An Analysis of the Fine Food Company with Regards to Its Information Technology Structure - Case Study Example

RESEARCH PAPER Research Paper Affiliation Table of Contents RESEARCH PAPER Research Paper Table of Contents 2 Food products/services 4 Problem Situation 4 Opportunity Statement 4 Order handling and distribution 4 Sales 5 Order Processing 5 Finance 5 Project Scope 5 Aligning to Knowledge 5 New system Specifications 6 Process and Communication Business Drivers 6 Part Two 6 Effects of the Problem or Opportunity 6 Part Three 7 Statement of Work 7 Scope 7 Deliverables 7 Technology Based Deliverable: 7 Project Quality Assurance based Deliverables: 7 Project Management based Deliverables: 7 Exclusions 7 Stakeholders 7 Milestones 8 Managerial Approval 8 Schedule 8 Project Budget 9 Risk Management Plan 10 Cost Risks 10 Time Risks 10 Technology Risks 10 Management Risks 10 Conclusion 10 References 11 Bibliography 11 Part One Company Background This paper presents an analysis of The Fine Food Company with regards to its information technology (IT) structure. In the past few years, the business of The Fine Food Company has gained massive popularity among people all around the region. In addition, The Fine Food Company currently uses traditional ways to manage its business operations. However, with this traditional approach to management the business has been facing serious problems hence the performance of the company is going down. Additionally, this situation makes the overall working structure less effective. Seeing the increasing advantages offered by the latest tools and technologies, the management of The Fine Food Company has decided to implement a new technology based structure that would help the business improve its working capabilities (The Fine Food Company, 2013). This paper presents the analysis of this initiative and various associated aspects. Food products/services The Fine Food Company is currently offering following food products and services (The Fine Food Company2, 2013): Rotisserie Chicken Quarter Chicken and Chips Half Chicken and Chips Burgers Original Chicken Burger Barbeque Chicken Burger Chilli Chicken Burger Breakfast Rashers Smoked back bacon Rashers Smoked back bacon and egg Sausage and egg Double egg and cheddar Rashers Smoked back bacon, 140g sausage and egg Kids’ meal deal Smaller portions of above, for children Problem Situation Though, The Fine Food Company is using traditional ways to manage its business operations but it is not effectively supporting the business processes and the firm is facing serious problems due to ineffective management. Some of the major problems are outlined below: Lack of effective communication and customer support Lack of data security Redundancy of data Complex operational management and processes Less management control over business operations Long term processing cycle Difficult order processing cycle No centralized database for storing business data No data assessment in order to ensure the delivery of high quality products and services Lack of management decision support Costly communication at internal as well as external level Opportunity Statement The implementation of this system will be a plus point for The Fine Food Company. In fact the successful implementation of this system will bring a number of opportunities and create numerous benefits for the business. In this scenario, some of the major opportunities of new technology system implementation The Fine Food Corporation are outlined below: Order handling and distribution Effective shelf management for each food product Effective rotating of the order food products Better order recording Offering order priorities Sales Offers the better order status Better order tracking Better ordering system Effective customer management Easy customer ordering arrangement Assigning priorities to warehousing orders On time delivery structure Order Processing Effective management of raw material and orders Tracking each new order On time delivery of all orders Priority based food product manufacturing Finance Effective account handling Effective credit control procedures Recording each business transaction Customer record management Developing accurate information from other departments Wages recording and management Project Scope The Fine Food Company is going to implement new technology based systems for four departments which are listed below: Sales and marketing Warehousing and distribution Manufacturing Finance With the implementation of technology based systems in these departments, The Fine Food Company wants to improve business management so that it could manage effective relationship with its customers. The scope of this implementation covers the automation of these departments through modern technology based systems. Aligning to Knowledge As discussed above, The Fine Food Company is currently operating through a paper based or traditional business approach. In fact, all the departments of company maintain their records and data using traditional methods. In this scenario, the firm is going to implement information systems for the management of different departments and their operations. Additionally, the basic objective is to offer a better working environment for each area of the business setup. The main strength of new information system implementation is to increase the overall business revenue and make the overall working of the business much better and easier. Basically, an information system consists of organizational resources (both human and technical resources) that provide the processing, collection, storage, communication, distribution for the information required by all or some part of an enterprise. For instance, a management information system (MIS) is a very common type of information systems which provides information for managing an organization (Martinez & Rouse, 2011; Laudon & Laudon, 2005). The huge investment and need for the new specialized human resource is main weakness of this project. In case of less effective human resource the overall system operations and business management can be garbled. In this scenario, effective management of supply chain through information systems will improve overall business working and operational aspects, thus ensuing in a profit scope. Business Inbound Logistics: This factor is about receiving new business system and its implementation in business environment. Without a doubt, the implementation of IT system will improve corporate working and operational aspects (Turban, Leidner, McLean, & Wetherbe, 2005; Laudon & Laudon, 2005). Business Normal Operations: After the implementation of new IT based system in the organization structure the main business information inputs will be transformed into the finalized and effective business management services to generate profits (Turban, Leidner, McLean, & Wetherbe, 2005; Laudon & Laudon, 2005). Business Outbound Logistics: With a detailed analysis of warehousing and distribution of finished goods through new information system The Fine Food Company will attain a competitive edge over other companies (Turban, Leidner, McLean, & Wetherbe, 2005; Laudon & Laudon, 2005). Business Marketing and Sales: The implementation of this information system will help The Fine Food Company identify the customer requirements maximize business sales. The new system implementation at Fine Food Corporation business will provide an excellent support for marketing and sales setup (Turban, Leidner, McLean, & Wetherbe, 2005; Laudon & Laudon, 2005). Business outdoor service: The implementation of this information system will provide wonderful opportunities to business customers as well. The system will keep record of customers’ food products and services those are sold to them (Turban, Leidner, McLean, & Wetherbe, 2005; Laudon & Laudon, 2005). New system Specifications This section outlines the detailed requirements for the information systems with regards to specific department or need. This system can be used for managing various needs and requirements such as (Boddy, Boonstra, & Kennedy, 2004): The Sales Department Order Processing Order processing system Warehousing and Distribution Supply chain management system Marketing CRM (customer relation management system), online website Manufacturing CAM system- Computer added manufacturing system Finance ERP system (Enterprise resource planning system) Management MSS (management support system) Process and Communication Business Drivers Without a doubt, the emergence of new tools and technologies are not only transforming but also modernizing the ways people live and carry out their tasks in 21st century. In this scenario, the implementation of an information system provides excellent support and capabilities. The technology based systems are offering better business and corporate operational support. In this paper we have focused on the implementation of these information systems in the context of The Fine Food Company that is a well known and well established business in the food industry. Additionally, the business setup is located in the London UK. The business manufacturing setups are located at other sides of head office all through the UK. The business delivers products to its customers from the Ashville based warehouse. In addition, The Fine Food Company operates with the prepared and partly prepared food products. These food products are obtained through the food products manufactures. The Fine Food Company finishes and packages these food products for resale (The Fine Food Company2, 2013). Moreover, The Fine Food Company simply offers premium quality food for events all through the UK. In fact, The Fine Food Company does not compromise on the quality, freshness and provenance of the food offered. Additionally, The Fine Food Company cooks delicious hot food in their state-of-the-art mobile units. These products include well-known Fine Burger, deliciously tasty Fine Chicken, and mouth-watering Fine Barbeque and fresh battered fish from the Fine Fish Corporation (The Fine Food Company2, 2013). The business has taken the initiative to implement a latest technology based structure for the management of its business operations that will surely improve the business working and operational capabilities and improve the business working and performance. In addition, the implementation of these systems will offer the business a competitive edge over competitors (The Fine Food Company2, 2013; Whitten, Bentley, & Dittman, 2000). Part Two Effects of the Problem or Opportunity The mission of The Fine Food Corporation is to improve the business status by reaching into the larger marketplace. At this point, business is focused on taking a better opportunity and competitive edge by offering new and innovative food products all through the country. Currently, the business web site contains the overview of company. In this scenario, the company wants to connect its present working arrangement to live updates. The new technology based business will offer various opportunities and capabilities for enhanced business working in following main areas: Sales and marketing Warehousing and distribution Manufacturing Finance In addition, the new technology will reform and improve the overall business working and operational aspects in above listed areas of the business. In view of the fact that the current business structure has evolved to a big business set-up that presents some of working space related issues and operational factors. One of the major environmental factors can be related to legal issues. In order to launch a new store in new area the business will need to take legal certifications and also some legal paper work for wastes dumping. In addition, there can be some security related problems with the system. The firm has to teach its staff members how to operate this system which will be a time-consuming work. Part Three Statement of Work Scope The implementation of new information system is aimed at automating business processes and improving organizational efficiency. The new technology based system will offer better business decision support and business issues management capability. Deliverables In scenario of present project we have various types of deliverables that will be available through new web based information system for The Fine Food Company: Technology Based Deliverable: New technology based working systems New web based software systems New Database system for recording business data Project Quality Assurance based Deliverables: System testing reports System quality assurance statistics System working performance report Quality of decision and accuracy of decision certificate Project Management based Deliverables: Project Management Report Project Risk management report Project budget plan Project evaluation report Exclusions In this event there are various aspects which are not in scope of this project those are: New system working and operational training Stakeholders The table below outlines stakeholders of this project: Stakeholder Major Benefits Attitudes Win Conditions Constraints Project Sponsor [Fine Food Company] To increase business power to have better decision and working efficiency Positive Meeting important business goals Time and cost Project Manager Project success Positive On time and within resource completion Time, cost and technology System Development Team Members Experiences and financial advantages Positive On time completion Time, cost and technology Quality Assurance Staff System working and decision making quality Positive Effective decision and business operational supporter Time, cost and technology Milestones The table below outlines some of the important milestones of the project: Description Target date Deliverable Discussion 07/05/2013 List down options Finalize the requirement 21/05/2013 Statement of Work Finalization of procurement of obtaining management approval 06/08/2013 Finalized vendor, budget and management approval Implementation of system 14/07/2013 Upgraded Systems Installation and Integration 06/11/2013 Installed web based systems Testing & Commissioning 06/12/2013 Going live Managerial Approval Approved by the Project Management and Business Management: Manager of Fine Food Company Business ________________________ Date:___________________ Manager of Fine Food Company System Development ________________________ Date:___________________ CEO __________________________________ Date:___________________ Schedule Project Task Duration Start Date End Date Precedence Resource Implementation of a Team 7 days 04/01/2013 04/11/2013 Project Manager; Requirement Analyzer Discussion 28 days 04/12/2013 05/19/2013 1 System Designer Finalize the requirement 14 days 05/20/2013 06/08/2013 2 Coder; Tester Development 70 days 06/09/2013 09/14/2013 3 System Analyzer; Project Manager, Developers/Coders Compatibility 42 days 09/15/2013 11/11/2013 4 System Analyzer; Project Manager; Business Accountant Installation and Integration 84 days 11/14/2013 03/08/2014 5 System Installers; Network Engineer Testing and Commissioning 28 days 03/09/2014 04/17/2014 6 Training In-charge System starting 1 day 04/18/2014 04/18/2014 7 Web developers; Installer Staff Feedback 1 day 04/19/2014 04/19/2014 8 Project Manager Project Budget Project Resource Cost of working (Per Hour) Total Cost of Working Total Working Hours Project Manager $20.00/hr $19,200.00 960 hrs Requirement Analyzer $18.00/hr $1,008.00 56 hrs System Designer $18.00/hr $4,032.00 224 hrs Coder/ Developer $17.00/hr $1,904.00 112 hrs Tester $17.00/hr $1,904.00 112 hrs System Analyzer $17.00/hr $15,232.00 896 hrs Business Accountant $17.00/hr $5,712.00 336 hrs System Installers $15.00/hr $10,080.00 672 hrs Network Engineer $15.00/hr $10,080.00 672 hrs Training In-charge $15.00/hr $3,360.00 224 hrs Website purchasing $14.00/hr $112.00 8 hrs Installer $10.00/hr $80.00 8 hrs Total Cost of Working $72,704.00 Risk Management Plan Project Management can be successful if we are able to effectively manage the project tasks and operations in a better way. First of all, we need to form a project plan which will guide this implementation. In addition, there is need for effective management of the project risks for the enhanced handling of the project. In fact, this project can involve various risks. Some of the important risks are outlined below: (Gray, Larson, & Desai, 2010; Paré, Sicotte, Jaana, & Girouard, 2008). Cost Risks Cost risk can be one of the critical risks for The Fine Food Company. In order to deal with this risk the company should plan in a way that the project is completed within the budget (Gray, Larson, & Desai, 2010; Paré, Sicotte, Jaana, & Girouard, 2008). Time Risks In such a big project there is need for effective time planning and scheduling of the project’s critical tasks. If we miss any task time line we can face critical project issues and damages (Gray, Larson, & Desai, 2010; Paré, Sicotte, Jaana, & Girouard, 2008). Technology Risks This risk can be related to selection and implementation of technology. The firm should select an appropriate technology before the implementation. The Fine Food Company should choose that technology which could fulfill all its needs (Gray, Larson, & Desai, 2010; Paré, Sicotte, Jaana, & Girouard, 2008). Management Risks This risk can happen due to ineffective support from the management of The Fine Food Company. This implementation cannot be successful until the management of The Fine Food Company takes complete interest in this implementation (Gray, Larson, & Desai, 2010; Paré, Sicotte, Jaana, & Girouard, 2008). Conclusion This paper has presented an analysis of an information technology project in the context of The Fine Food Company. The company has long been operating through traditional ways and now it has decided to implement a modern technology based structure for the management of its business operations. This paper has discussed some of the important aspects associated with this implementation. This paper has discussed in detail the opportunities and benefits that will be achieved through this implementation. This paper has also discussed various project management related aspects in the context of this project. At the end, this paper has discussed some of the important risks that are associated with this project. References Bibliography Boddy, D., Boonstra, A., & Kennedy, G. (2004). Managing Information Systems: An Organisational Perspective, 2nd Edition. Prentice Hall. Gray, C., Larson, E., & Desai, G. V. (2010). Project Management, The Managerial Process (4th ed.). New York: McGraw-Hill. Laudon, K. C., & Laudon, J. P. (2005). Management Information Systems: Managing the Digital Firm, 9th edition. New York: Prentice Hall. Martinez, C., & Rouse, M. (2011, March). IS (information system or information services). Retrieved February 19, 2013, from TechTarget.com: http://whatis.techtarget.com/definition/IS-information-system-or-information-services Paré, G., Sicotte, C., Jaana, M., & Girouard, D. (2008). Prioritizing Clinical Information System Project Risk Factors: A Delphi Study. Proceedings of the 41st Hawaii International Conference on System Sciences . The Fine Food Company. (2013). The Fine Food Company. Retrieved February 20, 2013, from http://thefinefood.co.uk/ The Fine Food Company2. (2013). Our Fine Food brands. Retrieved February 19, 2013, from http://thefinefood.co.uk/our-brands.html Turban, E., Leidner, D., McLean, E., & Wetherbe, J. (2005). Information Technology for Management: Transforming Organizations in the Digital Economy . New York: Wiley. Whitten, J. L., Bentley, L. D., & Dittman, K. C. (2000). Systems Analysis and Design Methods 5th Edition. New York: Irwin/McGraw-Hill. Read More