An information system is software which assists company in organizing and analyzing data in effective manner. The information system is the system which has branch of science composed of people and computers that processes or interpret all required information. The company information technology division plan, regulate and operate help with an organization's IT infrastructure (Valacich and Schneider, 2015). This is considered as academic study of system for collecting and gathering accurate information and complementary network that people and organization use to collect. The report is based on Prosyn ltd which is consultancy firm and gives advice to C&K Builders Company which is constructing building, houses and apartments and it is situated in United Kingdom. The main purpose of this assignment is to analyze the use of IT system within different function of an organization. In this, there are different ways of IT system which store and process data for knowledge, customer relationship and data management in the company. Along with this, there are ways to store and process the data for knowledge management, customer relationship management and data management.
1.1 Analyze the use of IT systems with different functions of an organization
The company information technology division plan, regulate and operate help with an organization's IT infrastructure. It enables business users to carry out their roles in effective, efficient, productivity and security manner. The department must reach with multiple business and technical requirements that provide proper security and also reduces cost. There are various parts where It is used in different functions of organization that are described as under:
- Planning - The manager of IT company team works along with business executives to formulate and develop effective strategy which help organization business goals and objectives. This will also assist in building strong competitive advantages in proper manner. They customize software and various other elements of IT system to meet the requirement of business divisions. IT system also use for planning the customer's needs and demand in better manner (Eason, 2014). IT system assist in investigate and research desired clients and it will enhance flexibility and responsiveness. The IT team investigates options such as outsourcing management of infrastructure and renting additional IT capacity from external power.
- Networking - The IT develop and formulate a network which support effective communication and collaboration that will increasing that they deploying in order to meet with latest networks. IT system helpful in analyzing and examining the whole organization system which are connected their employees with customer and satisfying their all needs and requirements in better manner. With the use of IT system, organization can easily replace their legacy telephone system with IP based system and also reduces the difficulty and providing platform to deploying advanced unified communication method (Lehmann and Council on Clinical Information Technology, 2015). In an organization, It team develop appropriate solution which allow external organization that includes customer and supply chain members which secure access to the corporate network.
- Data management - In an organization, It system is useful for managing and maintaining data of employee, customer and company related in better manner. This will also access the latest information to make proper decisions about strategic, financial and operational issues. They can store firm data from using different sources such as customer records, sales data, market research, manufacturing and inventory data in single data center. The team also set connection in gathering all data regarding information technology, supply chain and distributions so that company manger can make sales, production and marketing which are based on latest data or information.
- Security - Information security management is one of the most essential It function within an organization. It system is useful for security and maintaining all security connection which link with business operations and functions in effective manner. IT system is beneficial for make safe and secures all company employees data and information which are related to their occupation, salary and other things. in an organization, IT team have put stringent security policies in place to reduces the risk and it is directly impact on security system and they face increasingly complex IT environment as employees adopt mobile network working and use their personal Smartphone's to work in corporate data (Oztaysi, 2014).
1.2 Explain how IT systems contributes to the achievement of objectives in specific organizational context
Every organization whether small or large is required to implement IT systems within an organization due to globalization and is to sustain in market. As there are many advantages which are associated with adoption these systems. This will not only help to attain accuracy in their transactions but also aid in development of good brand image in market. Now, there are many IT systems which come in as per the requirement and different functioning of an organization which help to perform them in timely manner (Lee, Thomas and Baskerville, 2015). The area where IT systems provide their accurate services within an organization is related to Marketing, Accounting, and Operation etc. There are many advantages that are associated with the adoption the IT system within C&K builders. Such advantages which are grab by an organization in future period of time is related to fast completion of work, higher productivity, quality work, optimum utilization of resources, cost minimization etc. Importance of IT systems is different as per their particular function and area for which it is developed. The contribution of IT systems in completion of objectives of C&K builders can be understood from the points that are defined below:
It system related to operational department provides an opportunity in achievement of two organizational objectives i.e. cost minimization and optimum utilization of resources. Both these aspects can be achieved with the help of reducing wastage of available resources. It helps to utilize at maximum level and to reduce cost of production.
The role of IT systems in accounting department is also very important as this will provides an opportunity to ascertain the actual position of an organization within few minutes with full accuracy. Such reliability of results provides an opportunity to take better decisions in future and to increase their productivity and brand image. This will also aid in achievement of the common objective of an organization about profit maximization.
One of the basic objectives that can be associated with the implementation of IT system within an organization is about completion of work in timely manner with quality. This will provide assurance to internal and external stakeholders of an organization is to be stick with the information while making decisions as will be most true and reliable in nature.
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Different ways IT system store and process data for knowledge management, customer relationship management
There are various ways which help C&K builder Company in order to reach with organization goals and target and its customers. These are described as under:
- Knowledge management - It is such kind of system which store and retrieve knowledge, improves, collaborate and capture and use knowledge in various ways that will help in enhancing knowledge management procedure. Knowledge management system is useful within an organization which helps in identify customers need and demand regarding company employees. It is the activity which practiced by company in all over the world (Waterson, 2014). In this procedure, knowledge management gathers and collects accurate information or data in better manner. This will assist in analyzing such information which is based on documents, resources, people and their skills. The knowledge management is used for performing various activities such as organization adopts this for making appropriate decisions and training to their new employees.
- Customer relationship management - It is term as practices, strategies and technologies where companies are managing and analyzing customer interactions and data with the help of customer life cycle. For improvement in goal, firm can make customer relation which assist in dealing with their major issues and problems that create barrier. C&K builders are used CSR system that compiles customer data across different channels among customers as well as organization. This will assist in making strong relation with their clients so that will enhancing goodwill of the firm in the large market place.
- Data management - It is the practice of arranging and maintaining data procedure to meet with ongoing information needs and requirements. this emphasize with data management which help company in storing and process all required information and details of customers as well as their employees in better manner (Larsson and et. al., 2014). The data management began with electronic era of data processing but data management technique or method have roots in accounting, logistical, other disciplines and so more. it includes acquiring, storing, protecting and processing necessary data which ensure their accessibility, reliability and timeliness of data to their users. an organization are using this system which assist in making appropriate decision on the basis of data and information of their customers.
- Communication management - this is another way which refers as the systematic planning, executing, monitoring and evaluating all the networks and channels of communication within an organization. This includes dissemination of new interaction directives which are connected with the firm, network and technology. This is useful for company manager is to store and process the data in better manner. Also this will help in easily communicate with their clients and analyze their issues and problems related to their services.
Evaluate how IT system can be used to support
The usage of technology helps in maximizing the business performance and operation level which can assist in smoothly running of the business operations. C&K builders need to ensure that they have effective tool and method which help in overcome with all issues that are arise within an organization on daily basis. There are various ways of IT system which can be used in help value added change for improving or enhancing business operation, performance and sustainability that are described as under:
- Develop an open and communicative environment - It is require to company is to make free environment where all employee are give their opinion and idea in front of company manger without any hesitation (Chase, 2016). With the help of IT system, manager can easily interacted business strategy and current policies among employees that support whole firm objectives and goals. This will allow organization to add value changes for enhancing in business performance, sustainability and operations.
- Motivate employees by using technology - IT system can be used value added changes which help them in enhancing business operations, performance and sustainability in proper manner. The information system is based on collecting and collecting online performance evaluation where company manger can compare their existing employee's skills and ability with new employees. The C&K builders company provides training and development session to their organization which help them in enhancing their skills and abilities in better manner. This will assist in reaching with desired business goals and targets effectively.
- Monitor business performance - IT system used value added changes which assist in increasing organization profitability, performance level and sustainability. the company is promoting their business through online method where they solve their customers issues and problems regarding current services of them (Oinas-Kukkonen and Harjumaa, 2018). It is the major way which can help firm in lead towards higher business advantages and productivity in better manner.
Recommend practical IT system solution organizational scenario
There is various IT system solutions in order to overcome all business issues or problems which arise within an organization that are described as under:
- Finance industry - It is the services which includes economic facilities that provided by finance industry which encompasses with wide range of organization that help in managing money. It includes credit card, loans, banks, insurance companies, stock brokerage, investment funds and individual. There are major two major issues which occur with IT system which includes security and storage. IT team of an organization requires focusing on security system which affect on business operations and its functions. For overcome with storage issue, they need to concentrate on customer details and information which should be kept in confidential manner with the use of cloud technology by an organization. They required making perfect focus on documents and evidence which are provided by customer at the time of taken loan and does not sign any paper without proper checking (Black, Danielson and Zito, CA Technologies Inc, 2016).
- Food industry - It is the complex, international collective of different businesses which help most of the food consumed by the world population. They are offer various types of food items which is consume by domestic as well as international customer from hotel, restaurants and cafes. In this sector, there are some IT system related issues are occurs which need to overcome by manger which includes storage and security or safety. IT team member of an organization required to alert all the employees to secure their food items from any theft. They need to make proper protection and prevention facilities that make secure and safe items. On the other hand, for overcome with storage issue, company manager required to develop secret section for storage items where no one enters without liable person permission.
- Retail industry - It is the selling procedure of consumer products and services to buyers through multiple channels and sources of distribution to earn required income and profit. There are large numbers of businesses related to retail which are situated in United Kingdom (Black, Danielson and Zito, CA Technologies Inc, 2016). They need to focus on storage and security issue which mainly occurs within retail organization. For overcome all IT related issue, the company required to adopt necessary methods and techniques which help them in dealing with such problem in easy manner. With the help of cloud technology, company cans storage their data and information related to customers and employees in better manner.
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According to the above described report, it can be examined that information system is the software which assist company in organizing and analyzing data in effective manner. The information system is the system which has branch of science composed of people and computers that processes or interpret all required information. It enables business users to carry out their roles in effective, efficient, productivity and security manner. In an organization, It system is useful for managing and maintaining data of employee, customer and company related in better manner. Knowledge management system is useful within an organization which helps in identify customers need and demand regarding company employees. It is the practice of arranging and maintaining data procedure to meet with ongoing information needs and requirements. the usage of technology help in maximizing the business performance and operation level which can assist in smoothly running of the business operations.