Analyzing the Role of IT Systems in Achieving Business Objectives

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Programme title Pearson BTEC HND in Business (RFQ)
Unit number and title 33: - Business IT Systems
Assignment number & title: 1 - Understanding the use of IT systems
in Business.
Student Name –
Student ID -

Table of Contents
List of Figures...................................................................................................................4
List of Tables....................................................................................................................4
Introduction...................................................................................................................... 5
LO1 Demonstrate understanding of the role of different IT systems in support of
organizational objectives..................................................................................................6
P1 Analyze the use of IT systems within different functions of an organization...........6
P2 Explain how IT systems contribute to the achievement of objectives in a specific
organizational context...................................................................................................6
M1 Evaluate how IT systems are applied in the different functions of an organization
and how they work together to achieve high performance...........................................7
LO2 Analyze flexible and reliable IT systems that respond to organizational
requirements.................................................................................................................... 8
P3 Analyze the different ways IT systems store and process data for knowledge
management, customer relationship management, data management and
communication management.......................................................................................8
M2 Critically analyses the different ways IT systems store and process data, providing
specific organizational examples..................................................................................8
LO3 Evaluate IT systems that support value-added change within organizations.........10
P4 Evaluate how IT systems can be used to support value-added change for
improving business operations, performance and sustainability.................................10
M3 Critically evaluate the advantages and disadvantages of specific IT systems which
support value-added change in an organizational context.........................................10
LO4 Recommend practical IT systems solutions to given organizational scenarios......12
P5 Recommend practical IT solutions for organizational scenarios that cover a range
of common business problems experienced in the workplace....................................12

M4 Evaluate how IT systems support practical solutions to add future value to specific
business problems......................................................................................................14
Conclusion..................................................................................................................... 15
References.....................................................................................................................16

List of Figures
Figure 1: Objectives of IT systems.................................................................................13
List of Tables
Table 1: Advantages and disadvantages of IT systems.................................................10

Introduction
The purpose of this assignment is to enhance the understanding of business IT
Systems and how different organization develops the strategies to gain profit and
competitive advantages. The assignment will give an opportunity to explore the fields of
businesses that benefit with the support of the IT system. It will help develop the skills to
critically analyze the application areas of present and future technologies. It will also
provide the opportunities to analyze reliable and flexible IT systems, evaluate the value
based on the IT systems and recommend the practically applicable solutions for the
same. This assignment will help learn knowledge management, customer relationship,
management, data management, communication management, etc.

LO1 Demonstrate an understanding of the role of different IT systems
in support of organizational objectives.
P1 Analyze the use of IT systems within different functions of an
organization.
Solution:
There are different types of information technology systems available out in the market
that cater to different purposes. The Business Intelligence systems are used to turn the
business data into many valuable insights. The BI systems allow faster, powerful,
accurate and better decision making, predicting future events and make patterns of
valuable data.
Nowadays, many businesses use CRM and ERP solutions like Dynamics 365, Sales
Force FinancialForce ERP to collect, organize, manage and analyze the data of their
customers and clients. ERP systems provide the actionable insights and can minimize
operational costs. Transaction Processing Systems are very beneficial as they capture
the data of transactions between an organization and its customers. Sales management
systems with DBMS qualifies as transaction processing systems. Office automation
systems help the office employees to automate the daily office tasks that are faster,
secure and reliable. The office suite is one good example of an office automation
system.
P2 Explain how IT systems contribute to the achievement of objectives in a
specific organizational context.
Solution:
Every organization, be it a small retail shop or a multi-national corporation, uses IT
systems to manage their business and trades. The IT systems have become an
important part of businesses. There are many ways in which IT systems assist the
organizations and contribute to achieving their objectives. Some of them are mentioned
below:-

1. Better data storage – the newer IT systems provide better and efficient keeping
of the records and other client’s data. IT systems make the storage of data
easier, better, faster, and more accurate than ever before. They help the
organization stay within financial boundaries and regulations.
2. Better decision-making – later were the times when organizations used to pay
highly skilled information and data analyst to take profitable decisions based on
the data analysis. But now the Business Intelligent systems help organizations
more accurate, valuable and updated decisions.
3. Communication which is seamless – most of the IT systems allow seamless
sharing of the data and information within and outside the organization in a very
faster manner. These IT systems also allow the remote sharing and access of
the data very easily.
M1 Evaluate how IT systems are applied in the different functions of an
organization and how they work together to achieve high performance.
Solution:
With the evolution of technology in the world, the businesses that make use of these
technologies have grown much faster than ever before. IT systems are being applied in
many functions and operations of an organization. The integration of newer IT systems
with the existing business processes and operations are helping organizations achieve
high performance, better customers’ interaction and thus larger profits.
Organizations have eliminated the older paper-based data storage and tracking
operations and replaced them with the newer Enterprise Resource Planning (ERP)
systems. These ERP systems have a unified program that connects various
departments like HR, finance, manufacturing, accounts, technical, etc together and
allows each department to integrate their services with another department. In this way,
each department works independently but may share data with other departments.
These IT systems help grow the supply chain along with customer relationship
management, product and order management, etc. IT systems enable the organization

to turn the business data into many valuable insights, better and efficient decision
making at a higher performance rate.

LO2 Analyze flexible and reliable IT systems that respond to
organizational requirements.
P3 Analyze the different ways IT systems store and process data for
knowledge management, customer relationship management, data
management, and communication management.
Solution:
There are many ways in which the different types of IT systems store and process the
data. The knowledge management systems are one such IT systems that stores and
retrieve the data and knowledge, improve collaborations, knowledge mining for hidden
data, and enhance the business operations by using that knowledge. The IT systems
like CRM used to manage customer relationships with the organization work in a very
similar manner as any other IT systems. They collect user data, perform the necessary
operations, manage sales, marketing, and orders, predict the qualifying leads, and
assist the business in achieving higher profits. These IT systems automatically inform
the customer of how the company will profit its needs and generate reports to show the
statics of the business. Many customer communication management software is
available to improve the communication of organization with their customers and clients.
They help build the helpdesk, email, call centers, etc.
M2 Critically analyses the different ways IT systems store and process
data, providing specific organizational examples.
Solution:
There are many examples, where IT systems proved their usefulness and power and
how they improved the business process of the organizations thus building better
relationships with the customers and generating more revenue. Softwares like
Luminoso and Gusto helps HR managers to use a huge amount of employee and
improve employee happiness by meeting their requirements. Companies like Hulu and
Roche are using this software to understand better and engage the teams globally.

IT system software is also playing well in customer support. Customer may need
support anytime, making it hard for the employees to satisfy their customer any time of
the day. ChatFuel and Charlie are some of the chatbots that provide support at any time
of the day. Another example is of DRB Holdings that previously used the paper-based
methods and ordinary databases to store and process data from different sites. But
afterward, as the demand grew, they moved their current business processes and
operations on Microsoft’s Dynamics 365 CRM. AmoCRM by QSOFT provides
communication management and ensures that the right message reaches at the right
time.

LO3 Evaluate IT systems that support value-added change within
organizations.
P4 Evaluate how IT systems can be used to support value-added change
for improving business operations, performance and sustainability.
Solution:
IT systems are being widely used around the globe. Organizations are utilizing the IT
systems to achieve strategies and short as well as long term goals. IT systems have
improved the productivity and effectiveness of businesses. These systems add value to
the business by improving growth and productivity in the bottom and top lines, providing
a competitive edge, etc. Deployment of IT systems by organizations have revolutionized
the businesses worldwide. Usage of IT systems like ERP and CRM has provided
relaxation to desk workers of dull manipulation and management of business and
customer data manually thus increasing their productivity. The IT systems have
improved the pace of business processes and operations. These IT systems use project
management methodology like agile, scrum and PRINCE2 to keep the focus on
business, product based planning, customer collaboration, and sprint backlogs.
Sustainability is the concept of meeting or fulfilling the current needs keeping in mind
the future requirements.
Sustainable IT management with IT systems include eliminating the use of paper-based
approach and adopting the digital assets including energy-efficient systems, software,
etc. in this way, IT systems support and promote environmental sustainability.
M3 Critically evaluate the advantages and disadvantages of specific IT
systems which support a value-added change in an organizational context.
Solution:
Although IT systems have so far improved the businesses and helped the organization
gain larger profits, there are also some of the drawbacks of implementing IT system.
Let’s see the advantages and disadvantage offered by IT systems.

Table 1: Advantages and disadvantages of IT systems
Advantages Disadvantages
IT systems offer seamless
communication which is much faster,
secure, cheaper and reliable. It
communication.
The automation offered by IT systems
has reduced jobs in many fields. Job
security cannot be guaranteed.
Faster sharing of information and
knowledge has improved the pace of
business processes globally and
eliminated the cultural gap.
Since the IT systems are connected to
private networks and internet, they face
threats of data leaks, system hacking,
viruses, and malware.
Improved supply chain management,
information processing, and productivity.
IT systems have the disadvantage of
having the cultural dominance over the
weaker domains.
Better decision making, insights and
value creation than ever before. Business
Intelligence can even predict future
events and find many patterns using the
data.
Cyber-security, confidentiality, availability
is a difficult task and cannot be
guaranteed. Maintain integrity is also
much difficult without the use of
cryptographic protocols in sharing data.
IT systems are cost-effective and largely
efficient.