System Information System Planning & Management - Case Study Example

SYSTEM INFORMATION SYSTEM PLANNING & MANAGEMENT System Information System Planning & Management Executive Summary The purpose of this report is to highlight on the evaluation of variant technologies that Greens Lime Mouldings (GLM) intends to employ for its future prosperity. The company has maintained both stiff competition to its competitors and outstanding performances, through output provision to the customers. This report encompasses various sections such as: Introduction, which will offer a brief explanation of the company and the project’s objective. The methodology section entails different mechanisms through which the company will employ to achieve the info for success. The report findings will provide the actual issues for analysis. There will be discussion of the issues and conclusion basing on the rationale. Finally, the recommendations will be suggested to allow for the actual specifications of the report stipulations and measures for improvements. Introduction GLM is a company that deals with the production of a large range of small products made from plastics and their customization. The business has managed to hire competent personnel who have in turn availed viable ideas that have seen the business navigate challenges and manifest excellent performance. The Greens Lime Mouldings (GLM is a business that began as a single entity, but has experienced significant economic revolution through better service offerings to the clients. The business deals in the production of plastic products through the involvement of an appropriate technology. The systems incorporate persons, technology and data. The information systems are essential in the in provision of options for decision-making. The business targets full satisfaction of the workers through provision of best services on time. The objectives of the report an the business; i. To provide excellent services to the customers ii. To lead in innovation of products iii. To operate in the global scope iv. To utilize best technologies in its operations The Mission Statement To provide the best production and information system services in the globe. The vision statement To provide the best products with a commitment to competence and life- changing services which are critical whole the world through the application of appropriate technology. Even though the company has strategized and formulated the procedures, the company requires clear understanding on the impacts of deviations from its stipulations. The company cannot attain its objectives without strict follow up of the set policies. Nonetheless, there are other factors that have to be regarded to as being potential and without their considerations there cannot be significant improvements, instead, there can be decline in the business performance. Considering the role of IS/IT in the enterprise The information technology and the information systems fit in all departments of the company. The information systems help in the improvement of management. For instance, information management systems assist in the decision making process of the business after a critical evaluation of the prevailing situation. The transaction processing systems assist the company’s billing systems in obtaining and disbursing payment to different individuals or companies. The negotiation support systems involve in he exchange of direct information and from the company and into the business. The information technology provides efficiency to individual and improves the accuracy of the operations in the business. A description of your choice of the 3 most important areas of technology for GLM’s business and the benefits and opportunities provided by each of the technologies in relation to GLM’s information systems strategy and aligned business strategy Mobile Technologies Mobile technologies refers to variant types of cell communication know -how. The mobile technology has transformed rapidly in the past few years. The GPS connection device has also enable the connection has also provided a basis for the mobile computing since it possess a message console and browsing particularities. The devices supporting mobile technology connections include laptops, palmtops, smart phones, Global Positioning System (GPS) devices and credit card payment terminals. Mobile computing can benefit the business by improving the quality of services offered to the customers. For instance, mobile technologies allow the business to reach the customer directly via the internet. Therefore, the company can update the customer on the order and price changes. Services such as the credit card payment terminals allow the customers to pay for the goods online. Customer Relationship Management Software (CRM) The software offers efficient management of businesses especially the vast enterprises in managing the customers and clients’ activities. The software allows for synchronization, organization and automation of the business processes such as sales, marketing support services and the customer care services. The software offers efficient response to the customers and sales prospects. The system benefits the business by providing convenient and accurate services hence, allowing the customers to trust on the business and continue seeking the business services. The service has the customer interface that determines the customer’s relationship with the business. The business can use this data to adjust on its weaker areas and comply by the customers’ demands to improve the relationships. Enterprise Resource Planning (ERP) Software The ERP software assist in the business management by enabling the organization to employ a system of integrated functions to manage the business processes. The software integrates all aspects of a process such as sales, development, manufacturing and marketing. The company would employ the software in its system depending on the purpose it intends to execute. The software is beneficial to the business the system introduces efficiency and enhances the business processes. The ERP software avails accurate information promptly to the appropriate persons. The software optimizes the asset and the human resource management. the system also enhances the financial management in the business such as the quantity of stock, balance sheet and trial balance. The Enterprise Resource Planning software safeguards the information in the business by maintaining a substantial security through complex coding system. The software is also vital kin the business since it can be customized as per the specifications that fulfills the business needs. Opinion of the impact they would have on the organization’s structure, business model and culture. Time Frame for Business Improvements Suggested Future Technology Start Date Finish Date Estimated Days CRM Software 01/04/2011 01/08/2011 122 ERP software 31/07/2011 31/07/2012 365 Total 487 Risk Analysis of Customer Relationship Management Software (CRM) and Enterprise Resource Planning (ERP) Software CRM Risk Analysis Risk Probability (1-5) Severity (1-5) Score (P x S) Actions taken to Prevent/Manage Risk Staffing Staff error 2 2 4 Training is basic to evade human error when using CRM. Technical CRM equipment failure Equipment security 2 1 3 3 6 3 Call customer service to order substitutions. Computers can be used as a replacement to the hardware telephones. Use wireless technology to maximize security rather than wired. External Issues Natural disaster (Power failure) Company emergency (During lost internet connection) Line intrusion Deliberate acts of theft 1 1 2 0.5 3 4 2 5 3 4 4 2.5 Unable to prevent natural disasters. Use battery backups or power generators to provide electricity. If internet connection is unavailable, workers will be unable to call 999. To avoi d this, either have a land line connection or have access to mobile phones. Identify the source of the interference and purchase additional equipment to solve the problem. Use current security procedures in place at GLM and implement newer security features to increase the protection of equipment. Legal Consumer privacy 1 4 4 Inform customers that phone calls may be recorded for training reasons and will not be transferred to any third party companies. ERP Risk Analysis Risk Probability (1-5) Severity (1-5) Score (P x S) Actions taken to Prevent/Manage Risk Staffing Staff holiday / Off sick Staff error 3 2 2 2 6 4 Ensure all staffs are fully trained so that in the case of staff absence, other members of staff can cover them. Input of incorrect data into system. Once realized, this is easy to rectify, as data is still editable. Organizational Departure of key workers involved with ERP 1 4 4 GLM will need to employ someone to replace them. In the mean time, workers who have experience with the software can cover. Technical Software failure Hardware failure Viruses, Worm & Trojans Incorrect use of ERP 1 2 2 3 5 5 5 5 5 10 10 15 Regularly update software with the free updates provided by ERP. Have a printed trouble shoot guide readily available from the ERP website. Regularly maintain hardware via upgrade of parts. GLM must ensure that frequent backups of data are stored externally. Ensure antivirus software to prevent any malicious attacks. GLM has the software package but does not know how to use it to its full potential. Inclusive training is required in order to use it properly for ERP to be effective and cost saving. External Issues Natural disaster (Power failure, Accidents) Overall 1 5 5 Use battery backups or automatic power generators to provide electricity. Recognize the source of the interference and purchase additional equipment to solve the setback. The risks highlighted in the risk evaluation tables with higher risk scores of above 6 must be controlled to minimize severity and possibility. The management of the risks is indispensable in undisturbed execution of business activities. Additional Financial Cost Estimate CRM Product Initial Cost 1st Year 2nd Year 3rd Year Snom Extension Keypad (x1) £110.00 £14 £14 £14 Linksys 3102 Adaptor (x1) £86.00 - - - Linksys 2102 Adaptor (x3) £186.00 £38 £38 £38 Snom 360 Black (x4) £824.00 £46 £46 £46 Snom Meeting Point (x1) £942.00 £16 £16 £16 Call Queuing & Virtual Switchboard - £3 £3 £3 Sub Total £2148 £117 £117 £117 ERP Product Initial Cost 1st Year 2nd Year 3rd Year ERP Business All-In-One £1800.00 £7500.00 £7500.00 £7500.00 Account & Contact Management - £638.00 £638.00 £638.00 Activity Management - £548.00 £548.00 £548.00 Service Order Management - £660.00 £660.00 £660.00 Bi Analytics - £380.00 £380.00 £380.00 Sub Total £1800.00 £9726.00 £9726.00 £9726.00 Initial Cost 1st Year 2nd Year 3rd Year £3948.00 £9843.00 £9843.00 £9843.00 Impact of technology on the organization’s culture The business founders create the organization culture. The implementation of the new technology in the business will influence culture since they cannot take place without influencing the existing business practices. Technology involvement in the business can introduce new practices in the business, eliminate some of the existing cultural processes or remove and create new practices at the same time. Impact of technology on the organization’s structure and business model The technology will influence the business structure through the removal of some staff from the affected departments since the software performs most of the work. Consequentially, there will be employment of more operators to maintain the information technology systems. The incorporation of mobile technologies and advanced software in the business will alter the modes of operation in the business. For instance, the mode of ordering of goods will change to online. The payment criterion will also increase via the credit card terminals and soft money via electronic means. Opinion of any possible risks for GLM’s business of adopting the specified technologies and including a general risk assessment with an optional risk limitation plan Security Breaches The software installed in the systems associate with security problems to the business. The business system would experience the risk of securing its data from intrusion by the virus and the hackers. The safety of information is essential in the business since the future success of any organization emanates from the information on strategies. Increased Installation and Maintenance costs Even though there is understanding on the benefits of superb technology on the business, the accompanied costs attribute to a main factor for concern. The business has to be ready for the additional operational costs such as the costs of purchasing the machinery and the costs for maintaining the machines at better conditions. Technology Recommendations The business should implement appropriate information technology and systems in its daily operations. Nonetheless, the business has to obey the limits of the software and the desired technology specifications. The business has to vet every technological idea before its implementation. Appropriate information is necessary on the knowledge of every model targeted for incorporation. The GLM should implement Customer Relationship Management Software (CRM) and Enterprise Resource Planning (ERP) Software Customer Relationship Management Software (CRM) i. Increases the productivity of the business. The utilization of the CRM software will foster imprpoved benefits for the business by facilitating faster business processes. There will be effective planning with the business resources and improved the creation of utility. ii. Offers superb communication with staff: the software would alleviate all the drawbacks accompanied by the previous systems. This would ensure no delays in the execution of critical business activities such as purchases, dispatch and delivery. iii. Provides improved communication with the customers: the customers will realize excellent communication services with the company to address their critical matters for solution/. The business will also send highlights to the clients on time to avert confusion. Enterprise Resource Planning (ERP) Software i. The faster completion of reports and evaluations enables the GLM to enhance decision making. Promptness in the implementation of the business preferences promotes convenience in service delivery. This will promote the output through effective time utilization in the business. ii. Errors are greatly reduced. The software eliminates all sorts of errors and provides a better opportunity for accuracy and reduced risks. The reduction of risks will restore the client’s confidence in the company and improve the business benefits through attraction of more customers. iii. The incorporated business intelligence package will enable the GLM to progress its activities. iv. Assist with customer service through management and inspection of the services. The software will provide prompt inspection on the business issues and avail resolutions automatically. The speed of solution availability would foster convenience in the business. Conclusion The report attained the objectives demanded in the beginning of the exercise. The report has focused on different aspects of the business and offer explicit elaborations in each case. However, this report has been presented in a manner of suggestion. This implies that it should not be regarded as final but can be amended to attain excellence on implementation. Technological advancement is essential in the bushiness systems. The business has to target the technological level that maintains its quality provisions and provide according to the stipulated objectives. Lastly, the business should perform trial period for the desired technologies for one quarter of the year, evaluate the effects of technologies to the business, and perform fundamental corrections. Through the implementation of the proposed system function, the business will experience improved gains via the advantages accompanied in both of the systems. The business should implement ally the demands of the mission statement to attain its vision. Nonetheless, there should be an understanding throughout the business management that failure of the systems according to the report suggestion should not be a barrier to continued endeavors of the business. The propositions were performed under standard conditions to provide the actuarial findings. Therefore, for the report to be operational, all requirements outlined must be provided in the suggested proportions. Bibliography Bruce, A. R.2006. Public Management Information Systems. London: Group Inc (IGI) Georgios, M., Dimitri, P. 2009. Intelligent Scene Modeling Information Systems. New York: Springer James, A. H.2008.Accounting Information Systems.(6th Ed). London: Cengage Learning, 2008 John, C. C.1986. Strategic Planning and Management Control: Systems for Survival and Success. New York: Lexington Books Joshi, S. C.2005.National Information System: Planning And Management. London: Global Vision Appendices Appendices including your own researched material showing the likelihood of future technology impacts on an organization like GLM Size/Structure Grid Read More