Information Servives within Organization (DIT 203) Ch 8 Managing Information Technology System Prepared by : Sharma Dhillon

1.0 Introduction Information Technology System Management Providing a stable environment without any stagnation & changes that will upset the information, information technology & KWs. Managing ITS – need to control the ITS components while adjusting them to the effect of changes & protecting the system from internal & external harm.

1.1 Managing information Involves 3 elements: MANAGING INFORMATION Check the role of information in an organization Address the protection of information from loss, damage & abuse Discuss the management of access to information

2.0 Role of Information in an organization Two function: Information as raw material The organization which uses ITS, information itself is a form of raw material which is used to create product or services. Information as a capital Information is considered as capital (asset) because the organization uses them to produce product or services that will fulfill customer’s needs.

2.1 Management in retrieving information Including preparing the organization to: Retrieve the correct / appropriate information – should be correct and legal. At the appropriate time / as needed – should be ready when needed, easily accessible. In the required form – presented in understandable way, logic & easy to manipulate.

3.0 Security : Protection against loss, corruption & abuse Important to safeguard information since a lot of time, money & energy gets invested in finding it. Solution : perform back-up once a week. Media for backup : diskette, CD-ROM, tape. Backup media should be kept in safe place.

Information protection Elements to be avoided: Stolen information Network violation (Internet) Virus

3.1 Stolen information Stolen information will expose confidential information of the organization to others. Solution : Encrypting information – Encrypted information can only be read by those who has the decryption code! File access limitations – using password for file accessing or use additional hardware component.

3.2 Virus A program that is created with intention to destroy another information technology system. Solution: Control information flowing in & out of organization to safeguard against virus. Install anti-virus software.

3.2 Violation through network (internet) Information exchange through network encourages network violation. Important information such as data &v credit card number can be stolen. Solution: Firewall – to restrict unauthorized user from accessing the network of the organization.

4.0 Privacy Employer & employee Business & customer Employer have strong reason to keep employees information as it relates to appointment of the best worker, employee’s action is employer’s responsibility & other personal data. Business & customer Businesses keep customer’s information to identify the customer & customize product or services to meet their needs & to provide continuous service.

5.0 Managing Information Technology Control to information technology component Ensuring disaster that occurs will not destroy the flow of information in the organization Information technology arrangement allowing maximum efficiency environment MANAGING INFORMATION Check the role of information in an organization Address the protection of information from loss, damage & abuse Discuss the management of access to information MANAGING INFORMATION Check the role of information in an organization Address the protection of information from loss, damage & abuse Discuss the management of access to information

Controlling Information Technology Component in Organization Means: Integrate IT component in organization so that it can interact among one another. Information consists of different formats & can create problems when integrated. Solution: buy software & hardware to standardize. Determine cost that is involved. Important to determine cost involved to repair, buy & maintaining the IT equipment. Failure to control will result in financial planning & profit.

Component IT Arrangement that produces Maximum Capacity Environment Component arrangement will affect KW’s health & thinking. Ergonomics – a study on setting the suitable design & workplace arrangement to maximize productivity & reduce health interference to KWs

Ensuring disaster that happens will not destroy the flow of IS in organization. Solution: reformation disaster planning (a planning on how business operation can proceed in case disaster occurs). Used to recover the business & computer operation. Involves: Customers, Facilities, KWs, Business Information, Computer hardware & Communication infrastructure.

Customer Customer plays important role in a business hence they should be informed when disaster occurs as it encourages trust between business & them. Inform via phone or media. Facilities Necessary to identify most important business function &required equipment in order to place new business location in cases of disaster. Hot site – alternate location fully equipped (computer, telephone line, printer etc) Cold Site – alternate location not fully equipped but has security system, backup power supply etc)

Knowledge Worker Business Information KW must know when & where they need to perform their regular work after a disaster. Disaster will affect KW’s life, organization to provide them house if business moves to new location. Longer business period = organization must provide food or resource for the food supply. Business Information Important for KWs to backup business information as it can be used if the disaster occurs.

Communication Infrastructure Computer Equipment Possible major problem that can happen when disaster happens is when a HOT SITE supplier fail to supply perfect server equipment. Reason : network is unique & system software are supplied by different vendors. Communication Infrastructure Organization must supply communication equipment such as cellular telephone & ham radio when disaster occurs. Provide communication planning to coordinate

Managing Knowledge Worker Telecommuting Multicultural Ethics

Telecommuting A condition where the KW performs office task from home. Enables communication & cooperation with anyone & anywhere in the world via phone line. Advantages: Reduce maintenance cost & increases productivity Able to use KWs expertise that has been located far from the business location.

Matters concerning telecommuting Why choosing telecommuting? Because it will improve customer service, reduce maintenance cost & find the suitable worker. Project type/task that can be carried out using telecommuting? Task where its results has unique content (self contained!) ex: accountants, software developer. Who is suitable/can perform telecommuting? Individual who has capability to perform the task at home (known as telecommuter) & capable to manage the time well.

Matters concerning telecommuting How telecommuting is implemented? Organization to provide information technology resources that enables telecommuters to perform task from home. Payment for equipment used, maintenance. Where telecommuting is located? Telecommuters uses virtual office as their workspace & there are 2 types of workspace: Hotelling – fully equipped & reserved for the KW Motelling – space provided for KW on first come first serve basis.

Multicultural Culture Collective personality of a nation or society. Includes: language, traditions, religion, currency, history, acceptable behaviour etc Effect of cross culture diversity = difference in behaviour & attitude among people from different cultures. Culture shock = disorientation & confusion one experiences when his familiarity in regard of culture is different with the new culture he encounters. IT experts & KWs are among the first to be sent abroad when company expands.

Multicultural Culture shock has 3 phases: Early stage of stay = interesting & amusing 2nd phase = differences becomes irritating, feel alone, depressed. 3rd phase = adapting to new environment, make friends, learn to expect & where to find what you need. Being aware of culture shock may help in adjusting or adapting more quickly & reduce negative effect in productivity.

Ethics Basis or standard that assists in giving guidelines to determine attitude, action & choice that are made by an individual. Information technology system manager must provide good guidelines & demonstrate good ethics. Why ethics important? Avoid KW from deception through the information technology system.

Formation of ethics Involves 3 phases: Preadolescent’s phase When you don’t commit error because you are afraid of punishment. Adolescent’s phase When you don’t commit error because you don’t want to be pressured or receive bad assumptions from others. Adult’s phase When you do something right simply because it is right & it is not against the law.