Information Systems - Assignment Example

Running head: Information Systems Assignment Information Systems Assignment Insert Insert Grade Insert 10 January Information Systems Assignment Solutions to Information Problems The Magabri Optical Company undertook its day-to-day operations using an application that was not integrated with the use of spreadsheets to enter data. The use of spreadsheets was highly inefficient to the company since the executives had the mandate of overseeing operations of all retail outlets as a whole. Spreadsheets could only provide data with respect to every single retail outlet and they could only be combined manually for general analysis by executives. The applications used initially were not linked and therefore brought about a tedious job combining them for use by executives in collective decision-making. More so, the executives could not get accurate information on the business activities from each retail outlet and would therefore make decisions based on blindfolded information. The information that could further be used by accountants to compile data regarding financial position of each retail outlet and the company as a whole was merely based on assumptions and outdated information. Further, problems regarding stock control based on manual tracking systems concerned the fact that employees of the company could not effectively track real time transactions regarding inventory. The old system could not provide actual trends regarding the needs of buyers, and thus managers could not make accurate decisions, which could help the company to maintain a competitive advantage over other companies that provide same products and services. The company undertook to deploy the systems applications and product enterprise resource planning to integrate and give specific functionality to the widespread retail outlets. Through integrated functionality of the widespread outlets as a single company, the system brought about facilitation of its growth. The software made transactions to run automatically, unlike the initial process where transactions were done manually. It also enabled the company to standardize its undertakings in all the retail outlets. Operational data was centralized, thus leading to increase in visibility of transactions and its easy control. These system applications and product resource planning could be used perfectly to put in place the workability of vendor-managed inventories, which would provide assistance and guidelines in following up the levels of inventions that easily brought goods in large stocks to market. It also made planning efficient because stores were put in profile with a basis of actuality and exactitude. More so, the above variety of potentials would make company management more economical and efficient, and at the same time preparing a great platform leading the company to a noticeable and fast growth. The system application and product enterprise resource planning is a perfect solution for the Magrabi Optical Company, since centralization of day-to-day operations and businesswise progress of each branch is essential for growth and stabilization of the business. Up-to-date information for all areas of operation is key to proper management of supplies, clients, and grass root operations of the business. Considering the fact that the company is planning to increase the number of branches and countries of operations, a best-fit information system is not only a necessity, but also a determining factor to success. Implementation Issues The system application and product enterprise resource planning was chosen because it was a best fit for the needs of the company regarding information and control. The executive members of the company had the need to access real time information regarding operations, financial status, stock levels, and progressive customer needs of each branch. The system came in handy, as it could provide such information only at the connection of internet in every branch. Executives needed to centralize their control of every branch through an integrated and standardized information system such as the system application and product enterprise resource planning. More over, inventory control was a vital aspect for smooth and efficient operations of every branch, since suppliers would be easily given information regarding stock levels and customer demands prior to the actual need for stock replenishment. The system application and product enterprise resource planning was basically selected to promote effectiveness in data compilation from grass roots level to the corporate. Most important is the compilation of comprehensive statements of accounts within the least period available to enable speedy and timely decision-making if need be. The need for timely financial statement of accounts was also a contributing factor to the choice of information system. Without the system, the company would take up to six months to compile statements of accounts, considering its importance in company’s decision-making. Steps taken by the Magrabi Optical Company in implementing the system application and product enterprise resource planning began by communicating and training employees about the new system to be implemented, after which acceptance test is performed. The company then merged the four corporate offices it had into one corporate office. This was in an effort to cut costs, consolidate their employees, and facilitate leaner running of the company as a whole. After centralizing its corporate functions into one unit, the company then undertook to deploy the system application and product enterprise resource planning with the incorporation of pre-production transition. Pre-production transition involves project team members training users, while experts convert the data and configure the processes into the new system (Altekar, 2004, p.105). Communication and training of employees was chosen to enable smooth transition through acceptance phase and to learn more about the importance of the system and precisely, how they were going to use it. This was in an effort to avoid resistance to the new system, since it is a natural reaction for employees to resist change and they should therefore be managed properly (Langer, Alfirevic, and Avicic, 2005, p.73). Merging of corporate offices into a single centralized office was done to cut costs, consolidate staff, and enable leaner running of the company, since isolated corporate functions were tedious and inefficient. Deployment of the web-based interface was done in an effort to enable interconnection of all branches to provide real time information to the centralized unit in Cairo. Task 3 – System Features  Sap business objects dashboards software is one of the other three systems implemented by Magrabi Optical Solutions. It has different features like flexible design and what-if scenarios. This software allows companies to decide on business issues at a glance, and it allows one to go far beyond the basics of these techniques. This software is full of practical and applicable recipes, and thus enables one to use the latest capabilities to visually change business data. Apparently, it will also gives one ideas and confidence to carry out various tasks like, creating drill- downs, using alerts in maps, building pop-up screens, configuring charts, setting up What-If scenarios, and making component colors dynamic. The Dashboard Design then guides one through the exploration of various data visualization components spreadsheet, the data- and dashboard interactivity, as well as offering recipes on using alerts. SAP Business objects web intelligence software is designed to allow decision makers to access business reports through a web browser interface. It is designed to obtain and analyze data directly in Microsoft excel and word. Business Intelligence applications enable users to interact with dashboards reports and key performance indicators of a company, particularly for rich user experiences such as those of company executives (Clevenger, 2011, pp.5-24). Crystal reports software may be used by the company to design interactive reports easily and to link them to various sources of data when executives can benefit from filtering and sorting of reports providing them the ability to make instant decisions (Sabherwal and Becerra-Fernandez, 2011, p.209). Crystal reports software can be used to create real time reports with regards to day-to-day stock and sales levels in branches of the optical company in various countries (Stair, Reynolds, 2011, p. 309). In addition, Crystal reports software enables automatic update of previous reports by checking the database and refreshing the report with current data on command. The software also enables individuals to use the drill down capability to selectively view detailed summary of reports and viewing live reports using hyperlinks (Taylor, 2008, p.18). SAP Business Objects Web Intelligence software is designed to allow decision makers to access business reports through a Web browser interface (Stair & Reynolds, 2011, p.437) SAP business objects xi tool is set to function as the company’s BI platform and crystal reports software and web intelligence come up with a system, which provides insightful reports about health states and normal schedule on high demand. Reference List Altekar, R., 2004. Enterprise Resource Planning: Theory and Practice. New Delhi: Prentice-Hall of India Private Limited. Clevenger, N., 2011. Ipad in the Enterprise, Developing and Deploying Business Applications. NJ: Wiley Publishing Inc. Langer, J., Alfirevic, N., & Avicic, J., 2005. Organization Change in Transition Societies. London: Ashgate Publishing Limited. Sabherwal, R., & Becerra-Fernandez. 2011. Business Intelligence. NJ: John Wiley and Sons Inc. Stair, R., & Reynolds, G., 2011. Principles of Information System. OH: Cengage Learning. Stair, R., & Reynolds, G., 2011. Fundamentals of Information system. OH: Cengage Learning. Taylor, A. G., 2008. Crystal Reports 2008 for Dummies. NJ: Wiley Publishing Inc. Read More