E-Diplomacy Maturity Model - Case Study Example

E-diplomacy maturity model Contents Introduction 3 Maturity model 4 ICT maturity within organizations 5 Some examples of maturity models 7 E-government maturity model 7 E-commerce maturity model 9 Networking and collaboration based maturity model 10 Supply Chain Maturity model 11 Maturity model for e-diplomacy 12 Stage 1: Inter organization 12 Stage 2: Mobility and availability 14 Stage 3: Collaboration with citizens 15 Conclusion 19 References 20 Introduction The success of any organization in the present scenario depends on how successful the organization is in implementing information and communication technology successfully. Good governance and Information and Communication Technologies are two factors that go hand in hand in delivering value. They are also important for the management of the technological risks, better management of the resources and performance. In the present scenario and in future success will be achieved by those organizations that come to recognize the benefits that can be derived from the use of Information and Communication Technology. Such organizations will use information and communication technology or ICT and make use of the same in order to boost the main business of the company in a manner that leads to the effectiveness of the strategic alignment. The maturity model in this context refers to the method that is used for judging the maturity level of the organization. That is to say the maturity model is being used to judge whether the processes that are used and the way in which they are used characterizes an organization which is mature. Maturity models in general consist of a number of phases which help in understanding the way in which IT management strategies that are based on computation evolving as time passes. Each of the stage defines a particular level of maturity that is achieved by the use of Information technology and the management of the same in the organization. The following paper analyzes and defines the term maturity model and explains the same through different examples. Finally the model focuses on using the proposed model in a particular case that is related to e-diplomacy in order to better comprehend the interaction between organizations and public. Maturity model Organizations want to develop and implement effective methods and processes for managing their businesses efficiently. Maturity model facilitates the organizations in improving their business operations by developing best management practices. Maturity model defines a maturity level by which the companies try to achieve for getting several benefits. All the big companies around the world are concerned with their quality of work, cost, performance, delivery of products and services on time etc. The firms are developing many new policies and plans for enhancing their position in the market. Competition in different industrial segments is increasing day by day. For this reason most of the companies are implementing maturity model for shaping up their business processes. In many cases the organizations are not able to look after different organizational process effectively. Maturity model helps the business to improve its different stages of operations (Gottschalk and Solli-Sæther, 2006). The maturity level of a company depends on the business framework of the company. The internal and external activities of the organizations are controlled by maturity model. Companies also implement different software for building strong relationship with the customers and stakeholders. This is one of the important parts of the model. The model also benefits the firms in communicating different ideas and knowledge to the people. Financial, HR, administration and different other systems of the business are improved by implementing this model. Various stages are involved in maturity model which facilitate a company in growing and developing its business in different aspects. Both public and private companies use this model. Different processes of the company like its supply chain, net working, risk management etc can be managed efficiently by using this model. ICT maturity within organizations Information and communication technology (ICT) is developing at a faster rate with the improvement and innovation of technology. Presently the organizations are using various IT technologies for communicating effectively with the customers and the employees. In the current scenario, ICT is one of the most important things for developing a company. As per the requirements of the business different functions and actions are implemented by the company for improving the maturity of ICT. The standard of ICT is set by the company which helps it to assess the functions of ICT. By this process the companies get to know the maturity of ICT and its effectiveness on organizational processes (Ning and Levina, 2011). Effective ICT process helps everyone within the organization to contribute effectively in the business process. With the help of advanced technologies, smooth communication processes are developed within the companies. Most of the big companies have offices in different parts of the world. IT system facilitates the companies in connecting their various offices properly. Strong communication system is established within the company by implementing different software. The software helps the organizations to know and to improve the present operations of the organization. The best practices of IT are established by the firm for improving the maturity of ICT. The proper maintenance and administration of ICT add values to the business process for the company. For managing ICT organizations develop many management strategies. These strategies help the companies in improving each stage of ICT which is involved with the management of the company (Kenny, 2006). Many growing companies outsource ICT for reducing their costs and utilizing the resources properly. Maturity analysis facilitates the company in understanding the development of different ICT issues. By implementing maturity model the grounds of the opinions can be analyzed properly by the companies. Maturity analysis of ICT with the organization is easy. The people engaged in ICT process will discuss various things about communication system and the involvement of IT in connecting different employees properly. This discussion facilitates the company in improving ICT as per the requirement of organization and employees. In e-commerce companies the development of ICT is observed at a faster rate. These companies are adopting many new technologies for making their business process more effective. ICT is very much important for the e-commerce firms to hold its position in the competitive business environment. In the present scenario companies have understood the importance of ICT and for this reason they are focusing more on establishing effective ICT system (Ryu, Park & Park, 2006). Knowledge of business process and services are managed in a proper way by ICT. The maturity model in the particular context of information and communication technology within the organization can help in ranking the different organizations of the levels of information and communication technology that are used by them. The maturity model in the particular context of information and communication technology with the organization can not only help in ranking different organization on the level of information and communication technology that is used by them but can also be used to show light to the organization as to the direction which they should pursue for further development in the field of information and communication technology. Thus in the context of the development of information and communication technology within the organization, the maturity model can function as a very important resource. The use of information and communication technology in the development of the present day organization is well known (Chen, Preston & Xia, 2010). It is quite clear that the organizations of today and future will develop; if they are able to use the potential of information and communication technology to the fullest. However the problem that often arises is to find the direction in which the development can be pursued and it is in this particular respect that the maturity models can come to aid. Some examples of maturity models E-government maturity model The maturity model that analyzes the maturity of an e-government’s e-portal is a model that has many different stages. The stages range from basic to advance and are used in order to determine the maturity of the e-government’s e-portal. These models can be used in order rank the portals of e-government. This ranking by the maturity model can serve as a guide in order to enhance the quality of the portal of e-government (Lee, 2010). The maturity models of e-government can be divided into three different types. The first type is the government models that are developed by the government and other parties that are used to identify and improve the level of the maturity of e-government. The second type is the holistic approach models. The third type is evolutionary e-government maturity models (Andersen and Henriksen, 2006.). The examples of different maturity models each with different number of stages are given in the following figure: Figure 1Different e-government maturity model (Fath-Allah, et. al. 2014) For example of the maturity level models were designed and forwarded by Lee and Kwak. The model that was given by Lee and Kwak consisted of 5 different stages. The model given by Lee and Kwak is based on open government and using of the web 2.0 tools and the social media (Lee and Kwak, 2012). The stages of the plan are: Initial conditions: This is the first stage and the stage of static interactions which the government has with the citizens. This stage is used to broadcast information to the public by the government. Data transparency- This is the second stage of the model and use of the social media is limited in this stage. Open participation is the third stage, open collaboration the fourth stage and ubiquitous agreement the 5th stage of the model. E-commerce maturity model The different stages in the E-Commerce maturity model are used to identify the maturity level of a particular e commerce site and the way in which the quality of the e-commerce site can be further improved. The model provided below is termed as the strategy of growth e-business model. There are 6 stages in the model. The first four stages in the model accesses the maturity of e-commerce on one hand and maturity of traditional IS/ IT services on the other. These two independent maturity models meet in the 5th stage and 6th stage where it is used to access the maturity of the e-business (AlGhamdi, et. al. 2015). The four stages of the maturity model of e- business are 1. No presence 2. Static Online Presence 3. Interactive online Presence 4. E-commerce The first stage of the four staged model is the clear indication of the fact that the business has no online presence. The second stage in the maturity signifies the development of the static website where information is only broadcasted and there is no scope for interaction. In the third stage there is scope for interaction through the website between the organization and the customers. The last stage is the development of e-commerce website through which customers can make purchase. Networking and collaboration based maturity model The collaboration based maturity model is used to determine and establish the domains that are vital to the collaborative environment. There are four stages in the maturity model. The four stages of the maturity model are performed, managed, standardized and innovating. The first stage deals with the collaboration with respect to the external entities. However, it is done in a manner that is adhoc and chaotic. The second stage stands for managed. The objective of this stage is towards the creation of a management foundation that is aimed at collaboration. In order to collaborate and interoperate network technologies are used. The third stage stands for Standardized. The objective of this stage is to establish a common business strategy that is needed for the collaboration. The fourth stage stands for innovating. The objective of this stage is to go for planned improvements that are innovating (Alonso, et. al. 2010). The four stages of the collaborative maturity model are used to judge the level of collaboration that currently exists within the organization and the way that can be improved further. The model is actually used to judge the stage in which the organization exists at this point and the way it can improve its position further in future. Supply Chain Maturity model The supply chain maturity model is shown in the following diagram. The model has 5 stages and shows the exact position at which the supply chain of the organization lies (Garcia, 2008). The 5 stages in the supply chain maturity model are Adhoc, defined, linked, integrated and extended. Adhoc stage defines the fact that at this particular stage the processes of the organization are unstructured and not defined well. The second stage of the process is defined. In this particular stage the basic process are defined and documented well. The third stage of the model is stated as linked. This is the breakthrough level. It is at this level that process management is employed by the managers with strategic intention. The third stage is known as integrated. It is in this stage that the company, vendors and the suppliers cooperate with each other at the process level. The fifth stage is defined as the competition. It is at this stage that multiform networks come into picture. The supply chain maturity model that has been described above was given by McCormack et al. The maturity model was published by McCormack et al. (McCormack, et. al. 2002) and is based on the orientation of business process. The supply chain maturity model is used to define the stage at which the supply chain of the organization is and the way it can be improved in future. The model of the supply chain maturity is used to analyze the stage at which the supply chain of the organization currently is and the direction in which the supply chain of the organization can be improved. Maturity model for e-diplomacy Stage 1: Inter organization Maturity model will help to manage internal processes of the ministry of foreign affairs. With the help of this model the organization will be able to build strong relationship with the public. Enhance learning and knowledge transfer (e-learning) The ministry of foreign affairs will communicate different things to the citizens and transfer knowledge to them about different foreign affairs of the state. Interaction with the people will help the ministers to understand their opinions regarding different government issues (Scott, 2007). The process of e-learning will make knowledge transfer quicker. Improving internal activities Maturity model will highlight different process and functions of the organizations. This process will facilitate the company in improving its various internal activities in for handling foreign affairs of the state efficiently. The ministry of foreign affairs will establish effective work process by managing its resources properly. Modern, internet and web access based applications The organization will implement different modern technologies for making its work process more effective. For the presence of internet and various applications, the functions and activities of the company will be developed and implemented properly (Harmon & Youngblood, 2005). Provide information to decision makers The ministers and the government of the state will take decisions regarding various foreign affairs of the state. With the help of maturity model the organization will provide necessary information to the embassies, government for taking important decisions. Improve financial system The ministry of foreign affairs will improve its financial operations and system by managing its financial department properly. The organization will collect important financial information from the necessary sources by implementing maturity model (Luftman & Kempaiah, 2007). Improve HR system Employees are the important resource of the organization. Maturity model will facilitate the organization in interacting properly with the employees. It will help the firm in improving its performance and building good relationship with the organizational members. Improve Electronic archiving In the present times the ministry of foreign affairs will use different modern electronic devices for archiving information. Electronic archiving will benefit the organization in developing the effective work process which helps to establish effective foreign policies (Armitage, et all, 2006). Stage 2: Mobility and availability Provide a range of devices for both personal and department uses Quality process will be established in the ministry of foreign affairs by incorporating many new devices for performing different works efficiently. Tables, touch screen mobiles, laptops will be provided to the organizational members which can be used for both departmental and personal uses. Support Mobile and desktop computing The organization will support the employees in using advanced mobile phones which support different functions of the computer. With the help of this device the work process of the company can become quicker and efficient (Becker, Knackstedt & Pöppelbuß, 2009). Provide secure and consistent solution The ministry of foreign affairs will provide the facilities to its organizational members in doing their job from different location anytime. They can access important information of the company from any place. Integration of all the enterprise applications into mobile devices The organization will integrate its different functions and activities with mobile applications. This will benefit the employees in doing their job with the help of mobile devices. Moreover if the company wants to communicate anything to the citizen then it will use mobile application for reaching maximum number of people. Provide wireless infrastructure With the help of maturity model for e-diplomacy, the ministry of foreign affairs will provide wifi facility in different locations of the country which will help the organization in connecting with the citizens easily. It will also try to establish wireless infrastructure to different overseas locations for making the foreign policy development process more effective (Molla & Licker, 2005). Stage 3: Collaboration with citizens Sharing information with citizens The ministry of foreign affairs will develop a good website where it will mention various necessary things which the citizens are required to know. The website will be very interesting and common people can connect to the organization easily with the help of the website. Enhance Collaborative work with citizens The organization will develop different programs where people have to play an active role for developing any foreign policies. By this process the ministry of foreign affairs will establish collaboration with the citizens. Utilize social media Social media has become an important platform for providing information to the people and taking their opinion regarding different things. The organization will use social media platform for connecting with maximum number of people. By creating active presence in social media sites, the organization will be able to engage maximum number of people in its work processes. Enhancing consular affairs services Enhancing the service of consular affairs the organization can improve its quality of work and its performance. It will assist the people in understanding its different rules and regulations. At the time of any crisis the organization will take effective measures in handling the crisis and will make the situation of the citizen better. While developing any foreign policies the ministry of foreign affairs will take feedbacks from the citizens for understanding their opinions and views regarding the policy (Hsieh, Lin & Lin, 2009). Stage 4: Collaboration with host country Sharing information and online communities The ministry of foreign affairs can collaborate with foreign countries by sharing information with other embassies and people through online communities. The organization will develop some communities and a website for connecting effectively with the people. With the help of communities and website the ministry of foreign affairs will communicate all its policies to everyone. Allowing reaching and interacting with people Maturity model for e-diplomacy will help the organization in reaching and interacting with the people of host country. By this process the ministry of foreign affairs will be able to communicate its various objectives and functions to general people. Promoting and image building Strong connection with the people will help the ministry of foreign affairs in building its good image and reputation among the people. Communicating effectively with the people will facilitate the firm in promoting its different functions and policies. The maturity model for e-diplomacy will help the organization in building its strong image in different countries of the world. Use social media to reach the public of the host country Social media sites are very much popular in different countries of the world. The organizations will use social media sites for connecting maximum of people. This policy will also be effective for the organization in attracting and reaching people of host country. The citizen of host country will also know many things about the organization and its foreign policies. Enhancing consular affairs services for the host country’s citizens The organization will enhance its services by helping the people of other countries in getting visa and making all the necessary documents for entering into the host country. This process will help to improve the consular affair services of the ministry of foreign affairs. Stage 5: Linking all missions with the head quarter and with the public Provide internal infrastructure for all the missions The maturity model for e-diplomacy will facilitate the ministry of foreign affairs in developing better infrastructural facilities for achieving its all missions. Good organizational process will be developed by implementing this model. For handling different missions and objectives the firm will improve its infrastructural facilities for motivating its organizational members to improve its work process and services. Secure the communication of officials and diplomats The organization will secure the communication of the diplomats and the officers for developing the policies efficiently. The officials and the diplomats will also communicate with the people for knowing and understanding their opinions about different foreign policies. Linking all missions E-diplomacy maturity model will help the ministry of foreign affairs in various ways. The internal development of the organization will facilitate it in developing effective work process. By establishing mobility and availability the organization will ensure the present of all employees anytime. It will collaborate effectively with the citizens for building strong relationship with them. The model will also help the host country in helping people of other countries. Conclusion This paper has discussed the importance of maturity model in the growth and development of the organization. Most of the companies follow maturity model for making its business process more effective. This model facilitates the organization in building its strong position in the market. This paper highlighted that company needs to build good relationship with the people, through various ways for promoting its different activities and functions. Performance, productivity, cost etc are managed properly with the help of this model. Information and communication technology (ICT) plays a significant role in this model which was explained in this paper. At present many new technologies are developing at faster rates which help the organizations in improving its ICT. Different companies implement various types of maturity model according to their needs and requirements. Organizations transfer their knowledge and communicate effectively with the people by implementing this model. 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Mobility, business process management, software sourcing, and maturity model trends: Propositions for the IS organization of the future. Information Systems Management, 24(2), pp. 139-145. Read More