Managing Business Information - Coursework Example

Running Head: Managing Business Information Executive Summary Information includes both electronic and physical aspects. An organization must be able to manage its information channels and the content being conveyed throughout the entire cycle regardless of the source or format; data, documents in form of papers, e-mails, audio and videos among other relevant means and entities of communication. Thus, according to various researchers information management is basically the collection and effective management of information from one source to another. It encompasses the distribution and dissemination of this information to various stakeholders. Information systems deal with the development and the introduction of the information which is later conceptualized and utilized as per the goals and objective of the concerned company. Almost every department of an organization utilizes these systems to coherently match with other organizations. Small to huge enterprises have invested heavily in information systems to reach out to their customers. Investment is not just a one step approach it requires well articulated communicative channels which will help in coordination of all the involved parties. In the present competitive market an organization will thrive to monitor its growth by ensuring that it has up to date communication devices. Business information systems will tend to cover various aspects of technology; software and hardware, databases, spreadsheets, e-commerce, m-commerce, telecommunications, enterprise resource planning transaction processing and decision information support, societal and ethical issues which may arise. It is all these aspects among other numerous issues in the industry which may either hamper or facilitate information conveyance to the intended parties. However, this paper only convenes to two models; databases and spreadsheets for purposes of illustrative in information systems. Types of modeling A business model comprises of what an organization does and how it mainly makes its money. Assessment of new application software and how well they are able to be incorporated in the organization’s needs for example an evaluation of the components of databases which can match the needs and objectives of that given organization. Lastly, is the migration of the company to new platforms and architectures which it feels can be beneficial. This can be from mainframe computing approach to a client server approach or from a disparate system to a more integrated enterprise system (Gupta 2011). The first model is an enterprise oriented modeling; this method typically applies ontological analysis and thinking to objects concepts which is believed to be the existing reality in the present world. A representation framework is formulated to depict the correlation which exists between the two aspects; business information systems and the organization model. According to different research in the business world with agglomeration experience from other companies this is illustrated in appendix 1. A business model illustrates the core aspects of an organization. It is based on the fact that an organization will deliver products or services to customers. A business model thus, will capture how a business behaves or functions to satisfy customer demands. Basically a business model is not an illustration on how an organization accomplishes its goals. This model is chose because objects portray a view of organizations in terms of interactions between independent units and agents (Bocij, Greasley & Hickie 2008). A second and most important model is the formal organizational model which classifies all its components hierarchically. Major functions are placed on merit to distinguish between what is supposed to be handled at what time. Decision making in this kind of structure streams down from the top management to a common cleaner in that respective sequence. However, some instances will require an immediate decision formulation mechanism. This will call for other techniques which involve; decentralized decision making processors and dedicated processors. Two major problems with this kind of formal models are that; they are very general and very specific at the same time. A model is often times dictated by the size of an organization. This kind of model stipulates a number of factors; product hierarchy which depicts a separate division for each product. Each division has a different manager who leads the functions of that department this is illustrated in appendix 2. Functional hierarchy depicts processors of the same type which are pooled and shared on a common platform. This sharing of resources allows for duplication of efforts which brings about a balance in the products. For example, a vehicle assembly plant may require less manufacturing capacity; to achieve a balance without disruption of any department it will balance heavy demands against ordinary demands. Market factors; all the tasks processors are independent on subcontractors and the available coordination. This aspect gives rise to two scenarios; decentralized and centralized market (Bocij, Greasley & Hickie 2008). Types of analysis Spreadsheets are used to analyze and sort data. This application does not allow for long term data storage essentially it should be used to store single list items. They provide means for keeping inventory, statistical models and computation of data which is relevant to an organization. To add to their capabilities they include graphs which allow quick reports and analysis formulation. These programs have are easy to use, little training is required and they are freely available (Gupta 2011). Databases have the advantage of ensuring voluminous storage of data. They offer a platform of sharing the same information throughout the organization. A keen look at the company structure will demonstrate that information is adequately shred if that specific organization adopts a database. This systems require little o no duplication of data between tables and any changes which may be made may not distort the programming aspects of the system (Abramowicz & Mayr 2007). Any specific business model will call for a system which effectively matches its operations no single organization will Endeavour go for a costly business information system framework which may bring negative impacts in the company. The use of spreadsheets and databases in the organization are therefore linked to particular duties which may be beneficial; keeping track of business creditors and debtors, projection of demand and supply in the market among other factors which management shall choose to analyze. Spreadsheets are majorly used in various sectors of the economy. For example, in financial institutions they can be used to automate the calculation of numerical data. This points to such places as budgets, financial statements and other expense reports; these formulations are cumbersome to be just done by human approach. In addition spreadsheets have built in functionalities which can aid statistical analysis calculations which can include maximum and minimum value derivation. Operations management and economic analysts are the major users of such aspects of spreadsheets (Abramowicz & Mayr 2007). Before the introduction of databases companies used manual mechanisms to store and record their information. Huge files of papers were a sign which portrayed the scenario. However, databases have facilitated information storage, recording and access in the present times. Organizations can now easily check on the information without difficulties. Human resource management can maintain a long list of its employees with the inclusion of holidays, sickness and performance issues. Also a sales department may keep a database of their leads and supplier contacts which ease the promotional campaigns (Heijden 2009). Both of these systems have evolved a dimensional and operative organization because of the nature of operations. Generally they are employed in data management which leads to information communication. Without proper data management techniques then information communication will never be achieved. Ensuring a proper and efficient communication procedure data management should be the main addressing value to be endorsed. Strengths and weaknesses Investment in information technology can place a company in a competitive position. The role played by these systems is immense and will to a large extent spur growth or diminish the company depending on the way they are incorporated. For example, in conducting overseas contracts information systems are used. Further the banking industry requires a system which will interconnect it to various other banks to enable money transfer (Heijden 2009). It is apparent that the strengths out way the weaknesses in all organizational activities. Strengths given by these systems include; Cost savings; as compared to the traditional approach of data management this modern information era allows for easier and on spot manipulation of the data. Times are gone when experts could be employed to sit down and manually analyze or formulate data for the benefit of decision making. Presently semi-skilled workers can analyze the data but decision making will rely on management. Improving task modularization; a system structure is depicted by the organization which either structured it or is using it. This systems are used to manage complex organizational activities which otherwise will not be done without them. To subscribe to them organizations must ensure proper plans and objectives. Other importances attached to these systems are their efficiency and effectiveness, time saving, security and orderliness of data (Gupta 2011). Weaknesses portrayed by the systems include; it has adverse social impacts. These systems dictate that a particular employee must have adequate knowledge of operating and working with them this puts strain on such individuals. Also the inter-operations endorsed by the information systems may be termed as taboos to some cultures in the society hence their negativity. Information security is not always guaranteed; in the present era there have been a lot of cyber threats which puts information at risk (Abramowicz & Mayr 2007). Conclusion and recommendations From the above analysis it is important to note that information is a very crucial tool to the success of a company. A company will never thrive if its data management techniques are poorly maintained. Any information technology device will always fit in a particular organizational model, not every model will call for the same system. For example, a banking system will not be the same as a manufacturing plant system. It is very important for any upcoming business enterprise to consider instilling proper and up to date channels of communication. Ensuring that customer satisfaction is met is best dealt with by the procedures and policies adopted by an enterprise. References Abramowicz, W., & Mayr, H. C. 2007. Technologies for business information systems. Dordrecht, Springer. Available at: http://public.eblib.com/EBLPublic/PublicView.do?ptiID=372856. [Accessed 14/2/2014] Bocij, P., Greasley, A., & Hickie, S. 2008. Business information systems: technology, development and management for the e-business. Harlow, Financial Times Prentice Hall. Gupta, H. 2011. Management information system: (an insight). New Delhi, International Book House. Heijden, J. G. M. V. D. 2009. Designing management information systems. Oxford, Oxford University Press. Appendices Read More