Business IT System: Functions, Data, and Recommendations

This report provides a comprehensive analysis of the use of Information Technology (IT) systems within a business context, specifically focusing on JS Supermarket. It begins by outlining the various functions of an IT system, including data exchange, marketing, accounting, data storage, and communication, and how these functions contribute to achieving long-term business objectives. The report then delves into the role of IT in data storage and processing, highlighting its importance in knowledge management, customer relationship management, communication, and overall data management. Furthermore, the report emphasizes how IT supports value-added changes within the organization. Finally, the report concludes with several recommendations for the implementation and management of IT systems to improve efficiency and achieve business goals. The report emphasizes the importance of aligning IT with business objectives, enhancing customer relations, and improving operational aspects through data management and IT systems.

BUSINESS INFORMATION
TECHNOLOGY SYSTEM

TABLE OF CONTENT
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Use of IT for different organisational functions....................................................................3
1.2 Contribution of information technology in objectives of organisation.................................5
TASK 2............................................................................................................................................6
Data storage and processing through IT system..........................................................................6
TASK 3............................................................................................................................................8
Use of information technology for supporting value added changes..........................................8
TASK 4............................................................................................................................................8
Recommendations........................................................................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
The information technology (IT) system is defined as the method to integrate technology
with the business objectives and activities so that reliability and performance can be improved.
The use of IT system in business makes process quick and accurate by eliminating the complex
and time consuming data management through manual processes (Kasemsap, 2018). The report
will explain the different functions which can be performed by the IT system of organisation and
how they can help to meet the long term business objectives of the company.
It will also provide the process which can be used by the companies to manage their huge
amount of data by analysing the case example of JS supermarket. The document will also
demonstrate through suitable examples that how IT systems can changes can enhance
performance and reliability. Further the report will provide recommendations for implementing
and managing IT system.
TASK 1
1.1 Use of IT for different organisational functions
The IT systems can be used in various functional activities of JS supermarket. The key
functional attributes which can be made more productive using information technology are as
follows:
Data exchange between various functional departments:
With the implementation of IT systems JS supermarket will be able to share and update
its data instantly. At present when there is an update in records of purchase department then the
same entry has to be made repeatedly again in finance department. It is not only time consuming
but also has higher probability of errors. Secondly when suppliers need any record then the
organisation has to search them in different stores (Wu, Straub and Liang, 2015). The use of IT
system in every department will make the process quick so that records will be retrieved easily.
It will make business process more accurate and qualitative.

Marketing:
With the help of advanced information system the supermarket can manage its marketing
functions. The IT system will enable JS supermarket to develop effective marketing strategies
through monitoring of the latest marketing trends. The information system can help organisation
to analyse the available resources of company so that effective marketing strategies can be
developed (Robson, 2015).
Accounting:
For achieving the development goals the accounting functions can be performed quickly
and with more accuracy. The use of online payment system will help supermarket to make
transactions rapidly without waiting for hours. The end users such as suppliers, consumers and
investors will also be able to check their records of payment on just single click (Al-Mamary,
Shamsuddin and Abdul Hamid, 2014). The suppliers will find it easy to receive the records of
their previous transactions without waiting too long for getting response from the concerned
departments.
Data storage:
This is the key functional area which requires the support of information system so that
the efficiency and quality of business operations can be sustained. The storage of data on a
database information system will enable JS supermarket to process and use the data effectively.
The employees of different departments will not require entering the data separately in various
departments. Thus the data redundancy will also be eliminated and business process will be
simpler for the organisation (Dwivedi and et.al., 2015). Through the use of database system the
changes introduced by one department will automatically reflected in the systems of other
departments. It will also beneficial for the customers of JS supermarket as they will be able to
access the product details and other organisational data which is accessible to them. The
organisation will also be able to manage the records of its employees and other functional
activities so that they can be retrieved anytime and can be stored for long time without any
security concerns which occurs in manual data management.

Communication:
Another significant benefit and functional role which can be played by the IT system is
the communication advantage. Various functional departments of supermarket can interact and
share information with each other (Yeh, Lee and Pai, 2015). The IT system will enable to
exchange information and communicate with each other without time consuming methods or
approaches. The information systems can also helps organisation to interact with the customers
so that their needs can be analysed and their feedback can be used to deliver more appropriate
and productive services.
1.2 Contribution of information technology in objectives of organisation
The key business objective of JS supermarket is to deliver quality services to its various
stakeholders. The supermarket aims to deliver quality products and services to its clients without
any delay or errors. The key factor which prevents the organisation to achieve this objective is
the time delay and limited exploration of resources due to manual processes which are employed
instead of information system (Aligning IT with business objectives, 2018). The IT system makes
it easy for the supermarket to provide a quick response to the queries of its stakeholders. Thus
suppliers and consumers find it easy to interact with the organisation.
When JS supermarket provides instant response then it becomes easy for the company to
make long term business relations which are essential for achieving the profitability objectives of
JS supermarket. The IT system also brings accuracy in the functionality. When organisation
performs it functions manually then it is possible that some records may not be included in one
department while the other department can update it. Thus there will be a mismatch in the
records of both departments. When suppliers want to access this information then it becomes
challenging for supermarket to analyse the difference and verify the actual records. It results in
time delay and errors as well.
The use of information system will help supermarket to resolve this issue and to enhance
the quality of its operational aspects. With the help of IT system it is also possible to monitor and

control the functional activities of business (Luftman, Lyytinen and ben Zvi, 2017). It helps
business to analyse the latest trends in the market which are followed by the other business
groups and market trends. The information system which encourages the communication with
the consumers of business services is helpful to assess the needs of people so that the products
and services can be developed according to the needs.
In this way the IT system is essential to develop long term business relations which are
the building blocks for achieving the objectives of business process. The alignment of business
activities with IT system also enhances the cost effectiveness in different aspects of the
operational activities. The cost benefits can also support JS supermarket to develop a large
network of consumers so that profitability and growth objectives can be achieved (Kim, 2015).
The use of information technology in business processes also explore new opportunities and
development areas in which JS supermarket can excel and redesign its goals and objectives of
business so that profitability can be enhanced.
TASK 2
Data storage and processing through IT system
The data which is stored and processed by the IT system of JS supermarket plays
significant role in managing various management and operational aspects of business. The key
areas associated with it are as follows:
Knowledge management:
The above mentioned organisation can update its knowledge resources by using the IT
system. When all organisational data of the supermarket is stored and managed through these
systems then it becomes very easy to retrieve the data and to use the knowledge in exploring its
benefits. For instance the company can analyse and compare its sales records so that its
performance can be evaluated. The management of information assets is an essential measure to
prevent the valuable strategies which can promote the growth (Eason, 2014). IT system can also
share its records with the customers so that they can easily use the statistics and other
knowledgeable assets of the company for the various functions.

Customer relation management:
IT systems are also useful for building effective customer relations which is an important
part of business processes. When associated consumers of JS supermarket requires any
information then the quick and accurate response from the company can develop trust among
people regarding professional image of the company. It is essential for creating a trustworthy
image of company so that its stakeholders can prefer JS supermarket over others.
Another important aspect for managing the customers for long term is to identify their
requirements and to deliver products which meet their expectations. For this purpose the
organisation can make their IT system more interactive (Peltier, 2016). For instance through
these system, professionals can analyse the purchasing behaviour and choices of specific
customers. With the help of this analysis supermarket can focus on products which can motivate
customers to buy them.
Communication management:
There is a variety of IT systems which can enhance the interaction and communication
between different users. This communication is an essential for the successful operations of
supermarket. The lack of routine and instant communication and sharing of data results in errors
in data management. When these errors are reflected in front of customers then it is not good for
the overall performance of the company (Luftman, Lyytinen and ben Zvi, 2017). Hence in order
to avoid such operational errors which may arrive due to lack of interaction can be avoided by IT
system such as email or online chat. Through IT system various departments will be able to share
the information and recent updates of data so that there are no errors in the functional
approaches.
Data management:
The management of data is useful for the future reference as well as for evaluating the
effectiveness of business processes. The implementation of secure and advanced database system
will enable supermarket to store its data in a reliable and cost effective manner. The data
management system also provides benefits of securing data for long term without utilising
complex methods of manual data managements and storage (Why Using Technology Is Important

for Data Management, 2018). Thus JS supermarket can reach its business goals by implementing
suitable data management and information technology systems.
TASK 3
Use of information technology for supporting value added changes
JS supermarket must focus on its performance related aspects for sustaining its position
among other competitive organisations. The use of advanced IT system adds value to its services.
For instance when suppliers are able to access the information of their transaction through the
online system then they find it easy and comfortable to use the services provided by organisation.
Hence it acts as a positive benefit for the suppliers because for accessing data they do not have to
wait longer or request the executives of the supermarket. Instead they can themselves manage
their needs. Similarly the staff members of JS supermarket can also interact with different team
members for managing the operational activities. These approaches improve the performance in
terms of response time, cost as well as customer experience (Al-Mamary, Shamsuddin and
Abdul Hamid, 2014).
The regular innovation in products and services is an integral part of sustainability in
business operations. IT system manages the existing resources of the company effectively and
utilise them in cost effective manner. Thus implementation of these systems also improves the
efficiency of the operational activities. In order to bring innovation in practices IT system also
analyses the marketing trends and the choices of customers so that personalised services can be
delivered to each stakeholder of the company (Eason, 2014). For maintaining the sustainability
of the business performance information technology must be selected with suitable selection
criteria. For example, JS supermarket must use technology which can meet its future
requirements of business as well as which can fit easily in the approved budget constraints of the
organisation.

TASK 4
Recommendations
It is recommended that JS supermarket must employ the information system which meets
its operational requirements. The IT systems must be updated regularly so that their efficiency
can be sustained. The performance related benefits of IT can be explored only if the users are
well aware with its functionality. For instance the supermarket can share its data within different
departments safely when all employees are well trained and follow the necessary security
measures. For this purpose JS supermarket must provide training to its employees so that they
can use their skills in using information technology with safety.
The training will help organisation to eliminate the security vulnerabilities. With the
rapid growth in business it is also essential for JS supermarket to upgrade its IT system as per the
growing demands. For instance the organisation is currently using only data management system.
However with the digital advancements people are paying more preference to online payment
system. Thus for sustaining the growth as per market trends the organisation must also
implement such payroll systems in its finance and operational department (Yeh, Lee and Pai,
2015). It will not only make the processes faster but will also keep the functions of organisation
as per the latest marketing trends. The technological upgrade of these systems will help JS
supermarket to understand the needs of its target audience and to deliver its services as per the
market demands.
It is an essential aspect in achieving the long term business growth. The lack of security
enhancement tools such as antivirus, firewalls and prevention of unauthorised access can lead to
severe losses to the supermarket. It can cause financial loss as well as threat to the valuable
information related to the business. Thus it is recommended that JS supermarket must regulate
and monitor the data flowing through its network and activities which are performed on its
monitoring system (Eason, 2014). The regular control and monitoring will avoid such suspicious
activities which can be threat to the IT system of organisation.
The users of these systems must also be trained by the organisation so that they use
information technology with care and secure mechanisms. Another significant strategy which
can be used by the organisation is that before implementing any IT system supermarket must

analyse factors such as its maintenance cost, possibilities for future expansion and upgrade. This
analysis will help organisation to implement a cost effective IT system which can meets its
financial limits as well as future expansion plans (Martinez-Simarro, Devece and Llopis-Albert,
2015). As per the current issues faced by JS supermarket the lack of data sharing and
communication network between various departments and stores can be resolved by
implementing a central database system which can share and update the records simultaneously
in all systems so that employees will not require to update the same set of data multiple times
and errors will also minimized.
CONCLUSION
It can be concluded from the report that with the increasing role of technology it is
essential for the business organisations to explore their IT services and technology. The IT
system can help business to retain the growth and reliability for long term success in business.
The report has discussed the role of information technology in making the business functions
more reliable and productive. It has also explained the various challenges associated with the IT
systems and how these systems can be implemented to overcome these challenges. It is also
analysed from the report that the business IT system must be implemented after proper training
and knowledge so that security risk can be minimized and growth benefits can be explored at
maximum extent.

REFERENCES
Books and Journals
Al-Mamary, Y.H., Shamsuddin, A. and Abdul Hamid, N.A., 2014. The role of different types of
information systems in business organizations: a review. International Journal of
Research (IJR). 1(7).
Dwivedi, Y.K., Wastell, D., and et.al., 2015. Research on information systems failures and
successes: Status update and future directions. Information Systems Frontiers. 17(1).
pp.143-157.
Eason, K.D., 2014. Information technology and organisational change. CRC Press.
Kasemsap, K., 2018. The role of information system within enterprise architecture and their
impact on business performance. In Global Business Expansion: Concepts,
Methodologies, Tools, and Applications (pp. 1078-1102). IGI Global.
Kim, Y.J., 2015. Convergence of Business Information System Process using Knowledge-based
Method. Journal of the Korea Convergence Society. 6(4). pp.65-71.
Luftman, J., Lyytinen, K. and ben Zvi, T., 2017. Enhancing the measurement of information
technology (IT) business alignment and its influence on company performance. Journal
of Information Technology, 32(1), pp.26-46.
Martinez-Simarro, D., Devece, C. and Llopis-Albert, C., 2015. How information systems
strategy moderates the relationship between business strategy and performance. Journal
of Business Research. 68(7). pp.1592-1594.
Peltier, T.R., 2016. Information Security Policies, Procedures, and Standards: guidelines for
effective information security management. Auerbach Publications.
Robson, W., 2015. Strategic management and information systems. Pearson Higher Ed.

Wu, S.P.J., Straub, D.W. and Liang, T.P., 2015. How information technology governance
mechanisms and strategic alignment influence organizational performance: Insights from
a matched survey of business and IT managers. Mis Quarterly. 39(2). pp.497-518.
Yeh, C.H., Lee, G.G. and Pai, J.C., 2015. Using a technology-organization-environment
framework to investigate the factors influencing e-business information technology
capabilities. Information Development. 31(5). pp.435-450.
Online
Aligning IT with business objectives, 2018 [Online] accessed through <
https://www.getfareye.com/ecommercelogistics/blog/aligning-it-with-business-
objectives>
Why Using Technology Is Important for Data Management, 2018 [Online] Accessed through
<https://www.blueprintoneworld.com/blog/using-technology-important-data-
management/ >