In any given organization, the system used in the organization needs to be updated from time to time to prevent any problems that come up in the process of using the system (Lwakatare,2015). The research was done in the company named Swaggies and the following problems were experienced; all financial and payroll records are maintained using a manual system. Employee details and leave records are recorded in a card file that is kept in a box on Tran’s desk. It is hard to retrieve information. Secondly the current client records are maintained by Abbey in a database created using Excel spreadsheet. This is stored in her system, and she is the only person who can access or update the data making it hard for others to access information. Also the current staff is not skilled to fill the level of fellow employees. Only Abbey can stand for the receptionist, Heidi. Lastly the current computer system is not networked, and consists of six workstations with selected application from Microsoft Office such as Word, Excel or PowerPoint installed on each terminal, dependent on the user’s needs.
For a new system to be implemented then it needs to planned and this will involve the consultation process. The stakeholders and system users of the system who need to be consulted include system analysts and employees who were asked random questions, and different departments were given questionnaires to fill. Stakeholders were also included through consultation in the planning, development and implementation of the system. The consultation process should take at least one week on the time of implementation of the new system
A new system need to be upgraded to solve the problems encountered by the new system. The areas that need upgrading involve the client data base, Microsoft office and the change Management which entails confidentiality and privacy.
Based on the problems experienced by the users of the old system then a solution can generated by coming up with a new system. The new system would bring changes in employee training, networking and updating data. The employees will be trained on the usage of new system which will include networking of the computer and updating of the data. I recommend a customized computer system.
The new system will be required to adhere to the set rules and regulations which will impact on the implementation of the system. One of the legislation will be privacy act in which the documents of the employees need to be kept private as possible. Another legislation to be applied the retention of the previous records of the employees. The records of the employees need to be retained and protected and lastly the system should adhere to the software licensing by ensuring that the software is legitimate and can be applied by the company.
For the company to prosper then it has to select appropriate suppliers. This selection can only be through the tendering process by the suppliers to choose the best supplier with the best price quotation. (Grant, 2013).
It is through discussions with the stake holders that the suppliers who have applied for the tender will be evaluated by having the following traits (Pal, et al, 2013):
To achieve the intended goals the project will need; a wireless data system provider, resources to purchase the product, time for employees trainings, and controls and monitoring systems.
In trying to implement the new system into action in the organization, parallel method will be used. In this case the old system will run side by side with the new system to be able to determine the errors that may come with the implementation of the new system. The consultation of the new system will take place to determine the correct method of implementation, using of the required resources of the old system and lastly the compatibility of the new system to the environment i.e. it should not be obsolete. Different experts(system analyst) will be called to examine the new system and conduct a test analysis to see if the process will be a success.
The strategies that will be applied to monitor the new system will be a communication blog for the users of the new system to communicate of any problems that may arise. The system developers should also monitor the system from time to time and ensure the users are able to use the system without any difficulty. There should also be a proposed training on the employees of the organization. Manuals and workbooks for the employees should be provided to prevent any difficulties in using the system.
Seminars and training forums should also be instituted. All the required resources will be provided to the employees during training and a given duration will be provided for training for each individual based on the department that he is situated. The contingencies that will be taken to ensure that there is no distractions like the software failures, staff resistance and delivery delay will involve; educating the employees on the importance of change in the organization. There should be a backup plan like the usage of old system in case the new system failure and lastly there should be an emergency suppliers of materials in case the other supplier fails.
Based on the effectiveness and security of the new system, the new system should be teste for one week to ensure it works effectively and efficiently. It should also have passwords to protect the information of the employees for confidentiality purposes. Programs and time should also be set up for the new employees to be trained on the new system. Lastly the customers and the employees should be fully satisfied with the new system and it should also be user friendly.
In conclusion the Management should try to change the operations of the company by ensuring there is smooth transition of the system. This can be through advertising for the opportunity to fill the gaps in employing skilled workers, training skill workers and updating computer software and networking. The application form must be scrutinized, and shortlisted candidates are invited for an interview where the best candidate be chosen according to the criteria above.
Dale, B. (2015). Total quality Management. John Wiley & Sons, Ltd.
Grant, A. E., & Meadows, J. H. (Eds.). (2013). Communication technology update and fundamentals. Taylor & Francis.
Lwakatare, L. E., Kuvaja, P., & Oivo, M. (2015, May). Dimensions of DevOps. In International Conference on Agile Software Development (pp. 212-217). Springer International Publishing.
Pal, O., Gupta, A. K., & Garg, R. K. (2013). Supplier selection criteria and methods in supply chains: A review. International Journal of Social, Management, Economics and Business Engineering, 7(10), 1403-1409.
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