Topic 4: IT Systems

Information technology (IT) is the use of computers to store, retrieve, transmit, and
manipulate data or information. IT is typically used within the context of business operations as opposed
to personal or entertainment technologies.

Concepts of IT Systems

1. Hardware
Computer hardware is any physical device used in or with your machine,
2. Software
Computer software is a collection of programming code installed on your computer's hard drive.
3. Processes
Process helps people do better work. Process defines and standardizes work
4. People
People by themselves have to do work. They generate the input.

System & Sub System

A system is a collection of organized things and combination of parts working together to accomplish a
goal. Whereas a subsystem is derived from system and it is an integral part of a larger system.
 Data Flow Diagram

Data flow diagram (DFD) is a diagram being used frequently in software design. It visually represents the
flow of data throughout processes in a given system. DFD shows the kind of information that will be input
to and output from processes as well as where the data will be stored.

A typical information system involves processing a lot of information and processes. The purpose of Data
Flow Diagrams is to view systems as a whole with its scopes and boundaries while it illustrates the
movement of information between components. The focus of DFD is on the flow of data throughout the
system, not process flow. DFD allows readers to easily see how the system will operate by knowing the
kind and flow of information involved.

DFD Types

There are two main types of DFD: Physical and Logical.

 Physical DFD: Focuses on the physical aspect of the system by showing “how” the system will
be implemented
 Logical DFD: Focuses on a higher-level view of the system and “what” it will achieve.

Context Data Flow Diagram

Context DFD is sometimes referred to as level 0 DFD. It’s the top-level diagram among all, which
illustrates the entire system in its relationship to any external entities.

Data Flow Diagram Level 1

Level 1 DFD is the level under the context-DFD. It illustrates the main functions within the system. Level 1
breakdown the context level by including more details. It represents how the data enters and exits the
system, where it is stored and how the basic processes convert it from one form to another.

Data Flow Diagram Level 2

Level 2 DFD (or further) goes into deeper detail. It shows how the data flows within the main process of
the system.

DFD Symbols
 Process

Example:
 Flow Charts

A flowchart is simply a graphical representation of steps. It shows steps in sequential order and is widely
used in presenting the flow of algorithms, workflow or processes. Typically, a flowchart shows the steps
as boxes of various kinds, and their order by connecting them with arrows.

Flowchart Symbols

Different flowchart shapes have different conventional meanings. The meanings of some of the more
common shapes are as follows:

Data

It represents information entering or leaving the system. An input might be an order from a customer.
Output can be a product to be delivered.

Terminator

The terminator symbol represents the starting or ending point of the system.

Process & Sub Process

A box indicates some particular operation.

Decision

A diamond represents a decision or branching point. Lines coming out from the diamond indicates
different possible situations, leading to different sub-processes.

Flow

Lines represent the flow of the sequence and direction of a process.

Labels

Yes / No

Flowchart Example – Simple Algorithms

A flowchart can also be used in visualizing algorithms, regardless of its complexity. Here is an example
that shows how flowchart can be used in showing a simple summation process.
Flowchart Example – Calculate Profit and Loss

The flowchart example below shows how profit and loss can be calculated.

Flowchart Example – Medical Service

This is a hospital flowchart example that shows how clinical cases shall be processed. This flowchart
uses decision shapes intensively in representing alternative flows.
Systems

What are the advantages and disadvantages of IT systems?

IT Systems and Impact to the Individuals and Organisations

Computers are commonly used in many areas. It is an important utility for people, especially those who
run organizations, industry, etc. In today‟s world almost everything you know runs or made by computers.

1. Increase your productivity

2. Connects you to the Internet
3. Can store vast amounts of information and reduce waste
4. Helps sort, organize, and search through information
5. Keeps you connected
6. Improves your employment options
7. Save time
8. Keep you entertained