Effective IT Systems in Organizational Development

The provided report focuses on the importance of effective IT systems within an organizational context. It explores how IT systems can support organizational objectives, analyze the need for flexible and reliable IT systems to meet changing requirements, and highlight the role of IT systems in facilitating value-added changes within organizations. The report also touches upon solutions to common issues such as security and cloud storage, using companies like Standard Chartered Bank, Alpha Plus group, and Marks & Spencer as examples. It emphasizes the importance of hiring specialists familiar with these sectors and keeping up-to-date with technological advancements.

The value of Effective
IT systems

Table of Contents
INTRODUCTION..........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Use of IT systems with different functions of an organization........................................1
1.2 Contribution of IT systems in the achievement of objective in JS supermarket..............1
TASK 2............................................................................................................................................2
Different ways of IT system to store and process data for knowledge management, customer
relationship management, data management and communication management....................2
TASK 3............................................................................................................................................3
Use of IT system to support value added change for improving business operations,
performance and sustainability...............................................................................................3
TASK 4............................................................................................................................................4
Banking Industry....................................................................................................................4
Education Industry..................................................................................................................6
Retail Industry........................................................................................................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Information Technology is the study of systems used to store, retrieve and send the
information from one computer to other (Value of effective IT systems. 2018). Information
technology provides solutions to different fields such as Banking, Food, Finance, Airline,
Education and many more. In this report, role of different IT system in support of organizational
objective and flexible and reliable IT systems that respond to reliable IT systems are explained.
Apart from that, Evaluation of IT system that support value added change within organization.
Solution to IT is provided in the field of Banking, Education and Retail sector companies. The
companies taken are Standard Chartered Bank, Alpha Plus Group and Marks and Spencer
respectively. Solution of threats such as storage and security in the context of above three
companies is provided in this project.
TASK 1
1.1 Use of IT systems with different functions of an organization.
Following are the different functions of JS supermarket in which IT systems are included.
HR management:
Human resource management is the are to managing the humans in an organization. In JS
supermarket the HR manager should prepare sheet for the task allotted to its followers. To allot
the tasks the manager has to use computers systems because these systems allows to perform
their task with accuracy and within time.
Finance:
Finance is the department in which use of computers system is most (Toulson, 2016).
Since the finance manager prepares the balance sheet of the JS supermarket, so to do that it has
to use the value of IT systems which is necessary for the manager to work efficiently and
smoothly.
Operation:
It is the department in which the management of production and supply and demand is
considered. In order to maintain these things on a large scale use of IT systems is mandatory in
JS supermarket. This will help the company in operating its business smoothly.
1.2 Contribution of IT systems in the achievement of objective in JS supermarket.
Information:
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The raw data is when analysed to perform a specific task then the relevant information
comes into existence. This is an important fact of business objectives. When JS supermarket
requires information about the marketing strategies than the raw data is converted into
meaningful and useful information which is necessary for the company to demonstrate marketing
strategies.
Strategic planning:
When raw data is converted into information then it helps the organization in making
strategic planning. Strategic planning requires proper and accurate information which can be
filtered through the IT systems (Wilmshurst, 2016). Therefore IT systems helps the JS
supermarket in making strategic planning.
Management control
Effective IT systems also helps the company in management control. There are different
management departments ion any organization such as operations, finance and HR. All the
departments uses the IT applications therefore IT systems also helps the JS supermarket in
controlling the management.
Transaction processing:
IT systems helps finance department in JS supermarket to transact the funds. There are
different protocols used to transfer money from one place to another. Encryption and decryption
is also required by these transactions. Therefore to transfer money in different departments IT
system plays an important role in organization.
TASK 2
Different ways of IT system to store and process data for knowledge management, customer
relationship management, data management and communication management
Knowledge management:
Knowledge management system is a kind of IT system which stores and retrieves
knowledge, increase collaboration, locates knowledge source and in some other ways enhance
the knowledge management process (Thong, 2017). IT systems are now critical component of
Knowledge management today. In JS supermarket it allows the manager to store and process
data on the basis of knowledge retrieved through IT system.
Customer relationship management:
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CRM is the process of managing good relationship with customer. IT systems have
helped the JS supermarket by processing and storing data in customer relationship management.
The data is stored about the customer who is required a frequent item from the supermarket. This
helps the company in availing and improving the same products and hence enhancing the
customer relationship.
Data management:
Data management is all about managing the data to store and retrieve in future to access
the information from it (Rackley, 2016). JS supermarket is having data of its customer's
purchasing. This data is used to manage the records of information in the company. Therefore IT
system help the company in storing and retrieving data of customers.
Communication management:
Communication is the important part of relationship with customer. It systems plays an
important role in the management of communication. There are different ways by which
communication between customers can be made such as e-mailing, social media, messages etc.
This helps JS supermarket in managing good relationship with its customers.
TASK 3
Use of IT system to support value added change for improving business operations, performance
and sustainability.
Information Technology plays an important role in the development of any organization.
There are many task now a days which cannot be operated through information technology. It's
use has increased day by day (Ponte, 2018). Following is the use of Information Technology in
improving business operations, performance and sustainability.
Technology:
Technology plays an important role in adopting the new ideas and recent trends. If
technology improves it will be beneficial for the company to operate its business with new
machines and trends. The performance of employees in JS supermarket also increases when
technology increases because it enhances their productivity. Apart from that, it also helps the
company in growing and sustaining its business in market.
Training:
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It is also an important part of effective IT systems because training can be provided with
good and effective systems which influence the working ability of employees (Huveneers, 2015).
There are many tools of effective training session related to IT such as projector with
presentation and CAD(computer aided design). Therefore IT will help JS super market to train
its employees efficiently and smoothly. This will increase the performance sustainability, and
business operations of company.
Analysis of Raw data and convert it into information:
When a customer is regularly purchasing items from JS supermarket than it will be
noticed by the company. This can happen with the list of collection of recent purchased items
called data and then this list is filtered with frequently purchased item of a specific customer
called information. This information helps the company in operating business, increasing
performance and sustainability in market.
TASK 4
Banking Industry
The use of information technology is extended in Banking industry from decades. Since
the storage of files is done with the help of computers therefore security is also an issue in using
information technology. Here the bank taken to explain the use of IT, related to security and
storage is Standard Chartered Bank. This bank is a British multinational banking and financial
services company having its headquarter in London, England (Abanin, 2015). This Bank is
serving its services across 70 countries with over 1200 branches. It is a UK base company,
despite that it has its maximum profit comes from Asia, Africa and Middle East.
The problems which may arise in Standard Chartered Bank are:
Security
This is the biggest issue in IT because accessing the confidential data by the intruders is a
great threat to the data stored. Standard Chartered Bank is operating its business in various
countries. It should have its common accessible data storage cloud. If data is accessed by the
intruder it would have cost the bank very much because the intruder can transfer the money or
can access the highly confidential data which is kept secret by the bank. In order to keep safe the
data, the bank has to take some special solution which are as follows:
Data backup locally:
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As the problem is stated above that data can be corrupted or lost. Therefore in order to,
save the confidential and important data, it should be stored. The storage can be done in local
storage devices such as pen drives, CDs, Hard Disk Drives, etc. These storage devices helps in
retrieving the data in case of lost to Standard Chartered bank.
Logical and Physical security:
The logical security includes the authorization, authentication, encryption and passwords.
Using these security platforms the person which is going to enter the system requires
authorization and authentication (Roeck, 2016). This helps the Bank on sending and retrieving
the important data with security.
Network Security:
If the data is transmitted electronically and on network then the network which is in use
should be safe and secure. There are two types of networks viz public network or private
network. Public network is the common network used by all senders and receivers while private
network is the network within a public network which is established to promote a secured
environment. Some techniques are also there by which network can be secured such as virtual
private network and IPSec protocol. These protocols help the bank in transferring the data online.
Data encryption:
It is the strongest technique of transferring the data online with safety. In this technique
data is transferred with codes and additional data is also attached with it. A key is generated
along with data and send by the sender (Huveneers, 2016). The data received by receiver is the
only person to know about the key to unlock that coded data.
Cloud Storage
Cloud storage is the storage of data online where different clients can access the data
which are registers with that company. Since Standard Chartered Bank is operating its business
in various countries, therefore it has to send or receive that data to various clients. In order to
manage this huge amount of data cloud storage helps the bank to store. There are many problems
with cloud storage data and the solutions are also there. Therefore the problem of cloud storage
along with the solution is discussed below:
Shutting down business:
Since cloud storage is done through a company having its own storage platform which
provides services to other companies to store data on their platform (Bolden, 2016). If the
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company providing storage platform close its business than it would create a serious problem for
Standard Chartered Bank. The solution to this problem is that company has to provide initial
information to its clients that it is shutting down its business. It would save the Bank to fall in a
serious problem.
Security:
This is the strongest problem in Cloud storage. If the company does not guarantee it
client to the security then they should not pursue the deal in storing its data. The solution to this
problem is that Bank has to clarify with its service provider to ensure the security of its data
because the bank has very important data with them.
Education Industry
This industry is also not left behind with the use of Informational technology. The
company here which provide education is Alpha Plus group. It is a English education company
having a network of pre-preparatory, preparatory and secondary independent schools, college
and nurseries. It is the second largest private education business in UK (Chen, 2014). Problems
related to Informational technology in this company are as follows:
Security
The security challenges faced by Alpha plus group are:
Continuous cyber attacks:
This is the main attack faced by educational sector. In this security threat, intruders enter
into personnel computer systems on order to steal the information which is important. This
stealing is done to extort money and disrupts schools ability to operate. The recent cyber attacks
include phishing, Ransomware and Ddos. In order to overcome these issues Alpha Plus group
should use new advanced antivirus which can help them in finding the viruses like Ransomware.
Apart from that, to secure the data they should use authentication passwords.
Limitation of IT resources:
This is another security threat faced by institutions such as Alpha plus group by
protecting their networks from due to lack of IT resources (Goldman, 2014). These threats
attacked on the personnel network of institutions and steal the confidential information of the
institute. In order to overcome these issues company should develop proxy firewalls which help
them to stop the intruders. Another way to save the data and network is to use recent and updated
software so that virus will not able to enter into system.
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Lack of awareness:
This is the final threat an institution can face. In this threat there is a lack of awareness
among the institutions to use recent updated software to stop the intruders. The network team
should be aware of the recent attacks on the systems so that to ensure security for Alpha Plus
group. Solution for this threat is to use updated software and provide better training to the
operator which is responsible for this security system.
Cloud Storage
Following are the issues related to cloud storage in Alpha Plus group:
Confidentiality:
The data stored on cloud should be confidential, this is an important issue related to
storage of data at cloud. Due to mismanagement of data storage the data of an institutions can be
fetched by another. This leads to stealing of data to cause a huge loss. Therefore companies like
Alpha Plus group should focus on adopting the cloud storage company which guarantee them for
their data to be confidential. The cloud company should have proper management of fetching up
the data.
Access Control:
This is also an important aspect in terms of security of data. The problem can arise ion
fetching the data when the internet speed with the cloud storage company is slow because the
speed of fetching data also depends upon companies internet speed (Gupta, 2016). Alpha Plus
group should certify the access control of cloud storage company so that fetching speed could be
better.
Cloud security assurance:
Before going to store the data, Alpha Plus should confirm the storage company about the
security of data. The cloud storage should be safe enough so that an intruder cannot go through
the data. If data is leaked it will cost the company to a great extent.
Retail Industry
The use of Informational Technology on retail sector also demanded the security and
storage to fair. The company uses it by allowing services to its customers online and giving
valuable information to its investors. The company uses in this sector is Marks and Spencer. This
is a multinational company having its headquarter in city of Westminster, London (Kane, 2015).
This company deals in clothing, luxury food and home products. This company provides its
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services across Asia, Africa and Europe. The use of information technology also increases in this
company because of its online services. The threats and solutions related to security of data and
cloud storage are as follows:
Security
Following are the issues related to security in M&S:
Data Leak:
The data security is the important issue in providing online services. M&S has faced this
issue of leaking the online data of its customers. There is also as threat of leaking the data of
payment. If it happens there will be huge loss to its customers and the faith of its customers will
not remain. To overcome this issue company has to focus on adopting encryption so that in
payment options the data of cards or e-wallets will not be leaked.
Theft of Intellectual property:
There is also a theft of intellectual property in the security. The product which delivers
online have a tag that it has been manufactured by M&S. If the design of that product is steal
than it has been called theft of intellectual property (Kerrand, 2014). To overcome this issue
M&S should focus on providing tag to each of its product so that it has been defined, the product
belongs to the company.
Lack of encryption:
Since M&S also provides online payment method for its customers. Therefore, there is
also a chance of leaking the data of their customer's card and e-wallets. So as to overcome this
issue the company has to use encrypted data for payment through online.
Cloud Storage
The issues related to Cloud Storage in M&S are:
Data redundancy:
The main issue related to storage is data redundancy. It is all bout the repetition of data in
Database management system (Maskell, 2018). If data is repeated again it will create
dissatisfaction in the minds of customers. Relating to M&S, if a jeans is available on its online
store then the repetition of this jeans leads to dissatisfaction. Therefore company has to manage
the data by a specialist so that it can save itself from data redundancy.
Complexity:
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The data should be arranged properly so that when it comes to check or accessing the
data difficulty should not arise. Complexity in data increases the time to fetch the data and hence
it will test the patience of customers in M&S. To overcome this situation company should hire a
database manager to handle the huge database smoothly.
CONCLUSION
In this report it can be concluded that different sectors like Banking, Education, and
Retail should also focus on Information Technology practises. Role of different IT systems in
support of organizational objectives, analysis of flexible and reliable IT systems to respond to
organizational requirement and help of IT systems in value added changes in organization are
discussed. In order to overcome issues the company Standard Chartered Bank, Alpha Plus group
and Marks & Spencer should hire an specialist of these sectors and be updated to the technology.
In this report, issues related to security and Cloud storage are discussed with above listed
companies. Apart from that, solutions to these issues is also provided accordingly.
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REFERENCES
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Gupta, R. S., 2016. Hydrology and hydraulic systems. Waveland Press.
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Value of effective IT systems. 2018. [Online]. Available
through:<https://www.investopedia.com/terms/d/distribution-management.asp>.
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