Strategic Information Systems Analysis: Bell Studio Case Study

This case study analyzes the strategic information systems of Bell Studio, a manufacturing company. The report begins with an executive summary and table of contents, followed by an introduction that outlines the company's centralized accounting system and its key components: the purchase system, cash disbursement system, and payroll system. Data flow diagrams and flowcharts are presented to illustrate the processes within these systems. The study then delves into detailed examinations of each system, including the payroll system's internal control issues such as lengthy auditing processes, time delays in updates, and lack of proper control over data access. The cash disbursement system is scrutinized for issues like missing timesheets and security concerns. The purchase system is discussed, highlighting the need for proper signature verification. Risks associated with each system, including financial reporting problems and payment inaccuracies, are also identified. The report concludes with a summary of the findings and recommendations for improvement.

Running head: STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND
ENTERPRISE
Name of the Student
Name of the University
Author Note

1STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Executive summary
The report aims at describing the main components of bell studio. The report will describe
the dfd structures for main systems within the studio. The main systems are cash
disbursement system, payroll system and purchase system apart from this report also
AIMS at describing the flowchart for cash disbursement system payroll system and
purchase system. After analysing the system it is observed that the main aim of the
system is to process the payments correctly to the main stakeholders. in addition to this
the last part of the report aims at describing the internal control system associated with
each system individually.

2STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Table of Contents
Introduction.....................................................................................................................................................3
Data flow diagram for purchased system and cash disbursement system......................................................4
Data flow diagram for payroll system..............................................................................................................5
Flow chart for purchased system.....................................................................................................................6
Flowchart for cash disbursements system.......................................................................................................8
Flow chart for payroll system...........................................................................................................................9
Payroll system................................................................................................................................................10
Cash disbursements system...........................................................................................................................11
Purchase system............................................................................................................................................11
Risks associated with payroll process............................................................................................................12
Risk associated with purchase system.......................................................................................................12
Risks with cash disbursements system......................................................................................................12
Conclusion.....................................................................................................................................................12
References.....................................................................................................................................................14

3STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Introduction
Bell studio is a organisation that AIMS at manufacturing art supplies. The main
manufacturers of Bell studio are from Australia Japan China and New Zealand.
Organisation has a centralised accounting system that works from different location show
that the needs of the customers can be full filled efficiently. the main systems that are
associated with the centralised accounting system includes purchase system cash
disbursement system and payroll system. Purchase system includes taking all the details
required for maintaining a proper subsidiary. The main component of purchase system is
the purchase clerk who keeps on checking the inventory subsidiary. Disbursement system
works on the documents related to account payable department and checks all the file
required for processing proper amount of cash within the system. The payroll system of
the organisation contains all the records regarding to employees along with working hours.
Working hours gate stored within the time cards for each employee and the payroll system
uses this data for processing the payments towards the employees report will entirely
focus on describing the main components associated with cash disbursement system,
payroll system and purchase system.

4STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Data flow diagram for purchased system and cash disbursement
system

5STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Data flow diagram for payroll system

6STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Flow chart for purchased system

7STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
The flowchart is used for determining the activities associated with the purchased system.
The main focus of using purchased system is processing the reports.

8STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
Flowchart for cash disbursements system

9STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
The flowchart for cash disbursement system is used for understanding the main
components that takes place while processing cash within the system towards the employees.
Each data are explained within the system.
Flow chart for payroll system

10STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
The flowchart is used for describing the activities that is taking place within the
payroll system. The flowchart is used to define the main workings related to the system.
Payroll system
Bell studio payroll system aims at having a system that will be able to address all
the components associated with the system effectively. However it is observed that while
using this system some problems are faced by the control units associated with the payroll
system. The main concern and internal issues that are being addressed with the payroll
system includes the auditing the process. It is important for every system to have an
effective payroll audit system that will be able to address the activities that is taking place
within the system. However the payroll system of Bell studio includes several auditing
process that leads to excessive lengthy process and the process becomes time
consuming. This has a tendency to impact the working of the system. Thus it becomes
essential to calculate properly the systems working effectively. Each department within the
organisation aims at conducting audit that leads to different opinions and a time
consuming process. Each department checks whether the payroll is being calculated
effectively for the employees. Once the calculation is being done then the payments of
every employee gets processed and this data are further verified from higher authorities.
This consumes a lot of time and also the dissatisfaction rate of the employee also
increases as they had to wait for the payment for longer time. This becomes a great
internal weakness for the system of the organisation as employees are the main asset of
every organisation. Thus disappointing any employee will eventually lead to impact the
organisations production. This will lead to low growth of the organisation and will also
cause revenue loss. In addition to this it is observed that the time required to update
details regarding any present employees takes a huge time and they need to ask the
higher authority to make changes.
The employee need to provide proper signed documents otherwise the
organisation wont take any step and similarly this are applicable for every changes
regarding the payment. Every organisation aims to implement ways that will help in
reducing the time. However the time that is associated with the payroll system in Bell
studio organisation is high and needs effective support from employees. In addition to this
it is observed that no proper control os maintained over the payroll processing. There is a
high need to have proper way to manage the system so that only authorised person can
get the access over this documents. However it is observed that these data are accessed
by maximum people and this has the ability to effect the organisation and will entertain
fraudulent entries. Apart from all this the payroll system of Bell studio needs to have a
proper checkin so that it becomes easy to track the errors that are made while preparing
the reports. The types of errors that are faced with the use of payroll system includes the
normal distribution of the system. Sometimes it becomes difficult to run the report in order
to obtain the results. The payroll system needs to be checked effectively from someone in
higher authority so that it becomes easy to point out the errors that are present within the
report.
Beside all these the major concern that is faced with the organisation while
maintaining the payroll system is the issue that is faced with separation of duties. These
becomes important to have proper payroll system divided among the groups. However it is
observed that the organisation has given the same responsibility to different teams that
leads to internal conflicts and errors in the results. Thus it is important to have proper
control over the payroll system that will address all the issues in order to have an effective
control.

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Cash disbursements system
There are several issues faced with the check disbursements system present within
the Bell studio organisation. The issues are basically related to missing proper timesheets,
incorrect pay calculations and improper working time. The system has lacked several
areas they failed to maintain proper time related to each employee worked within the
system. Thus there is an ineffective control over the system that effects the decision
making process. The system lacks in processing all the details regarding the employees
checkin and checkout that eventually leads to effecting the decision making process.
There are several other higher authorities present within the system that are needed to
focus on proper controlling the system. However they lack in making a mutual decision
that eventually leads to impacting the working of the system. This leads to loss within the
organisation. This becomes one of the issues that is faced by the system. On the other
hand one more issue that is faced with the cash disbursements system is the issues
regarding continuous adaptations. There is a high need to have proper control over the
personnel structure present within the organisation. The system faces security issues as
there is no proper control over the people accessing the system. Cash disbursements
system is one of the crucial system that is needed to be maintained effectively by only the
authorised and trust worthy person otherwise it can lead to impact the working of the
organisation. This effects the cash flow within the current system and leads to several
issues faced by the organisation.
The cash disbursements system also needs proper analysis of the hours worked by
the employees so that it becomes effective to maintain proper control over the system.
Cash disbursements will eventually get effected if the employees gets paid more than the
hours they worked. The documents are used as providing support towards the system.
Thus it is important to have proper control over the system. Ineffective procedure will
eventually lead to an unorganised system. This leads to development of difficult situations
that eventually impacts the rights that are provided towards the employees. The system
needs to have an effective procedures so that it can address all the issues faced with the
cash disbursements systems. The continual process leads to low production and also
impacts the revenue of organisation. These impacts all the activities that are taking place
within the system and eventually ends up affecting the business process that takes place
within the system.
Purchase system
Payment system is basically concerned with the payments that are made towards
the employees. Thus this will address the internal weaknesses that are faced with the
check payment system. There is a need to have proper signature updated so that it
becomes easy to recognise the user. The authorised users will only be allowed to access
the bank information. However the Bell studio does not have any such proposition that
tends to hamper the payment system. Payment will only get processed when the
signatures are matched otherwise the transaction will fail. In addition to this it is observed
that the system faces a lot of issue regarding the payment procedures and with
unauthorised users. Sometimes checking of the data becomes impossible that eventually

12STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
end up damaging the system. The system lacks providing proper lock up check for the
cheques that effects the organisation. Once a payment is processed it is important to
ensure that it has been reached to correct employee and so that no data gets hacked in
between the way. The organisation faces weakness while managing the address as
before processing it becomes essentials to check the address effectively so that they can
ensure proper working within the system. The payment are processed once they are being
checked by different sections of employees. This takes huge time to get processed and
that leads to increase in wait time for the employee. Moreover the payment details are
being verified by different users and different branch before being processed. This
eventually leads to an excessive time consuming process and hence it becomes difficult to
process the money within the time. The payment system is also highly concerned with
processing accurate data as based on this data payment gets delivered.
Risks associated with payroll process
The main risks that are associated with the payroll system of Bell studio include the
main financial reporting problems. This includes understanding the payroll processes
effectively so that it can ensure better benefits related to the liabilities. There are also
differences generated within the payroll system that is used for providing payments
towards the employees and between the costs of goods. This further impacts the working
of the organisation. The employee tends to feel offended whenever the time needed to
process the payment increases. The system includes addressing the data from different
employees of different departments. This takes huge time to get reconciled and hence
impacts the employees’ satisfaction level.
Risk associated with purchase system
There are huge risks associated addressed with purchase system that are needed
to be controlled effectively includes increase in response time within the process
performed by bell studio. The response time increases as a result it affects the inspection
process and involves several review process. That leads to affecting the process and
eventually leads to slowing the process related to the purchase system. The development
time also increases and increase in time for developing a particular product will eventually
lead to hampering the performance of the organisation.
Risks with cash disbursements system
The cash disbursements risks include the effects that are generated with the using
of unorganised system. Unorganised system has the ability to affect the working and also
provides unauthorised access toward the people. The right users should be provided with
the access.
Conclusion
The report has described all the main functions associated with the system of bell
studio. The report has described the main components related to cash disbursements
system, payroll system and purchase system. In addition to this the report has also
provided data flow diagram for each system so that it becomes easy to understand the
functionality. The report has described the internal weakness associated with each system

13STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
separately. Thus it can be stated that with the help of this system it will become easy to
understand the tasks that is taking place within the system.

14STRATEGIC INFORMATION SYSTEM FOR BUSINESS AND ENTERPRISE
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