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JSIIT

Yusif Suleiman2308-0703-0223

JSIIT
Kazaure, Jigawa State, Nigeria

Information Management Assignment Documentation


ON

Computing Resources in Information Center

By

Yusif Suleiman
2308-0703-0223
Supervisor/lecturer:
Mr. Abdulrauf Adamu
Date: 16th July, 2012 IADNCS 1

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CONTENT

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Table of Contents
PAGES Cover ..1 Table of Contents........2 Question 1 ....3 Introduction........3 Information Center.....4 Successful Information Center (Graph)...4 Key Activities in Information Center (Graph).5 Computing Resources6 The Role & Responsibilities of Information Management..7 Important of Computing Resources in Information Center....8 Typical Used Information Center Environment8 Planning ..9 Transaction Management....10 Decision Making.....11 Improve Productivity ..11 Implementation of an Information Center..12 Function of an Information Center13 Advantage .14 Disadvantage..15 Guidelines to Managing an Information Center.15 Question 2 ...17 Hardware Requisition Process...18 Consideration in Selecting Appropriate Hardware..19 Procurement Process.20 Step in Procurement..20 Software Acquisition Process...22 Basic Network Safety ....25 Data Processing Department ...26 Function of Data Processing Department ...26 Methods of Organizational Structure ..27 Data Processing Activities within the Organization....28 Independent Data Processing Department..28 Organizing the Data Processing Department .29 How to optimize Data Processing Department Spending...30 References..31

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QUESTION ONE

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You are required to work on these concerns in the information technology world. Many companies, knows that computing is a resource to help computerised processes. It is also a source for revenue and this has caused much anxiety in the areas of public access.

You are to discuss and put forward possible solutions for the following;

How, computing resources can be applied efficiently if these are concentrated together in a information centre within a company? What are the concerns? What are the structures that can be used?

ANSWER INTRODUCTION
The concept of the Information Center was developed by IBM in 1976 in response to the large backlogs in applications development facing data processing departments. The concept called for a new degree of cooperation and mutual support between the end user and the data processing department. Under the Information Center concept, the end users were to assume a far greater responsibility in both defining and developing non-production data processing applications, while the data processing department would supply computer and data as well as instruction and support in utilizing these computer resources in meeting end user needs. Since that time, explosive growth in microcomputers technology, development of local area
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networks, advances in database systems, and increased computer literacy among the user community has enlarged demand for computer resources by non-data processing personnel. Despite the fact that large numbers of organizations have made major commitments to the implementation of Information Centers, there is little in the literature, beyond anecdotal experiences, about the key issues involved in installing an operational Information Center.

INFORMATION CENTER
Information Center designed specifically for storing, processing, and retrieving information for dissemination at regular intervals, on demand or selectively, according to express needs of users. Information center is a division within the IT department that supports end-user computing. It is responsible for training users in applications and solving related personal computer problems. The term was widely used when personal computers exploded onto the scene in the 1980s. Today, the term may refer to any type of information source, which is precisely what it sounds like.

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It's also used to refer to the people who manage these systems. Typically, in a large corporation, information center refers to a central or centrally-coordinated system of computer expertise and management, often including mainframe systems but also including by extension the corporation's entire network of computer resources.

In the beginning, business computers were used for the practical business of computing the payroll and keeping track of accounts payable and receivable. As applications were developed that provided managers with information about sales, inventories, and other data that would help in managing the enterprise, the term "IC" arose to describe these kinds of applications. Today, the term is used broadly in a number of contexts and includes (but is not limited to): decision support systems, resource and people management applications, project management, and database retrieval applications.

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COMPUTING RESOURCES

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A computing resource is any usable part of a computer that can be controlled, manage and assigned by the operating system so all of the hardware and software on the computer can work together as designed.

These resources might come from the CPU the motherboard, system memory, etc.

While there are many individual segments of a complete system that could be considered "system resources" in a computer system, system resources are the components that provide its inherent capabilities and contribute to its overall performance. System memory, cache memory, hard disk space, IRQs and DMA channels are examples. In an operating system, system resources are internal tables and pointers set up to keep track of running applications. They may be limited by hardware resources, but are often as not arbitrary limitations within the software itself. Generally, any item that can be used. Devices such as printers, disk drives, the systems and the medium that connect them together are resources. In many operating systems, including Microsoft Windows and the Macintosh operating system, the term resource refers specifically to data or routines that are available to programs. These are also called system resources. In most cases, the term "system resources" is used to refer to how much memory, or RAM, your computer has available.

For example, if you have 1.0 GB (1024 MB) of RAM installed on your machine, then you have a total of 1024 MB of system resources. However, as soon as your computer boots up, it loads the operating system into the RAM. This means some of your computer's resources are

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always being used by the operating system. Other programs and utilities that are running on your machine also use your computer's memory. If your operating system uses 300 MB of RAM and your active programs are using 200 MB, then you would have 524 MB of "available system resources." To increase your available system resources, you can close active programs or increase your total system resources by adding more RAM.

Computing resources in an information center can also refer to what the information center or the capacity of the data that the information center can handle in a given time based on available computing resources the organization has. This includes the programs, services, updates, and other software related issues that is installed on the computer hard drive. For example, if a file installed with a certain program is accidentally removed, the program may fail to open. The error message may read, "The program could not be opened because the necessary resources were not found."

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i.e

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One element of hardware, software or data that is part of a larger system. For example, network resources are the available servers and printers in the network. Software resources can be programs, utilities or even smaller elements within a program. Data resources are the files and databases that can be accessed.

IMPORTANT OF COMPUTING RESOURCES IN INFORMATION CENTER


The use of computers and Information Technology (IT)-based systems in mainstream businesses has redefined workplace practices, operational metrics and business models. Top management and key business executives have been able to leverage the various capabilities of computer-based systems and productivity software technologies to get a better handle on business operations, channelize employee productivity and address strategic goals. The importance of computers in management cannot be overstated.

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Planning
o

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Computer networks connected over an intranet-based system or Web-based environment can communicate with one another. In modern businesses, business owners and enterprise decision makers need employees to communicate instantly with each other, collaborate and share files, information and relevant documents quickly in order to execute work-related tasks and pursuits. Use of e-mail systems, instant messaging tools and more recently social networking applications has also enhanced swifter

communication with business partners, customers, suppliers and other key external stakeholders.

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Transactions Management
o

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Organizations and businesses perform thousands of transactions at varied customer and business partner --facing interfaces. Purchase managers, inventory system professionals and accounts and financial personnel need to keep track of invoices, purchase orders, payment gateways on organization websites and all transactions at the operational level. Computer systems integrate varied transaction processes and activities and facilitate real-time tracking of transactions. IT applications speed the process of transaction activities and help in calculations, generation of accurate summaries and reports.

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Decision Making
o

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In contemporary businesses, gigabytes and masses of data and information is generated on a daily basis. Computers, IT systems and allied software programs help companies to classify, arrange, systematize and analyze information. Use of CRM solutions, Enterprise Resource Planning (ERP) systems Management Information Systems (MIS) and database systems enable companies to operationally manage business processes and functional areas. Market intelligence, sales reports and customer insights generated from such systems aid business managers, top management and project heads in important decision making processes.

Improve Productivity
o

One of the primary purposes of deploying large-scale computer systems, software, networking and IT tools is to gain productivity on all levels in an organization. All departments, manufacturing and production facilities and offshore centers should be able to leverage the capabilities and of modern IT systems and technologies and function more effectively and efficiently. Used strategically, computers streamline employee workflows, operational activities and functional processes, ensure better control in business management and impact the bottom-line.

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IMPLEMENTING OF AN INFORMATION CENTER

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Inventory Present Position It is necessary to analyse current situations in the organisation as it is highly likely that some end-user computing activities are already performed in the organisation. To effectively manage end-user computing, there is a need to identify the products that are already in use

Develop Plan The plan needs to be oriented towards the goals of the organisation and the information centre. Planning will dictate what other phases will be implemented, how and when they will be implemented.

Pilot Study It is best to start the IC slowly, as this will give time to test ideas and time to build a competent staff. During this phase, different vendors and technologies can be tried before standards are adopted.

Full Implementation At this stage, training must be heavily emphasised. This is the most expensive stage as computer technology is implemented throughout the organisation. Hardware, software, training and maintenance contribute to the costs.

Maintain and Grow The environment is stable and growth is more controlled. The IC will begin to concentrate on helping users efficiently use available resources and maintaining those resources.

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FUNCTIONS OF AN INFORMATION CENTER

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Product support: One function is to evaluate the acceptability of new products and technologies. Based on the evaluations, acceptable products will be added onto a list of supported products. End-users are bound to select from the list when they need to acquire hardware or software.

Technical support: This function is concerned with maintaining equipment, diagnosing malfunctions and making repairs. It also provides assistance when user problems are too large or complex to be solved without technical expertise

Consultation: Information Centres will advise users on ways to computerise their works, to help end-users to plan for effective use of computing resources and to evaluate proposed computer applications

Training: One of the main functions of the Information Centre is to help end-users become self sufficient in meeting most of their computing needs. Training works towards this goal. Users can be trained in the use of supported products, computer applications, procedures and development methodologies

Resources Planning and Justification: The centre can help users analyse their computerised processes and planning for the resources that is required to complete the processes. It also helps in making projections for future needs, preparing and justifying for additional funding for hardware or new projects

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Auditing End-User Activities: Regular audits should be performed on user expenditures on computing resources and the utilisation on the resources. These audits also checks on users compliance to established rules and standards

ADVANTAGES An Information Center provides the following advantages.

It Facilitates planning: IC improves the quality of plants by providing relevant information for sound decision - making. Due to increase in the size and complexity of organizations, managers have lost personal contact with the scene of operations.

In Minimizes information overload: IC change the larger amount of data in to summarized form and there by avoids the confusion which may arise when managers are flooded with detailed facts.

IC Encourages Decentralization: Decentralization of authority is possibly when there is a system for monitoring operations at lower levels. IC is successfully used for measuring performance and making necessary change in the organizational plans and procedures.

It brings Co ordination: IC facilities integration of specialized activities by keeping each department aware of the problem and requirements of other departments. It connects all decision centers in the organization.

It makes control easier: Information Center serves as a link between managerial planning and control. It improves the ability of management to evaluate and improve

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capabilities and reduced the cost .

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performance. The used computers has increased the data processing and storage

MIS assembles, process, stores, Retrieves, evaluates and disseminates the information.

DISADVANTAGES Highly sensitive requires constant monitoring. Budgeting of Information center extremely difficult. Quality of outputs governed by quality of inputs. Lack of flexibility to update itself. Effectiveness decreases due to frequent changes in top management Takes into account only qualitative factors and ignores non-qualitative factors like morale of worker, attitude of worker etc..

GUIDE LINES TO MANAGING AN INFORMATION CENTER

Aligning the Information Center to the Organisational Goals: This is probably the most important guideline. Ultimately, all activities in the organization should work towards meeting the organisational to ensure the well being of the organisation. End-user computing and the information centre are no exceptions.

Developing New Products for the Users: End-users have a restricted view of computing. They are concerned only with satisfying their own computing needs. The IC has wider

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the entire organisation.

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perspectives of computing. It must take the initiative to develop applications that will benefit

Conducting Training Programs: To increase the proficiency of end-users and to keep them in step with computing developments, the Information Center must design and conduct effective training programmes. Training programmes must be reviewed to cater for changes in technology and computing needs.

Establishing the Information Center as the Central Source of Computing Information: The Information Center will provide objective and impartial information and advise to endusers that will be beneficial to the organisation. External vendors, however, will have profit making as their primary aim and may provide inappropriate or sub-optimal advise when trying to conclude a sale.

Keeping Users Informed about On-Going Activities: By keeping users informed about the computing activities that the IC and the other organisational units are performing, much redundant development work can be eliminated. This will also help the users in the planning of computing and development activities.

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QUESTION TWO

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With todays technology and changing environment of computing, resources for information processing has taken on a new meaning and dimension. Almost all computer installations are now linked to the Internet. Invariably such links has caused concern for many companies. We are now looking at the upgrade of computer systems at World Computers Inc. The company is a traditionalist in information privacy, security and the application of new technologies. You are now a member of this powerful team to turn the computing resources and scope into the modern arena.

What hardware requisition would give the kind of environment that the company has always operated on and blending into the new technology age.

What software is necessary to ensure that they can operate in this secured environment.

Discuss how the new look data processing department may be set up, taking into consideration that their business is now poised to embrace the internet fully.

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ANSWER HARDWARE REQUISITION PROCESS

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In acquiring hardware, organization needs to keep in mind that "Software" is the heart of the system, when selecting the system, those software to be used must efficiently and effectively satisfy organizaton's overall needs first, and the "Hardware" to be acquired must be able to support that selected software.

Hardware acquisition will normally involve those acquiring individuals or organizations in lots of learning about the new advancement in technology. The typical process will need to be well-organized, and it always require buyers to conduct thorough analysis of the available equipment in order to ensure an appropriate selection that will perfectly satisfy their needs.

Determining Needs

Needs come from either external or internal sources, and it is important to interview with the users and computer center personnel to determine their needs in order to ensure successful implementation of the acquired hardware. In this process, needs should be split into 2 categories, which are Mandatory and Desirable attributes.

Mandatory Attribute: Attribute that the hardware to be acquired must possess. Vendors who fail to offer products with all these typical attributes will be eliminated from considerations. Desirable Attribute: Attribute that will make the hardware to be acquire more or less attractive to the buyer, but not absolutely necessary.

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The most difficult part of this process is to convert organization's list of needs into the technical mandatory and desirable attributes of the hardware to be acquired. Especially, in some case that manager is not familiar with a certain type of hardware to be acquired, some Preliminary Investigation should be conducted by gathering information from available sources, e.g. related publicatons, professional journals, hardware evaluation services, industry user group, etc.

CONSIDERATIONS IN SELECTING APPROPRIATE HARDWARE

Hardware Specification: Considerations will be based on preset specifications and service level agreement, and vendors will compete with each other by offering lowest possible prices for selection. It is not recommended if there is no solid preset specifications and service level agreement as considerations on only costs of the systems may lead to selection of systems with lower performance which may have difficulties in the future as technology has been changing rapidly

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Hardware Performance: A minimum of 500GB Hard disk, 5GB of RAM, DVD-R Drive, USB port, and higher resolution screen monitor. This typical consideration seems to be more appropriate for the selection of computer systems hardware as it will enable organizations to cope up with new technological advancement, Internet connection and will result in acquisition of appropriate systems with highest possible performance within the affordable range of budget.

PROCUREMENT PROCESS
STEPS IN PROCUREMENT PROCESS

. Development and Implementation of IT Plans, e.g. IT Strategic Plan, Annual Plan, etc. Organization should have its own Corporate Plan, an IT Strategic Plan and an IT Annual Plan IT Annual Plan contains details of systems to be developed, budget and human resources development Allocation of budget for hardware acquisition Appointment of the Bidding Committee Specification Committee: Take care of setting requirements of legal validity in joining in the Tender Technical Screening Subcommittee Acceptance Committee

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Develop and send out Request for Information (RFI) Develop formal specifications and bidding documents

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Developing specifications from information gathered during the RFI process Developing final specification documents Announce the Tender and sell the Bid Documents: Call for bidding by using RFQ/RFP

This process is, sometimes, called as "RFP/RFQ", which is abbreviated for "Request for Proposal and Request for Quotation respectively.

Organize a seminar to clarify the bidding documents: all agreement on any changes during this meeting will become parts of final specifications

Receive and select proposals and quotation from vendors Check the proposals and select the most appropriate vendors offering the lowest prices or the highest performance/price ratio (if using price-performance consideration method in selecting proposed products/services

Negotiate with the vendors Sign contract Acceptance Committee checks the delivery and approve the payment

Procurement & Bidding Committees: If an organization wants to formally procure a computer system, several committees must be appointed:

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Specification Committee: A committee to study the requirements and prepare the specification documents. Documents will be editted and developed into a request for proposal or request for quotation.

Bidding Committee. A committee to organize the bidding procedure and formally receive the tender documents from vendors

Selection committee: A committee (which might be the same as the bidding committee) to evaluate the proposal and select the most appropriate vendor to be awarded the contract

Technical Screening Subcommittee: This can be a subcommittee to study the tender documents from the vendors

Acceptance committee: A committee to check that the submitted hardware/software conform with the specifications and contract

SOFTWARE ACQUISITION PROCESS


Requisition software is actually a special set of applications which can be used in concert to help facilitate a companys process for managing their purchasing activities. An integrated requisition system helps improve communication between buyers and suppliers and between the various groups within a company who are tasked with handling either a full requisition and purchasing process, or parts of that process.

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The steps involved in the software acquisition process are similar to that of hardware, however with notable exceptions. Software attributes are difficult to specify and measure. Rather than buying, the software can be developed.

1. PRELIMINARY FEASIBILITY STUDY To determine if the acquisition is possible under current constraints; such as time schedule and budget constraints, key people dealing with the system is usually interviewed.

2. DETAILED SYSTEM ANALYSIS This is an in-depth look of the desired system and all personnel connected with the system are contacted, including users, computer operators, development and maintenance staff.

3. REQUEST FOR PROPOSAL This step is similar to that of hardware acquisition.

However, the attibutes must be specified in much more details. Many software attributes such as usability and reliability can be diffcult to verify.

4. BENCHMARK When performing physical benchmark for application packages, it is important to involve the end-users. Sample data should be chosen to test all possible contingencies, including rare and exceptional situations. If the vendor insists on staging demonstrations instead, disrupt his planned presentation.
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5. SELECTION

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Unlike the hardware acquisition process, in software the vendor would be based on examining the vendors bid. However, the contract must be drafted with great care and in much more details. Additional considerations must be place in ownership and copyright issues of the software.

Many external vendors develop software but retain ownership of the software. This is highly undesirable and should not be accepted if possible.

Theoretical benchmarking is a necessary step as it will cut down on the number of products that need to be physically tested in the physical benchmark.

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Inform yourself about basic network safety on software, especially:

o o o o

Never open email attachments or web-downloads that you are unsure of Keep anti-virus measures installed and up-to-date Never install 'bootleg' software Always keep backups of important work

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DATA PROCESSING DEPARTMENT

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Refers to a class of programming department that organize and manipulate data, usually large amounts of numeric and complex data. Accounting department programs are the prototypical examples of data processing applications. In contrast, word processors, which manipulate text rather than numbers and huge among of complex data, are not usually referred to as data processing department applications. Data Processing Department also known as Information Technology (IT) Department, which over seen all computing functions within an enterprise, this included Documented and put online the entire computer operation and all department procedures. Which consist of flow charts, program documentation, detailed file layouts and procedural instructions for all computer and department operation

FUNCTION OF DATA PROCESSING DEPARTMENT


The main objective of the data processing department is to supply

computerisedinformation service to the organisation. When we organise the IS Department, there are numerous issues to be considered.

The data processing department operates the computer systems that may involve communication systems, databases and software. It consists people from different professions ranging from computer operators to managers to provide the range of data processing services needed.

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In this section, we look at some principles that must be considered in deciding on the organisation structure of the DP Department, how to locate the DP Department within the organisation, how the DP Department itself can be organised and whether to centralise or to decentralise data processing activities.

METHODS OF ORGANISATION STRUCTURE


To allow the Data Processing Department to be effective in discharging their duties, the following principles must be considered when determining the organisation structure: The objectives of the data processing activity and its component elements should be clearly defined, agreed upon and known. The environment in which the Data Processing Department operates will not remain static. Therefore organisation structure of the DP Department should be flexible and must be reviewed periodically.
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known and clearly defined.

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The reasons for organising/reorganising the Data Processing Department must be

Data processing activity and functions should be grouped according to the homogeneity of objectives and purposes.

The levels of authority should be kept to a minimum. More levels of authority lead to sluggishness when reacting to changes.

The structure of the data processing function should take into account the personalities and the people involved. After all, the organisation is only as good as the people within it.

Job descriptions are important as they define the tasks and duties that must be Performed by each individual. However, in most cases, controls and procedures are more important as they can be used to ensure that the tasks are carried out according the job requirements.

DATA PROCESSING ACTIVITIES WITHIN THE ORGANISATION


The location of the data processing function within the organisation is an important factor that may determine the success or failure of the information systems. But in the following Data Processing Department situation Independent location will be consider.

INDEPENDENT DATA PROCESSING DEPARTMENT Independent Data Processing Approach is to be selected and is placed at the organisational level, directly under the control of the head of the whole organisation. The internal organisation is very similar to the one described in location within a services department.
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This approach is suitable for organisations where data processing is an integral part of the operations, like banking. Since the World Computers Inc. company is a purist in information privacy, security and the application of new technologies

ORGANISING THE DATA PROCESSING DEPARTMENT


BASIC ORGANISATION A typical data processing department is organised into three major groups based on the activities that are carried out, namely system development, operations and technical support. This basic organisation is usually appropriate for small to medium sized data processing functions. Depending on the size and complexity of the data processing function, the partitioning may be refined to more than the three basic units.

APPLICATIONS ORGANISATION The data processing activity is structured according to the functional units of the organisational structure. Each unit specialises in systems for a specific set of users, like marketing, finance and manufacturing. The primary advantage of this structure lies in the specialisation it creates. The main problem arises when there is a need for the integration of databases.

FUNCTIONAL ORGANISATION In functional organisation, the data processing activity is divided according to the tasks performed. A project is transferred from one unit to another according the progress until completed. The people are specialised within their profession and there is standardisation of
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acquire specific knowledge of the application.

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enforcement. The development process may be long, as the data processing staff has to

MATRIX ORGANISATION This type of organisation is based on the functional organisation structure, but it includes project managers or co-ordinators for each project or groups of related projects. This type of organisation eliminates some of the problems of application and functional structures.

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REFERENCE

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1. Kenneth C. Laudon, Management Information System Managing the digital firm, Prentice Hall; 12 edition January, 2011. Page 267 2. G. Somasundaram, Alok Shrivastava, Information Storage and Management: Storing, Managing, and Protecting Digital Information, John Wiley and Sons; 1st Edition, 2009. Page 146 3. Donald Marchand, Mastering Information Management, Financial Times Prentice Hall; 1st edition March, 2000. http://www.management-

hub.com/information-management-advantages.html 4. Informatics holding, Information Management module (C2027), Global Business Unit, 2006. Page 1 to 11. 5. Wikipedia 2012, the Free Encyclopedia on Information Management. www.en.wikipedia.org/wiki/information_management 6. Effy Oz, Management Information Systems

Management Information Systems Series, Cengage Learning, 6th Edition, 2008. Page 107 to 211 7. Webopedia, 2012. Data Processing Department.

http://www.webopedia.com/TERM/D/data_processing.html 8. Anderson Consulting, Managing an Information Center

(Computer Data Center); Josef C. Mueller Associate Partner. 2008. Page 2 to 45

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