Business IT Systems Analysis and Recommendations for Bentley Motors

This report provides a detailed analysis of business IT systems within Bentley Motors, a luxury car manufacturer. It begins with an introduction to business information systems and their importance, followed by an overview of Bentley Motors. The report examines the application of IT systems across various functions within Bentley Motors, including HR, finance, marketing, and research and development. It explores the contributions of IT to achieving the company's objectives, such as product development, process improvement, and cost efficiency. The report further evaluates the use of IT in different functions, emphasizing data storage, data management, knowledge management, communication management, and customer relationship management (CRM). It assesses the critical role and purpose of IT systems, focusing on how IT facilitates accurate, precise, and timely services. The report also provides an in-depth look at the essential aspects associated with IT systems, including various data storage mediums, cloud storage, and knowledge and communication management. The analysis concludes with a discussion of customer relationship management and potential recommendations for enhancing IT systems within Bentley Motors. The assignment highlights the importance of IT in driving efficiency, improving decision-making, and enhancing customer relations for the company.

Business It Systems

Table of Contents

Introduction
Business information system means accumulation of set of procedures which makes use
of information technology infra to generate and disseminate needed data. Systems are being
designed for supporting decisions by people that are linked with enterprise for processes
associated with achievement of objectives. Organisation is dependent on information for making
sure that services are being delivered on time as well as on time (Andreev and et. al, 2017). For
understanding the concept of business IT system, Bentley Motors is marketer of SUVs and
luxury cars. They are British manufacturer which was founded on 1919 and provide their
services worldwide. This assignment is dependent on functions IT, its contribution & ways for
dealing with it. Furthermore, insight into customer relationship management and at last
recommendations for the same will be provided.
P1 IT systems in functions of Bentley Motors
The broad term that depicts technological evolution in lieu of management as well as
handling digital information is defined as information technology. Organisations are entirely
dependent on IT system through which processes related with management of operations can be
conducted in an adequate way. For an example, like designing department Bentley Motors can
share the designs of vehicles through usage of sharing applications or email. This will make easy
as well as also eliminate cost and wastage of papers as it can be avoided easily through this
(Avgerou and Walsham, 2017). In context of Bentley Motors, they have distinct departments and
each have to conduct unlike operations but they have to be integrated so that high quality
services can be delivered. While shifting their operations to have technological advancements,
the functioning of their departments has been specified below:
HR operations: This is major aspect which is carried out via each organisation. With
reference to Bentley Motors when they will opt for technological advancements in their projects
then they can acquire efficacious workforce. For an example by making use of software they can
scan the profile of most suitable candidate as per their requirements from different job provider
platforms (Avila and Garcés, 2017). Some crucial technological aspects that can be utilised by
HR of Bentley Motors have been mentioned below:
 Email: It is necessary to promote vacancies organisation through which people can apply
for that. HR needs to send email to both internal and outside sources. This will also lead
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them to have well qualified crowd as per needs along with this cost can also be
minimised that is related with managing them.
 Online advertisement: This is essential function that is being rendered by IT to Bentley
Motors. Firm can save cost associated with giving advertisements on newspapers or
television. Instead of this they can have online advertisement it will also lead them to
attract ample of individuals towards their posts. Thus, this will acts as enhanced
opportunity to have workforce who can work as per standards of organisation.
Finance activities: The transactions which are made within Bentley Motors are high
along with this cost associated with these aspects is also intense. If in case any value is being
altered without any intent then it can have a adverse impact as adding up a single zero in figure
can turn to bigger figure and when payments are being made then it will lead organisation to loss
as it was required. This is a common problem that is associated with traditional methods of
furnishing operations (Bansal and et. al, 2018). In this context, Bentley Motors can utilise TPS
(transaction processing system) as all the expenses can be maintained by them in significant
manner like payments for suppliers, cost of raw material, transportation cost, manufacturing,
salaries and various other cost that takes each day. This will be achieved through efficacious
utilisation of IT.
Marketing operations: This is one of the major activities which organisation needs to
carry out when give their best to furnish a product. But in case if people are not aware about
what firm provides then it will lead them to have pessimistic impact on their sales. Thus through
usage of IT this department can carry out their operations in an impelling way like online
marketing campaigns, content creation and usage of e-commerce (electronic commerce or trade
of goods and services to reach maximum number of people) can be conducted (Beynon-Davies,
2020).
Research and development: Once marketing operations are conducted, R&D of Bentley
Motors will be able to analyse the results achieved from this. To do so, internet is common
source which is being utilised to know what their competitors like Rolls-Royce, Jaguar and
BMW. This will aid them to develop policies and procedures along with carrying out analysis for
feasibility of demands of probable customers (Borowski and Palo, 2019).
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P2 Contribution of IT systems in furnishing objectives of Bentley Motors
IT has critical role in ways firm deliver their services within marketplace for attainment
of their objectives. This will also aid them within reaching ample number of people by ensuring
that desired standards of quality that they are supposed to are maintained (Brandon, 2016) (Lin,
Yen and Wang, 2018). When Bentley Motors will opt for usage of information technology in
attainment of their goals then it will lead them to have enhanced results, it is specified below: Product development: The speed of operations will be amplified in terms of ways in
which they reach marketplace. By usage of marketing intelligence and proprietary data
firm, can furnish documents required for their products. Computer aided design i.e. CAD
software will assist them within designing process. It will assist organisation to deal with
altering requirements of their customers. Bentley Motors can make use of technology
within this aspects through which they can look forward for practicality and feasibility of
products they are about to furnish. Process improvisation: Enterprise resource planning permits management for having
review of sales that have incurred with respect to peculiar time frame. In addition to this,
it will also lead Bentley Motors to identify pattern of purchase which is being followed
by customers. For an example, customers opt for purchasing vehicles at the festival time
as in that moment some discounts are being offered. Thus, they can formulate strategies
with respect to that and also in other time period of year. Apart from this, quick results
can be attained as compared to traditional ways of working (Muñoz and Avila, 2018). Cost Efficiency: Initially this seems costly but it is for sure a cost effective solution for
addressing problems that are being encountered within organisation. This leads to
minimisation of transactions and implementation of tasks within enhanced way. IT
solution with respect to Bentley Motors comprises of Microsoft Office, email, CAD (for
designing) and there are many others can be utilised ensure that they are able to furnish
their as per required standards. Along with this, when information is stored on system and
is duplicated then it can be noticed and thus removed so unwanted space can be
prevented (Murtazin, Shvets and Piho, 2020). This will also lead to have similar
document every as per requirements. Furthermore, probability of errors within some
aspects like finance is much high as compared to machine or software. This implies that
higher accuracy can be attained in functionalities of organisation.
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These all aspects clearly specifies that through usage of It within operations of
organisation, Bentley Motors they can have great optimistic impact. This will furnish them with
competitive edge within the marketplace by making sure that requirements of their probable
customers are encountered. Moreover, organisation will also be able to attain their objectives and
goals on stipulated time frame.
M1 Evaluation of how IT can be used in unlike functions
Information technology can be utilised in each aspect of organisation. For an example
when employees enter into firm, they punch in the machine for attendance. The machine is being
programmed (Paul and et. al, 2018). Computers are being used in each aspect for storing and
assessing information. It is crucial for Bentley Motors to opt for IT as it will smoothen their
operations like HR can scan the resumes of candidates by making use of software, Designing or
manufacturing department can opt for CAD software to design their vehicles and employees can
have email for transmission of information.
D1 Critical assessment of role & purpose of information technology systems
IT has major role within firm as through the usage of internet firm can acknowledge their
competitors and their strategies which will aid them to formulate decisions accordingly. The
rationale behind making use of IT is furnish accurate, precise, enhanced and on time services
(Puklavec, Oliveira and Popovič, 2018). With respect to Bentley Motors they can make quick
decisions by having adequate information at hand by making use of internet.
P3 Essential aspects associated with IT systems
The process associated storage of data through usage of internal or external medium is
known as data storage. Here, different recording media’s are being used through which data can
retained from system. This depicts part of technology through which information can be stored
either permanently or temporarily as per organised format (Subiyakto and et. al, 2016). The data
storage mediums are illustrated below:
Dynamic storage: This specifies that power is required for maintenance of information.
For acknowledging this aspect, an instance has taken like RAM is internal space which comes in
built in each device.
Static storage: These devices are liable for maintaining data even in case if power is off.
Some devices have mentioned beneath:
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 Optical storage: This may be used by Bentley Motors to store data in temporary way like
information for any particular project. They comprise of CD’s, DVD’s and Blu-rays.
Laser bumps are being used to encode information.
 Flash storage: Firms opt for usage of flash memory that comes in both writeable as well
as readable form and this can also be used when power is off. It involves memory sticks,
solid state drives in encoded form.
 Magnetic storage: At present firms do not opt for making use of these devices as they are
made of small metals along with magnetism that is integrated with plastic films. This
involves cassettes, hard disks, DAT tapes and floppy disk (Tworek, Tworek and
Rauscher, 2019).
 Cloud storage: This depicts remote variations for types which are being mentioned
above. For example Microsoft Azure, Amazon’s AWS and there are many other vendors
in market who provides storage space to organisation as per their specifications.
Data management: Bentley Motors can utilise cloud storage as this furnishes them with
intensified security option by accomplishment of their probable needs. Furthermore, it can be
accessed from anywhere and at time duration as per requirements of personnel (Andreev and et.
al, 2017). Vendor will be liable for management of their needs, security along with maintenance
aspects of information, platform or platform.
Knowledge management: The process that is related with formulation, transmission,
usage and management of data within organisation is called knowledge management. This is
multidisciplinary approach in aims at attainment of firm’s objectives through making adequate
use of knowledge. It must be adapted via Bentley Motors for creation of value as well as
acknowledge strategic and tactical strategic along with tactical needs of organisation. This will
allow them in retrieving adequate knowledge from database (Avgerou and Walsham, 2017).
Communication management: This implies sequential planning, implementation,
observance as well as scrutiny of distinct mediums. When knowledge is managed within Bentley
Motors then this will make it easy to have communication among different personnel of
organisation in adequate way.
Customer relationship management: Through usage of IT, Bentley Motors can maintain
amplified relations with their consumers as it will enable them to have distinct options through
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which communication will become easy. These mediums comprises of text messages, emails,
social media or website of organisation. It also depict that it will become easy to exchange
essential information among different departments of organisation by maintaining transparency
along with security of data that is being transmitted.
M2 Critical analysis of distinct ways IT processes information
IT provides options through which data can stored, it can be either internally like hard
disk that comes within the system and even externally like making use of external hard drive,
pen drives or any other medium. This will enable Bentley Motors to have adequate information
whenever it is required (Avila and Garcés, 2017). An example can be considered a car was
designed by firm and it had high sales, after some years demand for same vehicle increased so it
will be helpful to have record of ways n which it was manufactured so that better version or
identical to it can be provided to customers. For this communication and knowledge is relevant
to process the stored information.
D2 Illustrate understanding of unlike perspectives of IT systems for storage
Both internal along with external mediums are utilised for storing data. This is
transformed into processed form so that knowledge can be attained from this. Internal storage is
restricted but external will provide organisation with better options. In addition to this, it can also
be expanded as per the requirements. Moreover, communication is critical aspect in organisation,
therefore email or other sources are being utilised for formulation of relationship with probable
customers.
P4 Utilisation of IT in supporting value added change
The software that assist organisation within having analysis of data is defined as
information system. This denotes that by making use of technology Bentley Motors can
transform data into consequential information that may be utilised for development of valuable
decisions for growth in context of perspectives associated with future. Firm’s makes adequate
efforts through which they can be leader within sector they are working on irrespective of
conditions which prevails within country (Bansal and et. al, 2018). It will allow Bentley Motors
to make sure that they are able to attain their goals on time thus has competitive positioning
within the market. Some crucial aspects are mentioned below with reference to organisations are:
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 Building up decisions: For maintaining sustainability as well as performance of
organisation, it entirely depends on ways by which decisions are being made. This also
denotes that knowledge has to be retrieved for stored data and must be utilised via
Bentley Motors in adequate as per their needs. It will assist them within developing
precise decisions by ensuring that knowledge is used adequately which is being attained
from KMS.
 Information storage and analysis: Within respective scenario, firms have not opted for
utilisation for storage of manual information within registers or any other formats such as
hard copy. Through utilisation of information system, firms can redefine as well as refine
database that involves critical aspects that are needed by Bentley Motors in context of
information (Beynon-Davies, 2020). An example can be taken for acknowledgement of
this aspect like, organisation can have services from cloud vendor as per their
requirements storage space, software or infrastructure. Apart from this, vendor is liable to
make sure security concerns of information. This will allow Bentley Motors to utilise
data according to its utilisation and firm can accordingly avail services.
This is determined that information technology will render enhanced results with
reference to value added services for storage and retrieval of information as per requirements as
well as is easily available. Management of Bentley Motors can manage data as well as take out
knowledge by processing it. This will enable them to develop decisions that will lead them to
attain success which will lead them to have sustainability in marketplace.
M3 Evaluation advantage and disadvantage of IT systems
E-commerce can be used by Bentley Motors as it will provide their customers with an
option to have an insight into what all is brought up by organisation. The major advantage is that
it will provide their consumers to a platform through which they can raise queries and have
response for the same (Borowski and Palo, 2019). This will also enable them to have more
number of customers. Disadvantage related with this is security issues and even credit card
frauds.
D3 Furnish justified recommendations for improvising IT system
It is better cloud storage is opted by organisation along with ecommerce as both will have
amplified outcome for organisation. E-commerce will lead to capture more number of customers
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and cloud will ensure that details stored on their systems are secured. For this various security
policies and procedures have been formulated (Brandon, 2016).
P5 Recommendations
With respect to Bentley Motors, it has been recommended that they must opt for making
use of IT systems as it will render them with adequate methods through which their functions can
be enhanced. Thus, it will lead them to attain high efficiency and accuracy within their offerings.
Through usage of IT, firm can have preciseness within their finances as well as transactions by
eradication of any probability of errors. Firm also needs to ensure that they are able to
continuously update their systems as it will aid them within elimination of any vulnerabilities
which may occur due to any reason. They can opt for eXtensible business reporting to conduct
their financial operations. Moreover, accounting software packages are liable to record and
process accounting transactions like payroll, ledger and many more. It will lead to have adequate
results.
It is also suggested that, Bentley Motors can opt for encryption software so that the
probability of risks gets increased when IT is being used. Therefore, it is essential for making use
of relevant preventive measures. This can be attained by organisation through usage of firewall,
making use of encryption algorithm such as AES, RSA, etc. and network has to be tracked so
that all the activities that are being carried out can be monitored so that entire firm can be
secured from any kind of unwanted or unauthorised actions. This will furnish insight within the
operations carried out as well as lead to address the activities carried out by each individual.
Furthermore, access has to be furnished to employees with reference to their responsibilities so
that internal threats can be prevented. Furthermore, Bentley Motors need to have services from
cloud as this will lead to reduction within cost related by buying their infrastructure. IT system
will computerise maximum activities of firm that will lead them to have precise information.
M4 Evaluation of IT systems support solution
The sales and productivity of offerings of organisation can be enhanced. This can be
understood by taking example like e-commerce will provide Bentley Motors to reach ample of
people and will also minimise the cost associated with customer testimonials, reviews as well as
videos for promotion of their services (Lin, Yen and Wang, 2018). From perspectives of
employees, IT system will make their work easier as in finance department calculations need not
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to be verified again and again, with respect to HR they can send mail to potential candidates
instead of calling them and manufacturing department do not need to make use of paper and pen
for designing their vehicles. It clearly illustrates that IT systems will furnish enhanced solutions
to firm for carrying out their operations.
D4 Critique recommended solution for effectual evaluation of system
Bentley Motors can opt for cloud computing as they have to pay for services they are
making use of and can be expanded as well as shrinked as they need. But there are security
aspects which may lead to adverse impact on organisation (Muñoz and Avila, 2018). For this, it
is necessary that Bentley Motors make use of encryption before storing the information on cloud.
Though, vendors provide security aspects but it will lead to have double surety with respect to
safety of their information or system.
Conclusion
From above, it can be concluded that IT is crucial aspect which must be utilised by each
firm to make sure that they are able to sustain within marketplace for longer time frame. This
aspect will improvise the way through which operations are being conducted by them. It will also
lead to amplify relations with their potential customers and on time services will be delivered to
them. Apart from this, cloud computing will furnish them adequate platform where organisation
can store their data and have space as per their requirements.
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