The main functional areas at Allders
Allders uses ICT in every functional area of the business. The four functional areas at Allders are: Finance, Purchasing, Sales and Operations.
Finance department is responsible for managing the flow of money in and out of the organisation. Finance is needed to make sure that it has enough money available to pay for its purchases and other expenses. It is also called the accounts department and it handles the payment of wages and National Insurance collections. It also handles other expenses such as Taxation and repayment of bank loans. The finance department also sets other department’s budget and makes sure that the departmental mangers do not overspend, over their given budgets.
In order to ensure that all of the Allders stores are run effectively and efficiently and they meet their financial targets, Allders have set up an expert of finance professionals from project mangers to qualified accountants. All of these qualified professionals are supported by a team of finance clerks.
How the Finance Department uses ICT:
- To pay their staff, the company uses a payroll system, which calculates the employee’s total wage. A message is then sent to Allders bank using Electronic Data Interchange (EDI). The money is then transferred into the employee’s bank account.
- To pay the suppliers once goods and products have been ordered.
- Designing reports for meetings outlining company sales, and monitoring areas where the company is improving and where improvement needs to be made. Word processing and multimedia software is used, A spreadsheet software is also used to help predict the future bank balance and to see whether the organisation has gained a profit or a loss.
- Communicating internally with staff using memos, telephone and externally using post/ fax outlining queries that need to be answered.
Purchasing is when a consumer pays the trader for a product. Processing transactions involve the purchase of goods or services required by the organisation. The Purchasing Department buys items from its supplier and then sells the products under the trade name Allders. Allders purchases all kitchenware, electrical goods, gifts, toys, clothes and other products from different manufacturers that are then sold to its customers.
They then compare price, quality and availability of different products by various suppliers. Then an order is placed to the supplier with the best quality and valued products. The Purchasing Department also monitors the order and checks when it will be delivered. They also take the delivery and put it into stock or production as required.
How the Purchasing Department uses ICT:
- Allders uses ICT to enable their customers to keep a track on how their products are progressing once the order has been placed.
- Allders uses an Electronic Data Interchange (EDI) to reorder their stock. When a certain quota is reached, an output message is generated directly to their supplier to reorder.
- ICT is also used to keep records of how long they have had sales equipment for, so they know when it is in need of replacing or when they are due for servicing.
Sales department processes transactions involving the sale of goods or services provided by the organisation. It markets the goods and services by preparing catalogues, mail shots, sales presentations and advertisements. It also deals with customer orders, and orders made over the Internet. The money the organisation produces from the sales is the main income the company has to pay for its expenses.
Allder’s Sales department is such that shopping at Allders is made easier for those who are unable to visit the store can make orders online with home delivery.
How the Sales Department uses ICT:
- Allders uses computer systems to enter and process customer orders by using the oracle software and the database software. This computer system usually consists of a Relational Database containing a customer data file and a product file. This keeps the store stocked with information about what products the customers like to buy.
- Allders also allow customers to enter their orders directly onto their computer system over the Internet using a secure server to protect the privacy.
- Allders uses Desk Top Publishing (DTP) to advertise products. This is done by advertising in the form of leaflets, as this is an effective way to promote its special offers.
Operations are responsible for carrying out the main business of the organisation, which is retailing and manufacturing. The operations department is often thought of as the “nerve centre” of the business. All businesses have a number of activities that are core, these are those that generate the sales income that the business needs in order to maximize its profit and grow. It is these core activities that help define the nature of the business.
How the Operations Department uses ICT:
- ICT is used to check the quality of their products usually at the end of the process. If the product has any faults it may be returned to production to be improved or even be rejected. If there is a product that is the same but have a different make, the company checks which they profit from more and cut down the order of the other one from their manufacturer.
- Robots are used in the warehouse for stock control, as using humans are not cost effective.
ALLDERS HARDWARE AND SOFTWARE
General
The following hardware and software are used in all categories at Allders- in the finance department, the operations, sales and also the purchasing department.
Input Devices
Input devices enable you to enter data, commands and programs into the computers central processing unit (CPU), the brain. The input devices that are used in Allders are a keyboard, mouse, scanner, barcode Reader, digital camera, and magnetic strip reader.
Keyboard:
When a key is pressed an electronic message is sent to the computer. This interprets a character or function.
Allders uses a keyboard to type in the data for surveys, questionnaires, spreadsheets, cash flow, etc.
Mouse:
A mouse is a device that sends a signal to the processor, which in turn sends a command and alters the position of the cursor or an object.
Allders uses a mouse to make it easier for staff to open up various applications.
Output Devices
An output device is any hardware used to communicate the results of data processing carried out by the CPU, to get processed information out of a computer.
Monitor (VDU):
Consists of a computer video display and its housing. It displays images generated by computers video adaptor. Allders use a VDU to view information that can be seen when data is inputted on to the screen. This makes it easier, as you are able to check for errors before printing.
Printer:
To get a hard copy of the information a printer is needed. Allders uses a printer to print reports, magazines and pay queries for staff.
Processors
The hardware that carries out the main processes of the computer system is called a processor.
Ports and Cables
The hardware that enables the various parts of the computer system to connect together allowing it to work.
Storage Devices: These are devices in order for one to store data. Examples of some storage devices used in Allders are as follows:
Hard Disk:
A hard disk is a high capacity storage device. Allders uses a hard disk to increase the speed at which the data is transferred. This is also used to store data that can be accessed very quickly.
CD-ROM:
A CD-ROM is a disc that can store up to 650 megabytes of data, data cannot be written onto the disc by the user. This is used to store files that cannot be transferred onto a floppy disk, due to low storage space.
CD-RW:
A CD-RW is a disc that can have data written to it by the user. This has the same capacity as a CD-ROM. And is used to burn information from the hard drive onto a CD, which can then be taken away and stored in a secure environment.
Applications software: A program or group of programs designed for end users. Applications software (also called end-user programs) includes database programs, word processors (used to write reports, etc.) and spreadsheets (used to produce cash flows, etc.). Figuratively speaking, applications software sits on top of systems software because it is unable to run without the operating system and system utilities.
Utility Software: A program that performs a very specific task, usually related to managing system resources. Operating systems contain a number of utilities for managing disk drives, printers, and other devices.
Systems Software:
Refers to the operating system and all utility programs that manage computer resources at a low level. Systems software includes compilers, loaders, linkers, and debuggers.
Sales
The following hardware falls under the section of the Sales Department because these hardwares are used within that department.
Scanner:
A scanner is a device, which reads information on a printed page or other objects and converts the information into digital data. Allders uses a scanner to print photos of their store and staff to put in their magazine.
Barcode Reader:
A barcode reader is used to read barcodes. A barcode is a series of black and white lines with a 12-digit number. Allders barcode reader uses a red light beam to read the data, which is then analysed in to the computer.
Digital Camera:
A digital camera uses an image sensor to convert light into electrical signals. Allders uses a digital camera to edit the images using photo-editing software and can be distributed quickly via email attachments and posted onto web pages.
Magnetic Strip Reader:
These are lengths of magnetic tape, holding data about the customer and their account. A magnetic strip reader reads the magnetic stripe on credit cards when they are used for purchasing goods.
Speakers:
Most computers are fitted with a small internal speaker that will beep to draw attention to an error. These are used when presentations are given to management, staff and new recruits.
Microsoft Access:
Microsoft Access is used to keep records of customers and staff. This is done in the form of databases using this program.
Purchasing
The following is used in the purchasing department.
Conveyor Belt:
A conveyor belt is used in the purchasing department to bring the stock of Allders in to their warehouse. This is leather like material, which rotates again and again moving the things that are on the belt.
Operations
A barcode reader is also used in the operations department to check the stock.
Barcode Reader:
A barcode reader is used to read barcodes. A barcode is a series of black and white lines with a 12-digit number. Allders barcode reader uses a red light beam to read the data, which is then analysed in to the computer
Finance
There are no specific types of hardwares that are used in the finance department besides the ones that are mentioned in the general section. But Allders use the following software in the finance department.
Finax
This is a software used at Allders in the finance department to forecast cash flows.
Microsoft Excel
Microsoft Excel is also used to produce cash flows in order for Allders to predict their future profit or loss.
