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What is Data

Data is defined as the collection of facts about events.This collection of facts is in raw form means that anunorganised and unprocessed form, which cannot beuse for meaningful purpose for example Name, Age,Price etc.

We usually say that data is made up from four basic types:

Numbers

Text

Images

Sound

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Information

Information is defined as a well-organised, well-processed andmeaningful form of data generated from raw data. The endusers utilises this meaningful data for making a decision easilyfor example Employees Records, Sale Report etc.

Data + Meaning = Information

Another way to add meaning is to process the data. For

example, individual exam marks are raw data, but if you wereto process those to say that the average mark for the class was53%, or that boys did better than girls, or that 76% of thestudents in your school got a grade A or B, then that isinformation!

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Data VS Information

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Characteristics of Data

Data accuracyIt means that data are correct. The data should represent what was intendedor defined by the original source of the data. For example, the patient'semergency contact information recorded in a paper record or a databaseshould be the same as what the patient said it was.

Data accessibility

It means that the data are easily obtainable. Any organization that maintainshealth records for individual patients must have systems in place that

identify each patient and support efficient access to information on each patient. Every health record system should allow record access 24 hours aday regardless of the format in which the record is stored.

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Data consistency

It means that the data are reliable. Reliable data do not change no matterhow many times or in how many ways they are stored, processed, or

displayed.Data currency/data timeliness

It mean that healthcare data should be up-to-date and recorded at or nearthe time of the event or observation. Because care and treatment rely onaccurate and current data, an essential characteristic of data quality isthe timeliness of the documentation or data entry.

Data granularity

It requires that the attributes and values of data be defined at the correctlevel of detail for the intended use of the data. For example, numericalvalues for laboratory results should be recorded to the appropriatedecimal place as required for the meaningful interpretation of testresults or in the collection of demographic data, data elements should

be defined appropriately to determine the differences in outcomes of

care among various populations.

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Data precision

It is the term used to describe expected data values. As part of datadefinition, the acceptable values or value ranges for each data element

must be defined. For example, a precise data definition related togender would include three values: male, female, and unknown. Or"Year of birth" should be recorded with a 4-digit numeric value such as"1965" rather than the shortcut "65".

Data relevancy

It means that the data in the health record are useful. The reason forcollecting the data element must be clear to ensure the relevancy of the

data collected.

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Characteristics of Information

Accuracy:

Accuracy is vital role in management information because an accurate information cangenerate highly valuable results. For data accuracy timeliness is important otherwisethere will be errors in the result.

Completeness:The completeness of the information means the availability of latest, proper andcomplete information for decision-maker. The incomplete data can lead to poordecision-making management information.

Validity:

The validity of information mean data must be collected carefully and from anauthentic source and to be provided within the valid time frame or time period

Data quality:

To generate highly valuable and standard information data must be according to certainquality standards such as data must be in the appropriate format, well structure, well-organised and standard transferring method must be used.

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Definition clarity:

The generated Information must be clearly and easily understandable, this will alloworganisation employees to use the right information in the right place.

Relevance:

Information must be relevant to a task that it can be examined and packaged into aneffective format. This is helpful that the management information is having to the pointinformation but the information must not be incomplete.

Presentation:

The management information must be able to present information in the right format, order,well-structured and attractive design. This will describe a clearer picture of the organisation.

Timeliness

Timeliness is a high importance in management information, which means that therecipients must receive information within the prescribed time frame.The characteristic oftimeliness of information must be effective as well must includes the current up to dateinformation.

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CLASSIFICATION OF INFORMATION

The information can be classified in a number of ways providing a betterunderstanding. Information is classified in the following manner:-

ACTION VERSUS NON-ACTION INFORMATION

Action I nf ormation: The information which induces action is called anaction information. For Example:- when the attendance of the student for a

particular subject suddenly falls down 40% calls for immediate action.

Non-Action I nformation: Non-Action Information which is communicatesonly the status of a situation is a no action information. for Example:-While watching the live cricket match you understand that India's CurrentRun rate is 4 per over whereas its required run rate is 7 Per over.you havethis information but this is non-action information.

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RECURRING VERSUS NON-RECURRING INFORMATION

Recurring Information: The Information that is generated at regular information.For Example:-The monthly Sales reports, Account statements.

Non-Recurring Information: Non Repetitive in nature. For Example: Thefinancial analysis or the report on the market research.

INTERNAL VERSUS EXTERNAL INFORMATION

The information generated through the internal sources of the organization istermed as internal information, while the information generated through theGovernment reports, the industry surveys, etc. is termed as external information, asthe sources of the data are outside the organization.

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The action information, the recurring information and the internalinformation are the prime area for computerization and theycontribute qualitatively to the MIS.

The timing and accuracy of the action information is usuallyimportant. The mix of the internal and external information changes,depending on the level of the management decisions. At the top-levelof the management, the stress is more on the external information andat the operational and the middle level. The stress is more on the

internal information. Figure shown below shows the source and kindof information required by different levels of management in theorganization.

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THANK

YOUAn effort by Mehak Arora

BBA 5A2S