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Ict - unit 2A

Free essay example:

Report – 2a

The key objectives for the organisation:

The main objectives of Leisure II is to create a reputation for it self and for customers to keep coming not matter if they are existing customers or new customers. The more customers’ leisure II has, the more reputation it has, the more reputation it has the more money the company makes. In order to achieve these objectives the leisure II is divided into three different sections of departments to help achieve these objectives and those are the Ticketing system, accounting system and the Marketing system. Below is a brief description of each of the systems/departments and their main objectives:

  • Ticketing system/Sales department.
  • Accounting system/Finance department.
  • Marketing department.

Now I well go into more detail about each department. I will be covering how the department communicates and also the main role of each department within the organisation and also what ICT technologies or devices that they use in the department in addition to that a review of how these technologies/devices help them meet their objectives.

How does each department communicate:

There are a variety of methods that the staff uses to communicate within the company. ICT helps a lot to communicate because all the sources that they use to communicate are ICT products such as Email. Email lets the company communicate directly with their customers and more importantly it allows the staff at Leisure II to communicate. This is essential because not all the staff at Leisure II is in the same building so it is easy and fast to communicate with other members of staff. The staff does not need to be at the working environment because they can log on from home to the company’s intranet. The most important reason why this company uses email is to communicate and also because that email allows them to keep a record of all the communications both within the company and with their customers because paper-based communications can sometimes be lost.  

Although email is the main form of communication at Leisure II but there are othermethods of communication in the company and those are the telephone systems. They have two main systems a digital landline system which keeps a log of all the calls and a company mobile phone which is only used for verbal communication. As if that’s not enough they also use faxes and memos, because of all these communication methods it makes it so much easier to meet the company’s objectives.

Ticketing system/Sales department:

The role of the department & its main objectives:

The ticketing system has to provide the customers with a professional, responsive and quality service. The main objective of this system is to ensure that the existing customers and the new customers are happy. This departments objectives are linked with the company’s objectives because if they provide a polite and friendly service to the customers at the tills they will gain respect so then the company will gain a reputation for it self which is the main objective of the company. The sales department offers various different types of tickets such as adult ticket and child ticket in addition to that there are discounts for family packs and students. The price of the ticket also depends on the time of the visit of the customer; this is called the ticketing system. The ticketing system comes under the Sales department.

The help of ICT:

To do all this they have to use ICT. The Sales department uses a selection of software’s to fulfil their needs and to achieve the department’s objectives and those are:

  • Torex.
  • Artifax.  

Torex:

Torex is a specialised software program; this program enables the staff to track the progress of every job. This includes a log of every cost, including every invoice that has been received. By using this software they can instantly give customers a fast service because Torex is based on a touch screen till. As well as the use of Torex at the sales department it is also being used at the finance department. Torex helps the sales department to meet its objectives because it is reliable and efficient because if one of the staff members had to do all the jobs that the Torex software does it will be very time consuming because no member of the staff could possibly work faster then the Torex program and not make any mistakes.

How it meets the departments objectives:

Torex helps the Sales department to achieve its objectives very differently then it helps the finance department because at the sales department Torex help the department for security and safety reasons such as allowing the manager to know how much money is in the tills so the supervisor of the department can come collect it so the risk of theft is not a huge problem and also it sums up the value of the tickets sold and the value of the money in the tills at the end of the day to see if they match.  

Artifax:

Torex just wasn’t enough for the sales department because it couldn’t perform some of the ticket orders such as the bookings for events. At an event the tickets are charged at a different rate depending on the seat allocation and Torex couldn’t do that. The sales department was waiting 3 years for this new software called Artifax. Artifax is a software that can charge customers on different price plan depending on their booking order for their seats in the event. Now with Artifax the service at the tills is even faster then before.  

How it meets the departments objectives:

Artifax helps the department meet its objective by allowing the staff to give a better and more quality service at the tills which lead to the customers being happy because they don’t have to wait as long as they used to wait and if the customers are happy then this means that the company has accomplished its objective which is to keep the customers happy and coming and also to build a reputation for it self amongst its community.  

Accounting system/Finance department:

The role of the department & its main objectives:

The accounting system falls under the finance department. The finance department has a big role in the company because this department has to manage all the customer’s information, pay all the bills, manage the financial details of each job, manage all information on all employees including calculating and paying their wages.

The help of ICT:

This department also uses Torex. Torex can follow a majority of tasks where as in this department the staff uses Torex to view how much profit or loss is being made and also what activities are most popular and what activities are least popular besides which activity is losing money. This is called management accounting; the computer program provides them with an estimate of how the business is doing now and how well it will do in the future. What’s more Torex monitors how much money is in each till and at the end of the day it analyses and compares the money in the tills against the value of the tickets sold.

How it meets the departments objectives:

Torex is a main aspect of the department’s objective. Torex allows them to take action against the least popular activities and the most popular activities so the department knows what activities they need to disable so they don’t loose money and also which activity should be available more often to make more money for the company. If the finance department is achieving its objectives then it would be easier for the company to gain its objective because it just shows that the company is making money and that means that the company has achieved its objective which is to have a reputation amongst its community.

Marketing department:

The role of the department & its main objectives:

Last but not least the Marketing department their main objectives are to produce detailed and attractive leaflets and posters to advertise the company and also to find other ways to advertise the company. If these objectives are met there will be no problem for the company to achieve its objectives which is to increase the reputation of the company in other words the standard of the company have to be very high in order to do this they use ICT.

The help of ICT:

This is the only department that doesn’t use Torex. The marketing department uses a variety of software’s to fulfil their needs and to achieve their objectives and those are:

  • Corel draw and Corel draw photo shop.
  • Urchin.
  • SPSS.

If the marketing department achieve their objectives then it would be easier for the company to gain its objectives. Below is a description of all the software’s that have been stated above which include the use of the software’s in the department And also how these software’s help the department accomplish their objectives and how the department’s objectives are linked to the company’s objectives.

Corel draw & Corel draw photo shop:

Corel draw & Corel draw photo shop is used for desk top publishing; it is a software that allows the staff at the marketing department to layer text and images to a creative free range. An advantage of this is that it is cheaper for the company because they can create professional designs instead of paying for them to be done from a publisher. But a disadvantage of this is that the Leisure centre does not have the most up to date version of the software so sometimes the computer crashes and work is lost when not saved.

How it meets the departments objectives:

Corel draw & Corel draw photo shop helps the department meet its objectives by allowing them to fulfil the tasks of the department to a very high standard such as personalising and creating posters to advertise the company. Most of these tasks would not have been produced to the very high standards if it wasn’t for this software because then they world of have to draw them out on Microsoft paint which is not that much of a help. If attractive advertisements are produced then more people will be attracted then there will be more customers and that would lead to have a bigger reputation and that is the biggest objective of Leisure II.

Urchin:

When the staff at the marketing department need to analyse the company web-site they do this by using a software called Urchin, Urchin tracks down how the web-site is being used such as what pages are most popular and what pages are least popular and it also analyses the use of the web-site for example it would tell the staff how much hits the web-site has got over a period of time meaning how many people have viewed the web-site in such time period.

How it meets the departments objectives:

Urchin helps the department meet its objectives because then the staff can update the web-site to a correct form because then they will now which pages need to stay on and not get deleted because they are mostly viewed and which pages need to go because they are not popular with the viewers. This helps the web-site to be updated regularly and correctly. When this objective is accomplished it links to the company’s main objective because then there will be even more hits on the web-site then the company will gain more reputation and that will lead to more customers.  

SPSS:

SPSS is used to sort out customer feedback. SPSS is a software that analyses the customer’s data about a questionnaire quickly and it also cross tabulates responses such as the total of male’s and female’s response to a particular question. An advantage of this software is that it makes it a lot quicker to analyse once the data has been entered.

How it meets the departments objectives:

SPSS helps the department meet its objectives. SPSS allows the staff to analyse and to make changes to the activities, the service and even the company web-site by regularly viewing the feedback by the customers. The feedback help to improve the Leisure II and changes the parts that are disliked by visitors such as if they like the service that they receive at the tills and do they approve some of the activities at Leisure II. When the department realises the faults and disliked areas they get improved or removed this helps the company to gain its main objective if the customers are happier then they will visit more often and pass on the good word so the company develops reputation.


Data flow diagram for the Sales department:

Data flow diagram for the finance department:

Data flow diagram for the Marketing department:


Evaluation:

Ticketing system/Sales department:

Torex:

Torex system helps the organisation meets its objectives because it cuts down the queues because it is coloured coded and all the information needed for that time of day is put in a place and than the employee at the front desk just selects what activity that the customers wants to do and it gets processed of how much it cost. Torex system also helps the organisation with security because when there is too much money in the till the employee who is watching the money on the till alerts the supervisor to go get that money and put it into the safe. Also this software helps the organisation to lose minimum amount of money because it’s fast and with the old Labs software there were too much queues so that meant they might have lost some customers, but when the Torex software was installed it cut down queues. Torex can help the company save more money because if they open new tills they are going to need staff to manage those tills and all they need are staff with quite good ICT qualifications so that don’t need to pay a lot of wages to them were if they hire a highly qualified worker they might ask a lot more money than less qualified worker. Also this software prints out the tickets to be handed to the customers of proof of their purchase if later checked later inside.

Artifax:

The Artifax helps the organisation meets its objective because it helps the customers with advance booking and then come for the booking at the front desk. Also it helps the customers and employee assign seats because each seat has a price on it so they employee knows the different prices for each seat and just asks how many seat the customers needs and then asks for the money to pay for the seat. It will cut down on queues at the front desk because this will help the employee work each seat of the show a lot faster. This also helps with security because if an argument breaks out over whose seat is whose, they can then just check this software and then the couple fighting know whose seat it is.

Marketing department:

Corel draw & Corel draw photo shop:

This software helps this system to meat the objectives of the company because this software can design the leaflets and then using coral draw photo paint to design special photos for the leaflet. This helps the company because then they can attract more customers.

Urchin:

This software helps the company to now if they re wasting there money on the company website because this software checks the website hits and checks what information the customers who was viewing the site has left so the company can improve the site or help the customers out in any way. This checks how much people view the site and gives that information to the supervisor of how many people view each and page every day. The website gets about 300 hits a day.

SPSS:

This software helps meet the company’s objectives because this checks all the feedbacks questionnaires they get form the customers who filled out. This helps the company to become a better place for the customers so that they can more profit when the customers come back to find that there say has made a difference. Also it helps the company to know what areas are perfect and what areas still need working. It helps the company find out the information they need a lot faster because it matches all the same answers and puts it into categories so they information will be ready to use.

Accounting system/Finance department:

Torex:

This department also uses Torex. Torex can follow a majority of tasks where as in this department the staff uses Torex to view how much profit or loss is being made and also what activities are most popular and what activities are least popular besides which activity is losing money. This is called management accounting; the computer program provides them with an estimate of how the business is doing now and how well it will do in the future. What’s more Torex monitors how much money is in each till and at the end of the day it analyses and compares the money in the tills against the value of the tickets sold. Torex is a main aspect of the department’s objective. Torex allows them to take action against the least popular activities and the most popular activities so the department knows what activities they need to disable so they don’t loose money and also which activity should be available more often to make more money for the company. If the finance department is achieving its objectives then it would be easier for the company to gain its objective because it just shows that the company is making money and that means that the company has achieved its objective which is to have a reputation amongst its community.

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