Strategic Information Systems for Business and Enterprise Report

This report provides an analysis of the purchasing system, cash disbursement system, and payroll system in Bell Studio. It discusses the interdependence between these departments and proposes solutions to address risks and improve efficiency. The report also highlights the importance of e-commerce and suggests measures to secure the technology. Diagrams and flow charts are included to illustrate the processes. The report concludes with recommendations for adopting an Enterprise Resource Planning (ERP) system and implementing security measures.

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Strategic Information Systems for Business and Enterprise Report
Name
Course
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Executive summary
The most business organization especially those that are inclined towards accounting must have
some basic departments that work in coordination. In Bell studio there various department that is
symbiotically working hand in hand with each. The main aim of the author of this work is to
evaluate this process, the underlying risks that may be there and possibly propose some solution.

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Table of Contents
Executive summary.....................................................................................................................................1
Introduction.................................................................................................................................................3
Purchasing system.......................................................................................................................................3
Analysis of the system.............................................................................................................................4
Proposals.................................................................................................................................................4
Purchase system data flow diagram....................................................................................................5
Purchase system flow chart diagram...................................................................................................6
Cash Disbursement system..........................................................................................................................7
Analyzing the System...............................................................................................................................7
Proposals.................................................................................................................................................7
Flow chart diagram of the cash disbursement system........................................................................8
Data flow diagram of the cash disbursement system..........................................................................9
Payroll system.............................................................................................................................................9
Analyzing the system...............................................................................................................................9
Proposals...............................................................................................................................................10
Payroll system Flow chart diagram....................................................................................................10
Data flow diagram of the payroll system...........................................................................................11
Conclusion.................................................................................................................................................12
References.................................................................................................................................................13

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Introduction
It is very salient to really understand all the mechanisms that are involved in various cycles of a
business-oriented premise. This organization has three main departments that it operates through.
Keen understanding of these departments manifests the relationship that works in them. The
purchases system, the cash disbursement and payroll system (Blazek and Blazek, 2018). In each of
the following department, there is so much interdependence that is seen taking place. Alongside
the manual aspects of these transactions, there is the inclusion of the technology in terms of
computers that help in facilitating the e-commerce activities of the business. So there exists a
very intricate sympathy between these two systems (Dignum and Cortés, 201 1). While considering
the operations, there are some underlying risks that may be associated with the new accounting
technology that was introduced and hence the author will be pointing out some of these aspects
in place. Of course, some of the remedial countermeasures would be suggested which will help
the organization not to suffer from the loss of intrusion from the out space (Calton and Calton,
2013). It is the earnest desire of the writer to thoroughly analyze each of the operations of these
departments, and proposing to the chief operating officer what can be done in case of any
challenge that can be identified in the process of operations. Through the diagrams and flow
charts, much shall be discussed. E-commerce is also a very important emergence in this age of
robust economic boom and it has its place in all the accounting systems which help to settle
down so much that might have otherwise been taken for granted. It is important to understand the
position which the e-commerce plays in this organization and if possible propose some of the
things that can be put in place to implement the strategies. As in many other places where the
technology has been adopted, this one also can really have an impact on the development
agendas of the business. Good as it is, there so many vulnerabilities that attend to it because of
the online hooligans who are after making an undue gain. Therefore, there should be stringent
measures put in place to secure the technology and hence ripe the best out of it. Some of these
aspects are going to feature all through this report and it is the desire and hope of the writer that
it is going to meet the current need that is in the demand (Eliot, 2016). Finally, an overview of
each and every department is to be given for information purposes.
Purchasing system
In the Bell studio, this occupies the very first position and there are several issues that come on
board. There are two clerks that work together to ensure the processes come to fulfillment. It is
actually focusing so much on the inventory status of the system. The purchasing clerk work as
far as this is concerned is to ensure that the main inventory reservoir has the right quantity of the
products that are needed to run the business (Fainboim Yaker and Pattanayak, 2010). So daily he
or she checks to confirm the status of the whole issue to ascertain whether the goods and
particulars are sufficient, if the quantities are low, she prepares the purchasing orders to various

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suppliers that are in place to ensure that early communication is done in advance. After the
preparation two copies are produced whereby one is sent to the supplier and the other one is
retained of the shreds of evidence once the goods are supplied. These particulars are then added
to the electronic system in the area of purchases to have clear records all through. The work is
now transited to another clerk who is called the receiving clerk whose main responsibility is now
to ensure the reconciliation of what was ordered and what is delivered are at par. She or he
conducts an inspection through the goods that the supplier has had an opportunity to bring to the
organization and ensures that each and every particular that was needed has been given. Using
the purchasing order copy that was left in the file compares the two to find the relationship
between the realities on the ground. Then this clerk in charge of receiving goods prepares two
documents that have the exact products and their descriptions whereby, one copy is sent with the
goods to the store or the warehouse and the other is left in the hands of the clerk. This copy she is
left with is sent to the account payable for processing. Then the goods sent are organized in
various shelves in the store department and also recorded electronically by the clerks in charge of
the store in the purchase files in the system. By the time goods have arrived, the vendor has the
liberty to send his invoice of the goods that he supplied to the organization (Feinstein and
Stefanelli, 2012). The accounts payable clerk must wait for this invoice before any payment
report can be prepared. Then a comparison of three documents is done which include the
purchasing order, the receiving report and the invoice which helps in the preparation of the
payment of the supplier. Once these documents have been harmonized, the accounts clerk
harmonizes the three control accounts namely, inventory, account payable subsidiary and now
sends the invoice received from the supplier, receiving the report and the purchasing order to the
cash disbursement department for the processing.
Analysis of the system
This system appears very crowded in terms of so many processes which can be harmonized and
there appears a breakthrough. Also, the author realizes that there is so much manual work that if
electronic technology was adopted could bring more different in terms of efficiency. Also when
there is such mix up of things there is so much threat towards the security of the entire system in
the same manner. These avenues open chances to theft and especially in the computer system.
Hacking in the system appears to be possible because of the much piloting of the two systems in
place.
Proposals
 It is therefore recommended that, the whole purchasing system to be automated especially in the
transactions that are involved all the way. This requires a specialized package that is able to meet
the demands of the real-time demands of the organization.
 There should be thorough training of all the clerks in the system especially towards the operation
of the system electronically so that they can be aware of the dangers that may come along the
operations of the system.

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 Installation of the much antivirus software in all the computers where the system is installed to
protect the corruption of the system.
 There should be a regular audit of the entire system to determine the condition of the components
because this will ensure that the up to date information is available.
The following diagrams picture the reality of what happens in this system. The flow chart, for
example, shows the major business processes that take place in the system while the data flow
diagram shows the data flow from one component to another.
Purchase system data flow diagram

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Purchase system flow chart diagram

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Cash Disbursement system
This is where all the invoicing especially from the suppliers is actualized. The cash disbursement
clerk who is actually the sole manager of this particular department receives the reports from the
account payable clerk for the payment process. When the payment date arrives, he or she
prepares the cheque and sent it for approval by the general treasurer of the organization. If the
payment is approved, what is left for the clerk is to email the cheque to the supplier in the due
date of payment. The purchase register is updated by the clerk as well as account payable control
and the payable subsidiary ledger (Helms, n.d.). This defines all the operations that take place in
the cash disbursement system after which the receiving clerk from the purchasing systems files
now some of the following documents, the receiving report, the purchase order, the invoice as
well as the copy of the cheque given to the vendor for future reference.
Analyzing the System
This system from the analysis point of view appears very basic and actually, most of its
operations are the manual ones. Only one clerk is working in this system, personnel with some
IT techniques is conspicuously lacking in the entire system (Ninemeier, 2004). Because of some
of these few issues, there are a few recommendations that the author of this report would wish to
forward to the Chief Officer which can improve the general wellbeing of the general
department(Turner and Weickgenannt, 2012).
Proposals
 The first proposal would involve the migration of the system to a higher plane of operation of the
system. There should be some digital platform where even some payment modes could be
improved like wallet payment that is professional and up to date in this present world. This
would place the organization in a prestigious position in terms of interacting with her clients and
the external parties like the suppliers in general.
 There should be specialists in the department especially in the IT orientation who can monitor
the forgeries that could be done; by using some special tools and also through a system of
security monitoring of the money transactions keep a clean record. These proposals would have
a great bearing on the general output that may be geared towards.
 Comparison with some other bigger organizations can be done to ensure that benchmarking has
been done and find the best out of that so that the organization can keep pace.
The following diagrams are the visual representations of the entities and the internal coordination
that takes place in the process.

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Flow chart diagram of the cash disbursement system

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Data flow diagram of the cash disbursement system
Payroll system
This is one of the most crucial departments in the system. It revolves around the issues of the
employees and their payment (Uniform payroll system operations manual, 2012). In Bell studios,
the employees work in hours and based on that they are paid. There are supervisors who are in
charge of a group of employees. Each week they present the credit hours card to the payroll
clerks who record them in the system and produces copies of the same payroll register which are
keyed into the employee management system file awaiting further action on the same. After this
is performed, the employee cheque is handled to various supervisors to be dispatched to the
employees (Pattanayak and Fainboim Yaker, 2010). The credit card copy is filed for further
action in the payroll department.
This revolves back to the account payable clerk who reviews and cross-checks the register then
sends together with the voucher produced to the general ledger book which in the long last is
used in preparation on the general cheque for all the departments concerned (Kay et al., 2012).
The general ledger clerk finally files the payroll register and the voucher after inputting them to
the computer system in her end.
Analyzing the system
In due consideration of this system of operations, It is expedient to note that when the payroll
department is straight all others of the system will run smoothly. It is noted that in Bell studio,
with the incorporation of limited e-commerce element the process could still belong and to some
extent confusing the whole structure (Joshi, 2013).

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Proposals
o The training of the personnel in this department should be intensely conducted more especially
the account payable clerk who interacts with the computer system, to be sensitized on the
loopholes which the hackers exploit the resources.
o There should be an upgrading of the payroll sector into a more advanced system package that is
both automated and real-time to help the organization to move faster in all her directives
Payroll system Flow chart diagram

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Data flow diagram of the payroll system

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Conclusion
When all is said and done, it is realized that for Bell studios to perform more powerfully
adoption of a clear system of operations could help the business to function clearly. The author
proposes the adoption of Enterprise Resource Planning (ERP) system that shall not only deal
with the accounting department but will encircle all facets of the organization. Security measures
to protect the ERP must be put in place like antivirus, secure payment modes like wallet and also
digital signatures (Ganesh et al., 2014). These improvements together with training of the
members shall see the organization among the best in their competition sphere. Among the many
things that we realized in the course of the report is that there is so much crowding of processes
that sometimes could be ambiguous, the essence of some of these diagrams that have been
brought into view is to clarify the processes that are involved so that the work can be easier.
Another recommendation that also comes on board is the training of the staffs so that they can be
aware of the newly invented tools and risks that accompany them(Turban et al., n.d.).

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References
Blazek, J. and Blazek, J. (2018). Nonprofit financial planning made easy. Hoboken,
N.J.: John Wiley & Sons.
Calton, J. and Calton, M. (2013). Rich food poor food. Malibu, CA: Primal Bluleprint
Publishing.
Dignum, F. and Cortés, U. (2011). Agent-mediated electronic commerce III. Berlin:
Springer.
Eliot, G. (2016). The mill on the Floss. New York: Open Road Integrated Media.
Fainboim Yaker, I. and Pattanayak, S. (2010). Treasury Single Account. Washington:
International Monetary Fund.
Feinstein, A. and Stefanelli, J. (2012). Purchasing. Hoboken, N.J.: Wiley.
Ganesh, K., Mohapatra, S., Anbuudayasankar, S. and Sivakumar, P.
(2014). Enterprise Resource Planning. Cham: Springer International Publishing.
Helms, G. (n.d.). Purchasing, inventory, and cash disbursements.
Joshi, G. (2013). Management Information Systems. New Delhi: OUP India.
Kay, J., Lukowicz, P., Tokuda, H., Olivier, P. and Krüger, A. (2012). Pervasive
Computing [recurso electrónico]. Alemania: Springer Healthcare Ltd.
Ninemeier, J. (2004). Planning and control for food and beverage operations.
Lansing, Mich.: Educational Institute, American Hotel & Lodging Association.
Pattanayak, S. and Fainboim Yaker, I. (2010). Treasury single account. [Washington,
D.C.]: International Monetary Fund.
Turban, E., King, D., Lee, J., Liang, D. and Turban, D. (n.d.). Electronic Commerce.
Turner, L. and Weickgenannt, A. (2012). Accounting information systems. Hoboken,
N.J.: Wiley.
Uniform payroll system operations manual. (2012). [Place of publication not
identified]: Bibliogov.