Flexibility within the Information System Context - Report Example

Name : xxxxxxxxxxx Institution : xxxxxxxxxxx Course : xxxxxxxxxxx Title : Flexibility within the IS context Tutor : xxxxxxxxxxx @2010 Introduction The information system (IS) is an essential component of an organizations performance. The concept of flexibility within the IS context is defined as the ability of an information system to contain a certain measure of variation, concerning the necessities of the chosen business process. For instance, a support system for decision making is required to consist of a sensible capability in order to enhance effective analysis, data entry and presentation. On the other hand an electric procurement system needs to comprise of a reasonable amount of approval procedures and product categories in order to support the process of purchasing (Swanson 1988). IS flexibility can therefore be conceptualized as the efficiency that is deployed with an aim of supporting the business process, which is normally faced by high levels of environmental and structural uncertainty. If the information system of an organization is to be termed as flexible, it should be perceived as having the capability to accommodate some amount of variations that exist within the business process. The flexibility of the information system within an organization is attached to several benefits. This paper seeks to analyze how a flexible Information system can contribute to the profitability of a growing company. Foremost, it is essential to note that the information system is a central organizational structure which determines the quality of decisions. The decisions made in any organization are determined by the quality or value of the information that is accessible by the decision maker. In a growing company decision making is a very sensitive element due to the fact that it determines the continuity of the company’s existence. Under such structures, the decision makers should have adequate information as the basic ground of the decision making process. As there is continued expansion of the information technology system, the quantity of information available to decision makers also increases (Swanson 1988). Flexibility of the information system within a growing company is essential in enhancing good quality decisions. The ability of an information system to contain a certain quantity of variation, concerning the necessities of the chosen business process, is vital in decision making. For instance a computer is a device that contributes greatly to information processing. As result it assists the human information process, as it speeds up the chain of information processing. Furthermore the computer has a good capacity to store and process structured data. These characteristics contribute to the decision making process due to the fact that a range of information is made available, containing a certain measure of variation, basing on the necessities of the chosen business process. Consequently flexibility in the information processing system is an essential component of a growing organization, for the purpose of facilitating the formulation of important decisions which can enhance the expansion of the company (Swanson 1988). The scope of flexibility that is developed within the information system has an impact on the performance of a growing company, especially regarding the level at which changes in the system can occur after its original implementation. The choices vary, for instance from architectural changes that are web based to software designs. Flexibility in the information system is therefore essential in determining the performance of the organization, in the sense that the choices made by a company can be in consistence with the information technology system that is within the current trend. Such compliance is necessary for a growing company in order to compete effectively with organizations that have a long history. Flexibility of the information system also enhances building of open standards within an organization. The capability of an organization to undergo changes that occur in the environment is influenced by the flexibility of the information system. An organization can make adjustments to changes that are external affecting its performance, thus a flexible information system is essential in building of open standards. In order to try and recognize the essence of flexibility in dealing with changes that occur in the environment, flexibility is defined by the utilization of the information system for varied reasons such as adjusting to external changes. It can therefore be stated that a growing organization essentially requires the flexibility of its information system in order to adjust to the varied changes that occur in the external environment. The information system supports or maintains business processes, such as customer relationship management and procurement. In order to perform such tasks, various individual activities are to be performed this include, ordering the item, approving the request, preparing the purchase order and managing contacts with customers. Since the main focus of an organization is to have a flexible information system in order to improve the performance of the business. The operation of the business process is impacted by the flexibility of the information system. Researchers have identified many factors which influence the performance of the business process, such customer satisfaction, share holder value and efficiency the performance of the business. Such processes need to be subjected to an information system that is flexible in order to have an out come that is of high quality, low cost and performed on time (Koste and Malhotra 1999). Uncertainty is commonly associated to the running of any sort company. The concept of uncertainty in the business process can be described as the complexity in predicting the resources and tasks that are required in performing the tasks of a business at a particular time. The result of ambiguity in the business process is that it develops a blend of environmental and structural uncertainty. For instance when evaluating structural uncertainty which an aspect that determines the extent to which an information system can support the tasks available in the company. In general managerial tasks are usually characterized by high levels of uncertainty. The impacts associated to high levels of uncertainty is that a considerable amount of individual judgment is required in order to take up the most appropriate measure regarding the business process. If the business information system is flexible, then the uncertainties that associated to running of the organization can effectively be dealt with. This is due to the fact that an information system that is flexible has the ability to contain a certain measure of variation, such as uncertainty that is structural or environmental (Laudon 1998). Organizational learning is an essential concept. However, learning can not take place if the organization does not posses a quality infrastructural and managerial supportive. There is close link between organizational learning and the information system of an organization. For instance when analyzing the changes that continue to occur in the Information technology sector, it is recommendable the organization establishes mechanisms such as ICT trainings for the staff, which are useful skills, for improving and developing the performance of the organization. Many organizational learning processes are significant in addressing the changes that occur in the organization. A flexible information system is therefore relevant in executing organizational learning which is an essential determinant of the performance the organization. Therefore learning is a useful component in enhancing the expansion of a growing company especially with the establishment of an information system that is flexible (Kumar and Antonis 2000). A flexible information system can also be used in determining the impacts that are associated to emerging information technology. For instance if the performance process that is outside the manuals of the information system is delayed then delays would be encountered in several tasks within the organization. New technologies generally result to changes in the working process of the organization. Technological advances such as accessibility of innovative solutions for the purpose of outsourcing will have an effect on the cost of performing a process that is external to information system of an organization. Technological advances such as the availability of software’s and affordable web services can result to the comparative importance that is associated to various forms of flexibilities such as lowering costs depending on the change that is prevalent therefore increasing the attractiveness of a particular option(Börje Langefors 1973). A flexible information system is also essential in detecting environmental changes that occur outside the organization. Achieving flexibility is vital in order for reforms to succeed in an organization in despite of the changes that may exist in the external environment. For instance if a company has developed flexibility in its information system, then changes in prices for instance due to a shift in the global economy will not adversely affect its productivity. Flexibility of the information system can also influence the level of motivation in an organization. Insufficient flexibility can hinder the success of the information system by stopping its utilization in certain circumstances. Furthermore insufficient flexibility can lessen the total lifespan of a system in situations were it hinders changes that support the business process. However if flexibility is excessive, it can affect the accomplishments of the information system through increasing maintenance and operation costs, the complexity of the system and requirements for investment (Kumar and Antonis 2000). However the flexibility of the information essential in enhancing successful operations in the running of the organization, as result motivation is usually associated to success of the set goals. If an organization has a good information system, it is bound to attain the set objectives as a result a sense of confidence is attained from the positive performance of an organization. Conclusions Competitive pressures compel organizations to be flexible and responsive. Response to the environmental conditions, which keep on changing, is an important aspect in influencing corporate performance. Organizational flexibility is thus closely associated to the running of information systems. Organizations that possess IS functions that are flexible are in a better position to be increasingly responsive and take up benefits that are associated to the changes in both their external and internal environments (Laudon 1998). Equally, inflexibility within the IS can slow down organizational growth and subject the company to a competitive disadvantage. This paper highlights that the aspect of IS flexibility is a concept that is multidimensional. I t is therefore essential that a growing company should ensure its information system is flexible if it aims at improving performance and expansion. References Kumar L. and Antonis C, 2000, A Framework for Managing Flexibility in the Information Systems Function .McGraw Hill, Sydney. Laudon, K. and Laudon, J.P, 1998, Management Information Systems, (2nd edition), Macmillan, Sloan Career Cornerstone Center, 2008, Information Systems. Alfred P. Sloan Foundation. Acc Börje Langefors , 1973, Theoretical Analysis of Information Systems. Oxford university press, London. Swanson, E.B.1988, Information system implementation: Bridging the gap between design and Utilization, Homewood Irwin. Simon, H, 1960, The new science of management Decision, Harper & Row, New York. Sethi, A and Sethi, P, 1990 “Flexibility in manufacturing: A survey,” International Journal of Flexible Manufacturing Systems 2, 289-328. Koste, L.L, and Malhotra, M.K. 1999 “A theoretical framework for analyzing the dimensions of Manufacturing flexibility,” Journal of Operations Management 18 Read More