As a security measure against disasters such as fire, floods, earthquakes & more, we will provide a core information system that is outsourced to a specialised company. When host system redundancy is implemented, even when one computer system goes down, the back-up system immediately takes over processing, making recovery possible within an hour. The Data Center at the specialised company is not only equipped with disaster resistant facilities, but also provides comprehensive monitoring to ensure safe, accurate management.
Web Order System Supporting real-time inventory inquiries and orders using the Internet. Jackson Office Furniture will offer a document inventory inquiry display that customers can access using a Web browser. We will include high-security Web pages using SSL encryption for worry-free use by customers. Delivery Management System : Efficient vehicle allocation and cargo tracking In the highly competitive industry, providing services with higher added value to customers leads to expanded business chances. Jackson Office Furniture Co., Ltd will have a proprietary vehicle allocation management system that takes full advantage of cutting-edge IT systems such as computers, mobile networks and the Web. Its three functions, automatic vehicle allocation, cargo tracking, and vehicle position management, facilitate efficient vehicle operation and strengthen customer trust.
Automatic Vehicle Allocation System Vehicle allocation, a previously time-consuming task causing problems in the workplace, is now handled by computer. While checking total weight, loading ratio, the number of places to assign vehicles, and delivery times on screen, you can quickly develop the most efficient vehicle allocation plan. This improves load efficiency, shortens delivery times, and reduces costs. Customers also benefit from these advances.
Cargo Tracking and Vehicle Position Management Radios and mobile phones were previously used to handle customer inquiries on the status of their shipments, instructions to drivers, and reports of completed deliveries, leading to inefficient, error-prone communications. Jackson Office Furniture Co., Ltd. Will have a newly developed and adopted a Cargo Tracking and Vehicle Position Management System that combines GPS mobile phones and bar code readers. This new system allows customers to submit inquiries to a cargo delivery management database on a Web site, anytime, in real time, and receive responses quickly. Moreover, analyzing delivery results leads to more efficient delivery plans.
Implementation of New Financial Package The warehouse will be the main source of critical data to maintain the new high standards of the company, invoices will be electronically available the second an order is processed for the finance department, also the new database will provide quick access to company accounts including payroll, sales and deliveries eliminating the chance of errors or duplication in paper based operations. Our new IS allows instant credit checking of customers to allow an efficient and accurate transaction.
Sales Department Data produced from the warehouse gathers sales figures which can in turn perform trend analysis for the company allowing the prediction of certain trends during the year, e.g. the rise of sales at the beginning of an academic year for university students. Purchasing Our new system will vastly improve the purchasing department by allowing real time stock level analysis enabling a more accurate ordering system, giving the company a major leading edge on stock re-ordering eliminating over procurement of stock. All previous paper based orders are now eliminated with our new efficient system reducing the possibility of human error.
Change Management Analysis of sub-systems within the company Organisations usually have a system that controls all the business tasks. Within this system there are many sub systems which are explained in more detail below. Functional Sub-System These systems use many different types of components that help with the control of the organization. This sub system includes the use of roles, policies and procedures to help achieve this. It controls most of the functions within the organisation which help it to operate. Departments such as HR, finance and executive staff would be classed as this sub-system.
Informational Sub-System An informational sub system handles large amounts of data and ensures that the data is good quality and useful for the organisation. Data that is not useful for the organisation will cost the organisation money and time which can be better used to maintain good customer relations. Information from this system serves all the other sub systems and systems which are why this is a very important sub system within the organisation. This system is not necessarily on computers it could be paper based however a paper based system is harder to keep track of. The sales and warehouse department would make use of such a system.
Social Sub-System This system focuses more on the social side of the organisation. Which contains different types of social activates like social networking, friendships and social activities. All of these will help with staff morale and loyalty because they will feel more confident within the organisation. This system is not always used to make a profit but to make staff happier and more motivated to work well. Also it is usually built on the beliefs and values that staff may have. We assume that the company like any other company the employees form their own sub social networks.
Political Sub-System They often involve goals of the organisation, people with the organisation and the power of the organisation. This system can be linked into the social sub system to build up informal power within the company. This means that staff can ask for respect when they feel they are being treated differently to other staff members. This would be linked to all of the department managers.
Cultural Sub-System This is mainly focused on the values and beliefs of staff within the organisation to avoid offending anyone within the organisation. This sub system is a sensitive system to some organisations so they will hire people that will work well with the current staff members within the organisation. Possible Impacts on Operations, Organisation and Roles What this new system and proposal will do to the organisations operations is streamline it and make it as efficient as possible to save time and in turn money. It will also affect the organisation because there will be many changes made and implemented for new systems including possible reduction of staff numbers.
One thing that needs to be considered in this proposal is to either outsource some parts of the organisation or to keep it within the organisation. When this decision has been made the benefits and disadvantages of both of these must be considered. Outsourcing is used for the purchasing software and the new EPOS (electronic point of sale) systems. The life cycle of the development process must also be considered whether it will be a waterfall method where one part is introduced at a time or a rapid method where it is all introduced at the same time. When introducing the new systems or proposals they will be implemented gradually through all the departments to reduce the problems that will occur.
Implementing new systems can affect organisational goals and roles due to new products or services the organisation will be able to provide. They will have to provide support for these new items and advertise the new items to make customers aware that there is something new. Because of all the proposals we made, a change of goals and roles will be required due to new products being available or a reduction in staff numbers.
Due to the introduction of the AIDC system in the warehouses the way that they will update the system with orders and deliveries will change because they can use scanners to simply scan the item instead of what is currently in place. Also it will impact the role of the warehouse because it will be responsible for keeping the system up-to-date and accurate. By only installing systems required and avoiding overcomplicated software and hardware it will lessen the initial impact on the organisation. New software will be customised to fit what the organisation needs it for and to reduce problems occurring when any one uses them.
Assessment of Possible Resistance to Change Because of all the proposals and systems being suggested there may be a resistance to change within the organisation by staff members. They may be worried about job loss or a drop in their income when a system takes more of their roles. Because of this there could be resistance in the workplace resulting in unwanted situations arising in the workforce. This will have to be considered with the implementation of the new systems and proposals we made and can be addressed by reassuring staff members that they will not lose their job or the amount they are paid, but the new system will relieve stress and help out in their daily chores.
Your staff may also be unwilling to do further training for the new proposed system or tasks because they may find it too difficult or no motivation for change. This is considered in our proposals and appropriately addressed. The Staff will be involved in the implementation of a new system to reduce the likelihood of resistance to the change which will involve informing staff how their new workload will be beneficial to them.
Staff will also be informed on what is happening with the new systems and operations coming into the organisation, which includes presentations, news letters sent by email and meetings with departments currently undergoing a change. Our proposals are made to reduce staff workloads and help make staff work more efficiently and effectively which will be greatly beneficial to the organisation. To help avoid resistance to these changes we are implementing we will use most of the legacy software and systems drastically reducing costs of training and new technology. Making staff aware that extra support will be given for new systems that will be introduced will help staff to be more accepting of their new role.
Because we are upgrading some software and hardware in the systems already used within the organisation most staff will only notice a slight change in their working environment and therefore keeping up morale and staff satisfaction. Apart from the physical resistance of change there is also a virtual resistance to change due to legacy operating systems and software currently being used. Due to various software vendors being utilised there is more chance of incompatibility which will be amended by the use of conversion interface software producing full compatibility with each tool. Included in our proposal are software and operating system updates which are required for greater functionality and compatibility.
Because we assume that all the staff in the organisation has basic computer knowledge, detailed support and help will be provided to help solve problems that occur. User guides will be available to staff for any new systems or software that needs to be implemented. Feedback will be requested from staff after a certain period to rectify any problems that arise with the new functions and systems. Assessment of Readiness to Change Implementing any new systems in stages will help with the readiness of change allowing the company to gradually integrate the new proposed system reducing the amount of problems occurring and increasing the success of a new system. Also good communication of any problems that arise can aid in the readiness of change for the organisation.
Knowing how the new system aids each department and how it will be implemented will give the users a great advantage of understanding what’s involved in the change. Users would need to be aware that the implementation may not fully function until fully integrated with the existing structure of the system. There is also a section which would include certain aspects on the risk of the implementation which would mean that the users would need to make sure that the system has been fully checked. There is also another cause of implementation which involves certain aspects such as the quality of management and the implementation process. The factors from above are linked into the information system. This diagram below shows how all of the sections are involved.
There would also be involvement from the user which would engage many different aspects. One of the main aspects is when the new system gets introduced to the company the employees which work on the system would instantly rebel against change. Most employees would instantly dislike the new system as they would need to learn how to operate the implemented software again. Also the employees may find it difficult to adapt to a new system which would reflect in their work production.
Communication in a newly implemented system could be a major problem, resulting in the need of advice from the creator, where profits could become losses in those crucial moments if training is not pursued. There is a theory called the adoption curve. This would show how a typical user would feel if there was a new system which was implemented into a company. The diagram which is shown below explains what a typical user would feel. The employees at JOF may also relate to these statistics. When a new system is introduced to a company there are many problems which arise in the first few months. Once the system has been fully implemented, this would produce long term benefits which would vastly improve the company.
There are many different issues when a new system has been created which can affect the employees. One of them is the amount of training which would be given may not be enough for employees to understand fully what they would need to do. This could also result to them not feeling secure with the new system. The employees who work at JOF may also have been working at their full capacity which would mean that the employees would find it difficult to retrain and understand the new system.
The company would also need to promote and influence the change as the users would not accept the new system instantly. Communication can be seen as one of the most effective ways of promoting a new system. The company could raise awareness early to the employees which would help them to understand the new system and how it could benefit them and the company. This would also soften the impact of the news about the introduction of a new information system.
The company could also do some internal marketing which would help the employees within JOF to notify them of the change. There are also different means in which JOF could deliver the new systems to the employees such as training. There could also be meetings and presentations to help the employees while the new system is implemented. Recommended Approach for Managing Change There are many aspects in which JOF would need to understand when implementing a new information system. There are also many types of methods which are used to manage the change of a new information system. This is one of the most important parts on implementing a new system, the company would need to make sure that the change is efficient and it is done in a way which would not disrupt the working environment.