The design of the form can be used to allow relevant fields to be updated. This can be processed and relevant information can be used to generate policies, once it has been acknowledged via the database and payment has been agreed.
The renewal of the policies can also be done at this level, where a report can be run on daily basis, on all policies, which are about to expire, where reminders can be sent via word processor.
You can also build an expert system at this level, to ask sequence of questions to be asked, when making a claim, by using database, or word processor, whereby a on-screen form can be created, for the claim to be processed.
Tactical Level
You can create a profiling system, by using database, on which reports can be run, day to day basis, if necessary, sales of the relevant policies, which is updated by operational level.
This can be done on normal reports by using database or by using spreadsheets for pie charts, graphs or any other means to show the flow of operational level that result can also be used for marketing purposes or to make tactical decisions.
Strategic Level
Decision support software can be designed by using spreadsheet or database, which will run reports or graphs to show the stems of sales, which will help in planning for the future of business.
Finally executive information system can be designed, using spreadsheet or database, which will help see the profits made in different areas of the organisation, in details, which will help make decision, if there are areas to be concerned.
Database
There are various advantages to use database when computerising a system, which are as follows:
- All data which is held on paper files, can be difficult to access, but when stored on database, a search is literally a button away
- When searching for specific data, you could set up a certain criteria that will give you specific information, which is relevant for your needs, e.g. when searching for policy renewals, the information you may need on a report may just be “name” “address” “expiry date”, rather than all the information, when entering the customer details initially.
- You can create a report that allows one table to be linked with several other tables, which mean you can mix data, e.g. get all the details of customers that has an existing policy, and cross reference them with the policy they may be interested in, if they are house owner or car owners from there original file, and send them special offers from other policies.
The report shows how database and spreadsheet can be used in different part of the business organisation, how it may effect the business and what advantages it may hold, from the manual system.
Legal and Social Issues
When converting from a normal system to a computerised system, there are legal and social implications that need to be taken under consideration. Which are as follow:
Social Issues
Recruitment
When making a change over from manual system to a computerised system, there may be possibilities that vacancies may arise, which will require advertising the post externally and internally. Organisation of the business would be required, which should be a general overview, also definition of job specification and a application form for the post should be forwarded to whom ever may respond for the post. These should be short-listed, to meet the post criteria, interviews would be arranged and the suitable applicant would be appointed. The successful applicant would need to be arranged with an induction.
Staff details
Personnel details would need to be stored, as well as a timetable are arranged for the successful candidate.
Training and appraisal
The transferring from the manual system will need to introduce staff training. This can be done via external training sessions, part time course at the local college, which would be an option of the employer. As this would need to be done, the employees would need time off there post. The employer can cover the cost towards the tuition, in some or a contribution can also be made by the employees, in return the employees need to prove attendance to the course, and may even need to pay a refund if the qualification is not met.
Other training may be necessary, whereby an external lecturer would be bought in to tackle the specific staff skills that are required. This would be part of a paid session.
Appraisal of the employees may also be taken, where by interviews would be taken as well of staff observation to identify training need, if necessary.
Progression of staff
Promotion may be done when receiving reports regards to the employees work, if it’s at certain satisfaction and receiving appraisal. This can lead to pay increments.
Transfer or redundancy
When employees are leaving, interview would need to be organised by the employer. Where the hand over would take place of return of keys, identity card etc. the main purpose of this would be to underline the fact why they decided to depart the company. There are many reasons why this could be, such as progression of career, insufficient pay. On the other hand there may be other factors like work overload, uncomfortable or inconvenient accommodation, problems with colleagues or the line manager, there must be various other reasons. It is necessary to highlight these factors to relevant department within the organisation, as staff turnover is very important to monitor.
There may also be occasions where redundancy would be involved, whereby legal commitments have to be kept.
Staff welfare
This would involve health and safety of its employees, where by legal issues are involved to whom ever with in the business holds these responsibilities, should be aware of changes, which need to be made as soon possible that may compromise them of any situation.
Various areas should be recognised when making the changeover, such as loose wiring to inappropriate wiring. Any of these can lead to legal compensation to any employees that have been affected.
Various solutions are used to discuss satisfaction survey, where by the business can obtain information of staff welfare. This can be done where questionnaire can be completed, as this survey would need to be anonymous, due to possibilities of bringing embarrassment to the employees
To obtain information on job satisfaction, interview would need to take place, these can take place on regular basis, but should take place at least once year. The relevant members of the organisation would interview the employees and highlight any problems that may have occurred since the previous interview. This can be varied from the duties carried out by the employees or type of duties carried out, if needed reassessed or can lead to stress management depending on the situation. This is carried out to monitor staff welfare.
One the business has been transferred, many changes may take place, at which case the society does not tolerate any unfair treatment on the basis of gender or ethnicity, at which point it is necessary to monitor staff closely.
Health & Safety At Work Act
Once the organisation has transferred the system from manual system to computerised system, it is essential that health and safety has been recognised, which are as follows:
Display Screen
- The characters on the screen shall be well defined and clearly formed, of adequate size and with adequate spacing between the characters and lines.
- The image on the screen should be stable, with no flickering or other forms of instability.
- The brightness and the contrast between the characters and the background shall be easily adjustable by the user, and also be easily adjustable to ambient conditions.
- The screen must swivel and tilt easily and freely to suit the needs of the user.
- It shall be possible to use a separate base for the screen or an adjustable table.
- The screen shall be free of reflective glare and reflections liable to cause discomfort to the user.
Keyboard
- The keyboard shall be tilt-able and separate from the screen so as to allow the user to find a comfortable working position avoiding fatigue in the arms or hands.
- The space in front of the keyboard shall be sufficient to provide support for the hands and arms of the user.
- The keyboard shall have a matt surface to avoid reflective glare.
- The arrangement of the keyboard and the characteristics of the keys shall be such as to facilitate the use of the keyboard.
- The symbols on the keys shall be adequately contrasted and legible from the design working position.
Work Desk Or Work Surface
- The work desk or work surface shall have a sufficiently large, low-reflective surface and allow a flexible arrangement of the screen, keyboard, documents and related equipment.
- The document holder shall be stable and adjustable and shall be positioned so as to minimise the need for uncomfortable head and eye movements.
- There shall be adequate space for users to find a comfortable position.
Work Chair
- The work chair shall be stable and allow the user easy freedom of movement and a comfortable position.
- The seat shall be adjustable in height.
- The seat back shall be adjustable in both height and tilt.
- A footrest shall be made available to any user who wishes one.
www.uhs.berkeley.edu/FacStaff/Ergonomics/erguser.htm
Space Requirements
The workstation shall be dimensioned and designed so as to provide sufficient space for the user to change position and vary movements.
Lighting
- Room lighting or spot lighting (work lamps) shall ensure satisfactory lighting conditions and an appropriate contrast between the screen and the background environment, taking into account the type of work and the user's vision requirements.
- Possible disturbing glare and reflections on the screen or other equipment shall be prevented by co-ordinating workplace and workstation layout with the positioning and technical characteristics of the artificial light sources.
Reflections And Glare
- Workstations shall be so designed that sources of light, such as windows and other openings, transparent walls, and brightly coloured fixtures or walls cause no direct glare and no distracting reflections on the screen.
- Windows shall be fitted with a suitable system of adjustable covering to satisfy the daylight that falls on the workstation.
When the transferring of the system has taken place, any of the above situation may arise that would affect the business organisation, by which the relevant department would participate in discussions with the union representative.
Legal Requirements the company is bound by are:
It is imperative that business complies with the current act that may come in to play during the changeover, which would affect the business as well as the employees, which are as follows:
The Data Protection Act 1984
Personal data is defined as information relating to an identifiable living individual. The main provisions of the Act are summarised below. It is an offence to store or process personal data except in strict accordance with the terms upon which that data has been registered by the Data Protection Registrar. Registration also defines the persons or bodies to which such information may be disclosed and it should be noted that disclosure to any other persons who are not defined in the registration entry is likewise an offence. The Act does not apply to manual records.
Data subjects (that is persons about whom such data is held) may also sue for compensation for damage and any associated distress suffered as a result of loss of data.
- Unauthorised destruction of data
- Unauthorised disclosure of, or access obtained to, data
- Inaccurate data - i.e. data that is incorrect or misleading as to any matter of fact.
It follows, therefore, that all staff that are concerned with, or have access to, such data have an obligation to see that it is not passed on in any unauthorised way. This means, among other things, that printouts must be treated carefully and staff must not disclose personal data to unauthorised persons. Failure to comply with the Act could result in the prosecution of the individual concerned.
The main provisions of the Act are as follows:
- Personal data shall be obtained and processed fairly and lawfully.
- Personal data shall be held only for one or more specified lawful purposes.
- Personal data held for any purpose or purposes shall not be used or disclosed in any manner incompatible with that purpose or those purposes.
- Personal data held for any purpose or purposes shall be adequate, relevant and not excessive in relation to that purpose or those purposes.
- Personal data held for any purpose or purposes shall not be kept for longer than is necessary for that purpose or purposes.
- An individual shall be entitled:
(a) At reasonable intervals and without undue delay or expense:
- To be informed by any data user whether he holds personal data of which that individual is the subject and
- To have access to any such data held by a data user; and
(b) Where appropriate, to have such data corrected or erased.
- Appropriate security measures shall be taken against unauthorised access to, or alteration, disclosure or destruction of, personal data and against accidental loss or destruction of personal data.
- Compensation may be claimed by any individual who suffers damage or distress as a result of: inaccurate data, unless the data accurately records information obtained from the data subject or third party loss of personal data destruction of the data without the authority of the data user unauthorised disclosures of the data.
Computer Misuse Act 1990
The Computer Misuse Act was created to prevent unauthorised access to computer systems and also to deter the more criminal elements in society from using a computer to assist in the commission of a criminal offence or from impairing or hindering access to data stored in a computer.
Computer misuse offences
- A person is guilty of an offence if -
- He causes a computer to perform any function with intent to
- Secure access to any program or data held on any computer
- The access he intends to secure is unauthorised and
- He knows at the time when he causes the computer to perform the
- Function that that is the case
- The intent a person has to have to commit an offence under this section need not be directed at:
- Any particular program or data
- A program or data of any particular kind or
- A program or data held in any particular computer
- A person guilty of an offence under this section shall be liable on summary conviction to imprisonment for a term not exceeding six months or to a fine or to both.
How Business Can Benefit
When computerising a business organisation, a company can vastly benefit, whereby maintaining and gaining new business from there competitors. There are various different reasons why this is possible, and can also be assessed categorically, which are as follows:
Relevance of information that is received is extremely critical, as when obtaining information from data that is entered with in the organisation. If it does not fit the person who wish to use this, then information would be of no use. It is as important information, which has being received is not over loaded.
Accuracy of information is also extremely important. It is important that the information is accurate to what it would be related to, therefore the context the information holds, should be considered.
Completeness of information to be good is important, if part of the information is missing, then the value of the information would have no value to it, as it would miss the whole purpose that it would be requested for.
Confidence in information is vital. If confidence is lost within information, then the information even thought being perfect would be flowed.
Timeliness of information can only be quality information, if the information arrives in time, in which case the information would hold its purpose. It is important to note the information that is being updated is the most recent information.
Level of information is critical, to show how the organisation works. It is important the information that is provided is necessary and relevant to the level it would be used and had been requested for. As previously discussed regards to different level of organisation.
All these are taken in consideration, if wanting to expand on customer base and win and win new business from competitors. The above criteria would vastly be improved with spreadsheets and database, as computerised system from a manual system.
Communicating With Other Computers
Communicating with other computers is a very big benefit when computerising an organisation. The purpose of using computers to communicate with other computers, it allows you to communicate, at a speed of a telephone at the same time precision of printed text.
There are various benefits and advantages to these, which are as follows:
- Enables to make rapid decisions
- The expense of sending information through is cheaper than other methods
- Documents through system are soft compared to hard copies of faxes and letters, which allows you to change information, or embed the information on any documents that you please
- Communicating with world wide computers is possible
- Important documents can be attached to the emails
- A copy of the same mail can be sent to many people at the same time, which can be used for meetings, updates for latest bulletins
- You also benefit from use of lack of paper, as this would reduce paper churn
- Issues of importance can be discussed in writing, in which case documentation can be kept
As these advantages can be taken in consideration, of an organisation, and can be used within organisation.
Viruses Within Organisation
As knowing viruses can affect business, financially and also in other areas of the organisation. There are various types of viruses that can affect an organisation, which are as follows:
Computer Virus has been designed to embed itself into other programs or the boot sector of a floppy disk. This can spread by running an infected disk into another computer.
Worms is a known virus, which can be attached to an email or as macros in a spreadsheet or in a word processing file.
Trojan is used by hackers to allow them to get into a computer via a backdoor of a system.
You would able to protect part of your system with anti-virus software.
Firewalls
The firewall prevents unauthorised users to gain access to any internal systems, from anyone outside business. This allows them not to leave any viruses or corrupt any data or information.
It is not necessary that, system can be only affected by firewall it can also be affected by floppy or any other source, which can be bought in by an employee, which may have virus. You have to take in consideration that a defected employee can deliberately stage the organisation.
There is also another purpose for the firewall, this can be used as an interface between the organisation and the outside world, where it holds information regards to the system. It also allows monitoring of systems for purpose of administration.
Conclusion
The report explains how the organisation can benefit from computerising the business. It also states what different levels it can be used, and how it can be used. It shows where the database can come in effect, as well as spread sheets.
The report states what legal actions need to be taken under consideration, and how social issues would be affected
It also covers the areas that can affect the business when concerning viruses and hackers, and what can be done to prevent this. How the organisation would benefit from communicating with other computers.
Appendix
Firstly I am going to do a search on , to and type in data protection acts. By typing in health and safety+data protection acts and legislation.
The screen dumps above, is the result of my search. After requesting this I had selected the first selection it had bought up, which it had brought up that was CTDNews - Ergonomics and Workplace Safety www.ctdnews.com, which I had no use of due to the information was to do with injuries, and as well as difficult to understand. Below is a brief screen dump.
The following actions I had taken was removed the health out of the search and requested a further search, which had bought up the below:
As it bought this up I had selected the first search it had bought up, which was Data protection Act 1998, , which had bought up the screen dump below, which was much use to me as it covered many areas regarding to legislation.
The area which was I sued as an example to help me was notification of changes, as shown on the below screen dump. As well to many other areas on this search.
.
Bibliography
Internet sites
www.consumer.gov.co.uk
Books
Hellingsworth.B, Hall.P & Anderson.H, Higher National Computing, Butterworth-Heinemann, Linacre House, Jordan Hill, Oxford, OX2 8DP, 2001
Heathcote.P.M, B.Sc(Hons).Msc, ‘A’ Level ICT, Payne-Gallway Publisher, 76-78 Christ Church Street, Ipswich, IP4 2DE,
