A data management system is a software implemented to manage data, “database.” The system software helps users to manage their information systematically with regards to updating it, retrieving, reading, delete, and manipulating it easily. The data management system mostly serves as an interface between the users of the data and the storage part that is the database. Which brings out its central use as a monitoring software that centralizes all the information in the business and develops an access where multiple users can access the data all at once, depending on the level of security access each user is provided (Coronel, & Morris, (2016).
So as to fully streamline the data flow and data management of NEVER FORGET FLOWERS Company, who is the main client and beneficiary of the proposed data management system. The NEVER FORGET FLOWERS Company, deals with flower delivery to is customers. Where it only specializes on the delivery part. This involves buying the flowers from local stores, packaging them, and delivering them as requested by its customers. The customers provide a date, an address and the type of occasion the flowers will be presents at, and with the information, the management team coordinates with the flower person, for the buying and packaging. And later the flowers are given to the driver who delivers them. The following problems are what the company is facing in line with the current system which is manually operated (Chang, (2016).
- The inconsistency of data, where data is duplicated or lost in terms of when orders are to be delivered or their addresses.
- Heavy workload in sorting and verifying data which is all relied on one person
- Loss of revenue as most of the business clients prefer online placement orders, which is easy and convenient.
As a result of the challenges, the company inquires about a computer information system that can manage its data processes and have the ability to streamline their activities as well as upgrade the company’s business activities to greater yields.
Data management system
Data management system required for the Never Forget Flowers company is an integrated data management system software that will incorporate a well-presented website and a primary server that will include a database for the storage purpose. The site will be based for all clients to place their orders, key in their specifications like address, and also a billing system that will show them the cost of the requested service. The DBMS will, on the other hand, handle the all the data operations with regards to, calendar/time for all the deliveries, the expected driver, confirmation details to the customer, and so on. Where the database will provide a storage space for all the processes and information in the system.For the system to be successful, the following changes and upgrade will have to be implemented (Arasu, et al. (2016)
The company will have to employ data specialist and a system manager, to oversee the activities of the system at the enterprise. This is because of the new purchases that the business will make, for example, more computers, a server, and networking tools to supplement the operation of the system. Because they all require a specialist in their operators, handling, and implementation process.
The company will need to switch it operation activities like how they accept orders, where the email service will be upgraded to the systems order placement section. The delivery receipt will be more automated than the current receipt operation, and also the scheduling part where the company will schedule its activities in accordance with the system's calendar.
The data currently at the company will be keyed into the system by the data entry clerks who will collect all the orders, receipts, delivery notes and the purchases done by the company and update them to the system. This will create a smooth transition between the old and the new system.
Issues and Benefits
Advantages of the data management system
The system provides improved data security. Where the business activities will be monitored to a limited access of who and when is the data presented to. As opposed to the paper system where everyone can assess the companies details.
Data redundancy control- the duplication of data is eliminated by the fact that information is merged into the database, creating ease in the work area and also improving efficiency for the employees.
Data sharing- data can be shared easily with many users all at the same time without interference, which promotes performance at the workplace.
Data recovery and backup- for the file base system users are required to buck up their data regularly and in deferent places, bringing about time wastage and a lot of data duplication causing minimal space in the office. The DBMS eliminates such challenges as with a click of a baton data is saved, and its recovery is very easy (Akuma, & Okechukwu, (2015).
Costly- the implementation process of the whole system is expensive with regards to hardware purchases, which come along with regular maintenance cost too.
Complexity- so as to make full use of the system one needs to be a specialist in the system. Which means some of the employees will have to be trained, while also employ new staff members to manage the systems operations.
High impact of failure- if the system fails, the company’s operations may come to a halt. This is because of the centralized aspect of data storage in the DBMS, which increases its vulnerability
Current Trends and Examples in data management
The technology world keeps on changing and so is the data management sector too. For example:
The cloud service data management this is a data management platform that does not require any infrastructure to take place in the company, the storage part of the data is provided in the cloud platform. This is done by privet of public companies who, provide the services to the interested companies at a fixed fee. The cloud platform is a very flexible operation activity of every company as data and information are available anywhere any pace as long as the user can connect to the internet (Bergamaschi, (2014).
As a result, never forget flowers company needs an integration in its data flow, so as to increase is operations activities and more so to stay relevant in the flower delivery market. For this, the best system to implement is the cloud data management system. This is because of the cheap cost of installation that the system is based, it also has no maintenance cost as the company provider, does the maintenance. And the only cost to pay is a yearly free for the service. The platform will also integrate easily with the business activity as most of its operation are mobile meaning that if staff members are connected at all times to the current companies activities, the company will be in the best position for growth (Hashem, (2015).
For every system there comes the benefits and the challenges to face for the transition. But for the proposed DBMS the challenges overpass the benefits provided by the system. Meaning that for the NEVER FORGET FLOWERS company to stay relevant in its operations and more so in the changing world, and the developments taking place in the technology sector where all businesses are investing more in technology so as to beat the competition and provide high customer satisfaction services. Then change is inevitable (Reddy, (2015).
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