Operation Information System Management - Report Example

? Operation information system management Introduction Information system refers to a combination of various component used for gathering, storing the collected data, processing the data as well as channelling information to the required recipients (Oz p.81). In addition, corporate entities utilize information system to communicate what they offer to customers located in different parts of the world. The information system constitutes f some components. Among those components includes; computer software, data base, computer telecommunication, people and data (Bagad p.6). The telecommunication component constitute of information technology that helps to channel information to all the departments within an organization. In addition, information technology encourages creativity and innovativeness because of dynamism experienced in business environment. The major types of information systems include; functional system and organization information systems. Functional information systems provide support to specific departments within an organization (Encyclopedia Britanic pp.1-3). An example of functional information systems include; production system, marketing systems and cross functional systems. Those systems helps in ensuring that there efficient and effective logistics operations (Encyclopedia Britanic p.3). On the other hand, organization information systems are those systems that enhance effectiveness and efficiency in organization operations. Among the organization systems include; those that provide support to the organization operations, organization knowledge and managerial support. Operation support encompasses three major areas of operations namely; supply chain management, transactional systems and management of customer’s relationships (Encyclopedia Britanic pp.2-3). Knowledge support system facilitates flow of knowledge through out the organization. Among the knowledge systems include; collaboration support systems, professional knowledge support systems and knowledge management systems. A collaboration management system helps to ensure proper coordination among all departments within an organization. On the contrary, a professional knowledge management system helps to promote cohesiveness among different professionals working together in a company. Connectively, management support system entails decision support models such as executive support systems and managerial reporting systems (Encyclopedia Britanic p.3-7). Therefore, this study will provide a comprehensive report and an analysis of the role and acquisition of information systems for TGL senior management as well as line management. Role and acquisition of IS for TGL for its senior management and line management Information system involves three major roles namely; providing support to business operations, making managerial decisions and providing support to achieve strategic competitive advantage (Bagad p.2). Business operation role involves applying information systems in recording inventories, billing of vendors and customers, management of cash flows to mention just but a few. For example, it can be scrutinized that TGL Company has an account department that takes part in executing business operation role. For example, it was reported that TGL account department makes purchase orders as well as make payment for goods and services on behalf of the entire organization. In addition, TGL marketing department conduct marketing research to determine popularity of their company products and design marketing strategies that can be employed to market their company products. Whereby, marketing managers provides managers with necessary information that can help them make sound decisions on the most appropriate design that can be employed. On the other hand, information system plays decision role, this involves providing information that may help TGL managers to decide whether to invest, divest or not to invest on a particular product (Bagad p.2-3). Finally, information system plays strategic advantage role through application of computer networks and systems in enhancing services delivery. For example, adoption of mobile applications that enables customers to make orders immediately at any time act as a competitive advantage (Bagad p.1-3).It has been reported that TGL aims to embrace e-commerce through application of new technology that is unique from its competitors. The triangle below provides a summary of the roles of Information system (IS). Strategic Advantage Managerial decision making Business operations Source: (Bagad pp.1-3) In above connection, an information system not only plays the above roles but also plays other functions such as ensuring there is proper formulation of policies to be adhered to by all the participants. Additionally, it provides a proper mechanism for ensuring that there is proper scheduling of activities and task to avoid failures and losses (Bagad pp.1). Information system further helps in managerial decision making and solving any perceived problem that may affect business operations. For example, the TLG senior management may utilize information systems to solve conflicts that may arise in top, middle and lower levels of management. This is because it provides with an effective channel of communicating ideas to all the concern stakeholders within and outside the organization. This further helps to avoid conflict and misunderstanding that could arise due to lack of proper flow of information and ideas to all TGL departments (Bagad pp.1-4). Transformation process model involves interconnection of interrelated components. Those components include; inputs, transformation process, out puts, feedback and control. On the other hand, system thinking involves taking into consideration not only internal factors but also external factors affecting the company operations (National Defence University, paras1-5). On the contrary, system thinking may involve thinking of an organization as an open system rather than closed system. This means that senior and junior managers of TGL company should take into consideration factors such as; External and internal competitors that may affecting operations of TGL Company. Additionally, senior marketing managers of TGL Company should conduct marketing research to determine customer’s needs and look for ways of meeting them. In above connection, TGL management team should take into consideration government regulations and policies that may affect their company operation. Connectively, political, social and economic factors should be taken into consideration. Therefore, transformation system may occur into two ways namely; closed and open system. A crossed system does not take into consideration those factors outside the organization but rather it considers only those factors within the company (National Defence University, paras1-5). On the contrary, open system does not only take into consideration those factors within business internal environment but also external factors that may directly or indirectly impact on business performance (Bagad pp.4-5). Therefore, in this study TGL company utilized used cotton, iron, fabrics and labor as inputs in manufacturing of garments. The inputs were utilized within production department whereby, the company manufactures garments such as shirts, pants, uniforms among other clothes. After inputs within TGL were installed, processing transformation process begins whereby; the inputs installed are transformed into products that can be used for human consumption. Additionally, TLG transformation process does not only involve transformation of raw materials such as fabrics and cottons but it also involves transformation of accounting information into financial statements and reports that can be easily understood for managerial decision making. For example, information pertaining stocks was recorded into computer systems, whereby some software such as quick books, excels, statistical software like SPSS may be utilized for the purpose of data interpretation and analysis (Bagad p.5-6). In above connection, transformation process involves changing out put process. Whereby, raw materials that have been transformed are released out as finished products. The products/ information released should be delivered to the intended recipients promptly in order to act on available information. For instance, the senior management may utilize financial information from the accounting department to make prompt decisions. Whereby, failure to utilize the available information within the scheduled time frame may make decisions arrived to be ineffective (Bagad p.5). Transformation process model further involves feed back and control whereby, after information / products had reached the intended recipients, they might react to such products and give back some vital information that might help senior management to understand customer’s feelings and perception. This may further help to determine whether TGL Company was able to meet its set goals and ‘objectives as intended. Whereby, failure to meet the objective may cause TGL management team to establish some control systems in ensuring that the intended goals and objectives are fully realized within the set time frame. Control systems may help to regulate the type, quantity and quality of inputs getting through the transformation system. Both feed back and control system are considered to be among the vital components of a transformation model that provides senior management with vital signs on whether there are any deviations emanating from the system in order to establish relevant control mechanism (Bagad p.5). 2) You are asked to look into the possibility of installing a new network infrastructure and deploying technological gadgets. Please make suitable recommendations after evaluating current networks and new technologies available for operational use in organizations like TGL. It has been reported that TGL Company had experienced substantial growth and high complexity on its operation. For example, it was been reported that ten years ago TGL Company had ten employees whereby, the company was located in a small city comprising a population of 500,000. However, the company has experienced substantial growth and the currently the company employs more than 150 employees located into 2 major cities. This means that an efficient and effective communication infrastructure needs to be established within the company to enhance communication and companies operations. Some of the networks that might be installed include; Wide Area Network and Local Area Network and Cisco network. Therefore, prior any network installation are made, the senior management in the information technology department should take into consideration some factors such as; cost effectiveness of the available network s, efficiency of the networks to the customers and other external users. In above connection, the installed network should be able to manage complex database and conduct effective business computations. Connectively, the installed network should enhance advertisement as well as data processing (Pang, pp.332-350). This means that the senior management should assess the kind of network to be installed into six phases namely; definition phase, in this phase, the management should identify the needs for a new network as well as the risk and benefits of the selected network. The second phase involves, selection of the best supplier to supply the company with the most efficient and effective network, the third phase involves testing the performance and effectiveness of the installed network, the forth phase pertains implementation of the new network; the fifth phase focuses at integrating the new network with already existing network. Finally, the sixth phase involves implementation and execution of business operations using the new installed network (Pang p.325). Therefore, due to increase complexity and diversification of TLG Corporation, the senior management in the Information technology department should recommend for the adoption of the most reliable, cost effective and efficient networks. They company may adopt Cisco network. This network comprises of routers, cable and switches. Cisco network enhances organisation operations by providing the basis where network can be shared among multiple computer devices. This helps to reduce cost associated with application of one single network. In above connection, if TGL Company adopt Cisco network in its operation, three basic benefits may derived; those benefits may be categorised into three section namely; resilient design, robust network management and optimize operation management. Resilient design does not only enhance cost effectiveness but also prevent any perceived failures that occur (Cisco Systems Inc pp.3-4). In above connection, Cisco network provides a robust network operation that can be able to embrace new dynamism in information technology. This provides an organisation with an assurance that there will be an efficient flow of operations within and outside the organisation (Cisco Systems Inc p.4). 3a) Advise on a suitable set up of operations using a carefully chosen e-business model and to specify a suitable online portal (website) design features/functions. You are asked to pay particular attention to business operations, for example analyzing the impact of e-business over traditional processes of the organization. The best online website (portal) for e-commerce may be determined by taking into consideration some factors such; the products/ services that the company is offering to the customers, customer’s security, control and flexibility. The senior management of TGL should take into consideration some a web feature that will make sales of their clothes and garments increase. For instance, the e-business model should by ensure that customers have an easier access to the company online portal. This means that the e-model should not be complicated so that customers can access the products offered without difficulties. In above connection, security of customers is paramount and therefore, when designing a website the information technology managers should take into consideration security of customers (Botha, Bothma and Geldenhuys p.296). This means that they should design web sites that guarantee security of customer’s credit cards. Additionally, the company should prepare customers friendly website that can allow customers to navigate easily and explore TGL online stores. This may provide customers with an opportunity of selecting products that meet their needs and want prior making any purchase decisions. In above connection the model should provide customers with an opportunity to exercise control and maximize their utility (Botha, Bothma and Geldenhuys pp.295-297). Below is a sample of a business model that TGL Company may adopt. Production/Manufacturing Communication Research and Development Service Delivery Training Source: (Burke P.1) In above connection, e-business allows direct selling of products to the customers. This helps to eliminate traditional retailers that were involved in the supply chain, making it more efficient to the customers. Unlike traditional process that relied heavily on customers and sellers physical presence, e-business enables the company to reach customers virtually making it possible to save time and financial resources (Cruz-Cunha, Maria and Joao pp.2-10). Connectively, e-business provides the company with an opportunity of reaching numerous customers located in different geographical location within a shortest time possible. This has further led to an increase in sales and companies profitability. In above connection, e-business enhances the alignment business vision, goals and objectives with its corporate strategies. Through e-business model TGL Company can be able to become more competitive than other companies in the industry. This is because it provides the company with a broader market where customers can see and select different brands offered by the company based on their taste and preference. Unlike traditional process, e-business enhance marketing research and market testing which helps to determine what the customer would like to have and prevent losses that could be incurred. Additionally, e-business has made communication between the customers and corporate executives to be come more effective, whereby customers can make online inquiries regarding a particular product before, during and after making purchases (Cruz-Cunha, Maria and Joao pp.2-10). 3b) Consider the drawbacks of introducing this type of customer and information processing technology for both the customer and the company as the supplier. What problems could arise from this method of transacting with this company? However despite having numerous positive impact and benefits, e-business have some negative some negative impacts/ draw backs that TGL senior management should take into consideration. For example, application of e-business there is of face to face interaction between customers and the business. This may detriment customer’s relationship whereby customer’s loyalty may be lost. E-business exposes the company to stiff competition in the global market (Cruz-Cunha, Maria and Joao pp.116-117). Unlike traditional process, e-business requires more time and money to operate and manage. In addition, application of e-business may require utilization of technical expertise. Whereby, some of the customer may not have such expertise and hence they might be locked out of business. Additionally-business keeps records for all online transactions under taken by the customers for a given period. This may compromise customer’s privacy because it allows an authorised access to customer’s transaction data (Cruz-Cunha, Maria and Joao pp.116-119). However, the benefit of adopting e-business over traditional process outweighs its drawbacks and therefore, TGL management should try to adopt it. Conclusion Information system refers to a combination of numerous components that are utilized in collecting, storing, analyzing, interpreting and presenting information. Among the components of information system that TGL company should adopt includes; computer software, computer data base which act as a ware house. In addition, information system include; computer telecommunication, people and data. The roles of information system involves three major roles namely; providing support to business operations, making managerial decisions as well as providing support to a competitive advantage. In above connection, both transformation process model and system thinking concept have been scrutinized. Whereby, transformation process model involves an interconnection of interrelated component such as; inputs, transformation process, out puts, feedback and control systems. On the contrary, system thinking involves taking into consideration not only internal factors affecting the company but also external factors. This means that the senior management at TGL Company should consider internal and external factors to be effective and efficient in their management operations. Additionally, it can be scrutinized that TGL Company had undergone via expansion process making it necessary to adopt a network infrastructure such wide area network or Cisco network to carry out its operation more effectively. Conclusively, the study has put forth the impact of e-business over traditional processes as well as the drawbacks of introducing online trade to the customers and business. Works Cited Bagad.V.S.Managemernt Information Systems. Shaniwar Peth, Pune.Technical Publications, 2009. Print. Botha, J A. R, C H. Bothma, and P Geldenhuys. Managing E-Commerce. Lansdowne: Juta, 2004. Print. Burke.J.E. E-business Basics: A prudent Basic Report. 2005. Web.25 April 2013 < http://www.prudens.com/patens/basicrepts/ebusbasics.html>. Cisco Systems Inc. Cisco Network Availability and Operations Optimization Services. 2009. Web.25 April 2013.Retrieved :< http://www.cisco.com/en/US/services/ps2961/ps6897/ serivces_Network_Availability_and_Operations_Optimization_DS.pdf>. Cruz-Cunha, Maria M, and Joao Varajao. E-business Managerial Aspects, Solutions and Case Studies. Hershey, PA: Business Science Reference, 2011. Print. Encyclopedia Britanic, Inc.Information Systems.Web.23 April 2013. . National Defence University. Strategic Leadership and Decision Making. Web.23 April 2013. Oz, Effy. Management Information Systems. Boston, Mass: Thomson/Course Technology, 2009. Print. Pang, Sauming. Successful Service Design for Telecommunications: A Comprehensive Guide to Design and Implementation. Chichester, U.K: Wiley, 2009.Print. Read More