How Business Use Information Systems - Coursework Example

Global E-Business: How Business Use Information Systems (Focusing the mailing industry) Global E-Business Global E-Business using the internet is becoming common in today’s market with both the customers and the concerned business party. This is a great and effective technology used in business operations using electronic exchange of information and had dramatically changed the world market. This business conducted on the internet has made working simpler and more effective in terms of time constraints and tracking. It works on networks connecting electronic devices for commercial activities like marketing, purchasing, logistics etc. The advantages are vast as it can be used from communication to promoting business through product awareness, customer service, economy and effectiveness. The customer service is particularly improved by various promotions and quick responses to customer needs. The after sales also get a boost as the software takes charge of all inventories thereby improving on quality service. Paper work is tremendously reduced saving cost and manpower; internal communications are streamlined for better understanding. RIFD Radio frequency identification is a system that communicates the identity in the form of special serial numbers using radio waves. A RIFD tag has a microchip which is connected to a radio antenna. The storing capacity of this chip is about 64 bits to 2 kilobytes. Relevant information regarding a shipment or parcel like its destination, expiry and manufacturing date etc. can be stored in it. This data can be retrieved through a reader that send and receives electronic signals to and from the tag which is then sent to a computer for processing. It works on a wireless system and this non contact reading is very useful especially in units where manual identification is difficult. The information is stored on the RIFD tags which have electronic data stored in it that can be tracked remotely from anywhere using the controlling device. It is similar to the Auto-ID which uses bar codes, fingerprint scans etc. This has been successfully used to reduce manual labor and improve on accuracy in data input. “RFID tags come in various ranges including the passive type, battery-powered, multi-frequency and tag-talks-first. RFID antenna types can vary too. Whats more, not all RFID systems use low-frequency EM waves. There are read-only tags and read-write tags”. (Puneet Mehrotra. hindustandainik.com/news/specials/rfid/Howtechworks.shtml) Finland’s postal delivery service has successfully implemented the RIFD technology wherein readers have been positioned across the country to monitor the time and accuracy of postal deliveries. They have gone in for Gen 2 RIFD tags which are built into the envelope making it possible for it to be tracked till delivery. The envelopes with the RIFD tag are monitored from sorting to delivery and the information is then passed on to a system which analysis the data computing the time of delivery etc. adding value to the service. The Finnish postal service has done well by implementing Gen 2 technology which is cost effective and gives a high level of accuracy in reading using the tunnel antenna system and is very effective in tracing and tracing postal deliveries. The applications are vast and we can look at specialized services like the postal workers having uniforms that have RIFD empowered in them so that instant information is conveyed to the mailer as well as the USPS as soon as a mail is delivered. Postal vehicles could be equipped with GPS systems wherein the positioning of each vehicle could be determined for logistics purposes. A postal portal would be very useful in keeping the customers informed about their mails and bills at all times. Technology is so advanced that even the postal stamps can carry barcodes and information which can be accessed through the website. Envelopes can actually double up as display screens with advertisements which, if used with a wireless receiver can send personal messages as well. How about smart paper which has your own built in RIFD signature? It’s as good as your fingerprint and counterfeit can be ruled out. All these are currently in use in various fields and can be successfully incorporated into the USPS system which is in the cross roads of traditional working and the comfort of latest technology. Intelligent Mail Bar-coding The United States postal services has been working on incorporating technology that would help lower postal cost with value added services that would enhance the services of the mailing industry. This is a symbology used to track and trace letters and parcels using the barcode. This single string of numbers is referred to as DataToEncode which is as follows: ’ Tracking Code Barcode Identifier 2 (2nd digit must be 0�4) 01 Special Services 3 234 Customer Identifier 6 567094 Sequence Number 9 987654321 Routing Code Delivery Point ZIP Code 0, 5, 9, or 11 01234567891 Complete string from data above: 0123456709498765432101234567891 (ID automation.com ). The intelligent mail program is a step towards this progress where the Postnet and Confirm codes are being used to add value to the postal services. The Intelligent Mail barcode was introduced by the USPS to analyze logistics and tracking information on mail. While the Postnet barcode only contains the routing code, the Intelligent Mail barcode includes fields that gives information about the mailer and priority of the mail, record special services, and gives a special number to each mail. However the public needs to be educated on this advanced technology in order for them to gain from it. In fact the First Class mail carries information stored on the envelope which is very helpful for faster service. The future can look at low cost RIFD usage to track mail within the postal offices and connect the postal barcodes using RIFD control devices. Intelligent mail is currently being used in the following services: FEDEX This facility is housed at Long Beach and deals with almost 75,000 containers annually and about 1800 gate transactions daily and operates 24/7. The volumes are very high and the cargo has to be moved from the ship to trailers to distribution centers within a period of seven days from the vessels estimated time of arrival. Handling almost 300 containers everyday requires precision operation. Maintaining a checklist manually is impossible and was replaced with the real time information system using bar codes which wasn’t practical. This was then replaced with real time location system which is a combination of RIFD and GPS. The RIFD tag in every unit helped in locating and tracking the parcel by transmitting signals every two minutes to a system connected to the backend operations. The GPS then pin pointed its location for easy access. This tracking system has been integrated into the information management system resulting in precise data as to the location, size, weight, destination and age of the cargo in the container. This helps the domestic carriers manage their inventory and every customer is updated via e-mail the current inventory position. DHL DHL which is the mailing solution has introduced ePost which enables companies to manage their mailing needs in a better way. The core services of DHL are categorized into three sections namely, cross border mail, domestic mail, document management and customer service. With this new service that DHL offers the companies can now dispatch their mail load to DHL Global mail through the internet. ePost then does the rest by printing, sealing it in an envelope and delivering it to the postal office. This process is makes things very simple and easy by reducing the manual effort needed by the employees. This latest technology has caught on and DHL is expected to handle over 100 million mails in the future. This system also frees the companies who use bulk mailing from restrictions imposed by postal dispatches and instead helps them focus on their core business. DHL Global Mail has been in the forefront of logistic management in mailing, the introduction of RIFD technology just enhanced their customer service and quality control checks in mail value chain of the company. This innovative solution not only benefits the customer but DHL as well by progressing towards a streamlined and coordinated future. Devices that have large storage capacity are implanted in the objects and these transmit the required data to an RIFD receiver which can be placed in any convenient place. This system can track the mailing system right from the time the mail is posted till it is delivered and helps keep a strict control of timely deliveries to the intended recipients. The use of RIFD technology has increased the companies’ reliability factor and greatly improved its client service processes. The benefits are thus passed on to the customer as well who gets a better service at no extra cost. UPS United Parcel Service Inc. who is the global logistics providers is making a definite progress towards incorporating RIFD technology to streamline its operations. It believes in quality customer service and is ready to make the technology move in order to satisfy customers. "Its the kind of thing that helps you to be recognized as a leader--not just as a logistics or transportation company, but as a technology company as well." (Darrell Dunn. informationweek.com/news/mobility/RFID/showArticle.jhtml?articleID=54200114). UPS has currently tied up with two RIFD companies namely, Impinj Inc which deals in RIFD chip and tag, and Savi Technology Inc., which provide the necessary software to manage the supply chain networks. The RIFD chips are tagged to the cars and trailers which helps the company track them and thereby monitor deliveries. UPS handles almost 13 million packages everyday in the U.S with existing tracking systems. RIFD will further improve tremendously on the operations by providing real time information to trace and track every package meant for delivery. The complete transparency that can be achieved with RIFD shipping tags which can process data concerning the package as to its originating place, destination and the current location. This is what UPS Inc. is aiming for in the future to make it more customer friendly and to fine tune their operations as well. How global e business impacting mailing industry The USPS delivers thousand of mails every day to residences and offices. E-business on the other hand encourages as well as subdues the output as well as employment needs in this field. This is due to the fact that E-business does the job electronically by delivering the mail electronically, pay the bills and the website themselves serve as catalogues. With E-business capturing the market it has been anticipated that the first-class will take a downward plunge and advertisement mails which are not categorized as first-class mail will also decline slowly as e-mail based direct advertising would prove more cost effective and less time consuming. This is certain to have an impact on the employment rates which will slow down due to shipping done online while the priority mail and parcel post would continue to grow stabilizing the employment requirements. Moreover direct mailing takes care of the distribution factor as well as reproduction which will certainly impact the employment output. Likewise the content and advertising in print will dampen as e-business takes over by publishing the same on the website which can be done by web designers and content writers. It is not only the industry that would need to make the progress but the employees as well if they are looking to continue in the mailing industry. Use of Information systems in mailing industry There are several uses of information systems such as Automated Return Mail Processing where mailers can integrate information into the 4-stste code which would automatically manage the process of returned mail. This will also help simplify the identification of the mailers and the contents to help mailers handle these mails appropriately. This information system would prove to be very cost effective as well as help in providing better service to the customer. With the use of information systems a address quality feedback can be maintained which can help customers correct or add information to get the precise information. Mailing list certification will ensure accuracy and proficiency in the mailing data which can be updated and kept consistent with standards required for postal addresses which can capitalize on mailing list investments. This would certainly improve on delivery time and thereby resulting in mail volume increase. Premium forwarding services will have the option of forwarding mails if the customer is temporarily away from home by getting information and processing the same in a cost effective manner. PostalOne has benefited both the customer and the mailing industry by integrating the electronic system to streamline information which is exchanged about accounts and mails. Information is the key to the future and can be used to effectively improve the marketing and get a better view of the demographics. We need to capitalize on the information in order to progress and capture the future. Conclusion Advancing to the tunes of E-business is inevitable and the advantages can far outweigh the dampening in the employment sector. Intelligent Mail Barcode using RFID technology has helped streamline processes and focus better on operations by doing away with paperwork that was time consuming and tedious. The real time data capture has reduced inefficiencies by effective monitoring of performances. Customer service has improved and value added services have improved customer relations in a more challenging and productive environment. This state of the art technology can enhance service levels and simultaneously maintain quality standards and the required accuracy. All this in a cost effective manner is what we are looking at when considering Intelligent Mail Barcode using RFID technology. Works Cited Puneet Mehrotra. RIFD the future is here. 2006. How this technology works. 31st May, 2008. http://www.hindustandainik.com/news/specials/rfid/Howtechworks.shtml Canada Business services for entrepreneurs. 22nd March, 2006. E-Business Info-Guide. 31st May, 2008. http://www.canadabusiness.ca/servlet/ContentServer?pagename=CBSC_FE/display&c=GuideInfoGuide&cid=1099483438127&lang=en ID automation.com. USPS Intelligent Mail� Barcode Tutorial. 31st May, 2008. http://www.idautomation.com/intelligent-mail.html Rick Pople. Case Study: 13th Aug, 2008. NYK Logistics. RIFD journal, the worlds RIFD authority. 31st May, 2008. http://www.rfidjournal.com/article/articleview/885 Dave Lewis. DM News. 21st June, 2007. Intelligent Mail Barcode increases mailing efficiency. 31st May.2008. http://www.dmnews.com/Intelligent-Mail-Barcode-increases-mailing-efficiency/article/96020/ Maynard H. Benjamin. Trends in Intelligent Mail. 31st May, 2008. http://www.treas.gov/offices/domestic-finance/usps/docs/subcom/maynardbenjamin.pdf. Press release point. 3rd Oct, 2007. DHL Global Mail implements Radio Frequency Identification technology for quality checks on international mail.31st May, 2008. http://www.pressreleasepoint.com/dhl-global-mail-implements-radio-frequency-identification-technology-quality-checks-international-ma Darrell Dunn. Information Week. 29th Nov, 2004. UPS Puts RFID To The Test. http://www.informationweek.com/news/mobility/RFID/showArticle.jhtml?articleID=54200114 Daniel E. Hecker. May 2001. Business Services Industry. 1st June, 2008. Monthly labor review. http://findarticles.com/p/articles/mi_m1153/is_5_124/ai_76550429/pg_14 Mailing industry task force. 2005 progress report. 1st June, 2008. http://www.usps.com/strategicdirection/_rtf/MITF-2005report.rtf. Read More