Improved Access to Information as a Basic Need of Every Organization - Case Study Example

BUSINESS INFORMATION SYSTEM Table of Contents Executive Summary 1 1. Introduction (Proposed System) 2 2. Literature Review 2 3. Results 4 3.1 Identified Problems 4 3.2 Solutions 5 3.2.1 Information Management 5 3.2.2 Timeliness 6 3.2.3 Accuracy 6 3.2.4 Completeness and Relevance 6 4. Plan for Implementation 7 5. Conclusions/Recommendations 7 References 8 Appendices 10 Executive Summary Improved access to information is a basic need of every company operating in today’s world of competition. This report was about a school system that is facing some serious problems because of lack of use of a well-organized business information system. In this report, the key problems being faced by the school system were identified. Some of the main issues included delayed processing of administrative tasks, duplicated purchasing of equipment, difficult access to information for teachers, poor interpretation of documents, and poor resource management. To tackle those problems, a business information system was proposed and discussed in detail using concepts from authoritative sources. In the end, the implementation plan was also given to help the management of the school in the implementation of the proposed system. 1. Introduction (Proposed System) Improved access to information is the key to success in today’s business world. Every company belonging to any particular industry needs information to excel and take critical decisions regarding different business matters (Earl, 1996). The importance of using information systems in businesses can be known from the fact that they help managers and employees in processing of information, as well as in doing business analysis. Using an information system, users can retrieve required information in the form of well-structured reports. Moreover, they can also perform their job related tasks quickly and efficiently using information systems. Because of these benefits, schools and universities have started to use information systems to keep track of information about academic matters, administrative affairs, and students’ performances. In this report, we will discuss the applicability of business information systems in resolving the problems being faced by the CPS school system. 2. Literature Review As Oz (2009, p. 9) states, “information is the lifeblood of any organization”. It is impossible for the management of a school or any other company to run business and administrative matters without information. For good organization and management of information, business information systems offer proper solutions. In general, business information system refers to the management of information in such a way that it can be used by the staff easily to run different business activities. According to Abel (2008), information system is an important software application that makes use of information technology tools to help people in information processing and management. The main thing is that this system helps users in retrieving right information in a timely manner. Improved access to information is one of the most attractive features regarding the use of this system. Business information systems are able to perform all tasks related to management of information some of which include storing of data, editing of data, processing of data into required information, organizing information in a proper format so that it do not get duplicated, and generating relevant reports based on the stored data. This system also helps companies in inventory management. A business information system is a valuable part of internal business control system that helps staff in managing inventory, supplying required systems, and managing information and procedures (Martin, 2010). The importance of business information systems in businesses cannot be denied. According to Stahl (2008, p. 1), information systems improve accuracy, reliability, safety, efficiency, and optimal control of business processes. if we talk about the importance of business information systems in schools and universities, we can say that a business information system is a main part of organizational success in today’s business world because it becomes extremely difficult for the administrative staff and teachers to synchronize business processes, access information in a timely manner, and establish harmony between different processes without putting such a system in practice. According to Dhillon (2010), the main task of a business information system is to make sure that relevant, complete, and accurate information is being provided to the concerned departments or users. A business information system helps people in performing a number of important business tasks some of which include documentation of information, keeping track of stored information, storing information in appropriate locations, and providing fast and easy access to information. Here, an important point to mention is that the information is provided in the form of reports which are not only easy to analyze but also help users in taking accurate business decisions. According to Lucey (2005, p. 4), the main purposes of a business information system in companies is to process stored information and establish effective communication channels for different departments of a company. Another considerable use of a business information system is that it reduces work load for employees of a company, assists in making timely and accurate business decisions, and helps in carrying out their job responsibilities effectively and efficiently (Vitez, n.d). Employees may get overwhelmed with workload at times because of which their level of efficiency also comes down. Business information system helps employees in that it performs most of their information-related tasks, such as, storage of information and generation of reports on its own which reduces the workload. Another key aspect of a business information system is that it keeps business information up to date, which is critical for the success of a company. Regular upgrading of the business information system is imperative in taking right decisions at the right time (Summers, 2010). 3. Results 3.1 Identified Problems The problems that the CPS school system is facing include: Inefficient learning environment due to lack of use of technology, such as, whiteboard system of teaching Poor collaboration between distant campuses due to lack of an efficient communication system Decreased number of new admissions due to lack of modern marketing resources, such as, internet marketing Decreased awareness among public about news and events because of lack of a promotional website Leaving behind in the race of competition due to lack of modern teaching resources and virtual learning environment Difficulty in decision making, delayed processing of administrative tasks, and duplicated purchasing of equipment due to lack of a well-organized information system Poor interpretation of documents, difficult access to information for teachers, and poor resource management due to lack of a computer-based information system 3.2 Solutions Looking at the above-mentioned problems being faced by CPS school system, we have proposed a business information system for the school which will provide solution to many of these problems. Some of the main benefits for companies regarding the use of information systems include proper information management, timeliness, accuracy, and relevance. Let us discuss these benefits in some detail. 3.2.1 Information Management Automation of processes is one of the main benefits that business information system will provide to the management of CPS school system. As the management of CPS school system becomes overwhelmed with workload due to uneasy access to information, use of business information system will help the management in performing their tasks efficiently. They will not have to worry about storing information in required destinations as the information system will do it automatically. Similarly, the communication between departments of one campus and between distant campuses will also improve because of one-click mechanism of information transfer. Using the proposed business information system, teachers and administrators will be able to communicate with each other easily and in a timely manner. Moreover, they will also be able to access students’ records and address administrative and academic issues effectively and efficiently. Problems of poor interpretation of documents and delayed processing of administrative tasks will also be resolved due to improved access to information. 3.2.2 Timeliness As Aoms (2010) states, “processing of the information becomes significant for better performance of managerial functions”. Quick retrieval of relevant information and quick processing of data into information are such features of the proposed business information system that will provide solution to many of the problems being faced by the school. According to Anderson and Post (2003), an organization’s information system is able to quickly store data and make it usable for the concerned departments when required. The business information system will automate the processes which will save precious time of teachers and administrators. 3.2.3 Accuracy Accuracy is another key benefit related to the use of the proposed business information system. The information system will ensure elimination of errors from the database. The information system will also provide the campuses with accuracy of internal controls, which is extremely important for proper functioning of a school. 3.2.4 Completeness and Relevance The proposed business information system will be able to provide relevant information to users instead of providing them with irrelevant details. According to Case and Parker (1993), only that information is provided to the user by the information systems that a user needs to carry out any particular operation. 4. Plan for Implementation First, the school will have to design a business information system in accordance with the requirements of all campuses. Then, the management of the school will have to arrange training programs of two weeks to be conducted at each campus in order to train teachers and administrators in using the system. In the last stage after training, they should implement the system for practical use. 5. Conclusions/Recommendations Timely information and improved access to information are some of the basic needs of every company operating in today’s world of competition. The CPS school is facing some critical problems due to lack of use of latest IT tools and technologies. Use of the proposed business information system can resolve many of the problems being faced by the CPS school system, such as, increased workload, inefficient communication between campuses, and difficult access to information. However, for resolving other problems like decreased public attention and awareness, inefficient learning environment, and competing with new schools, the school’s management needs to incorporate the use of latest teaching tools, internet marketing, and a fully functional website. References Abel, O 2008, Knowledge Workers in the Information Age, viewed 04 April 2013, http://ezinearticles.com/?Knowledge-­Workers-­in-­the-­Information-­Age&id=1233438 Anderson, D & Post, G 2003, Management Information Systems: Solving Business Problems with Information Technology, 3rd edn, The McGraw-Hill Companies, U.S.A. Aoms, P 2010, Management Information System (MIS) In College Management Software, viewed 04 April 2013, http://ezinearticles.com/?Management-­Information-­System-­(MIS)-­In-­College-­Management-­Software&id=3804507 Case, T & Parker, C 1993, Management Information Systems: Strategy and Action, 2nd edn, McGraw-Hill, U.S.A. Dhillon, T 2010, Data Management for Your Success, viewed 04 April 2013, http://ezinearticles.com/?Data-­Management-­For-­Your-­Success&id=4125763 Earl, M 1996, Information Management: The Organizational Dimension, Oxford University Press, New York. Lucey, T 2005, Management Information Systems, 9th edn, Thomson Learning, London. Martin, S 2010, An Introduction to Management Information Systems, viewed 04 April 2013, http://ezinearticles.com/?An-­Introduction-­to-­Management-­Information-­Systems&id=3514442 Oz, E 2009, Management Information Systems, 6th edn, Cengage Learning, Massachusetts. Stahl, B 2008, Information Systems: Critical Perspectives, 6th edn, Routledge, Oxon. Summers, I 2010, Guide to Upgrading Your Business Information Systems, viewed 04 April 2013, http://ezinearticles.com/?Guide-­to-­Upgrading-­Your-­Business-­Information-­Systems&id=3720773 Vitez, O n.d., Limitations on Management Information Systems, viewed 04 April 2013, http://www.ehow.com/about_5183440_limitations-management-information-systems.html Appendices Appendix 1: Summers, I 2010, Guide to Upgrading Your Business Information Systems, viewed 04 April 2013, http://ezinearticles.com/?Guide-­to-­Upgrading-­Your-­Business-­Information-­Systems&id=3720773 Appendix 2: Vitez, O n.d., Limitations on Management Information Systems, viewed 04 April 2013, http://www.ehow.com/about_5183440_limitations-management-information-systems.html Appendix 3: Dhillon, T 2010, Data Management for Your Success, viewed 04 April 2013, http://ezinearticles.com/?Data-­Management-­For-­Your-­Success&id=4125763 Appendix 4: Aoms, P 2010, Management Information System (MIS) In College Management Software, viewed 04 April 2013, http://ezinearticles.com/?Management-­Information-­System-­(MIS)-­In-­College-­Management-­Software&id=3804507 Appendix 5: Abel, O 2008, Knowledge Workers in the Information Age, viewed 04 April 2013, http://ezinearticles.com/?Knowledge-­Workers-­in-­the-­Information-­Age&id=1233438 Read More