This unit looks at how developments in IT, such as the widespread use of networks and the internet, have had an impact on organisations. The business environment has changed as a result of technology
BTEC National Certificate for IT Practitioners
2008-2010
Unit 35: Impact of the use of IT on business systems.
Assignment 1: Presentation
Name: ____________________________________
Unit Addressed: Unit 35 Impact of the use of IT on business systems.
Date given: 18/09/2009
Date handed in:
Student's signature:
Date due: 02/10/2009
Unit(s) Addressed:
ASSESSORS COMMENTS:
FURTHER ACTION
ASSESSOR'S SIGNATURE: STUDENT'S SIGNATURE:
Summary of the Grading Criteria Achieved:
PASS
MERIT
DISTINICTION
* P1
* M1
* D1
Internal Verification:
INTERNAL VERIFIER: DATE:
Comments:
Details of Grading Criteria
This assignment offers you the opportunity to provide evidence for the following criteria:
Pass:
You should show that you are able to:
Assessor's Comment
?
35-P01
Describe new hardware and software technologies that impact on organisations.
Merit:
You should show that you are able to:
Assessor's
Comment
?
35-M01
Explain the impact of IT developments for an organisation.
Distinction:
You should show that you are able to:
Assessor's Comment
?
35-D01
Make reasoned recommendations about how an organisation can take advantage of IT developments.
Impact of the use of IT on business systems
The business landscape is being re-shaped as enterprise companies such as Dell, Google and Microsoft evolve to both satisfy and fuel the demand for IT-related products and services. New technologies and ways of working are forcing businesses to re-engineer themselves, as well as stimulating the growth of new businesses that are set up specifically to exploit these technologies. This unit starts by exploring the range of new technologies that have impacted business and then considers why it is necessary for organisations to respond. Some established businesses have failed precisely because they have not been nimble enough in adapting to the new information technologies.
This unit looks at how developments in IT, such as the widespread use of networks and the internet, have had an impact on organisations. The business environment has changed as a result of technology so that the border between local, national and global markets is fast disappearing. These concepts are investigated along with the purchasing of the technology itself and the expertise required to install and administer it.
The way that organisations have to adapt to technology is explored including activities such as enhanced customer service and support. Downsizing, de-layering, restructuring, re-engineering and re-focusing are the buzzwords that mask and reflect the change that happens internally when IT applications are extended and applied within organisations.
Finally, the impact of changing technology on both employers and employees is developed, looking at issues such as home working. Employment patterns and the expertise required of staff are changing. Flexibility in the face of new information technologies will be essential if organisations and individuals are to survive and flourish in the business world.
Learning outcomes
On completion of this unit you will:
Know the information technology developments that have had an impact on organisations
2 Understand why organisations need to change in response to information technology developments
3 Understand how organisations adapt activities in response to information technology developments.
Documentation Standards
. All documentation should include a header and footer. The header should include your name and the assignment title. The footer should include the page number.
2. Develop a style and be consistent throughout the document. It is rarely desirable to change the font or print size (except for headings etc.) within a document.
3. All sources of information should be referenced correctly. Any information copied directly from books or the internet should be referenced on the page where it appears. Other useful web sites, books or magazines should be noted in the "Reference" section at the end of document.
Scenario
A recent review of internal communications systems has highlighted that Co-operative Butterfly, the organisation that you work for, is not making the best use of information technology developments. Most of the key concerns seem to revolve around a lack of efficient communication systems.
Routinely, information is passed to the relevant individuals at work but from a recent questionnaire circulated to all employees the following results were discovered:
Question answered.
% Admitted
Poor communication
43%
Managers not listening to each other
40%
Saying one thing and doing another
...
This is a preview of the whole essay
Scenario
A recent review of internal communications systems has highlighted that Co-operative Butterfly, the organisation that you work for, is not making the best use of information technology developments. Most of the key concerns seem to revolve around a lack of efficient communication systems.
Routinely, information is passed to the relevant individuals at work but from a recent questionnaire circulated to all employees the following results were discovered:
Question answered.
% Admitted
Poor communication
43%
Managers not listening to each other
40%
Saying one thing and doing another
33%
Continual reorganisation
32%
Ineffective reward and recognition
29%
Unwillingness to take tough decisions
21%
Looking inward
5%
Currently the organisation utilises the following internal communications systems:
* Typed and duplicated paper based memoranda
* Notice boards
* Monthly team meetings
* Bi-annual meetings for all employees
* Management briefings (weekly)
* Stand alone computers (which are not networked)
* One-in-five computers have internet access
* Paper based manual filing systems
* Analogue switchboard.
New Technologies
As the designated IT specialist for the organisation, you have been asked by the owners to prepare a presentation, with supporting notes, which looks at the potential impact of new hardware and software technologies.
This presentation is to be completed, in groups of three, using technologies you may be unfamiliar with. You may use overhead transparencies, create posters, and use the white board. You may Word-process your supporting notes and transcripts for your presentation, but you are not required to use Microsoft PowerPoint or Publisher to create presentations or posters. This is an opportunity for you to be creative. These will be presented to the rest of the group and will be judged.
. Describe new hardware and software technologies that impact on organisations. Your presentation must cover increased power, capacity and sophistication, new communications technologies, sophisticated and integrated application software, specialist support software and the internet and intranet. (P1)
2. The organisation is seriously considering a major upgrade in terms of the use of IT. It wants to make use of the latest technology developments. The owners have also asked you to comment and explain the following:
a. How the current internal communication systems could make use of IT developments.
b. How the developments might affect the organisation.
c. How the developments could be rolled out for use in external communications (M1)
3. As a final part of your work in IT developments and their impacts, the owners have asked you to make specific recommendations as to which IT developments should be taken up and explain how they might be beneficial to the organisation. (D1)
Task One - Co-operative Butterfly
Hardware
How hardware has changed?
In today's world there is so many different types of hardware here is a few to remind people
* Hard drives - Different type of sizes of capacity, now we have terror bytes where as in the olden days the maximum capacity was Mb since then technology has become more advance. You can also get external hard drives and there are different manufactures now.
* RAM ( Random Access Memory) once again like hard drive there are different sizes of capacity, there are also different makes.
* Processors - every processor has its own unique speed, this is because most computer systems need a different processor. An example of this would be a computer that is being used for general office work will not need a processor that is quick as where as a gamer and an animator needs a faster processor in order to work. There are loads of different manufactures of processors.
How does hardware impact on organisations?
Hardware has a very big impact on organisations, for example most companies in today's world would need to keep changing hardware to keep their computer systems up to date and running. I am referring to the hardware that is in the computer system like the examples of hardware listed above, on the other hand there is now external hardware an example of this type of hardware is Printer. New technology is being thought of as we speak and this means that some companies would need the new up-to-date technology in order to continue working.
What benefits can new hardware bring to an organisation?
New hardware can benefit an organisation in many ways including sharing documents easily, communicating with other employees/ staff members and increase workflow.
Software
How software has changed?
Today's world of technology software has become advance there are now different types of software.
* Operating system - Different manufactures Microsoft, Linux, apple/
* Microsoft - Microsoft is an operating system, which now has so many different versions. E.G Microsoft "Windows" 98, "Windows" 2000, "Windows" XP, "Windows" Vista. (As you can see I have put quotes round windows that is just implicating that Microsoft are the founders of windows)
Application software - Application software is a piece of software that enhances the users' experience and helps them achieve a goal or complete work.
Examples of software applications are word processors, spreadsheets, media players and database applications.
Multiple applications bundled together as a package are sometimes referred to as an application suite.
Enterprise software - Enterprise software also known as enterprise application software (EAS), is software intended to solve an enterprise problem rather than a departmental problem, and often written using an Enterprise Software Architecture
Educational software - Children of today are surrounded by technology where ever they go. Most children from the age of five and up have an interest in computers or gadgets. It has been said that a child learns best when using a computer and it helps their concentration. This type of software would mainly be used in schools and at home.
Specialist support software - specialist support in general is help desk, and IT support services, also specialist support software can be anything that helps people who has learning difficulties.
Security - Security Software is a technical term for virus protectors. Virus protection is needed more now then before as there are many computer systems around and also there is more people connected to the internet for either work related or entertainment use. Entertainment use is where people use chat rooms, and social networking sites. This helps to create more viruses. Virus protection has different versions as antivirus software needs to be upgraded on a regular basis.
How does software impact on companies?
Software has a great impact on organizations and their popularity. If a company has all the software they can publicize in the best ways, invest funds better, and need less employees as some software's can run parts of a business by themselves.
If another company has hardly any software they have less ways to promote themselves.
What Benefits could software bring to an organisation?
Improved software can be beneficial to an organization as all major bugs would be improved. Also Specialist support software brings a huge benefit to organisations as if an organisation develops a problem then IT support will be able to find out what is wrong and resolve it and get the company back up and running.
Intranet
The Positives for intranet are
* Staff can access files and information, and start web blogs.
* Better Internal Communications.
* Reduction On paper work.
The negatives for intranet are
* Can't connect to anyone else
* Wrong information if not updated regular basis
How do intranets impact on organisations?
* Easier internal and external communications
* Send emails to other collages inside the company rather than using email software.
* Better organisation bonding.
* Cost effective as using less paper as work can be uploaded to the intranet.
What benefits can the intranet bring to an organisation?
The benefits that the intranet can bring is cost effective as the company would be using less paper which also saves company even more money as there will be less printing as work can be submitted to the intranet. The company will improve productivity, also increased security and better customer services.
Internet
The positives for internet is
* Online shopping - easy, means you don't have to go out, helps the earth as not need to use the car.
* Online banking - saves time going to a cash point or bank to check your balance, or even arranging direct debits.
* Entertainment - downloading music, videos, games, streaming music.
* Research - find an answer to every question, competitors.
The negatives for internet is
* Viruses
* Hackers
* Phishing - online scam in which fraudsters persuades someone to volunteer privet information such as their online banking details.
How does internet impact on companies?
The internet has an impact on companies as it helps companies to research, send and receive emails and, also to receive emails.
What benefits can the internet bring to an organisation?
The internet today is used for a lot of reasons, mainly for researching information. The benefits that the internet can bring is increase sales, reduce cost, increase profits, expand the market from regional to national or national to international. Also it can improve customer service there fore more customers would recommend the company. The internet can help organisations reach out to new and existing audience.
Task 2 - Co-operative Butterfly
How the current initial communication systems could make use of IT developments?
The initial communication systems could be modified to provide more efficient communication within the company. Word process document, would help the readers to read it, also it gives a professional image, and as it is on the computer it can be distributed through email as attachment.
The benefits of setting up centralised document storage via server is the security measures to protect data, this can be done by having different access measures so certain staff cannot access some documents; also it is a simple way to back up and quicker up.
Cooperation Butterfly would benefit significantly from intranet. The intranet can also be used to help communication within the company. Cooperation butterfly can post notes from the meeting this can be done by uploading the minutes. If one manager is unable to attend they can pick up the minutes.
This would allow the computers that don't have internet access, to access the internet. Allow the computers to work with the server that would distribute mail, notes and important dates to employees within the company.
Increased power allows the company to run more and sophisticated programs, Process data faster - allowing the company to gaining client's details and resolve issues quicker. Increased sophistication allows the company to have an over view on market and sales figures.
Support software will allow the company to get back up and running, solve necessary problems
How might these developments affect the organisation?
These developments affect the organisation by the internet and intranet can have a fault and go down, staff would need training
Increased sophistication could lead to frustration for employees this can be due to confusion. Training would need to provide for employees so that they can have the proper training in order to use the software. The company will need to employee specialist people on hand to install and to assist with technical problems.
Support software could be difficult to use there fore can be time consuming as could need constant training.
These developments would enable the company to reduce paper wastage, and ink/printer costs. Intranet message board could replace management briefings and announcements that previously used notice board; this will solve a few problems as people would not need to stand in the corridor.
Centralised document storage via server would enable all staff to access the latest version of any company document. Replacing the analogue switch board with a modern digital design would allow flexible working from any extn.
c) Company intranet accessed via the internet would mean that suppliers or customers could access information regarding their sale/purchase. Staff could access the company IT system via internet ie working from home.
That provides internal email, management briefings and linked into the central document storage using a server so that staff can access notices daily.
monthly team meetings and management briefings.. With management briefings a restricted access for employees who are not managers and the ones that are can share the notes and
A. How can the current communication system make use of IT developments?
This is still an overview but is more specifically pointed at the company and the communications systems as a whole. (Note here that you do not need to make specific recommendations just yet. That is for the Distinction criteria.)
The best way to approach this would be to look at how the system as a whole would benefit from new technology. How could your company take advantage of this? A good way of responding to this would be to say that communications would be faster and improved as a result, and email is a good way of doing this. Note there that I used an example to show a reason. This is fine. You can use examples to put your point across, but try to steer away from making recommendations just yet. This one is more about how developments could be implemented and what the internal benefits could be as a result
B. How might these developments affect the organisation?
This one is more of a positive and negative results question. I would recommend starting with the benefits here. What improvements with the company see as a result? Is it possible that the company could also see increased profits due to increased efficiency? (aka would the improvements make the company seem better, quicker and more organised so customers would want to come back to them?)
Also look at the negative sides. What happens if the implementation process goes wrong? What happens if you start bringing in these new technologies and they're not compatible with your current technology? Would you have to scrap everything and start again? Would you have to scrap your original product and find something else that works? What happens if you found something that works and you start rolling it in, but the network goes down? You might lose all your electronic data in the process, would backing up using DAT tapes be a good idea? These are just a selection of questions you might want to answer. You will need to say how you are going to work around any problems you might get when you bring in new technology.
Remember that these are the positive and negative side to the communication system as a whole, not the individual parts.
C. How could the developments be rolled out for use in external communications?
This question is looking for the best ways to implement any developments you want the company to have. You need to look at the timing, costs and the possible disruptions which the company may have and work around them. Would it be better to shut the company down for a week and bring it all in at the same time? Or would it be easier to roll in certain developments one at a time, in order to make sure the company still runs as best as it can? How long will this take? Who will be in charge of these developments? These are the sorts of questions you will need to ask when looking at such issues.
Stand alone computers the possible IT solution is connect all computers to a network which would then get connected to the companies server.
Craig Waters Unit 35: Impact of the use of IT on business systems
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