PART 1

INTRODUCTION TO INFORMATION SYSTEMS AND TECHNOLOGY

CONCEPTS

PURPOSE
......................
To introduce students to fundamentals of systems and information systems, types of
information systems (e.g. transaction-processing systems, information, management
information systems, decision suppport systems) and the management of business
information systems. It also covers technology concepts such as hardware, software,
database management, telecommunications, and office automation.

Figure 1 below contains a schematic presentation of the content of the AIN1501 module.

AIN1501
Accounting information systems in a computer environment

Part 1 Part 2 Part 3 Part 1

Introduction to Business Information Introduction to
information applications technology risk management
systems and systems infrastructure and technology
System
development

Topic Topic Topic Topic

1. Basic Microsoft Computer 5. Risks
information Applications networks
associated
systems and with
technology accounting
concepts information
systems in
business
 1
BASIC INFORMATION SYSTEMS AND TECHNOLOGY CONCEPTS

LEARNING OUTCOMES
After studying this topic, you should be able to:

• define a system
• explain an open and closed system
• describe system performance measurement
• explain why an information system need to be replaced or improved
• describe systems development
• explain system development lifecycles
• discuss the role of accountants and auditors in system development
• define an information system
• explain information systems and its role in an organization
• explain the stages of a computerised information process
• explain organising the IS department

This topic consists of five study units

AIN1501
Accounting information systems in a computer environment

Part 1 Part 2 Part 3 Part 1

Introduction to Business Information Introduction to
information applications and technology risk management
systems systems infrastructure and technology
System
development

Topic
1. Basic information systems and
technology concepts

SU 1: Fundamentals of systems
and information systems

SU 2: Types of Information
systems

SU 3: Management of business
Information systems

SU 4: Technology Concepts of
hardware software,
database management,
telecommunications, and
office automation

SU 5: Digital Disruption
S T U D Y U NIT 1

Fundamentals of Systems and

Information Systems (IS)
In this study unit

Introduction to systems
(definition)

What is an information system?

(definition)

The role of information Computerised information Introduction to accounting

systems in organisations systems information systems

Components Processes

1 INTRODUCTION
In the overview we looked at the information used in most organisations. Organisations use
information systems to manage their information, reduce uncertainties and costs and
increase revenues and service delivery.

Organisations make decisions daily and need planning to implement such decisions. In
order to plan, knowledge of resources, time scales for implementation and possible
outcomes are needed. This knowledge comes from the information provided by information
systems.
 Systems form part of our daily lives. The school system, which you have moved through,
is possibly the most important system you have experienced. A world with no systems
would be a disorganised place. In this study unit, you will learn more about information
systems, and the role played by information systems and computerised information
systems.

This study unit (study unit 1) deals with the development of an information system and
different development lifecycles. The advantages and disadvantages of the different
development approaches are discussed in detail.

2 WHAT IS A SYSTEM?
A system is a set of two or more components that serve a common purpose and
interact to achieve a common goal. A system consists of subsystems or elements that
perform specific functions supporting the larger system (Booyse, NJ, et al: 2017).

The components of a system and the relationship among them can be explained as
follows:

Input Processing Output

FIGURE 1.1: The components of a system

Source: (Booyse, NJ, et al: 2017)

3 OPEN OR CLOSED SYSTEMS

Although systems operate within their environment, some systems have no effect on
their environment and do not affect the environment within which they operate.

A system that is isolated from its environment is called a closed system. An example
would be an automatic washing machine, where the dirty clothes, washing powder are the
input and the processing stage of the washing cycle would be the selection of a suitable
programme and the operating of the machine. The clean clothes are the output.

An open system interacts with its environment. The environment affects it and it, in turn,
affects its environment.

Most business systems are open systems. For example, a purchasing system, where the
purchase order requests comprise the input. The processing stage consists of
identifying the i tems and the quantities that should be ordered and the output comprises
placing the order with preferred suppl i ers. Feedback includes the communication of
order dates, quantities and del i very dates to the department that placed the order.
Observable activities explain how the job should be done. The performance standards
document explains the results that are expected for satisfactory performance of the system.
A system variable i s the quantity or item that can be controlled by the decision-
maker. The price a company charges for its products i s a system variable because it can
be controlled by the company, and they can decide to change the price.

A system parameter i s a value or quantity that cannot be internally controlled,

meaning i t cannot be changed by a decision-maker i n the company. An example is the
cost of raw material, as the suppl i er determines this cost.

This system is an open system and the external environment affects the system, for
instance, suppliers’ prices, the transportation of items and the availability of items to an
organisation.
4 SYSTEM PERFORMANCE MEASUREMENT
A system needs to be properly managed and controlled, like any other function in the
organisation. To ensure that the information system adds value and supports the
organisation the quality must be monitored.

System performance measurement is the monitoring of the working of the system to ensure
it is effective, fulfil its responsibility and make the contribution it is supposed to make.

5 REASONS WHY AN INFORMATION SYSTEM NEED TO BE REPLACED OR

IMPROVED
We have already stated that all business systems should be open systems and these
are constantly influenced by changes in the environment.

Typical changes include the following:

• Changes in technology: New technology can lead to new production processes
or communication methods by using new and better equipment, which will affect
the information system.

• Changes in decision-making policies: For example, decisions to centralise

decision-making and information systems, or to decentralise decision-making
and information systems, will lead to a need to replace, change, or improve the
existing information systems.

• Changes in the needs and demands of users and stakeholders: To improve

decision-making, the needs of the different users of information change
continually.

• Changes in the business environment: Organisations need to stay competitive in

an environment where the impact of an increasingly global market is enormous.

• Changes in the nature of the organisation: Changes in the activities of the

organisation; for example, more production lines or changes in production lines.
This may also occur when two organisations merge.

• Changes to maintain a competitive advantage: A constant flow of new ideas and

changes are necessary to stay ahead of the competition.

• Changes to improve performance and productivity: Re-design of business

processes and the information system to improve the performance and
productivity of the organisation.

• Depending on the impact of the change on the current system, a total redesign
might be required (this will be covered in study units 14–16), or modifications
may be made as part of system maintenance (covered in study unit 1f).
6 SYSTEMS DEVELOPMENT
System development initiatives arise from all levels of an organisation and are both planned
and unplanned. Managers and employees are all users of information systems and are
therefore part of the development process. Solid planning and managerial involvement help
to ensure that system development initiatives support the broader organisational goals. This
means even an information system that used state-of-the-art technology ten years ago
would now most likely be regarded as outdated.

Thus, information system development is the process of creating a new information system
or modifying a current information system. By employing information technology to develop
a system, problems or opportunities are transformed into solutions. Many reasons can be
given for this, but the most important is probably the rapidly changing technological
environment and the changing output needs of information systems (Booyse, NJ, eta al
(2017).

7 SYSTEM DEVELOPMENT LIFECYCLE

The development of an information system and meeting the needs of the business are
complex, difficult and expensive endeavours. The system development lifecycle is a
practical framework, which provides a broad context for the development stages of an
information system (Boczko 2007:830) There are various approaches that all have
advantages and disadvantages to the development of a new information system. Using
the SDLC approach has some advantages and disadvantages for an organization that
needs to be considered and kept in mind when developing the system. They are;

7.1 Traditional system development lifecycle (SDLC)

To overcome the complexity of a system development project and to improve the results,
the process can be divided into several steps. Setting a goal and the tasks for each step
will ensure the development of an effective and productive system.
An overview of a traditional SDLC:

7.1.1 Prototyping
The development of new software is very expensive. One way to cut this cost is to
build a scaled-down experimental version of the new information system
(Prototyping). Prototyping, also known as evolutionary lifecycle, means the end-
users can identify what they do not want as opposed to what they do want (Boczko
200f:8f5). The feedback of end-users can be used to improve the initial system
throughout the process until the system is finally complete.

Note: Prototyping can also be used as an implementation method in the design stage
of the traditional SDLC.

An overview of prototyping:
 Specify user needs and requirements

Develop initial prototype

Modify initial prototype

Accept/reject prototype

FIGURE 1.2 Overview of a traditional SDLC

7.1.2 Rapid application development (RAD)

Rapid application development is a system development approach where work-
shops and focus groups gather the requirements of the new system from the
end-users. This method speeds up development. RAD makes the adapting of
changes to system requirements easier and reduces paper-based
documentation. User participation is facilitated, and source code is
automatically generated.

7.1.3 End-user development lifecycle

End-user development is a process where end-users develop their own
applications, using existing appIication software, to soIve their information
needs.

8 ROLE OF ACCOUNTANTS AND AUDITORS IN THE SYSTEM DEVELOPMENT

The Systems Development Life Cycle (SDLC) is of interest to accountants for two reasons:
1) the creation of an IS represents a significant financial transaction that consumes both
financial and human resources. Systems development is like any manufacturing process
that produces a complex product through a series of stages. Such transactions must be
planned, authorized, scheduled, accounted for, and controlled. Accountants are as
concerned with the integrity of this process as they are with any manufacturing process that
has financial resource implications. 2) As a more pressing concern for accountants is with
the products that merge from SDLC. The quality of AIS rests directly on the SDLC activities
that produce them. These systems are used to deliver accounting information to internal
and external users. The accountant’s responsibility is to ensure that the system apply proper
accounting conventions and rules and possess adequate controls. Therefore, the
 accountants are concerned with the quality of the process that produces AIS. For example,
a sales order system produce by a defective SDLC may suffer from serious control
weaknesses that introduce errors into databases and ultimately, the financial statements.

The newly issued International Financial Reporting Standards (IFRS) have significantly
transformed the accounting process and the Accounting information Systems (AIS).
Confronting the changes in Information Technology (IT), using AIS appropriately is crucial
to derive accurate information from which to process business transactions and report
information in compliance with new IFRS (Nguyen T, Chen JV & Nguyen TPH (2021). In
the process of selecting a system to be used by an organisation, errors, omissions and
misrepresentations in the accounting for economic feasibility such as amongst others,
ensuring only escapable costs are used in calculations of cost-saving benefits; reasonable
interest rates are used in measuring present values of cashflows of proposed system;
should be of primary concern to accountants. However, in a study conducted by Christina
V, and Brahmanan SS (2021) to find a solution to the lack of good managerial performance
using management AIS (MAIS) and effort to prevent things from happening that weaken
the influence of the AIS on managerial performance, the result showed that role conflict was
able to negatively moderate the influence of MAIS on managerial performance. It is
important to clarify what the involvement of accountants should be.

8.1 Involvement of Accountants in System development

Accountants are involved in systems development in the following three ways:

• Accountants are users. All systems that process financial transactions impact
accounting function in some way. Like user accountants must provide a clear picture
of their problems and needs to the system professionals. For example they must
specify accounting techniques to be used; internal control requirements such as audit
trail and special algorithms such as depreciation models.

• Accountants participate in IS as members of the development team. Their

involvement often extend beyond the development of strictly accounting IS
applications. Systems that do not process financial transactions may still draw on
accounting data. The accountant may be consulted to provide advice or to determine
if the proposed system constitute internal control risk

• Accountants are involved in systems development as auditors. AIS must be auditable.

Some computer audit techniques require special features that must be designed into
the system. The auditor/accountant has a stake in such systems and must be involved
early in their design.

8.2 Involvement of accountants in conceptual design

The accountants play an important role in the conceptual design of the system. They must
recognize the control implications of each alternative design and ensure that accounting
conventions and legal requirements are understood. Although at this stage it need not be
 specified in detail, they should be recognized as items to be addressed during the construct
phase of the system. Furthermore, the auditability of a system partly depends on its design
characteristics. Some computer auditing techniques require systems to be designed with
built-in audit features. Such features require resources and need to be considered at
conceptual design.

9 AN INFORMATION SYSTEM (IS)

An information system is a set of interrelated elements or components that collect (input),

manipulate (process) and disseminate (output) data and information, and provide a
feedback mechanism to meet an objective. Is used as an organised way of collecting,
processing, managing and reporting information for informed decision-making to
achieve goals (Booyse NJ, et al:2017).

Business firms and other organisations rely on ISs to carry out and manage their operations,
interact with their customers, suppliers and compete in the marketplace. An information
system (IS) is a formal, sociotechnical, organisational system designed to collect,
process, store, and distribute information. It is an integration of components for collection,
storage and processing of data where the data is used to provide information, contribute to
knowledge as well as digital products that facilitate decision making. As such IS inter-relate
with data systems on the one hand and activity systems on the other. From a
sociotechnical perspective, information systems are composed by four components which
are tasks, people, structure (or roles), and technology.

Some authors make a clear distinction between information systems, computer systems,
and business processes. Information systems typically include an ICT component but are
not purely concerned with ICT, focusing instead on the end-use of information technology.
Information systems are also different from business processes. Information systems help
to control the performance of business processes.

10 THE ROLE OF INFORMATION SYSTEMS IN ORGANISATIONS

Information systems are the heartbeat of any organisation. According to Booyse NJ et

al. (2017), information systems assist organisations with fulfilling certain functions.
Organisations that use an information system that do not meet all users’ requirements
have a definite competitive disadvantage in the market. Therefore, organisations need
to adapt their information system constantly, using the latest technology, upgrading the
existing system, or acquiring a new system. The SDLC will lead them through this
process. One of the advantages of using an SDLC model is that a project can be
managed properly. It is therefore possible to ensure that the organisation makes the
necessary progress. However, SDLC models do not guarantee that each step is
completed successfully before the next one is started. If one of the steps were neglected,
it will have a negative effect on the next step and the final result.
Information systems also assist the organization to fulfil the following:

• Planning
For long-term (strategic) planning, management needs historic information on annual
profit to determine growth. information on the needs of consumers is also required to
enable management to set real istic objectives. Information on available resources,
markets, possible outcomes of scenarios, suppliers and l ots more i s needed to do short-
term (operational) planning. information systems provide this information and assist with
the daily tasks of management.

You will learn more about strategic and operational planning in Principles of management
accounting (MAC2601) and Principles of strategy, risk & financial management
techniques (MAC2602).

• Recording transactions
Transactions are recorded to use as evidence, thus meeting legal requirements and to
assess profitability. An information system is used to capture and process these
transactions. You will learn more about the practical application of this n Practical
accounting data processing (AIN2601).

• Decision-making
One of management’s daily tasks is to make decisions and choose between alternatives.
If relevant information is available, it will reduce uncertainties and support the decision
maker in selecting an option. An information system supports the decisions taken by
management.

You will earn more about the information required to make decisions in Principles of
management accounting (MAC2601) and Principles of strategy, risk & financial
management techniques (MAC2602).

• Control an d performance measurement

Plans and objectives are put in place to enable management to measure performance.
Management must ensure that plans are executed and the objectives are met. information
on the different business units and the business is required to control and monitor
performance and to take corrective act on. You will learn more about management s role
in decision-making in Principles of management account ng (MAC2601).

• Hardware (Discussed in detail i n , study unit 3)

• Software (Discussed in detail i n study unit 3)

• Telecommunication, networks and the internet (Discussed in detail in study unit 3)

 • People (Discussed in detail in study unit 3)

People need to interact with the computer to enter data and retrieve information.
People run, manage and maintain a system and are the most important element in
a computerised information system.

• Procedures (Discussed in detail in study unit 3)

Policies, methods, rules and strategies for using the system are necessary to ensure
order and control.
Poorly developed and inadequate implementation of procedures will waste time
or result in wrong decisions.

• Databases (Discussed in detail in study unit 3)

A database comprises facts and information, organised and stored in two or more
related data files.
A database contains information on sales, purchases, inventories, employees,
customers and much more.

10 A computerised information system process

The following diagram illustrates the computerised information system process and the
relationship between the different stages

Activities Input of Processing Output of Making

data information decisions

Store data or
information

FIGURE 1.3: The computerised information system process

11 Organising the IS department

There are different ways for organising an IS department. Accordingly, the organisation
could centralise, decentralise or outsource the IS department. The organisation will
need to consider the most efficient way to organise the IS department.

11.1 Centralisation of an IS department

 A centralised IT department means that IS staff and functions are situated in a single
Iodation such as the head office.

11.2 Decentralisation of the IS department

A decentralised IS department means that IS staff and functions are distributed
throughout the organisation, with every regional office or business unit usually having its
own IS department.

11.3 Outsourcing of an IS Department

The IS function does not necessarily need to be performed by a department within the
organisation itself. It can also be outsourced to an external service provider and
monitored by means of a service level agreement. The responsibility for maintaining the
service level agreement can be assigned to an individual within the organisation.
Outsourcing the information system means obtaining some or aII activities of the
information system from an external service provider to handIe all or parts ofthe
data capturing and processing at a predetermined annual rate, rather than developing
the organisation’s information system internally.

The following three outsourcing models that can be used:

11.3 1 On-site outsourcing: This is when the service provider provides the
resources or facilities at the organisation itself.

11.3.2 Off-site outsourcing: This is when the service provider provides the
service at a location other than at the organisation itself.

11.3.3 BIended outsourcing: This refers to a combination of on-site and off-

site outsourcing.

A c t i v i t y 1.1

Go to your e-tutor site and complete this activity.

Why will an organisation have an advantage over its competitors if its information system
can produce information about sales figures, product availability and client requirements
faster than its competitors can?

Is your office supported by an in-house (on the premises) IS department or is the IS

department located at the head office (central point)? Why do you think this is the case?
If you are not currently employed, ask someone who is, about his or her organisation.
Go to the Discussion forum for study unit 1 and discuss this with your fellow students.
12 SUMMARY
Information produced by information systems, forms the basis for major day-to-day
decisions. People and organisations use information systems to help them achieve their
goals. To use information systems effectively, it is essential for individuals to understand
them in order to perform their daily tasks.

Computerised information systems are essential for today’s organisations as they process
information more accurate y and much faster. That is also the reason why an accounting
information system have become an important component of any successful business.

The next study unit (study unit 2) deals with types of information systems.