Strategic Information System Report for Stanton Library Business

This report provides a comprehensive analysis of a strategic information system (SIS) implementation for Stanton Library. It begins by outlining the current business process of a typical library and identifies the need for an Enterprise Resource Planning (ERP) system to improve efficiency and competitiveness. The report details the business requirements of Stanton Library, including corporate accounting, human resource management, inventory management, and customer service. It then outlines the system requirements for ERP implementation, such as configuration, supportability, user interface, and training. The report emphasizes the importance of selecting the right software and vendor, offering guidance on evaluating internal and external attributes, fixing existing issues, and involving employees in the decision-making process. The report concludes by highlighting potential risks associated with ERP implementation and suggesting mitigation strategies. The report uses examples and references to support its findings, providing a practical guide for libraries considering ERP adoption.

RUNNING HEAD: Strategic Information System
Strategic Information System

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Contents
Introduction.................................................................................................................................................1
Business Process..........................................................................................................................................1
Business requirements................................................................................................................................2
System Requirements..................................................................................................................................3
Software and Vendor selection...................................................................................................................4
Ways in which companies can use ERP to improve business efficiency......................................................5
Level of efficiency of technology implementation.......................................................................................6
Potential Risks.............................................................................................................................................6
Mitigations for Risks....................................................................................................................................7
Conclusion...................................................................................................................................................8
References...................................................................................................................................................9

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Introduction
Enterprise Resource Planning is software used by the business that combines different functions
of the business process and place it collectively under one head. The ERP software centralizes all
the activities of the business and helps the company in attaining efficiency by using innovative
technologies. This process has now day become the need of the businesses to attain competence
in the market. The software is used in all parts of the business to collect information, store data,
create backup, issue notice, check details etc. (Asemi, and Jazi 2010).
The below mentioned report provides information software used in the business of library. It
explains the need of the Stanton Library business to make use of ERP system. Further, the
reports explain the business requirements, software requirements, selection of appropriate
software and vendor according to the needs and requirements of the business. It also explains the
ways in which the company uses ERP system and benefits received with the use of this process
in Stanton Library. Lastly, it explains risks associated with the use of this process and mitigation
measures. More details about the report are discussed below:
Business Process
The business procedure of an ordinary library is a single line business which includes manual
accounting of stock kept with the business, at that point beliefs are made, identified with the
capacity of stock and after that toward the end the realities challenges the assumptions made by
the administration. As of now in the library business the business procedure which is utilized is a
standard strategy for recording, gathering and upkeep of information (Dixit, and Prakash 2011).

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Source: (By Author)
Further, the above chart demonstrates the standard model of management which is utilized as a
part of the library. In this business process case, there are a couple of disadvantages to this
approach which obstructs the development of the library organization in the worldwide market.
The model is the standard straight plan of action utilized as a part of libraries, in prior
circumstances this model used to win in the vast majority of the business procedure; yet with the
development of market and increment in rivalries, it has turned out to be troublesome for the
organizations to make due with a similar model of administration. In this manner, for a similar
reason, the undertaking asset arranging is required by the administration with the goal that
exercises are started effectively. With the changing condition there are a couple of
determinations which might be available in a business procedure so exercises are started
effectively, along these lines the ERP framework helps an association in making benefits for the
company (Erazo, Arboleda, and Pino 2017).
Business requirements
The enterprise resource planning system as discussed has become the need of the business
process as this process provides the competencies to the company to use their resources in such a
way that they are easily identified by the customers in the target market. The Stanton Library that
Building of
assumptions on the
basis of secondary
data
Assumptions to be
considered as
‘statements’ of the
organization
Statements shall not
be altered within
the course of
activity
Productivity is
compared to the
planned
assumptions
Approach becomes
company-centric Plan becomes fixed

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is placed in Australia in named among some big libraries placed worldwide, so the company
requires the ERP system to function their activities properly. The ERP system will help the
organization in its corporate accounting process, human resource management activities, supply
chain management, managerial accounting etc. The library Stanton initiates its activities on large
scale to due to which the company faces difficulty in acquiring the information about the
inventory of the company through standard business process used by the company (Ha, and Ahn
2014). Thus, the company requires a good ERP system in successfully implement the following
functions in the organization:
 Corporate accounting: The ERP system is required by the company to manage the
accounting system of the organization and centralize in under one head. The system used
by the company for accounting was good but it was on efficient. The managers were
unable to gain adequate information from the past records. They faced difficulty in
gaining information from the past records due to which they decision making process was
also hampered. Thus, the introduction of ERP in the organization will help to waste less
time on recording all the information manually and search the past records. The software
will also help the company to make the payrolls, account payables etc. on time. Thus, in
order in initiate accurate decision without facing deviations the company requires the
ERP system (Ifinedo et. al., 2010).
 Human resource Management: The human resource is adequately satisfied with the
introduction of ERP system in the organization. The system helps to reduce the tension
and workload of the employees from their work as this system provides a helping hand to
them. The ERP system will increase the job satisfaction of the employees by helping
them to gain information about the job description and the vision and values of the
company. Also, this system adequately initiates the task of performance management as
well. Resulting to which, the top level management get to know the efficiency of the
employees and they reward them accordingly. Thus, with the help of this process, the
company gains the advantage to retain the employees easily in the organization (Kilic,
Zaim, and Delen 2014).

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Source: (http://brihaspati.nmeict.in/EdRP-Portal/libms.php )
 Inventory Management: Inventory management is the most difficult task for any
organization initiating their business in the library industry. The company acquires loads
and loads of books and magazines with them which make it difficult for them to record
all the information related to in manually. Thus, the company requires the inventory
management process to accurately count the exact number of stock available with them.
This aspect will also help the company in managing calculate the number of books
obsoleted. With the help of this process the major workload of employees will also
reduce (Lee, Tang, and Sugumaran 2014).
 Customer Service Management: The front line employees of the company receive many
queries related to the books for which they do not have any information. But with the use
of this process, the employees can easily address the queries of the clients and solve them
effectively. This will subsequently increase the satisfaction level of customers present in
the market. With the help of the software, the employee can easily get to know the
availability of book with the organization that the customer requires. This will increase
the efficiency of service provided by the company that will help them to attain
competitive advantage in the target market (Onut, and Efendigil 2010).

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Thus, in order to fulfill all their requirements, the Stanton Library requires the ERP system in
their business.
System Requirements
In order to effectively install ERP system in the business, the company requires initiating some
changes in their business process. So, the ERP system requirement in Stanton Library is
discussed below:
 Configuration requirement: In order effectively initiate the new ERP system in the
business, the library requires to configure changes in the system used by the organization.
The desktop based software requires adequate RAM to as to install efficiently and work
without facing hindrance in the system. Further, the company needs to change according
to the configuration requirements of the software (Ram, Wu, and Tagg 2014).
 Supportability requirement: Many times the ERP software introduced in the organization
requires specialized tools and support so as to actively manage the activities of
installation in the organization. In case of customization of the software, the management
needs to ensure that they acquire the adequate resources that can properly support the
functioning of the software installed in the business process.
 User interface requirement: The Company requires managing the input and output
formats and user interactions as well. The system should properly command to the
employees in the organization and the command should be initiated by the employees in
the organization as well. The user interface should support to the activities of the
employees and employees should easily understand it as well (Ruivo, Oliveira, and Neto
2014).
 Training and Document requirement: The enterprise resource planning system is a
change management project that requires the organization to initiate several changes in
the organization so as to properly install and make use of this software in the
organization. So, the company should train the employee to understand the system,
acquire it without resisting and make use of it properly. The company needs to train the
employees to make use of the system in each and every activity. Training and support of
the employees to install this software is the basic requirement of this system as the people

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of the company will help the organization to adopt the system and gain efficiency using it
(Sudhaman, and Thangavel 2015).
Source: (http://www.cloudems.in/blog/consider-erp-education-software-system-for-all-your-
library-management-activities/ )
Thus, the above mentioned are the system requirements of the ERP system. By fulfill these
requirements, the library can easily acquire and use this system in the organization.
Software and Vendor selection
Selection of an adequate software and vendor is the important decision for the organization
because on the basis of that decision only whole functioning of the organization is dependent.
So, it is very crucial for the companies to select right type of software and vendor for the
business. After the acquisition of this system, all the activities of the company are dependent
upon that system only. Thus, before initiating any activity related to the ERP system, the
company needs to look for the internal and external attributes of the company. With the
knowledge of internal information, the company will get to know about aspect for which the
business requires the ERP system (Tarhini, Ammar, and Tarhini 2015). The company should
adequately look for the internal aspects and then evaluate the external capabilities aligning to the
interest of company. With acquisition of this information the company should search for
adequate ERP system that helps them in resolving their issues and using the resources in such a

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way that effectiveness is achieved. Further, it should also be noted that the ERP system requires
high investments, thus failure in this system can affect the company negatively (Al-Mashari, and
Al-Mosheleh 2015). Further, some of the ways with the help of which the company can
effectively select the right type of vendor and software are discussed below:
 Fixing issues: The Company should initially focus on fixing the issues and then
implementing verified software for the business. The ERP system implemented in the
organization will not initiate efficiency until unless the system does not resolve its issues
effectively themselves. The company cannot install a new project resource and ask the
employees to work on it when they are already facing some issue in adjusting with their
already acquired resources. Thus, in order to successfully implement the software the
company should initially fix the existing issues and then install this resource in the
system so that the employees positively welcome the new technology in the business
(Dhar 2018).
 Approval of employees: While selecting the software, the company should not only
evaluate the capabilities of the product but also analyze the capabilities of the employees
to perform the functions effectively. The company should communicate with the
employees and ask them to provide brainstorming ideas according to which they should
select the software. As the employees who will make use of the ERP software and attain
efficiency out of it. So, acquiring software according to their suggestion is very important
for the organization (Ghosh et. al., 2017).
 Conversation, not checklist: checklist is the traditional method used by the organization
to select software for the organization. The checklist process many times do not evaluate
all the aspects connected to the ERP system due to which the company takes wrong
decision in selecting the ERP software for the organization. So, in order to select a
particular software, the company should not checklist the specifications of the software
and purchase it from the business, instead the technical team should hold conversation
with the vendor and ask for the best type of software that will match to the activities of
the organization. The company should explain their business model and requirements to
the vendor and ask them to suggest a suitable ERP system for the business that can
enhance efficiency and eliminate deviations from the organization as well (Kapp,
Latham, and Ford-Latham 2016).

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Source: (https://codecanyon.net/item/library-management-system-lms/14273959 )
Further, these were thee ways that the organization should keep in mind while selecting adequate
software for the business. However, selection of the vendor is also very crucial decision for the
organization as the vendor only ensures the proper installation of the software in the business and
provides after sales services as well (Kim, and Jeong 2017). Further, some of the aspects that the
company should keep in mind while selecting the vendor are discussed below:
 After sale services: The company should choose a vendor that provide them god after
sales services. When an organization switches to efficient ERP system from their
standard business process, they face many difficulties in using it. Thus, the vendor should
provide post sales services to the company every time the company faces issue in
handling the software.
 Easy Contract Terms: The contract created by vendor should adequately provide flexible
working terms to both the parties. Also, the important requirement and fees should be
prior mentioned in the contract (Marian 2017).
 Domain Expertise: The vendor selected by the company should have a true domain name,
the vendor should be authentic and hold identified goodwill in the target market.
Lastly, the company Stanton should make use of the LMS (Library Management System) in their
business that is a type of ERP software. The company should purchase it from the best renowned

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company present in the market. The software is designed specially to meet the needs of the
library business process (Sarno, et. al., 2015).
Ways in which companies can use ERP to improve business efficiency
The three ways with the use of which the library association can completely use the product are
explained below mentioned:
 In front work area: the front line of the library business includes the receptionists and the
businessperson serving the guests. The framework can help the salesman such that that
they don't have to recollect the client who has leased/acquired the book and they don't
have to review what book is kept on which rack. The framework will assist them with
gathering the information about the arrangement of books and it can likewise assist them
with knowing about the clients who have issued the book (Wease et. al., 2018).
 In back office administration: in back office administration, the framework can help the
association such a path, to the point that the primary motivation behind the company will
get fulfilled itself. Like, the stock administration framework will get more productive, the
representative need not to physically note down the points of interest of capacity of
goods; everything will be remained careful in the product as it were. This procedure will

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start proficiency and exactness also. It will likewise give update in regards to the
decreasing in stock (Yeh, and Xu 2013).
 Making security for the library: security is one of the significant parts of the library
business. With the procedure of digitalization of work, it will turn out to be simple for the
representatives to keep the clients in place and take care of the stock. The organization
would know the exact details of the employees and the company like login time, logout
time, and the name of the book which they were perusing and so on. This will start
security of items and decrease the danger of theft too (Ptak, and Schragenheim, 2016).
Source: (By Author)
Level of efficiency of technology implementation
The level of efficiency of the library can be increased with the use of ERP system in the
business. It should be noted that before using the ERP system in the business, the library used to

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perform all the work manually. They used to record the transactions in their books of accounts
that which was an inefficient system of corporate accounting. Thus, with the introduction of this
process, the company started recording data on the cloud based software that eliminated the
workload of the employees and helped them focus on other important aspects as well. The
functions of the company became diversified due to which they started using innovation and
technology in every business activity. Lastly, with the use of ERP system in the business, the
company gained the efficiency to serve to the employees and the customers in a better way and
satisfy them accordingly (Nwankpa, and Roumani 2015).
Potential Risks
Alongside different advantages got to the organization with the use of ERP system execution in
the business, they obtain numerous dangers for the process as well. As the ERP system complex
process, which if not utilized productively can affect the development of the company, thus it
should be utilized in appropriate ways so certain outcomes are accomplished for the library
(Kulkarni, et. al., 2015). A portion of the dangers got to an association with the utilization of
ERP system is talked about in the below mentioned passage:
 Use of inappropriate software: all ERP software has their diverse capability and
particulars. Some are client driven, other are product and so forth. In this manner the
organization might first sufficiently care for their procedure necessity with the goal that
they can additionally choose the product which can help them in starting business action.
On the off chance that the application which is obtained isn't altogether tried and
attempted in the process then it can unfavorably influence the working of the business.
So, if it is concluded that the software isn't right for the business process then the entire
framework can get influenced in a negative manner for the product and the library can
face issues (Rajan, and Baral 2015).
 Customization: when the software is bought then it has been tried to work in particular
scenarios to outshine their capabilities while working with the association, yet when the
company starts to customize the software according to their requirements , at that point
the adjustment the software might show positive results or act offensively on the
business process of library. Customization of software as indicated by the necessity of the

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organization can commonly create issue for the company because the vendors do not own
up to the changes made by the company. As the standard software is prepared by vendor
which their commitment however they do not hold the risk to give a certification of the
changes in programming as well (Chang, et. al., 2008).
 No accurate vision: it should be noticed that for an organization it is difficult to keep up
their position in the market without the execution of software simultaneously in their
business. Be that as it may, usage of the ERP because all organizations getting the
significance in the market offer to attain software in their business is not a valid reason to
use the product. The main objective to execute the ERP in the company should accurate
and distinguished; going together in the group isn't the best approach to attain the market
productivity.
 Threat of price sensitive information: when the software is used to store the information
about the business, at that point huge information and documents are exchanged by the
company and the internal information is accordingly stored and exchanged. Giving the
internal information of the association to other association puts the organization at a
danger of theft. Many hackers present in the market may hack the system of the company
and attain information from it (Miranda, et. al., 2016).
Mitigations for Risks
Apart from advantages, the library is prone to various risks with the use of this ERP software in
their business. So, below mentioned are some of the ways with which the company can easily
overcome the problems caused with the implementation of ERP system in the business.
 Before selecting adequate software for the business the company should look after at the
internal process that can help them to find out the best software for them. The company
should initially understand the requirements of their business and the need of ERP
implementation in the business. The library should also identify the risks associated with
the use of ERP and the way in which they can resolve it. Then only they should select
adequate software, in this way the company can easily mitigate the threat of choosing
wrong type of software for their business (Nwankpa 2015).

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 Further, the company should regularly check the software and find out if there is any
deviation present in it. The company should make sure that all the employees have
adequate knowledge about the system, its use and its importance to the company. Then
only their can initiate proper functioning of the process. The management should
implement a plan on the basis of which all the employees should welcome and implement
the software in the business.
 Further, the company should aim for customization only when the employees have good
knowledge about the process and they are sure about the innovation that they are going to
use will help them to grow. As the vendor do not take responsibility of the customized
software so the company should not take the risk of customization unless until they are
unanimously sure about it.
Conclusion
Thus, in the limelight of above mentioned events, it should be noted that ERP is most important
requirements of the businesses nowadays. Use of this process provides efficiency to the business
in handling the activities of management. The ERP software combines yet decentralizes the
activities of the business to drive benefits for the organization. Further, the report adequately
explained the requirements in the Stanton library to make use of this ERP software. The
organization used to face issues in managing bulk of stock present with them, but with the use of
this process they can easily gain information about the accurate data of stock available with
them. Further, the report also explained that the enterprise resource planning software also give
rise to many threats for the company that can be overcome by using above mentioned
mitigations. Lastly, it should be noted that the use of this type of software will provide a helping
hand to functions and activities of library in the external market.

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