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Assignment 1
by
Lisa Forbes-Arnold
Question 1
Discuss how organizations could enhance the operations of their information system
across functional areas using information from a global telecommunication systems.
.[25 marks]
All businesses share a common goal and that is to increase profits by using their
available resources effectively and efficiently. In order for businesses to achieve this goal
they also share an indispensable asset in common, that common asset is information.
Information enables businesses to determine the need to create goods and services.
Information also tells businesses when to move into new market or when to withdraw
from other markets. Information is so valuable in businesses that without, businesses
would cease to exist.
However, as powerful as information is in businesses, it will have no impact when
presented raw. In order to maximize the value of information, it must be captured,
analyzed, quantified, complied, manipulated, and made accessible and shared, so that it
can be used to support forecasting, planning, controlling, coordinating, decision making
and operational activities of the business. . In order to accomplish those tasks, an
information system (IS) must be designed, developed administered and maintained.
Telecommunications are the means of electronic transmission of information over
distances. The information may be in the form of voice telephones calls, data, text,
images, or video. Telecommunications is essential for the smooth operations of the
business globally. Telecommunications is made possible by network technologies that
provide:
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a.
b.
c.
d.
e.
f.
Every business have functional areas, and depending on the size and nature of the
business, these functional area could be one office undertaking all the functions or it could be
several offices working in synergy. Each department have specialist functionand without careful
communication using the companys information system then the correct business decisions will
not be made and the company will not operate successfully and gain maximum profit.
Information that is recorded electronically can be easily accessed by anyone involved in
the business process even when the business units are far apart. Consequently, businesses can f
capitalize on their information system across functional areas byemploying global
telecommunication systems in the following ways:
1. Group-email:
This is an easy way to stay in touch with your group becausethere is no
need to remember all the members name and email addresses,added to that, when
a mail is sent,the entire group receives the message. With group email it is
therefore possible to have multiple conversations with different groups of people
simultaneously. Group sessions could be opened for different people based on
different types of needs. As a result group email is ideal to share information
across functional areas quickly and effectively.
2. Text Messaging:
Texting or Short Messaging Service (SMS) is a fast, relatively low in cost method
to connect with customers, employees, suppliers and purchasers. It is also an efficient
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communication tool because no more than 160 characters are allowed.Companies can
use text messaging to create brand loyalty by messaging customers on their mobile
devices. Texting let businesses get customers involved in interactive activities such
as surveys, games and contests. Businesses can use the technology to send customers
and potential buyers instant product updates and alerts, news feeds and blogs.
Texting is real-time alternative to pricey advertising in newspaper and magazines and
online. Texting is also surpassing email as a fast convenient communication tool in
the workplace. Employees can use messaging services to broadcast alerts, on the
worksite or if information systems are down. Employees can text to schedule last
minute meetings or announce date and time changes of events. Employees working
off site can give a supervisor or co-worker instant updates on a remote project.
Employees could also use text messaging to send critical messages to supervisor. It is
obvious that text messaging offers the same tasks as that of emails, however spam
filters screen out and remove large number of emails. Added to that people are not
always online all the time, but most carry their cell phones, all the time so businesses
will have a greater chance of making connections through text messages than with
emails.
Another feature of texting that companies should implement is group texting
which is an affordable easy to use web based text messaging platform. Group texting
uses long codes to send text from the users web browser. Group texting can prove
efficient because messages can be scheduled to go out immediately or in the future,
bulk messages can be personalised, images can be uploaded to mobile server and
short links can be added to them in text sent. Added to that group texting provides
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users with intuitive sorting tools whereby phone numbers can be uploaded and
organise into groups, messages can be received in group texting inbox, phone
numbers that are duplicated would be automatically removed. Companies can use
group texting as a mobile marketing
Intranet/ Extranet:
Fixed wireless services could also be administered to cut telephone cost.
Intranet could be used to communicate across departments while Extranet could
be used to communicate with stakeholders.
Peer to Peer File Sharing (P2P)
Peer to peer technology is a way to share music, video and documents, and
facilitate online telephone conversations.
using the same or compatible P2P programs to form a network and share digital
files directly with other computers on the network. Companies can use this
technology to share file with their stakeholders.
The above mentioned are some telecommunication that companies could
use to improve their information systems across functional areas globally. In
order to get those features with limited interference it is recommended that these
companies have a reliable Internet connection preferably one that uses optical
fibre because they are not vulnerable to electromagnetic interference.
Question 2
b. Prototyping of a System
A prototype is an initial version of a software system that is used to exhibit the
idea of the software. i.e. Prototyping is a model that is designed before the actual system
is installed. Prototypes enables the producer as well as the customer to use the design of
the software to decipher if the software has any problems and to determine possible
solution(s). Prototypes are therefore a demo version of the real system.
Prototyping of system is meaningful technique because it is a way in which the
system analyst gets feedback from the customer, test the feasibility without building the
whole system, assess the set of requirement that makes the system successful in the
market and make end user involved in the design phase.
users will get a chance to test the specification of the systems in small functional parts,
discover errors and make suggestions. This will prove less expensive because unlike the
direct conversion only parts/module of the system will be scrutinized at a time instead of
the entire system.
Three of the
operate
and
administer
computer
telecommunications
Question 3
a. Relationship Managemet System
Customers are the most important stakeholder of a business. As a result companies are
always seeking innovative ways to improve their customer service relationships. The Internet
and wireless application has allowed businesses to use new dimensions to managing customer
relaionships known as Customer Relationship Management (CRM).
Customer Relationship Management is a system that records and store all information relating to
customers interaction and such it can be used to define the way businesses deal with their
customers, strengthen their market position, customise their products to serve the customers
better and increase their sales.
Businesses who improve their customer relationship will automatically see direct
aadvantages of it in regards to profitability. Recently businesses have been using CRM to
understand customers and to improve sales. Tangible benefits are those that can be measured in
hard numbers i.e they have a direct monetary value which can be observed or measured. Some
of the tangible benefits are but not limited to:
i.
iii.
iv.
v.
vi.
Intangible benefits as those benefits that are measured using soft criteria. Management
may prefer the hard numbers, but these top level executives also can appreciate soft
criteria benefits as well i.e they have no monetary value but still have value to the
organisation. Intangible benefits includes:
i.
Improved understanding and better control over expenses: CRM can assist
in this effort, assuming sales, marketing and customer care expenses are tagged to
individual sales personnel and /or accounts. This benefit can be measured by
ii.
measuring the expense per sales and marketing personnel and/or per account
The ability to differentiate thecompany from the competition: It should be
noted that many studies have tried or are trying to measure the competitive
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iii.
iv.
More up-to-date information and easy access to this information: Up-todate information and easy access are subjective measurements made by end-users.
the timeliness of needed information and the ease of accessing this information
based on end-use standards is uesed to measure this benefit.
v.
Repository management
system (KMS) assists organisations to efficeintly capture their knowledge for future use.
A Knowledge Management System (KM) is one that stores any type of data needed to
convey the context of the decision and the discussion involved in making the decision .
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ii.
iii.
information improves.
Increased employee satisfaction: - Knowledge workers want
to share their knowledge and be recognized for it. KMS with
gratification reward users for participating and lead to
iv.
v.
vi.
Intangible Benefits are subjective benefits that cannot be measured in monetary terms.
Some examples of intangible benefits of a Knowledge Management System are:
i.
ii.
iii.
product.
Provide Continual learning:- knowledge management system enables individual
to access multi-disciplinary organisational knowledgement. This knowledge can
iv.
c. Enterprise System
Enterprise systems also commonly known as ES are comprehensive, large scale
application-software packages, which use powers of present day information technology (IT) for
supporting processes, reporting, data analysis and information flows. These IT powers include
data storage, computational, and data transmission and are done between and within complex
organizations.
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ii.
iii.
This benefit increase in calue as the urgency of needing the information increases.
Reduce Stock Obsolescence:- Enterprise Systems eliminates the the ordering of
stock that are obsolete this is because the system collect informaton on stock henc
stock that are longer used by the customers would have been garnered, this saves
the business money by not purchsing stock that are no longer needed. The money
iv.
ii.
iii.
iv.
v.
timely decisions.
Better control of data: - the Enterprise System minimizes the risk of mis-
vi.
vii.
focus her energy on higher level work rather than on acquiring the information.
Flexibility: -Enterprise System allow employees to access data via the Internet.
Therefore employees who travel or work from home can access the system and
fulfil their work obligations.
employees need to work form the office. The company will benefit because
employees away from the office does not lose any productivity time.
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Question 4
All early systems developments and some today use the traditional/structured methodologies.
They usually consist of easily defined stages, each of which requires formal completion before
the next one can commence. As result there are no tangible deliverables until the last stage has
been completed and then the whole system is provided. Traditional methodologies are suitable
when:
i.
ii.
iii.
iv.
v.
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A rigidly paced schedule that defers design improvements to the next product version
.
There are a number of phases common to every development, regardless of
methodology, starting with requirements capture and ending with maintenance. With the
traditional approach, each phase will be expected to move forward gracefully from one
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phase to the other. As a result the traditional approach when used to design a system gives
the system some degree of transparency and a feeling of predictability to senior
management. The project is executed sequentially with clear sign off points and has
definite start and end points. It also tends to be extensively documented and produces
plans and estimates which can be tracked and reported on.
However, traditional method project plans can be very rigid and do not cope well
with changes because of its sequential approach. Added to that the project may end up
producing functions and products which are not fit for the purpose or, if changes are
incorporated, the project may be delivered late or overrun its budget. To solve this
problem RAD emerged because of the increasing pace of change within all organizations,
being that traditional approach did not produce results quickly. In addition, RAD,
accommodates for close working relationship between users and developers that is
inherent in the RAD approach, hence the users are more likely to get a system that meets
their real needs than with a more conventional approach.
Even though RAD produces the product faster it is also the main dangers
associated with RAD, because the speed at which it gets the product done leaves little
time for reflection and, if not managed properly even less time will be allotted for
documentation. Hence the emersion of a poorly documented system which may come
later in the products lifecycle, and maintenance becomes difficult and unpredictable,
since the support engineers do not have adequate information on why and how the system
has been created as it is. In oppose to the traditional system that uses detailed
documentation for each phase, eliminating the problem of poorly documented systems.
It must also be noted that when the requirements of the system is non-specific the
RAD would be most suited in oppose to the traditional approach which is more favorable
when precise user requirements is needed. Because of the methodologies used in the
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phases of its development the system RAD would be more suitable for small system
while the tradition approach is better suited for larger system. As such traditional
approach is more suited for outsourcing.
Both methods have their benefits and limitations, the choice of which method works best
is dependent on the size and purpose of the system being developed.
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Bibliography
Taylor, Victoria. "Supply Chain Management: The Next Big Thing?" Sept. 12, 2011.
Business Week. Retrieved 5 March 2014.
Lynn, Samara. "What is CRM?" PC Mag. Retrieved 5 March 2014.
Joshi, Girdhar (2013). Management Information Systems. New Delhi: Oxford University Press.
p. 328. ISBN 9780198080992.
Laudon, K., &Laudon, J. (2010). Management information systems: Managing the digital firm.
(11th ed.). Upper Saddle River, NJ: Pearson Prentice Hall.
http://www.ehow.com/info_8584887_tangible-intangible-benefits-erp.html
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Student's Signature:________________________________________________________
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