- Project Information (client information, cost, duration, staff involved, start/finish dates etc)
- General Information regarding Unit Construct (aims, objectives, shares, etc)
It is important to carry out the analysis in various way to get a wide selection of data back in order to determine the how the current system is working so far, any problems the staff and the departments may have regarding the handling of information, and how the problems can be solved or how current methods could be improved and made easy.
The following techniques will be used:-
- Interviewing – this can be carried out by face to face confrontation, over the telephone, formally at the person’s workplace or informally at home. The point of the interview is to collect data, verify the data and influencing opinion. Every interview should have a structure as to why its taking place, with who should it be taking place with, when and where it should be and what points are to be discussed. Interviews are ideal as they allow the interviewer to get varied information from different people, it can bring out different opinions which can be discussed there and then, it shows the true feelings of the interview about the system and how would they be affected.
- Record Inspection – this would include checking organisation charts, procedure manuals, job descriptions, types of forms used, input documents and their control records, files kept and what system they are kept in, types of reports produced, accounting forms and records and office hand books. A record inspection at Unit Construct is a good way of finding how the current system works. It also establishes qualitative information, it saves time, the data is reliable and more importantly they do not need extensive co-operation from staff which would waste their time. The drawbacks are that it does not give an idea of the environment in the office or the opinions of the staff.
- Observation – this allows first hand knowledge, gives accurate information, it demonstrates actual working conditions and how everyone works and interacts with each other and one can also compare the interviewee’s opinions to how the current system works or doesn’t work.
- Questionnaires – will not be carried out as the staffs are only 10 strong and so interviews will do the bulk of the work. The benefits of the interview out weigh the need for questionnaires.
How will Unit Construct benefit from a new IT system?
The system will consist of a server which is basically one big memory source where all the information is stored this will be linked/networked to several computers in different departments or offices. When the computers are networked i.e. linked together from a server, it will allow information to be shared, transferred, accessed and changed with ease on each computer. Each member of staff will have their own little space on the server which can only be accessed with a username and password for security reasons. The only problem with relying on the server is that if it gets a technical fault the whole system can be down and useless. However, backup files can be kept just in case of such an emergency. The company will improve by the following ways by having the new system implemented
- Personnel –
This department can benefit a great deal with the use of a new IT system as Microsoft Office can be used to help with their tasks of keeping up to date information of staff and wages. This means that employee information can be easily retrieved, for example, if a member of staff was to have an accident and a next of kin was to be notified as soon as possible, the personnel staff will need to type in the first and second name of the injured staff and his information would come up on the computer screen. Any change in staff hours because of extra hours worked or sickness could easily be in putted into a system where it would automatically work out the wages by calculating the hours worked against the staff hourly rate of pay.
- Accounts –
The accounting department will have instant access to the amount of money being dealt with i.e. how much is spent on a certain item, how much money is being invested into a project, how much money a certain project is bringing into the company, how much profit is being made. All the data can be entered into tables where the system can calculate and give a answer in numbers or pie charts, bar charts, line graphs etc. also the data for the current year can be compared with data from the previous year or the year before that to see the
progress of Unit Construct. A programme called Ripac is used widely in the construction industry, the programme has the advantage of accurate and flexible estimating and cost control. It is simple to use as relevant information is already put in before hand and only the blank spaces have to be filled in with data and again it produces the costs. As the internet will be part of the system to be implemented it would give the accounts department the benefit of checking and carrying out transactions on-line. Basically they can carry out banking actions from the office.
- Project Department –
The project department will be able to keep track of current projects with the aid of the programme Microsoft Project Planning. Information such as commencement and finish date of project and jobs to be done on site and job duration can be in putted into a system so that a gant chart is produced. This gant chart is very useful as it shows what job is to be done on which date and for how long in order to finish the project on time. Any problems which might occur can be corrected and a new gant chart can be produced.
- Information Sharing –
One of the main problems a company has is handling information. Sometimes information cannot be found, or pieces of it are missing, or it gets lost on the way to a client or staff.
A local area network (LANs) will be set up which is a link of computers all connected together with a main source called the server. This will mean that each computer linked to the server will have the same information as every other computer linked to the server, meaning any alterations or amendments will change on all computers. By having all the same information on every computer a member of staff can access his or her information from any computer in any department/office they are in at the time. As all the computers are interlinked an ‘intranet’ can be made. This is an internal version of the internet which can only be accessed within Unit Construct computers. The intranet can be used like a big notice board where literally any information can be passed on to all members of staff. The system will also allow staff to access the internet to get outside information to assist them in their day-to-day jobs. Having access to the internet allows each member of staff to have an email account (electronic mailing system). The email account acts as a virtual address where anyone can pass on a message to another person. Additional information besides messages can be sent as attachments. An example of this can be where a client would want to see the bills of quantities from the quantity surveyor and so the quantity surveyor would email the client with a reply and an attachment of the bills of quantities as they would be on the system.
- Web Site –
This can help the public and other companies find out information about Unit Construct such as:-
- The companies aims, objectives and scope and what the company offers
- How Unit Construct was formed and head staff details
- Contact numbers and email addresses for information
- Current projects undertaken by Unit Construct
- Past projects and details about the project can be accessed
- Previous customer details for references
- Details on future projects
- Details of the future of Unit Construct
By having a home page on the internet allows literally any person anywhere in the world to find out about the company and what it does. This broadens the horizon for Unit Construct for future potential customers. By having a company web site it gives the impression that Unit Construct is up to date with modern technology. Another advantage is that staff can access the intranet from the internet at home so they can check the company notice boards, meetings, or any other information. This will be obviously protected by a password given to each member of staff to prevent any member of the public from accessing it.
Carrying Forward the New System
The next step after producing a system that satisfies the company’s needs/ requirements is to introduce it to the company and its staff. A day may be organised where a meeting can be held to introduce the system to the staff followed by a demonstration by an analyst to allow everyone to see what the system can do and how it runs. All the staff will be given a username and a password for security which will only allow them to access their work. . A question and answer session can be held at the end in order to ensure that all staff understand how to use the system.
As part of the new system Unit Construct will receive
- Terms of reference
- Study support
- Functional specifications
- Hardware specifications
- Programme specifications
- Programme documentation
- Training manual
- User manual
- Fault log
- System audit reports
- 24 hour enquiries phone number
- 24 emergency help line
As most of the staff will not be capable of using the programmes to their full potential, technical help will be available and a I T support member will be sent in on occasions to give one to one sessions if need be to members of staff.
In the long run if there are any problems or improvements which Unit Construct wishes to make to the system, it can be done. Once again if this is the case the issue will need to be analysed and reviewed to make the system run at its optimum capability.
Bibliography
- Class notes – V Ahmed
- Harris, F, McCaffer, R, (2001) Modern Construction Management, 5th ed. Oxford, Blackwell Science.
