|
|
|
|
| Data and information can exist in various forms or types. These are defined by the characteristics of the data or information. Data can be presented as text, numbers, sounds and images. Primary data is unprocessed, or raw, data. Secondary data has already been processed by someone else. The characteristics of information include the nature, structure and form:
|
|
|
| Different types of organisations focus on different types of activities. The information within the organisation is geared to the focus of the organisation. Within the organisation, people with different levels of responsibility require and use different information, for example:
On an individual level, information can be used:
|
|
|
| To solve information problems effectively, you need to follow a process and document the process as you work through
it. One process or methodology for solving information problems is:
|
|
|
| Problem analysis involves examining the input, processing and output requirements closely to make sure that the problem is completely understood. Analysing these steps may involve consulting staff, customers, managers and experts. You also need to consider the constraints on the solution. These may limit the time or money that can be spent on creating the information product required. |
|
|
| The project management process helps you to keep track of the project and to make sure that no aspects of project management are overlooked. f you follow an effective process, the project will stay on target and on time.
|
|
|
| When solving information problems, you need to demonstrate how the solution will be produced. Describing the process in words or writing a lengthy description takes too long and does not really show what the solution will look like. Some more graphic methods of documenting and demonstrating design include:
|
|
|
| Data validation involves checking that the data itself is correct, and that it is up-to-date and from a reliable source. You also need to make sure that the data is entered correctly. You can check this manually, by proof-reading and cross-checking against the original data source. You can also validate data electronically. Some electronic methods include:
|
|
|
| Most software packages have features that will help you to ensure that data processing is efficient. Shortcut keys and macros reduce the number of keystrokes required to perform a task. Macros ensure that the data entered is the same each time, as it is automatically reproduced each time the macro key is pressed. Templates provide a ready-made layout or design for the product, which saves time and ensures that the same layout is used for specific types of documents, such as administrative forms. |
|
|
You can ensure effective file management by creating and following procedures
to:
|
|
|
| You need to test each stage of the solution, input processing and output. For each of these stages need to make sure that:
|
|
|
| Formats and conventions can be used to improve the appearance of the information solution. These include:
|
|
|
| A new solution to an information problem must be supported by instructions and explanations for the operators. Documentation includes:
|
|
|
| You need to check that your solution works and meets expectations. You can do this by applying a series of testing techniques, which could include:
|
|
|
| You need to make sure that the solution is acceptable to users. If you take care to research the user and audience needs thoroughly in the problem analysis phase, then these tests should prove satisfactory. It is a good idea to monitor user acceptance regularly as new needs may arise. |
|
|
| Efficient solutions work faster and require fewer resources. Some criteria for evaluating the efficiency of the solution are:
Effective solutions do the work as expected and produce relevant output, some criteria for evaluating the effectiveness of solutions and output include:
|
|