BPMN 6053 / MIS MATRIC NO: __________________

Southern Gas
The Senior Management team of Southern Gas, a retailer of gas appliances and a supplier of gas, has for some time been working with a group of computer consultants on a radical change in their operating procedures. This move is felt necessary as competition from other energy source companies is now becoming particularly fierce. The ways to gain an operating advantage they see is by providing a top class service to its customers. The consultants have assured the management team that the system they are suggesting will ensure this, as they are technically state of the art, using a combination of Local and Wide Area Networks using Personal Computers, and a mainframe computer based system, based in the Newcraighall Head Quarters of Southern Gas. Each retail showroom is to be connected by computer terminals to a central database. When a customer purchases an appliance, this information is to be immediately entered into the computer, which then confirms whether the particular item is in stock. If it is, a delivery date and time is arranged on the spot with the customer. When each delivery crew reports for work in the morning they are presented with a computer generated delivery schedule. In addition to stock control and delivery scheduling, the computer will also automatically record the transactions for accounting purposes and will handle invoices when payment is not made by cash. As part of the operational processes, the computer will also automatically reorder an item when stock falls below a specified level. A series of summary reports regarding stock availability, sales Vs targets, accounts payment status of customers, etc., will be generated and available to management. A set of exception reports will also automatically be generated to identify potential problems with stock. The senior management team has also decided to cut costs by removing some of the management staff, because in the main, the tasks that these managers perform will now be performed by the computer. It is felt that the reports generated will provide the rest of management with the information they require.

BPMN 6053 / MIS MATRIC NO: __________________ Unfortunately this proposal was leaked. Some of the managers were up in arms, namely the Accounting manager. The Accounting Function had always in the past provided the senior management team with, in its opinion valuable information regarding the financial position of the company, and has viewed its watchdog role as of extreme importance to the effective operation of the company, The Warehouse manager on the other hand made it known that he supported the companys move. He liked the idea of having a computer on his desk, but decided that it had no role to play in his job. No computer he felt could determine when to order what, as the company relations with their suppliers could be precarious at times. It therefore took experience and timing to judge situations and make decisions. Managers in the each of the functions were released from the company and the computer system implemented. Six Months Later Instead of improving the situation in the company, it has got much worse and anarchy has broken out. The Warehouse manager has been ignoring the reports, and his computer has gathered dust. The company manual systems continue to operate. The sales staff cant get the information they require from the system. If an item is not in stock there is no computer procedure to deal with this. Notes are therefore being written and sent to the warehouse. The delivery staff is being sent all over the country, with no real consideration given to routes, and as a result they are wasting petrol and time, and a back log of deliveries has arisen. The Accounting staff is finding that credit lines are being given to customers who should not be getting them, and as a result, there are now cash flow problems. Accounting is blaming sales, sales are blaming Warehouse, and Warehouse is blaming anyone who comes in sight. The group of consultants has been sacked and you have been brought in instead. You have been asked to:

BPMN 6053 / MIS MATRIC NO: __________________ Answer ALL Questions Question One: Compare and contrast personal computer based systems with mainframe computing systems, identifying; what they are? ; what do they do? ; what are their characteristics?; and their associated advantages and disadvantages. (25 Marks) PERSONAL COMPUTER BASED MAINFRAME What they are? COMPUTING SYSTEMS SYSTEMS Is any general-purpose computer A mainframe computer is different whose size, capabilities, and original from present day desktop. They are sales price make it useful for very large and serve many users individuals, and which is intended to simultaneously, being more specific be operated directly by an end-user to with no intervening operator. In contrast with the batch well corporate as evidenced environments. at IBMs. computer Mainframe computers are alive and

processing or time-sharing models Mainframes are still around because which allowed larger, more expensive they offer more advantages than minicomputer and mainframe systems smaller ones. Mainframe computers to be used by many people, usually at have been around for years although the same time. Large data processing they lost much market share with the systems require a full-time staff to advent of the client server networks operate efficiently. emerged in the 1990s. Mainframe incredible computers computing power offer for

businesses that have time intensive applications that must be run such as payroll or sales. Mainframes still exist today and they are very common as part of a client server 3

BPMN 6053 / MIS MATRIC NO: __________________ network as a server, or as a standWhat do they do? Like other computers, can alone application. personal Are powerful computers to primarily by corporate organizations used and for

computers

be instructed

perform a variety of individual governmental

functions. Today, more than 10,000 critical applications,

bulk data

application programs are available for processing such as census, industry use on personal computers. They and consumer statistics, enterprise include such popular programs as resource planning, and transaction word programs, programs. Word processing programs are used to type, correct, rearrange, or delete text in letters, memos, reports, and school programs assignments. enable Spreadsheet to individuals processing programs, and programs, processing database communication spreadsheet

prepare tables easily. The users of such programs establish rules for handling large groups of numbers. For example, using a spreadsheet program, a person can enter some numbers into a table and the program will calculate and fill in the rest of the table. When the user changes one number in the table, the other numbers will change according to the rules established may by be that used user. for Spreadsheets

BPMN 6053 / MIS MATRIC NO: __________________ preparing budgets and financial plans, balancing a chequebook, or keeping track of personal investments. Database programs allow a computer to store large amounts of data (information) in a systematic way. Such data might include the name, address, telephone number, salary, and starting date of every employee in a company. The computer could then be asked to produce a list of all employees who receive a certain salary. Communication programs connect a personal computers. exchange computer People information to can with other thereby one

another via their personal computers. In addition, communication programs enable people to link their personal computers with databanks. Databanks are huge collections of information stored in large centralized computers. News, financial and travel information, and other data of interest to many users can be obtained from a databank. Other programs include recreational

BPMN 6053 / MIS MATRIC NO: __________________ and educational programs for playing games, composing and hearing music, and learning a variety of subjects. Programs have also been written that turn household appliances on and off. Some people develop their own programs to meet needs not covered by commercially prepared programs. Others buy personal computers mainly to learn about computers and What are how to program them. their The principal characteristics of A mainframe has 1 to 16 CPU's

characteristics?

personal computers are that they are (modern machines more) single-user systems and are based on microprocessors. However, although Memory ranges from 128 Mb over 8 personal computers are designed as Gigabyte on line RAM single-user systems, it is common to link them together to form a network. Its processing power ranges from 80 over 550 Mips It has often different cabinets for Storage I/O RAM Separate processes (program) for task management program management job management serialization catalogs

BPMN 6053 / MIS MATRIC NO: __________________ inter address space communication Historically, associated a with mainframe is centralized

computing opposite from distributed computing. Meaning all computing takes advantages Information (physically) place of on the mainframe itself. The advantage

mainframe

World Wide Web, which is mainly computer is amazing with the amount accessed through personal computers, of power it consumes. You can use a permits more people to read, learn regular computer as a terminal, and find information online similar however, which gives users the kind of information is immediately ability to process smaller tasks on the available to everybody in world. computer and use the mainframe for more complex tasks, balancing its use and increasing the number of users Creativity cheap and simple to utilize, normal people can write and format their own Another major advantage of documents, film and edit videos, mainframe computers is that they are make and color graphics, record and very stable compared to other types change audio, and enclose all parts of computers which are useful in the into multimedia offerings. usage environment where uptime is very important. Communication Mainframe computers can be used in that can benefit from its increased As editing tools have become so processing power.

Personal computers permit anybody multiple ways as the users connect to to avoid traditional channels and a mainframe with a terminal that has allocate their own writings, a screen and keyboard, but usually no

BPMN 6053 / MIS MATRIC NO: __________________ photographs, music and video to an processing device, relying on the audience of millions. mainframe to do their tasks. They can process Health integral millions part of of computer large instructions per second and are an many With a personal computer, anybody organizations to this day. The can can check status of health hazards and also be integrated with PCs, PC outbreaks, as scientists and doctors server farms, and more to act in can utilize mutual tools to share harmony with all of a firms IT research over Internet. services. For huge businesses where more Democracy daily transactions takes place, there Personal computer can build up mainframe computers provide to get a democracy by permitting citizens to daily cycle done in less than a day. avoid government controls and This goes beyond raw computing output speed, management of data in memory and application processing speed. Thus this ability to process data and applications quickly provides the ability to provide the real-time online customer service that disadvantages Physical Side Effects variety of physical problems such as wrist soreness, back aches, tension They headaches and tight Laptop users are especially prone to problems because they must hunch in Mainframe computers also need are very big and more hamstrings. complicated to set up. everyone has come to expect. More expensive than regular expose their versions of truth to other speed into the dominion of input and like-minded parties around the world.

Frequent computer use leads to a computers.

BPMN 6053 / MIS MATRIC NO: __________________ order to appropriately view the special operating systems and

screen. People who spend all day on software to be able to take full the computer are susceptible to tight advantage of their hardware, which muscles, strained eyes and carpal complicates the installation process tunnel syndrome. Those with a even more. personal computer are more likely to spend all day sitting, which allows Since serious health conditions. Internet Addiction Internet plague and a computer addiction of small percentage mainframe computer is blood to pool and can lead to more accessed through a terminal, and the installation and configuration of each terminal takes time and money.

computer users and mildly affect many other users. Severe Internet addiction may include addiction to cyber-relationships, online gaming, online gambling or adult content found on the Internet. People who suffer from Internet addiction feel anxiety when they are not online and may use the Internet to escape from depression, stress or loneliness in their everyday life. Though mild Internet use is healthy and normal, people who are addicted to the Internet feel as if they must constantly be on the Internet. This often leads to decreased work or school performance or losing touch with friends and family members.

BPMN 6053 / MIS MATRIC NO: __________________

Question Two: (a) Explain the function and purpose of a Database Administrator (12 Marks) 1. Database Planning: Most of the organizations appoint the DBA before to start work on the information system project, so that the DBA can participate in the database planning. The DBA plays main role in the preliminary database planning. 2. Identifying Users Requirements: The DBA examines the inputs and outputs of current system. He also consults with different users to determine whether the current system satisfies their information needs and what are the new requirements of the users. The DBA identifies requirements of the users after studying the current applications. 3. Developing and Maintaining Data Dictionary: After identifying requirements of the users, the DBA stores data item names, sources, meanings and usage in the data dictionary. The DBA adds and updates data items in the data dictionary regularly during the development process of database system as well as throughout the life of database system. 4. Designing the Logical Model: The DBA identifies all entities, attributes, and relationships that are to be represented in the database, and then develops a logical model. 5. Selecting a DBMS: The DBA selects an appropriate DBMS such as relational, objectoriented etc. that is suitable for information system and fulfills the requirements of the organization. For this purpose, the DBA concentrates on the logical model. 6. Developing the Physical Model: The DBA develops the physical model by mapping the logical model with physical devices.

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BPMN 6053 / MIS MATRIC NO: __________________ 7. Creating and Loading Database: Once the physical model is developed, DBA creates the structure of database such as tables, indexes, relationships between tables etc. He also loads data into database for testing the database system. 8. Developing User Views: In DBMS, the users play the vital role to operate the database system. The DBA develops the user view for each user so that they interact with database system to access and to update data. The DBA attempts to satisfy the data needs of all users. 9. Training the Users: The DBA is also responsible to train the users of DBMS so that they may use the database system very easily and efficiently. 10. Monitoring Performance: The major responsibility of the DBA is to monitor the performance of the database system. Usually, the DBA gets feedback from the end-users to evaluate the performance of the database system. If there is any problem in the performance of the database system, the DBA makes adjustments. 11. Tuning and Reorganizing: Database tuning means maintaining the performance of a database upto the required level with the passage of time. As more and more data is added to the database and database system requirements change, the DBA is responsible for tuning and reorganizing the data structure. 12. Keeping Database System Up-to-Date: The DBA should be aware of new features and new versions of the selected DBMS. He should be aware about latest hardware and software technologies that can be used in the database system for the betterment of the organization. 13. Creating and Maintaining User Accounts: The DBA is also responsible to create accounts for users so that they can access the DBMS. He also grants rights to users to access a specific portion of the database. The DBA can delete the account of any user due to any reason or put restrictions on him for accessing the database. 14. Maintaining Database Security: The DBA is responsible for the overall security of the database system. He grants rights to the users so that the users can access the specific portion of the database. Most of the users have no rights to update the important data of database. They can only retrieve the data. Unauthorized person cannot access the database system.

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BPMN 6053 / MIS MATRIC NO: __________________ 15. Backup and Recovery of Data: It is the responsibility of the DBA to make backup of important data regularly. It is a good practice to make backup copy of the data so that it may be recovered in case of data corruption in the database server (or due to any reason). (b) What benefits would employing a Database Administrator have for Southern Gas? (13 Marks) Coordination the southern gas company lacked coordination without the help of a database administrator, and the whole system was down because of lack of coordination between the system. If they had a database administrator, they would have benefited from a coordinated system were the warehouse will be notified about limiting stocks, the sales will be notified about orders placed and the finance department will be assisted with costing and auditing. On the other hand, the system will also benefit from interconnection as the departments dont need to exchange any information with each other, rather the information will be automatically delivered to the respective department. Note: You can also apply some of the functions as benefits. the questions is basically twisting it to be like the benefits of Database Administrators and you already have 15. Question Three: Discuss what the computing systems should have done for the company, with particular reference to the organizational benefits usually associated with the development and use of Local and Wide Area computer based networks. (25 Marks) A local-area network (LAN) is a computer network that spans a relatively small area. Most LANs are confined to a single building or group of buildings; however, one LAN can be connected to other LANs over any distance via telephone lines and radio waves. A system of LANs connected in this way is called a wide-area network (WAN). The computing systems and IT department of Southern Gas should have set up a LAN or WAN for its company because: networks increase efficiency and reduce costs.

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BPMN 6053 / MIS MATRIC NO: __________________ Computer networks achieve these goals in three primary ways: 1. Sharing information (or data) 2. Sharing hardware and software 3. Centralizing administration and support More specifically, computers that are part of a network can share: 1. Documents (memos, spreadsheets, invoices, and so on). 2. E-mail messages. 3. Word-processing software. 4. Project-tracking software. 5. Illustrations, photographs, videos, and audio files. 6. Live audio and video broadcasts. 7. Printers. 8. Fax machines. 9. Modems. 10. CD-ROM drives and other removable drives, such as Zip and Jaz drives. 11. Hard drives. And more sharing options exist. The capabilities of networks are constantly expanding as new ways are found to share and communicate by means of computers. Sharing Information (or Data) The ability to share information quickly and inexpensively has proven to be one of the most popular uses of networking technology. It has been reported that e-mail is by far the number-one activity of people who use the Internet. Many businesses have invested in networks specifically to take advantage of network-based e-mail and scheduling programs. By making information available for sharing, networks can reduce the need for paper communication, increase efficiency, and make nearly any type of data available simultaneously to every user who needs it. Managers can use these utilities to communicate quickly and effectively with large numbers of people and to organize and schedule meetings with people drawn from an entire company or business enterprise far more easily than was previously possible.

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BPMN 6053 / MIS MATRIC NO: __________________ Sharing Hardware and Software Before the advent of networks, computer users needed their own printers, plotters, and other peripherals; the only way users could share a printer was to take turns sitting at the computer connected to the printer. Networks make it possible for several people to share data and peripherals simultaneously. If many people need to use a printer, they can all use the printer available on the network. Networks can be used to share and standardize applications, such as word processors, spreadsheets, inventory databases, and so on, to ensure that everyone on the network is using the same applications and the same versions of those applications. This allows documents to be shared easily and creates training efficiencies: it is easier for people to master one word processing application thoroughly than to try to learn four or five different word processing applications. Centralizing Administration and Support Networking computers can simplify support tasks as well. It is far more efficient for technical personnel to support one version of one operating system or application and to set up all computers in the same manner than to support many individual and unique systems and setups.

Question Four: The old consultants confused the senior managing team with the jargon of DSS (Decision Support Systems) and TPS (Transaction Processing Systems). They have asked you to explain these terms to them, with regard to Southern Gas. (25 Marks) Decision support systems are interactive, computer-based systems that aid users in judgment and choice activities. They provide data storage and retrieval but enhance the traditional information access and retrieval functions with support for model building and model-based reasoning. They support framing, modelling, and problem solving. Typical application areas of DSSs are management and planning in business, health care, the military, and any area in which management will encounter complex decision situations. Decision support systems are typically used for strategic and tactical decisions faced by upper-level management / decisions with a reasonably low frequency and high potential consequences in

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BPMN 6053 / MIS MATRIC NO: __________________ which the time taken for thinking through and modelling the problem pays o generously in the long run. There are three fundamental components of DSSs 1. Database management system (DBMS). A DBMS serves as a data bank for the DSS. It stores large quantities of data that are relevant to the class of problems for which the DSS has been designed and provides logical data structures (as opposed to the physical data structures) with which the users interact. A DBMS separates the users from the physical aspects of the database structure and processing. It should also be capable of informing the user of the types of data that are available and how to gain access to them. 2. Model-base management system (MBMS). The role of MBMS is analogous to that of a DBMS. Its primary function is providing independence between specific models that are used in a DSS from the applications that use them. The purpose of an MBMS is to transform data from the DBMS into information that is useful in decision making. Since many problems that the user of a DSS will cope with may be unstructured, the MBMS should also be capable of assisting the user in model building. 3. Dialog generation and management system (DGMS). The main product of an interaction with a DSS is insight. As their users are often managers who are not computer-trained, DSSs need to be equipped with intuitive and easy-to-use interfaces. These interfaces aid in model building, but also in interaction with the model, such as gaining insight and recommendations from it. The primary responsibility of a DGMS is to enhance the ability of the system user to utilize and benefit from the DSS. In the remainder of this article, we will use the broader term user interface rather than DGMS. A Transaction Processing System (TPS) is a type of information system that collects, stores, modifies and retrieves the data transactions of an enterprise. A transaction is any event that passes the ACID test in which data is generated or modified before storage in an information system Features of Transaction Processing Systems The success of commercial enterprises depends on the reliable processing of transactions to ensure that customer orders are met on time, and that partners and suppliers are paid and can make payment. The field of transaction processing, therefore, has become a vital part of effective

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BPMN 6053 / MIS MATRIC NO: __________________ business management, led by such organisations as the Association for Work Process Improvement and the Transaction Processing Performance Council. Transaction processing systems offer enterprises the means to rapidly process transactions to ensure the smooth flow of data and the progression of processes throughout the enterprise. Typically, a TPS will exhibit the following characteristics: 1. Rapid Processing: The rapid processing of transactions is vital to the success of any enterprise now more than ever, in the face of advancing technology and customer demand for immediate action. TPS systems are designed to process transactions virtually instantly to ensure that customer data is available to the processes that require it. 2. Reliability: Similarly, customers will not tolerate mistakes. TPS systems must be designed to ensure that not only do transactions never slip past the net, but that the systems themselves remain operational permanently. TPS systems are therefore designed to incorporate comprehensive safeguards and disaster recovery systems. These measures keep the failure rate well within tolerance levels. 3. Standardisation: Transactions must be processed in the same way each time to maximise efficiency. To ensure this, TPS interfaces are designed to acquire identical data for each transaction, regardless of the customer. 4. Controlled Access: Since TPS systems can be such a powerful business tool, access must be restricted to only those employees who require their use. Restricted access to the system ensures that employees who lack the skills and ability to control it cannot influence the transaction process. 5. Transactions Processing Qualifiers: In order to qualify as a TPS, transactions made by the system must pass the ACID test. The ACID tests refers to the following four prerequisites: 6. Atomicity: Atomicity means that a transaction is either completed in full or not at all. For example, if funds are transferred from one account to another, this only counts as a bone fide transaction if both the withdrawal and deposit take place. If one account is debited and the other is not credited, it does not qualify as a transaction. TPS systems ensure that transactions take place in their entirety.

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BPMN 6053 / MIS MATRIC NO: __________________ 7. Consistency: TPS systems exist within a set of operating rules (or integrity constraints). If an integrity constraint states that all transactions in a database must have a positive value, any transaction with a negative value would be refused. 8. Isolation: Transactions must appear to take place in isolation. For example, when a fund transfer is made between two accounts the debiting of one and the crediting of another must appear to take place simultaneously. The funds cannot be credited to an account before they are debited from another. 9. Durability: Once transactions are completed they cannot be undone. To ensure that this is the case even if the TPS suffers failure, a log will be created to document all completed transactions. These four conditions ensure that TPS systems carry out their transactions in a methodical, standardised and reliable manner. Types of Transactions While the transaction process must be standardised to maximise efficiency, every enterprise requires a tailored transaction process that aligns with its business strategies and processes. For this reason, there are two broad types of transaction: 1. Batch Processing: Batch processing is a resource-saving transaction type that stores data for processing at pre-defined times. Batch processing is useful for enterprises that need to process large amounts of data using limited resources. 2. Examples of batch processing include credit card transactions, for which the transactions are processed monthly rather than in real time. Credit card transactions need only be processed once a month in order to produce a statement for the customer, so batch processing saves IT resources from having to process each transaction individually. 3. Real Time Processing: In many circumstances the primary factor is speed. For example, when a bank customer withdraws a sum of money from his or her account it is vital that the

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BPMN 6053 / MIS MATRIC NO: __________________ transaction be processed and the account balance updated as soon as possible, allowing both the bank and customer to keep track of funds.

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