Data Management Systems in Competitive Business

This assignment focuses on the importance of managing data, information, knowledge, and communication effectively within a modern competitive business environment. It emphasizes the use of structured information systems to solve workplace problems and add value to company operations. The assignment is supported by references from books, journals, and online sources.

Business information
technology system

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1 Use of IT system within different function of an organisation ........................................1
P2 IT system helps in achieving objective in an organisation..............................................2
LO2. ................................................................................................................................................3
P3 Different ways IT system store and process data for knowledge management................3
LO3..................................................................................................................................................5
P4. IT system that is used for supporting value added change for improving business
operations...............................................................................................................................5
LO4..................................................................................................................................................6
P5 Practical IT solutions for organisational scenarios that relates to common business
problems.................................................................................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
In modern days of business it has become important for the companies to adopt
methodologies that uses advanced technologies for their operations (Galliers and Leidner, 2014).
There are many kind of technological changes that are going on in various industries in terms of
machineries, software, applications, information system etc. For any organisation it is important
to transfer information from one place to another so that crucial operations do not gets hampered.
Jaguar is a company that deals in the business of making luxury SUV vehicles. It is important for
the company to become more digitally viable in the market. Its marketing strategies and other
operations must include the means that are using information technology. These technologies are
highly effective in making work easier as well as doing things effectively. This report highlights
the ways in which companies these days have used various technological features so as to
support its operations. It also showcases the ways in which company like Jaguar can implement
information system so as to make become a firm that is digitally advanced and using best best
practices in the industry.
TASK 1
P1 Use of IT system within different function of an organisation
IT plays a crucial role in an organisation it allows the organisation to work effectively
and maximise its productivity . They are meant for faster communication , storage and protection
of databases .
Different functions of Information Technology
1. Communication- Exchange of information through email has been an easier medium over
the years it is a good medium of communication between employees,dealers and
customers. Number of other communications tools like live chats and video
conferencing are being used effectively for transfer of information and getting feedback
in easier way. Smartphones,VOIP ( Voice over internet protocol) provides high tech ways
for communication for employees
2. Inventory Management -Through inventory management the quantities can be tracked
and analyse the sales as well as the stocks can be regulated easily. They are connected
with POS system which provides a closed information tool for monitoring and evaluating
the monitory control.
1

3. Data management- IT has provided a facility to store digitalised version of data
through cloud computing where the information can be easily fetched as required from
the cloud . The Artificial Intelligence helps in storing huge amount of data securely
which is an remarkable achievement of IT i.e. storing the database in cloud instead of
storing in hard disks.
4. MIS – (Management Information System) Availability of data helps in using the data
effectively while making business strategic decision through MIS system it is easy to
track profits, maximize profit and return on investment and identify those areas which
requires improvements .The daily sales can be identified and planning can be made t
improve productivity.
5. Customer Relationship Management -CRM is helpful in studying those areas which can
improve the customers experience they do so by observing the patten of purchasing .
P2 IT system helps in achieving objective in an organisation.
It will be very comfortable and easy for a company if all the factors and data are easily
available in quick succession of time IT system helps in achieving this by bringing in all the
factors within one umbrella of digital platform .IT has eased the accessibility and reaching out
capability . It is a cheap source of information and through analysis and surveys it helps out in
extracting maximum profit from minimal resources .
Features of IT in achieving objectives in an organisation
 Storage facility through artificial intelligence.
 Transparency in budgetary control.
 Effective in securing data.
 Communication practices gets easier which helps in attaining common goal with clarity.
 Helps in promotion through different digital platforms.
 Helps in analysing the customer activities i.e. buying hence improve the customer
relationships.
 IT has helped the organisation to expand through the digital to overseas destination as it
is easier fulfil most of the necessary requirement through digital platform.
With having all these benefits of IT more and more company are changing their portfolio
management from manual and physical organisational practices to digital platform. With
advancement of IT we have observed that company have made new portals which provides
2

services and outsourcing and assistances which has increased the growth and productivity of the
company .
LO2.
P3 Different ways IT system store and process data for knowledge management.
There are various ways in which company can implement IT system. Information system
is of different types that is used inside an organisation. One such kind is the system that is used
for storing and manipulating data which can be used for making various kinds of operations like
management of data, knowledge, communication etc. Managing organisational knowledge is
important in the process of becoming larger organisation as sharing of information from one
place to another becomes difficult as they are situated at far distant places (Jenkin, Webster and
McShane, 2011). It becomes There are several technologies that are used by the companies in
this regard. Some of the them are as follows:
 Pen-drives or other storage USB: this is a technology that is used for storing the data of
limited length. It is one of the best information system that can be used for transferring
data from one place to another. It is highly helpful for storing data but is a weaker
technology that can be used for manipulating data. It can be used by Jaguar for the
purpose of managing small data sets and can used them in the the process of managing
different operations. Like the design of the car or some informations like daily working
activity or attendance of staff members.
 Hard disk: It can be helpful for storing data and can be utilised for the manipulating it.
This system uses services like emails so as to transfer data from one place to another. It is
highly used especially in the smaller firms. In the companies such as Jaguar it can be
helpful to store the data that is obtained from daily operations, communication with
clients as well as data that is generated from the external sources.
 Cloud computing: It is one of the the bes technologies that has been developed in the
recent years. It is technology that has unlimited space and company can access to these
data at the required time from anywhere (Laudon and Laudon, 2011). To access these
data there are many technological devices that can be used like Mobile phones, laptops,
tabs etc. Intranet and internet facilities can be helpful to access these. Since in the
multinational companies such as Jaguar they have many operational units in many parts
3

of the world. The data or knowledge that is generated by the activities at these places
must be available for the use at any other unit which can be helpful for taking decisions
related to companies strategies.
 Data warehouses can accumulate large amount of data or information and can become
basis for making reports, comparisons as well as making responses to queries posed at
several levels of summation (USE OF INFORMATION TECHNOLOGY IN
COMPETITIVE ADVANTAGE. 2017).
 There are various data mining software that is highly helpful in discovering previously
unknown relationships among data that was previously generated as well as generated at
the real time. These software are highly useful for making decisions.
These technologies such as repositories are convenient locations to locate explicit
company's knowledge, information and they have practical benefits like eliminating storage cost,
distribution and printing. They are highly helpful for managing communication process.
LO3
P4. IT system that is used for supporting value added change for improving business operations.
In the above sections it can be seen that there are many IT system that can be used for
storing and manipulating data that assists in different kinds of management. These kind of
4
source 1: dataware house in firms

systems can be helpful in supporting changes that adds value to organisational procedures. These
changes are necessary for the growth of the organisation as well as improving the standards of
the operation related to the business. In the present competitive business in which Jaguar is
operational it is important for the firm to make essential changes that must be based on
evaluating the data and information that is store in these systems. Business function expects IT to
streamline IT service provision to enhance real time market responsiveness and hence impacting
the performance of the company (Laudon and Laudon, 2013). It helps in reduction of the cost
and complexity in order to provide high quality services, availability and control. There are
various ways in which IT system can support value added changes for enhancing business
operations:
 It can be used for making effective decisions: The data mining tools and software can
be used for manipulating data as well as taking out important informations related to the
changes that is required by the company in the near future as well as in the long run.
Jaguar has to make many kinds of decisions related to change in marketing policies, plans
as well as activities. IT systems empowers the managers in making the process easier like
the communication with clients or potential customers, interacting and getting feedbacks
from customers that can be utilised for making effective changes in the product line and
making it according to the market demand.
 Communication process whether internal or external is facilitated by the information
systems as they can be utilised for referring to the particular data or information that is
generated while conducting any activity (Laudon and Laudon, 2016). These
communications helps in getting the acknowledgements or feedbacks which helps in
adding values to Jaguar's product.
 In change management: It is helpful in informing workers about the process that will be
used for making changes. Other than this it is beneficial in letting others know about the
importance and necessity of making changes by referring to the gathered past knowledge,
information and data. This is important for taking there views so that value can be added
to changes and making the change process and whole mechanism more effective.
 On the longer run the value added changes needs to be made that helps in making the
business successful in the coming future which is important for sustainability of the firm.
 It is helpful in retrieving data at the time of process that is going on in making changes.
5

 This records provide basis for understanding that what are the things and sources that has
lead to the failure. This failure may relate to any activities that is going on in the
company. In order to reduce these risk of failure value added changes could be made
based on the data, information and knowledge gathered by Information system.
 Without the IT services it was very hard to manage such a wide variety of data that is
generated in larger organisations like Jaguar and making them available for the use at the
time when the decisions are made related to changes.
 These systems compares the data that is obtained from activities before and after the
change procedure. This helps in evaluating that whether the changes made are in the right
way or not or any further changes is needed so as to make it more effective and hence
supporting business operations, its performance as well as sustainability.
LO4
P5 Practical IT solutions for organisational scenarios that relates to common business problems.
There are various scenarios that are created in the day to day operations business firms. In
the modern times of business there are many business problems that can be solved using such
kind of systems (Lin, Fofanah and Liang, 2011). From evaluation of different kinds of industries
that is operational in the world it can be seen that there are many business related problem that
arises in context to data and information generated either due to scarcity of ways to access it or
manage it properly. A well structured and elaborated information system can be helpful in
solving these kinds of problem. Various kinds of problems and its effective solutions in context
to organisations are as follows:
 Central data storage: There are many operational units of Jaguar that is situated in
many regions of the world. It becomes important for the firm to accumulate data from
every location so that any person in the company can have access to it from anywhere
and can utilise for there use. For example if a senior manager sitting at the central office
wants to know the sales that is made in other units in some other country, by taking use
of information system this problem can be solved by the company. Especially with the
use of intranet and emails facilities or by taking use of cloud storage these data can be
retrieved by the senior manager (Mithas and et. al., 2012). This centralisation of data
6

system is necessary especially in the case of larger firms so that everybody has the access
of essential data.
 Retrieval of data: This is one of the bigger problems like in the past there were many
devices that can be used for storing data but retrieving it anywhere at any places. With
the effective information system this problem can be resolved as the officials or other
members can access it using any kind of modern devices such as mobiles phones, laptops
etc.
 Complexity of data storage: This system is highly helpful in making the work process
easier that leads to reduction in the complexity of the data management and
manipulations. For example if the Jaguar has to make its financial calculations with the
use of software designed for processing of data can be useful in making the process easier
(Oliveira and Martins, 2011). There are various other complexities that is associated with
the accumulation of data such as the limited space that is present at every unit as the
company cannot install data warehouses at every unit so the company can take use of
cloud system which has unlimited storage capacity.
 Data secrecy: One of the biggest problem that arise in front of the company is related to
the data piracy or in other words say to protect its crucial informations. These systems
helps in safeguarding the data in a best possible manner. Information system helps in
protecting data, information and knowledge to be used by some unauthorised individuals.
In the modern day of competitive business it is important for the firms to safeguards its
record, documents especially the ones which are associated with the future plans,
strategies and policies. Manual management of data increases the threat of data being
used by some other person or company for their benefit. For example the 4 p related to
marketing that has been made by the company so as to sell its new launches in the market
should only be known to the company officials any leakage in this may lead to loss or
failure of product.
 Improper evaluation: In order to do in-depth analysis of the market as well the company
performance with respect to it can only be done if the firm has large set of data and data
mining software so as to make decisions (Venkatesh, Thong, and Xu, 2012). This is one
the biggest problem in the enterprises such as Jaguar where they need to know about
there competitors position, their strategies and there own performance in the past several
7

days and hence taking decisions to make effective changes that will increase the
sustainability of Jaguar on the longer go. Various comparisons can be easily made by the
software between the different set of data so the evaluation about performance of the
company can be made.
 Making communication effective: Jaguar needs to make effective communication with
its stakeholders that must be based on the facts and are authenticated. This can only be
possible if the data accumulated is accessible easily. For example if the Jaguar's sales
team sell its new vehicle to potential or base customers than it can take use of the
database so as to retrieve the informations associated with it.
 Collective feedbacks and views: It is important for the company to take feedbacks from
all the customers as well as other stakeholder so as to make effective changes from time
to time so that its product does not lag in the market expectations (Willcocks, 2013).
Without the use of information technology it can become a difficult process and hence
can create problem. By the use of IT systems view and feedbacks can be easily take
without the need of being present at the its centres and this data can be stored easily
without human interventions.
CONCLUSION
From the above based report it can be concluded that in the modern competitive business
it is important for the company to manage its data, information, knowledge and communication.
For doing so company takes use of effective and structured informations system. It helps to solve
many problems related to the workplace that arises due to improper management of data. It can
also be used for making the changes in the ways that it adds value to the company operations. IT
systems are helpful helps in making the processes smoother.
8

REFERENCES
Books and Journals
Galliers, R.D. and Leidner, D.E. eds., 2014. Strategic information management: challenges and
strategies in managing information systems. Routledge.
Jenkin, T.A., Webster, J. and McShane, L., 2011. An agenda for ‘Green’information technology
and systems research. Information and Organization, 21(1), pp.17-40.
Laudon, K.C. and Laudon, J.P., 2011. Essentials of management information systems. Upper
Saddle River: Pearson.
Laudon, K.C. and Laudon, J.P., 2013. Management Information Systems 13e.
Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education
India.
Lin, F., Fofanah, S.S. and Liang, D., 2011. Assessing citizen adoption of e-Government
initiatives in Gambia: A validation of the technology acceptance model in information
systems success. Government Information Quarterly, 28(2), pp.271-279.
Mithas, S., and et. al., 2012. Information technology and firm profitability: mechanisms and
empirical evidence.
Oliveira, T. and Martins, M.F., 2011. Literature review of information technology adoption
models at firm level. The electronic journal information systems evaluation, 14(1),
pp.110-121.
9

Venkatesh, V., Thong, J.Y. and Xu, X., 2012. Consumer acceptance and use of information
technology: extending the unified theory of acceptance and use of technology.
Willcocks, L., 2013. Information management: the evaluation of information systems
investments. Springer.
Online
USE OF INFORMATION TECHNOLOGY IN COMPETITIVE ADVANTAGE. 2017.
[Online]. Available Through: <https://www.useoftechnology.com/information-technology-
competitive-advantage/>. [Acessed on 21th October 2017].
10