P3 explain the issues related to the use of information

 

Legal issues

The data protection act 1998

1.      Personal Data-this data type is made up of facts and opinions about a person, this data can be a person’s name, address, date of birth, marital status and current bank balance.

2.      Data Subject- the data subject is the name for the person the data has been collected from.

3.      Data User- the data user is the person who needs to accesses the data on a person, EG doctor, police and employer.

4.       Data Controller- the data controller is the person who is in charge of the organisation that is collecting the data, one of their jobs is to apply for permission to collect, use and store the data from the subject.

5.      Data Commissioner-the Data Commissioner is responsible for enforcing the data protection act, they also give permission to the Commissioner.

 

The 8 principles

1.      Personal data should be obtained and processed fairly and lawfully.

This means that the user of the information needs to tell you if they are using information about you and they need to tell you what it’s for.

2.      Personal data can be held only for specified and lawful purposes.

The data collector needs to state why they are collecting the information when getting permission. If they use the information for other uses they are breaking the law.

3.      Personal data should be adequate, relevant and not excessive for the required purpose.

Organisations should only collect the information they need and no more, EG a school may need to know the phone number of the parent of one of the students but they do not need to know the name of the grandmother.

4.      Personal data should be accurate and kept up-to-date.

Businesses and companies need to be careful not to get the wrong information about a subject. schools do this by sending out annual form with all the information about a student this is then checked by the  parents  and made up to date.

5.      Personal data should not be kept for longer than is necessary.

Organisations need to only keep personal information for a reasonable amount of time. A school can keep all the information on a student for about 5 years to use for referencing but after that they must remove it from the system. 

6.      Data must be processed in accordance with the rights of the data subject.

If the information comes from a person, that person can make changes to the information if there are any mistakes but only to the correct information.

7.      Appropriate security measures must be taken against unauthorised access.

This means that all the information needs to be protected from hackers or people without the needed access

8.      Personal data cannot be transferred to countries outside the E.U. unless the country has similar legislation to the D.P.A.

This means that if a company needs to trade their information to a different country that country needs to use laws just like the D.P.A.

 

Freedom of information act

The F.O.I act means that the person that the information was taken from and the organisation that has the information can ask for information from any and all public authorities such as the police, the government, the NHS, a college or a school. The authority then has 20 days to give them the information. The authority can still refuse the request for the information if the authority believes it to be exempt from the act.

The computer misuse act 1990

Before 1990 there were no laws agents hacking in the UK but after that the government decided to bring in the computer misuse act which consisted of 3 main laws.

1.       Unauthorised Access to Computer Material

2.       Unauthorised Access with Intent to Commit or Facilitate a Crime

3.       Unauthorised Modification of Computer Material.

Ethical issues

When someone joins an organisation they will need to read and accept the code of practice, so they can use the computers with in the organisation.

The purpose of the code of practice is to make it more clear what the rules are when using the computer facilities  

·       Use of Emails-

In organisations it is normally prohibited to send threatening, harassing or spamming emails within the company as this can course stress to other members of staff and may result in the staff member be in fired and in extreme cases arrested. The user is also not allowed to send large amounts of emails without premonition as this could result in overloading the network. To stop this from happening the network usually has a limit on the number of emails you can sent in a set time.

·        Use of the Internet-

One of the big things laid out in the code of conduct is the use of the internet. On a company’s network some websites like pornographic, gambling and social media will be banned to prevent staff from using these sits with in work hours most of these websites will be stated in the code of practise. One way around this is to give the staff log in and passwords that record the users IP address.

 

·        Whistle Blowing-

whistle blowing is when a employee reports a second member of staff for breaking the code of conduct for the company. this can be more servicer if mistakes are made when evolving the public as this can open up path ways for hackers.

 

P5 identify the information systems used in a specified organisation

my business is Copseys shuttlecocks

The management information system is the best way my company can gain an advantage over other businesses. as it helps the company to research new trends in an effort to maximise profits and minimalize costs for Copseys shuttlecocks   .  

 

Marketing

within Copseys shuttlecocks  I was given reports at the end of each week  this information showed me all my progress during the week such as the profits/losses I had made/ lost,

 

sales performance

 It also showed me what stock was selling the best and what stuff was not from this I then made the stock that wasn’t selling well cheaper. I could also use this information to buy more stock of the inventory that was selling well to maximise profits for Copseys shuttlecocks  

 

competitors

within Copseys shuttlecocks  I can use the information system to find out what other companies were selling and how much they were charging for them I could then use this information to gain an advantage by lowering my prices to beat them and take there costumers.

 

Financial

Using the weekly report from Copseys shuttlecocks.  I can see charts witch show me my how I should be doing for the next week. I can use this information to buy more stock or get a lone or invest in advertising or totally new stock.

 

Human resources

Using the information system within Copseys shuttlecocks  I can see how my employs are doing and how motivated they are to work. After reading this I can then give them training to improve their skills such as customer service. Also if they are badly underperforming I can fire them.

P7 .use IT tools to produce Management information

P7 use IT tools to produce

Management information.

Compare 3 areas

• Fareham
• Portsmouth
• Gosport

notes-https://drive.google.com/file/d/0B_pOA4qbxwHBUjNycmpWb0IyT0k/edit?usp=sharing

spread sheet for population- https://drive.google.com/file/d/0B_pOA4qbxwHBcHZLb2FxZVJxT0E/edit?usp=sharing

Population forecast in 2015 for Portsmouth		199093.2
Population forecast in 2015 for Fareham		116716.1
population forecast in 2015 for Gosport		199093.2

spread sheet for level 4 qualifications- https://drive.google.com/file/d/0B_pOA4qbxwHBRUMwMGhEWktWT1U/edit?usp=sharing

Fareham forecast for 2020	29611.52
Portsmouth forecast for 2020	57627.27
Gosport forecast for 2020	12780.61

from these results I can see that Portsmouth would be the best place to start advertising for my business as it has the larges population of all the three locations and from this population I can see that more of them have qualifications at level 4 and above which means that they will have more available money.

 

P7 part 2 IT tools to produce management information.

P7.1 IT tools to produce management information.

·         Databases- all types of information systems use databases as a key element it is one of the first parts made when creating an information system.

o   A data model is a way of laying out information, it describes all the information that is stored EG what the information means and how it all relates to the rest of the information this system can be on a computer or on paper.

o   A database this where all the information from the system is stored ever on a hard drive or on a server they usually come with an index to help speed up the proses of finding information this is very important on larger system.

o   An example of a database and data model is within a supermarket where they need to find out information about fruit; the system finds the fruit the user is looking for then tell them how much stock they have and them what the prise will be.  

o   Artificial Intelligence and Expert Systems - AI or artificial intelligence is a way of making work easier by having computer do the work. These systems have a set of changeable rules that effect how the AI system works to try and simulate the same actions of expert employee .using the example from before with the fruit. The system will be monitoring the stocks of the fruit and changing the costs of the stock as it changes. such as if they have a large amount of fruit then the system will lower the prices to more people will buy them, on the other hand if the store has a low supply of fruit then the system will make the prices higher all by its self.

 

·         Predictive Modelling- this is an important part of every information system. It helps companies and organizations to predict what will happen in the future. The way the system dose this is to take old data say over the last 10 years, it looks at things such as the prices of the fruit in the store and how much it has changed by in this time. It them take this information and create a estimation of how this prices will be over the next 10 years. Most companies and   organizations use this system to predict the profits for the next years to do this the system also take other values into effect such as taking on more staff on buying more stores

 

·         Internet-one of the best ways to improve an information system is to make it accessible from the internet it can ever be accessed by all the general public such as Wikipedia or it can be closed off and only for people within the organisation. This type of system is then protected by user ID’s and passwords. some of benefits of using an online information system are that its removes  a lot of the main problems that a organizations will face when operating their own network, it also recesses work hours on development as the staff can use a lot of the pre-existing tools already on the internet. The main way organisation use the internet is with online shopping such as amazon or eBay where all the sales take place online. The information such as prices and stocks are then stored on their online databases.  

 

 

·         Data Mining Systems-this is a tool used in an information system to identify patterns with in the information such as commonly sold stock in stores or groups of customers. The tool can identify all sorts of patterns but is most valued and used to find information that is harder for the organisation to find or they haven’t found. The good example of this is with in stores where the business have  to total numbers of sales in a day and the total numbers of customers a day the problem with this is it does not tell the organisation  what the people are buying and what’s selling the most. A problem with this is that some people may only low value products with means that the average value of sales will be lower .  

 

infomation systems P4

https://drive.google.com/file/d/0B_pOA4qbxwHBcElwTGhrWmtxRzA/edit?usp=sharing