Use of IT Systems in Business Functions

This report discusses the use of IT systems in different functions of an organization and their impact on problem-solving. It explores knowledge management, customer relationship management, data management, and communication management. The report also evaluates how IT systems can support value-added change for improving business operations, performance, and sustainability. Recommendations for practical IT solutions for common business problems are provided as well.

BUSINESS IT SYSTEMS

Table of Contents
INTRODUCTION.......................................................................................................................................3
LO1.............................................................................................................................................................3
P1 Analyse the use of IT systems within different functions of an organisation......................................3
LO2.............................................................................................................................................................4
P2 Explain IT system contribute to achievement of objectives in organisational context........................4
P3 Analyse different ways IT system store and process data for knowledge management, customer
relationship management, data management and communication management......................................6
LO3.............................................................................................................................................................8
P4 Evaluate IT systems can be used to support value-added change for improving business operations,
performance and sustainability................................................................................................................8
LO4.............................................................................................................................................................9
P5 Recommend practical IT solutions for organisational scenarios that cover a range of common
business problems experienced in workplace..........................................................................................9
CONCLUSION.........................................................................................................................................10
REFERENCES..........................................................................................................................................11

INTRODUCTION
Business information technology system is refers to the framework that is designed to
provide the development for the use of computer system and quantitative modeling techniques
that helps in solving the problems and issues that is face by an organisation and also assist in
taking the managerial decisions to enhance the future growth. It helps in storing the information,
making calculations helps in promoting the products and services etc. this report is based on the
Marks & Spenser that is the largest retail organisation in the UK and deals in worldwide. in this
they need to transfer their old techniques that is used in taking the feedback and for supplier
management where the technical involvement is least and manual work is more due to this
company need to transform it to the fully information technology. this report involves the use of
IT in different functions of the organization and what impact they place in solving the problems.
Further it involves the different ways IT system stores and process data in following terms like
knowledge management system, customer relationship management, data management and the
communication management. It also includes the way IT system supports the value added change
for improving the productivity, success and sustainability of the firm. at last shows the
recommendation to solve the business problem(Zheng and et. al., 2017).
LO1
P1 Analyse the use of IT systems within different functions of an organisation
In current business environment use of information technology is very trending and it
also provides the various advantages within the organisation. In this information technology
plays a tremendous role in the world of business and it also helps in proving the coordinating and
communication between the various functions of the organisation. In context of the Marks &
Spenser, information technology place an important role in various functions of the company can
be shown below(Peters and et. al., 2016).
 Marketing management – In this function of the organisation information technology
is mainly use in the customer relationship management. And it also helps in promoting
the goods and services from larger audience. In this it helps in giving the modern touch
to maintain the relation with the customers and it also captures a relation of a company to
their customers that also helps in gaining the customers in future also. in context of the

marks & Spenser, marketing manager can focus on their customers in a way when they
call to the centre office to file a issue at that time marketing manager can view the
purchase, shipping information etc. to solve the problem of the customers and enhance
their sales in future terms(Miller, 2016).
 Inventory management – It is very important for the organisation to maintain all the
record related to the stock that helps in fulfilling the demands without wastage of the
resources. With the reference of the Marks & Spenser, inventory management can make
a proper report regarding the stock so that they can meet the customer demands. in this
information technology can play an important role as it helps in tracking the quantity of
every items and trigging when it come to managing and organizing the
inventory(Popovič, Puklavec and Oliveira, 2019).
 Communication – In today business world communication is very important that can be
place in every functions of the organization without it no function can be work properly
and effectively. In context of the Marks & Spenser the use of information technology
plays an important role by communicate though e-mails, video chats, social networking
site, intranet etc. this helps in fulfilling the target in an accurate way and earns a high
amount of profits(Bach, Čeljo and Zoroja, 2016).
 Management information system- Managing information data is very useful for the
organisation and in all the functions of the departments i.e. marketing, finance, operations
etc. This data is mainly used at the part of making strategic decisions so that company
can achieve the purpose and vision. In this marketing manager can record the data
related to the market so that they can track the sales and profits, production department
records the stock so that they can produce the goods as per the demands. Finance
department use to record the financial resources so that company cannot face any type of
expenses.
LO2
P2 Explain IT system contribute to achievement of objectives in organisational context
Introduction to organisation

Marks & Spenser is one of the largest retail stores in the UK that deals in the various
segments like foods, clothing, perfumes, footwear etc. it has approximately 80000 employees are
working in all over the world in different departments. the revenue of the company is £ 10, 377
million(Popovič, Puklavec and Oliveira, 2019).
Explain the manual process that transform to information technology
In Marks & Spenser, the management of suppliers is less technical and almost manual
due to this they need more time to manage and trade the products. due to which delivers the
goods to the customers in a safely manner is the main task of the suppliers. In this their retail
stores they take feedback by filling a form. in this now manager of the company wants to change
their process to the technical terms like they can use the system software to manage all the
suppliers so that they can transfer the goods in a safe manner by using various innovative
techniques. they can also connect with the quality management system. For a feedback company
use sensor technology and artificial intelligence. So that customer get attracted towards the
company by their attractive service they provide to the customers. In this they use the various
other tools supplier management tool, management information system customer relationship
management etc. to enhance their sales. Now they cannot do any activity manually so that work
can be done in a fast manner(Prabhu and et. al., 2017).
In the global environment information technology contributes more in achieving the
goals of the organisation by doing the fast communication, proper coordination, data processing
and the market intelligence. In context of the Marks & Spenser the contribution of information
technology in achieving the organisation goal can be explained below(Miller, 2016).
 It allows business to take better and quick decisions- In this effective and good
decision is based on the proper and appropriate marketing research. and this marketing
research is based on the proper communication between the teams via video
conferencing, review customers sentiments on social media etc. in this information
technology system can gives the proper tool like CRM, Google analysts etc. In Marks &
Spenser this tools helps in earning more and more profits with achieving the objectives in
a timely manner. These tools like CRM, Google Analytics can helps in taking the fast and

better decisions regarding the customer welfare so that company can enhance their
market growth(Popovič, Puklavec and Oliveira, 2019).
 In helps in improving the marketing – Information technology system helps in
achieving the overall goals of the organisation in a way that it provides the various tools
that can used by the manager of the Marks & Spenser to advertise their products on the
online platforms. In this enterprise may choose the SEO, PPC Face book ads. That helps
in finding the appropriate target audiences in a very short period time as compare to the
traditional system. it also helps in fulfilling the objectives of attracting the large
customer base and earns a high profit margin in a short period of time.
 Helps in improving the customer support- It is very important for all the organisation
to receive the support of the customer through multiple number of channels like
telephones, emails, webinars etc. In context of the Marks and Spenser information
technology system helps in achieving the objective of customer support system by using
the customer relationship management tool in this they can maintain and manage the
customer behavior about the company and their products so that if there is a need of
change than it can be done successfully(Miller, 2016).
P3 Analyse different ways IT system store and process data for knowledge management,
customer relationship management, data management and communication management
 Knowledge management - It is the process that is used by the Marks & Spenser for
maintain and managing the knowledge that is helpful for the business enterprise. In this
information technology plays an important role in storing and processing the whole for
knowledge management by using following steps. In the first step manager can collect
the data that includes relevant information and then it can be organized as per the needs
and wants. after that all the data is evaluated and summarize in order to take essence of it.
After summarizing the data it can be analyzing that it is fruitful for the company or not
and after all the process it can use as valuable information. On the basis of which
decisions can be taken(Kubina, Koman and Kubinova, 2015).
 Customer relationship management - It refers to that tool that helps the company like
Marks & Spenser to understand the customers needs and for achieving the loyalty of the

customers. In this information technology system can process the data by using variety
of sources like email, websites, call centers, mobile sales, advertising efforts etc. in this
data is flow between the operational system and the analytical system that helps in sorting
the whole system of the customer relationship management. In this IT system plays an
important role as they offers the best customer service, helps the staff members to deal
faster and take the decisions quickly for enhancing the good relation with the customers.
It also improves the communication by using preferred network so that problem can be
solved instantly(Schwertner, 2017).
 Data management - It refers to the process of administrating the data that involves the
validating, storing, protecting, acquiring and processing the important data to maintain
the reliability and timeliness of the data and the person who use it. In this Marks &
Spenser can use the database management system for manipulate, retrieve and define the
whole data that is useful for the firm for earning the proficiency and enhancing the
productivity of the firm. Without information technology data management system
cannot work and process and it cannot store the data, because all it’s done in the system
software. It includes various approaches like flat database, relational database, object
oriented and hierarchical database. In this information technology system can instructs
the software to make the necessary changes and save the data for further use. This helps
in loading, retrieving and modifying the existing data and information into the
system(Wang, 2016).
 Communication management - It refers to the proper and appropriate planning,
monitoring, controlling and revision the channels of the communication in the business
venture. It helps in connecting the organisation with their employees, clients, investors,
customers etc. It also helps in earning the goodwill in the marketplace or in the
enterprise. In context of the Marks & Spencer the communication management can be
useful term to manage all the activities in all departments. In this information technology
like E-mails, video conferencing, live chats plays and important role. In this a person can
store the information and than process it to the person that required the information. It
improves the productivity and performance of an individual employees because the
information is transfer in a clear and concise way(Zheng and et. al., 2017).

LO3
P4 Evaluate IT systems can be used to support value-added change for improving business
operations, performance and sustainability
Information technology plays an important role in supporting the reduction in the cost
and improving the business operations, performance and sustainability. In context of the Marks
& Spenser there are various types of information management system that can be use in
enhancing the profits and maintaining the functions so that they can reduce the cost in
performing the activities(Popovič, Puklavec and Oliveira, 2019).
 Transaction processing system – This information technology is used for managing the
day to day activities. It can be used by the operational management level and the main
objective of this type of system is to solve the routine questions so that manager can
know the daily activities to earn and high amount of profits. This system can be used to
record the daily sales that are helpful to know the availability of the funds and
proficiency of the firm. So that firm can stay in the market for the longer
time(Kabakchieva, 2015).
 Management information system – It refers to that system which is used by the tactical
managers of the Marks & Spenser and helps the business enterprise to monitor and
manage the current performance. This system is used by the sales management system
for getting the input to earn the outputs, budgeting system to manage the funds of the
company and the human resource management system for the welfare of the workforce.
All this helps in supporting the business operations and achieving al the targets so that
company may earn high amount of profits. This system helps in encouraging the
employees for good work and this will able to sustaining the organisation for a long
term(Fainshmidt and et. al., 2018).
 Decision support system – It is that system which is used by the senior manager of the
marks & Spenser to take the decisions and achieves the targets on time. This system can
take the information form the internal source like management information system and
transaction support system for achieving the external system. The main aim of decision
support system is to solve the problem and provides the solutions for that. Due to proper
decision making the value is added in which cost can be reduces. it also enhances the

employees performance and also helps in longer sustainability in the
marketplace(Uçaktürk, Uçaktürk and Yavuz, 2015).
LO4
P5 Recommend practical IT solutions for organisational scenarios that cover a range of common
business problems experienced in workplace
Information technology solutions refer to the set of the software programs that is sold as a
single package. In this businesses can hire an expert to guide the management for the variety of
the information technology needs. In reference of the Marks & Spenser , it can gives the various
recommendation about the IT solutions so that business can solve the problem and experienced
the health environment in the workplace(Konstantinidis and et. al., 2018).
 Infrastructure solutions – It refers to that solution which helps in managing and
maintaining the infrastructure at the best level. In context of the Marks & Spenser, it
provides the various ranges of services that helps in solving the problems related to
network administration , help desk, sales of hardware so that it helps the organisation to
strengthen the backbone and maintain their sustainability for a long time period. To solve
the regular and day to day problems of the employees company can strong the
infrastructure(Zheng and et. al., 2017).
 Help desk solutions – this information technology solutions can ensures that the
company can use the computer system in a smooth way this will helps in reducing the
disruption within the working place. This solution provides the concerned company
flexible and cost effcetove solutions so that problem can be solved in an appropriate way
and company will stay in the market for a long term(Küpers, 2016).
 Software development solutions- For solving the problems that was arise in the Marks
& Spenser manager can use these solutions in which the company can upgrade the
technology as per the demand of the market so that they cannot obsolete and firm need to
face loss. in this all the system software are integrated towards each other so that
employees cannot stop working and they cannot compromised with using obsolete
technology(Popovič, Puklavec and Oliveira, 2019).

CONCLUSION
From the above report it is to be concluded that the business information technology
system is a prominent term that helps in enhancing the knowledge related to the use of computer
system. This project includes the use of IT system in various departments of the organisation so
that it will enhances the communication and coordination between the departments. further it
gives the knowledge related to achieving the organisation goal with the use if IT systems and
showcase the various ways of that helps in store and process the data in knowledge management,
customer relationship management, data management and communication management so that
organisation can achieve the target in a timely manner and enhance their growth and potential of
working of employees in the organisation. although, it also helps in enhancing the value added
change and also improves the sustainability and performance of an individual employee so that
firm earns high amount of profit(Peters and et. al., 2016).

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