I am going to see what sort of ICT help a business to run successfully in order to do this I will have to know the different types of ICT used within a business and how each department copes with ICT

Software.

* Databases - Database software (e.g. access) is used for storing and processing data. There is plenty of ways to use this software and this software will also benefit the business. The business can store large amount of data in small spaces so that the memory of the computers/laptops will not be wasted. This software can search for data and sort out data very quickly. This data can also be shared across networks so other members of staff can also have a look at this data. In access there are some features where information can be stored and presented such as: - Queries, Forms, Reports and data validations. The marketing department uses the databases because the databases are used to store customers information.

* Programs - There are different programs within the business that can be very useful to the business such as word processor, Desktop publisher, and spreadsheet software. Each of these software's are used for different purposes within the business word processor are for writing letters, essays, minutes and meeting this is used because corrections can be made easily the company can save the documents and print as many copies as they like and any mistakes can be corrected without typing up the whole document again. Desktop publisher is used within the business for printing publications like leaflets, flyers, posters and brochures this is used within the business because the flyers, leaflets and posters that are made on this software look professional. Desktop publisher is used within the marketing department because these features are used to promote products. Spreadsheet software is used in the business because spreadsheet can be presented in graphs and tables, which can be presented to the board members of the business. These types of programmes such as spreadsheets are used by the finance department to present information to companies and to make statements for example invoices.

* E-mail - This sort of software is very important to a business because this software is all about communicating by sending and receiving e-mail messages this benefits the business because this way of communication is faster then the post and the same e-mail attachment can be sent to more then one recipients. Every department in the company uses this type of software because every department need to communicate with each other in order to get their work completed.

* Internet - This software is used by the business to display websites. This helps the business to stay in business for example this display the websites that can be shown to the entire world so anyone around the world can purchase products from this company.

There are various types of ICT and there are various forms of ICT provision in a business but all of the ICT have got benefits and drawbacks to the business. I have mentioned some below.

Benefits.

There are many reasons why the business benefits of introducing ICT provision to the business, which are: -

* Increased productivity.

* Reduced waste.

* Improved speed and quality of communication.

* Improved decision-making.

* Potential for working from home.

Increased productivity.

* Labour productivity - The quantity of output that can be produced from a given quantity of labour this is so because when working with computers humans become far more efficient. For example if a book was made in the past it would have took ages to make however if it were made on a computer it wouldn't take that long.

* The productivity of capital - Modern computer technology has improved from the past. For example the car adverts that are being shown on T.V factories are shown where cars are being made from robots, which are controlled by computers.

The main advantages for the businesses having computers are: -

* They are extremely fast - Millions of calculations can be made in seconds and a fast and accurate service is provided when using computers for example millions of people around the world use Internet banking every hour and required changes are made in the bank records, which are done accurately.

* They are very accurate - Computer only do what they are programmed to do so if the programme is accurate then the computer will give out what it is expected to do. For example if computer are suppose to weigh the amount of ingredients used in cooking then the ingredients that are programmed will be 100% accurate.

* Computers can work for 24/7 - You can use the computers any time you want you can even use it for straight forwards hours without switching it off because the computers do not need any rest and by doing so the productivity of the business can increase.

* Computers can store large amount of work in a small space - The information will be very difficult to retrieve if there was a lot of paper work and no computer system so this is a benefit to the business because the business can save a lot of space around the working environment and fit a lot of information into the computer storage.

Reduced waste.

A range of waste is cut out because of the use of ICT in modern businesses these wastes include: -

* Time - ICT saves time because of the range of operations, which include: -

* Accessing records from a database.

* Making calculations using a spreadsheet.

* Making important calls using mobile phones.

* Presentations can be created by using power point rather then wasting time on hand made presentation.

* Effort - Work can be simplified for example if you want to send e-mails then you can send can copy to thousands of work colleagues.

* Energy - ICT can be used to reduce environmental costs such as energy.

Improved speed and quality of communication.

Communication is an important aspect for ICT in modern businesses. Communication is a way to get most of the businesses work done for example you can save a file on a computer then e-mail the same file to a publisher the publisher can then e-mail the file to a editor who will then edit the file which then can reach to the designer by e-mail and the designer can add pictures or diagrams in then the final copy can then be sent to the printer electronically and the printer which is computerized will print out the final copy. In this example it shows how communication works well in a business and what happens in a business when they have good communication. This is a large benefit within a business.

Improved decision-making.

The use of ICT helps businesses to make better decisions because: -

* The business has got more accurate information that is collected over the Internet.

* The business has got access to some tools on ICT, which will help the company to make decisions through a software programme called Microsoft Project. These decisions are made by the business by looking at charts and graphs, which are shown through Microsoft Project.

Potentials for working at home.

There are some benefits for staff that work at home, which are: -

* Fast access to the Internet (e.g. Broadband service)

* Sophisticated mobile phones.

* Fax machines.

* Other features that can be connected to with ICT such as digital cameras for design work.

These sorts of objects are better to use for home workers because it is quicker to access and your work can be completed in small amount of time.

Drawbacks.

Although ICT has got many benefits it has also got drawbacks. These drawbacks include: -

* High cost of introduction.

* Lost of efficiency during the introduction phase.

* Alienation of staff who are 'computer phobic.'

* Hardware and software upgrading cost.

* Staff training expenses.

High cost of Introduction.

Introducing ICT to a new business can be very expensive. Firstly the business needs people to invest in hardware and software then the business needs hardware and software programmes that are appropriate for the business and which are up to date. Buying hardware and software programmes can be very expensive for businesses because the businesses have to buy them for all the computers.

Lost of efficiency during the introduction phase.

The problem for using ICT is that the business may go through a number of problem when training the new staff with the new technology. So to keep all this under hand the organisation must have a very efficient information system manager.

Alienation of staff who are 'computer phobic.'

Some older employees in the business may have computer phobia because in the earlier days of ICT development computers were very complex to use. So the business introduces the new ICT system it is important that the business is aware that some people are worried about the development in ICT so the business should provide sensitive training towards the employees.

Hardware and software upgrading cost.

When the new ICT system is developed it is important for the business to get upgrades for their programmes so their hardware and software programmes are well organised and up to date.

Staff training expenses.

Staff training in ICT is an important cost that the business has to pay in order to get a benefit for the modern ICT in the organisation. It is important that the business keep records of the amount of times the staff has been trained in order o fulfil their job. Training should be planed for instant employees should know existing ICT skills and ICT skills required to do their job well.

Contingency plans.

Contingency planning is all about planning the future with ICT. For example if the new computer system does not work out as expected then the contingency planning come into action. The business has to get rid of the new ICT system introduced and they have to make sure that there was no harm done. Before the new system is introduced the business has to identify any problems that the organisation might face. The business has to make a decision weather the ICT system is worth proceeding with the new technology.

Direct implementation.

This is when you have to make a decision of how to introduce your new system. If the system is small and only involves a local connection the decision might not be that critical. Many organisations start a new technology system on a particular one day they have an old system then the next day they have a completely new system this may be fine for a small organisation. There is too much reliance on the new system, but the net results can be chaos for the organisation.

Parallel system.

Parallel system is a more sensible alternative compared to direct implementation. Parallel system is running your new system alongside with your existing system. This is a great contingency plan for organisations because if the new system fails in a way that you can't solve the problem you still got the old system to put your organisation back on track. Parallel system is also a great way to find out if the organisation is improved compared to the old system and find out if the ICT present in the business at the moment is meeting customer needs. However this system has got one disadvantage and this is a problem within the organisation because the organisation has to balance two systems at once, which can cause a huge strain on personnel.

Staggered introduction.

This system is very useful for the organisation because the organisation hires employees that have certain qualifications to take this system under procedures. The organisation also introduces the different systems one at a time. Then evaluate the systems as they go along for example the organisation introduces one system then evaluates if the feedback is positive then the organisation introduces the next system. Staggered introduction also breaks down tasks into smaller activities that can be implemented separately for example some customers accounts can be placed on the new system and the rest of the accounts remain on the old system.

Pilot conversion.

Pilot conversion is using the new system in different parts of the organisation first to see the affects on customers and see if the organisation is getting improved this way the new technology can be evaluated properly.

Training and support systems in crossover period.

Training For the new technology for the staff is very critical so the staff can overcome any problem in the organisation. The introduction of any new system requires some updated skills. The organisation may produce a training programme to show the staff so they are aware of how the system works.

Unit 5: - ICT provision in a business.

Name: Saila Hanif Centre number: 22321 Candidate number: 2530

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