ITEC 205 Information Management: Information and Decision Making

ITEC 205
INFORMATION MANAGEMENT
INFORMATION AND DECISION MAKING
CATHERINE A. CASTILLO
Associate Professor 2
TOPICAL OUTLINE
• From data to information to knowledge and
learning
• Information comes in many forms
• Information as an aid to decision making
• Using the Web as an information resource
OBJECTIVES
At the end of this session the students should be able
to:
• Consider the differences between data, information
and knowledge
• Identify and evaluate the sources of information that
you use
• Assess whether information flows effectively within
your team and identify areas for improvement
• Analyze how effectively you use the Internet as an
information source.
INFORMATION AND DECISION
MAKING
People need information to plan their
work, meet their deadlines and achieve their
goals. They need it to analyze problems and
make decisions. Information is certainly not in
short supply these days, but not all of it is
useful or reliable.
FROM DATA TO INFORMATION TO
KNOWLEDGE AND LEARNING
• H D Clifton (1990) wrote that ‘one man’s
information is another man’s data’, and
certainly the definitions are blurred.
• However, it is now generally agreed that
‘data’ is pure and unprocessed – facts and
figures without any added interpretation or
analysis.
• Depending on the context, data can be
highly significant.
• Think of a cricket or football score, your
name and address. Since it provides the raw
material to build information, it also has to
be accurate.
• Any inaccuracies within the initial raw data
will magnify as they aggregate upwards, and
will seriously corrupt the validity of any
conclusions you draw from it or decisions
you base upon it.
DATA
• In a business context, data
is associated with the
operational aspects of the
business and its day-to-day
running.
• As such, it is often entered
into a system and stored in
large quantities, for
example payroll data and
sales figures.
DATA
• Such input data goes to create a data ‘set’ –
names and addresses for a mail-merge file,
an index to an online product database.
• It has to be structured correctly – all systems
have some kind of validation process to
check for obvious technical errors and
missing data.
DATA
• To be reliable, the content needs to be
accurate, not simply in terms of the correct
number and type of characters per data
field, but what the data actually represents
in terms of meaning.
• This needs human intervention.
DATA
• Another aspect that affects accuracy is
where the data comes from.
• You may be able to check your own in-house
sources – for example, for internally
generated data such as the payroll – but
have to depend on trust (or the reputation of
the supplier) for data received from outside,
for example customer credit card details.
INFORMATION
• So how does ‘data’ (whether internal or
external) become ‘information’?
• When it is applied to some purpose and is
adding value which has meaning for the
recipient, for example taking sets of sales
figures (data) and producing a sales report
on them (information).
INFORMATION
Figure 1.1 From data to information

INFORMATION
• Information produced inside the organization
can be supplemented by a wealth of
business information produced outside –
market analyses, reports and case studies,
for example.
INFORMATION
Put briefly, information by itself is only of use if
it is:
• the right information (fit for the purpose)
• at the right time
• in the right format
• at the right price.
KNOWLEDGE
• Just as the words ‘data’ and ‘information’
are used interchangeably, there is
considerable blurring and confusion
between the terms ‘information’ and
‘knowledge’.
KNOWLEDGE
• It is helpful to think of knowledge as being of
two types: the instinctive, subconscious,
tacit or hidden knowledge, and the more
formal, explicit or publicly available
knowledge.
KNOWLEDGE
• An everyday example of these might be the
knowledge that you use when driving a car
(tacit), compared with the knowledge
available from a driving manual or the
Highway Code (explicit).
KNOWLEDGE
Figure 1.2 From data to information to knowledge

KNOWLEDGE
• In a business context, knowledge is often
linked to strategic levels of management and
long-term business planning.
• However, knowledge vital to an
organization's success can come from any
level within it, and needs to be recognized as
an important part of organizational assets.
KNOWLEDGE
• It combines information, experience and
insight into a mix that is unique to every
employee.
KNOWLEDGE
Let’s sum up data–information–knowledge
with an everyday example. Assume that you’re
trying to decide on a specialist holiday for
photography enthusiasts. Here, very broadly,
are the stages you will go through:
Stage 1: collect lots of brochures on
photography holidays. This is your basic data
store.
KNOWLEDGE
Stage 2: work through the brochures, filtering out
what you don’t want by applying your own criteria
to them. Some will be in places you don’t want to
go to, or at the wrong time of year, or the
programmes may be at the wrong level of
expertise (you may be looking for some advanced
tuition, and many of the holidays are geared to
beginners). You can now apply your information
and make a decision on where to go on your
holiday.
KNOWLEDGE
Stage 3: you go on your holiday and build your
knowledge from testing your actual experience
of the holiday against the information you had
when you booked it. This knowledge (which
you can use next time you want a similar
holiday) can be kept to yourself (tacit) or you
can share it by reporting back to your local
photography club (explicit).
BUILDING KNOWLEDGE – LEARNING
So how do we collect, process and build our
knowledge? Kolb (1985) believes that there
are four stages we all go through as part of the
learning cycle:
• learning from feeling (through specific
experience and relations with other people)
BUILDING KNOWLEDGE – LEARNING
• learning by watching and listening (looking at
things from different perspectives, observing
carefully and reflecting before making
judgments)
• learning by thinking (reflecting on and
analyzing ideas, drawing up mental maps
and planning)
BUILDING KNOWLEDGE –
LEARNING
• learning by doing (getting things done,
influencing other people, taking risks).
LEARNING
Figure 1.3 Kolb’s learning cycle

LEARNING
• We all go through each of these processes to
an extent, but different people feel more
comfortable with some than with others.
• For example, an action-oriented person who
likes to learn by doing may get very
frustrated in a learning-by-watching situation
or in one that requires reflection and
analysis.
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31
32
33
34
35
LEARNING – FROM THE
INDIVIDUAL TO THE
ORGANIZATION
• People learn by seeking out information
when faced with a new situation, and using
this information to draw conclusions and
form mental models which they use as the
basis for their action.
INDIVIDUAL TO THE
ORGANIZATION
• If these mental models are confirmed and
reinforced by our experience in reality, then
over time they become so familiar that they
become routine, used automatically and with
no conscious effort.
INDIVIDUAL TO THE
ORGANIZATION
• Organizations use routines, rules and
procedures as a way of sharing knowledge
and creating standardized processes
throughout the organization.
INDIVIDUAL TO THE
ORGANIZATION
• These are the systems we use to do our
work. Such systems existed before the
desktop computer, but computerization has
led to sophisticated information technology
(IT) systems for accessing, inputting,
processing and sharing information that can
be used widely and quickly across the
organization.
INDIVIDUAL TO THE
ORGANIZATION
• The problem for organizations is that routines
become old learning and so embedded into our
systems that they stifle creativity and the
flexibility to respond to changing circumstances.
• This flexibility – the ability to change and learn
– is essential to organizations if they are to
survive and grow.
INDIVIDUAL TO THE
ORGANIZATION
• The way organizations seek to encourage
learning and the sharing of information and
knowledge are important aspects of
information management.
END OF THE PRESENTATION


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ITEC 205

Figure 1.1 From data to information

Figure 1.2 From data to information to knowledge

Figure 1.3 Kolb’s learning cycle

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