In the implementation of the proposed Enterprise Information System, there will be need to ensure that all aspects of organization in terms of the functions of the company are analyzed so as to give a detailed requirement analysis for the system. This will ensure that the proposed system is able to automate all operations within the company and also offer solutions to the main challenges that are being faced by the company. This will lead to the creation of an implementation plan which will have tasks each assigned to specific people and each having specific timelines for completing these tasks. This document focuses on a detailed analysis of the system together with a business case and an implementation plan that will be used in the implementation of the system.
Detailed Information Analyses.
The main aim of the development of the proposed solution is the automation of the various business processes within the organization. This will be achieved through the automation of key business activities in the various departments in the organization such as sales and marketing, production and operations together with supply chain management, accounting and finance, human resource and Management Information System.
To ensure that all departments operate from the same platform where they can easily share information the proposed system will have a centralized login module where all other modules will be accessible from. The homepage will contain the menus where all modules will be accessed from.
Sales and Marketing:
The main operations of the sales and marketing function involves dealing with customers by selling them products, promoting and advertising products to them. This means that the sales and marketing function will require the capability of registering customers and keeping a track of their purchases over time.
The sales and marketing function will also be tracking sales of the company over time and the various promotional activities that the company undertakes which are aimed at improving the competitiveness of the product and the brand in the market. It will also help in automating the various other activities such as meeting scheduling with clients, document management, and receipt printing for sales and reports that will show the performance of the company in the market (Laudon & Laudon, 2013).
To achieve this functions such as sales, registration of customers, creation of product promotion projects and tracking of the success of these projects, calendar, and reports will be developed.
Production, Operations and Supply Chain Management:
The main activities involved in the production, operations and supply chain management includes sourcing of raw materials and converting these raw materials into finished products which are then sold to customers. This means that there is also the management of assets that are used in the production process and the management of suppliers of the raw materials and these assets.
This module will be used to track suppliers together with the materials that they supply, assignment of these materials to the various processes and resources and the use of these materials and resources in the development of the various products and services that are provided by the company. The various core production activities carried out by the company will also be managed in this module. The module will track resource usage within the company and the processes of carrying out the various production activities. Procurement processes will also be managed in this module including raising of material and inventory requisitions, approval of LPOs and delivery of goods and services to the company.
To achieve this the main functions that will need to be developed will include inventory management, procurement management, assets management and suppliers’ management. Also, to manage the operations within the production processes functions such as project management will need to be developed to manage operations such as resources management, schedule management and tasks management in the achievement of the objectives of the company.
Accounting and Finance:
The main objective of the company is profit making. This means that there is need to track the revenues and the expenses of the company so as to determine whether the company is profitable or not. Also, the company exists in an environment where various financial and accounting standards have been implemented to especially control financial reporting and hence there is need to ensure that the specified reporting standards are followed.
Accounting and finance uses data from other departments such as production, sales and marketing to track the revenues and expenses of the company and from this compute the profitability of the company and the value of the company based on various specified ways. The accounting and finance module will track the sales of the company and track customer payments for credit customers. It will then track the value of each of the customers to the company. Also, it will track the expenses of the company in the production activities including the supplies expenses, production activities expenses and marketing and sales expenses.
The accounting and finance will also be expected to track money that the company owes to suppliers and make payments for this. Receipts and invoices generation will take place here together with the management of the various bank accounts that the company has. Generation of periodic financial reports which are used to show value of the company will be done in this module.
Currently the company has 100 employees working for the different departments of the organization. The employees are managed by the human resource manager and all human resource issues such as recruitment, interviewing, training, time and attendance, payroll management and leave management.
To achieve the various objectives set, the company has employees who are tasked with carrying out the different roles and responsibilities that contribute to this achievement. There are various aspects of human resources that the human resource department manages about the employees of the company including recruitment of new employees, training of employees, time and attendance, leave management and payroll management.
The proposed system will manage the various modules that are related to the human resource management and will then share the information with other modules for accounting purposes, assignment of assets and assignment of tasks. Some of the modules that will be managed from the module includes training, leave management, time and attendance, interviewing, recruitment and payroll management.
Management Information System:
To ensure that the management of the organization is able to effectively use the information from the system in making decisions, the management information system module will assist in the presentation of data in a way that it can be easily interpreted by the management of the organization and be used to make various organizational decisions.
One of the MIS system that will be implemented will be a reporting module that will allow the management to access well refined reports of the operations on all department of the company based on the information that is provided in the system. Intelligence systems will also be implemented to help simplify decision making process by allowing the organization to make decisions based on all the data that has been provided from the system.
The implementation of the Enterprise system will bring various organizational advantages including saving on costs and also improving the competitive advantage of the organization. Below is an analysis of the cost and benefits for the development of the system together with an analysis of the various benefits of developing the system:
Cost Benefit Analysis:
The table below shows the cost benefit analysis for the implementation of the Enterprise Information System:
|Item||No of Weeks||Unit cost per week||Total Cost (SAR)|
|Operational Costs Saved||5000|
|Additional Business Won||20000|
|Training Costs Saved||30000|
The implementation of the EIS system will help in improving the efficiency of operations within the organization. This will be achieved by ensuring that the centralized operational platform makes it easy for various departments to share information about the operations of the organization and hence making it easy to track value with the organization. This will help in ensuring that various wastages within the different departments can be identified and rectified and hence improving the efficient use of resources within the organization (Conteh, 2015).
The system will help in providing a single reporting platform for the operations of all departments within the organization. This helps in ensuring that the organization has visibility of all the operations and it is able to monitor the performance of its resources. This ensures that the organization is able to see points of value and hence improve the competitive advantage areas. The reporting modules help in the improvement of business intelligence within the organization and hence improving decision making backed by data from the operations of the company (Conteh, 2015).
Senior management are bale to have visibility of the operations of all departments in one platform and hence helping in ensuring that they can see areas of weakness and also strong points within the company. This helps in making sure that the company is able to maximize on their strong points in ensuring success and competitive advantage.
The schedule below shows the implementation plan for the development of the Enterprise Information System. It also shows the various specific tasks that will be carried out in the implementation of the system and the specific timelines that will be required together with the resources who will carry out the specific tasks.
(Project Management Institute, 2013)
Information Sharing, Security, Legal and Ethical Implications and Safeguards.
The proposed system will be a centralized system that will offer a centralized access of data by the various modules which will have been developed for the different departments that the system will be focusing on automating. This means that there will be a shared database where data from all departments and modules will be stored and this will offer a centralized and controlled access to this data. This will be important as it will ensure that the company is able to efficiently implement the necessary security measures which will be aimed at ensuring that the confidentiality and integrity of data is ensured through protection from unauthorized access of the data.
Only authorized systems and users will be allowed to access specific information stored in the database based on their roles, responsibilities and the privileges that these users or systems have.
To ensure security of the Enterprise Information system will be aimed at ensuring that the systems are always available for the end users, the data stored in the systems is secure and its integrity is ensured and that unauthorized users are not allowed to access the systems.
The first security measure that will be implemented is the implementation of strong password policies which will ensure that users create strong passwords which they are expected to change within 3 weeks period. This will be aimed at making it hard for malicious users from guessing these passwords and hence ensuring that only users who have the specific passwords are able to access the system.
The other measure that will be implemented is the use of firewalls that will protect the system from access by systems which have no use accessing the system. This will help in blocking out malicious systems that may try to access the system and hence ensuring that the system and data are secure from unauthorized access.
These measures will be aimed at ensuring that there is integrity of data that is stored in the system hence making sure that the data is not changed from how it was stored. Confidentiality will ensure that the data that is stored in the system is secure from unauthorized access. Authorization will ensure that before users access the system they are verified using the specific verification measure that have been implemented.
Legal and Ethical Implications:
The main aim of implementing the system is automating various business processes and hence adding value to the company. This value does not include leading to loss of jobs for the employees who have been currently carrying out these jobs. This means that the system ensures that there is value addition both for the organization and for the human resources as it helps in making them more effective and efficient.
The development of the system will involve acknowledging the work of other people which will be used in improving the quality of the end product. This will involve either getting permission from these owners where possible and where this is not possible acknowledging the owners of this work. This will help in ensuring that the copyright of these owners is respected.
In the development process, all legal requirements and licenses will be applied for to ensure that the policies, standards and rule set by the legal authorities are respected in all operations. The resources used in the development process will respect all legal requirements including human rights, labor laws and tax laws of the country.
Conteh, N. Y. (2015). Implementation Challenges of an Enterprise System and its Advantages over Legacy Systems. International Journal of Computer Science and Engineering, 7(II), 120-128.
Laudon, K. C., Laudon, J. P. (2013). Management Information Systems. London: Pearson Education.
Project Management Institute. (2013). A Guide to the Project Management Body of Knowledge. Pennsylvania: Project Management Institute.