Evaluating IT System Solutions for Prosyn and Vinci Constructions

This report provides a detailed analysis of the IT systems used by Prosyn Limited, an IT consultancy, in advising Vinci Constructions, a construction company. The report explores the various functions of IT systems within an organization, including planning, security, networking, and data management. It examines how IT systems contribute to achieving organizational objectives, particularly in the context of Vinci Constructions. Furthermore, the report analyzes how IT systems store and process data for knowledge management, customer relationship management, data management, and communication management. It also evaluates how IT systems support value-added changes to improve business operations, performance, and sustainability. Finally, the report recommends practical IT system solutions for organizational scenarios, addressing a range of business problems experienced in the workplace, such as the implementation of cloud technology. The report emphasizes the importance of effective IT solutions for enhancing communication, data management, and overall business efficiency.

BUSINESS
INFORMATION
TECNOLOGY
SYSTEM

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Analyse the use of IT system with different functions of an organisation.......................3
1.2 Explain how IT system contributes to the achievement of objectives in a specific
organisational context.............................................................................................................4
TASK 2............................................................................................................................................5
Analyse the different ways IT system store and process data for knowledge management,
customer relationship management, data management and communication management....5
TASK 3............................................................................................................................................6
Evaluate how IT systems can be used to support value added change for improving business
operations, Performance and sustainability............................................................................6
TASK 4............................................................................................................................................7
Recommend practical IT system solutions for organisational scenarios that cover a range of
business problems experiences in workplace.........................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9
.......................................................................................................................................................10

INTRODUCTION
An information system can be described as a software which helps the organisation to
manage and analyse data in a better effective manner. It is a system which is consist of divisions
of science of individuals and computers which deals in interpreting the required data and
information. The IT division of a company is responsible for planning, regulating and operating
the IT infrastructure. Addition to this, IT is considered as a branch of academic study which
deals in gathering adequate information and complementary network which are used by the
organisations. This report will discuss about Prosyn Limited which is a IT consultancy
organisation which is giving the advice to Vinci Constructions which is a concessions and
construction company that deals in building house, apartments, bridges and tunnels (Valacich
and Schneider, 2015). This report will discuss about the use of IT systems in the organisation.
Addition to this, report will also talks about methods through which IT facilitates customer
relationship, data management and other similar concerns in the company.
There are various software of IT system which helps in resolving the issue to company which
will be discussed in the report.
TASK 1
1.1 Analyse the use of IT system with different functions of an organisation.
The information technology division of company plans, operate and regulate the IT
infrastructure of organisation. Addition to this, it facilitates the employees of company to execute
their roles and responsibilities more efficiently. However, there are few basic technical
requirement which helps in achieving the security concerns of data and other elements of
company. There are various methods that reflects how IT system helps in different functions of
organisation. These are discussed below:
Planning- The IT manager of respective division is responsible for planning various
strategies which helps in achieving the goals and objectives of the company. In order to achieve
these objectives, the IT division customize certain software and and other systems to meet the
requirement of organisation operations. Addition to this, IT system also helps in providing better
services to the customers of company helping them in purchasing, exploring and consuming
other services of company (Eason, 2014). Thus, it is the responsibility of IT division to plan an
user friendly software and other customer IT facilities. Apart from this, IT division also helps in

managing functions such as outsourcing management and renting additional IT capacity from
external sources. For example Microsoft project, Planner, Smartsheet, etc.
Security- The safety and security of information and other data of the company is one of
the most important factor for any company. Thus, IT system helps in securing the data and
information of company by practising security connections which helps in linking different
divisions and function of business operations (Oztaysi, 2014.). The IT division has implemented
stringent security policy which helps in minimising the risk of company. Due to this, the
employees of company face a complex IT environment because of mobile networking which
facilitates them to operate on their personal or company mobile phones. Some of the software are
AVG Antivirus, Norton Antivirus, Avast antivirus, etc.
Networking- The IT system helps in developing a network which promotes effective
communication and collaboration through an adequate tool which helps in flow of
communication among the internal management as well as the external world. Addition to this,
IT system can help in replacing legacy telephones with update IP based systems which helps in
managing the data and information for long run. Also, it provides a platform which assist in
deploying advanced communication modes. The IT system such as Uptime, Cisco IOS, etc. also
helps in managing other factors of company such as supply chain management, customers and
other stakeholders of the organisation.
Data management- The data of operations of company, employees and other aspects are
managed by the IT system of company. Furthermore, there are other data as well which are
maintained by the help of effective IT system in a company. These are sales data, customer
records, past transactions of company, and so on. Which are managed through a single data
centre (Thomas and Baskerville, 2015). The IT system also helps in managing current
transactions of the company which provides a clear view to all the employees of company and
helps in achieving the goals and objective of organisation in more effective manner. Few
sosftwares are SAS, Microsoft Azure, Microsoft Access, etc.
1.2 Explain how IT system contributes to the achievement of objectives in a specific
organisational context.
IT system has became an essential part in business of all scales as it helps in managing
business in the international market and helps in upholding the business for long run. An
effective IT system management will help Vinci construction company in attaining accuracy in

their transactions. Addition to this, IT systems will help in completion of the work in given time
period which will boost up the image of respective organisation. There are various software and
IT system which fulfill the need of organisation depending upon the industry company works in.
As Vinci is a construction company. Thus, it requires various technical drawing and details of
the respective projects. Hence, in order to assist the company, IT division needs to provide
efficient software and systems which can ease out the sharing of project informations and helps
in managing heavy files. Addition to this, IT systems also assist the management of VINCI by
providing certain software or a solo portal which can assist in managing data for all the
departments of company such as finance, HR, marketing, etc.
Thus, by facilitating such IT system modes, there will be better communication and
clarity among employees of company which will help in attaining the goals and objectives of the
company (Larsson and et. al., 2014). Also, it will help in attaining better flow of information
among different departments which will ease out the operations of Vinci and help in minimising
the wastage of time that has been caused due to copying data.
TASK 2
Analyse the different ways IT system store and process data for knowledge management,
customer relationship management, data management and communication management.
There are various methods through which Prosyn Limited helps Vinci Construction for
customer relationship management, data management, knowledge management and
communications. These are mentioned below:
Knowledge Management- It is a system which helps in storing and retrieving
knowledge, locating the sources, captures and uses knowledge, etc. Hence, Knowledge
management tool helps in capturing unstructured ideas and thoughts. Addition to this, IT systems
can facilitate virtual conferencing which helps in managing close contact of the individuals from
different part of the world such as ezTalks Meetings, MegaMeeting, etc. These activities are
practised in the part of the world. Thus, IT systems helps in collecting data through various
means such as internet, documents, individuals and other resources. Thus, IT system helps in
storing data and information of knowledge management which helps in appropriate decision
making of the respective company.

Customer Relation management- It is a tool which helps in managing and analysing
data of the customers with the help of customer life cycle. Information system has played a
major role in enhancing the customer relation management of Vinci Constructions (Chase,
2016). Thus, Prosyn Limited has helped in maintaining the customer relation through
information system such as telecommunication, official website, etc. which helps in
communicating with the customers in a more effective manner. Apart from this, IT management
has also facilitated customer relationship through social media, feedback applications, and other
factors which are most demanded in today's market. This reflects the influence of IT system on
customer relation management.
Data management- The traditional method of data management in old time use to be
written documents and other traditional means. However, through effective IT system
management such as SAS and Microsoft Access, Vinci limited is able to manage data and
information more effectively through various software and other options which helps in
managing the data for long run (Oinas-Kukkonen and Harjumaa, 2018). Addition to this, IT
system also helps in quick searching for the respective data which helps in lowering down the
time of work frame and helps in achieving the goals and objectives of the company in more
effective manner.
Communication management- It can be defined as systematic planning, executing,
monitoring and revising all the channels of communication in order to assure smooth and
effective communication in an organisation. Prosyn Limited has helped in developing IT system
for Vinci which helps in managing effective communication management. With the help of
certain communication tools such as internal software, solo portals, etc. The respective
organisation can assure an effective communication management.
TASK 3
Evaluate how IT systems can be used to support value added change for improving business
operations, Performance and sustainability.
IT system can help in improving the productivity and assist various other operations of
Vinci Constructions which results in smooth running of operations. Thus, Vinci construction
should practise effective tools and methods which can assist in providing value added changes

for improving the operations of business, business performance and sustainability. These are
further discussed below:
Monitoring business performance- IT systems helps in monitoring the performance of
the employees as their daily work and responsibilities are recorded in the IT systems. Thus, by
analysing the respective data, managers of Vinci can help the employees to improve their work
performance by plotting certain strategies (Black, Danielson and Zito, 2016). Addition to this, IT
system also helps in monitoring the performance of whole company which helps in altering long
term strategies and improves the productivity of employees. Some of the examples are Zoho
People, HRMantra, Farsight HCM Engine, etc.
Effective communication- With the help of effective IT solutions, Vinci constructions
can enhance their communication among the employees through different alternatives such as
cloud computing, internal communication portal software, etc. This facilitates a smooth
communication among company and helps in achieving affective work environment for the
employees. Additionally, it helps in motivating the employees to work up to their maximum
potential which helps in achieving goals of the organisation.
Compacting Data- IT system also helps in lowering down the impact of the company on
the environment as it reduce the amount of usage of materials like papers, etc. This helps in
increasing the sustainability of respective company and also helps in building a positive
reputation in the market such as File system compression, Storage array compression, Data
deduplication, etc.
TASK 4
Recommend practical IT system solutions for organisational scenarios that cover a range of
business problems experiences in workplace.
In an organisation information technology play a most important role in order to
managing information and data in a systematic way. Through this, Vinci construction can
manage their information in effective manner for the easy access at different places. In this
process different IT system working as a solution in the firm as -
Cloud technology
This is a most effective IT solution approach that assist in storing long data and
information at different clouds. Through this, Vinci construction can easily access information

related to different content at anywhere (Black, Danielson and Zito, 2016). These kind of
software determines easy associability of data for a long run duration. Vinci construction can get
these type of solution for gathering information related to construction formulas, construction
informations and so on. It has some benefits that, employees of the firm can access these data
easily at anywhere for easy uses.
Artificial intelligence
It is the simulation of human intelligence processes by machines especially computer
systems. Use of artificial intelligence in Vinci construction utilises massive amount of data to
identify patterns and help in deep learning. Data is the core of artificial intelligence as with data
collected at various cycles of construction projects in firms is very helpful. It enables designers
to collaborate with computers to make complex designs quickly and provide solutions to
different design goals and criteria. Photos and videos from the job site are analysed for safety
hazards such as workers not wearing appropriate safety protocol. Project managers at respective
company utilises drones and sensors to monitor job site activity. It helps to track progression in
real time against original plans. AI and machine learning applications will get the job done on
time and on budget. These offers exceptional benefits to construction business.
Internal Software
Construction industry such as Vinci Construction should make use of internal software in
its business which helps in proper sharing of information within stipulated time. It also avoids
issue in data sharing and maintenance of records (Eason, 2014). This is less expensive for the
company to install over enterprise software and it becomes easy for respective company to adapt
to changing situations driven by specific business needs and allow the company to gain
competitive advantage. With internal software company's information remain in company itself
and avoids risk of loosing of information.
CONCLUSION
From the above report, it can be concluded that IT systems are one of the essential
elements for all the companies in today's era. Additionally, it helps the organisation to analyse
and manage data and information of the company. IT systems are very important of the company
as it assist in securing data, improving productivity and enhancing the sustainability of
respective firm. It can also be analysed that effective IT system management helps in achieving
the goals and objectives of company by playing an active role in all the divisions of company.

There are various ways through which IT system stores data of company in respect to knowledge
management, customer relation management, etc. However, there are various factors which
states the impact of IT system on the sustainability and performance of the organisation.
Addition to this, it can be examined that by using internal software, cloud computing and other
similar modes, the construction company can overcome the problem of managing data.

REFERENCES
Books and Journals
Valacich, J. and Schneider, C., 2015. Information Systems Today: Managing in a Digital World
Plus MyMISLab with Pearson eText--Access Card Package. Prentice Hall Press.
Eason, K. D., 2014. Information technology and organisational change. CRC Press.
Oztaysi, B., 2014. A decision model for information technology selection using AHP integrated
TOPSIS-Grey: The case of content management systems.Knowledge-Based
Systems. 70. pp.44-54.
Lee, A. S., Thomas, M. and Baskerville, R. L., 2015. Going back to basics in design science:
from the information technology artifact to the information systems
artifact. Information Systems Journal. 25(1). pp.5-21.
Larsson, E. G., and et. al., 2014. Massive MIMO for next generation wireless systems. IEEE
communications magazine. 52(2). pp.186-195.
Chase, M. W., 2016. The Journal Of Physical and Chemical Reference Data (No. World Wide
Web-Internet and Web Information Systems).
Oinas-Kukkonen, H. and Harjumaa, M., 2018. Persuasive systems design: key issues, process
model and system features. In Routledge Handbook of Policy Design (pp. 105-
123). Routledge.
Black, A., Danielson, D. J. and Zito, J., CA Technologies Inc, 2016. System and method for
diagnosing information technology systems in multiple virtual parallel universes.
U.S. Patent 9,479,416.
Online
Information Technology (IT), 2018. [Online]. Available
through:<https://searchdatacenter.techtarget.com/definition/IT>.