Information Security Outsourcing with System Interdependency and Mandatory Security Requirement - Essay Example

INFORMATION SYSTEM Presented by Institution ASSESSMENT TOOL – PROJECT The selected knowledge management system for an organization is shared project files A.1 Objectives a) 1. To ensure that employees have the ability to work collaboratively on the project 2. To contain the behavioural and technical knowledge within the scope of the project 3. To share and capture best practices for the organization 4. To manage legal property (brands and patents) while maintaining an effective supply chain management 5. To provide the workspace for the project b) Consideration taken into account is to ensure that all the participants in the execution of the project have real-time updated information on the key requirements for the project. This includes creating the concept of ownership in the project and need to work in unison. Technical knowledge and behavioural of employees during the execution of the project has been considered since it is essential that the implementation of the project occurs within the expected timeline without incurring the challenge of lack of know-how on how to perform some activities. Further, a consideration was made on the movement of the materials needed for the project (Hui et al. 2012). The requirement for the consideration was creation of a database, which would allow sharing of information and knowledge, as well as updates on the progress of the project in an effective manner. The decision making process entailed focusing on a system, which would ensure effective sharing of the files and information such that all the individuals involved would comprehend what is happening, upload, and make comments based on what has been done by others in the project. A.2 Resources a) Resources required for the development and implementation of the system include association of an advanced computing machinery and information systems, an effective database, informs, and integrated software to enable effective interaction of all the parties involved. Further, additional financial resource is needed. b) Computing machinery will be installed in the system through integrated software that will allow users to feed data and information into the system. The machinery will be linked by an information system to the project activities and knowledge sharing and management system of the organization. A database will be created in the system, which will ensure that the information fed remains in the system and is not lost. The database will also support effective retrieval of information regarding the project. Financial resource will facilitate in the acquisition of the necessary equipment for the system, as well as compensating for the labour involved in the installation and running of the system. c) The required additional resource is the information system infrastructure. This is because sharing and communication of information regarding the project will require complex networking in order to ensure that all the users can communicate from different sites effectively. d) Additional resource will be used by being integrated in the existing information system infrastructure of the organization. Computer softwares and programs will be installed, which will ensure that the existing system infrastructure is upgraded to a new one that has the ability to support multi-user activities in communication regarding the project. The resource will be sourced by financing the required labour, software, and equipment and materials. This implies an increment in the size of budget for the organization. e) A key consideration in the determination of the resources is the size and complexity of the organization, which has a direct impact on what, is needed and financing of the equipment and materials. The new knowledge management system will be an expansion of the existing system; hence, the size of the organization had to be considered effectively. The other consideration was the financial status of the organization and the need for the development of the new system in the organization. A.3 Promotion and Support a) The system will require support from the entire technical team of the organization. As such, all the employees in the departments have to have a mutual coordination of their activities to ensure that the teams have the ability and potential to attain their objectives in the development of the system. b) Support will be gained from the Information Technology department. This department will provide technical know-how on how the system should be implemented effectively. This includes availing personnel to be involved in the execution of the project in order to attain the desired objectives. c) Promotion of the system internally and externally will involve establishment of policies and procedures on how the system works and the expected output from the system. Staff training on the use of the system will also be conducted as a means of promoting its use in the organization. B. Quality Assurance & Continuous Improvement a) The processes to be used to evaluate and monitor efficiency, quality and effectiveness of the system will include measuring the performance of the system and identifying key benefits from the system. Four types of measures to be used include awareness, behaviour, output and outcomes. Awareness will evaluate how users are able to use the system and document information, behaviour will focus on the participation of teams and employees in knowledge management activities, outputs will entail effective documentation of best practice, reports, and white papers, and outcomes will focus on organization performance, which includes quality improvement, productivity and adherence to project time and schedules. Expected benefits from the system include an increment in the speed of accessing information, effective documentation of valuable knowledge, sharing of lessons, and increased sharing and cooperation among the units and employees. b) Policy and procedures will be monitored by evaluating the outcomes attained when these policies are implemented. This includes a focus on whether the organization is having a positive trend towards accomplishment of its stipulated goals, quality improvement, reduction of cost, increased productivity, and an increment in the product sales. c) Continuous improvement process will involve ensuring that a routine monitoring and evaluation of the system performance occurs effectively. This will include investigation of the users’ response towards the use of the system in the organization. Complexity issues in the ability of users to share knowledge and information through the system will also be addressed throughout. Moreover, users will often be trained on how to use the system to ensure that they do not face any complexities. C. Managing use of system a) Quantity and quality: The quantity and quality of work is analysed effectively for correctness and accuracy with reference to the established standards of measurement. Communication: The ability of the system to support effective communication in the organization is analysed. Team spirit: Concept of togetherness and unity of employees to work under one ideology is evaluated by checking on the performance level of the teams. Self starter: The ability of the teams to take initiatives on their own is assessed. Cooperation: Cooperative aspect of the teams among supervisors and customers is determined to evaluate the desired success. Decision making ability: The teams should depict a higher level of making decisions with regard to the prevailing situations. Dependability: Dependability of the system will provide a clear indication of the attained success. This includes evaluation of factors, such as reliability, punctuality and attendance. b) Contingency Plan 1. Introduction 1.1 Purpose This shared project files knowledge management system contingency plan establishes procedures for assessment of potential risks in the system. The plan’s objectives include: A. To attain a higher level of contingency operations effectiveness B. To identify procedures, resources and activities necessary during normal operations interruptions. C. Assign responsibilities to personnel and provide guidance on addressing potential risks. D. Ensure effective coordination of all the staff members involved in the contingency planning strategies. 1.2 Applicability The shared project files knowledge management system contingency plan is applicable to resources, operations, and functions essential in restoration and resuming of normal functionality of system’s operations. The contingency plan is applicable to the organization and all members of staff involved in normal functions of the organization. 1.3 Scope 1.3.1 Planning principles Several scenarios have being considered and assumptions made. Key principles are: I. Computer system is configured to a safe login for information storage in organization II. A valid contract exists in the organization of operation III. Organization name is used with reference to operations conducted on the system. 1.3.2 Assumptions a) System name is inoperable b) Personnel involved in the operation of the system are trained on identification of potential risks c) Service agreement with communication, software and hardware providers are maintained. d) Backups for the data and software are intact. 1.4 References The contingency policy is as follows “the organization has a contingency planning that addresses critical needs of risks and interruptions identification within 72 hours. Such a plan is reviewed annually and updated. Personnel involved in the operation of the system have to execute the procedures effectively while supporting the use of the plan”. 1.5 Record of Changes 2. Concept of operations 2.1 System description and architecture System is described and the architecture provided 2.2 Line of succession Order of succession is provided 2.3 Responsibilities Responsible personnel are identified. 3. Risk Identification Potential risks are identified and a notification on the same made 4. Recovery Identified risks are addressed 5. Return to normal operations 5.1 concurrent processing 5.2 Plan deactivation 6. Plan Appendices Bibliography Hui, K, Hui, W, & Yue, W 2012, 'Information Security Outsourcing with System Interdependency and Mandatory Security Requirement', Journal Of Management Information Systems, 29, 3, pp. 117-156, Business Source Complete, EBSCOhost, viewed 23 September 2013. Read More