Introduction to Information Systems - Essay Example

? Module Introduction to Information Systems Report on a Case Study (Assignment TABLE OF CONTENTS INTRODUCTION In today's information technology based age, a business can attain success by using information technology effectively. In this scenario businesses require implementing corporate/company information systems that generate correct data and information regarding marketplace understanding, customers and competitive capacity. However, setting-up a high-quality business information system brings numerous confronts. The common techniques for rising content for an information system are about trade periodicals, checking newspapers and competitors’ Web sites. In addition, such type of information system based support at any business can capable of offering enhanced global business set-up and enhanced business management. However, the possibility of losing significant business information is enormous, and the likelihood of getting significant information for the right people at the right time is short. In addition, implementing a business information system that is capable to incorporate on hand information framework or business traditional working gateway is a challenging job (Dow Jones & Company., 2011), (Laudon & Laudon, 1999) and (Moga & Turner, 2011). This report presents a comprehensive analysis of the new information technology based system application at the Brass Tacks Company Limited (BTC Ltd). This report will analyze some prime aspects those are involved in the overall information based system application at this corporation. Brass Tacks Company Ltd. is presently operational through the traditional/paper-based approach. However, seeing the benefits of information systems, its top management has decided to establish a new business platform that can better handle and manage the business operations. BUSINESS OVERVIEW The business structure of Brass Tacks Company Limited is based on selling the door furniture like that brass plates, letter boxes, knockers and knobs to the public. The business was initiated as a small business set-up and now it has been evolved to a vast business arrangement. In this way the business is able to increase sales as well as customer market. In case of traditional business practice of the business that is being performed through the paper based procedures, business is facing a lot of problems. Thus, seeing the improvement in business setup administration needs to implement the new technology based arrangement. This report covers the analysis of aspects which take place during the implementation of this IT system. PROBLEM AREAS Currently, at Brass Tacks Company Limited, people use paper based approach to perform everyday tasks. In such business practice there is dire need for improving or replacing the traditional business practice with IT based procedure. In this business practice the main and biggest problem is the lack of management control over business. In this scenario, the main problems those are coming out include complex management of business aspects, long searching time, data replication, and complicated business operational cycle and tough management of processing daily orders regarding customer. NEED FOR NEW INFORMATION SYSTEM AT BTC At the present, all the businesses regardless of their size and nature are relying on the information technology for their sustained survival. Obviously there are extensive effects on the traditional business practice through the new technology based business working. However, by using business information system, organizations are able to produce information subjects for the whole business to follow, in addition to the matters for particular business sectors or people working inside the business (Hutchings, 1996), (Dow Jones & Company., 2011) and (Turban et al., 2005). The implementation of business information system at Brass Tacks Company Limited will improve the overall business functioning and operations management. In addition, with the implementation of new technology based system the management of common business operations will become easier. This will definitely lead to better and long-lasting management customer demands. Therefore we can say that the application of the new technology based system at Brass Tacks Company Limited, will surly enhance business performance extensively. SYSTEMS MAP FOR BTC LTD Below I have presented the system map for new IS at BTC Ltd.: PRINCIPAL PROCESSES AND USERS OF THE INFORMATION SYSTEM This section presents an overview of principal processes and users of the information system: Principal Processes Below are some of the main processes of the system: (Hoffer et al., 2007) Business transaction (customer orders) recording Business and customer information recording Management of Sales related information Quick as well as correct business reporting Easy management and searching of the business transactions or dealings Marketing support for the business Data storage Data Security Data communication Data backup facility Users of the information system I have outlined below possible users of this new information technology based system at Brass Tacks Company Limited: Receptionist (for recording customer order and information) Business Management (for making business decisions, reviewing annual reports) Auditing Executive (analysis of business reports, annual reports) Marketing Staff (finding better market and promotional requirement) Finance Manager (Business sales and profits based analysis) Sales management staff (customer order tracking and sales management) INFORMATION TO BE STORED IN IS This section outlines the main types of business and corporate information aspects those will be stored in the database. In this connection I have outlined below some of the prime types of business information to be stored on the new business information system: Customer details It will include information like customer name, ID card number, gender, address and phone number related details. Order details In this aspect of business database we will record business order details as well as data regarding the business along with customer communication or transactions. Business products information This area of the business database will record the business products those are generally dealt with or considered. Inventory data This area of business will record the details regarding the inventory level of business products in addition to their rapid management for enhanced business management and continuation. Staff information This aspect of business will control as well as handle the details of the people working in the company, like employees status, personal data and remuneration details Payment details This will be a part of the business order management and it will include the overall management of the payment related details to the business areas. Order processing and present status This area will record the orders of business products along with details regarding their present level. This aspect will record all the aspects like current stage of business products development, customer delivery stats reports INFORMATION INPUTS This section outlines information aspects to be considered for business information system of Brass Tacks Company Limited. These aspects can include sources of business information that will be stored into the business database. The possible sources of business information are outline below: Customer Customer will be the prime and leading source of information that will record his personal, products and order related details to the business database. Customer can offer the following information: Personal details Order Details Payment Details Products Details Supplier Suppliers of products will also be an important source of information for the business products. For instance the details given below will be taken and recorded from supplier of the business: Supplier personal details Products details Order details Payment details Management Management and staff will provide the information for the business database such as: Management personnel detail Personal data Working details Products Products will also serve as main source of business information like Product details Product cost Product type Raw material required Inventory level SYSTEM STORING AND PROCESSING OF INFORMATION This section outlines some of the main aspects regarding the Brass Tacks Company Limited business data storage and processing. For the business data storage and processing, a complete life cycle will be utilized. I have presented this life cycle in a more simple way: Customer Level At this level of the business data storage, the information comes from the customer. This information is presented by the customer at the time of placing an order for a specific product. Staff Level At this level of business information system the business or else corporate personnel associate records the information and details regarding the products and orders that have been placed by the customer. At this level we generally select products’ category as well as attach customer order related details with them that afterward become a proper and reliable order. System Level At this level of business information processing the data and information recorded over business information system is processed as well as stored by the system. However, this information is customized and stored according to the system and business requirements Management Level After detailed and systematic processing and management of the business data, the data is stored at the business database. This data is further utilized for performance assessment as well as reporting of the business. Moreover, at this stage management can make use of some effective tools to transform data into the suitable reporting format. Moreover, this format could be used further for the corporate decision making. IS OUTPUTS After the implementation of any business information system, it is observed that business personnel get better outputs from the implemented system. This section discusses the system outputs those could be used for better business system working improved performance: (Verwijmeren et al., 1996), (Schauland, 2011) and (Lucey, 2005) Business Reporting The prime and fundamental facility that Brass Tacks Company Limited will attain through the new business information system will be periodic business reports those will be used for enhanced business performance and analysis. This will be monthly, weekly or day by day reports. Financial Management The new IS for Brass Tacks Company Limited business will offer better support for business financial management aspects. In this scenario business will be competent to manage the business stock or supply, imbursement as well as financial transactions in a much better way. Decision Support The new business information system will offer excellent support for decision making. These will be based on accurate business reporting along with management of financial records. ADVANTAGES AND DISADVANTAGES OF ELECTRONIC INFORMATION SYSTEMS FOR BTC LTD This section discusses advantages and disadvantages of electronic information systems for BTC Ltd: Advantages information system As apparently we can observe large number of business advantages from the implementation of the new business information system. Below I have outlined some of the main business advantages: Easy as well as consistent handling of business data Quite easy processing of information Speedy management of business diverse operations Quick and in time reporting Much higher rate of customer satisfaction Effective business operational dealing Better communication among the business departments Effective sharing of data among all the stockholders Business visibility Better check and balance Security as well as privacy of business data Disadvantages of information system In spite of numerous advantages to BTC Ltd still they can face a lot of disadvantages such as: High investment is required for developing new IS system Possible transformations in business working procedures Cost of training the employees Staff hesitation or else complete rejection to accept new technology Long primarily implementation time Complex handling can lead to some monetary menaces CONCLUSION Information has become a very important asset for the businesses since they make all the decisions on the basis of this information. Thus, the management of this information is also very important. In this scenario, they implement information systems to manage this precious asset so that later on they could get benefit of this information. This report has presented a detailed analysis of BTC Ltd new technology based information system. In this report I have analyzed new business system, main users, inputs, outputs, requirements, and sources of data, advantages and disadvantages of implementing information system. Bibliography Abdul-Gader, A.H., 1997. Information systems strategies for multinational companies in Arab Gulf countries. International Journal of Information Management, 17(1), pp.3-12. Dhillon, G. & Backhose, J., 2001. Current directions in IS security research: towards socio-organizational perspectives. Information Systems Journal, 11(2), pp.127-53. Dow Jones & Company., 2011. Business Information System. 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Verwijmeren, M., Vlist, P.v.d. & Donselaar, K.v., 1996. Networked inventory management information systems: materializing supply chain management. International Journal of Physical Distribution & Logistics Management, pp.16-31. Read More