Foundation of Business Computing - Assignment Example

Foundation of business computing Name Subject Instructor Institution Date Student declaration Table of Contents Executive summary....................................................................................................................3 Table of Contents 2 1. Four examples of Information systems are: Transaction Processing System, Geographic Information System, Customer Relationship Management system and Enterprise Resource planning system. For each information system: 4 1.1Transaction processing system 4 1.2Geographic information system (GIS) 5 1.3 Customer relation management 5 1.4 Enterprise resource planning 5 2 Suppose you are the Information Systems expert in your company. Present at least 3 arguments to convince the management of the company that investing in a new Information System will enable the company to gain competitive advantage over other companies operating in the same line of business 6 3 Discuss how web hosting companies are helping small to medium online companies deal with the following information systems infrastructure issues: 6 3.1Obsolescence 6 3.2 Physical storage 6 3.3 Space and facility requirements 7 3.4 Bandwidth (Internet Access speed) 7 4. Compare and contrast Business-to-Business electronic commerce and Business-to-Employee electronic commerce. 7 5. View four sites suggested by Valacich: 8 6. Describe how Web.2 has changed and enhanced communication via the Internet compared to Web.1 9 7. Describe how databases are important in enhancing an organization’s business intelligence. 9 8. Compare and contrast information accuracy, information privacy and information property 10 9. You are the Information systems expert in your organization and your advice is being sought about the advantages and disadvantages of outsourcing the development of your organizations’ new information system. Present in a few paragraphs your advice to management. 10 10. Explain why it is necessary to conduct a ‘risk analyses as a first step in creating an information systems security plan. 11 Conclusion 11 Executive summary Information system is a culmination of the software, hardware and the entire telecommunication network that are utilized by individuals to distribute and create the available data. This happens often in an organization setup right from the Apple inclusion of the Zale’s Jewelers. This enables them to supersede their competitors as they ensure high quality products and services are provided. Management of information is vital as it enables the organizations to deliver its ideas. If also fosters the integration between the hardware and the software components. This leads to the wholesome growth of the organization and the individual. This is as articulated by Peter Drucker that, information forms the basis of the centre of success in all the organization. 1. Four examples of Information systems are: Transaction Processing System, Geographic Information System, Customer Relationship Management system and Enterprise Resource planning system. For each information system: • describe the functions of the system • list the broad areas or fields in which this system is used and briefly explain how the system has improved or changed the way work is done in that area One of the major information systems used in an organization is transaction processing information system. 1.1Transaction processing system This is a system that assists the company in carrying out its operations by facilitating transactions. It functions by automatically recording transactions and the effects related to such transaction are recorded in a database and produces documents related to such a transaction. The main areas of use of this system are in electronic data Interchange (EDI) to electronic commerce, provision of written or electronic management reports and keeping track of a transaction (Valacich and Schneider, 2009). This system has contributed to minimal errors compared with manual handling of transactions, quick conduction of a transaction and ensuring high level of security of a transaction. 1.2Geographic information system (GIS) Another information system used in organization is the Geographic Information System (GIS). This is a computer system that enables capturing, storing, analyzing and presenting geographically sourced data based on their location. This is achieved by recording information about a certain characteristic in a computer system if it is not in a map or recording the exact information in a map into a computer system. This enables tracking of the location in which an activity is taking place based on the kind of activity. The data is then projected and registered by conversion into a two-dimensional form such as a computer screen. The data is then modeled and fed into a system such as satellite data. This data enables recording of any activity similar to the one that was recording in any place it is tested. In a business situation, it may help in locating the position where particular activities are taking place thus, improving communication within an organization as stipulated by Christiansen and Mohand-Said (2006, p.6). This has contributed towards effective monitoring of locations of various types of activities in a business environment. 1.3 Customer relation management Customer relationship management software allows tracking of all activities and processes involving relationship with customers and the institution to ensure there is proper management of customer demands (Valacich and Schneider, 2009). It has contributed immensely towards improvement of customer management by as well as consolidating relationships with partners in similar fields. It has also enabled continued improvement of customer interaction trough having a coordinated oversight of the activities in customer interactions. 1.4 Enterprise resource planning Enterprise resource planning on the other hand involves all activities carried out to improve organization's activities such as, manufacturing of important parts of business processes such as purchasing, maintenance of inventory or customer handling. This is done in a phased manner (Valacich and Schneider, 2009). The main steps involve determination of current processes and the set goals, creating software that would be useful in achieving these goals and implementing these strategies. This software has improved accuracy of information by enabling accomplishment of high accuracy, better presentation and successful auditing. It has also ensured that control of cost is properly done and payment to customers is done at the right time with high level of accuracy. 2 Suppose you are the Information Systems expert in your company. Present at least 3 arguments to convince the management of the company that investing in a new Information System will enable the company to gain competitive advantage over other companies operating in the same line of business Apparently, investment in a new information system can make a company more successful compared to other companies in a similar line. One of the advantages that bring this success is that it ensures communication between the management, employees and customers is facilitated. This is pleasing to customers as well as indicating that their needs are considered. It ensures that they become loyal to the company. In addition, an effective information system ensures information is properly managed by keeping correct databases that reflect customer transactions Zwass (2006, p.9). It also ensures transactional costs are reduced and coordination in conducting a transaction is achieved by allowing sharing of services and ideas. All these aim to integrate the economic, technological and cultural changes. New information systems would ensure that, the firm is capable of augmenting the economic changes as there would be an increased international trade and the financial systems that support labor outsourcing. The cultural changes would ensure that a wide market is reached through various cultural practices such as, types of foods and travelling frequency of individuals. The technological changes ensure that the computing platforms are obtained at a low cost. 3 Discuss how web hosting companies are helping small to medium online companies deal with the following information systems infrastructure issues: Obsolescence Physical storage Space and facility requirements and Bandwidth (Internet Access Speed) Many infrastructural issues faced by online companies are usually solved by web hosting companies. 3.1Obsolescence The problem of obsolescence is solved by ensuring the clients of these web hosting companies are provided with the current version of the software at low cost if not free. 3.2 Physical storage The problem of physical storage is solved by ensuring the user is able to store their hardware in the locations that are safe and installed with the most current technologies. They also provide internet access; assist in provision of power as well as technical assistance. This ensures the user gets full-time security for the use of their web application. Other security features provided by web hosting companies include cameras, power supplementary systems, fire extinguishers or reasonable power connections. 3.3 Space and facility requirements The problem of space and facilities requirements is solved by allowing small businesses own their websites within their servers. There are numerous excellent services provided by small web hosting companies such as provision of database tables, CGI packages and business email hosting (Oslon and Subodh, 2009). They also provide customer support via email through phone or chat online as well as tackling technical problems. 3.4 Bandwidth (Internet Access speed) Small online companies also face the difficulty of choosing the right bandwidth from their web sites. This is mainly common in case where the business expands and it becomes necessary to increase the bandwidth of the business. Usually, many businesses fail if they do not choose the right bandwidth Marotta-Wurgler (2008, p.462). This problem is solved by web hosting companies that assist their customers obtain the servers that has the right bandwidth for their operations. It ensures the customers of the business are able to log on to the particular pages in the web sites as frequent as they can without affecting the activities of the business. 4. Compare and contrast Business-to-Business electronic commerce and Business-to-Employee electronic commerce. The main similarity between business-to-business and business-to-employee commerce is that they are all strategies that ensures the process of buying and selling especially on large scale is achieved electronically. They all facilitate the transaction process electronically and make the process more efficient. The distinct difference is that, business-to-business e-commerce refers to all processes and systems that ensure smooth flow of information between the company and associate companies. It is applicable in areas such as procurement, manufacturing, marketing and sales of goods as well as inter-organizational transaction processes. It involves the extranet activities that enable an organization to practice business as one (Zwass, 2006). This enables organization to have an upper hand in regaining the technology that has been based on the investments. For instance, the Boeing Company partners with approximately 1000 other business partners. On the other hand; business-to-employee e-commerce involves all intra-business networks that enable companies to provide products and services to their employees. It involves areas related to ensuring attraction and retention of well qualified staffs in a competitive market. This is achieved through intranet services provision and provision of web based application services and aggressive recruitment procedures (Valacich and Schneider, 2009). It also includes corporate benefits solutions and provision of training opportunities, library services, reasonable working conditions and empowerment of employees. The main areas of concern in business-to-business electronic commerce are improvement of supply system and inter-business procurement. In business-to-employee electronic commerce, the main areas of application are corporate announcement and dissemination, special offers for employees and employee benefits reporting. 5. View four sites suggested by Valacich: www.infomationweek.com www.computerworld.com www.cio.com www.newsfactor.com Then write a paragraph on which technologies and issues seem to be current (‘hot’) at the moment, and which seem to be most important to business managers, according to each of these sites According to the website www.informationweek.com, the most current issues and technologies are uncertainties concerning the possibility of HP remaking itself to be a top in technology having been relegated to a significantly low status. It describes how sales revenues have declined as a result of low sales of PCs and other computer hardware. The site also talks about how security of an IT system and its functionality should be considered. This is the most important factor to business managers. This is because an IT system needs to be safe from access by unauthorized person as well as ensuring the confidentiality of the information carried in the system (Valacich and Schneider, 2009). In addition, the system needs to be functional in order to achieve the intended purpose of its manufacture. However, it is necessary to know whether functionality should be preferred in place of security for an information system. The site www.computerworld.com it has been a concern for many people whether they need to have upgraded windows based on the current technologies. It offers a guideline on which windows 8 can be upgraded and directions of installation. The site also reports that certain web hosts have been involved in payment issues with their bloggers. It reports that Google and Oracle have been involved in disagreements with their bloggers regarding the payment for the work they have posted onto the site. The issue that is of business concern here is that installation of procedures for windows 8 is more beneficial. This is because it ensures the business is equipped with the latest software that facilitates its operations. The site http://www.cio.com/ the major current technological issues are the design of future automobiles, trains and planes of the future. It provides a prediction that current technology is focused on improving fuel consumption, safety conditions and improving convenience for users. It also reports that future technology is focused on securing data by addressing the weakest links in the security system of the organization (Valacich and Schneider, 2009). It provides a suggestion of proper training those results into huge savings of losses that would have been incurred if the data is lost. According to the site www.newsfactor.com the current issues in technological environment include the concern over the securities of various web sites based on reports of hackers. According to this report, the major web security flaws include injection of codes, cross-site scripting, broken authentication and session management and security configuration among others. The site also reports that there is concern over the content of protection offered by cloud computing. It explains that Apple co-founder Steve Wozniak reported that it may contribute to a lot of problems as it does not offer its founders ownership of the content they transfer to the web. The web security issue is more significant to business as it provides them with information regarding areas that they need to emphasize when they get servers from their web hosts. It provides the web hosts with areas that they have to ensure that are secure before they provide online businesses with web sites. 6. Describe how Web.2 has changed and enhanced communication via the Internet compared to Web.1 Web 2.0 enables most users to interact over the internet. This offers a self publishing opportunity for individuals daily. Additionally, individual may collaborate with the organizations through enabled features such as the crowd sourcing and the viral marketing. Web 2.0 also offers opportunity in which web 2.0 platforms may be developed. These may include services such as, social bookmarking, Rss, podcast and blogs. Web 2.0 also tends to be solution oriented rather than product oriented that is attributed to web 1.0. It gives a better way of solving the customer’s problems. Additionally, it majorly focuses on people rather than commerce Zwass (2006, p.6). It offers services that meet different state of minds that may be suggested by individuals. It also offers customization services that enable individuals to choose what they love. This is exhibited in services such as, Google, MySpace and yahoo. 7. Describe how databases are important in enhancing an organization’s business intelligence. Databases contribute a great deal towards improvement of an organization’s business intelligence by allowing managers develop a set of concepts and methodologies which ensure the right decisions are made based on the facts within the systems. One of the ways in which business intelligence is brought through the use of databases is by ensuring information democracy (Fjermestad and Nicholas, 2008, p.8). This is a situation where information is availed to the right people at the right time across the enterprise. Databases also ensure that performance is managed for competitive management. They provide a guide concerning the current trends in business so that the organizations can strategize and align resources towards achieving of these visions. It enhances business visibility and insights by ensuring information are delivered to the right people in an accurate manner as well as with the fasted speed possible. Databases also improve business via software as a service. They allow application of industry specific analytical methods via software in areas of Business Intelligence Shyu and Chen, (2006, p. 637). They also allow the use of specific applications that are made within an organization and bring the balance of power in the BI system for the benefit of the market. Databases also facilitate social software use by enabling collaborative decision making process. Social software users are able to tag their assumptions made during the framework of business intelligence and determine the types of assumptions that improve the value of the business of BI as it involves all the good. Social software enables utilization of interest in informal collaboration. It also acts as an alternative to top-down decision making system by allowing collaborative decision making. 8. Compare and contrast information accuracy, information privacy and information property The main comparison between information accuracy, information privacy and information property is that they are all characteristics of information that need to be addressed in order to ensure that, the information is properly managed as noted byBelli and Kai-Yuan (2006, p.1485). Information forms an important intellectual capital from which people craft their ideas so that their lives and dignity are secure. However, they are usually faced by different vulnerabilities that impair their performances. These vulnerabilities are mainly ethical issues. There are however, certain contrasts that exist between these ethical issues. Information accuracy is the state where a company’s information reflects the exact things that took place. For instance, if it is a transaction, it should reflect the records in the company’s information system should indicate the exact transactions that took place. Information privacy is a situation where a company needs to determine the type of information that it needs to keep to it or share with the public. It also determines the types of people that this information needs to be shared with. With the growth of information technology, enhanced surveillance and computation, retrieval and storage systems, it is necessary to determine the types of information that needs to be kept secret to the company. Information property is the kind of information that when leaked can result into extremely high cost to an individual or organization (Zwass, 2006). Yet, when this information is leaked, it can result into ease of reproduction and sharing with others. The process of protecting information security has been achieved through such practices as copyright, patents and encryption or oaths of confidentiality. 9. You are the Information systems expert in your organization and your advice is being sought about the advantages and disadvantages of outsourcing the development of your organizations’ new information system. Present in a few paragraphs your advice to management. Outsourcing information system is the state where impacts of information technology used in other organizations are applied in managing a company’s information system. This is done in form of data center operations, support at the desk and helpdesk support, software development and software applications. Some of the advantages of outsourcing information system include enabling the management to defer the information of a specialized company. It also ensures the removal of unnecessary details and ensuring focus is placed on more important issues in the organization. It is also a cost-effective approach towards expansion of a company’s information system as noted by Ogawa (2005, p. 316). One of the disadvantages of outsourcing a company’s information system is that it reduces the level of contact between a company and the clients. These results into an impediment to relationship building process that contributes to overall dissatisfaction of the organization as well as the client. It also results into loss of control over many areas of operation of an organization and when the contract of outsourcing is terminated, confidentiality and sensitivity of information may be jeopardized as it will be available to the other company. 10. Explain why it is necessary to conduct a ‘risk analyses as a first step in creating an information systems security plan. Risk analysis is the state where the risks involved in an investment are determined to know whether the intended objective can be achieved with ease. It also ensures a formal process is applied in ensuring that, diligence in management is achieved and also, it determines the major areas where money and resources need to be spent (Dube and Prakash, 2005). Additionally, this ensures that the right reasons for moving forward during the development of the project are determined. When the results of this analysis are documented, the right evidence is availed that can assist in decision making process. It also acts as a guide with regards to certain consequences that may arise if particular actions are not taken. The management then takes caution to ensure that these critical areas of the project are given much attention. Conclusion Investing in information system is accompanied with a number of advantages despite the existence of certain limitations. However, organizations need to be aware that the current business conditions require adequate in information systems to achieve the intended purposes of the business. Adequate information system ensures that the right information is kept and dissipated to the employees and customers at the right time. Web application services are also some of the areas that companies need to focus their attention and ensure they know the threats of web hosting and business information system outsourcing. By becoming aware of limitations of these applications systems, companies can be able to focus their resources in ensuring these vulnerabilities are minimized and functionalities achieved. Management of a company’s information system also requires complete understanding of the current trend in information technology. This ensures the software used by organizations is upgraded to be able to achieve the level of efficiency of the new software. References Belli, F. and Kai-Yuan, C., 2006. "Introduction to the special section on software cybernetics." Journal of systems and software 79(11) pp. 1483-1485. Christiansen, H. and Mohand-Said H., 2006. 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Idea Group Inc (IGI). Shyu, M. and Chen, S., 2006. "Introduction to the special issue on multimedia databases." Information systems, 31(7), pp. 636-637. Valacich, J. and Schneider, C., 2009. Information systems today. Managing the digital world New York: Pearson Zwass, V., 2006. "Editorial introduction." Journal of management information systems 23(2), pp.5-6. Read More