Bell Studio Information System

This report discusses the operational payroll system, cash disbursement system, and purchase system within Bell Studio. It also highlights the internal control weaknesses and risks associated with these systems.

Running head: BELL STUDIO INFORMATION SYSTEM
Bell Studio Information System
Name of the Student
Name of the University
Author Note

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BELL STUDIO INFORMATION SYSTEM
Table of Contents
Introduction:...........................................................................................................................2
Operational Payroll System within Bell Studio:......................................................................2
Cash Disbursement System and the Purchase System of the Bell Studio:..........................3
Payroll System’s Flowchart of Bell Studio:............................................................................4
Purchase System’s Flowchart of Bell Studio:........................................................................6
Cash Disbursement System’s Flowchart of Bell Studio:.......................................................6
Bell Studio’s Internal Control Weaknesses:...........................................................................8
Bell Studio’s Payroll System:.............................................................................................8
Risks in the Payroll System due to the Weaknesses:........................................................8
Bell Studio’s Purchase System:.........................................................................................9
Risks in the Purchase System due to the Weaknesses:...................................................9
Bell Studio’s Cash Disbursement System:.........................................................................9
Risks in the Cash Disbursement System due to the Weaknesses:.................................10
Conclusion:..........................................................................................................................10
Bibliography:........................................................................................................................11

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Introduction:
Information systems have a huge importance in the current business context as the
information system has the capability of improving the processes of regarding businesses.
Also daily operations of the organization can be also improved.
This report deals with strategic information system for businesses which is currently
functional within the Bell Studio organization. Bell Studio is based in Australia and famous
for their art related products. The Bell Studio is currently consisting a well-defined
centralised accounting system. This system is also consisting some sub-systems within it.
In this report the sub-systems of this main accounting system will be discussed with proper
diagrams of these systems. This report also deals with internal control weaknesses that
are presented within the system of Bell Studio.
Operational Payroll System within Bell Studio:
The payroll system of the Bell Studio is an important part of the centralised
accounting system. This payroll system is capable of performing some unique operations
for the Bell Studio which makes it very much important asset for the organization. By
proper analysis of the system it has been assessed that the important entities for the
functional payroll system of the Bell Studio are the employees, payroll point clerk, account
payable clerk and the ledger point clerk. This operational payroll system is very much
important as this provides some important functionality to the Bell Studio. Important
functionalities that are provided by this information system are the review of the payroll
registrar, work hours recoding of the employees, preparation of the disbursement voucher
and interpretation of the data from the cards. Apart from these functionalities, another
important functionalities that are provided by this payroll system are the filing of voucher,
review of voucher and registration of the payroll. Important details are also stored by this
payroll system of the Bell Studio which are the voucher registers and the payroll registers.

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(Figure 1: Data Flow Diagram of Payroll System)
(Source: Generated by Author)
Cash Disbursement System and the Purchase System of the Bell
Studio:
The purchase system and the cash disbursement system of Bell Studio is carrying a
huge importance regarding their business processes. This system is an essential and
important part for the overall structure of their business. The main reason of implementing
this purchase system is getting proper details and update regarding the business activities
when a customer purchases a product from the Bell Studio. Various type of components
are related with this purchase system. This purchase not only helps the Bell Studio
organization for their purchasing department but also this purchase system provides
proper support to its customers. This purchase system also make sure that the overall
system of the Bell Studio gets benefitted from it and with that it also ensures that other
activities that are related with this purchasing system also run effectively with this system.
Important aspects of this system are the clerks, vendors and accounts department.
The cash disbursement system of Bell Studio is integrated within the purchase
system of it. Here the cash disbursement system of this organization is an essential part of
this overall purchasing system of the Bell Studio. The implemented cash disbursement
system for the Bell Studio is capable of handling the cash related operations of the
organizations very much smoothly and securely. This system is capable of recording
financial statements of the Bell Studio. With that this cash disbursement system also
ensures legitimate transaction for the organization. The important functionalities that are

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provide by this cash disbursement system are the transaction documentation, accounts
payable functions and recording of the transactions.
(Figure 2: Data Flow Diagram of Purchase and Cash Disbursement System)
(Source: Generated by Author)
Payroll System’s Flowchart of Bell Studio:
As it is previously determined that the payroll system is an essential part of the Bell
Studio, the flowchart of it has been presented within this document. Through the
demonstration of the flowchart it has been determined that the main important aspects of
this system are the employees and the salary of them as the payroll system is mainly
focused to providing the salaries of the employees of the organization in a proper manner.

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BELL STUDIO INFORMATION SYSTEM
(Figure 3: Payroll System’s Flowchart of Bell Studio)
(Source: Generated by Author)

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BELL STUDIO INFORMATION SYSTEM
Purchase System’s Flowchart of Bell Studio:
Purchase system is the heart of serving the customers with the products within the
bell studio. Considering this fact flow chart of this system has been presented within this
document. From the elaboration of the flowchart it has been determined that the purchase
system of the Bell Studio is capable of accessing data in much more better way from the
overall system of the Bell Studio.
(Figure 4: Purchase System’s Flowchart of Bell Studio)
(Source: Generated by Author)
Cash Disbursement System’s Flowchart of Bell Studio:
In the previous section of the discussion the importance of a proper cash
disbursement system has been elaborated. As this cash disbursement system is quite
important of the Bell Studio flowchart of the system has been presented in this document

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which elaborates how this system actually works particularly for the Bell Studio. The
flowchart of the system makes the system very much easy to understand with all of its
functionalities.

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BELL STUDIO INFORMATION SYSTEM
(Figure 5: Cash Disbursement System’s Flowchart of Bell Studio)
(Source: Generated by Author)
Bell Studio’s Internal Control Weaknesses:
Currently there are several of internal weaknesses that are faced by the Bell Studio.
In the following section this internal weaknesses will be discussed for a perfect
understanding of the implemented system within the organization.
Bell Studio’s Payroll System:
Currently there are several of weaknesses within the payroll system of Bell Studio
which are leading to various of risk that can affect the business of Bell Studio. The main
internal weaknesses of the system are discussed in the following section.
Staff Responsibilities:
From the business scenario of the Bell Studio it has been assessed that currently
the Bell Studio needs to assign different types of peoples for different type of job roles. The
main reason behind this is that one employee is not able to perform various of tasks single
handily as the Bell Studio is having various of complex operations and its need specific
peoples for specific type of operations. Due to this factor the employee hierarchy of the
organization has been changed and become complexed. Thus different types of payroll
system is required for the different types of employees within the organization. As this
system is becoming a complex one this is creating internal weakness within organization.
Reconciliation:
The factor of reconciliation has also created weakness within the system.
Reconciliation is done for having a perfect overview of the current payroll system of the
Bell Studio. In this case many time salaries of the employees gets blocked due to the
delay in the system which is one of the important weakness factor of this system.
Risks in the Payroll System due to the Weaknesses:
Due to the above identified weaknesses there are several kind of risks that are
associated with the Bell Studio. In the following section this risks are elaborated briefly.
Dissatisfaction of the Employees:
In the above discussion of the system it has been identified that one of the main
weaknesses of the current payroll system is its reconciliation procedures. In many of the
cases due to this procedures salaries of the employees gets delayed due to the delay in
the reconciliation system of the Bell Studio. As the employees are not getting their salaries
timely in a proper manner it creates potential dissatisfaction among the employees of the
organization. The dissatisfaction of the employees is a prior risk for the Bell Studio as
employees are responsible for running the organization smoothly and dissatisfaction will
lead to inefficiency of the organization mitigating this risk is very much important of the
organization.
Redundancies Regarding Data:
The system hierarchy of the Bell Studio consists various of departments and each
of this departments has some responsibilities also. Many of this departments are
responsible for performing various type of operations upon collected data of the
organization. Meanwhile same data is also processed by different department of the Bell
Studio and stored within the database. Due to this factor same data is being stored within
the database of the Bell Studio. Due to this data redundancies are occurring within the
overall system of the organization which creating bottleneck issues within the organization.

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This is also one of the prior risk to the organization which must be mitigated in a proper
way.
Bell Studio’s Purchase System:
The purchase system of the Bell Studio also face some of the internal weaknesses
which will be discussed in the following section.
Process of Inspection:
The product inspection process of the Bell Studio is also creating a huge problem
within the organisation. It is quite unnatural that an inspection process is creating problem
within the organization while this the inspection process is utilised for good purposes within
organizations. Actually, this is creating problem within the organization as the process of
inspection is becoming bit lengthier than it should be. Due to this reason the finished
goods are received by the vendors late. Due to this factor production of the Bell Studio is
hampering as they need to wait until production successfully completes of the previous
batch. Due to this Bell Studio is providing less production and it is becoming one of the
major weakness for the organization.
Report Distribution to Different Departments:
The current hierarchy of the present system consists various of departments within
the organization and due to this factor Bell Studio is again facing some of the largest
weaknesses. It has been assessed that purchase related data must be distributed within
each of the department of the organization individually for perfect business operations. As
the organization is currently having various of departments it is quite lengthy process to
distribute all of the documents within these departments. Due to this factor the whole
purchase gets delayed which again creates production related deficiency. Thus it need to
be also considered as one of the major weaknesses within the organization.
Risks in the Purchase System due to the Weaknesses:
The above identified weaknesses are creating some of the important risks for the
Bell Studio which must be identified and mitigated in a proper way for successful business
procedure of the Bell Studio.
Time for Response:
In the weakness factor it has been identified that currently Bell Studio is consuming
a lot of time for the inspection process of their finished goods. Due to this factor first of all
the productivity of the organization is decreasing which can cause less revenue. Increment
in the response time leads to inefficient business procedures which is a huge risks for the
businesses. Thus this the risk regarding increased response time must be mitigated in a
proper way for perfect business procedures.
Dissatisfaction of the Vendors and Consumers:
As the development time of the products increased due to the internal weakness
factor it is obvious that the products will not be delivered to the vendors and the
consumers at right time. This factor will create dissatisfaction among the vendor
community and the consumer community. Thus Bell Studio needs to account this risk very
seriously and needs to find a proper way for mitigation of this types of risk within the
organization.
Bell Studio’s Cash Disbursement System:
The cash disbursement system of the Bell Studio also faces several kind of
weaknesses. In the following sections these identified weaknesses are described briefly.

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Improper type of Control:
Currently, it has been assessed that cash disbursement system is developed by the
Bell Studio for a perfect handling of the cash rolling within the organization. Though the
system is developed by the Bell Studio but there is no proper higher authority for
maintaining this section. Due to this factor the actual cash disbursement system of the
organization is becoming obsolete which is one of the major weaknesses of this system.
Continual Adaption Issues:
As there is no proper authority at the cash disbursement system of the Bell Studio
this is creating some of the major security challenges regarding the cash distribution and
collection within the organization which is also hampering the continual adaption of
technologies within the Bell Studio. Thus this weakness must be takes seriously and must
be mitigated as soon as possible.
Risks in the Cash Disbursement System due to the Weaknesses:
Due to the above identified weaknesses within the organization there are several of
risks that are currently faced by Bell Studio. In the following section these risks are
discussed briefly.
Improper Business Procedures:
As there is no perfect higher authority in the cash disbursement system the lower
level employees are not getting proper support. Due to this factor improper type of
business processes are occurring within this system. Due to the improper business
procedures the Bell Studio is currently facing huge risks of regarding production and
quality of the products. Thus Bell Studio must take some serious steps for mitigating this
type risks within the organization. Also as the continual adoption process is followed
properly this is also creating production related issues. Thus it also need to be mitigated
with proper techniques.
Conclusion:
From the above discussion it can be concluded that the strategic information
systems are very much important for the organizations as it helps the businesses to run
efficiently with maximum of production. Though this systems are highly efficient for the
businesses it has been identified that improper implementation of this type of information
system can create huge problem for the organization. This report has discussed about the
strategic information system particularly for a single organization which is the Bell Studio
that is famous for its art related products. In the brief discussion of the strategic information
system of Bell Studio purchase system of the Bell Studio has been discussed briefly along
with the cash disbursement system. Following that other aspects of this system is also
described which includes payroll system. Weaknesses and the risks within the business is
also described in a brief manner.

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