Online Intranet Performance Tracker - Dissertation Example

? ONLINE INTRANET PERFORMANCE TRACKER Lecturer: Address: Table of Contents Table of Contents 2 Introduction 3 Background 3 Purpose of the project 5 Existing System Problem 6 Suggested Solution 6 Literature review 8 Information Systems 9 Benefits of the Information Systems 10 Industrial Manpower and Resource Organizer (IMPRO) Systems 12 Websites 14 Internal Web Based Intranet 14 Host Servers and Their Importance 15 Case Study 16 Project Analysis 16 Hardware & Software Specifications 17 Input and Output 17 Conclusion 18 References 19 Introduction The last ten years or so has experienced a radical growth in the utilization of the IMPRO systems, but the community has lived oblivious to what the resource contributes as well as creates such as the mobile works. Mobile works represents a platform via which business can be conducted without necessarily installing an information system to the operations thereof included. With the absence of an information system, most of the transactions are recorded in the traditional manual paperwork method, which is done by different departments of the organization. One of the changes that are to be expected from installation of the IMPRO system to the mobile works organization is an increase in performance, which shall be brought about by the renewed element of management. This allows the organization to gain control over the employees as well as data and the maintenance of customer relations, thus the efficacy of the system. The works hit sectors when it comes to the use of technology is the SME industry, largely due to limited finances. The industry is a huge paper pusher and as a result drags along in productivity due to limitations in management (Mitchel, 2008, p. 281). The effect of lagging denies the industry the opportunities associated with better performances especially relating to customer organization relations. Background An information system (IS) is a set of interconnected components working together to process collect, store, retrieve, and distribute information in order to facilitate the analysis, planning, control, decision-making and coordination in companies and other organizations (Burnham, 2001, p. 192). A shift towards the IT sector, IS integration, is the SME industry is hindered by the low productivity levels associated with the organisations and the nonexistence of competitive advantages between the [players in the sector. This compared to the larger organizations in business is a challenge to efficiency and efficacy of the business models. However, the largest backdrop to the lack of a proper IT system with the SMEs is the financial constraints that are involved in business start up, which often culminate to starting the business without the IT frontier. Technological improvement exhibits the necessity of intertwining the business models with IS technology, since communication plays a huge role in the success of the sector as it is a requirement to pass down or on information from one terminal to another. The IS technology offers the business model the advantage of unlimited geographic coverage which facilitates globalization of the industry as management of the business sector can be achieved under the channels provided by the IS technology. Specific to the increased communication is the networks, which allows sharing of data within or with other companies. The Intranet technologies are one of the inventions in this field where communication between terminals is enabled by the use of IP (Internet Protocols) in data sharing, and the computerized and operational activities of the company that are a necessitate to the organization. Networks are also responsible for initiating ecommerce. The online intranets as well as the internet has enabled the business operant the advantage of being able to conduct business through the networks via data sharing and collaborations between the consumers and the producers, which proves effective in the field. The websites are mere instruments, which are used in conveyance of the information (data) online where intranets enable the data to be in the forms of text, audio, still images or audiovisual content from or towards terminals. In the system, there is a need for servers that host the websites and ideally store the website content (data), which shall be used over intranets (Meghanathan, Chaki, and Nagamalai, 2012, p. 194). The Online Intranet Performance Tracker can de referred to as an Industrial Manpower Resource Organiser, (Burnham, 2001, p. 168) geared towards analysis of performance on the workers in the mobile works setting. With the aim of improving the productivity, based on the inputs to the organisation, the tracker acts as a guide by which changes can be made regarding the efficiency that the employees get accustomed to with the changes associated with the IMPRO system. In the structure of the business model, the system benefits of the technology are a manageable hierarchy, which incorporates every player in the organization. The system provides a means by which departmental performance can be managed and followed upon, with action being taken towards the associated or responsible departments or individuals. The IS can be used to track the performance of the departments and their staff on a regular period such as weekly or monthly and the records used for future decision making or analysis. Since the administration has access to the records in the system with the staff being allowed access to the data, but depending on authorization, such as the creation of a profile, which a worker may feed data into such as the reporting time (Reilly, 2003, p. 191). Purpose of the project Conducting business in the conventional and traditional method of using a paper filing system is not conducive for mobile works, though backup copies are recommendable for the organisation. The nature of the field in which mobile works operates requires the organisation to possess a competitive edge over other competitors in the same filed. In addition to the competitive advantage brought about by the network associated system, the business environment is controlled and manageable thereby breeding elements of confidentiality, accuracy, integrity and availability (Burnham, 2001, p. 212) in the business. Through integration of the technology into the operations of the organisation, the performance of the business structure and model is expected to record increases in reliability, convenience, manageability and accountability from the management, staff, consumers as well as suppliers. Existing System Problem Access to information from the paper filling system is tedious and a hectic method which frankly hinders the growth of the organisation since there is unmanageable large data volumes that are transferred between the individuals therewith. The degree of security in regards to personal information privacy as well as a reduced accuracy in the data used expound on the need of integrating information technology in the business setting. The management and hierarchical authorities and control in the business also suffer a challenge in that they are not defined in data and information management, which are a result of inefficiency as well as inadequacy of the current communication conveyance system, which has reduced performances associated with the organisation. Suggested Solution The problems that have been associated to the existing system can be minimized through introduction information technology into the business environment, specifically the integration of the IMPRO system with the business. This approach shall engage the advantages of allowing: Performance tracking on the employees creating a reference to which promotions can be done Creation and maintenance of profiles for employees An overall and elaborate organisation hierarchy that is essential in decision making Information access on various staff members or departments, with limited geographic limitations with the use of the networks Increased efficiencies in planning and scheduling The introduction of traceable rotation and segmentation within the workplace Literature review The field of information technology has a lot of definitions and descriptions. In the business sense it may be regarded as the study or integration of creativity, design essentials and principles, managerial and utilitarian resources and technical support revolving around the possibility of an operational system that is accountable, credible, goal oriented and beneficial to human life, organisation or governance by increasing the effectiveness and efficacy of the environment in which relations between different entities are fostered via the use of computers (Burnham, 2001, p. 89). The definition encompasses different fields as well as scenarios where the element of computing can be used to determine as well as support the existence as well as the input needed by an organisation to generate increases in performance in relation to how the human staff are associated to responsibilities and instilled the needs for data storage and communication regarding conduct as provided by the working and administrative policies. In the economic setting, IT is a necessity in management of the resources available to any organisation. The managerial efficacy as detailed by the IT technologies involves running of several practises and operation concurrent to each other, with the aim of achieving a similar or greater goal, while minimizing the inputs to the practises. Information dissemination is the major role that is associated with the IS system in regards to management, under this the organisations benefit from strategized managerial plans and project management among other associated activities in regards to performance and management in the economic setting (Reilly, 2003, p. 205). The growth that the industry has experienced within the decade can be supported by statistics in the integration of computers into the workplace, such that it has become a mandatory tool for any setting. The adoption of the computers in the business sector displays development in any regions economic sector with reduced failure. An assessment on the existence of the systems means that there is a need to integrate both business and IT to develop economically, in the current era. Information Systems As defined by Mitchel, An information system (IS) is a set of interconnected components working together to process collect, store, retrieve, and distribute data and information in order to facilitate the analysis, planning, control, decision-making and coordination in companies and other organizations (2008, p. 182). Data in a system is necessitated when it is in its raw form, but with formatting by the IS it can be applied to a chosen scenario, if the parameters support the findings. Data plays the core element of the IS and it forms the basis by which developments regarding the IS procedures can be processed to facilitate performance of the system. The procedures that are undertaken by the system are referred to as policies governing the processes in the IS with whose absence data is contained in its raw form. By this definition, the information systems can be regarded as either office IS, management IS, transactions IS, decision support systems and expert systems (Reilly, 2003, 290). Categorization of the information systems means an enhancement in the workflow in an organisation and facilitation to communication. In accordance to this association, the IS systems are responsible for data capture and its processing into a mode understood by the users. Upon the analysis and processing of data, the IS can be used to achieve or formulate solutions to problems that face the management of a given organisation. The solutions are usually a process control, analysis and parameter formulation, which is designed to resemble human expertise in the region. The functionality of the IS can be summarized as analysis of data collected, through a human interpretive technique by which communication is facilitated and governed by policies based on a scenario, in which interaction between the system and the human beings aids in arriving at a solution that is bound to be applicable as well as helpful in a given scenario, based on the data and the analysis technique used (Snyder, 2010, p. 162). Emphasis on the information systems is based on a rising need to improve the efficiencies and efficacies of a specific area based on the situation status. Implementation of the solutions and the approach taken defines the purpose as well as the objectives of the system. This strategic approach to problem solving is an association of human experience as well as data, to formulate a winning combination in the area of operation, which may vary from a simple transaction to a complicated treatment procedure. Benefits of the Information Systems Information systems are exhibited and mostly understood as systems in which data collected from the past and present is encapsulated and provided in a form through which human intelligence can interpreted the results (Walters, 2000, p. 213). Benefits of the systems are determined by the functionality and purpose of the data analysis and its applicability in a scenario, just as human intelligence may make err in judgment, the systems could also be misled or erred by parameters, based on the policies instilled in the system. The benefits are either tangible or not based on the process in which the policies and resulting solutions are applied, but mostly the benefit of the systems is increased performance and effectiveness. A benefit associated with the information systems is centralised distribution of information in a system. Information in the information system is distributed centrally via automation of the system. The centralisation means that all areas in the system are to be spread out based on the use and purpose of the data in the system. The centralization allows access of information from any terminal in the information system framework, which allows the users the opportunity to make use of shared memory. This is the concept that globalization is being achieved since in the business sector. Transactions, management and other roles can be conducted from numerous locations that are not hampered by geographic location (White, 2011, p. 381). By central access, information is obtained from one access point, thus giving rise to an increase in efficiency and accessibility that would be a challenge if the paper filing system were used. The chances of errors in the system are eliminated by central access to information. The accessibility issue allows users in the system to make inferences to data as well as the data entrant thereby increasing the performance as well as accountability. Backing up of information by the integration of information systems in the business sector, as well as other sectors, is enhanced. Data in the IS may be replicated over several servers, in which the updates on the data is reflected when changes are made to any one entity. The benefit that is associated with data backing up, except from security of data in the event of server malfunction is a continued runtime of the IS. Downtime in an IS is common during maintenance checks and in the event a server fails (Williams and Sawyer, 2010, p. 392). Other benefits that are associated with the IS include fault tolerance in the case of file corruption and continued data processing regardless of the nature of a single server. The purpose that is associated with data backup is elimination of the risk associated with data loss as suggested in the disaster recovery theory. Record keeping is a challenge when papers are involved. The IS systems provide the users with a structured approach to data inputs, thus allowing a proper and presentable data format. The templates that are used in data feeding increases the efficiency by which data is recorded in the system as it is opposed with paper where the data could be inserted haphazardly and messy. The record keeping advantage is also associated with enhanced communication between players in the industry with the IS being able to capture various aspects such as a timeline in data inputs and analyses. In the communication aspect, the IS closes the gap that is created by culture and geography by the elements of globalization. The communication between terminals amidst the network, to people in different parts of the world as well as cultures, exposes as well as informs individuals at either terminal. The communication protocols allow transfer of different data formats which enables various functionalities in the IS systems in which awareness can be raised regarding a challenge, opportunity or prejudice. Industrial Manpower and Resource Organizer (IMPRO) Systems The IMPRO systems are a class of Information Systems with the aim of hierarchy conservation and maintenance, within a structure of an organisation, which in most cases is a business. The system can be referred to as a structure under which the organisation structure is analysed from the highest managerial administrator to the individual employee occupying the lowest administrative post. The organisational structure, mostly matrix structures, departmentizes its employees, which creates clusters of employees who are placed under mangers, to whom they report. The IMPRO system takes into account the role that each of these individuals play in the achievement of success and effectiveness in running the venture (Williams and Sawyer, 2010, p. 92). In an organisation, the structure in management plays an important role in the planning of policies regarding the operations and status of the staff. The structure establishes the directing, organisational skills and techniques, coordination and control, physical inputs such as hardware, software and communication channels in an organisation. Although the IMPRO system invokes these aspects of the organisation, its area of specialization lies in the Human Resource department. The procedures that are then associated with the system include strategic approaches to challenges, issues, dispute resolution and other circumstances can be determined by data collected from the HR department as well as empirical data that is used in making decisions which mostly regard the performance of the system. The gaol that most managers have in mind is making the most out of the scarce resources they have, usually associated with exploitation of one resource. The IMPRO system comes in as a means by which balance between the resources in the organisation can be achieved and secured (Williams and Sawyer, 2010, p. 201). The IS is thus a managerial tool that helps identify as well as resolve issues that are raised by both the employers as well as the employees in any working environment. An IMPRO system has characteristics that help in its identification, these characteristics include: Maintenance of an organisation’s information and data in different locations, physically Job rotation in the case of an individual occupying a position for a long-time Access to data from different terminals, e.g. departmental terminals and data Ability to manage the job vacancies and positions Tracking and awarding employee performance Managerial performance analysis Employee and staff profile evaluation and safeguarding Establishment of a decision making hierarchy Departmental management and organisation The characters of the IMPRO system contribute to the degree of effectiveness in management associated with this form of a system in an organisation. An IMPRO system shall allow management the benefit of being able to retrieve data as well as store it with ease. The nature of the IS needs to be determined by the type of data feed, which is based on the types of activities that are associated in the operations of the organisation. The management makes decisions on the policies that are to be integrated in the system that govern how managerial and operational reasoning is to be arrived at. Websites Websites are regarded as software made up of WebPages with content in the form of text, images, sound or video that is meant to serve a specific purpose. The websites are hosted by web servers, which may use networks such as intranet and LAN to convey data from one server to another. The IMPRO system makes use of business websites for managerial and organization control purposes. Websites are a means by which external connections are established in the case of regional restrictions. The integration of websites allows access to a wealth of information useful in the managerial capacities. Internal Web Based Intranet The best approach to intranet, is regarding it as a limited internet connection of computers within a given network. The intranet platform is an open source allowing connectivity between computers, in an IS. The access to data is dependent on the administrative authorities offered to the server operator. Storing information is common source allows the organizations the chance to have on the administrative and operational costs. The intranet resource eliminates the inadequacies that are associated with storage in physical media, which in the case of mobile works is paper work. Host Servers and Their Importance Placing data in a server facilitates its use over a network. The servers are computers, which constitute a network, but act as storage media, which allows other computers in the network access to the data it has. The host or server machine, stores data based on address bars which the users may use to access the files. The servers feeing a network provide the files, when prompted by the user. The address that is used in the computers connected to a server is usually typed into a browser that could be designed specifically for a given management purpose. Authorization is necessary for anyone accessing information in the server and the administrators are the only group of persons provided with the authority of making changes administratively. (Snyder, 2010, p. 101). The major purpose of the servers is provision of data to the network in which it is connected. The server serves the network with data upon request. In addition to providing data, the other role assumed by the server is storage and control of the data. The server allows administrators access via control panel in which records, settings and preferences can be altered Case Study YASH client, management software operating under a group of mangers also facilitates communication using the intranet network in an organization (SyncEx, 2012). The software provides employees with organization’s data and collects data inputs necessitating procedures and activities. The software takes on the traits of a communication hub, enabling the collection, alteration, removal and retrieval of data of importance to the managers. Project Analysis Study of the System An organization is made up of a defined number of managers obligated over different roles and rankings in the organization hierarchy, such as marketing and human resource. The coordination, management of the organization based on planning and organization allows the managerial staff into handling different managerial issues. The IMPRO IS makes use of management functions through the organization hierarchy, which has excellence, decision-making and competitive advantage (Walters, 2000, p. 121) as the core policies in matters that concern the development of new products, services and business models, clients and suppliers relations and survival tactics in the business front. A combination of the factors results to an increased performance and productivity in association with the IMPRO system. ­The Online Intranet Performance Tracker system shall show prowess in management in: Managing simple tasks that require accuracy and clarity such as employee records. Make estimations regarding the human resource inputs and outputs Provide support to the graphic user interface for operators and users Hardware & Software Specifications Hardware usually refers to specific equipment that is used in organization in computing terms. The particulars are essential for software and applications. The Online Intranet Performance Tracker system requires the following hardware requirements: a). Intel Pentium brand Processor of or higher describing the processing power for the system to run proficiently b). 128 MB RAM or higher describing the memory requirements for processing files, Cache 512 KB for temporary storage of data, and c). 16 GB Hard disk for stable data for future use d). Windows 2000 or latter Operating system installed with Front End interface of VB.Net and Adobe Dreamweaver required for the IMPRO system front user that will work together with the end user and Back End SQL Server 2000 responsible for developing and storing the database. Programming languages that will be used in the developing stage include HTML, JavaScript and CSS for developing the user interface website platform, PHP for server side scripting and database connection. Input and Output Input Design The input design facilitates interaction of the system and the user via data input. The design represents an economical approach for end users precision and data integrity for eased implementation. The IMPRO system data input for communication amidst user and system () majorly the system performance oriented inputs. Increasing the interactivity between users is enabled by the use of: Forms – used in determining the correct form of data to feed into the system, interacts with the user by acclimatization of data fed, one form of interaction is requesting a specific data form. Menus – the interface makes decisions based on the required consequential input via a list of possible applications, which could popup, appear in bars or blocks. Output Design In every system, an input is expected to have an input. The output represents a crucial element of the IMPRO system whereby fed data is presented in a formatted form for easier understanding by the human users. The output by the system is regarded as feedback to stimuli that could be either positive or negative. The IMPRO system output appears in the form of reports, which are well formatted for investigative and editing purposes. Reports in the system may be categorized based on demand by the user as well as the information that is included. Conclusion The IMPRO information system that is discussed in this report is subject to change based on the change of the needs by the users as well as with possible developments in the future. The system incorporates technologies created for today’s use, but with the rapid growth of the technology sector, provisions for expansion and upgrades are a necessity (White, 2011, p. 291). For the report, the IMPRO system discussed is specifically designed to meet the needs of the organization as provided. References Burnham, C. (2001) Web Hosting. New York: McGraw-Hill/OsborneMedia. Meghanathan, N., Chaki, N. and Nagamalai, D. (2012) Advances in Computer Science and Information Technology. Computer Science and Engineering: Second International Conference, CCSIT 2012. New York: Springer. Mitchel,S. (2008) Create Your Own Website. 4th ed. New York: Sams. Reilly, E. (2003) Milestones in Computer Science and Information Technology. Michigan: Greenwood. Reilly, O. (2003) Milestones in Computer Science and Information Technology. Boston: Greenwood Press. Snyder, L. (2010) Fluency with Information Technology: Skills, Concepts, and Capabilities. 4th ed. London: Prentice Hall. SyncEx. (2012) SyncEx Employee Portal Case Study: Business Case Study: Enterprise Content Management Solution for Employee Self Service Portal using IBM WebSphere Portal Software. http://www.syncex.com/case-study/employee-portal-enterprise-solution.html Walters, E. G. (2000) The Essential Guide to Computing: The Story of Information Technology (Essential Guide Series). London: Prentice Hall. White, M. (2011) The Intranet Management Handbook. Boston: Facet Publishing Williams, B. and Sawyer, S. (2010) Using Information Technology 9e. 9th ed. Boston: Career Education. Read More