Chapter 2 – Transaction Processing System

Chapter 2 – Transaction Processing System

Transaction Processing system in a specific Functional area
Traditionally, information systems were designed within each functional area to support its internal effectiveness and efficiency. However, the traditional processing may not be the best structure for some organizations any more. Alternatively, some of the applications within each area should be integrated across departmental lines to match other business processes which involve with activities created from several functional areas in an organization-wide. Therefore, the best solution is an integrated approach that keeps the functional departments as they are, but creates an integrated supportive information system to facilitate communication, coordination, and control.

Business Functions Marketing and Sales Human Resources Manu- facturing Accounting Finance Vendors Customer Business processes Business processes Business processes Business processes Business processes Organizational Boundaries Organizational Boundaries Marketing and Sales Systems Human Resources Systems Manufacturing Systems Accounting Systems Finance Systems Information Systems Traditional view of systems. In most organizations, separate systems built over a long period of time support discrete business processes and discrete business functions. The organization’s system rarely included vendors and customers.

PRODUCTION MAINTENANCE FINANCE AND ACCOUNTING SALES AND MARKETING

Many of these systems could not automatically exchange information. :
The disadvantages of implementing isolate functional information systems Many of these systems could not automatically exchange information. : - Manufacturing units might not know exactly how many and what types of items to produce because their systems could not easily obtain information from systems that processed customer orders. - Sales personnel might not be able to tell at the time they place an order whether the items that were ordered were in inventory. - Customers could not track their orders. - Manufacturing could not communicate easily with finance to plan for new production Managers may not assemble the data they need for a comprehensive overall picture of the organization’s operations. The fragmentation of data in hundreds of separate systems could have a negative impact on organizational efficiency and business performance.

How to integrate functions and business processes
1. Implement a separate “middleware” bridge to each of these specialized systems to link them all together PRODUCTION MAINTENANCE FINANCE AND ACCOUNTING SALES AND MARKETING

Enterprise-wide business Process
Manufacturing Accounting Business process Enterprise-wide business Process Organizational Boundaries Vendors Customers Organizational Boundaries Human Resources Marketing and Sales Finance Enterprise systems. Enterprise systems can integrate the key business processes of an entire firm into a single software system that allows information to flow seamlessly throughout the organization. These systems focus primarily on internal processes but may include transactions with customers and vendors.

กระบวนการทางธุรกิจและระบบสารสนเทศ
กระบวนการทางธุรกิจหมายถึงกลุ่มของกิจกรรมที่มีความสัมพันธ์กัน และวิธีการเฉพาะที่ซึ่งองค์กรและการบริหารงานร่วมกันทำกิจกรรมเหล่านี้ เพื่อให้งานเสร็จสมบูรณ์ บรรลุวัตถุประสงค์และเป้าหมาย กระบวนการทางธุรกิจอาจกลายเป็นความเข้มแข็งถ้ากระบวนการนี้ช่วยให้องค์กรมีการร้างนวัตกรรมใหม่ ๆ ที่ส่งเสริมการดำเนินธุรกิจที่ได้เปรียบคู่แข่งขัน หรืออาจกลายเป็นตัวถ่วงความเจริญถ้ากระบวนการถูกสร้างขึ้นมาจากวิธีการทำงานที่ล้าสมัย

ตัวอย่างกระบวนการทางธุรกิจตามหน้าที่การทำงาน
Production ประกอบสินค้า ตรวจสอบคุณภาพ ผลิตใบเสร็จรับเงินสำหรับวัสดุต่าง ๆ Sale and Marketing ระบุลูกค้า ทำให้ลูกค้าสนใจในสินค้า เช่น การจัด promotion ขายสินค้า Finance and Accounting จ่ายหนี้เจ้าหนี้ สร้างรายการทางการเงิน บริหารจัดการบัญชีเงินสด วิเคราะห์ต้นทุนและผลกำไร Human Resource จ้างพนักงาน ประเมินค่าประสิทธิภาพการทำงานของพนักงาน บรรจุพนักงานเข้าแผนการรับผลประโยชน์ สวัสดิการ

Sales Generate order Submit Accounting Check credit Approve Generate invoice Manufacturing and Production Assemble product Ship The order fulfillment process. Generating and fulfilling an order is a multi-step process involving activities performed by the sales, manufacturing and production, and accounting functions.

How to integrate functions and business processes
2. Implement or buy entirely new enterprise applications that can coordinate activities, decision, and knowledge across many different functions, levels, and business units in a firm. Example of Enterprise systems Supply chain management systems SCM) Customer relationship management systems (CRM) Each of these enterprise applications integrates a related set of functions and business process to enhance the performance of the organization as a whole.

Production/Operations Management Human Resources Management
External Systems Customers Partners Government Support Systems Knowledge Management Customer Relationship Management Compliance Integration Finance Accounting Transaction Processing Systems Marketing Production/Operations Management Human Resources Management Integration TPS and integration connection. Flow of information between and among functional systems is done via the integration component.

The overall characteristic of functional information system that support organization-wide
Functional information system that co-operates all core operations of organization together is also called organization-wide transaction processing system. Normally, functional information systems share the following characteristics : Composed of smaller systems: A functional information system typically consists of several smaller information systems that support specific activities performed in each functional area. Integrated or Independent : The specific IS applications in any functional area can be integrated to form a within-departmental functional system or they can be completely independent. Interfacing : Functional informational systems may interface with each other to form the organization-wide or enterprise information system such as ERP. Some functional information systems interface with the environmental outside the organization. For example, a human resources information system can collect data about the labor market. Supportive of different levels : Information systems applications support the three levels of an organization’s activities : operational, managerial, and strategic.

Objectives and examples of Transaction Processing System
Every transaction always generate additional transactions. For example, purchasing materials will change the inventory level, paying an employee reduces the corporate cash on hand. The TPS monitors, collects, stores, processes, and disseminates information for all routine core business transactions. These data are input to functional information systems applications, as well as to data warehouse, customer relationship management, and other systems. The TPS also provides critical data to e-commerce, especially data on customers and their purchasing history. Some examples of Computerized TPSs. Payroll preparation Traffic control at airports Airline seat reservation Registration, Teaching and Learning system

The primary goal of a TPS
The primary goal of a TPS is to provide all of the information needed by law and/or by organizational policies to keep the business running properly and efficiently. Specifically, a TPS has to efficiently handle high volume, avoid errors, be able to handle large variations in volume (e.g. during peak times), avoid downtime, never lose results, and maintain privacy and security. To meet these goals, a TPS is usually automated and is constructed with the major characteristics listed as following : Typically, large amounts of data are processed. The sources of data are mostly internal, and the output is intended mainly for an internal uses. This characteristic is changing because third parties may be permitted to use TPS output directly. The TPS processes information on a regular basis: daily, weekly, and so on. High processing speed is needed due to the high volume. The TPS basically monitors and collects current or past data. Input and output data are structured. Since the processed data are rather stable, they are formatted. A high level of detail (raw data, not summarized) is usually processed, especially in input data but often in output as well.

Low computation complexity (simple mathematical and statistical operations) is usually evident in a TPS. A high level of accuracy, data integrity, and security is needed. Sensitive issues such as privacy of personal data are strongly related to TPS. High reliability is required. The TPS can be viewed as the lifeblood of the organization. Interruptions in the flow of TPS data can be fatal to the organization. Inquiry processing capacity is a must. The TPS enables users to query files and databases (sometimes in real time).

Master file, Transaction file and Types of process
A collection of records pertaining to the subjects of the organization (customers, employees, vendors, product, etc.). Master files usually contain descriptive data (such as ID, name and address, etc.) as well as summary information, such as amount due and year-to-date sales. Contrast with transaction file. Transaction file A collection of transaction records. The data in transaction files is used to update the master files, Transaction files also serve as audit trails and history for the organization. Besides they were transferred to offline storage after some period of time, they are increasingly being kept online for routine analyses. Following are the kinds of fields that make up a typical transaction record in a business information system. There can be many more fields depending on the organization. The "key" field, such as account number, student ID, productID, etc., is the one that is generally indexed for fast matching against the master record.

Example of Master files and Transaction files
Inventory Master File ProdID ProdName Prodmfg OnHand Price Reorder point P001 17 inch Color Monitor ColorMeg, Inc 12 $169.00 2 P003 19 inch Color Monitor ColorMeg, Inc. 10 $319.00 P102 R30000 Color Laser Printer Connex 5 $699.00 P115 10 Foot Printer Cable Ethlite 100 $12.00 15 P144 8-Outlet Surge Protector Intersafe 33 $14.99 P155 CVP Ink Jet Color Printer 8 $99.00 P345 Color Ink Jet Cartridge 24 $38.00 P420 36-Bit Color Scanner UV Components 16 $199.99 P667 Black Ink Jet Cartridge 44 $25.69 P999 Battery Back-up System Cybercx S89.00

Order-Line Transaction File Date Jan 25, 2017
OrdNo ProdID Qty O P144 5 O P003 2 P102 3 O 4 O P420 10 O P155 P667 12 P999 1 O 8 O P345 O P001 O P115 15

Types of process Typically, the data processed by a TPS can be one of the basic ways : batch or online processing. Bach processing In batch processing, the firm collects data from transactions as they occur, and stores them. The system then prepares and processes the collected data periodically (say, once every night). Batch processing is particularly useful for operations that require processing for an extended period of time. Once a batch job begins, it continues until it is completed. An example, your grade sheet is prepared at the end of the semester, payroll sheet preparation, utilities payment bill preparation, payroll bill preparation.

Online processing In online processing, data are processed as soon as a transaction occurs, possibly even in real time. An example, on-line seat reservation system, deposit and withdrawal system of bank business. To implement online transaction processing, master transaction files containing key information about important business entities are placed on hard drives as an operational database where they are directly accessible. The transaction files containing information about business activities, such as orders placed by customers, are also held in online files until they are no longer needed for everyday transaction processing activity. This ensures that the transaction data are available to all applications, and that all data are kept up-to-the-minute. These data can also be processed and stored in a data warehouse. The entire process is managed by a transaction manager.

The flow of information in a typical TPS.
Transaction Manager TPS PROGRAMS … UPDATE DATABASE & PRODUCE REPORTS Internal and External EVENTS Detail Reports, Documents, Other Outputs Data Entry Exception Reports Queries And Answers Hard Drive Operational Database with Master Transaction Files User Downloading and Uploading INPUTS PROCESSES OUTPUTS

The flow of information in a typical TPS.
An event, such as a customer purchase, is recorded by the TPS program (e.g., by a barcode reader at the supermarket check out). The processed information (output) can be either a report or an activity in the database. In addition to a scheduled report, users can query the TPS for nonscheduled information (such as, “What was the sales volume of item B during the first five days”). The system will provide the appropriate answer by accessing a database containing transaction data. Transaction processing systems may be rather complex, involving customers, vendors, telecommunications, and different types of hardware and software. Traditional TPS are centralized and run on a server. In online transaction processing (OLTP), transactions are processed as soon as they occur. For example, when a customer pay for 2 items at a POS at a store, the system records the effects of the sale by instantly reducing the inventory on hand by a unit, increasing the store’s cash position by the amount the customer paid, and increasing sales figures for the item by 2 units.

Typical TPS Activities
Typically, TPS has a standard process whether in a manufacturer, in a service firm, or in a government organization. First, raw data are collected by people or sensors (or data are already in files). And then the data are entered into the computer via any input device. Most of its routine tasks are computerized and highly interrelated. In general, organizations try to automate the TPS data entry as much as possible because of the large volume involved.

Example of typical TPS TPS consists of several subsystems which are highly interrelated. Example of the major subsystems found in most firm are, briefly, as follows: Payroll : Used to pay employees Order entry : Used to record customer purchases Inventory: Manages the goods available for sale Invoicing: Responsible for producing invoices Shipping: Responsible for getting goods from the firm into the hands of customers Accounts Receivable: Used to manage customer accounts and send statements to customers Purchasing: Used to coordinate orders with vendors Receiving: Receives both shipments from vendors and returns from customers Account Payable: Manages payments to vendors General Ledger: Ties all of the transaction processing subsystems together

Relationship among transaction processing subsystems
4.0 Shipping Invoice/packing lists Customers Orders 1.0 Order entry Validated orders 2.0 Inventory Filled Order Purchasing data 3.0 Invoicing Invoices Purchase orders 6.0 Purchasing Vendors Employees Customer transactions Inventory ledger data Purchase commitments 5.0 Accounts receivable Filled Orders Purchase orders Vendor invoices Wages and salary Vendor receipts 7.0 Receiving Receivables ledger data Vendor statements 9.0 Payroll Vendor invoices 10.0 General ledger Wages and salary data 8.0 Accounts payable Vendor payments Payables ledger data

The diagram effectively show how transaction processing subsystems interrelate. For example, customer orders cause demands on inventory. As products are sold, invoices are created and the accounts receivables subsystem is notified that money is due. Also, goods have to be scheduled for shipment and, as stocks deplete (พร่อง หรือลดลง), purchase orders must be placed with suppliers. The systems designed to support transaction processing operations are primarily data-oriented. Accurate data must be printed on paychecks, reflected the bills to customers, and used to keep customer, supplier, employee, and asset records. Some of these data can be used for decision-making purposes as well,

Transaction Processing Functions
The functions performed by all transaction processing systems are bookkeeping, issuance and control reporting Bookkeeping Every organization is involved with day-to-day business transactions with parties such as customers and vendors. For example, -Banks have human tellers and automatic teller machines that record deposits and withdrawals of depositors. -Airlines have reservation systems that account for all tickets purchased by passengers. -Supermarkets and department stores keep track of customer sales with a variety of sophisticated input (point-of-sale) equipment. -Universities record student registration and fees paid by students. All of these tasks are bookkeeping related. Bookkeeping involves keeping accurate records of the firm’s business transactions.

Issuance Issuance refers to the production of such documents as paychecks, invoices, periodic statements for example monthly telephone, credit card bills. The creation of these types of documents is absolutely necessary to the effective operation of the company. Control reporting Reports that are produced as a by-product of transaction processing operations, and that also serve operations-control purposes, are called control reports. For example, as paychecks are prepared in batches, and edit report is generally produced. This report can be used to ensure paycheck amounts are accurate before the paychecks are actually sent in the mail. In transaction processing systems that handle large volumes of business transactions, an error report is often used to reprocessed. In other types of situations, an exception report can be used to signal unusual transactions, such as a check for and exceptionally large amount.

What happens if the tasks of bookkeeping, issuance and control reporting must be carried out by by manual system? Error level. With manual systems, clerks key in a wrong prices on invoices. Temporary or permanent loss of data. Source documents and file folders can easily get lost or misplaced. Labor intensity. Manual systems are labor-intensive and, therefore, costly. For instance, data from a single transaction often have to be transcribed several times, and many types of low-volatility data- that is, data that change infrequently, such as product descriptions and customer names/addresses – have to be rerecorded by clerks every time a new transaction takes place. Additionally, a great deal of time is wasted coordinating data from departments – for instance, making phone calls to trace the status of a customer order. Poor level of service. The level of information or service support are poor and difficult to succeed with a manual system. For instance, customers like to know immediately when dealing with a firm if goods are in stock, when goods-not-in-stock will be arriving.

Poor response. Normally, everything takes longer to do with a manual system. For instance, when orders are taken, the order-entry department might have to contact the accounts receivable department for a credit check before an order can be considered valid. Today, many order-entry operations are connected to a database, credit status can be verified immediately when a customer phones in. As another example, if a manager wants to find out if a customer has ordered what specific type of product in the last month, the manager might have to search through a large pile of documents to find the answer. Because such tasks take longer, a number of important queries will not get answered.

4.0 Shipping Invoice/packing lists Customers Orders 1.0 Order entry Validated orders 2.0 Inventory Filled Order Purchasing data 3.0 Invoicing Invoices Purchase orders 6.0 Purchasing Vendors Employees Customer transactions Inventory ledger data Purchase commitments 5.0 Accounts receivable Filled Orders Purchase orders Vendor invoices Wages and salary Vendor receipts 7.0 Receiving Receivables ledger data Vendor statements 9.0 Payroll Vendor invoices 10.0 General ledger Wages and salary data 8.0 Accounts payable Vendor payments Payables ledger data

Payroll subsystem This subsystem used to produce paychecks (slip เงินเดือน) for each employee. These subsystem also must produce data for tax purposes (หักภาษี ณ ที่จ่าย) and reports to tax agencies (กรมสรรพากร, สำนักงานประกันสังคม). Addition, this subsystem must keep track of tax payment, group insurance, Provident Fund (กองทุนสารองเลี้ยงชีพ - กองทุนที่นายจ้าง และลูกจ้างร่วมกันจั ดตั้งขึ้นด้วยความสมัครใจ เพื่อให้ลูกจ้างมีเงินออมไว้ใช้ยามเกษียณอายุ หรือทุพพลภาพต้องออกจากงาน และเพื่อเป็นหลักประกันให้แก่ครอบครัวกรณีลูกจ้างเสียชีวิต โดยเงินกองทุนมาจากเงินที่ลูกจ้างจ่ายเข้ากองทุนเพื่อตนเอง ส่วนหนึ่งเรียกว่า "เงินสะสม" ซึ่งกฏหมายกําหนดใหสะสมได้ตั้งแต่ % ของเงินเดือน) และเงินที่นายจ้างจ่ายเข้ากองทุนให้อีกส่วนหนึ่ง เรียกว่า "เงินสมทบ“) In many organization, payroll was the first transaction processing subsystem put onto the computer because it was relatively straightforward and was relatively independent of other systems. Although a wide variety of additional requirements have made payroll subsystem more complex since the 1950s, they are still the simplest of the transaction processing subsystems to implement.

Payroll subsystem Payroll subsystem must interface with the general ledger system, which integrates transactions from a variety of other transaction processing subsystems. An interface often also exists between payroll and production control subsystem because the hour-works must be charged. Payroll subsystem also often must interface with the TPS of banks in which direct deposits can be made for employees. Payroll subsystem is usually a batch operation. Many organizations prepare paychecks at the beginning of middle of the month. Some might even prepare paychecks on a weekly basis.

Order Entry As each order is received by mail or by phone, the product numbers and product descriptions n the order are checked for accuracy. Also, stock levels in inventory are checked to determine what portion of the order can be filled immediately. At this point, the order is identified as either one that can be partially or completely filled, or one that cannot be filled. Orders that cannot be filled are considered “rejected” and sent to the “customer notification” operation. In case of a rejected order, a letter will be sent to the customer explaining the specific nature of the problem (such as a product being out of stock). Orders that can be partially or completely filled are “costed out” with respect to item prices and subtotals, and sent to the credit authorization step. At this point, the charge amount associated with the order, the method of payment, and the credit status of the customer, the part of order that can be filled may be approved or disapproved. Approved orders are sent to the inventory for filling; rejected orders and orders that can only be partially filled result in a notice sent to the customer.

A data flow diagram representation of an order-entry subsystem
Products/price Customers Product/price information Credit status 1.1 Collect infor-mation 1.2 Verify Product numbers and stock availability 1.3 Credit autho-rization Accepted Orders Orders Orders New orders 2.0 Inventory subsystem Rejected and partly filled orders Orders Rejected orders 1.4 Customer notification Back orders Back orders Customers Notification Rejected orders Rejected orders

Inventory The quantity of product that a merchandising firm has available to sell at any given time is called its inventory. An inventory subsystem monitors the quantity of each product available for sale and helps ensure that proper stock levels are maintained. Inventory does not necessarily have to refer only to physical merchandise or to goods available for immediate delivery. In airline passenger reservation systems, inventory corresponds to the number of seats available on flights, and in the registration system at a typical university, inventory corresponds to the openings available in each class. In addition to helping managers maintain reasonable inventory levels, inventory systems generate a variety of useful information to management. For instance, management can find out which products are moving fastest or slowest from inventory, the rate of inventory turnover (the number of times that the value of inventory is sold in a period), profitability per square foot of shelf space, the average time to fill backorders, and so on.

A data flow diagram representation of an inventory subsystem
3.0 Invoicing Accounts receivable Filled order New orders Filled orders Filled orders Invoice data Customer orders 2.1 Fill orders Invoices Invoice Customer orders Customer transactions Not filled orders Invoices/packing slips Back orders 5.0 Accounts receivable Shipments Purchase data Inventory data Vender Orders 2.2 Reorder sock 6.0 Purchasing Inventory Purchase requests

Inventory From a data flow diagram for the inventory system, new orders are received regularly from the order-entry subsystem. These orders, as well as backorders are filled from available stock. Where stock is not available to complete fill a new order, part of that order is put on backorder. (The backorder notice is sent to the customer as part of the order-entry process.) Except for customers on account, as orders are filled, an invoice/packing slip is placed inside the box. The box is sent to the shipping department with shipping orders, and the transaction data are sent to accounts receivable. When stock is low or insufficient, the purchasing department will apprised of the items out of stock and the reorder amount. In the data flow diagram, we considered the inventory system of a merchandising firm, an organization that buys finished product and resells them in the same form. The inventory systems of manufacturing firms, which make new products from raw materials, is more complicated. A growing trend in both merchandising and manufacturing systems is for firms to tie their suppliers into their inventory systems. This results in shifting inventory handling costs to the supplier, and enables a firm to have greater control over the availability of goods from suppliers.

A data flow diagram representation of an invoicing subsystem
New orders 3.1 Invoice preparation orders Invoices Back orders Invoicing The invoicing system is the transaction processing subsystem that creates invoices or packing slips. A packing slip shows more than what products are contained in a shipment. The customer is later sent a bill – either an invoice or a statement from accounts receivable. The combination invoice/packing slip is both a listing of purchases and a bill. Conceptually, the invoicing system is relatively straightforward. As orders are filled, the system is apprised that this task has been completed and a bill is prepared. At this point, information such as the items ordered, product descriptions and prices, and customer name and address – all of which are contained on the order – are combined to prepare the invoice.

A data flow diagram representation of an shipping subsystem
Shipments 4.1 Ship goods to customer Customers Invoices/packing slips Shipment data Shipping alternatives Shippers Shipping The shipping system is conceptually. Sealed addressed packages of goods are received from inventory, often with shipping instructions. Shipping instructions will generally specify a particular shipping method (e.g., Federal Express, UPS,…) or provide a warning to shippers (e.g., fragile or explosives). Where no shipping method is specified, the shipping department will attempt to ship the goods in the most cost-effective, reliable way to the customer. Insurance is often another factor in shipping.

A data flow diagram representation of an accounts receivable subsystem
Invoices (customer transaction) Account purchases Non-account purchases 5.1 Edit and record receivables data Edited data Accounts receivable Receivables data 5.2 Prepare statements and reminders Payments Customers Statements or reminders

Accounts Receivable In many firms, customers pay by credit card or have goods charged to their accounts. The accounts receivable (A/R) system (or receivables system) is the transaction processing subsystem that manages customer purchases, payments, and account balances. As goods are packaged for shipment in the inventory subsystem, either a packing list or a combination invoice/packing list is enclosed in the shipping carton. Customer who are not invoiced are those who have established accounts. These customers are typically billed monthly through statements that are similar to monthly statements from VISA or the telephone company. Whatever the method of billing, all customer purchase transactions are sent to the receivables department where they are edited and made part of the regular receivables file. As payments are received from customers, these are reflected in the receivables file too. Other tasks performed from data in a receivables system include analyzing sales patterns and producing information on current and past due accounts.

A data flow diagram representation of an purchasing subsystem
Purchase requests Vendors 6.1 Vendor selection Requests Vendor data Order data Product availabilities 6.2 Obtain verbal commitments Commitments Products Commitment data 6.3 Purchase order preparation Vendors Product data Purchase orders Add purchase orders 8.0 Account Payable 6.4 Close out purchase orders Purchase orders Orders received Receipts 7.0 Receiving Delete purchase orders 2.0 Inventory Receipt data

Purchasing Many firms use a central purchasing department to procure (จัดหา) the goods they need. The advantages of a centralized purchasing department are cost control, vendor control, and the ability to take advantage of discounts realized by quantity buying. As requests are made to the purchasing department by telephone, or by computer, they are formally logged into a purchase request file that is part of purchasing system. At this point, buyers in the purchasing department begin the vendor-selection process. In many cases, this decision is relatively routine. Generally, the buyer will first contact a salesperson in the vendor organization to get a satisfactory price and delivery commitment. Then the buyer will prepare a formal purchase order. In many firms, one copy of the purchase order is mailed to the vendor, a second is sent to the receiving department so its personnel can verify the contents of the shipment when it arrives, and the third copy is kept on file in the purchasing department as an “open order”. As soon as receiving department has received the goods, the purchasing department is notified so that it can close out the purchase order.

Purchasing In many companies, the purchasing operation is heavily computerized. Purchase requests can be created electronically and sent by systems to the company’s central purchasing department. If a request is approved, resulting active purchase orders can be electronically prepared and stored in a database so that approval, purchase, shipment, receipt, and payment information can be made available in a central place, to those who need it. In firms that are electronically linked to suppliers, purchasing agents can often search through vendor databases to find the lowest prices. These types of interorganizational systems are becoming more and more common in may industries.

A data flow diagram representation of a receiving subsystem
Vendors Purchase orders Order information 7.1 Verify receipts Invoices/packing slips Receipt data 2.0 Inventory Receipts

Receiving The function of a receiving system in a receiving department is to receive, inspect, and accept or reject goods than vendors have shipped. As goods are received, the shipping cartons are opened, the contents are checked against the information on the purchase order, the price of the shipment is verified, and the goods are inspected for possible damage. If the goods are satisfactory, they are routed to inventory or to the department initiating the purchase request. The purchasing department is also notified, do it can close out the purchase order. Also, accounts payable must be apprised (ได้รับแจ้ง).

A data flow diagram representation of an account payables subsystem
Receipts Accounts payable Vendor receipts Create payables 8.1 Validate payments Edited data Accounts receivable Receivables data 8.2 Vendor payments and close out Payments Vendors Statements or reminders

Account Payable Most firms have accounts with their major suppliers (vendors). The accounts payable (A/P) – or payables – system is the transaction processing subsystem that handles payments to suppliers. It keeps track of invoices from vendors, determines the optimum time to pay invoices, produces checks to pay invoices, and performs cash management activities (thereby ensuring that there is always cash available when bills have to be paid). A payable is a liability that is created as soon as goods have been received from vendors. The invoices and statements are validated against the actual receipt of goods found in the receipt file and, if all of the information is in order, the payable is created on the books. As soon as the payment is made and recorded, the payable is closed out.

A data flow diagram representation of a general ledger subsystem
Inventory Accounts receivable Accounts payable Other data Receivables data Payables data Inventory data Other data 10.1 Maintain General ledger Payroll data Payroll Transactions General ledger Selected data 10.2 Prepare reports Internal reports External reports Stockholders Managers

General Ledger The general ledger (G/L) system integrates transaction data from the other major transaction processing subsystems – payroll, accounts receivable, accounts payable, and so on. Besides ensuring that the books of the firm balance, the G/L system is used for budget planning, responsibility reporting, cost allocation, and profitability accounting. Among the major outputs of the G/L system are the balance sheet, which shows the firm’s assets balanced, and the profit-and-loss (income) statements, which shows how revenues and expenses contributed to the firm’s profit or loss.

WEB-BASED and Online Transaction Processing Systems
With OLTP and Web technologies such as a portal and an internet, suppliers can look at the firm’s inventory level or production schedule in real time. The suppliers themselves, in partnership with their customers, can then assume responsibility for inventory management and ordering in what is known as vendor-managed inventory (VMI). Customer can also enter data into the TPS to track orders and even query it directly. Web Analytics Transaction processing can also be done on the Web in what is known as Web analytics. Web analytics is the analysis of data to understand visitor behavior on a Web site. Web analytics begins by identifying data that can evaluate the effectiveness of the site’s goals and objectives. Analytics data are collected, such as where site visitors are coming from, what pages they look at and for how long while visiting the site, and how they interact with the site’s information. For example, the data can reveal the impact of an online advertising campaign, the effectiveness of Web site design and navigation, and, most important, visitor buying behavior.

การวิเคราะห์ Website (Web Analytics)
การนำเอาข้อมูลของผู้ที่เข้ามาดู Website ที่เราสร้างขึ้น มาวิเคราะห์ว่า เมื่อคนเหล่านั้นได้เข้าเข้ามาใน Website ของเราแล้วพวกเขาทำอะไรกัน เช่น สามารถทราบว่า พวกเขาใช้เวลาเท่าไหร่ในการอ่านเนื้อหาของ Website ในแต่ละหน้า (Average Time On Page) หรือว่าเวลาทั้งหมดที่พวกเขาอยู่ใน Website ของเรา หรือดูว่าคนเหล่านั้นหลังจากที่ได้เข้ามาที่หน้าแรกแล้วเขาไปที่หน้าอื่น อีกหรือไม่ (Path Analysis) เป็นต้น ในปัจจุบันมี Web Analytics Tools ได้แก่ StatMotion, Google Analytics แต่ก่อนที่จะเริ่มวิเคราะห์เว็บไซต์ ต้องทราบวัตถุประสงค์ของการสร้าง Website ก่อน จากนั้นจึงวิเคราะห์ข้อมูลจากรายงานที่ Web Analytics Tools แสดงผลลัพท์มาให้ เพื่อวิเคราะหว่าข้อมูลต่างๆ เหล่านี้สามารถตอบโจทย์ที่เราตั้งไว้ได้หรือไม่

รูปแบบการวิเคราะห์ Website (Types of Web Analytics)
Logfile Anlysis คือการ ดาวน์โหลด Logfile ลงมาจากเซิฟเวอร์แล้วหาโปรแกรม เพื่อทำการอ่านข้อมูล Logfile ก็จะสามารถรู้ข้อมูล พฤติกรรมการใช้อินเตอร์เน็ต เกี่ยวกับเว็บไซต์ ของเราทุกอย่างได้ Page Tagging วิธีนี้จะมีเว็บไซต์ที่ให้บริการเก็บข้อมูลให้กับเว็บไซต์ของเรา และทำการประมวลผลให้ ซึ่งมีทั้งเว็บที่ให้บริการฟรี โดยเราต้องนำเอาโค๊ด JavaScript ของเว็บที่ให้บริการ ไปแปะไว้ในหน้า เว็บเพจของเว็บไซต์เรา ทุกหน้า ก็จะสามารถรู้ข้อมูล พฤติกรรมการใช้งานเว็บไซต์ได้

Web Analytic Tools ทีคนไทยนิยมใช้งาน ซึ่งมีทั้งแบบเสียเงินรายและแบบฟรี
1) Truehits Truehits Google Analytic Stat Counter W3 Counter Yahoo! Web Analytics มีความเร็วในการอัพเดตข้อมูลแบบ "เกือบเรียลไทม์" ผู้ใช้สามารถเข้าถึงข้อมูลดิบทั้งหมดผ่านทาง API ได้ เมื่อเทียบกับกูเกิลที่แสดงเฉพาะข้อมูลที่วิเคราะห์แล้วเท่านั้น ทำให้ผู้ใช้ Yahoo! Web Analytics สามารถเขียนโปรแกรมวิเคราะห์สถิติเพิ่มเติมเองได้

การวิเคราะห์เว็บไซต์มีขั้นตอนสำคัญ 5 ขั้นตอนคือ
Set Goals - กำหนดวัตถุประสงค์หรือเป้าหมาย Measure - ใช้ซอฟแวร์ web analytics เพื่อเก็บรวบรวมข้อมูลที่เกี่ยวข้อง Report - รวบรวมข้อมูลที่เกี่ยวข้องเป็นรายงาน Analyze - ปรับปรุงหรือพัฒนาเว็บไซต์จากการวิเคราะห์รายงาน Optimize - ทดสอบและทำหารแก้ไขปรับปรุง และทำซ้ำตั้งแต่ขั้นตอนแรก ในการทำการวิเคราะห์ต้องดูวัตถุประสงค์ในการวิเคราะห์ด้วยว่ามีวัตถุประสงค์เพื่อนอะไร เช่น วิเคราะห์เพื่อนำไปพัฒนาและทำการตลาด หรือวิเคราะห์เพื่อนำไปพัฒนาเว็บไซต์ วัตถุประสงค์ที่แตกต่างกันทำให้ต้องใช้วิธีการวิเคราะห์ที่ต่างกัน

ฟังก์ชั่นการใช้งาน Web Analytics Tools
ตัวอย่างการแสดงผลของ Web Analytic Tool ที่นิยมและสามารถจับสถิติและตัวเลขอะไรได้บ้าง - รายงานจำนวน Page Views และจำนวน Visitor ที่เปิดดู ปัจจุบัน ณ ขณะนั้น แบบ Real-Time - รายงานจำนวน Page Views ต่อ Unique Visitors ที่เปิดดูทั้งหมดของแต่ละวันตลอดสัปดาห์ ตัวเลขผู้เข้าชม แบบซ้ำกัน (Visitors) และไม่ซ้ำกัน (Unique Visitors) จะแสดงรายงานสถิติยอดผู้ใช้งานของเว็บไซต์ ทั้งที่เคยใช้ และเป็นผู้ใช้ใหม่ แสดงรายงานสถิติยอดผู้ใช้งานใหม่ของเว็บไซต์ ในระเวลาที่ผ่านมาโดยจะแสดงแยกเป็นวัน แสดงผลเป็นกราฟ - รายงานจำนวนคนเข้าและคนออก Page Views/Unique Visitors และเวลาเฉลี่ยในการเข้าชม ของแต่ละหน้าในเว็บไซต์ (Average Time on Site) - แหล่งที่มาของผู้เข้าชมเว็บไซต์ ส่วนมากจะบอกว่ามาจาก Search Engine กี่ %, เข้าโดยตรงหรือ Direct กี่ %, เข้าผ่านเว็บไซต์อื่น (Referral Links) กี่ % - เรียงลำดับ Page ที่นิยมมากที่สุด - แสดงผลของวันและเวลาที่ถูกเข้าชมมากที่สุด และน้อยที่สุด

ฟังก์ชั่นการใช้งาน Web Analytics Tools
ตัวอย่างการแสดงผลของ Web Analytic Tool ที่นิยมและสามารถจับสถิติและตัวเลขอะไรได้บ้าง -- จำนวนการเข้าชมในแต่ละวัน สัปดาห์ และแต่ละเดือน เช่น 1 ครั้งต่อสัปดาห์ 5 ครั้งต่อเดือน - แสดงประเภทและเปอร์เซ็นต์ของ Web Browsers ที่ผู้เข้าชมนิยมใช้ เช่น Internet Explorer, Safari, Firefox (ทำให้เรานำเอาข้อมูลมาเป็นส่วนหนึ่งของขั้นตอนการพัฒนาเว็บไซต์ให้รองรับกับการแสดงผลกับ Browser เหล่านี้) - แสดงประเภทและเปอร์เซ็นต์ของ Mobile Browsers ที่ผู้เข้าชมนิยมใช้ เช่น BlackBerry, Safari และรุ่นของโทรศัพท์มือถือที่ใช้เข้าชม - แสดงคำค้นหา ‘Keyword’ ที่ถูกใช้นำพามายังเว็บไซต์

Referral Links - [แสดง Referrer ของผู้ชมว่ามาจากที่ใด] Referral Links รายงานถึง Link ที่คนคลิกเข้ามาในช่วงวันและเวลาต่างๆ Referring Websites รายงานถึงชื่อและรายละเอียดของเว็บไซต์ที่คลิกเข้ามา Top Referral Links รายงานถึงลิงค์ที่มีการคลิกเข้ามาสูงสุด Global Stats - แสดงถึงตำแหน่งของผู้ชมในตำแหน่งต่างๆบนแผนที่โลก Maps รายงานจำนวน Page Views ในรูปแบบแผนที่ของแต่ละประเทศที่เข้าชมเว็บไซต์สูงสุดในแต่ละภูมิภาค All Countries - รายงานข้อมูลทุกประเทศที่เข้ามาชมเว็บไซต์สูงสุด City Detail - รายงานข้อมูลในแต่ละเมืองของทุกประเทศที่เข้ามาชมเว็บไซต์สูงสุด ISP Report รายงานถึงข้อมูลผู้ให้บริการอินเตอร์เน็ต (ISP) ของแต่ละแห่งในโลกที่มีคนเข้ามาชมสูงสุด Live Geo Map รายงานจำนวนผู้เข้าชม ณ เวลานั้นๆในตำแหน่งบนแผนที่โลก แบบ Real-Time

Search Engines - แสดงภาพรวมของคีย์เวิรด์ที่ถูกค้นหาเข้ามาเว็บไซต์จากแต่ละ Search Engine Keyword Overview - รายงานคีย์เวิรด์ที่ถูกค้นหาเข้ามายังเว็บไซต์มากที่สุดในแต่ละ Search Engine Top Keywords รายงานผลรวมของคีย์เวิรด์ที่ถูกค้นหาเข้ามายังเว็บไซต์มากที่สุด Keyword Tracking ค้นหาคีย์เวิรด์ที่ต้องการดูข้อมูลแบบเฉพาะเจาะจง Keyword Trending - รายงานเปรียบเทียบแนวโน้มของคีย์เวิรด์ที่ถูกค้นมากที่สุดในแต่ละเดือน Keyword Analysis วิเคราะห์ความยาวของจำนวนคำในคีย์เวิรด์ใดๆที่มีถูกค้นหามากที่สุด และปริมาณการค้นหาเปรียบเทียบทั้งปี

ประโยชน์จากการใช้ Web Analytics Increase Revenue - Decrease Cost - Improve Operations
1. ตรวจสอบพฤติกรรมการเข้าชมเว็บไซต์ (Web Behavior) ในหน้าต่างๆของกลุ่มเป้าหมาย 2. วิเคราะห์จิตวิทยาในการเข้าชมเว็บไซต์ (Web Psychology) ในส่วนต่างๆที่เรานำเสนอได้ 3. วิเคราะห์และคาดการณ์แนวโน้มทางการตลาด (Marketing Forecast & Trending) ในการปรับปรุงส่วนต่างๆของเว็บไซต์เพื่อให้มีผู้เข้าชมให้มากที่สุด 4. สามารถวิเคราะห์และดูแนวโน้มการขายสินค้า (Sales Forecast) ว่าสินค้าใดในเว็บไซต์ที่ขายดีที่สุด 5. เว็บไซต์จัดหางาน (ช่วยวิเคราะห์ได้ว่าสื่อใดในเว็บไซต์ของเราที่ทำการประชาสัมพันธ์ (Public Relation) ออกไปแล้ว ที่มีคนสนใจคลิกอ่านหรือดาวน์โหลดไปมากที่สุด) 6. สามารถเจาะลึกข้อมูลของผู้เข้าชมหรือลูกค้าได้ ในแต่ละประเทศ แต่ละภาษา ( Global Location & Language)ว่าสนใจในสิ่งใด เพื่อนำเสนอได้ตรงกับเป้าหมายมากที่สุด

ประโยชน์จากการใช้ Web Analytics
7. ช่วยวิเคราะห์ผลตอบแทนในการลงทุน (Return on Investment - ROI) และการวางแผนการเงิน (Financial Budget) ในสื่อออนไลน์ได้อย่างคุ้มค่าและมีประสิทธิภาพ 8. เป็นตัววัดประสิทธิภาพของเว็บไซต์ (Key Performance Indicator KPI) เพื่อนำไปปรับปรุง หน้าเว็บไซต์ (Refine & Optimize)ให้เกิดประโยชน์และมีประสิทธิภาพสูงสุด 9. ช่วยวิเคราะห์ผลตอบแทนจากการลงโฆษณาในสื่อต่างๆได้ 10.ช่วยเก็บสถิติการเยี่ยมชมเว็บไซต์ต่างๆในหน้าและตำแหน่งต่างๆไว้ (Web Stat) สำหรับการเสนอขายพื้นที่ลงโฆษณาได้ 11.นำข้อมูลสถิติมาปรับปรุงข้อมูลในเว็บไซต์เพื่อสร้างความสัมพันธ์ที่ดี (CRM) และประสบการณ์ที่ดีให้กับลูกค้า

Management Information System (MIS)
MIS is an information system that provided predefined typed of information to management. Historically, the main output of MIS has been hard-copy summary and exception reports that were distributed by the Information System department to line departments at periodic intervals or on demand. Today, reports are still the core of the MIS. MIS are used for both management planning and management control functions. MIS reports are associated with managerial decision making and not with the operations functions of a TPS. When MIS were first introduced in the late 1950s, they were by products of routine transaction processing system. For example, when bills were batched at the end of period, a variety of informative reports could be produced to show how customer purchases were distributed among various products, which sales regions or sales groups estimated for the greatest portion of sales, which customer accounts were overdue.

Transaction Processing Systems Management Information Systems
Order processing system Sales data Order file Unit product cost data MIS Materials resource planning system Reports Production master file Product change data General ledger system Accounting file Managers Expense data How management information systems obtain their data from the organization’s TPS. The TPS supply summarized transaction data at the end of the time period to the MIS reporting system. Managers gain access to the organizational data through the MIS, which provides them with the appropriate reports.

Properties of MIS Support of structured and semi-structured decisions, primarily at the middle and lower management level. Provide fixed types of information, in an established format; the information requirements of users are normally known and stable. Often implemented with voluminous, hard-copy reports, requiring each user to search specifically for key information. Often require a formal run schedule. Usually consists of internal operational data rather than data about the external environment. Usually more concerned with data about the past than data relating to the future. Often oriented to summary and exception reporting.

Examples of MIS in organization
The registrar of a university wanted a report that both identified minority students majoring in the social sciences and showed which of those students were receiving financial aid. Three months after a formal request was made for such a program to the IS department, a computer services programmer produced the report using a 4GL with strong report-generating capabilities. Every Monday morning, the CEO of a company receives a computer report summarizing product sales of the previous week. The same report is also made available to the sales department. The report has been modified several times by IS staff to reflect new decision-making needs.

Types of Reports Reports can be divided into 3 categories : scheduled reports, exception reports, and demand reports. Scheduled Reports : Scheduled reports are those that are issued periodically. Three examples of such reports are daily production reports, monthly performance reports, quarterly sale reports. These types of reports can be used either for planning or control purposes. Exception Reports : Exception reports are issued when something unusual takes place that requires the attention of management. For instance, an expense overrun would likely lead to the generation of an exception report. Demand Reports : Demand reports are generated when someone with authority requests such a report.

Most of the reports produced by an MIS are either scheduled reports or exception reports. With the heavy applications backlog in many large firms, and with easy-to-use database software, and software tools and framework, many managers are taking the do-it-yourself approach to create demand reports. What distinguishes a display-oriented MIS from a DSS is flexibility. The format and types of information on MIS screens are predefined; the format and types of information on DSS screens are not. In a DSS. Users are provided the capabilities to generate their own information, usually in their own way.

Chapter 2 – Transaction Processing System

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Chapter 2 – Transaction Processing System

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