The Value of Effective IT Systems for Desklib

This report discusses the use of IT systems in different functions of an organization, how they contribute to achieving objectives, and how they can be used for knowledge management, customer relationship management, data management, and communication management. It also evaluates how IT systems can support value-added change for improving business operations, performance, and sustainability. The report focuses on Softwire, a London-based IT company that helps other organizations manage their IT systems and software to improve their business operation outcomes. The report also covers Travelodge, a hotel company that has been facing various issues in their IT systems.

The Value of Effective
IT Systems

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Analyse the use of IT system with different functions of an organisation............................1
1.2 Explain how IT system contributes to the achievement of objectives in a specific
organisational context.................................................................................................................2
TASK 2............................................................................................................................................3
Analyse the different ways IT system store and process data for knowledge management,
customer relationship management, data management and communication management.........3
Evaluate how IT systems can be used to support value added change for improving business
operations, Performance and sustainability.................................................................................5
TASK 4............................................................................................................................................6
Recommend practical IT system solutions for organisational scenarios that cover a range of
business problems experiences in workplace..............................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8
.........................................................................................................................................................8

INTRODUCTION
Information technology can be described as the study, development, design and
managing the information system of computers software application and hardware (Information
Technology (IT), 2018). These systems are managed by companies of every scale and size. The
IT professional companies help other business organisations to set up their computer networks
which helps in efficient running of the systems and helps in managing and securing the data of
the company. This report will be discussing about Softwire which is a London based IT company
that helps other organisation to manage their IT systems and software in order to improve their
business operation outcomes. Siftwire would be assisting Travelodge which is a hotel company
that have numerous hotels all over UK. The respective company has been facing various issues
in their IT systems as it has become difficult to transfer data to other divisions of the hotel.
Addition to this, the report will also study various methods through which IT systems helps in
data management, customer relation, etc. IT system is important and has a major role in every
working sector such as hotels, banking, airlines, etc. which will be studied in detail.
TASK 1
1.1 Analyse the use of IT system with different functions of an organisation.
IT system plays a vital role in functioning of all the divisions of company. It helps in
planning, managing and monitoring the IT functions of a company. Similarly, Softwire company
can assist in managing all the departments of Travelodge in order to improve the productivity of
the management and other operational departments. Thus, some of uses of IT is mentioned
below:
Security- It is important to secure data and information of the company. Hence, IT
system is an important tool that helps in safeguarding the data by insuring secure connection
between the departments of organisation. Another useful policy that is practised by IT division of
Travelodge is stringent security policy which helps in lowering down the risk to the respective
organisation. With the helps of this, the employees of Travelodge are able to operate their
functions and access data from the personal or company's mobile phones which provides a
certain ease to staff members of the respective hotel company (Eason, 2014). Some of the widely
used security software are Avast Antivirus, AVG Antivirus, etc. which safeguards the
information and protects the system from virus.

Data management- The data related to different aspects of company such as human
resource, inventory, finance, etc. are managed by the IT division of Travelodge. Addition to this,
IT division is also capable of managing records related to customers transaction history, sales
transactions, and many more. Along with the past history, IT systems are also capable of
managing current information of companies transactions and activities in different divisions
which provides a clarity in operations for the members of company and helps in achieving the
goals and objectives of Travelodge (Oztaysi, 2014). Addition to this, some of the most efficient
softwares for managing data are Microsoft Access, Microsoft Azure, etc.
Planning- The individuals of Softwire IT company are responsible for planning different
strategies which can help in the company in attaining goals of Travelodge. In order to achieve
these objectives, it is important that company operates effectively for which certain systems and
softwares are required to assure enhanced outcome of the operations. Addition to this, respective
division also facilitates the company in providing excellent services to the customers of
respective organisation by planning certain softwares which can assist in check in and check out
procedures of the hotel, and help the customer by educating them about other services offered by
the respective organisation. These softwares should be productive as well as user friendly in
order to minimise the time of process and operations. Hence, some of the softwares used by the
management for planning are Planner, Microsoft Project, Smartsheet and so on.
Networking- IT system helps in developing network in order to facilitate effective
communication and collaboration with the help of an adequate technique and tools in order to
assist flow of communication between the internal management and external market, suppliers
and customers. IT system gives a platform which helps in deploying advanced communication
methods. These IT systems have helped Travelodge to replace the old technology of
communication such as telephones with IP based systems which provides more accurate
information of the customer. Addition to this, IP based systems help in managing information for
long duration of time (Lee, Thomas and Baskerville, 2015). Some of these IT system softwares
are Cisco, IOS, Uptime, etc. which helps in managing networking for the respective organisation.
1.2 Explain how IT system contributes to the achievement of objectives in a specific
organisational context.
IT system is one of the key instrument which is been practised by small and large
companies as well in order to attain competitive advantage. Along with this, these IT systems has

helped in attaining objectives of Travelodge in many ways. With the help of these IT software
and systems such as Microsoft project, Microsoft Access, Uptime, etc., the functional department
of Traveloge can enhance its working capacity and provide better outcomes. As Traveloge is a
hotel company, there are various softwares which are used in operational division such as front
office department, house keeping department, restaurant, etc. These are also known as internal
hotel portals and softwares which helps in accessing the information of customers and other
related activities through single portal which helps in reducing complexity of operations and
helps in delivering better services to the customers (Larsson and et. al., 2014). These softwares
also assist in managing customers history and data which helps in providing more personalised
services to the customers. Some of these portals are opera, Fidelio, etc. Hence, with the help of
these IT systems, there will be more clarity among the employees which will result in better flow
of information in different departments of the respective organisation. The employees of
Travelodge will be able to deliver more quality services and maximise the profitability of the
company. Additionally, it also helps in enhancing the reputation of the respective organisation.
TASK 2
Analyse the different ways IT system store and process data for knowledge management,
customer relationship management, data management and communication management.
Softwire is an itself IT company which provides digital solutions to many organisation in
order to make their more simple and quicker. It can be said that the company has developed its
own image in few years only. The company has successfully developed many IT systems that
have made work of organisation very simpler from previous days. Manager of Softwire
recommends some of the important systems which contributes in the growth of Travelodge
hotels. Thus, Some of these IT systems are described as below:
Management Information System: This system is related to the production department
of the organisation. This system is successful in tracking overall progress and processing of raw
material which is further converted into the finished goods. MIS system owns ability to control
and manage various processing activities which are executed at workplace such as raw material
into the well developed product, into a machine etc. (Valacich and Schneider, 2015). At the same
time the system is capable to manage ground level work as well as work of head office. In
context to Softwire, developing this system is helpful for organisation as this system not utilises

all the available resources effectively but it also controls the waste activities which took place in
production department. MIS system has various types of benefits which are going to be helpful
for Client Company who is to buy it in future. Its benefits include minimisation of rework,
costing and wasteful activities, decision of prioritization of work, automatically switch on and
off of machinery according to the requirement etc. Similarly, other software like Primavera,
Microsoft Project, etc. helps in managing the operations of management division of the
respective hotel company.
Financial management information system: The system support various activities
which took place in finance department such as budget formulation, cash management,
accounting, treasury operations, reporting, commitment controls, etc. This IT system like LOGIC
Account, ProfitBooks, SAG Enterprise Resources, etc. are helpful for Travelodge, UK by
governing its expenses, assets, profit calculation, etc. in order to enhance sustainability of
respective organisation at marketplace. Effectiveness of this system can be seen easily in long
term as well as short term business performance (Chase, 2016). As it removes accounting errors,
billing processes, eliminates record abundances, budget planning, ensuring compliance with
accounting regulations etc. In relation to Softwire, it can be said that usage this high developed
accounting system can contribute in generating high level of profit for the organisation. This IT
system can be used by Travelodge hotel to manage and secure its financial data base.
Sales Management System: It is considered as system which is especially made for
sales department. The softwares like Pipedrive, HubSpot Sales, Freshsales, etc. are usually used
in sales as well as marketing department in order to check process of overall sales division of
Travelodge. Sales management system saves time of sales head and other leaders of sales
department as it examines overall sales record and automatically update it in a tabular as well as
graphically manner. This representation of data saves time of manager and helps them to utilise
this saved time in other needed areas. The system also aware sales head of the respective
company to understand actual position of organisation in the market in terms of sales ratio.

TASK 3
Evaluate how IT systems can be used to support value added change for improving business
operations, Performance and sustainability.
An IT system has a major role in enhancing the performance, sustainability and business
operations of Travelodge, UK. In order to do it, there are various tools and techniques which are
required to assist the value added services of company. Hence, some of these are mentioned
below:
Monitoring business performance- Through effective softwares, IT system can assist in
monitoring the performance of the employees. Some of the effective softwares are HRMantra,
Zoho People, Farsight HCM Engine, etc. with the helps of which, the managers and leaders of
respective divisions can monitor the data of work performance of the individuals which can help
in further planning of certain strategies which needs to be implemented in order to improve the
capabilities and skills of the staff members of Travelodge (Kukkonen and Harjumaa, 2018).
Addition to this, the managers can also examine the performance of the whole company which
reflects the competitiveness and productivity of the respective hotel organisation.
Compacting Data- With the help of certain tools, IT system can help in compacting the
size of files which assist in storing large amount of data with ease and for long time. Addition to
this, IT systems has also helped in improving the sustainability of Travelodge as with the help of
upgraded computers and system, there will be less usage of paper and other natural sources
which will result in lowering down the impact of Travelodge on the surroundings. Some of the
data compacting softwares are Data Deduplication, File system compression, Storage array
compression, etc.
Effective Communication- With the help of certain IT solutions such as Fidelio, internal
software, cloud computing, etc. Travelodge can enhance the communication among the
employees of different departments. This promotes the productivity of respective organisation as
there will be more clarity among the staff members about the work that needs to be done by each
individual. Addition to this, it helps in enhancing the work environment and culture of
Travelodge which motivate the employees to work up to their full potential and helps in
delivering quality services to the employees and company.

TASK 4
Recommend practical IT system solutions for organisational scenarios that cover a range of
business problems experiences in workplace.
IT systems are important for managing different issues in every industry. Additionally,
these systems helps in enhancing the services of different sectors such as education sector, retail
sector, hotel sector, etc. In order to have a better understanding, these are further discussed
below:
Tesco is a UK based retail company which offers groceries and general merchandising
products. Due to large operations, it has become tough to manage sales and inventory manually.
Thus, the respective organisation practise POS for managing transactions. However, in order to
track their customers, Tesco uses CRM which helps in maintaining the information of customer
purchases and other details. Similarly, inventory management is a key issue that is been faced by
respective retail firm. Thus, Tesco uses IMS which is an inventory management system that
helps in tracking the inventory of company.
Travelodge is a hotel company which serves across the UK market by providing services
like accommodation, food and beverages, etc. The respective organisation was facing a huge
issue of sharing data in between different departments due to which lot of time was getting
waste. The employees of the company have of copy the data every day which was one of the
difficulty which was hampering the services of hotel company. Thus, with the helps of effective
softwares such as fidelio and opera, Travelodge was able to access data more easily which
boosted their level of productivity and helped them in managing daily data sources (Black,
Danielson and Zito, 2016).
The Open University, UK is a university which offers various degrees and diploma
programs to local and international students across the globe. It is one of the top 50 universities
in UK which provides various flexible and high quality degree programs. In order to facilitate
students which are not able to travel UK to study in the university, the university adapted online
courses with the help of information technology through which it was able to reach more
students and provide flexible online courses which improved the number of students as well as
the economy of UK. Thus, online services was a transforming factor for this university.

CONCLUSION
From the above discussion it can be examined that IT systems are very important for
smooth running of operations in a company. Addition to this, IT system is very crucial to assure
the security and management of data and information of the organisation. It can also the analysed
that there are various softwares such as Microsoft project, Profitbook, etc. which helps in
managing different roles and responsibilities of division of the hotel company. Similarly, it has
also been analysed that IT systems help in providing value added services such as managing
customer relations, monitoring performance of employees and company, with the help of
different softwares and benefits of IT system which are very essential to improve the
productivity of the organisation. Addition to this, it can also be examined that IT system helps in
overcoming issues of various industries such as restaurants, retail industries, education industry,
etc. and balances the unfavourable situations.

REFERENCES
Books and Journals
Valacich, J. and Schneider, C., 2015. Information Systems Today: Managing in a Digital World
Plus MyMISLab with Pearson eText--Access Card Package. Prentice Hall Press.
Eason, K. D., 2014. Information technology and organisational change. CRC Press.
Oztaysi, B., 2014. A decision model for information technology selection using AHP integrated
TOPSIS-Grey: The case of content management systems.Knowledge-Based
Systems. 70. pp.44-54.
Lee, A. S., Thomas, M. and Baskerville, R. L., 2015. Going back to basics in design science:
from the information technology artifact to the information systems
artifact. Information Systems Journal. 25(1). pp.5-21.
Larsson, E. G., and et. al., 2014. Massive MIMO for next generation wireless systems. IEEE
communications magazine. 52(2). pp.186-195.
Chase, M. W., 2016. The Journal Of Physical and Chemical Reference Data (No. World Wide
Web-Internet and Web Information Systems).
Oinas-Kukkonen, H. and Harjumaa, M., 2018. Persuasive systems design: key issues, process
model and system features. In Routledge Handbook of Policy Design (pp. 105-
123). Routledge.
Black, A., Danielson, D. J. and Zito, J., CA Technologies Inc, 2016. System and method for
diagnosing information technology systems in multiple virtual parallel universes.
U.S. Patent 9,479,416.
Online
Information Technology (IT), 2018. [Online]. Available
through:<https://searchdatacenter.techtarget.com/definition/IT>.