Implementation of an Information System Memo

Introduction

The success of any organization is based on the leadership or management team, the organization’s goals, objectives, and vision. Also, the types of systems put in place to help the organization achieve its objectives are a considerable part of the success of an organization. The Information system in an institution is a crucial part of the organization that can be termed as the heart of the institution (Basu, 2015). An organization needs to implement and adopt a sufficient information system that will help in achieving the enterprise’s objectives and vision. An information system is an integrated set of systems that performs data processing, collecting and storing data and provides the needed information in the business. .

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Good information systems in an organization are relied on to carry out and manage operations of the institution, helps in interacting with customers, it coordinates activities in the supply chain enhancing the organization’s competition in the marketplace (Rouse, 2018). The implementation of an effective information system help ease the burden of the management team as it coordinates and manages activities in the human resource department, financial accounts process and maintains customer satisfaction via online communication and promotions (Basu, 2015). Implementation of a sound and advanced information system has a lot of benefits to the organization such as system monitoring, decision-making functions, evaluation and planning, which results in efficiency and profits.

Implementation of Proposed Information System

The organization needs an information system that will be able to handle numerous activities in the organization hence improving the type of services we offer to the clients. This system will also enable easy management of the staff in the company as it will allow for coordination of the supply chain system, which allows a smooth, efficient flow of activities (Rouse, 2018). With the ability to interact with the clients, it will enhance customer satisfaction which contributes to more profits for the business. I cannot handle the implementation process alone and will need help from the Information Technology department, human resource and the customer centre. Also, I will need more finances to cater to the services fee of the implementation team and purchase of the materials that will be used.

To expedite the process, the IT professionals will be an essential part of the process as the information system is software; hence the knowledge of software engineers in the project is much needed (Rouse, 2018). The human resource department will come in and provide the details of every staff and their responsibility in the organization. On the other hand, the customer service sector will come in handy in providing information on what the customers prefer and how we can make the system more customers friendly to enhance efficiency. The extra finances will be used in purchasing the needed software’s and hardware’s that will enable the formulation of the system.

Figure 1.  A centralized type of system (Source: www.source-of-graphic.edu )

Project Risks and Scope Creep

The project can be hampered with some risks along the way, but it is possible to mitigate them or prevent them from occurring (Basu, 2015). When a scope is defined too early without adequate information of what should be done, it causes scope creep due to lack of knowledge. This type of risk can be mitigated by first running an in-depth analysis to determine the feasibility of the scope of the project. Another risk is the lack of support from sponsors and stakeholders. Due to the lack of constant communication with the sponsors and lack of dedication to the project, it might because scope creeps as a result of financial support. The solution of mitigating this is to make the project as promising as possible by showing its feasibility.

Figure 2. chances of a project succeeding with or without support and information

Change Management Strategy

The implementation of the new information system will require a change of management in the organization. This will be necessary since the system will require a centralized type of system which will put the decentralized sectors and one leadership and work together as a unit by sharing information and using standard software to run their activities. During the transaction period, the staff will carry one with their operations using the old system as they get trained on how to use the new system. Training is essential and will be conducted in groups so that everyone can be comfortable with the new system which will enable efficiency. It is important to note that this system will benefit the organization and will not replace you in your jobs so no one should be worried about their job security, especially the divisional presidents.

Evidence of Feasibility

The need for a new information system is to create a centralized system that will serve the institution best and enhance customer satisfaction. The old system did not adequately serve its purpose as different departments in the organization were sub-divided into individual departments which caused difficulty in coordination’s and caused the customers to incur extra bills which frustrated them and the company. This new system will centralize all departments making them work as a unity which will result in achieving more benefits for the company, save money and enhance customer satisfaction.

An alternative solution would be to hire more employees and purchase more devices to help handle the hiccups the company is experiencing, which will require extra expenditure from the company’s finances which will lead to losses. The problem is the company does not need more people to solve it needs a system that will offer solutions and coordinate activities swiftly which will not put a burden on the company financially and that is my proposed information system. For any challenge faced during the process, it is advised that either an individual or a team they should consult the IT team in charge of the program for help.

References

Basu, K. K. (2015). The Leader’s Role in Managing Change: Five Cases of Technology-Enabled Business Transformation. Global Business & Organizational Excellence, 34(3), 28-42. doi:10.1002/joe.21602.

Connelly, B., Dalton, T., Murphy, D., Rosales, D., Sudlow, D., & Havelka, D. (2016). Too Much of a Good Thing: User Leadership at TPAC. Information Systems Education Journal, 14(2), 34-42.

Rouse, M. (2018). Changed Block Tracking. Retrieved from Techtarget Network: https://searchvmware.techtarget.com/definition/Changed-Block-Tracking-CBT