Usage of IT in Functions of Firm

This report discusses the usage of IT systems in different functions of a firm and their contribution in achieving organizational objectives. It also evaluates ways in which IT systems can be applied within distinct organizational functions and assesses the ways in which IT system responds to the requirements of M&S. Additionally, it analyzes different methods for storage and processing of data and evaluates IT systems for supporting value-added change in M&S. Recommendations and practical solutions for IT systems are also provided.

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Table of Contents
Introduction.................................................................................................................................................3
P1 Scrutinize usage of IT in distinct functions of firm............................................................................3
P2 Enlighten contribution of IT in achieving organizational objectives..................................................4
M1 Evaluate ways in which IT systems can be applied within distinct organizational functions............5
P3 Assessment of ways in which IT system responds to requirements of M&S......................................5
M2 Analyze unlike methods for storage as well as processing of data....................................................6
P4 Evaluation of IT systems for supporting value added change in M&S...............................................6
M3 Critical analysis of IT systems..........................................................................................................7
P5 Recommendations..............................................................................................................................8
M4 Assess IT systems for furnishing practical solutions.........................................................................8
Conclusion...................................................................................................................................................8
References...................................................................................................................................................9

Introduction
The set of methodologies, processes and tools that can be used for gathering, processing
and illustrating information is referred to as information technology. It involves system analysis,
usage of networks, development, systems and software those are utilized for processing as well
as distribution of network (Aasheim, Li and Williams, 2019). This report is based on M&S
which is a British retailer firm and delivers their services worldwide with around 1500 stores.
They provide their customers with food & home products and clothing. This report involves
utilization and contribution of IT systems in distinct functions of firm and handling of
information. Furthermore, ways in which information technology can be used for enhancing
operations of business will be illustrated.
P1 Scrutinize usage of IT in distinct functions of firm.
Information technology is a broader term that is liable for illustrating enhancements made
within technology with respect to management and processing of data. Firms completely depend
on information systems for implementation of their operations and stay ahead from their
competitors (Ali, 2019). Apart from this, M&S can its use for promoting their services and
products so that more consumers are attracted towards them. Enhancements that will be made
within different departments of M&S via IT are illustrated below:
Human resource operations: HR unit of firm is responsible for carrying out recruitment,
selection and training of individuals depending upon requirements. It is important for HR
manager of M&S to formulate appropriate choices so that effective workforce can be possessed
by them. The performance will be enhanced through utilizing technology as they can screen
resumes by using different online job platforms. The individuals can be called up for an
interview by making use of emails, messages and advertisements on social media.
Finance operations: This is important for every firm to have effective financing as if
there is any error within the figures then it will lead to huge problems. By making use of IT
M&S can eliminate such kind of errors. For this, they can make use of transaction processing
systems and update all the sales which have been occurred through this they will be able to

analyze total sales which have been incurred (Carvalho and et.al., 2019). This will enable M&S
to develop their budget of different activities and ensure that it is used appropriately.
Research & development operations: Through market analysis R&D can check
feasibility of information that is provided by marketing department as they will be having
overview of market. It will render them with options for future enhancements and acquire
profitability. This can be done by use of simulation tools as they can simulate what they will be
providing their customers with distinct software (Clayton and Clopton, 2019). Through this
management of M&S can analyze feasibility of services they are about to give to their customers
as well as formulate strategies and policies accordingly.
P2 Enlighten contribution of IT in achieving organizational objectives.
Information technology has made huge contribution within every firm and industry. This
enables them to deliver services in an impelling manner with high accuracy and attain desired
objectives. Management of M&S can make use of IT for achieving their goals in following
manner:
 Development of product: It will enhance the methods by which products and services
reach the market. M&S can make use of marketing intelligence to understand demands of
market. CAD and manufacturing software will aid M&S to improve their decisions in the
context of product development. Collaborative technologies can be used by them to
ensure that different teams can work on identical projects by having collaboration with
each other (Gelinas, Sutton Jr and Federowicz, 2019).
 Process improvisation: ERP software can be used for having review of sales with respect
to operations that are being carried out each day. Apart from this, cost related with
unified software platform and operating metrics must be identified by leader of M&S
within the real time environment. For this, distinct legacy systems can be utilized for
finance, HR and other functional units so that they can have trenchant as well as cost
effective systems.
 Cost efficiency: Within initial stage, implementation cost can be high but at later moment
it will be realized that it was worth making investment. By making use of information
technology errors within the transactions can be minimize and cost can be used within

effective development of services (Holsapple, Sena and Wagner, 2019). The solutions
range from formulation of reports and sending to other units so that strategies can be
developed accordingly. Thus, leads to high productivity as well as profitability.
 Competitive edge: Quick development of services & products will enhance the processes
which will lead to save unnecessary cost. This will enable M&S to have strong
competitive position as same cost can be utilized in other activities like marketing for
grabbing more number of individuals towards themselves. For an example, M&S can
develop their own mobile application; this will make them a step ahead from their
competitors (Kappelman and et.al ., 2019). Apart from this, e-commerce, rapid
prototyping and other It technologies & tools can be utilized by them.
M1 Evaluate ways in which IT systems can be applied within distinct organizational functions.
M&S deals within retail and deliver their services worldwide, this illustrates that it is
important to render their services in an extra ordinary way so that they can remain competitive
within global market. This means that through utilization of information technology system they
can communicate with their different outlets present in an enhanced manner with respect to
operations which has to be carried out so that they can enhance their profit margins.
Videoconferencing, Skype and email are the most common methods which can be used by them
(Müller, Vorraber and Slany, 2019). But if situations do not go as per anticipation then virtual
methodologies can be utilized by management for having guidelines from experts.
P3 Assessment of ways in which IT system responds to requirements of M&S.
Data storage is defined as process of storing data by making use of technology which
will enable individuals to store and access it whenever it is required. There are different storage
options that can be utilized by management of M&S, they are file, object and block storage. It
illustrates piece of technology which can be used for holding information temporarily or in a
permanent manner within a structured format.
Knowledge management is referred to process of creating, sharing and managing
information in organization. It is a multidisciplinary method that can be used by management of
M&S for attaining organizational objectives by making enhanced use of knowledge and creation
of values for meeting strategic and tactical needs of organization (Owens, Wilson and Abell,

2019). It will aid firm to extract knowledge from information which is stored within the
database.
Communication management: The organized planning, execution, monitoring and
review of complete channel by which interaction takes place in a firm is referred to as
communication management. When knowledge and information is preserved then it will become
easy for management of M&S to communicate in others in an effective manner as KMS will
yield them important point about which discussion can be made. This will lead firm to attain new
projects and create a strong impact on their stakeholders.
Customer relationship management: By making use of information technology
affirmative relations can be developed in between customers as they (marketing team of M&S)
will have valid point through which they can interact with their probable customers (Paul and
Chatterjee, 2019). This will create an affirmative impact on customers as they will feel values.
But this also imply that M&S need extra team (one with complete knowledge about services
furnished by organization) who will be liable for dealing with such situations and respond to
queries made by their customers whether by online or offline mediums.
M2 Analyze unlike methods for storage as well as processing of data.
M&S can make use of different methods for storing and processing of data such as optical,
static or dynamic. But the most appropriate is cloud computing as this will render them with an
option to have access to services from anywhere and at anytime. This might enable management
of M&S to formulate decisions whenever it is required. Along with it, vendors will be liable for
maintaining security aspects and cost associated with infrastructure will also be eliminated.
P4 Evaluation of IT systems for supporting value added change in M&S.
The software or a tool which aids organization or an individual to organize as well as
analyze data is referred to as information system. It will enable M&S to transform their raw data
in useful information which can be used for development decisions which will lead to ensure
their sustainability within the market (Pearlson and Saunders, 2019). The ways in which It
systems provide value added change has been mentioned beneath:
 Information storage & analysis: With enhancement in technology, organization does not
opt for storing information or data manually like in registers or hard-copy formats. By

making use of information system firm can have sophisticate and comprehensive
database which involves important data that is needed for rendering services by M&S. an
example can be taken like they can make use of cloud services for storage as it will
render them value in terms of it can be accessed from anywhere and whenever it is being
required.
 Formulation of decisions: The performance and sustainability of business completely
depend on ways by which decisions are being developed. This implies that knowledge
must be extracted information and can be used in an appropriate manner whenever it is
needed (Popovič, Puklavec and Oliveira, 2019). While formulation of decisions all the
aspects must be taken into consideration which are obtained from knowledge
management system. Through usage of information technology managers and leaders can
interact with each other as well as handle situations which may arise at specified time
frame. Along with this, video conferencing can be used for interacting with different
stores which will lead them to develop effectual decisions.
 Aids in business processes: Information technology aids firms to formulate wide range of
value added systems. For an example M&S can integrate IT with their production
processes for making sure that results attained are as per desired standards. This can be
attained by simulating the activities and then carrying out actual implementation
(Raisinghani and Idemudia, 2019). This will lead organization to eliminate unnecessary
cost.
It is observed that, IT furnishes amplified results in context of value added services as this
will provide firm with storage of information and accessing it whenever it is needed by them.
Furthermore effective decisions can also be developed by its usage.
M3 Critical analysis of IT systems.
Depending upon the requirements of M&S, they can opt for information technology
system. There exist different IT systems which can be used like TPS, MIS, and DSS etc. When
services are rendered worldwide, it is necessary to analyze the buying behavior of individuals to
identify what they need like if some country is having cold atmospheric conditions then they
might be accepting services accordingly (Aasheim, Li and Williams, 2019). For such kind

conditions or analyzing buying patterns MIS can be utilized by management of MIS. The data
attained by this can be used for managing inventory which will lead them to increase their sales
and for this transaction processing system can be used to ensure how much sales have been
occurred and what is needed more within the inventory. Furthermore, DSS can be utilized for
decisions related with formulation of strategies and policies.
P5 Recommendations
It is suggested that information systems can be used by M&S for having improvised
outcomes and sustainability in market. Cloud computing must be utilized by them as they deliver
their services worldwide so information must be required at any instance for formulation of
decision making. Cloud will provide a way through which data can be accessed from anywhere
and at any moment of time. Along with this, it is suggested that transaction processing system
can be used to manage their inventory and also sales which have been incurred on specified day,
week or month. This will lead them to carry out their operations in a systemized manner as well
as ensure that they do not run out of stock. This will also help management of M&S to analyze
the buying patterns of their customers and furnish them with services accordingly.
M4 Assess IT systems for furnishing practical solutions.
This can be understood by taking an instance M&S have their own website through which
people are aware about the services and products that are being delivered to them. Along with
this, if they develop their own mobile application then they can have impelling results in terms of
sales which have been occurred as at present scenario, individuals opt for easy services rather
than visiting the stores (Ali, 2019). For this management of M&S cab make use of social media
platforms for captivating more customers. It will lead to enhance their brand image within the
market.
Conclusion
By analyzing above aspects, it has been concluded that, information technology can be
utilized by firms for having amplified results. Organization can make use of different IT system
for delivering their systems to have overall affirmative result on the way data is being possessed.
For this there has to be effective means through which data can be stored and retrieved when it is

required by employees. For this, they can make use of cloud computing so that services can be
delivered on time and decisions can be developed quickly.

References
Books & Journals
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Pearlson, K.E. and Saunders, C.S., 2019. Managing and using information systems: A strategic
approach. John Wiley & Sons.
Popovič, A., Puklavec, B. and Oliveira, T., 2019. Justifying business intelligence systems
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Raisinghani, M.S. and Idemudia, E.C., 2019. Green information systems for sustainability.
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