28 Jun RIORDAN MANUFACTURING
ntroduction
Riordan Manufacturing has various Information Systems that serve a variety of functions, each according to its intrinsic designated use. The Executive Support System (ESS) is an information system that is designed to support the functions of the leadership and management of the organization. Through this system, the information from various levels of the organization are gathered and used for decision making by the management. The second Information System at Riordan is Management Information System (MIS). This system is used for gathering information from internal sources within the organization and then availing this collected data for the mid-level managers of the organization for use in analysis and report writing. The third Information System at Riordan is the Decision Support System (DSS) which, as its name suggests, aids the managers in decision making by giving various options to different scenarios created by any collected data. The fourth system is the Knowledge Management System (KMS), this system ensures that any new relevant information (especially from the research department) is effectively disseminated to the various departments through the connecting intra-net. The Transaction Processing System (TPS) is another Information Management system used at Riordan; the system handles all monetary transactions involving the organization. The Office Automation System (OAS) allows the seamless processing and sharing of data by the various employees and allows employees to work from various other places besides the office when such need arises.
The paramount initial goal for me and my team is ensure that the new office acquires an Information System that is modern, interactive, user friendly, easily secured, connects with all our global offices and is easily accessible from any location throughout the world.
The Office Automation System (OAS)
Installation of an efficient Office Automation System (OAS) enhances the productivity of office workers and even improves the quality of their work (Leone & Matarazzo, 1998). As the I.T assistant project director at the new Office in Seattle, Washington, I have identified the OAS system as the Information Management System that will be vital towards ensuring that the new office takes off on sound footing. This is because this is the system that will ensure that all the work done by the employees is undertaken within a reliable system that guarantees efficiency. The OAS system that will be adopted will be one that uses the user restricted log-in; where each employee will be given a unique username and password, the employees will be able to access the system from any location in the world as long as there is internet connectivity. This system will be connected with the overall OAS of the parent Riordan OAS system, but will be accessed only by those fulfill the requisite log-in conditions.
Since the OAS system for the office in Seattle will be hosted by a server that also hosts the OAS of the entire organization, the risk of inaccessibility will occur incase of server failure. One potential risk associated with this OAS system that will be installed is that of viruses attacking the system. This can occur when an employee uses malicious software in his or her work, or downloads/uploads data that has a virus which then ends up harming the employees work and subsequently for the entire office workers, since the system will be integrated. Another potential risk involves the un-authorized access to a colleagues work. Due to competition within an office, an ill-willed employee may glean the password and username of a rival employee and then proceed to access their account and then destroy a colleagues work. This can be avoided by insisting on the need for not sharing passwords by the employees. Stair & Reynolds (2009) state that whenever an information system is installed in an organization, proper training of staff on how to use it will prevent failures, security breaches and misunderstandings. Also, in guiding and training users, the importance of utilizing the system consistently in order that the staff should become efficient should be encouraged (Walsh 2010).
The OAS system will be protected for various reasons. Firstly since the system will store the work that could potentially be used by Riordans competitors to gain undue advantage over us, the OAS system for this new office will be protected to ensure that only authorized personnel can access this system. This system will also be protected through the use of, and installation of the latest anti-virus software available to pre-empt any harm that can be caused by malicious software (viruses) attacking the system leading to loss of work done. This will also be enhanced through continuous update of the anti-virus software to ensure that only the latest updates are used.
The OAS system will also be protected to enable staff to work in privacy from any location around the world provided there is internet connectivity. This negates the need for employees to always report to the office to be able to work and ensures that even from their home, employees can still feel secure when working since the privacy of their output for the day is guaranteed until such time that they will feel the need to share their work with either their supervisors or fellow staff.
As the assistant project director, I believe that securing the OAS system is vital. Firstly this will ensure that all relevant data that is stored in the system can be retrieved easily for use and reference by the employees. By securing the system I believe that the employees will feel secure enough to release the creative potentials since they are safe in the knowledge that their work will be well and securely stored. Securing the data ensures that the office functions smoothly and that since restricted access to the system is used, incase of the possibility of breach of security hacking the person responsible can be easily isolated and identified. Securing the system also ensures that only the manager of the specific branch (in this case the Seattle office) has access to all the accounts of the employees therefore communication and exchange of data and information between the manager and the employees is secured and enhanced.
Conclusion
As the assist project director I believe that the installation of this modern, secure and efficient OAS system will go a long way in ensuring that the Riordan office in Seattle, Washington operates smoothly and seamlessly continues with its operations to ensure that the global brand and quality Riordan products is maintained.
References
Leone, L., & Matarazzo, G. (1998). Predicting the use and effectiveness of an office automation system (OAS): a case study. Behaviour & Information Technology, 17(6), 361-371. Doi:10.1080/014492998119300
Stair, R., & Reynolds G. (2009). Principles of Information Systems, ninth edition. Boston: Cengage Learning.
Walsh, M. P., (2010). Batch loading collections into dspace: using perl scripts for automation and quality control. Information Technology & Libraries, 29(3), 117-127.
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