Analyzing IT System in Business: A Comprehensive Report

This report provides a comprehensive analysis of IT systems within a business context, focusing on the British Home Plc case study. It explores the use of IT across various organizational functions, including HR and marketing, highlighting how IT systems facilitate communication, data management, a...Read More

BUSINESSES IT
SYSTEM

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Use of IT system within different functions of organization.......................................................1
TASK 2............................................................................................................................................3
Different ways which IT system use to stores and process data..................................................3
TASK 3............................................................................................................................................5
IT system in business that support value added change in improving business operations,
performance and sustainability. ..................................................................................................5
TASK 4............................................................................................................................................7
Practical IT solutions for organizational scenario that cover business problems experienced at
workplace.....................................................................................................................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Business information technology system is a method to evaluating and maintaing day to
day business operations. This operations are data management, communication management,
transactions processing systems, CRM etc. IT system includes software and hardware devices to
manage all important task of business.
The British Home Plc company is establish in 1950. The founder of this company is
Colonel Williams. It is medium sized group of organization and it is dealing in various business
such as retail, consultancy, travel and property. This study includes use of IT system within
different function of an organization. This study also represent different ways which are use IT
system to store and process data of company. This study conclude how IT system support
organization to improve operations, sustainability and performance. And this study also gives
recommendation for solving problem at work-place.
TASK 1
Use of IT system within different functions of organization
Information technology system is uses of different devices like computers, networking,
physical devices, storage, processors and infrastructure to process and store all necessary
information in exchange by electronic data forms. IT are uses different stages like in an
organization, educations, hospitality, job functions etc. British Home Plc company also use
different IT system in their organization. Company is dealing in retail stores and for these follow
a new IT system in business.
HR department: IT system is used in HR department of British Home Plc. Because, HR
department is essential in an organization without a good and healthy HR system company can't
able to share important information, messages etc. In HR department, IT system helps to provide
information about new requirement in different department of organization. Installing IT system
can make it easier for HR department to share information with the employees like for example,
they can easily draft an email related to data which they need to share. This can help company in
saving time and increasing efficiency of firm.
There are different technology which are used in HR department:
 Email: Email is an important segment of IT system. In an industry HR management or
employees can send mail to each other when they are required to communicate. With the
help of mails HR department can send new job vacancies in organization, also send
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company profile, job descriptions, offer latter to candidates(Bach, Čeljo and Zoroja,
2016).
 Video Conferencing: The another important function of IT is video conferencing, which
is use almost at each function of business. It is the easiest way to conducts meetings,
organizing interviews or collaborate in project. British Home Plc use this technology in
their retail company for directly communicate with new candidates, for hiring and
promoting new employees. It can also be used for the training purpose.
 Social Media: Social media is an important part of IT department. With the help of social
media HR department of organization can easily update about the interested candidates
for same profile. Company can use this technique for posting job requirement, job
descriptions. With the help of social media they can advertise new products and
promotion campaigns.
With the help of this IT system British Home Plc company easily communicate with each and
HR department of their business. Also, organization can maintain records about all interested
candidate, their CV's, offer latter and their documents.
Marketing Department: Marketing is priority of every business. Without marketing
organization will not be able to promote and advertise company products, services in market and
also helpless to attract customers. IT system give support to the marketing department of British
Home Plc company. The industry main objectives are different in business because company
dealing in retail stores. And retail industry have different needs of marketing. IT system fulfill
the needs of marketing.
 Content Design: With the help of Information technology company can create
advertising and sales copy on computer or laptop by using MS-Office system. Company
can also design beautiful presentation for promoting their products and discount, sale etc.
on power point presentation system. By this technique organization can easily attract
customers.
 Online Advertising: With the help of IT system British Home Plc company can promote
their business on online. For online promotion's internet is required. By using this kind of
marketing, British Home can improve their profit and enhance their business among new
customers(Laudon, and Laudon, 2015).
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 E-commerce: For more and more growth of British Home Plc it is important to promote
and manage business online. For this computer, laptops and internet are essential tools.
This tools give help to company to sales their products and services. IT system provides
company a online store where organization can sale their products and services in
different market. And also grab attentions of new customers.
 Research & Development: With use of IT system company can also know about the
customers trends, their interest, what they want from company sides etc. Organization
can also design and , shapes products as per the needs and wants of the buyers. Also, with
the help of search engine company can improve their image and goodwill in market
because they are provide services and products which satisfy customers.
TASK 2
Different ways which IT system use to stores and process data
There are many way by which IT system stores and process data in different function i.e.:
Knowledge management: It is the system of an organization used for handling and controlling
all the knowledge exist in an organization. IT system helps British Home Plc. to store and
process of all require data which can be in form of Explicit and Tacit knowledge. Company use
IT system for storing data of their retail store like stock data, customers billing data, defective
stock data etc. With help of IT system in organization, company can protect intellectual assets,
also increase join forces and opinion generations. IT system also store and process data of
knowledge management for the purpose of future aspect. IT system like computer, hardware and
software devices are maintain all important information of business which can be useful for
future point of view. And stored data also provide solid proof so that, organization also learn
from their past experience. This system help knowledge management for gathering of activity,
ethical system analysis, intelligence capital and for constructivism(Arnott, Lizama and Song,
2017.).
Customer Relationship Management: CRM is a form of managing relationship with current
and existing clients of the organization. This method also evaluate data from the past
intersections with customers. For CRM activity company use different kinds of IT software for
storing important data of customers relationship. IT system use multiple sources for analysing
and storing customers data, which can helps managers make more practical decisions. IT system
use various techniques like data correlations, data mining, pattern recognition for evaluating
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customers data. This data helps improve customers services like solving small problem of
clients, possibly by marketing to different segments of buyers. IT system also stores these data in
their software for permanently bases, which can be use for knowing about each and every
customers of business.
Data Management: Data management is a management system, which includes validity,
protecting, controlling, sorting and processing required data to secure reliableness, availability,
timeliness of the data for users. IT system use for managing British Home Plc company data. IT
system helps alter access to conventional and future info. Separate data into important segments.
Also, store this data into devices, which can use when need arise. IT system also shape data into
flexible form so management can easily understand. Data management is also essential for
modify consumers experience. This stored data is also adding value to buyers action. With the
help of IT system company also enhancing customers relationship and loyalty. Organization can
also evaluate the failure of business in market.
Communication Management: IT system is also used in Communication management. It is a
system of planning, reviewing, implementing, sharing all channels of communications in an
organization. IT system is used in communication management for proper and right flow of
information, for sharing content to the right person, also share messages those employees or
person who are needed. In British Home Plc system use for formatting of the message company
also use the techniques weekly reporting method. In this method, all worker can write a email
report which includes all the information’s who they are perform in preceding week. This
mailing report also content their plan for next week, job and duty assigns etc. Than report is sent
to the manager and manger summarized these report(Appelbaum and et.al., 2017).
Therefore, IT system is essential part of organization. It show their efficiency and
effectiveness to maintain and gathering all data. With the help of IT system company can also
improves their relationship with clients and learn from past experience. This all gathered
information help industry to show right path to achieve their goals and objectives. IT system also
shows their contribution in knowledge management for gathering and maintaing information. In
CRM functions of company IT method manage customers data base for future perspective. Also,
assist data management and communication management system of an organization for manage
all important data of company and all important information which are share or communicate in
different department of organization(Antoniadis,Tsiakiris and Tsopogloy, 2015).
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TASK 3
IT system in business support added change in improving business operations, performance and
sustainability.
Information technology has a major role in the workplace and has revolutionized how
businesses conduct activities in an organization.
Every industry no matter what, technology can help customers access information they needed
for a successful interaction with company. It helps staff to perform tasks more efficiently.
British home Plc can use various IT system in its supermarket to support valued changes in
direction about improving overall productivity(Lee and Widener., 2015).
Office systems: Use of Information technology in office systems helps in improving
communication in business operations are considerably faster and easier, this increase overall
productivity of the workers. Technologies like clients service and client support pages also
reduce the need for personal attention and will help in faster acceleration. Enterprise Resource
Planning software is important for every retail sector industry.
Point of sales: customers can check out from anywhere they are in the store through computers
and scanners, they don't have to stand in long queue to purchase the products(Maes, Oracle
International Corp., 2015). This will significantly improve the satisfaction of customers. It is a
point where consumer makes the payment for the services they have gathered. In this there is
sales, inventory and consumer management. It makes use of manual methods, registers of cash,
quick books and excel for keeping of the book.
IT in supermarket will also facilitate payment process easier with the help of contactless
payments. These payment methods use RFID (Radio Frequency Identification) or NFC (Near
Field Communication)technology to allow the customer to make the transaction with their
smartphone or smart watches. Faster transactions will lead to higher sales in stores.
Stock control and re-ordering: With Information technology tracking the inventory through its
purchase cycles and offer real-time information of the products to managed, it will be lot more
easy. Tracking items and updates about the items, managers can have better sense of items being
purchased and items which are needed to be stocked. Information technology can be used to
organize inventory and the potential source for employee theft and inventory mismatch
decreases. (Moore and Kaplonski, MOTIO Inc, 2019).
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Supply chain management: Information technology will provide a digital environment that
integrates the operations which are to be carried out by various entities in supply chain that are
Manufacturers, retailers and distributors etc. Technological advancements will enable businesses
to build supply chain solutions that speeds up processes and avoid bottlenecks in the supply
chain. It will provide control over better production and inventory management, increased
collaboration and will facilitate order tracking and delivery.
Customer relation management: while waiting in a cue/line they are not provided with help
which brings down the sales result. Information Technology will change this by offering
customers with help and support with the technology(Schuster and et.al., 2016). technology has
helped the organizations with satisfaction in customers. It can also help the customers with the
online shopping facility for better experience and time management strategy, this has enhanced
the shopping experience of the customers.
Accounts and book keeping: Accounts, book keeping and auditing is a time-consuming and
costly process of retail industry. Accounts, book keeping and auditing is very necessary but
business ensure a decent price strategy to the customers which provide a great offering to the
customers. Information Technology will streamline this strategy by automating price checks
when products are scanned which can give customer's a price knowledge. This creates more
précised pricing, maintaining database of accounts etc, save store employees time and will create
better relationships between the stores and the customers which are financial assets to the store.
Data mining and marketing: Using Information technology to look for greater patterns in large
batches of data raw information can be converted into useful information and business can
understand more about their customers and help in developing more effective marketing
strategies and decreased costing.
Advertising: Information technology uses wide variety of platforms, including on-line
advertising, mobile applications, commercial pages on social networks, use of Twitter and other
new media which can promote the store and increase the sales(Shollo and Galliers., 2016.).
Website management:Website management has a number of different services that are
combined to run a website properly in an organized manner. Information technology helps in
website management.
Human Resource: Information System helps to keep a record of all employees and information
about workers. It is done on the basis of data provided to the computer. It can help in compiling
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the information and preparation of reports are done on this basis this also helps in preparing
payrolls, positioning like providing different posts, training and creating employment
opportunities.
TASK 4
Practical IT solutions for organizational scenario that cover business problems experienced at
workplace.
There are various Information technology solutions that can help organization
deal with various business problems that business along with it's stakeholders and customer face.
IT Solutions that can be implemented in British home Plc's retail industry are:
Resource Planning of Enterprise/Cloud Enterprise resource planning: Enterprise resource
planning software is a combination of applications which are used to manage central business
operations, such as purchases, sale, accounts, human resource management, customer support
system, Customer Relationship Management(CRM) and maintaing stocks. It is an integrated
software and way better when compared to individual softwares used specifically for different
business processes. ERP is more expensive therefore cloud ERP can also be used, Cloud ERP is
system which allows users to use Enterprise Resource Planning (ERP) software through the
Internet. Cloud ERP has minimum usage costs, because resource is leased and payment is done
by the month instead of purchasing directly and maintaining ERP in office premises. Cloud ERP
provide enterprises access to business applications from any loaction at preferable time.
Office systems: It consists of spreadsheets, word processing, presentation, database etc used to
maintain accounts, payroll etc.
Point of sale systems: Consists of computerized checkouts for customers, bar code scanning,
totaling of customer bill, processed card payments, Adjusting of stock levels and adding of data
to customer profile.
Stock control systems: Information technology can be used to organize inventory, merchandise
through which chances for employee theft and inventory mismatch can be decreased drastically.
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Tracking items, offer real-time updates about the products or items etc. can be done easily
without hassle.
Order Processing systems: Consist of management of incoming orders via phone, mail or
internet, orders are inserted to database and then these orders are processed sequentially out of
database. Order processing system can be used by organization to process the order. This can
make task of the firm easier and flexible.
Computerized Accounts: Consists of maintain different types of accounts for all elements of
business and make doing entries and book keeping easier. Various ledgers can be maintained for
preparations of various reports like balance sheet, Profit & loss etc. It is a software program
which can help company in preparing income and rental expenses.
Networks: Consists of Local area networks which connects a single office, building or
organization and used to share information within that network. Also includes wide area
networks. Company can make use of local area network which is a smaller network than WAN.
LAN can be used by firm to communicate with other people or consumers with the help of mail.
Internet: It is a type of network which transformed the ways of business. Wide area networks
are connected through internet, Virtual private networks can also be formed for encrypted
transfer of information(Trieu., 2017).
Database management System: It consist of collection of programs that enables user to
maintain and control database, using this big databases can be managed and compiled for
addressing different problems and to extract important data when and where required.
Internet of things: This is a system of inter-related computing devices, digital or mechanical
machines, objects, human beings or animals which provided with unique identifiers, have the
ability to transmit and transport data or information over any network without human interaction
with machine.
Retail mobile application: Practical mobile apps for the retail industry add benefit such as
acquiring technology, network used for communication and mobile device to satisfy the
expectations and to meet requirements of the modern world. Mobile apps posses the power to
completely change ways of doing work across industries and domains including Retail Industry.
Developing retail mobile application has now evolved as an important process and has
transformed e-Commerce into m-commerce.
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Customer relationship management: Customer relationship management solution (CRMS)
have always took centre stage and is considered mandatory in the growth of every organization
and is accepted as the key solution area to achieve productivity along with profitability. The
CRMS uses information technology to gather and select customer data which can be useful to
communicate and interact with customer. It is used to have long term relationship with the
customer.
Business analytics: Retail analytics solutions is used to become informed with competition or
what competitors are up to. Used to track competitors activities like brand promotions, product
improvement and also used to track customer loyalty, performance etc. Nowadays it has become
affordable & essential tool to even small retailers to use this tool in various ways to tap
maximum out from the market.(Wang., 2015).
Kiosks: Customized, highly interactive kiosks give customers the power of information.
Providing the layout, advertisements, loyalty programs and calendar of events Kiosk also takes
enquiries, survey responses, and registrations for updates, promotions etc.
These Information Technology solutions can be implemented in Retail industry of British Home
Plc to address prevailing problem which rose from no development in technological sector.
Along with this IT department should be centralized for proper control and decision making by
management regarding Information technology advancements because in present scenario
Technology is backbone of development of every industry specially retail industry.
CONCLUSION
From above study it can be concluded that Information technology acts as the backbone
of every industry in present scenario. It is broadly discussed that how information technology is
implemented in various sectors including Human resource and marketing department for
increasing operational quality of the organisation. Database can be managed properly and used
by the managers to take managerial decisions. It is discussed that how Information technology
can be used to add value to daily operations and functions of business and how these can be
practically implemented in an organisation.
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REFERENCES
Books and journals
Antoniadis, I., Tsiakiris, T. and Tsopogloy, S., 2015. Business Intelligence during times of crisis:
Adoption and usage of ERP systems by SMEs. Procedia-Social and Behavioral
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Appelbaum, D. and et.al., 2017. Impact of business analytics and enterprise systems on
managerial accounting. International Journal of Accounting Information Systems. 25.
pp.29-44.
Arnott, D., Lizama, F. and Song, Y., 2017. Patterns of business intelligence systems use in
organizations. Decision Support Systems. 97.pp.58-68.
Bach, M.P., Čeljo, A. and Zoroja, J., 2016. Technology acceptance model for business
intelligence systems: Preliminary research. Procedia Computer Science. 100. pp.995-
1001.
Laudon, K.C. and Laudon, J.P., 2015. Management Information Systems: Managing the Digital
Firm Plus MyMISLab with Pearson eText--Access Card Package. Prentice Hall Press.
Lee, M.T. and Widener, S.K., 2015. The performance effects of using business intelligence
systems for exploitation and exploration learning. Journal of Information Systems. 30(3).
pp.1-31.
Maes, S.H., Oracle International Corp, 2015. Integrating operational and business support
systems with a service delivery platform. U.S. Patent 8.966.498.
Moore, R. and Kaplonski, E., MOTIO Inc, 2019. Supplemental system for business intelligence
systems. U.S. Patent Application 10/346.770.
Schuster, J., and et.al., 2016. Systems and methods for providing performance metadata in
interest-driven business intelligence systems. U.S. Patent 9.405.812.
Shollo, A. and Galliers, R.D., 2016. Towards an understanding of the role of business
intelligence systems in organisational knowing. Information Systems Journal.26(4).
pp.339-367.
Trieu, V.H., 2017. Getting value from Business Intelligence systems: A review and research
agenda. Decision Support Systems. 93.pp.111-124.
Wang, C.H., 2015. Using quality function deployment to conduct vendor assessment and
supplier recommendation for business-intelligence systems. Computers & Industrial
Engineering.84.pp.24-31.
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