Summary AIN2601 Exam Preparation Notes

MODULE : AIN2601

,AIN2601 Exam
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Summaries

Contains important
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distinction.

,Study Guide One
Part 1 : Data management and utilisation
Topic 1 : Data management and utilisation
Study Unit 1 : Data and the computerised information system process

 Data in an organisation :
 Computerised information system process :
Activities Input of Processing Output/ Making
data Information decisions



Store raw data and
information


 Input of data :
 Raw data :
 Data captured on manual documents (hard copy) as well as data entered in
the CIS and not yet processed
 Little or no value for the organisation in the decision-making process
 It becomes valuable when processed into information
 It is essential that raw data captured in the CIS should be accurate,
complete, reliable and verifiable
 Source document : is the first documented record of an activity that took place
 Input types :
 Batch input :
o Involves similar source documents being grouped together (batch)
and then entered in the CIS periodically (daily, weekly or monthly)
o Organisation’s processes will determine the frequency of capturing
the data
o Advantage - Economies of scale can be achieved
o Disadvantage – CIS is not always up to date with the latest data and
information
 Online input :
o Involves data being immediately captured into the CIS at the point
where the activity occurs
o Advantage – Data in the CIS is always up to date
o Disadvantage – Is more costly because the hardware is required to
capture the data at each point where the activity to be captured
takes place
 Processing data :
 Processing methods :
 Classifying data :
o Data is arranged into different groups using some of the data’s
specific characteristics
 Performing calculations :

, o Arithmetical or logical calculations can be performed on data
 Sorting data :
o Data is organised in an orderly sequence based on specific criteria
 Summarising data :
o Condenses the data by extracting only specific data based on criteria
provided by the user
 Transforming data :
o Data is processed by transforming the format or medium of the
original data into another format or medium
 Processing types :
 Batch processing :
o Transaction files are updated to the master files periodically
o Main drawback is that the master files are only up to date once the
updating of the transaction files has occurred
 Real-time processing :
o Immediate update of the transaction files to the master files as the
transaction occurs
 Output/information :
 Batch output :
 Occurs when all requests for information are batched together and
periodically extracted from the CIS
 The benefit of using batch output is that reports are consistent between
periods
 Interactive output :
 Occurs when users are directly connected to the CIS and can request certain
information and receive it immediately
 Main benefit is that users can immediately receive information for decision-
making
 Drawback is that the computer resources are not optimally used and as a
result, the performance of the CIS may be negatively affected
 Typical processing systems :
Some of the typical combinations are as follows :
 Batch input, batch processing and batch output :
 Example, processing of claims at a medical aid
 Batch input, batch processing and interactive output :
 Example, twice a week, the gym partner of a medical aid provides the
medical aid with batch of electronic source documents in one file
 Online input, batch processing and interactive output :
 Example, each branch of the organisation enters its request for inventory
online as needed
 Online input, real-time processing and interactive output :
 Example, processing of a transaction at a bank’s automatic teller machine
 Storage of data and information :
 Flat file environment :
 Files are not related to one another and the users of data and information
each keep their own data and information