2. INFORMATION GATHERING.pptx Computer Applications in Pharmacy

INFORMATION
GATHERING - Miss Vedika Narvekar

Information system:
An Information System (IS) is a set of interrelated components that collect, manipulate,
store and disseminate data & information and provide a feedback mechanism to meet an
objective.
Examples:
1. Supply chain management: manages the flow of goods and services that involves
movement of raw materials and finished goods.
2. Customer Relationship management: Manages communication and marketing
initiatives directed at customers.
3. Geographic positioning system (GPS): It provides driving directions and desired
locations.
4. Pharmacy Management IS: Deals with maintenance of drugs and consumables in the
pharmacy unit.

Information gathering
Sources
Existing sources: sources found on internet or some other social media and thus information
can be easily retrieved and used.
Natural sources: sources which exist but one has to do lot of research to compile the
information.
Purpose
• Enhance knowledge related to particular subject
• Develop various skills for problem solving

Parts of Information System
• Input
• Processing
• Output
• Feedback

• Input
Activity of gathering and capturing raw data.
• Processing
 Converting or transforming data into useful output.
 Processing can involve making calculations, comparing data and taking storing data
for future use.
 After processing, data results are usually stored in storage.
• Output
Output involves producing useful information in the form of documents or reports.
Eg. In online banking system, report is generated on the current transaction and can be
presented to the customer in the form of bank statement.
• Feedback
It is information from the system.

Components of Information System:
• Hardware:
Computer based information systems use computer hardware such as processors, monitors,
keyboard and printers.
• Software:
These programs are used to organize, process and analyze data.
• Databases:
IS works with data which are organized into tables and files.
• Network:
Different elements needs to be connected to each other especially if many different people in an
organization system use the same IS.
• Procedure:
These describe how specific data are processed and analysed in order to get the answers for which
the information system is designed.

• Advantages of IS
1) Communication: With the help of information technologies such as email, voice and
video calls it becomes easy to communicate.
2) Improved storage: The information can be made available on various storage media
such as hard disks, pen drives etc. So one can access the information anytime &
anywhere
Disadvantages
1) Security: Information present in system must be protected from Virus attack or theft.
2) Training : Some IS needs trained person to handle it.

REQUIREMENT AND FEASIBILITY
ANALYSIS
Requirements Analysis
It refers to process of analyzing various requirements of a particular user and then
design a product or a software.
Following points are considered,
• Actual usage or requirement of a product
• Specifications to be met
• Expected outcomes
Requirement analysis is important for the success or failure of a particular project.
These requirements are well documented and measured before initiating any project
and then finally tested before launching that product in market.

FEASIBILITY ANALYSIS
It refers to a detailed analysis which is conducted prior to start of a proposed project.
Such analysis is conducted when large amount of investment is involved by major
corporations of the world.
Thus feasibility analysis ensures that upcoming project would be a great success as it
was strategically planned and executed. This analysis is used to assess all the
strengths and weaknesses of a proposed project and hence one can bring in changes in
order to achieve desired results.
Points to be considered are,
• Whether the project is technically feasible or not?
• Whether it can be completed within estimated cost or not?
• Whether it will be a profitable project or not?

Types of feasibility studies
1. Technical feasibility:
It is the measure of technical resources such as hardware components, software techniques and
skilled persons.
2. Economical feasibility:
It measures finances or funds are available for proposed system.
3. Operational feasibility:
It is a measure of how well or the solution of problems or a specific alternative solution will
work.
4. Schedule feasibility:
Establishment of time limit for completion of the project. It is dependent on available manpower
and economical support for the project.

DATA FLOW DIAGRAM
Data flow diagram refers to graphical representation of flow of data through an
information system. It is the first step followed in order to create an overview of any
information system.
Data flow diagrams are used for visualization or processing of data in various
systems. It basically shows how the information will be entered into a system, how it
will be processed and where it will be stored.

DATA FLOW DIAGRAM SYMBOLS
There are two types of symbols used in DFD’s
 Yourdon and Coad- It is mainly used for system analysis and depicted as circles.
 Gane and Sarson- It is mainly used for visualizing information systems and is
depicted as rounded corners.
COMPONENTS OF DFD
 Process- It describes how data input will be transformed into data output.
 Flow- Describes the movement of data within any information system.
 Store- Refers to storehouse of data where all data will be stored.
 Terminator- It refers to final entity with which a system communicates and provides
required information.
It can be a persons, organization, department etc!!

PROCESS SPECIFICATIONS
Definition:
It refers to specifying a particular process which describes how to use input data
strategically in order to transform it into a required output.
Requirements
 Each process specification should contain detailed requirement of functionality.
 Each set of process specification must specify all the rules governing
transformation of data flow within an information system.

INPUT/OUTPUT DESIGN
Input design is the process of converting data into a computer based system. This is
important to get correct interpretation of the data that has been fed into the computer.
So basically, it is a link in between the information and the user.
It is required to convert entered data into a usable form which can be easily read and
interpreted by the computer system.
Requirements of input design
Simple and easy to use
Avoid extra steps involved in analysis of data.
Avoid delay in interpretation of data
Error free
It should keep process simple and controlled.

Objectives of input design
1) To design data entry screens
2) To control the volume of data. Eg. Allowing entry of only 10 digits in a phone and not
beyond that.
3) For entering user data or input procedures.
4) To design validation checks. Eg. Particular input field should not be blank.
Data input methods
1) Batch input method: this method is used to input data in bulk. The batch input is
scheduled on time basis on particular day of week or at particular time of the day. Eg.
Salary of employees are updated on particular day of a month.
2) Online input method: this method is used when data is needed to be stored or
maintained for any other future requirements. It needs security platform to keep the
data safe from any unauthorized access or theft.

Output design is the process of getting required output from the entered data, what the system produces
to meet requirements of its users.
Objectives
To develop a design that meets end user requirements.
To design such an output which can deliver appropriate quantity of output.
To design an output in the format which is required by the user.
Should give the output results on time.
Output media:
 Paper
Screen
Video
CD, DVD
 Other electronic media

Types of Output :
1) Internal output: mainly used for important decision making. Normally it is used inside the
system or organization. It is usually in the following form.
• Detailed report- consists of detailed information of the entities that are required by the
authorities for project planning and control.
• Summary report- Consists of information in brief.
2) External output: The external output is normally used for printers.

PROCESS LIFE CYCLE
It can be defined as the basic unit of work in any system and its complete cycle
including model, implementation, execution, monitoring and optimization.
It is a method of understanding initial, intermediate and final stages of growth and
development in any process. It helps us to understand how a particular process fits
into system.
It includes study of all the processes involved from the start till the end of any
workflow in the system.

STEPS OF PROCESS LIFE CYCLE
Planning: Initial stages of process life cycle includes modelling phase in which when we
gather all details related to that process. The purpose is to find out the scope of the project as
well as the required resources, costs, time etc.
Eg: why it is needed, what will be the steps, who will participate in it, how it will be executed,
how it should begin and how it will end.
So basically a flow diagram will be constructed to visualize the whole process.
Implementation & Monitoring: After planning the process is implemented as per the plan
and is closely monitored for desired output or results. This phase is also called as coding.
Software programs are created in this phase using suitable programming language.
Changes or adjustments: If a given process is generating a desired output, then it is allowed
to continue as implemented. Otherwise a list of changes or required adjustments are made and
suggestions are taken for betterment of the process. Once the changes are finalized, these are
again implemented and monitored.
Evaluation: It is the last step in process life cycle where each and every step is carefully
evaluated for desired results in order to obtain best system within an organisation.

PLANNING AND MANAGING THE
PROJECT
It involves various methodologies that are required for proper implementation and successful
running of any project.
Various steps involved in planning and management of a project are as follows.
1) Planning the project
 In order to plan the project it should be divided into manageable components so that each
component can be deeply analyzed and managed.
 After breaking them into various components, one should identify their dependent entities like
the factors responsible for successful running of the project.
 Provide estimated timeline for completion of project so that every component and factor can be
taken care of.
 Analyze the resource requirement in detail in order to minimize the chances of alterations during
later stages.
 Consider the risk factors well in advance so that it can be avoided in final stages of
development.

2) Tracking and managing the project
 It is essential in order to fulfill the timeline that has been estimated in the initial stages of
planning.
 It helps in monitoring the process at each step and also helps to check on the emerging
problems that can arise anytime during the project implementation and thus making it
easier to deal with them before they become big issues.
3) Project Management Metrics
 Schedule- Provides an estimated time period to be taken to complete any given project.
 Cost- It calculates the estimated budget for a particular project.
 Resource- It defines how much resource and how many persons are required to complete
a given project.
 Scope- Shows the upcoming scope for a given project and its success rate.

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