Discuss about the Anesthesia Information Management System.
The report focuses on the organization “ABC timber and software” which is a small chain of hardware stores that operates all over the state. The organization has mainly 12 branches and each branch have one sales representative. The boards of directors of the company were quite happy with the progress of the organization but a problem exists in the company. The problem is associated with the ageing sales staff. If one of the members retire then all the tactics as well as knowledge would retire with them. Therefore, the organization wants to implement an information management system that would be helpful in resolving the issue.
The assignment discusses the applicability of the information management system, needs of financial, human as well as physical resources, effective promotional activities and monitoring programs. The report also discusses the legal requirement as well as ethical issue that will affect the system.
Presence of sophisticated computer network: The “ABC timber and hardware” have proper sophisticated computer system, which is considered as one of the major strength of the current system of the organization.
Presence of art accounting system: The accounting system helps in storing large amount of financial data including the sales of the organization (Arvidsson, Holmstrom & Lyytinen 2014).
Presence of vast database: The database is used in the organization for storing various confidential data of the company including the sales, finance, transaction and many more.
Proper documentation: Proper documentation system is helpful in managing proper records of organizational operations.
Absence of proper information management system: The organization does not have proper information system so that the new sales personal faces problem in achieving proper knowledge about sales
Improper Communication: The different sales representative does not meet generally and therefore they do not have proper communication between them (Ahmadi et al., 2014). They meet once in a year.
Lack of knowledge evaluation among sales staffs: The sales representatives of the company do not evaluate their skills and knowledge among new employees.
Unavailability of recent sales data: The sales data, which are provided to the sales representatives, are generally three to two weeks earlier (Dumais et al., 2016). They do not have access on recent sales data.
Emerging Technologies Relevant to the Existing System
Cloud computing is one of the emerging technologies that can be used in “ABC timber and hardware” in place of information management system. The cloud computing helps in upgrading the system automatically which proves to be advantageous for the organization. The sales representatives can have access on recent data of sales and therefore the report, which is prepared, will be on recent information (Hwang et al., 2016). The cloud computing technology helps in increasing mobility, in assisting disaster recovery and in reducing the capital investment as well as smaller running costs.
The activities that need to be planned and developed for implementing new information management system include:
Establishing planning team: The most important need is establishment of proper planning team, which helps in ensuring that the plan is business oriented and it further supports integrated approach towards information system (Cordray et al., 2015).
Defining various vision as well as future state:The vision as well as future state of the system must be illustrated before implementing the system.
Assessing current state: The current system must be accessed in order to get all the information about the current system of ABC timber and hardware.
Indentifying gaps: The problems or gaps must be identified properly so that the implementation of the new system must be helpful in resolving them (Hoch & Dulebohn, 2013).
Developing plan: The plan must be developed in three parts including a report, information management strategic plan and a communication plan.
Validating plan: The plan must be validated for addressing different types of priorities.
Communication: Proper communication between the various stakeholders is quite important before implementing the system.
Training: Training must be provided to the employees before the system is implemented.
The stakeholders of the organization include:
Sales manager: The sales manager’s gets report on a monthly basis from the sales staffs and they identify as well as discuss the issues after identifying them (Sacks et al., 2013). The sales manager adds comments and stores it for future use.
Sales Staff: The sales staffs make proper report after analyzing the sales records of the organization. They provide proper information to the sales representatives about the sales of the organization.
Customers: The customers of the organization have long term relationship with the organization.
Human, Financial and Physical Resources
Need of human resources: Human resource is very much required for managing the various activities that are required for implementing the information management system.
Need of financial resources: The financial resources are required for buying raw materials, for arranging the salaries of the employees and for buying different products, which are required for implementing the system (Weaver et al., 2016).
Need of physical resources: Different types of physical resources like servers, computers and software are required for implementing the information management system.
Reasons for Conducting a Training Needs Analysis/Learning Needs Analysis
It is very much important to organize proper training as well as learning sessions within the organization “ABC timber and hardware”. Training is very much important for changing the system as well as for its up gradation. The advantages of training employees include:
Minimizing mistakes: For minimizing various types of mistakes as well as confusion during the implementation of the new system (Andersen, 2014).
Ensure advantages of new system: For ensuring that the employees of the organization are able to take advantage of new features
Ensure the use of budget: For ensuring, that the budget spent on the up gradation of new system is not wasted (Shao & Fu, 2014).
Reducing unnecessary work: For minimizing unnecessary work for various IT staffs
The various promotional activities, which are required for encouraging the use of new system, include:
Designing promotion plan: The promotion plan must be implemented for encouraging the use of system within “ABC timber and hardware”.
Provide user manual to the employees: User manuals are provided to the employees so that they can operate the new system properly (Mudumbai, 2016).
Training: Proper training is needed by employees for handling the new system efficiently.
Arranging workshop: Workshop arrangements by the organization are quite important for evaluating the usefulness of the new system.
There are number of monitoring plans, which are identified for measuring the effectiveness of the system. The monitoring plans are:
Process monitoring: It helps in analyzing that the established tasks as well as activities o the project are leading towards positive result or not (Kumar, 2014).
Technical monitoring: The process of technical monitoring helps in assessing various strategies that are used in project implementation (Andersen, 2014). It is analyzed that the implementation of the new system is quite advantageous as it helps in managing the system.
Assumption monitoring: It helps in analyzing that the assumptions, which are made before implementation of the project, have positive result on the progress of the project.
Policies and Procedures for System Effectiveness
There are number of policies and procedures that helps in enabling the system to run effectively which include:
Management support: It is very much important to achieve the support of the senior management for implementing the system properly.
Proper consultation with the staff: It is very much important to have proper consultation with the staff in order to promote proper awareness (Hoch & Dulebohn, 2013).
Define the terms of policy: Proper policies must be defined for explaining various types of behavior in the workplace.
Evaluate and review: Various types of policies must be reviewed for ensuring its importance.
Legal Requirements and Ethical Issues
There are number of legal requirements as well as ethical issue that would affect the system which are as follows:
Hacking of confidential data:Due to the hacking of confidential data, the organization faces many challenges (Hwang et al., 2016).The confidential data can include various types of data like personal information, financial information and many more.
Data loss: The loss of data can put the organization into danger. Loss of data results into number of problems due to which the organization can lose access over past data.
Unauthorized access: Unauthorized access enhances the problem of data loss as well as hacking of confidential data (Ahmadi et al., 2014) Therefore, it is very much important to reduce them.
Computer virus: The viruses in the computer are unauthorized programs which annoy users, helps in stealing sensitive data as well as helps in controlling equipment which s controlled by computers.
It can be concluded that the implementation of the information management system for the organization is very much advantageous as it helps in resolving the issues, which the organization mainly faces due to its current system. It is analyzed that various promotional activities are required for running the system effectively. The assignment discusses various policies or procedures that help in enabling the system to run effectively. It is identified that there are number of legal as well as ethical issue that would rise with the implementation of the new system. Proper recommendations are helpful in minimizing those problems.
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