Sarcoma Information System Capacity and Capability - Case Study Example

Information Systems: Sarcoma Name & ID Course Name & Code Instructor’s Name 25th January 2010 Introduction Organisations employ different strategies and tools to ensure they succeed in competitive environment while providing value for money to its stakeholders. Sarcoma is an international entity that specialises in producing soaps, cooking oil, detergents and most in-house solutions. The organisation has been in this industry for a long period and to improve in the efficiency they introduced information system that has continuously improved their efficient and value for money. Thus, the aim of this paper is to analyse Sarcoma information system capacity and capability. Hardware Hardware can be defined as the tangible (physical) components that support information system/technology. This can include components such as the monitor, CCVT, printers, keyboards, servers, and storage media. Information system hardware is important in that it ensures all organisation activities operate efficiently and achieves the desired goals (Curtis & Cobham, 2008). Thus, Sarcoma understands the benefits and capabilities of choosing the appropriate and convenient hardware to improve on their operations. They have a wide collection of hardware ranging from security CCTV to speakers within their working environment. Computer system is an important investment and it is used virtually in every location of the production house. The computer system ensures that the information and data that has been collected can be stored, easily accessed, and can also be manipulated/analysed easily (Stahl, 2008). Moreover, Sarcoma has invested on machines and other operational components that help in improving production and general efficiency of the organisation. The organisation also has a fully functional CCTV (used for security purposes e.g. has a camera and storage area that is used to monitor all the happenings in an organisation), and it champions security of the organisation. Generally, Sarcoma has ensured that the most appropriate and efficient hardware is in place guaranteeing profitability and efficiency of the organisation (Eder, Haav & Kaljia, 2005). Software Hardware is physical in nature and cannot operate without being give directions or means. In this case, software comes handy and helps in ensuring that the different hardware can operate without conflicts and as per the considerations of operators. Software can be termed as the brain of hardware or information system since the hardware cannot operate without the presence of software. Sarcoma has invested and has a good collection of software (Curtis & Cobham, 2008). The software ranges from word processors, spreadsheets to CCTV, all of which are include in the information system of Sarcoma. More examples of software include firmware, application software, and websites that the organisation utilises (Eder, Haav & Kaljia, 2005). Most of the time, the application software is used to edit memos, organisation reports and other types of communication, while the spreadsheets are used to analyse and manipulate financial data, operational data, and other forms of data. Moreover, malware software is in places that prevents unauthorised access into the system or manipulation of information in the system. Sarcoma understands the importance of software and they continually update their software as per the recommendations of operations or/and suppliers and thus, the software fulfils requirements of frequent changes in technological environment. Generally, Sarcoma has a wide collection of different software, which ensures the information technology system is as per the requirements of the organisation and moves concurrently with technological development (Traunmuller, 2002). Databases A database can be defined as an integrated collection of related (logically) files and records that are consolidated into a common pool that facilitates provision of data for one or more multiple uses. Sarcoma has numerous types of databases that can be generally grouped as database management system. The database management system controls the creation, maintenance, and the use of database storage structures that ensures data is used efficiency. Thus, to efficiency control data and information in the database, an organisation employs a Database Administrators (DBAs) who ensure all information in the database are secure and can be used efficiently easily, a case that applies for Sarcoma. Sarcoma specialises in those products that are used in the house mostly in kitchens and bathrooms (Armoni, 2000). To fully synchronise organisational data, Sarcoma has numerous databases that are linked and grouped into one database. Some major types of databases that the organisation has are the human resource database, suppliers’ database, equipments and tools database, sales databases, records of production and types of production, and financial records. Even though the information is different, the organisation ensures that all are fitted into one database but can be accessed through the security policies that are in place. The information that is stored in the databases can easily be accessed and used to ensure the organisation operates efficiency and achieves objectives that are in place (Eder, Haav & Kaljia, 2005). Internal data communications Internal data communications are those equipments and means that ensures information within an organisation can be exchanged easily. Internal data communication provides an opportunity for employees to work efficiently without moving from one point to another, and thus do not waste time. Example of internal data communications is the intranet; intranet is the computer networking system that is supported within the organisation and helps in ensuring information is exchanged easily. The major internal data communication that is been used by Sarcoma is intranet (Eder, Haav & Kaljia, 2005). The intranet is strategically developed in a way that provides specified opportunity to the employees and staff to access information that is in the databases based on laid down procedures. Moreover, the internal data communication has a video conferencing provision that provides an opportunity for the employees not to move from one point to another but can exchange and talk with the help of video technology that is supported by the intranet technology (Stahl, 2008). Other equipments that are championed for internal data communication are the PDAs, smart phones and fax machines all of which are provided by Sarcoma to each department and per the role of different employees. Generally, the organisation has a well laid down internal data communication mechanism that ensures the organisation operates efficiency and obtains objectives that are set (Curtis & Cobham, 2008). External data communications External data communication are the tools and strategies that an organisation can use to ensure that people outside the organisation can exchange and access information effectively. Numerous types of external data communications exist, which may include fax machines, e-commerce/websites, and Internet. The fax machine is used to send letters and receive them, and helps in informing consumers, suppliers and staff on what is the next step or in which way the organisation requires to be operated (Eder, Haav & Kaljia, 2005). Sarcoma has heavily invested in e-commerce that is supported with website and championed by Internet. Internet can be defined as a global system that interconnects computer networks and employ the use of Internet Protocol Suit (TCP/IP). Internet supports the website that gives opportunity to stakeholders to analyse the organisation no matter the distance between the organisation and the stakeholder. Sarcoma website/e-commerce provides an opportunity for a consumer to sample products that are offered, and at times, may be able to purchase tm through the help of technologically advanced payments strategies such as credit cards and wire transfers. Advancement in infrastructural technology has made any organisation that is connected to Internet to do business global, and Sarcoma maximises these opportunities since consumers can purchase their productions from international locations, and delivery mechanisms ensures the product is received by the consumer remotely. Generally, external data communication has improved Sarcoma operations and has made it to be competitive, and improve on its revenue/profitability collection means (Eder, Haav & Kaljia, 2005). Managerial considerations Managers and leaders are important components in an organisation and appropriate measures should be in place to ensure that they operate efficiently. Formulating and implementing information system should factor into consideration the views of managers and means in which managers will operate efficiently. Sarcoma understands importance of availing appropriate tools and equipments to the managers, and policies have been formulated that ensures managers access information that they are supposed be accessed (Traunmuller, 2002). Thus, Sarcoma provides access of information depending on roles and responsibilities of the managers. For example, a production manager is only able to access information concerning the suppliers and quantity of raw materials but the same manager cannot access financial details of the same company and vice verse. Nevertheless, a manager can also access additional information based on procedures that are in place championing the cause of an organisation. Moreover, Sarcoma managers appreciate the presence of diverse information systems, and hence maximises its benefits towards achieving the requirements of the organisation. However, Sarcoma has to improve on the way the data analysis and information storage is taking place so that they can maximise the potential associated with its huge investment in information system technology (Eder, Haav & Kaljia, 2005). Security considerations Security consideration is a factor that is analysed by numerous organisations ranging from the physical security to electronic strategies. In the case of information systems, security can be in terms of physical security and software system. Sarcoma has ensured that their information system is protected against any vandalism while appropriate software is in place that protections intrusion (Stahl, 2008). In the case of physical security, steel bars have been placed around the server while other movable parts are protected by either been bolted to the walls or the equipment been buddle with other equipments so that a thief will be forced to disable all equipments. Moreover, human security e.g. watchmen and security guards have been employed to monitor entire organisation security. In the case of software, the most evident security measure is the CCTV technology in which daily recordings are analysed and appropriate security measures are instituted, if they were lacking. The computers and data communications have been protected against intrusion and hacking by the help of malware e.g. antivirus and firewalls (Curtis & Cobham, 2008). These technologies ensure the databases and applications are safeguarded against people who want to utilise information or are determined to spoil reputation of the organisation. Moreover, the employees are required to utilise passwords and usernames, this limits the extent in which the staff access any information from the information system (Timlinson, 2003). Ethical considerations In any organisation or any venture that involves people ethical consideration is paramount. This means that ethics and morals (norms) should be placed into consideration when formulating and implementing information systems. Sarcoma appreciates diversity of its employees and encourages appreciating each other and ensuring that ethics is championed in any activity that is fulfilled by a given organisation (Traunmuller, 2002). In developing the system, the organisation championed privacy and confidentiality of information. For example, only specific persons in the organisation n access the human resource databases and this people have clear policies to protect information concerning other employees. This applies to all other departments in championing ethical considerations. In every sector, ethics is encouraged and details such as the use of security cameras is allowed only to some extent of the building while fully camera security is allowed only at those times that the employees are not within the organisation. Generally, this means that the organisation champions and encourages ethical considerations in the way they accomplish and run day to day activities (Eder, Haav & Kaljia, 2005). Conclusion Organisations implements information system to ensure that organisation operates efficiently and within organisational requirements. Information systems bring together many different equipments and tools. Hardware is the most important equipment that is assisted by the use of software to operate efficiently. Sarcoma has implemented information system that incorporates diverse equipments that includes software and hardware. Other important essentials include internal and external data communication, databases, managerial considerations, security considerations and ethical considerations. Sarcoma has incorporated these equipments and tools to ensure the organisation operates smoothly. Generally, information system that is employed by Sarcoma ensures and champion effective completion and operation of duties and responsibilities. References Armoni, A. 2000. Healthcare information systems: challenges of the new millennium. New York: Idea Group Publishers. Curtis, G. & Cobham, D. 2008. Business Information Systems: Analysis, Design and Practice. New York: Financial Times/Prentice Hall. Eder, J., Haav, H. & Kaljia, A. 2005. Advances in databases and information systems: 9th East European conference, ADBIS 2005, Tallinn, Estonia, September 12-15, 2005: proceedings. Tallinn: Birkhauser Publisher. Stahl, B. 2008.Information systems: critical perspectives. London: Routledge Publishers. Traunmuller, R. 2002. Information systems: the e-business challenge. New York: Springer Publishers. Timlinson, R. 2003. Thinking about GIS: geographic information system planning for managers. New York: ESRI Publishers. Read More