The Application of Hardware and Software for Business Improvement - Term Paper Example

Topic: Information Technology Title: The Application of Hardware and Software for Business Improvement. Your student name Your student number TABLE OF CONTENTS PAGE NUMBERS Table of Contents------------------------------------------------------------------------------2 Executive Summery---------------------------------------------------------------------------3 Section 1. Introduction-----------------------------------------------------------------------4 Section 2. Project Purpose-------------------------------------------------------------------5 Section 3. System Evaluation---------------------------------------------------------------6 Section 4 Computer Hardware Recommendations--------------------------------------7 4.1. Hardware - Office Computers-------------------------------------------------7 4.2. Hardware -Web Design Computer(s) -----------------------------------------8 Section 5. Computer Software Recommendations----------------------------------------9 5.1 Software – Office Computer---------------------------------------------------9 5.2. Software – Web Design Computer(s) ---------------------------------------10 Section 6. Reasons for Office Computer Hardware-------------------------------------11 Section 7. Reason for Web Design Computer Hardware-------------------------------12 Section 8. Reasons for Office Computer Software--------------------------------------13 Section 9. Reasons for Web Design Computer Software-------------------------------14 Section 10. Total Estimations----------------------------------------------------------------15 Section 11. A computer System Diagram--------------------------------------------------16 Section 12. Basic Computer Components Terms------------------------------------------17 Section 13. Conclusions-----------------------------------------------------------------------18 Section 14. References-------------------------------------------------------------------------19 Section 15. Bibliography-----------------------------------------------------------------------20 Section 16. Appendix: A Company History-------------------------------------------------21 Section 17. Appendix: B Company Organization------------------------------------------21 Section 18. Appendix: C Management-------------------------------------------------------22 Section 19. Appendix: D Problems-----------------------------------------------------------22 Section 20. Appendix: E Decisions-----------------------------------------------------------23 Executive Summary: This report covers a case study of Woodford Furniture Company. The major issue that were identified by the Managing director after her attendance to the technology exhibition was that she was capable of improving, enhancing and selling her products by utilising the recent technological developments using both software applications and hardware architecture. She could achieve this by applying the most recent technology available in the market. She therefore recommended that she employs a marketing executive personnel who will be responsible for advertising the company’s products through the internet in real-time and will be responsible for transacting both goods and service online and attending to customers needs online. For the problem of hardware and software, it has been recommended in this report that all the current IT hardware and software in Woodford Furniture Company will be upgraded from their current state to the latest ones available in the market to improve the efficiency and smooth workflow of the company activities. An additional workstation will also be added for Sally who is a new employee and will be responsible for the web designing activities. The upgrade exercise costed the company approximately $1.5 Million in total while setting up business achievable goals was not expected to cost the company a dime. Because the MD of Woodford Furniture Company added a new staff member in her payroll, she had to appropriately adjust the monthly payroll of her employees to cater for the new entrance. The company’s annual significantly increased by 20% more than anticipated recording a whooping $2.8 in annual gross income by the close of the financial year. Introduction: Woodford Furniture Company being a small sized business entity operating in the furniture manufacturing industry conducts its business operations within the Wollongong Central Business District at the moment, with its entire staff using its networked computers. The organization has undergone under tremendous improvement for the last eighteen months since its inception eight years ago. The organization expects to increase its annual income by a further 5% in the years to come besides recording a $2 million gross income in the last financial year. Besides these minimal improvements, the company deserves to perform even better than this. After conducting a business networking by attending relevant business workshops, the Managing director of Woodford Furniture Company saw the need to improve her business by upgrading the existing and outdated computer hardware and software in her firm to bring about the day-to-day business computing technology into workforce. She made this possible by engaging a business I.T consultant to see into it that the proposed I.T infrastructure upgrade, recommendations and implementations are put into practise and operational. The whole exercise was conducted under the supervision of the business communication manager in conjunction with organizational manager. The whole exercise was successful and the company recorded an improvement in sales afterwards. Project Purpose: The current organizations I.T model state of affairs is pathetic, owing to the fact that their current computing hardware systems are far much beyond the current technology present in the market and in use. The purpose of the project was to analyse, recommend the needs of the company and upgrade the current I.T infrastructure in order to improve and utilise the working capability of the whole of the organizational business vehicle. However this could not be achieved by consulting the relevant I.T expert and that is where I got involved as the business I.T consultant. The other aim was to ensure the company makes significant improvements in its overall sales after putting up the most current and efficient Information Technology operating gear. An internet connection was also made available to ease the work of Sally, a new web designer who was also contracted with the company alongside the I.T infrastructure upgrade exercise. System evaluation: Woodford Furniture is boutique furniture Manufacturing Company in its growing phase. It was established eight years ago and only started to realise a steady growth in its seventh year of inception. It presently employs approximately six employees utilising six work stations. The current technology environment in place are a total of six networked computers forming four workstations, a shared printer and a file server which stores all of the company’s information data. Four of the workstations computers are Intel Pentium II processors while the remaining two are Intel 486 processor and all of the computers are running a Microsoft Window 98 operating systems. Customers orders details are computer processed after the customer make their furniture order details through phone or e-mail. The system accounts for the stock control, stock accounting payroll, invoicing, and despatch of goods to the customer. Computer Hardware Recommendations: Hardware – Office Computers Device Name Specifications Usage (what does it do) Cost Six desktop Windows-based computers. Micro tower Business PC, HP Compaq dc5850 VS728UA, Microtower Business PC - AMD Phenom II X3 720 2.8GHz, 4GB DDR2, 250 GB, DVDRW. It is used as a central processing unit. @ $499.99  X 6 = $ 2999.34 Six LCD monitors. Hannspree ST19DMSB 19" Class. Height 14.2” , Width, 17.4” Resolution: 1440 x 900, 16.7 million colours, 300 Nit in brightness, Ports: DVI, HDCP, VGA. Used as a computer output device. @ $149.99 x 6 = $ 899.94 Six pieces of keyboards. Logitech Cordless Desktop MX 5500 Revolution, Bluetooth, Keyboard with Built-in LCD Display and Palm Rest Used as a computer input device. @ $ 49.99 x 6 = $ 299.94 Six pieces of mice. iHome Wireless Laser Mouse IH-M132ZD - 5 Programmable Buttons 1600 DPI Resolution, USB, 2.4 GHz, Dark Gray. Used as a computer input device @ $ 24.99 x 6 = $ 149.94 Six pieces of UPS. APC Smart UPS SN1000Battery Backup. 6 feet NEMA 5-15P, 47-63 Hz, 120V Used to protect electrical hardware equipments adverse power surges and events. @ 119.99 x 6 = $ 719.94 Total Costs $ 7069.10 Hardware – Web Design Computer Device Name Specifications Usage (what does it do) Cost One desktop Windows-based computer(s). Hp Compaq 6000 NV47out Pro Desktop INTEL CORE 2 DUO E8500 3.6 GHz, 4GB, DDR3, 500 GB HDD, DVDRW. Used as a Central Processing Unit $ 799.99 One piece LCD monitor machine. Samsung P2570HD 25" Wide LCD Monitor w/ TV Tuner The Samsung P2570HD Widescreen ToC LCD Monitor with TV Tuner. Used as a computer output device $ 699.99 Graphics/VGA/Video card. EVGA GeForce GTX 480 1536MB Super Clocked Ed. Helps in producing high quality graphics and images. $ 539.99 One piece Colour printer. Epson Business Inkjet B-500DN Used an output device i.e. for printing documents in hard copy format. $ 679.99 One piece of sound card. Creative Labs SB X-FI Titanium Fatal1ty Pro PCIe. The PCI Express Sound Blaster X-Fi Titanium. Fatal1ty Professional Series sound card. Helps the PC to produce quality sound. $139.99 16 gigabytes portable flash disc. CMFUSB2.0-16GB Used as a portable storage device. Used for storing and transferring files on the move. $ 27.99 One piece of keyboards. Logitech Cordless Desktop MX 5500 Revolution, Bluetooth, Keyboard with Built-in LCD Display and Palm Rest Used as a computer input device. $ 49.99 One piece of mice. iHome Wireless Laser Mouse IH-M132ZD - 5 Programmable Buttons 1600 DPI Resolution, USB, 2.4 GHz, Dark Gray. Used as a computer input device $ 24.99 UPS. APC Smart UPS SN1000 Battery Backup. 6 feet NEMA 5-15P, 47-63 Hz, 120V Used to protect electrical hardware equipments adverse power surges and events. $ 119.99 Total Cost $ 3082.91 Computer Software Recommendations: Software – Office Computers Software Name Features Usage (what does it do) Cost Windows 7 (Enterprise) Operating system professional (full). It creates quick access to your favourite websites, songs, pictures and documents while taking away the headache of sharing of printers and files in the business network. It has a windows system and network backup and files encryption system. It also has automatic hard disk defragmentation. Its security features consists of windows firewall, defender and an IE 8 protected mode and DEP support. It manages and accesses all the installed programs and applications in a computer @ $ 299.99 x 6 = $ 1799.94 Microsoft office 2010. Its new office web applications for power point, OneNote, word and excel enables users to edit documents using web browsers and work from everywhere (Microsoft, 2010) Microsoft office processing software is used for running office applications programs such as Microsoft Office Word, Excel, Access, and PowerPoint applications. @ $ 499 x 6 = 2997.60 Sage Peachtree Quantum. It comes with all inclusive features such as enhance accounting security, analysis, general accounting, business management and payroll It is accounting software used to run accounting programs and applications offering financial management solutions. @ $ 259 x 6 = $ 1559.94 Total Costs $ 6357.48 Software – Web Design Computer Software Name Features Usage (what does it do) Cost Windows 7 (Enterprise) Operating system. It creates quick access to your favourite websites, songs, pictures and documents while taking away the headache of sharing of printers and files in the business network. It has a windows system and network backup and files encryption system. It also has automatic hard disk defragmentation. Its security features consists of windows firewall, defender and an IE 8 protected mode and DEP support (Microsoft, 2010) It manages and accesses all the installed programs and applications in a computer $ 299.99 Visual Studio professional 2010. Developers have easy time in the understanding of the existing architecture and codes identifying the test impacts from the code changes. Developers can customise it to fit their own styles and building innovating customizations for SharePoint’s and also developing applications for windows 7 (Microsoft.com, 2010) Used to develop graphical user interface and console alongside windows forms applications, web applications, web sites and services in both managed and native codes in all supported windows platforms. $ 799.00 Microsoft office 2010. Its new office web applications for power point, OneNote, word and excel enables users to edit documents using web browsers and work from everywhere (Microsoft, 2010) Microsoft office processing software is used for running office applications programs such as Microsoft Office Word, Excel, Access, and PowerPoint applications. $ 499.00 Sage Peachtree Quantum. It comes with all inclusive features such as enhance accounting security, analysis, general accounting, business management and payroll ( peachtree.com, 2010) It is accounting software used to run accounting programs and applications offering financial management solutions. $ 259.00 Total Costs $ 1856.99 Reasons for Office Computer Hardware: Device Name Reason for choice Intel Core 2 Duo Six desktop Windows-based computers. It is a perfect hardware compatible with newer generations of operating systems and designed to perfectly meet your needs. Produces colourful, sharp and clear images on your screen. It comes with a three year warranty that gives you a piece of mind (compusa.com, 2010). Six LCD monitors Hannspree ST19DMSB 19"Wide LCD Display. Sess clear and vibrant motions and visuals regardless of the lighting status. Offers a 60Hz refresh rate and a screen resolution of 1366 x 768. Shows pictures in their original format. It has outstanding technology features, a workspace full of fashion and style (compusa.com, 2010). Logitech MX 5500 Revolution Cordless Six pieces of keyboards. It offers the amazing use of side scroll tracks beside the normal key pad usage. Enables the quick access of files by a single click and scroll through your documents with ease. It allows you to view your computer information easily through your LCD display (compusa.com, 2010). Six pieces of mice iHome IH-M132ZD Wireless Laser Mouse. It offers a 2.4 GHz wireless frequency, stowable USB nano receiver, programmable buttons, high resolution laser sensor, low battery indicator and a plug and play capability (compusa.com, 2010). APC Smart UPS SN1000. It ensures that the user’s data and system is highly protected and properly functioning. Can be connected to the system for back up in case of power failures. It has enhanced features such as line indicator, overload indicator, and replace indicator which helps the user to easily and conveniently monitor their systems (compusa.com, 2010) Reasons for Web Design Computer Hardware: Device Name Reason for choice One Core 2 Du desktop Windows-based computer. (compusa.com, 2010) Its DVDW is well equipped with a light scribe technology to meet reading and burning DVD media recording, sharing and software. It can execute multiple windows programs in either windows XP or windows 7 mode and easily recover data with automatic backups for business or home networks. (compusa.com, 2010) One piece LCD monitor machine. (compusa.com, 2010) The LCD’s multiple connectivity is offered by its flexible ports and its graphics enables the enhancement of movies’ screen pop out and gaming. Its rapid time response the blurred motions annoyance. Makes every sound and image a reality. Graphics/VGA/Video card. Supports 3 ways HD and SLI output while utilising the PCI Express 2.0 interface. It connects to HD monitor while enjoying gamming performance .(compusa.com, 2010) Epson Business Inkjet B-500DN Colour Printer. (compusa.com, 2010) It is excellently reliable, of high productivity and extensive media support. It a reliable for printing and high performance for your business environment (compusa.com, 2010). One piece of PNY NVIDIA Quadro NVS 420sound card. (compusa.com, 2010) It enables cinematic surround sound from movies and DVDs and has a clear voice output. It also enables hardware accelerated performance, accurate #d positioning and a Dolby digital live encoding. a quality definitive PC gaming audio is experienced (compusa.com, 2010). 16 gigabytes Flash Voyager USB portable Flash Drive. Enables one to carry around data everywhere you go. It is also portable, easy and convenient to move around with. Carries large amounts of data. (compusa.com, 2010) APC Smart UPS SN1000. (compusa.com, 2010) It ensures that the user’s data and system is highly protected and properly functioning. Can be connected to the system for back up in case of power failures. It has enhanced features such as line indicator, overload indicator, and replace indicator which helps the user to easily and conveniently monitor their systems (compusa.com, 2010). Reasons for Office Computer Software: Software Name Reason for choice Windows 7 enterprise Operating system professional (full). This is the most advanced windows operating system currently available in the market designed to work with computers to cater for the ever arising home and business I.T needs. It has stable security features, control and enhanced benefits and features. The users can comfortably connect to the home or corporate network from whichever location as long as they are connected to the same network with an internet connection. Microsoft office 2010. It has additional office program features and plenty of performance feel and looks needed for office solutions. Offers better communication features allowing users to work on newer office tools form the desktop computers, on s\mart phones and even on the web with the aid of browser softwares. The software helps beat deadlines by efficiently working together as a team while saving your costs and offering better communication tools. The users can also make quick informed business decisions while using the office virtually anywhere on any device. In also enables the users to gain control over there calendars, e-mails and creating in-house sophisticated business marketing. Sage Peachtree Quantum. Allows users to understand the true performance of their businesses by utilising its comprehensive feature based on double entry accounting principles, with screen-level security module, automatic accounting checks and audit trails to provide control and accuracy needed for improved results. Helps users to increase make better decisions and increase profitability whilst helping the company grows and achieves better results. Reasons for Web Design Computer Software: Software Name Reason for choice Windows 7 enterprise Operating system professional (full). This is the most advanced windows operating system currently available in the market designed to work with computers to cater for the ever arising home and business I.T needs. It has stable security features, control and enhanced benefits and features. The users can comfortably connect to the home or corporate network from whichever location as long as they are connected to the same network with an internet connection. Visual Studio 2010. It enables the users to automatically attach context to bugs, navigate fast forward through manual tests, enjoy mutual collaboration with the development team and visibility test plan progress. It improves CSS editing and HTML with CSS 2.1 standard support improving the XAML assets and a new Silver light design support. It provides a rapid sharing and prototyping integration with the development team through team server foundation (Microsoft Visual Studio, 2010). Microsoft office 2010. It has additional office program features and plenty of performance feel and looks needed for office solutions. Offers better communication features allowing users to work on newer office tools form the desktop computers, on s\mart phones and even on the web with the aid of browser softwares. The software helps beat deadlines by efficiently working together as a team while saving your costs and offering better communication tools. The users can also make quick informed business decisions while using the office virtually anywhere on any device. In also enables the users to gain control over there calendars, e-mails and creating in-house sophisticated business marketing Sage Peachtree Quantum. Allows users to understand the true performance of their businesses by utilising its comprehensive features based on double entry accounting principles, with screen-level security module, automatic accounting checks and audit trails to provide control and accuracy needed for improved results. Helps users to increase and make better decisions and increase in profitability whilst helping the company grows and achieve better results. Total estimations: Number of Office Computers-6 @ $499.99 = $ 2999.34 Number of Web design Computer(s) 1 = $ 799.99 Office Computers Hardware = $ 2999.34 Office Computers Software = $ 6357.48 Web Design Computer Hardware = $ 3082.91 Web Design Computer Software = $ 1856.99 Plus an excluded internet connection fee for the Web Designer’s office which will be subscribed on a monthly basis depending on the ISP provider’s terms and conditions. Sum of All Total Costs = $ 7069.10 + 3082.91 + 6357.48 + 1856.99 Grand Total = $ 18366.48 A Computer System Block Diagram: This diagram explains the relationship between hardware components of a computer Fig. 1.0. Monitor, Keyboard and Mice Diagram. Fig. 1.1.Computer and Monitor Diagram. A printer connected to a computer Fig. 1.2. Printer Diagram. Fig. 1.3. Headphone Diagram. BASIC COMPUTER COMPONENTS TERMS: Monitor This is used for the computer output. It displays the information of what is accessed and worked upon in the CPU. Hard Drive This device is used to store all the information available in the computer. CD ROM Drive This device is used to read stored data available in CD format. Keyboard This device is used to input data that can be read and worked on in the CPU. Mouse This device is used as a computer input and execution CD Disc This device is used to store portable computer data and other applications CPU This device is the main computer unit and is used a Central Processing Unit Floppy Disc Drive This device is used a small portable storage medium that can be read and edited. Printer This device is used to output information in hard copy format. Software All the above functions are made possible by the use of relevant installed and running in the computer. Conclusions: Due to the current technology enhancement the world over, everything has changed and a taken a new twist and businesses are not an exception. Lagging behind in business technology would mean committing a fatal error to your business existence and growth. These are one of the reasons why Woodford technology decided to perform a total overhaul to its business taking a kin interest on its I.T department. Now that the whole exercise of upgrading the I.T exercise is complete and every aspect of the business functionality is in the current business operation gear, Woodford Furniture Company had no excuse but to surpass its business rivals in the Furniture Business arena. In addition to the upgrading exercise, there was also an additional of other business hardware and software gargets to make up a new office for the new incoming web designer to help the company enhance, improve and spread its tentacles far and wide and for the overall tremendous business growth. The business performed competitively afterwards, utilising the internet resources available by conducting PR activities, advertising and sales over the internet. The company policy’s, strategic plans, employment opportunities, sales, marketing exercises, product information’s and other handy information’s were available online just by a click of a mouse as there was a company website already in place with all the necessary and required information enough to keep the business locally and internally around the globe. References: 1. compusa.com, 2010, All computer hardware products, [online] Available at: http://www.compusa.com/ [Accessed 12 May 2010]. 2. The ITASCA Community College, 2008, Information Technology Services, [online] (updated 10-September 2008). Available at: http://www.itascacc.edu/it/helpdesk/ComputerRecommendationsforStudents.pdf [Accessed 10 May 2010]. 3. The Energy Star, 2010, Program Requirements for Computers, [online] Available at: http://www.energystar.org.tw/pdf/Computer_Spec_Final.pdf [Accessed 11 May 2010]. 4. MagicNet, 2010, Feature & Specification, [online] Available at: http://www.samsung.com/uk/business/b2b/pdfs/products/displays/public_displays/sm320p.pdf [Accessed 11 May 2010]. 5. Infosys, 2009, Windows 7 Enterprise Features and Benefits, [online] (last updated September 2009). Available: http://www.infosys.com/microsoft/resource-center/Documents/features-benefits-windows7.pdf [Accessed 11 May 2010] 6. Microsoft.com, 2010, Microsoft Visual Studio 2010, [online]. Available: http://download.microsoft.com/download/c/0/9/c0965791-049b-4200-9008-f07a783026f6/visualstudio2010_productoverview.pdf [Accessed 12 May 2010] 7. Sage, 2010, Peachtree2010, [online]. Available At: http://www.peachtree.com/minisite/switcher/PDF/why_choose_peachtree.pdf [Accessed May 12 2010] 8. The University of Arizona, 2010, Recommendations on computers for Students 2009-2010, [online]. Available at: http://www.google.co.ke/url?sa=t&source=web&oi=revisions_result&ct=result&cd=1&ved=0CBQQhgIwAA&url=http%3A%2F%2Fdownloads.oscr.arizona.edu%2Fguides%2FComputerRecs.pdf&rct=j&q=[computerecommendationsforstudents.pdf]&ei=jZPuS6bYFsOF-QaR1MTMCQ&usg=AFQjCNEFVT-ql6RyzPKkwdbQQm4j1rYTcA [Accessed 13 May 2010] Bibliography: 1. Heinz .D. et al (2001) Optimising Business Performance with Standard software Systems, How to reorganise Workflow by Chance of implementing new ERP-Systems. Lengerich Printed in Germany. 2. Richard .P. (2006) Business Upgrade: 21 Days to Reignite the Entrepreneurial Spirit in You and Your Team. John Willy & Sons. 3. Scott .M. and Terry .W.O., (2004) Upgrading and Repairing Networks, fourth edition. USA, Que Publishing. Appendix A: Company History. Woodford Furniture Boutique Company is a small size business entity operating its businesses at the Wollongong CBD environs and managed by a sole proprietor as the CEO. The Company deals in furniture products which it sells to its customers locally and internationally. The company was established 8 years and has undergone significant growth in the recent years until recently when it recorded high gross income of $2million and much more financial growth is expected in the coming financial years. Appendix B: Company Organization. The Company’s management is interested in the organizations improvement and her intentions were made evident by the fact that she attended a technology exhibition where she was introduced and advised that her company could go a notch higher by selling and promoting her products over the Internet. She was also advised that she could improve and enhance the overall state of her business by applying the use of the recent technology developments in both hardware architecture and software applications. Charter Woodford Furniture Company manufactures markets and sells functional office and home furniture solutions of high quality and timeless design. Goal On the domestic market, Woodford Furniture Company aspires to be the market leader and achieve a market share of more than 30%. Strategy Woodford Furniture Company sells directly to the end user. The company is working hard to acquire a broad customer base with an equal emphasis on private on companies and government institutions. It created its own sales organization on the markets where it operates. Appendix C: Management. Woodford Furniture Company consists of a sole proprietor who is the Managing director of the company, and total of 7 (seven) employees of which one is the Web Designer operating from her office and the remaining six are stationed at the point of sale where they deal directly with the customers. Appendix D: Problems. The accounting solution is too-time consuming The company needs a detailed accounting data every week but the company does not have an accountant who can only concentrate on accounting issues. This is the reason why the point of sale employees multitasks by selling the goods to the customers and at the same time compiling documents, invoices and other materials to gather the desired information. Order and production management are not enough Before the Woodford Furniture Company I.T revamp, the I.T consultant believed that the employee’s stationed at the point of sale are not doing enough to boost the company sales because they the organization did not have an effective I.T infrastructure in place Outdated I.T appliances The organization is in the right business and reliable customers and even the right tools in place, but the main problem is that the I.T components in place is so much outdated hence reducing the business efficiency of the company’s and its operations. Appendix E: Decisions. Improved financial Management In the beginning of the eighth year, Woodford Furniture Company Initiated, planned and implemented the I.T upgrade exercise which saw the company’ improvement in its overall business activities. Improved Marketing Management An enthusiastic Web Designer was hired to design a company website which will act as vehicle of advertising, marketing, performing PR activities and selling of the company’s products. The system will be based on the comprehensive use of the company’s website and the new accounting programs introduced in both the main office and the Wed Designer’s office. Capital Injection In order to finance the company’s expenses injected the I.T upgrade, the company sourced the money from its own investment which saw it spending an approximately $ 18366.48 in the use in the whole exercise. Subsidiaries Now that the solution has been fully implemented at Woodford Furniture Company, The MD now wants to see that her business grows and improve in all aspects. They will ensure that this happens by utilising to the fullest the currently installed I.T gear. Read More