Discuss About The Empirical Analysis Construction Information.
In every organization that has many customers, employees, suppliers and external engagers, security and privacy is a very paramount aspect. This is so important in insurance organizations and any financial organizations since they are prone to data hijack that is used by criminals to get money out of the companies and the customer. The problem is resolved by the new technologies know as enterprise system: a technique used to keep employee, customers and organization’s information safe from unauthorized personnel. The paper explores the use of enterprise system in JayB insurance company, first by describing the situation that pushed the company to adopt the system. The paper further explores the process of the adoption, challenges faced and the benefits received in the adoption of the system.
JayB is an insurance company based in Australia that its primary functions are providing financial advisory, audit, tax advice and many other money-related issues in organizations. At the time of the study, JayB had approximately 3500 employees with1800 based at the head office and the rest distributed in different branch offices (Cereola Wier & Norman 2012, p.891). The information processing system of the company entailed a single IBM mainframe (z/OS), 240 Intel-based Microsoft Windows 2007 servers and multiple UNIX (AIX) servers. Additionally, there were personal computers of about 3700 that were in use in both the head office and the branch offices.
The IT security department was responsible for creating and developing policies and practices that guided the Information Technology and as well as managing all the digital identities and computer-related access system. By the time of the study, the company had system controls such as the self-service recovery, basic provisioning that all employees had to access the daily services such as e-mail and internet use (Tatari & Skibniewski 2011, p.352). The data management system of JayB was centralized as the access control system was distributed and the digital identities were handled through the use of Active Directory (Waring & Skoumpopoulou 2012, p.431). Additionally, some information in the mainframe were controlled using Access Control Facility (RACF)
JayB, an insurance company, has a large number of customers about 800,000 that the company had access to their data. Sometimes this data was accessible by different irresponsible people that placed the company at risk of losing the privacy of their customers as most of the computers and information sharing system was not protected. An example of this happened when, a criminal used the credentials of the company and accessed Kevins Bratt’s information, which was a customer and lured him to pay a considerable amount of money in the name of subscribing for compensation. The case was later realized that the criminal had access to the customer’s database through internal assistance.
JayB initially used identity management workflow that required that new identity to be created by the human resource manager in every branch. With the creation of the unique ID, the head office manager was always being notified through an automated message system after which the employee was still given all the necessary access codes that were common to all employees by the security manager. The company operated by the” Data Guardianship Policy” that controlled and managed the accessibility of the employees to specific data (Makarova et al 2013,p.9. In most cases, the resource data has always controlled the manger that the resource data belonged too. However, at times the manager is always delegating the duty to a person in the unit as may not be sufficiently aware of the necessity of the security for the resource, or have limited time to respond to access request(Sampemane 2015,p.63). In such a situation the person to whom the duty is delegated to is referred to as the” data steward”. Such data stewards when are not noble causes the leakage of the customer’s information leading to privacy and insecurity issues. This is the primary reason why JayB Insurance Company’s adopted the Identity Management System.
JayB insurance company adopted identity management system known as mini-Orange system, and was selected among varieties of systems that were listed along the price and usability. After considerable research, it was realized that mini-Orange was the most affordable in respect to the company’s budget (Pollock & Hyyslo 2014, p.480). Mini-Orange gives broad range (around 15+) of Strong Authentication Methods to browse, this guarantees your cloud information and assets stay secure. We offer HR driven provisioning and improvising, which makes on boarding client and improvising client into our framework exceptionally straightforward remembering security issues. Single Sign on combination with 3000 applications and checking. All the over item’s administrations with world class highlights and well inside the financial plan
The adopted enterprise system (IDM) posed some challenges to the workflow of the organization as many employees felt demotivated by the system. The first challenge that the network posed several steps followed during induction of a new employee (Peipei Yanming & Yali 2015, p.1479). The HRM had to create employee ID through Active Directory and then repeatedly entered into other systems since there was no central respiratory for the IDs. For example, the new employee’s information had to feed into the RACF, SQL UNIX databases.
The second challenge was the vast amount of information that managers received every time they requested for access to the resources data. The information’s that were always relayed made their work harder in locating the most applicable information that they needed, hence reducing the productivity rate of the managers (Herrell et al 2016, p.240). This confusion was majorly brought about by inadequate knowledge by the managers to operate the system: this led to numerous confusion of the employees’ profiles information. The consistent confusion of employees profiles and customer’s information resulted in the accumulation of unaccountable privileges through the new system.
The adoption of the IDM by JayB was very fruitful however after thorough training that was conducted by the managers to acquire different knowledge on how to operate the system. The practicability of the IDM was determined by the nature of the results that were realized after the adoption, and the quality of the operations within the company (Wang et al 2016, pp.491). The company received various benefits from different perspectives of the stakeholders: customers, managers, and employees through the following: increased protection of personal information, improved security, improved usability, reduced cost of operations, improved data quality, reduced complexity of service provision, improved cooperation among others.
Several managers, employees, and customers came into agreement that the adoption of the IDM system improved the privacy of a significant number of users, and this motivated all the users in the Jayb Company. The system is capable of controlling the user’s data ranging from what is being entered to what being sent to any access is requested, hence the problem of managers receiving too much information about an employee that is also integrated with another employee was solved. The new system regulated the info to the minimum and made it specific to what is requested.
The system also improved security to a significant number of manners as it auto saved the access codes for each manager. The feature that was added to the system: the sign-in feature auto saved the credentials only on request and permission of the user. This eliminated the problem of most managers forgetting their credentials and reset the system every now and again. The system also mandated every manager to have strong passwords that would frequently be changed to reduce the cases of ID theft by criminals that led the customers and the company falling into the hand of the cons. The system was different from the traditional methods used as the passwords could not be retrieved by the third party, since they were not being sent to the service provider.
A good number of managers accounted for the usability of the system even though a number of them faced challenges in the first days of installation. After training on how to use the system, it was found that the several steps required to access data were reduced such as single-sig-one feature allowed the managers to enter into the specific resource system, whenever they needed, and they did not request any assistance from the IT department. The system function of putting all the access points and codes together reduced the access time, stored the credentials hence generally made work in the insurance JayB Company easy.
The adoption of the IDM by JayB Insurance Company reduced the data operation and maintenance cost of the company. This is achieved with the ability of the company to share information from the head office to the branch managers through one tap system that is cheaper than the previous methods. Additionally, the system also enables the customer to be able to access necessary information about their insurance pieces of information through customer portal without them going into the offices to have such information. The reduced number of customers in the office requesting assistance made the company to cut down the number of employees hence saved a lot on the amount of expense and salary payment. Additionally, the company reduced the fraudulent compensation that resulted from customer data confusion, which was too costly to the company in the long run.
With the use of the IDM, the company experienced enhanced customer data collection. Before the adoption, a large number of customers had their information mixed up due to the large number of data that was done manually, making the data entry to be cumbersome and confusing. The result of having a mixed data in the JayB Insurance Company led some customer getting insurance privileges that they did not accrue whereas some went far as losing a significant amount of money to be realized that, it was a mistake from the company. The IDM has the capability of updating data every now and again, classifying each customer according to the insurance cover obtained, according to the nature and percentage of interest paid defaulters and so on. The classification of the customer data makes the usability and service to customers more appealing and enjoyable to a significant number of employees.
The adoption of the IDM facilitated collaboration among the employees of the company since the system centralized the ID storage point for all the managers and also allowed the managers to share information’s within without having numerous authentications. Unlike the UNIX system that was initially used by the company, every time a manager needed access to information, the data manager had to enter his/her access codes that were not given to anyone. This did not only slow down the service process, but also cultured mistrust among the employees hence affected their corporation (Jeferian et al., 2014,p.332). However, with the IDM, the several security checks are eliminated and every, the manager can access the resource information and share them within hence improving the relationship within the company.
The adoption of the IDM by the company accrued to the above-discussed benefits that were measured using different service and operational parameters from different perspectives such as the customers, employees and from the system itself. Among the metrics that were used are :
The questionnaire was administered by the company to various users and to the customers to collect their views on an aspect such as usability, privacy and security measures (Rauschenbach,Staerkle & Scalia 2016, p. 223). The result of the questionnaire was analyzed and showed that a high number of the users liked the system since it improved the survived and reduces both the workload and the cost of the services.
Every user of the system is required to have the access credentials that at times get forgotten by the users. In such a case the system always offers the opportunity to reset the passwords for accessibility (Wright & Raab 2014, p.2014, p.289). Therefore the success of the system can be gauged through the determination of the number of the passwords set per month. The higher the number of password reset per month is an indication of proper security and privacy to the employee’s data and information and fewer passwords reset is an indication that the system can be hacked,
JayB used this method to determine the number of users through a collection of the data of the sign-on. This shows the applicability of the system, and in the initial days of adoption, the average number of unique accounts per user was about 15 however, with time the number dropped down to about 6 individual accounts per user(Van Alsenoy,Kosta & Dumortier 2014,p.189). The reduction shows the effectiveness of the system to the company.
The number of new reports shows the recruits and joiners to the insurance company who have their data useful fed into the system (Di Crescenzo et al 2016, p.492). The number of new joiners must not show any discrepancy against with the number of provisioned accounts, therefore, if the amount of variance increases it shows that the system is ineffective and if the number reduces it shows that the system is active. This discrepancy number in the JayB Insurance Company decreased from about 260,000 to 80,000, which was a positive result of the system.
Uncorrelated accounts are those that no longer belong to anyone, as a result of an employee being promoted or a customer terminating the insurance contract. The system is designed in such a way that all the inactive accounts should be closed by bringing the attention to the responsible person (Zhijie 2017, p.792). These uncorrelated accounts are dangerous to both the company and the customers as they provide an opportunity for the criminals to conn out customers leading to substantial loss of money as the distraction of reputation. The higher the number of the uncorrelated accounts the higher the risk the company and the customers face for unauthorized usage.
This was the time taken for the user such as managers to log into the system and get access to the desired data in comparison to the other systems (Sreedhar, Faruk & Venkateswarlu 2017, p.2869). Through the use of the IDM, it was realized through the centralized data, and the sign-on feature, it took about 47 seconds that was time economical. Additionally, in case of the system breakdown or inability to log in due to wrong credentials, the time was measured against how the users were being informed to authorize further assistance or a change of credentials.
The number of reconciliations exception users on the IDM system, showed the number of accounts that the system is unable to relate to the users (Henning 2018, p.10). This might be as a result of an error in data entry time, hence creating a profile that is entirely different from the user. The higher the number of reconciliation exceptions, the less efficient the system and the lower the number, the more the efficiency of the system.
Conclusion
In every organization that has many customers, employees, suppliers and external engagers, security and privacy is a very paramount aspect. This is so important in insurance organizations and any financial organizations since they are prone to data hijack that is used by criminals to get money out of the companies and the customer. Such companies also run the risk of sharing unnecessary data among them that might break down the reputation, hence the need of data management. The data management system ensures paramount security and privacy to such enterprises, creates active operations and lower operation cost among other advantages. Such enterprise system is the Identity Management that was adopted by JayB Insurance Company after facing data insecurity.
IDM did offer not only JayB Insurance Company maximum security measures but also facilitated the operational nature of the company. Managers were cooperative, as data were easily shared and furthermore it saved time for both the customers and the employees in accessing data. These benefits were determined using different metrics concerning the password, accessibility time; number of account reconciliation expectations, time is taken for account approval among others. From the view of the JayB Insurance Company, the IDM is of great use to any other company that might be facing the same issues.
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