Problem-Solving Issues - Essay Example

Management Problem Solving Musa Module Module ID: Part One Problem identification and description: Two of the software programmes had been bought and installed for recording the attendance of the students and staff members appeared to be corrupted only one month after its successful functioning. It also affected the communication between the management, and the performance of teachers regarding regularity and punctuality could not be monitored. Consequently, the data could not demonstrate any record of the arrival of students and teachers in the school, which created great concerns of the administration and staff alike subsequent to the problem, appeared because of software’s getting corrupted. The problem could not be detected for three working days, and the off-days added two more days making the disappearance of five-day record in total. Analysis: The main objective appears at here includes introducing of the complete security system with the help of anti-virus and other related programmes for escaping the attack of any computer virus in the software programmes for the future days to come. Additionally, there is a certain need for introducing the keeping and monitoring of some manual record of the arrival, departure and other activities of the staff members and students as well to avoid any unpleasant state of affairs in future appears due to the loss of important data. Despite the fact that maintenance of record as well as other staff-related activities is unconditionally attributed to the management of an organisation (Griffin 2010, p. 64); nevertheless, being the IT technician as well as a part of school staff, I also find myself to be responsible for the preserving of the entire school records by protecting them from getting destroyed in any manner on the one side, and taking active role in the school and IT affairs on the other. Furthermore, since the contemporary age is frequently viewed to be the era of technological advancement (Gates 1999, p. 3); as a result, almost all activities are preserved and supervised with the help of electronic and technical equipment. As a result, guaranteeing the monitoring of the arrival and departure of the staff members, students and outsiders also serves as the moral and professional obligation of the personnel rendering services in the management and IT departments of an organisation. By taking the above stated situation into consideration, there appears an urgent need for solving this critical issue on priority basis, so that such incidents could not be repeated again altogether. First of all, the company preparing and offering the anti-virus software in use should be consulted, and informed regarding their product’s getting dysfunctional and corrupt. The company must be demanded the compensation against the losses the school had to bear in wake of the software’s getting corrupt. Secondly, appropriate checks and monitoring systems should be implemented in the school, where the IT professionals and other staff members are bound to examine the technical and electrical equipment and tools on the eve of arrival and departure of the students. In the same way, the IT professionals, teaching faculty, security personnel and admin members should work in close co-ordination with one another, so that the performance of every department could be cross-checked on scientific basis every day. Not only this that some of the staff members should be asked to stay at the school at least 1-2 hours after the departure of students with the rotation of this overtime duty, but also specific budget should be allocated for the overtime duties rendered by the employees working at different departments and positions. http://fjotland.com/IRIZAR-How%20does%20it%20work.html Another step should be taken by the administration for resolving of similar issues that may create disturbance for it includes the imposition of fines against the negligence committed by the school staff in any manner. Reward and punishment are two important phenomena that play vital role with regards to motivating the professional (Erikson 1993, p. 47). There is no suspicion in the reality that the IT related products and technical as well as electronic equipment could become out of order due to some technical defects that are beyond the powers and access of humans; nevertheless, the unnecessary delays made by the technical, security, administrative and teaching staff should be discouraged at any cost for the good name and fame of the organisation. As a result, a rational management assures complete inter-departmental collaboration through a strong network existing among the staff members, which enjoins them through this network for extracting best possible results for growth and development of the institution. Despite the fact that restoration of the lost data was really a very challenging task for the IT staff of the school; nevertheless, I along with my colleagues requested the administration to buy the data processing and restoration software for the refurbishment of the details had been lost because of the problem occurred in computer network last week. We offered some deduction from our monthly salary as a gesture of goodwill as well as compensation to be made on our part because of the loss the school had to undergo partly due to the carelessness of the IT technicians. However, the management deferred the proposal of including our share in the form of money till the refunding of the amount had been paid on the eve of purchasing the antivirus software. Somehow, the data recovery software was installed and data was restored, though the statistics related to the previous five days could not be found altogether. Conclusion and Analysis: To conclude, it becomes evident that the absence of a powerful regulatory authority from the administration tends to make the employees relaxed and careless to a great extent. Therefore, the theorists recommend the strict monitoring of the performance made by the employees during the work hours. It is particularly the case with the information security management (Whitman & Mattord 2010, p. 119). Being a very sensitive department, IT always requires perfection of work in all regards, where one single mistake to be made by any of the personnel from management or employees could lead to serious blunders subsequently. In addition, the personnel responsible for purchasing different products and items from different companies must be aware of the brand name and manufacturing quality of the products in order to escape problems in future. Recommendations: Although the loss faced by the school could not be reversed at any cost; nonetheless, its affects can be minimised by purchasing the most popular and branded software. Similarly, the IT staff should take the responsibility of examining the work efficiency of all software programmes either they have already installed the same or they are yet to complete installations of the same. Hence, not only this that software programmes, available in CDs, pen-drive or any other hardware device must be scanned properly through an effective antivirus programme for escaping any problem in future. The IT technicians should not let any irrelevant person to have access to the computer lab. Moreover, the IT system must be protected by blocking the option of making any installation through a password, access to which should remain confined to the IT staff members only. However, the availability of at least two IT technicians must be assured during off-time, so that they could be contacted and consulted in case of any emergency use of the IT equipment by the management or faculty members. The management should also play their role by strictly prohibiting the entrance of the irrelevant persons in the IT network zone of the school. Besides, the cleanliness and other maintenance processes should also be allowed in the presence of the in-charge of IT department of the school, so that no one could be blamed for any defect to be appearing in the network. The main server monitoring the entire IT network should remain in lock and key for guaranteeing the safety of the communications system of the school. The persons responsible for regulating the IT affairs should also be monitored by some qualified and experienced admin member, who would supervise the entrance and exit of the IT professionals from the lab and network areas of the school. Advantages, disadvantages and implications: Advantages: One of the most noticeable advantages associated with the above-discussed incident includes the realisation of faults and flaws on the part of the management and IT employees of the school. The professionals recognised the drawbacks appeared in their behaviour in the form of negligence, which led to the creating of disturbance for the school. Consequently, necessary measures have successfully taken to ensure IT security in future. Disadvantages: The school had to undergo the loss of precious record and data that was essential for the assessment of the performance of students, teachers and other staff members alike. Similarly, the school had to bear the loss of money and time to purchase and install new software programmes. Implications: The admin and staff have acknowledged their duties, and services would be rendered in a more effective manner. The training sessions for the employees have also been recommended for bringing improvements in their efficiency and performance subsequently (Griffin 2010, p. 287). http://www.cisco.com/c/en/us/products/collateral/wireless/wireless-control-system-navigator/product_data_sheet0900aecd80633649.html Part Two: Control Loop: Control loop simply stands for the device that is applied for managing and regulating the performance of other systems and equipment (Brady 2011); efficiency, flexibility, cost efficiency and safety are four distinguished features attributed to a control loop (Brady 2011). A control loop generally consists of a sensor, a controller and a final control element, all of which work in collaboration for the smooth working of the machines being regulated (Cooper 2007). The same system is also witnessed by the managements of almost of all organisations, which adopt control strategies to monitor and regulate the activities of the employees on the pattern of control loop. A control loop consists of four major parts, which include controller, actuator, plant and measurement device. The controller is responsible for the performance of all areas of an instrument, and do not let them exceed to the responsibility. In the same way, actuator plays the role of monitoring and assuring the accurate movement of the machinery, and in case any type of irregularity appears, control loop immediately halts the movement of the mechanism. Third part of a control loop is called plant, which provides feedback and backup to a mechanism, and hence plays the part of motivational factor necessary for the work efficiency of a mechanism. Hence, without plant, the machinery remains struck and slow while making performance. Finally, measurement device serves as the fourth component of a control loop, function of which includes the making of an assessment with regards to the quantity as well as quality of the work to be executed. While applying the control loop on management and organisation, it becomes evident that the almost all organisations also observe these methodologies in order to assure the excellent performance of their employees and workforce. A rational and visionary management devises comprehensive strategic schemes by introducing clear objectives to be achieved. Hence, making financial plans, embarking upon marketing and advertising campaigns to attract the potential clients and customers, hiring the services of professionals by recruiting the most suitable personnel, placing them according to their qualifications, experiences and skills and monitoring their activities, all come under the definition of control system on the part of the management. Adequate plans tend to earn profits for the organisation, management and personnel, while inadequate planning and work deficiency lead to the destruction of strategies, and invite losses subsequently; same is also the case with the suitable monitoring methods to be applied within an organisation. In case the management of a firm or an organisation demonstrates efficiency while controlling and monitoring the activities of its employees, there are least chances of its facing financial or other tangible and intangible losses predominantly sound reputation in the market. On the contrary, negligence displayed by the management may turn the work quality of the employees and workers into grave jeopardy (Griffin 2010). The same could also be found by having a glance at the problem appeared in the IT department. Had the school administration adopted a cross-examination and double-check system in all departments, the negligence and carelessness of the IT department could have been detected and repaired far earlier. Similarly, if the IT technicians had displayed more efficiency in their work performance, the company could have escaped heavy losses of data and finances as well. In addition, instead of raising questions of the performance of the technicians, the school administration could appreciate them for exhibiting best of their skills and vigilance. References Brady, Ian. 2011. “Programmable logic controllers - benefits and applications.” PLCs. Cooper, Douglas J. 2007. “The Components of a Control Loop.” Retrieved from http://www.controlguru.com/2007/020507.html Erikson, Erik H. 1993. Childhood and Society. New York: W. W. Norton Gates, Bill 2009. Business @ the Speed of Thought. New York: Grand Central Publishing. Griffin, Ricky. 2010. Management. New York: Cengage Learning. Whitman, Michael. & Mattord, Herbert. 2010. Management of Information Security. New York: Cengage Learning. Read More