What is Data

Data is defined as the collection of facts about events.

This collection of facts is in raw form means that an
unorganised and unprocessed form, which cannot be
use for meaningful purpose for example Name, Age,
Price etc.



We usually say that data is made up from four basic types:
Numbers
Text
Images
Sound
Information
Information is defined as a well-organised, well-processed and
meaningful form of data generated from raw data. The end
users utilises this meaningful data for making a decision easily
for example Employees Records, Sale Report etc.

Data + Meaning = Information
Another way to add meaning is to process the data. For
example, individual exam marks are raw data, but if you were
to process those to say that the average mark for the class was
53%, or that boys did better than girls, or that 76% of the
students in your school got a grade A or B, then that is
information!



Data VS Information
Characteristics of Data
Data accuracy
It means that data are correct. The data should represent what was intended
or defined by the original source of the data. For example, the patient's
emergency contact information recorded in a paper record or a database
should be the same as what the patient said it was.

Data accessibility
It means that the data are easily obtainable. Any organization that maintains
health records for individual patients must have systems in place that
identify each patient and support efficient access to information on each
patient. Every health record system should allow record access 24 hours a
day regardless of the format in which the record is stored.

Data consistency
It means that the data are reliable. Reliable data do not change no matter
how many times or in how many ways they are stored, processed, or
displayed.
Data currency/data timeliness
It mean that healthcare data should be up-to-date and recorded at or near
the time of the event or observation. Because care and treatment rely on
accurate and current data, an essential characteristic of data quality is
the timeliness of the documentation or data entry.

Data granularity
It requires that the attributes and values of data be defined at the correct
level of detail for the intended use of the data. For example, numerical
values for laboratory results should be recorded to the appropriate
decimal place as required for the meaningful interpretation of test
resultsor in the collection of demographic data, data elements should
be defined appropriately to determine the differences in outcomes of
care among various populations.
Data precision
It is the term used to describe expected data values. As part of data
definition, the acceptable values or value ranges for each data element
must be defined. For example, a precise data definition related to
gender would include three values: male, female, and unknown. Or
"Year of birth" should be recorded with a 4-digit numeric value such as
"1965" rather than the shortcut "65".


Data relevancy
It means that the data in the health record are useful. The reason for
collecting the data element must be clear to ensure the relevancy of the
data collected.


Characteristics of Information
Accuracy:
Accuracy is vital role in management information because an accurate information can
generate highly valuable results. For data accuracy timeliness is important otherwise
there will be errors in the result.
Completeness:
The completeness of the information means the availability of latest, proper and
complete information for decision-maker. The incomplete data can lead to poor
decision-making management information.
Validity:
The validity of information mean data must be collected carefully and from an
authentic source and to be provided within the valid time frame or time period
Data quality:
To generate highly valuable and standard information data must be according to certain
quality standards such as data must be in the appropriate format, well structure, well-
organised and standard transferring method must be used.
Definition clarity:
The generated Information must be clearly and easily understandable, this will allow
organisation employees to use the right information in the right place.
Relevance:
Information must be relevant to a task that it can be examined and packaged into an
effective format. This is helpful that the management information is having to the point
information but the information must not be incomplete.
Presentation:
The management information must be able to present information in the right format, order,
well-structured and attractive design. This will describe a clearer picture of the organisation.
Timeliness
Timeliness is a high importance in management information, which means that the
recipients must receive information within the prescribed time frame.The characteristic of
timeliness of information must be effective as well must includes the current up to date
information.


CLASSIFICATION OF INFORMATION

The information can be classified in a number of ways providing a better
understanding. Information is classified in the following manner:-
ACTION VERSUS NON-ACTION INFORMATION

Action I nformation: The information which induces action is called an
action information. For Example:- when the attendance of the student for a
particular subject suddenly falls down 40% calls for immediate action.

Non-Action I nformation: Non-Action Information which is communicates
only the status of a situation is a no action information. for Example:-
While watching the live cricket match you understand that India's Current
Run rate is 4 per over whereas its required run rate is 7 Per over.you have
this information but this is non-action information.
RECURRING VERSUS NON-RECURRING INFORMATION

Recurring Information: The Information that is generated at regular information.
For Example:-The monthly Sales reports, Account statements.

Non-Recurring Information: Non Repetitive in nature. For Example: The
financial analysis or the report on the market research.

INTERNAL VERSUS EXTERNAL INFORMATION
The information generated through the internal sources of the organization is
termed as internal information, while the information generated through the
Government reports, the industry surveys, etc. is termed as external information, as
the sources of the data are outside the organization.



The action information, the recurring information and the internal
information are the prime area for computerization and they
contribute qualitatively to the MIS.

The timing and accuracy of the action information is usually
important. The mix of the internal and external information changes,
depending on the level of the management decisions. At the top-level
of the management, the stress is more on the external information and
at the operational and the middle level. The stress is more on the
internal information. Figure shown below shows the source and kind
of information required by different levels of management in the
organization.

THANK

YOU
An effort by Mehak Arora
BBA <Gen>
5A2S