Analyzing Data Sharing and Digital Collaboration in LTR: Focus on Data Silos and Email Replacement Project

This portfolio case study analyzes data sharing and digital collaboration in LTR with a focus on data silos and email replacement project. It discusses the challenges faced by LTR due to data silos and how the organization adopted new integration software to overcome them. It also proposes a new communication and collaboration platform to replace the existing email system.

PORTFOLIO

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
REFERENCES................................................................................................................................6

INTRODUCTION
Data Sharing means to share the data stored in servers with the users of the data. There is
a locking mechanism in the software that prevent tampering or changing of the data by different
users (Ross, Iguchi and Panicker, 2018.) Generally, formal data is shared in archives or
repositories form.
Data collaboration is a method of combining the data of two sources either external or
internal to achieve business outcomes and produce better and new products.
The portfolio will discuss the ways of data sharing in the LTR [Luton Town Residences],
a housing association. It will specify about the data sharing among different departments and its
collaboration. In portfolio, the major focus will be on the data silos.
MAIN BODY
LTR [Luton Town Residences], it is a housing association in Lutan which aims at
providing shelter to the local community people. It also aimed at supporting the individuals
which are minor, mentally or physically disabled. It assists the individuals in management and
improvement of their houses and surroundings.
The association manages and operates from the Central Office located in Lutan and also
manages two housing blocks. Supported housing provides the facility of emergency hostel for
youngsters and 2 hostels for mothers of young age and Transnational flats and general purpose
housing provides 4 housing blocks with management office. LTR has around 70 staff members
working in the different teams of the association.
Data sharing and Collaboration on the basis of Data Silos
The Finance team of the General purpose housing department uses Sharer point server, a
shared folder for storing and maintaining the spreadsheets and word documents. For the purpose
of data sharing, this server is used by the employees of the finance team. The server can't be
accessed by the employees of the other teams as the association focused on data silos by
adopting the updated IT servers.
The Facilities Maintenance team is provided with special system known as Office Amp
for managing and accessing the information. The employees of the team can only access the
cloud based system to facilitate the information. The customer services team provide the
assistance and help to customers, it maintains the data in spreadsheets of four housing blocks and
word documents to maintain record of solved grievances.
In Supported Housing Department, the data is maintained and recorded by the personal
coaches. The personal coaches keep the information confidential and safe in Word documents by
securing it from password protected feature of the documents. It is done by the departments
because of its data silos policy, which ensures that the data should not be accessed by anyone

other than personal coaches and team leader. The subscription of Office365 is also given to the
coaches for smooth functioning of the work.
Due to data silos, every department was maintaining data particularly for their
departments and avoiding the use of information by other employees. The data silos caused high
chances of duplication of data which leads to high maintenance of the information and the same
happened with LTR, it used many cloud based systems and servers to protect the information and
secure it only the employees of same department were allowed to access the information (Patel,
2019).This made the collaboration and communication of information a lengthy process for the
organisation.
During Covid -19 pandemic, the company started with sharing of newsletters through
emails for sharing of information regarding the organization. For employees, who are working
remotely the data is shared and collaborated with the help of All-Company Town Hall Meeting
by Zoom application. The sharing and communication of data through newsletters, mails and
video conferencing was not an appropriate way because it is not necessary that every employee
has the availability of resources such as computers every.
Thus, many teams felt that Zoom meetings is not an effective way to communicate and
resolve the collaboration issues. The finance team for resolving the issue of communication
requested for an updated platform to prioritize the tasks or specific requests by flagging them.
The facilities team's system needs improvement in the existing system Office Amp and requested
two systems for avoiding the issues of requests and duplicity of information. The personal
coaches of the Customer Service Team requested for integration in the Office365 for
communication & collaboration (Li and et.al., 2018) Every department in LTR needed
integration within their systems. The departments felt the need of the new platforms because due
to data silos it was difficult for the departments to provide the necessary and required
information on time to other departments and this lead to delay in addressing the issues of the
customers and many suppliers. Less communication and collaboration of data has created many
issues for the organization. It was difficult for LTR to give quality customer service and develop
trust, thus limiting the use of data. LTR missed many opportunities to improvise its business.
LTR adopted many integration soft-wares to resolve the problem of data silos such as
iPaaS, Zapier, Mulesoft. The systems provided them high quality, complete and updated
information of customer at one place (Phillips and Tanner, 2019). The company culture should
be embraced to avoid data silos issues by creating a culture in organization that brings all the
employees of all departments and levels together to make it easier for them to share and
communicate the data with other teams.
The organization suggested many new platforms for communication and collaboration
with the use of Slack, Discord and Microsoft teams. These platforms are used by the business
organization to communicate freely and directly (Imakura and Sakurai, 2020). It also includes
option of video calls and messaging, thus making the collaboration and communication of the
necessary information with the required employees effectively.
Many staff members felt it difficult to adopt the new platform of communication and
collaboration thus, they requested for training programmes and support. Few members requested
eliminating of the unnecessary data to maintain data privacy and protect the data in new platform
because data silos have resulted in duplication of file and data in every department, this needs to

be eliminated to avoid any confusion. Other teams of administration asked for instant support
and fixing of technical issues and guide for solving the issues of staff members.
The organization can help the employees in learning the new platforms by providing them video
training and live sessions. LTR should provide the employees with multiple training sessions
with the help of skilled employees to make them learn easier and faster. For adapting new
platforms and software, they should be encouraged to learn, practice and succeed.
Email replacement project business case
Executive summary
Employees at the LTR are facing many issues related to using an email to communicate with
other employees at the organization. The management of the LTR has proposed a new
communication and collaboration platforms that would allow the organization and employees to
communication efficiently with each other (Aithal, 2019). Many issues like bunch of email and
such related issues are there which causes to several confusions and challenges related to
communicating with each other. Remote working on the other hand added challenge to the
existing situation of the organization. This new system would allow the stakeholder to effectively
communicate with each other. This new system is also integrate with the Office 365 that is
currently using by the company.
Reasons
New communication and collaboration system is a professional platform that will support
the company to effectively communicate with other employees at the organization.
Communication become a key to achieve high level of working efficiency or
effectiveness. Current email system is facing many issues like plenty of email employee
receive every day which create a confusion between the employees, current system is
very hectic and not very practical by nature and any other technical issues ( Melegati and
et.al., 2019). Many e,employee are also unhappy with long usage of the own and
individual device to operate the role and responsibilities. In pandemic calls are also
made with the personal mobile phones to all the external suppliers of the company.
Many employees was required to take high speed internet connection that could offer
extra cost to such employees for catering the role and responsibilities assigned at the
organization. Communicate become one of the major issue that could motivate to
the management to introduce this new system that can facilitate proper infrastructural to

overcome all these relevant issues employees are facing at this point in time. Currently
company hold an option where it can provide systems to all employees so that they can
work on the original system company is currently using. Personal internet connections
can also provide to solve the internet related issues employees are facing at this point in
time (Morrison-Smith and Ruiz, 2020). One of the major reason behind installing;;
the ,latest system is that all issues employees are facing is directly affecting on the work
efficiency human resource could entertain in the organization. Individual issues are also
registered in between employees that is also creating a huge difference for employees
to entertain the best level of work efficiency as an employee in the organization.
Communication gap has also been recognized in many situation which could further
influencing to the work efficiency of the human resources.
Business options
LTR has the option to design its own individual system that can deal with all kinds of
requirements of the organization. The new software of company will involve all the core
areas such as emailing, communication, prioritizing email and other operational or
functional requirements of the organization. This software will allow the employee to
access all the documents, information, communication, internet connectivity and such
other aspects that could facilitate to the employees to meet up the individual role and
responsibilities at the organization. Company will also provide an internet access so that
employee do not need extra investment to arrange high speed internet connection.
Software will facilitate communication between employees as it will allow the employee
to prioritize the seriousness of the email in high, moderate or low level. All important
messages will go to the high priority zone so that employee can easily go through all
important conversation and email send by other employees (Rios and et.al., 2020). All
these options will allow the organization to deal with all different issues employees are
facing in the organization. LTR should also allocate mobile phone allowances to the
em,employees. Many employees require to make make phone call to suppliers and
other external or internal stakeholders in order to channel the operations. Providing
allowances to employees will not offer any extra cost on the shoulders of employees in
order to make phone calls and communication with any external or internal stakeholders
associated with the company.

Expected benefits
The new software LTR is planning to introduce in the organization will certainly create
many differences in the organization. This software is very effective and efficient
enough to address all kinds of requirements belong to the organization. All the
communication gap currently employees are facing will be solved with the development
of this new software. Email related issues will be addressed easily. Prioritizing email is a
very important feature that has been added in the software which will make the
communication hustle free and employee will get a rid of facing issues related to bunch
of email at one single time (Wan and et.al., 2019). This software will allow the employee to
not to skip important mails as may times due to receiving bunch of email employee tend
to skip the important one. This new software will favour the employee to not to skip the
important confirmations over email. The direct benefit will be related to the fact that
employee will be able to improve the efficiency. As currently employee are working
remotely due to the pandemic situation. Providing high speed internet connection,
arranging email related issues and providing allowances of phone calls will certain;y
create a difference on work efficiency of the employees work at the LTR. The overall
impact will be on the work efficiency of the employees at the organization. Improved
productivity will certainly allow the company to achieve better level of customer
satisfaction against allocation of services of the organization. Enhanced customer
satisfaction will further create an impact over profitability of the company (Gray and et.al.,
2020). Today due to the constant and massive amount of market competition customer
easily get to switch between brands that offer better services and better level of
customer satisfaction. This software will create an impact over the productive
organization and also on the efficiency of the services allocated by the company that will
inspire more number of customers to buy the products or services offer by the
organization. This is predicted that company will enhance its growth and overall
development in the respective target market. Company will also be able to improve the
employee satisfaction through these steps. Current;y employees of the organization are
facing numerous issues and challenge that could also affect to the employee
satisfaction level of the organization. This step will also improve the level of employee
satisfaction company will address in the organization.

Expected dis-benefits
The new software company is planning to install will create a cost burden over the
organization. It take time and finances to develop a software that can match up with the
need and requirement of the organization. LTR need a software that can cope up with
operational, communication, functional and such related need and requirement. All the
features and aspects would need an extra cost to invest by the company so that all
these requirements can meet. In process to design and develop this advanced software
would take a huge financial resources of the company. The development of software is
a time consuming process. This software is a long term solution for the company but it
will not overcome the current issues companion is facing. All the existing problems and
issues organization is facing will not be addressed as it will require a time too develop
and design this entire system (Belzunegui-Eraso and Erro-Garcés, 2020). The current loss
which LTR will bear is a huge dis-benefit company will face. Also, it is not necessary
that in future as well company face the same issue hence, in such a situation all these
investment that company is making to design and develop the advanced system will
hold no major use. In order to develop the software company will have to hire
professional who will also get access of some information at;east related to the
organization. Many times this create a risk of releasing confidential information of the
company. This entire process is risky for the company.
Timescale
Activity 1 2 3 4 5 6
Research
Panning
Team
formation
Designing
Monitoring
and
controlling
Benefits 1 2 3 4 5

Remove
communicatio
n gap
Overcome
email related
issues
Improved
productivity
Improved
service
quality
Cost
effectiveness
Improved
sales
Costs
Particular Cost
Professional fees 100000
Supply 150000
Designing 50000
Implementation 250000
Controlling 50000
Testing 50000
Research and development 150000
Total 800000

CONCLUSION
LTR Company is facing many issues due to the recent remote working practice adopted
by the organization. Many times employee get bunch of email that create a communication
issues between employees. The management of the company is proposing a solution in which a
new software of company is developed. This software will allow and support the company to
address all the various issues and challenges employees are facing during the remote working.
This decision will allow the organization to address all the different issues employees are facing
in the organization. Also, the impact would be on the cost. Company will be able to reduce the
total cost of delivering services. This decision will create an additional cost burden over the
organization that is a major dis-benefit of this decision.

REFERENCES
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Management Systems. 11(3). pp.01-06.
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individual intermediate representations for distributed data sets. ASCE-ASME Journal
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