Subject: New Information system
The new Information system is estimated to cost an estimated amount of $3.0 million. This amount is lower and cheaper compared to the initial estimated amount of $5 million, and this means that the company will be able to save up to $1.5 million. The new Information system is designed to help the organization perform different functions such as organizing various tasks and responsibilities, planning several activities that the company intends to undertake, direct employees on what they are supposed to do, and lastly, control the general performance of the employees and the company.
- First, organizing is a significant part of any organization, and it refers to the process of assigning several responsibilities and roles to an individual or group in a bid to achieve the goal and objective of the organization.
- Secondly, planning, according to Basu (2015), is the formulation and development of what is to be done where and what time. The new information system has been designed to help plan and develop both short-term and long-term activities that the company intends to undertake in different financial years. This will be achieved through the establishment of specific strategies and goals that will be synchronized to help achieve them.
- Thirdly, directing is one of the most vital parts of any system. The function of directing within any organization tends to advance an individual’s objective and goals within their department and other different departments. It also helps in determining what action needs to be done to achieve the company’s goals.
- Lastly, controlling will be the final role of the new information system. This function will help the organization evaluate its overall performance and the things that need to be changed so that the company can work optimally and within the required standards. Controlling is the primary function that will help the senior management of the organization and the executive board evaluate the overall process of the organization in a bid to rectify the identified problems and make changes where possible.
The new information system is designed to accommodate different types of data. This data includes numerical values, several texts, and images. The data quality and safety will be ensured through the following dimensions and procedures;
- Wholeness –Wholeness of data is the completeness and comprehensiveness of the data. The data being fed into the new information system ought to be complete and meet the expectations and requirements laid out.
- Reliability-Data across the entire information system should reflect the same information and should also be in sync with every other part. For instance, whatever the human resource department has should be the same information that the finance department has. Every department should be in synch with the entire organization’s departments and systems.
- Uniformity-Uniformity within the new information system shall be achieved by setting a uniform set of standards in terms of data size, format, and type.
- Accuracy-Data entered into the system ought to reflect the real-life experience and object. What is entered into the system needs to be accurate in all aspects, be it using the real name, real content and the correct data.
- The integrity of the system-this implies the state of the data being wholesome and impaired and that the data projected in the systems can be traced, followed, and linked to other information to form a complete loop of understanding. For instance, in an employee database, there ought to be a valid employee, account number, address, contacts and a connection between them. If they’re one of those things is missing from the database, then the information being relayed or portrayed within the information system is not legitimate and should be considered obsolete (Shatat, 2015).
- Timeliness-Timeliness refers to the ability for one to access data easily when it is expected and required. The ability to obtain such information is essential to the organization and its employees.
The old information system fell short because it lacked any of the six quality dimensions mentioned above. There was no form of consistency in terms of data, the data across the entire system were not in synch, data could not be accessed by employees when they needed to because the system was slow and kept jamming each time. Part of the change in information systems will involve staff training on how to use the new information system. Employees will be introduced to the latest software and trained as training will be a priority within the organization. Several information technology employees will be involved in teaching new software to other people. Other than that, clear and realistic deadlines will be selected to enable the rollout of the new system. The trainers will provide tailored lessons to individual roles without being strict. During the time of rolling out the new system, the staff will be taught continuously on how to get rid of the old system, and none will be used even at the time. Every employee will be required to learn and grasp how the new system works. Resistance could be faced by employees who are not willing to learn and adapt to the new change.
Basu, K. K. (2015). The Leader’s Role in Managing Change: Five Cases of Technology-Enabled Business Transformation. Global Business & Organizational Excellence, 34(3), 28-42. doi:10.1002/joe.21602.
Connelly, B., Dalton, T., Murphy, D., Rosales, D., Sudlow, D., & Havelka, D. (2016). Too Much of a Good Thing: User Leadership at TPAC. Information Systems Education Journal, 14(2), 34-42.
Shatat, A. S. (2015). Critical success factors in enterprise resource planning (ERP) system implementation: An exploratory study in Oman. Electronic Journal of Information Systems Evaluation, 18(1), 36.