2.4.2 - Oral communication
- Oral communication is the easiest and most popular way of communicating in a business. It is as simple as picking up a phone or just speaking to someone face to face.
- A Telephone is the favourite of all businesses. It is a very fast and reliable way of communicating and information can be exchanged both ways between the caller and the recipient almost instantaneously. One disadvantage of telephone communication is that there is no actual written record of the call if something gets misinterpreted for example. However some businesses actually record their calls for future reference. Along with mobile phones, almost all members of staff will have access to one and therefore it is possible to be in contact with others at all times, no matter how far apart they are.
- Voice mail is another popular way of communicating, mainly in the business itself. If a member of staff is busy or else away from his or her workstation, the caller can simply leave a message and the recipient can either listen to the message, or call the sender back once appropriate.
- Talking face to face is another effective way of communication. Body language can be interpreted as well as what is actually being said. This makes it reliable and very effective. It is used in interviews, meetings and conferences. A meeting could be held in any of Elizabeth’s workplaces and this would allow quick and easy exchange of ideas and information between larger audiences, e. g. All members of staff.
2.4.3 - Visual communication
- Visual communication is mainly used in events such as meetings or conferences, but is also used in other instances as well. Visual communication includes Charts, tables, diagrams, graphs, demonstrations, pictures and films, and are usually backed up with verbal communication at the same time to explain what some of it means.
- Charts, tables, diagrams and graphs are clear methods of giving numerical information, in particular. They have immediate impact and can illustrate their points quickly while having the ability to put across a lot of information using one diagram or a series of related diagrams. An example of a graph being used would be to show how sales vary from month to month.
- Demonstrations are very useful in showing correct processes and methods, such as showing certain members of staff how to cook certain foods, and teaching other members of staff how to correctly operate machinery.
- Pictures and films are eye-catching and make it easier for people to focus their attention on. An old saying is that ‘a picture is worth a thousand words’. This is why pictures are often used in things such as slide shows to present information.
2.4.4 - Electronic communication
- Electronic communication can be Faxing, computers, e-mail, electronic data interchange, internet, intranet and video conferencing.
- Faxing is almost instantaneous from sending to receiving. It allows one person to send a written document to another person simply using the telephone. This method gives the advantages of a letter while being very fast.
- E-mailing is a very popular mean of communicating in today’s society. It is accessible to almost everyone nowadays and is also a very fast way of communication. Any emails can be stored for referencing and documents can also be attached. These can then be used to view on the computer itself or printed out.
- Intranet is a system that stores all the records of that particular organisation. It stores it all internally so only members of that organisation can view these records and use them at any time. Using the intranet, information is then shared between all users of the system inside the business.
2.5 - Impact of ICT on communications
2.5.1 - Benefits of ICT for communications
- Very fast production – Using word processing programs, it is possible to produce a large quantity of material in short periods of time.
- Better use of resources – Thanks to being able to edit text at any time, without having to start again, paper, ink and time is saved.
- Greater quality – The finished product on a computer looks much more professional than a hand-written piece.
- Improved circulation – Any documents can be passed around the work place effortlessly, ensuring that everyone is up to date.
- Efficient image – The public image for the organisation is enhanced
2.5.2 - Disadvantages of ICT for communications
- Capital investment – Computer equipment costs a lot of money to keep maintained and up to date, including the price of the unit itself
- Training costs – Any employees that need to use the equipment may need trained to use it efficiently, including any re-training that needs to be done for future changes in technology
- Technology breakdown – Since computers occasionally break down, this can cause problems in the workplace if files were to be lost for example.
- Health and safety – Computer operators may suffer from eye-strain, headaches or wrist strain.
2.6 - Legislation
2.6.1 - Data Protection Act
The Data Protection Act was developed to give protection and lay down the rules about how personal data can be used. It was created to protect individuals from misuse of this data. It governs the collection and processing of data by organisations and the individual rights to access the data if they wish.
The eight principals of the Data Protection Act are as follows:
- Data must be kept secure.
- Data stored must be relevant;
- Data stored must be kept no longer than necessary;
- Data stored must be kept accurate and up-to-date;
- Data must be obtained and processed lawfully;
- Data must be processed within the data subject rights;
- Data must be obtained and specified for lawful purposes;
- Data must not be transferred to countries without adequate data protection laws
2.6.2 - The Computer Misuse Act
The bill, supported by the government, came into effect in 1990.
Sections 1-3 of the Act introduced three criminal offences:
- Unauthorised access to computer material, punishable by 6 months' imprisonment or a fine.
- Unauthorised access with intent to commit or facilitate commission of further offences, punishable by 6 months/maximum fine.
- Unauthorised modification of computer material, subject to the same sentences as section 2 offences.
2.6.3 - Copyright, Designs and Patents Act 1988
The Copyright, Designs & Patents Act 1988 prohibits copying someone else's copyrighted material without permission such as:
- Literary: Song lyrics, manuscripts, manuals, computer programs, commercial documents, leaflets, newsletters and articles etc.
- Dramatic: Plays, dance, etc.
- Musical: Recordings and score.
- Artistic: Photography, painting, architecture, technical drawings/diagrams, maps, logos, etc.
- Typographical arrangement of published editions: Magazines, periodicals, etc.
- Sound recordings: May be recordings of works, e. g. Musical and literary.
- Films: Broadcasts and cable programmes.
3. 0 - Information currently circulating in the company
There are a number of documents that are used in Evans enterprises as flows of information. Such as:-
- Supplier Invoice
- Delivery docket
- Application form
- Daily time sheet
3.1 - Supplier Invoice
A supplier invoice will usually be sent out from a supplier to the business, detailing the costs for that month’s orders. It will usually include:
The invoice may include two addresses, such as Billing address and delivery address. It is important to distinguish which address is which
The date is important for many things, such as if orders were documented, they wouldn’t be mixed up with a different dates. It is also important for knowing that order came in for that certain date.
Quantity is important for knowing how much of the order you received compared to how much you ordered. If there is a different quantity arrived than what was ordered then there was obviously a mistake made, and this can easily be noticed.
When the document is signed, it is then a legally binding contract between the customer and the supplier, and proof that the customer did indeed order the product.
So when the customer receives the invoice, they can quickly notice if it’s their order or someone else’s.
If the customer needs support from the supplier they will ask for the customer number and find out instantly everything about the order.
Subtotal is the overall price of any items purchased before adding VAT or discounts.
VAT is the 20% cut that the government take of all purchases. It is sometimes reclaimed in certain businesses.
The Total cost of an order is the subtotal plus the VAT or any discounts for that order.
3.2 - Daily time sheet
Daily time sheets can help you or your employees keep track of how the work day is spent.
They usually include:-
To know whose timesheet it is, it must have the employees name on it.
There may be different departments in a business as well as different locations. Therefore to know where this person is working at they must state their department and location
The date is important as it indicates what specific day this timesheet applies for.
Individual employees an also be quickly identified by their unique Employee number.
Essential to know exactly what task and duties the employee was performing.
- Time started & Time stopped
Need to log how long they were working on this task. It is essential for a daily time sheet.
Once the employee has finished their task, they can accumulate the time they were working for. This will be written down as Total time for that task.
- Signatures (Employee, Supervisor, etc.)
A signature is also required to verify that it was filled out by the person detailed, and not someone else.
3.3 - Delivery Docket
A delivery docket is a paper statement that is shown to the customer with a delivery, and should match the goods delivered. If the delivery matches the docket, the docket is signed by the paying customer. If it does not match, it is not signed for, and therefore returned.
A Delivery Docket often includes:
This is a space in a simple table used for writing the name of the item that has been delivered. It let’s the supplier and customer know what has been delivered and if it’s the correct item.
The price of delivery is usually determined by the size and/or weight of the object. For example an object that weighed the delivery vehicle down a lot, or just an object that took up a lot of space on the delivery vehicle, would cost more to delivery than something small and light. Therefore this column can determine the price of delivery for the customer, and also let the customer know the size of the item.
The Cost column lets the customer and delivery person know how much that specific order costs.
Quantity is important to write down, easy way of letting the customer and delivery person know how many of that item was meant to be received or delivered.
‘Total’ is the Total cost for all items delivered.
Deposit is the amount of money that the customer gave the supplier when ordering the item(s). The supplier keeps this money until the order has been received by the customer, and the deposit is refunded in the purchase.
Balance is the remainder of the price to pay. This is usually found by removing the Deposit from the Total price of the items.
- Customer information (Name)
This is the name of the customer, to ensure that the correct customer received the correct order. If it is incorrect then it is easily noticed and corrected.
- Supplier Information (Name & Contact info)
Information on the supplier, incase they need to contact them if an order cannot be delivered or if any problems occur.
3.4 - Application form
When an applicant is filling out an application form, usually the first section they will fill out is the Applicant’s details. This is their name, address, phone numbers and some information such as if they have a driving license etc.
Any previous jobs that the applicant had will be wrote down here, such as the job title, the organization itself, address, and how long they worked there.
Any qualifications and education that the applicant received prior to applying will be filled out here. Applicants that have certain qualifications will be what the employer is looking for so they will have a higher chance of getting the job.
Any training the applicant has received or courses which did not lead to a qualification but which the applicant feels is relevant to the job.
Referees are people that will vouch for any qualifications or training that the applicant claims they received.
Criminal convictions may prevent some applications from receiving certain jobs; therefore it is important for the employer to acknowledge these convictions before considering them for the post.
- Declaration and signature
Once the application form has been filled out completely, the applicant will read the declaration and accept it by signing their name. Afterwards the form can be submitted for review by the employer.
4. 0 - Problems within Evan’s Enterprises
4.1.1 - Communication
There are a few occurrences in Evans enterprises, where one person in charge of something was not informed when changes were made by someone else. This can cause major problems in an organisation and simple communication between the two people involved would fix this very easily.
4.1.2 - Staff Training
All staff has to be properly trained at the job they do. Especially if employees are to be rotating between Elizabeth’s two businesses, they will need to be properly trained at both jobs in order to succeed at them. Without the proper staff training, there will be consequences and failure to complete tasks at the level required.
4.1.3 - No facility for Online Bookings
Online booking forms are not utilised in Evans Enterprises. Now-a-days online booking forms are very common and make things very simple for both the customer and the company. A simple online booking would be very worthwhile and not that difficult to implement in Evans Enterprises.
4.1.4 - Business and staff rely on Paper Based Documents
Paper based documents are easily destroyed, ruined or misplaced. This can cause major issues within the company if an important document is lost or ruined. To solve this problem, documents should be typed up on computer, or scanned and filed away on the computer system. This means that if there is a server in the company, all documents would be safely stored there forever and easily retrieved if need be. Without a server, the document(s) can be stored on a single computer and copied or moved if needed.
4.1.5 - No current Computer System
Without a modern computer system, such as servers, Evans enterprises can come across much more problems than if they did if they had one. With a modern computer system file managing would be made much simpler and also easier to use. Files would be easy to transfer across different computers and also backed up onto multiple places. This is not only more convenient, but also safer.
4.1.6 - Limited Computer Knowledge
Staff at Evans enterprises are not all trained to properly use a computer. This means they cannot take full advantage of a computer to organise or even work it properly. If staff were trained to use computer programs and systems properly, this would improve the business.
4.1.7 - Management of Delegate List
The management of the delegate list was quite a problem. All delegates were supposed to return an acceptance slip to the secretary to confirm attendance as well as any details such as special requirements. Instead of recording slips that were returned on the computer, the secretary simply ticked the names of those who returned a slip on a master sheet she printed out beforehand. She didn’t keep the acceptance slips for proper checking and she assumed that if a delegate had not returned the slip, they would not be attending. This meant that delegates turned up that were not expected meaning there were no name badges or places for them.
4.1.8 - Staff not Completing Documents
If any employees do not fully complete a necessary document, not all required information will have been gathered for the job. Therefore time must be spent getting the rest of the information and the customer may have to be contacted again and this is inconvenient, time consuming and very unprofessional.
4.1.9 - Staff Procedures
Staffs procedures aren’t being followed properly, such as passing documents over between the two businesses each week are required in order for staff to be paid correctly for all work they are doing. If not all procedures are followed, problems occur, such as some staff not getting paid at all for work they completed.
4.1.10 - Lack of Organisation
Organisation is important in a business, and Evans enterprises fail to be organised at some points. Such as invoices from suppliers not being recorded properly, meaning that it is difficult to find the invoices at a later date. It even gets to a point where Elizabeth did not record meetings properly, meaning she did not know when they were, and failed to attend. This is very unprofessional and a major problem in the business.
4.1.11 – Moving onto new businesses
Elizabeth had made perfect parties and exceptional events. Both of these businesses have got some problems that need to be worked out before moving onto something new, such as her latest idea, ‘Wonderful weddings’. If she was to start up this new businesses very soon, it would cause even more problems added onto the ones she has with her other two businesses.
4.1.12 - Using in-effective computer programs
When Elizabeth was recording information for bookings and orders for the catering stock, she was using Microsoft word for this. However since Microsoft word is specifically designed for producing word documents etc, it wasn’t very effective for recording booking information or stock orders. Therefore Elizabeth had problems with this and instead should use a more suitable program(s) for recording this information.
4.1.13 - No proper list of appropriate suppliers.
Elizabeth needed a proper list of suppliers and their products along with information like delivery times and costs so that she could properly evaluate her buying strategy. Instead, she relied on her own knowledge and bought everything locally. Some items like balloons and disposable items like paper cups and plates could have been bought using the internet but she hadn’t researched this possibility effectively. Therefore she was potentially loosing time and money.
5.0 - How ICT resources can be used to assist the circulation of information in EE
In Evans enterprises, much like any modern business, they will require modern technology and recourses to succeed at the job they do.
5.1 - Hardware
5.1.1 - Computer
In Evans enterprises, computers are a must have. They allow any type of file, information, documentation to be created, edited, stored or just viewed. When purchasing computers for a business it is important to think ahead and decide what specifications you will require for the job at hand. It is important to firstly realise a few major components inside a computer and how they work, starting with the computer’s RAM.
RAM
RAM, (Random Access Memory) is the best known form of computer memory. RAM memory is usually acknowledged in the form of Gigabytes (GB), such as a 4GB stick of RAM. One Gigabyte equals to 1024 megabytes, and each program you open up on a computer uses up these bytes. If the entire RAM is being used, the computer will require other programs to be closed down to make room for others. Therefore for a business like Evans enterprises, since they will be required to run multiple programs at one time, computers must have adequate RAM to get the job done.
CPU
Another component of a PC is the CPU (Central Processing Unit). The CPU is the part of the computer that carries out any instructions given by any program on the computer. CPU comes in different speeds, measuring from Megahertz (MHz), to Gigahertz (GHz). Any modern PC will always be measured in GHz however. With a high end CPU a PC will be able to run any program flawlessly. Nowadays, CPUs also come with a different amount of ‘cores’. For example, you can get a Dual-core CPU, or a Quad-Core PC. More cores can sometimes be faster, however not all computer programs will make use of multiple cores at any one time.
HDD
Another one of the most essential parts of a PC is the HDD (Hard disk drive), also known as a hard drive, hard disk or disk drive. The HDD is where everything the user owns on that pc is stored. A company that needs large amounts of files and programs stored on their PC will require a large amount of space on a HDD. Space available to be used on a HDD is counted in Bytes, a lot of modern HDDs are about 500GB or 1024Tb (A Terabyte). These large sizes of HDDs usually have enough space to hold everything and anything that would be needed on a single PC.
5.1.2 – Servers
A ‘server’ or multiple servers are usually convenient to have in a business. Especially if this business grows to a point where a large amount of computers are being used and need to share documents between them constantly. Servers are like a dedicated computer that are usually stored in a separate room, they are connected to the internet and the company’s network and can then be accessed by any computer that is also connected to the company’s network. This easily allows anyone to add or remove files to and from the server at any time without any extra equipment. This can be very useful in a company and save a lot of time as well. If multiple servers are being used it is usually smart to keep them in a ‘Server room’ as they can generate decent amounts of sound and also heat. Therefore the room must be adequately cooled to avoid overheating also.
5.1.3 - Printers
A printer is an output device that produces text and graphics on paper. It is a bare necessity in today’s society mainly for schools and businesses; however they are widely used for personal use also.
Printers can be divided into two main groups, impact printer and non-impact printer. Impact printers produce text and images when tiny wire pins on print head strike an ink ribbon by physically contacting the paper. Non-impact printer produces text and graphics on paper without actually striking the paper.
Printers can also be categorized based on the print method or print technology. The most popular ones are inkjet printer, laser printer, dot-matrix printer and thermal printer. Among these, only dot-matrix printer is impact printer and the others are non-impact printers.
Inkjet printers and laser printers are the most popular printer types for home and business use. Dot matrix printer was popular in 70's and 80's but has been gradually replaced by inkjet printers for home use. However, they are still being used to print multi-part forms and carbon copies for some businesses. The use of thermal printers is limited to ATM, cash registers and point-of-sales terminals. Some label printers and portable printers also use thermal printing.
By looking at the advantages and disadvantages of these types of printers, it is easy to see that a business’ choice depends on what the printer is going to be used for.
5.1.4 – A Scanner
Another popular piece of hardware used in many types of businesses is a scanner. A scanner will take a scan (an image) of any document that is placed onto it. This means that any loose documents that would want to be kept for future use can be scanned and stored on a computer system rather than a vulnerable folder for example. This doesn’t only mean that documents can be kept safer, but they will also be easier to organise on a computer system rather than physical paper.
5.1.4 – A photocopier
A photocopier is also a popular piece of hardware much like a scanner. It makes an image of a document and then prints out as many copies of it you would like. This means that any files that are not able to be accessed and printed out on an ordinary printer, can simply be copied on a photocopier as many times as needed. This is a very simple and effective piece of hardware that would be very useful for Evans Enterprises.
5.2 - Software
5.2.1 – Operating system
Software is essential parts of a computer and many electronic devices. Software on a computer includes the computers operating system and all the programs that run
on it. The operating system is the most important type of system software in a computer system. A user cannot run
An application program on the computer without an operating system, unless the application program is ‘self booting’. Since an operating system requires the PC to run it at all times, the PC must have adequate hardware inside to be able to handle this.
Here are two tables that show minimum and recommended hardware specifications for some different operating systems.
5.2.1 – Programs
After an operating system is installed on a PC (most PCs that you purchase come with an operating system pre-installed, saving you the trouble), you can then proceed to get more software for them. Such as office programs, anti-virus and anything else you will need. Office programs are programs that will be especially useful in office style work, such as Microsoft Word, Microsoft Excel and Microsoft PowerPoint. MS Word Includes enhanced features that help you create, edit and also print documents, Microsoft Excel has the basic features of all spreadsheets, using a grid of cells arranged in numbered rows and letter-named columns to organize data manipulations like mathematic operations. Microsoft PowerPoint can be used to create simple or professional presentations that can easily be presented in front of employees for example. All of these products can be purchased and installed onto a PC all at once by purchasing the ‘Microsoft Office’ product.
Other essential software that should be installed on every computer is an Antivirus. Antivirus programs stop your computer from being infected by the many types of viruses you can be infected by when surfing the web or even just opening some files. Anti-virus programs will find these viruses as soon as they appear and remove them from your PC. If they go unresolved they will infect your PC and cause major problems such as data loss, programs crashing and even the entire PC crashing or ceasing to work altogether. They can even just run silently in the background without your knowledge and steal information you have on your PC. Therefore an up-to-date antivirus is essential and there are many good ones to choose from. A very popular choice is the ‘Norton’ brand. This is a subscription based anti-virus and must be purchased to continue to work fully. Other ‘Free’ alternatives are available such as ‘Avast’ anti-virus software. Each of these programs can be found online and even purchased in any PC store.
5.3 - Documentation
5.3.1 – User guides
User guide, also commonly known as a manual, is a document intended to give assistance to people using a particular piece of hardware of software.
Most user guides contain both a written guide and images. In the case of computer applications, it is usual to include screenshots along with text, and hardware manuals often include clear, simplified diagrams. The language used in a user guide is usually kept simplified and any jargon etc will be kept to minimum for the user to understand easier. A user manual will be included with any physical purchase of a piece of hardware or software, either in the program itself or in a physical user manual document. Any software purchased online, will either include a user manual built into the program, or else can be found on the website of the company that made the product. User manuals are essential as without these, any user with problems either setting up or using a piece of hardware or software will not be able to resolve the issues very easily.
5.4 – Procedures
5.4.1 – Back-up
The most important procedure to follow when using Computers and servers etc is backing up all your files. In a business like Evans Enterprise it is important that if a computer or server crashes and ‘Looses’ it’s data, that it can be successfully recovered one way or another. Computer back-up can be done in many ways, some more simple than others. It’s not the most expensive way that will always work the best.
Here are three popular ways of backing up files.
5.4.1.1 – Re-writable discs
Re-writable discs are a very popular choice for a lot of people backing up their files. Once you have finished working on your files, you can save them and make a copy of them on the disc. This means you can proceed to remove the disc, and store it safely in case you loose your files and need them back. Discs are not the most effective way of storing files however, due to their small capacity of up to 4.7GB and if you have many of them it can be quite a task organising and storing them all safely.
5.4.1.2 – USB Storage devices
USB storage devices can come in two popular types, a USB HDD and USB Flash drives.
USB HDDs are much larger in physical size, but also much larger in memory capacity also. This means more files can be stored and backed up on them. USB flash drives are the other popular device that are small in size, but also generally small in capacity as well. Common USB flash drives are around 2 – 4GB in size, meaning they aren’t great for storing large amounts of files, however keeping a USB flash drive with you at all times means you can save any files on a computer, and also save onto the flash drive just as easily no matter what machine you are using. For backing up large amounts of files that will be kept stored away safely, it would be best using USB HDDs for their larger capacity and their physical size will not matter due to them not being carried around too much.
5.4.1.3 – Online back-up and storage
The internet is growing rapidly in today’s society and it’s being used for more and more things as time goes by. Now-a-days it is easily possible to storage an endless amount of files online. Most online back-up websites require you to sign-up and usually receive a free trial of the service, once the trial is up you can then pay for a subscription. Subscriptions are relatively cheap for a large amount of online storage; this means you can upload any files either manually or automatically depending on the way you decide to use it. There will be no discs, HDDs, USB’s or anything like that you need to worry about. Once it’s uploaded you can leave it there and access it at anytime, anywhere, depending on the service. It is also possible for online back-up to be used in conjunction with a company server, meaning every once in a while all information on the server will be backed up online and you can have peace of mind.
6.0 Networks
A computer network is a system in which computers are connected to share information and resources. The connection can be done as peer-to-peer or client/server. These two types of connection fall under the category of LAN (Local Area Network) because all the computers will be inside the same building.
6.1 LAN
A local area network (LAN) supplies networking capability to a group of computers in an office building, school, or a home. A LAN is useful for sharing resources like files, printers, games or other applications.
Most local area networks are built with relatively affordable hardware such as Ethernet cables, network adapters, and hubs. Wireless LAN and other more advanced LAN options also exist, but are far more expensive.
6.1.1 Advantages of LAN
- Computers can share hardware such as printers. This is cheaper than buying a printer for every workstation.
-
Workstations do not necessarily need their own HDD for storing files or CD-ROM drives which make them cheaper.
- User can save their work centrally on the network’s file server. This means that they can retrieve their work from any workstation on the network.
- Any user does not need to use the same computer every time to access their files.
- Users can communicate with each other and transfer data between computers very easily.
- One copy of each program such as a word processor, spreadsheet etc. can be loaded onto the file and shared by all users.
- When a new version comes out, it only has to be loaded onto the server instead of onto every single computer.
6.1.2 Disadvantages of LAN
- Special security measures are needed to stop users from using programs and accessing data that they are not allowed to.
- Networks are difficult to set up and need to be maintained by skilled technicians.
- If the file server develops a serious fault, all the users are affected, rather than just one user.
6.1.3 Peer-to-Peer
In a peer-to-peer network, each computer holds its files and resources. Other computers can access these resources but a computer that has a particular resource must be turned on for other computers to access it. For example, if a printer is connected to computer A and computer B wants to printer to that printer, computer A must be turned on.
6.1.4 Advantages of Peer-to-Peer Network
- It is easy to install and so is the configuration of computers on this network.
- All the resources and contents are shared by all the peers.
- Failure of one peer doesn’t affect the functioning of other peers.
- There is no need for full-time System Administrator. Every user is the administrator of his machine.
- The over-all cost of building and maintaining this type of network is comparatively less.
6.1.5 Disadvantages of Peer-to-Peer networks
- In this network, the whole system is decentralized thus it is difficult to administer.
- That is one person cannot determine the whole accessibility setting of whole network.
- Security in this system is worse. Viruses, spy wares and Trojans and Malwares can easily transmit over this Peer-to-Peer architecture.
- Data recovery or backup is very difficult. Each computer should have its own back-up system
6.1.6 Client/Server Network
In a client/server network, each computer still holds (or can still hold) its resources and files. Other computers can also access the resources stored in a computer, like a Peer-to-Peer network. One of the traits of a client/server network is that the files and resources are centralized. This means that a server can hold them and other computers can access them. Since the server is always on, the client machines can access the files and resources without caring whether any other certain computer is on.
6.1.7 Advantages of Client/Server Network
- In this architecture there is a centralized control. Servers help in administering the whole set-up. Access rights and resource allocation is done by Servers.
- Proper Management: All the files are stored at the same place. In this way, management of files becomes easy. Also it becomes easier to find files.
- Back-up and Recovery possible: As all the data is stored on server it’s easy to make a back-up of it. Also, in case of some break-down if data is lost, it can be recovered easily and efficiently. While in peer computing we have to take back-up at every workstation.
- Changes can be made easily by just upgrading the server. Also new resources and systems can be added by making necessary changes in server.
- From various platforms in the network, server can be accessed remotely.
- Rules such as security and access rights can be created at the set-up of the network
- Servers can play different roles for different clients.
6.1.8 Disadvantages of Client/Server Networks
- Too many requests from the clients may lead to congestion, which rarely takes place in a Peer-to-Peer network. Overload can lead to server crashes.
- Client-Server architecture is not as robust as a P2P and if the server fails, the whole network goes down. Also, if you are downloading a file from server and it gets abandoned due to some error, download stops altogether. However, if there would have been peers, they would have provided the broken parts of file.
- It is very expensive to install and manage this type of computing.
- You need professional IT people to maintain the servers and other technical details of network.
6.2 EDI (Electronic data Interchange)
EDI (Electronic data Interchange) enables the computer system from one company to “talk” to the computer system of another company and exchange data. Because this exchange of data is done using computers, most of the associated business processes can be automated so they occur with little or no manual data entry. This enables companies to electronically exchange business documents like purchase orders and invoices very easily.
6.2.1 Advantages of EDI (Electronic data Interchange)
- Speedy processing of high volume transactions.
- No re-keying or up/down loading of data.
- Allows bridging between internal operations
6.2.2 Disadvantages of EDI (Electronic data Interchange)
- Price of the necessary mainframe software is more expensive than any PC software.
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Initial setup is time consuming.
6.3 Email
Electronic mail, commonly known as Email or E-mail, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the same time, much like instant messaging. Today's email systems are based on a store-and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor their computers are required to be online at the same time; they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages.
6.3.1 Advantages of Email
- Once you have an internet connection, you do not have to pay for anything else.
- Sent and received messages and attachments can be stored safely, logically and reliably.
- Once you’re set up, sending and receiving messages is simple. It’s very easy to use and stored files can be accessed simply.
- E-mail takes very little time to send, meaning you’re also saving time
- Web based email means you can access your messages anywhere online. Such as when you’re abroad.
- Computers are bad for the environment because of the electricity they use, however using e-mail saves lots of paper therefore helping the environment as well.
- If you have a product or service to sell, email is an effective way to get your message out.
6.3.2 Disadvantages of Email
- If you have a product or service to sell, email is an effective way to get your message out.
- Having to deal with spam and spoofs is one of the worst avoidable time wasters online.
- A virus could seriously affect your computer if opened from an email. It is important you watch what files you download that have been emailed to you in case you do get a virus.
6.4 Intranet
Intranet is the general term for a collection of computer networks inside an organization. An intranet will use networking to make communication between people or work groups to improve data sharing.
Many schools and non-profit groups have them, but an intranet is still seen primarily as a corporate productivity tool. A simple intranet is made up of an internal email system and perhaps a message board service. More advanced intranets include Web sites and databases containing company news, forms, and personnel information.
6.4.1 Advantages of Intranet
- Confidential information is kept securely within the organisation
- Emails remain private and may also be encrypted
- The company will have dedicated IT personnel to keep the intranet running smoothly
- Information
6.4.2 Disadvantages of Intranet
-
Costs a lot of money to set up
- If there are a large amount of users on your intranet, you will require additional staff to maintain the network.
6.5 E-commerce
Electronic commerce, known as E-commerce, refers to economic activity that occurs online. E-commerce includes all types of business activity, such as shopping, banking, investing and rentals.
6.5.1 Advantages of E-commerce
- Easy to set up as most hosting servers have got tools to set up online shopping built in. This means it takes less skill to make it effective as well
- It’s more popular today, compared to the past due to fears of security. Most credit card companies helped remove those fears by guaranteeing that cardholders would not be held responsible for fraudulent charges as a result of online shopping.
- Online shops are open 24/7, and from the comfort of your own home you can purchase from them. This means you don’t have to run from store-to-store searching for items, or even travel to the shops at all. This doesn’t only save time but also money on transport costs for example. This is seen as a major benefit of E-commerce the customers.
- Since an online shop requires practically no employees, this means costs of purchasing from an online shop are significantly reduced. Along with the fact that all transactions are handled by automated software and not a physical person, until the point where the item may need packaged and posted out to the customer. This means that most physical businesses cannot compete with the online versions. Customers do however have to keep an eye on shipping fees as these can sometimes be inflated.
6.5.2 Disadvantages of E-commerce
- When selling products on a website, you are heavily relying on the people to find your site that don’t already know about it. This brings in the customers you want, and for this to happen you are relying on things such as Google or your webmaster on customers finding your site. If Google for example makes your website drop a few ranks on their search engine, then you’re loosing potential customers and this is outside of your control.
- Another disadvantage of E-commerce is that you can find yourself being overwhelmed. It might be unlikely but if your site was to find its way onto an article or something that brings it to the attention of a large amount of people, you can find that these people will all visit your site and potential purchase things within a short space of time. This can be overwhelming and of course uncontrollable so you will have to be prepared if possible.
6.6 Internet
According to the Oxford Dictionary, the internet can simply be described as an arrangement of connected computers, which lets the computer users all over the globe exchange data. Any amount of people, from anywhere in the world with an internet connection can be connected to the internet and exchange data. And it is estimated that approximately 33% of the world’s population has access to it.
6.6.1 Advantages of Internet
- Information is the biggest benefit offered by the Internet. You can find any type of information on any subject with the help of the search engines like Yahoo and Google.
- The primary goal and use of the Internet is communication. By sending an e-mail, we can contact a person who is physically present thousands of miles away within a fraction of a second.
- E-commerce has become a fantastic option through which you can shop for anything.
- The internet offers various services that could cost more offline. Such as banking and consultation services.
6.6.2 Disadvantages of Internet
- Spam is a major problem on the internet. Like large amount of e-mails that are meaningless and unnecessary. These waste your time and also block the whole system.
- It is possible for theft to occur through the internet. If using your personal details on the internet it is possible that your details like name, address and credit card numbers can be accessed by con artists and used for fraud.
- Viruses pose a real threat when using the internet. A virus is a program that interrupts the usual operation of your personal computer system. PCs connected to the Internet have high possibility of virus attacks and as a result of this your HDD can crash, giving you a lot of trouble.
7.0 MIS
7.1 What is MIS
MIS stands for Management Information Systems. MIS is based upon technology applications for solving business problems.
MIS systems provide a valuable function in that they can pull together, into logical reports, unmanageable volumes of data that would otherwise be useless to decision makers. By studying these created reports decision-makers can identify patterns and trends that would have remained unseen if the raw data were consulted manually.
7.2 Features of MIS
The most important thing in a management information system is the data that is entered into it. This input can come in a variety of forms, including sales reports, consumer information, profit breakdowns and product ID numbers.
Hardware and software are also important in any successful MIS, the former of which refers to the machinery or equipment used to hold the data being consolidated and manipulated. If it’s a manual system you are using, you may store information in a filing cabinet or safe of some description; for an electronic equivalent of this, you will probably hold information in a computer database or suchlike. Software, on the other hand, describes the programs and applications that a system runs on.
People are also essential to the smooth running of a management strategy of this kind. Across a business, people will have different roles and responsibilities depending on their level of authority. For example, a director may instruct the supervisor in charge of the operation about what to tell the operatives, the people who actually use and run the system, to do.
7.3 Benefits of installing MIS
It will collect, store and evaluate information systematically and routinely and can be used to show you where all your cost / sales/ profits are coming from and more.
It’s also easy to use by senior management as much of the complexity is hidden from them.
Answers are often provided as both tables and graphics and for import into a spreadsheet for flexibility
7.4 How Evans enterprises can benefit from installing a MIS
Evans enterprise will directly benefit from an implemented MIS, as since an MIS can be specifically designed to handle information the way they need to.
7.5 Who in Evans enterprises will benefit from a MIS?
7.6 Advantages
- Companies are able to highlight their strengths and weaknesses due to the presence of revenue reports, employees' performance record etc. The identification of these aspects can help the company improve their business processes and operations.
- Giving an overall picture of the company and acting as a communication and planning tool.
- The availability of the customer data and feedback can help the company to align their business processes according to the needs of the customers. The effective management of customer data can help the company to perform direct marketing and promotion activities.
- Information is considered to be an important asset for any company in the modern competitive world. The consumer buying trends and behaviors can be predicted by the analysis of sales and revenue reports from each operating region of the company.
7.7 Disadvantages
- Highly sensitive requires constant monitoring.
- Budgeting of MIS extremely difficult.
- Quality of outputs governed by quality of inputs.
- Lack of flexibility to update itself.
- Effectiveness decreases due to frequent changes in top management
- Takes into account only qualitative factors and ignores non-qualitative factors like morale of worker, attitude of worker etc...
7.8 MIS Reports
7.8.1 Report 1 – Company profit each month of 2011
Analysis of report
8.0 E-Commerce
8.1 Definition of E-Commerce
Electronic commerce, known as E-commerce, refers to economic activity that occurs online. E-commerce includes all types of business activity, such as shopping, banking, investing and rentals.
8.2 Importance of E-Commerce
Now-a-days with the internet growing even more each day, more people are turning to the internet as a main source of purchasing the things they need. Since the internet is getting bigger and bigger, more stores are setting up E-commerce for themselves. This is extremely important as with the rising online sales they will need an E-commerce set up to get some of the action.
8.3 Social Implications of E-Commerce
Stories in the media warn potential customers about identity theft, items not being delivered and other reasons not to trust buying online.
One of the toughest hurdles that e-commerce businesses have to overcome is to prove that they can be trusted. A site should attract more customers if it promises:
- Value - not just offering lower prices than high street stores, but also products that are not available elsewhere
- Service - the majority of websites offer a 24-hour delivery time for a small additional cost
- Ease - open 24/7 and accessible from home, e-commerce is relatively effortless for the customer; customers may find it is easier to locate products using a website's search facilities rather than searching in a physical store
- Security - there are a number of ways to protect customers and websites should ensure that they adopt these to reassure their customers.
8.4 Forms of E-Commerce
8.4.1 B2B
On the Internet, B2B (business-to-business), also known as e-biz, is the exchange of products, services, or information between businesses rather than between businesses and consumers. Usually the products, services or information transferred between the two companies will be in much larger amounts than in any Business to consumer action.
8.4.2 B2C
B2C (Business-to-consumer) is a transaction that occurs between a company and a consumer, as opposed to a transaction between companies (B2B). The term may also describe a company that provides goods or services for consumers.
8.4.3 C2C
C2C (Consumer-to-consumer) e-commerce, is the name given to electronically facilitated transactions between consumers through some kind of third-party. A prime example of Consumer-to-consumer E-commerce is EBay, Where one consumer can sell any kind of item to another consumer via EBay’s service.
8.5 Advantages OF E-Commerce
8.5.1 To Company
- IF you are a physical store, your location limits the amount of customers you can receive. Along with the amount of products you sell. However with E-Commerce, you have the options to ship products all around the globe.
- Search engines are the most common way of customers making their way to your site. With your website visible on search engines, you are increasing the likelihood that more customers will find their way to your store and purchase products.
- One of the largest benefits of E-Commerce for a business is the cost efficiency. The company does not need to buy a physical store or build one, or even hire personnel to keep the physical store running.
8.5.2 To Customer
- When online a customer can easily search for a product using a search bar located on the page. However in a physical store a customer would have to walk around and find the product they want in a longer process.
- Since the customer does not need to visit a physical store, this saves them time and money in travel. They can instead just use a few mouse clicks to visit the store’s website.
8.6 Disadvantages of E-Commerce
- When selling products on a website, you are heavily relying on the people to find your site that don’t already know about it. This brings in the customers you want, and for this to happen you are relying on things such as Google or your webmaster on customers finding your site. If Google for example makes your website drop a few ranks on their search engine, then you’re loosing potential customers and this is outside of your control.
- Another disadvantage of E-commerce is that you can find yourself being overwhelmed. It might be unlikely but if your site was to find its way onto an article or something that brings it to the attention of a large amount of people, n find that these people will all visit your site and potentially purchase a lot of things in a short pace f time. This can be overwhelming and of course uncontrollable to you will have to be prepared if possible.
9.0 Online forms
9.1 Define what an online form is
An online form is a form that is built using a web based scripting language such as html and is reachable via web browsers. It is an efficient way to organize your data. Instead of using paper, use web forms.
9.2 Why do you think EE should create an online form?
Evans enterprise should create an online form for their business as it allows for many new possibilities such as online booking, online customer membership applications, and an important one is online contact forms that allow the customers to contact support from Evans enterprises.
9.3 What problems are currently resident that an online form can overcome?
Organisation is a major problem in Evans enterprises, such as booking information being incorrectly recorded. However with an online form, the customers fill in this information themselves and it is automatically sent to the company and processed as necessary.
Another problem is that they have no facility for online bookings. This can be sorted with a simple online booking form on their website.
9.4 Who would they be targeting?
Customers that are interested in Evans Enterprise’s services can find out more about them from the comfort of their own home. They can also contact members of staff and order online etc. By creating these online forms, they are targeting people that would prefer to do these things online instead of in-store.
9.5 Why factors did you consider before creating this specific online form
Before creating this online form, I took into consideration a few things, such as what should the form include, what should it look like, how should it be accessed and also what age group the form will be aimed at, as a younger age group would prefer more colourful approach and older age groups would prefer the simpler and cleaner look. Since Evan’s enterprise is aimed at parents etc that want to plan events, I went for the simpler clean look while still keeping some colour in the site altogether.
Why did you select particular images?
As expected there is the company logo placed at the top right of the page. This is a traditional place to put the company’s logo and I have done the same. It is instantly available for all to see no matter what page they are viewing the site,
For this online form, since it is an online contact form, I have selected a computer made image of a telephone. This is associated with the telephone numbers and the contact form that is found on the page. It also is an easy way to recognise what type of page you’re on.
Why did you place them in that place on screen?
I placed the image up near the top of the page because this space was initially left black; it also is easier to see at the top of the page rather than the bottom.
How does user interact with form?
The user can easily interact with the form using their mouse. They can click on drop-down boxes to display options to choose from, and they can also click on text boxes to begin typing in them. Generally using their mouse and keyboard they can click and type to fill out the entire form, before clicking on the submit button.
Is it intuitive or have you included rollovers / advice
There is a piece of information at the top of the form stating that all fields marked with an asterisk require being filled out to send the form. This is sometimes useful information to people and also protects them from accidentally leaving out important fields and not filling them out, as this will return an error and ask the section to be filled in before submitting.
Justify colours
For the background of the site, I have used an image of a very simple computer made sunny hillside scenery. This brightens up the site and makes it look much more aesthetically pleasing than a solid coloured background for example.
Justify text
Why did you select particular images?
As expected there is the company logo placed at the top right of the page. This is a traditional place to put the company’s logo and I have done the same. It is simply available for all to see no matter what page they are viewing the site, and instantly
For this online form, since it is an online contact form, I have selected a computer made image of a telephone. This is associated with the telephone numbers and the contact form that is found on the page. It also is an easy way to recognise what type of page you’re on.
Why did you place them in that place on screen?
I placed the image up near the top of the page because this space was initially left black; it also is easier to see at the top of the page rather than the bottom.
How does user interact with form?
The user can easily interact with the form using their mouse. They can click on drop-down boxes to display options to choose from, and they can also click on text boxes to begin typing in them. Generally using their mouse and keyboard they can click and type to fill out the entire form, before clicking on the submit button.
Is it intuitive or have you included rollovers / advice
There is a piece of information at the top of the form stating that all fields marked with an asterisk require being filled out to send the form. This is sometimes useful information to people and also protects them from accidentally leaving out important fields and not filling them out, as this will return an error and ask the section to be filled in before submitting.
Justify colours
For the background of the site, I have used an image of a very simply computer made sunny hillside scenery. This brightens up the site and makes it look much more aesthetically please than a solid coloured background for example.
Justify text
10.0 Evaluation
After researching into Evans enterprise, it is easy to acknowledge many strengths and weaknesses the company has, as well as all the good practises and bad practises they do. For example,
