Information Systems as a Crucial Organizational Tool - Term Paper Example

DQ Terence Introduction Information Systems are an important tool in organisations of any nature (Xu & Quaddus, 2013). This paper seeks to address the shortcomings and merits that may come with information systems, or knowledge worker systems (Hollifield & Habibi, 2011). The paper also discusses activities such as outsourcing and offshoring. It is therefore, undeniable that with the progressive trend, information systems will be a crucial tool for the progress of organisations and firms (Stair & Reynolds, 2013). Importance of Security and Privacy in a Knowledge Worker Information System: The upcoming forms of technology are quickly evolving means used to use and spread information (Zimmermann, 2011). Based on the same, are ethical issues concerned with the efficiency and speed of information systems, especially at the work place (Brown, 2012). Information is one of the strong tools to success. The development of information systems may also involve political and social relations (Hollifield & Habibi, 2011). Electric information systems are now widely used, especially in the workplace. There is need however to guard the privacy and security of the information being transmitted through the information systems, since people may misuse it, or in some cases, the information may affect parties that are not involved significantly (Xu & Quaddus, 2013). Privacy in knowledge worker information systems as well as security is important. The information systems may have information that may be useful to the larger society, or a group of people (Zimmermann, 2011). However, security and privacy are important for the sake of preserving information that may otherwise be harmful if leaked. A knowledge worker such as a scientist for example, may have researched on and stored information in an information system (Salmela & Anna, 2011). The kind of information stored needs security, should an individual want to leak the hard- earned information. There may be hackers who might also illegally obtain information they are not supposed to obtain (Stair & Reynolds, 2013). To address the risk of private information being accessed, a company may consider establishing an electronic database. The database should be designed to access all kinds of information as well as store it. An electronic database may alter the way information is convened. Persons that may be involved require training on how to retrieve and enter the information in digit form. This kind of precaution may ward off several persons, acting as an effective measure (Hollifield & Habibi, 2011). Outsourcing and Offshoring Knowledge Information Systems: Offshore outsourcing mainly occurs when services and products are procured from locations in outside countries (Bidgoli, 2014). Outsourcing on the other hand, involves carrying out information system activities by a provider outside an organisation (Zimmermann, 2011). Firms that begun outsourcing claimed to have achieved cost efficiency, and improved delivery time and quality. For example, countries that have outsourced call centre operations later claimed to have achieved better customer satisfaction (Stair & Reynolds, 2013). Offshoring on the other hand is primarily carried out since it is a way to save costs. Offshore outsourcing of information systems, is, within the latest decades a very important event. Offshoring has been progressing for quite some instance, but has not yet been fully looked into. Offshoring may come with several risks however, though it stands high chances of continuing in the future (Salmela & Anna, 2011). The decision to off shore outsourced information for an organisation needs careful consideration for their effect on future and current operations in a firm. Before offshoring, several factors such as where to offshore, potential risks and business conditions should be considered (Stair & Reynolds, 2013). Considering offshoring saves costs, it many enable a firm to invest in newer forms of technology, and make better use of information of services. Recent findings however indicate that managing information systems with the idea of offshoring will be tough. It will therefore call for professionals in the field to develop their skills and come up with ways of managing offshore content (Zimmermann, 2011). Outsourcing started as early as the 1950s. Since Kodak outsourced its IT in the eighties however, outsourcing has tremendously developed since. The saving of costs in operations, however, motivated the early outsourcing activities. A more recent cause for outsourcing however confirms that outsourcing is important for improvement of performance in a business (Bidgoli, 2014). Early firms that limited a little of their IT to outsourcing have now started using their entire IT departments. It is key to have in mind that outsourcing is not limited to IT only (Brown, 2012). It has also shifted to research and development activities. Outsourcing in an organisation is also advantageous since it offers learning and knowledge from outsourced activities. However, it is important that an organisation does not outsource its critical strategic activities (Bidgoli, 2014). Application of the Knowledge Worker Information System: An organisation such as the U.S Army may use the Information System extensively (Zimmermann, 2011). Knowledge workers in such an organisation are faced with tasks such as allocating resources, disseminating information as well as gathering it, analyzing data, as well as defining requirements that are needed to accomplish goals in the army (Salmela & Anna, 2011). The knowledge workers in such an organisation need to have a thorough understanding of the organisational processes. They are also obligated to have the aptitude to access information resources that will aid the execution of their tasks (Bidgoli, 2014). Usually, in such a firm, the cost of executing knowledge worker systems varies, depending on requirements of the customers or the current computing environment (Zimmermann, 2011). A knowledge worker system supports an open system environment. The relational process database is reached through an open database connectivity program interface across a local area network (Bidgoli, 2014). The knowledge worker information system is configured to operate using a structured query language such as Microsoft. The use of an effective knowledge worker information system may help a firm such as the army to carry out mission- oriented businesses while at the same time meeting objectives of increased efficiencies (Bidgoli, 2014). The system has benefits such as speedy working. A similar amount of work in a firm is completed faster, and with much more efficiency. The system may also come in handy in intectuallizing specialization within a firm, making it improve its effectiveness (Bidgoli, 2014). The system may also have an added advantage of enabling a firm to focus on its key missions and goals, especially on the above example of the army (Brown, 2012). The system, may also help a firm eliminate the need for performing certain tasks, or in other instances, it may run the tasks automatically, making it easier for an organisation (Bidgoli, 2014). The structure is also beneficial, in that it reduces instances of redoing some activity. A survey conducted on a knowledge worker information system confirmed that the system indeed improves the efficiency of a firm by up to a minimum of 15%. This could mean saving a great deal of money for an organisation like the army (Stair & Reynolds, 2013). Before storing the knowledge worker system in a firm, it is important to test it. More to that, the persons to use the system should be offered adequate training, to eliminate cases of confusion while operating it (Xu & Quaddus, 2013). Conclusion The knowledge Worker System comes as a crucial tool aimed at helping knowledge workers organise their activities, learn, prioritize and implement their tasks with more efficacy (Bidgoli, 2014). The system also integrates technologies and methods from disciplines as information management, workflow, software agent among others to create a performance efficient environment (Zimmermann, 2011). As seen above, disseminating information from systems requires discipline, since sensitive information may be leaked (Bidgoli, 2014). As a preventative means, it is vital for coding systems to be established in a firm if information is to be protected (Bidgoli, 2014). Persons, in their respective places, require ample training that will help the run the information systems right. References Hollifield, B. R., & Habibi, E. (2011). Alarm management: A comprehensive guide : practical and proven methods to optimize the performance of alarm management systems. Research Triangle Park, NC: International Society of Automation. Bidgoli, H. (2014) MIS 5. Cengage Learning, Massachusetts. Zimmermann, N. (2011). Dynamics of drivers of organizational change. Wiesbaden: Gabler Verlag / Springer Fachmedien Wiesbaden GmbH, Wiesbaden. Stair R. & Reynolds G (2013). Principles of Information Systems, Cengage Learning, Masachusetts. Gelinas U, Dull R. Wheeler P. (2014). Accounting Information Systems. Cengage Learning, Massachusetts. Brown W. O. (2012). Proprietary Trading: Regulations Will Need More Comprehensive Information to Fully Monitor with New Restrictions When Implemented. DIANE Publishing, Pennsylvania. Xu, J., & Quaddus, M. A. (2013). Managing information systems: Ten essential topics. Amsterdam: Atlantis Press. Salmela, Hannu, & Sell, Anna. (2011). Nordic Contributions in Is Research: Second Scandinavian Conference on Information Systems, Scis 2011, Turku, Finland, August 16-19, 2011, Proceedings. Springer Verlag. Read More