The Role of IT Management in Organizations - Research Paper Example

Information Technology Information Technology Part One: The Role of IT Management in Organizations Is it little secret that today’s increasingly competitive and globally interconnected world requires that businesses take a strong look at how to more effectively integrate information technology into the scheme of everyday operations. It is no longer important to simply implement the latest technology in the scheme of any given organisation, but it is critical that any new resource to be added is effectively managed and first well with the needs and vision of the company in general. As such, information technology management has become the buzzword of the future that will guide how various pieces of new technology are either successfully integrated within the scope of any given project, or are discarded as being unnecessarily and waste of resources. As you know, Magnum Enterprises has enlisted my to head the information technology management team. As such, I wish to outline my understanding of what this important role entails, and how such an effective management of new software and hardware to implemented company wide can help to facilitate a more streamlined and profitable business model in the end. Not all software and hardware is created equal. Software developers and hardware engineers, for example, do not necessarily concern themselves with the practical applications of their various inventions. Instead, they are tunnel visioned on creating the best product they can, regardless of the end user or industry that will eventually make use of them. These individuals are sorely needed in the information technology realm of the modern age, yet recent history has shown us that they are not necessarily equipped to adequately manage the effective implementation of such products with the scheme and scope that defines Magnum Enterprises. In fact, some software packages and hardware tools may the best available, yet be determined to be inefficient within the working organisation that we ourselves have created. As such, it will be my role to work with my team to determine the very best products on the market that will truly push us forward with maximum efficiency and productivity. In my estimation, that is the role of the information technology manager. The first task our team should accomplish is to analyze the needs and priorities that we have in each division at Magnum. We need to ensure that we understand these critical areas in order to effectively manage the software and hardware that we incorporate into these areas to meet the objectives of each respective team (Benamai, 2007). In essence, the strategies of our business and the technology that were choose to incorporate must be aligned and in sync with one another. It should be noted that I am not discussion a move towards the management of information systems. Such a process involves the automation of various pieces of technology, which is something that our team will not be dealing with. Instead, our task it to determine how to take the very best that the information technology field currently has to offer and seamlessly integrate that into the scheme of our business that is Magnum Enterprises. Initially, our primary focus should be on educating ourselves and department managers about the value that technology creates for us. As I mentioned, technology can either make our life easier or more difficult depending on we choose to incorporate it into our existing business model. If an existing system is working properly and is relatively up to to date, there would be no need to integrate a new piece of technology into the equation that might realistically result in the loss of man power during the transition stage. Couple that with the need for more training just to integrate a new piece of software or hardware, particularly when what we were currently utilising fit our needs just fine, would in the end prove counterproductive. It will be the role of our team to not only look for ways to use technology to enhance our overall productivity as a company, but also to ensure that redundancy does not creep in. We will strive to not incorporate new information technology into our current mix unless it can be proven to be seamlessly integrated and provide us with a positive impact in the long run (Benamai, 2007). If these cannot be assured, then we will continue to look elsewhere until we find what we are looking for. The value of our team will be noticed at Magnum when we can highlight to all employees the many ways that technology creates a fustian between both the internal and external environments existent throughout our organisation. This is important to note, as technology must be seen as a tool and resource to accomplish our work, yet it does not reflect all of who we are. We are a business increasingly focused on e-Business, for example, so much of our focus in on customer knowledge management. Yet, in order to do this, technology is useful to help various departments and divisions better understand the needs and desires of each and every customer that trusts in Magnum to deliver a quality product. Our role in this component of business, then, is to find software and hardware packages that best enable customers to be taken care of, resulting in them coming back to us time and time again. In addition, the same can be said of our relationship with suppliers. If we do not have a working understanding with each supplier, we can end up in a situation where we running short of needed products, or where cost overruns become commonplace. Again, the objective of our team is not necessarily to facilitate these endeavours, yet we must work to provide the individuals that are charged with this responsibility with the technological tools that would prove most helpful in effectively accomplishing this work. These examples can be repeated throughout the organisation that is Magnum. By implementing the right software and hardware products across divisions, we can truly move forward in our goal in remaining competitive in an increasingly global marketplace built on technology and Internet marketability. As your newly minted information technology manager, I can tell you that our team will initially be focused on conducting a thorough examination of the existing information technology infrastructure that is in place at Magnum. This will enable us to develop a snapshot of where we stand as a company and give us the ability to create a scorecard of sorts that allows us to know what areas we are currently excelling at, and which we need to develop a plan for improvement. Upon conducting this analysis, we will be looking specifically at our existing software, hardware, networks, and technology facilities that are currently being utilized. As we look at each of these areas, our team will be developing, testing, delivering, monitoring, controlling, and support various information technology services in order to determine what we can be doing better to support the vision and objectives that define Magnum as a company. It is important to note that this process is not meant for us to make drastic and rapid change. Such decisions do take time, as the implementation of new pieces of information technology systems should not be taken lightly. Not only is there is a considerable expense involved, but the retooling and retraining of systems and personnel does cause a temporary decrease in productivity across the organization, so this is something we have to take into account (Gable, 2004). On the contrary, during this stage of our initial work, we will allow current systems to operate as they are presently configured in an effort to determine certain inefficiencies that could possibly be met with the introduction and integration of new software or hardware that is on the market. There are objectives that we hope to meet in terms of information technology management at Magnum. Throughout the process, these can largely be divided into one of seven different areas and they will define who we are as a team moving forward. My role as an information technology manager is to direct the team towards adopting software and hardware packages that are considered to the ‘best practices’ in our industry, and to incorporate strategies and techniques that are most commonly accepted throughout the information technology community. This involves a belief that objectives discussed below in order to be able to guide Magnum Enterprises in their quest to better organize and mange the various information technology operations that we have in place at our company. Our first objective is to reduces the many costs associated with information technology. Keeping on the cutting edge of technology does not have to be expensive, yet costs can certainly get out of control quite quickly. To this end, we will begin to work with all departments with Magnum to prioritize and manage their respective needs, with an eye on costs containment procedures. All technology will be manage in such a way that new implementations and upgrades only take place when they are deemed to be in the best interest of all parties involved. Various cost factors must always be taken into consideration when integrating new technology systems into our existing structure. These include any possible system downtime, a temporary loss of productivity as retraining takes place, and the merging of old protocols with new (Benamai, 2007). All of these results in real or actualized expenses, so our team must take these into account as we began to more effectively manage the information technology existent at Magnum Enterprises. We will also be looking at how improve our current information technology services by implementing proven best practices in place at similarly structured organizations. It is critical that we not reinvent the wheel if we do not have to. In addition, by examining the best practices in the industry, we can avoid making the same mistakes that others have who have attempted certain technology based integrations before us. By implementing strategies that have a proven track record, the IT management team can look towards improving upon the services that we currently have moving forward. Minimizing errors in process, and maximizing efficiency through the use of technology should be our primary goal as a management team (Mateosian, 2011). Magnum Enterprises would not exist were it not for our loyal customer base. While our team may not necessarily deal with customers on a regular basis, we are the ones that make it possible for customer knowledge management teams to more effectively do their job. As such, a primary objective of the information technology manager must be to help the organization improve levels of customer satisfaction throughout all divisions. We can begin to accomplish this objective by developing a more professional approach in the way we deliver information technology services throughout the company. A goal will be to have a more streamlined system of receiving technology related help tickets, and assigning an individual from our team to work on any issues that arise in a quick and expeditious manner (Phillips, 2013). For every minute that a component of our system is down, that is a minute that Magnum employees are unable to service the needs of our customers. Our task, then, is to work behind the scenes to ensure that all existing components of our existing information technology infrastructure is managed in such a way that everyone in the company is able to perform their duties in an effective manner, while making proper use of the software and hardware that we have at our disposal. Along these same lines, our information technology management teach will be looking for ways that we can improve the overall productivity of the company. While we are doing well at the moment, there is always room for improvement and technology can certain be useful towards achieving that aim. We will begin looking at our existing software and hardware systems to determine if there are any areas that we are currently deficient in. Perhaps there are systems that are redundant and should be integrated in order to streamline certain critical processes. There might be some areas where we are underutilizing technology, so looking to implement a new piece of hardware or software could be just the answer that we are looking for. Whatever the case, we will take some initial time to examine and analyze every system that we currently have in place and begin to draw up a master plan for the future that is designed to improve productivity across the board. Finally, it is important for each member of this new information technology team to look at his or her own self and determine what skills and experiences they bring to the table. Rather the reinventing the wheel, we should be focusing on making certain that the very best people are involved in managing the pieces of technology that fall in their area of expertise. In so doing, we can maximize the potential of our team, handle service requests more efficiently and expeditiously, and enhance the productivity of all software and hardware packages that Magnum Enterprises incorporates into its daily operating structure. If we find that a member of our team is working in an area that is not really touching upon their skills and experience, it is the job of the information technology manager to move them over to an area where they can be more productive (Phillips, 2013). Our goal is to help Magnum Enterprises make use of technology to such a degree that all systems are being optimally utilized and enable everyone to perform at a level that is highly effective and, in the end, profitable for the organization as a whole. In concluding, I wish to touch upon what I see my specific role being as your new information technology manager. In essence, the information technology manger is similar to a project manager, with the exception that the focus in on the integration of technology throughout the organization. Whereas a project manager is responsible for any given task with a clear beginning and ending date, the IT manager must look at the big picture in terms of the entire technology scheme for the company. My role is ongoing and continuous, which is why I will initially focus on developing a solid team around me that is well structured and organized. In the end, this will enable us to be more cost effective and productive, which is obviously the ultimate goal. Within this team structure, I will be working to design an education and training program that brings everyone up to date on the planning, designing, selection process, and procedure for implementing new hardware and software effectively with the operations of Magnum Enterprises. Our team must first be highly knowledgeable before we can get the rest of the organization on board, and this needs to be my first priority moving forward. As your new information technology manager, I need to be able to integrate the members of my team into their specific roles of providing quality information technology services throughout the company so that we can more effectively utilize the programs that we currently have, and well as integrate new programs that the team determines would be a good fit for us. Part Two: Handling e-Business Challenges at Magnum Enterprises It is great to note that the fist six months of the information technology management position has seen some positive developments at Magnum Enterprises. During this time, we have strengthened the existing information technology team, implemented a solid training and education program, and have reevaluated all of our existing software and hardware packages. We have begun to cut expenses and increase productivity simultaneously, and we are looking towards the future in terms of integrating new technology systems that fit well within our existing operational structure. With that in mind, one current weakness in our technology infrastructure at the current time centers on e-business capability. At the present time, our e-business operation and strategy is mediocre at best, and we are under pressure to quickly and effectively improve our performance in this area. To do so means that we must focus on how to better utilize our technological ability to enhance our present on the Internet and to be able to market effectively to a wider global audience. This involves receiving input from various divisions at Magnum, so we are going to put together a task force that includes members from our information technology management team, but also includes leaders from the operations, marketing, finance and legal departments. As we begin to focus on the task in front of us, it is important to first revisit the concept of e-business, and to be reminded just why it is such a priority for the executive team at Magnum at the present time. Simply put, e-business is the merging of information and communication technologies to come together an support all aspects of the business model. As such, the task is to various components of our existing infrastructure and to make it integrate seamlessly throughout all company operations in an effort to expand our presence electronically. Such communication and information technology expansion allows us to increase our exposure to international markets and to open up an entirely new customer base. In order for this to effectively occur, however, we must do a better job at bringing together all departments in the company, determine the needs of each, and learn how to better ensure that those needs are being met in a profitable and efficient manner. Electronic commerce actually involves the exchange of our own products and services with outside businesses, suppliers, and customers. In essence, any individual associated with Magnum Enterprises can benefit from a more productive and enhance e-business model. It is imperative, however, that all divisions work together to ensure that the system does not break down, that all legal and security avenues are properly accounted for, and that we do market any activity that we cannot, as of now, deliver. This takes a cooperative effort, which is the rationale behind the formation of this task force. If we are able to revitalise our e-business presence, we will be able to better link both our internal and external data processing systems in a more seamless manner. This would enable us to work even more closely with our suppliers and partners than we are able to do today, which in the end will benefit our end user, or customer. The Internet is a powerful guiding force behind this. It is also a force to be reckoned with, however, as security concerns abound, and Magnum Enterprises is certainly no immune. The task of the information technology management team must be to initial implement systems and processes that are private, safe, and secure (Beynon-Davies, 2010). These networks must also prove themselves to be effective and efficient at managing the internal functions that they are designed handle. It is important to remember that e-business functionality is not only about e-commerce. In fact, commerce is just one aspect of conducting business electronically. If we lose sight of that fact, we will fail in our efforts to satisfy the vision of the executive team in enhancing our ow business model in an online capacity. Our goal in create a more formalized e-business structure rests in our ability to strategically focus the company towards create a more enhanced electronic functionality throughout our operation. While we are certainly going to be interested in opening up more e-commerce routes via the Internet, that is not our initial primary focus. Instead, our joint objective is to compile a formal to enhance our supplier and business relationship with existing stakeholders in an electronic arena (Smart, 2008). Once we are able to do that, e-commerce functionality will naturally occur as a by-product of this endeavor. Our operations teams is interested in devising ways in which our electronic business functionality can be used to span the entire value chain. This includes enhancing our ability to purchase supplies electronically, more effectively manage our existing supply chain, be better equipped to handle customer servicing needs as they arrive, and improve upon our cooperation with business partners in our industry. These all fall within the parameters of the operations department, yet for each of objectives to work effectively, the legal team must be satisfied that safety and security is accounted for, and our own information technology management team must be able to meet the needs and desires as set forth by those in the operations department. This is yet another example of why this task force is designed to ensure the a new rollout of our revitalised e-business presence will be effective and productive from day one. In order to accomplish these goals more effectively than we are at the current time, the information technology team would need to look for ways to incorporate the technical standards necessary in order to facilitate e-business functionality in terms of exchanging data between companies (Beynon-Davies, 2010). As of now, we have determined that we need to begin looking for e-business software software solutions that will allows us to more effectively integrate both intra and inter firm business processes. Doling so will certainly enable the operations department to more efficiently working in a virtual environment to shore up existing relationships with suppliers and customers. We can accomplish in the short term by looking at how to better conduct e-business via a combination of mediums, such as the Internet, intranets, and extranets. In deciding where to take our e-business next, we must determine the exact model that we wish to implement. This process involves us looking at the way our organization views how to strategically align product, service, and information flows in such a way that reaps profitable benefit for our company, and provides tangible benefits for our suppliers and customers as well. As we do this, we strive to determine our needs in relation to e-business and where we want it to take our business. There are multiple means that we can implement to accomplish this. Among these are developing our functionality in terms of business to business, business to consumer, business to employee, business to government, government to business, government to government, government to citizen, consumer to consumer, and consumer to business (Beynon-Davies, 2010). In looking at each of these areas, we will likely make it our initial goal to develop systems to better integrate our business to business functionality, in addition to focusing on a better way to integrate technology to incorporate business to consumer and consumer to business e-business capabilities moving forward. At this time, we should focus on legal concerns as we make a move towards this focus on e-business. Technology based e-business functionality can certainly provide logistical and economic advantages, but there are numerous concerns to consider as well. Any system that incorporate e-business technology poses great risks to security than more traditional types of business systems. Because of this, it is critical that the task force focuses on the critical importance of fully protecting Magnum Enterprises against a whole host of hazards that can arise with the implementation of e-business processes. In today’s modern era, there are far more people accessing business functions electronically than via more traditional means. This has enhanced the free flow of information and communication, thus enabling organizations to more efficiently and rapidly complete certain tasks. At the same time, with information flowing so freely, there is the increased potential that is could fall into the wrong hands and potentially cause damage to the companies and individuals involved. Security impacts nearly every facet of the e-business model, including customers, suppliers, employees, and any other person that would potentially access Magnum systems via an electronic arena, as opposed to more traditional paper means of accessing information (Beynon-Davies, 2010). Some of the more serious concerns that we at Magnum Enterprises should be concerned about as we move forward in this e-business operation is to ensure that the confidential information provided to us by customers, suppliers, employees, and various other stakeholders remains safe and secure. This requires us to authenticate data and provide the complete data integrity of our system. Our primary threat lies in the hands of hackers, and they will stop at nothing to wreak havoc on any aspect of our e-business operation that they can get this hands. To begin, we must fully implement a solid system that provides e-business security and works to keep information secure. This can be done via such means as secure data storage, data transmission, the implementation and continual upgrading of anti-virus software, the incorporation of firewalls, and the possibility of encrypting particularly sensitive data. This list is not exhaustive, but certainly provides the task force with a strategy to get started and then to grow from in the future. Our legal team has advised the task force that confidentiality of data is essential, and this this process involves the degree to which other businesses and customers that do business with us provide personal information, with which they have the reasonable expectation to keep that data secure. If we fail in that task, not only does our reputation suffer in the long run, but we also open ourselves up to possible and serious litigation. In the modern era, more people access and provide data to businesses via electronic mediums than they do more traditional business practices. With such data comes the reality that much of it is of a confidential information and, as such, should remain secure and only individuals who require access to the data would be able to access it. In the case of Magnum, and other growing enterprises, this task becomes quite more difficult as we are new to the e-business end of the organizational spectrum. To keep the mountains of data that is now coming our way safe and secure, we must work proactively to prevent data in the form of electronic and files from any unauthorized access, usually in the form of hackers, while at the same time ensuring that our own data that is transmitted is done so safely (Beynon-Davies, 2010). We must protect the integrity of our own information as well, and so we need to look at who we do business and whether or not we should be encrypting information from our side. In addition, the implementation of stronger firewalls could alleviate many of the concerns that we have at the present time and should certainly be looked into as a viable option moving forward. It is also important that we look at ways to enhance the authenticity of the data we receive in the form of e-business transactions. It is becoming much more commonplace today for certain criminal elements among us to alter or copy electronic information. When our data is requested, we must be assured that the party on the other end is who they say they are. This is certainly a challenge that we will face moving forward. Equally important, the customer or supplier on the other end wants to be assured that they have authentic connection with Magnum Enterprises before they can be hoped to entrust us with their personal information. It is a seriously responsibility to be sure. One way that we can do this is to implement a virtual private network (Beynon-Davies, 2010). This is a relatively new and simple piece of technology that limits access to certain components of our system to only parties that we deem to be trusted. Authenticity can also be confirmed by us requiring everyone to gain access to our system, be it via the Internet, intranet, or extranet, to use a secure password to complete the authentication process. Digital signatures or voice confirmation measures can also be considered in certain situation that require an even higher level of security. It is also important that the data that is contained in our system, and that which we receive from suppliers, cannot be altered in any way. If it were to be changed or corrupted in any way, our business will suffer in immeasurable ways. This requires us to better guarantee the data integrity of all the information we both receive and send out. Just as we need to be confident that the information and data we receive is accurate, the businesses that we have associations with expect the same of the information that we send them. To assist with data integrity measures, we must look at using firewalls more effectively to protected the data that we currently have stored from any access that is unauthorized. We should also not forget the basic measure of backing up all of our data on a regular and continual basis in the event that our software or hardware is corrupted or damaged in any way. The task force has been focused on enhancing our ability to better provide e-Business functionality throughout all departments at Magnum Enterprises. This is a serious and monumental task, but one that we are certainly capable of performing well. This report has served the purpose of informing the executive team at the company of what we are doing to better focus our efforts in this area. At the same time, we have discovered that challenges that we face, and this report issues some recommendations that we should immediately begin to implement in order to protect the integrity and security of all data. The reality is that, if Magnum Enterprises desires to keep up with the competition and continue to grow, we must make better use of technology to better integrate e-Business functionality with the overall operations of the company. That is our goal moving forward. References Benamai, J. (2007). Changing information technology and information technology management. Information & Management, 31(5), 275-288. Beynon-Davies, P. (2010). eBusiness as a driver for regional development. Journal of Systems and Information Technology, 12(1), 17-36. Gable, J. (2004). Innovations in information management technologies. Mateosian, R. (2011). Information technology management. IEEE Micro, 21(5), 87. Phillips, B. (2013). Information technology management: Impacts upon effectiveness. Journal of Organizational and End User Computer, 25(4), 50. Smart, A. (2008). eBusiness and supply chain integration. Journal of Enterprise Information Management, 21(3), 227-246. Read More