Evaluation of the Adoption and Integration of Information and Communications Technology - Coursework Example

ICT and Business Processes ICT and Business Processes Information and Communications technology, commonly known as ICT can be described as an umbrella term constituting all forms of communication applications devices. As such, it encompasses radio, television, handsets, software and hardware related to network, satellite systems and computers among other forms of media. Moreover, it encompasses various forms of services as well as applications associated with these forms of media (Akintola, Goulding & Zawdie 2012). These include videoconferencing as well as distance learning. In most cases, information communication technology is regarded in reference to some particular contexts such as healthcare, education and even libraries. The term ICT is majorly used in other countries other than the United States. In a recent research conducted by the European commission, ICT is beneficial and as such, its benefits are not attributable to the technology itself. Rather, the benefit lies within the ability to create and facilitate the accessibility to information as well as communication in regard to those populations that are underserved. Contemporarily, many countries have developed tendencies whereby they establish organizations and mandate them with the responsibility of promoting the ICT. The main reason for this is that these countries fear that unless the regions that experience less technological advancements catch up, there is a possibility that the ever increasing advancements in technology in developed countries will only exist to aid in exacerbating the gap in economy between the regions with technology and those that do not have. In the international aspect, the United Nations is always advancing ICT development and as such, it sees it as a means of bridging the divide digitally (Al-Hakim & Memmola 2009). Today, organizations such as Londis, a wholesaler for convenience stores, have adopted and integrated ICT in an effort towards improvement of the organizational process as well as ensuring that the operations are effective and entails efficiency. The purpose of this paper is to identify the issues associated with the organizational processes and how ICT can be used to address these issues. The paper will also access the eventual impact on performance upon introduction of ICT. In every organization, a process is supposed to assume some specified sets of inputs, transforms them into products and thereby generating the products as outputs which are meant to add value to the life of the consumer. It is the wish of every company to undergo this process of transformation in an efficient way. As such, ICT could be integrated into the system to facilitate this desired efficiency. Key problems that arise in business processes include; Relation of the stakeholders with the process Primary stakeholders include the customers as well as the suppliers. They are usually linked with the process in regard to the inputs as well as the outputs. The secondary st5akeholders include the employees and the managers. In addition to these, the internal processes such as the human resource, the information technology and the facilities also qualify as stakeholders. In many of the organizations, the employees are usually assigned to undertake tasks and their performance evaluated by the human resource manager (Wimmer, Scholl & Jochen 2008). The issues that arise in regard to the relation of stakeholders in respect to business process is when the manager fails to set goals that are clear, fails to provide a timely feedback whenever the work is non target or whenever he suggests corrections and yet they are not necessary. In such a situation, there is a big likelihood that the business process will be off target (Khosrow & Information Resources Management Association 2006). Process complexity A process whereby it is constituted of several variables tends to result to poor quality outputs. In any business process, there must be variables and as such, they depend on how the process is handled and how the data associated with the process is undertaken. Londis is usually encompassed with a large amount of transactions and it is a formality that these transactions must be dealt with. As such, the organization had once put in place several teams to work on processing the services and products request. It happened that these working teams indeed did not work in a similar way. An example of one group was the one working to ensure that the payroll system was working sufficiently and efficiently (Manuela, Cortes & Putnik 2007). In this case, the payroll department was receiving a very large volume of time sheets every month. Each of these time sheets had data and as such, it had to add to the company’s data base. As a result, this slowed the entire Londis process and as such, it added a great risk in regard to error. This issue is quite fatal as it results to a number of some pitfalls. They include; rate of errors tends to be high due to differentiated forms of data or even formats. In addition to this, the costs associated with training and development of the employees (Buchwald, Fleischmann & Seese 2010). Poor organization An imagination of the floor of the factory will lead to an individual working in an office to establish that there is indeed a flow that is in some way natural through the entire plant. For instance, the raw materials are fed in the process at one end and at the other end, a finished product is realized. In a factory, the floor is usually clean and the tools are always placed at their places. However, this is not usually the case putting an office into consideration. As such, a standard office is in most times in a mess. Files are at times scattered all over the office and you will find that the office occupants move up and down. The reason why these movements are is because, may be the photocopier machine maybe placed strategically within the organization and as such, these movements becomes inevitable (Hanna 2009). A swim-lane analysis is an organizational view in regard to its process and as such, it manifests hand offs from one individual to another. Such an analysis could be considered concerning how process of standard nature is undertaken; it is usually that the work appears to head back and forth somehow chaotically. An office tends to assume a simple review in regard to the prevailing environment in the office and as such, this can have a fatal effect on the desired efficiency of the process (Salvendy & Smith 2011). Lack of trust Some employees within the organization do not trust others and as such, this tends to spearhead the people’s desire to duplicate the work related efforts. It is usually assumed that the Microsoft’s office excel is of tremendous importance. Indeed, not only Londis use the application. Most of the companies of its nature tend to utilize it. To emphasize on the importance of Microsoft excel, most local governments in many countries extensively employ the use of the application. In the same context, a business process uses the element of the Microsoft office software to enter and further process data on it. However, most people mandated with the responsibility of seeing the business process through do not take into consideration that there exists central systems where data is held and entered as part and parcel of the business process. How ICT can be used to address the issues In respect to lack of trust, ICT could be incorporated to help alleviate this. As such, Microsoft excel is an important tool whereby, it could be used to enter data and further process the data. Instead doing all the work associated with the process manually, Microsoft excel could prove ideal in alleviating duplications. For instance, Londis Company has identified an effective way whereby they incorporate a computer system whereby tit is centralized and as such, it manages absence associated with the management (Mistry, Treebhoohun & Commonwealth Secretariat 2009). Moreover, each and every line manager must have a spreadsheet whereby he will easily manage the absence in relation to the absence of the line manager’s reports on the business process. In the same company, the manager handed the mandate to handle the issues concerning the human resources has own spreadsheet whereby they access the data in relation to performance of the company’s employees. Away from Londis, companies dealing with occupational health get vital information necessary to complete their business processes electronically. These companies then prints out this information before entering the data onto another spreadsheet. In regard to this case, ICT can therefore attributable to the eradication of the duplication of data. In the same aspect, ICT could be used to organize the office. Installation of photocopiers in every office could prove to be a great deal if at all movements is to be reduced. As such, instead of moving up to where the copier is placed, computers could be installed with software such as Wi-Fi, which enable one to print from his or her work station. Where a business process entail a large number of variables, it is necessary that the management make extensive use of computer applications. As such, computers can easily handle any command and execute it effectively. In regard to the inbound logistics, ICT can be incorporated and as such, the communication between the suppliers within the industry and through the management of the supply chain becomes cheaper and easier. Moreover, with reference to the aspect of operations associated with manufacturing, incorporation of Information and communication technology can be utilized can prove essential as it leads to an improved system of management in regards to the inventory of a company such as Londis. In addition to this, ICT leads to facilitation of the business process since it results to rapid prototyping as well as programs associated with the manufacturing process. Again, concerning the process of sales and marketing, ICT proves to be of great assistance as it enables the use of electronic commerce. As such, apart from making regional sales where physical presence is a mandate, a company is able to realize greater volumes of sales through making use of websites to market their products, that is, e-marketing. ICT also improves the efficiency of the business processes in regard to the firm infrastructure such that through it, practices associated with accounting and management of finance becomes better. In addition to this, the communication between various departments becomes more effective. As such, intranet facilitates this type of communication (Vasilecas, 2005). Furthermore, ICT boosts business processes since it enhances a better grasp in regard of trends evident in the business as well as trends shown by the prices in the market. This is mostly through easier information access. Generally, When ICT is incorporated into the business process, it is usually that the performance of the company improves tremendously and as such, the company is able to produce products of high quality and therefore establish a competitive advantage in the market, that is, it will have an edge over other companies which have not embraced ICT (Vasilecas 2005). From this analysis, it is evident that business processes are faced with several issues and as such, these issues are indeed drawbacks top the effective running and overall performance of the company. These issues are usually attributed to every level of management as well as the employees. To respond to these issues, it is necessary that the Information and Communication Technology be adopted and as such, it is an effective tool if at all there is a desire to streamline the business process. With ICT adopted into the business system, the performance of the entire business will be greatly improved and thus efficiency of the system is achieved. References Akintola, A., Goulding, J. & Zawdie, G., 2012. Construction Innovation and Process Improvement. Oklahoma: Springer Al-Hakim, L., & Memmola, M., 2009. Business web strategy: design, alignment and application. Belmont: Cengage Learning Buchwald, H., Fleischmann, A. & Seese, D., 2010. S-BPM ONE: Setting the Stage for Subject-Oriented Business Process. London: Routledge Hanna, N.K., 2009. Enabling Enterprise Transformation: Business and Grassroots. New York: Cengage Learning. Khosrow, M. & Information Resources Management Association. 2006. Emerging trends and challenges in information technology. New York: Cengage Learning. Mistry, P.S., Treebhoohun, N. & Commonwealth Secretariat., 2009. The export of tradeable services in Mauritius: a Commonwealth case. New York: Cengage Learning. Manuela, M., Cortes, C., & Putnik, B.G., 2007. Adaptive Technologies and Business Integration. New York: Cengage Learning. Salvendy, G. & Smith, M.J., 2011. Human Interface and the Management of Information Interacting. Oxford: Oxford University Press Vasilecas, O., 2005. Information systems development: advances in theory and practice. Cambridge: Cambridge University Press. Wimmer, M.A., Scholl, H.J., & Jochen, S., 2008. Electronic government: 7th international conference, EGOV. London: John Wiley and Sons. Read More