The report is prepared for xyz organization for the implementation of automated information system in the organization and reduce the manual jobs of the employees. The report provides a brief description about the business organization and reviews the functionality of the automated information system. The requirement of the business is analyzed and the information system is deployed in the current business process for increasing the efficiency of the organization. The gaps in the organization is analyzed and data are collected by preparing a list of questionnaires and interviewing the staffs and the other stakeholders associated with the business organization to identify the problems in the organization. The different risk associated with the project is listed and a risk mitigation plan is created for increasing the efficiency of the information system and reduce the number of errors occurred during the development of the project.
Xyz is an small book selling company in Sydney which is managed by a small family. The company sells the books in the local area and have four different branches in the city. The company also gives regular supplies to the schools, colleges, universities and different libraries. The stocks and orders of books are maintained manually using registers and online email service are also used for taking orders from different region of the country (Harmon, P., 2014). The organization have the requirement to remove the manual process of maintaining the stock and the sales record because they are difficult to maintain and chances of errors increases. The manual process also needs more time and the employees of the organization have the thought they can maintain all the records centrally using an information system and by saving their time they can focus more on the customer relationship management to increase the productivity and efficiency of the business (Laudon and Laudon 2016). Moreover the company have a plan to make a virtual web store to sell their books and they are ready to create an ecommerce website to reach to their global customers and grow their business worldwide.
XYZ operates on different region of Sydney and it is difficult for the sales representatives to update the stocks immediately due to lack of any automated information system they have to do it manually and thus it becomes a problem and cause delay for the customer to get their products (Pearlson, Saunders and Galletta 2016). With the implementation of the information system the sales representatives can fetch the details of the stocks and update the customer accordingly and decrease the waiting time of the customer. This would also help in increase the loyalty of the customer and gain more profit in their business.
With the implementation of the information system the all the business process can be managed from a central point and it also helps to maintain the data of the customer and the employees for increasing the efficiency of the management process of the organization.
For the gap analysis of the current business process of the organization the mission and the vision of the organization is analyzed and the aims and objectives of the organization are analyzed. The data regarding the requirement of the organization are collected by following the process of interviewing the stakeholders and brainstorming the needs of the organization (Wu et al. 2016). The current state of the books selling company is compared with the future state the company can achieve with the implementation of the new information system in the current business process. The current workplace of the business organization uses a manual entry system to maintain the sales records and a different register is used for recording the stocks. There are a group of employees that researches on the new books that can be sold and adds them to the list of the stock book (Le 2016). There is a huge gap between the sales personnel and the stick maintaining staff and it is required to be reduced in order to increase the efficiency of the current business process and maintain a sustainable growth of the organization. A swot analysis can be performed on the current state of the organization for identification of the gap.
The information system is built after a detailed analysis of the gap and a strategy is selected for the application of the information system in the organization. The information system is aligned with the current business process and separate modules are created for different functionality and deployed for increasing the efficiency of the current business process of the organization (Zafra et al. 2016). All the stakeholders are involved in the development process for making the requirement clear and reduce the occurrence of errors in the early phases of development. If any error is found during the development of the information system it is required to be fixed for increasing the quality of the final project.
There are different issues faced by the staffs working in the book store such as maintaining the record of the sales and stocks and the information system is designed to resolve the problem and reduce the effort of the employees. The new information system would record the details of the product, service, customer and the employees such that the admin can get all the details from the information system (De Chaumont et al. 2012). The new information system is also designed to store the records of the transactions generating a monthly or quarterly report. The maintenance of the inventory is also an important factor for increasing the efficiency of the business organization the records of the stocks are updated after every order is placed such that the sales man accessing the information system can see the available stock and take orders accordingly. The information system is also designed to handle complex tasks such as giving discount to the loyal customers (Bernroider, Wong and Lai 2014). The stock records can be analyzed for finding the demand of the products and increasing the availability of the product. Different accounts are created and connected with the information for accessing the data and strong encryption algorithm is used for securing the data residing in the information system.
The criteria that is used for testing the information system meets all the requirement of the organization is to full satisfy the needs of the end user. The response time of the information system should be minimum and it should be able to produce the accurate result of the querry of the users. To develop the requirement acceptance criteria would help to maintain the criteria of the organization (Galy and Sauceda 2014). The data residing in the information system should be validated and no errors data should be inputted in the information system. The final solution should be able to meet the goals and objectives of the organization and should be flexible such that it can be aligned with the current business needs for the validation of the requirement.
For the development of the information system an extensive review on different articles are done and interview is arranged with the different stakeholders of the organization. The different issues faced by the development team are analyzed and the project management plan is created for proceeding with the development process according to the project schedule (Harmon 2014). The change management is necessary for the exploitation of the vulnerability of the information system and different successful information system are also analyzed for the development of the information system (Oseni et al. 2014). Continuous improvement in the current business process should be applied for elimination of the current errors and the risk associated with the information system.
The information strategy is required to be applied for gaining competitive advantage in the current business process. The strategy helps to reduce the effort of the management team and establish the needs of the book store (Hanseth and Braa 2016). A change management is also important and adaptation of the new service and products in the current business and it also improves the customer relationship. The loyalty of the customer can be improved and increases the flexibility of the organization to adopt the future needs (Kale 2014). For the selection of the strategy a project approval plan should be created and all the stakeholders must be involved for the approval of the strategy for the development of the project.
The implementation of the Information System strategies (ISS) has been affected by various problems during planning, designing and implementation.
The strategies developed by the management of the Xyz Company might be contradictory to various levels of management of the company (Pearlson, Saunders and Galletta 2016). The mutual understanding among different levels of the company might not be same. Therefore, there is a misunderstanding among different levels of the management of Xyz Company.
The inability of different employees in the company creates problems in implementation of the ISS in organization. The lack in technical skills of the employees of the Xyz Company have caused problems in implementing Information system strategy (Rouhani, Ghazanfari and Jafari 2012). The member of the team are not able to understand the technical use of the strategy Therefore, creating a serious problem in the implementation of information system strategy. Various uncontrollable environmental occurs in the organization including the failure in organizational culture, change in behavior and lack n communication. These factors creates serious issues in the implementation of the information system strategy.
However, these challenges can be resolved by proper training if the employees of the company, the training and motivation sessions are required to be initiated in the company for development of the company. A training on enhancing the communication skills is required for improving the communication skills of the employees.
Information Systems projects in an organization helps in maintaining proper agenda for the development of the company in the market. However, there are various problems that can cause failures in the IS projects.
These problems are discussed below:
This failure occurs when the system design objectives are not properly met by the organization. The design and goals of the company are net by the completion of the project in the market. The failure of the fulfillment of the goals and requirements in the project is termed in the correspondence failure for the project (Seo 2013). The failure in submitting the project within the deadline creates a serious issue in the organization. The use of improper information technology in the organization is the main cause of the failure in the information system project.
This failure takes part in the process during incompletion of the allocated budget of the project thee financial lack in the project is the main cause for the process failure. There are two outcomes of the process failure including lack in workable system and consuming more time and money for the completion of the project (Teittinen, Pellinen and Jarvenpaa 2013). Therefore, this process failure creates an unsatisfactory completion of the project in the organization. Therefore, the use of proper time ad budget is necessary for the success of the information system project in the organization.
The end user of the project is the main part for the completion of the project. Therefore, the end user usage is responsible for the success of the project. The performance management of the project is totally depended on the satisfaction level of the end user. Therefore, the amount of data transfer for the satisfying the end user is depended on the frequency of usage. However, heavy usage is not directly proportional to the high performance of the project (Sousa and Oz 2014). The smart use of the project by the end user is the secret for the success pf the project. Therefore, the interaction with the end user is necessary. The lack in the interaction with the end user causes the interaction failure in the project. The legal persuasion of the end user has to be properly maintained in order to satisfy their needs from the outcomes of the project.
The expectation of the end user is necessary to be fulfilled by the information system project. Therefore, the failure in meeting the expectation of the end user is a critical issue in the organization. Expectation failure is described as the difference between the desired result and obtained result of the project (Parvizi Oghbaei and Khayami 2013). There are many cases when due to small errors; the desired result is not obtained from the outcomes of the project. This situation is called as the expectation failure. However, this failure is different according to the different stakeholders of the company and the project.
For example, failure in the healthcare information system in UK. He Stimulus Bill was passed for improvement in the health care facilities provided to the patients in the health care organization in the country. This provides for an investment of some $148 billion in healthcare of which $19 billion is specifically earmarked for healthcare information technology (Hanseth and Braa 2016). However, the project was failed due to the improper management of the project in the health care organization. The bill was not properly implemented in the health care organization that have caused failure in the project. Therefore, this case study simply focuses in the implementation of the strategies for the success of the project in the organization.
The problems in the Information system have caused major changes in the management of the project. There are various strategies initiated for mitigating the challenges in IS projects. The implementation of the Management Information System (MIS) in the projects have helped in maintaining the failures in it. The MIS strategy have helped in improving the decision making process of the project managers (Galy and Sauceda 2014). This have helped in enhancing the employee engagement in the project and improving the technology in the systems. The use of the MIS in the projects have led to create a computer application named as Decision Support System (DSS) that helps in analyzing the problems in the project and provide appropriate solution for it.
Conclusion
From the above report it can be concluded that with the development of the information system for xyz book store the current business process of the organization would be benefitted. The information system would reduce the effort of the employees and the errors generated as a result of the human error for management of the records in the manual process. The risk associated with the development of the information system should be evaluated and a risk mitigation plan should be created for increasing the efficiency of the development process. Different examples of successful information system should be analyzed for implementation.
References
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