Information Management and Governance: P&G and XYZ Company Report

This report examines information management, focusing on the role of senior leadership in information governance, using Procter & Gamble (P&G) as a case study. It explores P&G's strategies, including the establishment of Global Business Units (GBUs) and the adoption of Information and Decision Solutions (IDS) for better data handling and decision-making. The report then critically analyzes XYZ Company, a financial services provider, assessing its use of cloud services and social media, along with the impacts of its information systems and technology. It identifies potential improvements, such as enhancing network integration, implementing cloud data centers, and utilizing Business Intelligence tools. The report also emphasizes the importance of security in information management, especially for financial data, and discusses potential security threats and technical controls. The report highlights the need for robust security measures to protect sensitive information and maintain customer trust.

Information Management
OCTOBER 20, 2017

Information Management
Table of Contents
Procter and Gamble – Role of Senior Leadership in Information Governance......................................2
Critical Analysis of the Organization on the Use of Is & IT..................................................................3
Organization Overview......................................................................................................................3
Use of Cloud Services in the Organization........................................................................................3
Use of Social Media in the Organization...........................................................................................3
Impacts on the Organization..............................................................................................................4
Possible Improvements..........................................................................................................................4
Importance of Security in Information Management.............................................................................5
References.............................................................................................................................................7
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Information Management
Abstract
Information is one of the most critical assets for any organization. There are several processes that are
carried out by the organizations for efficient management of information. There are also resources that
are assigned for the information management. Senior leadership is required to carry out the roles and
responsibilities for the management of information. The report covers the role of senior leadership in
information governance. An organization has been selected to critically analyze the role of
information systems and information technology in the organization along with the impact of the
same. The possible improvements that can be carried out along with the role of security in general and
specific to the organization has also been covered in the report.
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Information Management
Procter and Gamble – Role of Senior Leadership in Information
Governance
Information is one of the most important and critical assets of any organization. The same holds true
for Proctor and Gamble (P&G) as well.
Information governance is a set of disciplines that include numerous processes, methods and
procedures for the efficient management and organization of information in a secure manner such that
the organizational goals and standards are met. There are various resources that are assigned and play
a significant role in the management and governance of information. Senior leadership has a great role
to play in this regard. (Ico, 2014)
P&G is a company that was started in the year 1859 and has now spread to over 180 countries. There
are a huge number of data sets that the company is required to manage and organize. There were
many steps that were taken by the senior leadership at P&G so that the efficient information
governance could take place. Global Business Units (GBUs) were set up that included the major
product categories associated with the company as beauty, health care and likewise. Market
Development Organizations (MDOs) were also set up by the senior management and leadership to
gain local competitive edge. Global Business Services (GBSs) and corporate functions were also
carried out for efficient governance so that over 129,000 employees could be assigned to these four
verticals and it could become easier to manage the employees (Wolverhampton, 2017).
Passerini, was given the charge of GBS in 2003 who transformed the IT capabilities that were
associated with the organization. Information and Decision Solutions (IDS) were adapted for better
information handling, information organization, analytics and decision making. Bob McDonald
became the president and CEO of P&G in 2009 and emphasized on the enhancement of information
technology and related capabilities.
Analytics was launched as organized services using better data and technological capabilities through
the contribution of senior leaders.
Senior leadership, therefore, plays an extremely significant part in the information governance and
organization. There are several tasks and activities that are carried out by the senior leaders in terms
of monitoring, evaluation and control. There are processes, such as, reviews, walkthroughs and
inspections that are executed so that the areas of improvement in terms of information governance can
be highlighted and the necessary changes can be made.
Also, the senior leadership is always aware of the set of operations that are carried out by the
organization along with their purpose and utility. The clarity on the business goals to achieve along
with authority to manage the resources is available to the senior leadership only as is in the case of
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Information Management
P&G. The senior leadership must remain actively involved in the several governance tasks and
activities that are carried out (Arma, 2011).
P&G could gain benefits out of the transformations that it did to its information technology processes
and structure. This was because of the involvement and the skills of the senior leadership along with
the enhanced decision making activities that were involved in the same.
Critical Analysis of the Organization on the Use of Is & IT
Organization Overview
XYZ is an organization that provides financial services and solutions to the clients. The company is
based out of Australia and has four different units across the country. There are over 250 employees
that are engaged with the organization.
A number of information systems and technologies have been adopted by XYZ Company for the
management of the business tasks and operations along with the information sets.
Use of Cloud Services in the Organization
Cloud computing is a type of computing that makes use of networks for the execution of business
process and for the storage, management and retrieval of information.
XYZ Company makes use of cloud services and activities in terms of cloud database, digital
marketing, and cloud based finance management systems along with resource tracking and
communication. There are a lot many files and data sets that are transmitted and shared with other
resources using cloud (Iyoob, 2015).
These cloud delivery model that is followed in the organization is cloud Platform as a Service (PaaS).
The cloud deployment model used and adapted by the organization is the hybrid cloud model.
Use of Social Media in the Organization
Social media has become an integral parts of the organizations in the current times. There is social
media presence that is ensured by every organization and there is a specific department that has been
set up for the social media management (Modeus, 2013).
This policy and set of practices are also followed by XYZ Company. The company makes use of
social media platforms for information sharing, customer relationship management, marketing and
advertising purposes.
The social media accounts set up by the organization are managed by the social media managers and
advertisers. These accounts are used for posting the details of the financial services being provided by
the company along with providing the details of the new services and offers (Cvijikj, 2011). The
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customers are informed about the recent developments being done in the organization so that the
customer engagement and relationship improves.
These platforms are also used for the resolution of customer queries and complaints along with
incident recording and reporting.
Impacts on the Organization
There are information systems and information technology being used in the organization in other
areas as well.
The use and adoption of these IS & IT elements have laid positive impacts on the organization as the
information sharing and communication capabilities have improved for the employees along with the
stakeholders. The employees are connected to each other in a better manner leading to enhancement
in their levels of efficiency and productivity. The decision making processes have also improved as a
result, since, the information required by the management and leadership is readily available. There
are automated Decision Support Systems (DSS) and Management Information Systems (MIS) that are
used for the purpose (Esmt, 2016). These systems ensure that the decisions that are taken by the
managers and business leaders are in accordance with the entire information sets that are associated
with the organization.
Possible Improvements
Technology is improving and advancing itself since every passing day. There are many latest
enhancements that are being done in the area of technology. XYZ Company can also adapt and
include these changes in its architecture and infrastructure.
The company is located in four different locations and each of these locations has a set of staff
members that are engaged in the office location that is set up. There are networking and cloud
computing facilities that are set up for every location. However, integration and information sharing is
one of the issue that is being witnessed that often leads to inefficient communication and information
sharing.
The organization must work on the capabilities to improve the network integration and the resource
sharing abilities. These can be done by enhancing the network management system and integration
capabilities. There must be a cloud data centre that shall be set up in the first place. The use of Virtual
private Networks (VPNs) shall also be done so that the cloud services are utilized in a better manner.
There are newer cloud databases that have been released in the market. Many of the NoSQL databases
are also cloud based databases that offer enhanced information storage and management capabilities.
These databases also support Big Data tools and technologies. MongoDB is one such cloud database
that shall be used (He, 2014).
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Information Management
The organization must also include Business Intelligence tools and information systems capable of
these tools. In terms of financial services and solutions that are provided by the organization to its
clients, there are a lot many data and information sets that are involved. These information sets can be
better analysed using the Business Intelligence tools under the category of data analytics tools. The
tool will provide the results on the financial services that must be designed, specifications that must
be included, customer preferences and choices, market trends and patterns and likewise. The end
result along with customer satisfaction level that will come out as a result will be improved.
Security is one of the aspects that needs to be enhanced for the organization. There are a number of
cloud services, social media integration, information systems and technologies that are being used and
applied in the organization. These capabilities and technologies offer numerous benefits; however,
there are also a number of security risks and threats that have emerged as a result. There can be
various security attacks that may take place on the data and information sets present in the
organization’s database, networks and systems (Utica, 2014). These attacks may have an adverse
implication on the information properties, such as, confidentiality, availability and integrity of the
information. There may be attacks, like, denial of services and distributed denial of service, malware
attacks, phishing attacks, man in the middle and eavesdropping attacks, information breaches and
leakage along with SQL injection and insider threats that may take place. There are a number of
technical security controls that have been developed that shall be analysed and applied in the
organization for improved information security (Msb, 2015).
Importance of Security in Information Management
Security is one of the most important aspects of information management that needs to be developed
and maintained. This is because of the reason that there are various information sets that are
associated with an organization. These information sets comprise of information that may belong to
different categories, such as, sensitive, critical, private, public, internal etc.
The occurrence of security risks and attacks may impact the properties of information, such as,
confidentiality, privacy, integrity and availability in an adverse manner. There are also additional
implications that may result out from these occurrences in terms of reduced customer trust and
engagement with the organization, negative brand image in the market, reduced revenues and profits
earned along with legal obligations and punishments as well (Kissel, 2013).
In case of XYZ Company, security is one of the aspects that needs to be enhanced for the
organization. This is because of the critical and sensitive nature of financial data sets that are
associated with the company. These data sets cannot be exposed to the unauthorized entities as the
misuse of the same can lead to legal attacks and risks. There are a number of cloud services, social
media integration, information systems and technologies that are being used and applied in the
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organization. These capabilities and technologies offer numerous benefits; however, there are also a
number of security risks and threats that have emerged as a result. There can be various security
attacks that may take place on the data and information sets present in the organization’s database,
networks and systems. These attacks may have an adverse implication on the information properties,
such as, confidentiality, availability and integrity of the information. There may be attacks, like,
denial of services and distributed denial of service, malware attacks, phishing attacks, man in the
middle and eavesdropping attacks, information breaches and leakage along with SQL injection and
insider threats that may take place. There are a number of technical security controls that have been
developed that shall be analysed and applied in the organization for improved information security
(Geant, 2010).
The security controls that shall be applied in the organization must include the installation of network
based intrusion detection and prevention systems for protecting cloud data and information sets. There
shall also be automated network scanners and monitors that shall be set up along with firewalls, proxy
servers, and anti-denial and anti-malware tools for enhancement of network security. The social media
content shall also be developed in such a manner that the necessary and relevant information is
imparted to the public along with the protection of private and sensitive details. This would prevent
the risk of attacks by the competitors to gain a competitive edge in the market. Many of the technical
tools have been developed to analyse the attacking patterns being used by the attackers. These tools
shall also be integrated so that the type and nature of the attack can be detected and corresponding
security measures can be developed. These countermeasures will lead to the attack detection, control
and prevention.
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References
Arma (2011). Senior Leadership Imperative to Information Governance Success. [online] Arma.org.
Available at: http://www.arma.org/r1/news/newswire/2011/07/27/senior-leadership-imperative-to-
information-governance-success [Accessed 20 Oct. 2017].
Cvijikj, I. (2011). Social Media Integration into the GS1 Framework. [online] Available at:
http://cocoa.ethz.ch/downloads/2013/05/1230_AUTOIDLAB-WP-BIZAPP-058.pdf [Accessed 20
Oct. 2017].
Esmt (2016). The Evolving Role of Information Systems and Technology in Organizations: A
Strategic Perspective. [online] Available at: https://www.esmt.org/sites/default/files/peppard-c01.pdf
[Accessed 20 Oct. 2017].
Geant (2010). Information Security Policy. [online] Available at:
https://services.geant.net/sites/cbp/Knowledge_Base/Security/Documents/gn3-na3-t4-ufs126.pdf
[Accessed 20 Oct. 2017].
He, X. (2014). Business Intelligence and Big Data Analytics: An Overview. [online] Available at:
https://core.ac.uk/download/pdf/55334437.pdf [Accessed 20 Oct. 2017].
Ico (2014). Information governance strategy 2014-16. [online] Available at:
https://ico.org.uk/media/about-the-ico/policies-and-procedures/1043029/information-governance-
strategy-2014-2016.pdf [Accessed 20 Oct. 2017].
Iyoob, I. (2015). Cloud Computing Operations Research. [online] Available at:
http://www.columbia.edu/~ad3217/publications/cloudOR.pdf [Accessed 20 Oct. 2017].
Kissel, R. (2013). Glossary of Key Information Security Terms. [online] Available at:
http://nvlpubs.nist.gov/nistpubs/ir/2013/NIST.IR.7298r2.pdf [Accessed 20 Oct. 2017].
Modeus, G. (2013). Social media - Integrate it and perform better?. [online] Available at:
https://www.diva-portal.org/smash/get/diva2:632477/FULLTEXT01.pdf [Accessed 20 Oct. 2017].
Msb (2015). Strategy for information security in Sweden 2010 – 2015. [online] Available at:
https://www.msb.se/RibData/Filer/pdf/25940.PDF [Accessed 20 Oct. 2017].
Utica (2014). The Need for Security. [online] Available at:
https://www.utica.edu/faculty_staff/qma/needforsecurity.pdf [Accessed 20 Oct. 2017].
Wolverhampton (2017). Information Governance Board – Definitions, Roles and Responsibilities.
[online] Available at: https://wolverhampton.moderngov.co.uk/documents/s4114/Appendix%20B
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%20-%20Information%20Governance%20Board%20Definitions%20Roles%20and
%20Responsabilities.pdf [Accessed 20 Oct. 2017].
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