The Value of Effective IT Systems

This document explores the value of effective IT systems in improving operations, sustainability, and performance of businesses. It analyzes the use of IT systems in different organizational functions and their contribution to achieving specific objectives. It also discusses how IT systems store and process data for customer relationship management, communication management, knowledge management, and data management. Additionally, it evaluates how IT systems can support value-added changes in businesses.

The Value of Effective IT
Systems

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P1. Analysing use of information technology systems in distinct organisational functions.......1
P2. Explaining the ways IT systems contribute in attaining specific organisational objectives..3
TASK 2............................................................................................................................................4
P3. Analysing different ways in which IT systems store addition to process data for customer
relationship management, communication management, knowledge management and data
management.................................................................................................................................4
TASK 3............................................................................................................................................6
P4. Evaluation of how IT systems can be used for supporting value added changes in order to
improve operations, sustainability addition to performance of business.....................................6
TASK 4............................................................................................................................................7
P5. Recommendation of practical IT solutions to scenario of company which covers range of
common problems that are experienced at workplace.................................................................7
CONCLUSION ...............................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Information technology system refers to combination of firmware, telecommunication
capabilities, computer software and hardware which are used for gathering, processing, storing
along with distributing necessary information. It fosters innovation, faster processing and
improved data storage in business. It also creates electronic storage systems for the purpose of
protecting organisational valuable records (Ayyaz and Qamar, 2017). To analyse value of
effective IT systems, Debenhams is selected. The company is multinational retailer which
operate departmental stores and franchise stores in many countries. Its headquarters are located
at London, UK since 1778.
The present report demonstrates understanding about role of distinct IT systems in
business functions and contribution to achieve organisation objectives. Further, it analyse
reliable addition to flexible IT system which respond towards requirements of company. It also
evaluate IT system which supports value added change in enterprise. At last, some
recommendations are given to certain scenarios of company.
TASK 1
P1. Analysing use of information technology systems in distinct organisational functions
Organisational overview: Debenhams is UK based retailer that was formed by William
Clark in 1778. The company have around 25000 employees and is trading online (Debenhams,
2020). It uses many types of information technology system including knowledge management
system, database management system, office information system and transaction processing
system so that operations and activities are performed with proficiency for elevating outputs. At
present, the company is planning to transform itself into fully digital firm.
IT system is aggregation of multiple pieces of tools and equipments that includes
transmission of information. It is a kind of platform that exists for managing set of information
and technology product. It manages security content and monitors control of data in effective
manner. The IT systems which are used in operations or functions of business includes software,
hardware, databases, technical information, tools and telecommunication capabilities (Dutta, Lal
and Pandey, 2018). In various corporations, information technology systems are used for
handling large data size, maintain proper records, processing information and reducing risks of
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errors. Debenhams is a large organisation in which different functions uses IT systems in
following ways:
Marketing: It is key function of company that have responsibilities to promote the brand
and mission. It determines expectations of customers and ensures presence of firm within target
market for longer durations. The function provides important research so that organisational
target customers are identified and awareness about offerings are promoted. In marketing
function of Debenhams, IT systems such as marketing information system is used in order to
support decision related to promoting brand and its offerings. By using IT systems, professionals
of the company brings many types of people, procedures, data and equipment to assist in better
decision making. It is not used to indicate the ways things are going, rather also focuses on why
and where performances are decreasing for meeting plan. Moreover, marketing function of the
retailer can use other IT system such as word processing software to create content and online
advertisements which will help in transforming into digital firm (Per Arne, 2017).
Customer service: Customer service function is front line that supports customers and
clients as well as meets their satisfaction through providing demanded services, features and
commodities. IT systems including VoIP, speech application, customer relationship management
and outsourced application delivery are used by the function in Debenhams in order to provide
helpful information, responding to complaints as well as answering questions. IT system is used
in customer service for the purpose of cutting costs together with erasing location barriers with
the purpose of improving customer services. It helps in increasing span of flexibility and
boosting relations with clients and customers.
Human resource department: The function manages employees, overseeing
employment related aspects and organise entertainment programmes for workforce. In
Debenhams, Human resource department looks after recruitment, selection, orientation, training,
compensation, performance appraisals and so on. By using IT system of Human Resource
Information system, the function renders services to employees effectively. The system is
interaction of information technology and human resources through HR software. Use of IT
system allows activities and processes of the function to occur electronically (Glasser, 2019). In
many circumstances, HRIS increases efficiency in the company to make HR related decisions. It
is also used for planning costs of the function and controlling them without allocating multiple
resources.
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IT systems are effectively used in Debenhams so that real time data are collected,
communication are improved, risk of errors are reduced and greater productivity are attained.
The mentioned functions assist organisation to improve productivity and profitability through
using effective IT system.
P2. Explaining the ways IT systems contribute in attaining specific organisational objectives
IT systems provides multiple benefits to the organisation that contributes in achieving
identified objectives within determined duration (Hulot, Aloise and Jena, 2018). In case with
Debenhams, following are some of contributions of IT systems in achieving specific objectives:
Decision making: In a business, speed along with accuracy are key for right decision
making for the objectives. Every successful entity goes through comprehensive market research
procedures by using IT systems such as Big data, Microsoft CRM Dynamics and so on in order
to make accurate decisions. In context to Debenhams, IT systems contribute in attaining
objectives through assisting research department to use different tools to collect real time
responses fr existing products and develop them as per requirements. These tools ensures
accuracy of information as risks related to human errors are eliminated and effective solutions
are shared with management that leads to making accurate decision to achieve objectives of
entity.
Management of resource and globalisation: Resource management is key objective of
company to achieve success (Hutchison, Henry and Pyster, 2016). For medium or large entities,
it is difficult for top managers to manage resources in manual manner. In Debenhams, important
resources are employees, finance and hence forth. In this, IT systems contributes in managing
resources through automating complex issues via implementing user friendly solutions. Earlier,
all the resources were managed on desktop basis, but IT systems enables managers to use Cloud
based ERP solutions. In present duration, managers of Debenhams manages and monitors all
resources virtually on their personal computer, smartphones and laptops. With this, objective to
make presence in other countries is also achieved as IT systems helps in managing resources or
physical offices worldwide.
Growth of business and marketing: Each entity have objective to market its products
for wider audiences and growth across world. Heart of organisational success lies in its
marketing that enables authorities to determine its target customer first and later observe their
needs together with trends. Overall marketing of Debenhams covers sales, public relations,
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promotion, etc that contributes in achieving objective of business growth. There are other types
of marketing that assist the retailer to reach potential customers. Digital marketing is one of
modern phenomenon that contribute in promotion of products of the company across world. It
involves blogging, social media marketing, search engine optimisation, Smartphone App and pay
per click that helps the entity to promote or market the offering and brand to achieve business
growth (Khalili and Polzik, 2018).
From the defined ways, it is analysed that IT systems plays significant function in
achieving business objectives. They widely contribute in conducting activities and tasks in
Debenhams in such manner that leads to accomplishment of identified goals in determined time
frame.
TASK 2
P3. Analysing different ways in which IT systems store addition to process data for customer
relationship management, communication management, knowledge management and data
management
IT systems supports storing of multiple indispensable information through using modern
technology, tools and methods (Kim, Jin and Kim, 2018). It is important and malleable approach
that stores and process data for multiple purposes. In case with Debenhams, the ways in which IT
systems systematically store and process data for distinct purposes are as analysed:
Knowledge management: It is effective process to create, share, utilise and handle
available knowledge in commercial institution. It is multidisciplinary concept that helps in
making best usage of knowledge and information of business. In case with Debenhams,
Knowledge management system is one of type of IT system which is used for the purpose of
storing, processing and retrieving information, locating knowledge sources, improving
collaboration and mining repositories in certain way which enhances knowledge management
process. Addition to this, information technology department uses Transactional process system
for monitoring management of knowledge as it assist in recording daily transaction and sharing
necessary information of business. It is used for finding answers of particular questions which
arises in front of top authorities at operational level.
Data management: It is one of administrative aspect which comprises of exploiting,
confirming, storing, protecting and processing necessary information for the purpose of ensuring
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reliability, timelines addition to accessibility of data to key users (Leggat and Balding, 2018). In
an organisation, management of data is important activity in which daily transactions are
recorded and information are managed for further analysis. In context to Debenhams, one of IT
systems that is used for storing and processing data is Database management system which is a
software that store, retrieve and manage data of users at the time of consolidating suitable
security measures. The IT system assist managers to manage the stored information so that
effective decisions are framed to meet obligations and satisfy users.
Customer relationship management: It is the approach which allows to collect, store
and manage interactions with past, existing and potential base of customers. The approach helps
in managing business relationships together with managing information that is concerned with
customers. In Debenhams, information are stored and processes for managing customer
relationship by using variosu CRM tools that are vCita, Zoho, Mocrosoft Dynamics 365 and
pipedrive. These CRM systems captures, research and examine information including buying
preferences, demographics along with customer behaviour. Prime objective of CRM tools is to
integrate, automate and process sales, marketing addition to customer support. The system also
continues to transcend support to customers and contact management roots for organising contact
info, processing data and managing relations with potential and prospective clients, customers as
well as other contacts (Meckbach, Stroucken and Koch, 2018).
Communication management: It is organized planning, execution, monitoring and
revision of various communication channels within the enterprise. In recent timings, there are
certain IT systems that have become most preferred in offices to store and process information
for communication management. For example, information technology department of
Debenhams uses Management Information System which is kind of IT system that fosters
communication of company with people and managing data about them. The system assist the
retailer to monitor performances of department, collecting, storing and processing data related to
employees and customers. It facilitates effective communication that enhances effectiveness at
workplace.
From the mentioned aspects, it is analysed that there are multiple types of IT systems that
stores addition to process data so that customer relationship, data, knowledge and
communication are effectively managed at Debenhams.
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TASK 3
P4. Evaluation of how IT systems can be used for supporting value added changes in order to
improve operations, sustainability addition to performance of business
In rapid changing era, businesses can make use of appropriate IT systems that supports
value added changes with the view of business aspects (Pazaitis, De Filippi and Kostakis, 2017).
In this context, it is key for managers to have knowledge and awareness about types of IT
systems that could improve operations and performances of company. In association to
Debenhams, evaluation of the ways IT systems can be used in the company to make necessary
improvements in operations, performance and sustainability:
Office automation system: It is one of IT systems that includes collection of computers,
people and communication technology for performing official operations and achieving
sustainability. It is the tool which enables information to process from one system to other on its
own without any inaccuracies together with human interventions. As Debenhams is planning to
transform into complete digital firm, it can use office automation system to improve operations,
performances and sustainability. Use of the IT system can assist the business in collecting,
managing and evaluating securely to attain everyday processes and operations on time. The It
system creates culture of innovation, engages employees with improvements, allows to become
fully digital, reduces manual tasks and offices process huge operations with limited resources. In
contrary, limitations of Office Automation System includes reduction of team or customer
interactions, wrong automation of processes and consumes time of human resources to learn for
its workings (Per Arne, 2017).
Transaction processing system: All companies requires to process transactions so top
perform day to day operations properly and systematically. It is set of information that processes
information transaction within data base which monitors transaction programs and improves
operational performances accordingly. Moreover, the system also reduces time delays between
duration in which a product is being sold to when it is sold. For improving performances,
sustainability and activities, transaction processing system can be used by managers of
Debenhams as assist in performing routine transactions which are key for business. As per
Poulton (2016), it is evaluated that use of transaction processing system can benefit the company
as it is quick and effective recovery system, makes performance faster, maintains organisational
operations by controlling processing and minimises errors in transaction. In contrary, transaction
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processing system is expensive to set and install, requires specialised personnel to maintain the
system, overloads workings and lacks standards formats.
Decision support system: It is interactive information technology system that serves top
managers of company. It supports judgements, courses of action along with determinations in
business. It sifts through addition to analyse massive data and compile comprehensive
information which are key to solve problems leading to improvements of tasks, performances
and sustainability. Managers of Debenhams can use Decision Support System for making
decision to improve organisational performances, operations and sustainability in market. DSS
improves speed and effectiveness fro decision making activities, encourages learning, increases
control and facilitates interpersonal communication (Sobolev, 2018). At same time, the system
devalues subjectivity, involves high cost of development and overemphasis to frame decisions
for operations and performances.
All the defined IT systems can be used by managers of Debenhams for the purpose of
supporting value added changes to make necessary improvements in activities, performances and
sustainability.
TASK 4
P5. Recommendation of practical IT solutions to scenario of company which covers range of
common problems that are experienced at workplace
Business faces certain problems to manage operations effectively and achieve objectives
(Toulson and Wilmshurst, 2016). IT systems provides multiple solutions which could assist
organisational managers to deal with operational problems that are experienced in workplace.
Following are some of business problems experienced by Debenhams and recommendation of
practical IT solution:
Scenario 1: Debenhams faces complexities in determining current market needs as it
depends more on conducting intense research for collecting data about target audiences. This
consumes huge time and creates difficulties to analyse responses from past information addition
to manage knowledge.
Recommendation: In order to deal with the business problem, managers of Debenhams
are recommended to adopt Knowledge Management System as it assist knowledge employees to
collect and propagate new information through providing analytical, document and
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communication management tools. The IT solution will help the business in having user friendly
interface to collect required information easily together with quickly.
Scenario 2: Executives of Debenhams are facing issues in making decision to transform
the business into complete digital firm. They are unable to analyse or understand others that is
blocking roads in planning and making suitable decisions for the business growth.
Recommendation: To manage the business problem, professionals of Debenhams are
recommended to use Executive Support System which is information technology system that
helps businesses to make decisions accurately. The system will help executives to frame routine
and non routine decisions to transform into digital enterprise.
CONCLUSION
The mentioned information concludes that IT systems assist in processing data from
organisational inputs with the purpose of generating data that is helpful to manage operations. In
an organisation, IT systems are used in functions of marketing, human resource and customer
service. The systems help in achieving objectives such as making timely and effective decisions,.
Managing resources and business growth. Office Automation System, Transaction Processing
System and Decision Support System are some of IT systems that can be used in company to
support value added changes to improve business performance and sustainability.
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Debenhams. 2020. [Online]. Available through: <http://www.debenhams.com/>
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