Importance of Information Technology Planning - Coursework Example

Name: Professor: Institution: Course: Date: TABLE OF CONTENT Executive Summary 1.0 Introduction…………………………………………………………………………………3 2.0 Key Definition in the Information Technology Plan………………………………………..4 3.0 What is Information Technology Planning?...........................................................................5 4.0 Importance of Information Technology Planning…………………………………………..6 5.0 Key Principles in Developing an Effective Information Technology Plan…………………7 6.0 The Best Approach for Information Technology Planning…………………………………8 6.1 Phase I: Plan Orientation………………………………………………………………….8 6.2 Phase II: Assessment……………………………………………………………………….9 6.3 Phase III: Strategic Plan…………………………………………………………………..9 6.4 Phase IV: Tactical Plan……………………………………………………………………9 Reference Executive Summary In most of the organizations in the global market, there is a case of rapid developments in information technology. This in one way or another has provided the significant management team with a potential opportunity of actively participating in various development projects. The idea should be that they are designed to enhance the implementation of new or improved services. As a response to fast moving and competitive global market, most organizations are taking advantage of this opportunity, and management is making sure that it is realized at the end of the process. To achieve this effectiveness in the overall planning, management is given a challenge of first making sure that they understand and appreciate the potential benefits and setbacks that are represented by information technologies. They are then supposed to identify and later implement information systems that will enable them to better adhere and meet the determined objectives on an organization’s business (Curry, Flett, & Hollingsworth, 2006). Therefore, this research will analyze every step that is supposed to be taken by not only the management team but everyone within an organization for better realization of the set goals with the application of the new technological approaches. Introduction An effective information technology plan is designed to give support to the identified business goals and strategies within the business plan. Therefore, the main objective of the information technology plan is basically to provide a clear road-map of the critical information technology that is required for the purpose of supporting the existing business trend of an organization. This involves the process of outlining the overall resources that are normally required, and also the resultant benefits that are bond to be achieved after the systematic implementation of the identified plan. In any given organization, the available information technology plan is considered to be unique to the existing needs and circumstances in which the given organization exists. An information technology plan that has been tailor made, supports the existing business goals and laid down strategies within the identified business plan. It is clearly known that the objective of the information technology plan is mainly to provide a clear road-map of the possible information technology that is essential in supporting the business direction of an organization. It does so by outlining the main resources that are necessary and the overall benefits that will be realized on achieving a clear implementation of the plan (Curry, Flett, & Hollingsworth, 2006). The plan is designed for the purpose of determining and expound on the key principles that are followed when formulating effective business strategies. Therefore, each information technology plan is considered to be unique to the specific needs and circumstances of an existing organization. Key Definition in the Information Technology Plan The following terms are applied in the overall plan and are applied in different circumstances as per their purpose. a. Applications: installed computer programs, specifications, and the overall operational procedures for the plan. b. Communications: the existing process of transmitting and receiving of messages, which includes data and voice communications. c. Data: representation of facts, different concepts, or instructions in an official way that is suitable for communication. d. Information: the exact meaning that is normally assigned to available data through conventions that is applied to identified data. e. Information Systems: technology infrastructure and relevant applications, which works in line with the data and available information that is supposed to be recorded, stored, and processed, or transmitted. f. Information Technology: information systems and organizational resources that are normally required to plan the system, acquire, implement, deliver and also monitor. g. Technology Infrastructure: hardware and software components. What is Information Technology Planning? Planning is a responsibility that is normally accepted by management, as it provides a direction and framework for possible action to be taken in line with the stated course of business. Therefore, plans play a role in enunciating the existing goals of a business and the actual actions that are supposed to be initiated or the purpose of achieving such stated goals and objectives, all together with the related benefits, available resources and the accepted timeframes (Stellman & Greene, 2005). In others words, information technologies are designed to give the needed support in various organizational set up procedures, and also drives or enables different business strategies. Therefore, information technologies are a fundamental part of the overall business planning process. The information technology plan is ideally supportive of the overall business plan, and it is based on the existing business goals and working strategies. In this plan, an efficient framework for better information technology investments is identified, and this enable achievement of the desired outcome with the most effective and efficient utilization of accessible resources, which are put forward in terms of benefits. The main objective of an effective information technology planning is to critically provide a clear road-map of the information technology that is normally required for the purpose issuing support, and probably enhancing the overall business direction of a given organization. This process involves outlining the available resources that are needed, and also the overall benefits that are supposed to be achieved upon implementation of the identified plan. Importance of Information Technology Planning Effective management and control of the information technology in any given business organization is taken to be a business imperative and a better source of the effective competitive gain (Joseph, 2003). In this context, the pace at which technological changes are being realized, and this taking place together with the declining unit costs, the involving organizations have the following increased potential for: a. Enhancing the potential value of existing products or services b. Issuing of new products and services c. Introducing a better alternative delivery mechanism. For the actual benefit from information technology to be achieved, the following aspects are required critically: a. A clear foresight for the purpose of preparing working changes b. Planning for the purpose of providing an economical and effective approach to the plan c. An effort and commitment in making sure that whatever was agreed upon is achieved in the long run of the process. Therefore, information technology planning gives a better and structured way of dealing with the overall impact of technologies, which normally consists of other emerging technologies within in an organization. Throughout this planning process, technologies that are pertinent to what is supposed to be achieved are critically identified and also evaluated within the overall context of an extensive goals and targets of business. The specific direction for a given organization can be established, and this normally based on a comparative assessment of the relevant, identified technologies. Within any organizational structure, information technology planning is a get-way for a framework that normally assists in having different approaches and possible schedule. Therefore, different performance milestones can be agreed upon through this process. It can also bring about the establishment of the scope of specific projects, mobilization of different resources and identification of possible constraints or limitations. This means that without having an effective planning process, the overall implementation of information technologies may not be guided properly, disorganized, even delayed, and turn out to be expensive than justified or believed to be in the first place. Information technology planning not only provides a process for carrying out an evaluation on alternative approaches, but also giving out justification on various selected approach. This is measured in terms of benefits, that are supposed to be tangible and intangible, that are believed to be achieved by a given organization. Key Principles in Developing an Effective Information Technology Plan An impressive information technology plan should be developed by each organization, and it should be put in a way that reflects an organizational business strategy (Lewis, 2006). This should be done by matching the identified information technology needs that is supposed to be fulfilled within a specific period of time. The following principles play a unique role in shaping an information technology plan: a. Alignment - The plan is supposed to support and also balance with the business direction of an organization. b. Relevant Scope – This should be established for the purpose of facilitating the overall formulation of effective strategies within an organization. c. Relevant Timeframe - A planning horizon needs to be formulated with an aim of providing long-term and short-to-medium term directions that are within the reach of the organizational business strategy. d. Achievability - The information technology planning process to recognize the overall capability and capacity of the organization in delivering effective solutions within the identified planning timeframe. e. Measurable Performance – For any effective plan to be realized, it should then provide a basis for carrying out measurement and monitoring of performance. Therefore, to have an effective and successful plan, a better yardstick for carrying out measurement on the overall progress of the plan is supposed to be provided, and this will serve as a benchmark for objective modification. The Best Approach for Information Technology Planning Developing information technology plans by different organizations is positioned in a way that they match with their needs. Something that is common about their overall development is that the planning process and the overall activities undertaken (Michah, 2000). In information technology planning, the conceptual process is generic, although the overall sequence and importance of the planning activity may vary. Following the actual process of planning, development of information technology is supposed to go through four phases, which are: 6.1 Phase I: Plan Orientation The main purpose of first phase is to establish or to confirm the overall scope of the information technology for the effective planning process. It also goes a head to establish or confirm the methodology and the overall techniques to be applied, mobilization of the planning team, and also the coverage lines for the existing planning process. The major steps and the key activities that are incorporated within this phase are: a. Establishment of the process scope. b. Confirmation major aspects within the scope. 6.2 Phase II: Assessment Within this second phase of the information technology planning process, the main focus is based on the overall establishment of an effective base line of the plan. Therefore, it is a phase that will involve data collection and analyzing for the purpose of describing the existing procedure and effective management of information technology. It goes to an extent of clearly describing the main business objectives and how they can supported for effective execution within the plan. The phase also provides an opportunity to determine different potential applications of information technologies, of which may be of help in realizing the identified business objectives. 6.3 Phase III: Strategic Plan Appropriate strategies are formulated within this third phase of the information technology planning process, and these strategies are initiated basing on the assessment of the available business needs and priorities. The phase also considers information technology projection and other related issues within the plan. 6.4 Phase IV: Tactical Plan This is the last phase of the planning process and it is also called the implementation phase of the information technology planning process. In this phase, the main focus is basically on the development aspects that are supposed to be undertaken for the purpose of implementing all the identified business strategies. Reference Curry, A., Flett, P., & Hollingsworth, I. (2006). Managing information and systems: the business perspective. New York: Taylor & Francis. Stellman, A., and Greene, J. (2005). Applied Software Project Management. California: O'Reilly Media. Michah, L. (2000). Middleware networks: concept, design, and deployment of Internet infrastructure. New York: Springer. Lewis, R. I. (2006). Project Management. New York: McGraw-Hill Professional. Joseph, P. (2003). PMP Project Management Professional Study Guide. New York: McGraw- Hill Professional. 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