This application also includes aggregation and query filtering.
Office Mobile
A few years ago, Microsoft Office can only be accessed using personal computers (PC). With the advent of technologies, it can now be
accessed using mobile phones through a software called an application. Various operating systems control the overall operation of the
mobile app such as Android and iOS.
