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Table of Contents
2Essay #1: MANAGEMENT
7Means to maximize the potential of new systems and minimize the negative impact of technology
9Minimizing negative impact of the technology
10References
11Essay #2: ORGANIZATIONAL DEVELOPLMENT
13Means for overcoming barriers to the new ways of doing business
16Managing change once the procedures are defined
19References
20Essay #3: INTERNATIONAL BUSINESS
Essay #1: MANAGEMENT
Management has formulated a company-side strategic plan defining specific objectives for the new information systems being introduced. Describe how you would develop the operational basis for meeting these strategic objectives. Discuss both the means to maximize the potential of the new systems and also the means to minimize the negative impact of the technology.
The case scenario is based on developing operational basis for the new information system being introduced in the organization. Before developing operational basis, it seems justifiable defining specific strategic objectives of the new information system. The strategic objectives of the new information system include:
a) Cost leadership:
The information system is fundamentally developed for shifting the cost of doing business or in simple words reducing the costs of business process presently incurring. The cost concerns are highly evolving as a major issue in present scenario creating pressure on profit margins of the organization (Awad and Battah, 2011). Presently, it seems the fundamental concern of every business firm of reducing or controlling costs in some manner for widening the scope of profit margins. This is the reason that several kinds of information systems have introduced in this regard such as e-procurement systems and many more for reducing and controlling a check on overall cost structure of business.
b) Differentiation
This strategic objective is considered as the cornerstone of every information system. The main intention behind developing new information system is to create portfolio of differentiation, or reducing competitors’ differentiation advantages. For examples, information system like enterprise resource planning, management information systems, transaction processing system, etc are introduced for enhancing interaction with stakeholders and better understanding and serving customers.
All these information system is developed for creating information intermediaries and offering value added services as well as improving customers’ reach and satisfaction through advanced technology measures.
After defining strategic specific objectives of new information systems, it is desirable to define and develop operational basis for achieving above defined strategic objectives. It can be understood in a consequential manner as strategic objectives are visionary, conceptual and directional in nature whereas operational plan is quite focused, implementable and measurable. In simple words, strategic objectives are divided or segregated in the form of shorter objectives appearing attainable and implementable to organization personnel (Melville, 2010).
In this sense, it can be said that operational basis is a detailed task defines each and every related aspect affecting successful implementation and functioning of new information system. The main assumption behind defining operational basis is the fact that there are several minute aspects affecting implementation. The adequate arrangements of all these aspects improve the possibility of successfully implementing and getting desired results. In this regard, operational basis of new information system is defined in accordance with underlying aspects.
1) Technical environment requirements:
Under this basis, there is specification of the technical requirements in terms of hardware, software and network requirements required for initiating information requirements. For example, present information system would work on the web environment like Internet Explorer (Kurbel, 2013). Secondly, all office locations would always work on network connections for enabling real-time database updates. It is necessary for office locations to work on smooth network connection and providing real-time database updates.
For quick accessibility of information, a system will also be provided which would be connected via internet on smart phone. In this way, technical requirements are concerned with ensuring providing real-time updates and information to connected office locations. It works on the principle that hardware, software and network would serve purpose in case information is provided and accessed timely.
2) System integration requirements:
This basis of operational plan evaluates the extent to which new information system is aligned or synchronized with other systems. It is necessary for new information system to support other systems which are already in place, and assisting other systems as well. For example, new information system should be able to import and export excel spreadsheets (Kurbel, 2013). The new information system should not be resistant for working on excel spreadsheets; it needs to work easily and conveniently on excel spreadsheets. In the same token, it is also desirable that new information system should read, analyze, write and interpret inventory database for ascertaining level and extent of inventory.
4) Portability requirements:
This basis throws light on the extent to which new information system is comfortable to operate in other environments. It is worth mentioning that information system needs to work in align with other operating systems. The isolated working where information system is not compatible with other operating systems is no longer worthwhile in present scenario. The operating system with which information system needs to work is Windows 7, Linux, etc.
Besides compatibility with operating systems, it is necessary for information system to successfully operate on mobile devices such as iPad. This operational requirement is outlined in present scenario in light of boom in smart phone industry and wide number of users operating the same. The major proportion of population is accessing smart phone thereby necessitating business firms to design and operate information system compatible with mobile devices. In this regard, it is believed that information system not compatible with smart phones would face high level resistance and rejection from users resulting in its failure and loss (Kurbel, 2013).
Portability requirement outlines the fact that technical environment is highly evolving with the passage of time and information system should be able to respond the same. It means presently the information system is running on Windows 7, but there are chances that it needs to run and operate on Windows 8 and Linux in the future period of time. This implies that business environment is full of potential changes which eventually drive technical environment changes and so in the information system. This is the reason that many business firms have optimized their applications in accordance with market and user demand (Kurbel, 2013).
4) Maintainability requirements
As the title dictates, maintainability requirements expect information system to easily adapt and incorporate business changes. This requirement is listed in operational plan as all business requirements and changes can’t be anticipated. There are some changed which are unpredictable therefore can’t be anticipated and incorporated. In that situation, it is required on the part of information system to upgrade and enhance their adaptability for anticipating and incorporating changes adequately.
For example, it is anticipated by a business firm that, for some years, it would be working through only one manufacturing plant. However, it is anticipated that second manufacturing plant would be constructed in the next five years. In light of this, it is expected that information system must be adaptable enough that it should track each plant information requirements individually and upgrading it separately whether for manpower, budgeting, or inventory management. The individual assessment and recording of each manufacturing plant information help in retrieving fast and promptly (Awad and Battah, 2011).
The information system designed today should be able to anticipate and incorporate changes likely to emerge in future time. In this context, it is necessary for defining update cycle of the system means frequency with which new changes will be released and incorporated in the system.
All these aspects of operational plan are presented in the form of a table shown below:
    Operational basis
    Definition
    Explanation
    Technical requirements
    Concerned with hardware, software, and network aspects.
    · New information need to work in web environment.
· Enabled for working on real time database updates.
· Connected via Internet through customers’ Smart phone.
    System integration requirements
    Working smoothly for operating with other systems.
    · Should be able to work conveniently on excel spreadsheets.
· Able to analyze, interpret and upgrade inventory database as and when required.
    Portability requirements
    Comfortably operating in other environments (Melville, 2010).
    · High level alignment with different operating systems in present as well future period of time. For example, Linux, Windows 7 (Awad and Battah, 2011).
· Able to compatible with mobile devices and other technology devices such as an iPad.
    Maintainability requirements
    Able to anticipate and incorporate business changes emerging in the environment.
    In initial years, information system needs to support initial level operations, but with the passage of time, it should support increased operations as well.
Means to maximize the potential of new systems and minimize the negative impact of technology
The following strategies or means can prove helpful in maximizing the potential of new information system:
1) Creating mutually beneficial interactions:
This strategy throws light on the fact of determining users’ and related stakeholders needs. On the basis of such analysis and determination, prototype of new information system should be developed. The prototype should not be finalized until and unless stakeholders are contacted and approached regarding providing their views and perspectives on the developed prototype (Melville, 2010). The establishment of mutually beneficial interactions is extremely necessary for ascertaining stakeholders’ needs and capabilities and determining whether the developed prototype of new information system is suiting their requirements or not.
The system development, testing and fielding needs to be started after ascertaining stakeholders’ needs and aligning it with information system requirements. It would help system planners in establishing mutually beneficial interactions with stakeholders and paving path of successfully starting system (Melville, 2010).
2) Organizing training programs:
This strategy is outlined for engaging users and enabling them to adequately understand information system’s mission, operational basis and implementation aspects and most importantly, constraints and obstruction factors. It is necessary to draft their understanding of the system in their language before engaging them in it. The training sessions provides chances of easier exchange of ideas and opinions hold by different user group regarding the system.
Such free flow and exchange of ideas and opinions also help in resolution of conflicts in coming period of time which would prove a good starting point in system implementation. The participation in training programs also provides an opportunity to leaders of information system that users and stakeholders’ community get a chance of gaining first hand perspective of the system environment. In this way, it would prove a good starting point of engaging users in the system thereby paving path of utilizing potential to the maximum extent (Soriano, 2011).
3) Organizing thinking
This step is concerned with drafting the requirements of the users prior engaging them in the information system. It is suggested for involving users from scratch through drafting their requirements for the system and developing system prototype accordingly. It can also prove as a good starting point providing chance of avoiding resistance and rejection from users, as they will list all their requirements proactively.
Minimizing negative impact of the technology
1) Helping users understanding new technology
Technology which is considered a blessing boom in present scenario can also prove curse in case not handled and maintained accordingly. The first step in this regard relates with providing high degree knowledge and insight regarding how the technology has emerged and developed. This objectivity insight is highly crucial as it helps in cultivating technology in the thought process of users (Soriano, 2011).
It is believed that when users start considering the fact that it is necessary to upgrade existing working processes, or developing new processes and refining it in some manner, then only users understand need of developing new technology. The developed technology solutions also need to be demonstrated to the users that technical aspects of potential technology holds potential of addressing respective needs or providing desirable solutions and outcomes.
2) Explaining technology limitations clearly
Technology also has certain limitations in terms of maturity and associated risks. The lack of awareness regarding these limitations and risks increases chances of negative impacts. The users should be clearly and...