As the organization expands the tasks of the organizations also increases with great speed. To tackle this situation, the companies mainly have two options the first one is hiring more employees and the other option is office automation. The option of office automation has many advantages as well as disadvantages both to the organization (Loscin, 2017). Office automation provides with both hardware as well as software solutions to the organization that reduces the workload of the employees of the organization. The approach to office automation is very simple as well as effective and brings efficiency in the organizations overall performance (Sravani, 2016). There are majorly two approaches that can be adopted for office automation the first one is the Ad hoc Approach and the second one is the Prototype Approach. These two approaches are dealt in detail with their advantages and disadvantages below:
Ad hoc Approach: Ad hoc approach is usually adopted when the organization wants to plan for any specific event. This approach is more bent towards having an approach towards a specific task and all its development are personalized to a specific task and majorly focuses on the completion of that tasks(Goldstein, 2017). The main advantages of this approach are that it helps the organization with the solution for their current issues and this approach does not require formal approach to be followed and sets accordingly with the situation. And this also tries to mend itself with the other tasks of the organization that is currently going on the organization. The main disadvantage of this approach is that as this approach is temporary in nature it is not able to serve the long term needs of the organization. And as no formal procedure takes place during the implementation of this process. This approach is implemented in an unstructured way, so, there are chances that this may invite future attacks to the system (Rouse, 2010).
Prototype Approach: Under the prototype approach, a system development method is developed which includes a prototype that is first built for the purpose of testing according to the final system. Then after the testing is conducted this prototype is again applied and this continues till the company finally achieves a system which it can finally adopt and implement in the organization. This approach is usually adopted when the future project requirements are not known exactly to the company. The main advantage of this approach is that it reduces the time as well as the cost incurred, it provides necessary specifications that is needed while developing a system. This approach also interacts with the prototype and allows the user to know better about the specifications related to the new system. The main drawback of this approach is that it may also confuse the user to some extent between the initial prototype and the final system that has been adopted by the company. The other drawback of this approach is that this may lead to focusing on limited prototypes and this may also confuse the developers in conducting a proper analysis of the whole project (Iotap, 2009).
According to me, I will suggest the prototype approach to the company because this approach offers initial testing of the system to the organization which is the main benefit of this approach and once this approach is finally accepted and implemented in the organization, it will solve the long term issues of the organization against the ad hoc approach that offers solutions to the temporary issues.
Locally hosted infrastructure offers the company with space on their physical servers within the facility of the service providers. The access to this server is made through a direct connection which is done through the internet or may be internet is not used sometimes. This local hosting service provides with features like hosting of website, servers of email, warehousing facility for data as well as also provides backups facility off-site. It is an infrastructure in which few computers are attached and the user and the organization are offered exclusive facility to access. Cloud service is wider as compared to the local infrastructure. It is not limited to mere a renting space on the server but it also offers more services. It offers services like space to store information, place to run applications and many other such services. The services offered by cloud service can be used by using internet or intranet and this even reduces the cost of infrastructure as well as costs incurred on planning process (Conde, 2014). The critical issues related to transferring from local hosting to IAAS are also many that a company needs to consider properly before taking any decision. The first and foremost issue being the security issue that is if the company has highly confidential matter or deals in sensitive data then the company should go for local hosting infrastructure instead of cloud service. A local host allows the organization to decide on who sees your matter, by following what conditions, etc. This control level is not available in cloud service. On a cloud server, your organization’s information and data are open to any entity or any other organization may view your data accidentally or on purpose (Koenig, 2017). The other issue attached to this is that if some of the organization’s technology is still on its proprietary then it is not legal to load it to the cloud service. If any kind of performance occurs on cloud service then at the time of debugging, there may be chances of losing transparency as the hardware is managed by someone else. And the other concern is that the structure of your organization’s application may not match according to the cloud service so further adjustments are required in it (Badola, 2015). There may be an issue related to speed on the cloud service as at a time there are many tasks going on under the cloud server. Even the reliability is a major concern in cloud servers (Wodehouse, 2017). Apart from the drawbacks, if the company wants to minimize its operational expenses and wants to develop a virtual limitless accessibility then the company should go for the cloud server. The cloud servers even provide with more flexibility in its functioning. But if a company’s main concern is its security then it should definitely opt for local hosting infrastructure and if the organization wishes to increase its accessibility majorly for its users then the cloud server is the better option to the organization (Koenig, 2017).
IAAS: Infrastructure as a Service (IAAS) helps one to build virtual infrastructure by making use of computer hardware which includes servers, networking facilities and storage arrays. These resources with the help of IAAS is able to easily resize, remove them, reconfigure when needed as well as create moments according to the demand of the task.
PAAS: Platform As a Service (PAAS) develops a method that helps to program languages for the purpose of interaction between the services like web servers or databases or even for file storage. PAAS operates at a level that is above the raw computing hardware and that is why it does not need to deal with lower level needs like space issue, or protection concern or distribution among different servers etc.
SAAS: Software as a Service (SAAS), this is considered as the top layer of cloud computing solutions. It is usually built on the top of the platform to provide solutions. SAAS is used by paying per month basis or on the basis of per user. And this provides the organization with the benefit of removing or adding any specific user according to it at any time without paying any additional costs for this (Leith, 2010).
According to me, as SoftArc Engineering is planning to move to cloud service from his host infrastructure the better option for the company will be SAAS. As this service today is at the top of cloud computing solutions. And not only this, SAAS has the ability to transform the way information and technologies think themselves as the providers of services related to computing. SAAS is an effective as well as efficient software delivery service provider. It helps the information and technology departments to shift their focus from activities like deployment of applications as well as supporting the applications to more big concerns like management of the services that is offered by the applications (Schwartz, 2013).The organizations are freed from three works and that is licensing, location and management as these are taken care of by the SAAS (Chong, 2006).
So, it can be said that there are many benefits of adopting SAAS as the cloud solution for the company. Mostly every activity is taken care by the SAAS, leaving the IT departments with just the managing work
But there is nothing that does not have some drawbacks. The main issue is the safety of data and having a more reliable way of storing data in the cloud. And as a lot of organizations are adding their applications to SAAS, there is an increase in the requirement for SAAS to SAAS integration which becomes very essential. The other drawback of SAAS is that it has proved to be successful for small groups but to take the entire enterprise under SAAS and the success rate of this is doubtful. Even the need of in- house support is still needed and total reliance on SAAS is not recommended. The IT departments are required to keep a check on the service legal guarantees and also they are required to show commitments towards the organizations and majorly towards its customers (Brodkin, 2007).
References
Badola, V. (2015, October 1). Cloud migration: benefits and risks of migrating to the Cloud. Retrieved May 26, 2017, from cloudacademy.com: https://cloudacademy.com/blog/cloud-migration-benefits-risks/
Brodkin, J. (2007, July 31). 12 issues you need to know about software-as-a-service. Retrieved May 26, 2017, from networkworld.com: https://www.networkworld.com/article/2293084/software/12-issues-you-need-to-know-about-software-as-a-service.html
Chong, G. C. (2006, October 26). Software as a Service (SaaS): An Enterprise Perspective. Retrieved May 26, 2017, from microsoft.com: https://msdn.microsoft.com/en-us/library/aa905332.aspx
Conde, J. (2014, February 8). What is teh difference between IAAS and Web Hosting. Retrieved May 26, 2017, from stackexchange.com: https://webmasters.stackexchange.com/questions/57974/what-is-the-difference-between-iaas-and-web-hosting
Goldstein, M. H. (2017). Four approaches to implementing office automation. Retrieved may 26, 2017, from onlinelibrary.wiley.com: https://onlinelibrary.wiley.com/doi/10.1002/npr.4040030112/epdf?r3_referer=wol&tracking_action=preview_click&show_checkout=1&purchase_referrer=www.google.co.in&purchase_site_license=LICENSE_DENIED
Iotap. (2009, November 24). Advantages & Disadvantage of Prototyping process model. Retrieved May 26, 2017, from iotap.com: https://www.iotap.com/blog/entryid/124/advantages-disadvantage-of-prototyping-process-model
Koenig, J. (2017). What is the Difference between a Hosting Provider and Cloud Provider? Retrieved may 26, 2017, from portalfronthosting.com: https://www.portalfronthosting.com/blog/what-is-the-difference-between-a-hosting-provider-and-cloud-provider
Leith, E. (2010, October 12). What are basic differences between IaaS, PaaS and SaaS? Retrieved May 26, 2107, from quora.com: https://www.quora.com/What-are-basic-differences-between-IaaS-PaaS-and-SaaS
Loscin, A. (2017). Advantages & Disadvantages of Office Automation. Retrieved may 26, 2017, from smallbusiness.chron.com: https://smallbusiness.chron.com/advantages-amp-disadvantages-office-automation-41058.html
Rouse, M. (2010, July 26). Ad hoc Analysis. Retrieved May 26, 2017, from techtarget.com: https://searchbusinessanalytics.techtarget.com/definition/ad-hoc-analysis
Schwartz, J. (2013, April 25). SharePoint 2013, Cloud vs. On-Premises: What You Need To Know. Retrieved May 26, 2017, from redmondmag.com: https://redmondmag.com/articles/2013/04/01/key-piece.aspx
Sravani. (2016, May 25). Advantages and Disadvantages of Office Automation Systems. Retrieved May 26, 2017, from content.wisestep.com: https://content.wisestep.com/advantages-disadvantages-office-automation-systems/
Wodehouse, C. (2017). Moving to the Cloud: What to Know & Who to Hire. Retrieved May 26, 2017, from upwork.com: https://www.upwork.com/hiring/development/moving-to-cloud-servers/
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