Usage of IT Systems in Functions within Organisation

This report analyzes the usage of IT systems in diverse functions within an organization and how it contributes to the objectives of British Home Plc. It discusses the functions of communication, data management, marketing, process improvisation, and enterprise resource planning. It also highlights the contribution of IT systems in inventory management, data management, management information system, and customer relationship management. The report emphasizes the importance of information technology in achieving cost efficiency, productivity, and competitive edge.

Business Information
Technology System

Table of Contents
INTRODUCTION...........................................................................................................................1
Task 1..............................................................................................................................................1
Analysis of usage of IT systems in diverse functions within organisation. Explicate how it
makes contribution in attainment of objectives of British Home Plc.........................................1
Task 2...............................................................................................................................................7
Examine ways in which information technology system store as well as process data for
communication, data, customer relationship and knowledge management................................7
Task 3...............................................................................................................................................9
Assess how information technology can be utilised for supporting value added change for
improvisation of business sustainability, performance as well as their operations. ...................9
Task 4.............................................................................................................................................11
Recommendation for practical IT system solutions within British Home Plc..........................11
Conclusion.....................................................................................................................................11
References......................................................................................................................................13

INTRODUCTION
Information technology systems refers to software, hardware, data communication lines,
telecommunication and network equipments, wide area network and other IT equipments that are
licensed to, owned or controlled by firm (Avgerou and Walsham, 2017). Information technology
denotes set of processes, methodologies and tools for collection, processing as well as presenting
information. It involves development, maintenance as well as usage of systems that is needed
for processing as well as distribution of data. This makes it crucial for organisations to make use
of information technology while processing as well as rendering their services.
This report is based on British Home Plc which is medium sized group of companies and
comprises of their subsidiaries within different sectors. They are, retail (Supermarket),
consultancy (legal & accounting), property (renting on medium to long term) and travel
(holidays for customers). It was established in 1950 by Colonel Williams. They attained
enhanced growth but served only exclusive group of people. Though firm was successful but was
not able to attain high profits as they were not able to innovate their operations. To have a
competitive edge they decided to shift to modern technology for ensuring sustainability. This
report comprises of IT systems along with their functions, ways for storing data and supporting
value added change for improvisation within operations of business.
Task 1
Analysis of usage of IT systems in diverse functions within organisation. Explicate how it makes
contribution in attainment of objectives of British Home Plc.
Information technology is defined accumulation of hardware as well as software products
and services that is utilised by individuals for management, accessing, communicating and
sharing of information (Aydiner and Delen, 2019). Basically, it involves business software,
decision support as well as computational data processing. Information system refers to software
that assists to organise as well as analyse data. British Home Plc can make use of this for
delivering their services in an enhanced manner. Accumulation of raw facts and figures is
defined as data. Businesses are making use of information systems as an assistance for carrying
out their operations. For this, it is important that the data which they are using is processed so
that required information can be extracted with an ease whenever it is required. This will assist
British Home Plc to have an access to information from anywhere as well as at anytime.
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Information technology has crucial as well as integral role within business plan as it will
boost performance as well as productivity of organisation. By the usage of information system
business can save their money along with time while formulation of decisions (Bai, Koveos and
Liu, 2018). The usage of information technology system within different functions of British
Home Plc have been illustrated below:
Functions of communication or Human resource manager:
It is essential aspect within every firm with the passage of time, this component have
been refined. For an instance, by the introduction of technology, it has became easy to contact
with anyone and doesn't matter at which place they are present. The human resource manager of
British Home Plc can attain this by making use of information technology. Its role has been
specified below: Email: Via this HR of firm can send mails to their employees whenever they want to
communicate anything without having any physical or face-to-face interaction with them
(Five IT Functions in an Organisation, 2019). It will act as great channel for British
Home Plc to send official mails to their clients or partners as well as a record will also be
maintained. Video conferencing: Through this, HR of British Home Plc can communicate as well as
conduct meetings with employees those are on leave as well as their stakeholders. It will
assist them to carry out their procedures without any kind of interruption from other
sources. This will lead them collaborate on new projects (Campbell-Kelly, 2018).
 Collaboration software: This will allow different teams to work on similar projects
together which yields them fast as well as efficient outcomes. By the usage of
appropriate software HR of British Home Plc can reduce the time and can avoid needless
meetings as they can be carried out through the virtual meeting room.
Functions of data management:
This is the other important aspect that is being delivered by IT. As British Home Plc is
rendering their services in multiple industries, it has became important to deal with complexities
associated with huge amount of data. For efficaciously managing as well as controlling this data
business requires database. It will be liable for following functions:
 Store data: Within a small space, large amount of data can be stored within a database.
This assists to have a hold on this more conveniently (Chang, 2016).
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 Manage data: Raw data is not useful until it is managed or processed into meaningful
form. For this IT department of British Home Plc is liable to provide tools through which
it can be accomplished.
 Access data: It assists an individual to have an access to information as per their
requirements but still then there exists certain restrictions with respect to what control
must be given to whom (Goldratt, 2017). For an instance, salesman of British Home Plc
cannot have access to details associated with other departments like finance. This denotes
that there has to be some security measures for safeguarding there data as well as
prevention from unauthorised access.
Functions within marketing:
This is the core aspect of business as with enhancement in computers as well as internet,
marketing campaigns have became highly digital. By the usage of IT, marketing functions of
British Home Plc can be improvised. They are illustrated below: Content creation: Through this advertising along with sales copy on systems can be
created by the usage of word processing software (Hair Jr and Page, 2015). Along with
this, marketing team of British Home Plc can create graphical ads by the computers
which posses graphical capabilities. Online advertising: Social media has became crucial element by the launch of social
media marketing campaigns, revenue as well as sales can be enhanced,. The reason
behind this is that people at present scenario are more addicted to smartphones and their
presence on social media is also amplified, so by creation by campaigns on them
attention of many individuals can be gained.
 Marketing research: Via this, analysis can be carried out with respect to demands as well
as expectations of their customers. This will assist them to save their time as well as
identify trends within market. This will lead British Home Plc to have profitable
opportunities.
Functions for process improvisation:
In context of saving time as well as money, British Home Plc can opt for usage of
information technology (Koester, 2016). It can aid to save copying as well as printing cost as
paperless communication can be carried out. By making use of video conferencing and
collaboration software, logistic expenses can also be saved.
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Functions for enterprise resource planning:
It denotes linking of various functions of firm like manufacturing and sales, human
resource and accounting by making use of software systems. It assists firm in strategic decision
making and carrying out their operations (Laudon and Laudon, 2015). For British Home Plc,
complexity denotes that systems can be configured in module at a time as well as scaled
according to need that take place.
From above, it has been identified that British Home Plc can opt for information
technology as this will smooth-en the ways in which they render their services. In addition to
this, cost and time associated with processing can also be minimised.
Contribution of Information Technology within attainment of objectives of British Home Plc
At present scenario, organisations are dependent on IT for carrying out their operations,
data processing as well as market intelligence. Information technology possess integral role
within each industry which aids them to improvise their business processes, attain cost
efficiency, have competitive edge as well as attain cost efficiencies in market. Contribution of IT
systems have been illustrated below: Inventory Management System: This denotes aggregation of technology, procedures as
well as processes that is liable to oversee maintenance and monitoring of stocked
products in order to identify whether they are assets for them (Laudon and Traver, 2016).
Basically, it will aid British Home Plc to track goods within business supply chain for
optimising complete spectrum that spans from order placement till the services are being
delivered. Through this, firm can attain efficiency as well as productivity within their
operations. When British Home Plc attains effectual inventory management then they do
not need to spend extra to purchase huge amount of inventory. Management can opt for
spending precise amount for operations. This will lead them to save cost associated with
huge capital balance, storage costs as well as handling. Data Management Systems: This refers to a software that is liable for taking in data as
well as transform that data into single storage container within consistent resources like
database. At present, firms opt for storing digital versions of documents on storage
devices as well as servers (Information Technology & Its Role in the Modern
Organisation, 2019). These documents can be accessed by anyone instead of locations
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they are present at. Through this, British Home Plc can store as well as maintain huge
amount of data economically. This will lead employees to have quick access to
documents, they require. Management Information System: The data that is stored is only beneficial if it can be
accessed in an effectual manner (Lu, 2017). Firms like British Home Plc make use of this
data as a strategic and tactical process for implementation of their strategies. MIS
(Management Information System) will enable them to track data related with sales,
productivity as well as expenses that take place. The information that is gained can be
utilised for tracking profitability at given time so that return on investments can be
enhanced by identification of areas that need improvisation. MIS will enable management
of British Home Plc to track sales that take place on daily basis by which they can give
their reaction with respect to lower than expectations.
 Customer Relationship Management: British Home Plc can make use of information
technology for improvising the ways in which they design as well as manage customer
relationship (Nicholas and Steyn, 2017). CRM systems are liable for capturing interaction
that takes place in between organisation and their customers so that there overall
experience can be enhanced. If a client calls them with any issue then it is the
responsibility of customer support representative to respond to problem with respect to
services that are being delivered to them. The complete communication is stored within
customer relationship management system, this will assist them to provide their
customers with better as well as focussed experience by which productivity can be
improvised.
Five IT Functions in an Organisation. 2019
It has been identified that information technology systems has wide role within firms to
deliver service. This assists firms to make adequate usage of data, minimise the workload as well
as assist within compliance of mandatory regulations. The overall contribution of information
technology within different aspects of firm have been illustrated below:
 By opting for information systems, firms can utilise comprehensive and sophisticated
databases that comprises of data associated with firm (Paul and et. Al, 2018). They are
liable for storing, updation as well as analysation of information that can be utilised by
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management of British Home Plc to have solution for problems which they are going
through.
 Sustainability as well as success of firm depends on their strategic plans. British Home
Plc can utilise information system (IS) to develop strategic plans as well as decisions.
Management can utilise the information form different sources to analyse quality as well
as adequacy of strategic decisions.
 IS aids organisation within development of large number of value-added systems in firm.
By adopting for information systems business processes can be simplified so that
unnecessary activities can be eliminated (The Six Important Business Objectives of
Information Technology, 2019).
 Apart from this, information system will assist British Home Plc to eliminate the
iterative tasks so that overall accuracy can be increased which will allow employees to
emphasise on other functions.
 By usage of information system management of British Home Plc can have enhanced
project planning by effectual monitoring as well as by carrying out comparison criteria.
 The initial IT implementation cost is high but it will result within long-term cost saving
that makes the investment worth it as it assists within improvisation of quality of services
that are being delivered to their customers (Peltier, 2016).
 Rapid product development, process enhancements as well as cost savings will lead firm
to gain as well as maintain competitive edge within market. Firms can utilise software
simulations, rapid prototyping as well as other IT based systems fro bringing products
within market as per demands.
 British Home Plc can expand their business by the usage of information technology as it
acts as a core for operating models like outsourcing and telecommuting.
It has been analysed that information technology have wide impact on organisations and
way they render their services (Schulz, Winter and Choi, 2015). By opting for IT, British Home
Plc can deliver efficient and timely services along with their preciseness or accuracy. For an
instance, if they have software for carrying out financial transaction then it will smooth-en their
work as well as higher accuracy can be attained in comparison to calculation or bills that are
made manually.
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Task 2
Examine ways in which information technology system store as well as process data for
communication, data, customer relationship and knowledge management.
Data storage, is refereed to as cumulative technologies as well as methods that can be
utilised for capturing as well as retaining digital information on optical, silicon or
electromagnetic storage media. Storage is utilised for describing data and devices that are
connected with computer via input/output operations and involves tape systems, hard disks, flash
devices as well as other storage media (Senft, Gallegos and Davis, 2016). It denotes both
software and hardware systems that are being utilised for capturing, managing as well as
prioritizing data. This comprises of information within applications, database, archiving, backup
appliances, data warehouse as well as cloud storage. Digital information is written within target
storage media by the usage of software commands. The memory can be measured in the unit bit
which is illustrated through a binary value 0 or 1. There exists other capacities of measurements,
they are kilobit, megabit, gigabit and various others. It is utilised for recording media by which
data can be retained through the usage of electronic device as well as computers. Generally, data
is stored as a block storage or file object as well as each is ideal for carrying out different
processes depending upon their requirements.
File storage is inexpensive as well as constructed along with this data is stored within
files and folders. This is found on either external or internal hard drives. In case of block storage
data is stored data is stored in form of evenly-sized blocks (Serumaga-Zake, 2017). Though it is
very complex as well as expensive, there are less options for scalability. Block storage is ideal
for data which is required to be accessed more frequently as well as needs to be edited. The other
form of data storage is object storage in which information is stored in the form of unique
identifies as well as metadata. Although, it is not expensive to store data but it is apt for
information which cannot be edited. This denotes collective technology along with methods that
are being used for capturing as well as retaining digital information on silicon-based, electronic
or optical storage media. In addition to this, British Home Plc can make use of cloud for storing
information. Cloud storage refers to service that can be maintained, managed as well as backup
can be created remotely and can be accessed over a network. Basically, this denotes that data is
stored on the remote servers and can be accessed by the usage of cloud or internet. This is
managed, operated as well as maintained via cloud storage service provider (Smith and Wong,
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2016). They involves virtualisation techniques. Within market, there are number of vendors who
are responsible for delivering services related with storage. British Home Plc can opt for space
according to their requirements and can pay accordingly. Along with this, the services can be
shrinked or enlarged as per the needs of firm.
Customer relationship management, denotes an approach that is liable for managing
interaction with potential as well as current customers. It utilises data analysis related with
history of customers' for improvisation of business relationship among their customers so that
focus can be kept on customer retention as well as drive the growth for sales. Within British
Home Plc, CRM is accumulation of strategies, technologies as well as practices that are being
utilised by firms for managing as well as analysing interaction with customer within the entire
life-cycle. They are liable for compiling data of customers within diverse channels, they include
firm's website, interaction via telephone, direct mails, live chat, social media and marketing
materials. There are different tools that can be utilised by British Home Plc like marketing
automation, sales force automation, contact centre automation, location based services or
geolocation technology (Soomro, Shah and Ahmed, 2016).
Knowledge management, denotes process of creation, sharing, usage as well as
management of information along with knowledge of firm. Basically, it denotes
multidisciplinary approach for attainment of organisational objectives by its usage. It involves
data driven goals which involves around productivity, business intelligence as well as business
model. For an instance, British Home Plc can utilise time that has been given by each employee
within building of product at the moment when they are working on similar kind of projects. By
aggregation of raw material, it can be processed to attain information which will lead them to
develop knowledge (Tank, 2015). It is defined as a organised accumulation of devices,
procedures, database, storage, people, utilisation as well as sharing of knowledge with other
individuals. A knowledge management system will assists British Home Plc to stay organised as
well as remain updated with respect to documentation of organisation. Whether they are talking
about retail, travel or any other department shipping items as well as help desk manager who
deals with their internal customers can make use of knowledge management portal. This will
render effective information to their people who require this.
Communication management, denotes systematic planning, monitoring, revision as
well as monitoring of channels associated with communication in a firm. For being a efficacious
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manager, it is necessary for British Home Plc to have contingency approaches while it comes to
interaction with their staff. Basically, this system involves: what information is needed for
specified project, who needs information as well as what it is, who will be responsible for
transmission of information, what time will it take to have access and what is their format (vom
Brocke, Zelt and Schmiedel, 2016). They renders guidelines to management with respect to this.
In addition to this, factors such as access to information and cost involved must also be taken
into account.
Data management, generally denotes database management system which is liable for
creation as well as management of database. It renders programmers as well as users a systematic
way for creation, retrieval, update as well as management of data. This will enable British Home
Plc to ensure that data is organised as well as it is accessible. Data management acts as an
interface among database & application programs. The crucial elements in this will lead to have
security, concurrency, administrative procedures and security (Wang and Tang, 2016). It will
also provide British Home Plc with an options for restarts, recovery, auditing of activities and
creation of automatic rollback.
Task 3
Assess how information technology can be utilised for supporting value added change for
improvisation of business sustainability, performance as well as their operations.
At present scenario, each individual is open to gadgets and services that are being provided
via online media. With reference to this, information technology can be used in efficacious
manner for supporting value added change within business organisation for improvisation of
their stability as well as performance. It is necessary for managers of British Home Plc to acquire
complete knowledge as well as awareness related with enhancements within technology. It is
evolving at rapid scale within modern world which leads them to have long-term contributions
along with ease to access (Avgerou and Walsham, 2017). Therefore, it is crucial for firm to
analyse involvement of IT within firm in a efficacious manner. Information systems are liable for
rendering wide range of opportunities to British Home Plc. This makes it crucial for them to
formulate strategies through which these systems can be utilised to have enhanced productivity
of their services and products. It is crucial for firm to possess knowledge related with altering
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systems so as to minimise the networking life cycle. This will lead them to bring in new
networks by which customers can be satisfied in an appropriate manner.
With the assistance of effectual forms of IS firms will be able to efficiently fulfil their
strategies and acquire advancements with respect to short and long term goals. Furthermore,
while carrying out the processes associated with their growth, productivity as well as
effectiveness of firm can be enhanced (Aydiner and Delen, 2019). With respect to this, it is
necessary for firm to identify their working culture, style as well as structure so that it can be
determined that changes they will be making with respect to technology will yield them with
affirmative results. Through the appropriate usage of information system British Home Plc can
manufacture their products at low prices as efforts of individuals can be minimised by which
higher profitability can be attained. By taking into account these aspects, firms can efficaciously
meet their short as well as long term objectives thereby goals. This will enable them to have
competitive edge within the market. It means that, it is essential for firms to boost up their
employees so that they can opt for for new technologies and work on them accordingly.
Along with this, it has found that information technology can efficiently benefits within
enhancement in terms of performance as well as productivity levels of individuals. In this
context, they can make use of emails and videoconferencing for sharing information (Bai,
Koveos and Liu, 2018). It will make their work easier as well as acquire knowledge with respect
to other aspects as data and knowledge can be shared among them. This will lead British Home
Plc to collaborate as well as make sure that their processes are carried out in an appropriate
manner. This will lead them to have enhanced profitability as well as productivity in a desired
way.
By execution of effectual services, information system will lead them to render enhanced
benefits in terms of performance of individuals as well as productivity. In addition to this, they
will be able to address needs as well as expectations of their customers by delivering them with
creative services and products. In addition to this, they will possess ability for attaining feedback
from customers which will assist them to develop their services with respect to expectations of
their customers (Campbell-Kelly, 2018). This further aids them to have enhanced loyalty as well
as commitment of their customers towards them. It leads British Home Plc to utilise competitive
advancements in an appropriate manner so that they can remain ahead from their potential
customers.
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Task 4
Recommendation for practical IT system solutions within British Home Plc.
By going through different aspects related with information technology, it has been
recommended to British Home Plc that they can make use of IT while delivering their overall
services to their customers. This will assist them to amplify performance as well as overall
operations of the firm. They deals within four industries this implies that by opting for
information technology they in an easy way as well as provide their customers with an easiness
and save their time by which they can utilise it in other activities. This can be understood by an
example, i.e. if they (British Home Plc) opt for rendering online services then they will be able to
attract ample number of customers towards their services as at present scenario people are opting
for having services at their doorstep. In addition to this, there will be affirmative impact on
overall performance of firm in terms of productivity along with profitability (Chang, 2016). This
also denotes there is need to have their own application which will make it easy for their
customers to opt for their services. Like by giving them different options for payment, customers
can make their debts accordingly.
Along with this, there is need to update systems continually, so that any kind of loopholes
do not arise within by which third person can have access to their systems. Apart from this, it
will lead to add new elements or features within their applications. Also there is need to have
feedback from their customers so that features can be updated accordingly. In addition to this,
there is need to ensure that the systems are protected in terms of security so that any other
individual who is not authorised can have access to confidential information. This will lead
British Home Plc to have check on all the activities that are being carried out by them so that any
kind of complex situations do not occur which can hamper reputation of British Home Plc. By
making use of services that are being offered by cloud, they can save their cost that is related
with maintenance of servers, storage space as well as individual who will be liable for securing
information. There are wide cloud vendors depending upon the business requirements British
Home Plc can opt for services. It is just pay as per services that they opted for and even in this
case they have options for different features.
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Conclusion
From above, it has been analysed that information technology is defined as storing,
gathering, its processing and extraction of information from diverse resources. Firms can opt for
information technology to improvise their activities as well as processes that are being carried
out by them within respective industry. This can be carried out firms with respect to sectors in
which they deals as well as demand of market before it becomes difficult to have their mark
within. This will assist them to improvise overall relations with customers as well as deliver
them services as per their requirements. In addition to this, by opting for cloud storage, a
platform will be provided to them in which they will be able to create their own applications,
storing information, processing it along with its retrieval when employees needs to have it.
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