Information System – Exam Answers (Easy English)
Q1 Short Questions
Define Information System: An Information System collects, processes, stores, and
distributes information. It uses people, computers, and procedures to support
decision-making and daily operations in an organization.
Explain data and information: Data are raw facts or figures such as numbers or names.
Information is processed data that becomes meaningful and useful for decision-making.
Describe organizational structure: Organizational structure shows how tasks,
responsibilities, and authority are arranged in a company and how employees report to
managers.
Define strategic decision: Strategic decisions are long-term decisions taken by top
management that affect the future direction, goals, and policies of the organization.
Programmed decision with example: Programmed decisions are routine decisions made
using predefined rules. Example: automatically reordering stock when inventory reaches
minimum level.
Components of Information System: The main components are hardware, software, data,
people, and procedures that work together to collect, process, and share information.
Explain MIS: MIS collects and processes business data and provides useful reports to
managers for planning, controlling operations, and decision-making.
Centralized information system: In a centralized information system all data and
processing are handled in one central location, improving control and security.
Define Intranet: An intranet is a private internal network used within an organization to
share information, documents, and communication tools among employees.
One advantage of ERP: ERP integrates all departments such as finance, sales, and
production into one system, improving efficiency and data accuracy.
Internet and Extranet: The Internet connects computers worldwide. Extranet allows
limited access of company data to external users like suppliers or partners.
Risks to Information Systems: Risks include cyber attacks, viruses, hardware failure, data
theft, and human errors that may damage systems or cause data loss.
Q2
Components of Information System and importance: Information systems include
hardware, software, data, people, and procedures. These components work together to
process information, improve communication, increase efficiency, and help organizations
achieve their goals.
Centralized vs decentralized information systems: Centralized systems store data in one
central location which improves control and security but may slow access. Decentralized
systems store data at multiple locations giving flexibility but making control and
consistency difficult.
Q3
TPS, MIS and DSS: TPS manages daily transactions such as sales and payroll. MIS provides
summarized reports for middle management. DSS analyzes complex data and supports
strategic decisions of top managers.
System approach to problem solving: System approach studies a problem as part of a
complete system. It analyzes inputs, processes, and outputs, helping managers understand
problems better and make effective decisions.
Internet, Intranet and Extranet role: The Internet connects organizations globally.
Intranet helps employees share internal information. Extranet allows limited access to
partners and customers, improving communication and collaboration.
Enterprise communication systems: Enterprise communication systems include email,
messaging apps, video meetings, and shared platforms. They improve teamwork, faster
communication, and increase organizational efficiency.
Q4
Competitive advantage using IT: Organizations use IT to reduce costs, improve services,
and increase efficiency. Online platforms and automated systems help companies serve
customers faster and stay competitive.
Risks and protection measures: Information systems face threats like hacking, malware,
and data loss. Protection measures include firewalls, antivirus software, strong passwords,
and regular data backups.
Role of Information Systems: Information systems manage data, support decision-making,
improve communication, automate processes, and help organizations operate efficiently.
Success and failure factors: Success depends on proper planning, user training, and
management support. Failure occurs due to poor design, lack of training, resistance to
change, or insufficient resources.