1. Impact of ICT on Working Practices & Workflow
ITFM Outcome 2
Describe the Impact of ICT on Workflow, Working Practices and Management and Security of Information
Learning Intention
Impact of ICT on Working Practices & Workflow
© Inspiring Education 2006

2. Homework Task ITFM LO1 Homework Piece 3 – Q3 and
Due Tuesday 15 September

3. What are Working Practices?
This has changed over the years from
traditional working practices (9-5, Monday
Friday) to more flexible working practices
(shifts, homeworking, teleworking etc)
The way in which the employees/labour/ workforce carry out their activities/tasks

4. ICT Developments have impacted working practices
Homeworking
Video conferencing
Audio conferencing
Hot desking
Teleworking
Outsourcing
Internet Meetings

5. Impact of advances in ICT on working practices
HOMEWORKING/TELEWORKING – accessing work-related files and working from home and other locations on the move (e.g. a customer’s office) and communicate with office via Blackberry, , Texting, Wireless lap-top
HOT DESKING – for outbased employees who, from time to time, need to work in the office. Provides access to PC and network files
WEB/VIDEO CONFERENCING – allows meetings to be held with people in different geographical locations, saving staff time and money travelling
OUTSOURCING – subcontracting a non-core activity to an external company

6. What is Workflow? The way in which tasks are organised and
completed within a department/organisation
to enable the company to produce their final
product or service

7. Workflow Input Process Output Raw materials are gathered
RM go through a
procedure by
employees
Final product/
service is ready
In order for workflow to be effective information must be gathered and processed in a manner which is cost-effective, easy to access and quick.
The developments of ICT have enabled this process to become exceptionally efficient.

8. Impact of advances in ICT on workflow Input Process Output
allows information to be received instantly from internal and external sources
Internet is able to collect information speedily
Input can be restricted through the use of login’s and passwords – this helps data integrity and contributes to greater accuracy
Use of drop-down lists, check boxes, radio buttons and validation check can reduce the number of errors made during data input
Search and retrieval process ensure that you can get the date you require from both inside and outside the organisation – often very quickly

9. Impact of advances in ICT on workflow Input Process Output
Software applications enable effective and efficient processing of information
Increases productivity as documents are produced more accurately and quickly
Data can be held centrally so that all staff can access and process it to suit their purposes
Shared data will facilitate better decision making at all levels of the organisation
Fewer people are required to perform routine tasks such as copying and distributing mail – this can result in reduced staff costs as fewer people are needed
Files can be accessed by several members of staff at the same time – this results in less time being wasted as staff do not have to wait for another member to finish with the file before they can use it

10. Impact of advances in ICT on workflow Input Process Output
Software also allows for effective and efficient transmission and professional presentation of processed information
Standard layout and templates ensure a corporate look for company documents which contributes to professional image
Output can be distributed at any time of the day and recipients can access information sent to them when it suits them – this is particularly helpful when working across time zones
Output can be sent to different media e.g. paper, website, personal digital assistant (PDA),

11. ICT Developments have impacted workflow
Easier to share information with colleagues leading to better decision making.
Templates can be created for certain documents ensuring that standards are followed and documents are consistently produced.
Electronic Documents
Easier to circulate documents through or place on intranet for others to use.
More than one person can access a document at any one time (due to networking) therefore the task can be completed more efficiently and faster e.g. customer response time is greatly improved.
Saved documents can be recalled easily when required or updated when required rather than continually having to retype a new version of a document.
Reduction in number of lost or misplaced files
Virtual teams
Fewer layers of management required
Reduction in monetary costs and time
Software developments – integrated packages, dynamic linkage

12. WORKFLOW: KEY BENEFITS
Employees can communicate with one another quickly and efficiently resulting in a very efficient decision making process.
Information can be accessed by all authorised personnel at the same time – this greatly contributes to the employee’s time management. Furthermore, there is less chance of documents being misplaced or getting lost – greater security of information.
Employees can concentrate on their tasks at their own work station – information can be accessed without the need to physically go looking for it, again time is saved and the employee can focus on reaching his/her deadlines.
Although initially expensive to set up, ICT is a highly cost-effective resource as many benefits are received by all employees resulting in the organisation being a highly efficient and productive unit.

13. Indiviudal Questions
Describe the differences between a Local Area Network (LAN) and a Wide Area Network (WAN).
Discuss the advantages of an organisation creating a Local Area Network.
Describe the effectiveness of an electronic diary to a Secretary organising a meeting.
In your opinion, why has the use of (internally and externally) grown rapidly in recent years? Justify your answers.
Technological advancements have resulted in an increasing use of videoconferencing. Discuss the effectiveness of this type of conferencing.
Identify reasons why an employee would prefer to work from home.
Identify the ICT equipment that would be required for an employee to work from home.

14. Learning Intention Security of Information

15. Why protect files?
To prevent unauthorised access to confidential information
To prevent virus/corruption of data
Greater customer confidence is data is secure
Organisation can be more confident that data is more reliable therefore enabling better decision making
Loss of data can be time consuming and/or costly to replace
Less open to fraud and consequent legal implications
Flow of work is not disrupted
Improved information handling
Better security of data
Efficient use of file memory
Efficient time management in locating files

16. Methods of Securing Data: Physical Security
Conduct an inventory – stock of goods - periodically to ensure that all equipment is present
Tag all equipment recording details about the equipment and were it is located within the organisation
Procedures implemented to ensure that staff who use portable computers/equipment must always lock them away in a safe place which only authorised people have access to
Usernames and passwords are issued to staff to secure computer access/use
Employees trained in use of password protected screensavers which ensure that any confidential information cannot be accessed when an employee is not at their machine
Secure/lockable filing cabinets which ensure restricted access for authorised staff
An efficient archiving system in operation
Secure filing procedures including filing policy, file tracking and secure storage and retrieval
Controlled access to certain areas of the organisation
© Inspiring Education 2006

17. Methods of Securing Data: Electronic Security
Different access levels for different users – restricting access to drives, folders or files
Appropriate backup systems and procedures in place
Use of electronic passwords to limit access to certain files or areas of the server – employees must also follow appropriate password management systems
Use of data controls e.g. read-only files
Automatic lock if password is entered incorrectly on a set number of occasions – like PIN number at ATM
CCTV to DETER theft of data
Encrypt data
Install high-quality anti-virus software and update regularly
Install Firewalls to prevent outside sources accessing your system/data – particularly important where e-commerce is in operation
Forbid employees from using disks/CD Roms/Flash Pens etc which have been used on other computer system unless they have been checked on a stand-alone computer
Install software to filter ‘spam’ s which may carry a virus
Use of hard drive keys
Ensure that all staff are informed and advised on organisational procedures and get
The opportunity to receive training, hands-on demonstrations etc …

18. Methods of Securing Data: File Management
What is File Management?
The method (referring to both manual & electronic files) in which information is
stored and organised allowing documents/files/folders to be accessed quickly,
reducing time spent searching.
A good file management system should include the following:
All files having appropriate file names which are relevant to the information that they contain
All related files are stored on an appropriately named folder
Folders stored in the appropriate directory – a filing system allowing employees to store files in correct areas
Out-of-date files are archived or removed regularly
Creating back-ups of files and folders – copying of files on a regular basis should a system error occur ensuring that confidential information is not lost
Use of passwords to limit access and protect files

19. Poor File Management Results in:
Employee/organisations work is not completed on time
Out-of-date information is accessed
Information not being found
Confidential information being accessed by unauthorised personnel
Slowing down of the organisations system resulting in loss of time locating files
Lack of customer satisfaction
Legal implications/issues
Decreased motivation of staff
Low productivity
Inefficiency

20. Poor File Management Consequences Implications
Out-of-date information being accessed
Decision-making process will suffer
If naming conventions are not followed sharing of files are hampered
Files can’t be found
Files/data may be lost
Wastage of time searching for data
Hard disk/server may become too full may result in poor customer service
Infringement of Data Protection Act
Confidential information accessed
Implications
Prosecution and/or fines
Poor decision making
Efficiency of the business is affected
Reduction in profitability
Business could end up failing/closing down due to customers being lost
Security of the organisation is questioned
Competitors could obtain this confidential information that could jeopardise the position of the company in the market
If any files are completely lost it could mean that it costs the organisation time and money as they have to be recreated
REMEMBER YOU NEED TO KNOW THE DIFFERENCE BETWEEN CONSEQUENCES AND IMPLICATIONS – CHECK YOUR COMMAND WORDS HANDOUT

21. Individual Questions
Outline the ways in which an organisation can monitor employee s. (2)
is an important method of communication. Discuss the impact of on an organisation. (6)
Discuss how developments in ICT have impacted on workflow and working practices. (8)

22. Methods of Ensuring Data Integrity
In order to ensure data integrity organisations must create procedures and policies which prevent human error in accessing and using information which is stored electronically. There are a number of methods an organisation can take to ensure data integrity:
Appoint highly skilled personnel and delegate responsibility for managing the data management system. This measure will determine who has authority to input and process specific areas of information and prevent any unauthorised employees inputting false information.
Create an extensive training programme which trains all levels of employees within all areas of the organisation about the security measures which are required to maintain and use the data management system effectively.
Invest in the latest version of anti-viral software so that the data management system is fully protected against any viruses or data corruption. This is a very wise investment as the consequences of a virus can sometimes result in being irreparable.
© Inspiring Education 2006