Major Issues in Document Accessibility - Research Paper Example

Answer It is worthwhile to mention that this problem related to inaccessibility of new word documents has occurred because the applications of newer information system are not installed in all office computers used by employees (store managers). Indeed, this problem related to accessibility of data and opening of training resource documents could easily be resolved if all office computers are taken back by IT departments for updating and installation of newly acquired self used training system. Indeed, this updating of computers would be considered as a part of ‘implementation stage’ (which is fourth stage of system development life cycle) of new information system so that other problems related to time wastage, decrease in productivity and organisational inefficiency could be resolved. As far as other solution is concerned, it must be highlighted that all information and data files prepared on new office system could be converted into old format by using convertibility option in new MS Office. For instance, Microsoft Office 2007 and Office 2010 versions (very user friendly) offer a tool through which an end user could convert word 2007 and word 2010 documents into MS word 1997 and MS word 2003 formats. Indeed, this solution is though feasible, yet time consuming as word, power point or excel files have to be first converted and then to be mailed to all other store managers who do not newest Microsoft Office System. Another possible solution is that store managers could send those new word documents on their personal email and open as a ‘Google document’ or in HTML format. (Laudon, Kenneth and Jane) and (Wong) References: Wong, Bianca “Managing positive intranet change: Watch out for the J Curve” Prescience Digital June 4, 2010 Available at http://www.prescientdigital.com/articles/best-practices/managing-positive-intranet-change-watch-our-for-the-j-curve/ Laudon, Kenneth and Jane P. Laudon (2007) “Management Information Systems: Managing The Digital Firm” Prentice Hall Publishers Tenth Edition Answer 2: Strengths of Current Systems: As far as the strengths of current system are concerned, it must be pointed out that our Intranet has the capability to facilitate open information sharing and communication among employees as it offers real time discussion facility, email and organisational calendar. This in turn enhances coordination and collaboration among workers. In addition, timely communication resulted in increased workers’ productivity, efficiency and task accomplishment as they could easily access organisational database for information. Moreover, the intranet system is being used for self training purposes as store managers can download training material directly by using this system. Weaknesses: The system, however, is not outstanding as it has not been developed on 100% Oracle applications that minimise the chances of data loss and ensures security and safety of organisational information. In addition, employees although could upload and download documents through intranet, yet the speed of downloading / uploading or data transfer rate falls drastically that in turn makes the job time-consuming and tedious. System breakdowns and some data losses had been observed in past, however, recovered through backups. Feasibility of updating system by addition of new capabilities: The system has capability that it could be updated by adding New Applications beneficial for Human Resource Department, real time online meetings through computer and decision room conferencing etc. The new applications should be developed by using Oracle tools as they will improve security, accuracy and speed. The system could become slow if new applications are added, hence programmers have to make adjustments to enhance system’s speed and overcome aforementioned weaknesses. (Richard) and (Wireless.ictp.it) References: No author “IMPLEMENTING INTRANET/EXTRANET Estimate of cost – Feasibility check” Wireless.ictp.it February 24, 2004 Available at http://wireless.ictp.it/school_2004/lectures/repici/repici_lecture2.pdf Richard “Benefits of An Intranet System – A Brief” Article Alley 16th July 2009 Available at http://www.articlealley.com/article_980868_15.html Answer 3: The new intranet information system, with abilities of real time online meetings with other company managers and strategic planners, has enabled the business organisation to reduce traveling to different locations and destinations for business deals, negotiations and market research. Indeed, this also enabled the company to save considerable costs and budget that was previously allocated for employees’ travel and accommodation. Cost savings in turn has helped in restoring competitiveness and efficiency of organisational products as per unit cost is reduced. Moreover, the implementation of new employee training programs, mentoring and discussion sessions by L&D manager have helped in reducing monthly accidents followed by significant saving on medical and legal bills that are filed by employees in case of accidents against the company. Quite unequivocally, employees are being taught about safety precautions to be adopted so that they could minimise the probability of an accident. The reduced number of accidents has helped restoring workers’ morale and their normative commitment to their job. Satisfied and happy employees, in turn, showcased their optimal performance by increasing their productivity and work efficiency. Indeed, these satisfied employees have opted to create value and satisfy their customers who have now become loyal to the company thereby bringing additional revenue. Overall, the issues such as internal inefficiencies and higher costs have now been resolved to a great extent after new training programs and implementation of Intranet system. In short, the intended outcomes are accomplished. (Sunnywale) References: No author “Al Tayer Launches RTA Employees Intranet System” Dubai Metro February 16, 2010 Available at http://dubaimetro.eu/featured/4336/al-tayer-launches-rta-employees-intranet-system Sunnywale, Calif “Sainsburys Adopts Advanced New Intranet System; Implementation of Veritys Knowledge Retrieval Solution for Corporate Portals” Businesswire.com Oct 14, 1999 Available at http://www.thefreelibrary.com/Sainsburys+Adopts+Advanced+New+Intranet+System%3B+Implementation+of...-a056280423 Answer 4: Although the intranet system is designed after considering functional requirements, system specifications, intended goals / objectives, operational, economical and technical feasibility, yet there is always a space for improvement in an information system. Indeed, I would recommend that entire system must be developed using Oracle applications because they offer better security and safety of data. In simple words, it becomes difficult for intruders to either hack or destroy the system through viruses because of efficient built-in security measures. In addition, backups can easily be formed by IT specials or experts that help in data restoration or in recovering information due to system breakdowns that may occur due to information overload and less storage capacity. Secondly, the system can also become useful when new applications are added for all major departments such as Marketing (facilitate personnel in revenue entries, order tracking, expense transactions, per product and per package sales volume and others etc) and Finance (for financial statements, concise summaries, total per day transactions) in addition to normal applications as offered for Human Resources Personnel. Indeed, a single system for entire organisation would be better option instead of having separate systems for different organisational departments. Another reason behind it is the fact this a unique system for all departments, branches and personnel in a business firm facilitates in training as well as reduces the burden / work load over IT experts who now have to maintain only one system instead of multiple systems used in different departments. (Chen, Etnyre and Lee) and (Telleen and Meltzer) References: Chen, Kuo, Vance Etnyre and Huei Lee “Security Management in Intranet Systems” Communications of the International Information Management Association, Volume 3 Issue pp. 15-23 2003 Available at http://www.iima.org/CIIMA/CIIMA%20V3%20N1%202%20ChenK.pdf Telleen, Steve and Bart Meltzer “Intranet Systems Integration” Business Communications Review, Volume 27, number 7, page 35-38, July 1997 Available at http://www.iorg.com/papers/bcr.html Answer 5: The issue has occurred due to the fact that computer system, with old softwares and specific applications, does not support the video requirements and thus can not play videos that are recorded by using new applications and softwares. Indeed, since this is an emergency case where we can not delay due to on-going training session, I would immediately call my Information Technology department and instruct my It experts and software personnel to use their video conversion software and produce a copy in old video format. These converted videos will then be uploaded on company’s Intranet system from where employees with non updated or old systems could easily download and run these video files and conduct their video training sessions. In addition, once these video files are converted and delivered, I would request (on very next day) my IT colleagues to install new softwares and other necessary applications and update the PCs of store managers and other workers. The reason being the fact that in future, obviously every video, audio, word, excel, power point, front page document and other etc would be created by using new software applications and old PCs would not be able to support new programmes. This strategy would surely help in averting these types of crisis like situations in which IT staff, end users (store managers) and I could face problems due to old personal systems. In addition, this also wastes precious working time and affects productivity. (Kurtz and Boone) and (allbusiness.com) References: Kurtz, Louis and David Boone (2003) "Contemporary Business" The Paramount Publishers. 11th edition No author “NEW INTRANET SYSTEM” Allbusiness.com July 1 2002 Available at http://www.allbusiness.com/technology/internet-technology/200361-1.html Read More