IT190-1502B-10 Introduction to IT
Introduction to IT Document Shell
Shamika Herrington
May 25, 2015

Table of Contents Section 1: Information Systems Overview 3 MDHS: Program Selection and Job Functions 3 Job Functions 4 Section 2: Information Systems Concepts 6 Networks: WAN and LAN 6 Wi-Fi, Telecommuting, and Associated Issues 7 Section 3: Business Information Systems 9 Management Information Systems 9 Transaction Processing Systems 10 Decision Support Systems and Artificial Intelligence 11 Transforming Data to Information and Information to Knowledge 11 Section 4: System Development 13 Waterfall Model 13 Prototype Model 14 Section5: Information Systems and Society 15 Approaches Hackers Use to Steal Data 15 Preventing Hackers From Stealing Data 16 References 18

Section 1: Information Systems Overview
MDHS: Program Selection and Job Functions

The Mississippi Department of Human Services is an organization whose sole purpose is to assist and serve the residents of Mississippi. The services range from offering nutrition assistance through Supplemental Nutrition Assistance Program (SNAP) and employment assistance through the Temporary Assistance for Needy Families (TANF) to offering support for families and children. There are many different programs that are offered through programs in specific departments. Each department uses specific computer resources to assist the clients within their respective counties. It is important that the systems used by the department are encrypted, effective, and user friendly. These resources (systems) are managed by the state’s Information Technology Specialists in the IT department. This department focuses solely on the selection and functioning of the computer databases. Programs, especially ones containing much personal information, need to be secure as possible. For this reason alone, it is important that it is not only encrypted, but password protected for each user within the county. The information technology specialists have created a system that correlates with the Social Security Administration. When clients come in to apply for SNAP or TANF, they must have their personal identification with them. This includes their state issued picture identification, birth certificate, and social security card. The client will fill out an application and turn it in to an office clerk. The clerk does not have a difficult job, but it is an important one. They must register the application in a system called Mavericks (MAVS). All of the personal information must be entered into the database system correctly, and then an appointment is given based on their income. If a client has more financial responsibility than income, they are given priority. Once their appointment is given, their information is verified in MAVS through a connection with the Social Security Administration. This part of MAVS requests specific information of the clients. Security is important, so everyone who uses the system logs in under their unique code. The system administrator has the ability to check everything that each worker does in the database.
Job Functions

Under the broad spectrum of MDHS are many different levels. One of the field levels is Economic Assistance (EA). The successful running of Mississippi Department of Human Services EA in a county requires many workers with different job functions. The first level in any county is the general office clerk whose responsibilities we have partially discussed. In addition to registering applications from new clients, clerks have to recertify existing clients before their appointments each year. It is almost the same as registering new clients except their information is already stored in the system. Clerks also have the responsibility of scheduling and rescheduling clients for their appointments. This is also done in Mavericks. Whenever someone brings in information such as documents verifying identity or wage information, it is the clerks responsibility to scan the documents into the computer, where it is sent to the client’s case worker. The next level is the eligibility worker (EA). This person has access to the same information as the clerks, and they can do the same things that the clerks can do, but their job is more complex. Their function is to conduct interviews with the clients and verify wage information. The EWs use a software called The Work Number to check the status or previous status of clients. They also use Mavericks to approve or deny applications based on the information required. Another job function of the EW is to place clients that are in the TANF Work Program. Clients with small children are temporarily placed on specific jobs with the hopes of gaining permanent employment. In this situation, the EW has to verify that the clients are going to their assigned duty stations when they are scheduled. The work hours are entered into the system. The system processes the hours, and the clients are paid automatically with EPPI Card, a state issued debit card. The worker has access to print out childcare certificates for the clients so that their child/children will have the proper care while the parent goes to work. The counties also require a director. The director is the person that makes sure the office runs smoothly. They have access to every system in their department. They also make sure that the clerks get a new caseload that is generated in the system every month. The caseload is a list of every client, with their case numbers, that receive assistance for that month. They also generate a report from the computer for cases that need to be recertified. This report is sent to the case workers. The effectiveness of the information system can be determined by running system tests. There are regularly schedule maintenance days to ensure that the system is running and up to date. In addition to running tests, clients can also give assistance in informing us if they do not receive their benefits on the scheduled days since the benefits are automatically loaded onto their EBT or EPPI Cards. Section 2: Information Systems Concepts
Networks: WAN and LAN

Local Area Networks, known as LAN, are computer networks that cover small areas. This includes homes, schools, offices, and closely placed buildings. The speed of local area networks average one thousand megabytes per second. Local area networks primarily use Ethernet and Token Ring. LANS help devices and computers that are in a close range connect to share common files and complete tasks. It is relatively inexpensive to set up and use. Local area networks are commonly used in homes. Computers can be connected physically to the network with Ethernet cables. Being that LANs deals with a smaller number of systems, they tend to have less problems associated with them, such as transmission errors. While it is almost always the case, it is possible for local area networks to be connected to wide area networks. Wide Area Networks, known as WAN, are computer networks that cover a large area. This includes networks that have communication links that cross regional or national boundaries that are long distance. The average speed of a wide area network is one hundred fifty megabytes per second. WANs typically use technologies like ATM, MPLS, X.25, and Frame Relay over long distances to provide connectivity. Because it consists of a larger number of systems, wide area networks are less fault tolerant. It is difficult to maintain a WAN because of its broad coverage, and the cost to maintain it is greater than it is with a local area network. “Most wide area networks connect through public networks, like the telephone system, or via leased lines. The Internet which connects computers all around the world, can be considered the largest WAN in existence (Diffen, n.d.).” Although I previously thought that the Mississippi Department of Human Services was connected by a wide area network, I realize that I was mistaken. It uses a local area network that is connected to a WAN. While all of the computers in MDHS operate on the same system, each county operates their network using Ethernet cables that are connected by a cable box. This is an example of a local area network being connected to a wide area network.
Wi-Fi, Telecommuting, and Associated Issues

Wi-Fi, which is short for wireless fidelity, uses a standard of the IEEE 802.11 to establish a wireless connection to a network. IEEE stands for Institute of Electrical and Electronics Engineers, and it is an organization of engineering professionals. Wi-Fi is a brand of wireless technologies defined by the IEEE 802.11. The 802.11b standard defines a Wireless Local Area Network (WLAN) technology which can achieve speeds of up to 11Mbps of bandwidth among two devices. The 802.11g standard defines a WLAN technology which can achieve speeds between two devices of up to 54Mbps. Telecommuting refers to an arrangement where a person works outside of a company office or building. The employee makes use of the Internet, telephone, and email. With this type of arrangement, an employee may have a more flexible schedule. Although telecommuting is when a person works from home, it is not the same as a person taking home work that needs to be completed. Their work is based solely outside of the office; however the employee may spend time in the office for meetings or things of that nature. Wi-Fi poses a threat to the security of a company. There is always the issue of who has access to the system. It is important that companies monitor the signal, and a firewall should be installed. Strong authentication processes should also be used. These are the external issues. Internally, there is the issue of what the workers in the company are doing while using the connection. This is where there is a need for software monitoring. Telecommuting can cause issues within a company. This can especially come into place when a person lives with others. A person that is not with the company may have access to the computer system or software, and this could create a problem with company files or software being accessed by an unauthorized user. Depending on the position of the person that telecommutes, they may have access to the personal information and finances of other employees. It is important that the person have a password protected system. For the Mississippi Department of Human Services, I think that Wi-Fi should not be an option because of the risk of someone hacking into the network. However, we do have workers that work from outside of the office on certain days. I would not say that they telecommute, but they do have access to the company’s email system. From my point of view, I think that things should stay the way they are, only allowing emails to be accessed away from the office. It is too big of a risk to have the personal information of clients handled in an environment that does not have the same safeguards in place.

Section 3: Business Information Systems
Management Information Systems

When there is an organization of people, procedures, software, databases, and devices that provides routine information to business leaders and decision makers, there is a management information system (MIS). The main focus of a management information system is operational efficiency. Marketing, manufacturing, and production (among others) are functional areas supported by MISs. For the Mississippi Department of Human Services, management information systems provide valuable information for directors, both on a county and regional level. Being that the Department of Human Services is a government agency, reports are generated on a daily, weekly, monthly, quarterly, and yearly basis. This gives the company an outlook on key information about clients and services provided in communities. Decisions for the company are only as valid as the information provided by the system. Cross checking features that are provided with management information systems helps to reduce, or even eliminate, errors. The management information system contains current data as well as past data. It is easier to review customer service, production, and any improvements that have been made or will need to be made.

Transaction Processing Systems

A transaction processing system (TPS) is an organized collection of people, procedures, databases, software, and devices used in performing and recording business transactions. Transaction processing systems support the operations of businesses by processing the company’s business transactions. Many transaction processing systems produce transaction documents, such as receipts, invoices, purchases, and payroll checks. For any successful business it is important to establish and monitor all funds. The use of a transaction processing system helps to make this possible. For instance, with the Mississippi Department of Human Services, there are state workers and county workers. State workers are paid on salary and have their funds automatically deposited into their accounts. I am a county worker, and my hours have to be monitored by the county’s central office so that a check can be printed. Every two weeks, I receive a paper check from the department. The transaction processing system helps the financial department calculate the check amounts. It takes the gross amount of pay, and the system does the calculations for deductions. TPSs are very useful in any type of business.

Decision Support Systems and Artificial Intelligence

By the time the 1980s had arrived, there were major improvements in technology. This was a result of more powerful and less expensive information systems than earlier systems. This helped people to realize that computer systems could support other decision-making activities. An organized collection of people, procedures, software, databases, and devices that support problem-specific decision making is a decision support system. The main focus of data support systems is making effective decisions. Decision support systems can employ artificial intelligence methods to address problems that are intractable by formal techniques. Proper application of decision-making tools increases productivity, efficiency, and effectiveness and gives many businesses a comparative advantage over their competitors, allowing them to make optimal choices for technological processes and their parameters, planning business operations, logistics, or investments. Artificial intelligence comes into play when computer systems take on the characteristics of human intelligence. Most businesses today, rely on artificial intelligence. Every management system that is in use operates on artificial intelligence. From generating information from data input and producing output that increases knowledge, to scanning and making generalized calculations, artificial intelligence has taken the technology world by storm.

Transforming Data to Information and Information to Knowledge

Management Information Systems use data input to generate information and produce output. As stated before, I enter verified raw facts of clients (data) into the system. The system generates information based off of the data that is inputted. The system gives output of the assistance that is needed for the client, and the eligibility workers uses the knowledge that they obtain to assist the clients. Payroll clerks inputs the wages and hours (data) worked of the employees into the transaction processing system. The system generates information and calculates deductions for each employee. The payroll clerk then uses the knowledge gained from the system to process a payroll check for each employee. Management information systems, transaction processing systems, decision support systems, and artificial intelligence are all important when conducting or running a system. While they have different functions, they all can help to make a business successful. Understanding the uses of each system is helpful to successful business owners on many levels.

Section 4: System Development
Waterfall Model The Waterfall model is one that is most used in the development process of software. Also known as the Linear Sequential model, the Waterfall model is widely used in commercial development projects. The name comes from the steps that are taken during the developmental process. After getting input from one phase (step), we can move on to the next steps. The steps involved in the waterfall model are divided into five phases. They are as follows: 1) Software Requirement Specifications (SRS): This is the most crucial of all the phases. This is where it all begins. In this phase, a detailed list of user requirements is made. Functionality and limitations, if any, are chalked out. The document that contains all of the information is the SRS, and it indicates the requirements. 2) System Design and Software Design: This phase uses SRS as input. With SRS as the input, system design is done. The functionality of the hardware and software is separated. The design process translates requirements into representation of software that can be assessed for quality. This takes place before code generation begins. Test plan is also prepared during this phase. This describes tests that will be conducted on the system after it is completely developed. 3) Implementation and Unit Testing: During this phase, code generation begins. The is the conversion of design into a machine-readable form. Code generation can be easy if the designing of the software and system is done accurately. Models of software are further divided into units in this phase also. Unit testing is done by the developer to ensure that there are not any defects. 4) Integration and System Testing: At this phase in the waterfall model, the system is built. The units of software are integrated. Since there is now a complete software, it has to be tested to see if it meets functional and performance requirements. A test report is generated at this point. 5) Operation and Maintenance: This phase of the Waterfall model will remain until the software is no longer used. Any feed-backs are taken and changes are made

Prototype Model

In the prototype model, a prototype is built, tested, and reworked until an acceptable program is made. Basically, a throwaway model is made to understand the requirements. It is based on requirements that are currently known. It is ideal for complicated systems as well as larger systems. Prototypes usually are not complete systems, but the goal is to provide functionality to a system.

Section5: Information Systems and Society
Approaches Hackers Use to Steal Data

When running an organization, it is important to focus on the business in many ways. Not only is it important to operate in an orderly fashion and keep operations in order, but it is just as important to keep the organization safe. One of the things that can jeopardize this is criminal hackers (crackers). Criminal hackers are computer-saavy people who attempt to obtain illegal or unauthorized access to computer systems. They do this in an attempt to corrupt files, steal passwords, or transfer money.
Hackers can use spyware to take control over a computer partially. It can intercept the user’s interactions with the system without the user even knowing. Sometimes spyware logs keystrokes to capture user names and passwords. Other times, spyware records information about the user’s web surfing habits and browsing history. Spyware can also change personal computer settings so that the computer moves slower or goes to websites other than the ones that are expected.
Gaining illegal or unauthorized access is another way that hackers can get into systems. Unauthorized persons that get access into a system can obtain files containing personal information. Hackers will try many different combinations of user names or numbers and passwords to gain access into a computer. A password sniffer is a tool that can be used to capture identification numbers and passwords. In just a few days, a password sniffer can obtain thousands of IDs and passwords.
Hackers will try any way they can to get the information that they are after. Scavenging through garbage is no exception to the rule. Computers that are thrown away can be valuable to hackers because they still contain valuable information. It is not difficult for a hacker to find computer equipment that has been thrown away.
Scams are another common way that hackers gain information. Scams come in all forms and fashions. Hackers will offer get-rich-quick schemes, hopeless lotteries, and vacations (to name a few) to get the information needed to get a person’s information.

Preventing Hackers From Stealing Data In an effort to prevent or decrease malware attacks, many users have installed antivirus programs on the computers that they own. This protects the user from harmful viruses. It runs in the background in an attempt to stop malware from causing damage. Antivirus programs typically scan incoming and outgoing emails. This not only protects the user from malware that can be sent to them, but it also prevents the user from spreading malware to others. There are several measures that a person can take to prevent information and equipment theft. There are two things that a person can do to prevent a person from gaining unauthorized access into a computer system. The first thing is to be sure to not let anyone else use a computer in an organization if they do not have access to it. Letting someone use a computer that you are logged on to is a sure way to assist a hacker. The second thing is to log out of the computer each time you walk away from it. When a company throws away equipment, there are measures that should be taken. The first thing is to make sure that the computer is wiped of all information. This does not simply mean deleting everything and emptying the recycle bin. Disk wiping software can remove information from the hard drive and make it impossible to view previous information. Companies also have services where they will pick up the old equipment and use it as credit towards a new one. To prevent a hacker from getting access to personal information and credit card information, it is best to never trust anyone who requests information. If something seems too good to be true, it usually is. You cannot win a lottery or sweepstake that you did not apply for. You never have to pay money to get money. Vacations are not free. Paying attention and being aware can stop someone from damaging your personal information or using it without authorization.

References

Diffen. (n.d.). LAN vs. WAN. Retrieved on June 1, 2015 from http://www.diffen.com/difference/LAN_vs_WAN
Druzdzel, M. & Flynn, R. (1992). Decision Support Systems. Retrieved on June 9, 2015 from www.pitt.edu/~druzdzel/psfiles/dss.pdf