1. Impact of ICT on Work Practices and Management of Info
ITFM – Outcome 2

2. Impact of ICT on Workflow

3. Workflow The impact of ICT can be seen clearly in each of these areas
The most noticeable effects are:
Speed – information can be located, produced, updated and transmitted much more quickly
Ease of access – it is relatively easy to find information within and outwith the organisation

4. Input Information can be keyed in once and then used by many people
Data held in different formats can be input eg keyed inl copied in; scanned in; OCR; optical marks
Input can be restricted through use of logins and paswords – this can help to ensure data integrity and contributes to greater accuracy
The use of drop-down lists, check boxes, radio buttons and validation checks can help to reduce the number of errors made during data input.

5. Processing
The same data can be processed in different ways: eg customer data could give lists; labels; or, merged letters
It is possible to extract data that meets specific criteria from a huge database in seconds
Data can be held centrally, so that all staff can access and process it to suit their purposes
Files can be accessed by several members of staff at the same time – less wasted time – don’t need to wait for someone else to finish first.

6. Output
Standard layout and templates ensures a corporate look for company documents which helps to create a professional image
Output can be distributed at any time of the day – particularly suitable when working across time zones
The output can be sent to different media eg paper, website, PDA,
Information can be transmitted very quickly – by if it is already in an electronic format or fax if it isn’t.

7. Main Features of Software Applications

8. Word Processing Software
Purpose: production of letters, reports, minutes, forms (paper-based and electronic)
Features: tables, mail merge, standard text, columns, page layouts, electronic forms, integration with other software
Advantages: speed and accuracy (standard text; amendments easily made; mail merge), alternative layouts easily achieved, data collected via forms could populate a database

9. Spreadsheet Software
Purpose: perform calculations, analyse and present numeric data
Features: wide range of advanced calculations possible eg SUMIF, COUNTIF, LOOKUPs, charting capabilities
Advantages: routine calculations can be automated, accuracy with correct formulae used, what-if scenarios, replication of formulae, wide range of charting options

10. Database Software
Purpose: stores cast amounts of data eg customers, suppliers, staff
Features: sorted quickly, data can be extracted, information can be displayed in reports
Advantages: all staff can access the database (with correct access rights), up-to-date data used by everyone

11. Other Software Applications (and ICT)
How could an Administrative Assistant use ICT in order to carry out their job?
Customer Service?
Market Research?
Arranging Meetings?
Recruiting Staff?
Company Policies and Template Files?
Presentation
E-Diary
Local Area Network (LAN)
Wide Area Network (WAN)
Internet Websites
Mobile Phones
Modern Technology eg iPads

12. Disadvantages of Business Software
While advantages far outweigh disadvantages remember these:
Cost of purchasing software
The time and expense of staff training
Requirement to implement procedures for security and confidentiality
If upgrades: the time/cost in transferring data to a new system.

13. Networks
ITFM – Outcome 1

14. Types of Networks
Peer-to-peer: individual computers linked together by cable (only very small networks)
Client-Server: Servers are used for file storage, print management, managing network traffic. Each user (client) is linked to the server

15. Local Area Network
Connects computers and peripherals within a local area eg a building.
May use network cables or connect via WiFi.
Access to a central storage area makes it easier to share files and databases.
Backups can be taken of all data – less likely that data gets lost

16. Wide Area Network
Connects computer systems over a wide geographical area.
Often associated with the Internet – but can be used to connect different branches of an organisation anywhere in the world.
It is possible to have a ‘secure’ link to sites that transmit sensitive data eg financial transactions

17. Network Disadvantages
The cost of installing and supporting the network
If the network ‘goes down’ no-one can access files needed for their work
If the file server is damaged or stolen, all data may be lost – BACKUPS!
A virus can quickly spread across a LAN
Could be easy for an unhappy employee to damage or corrupt company data – backups and access restrictions.
WAN: potentially gives people outside the organisation a route to your company data
WAN: other websites that you have used in the past may change and no longer be available

18. E-Commerce
ITFM – Outcome 1

19. E-Commerce
This is the buying and selling of goods and services electronically, usually over the Internet
Some organisations use e-commerce for all their business eg Amazon, others use it to attract additional customers.

20. E-Commerce (Organisation)
Advantages
Disadvantages
Global customer base
Grow without expanding business premises
Opening 24/7
Decreased overheads
Potentially reduced marketing costs
Time/Cost of a good website design (and maintenance)
Ensuring secure payment methods

21. E-Commerce (Individual)
Advantages
Disadvantages
Browse and buy 24/7
Access to suppliers worldwide
Compare products and services
No ‘sales people’
Delivery to home/office
Cannot see the product ‘in the flesh’
Organisation becomes ‘faceless’
Badly designed websites can become frustrating

22. The Impact of ICT on Work Practices

23. Impact on Working Practices
Ease of access to vast amounts of data
Centralisation of data
Automation of tasks
Internet meetings (videoconference)
Hot-desking
Teleworking
Homeworking

24. Data Management Systems
ITFM – Outcome 1

25. Define: Data Management
Data management is about setting up systems, procedures and controls relating to the way in which data is: input, stored and retrieved:
Who has access to the data and information?
How is it kept up-to-date?
How is it kept secure?

26. “Management Information Systems”
Purchase hardware/software
Maintenance
Setting up systems and procedures
User policies
Codes of practice
ICT training
IT helpdesk
User guides

27. Centralised IT Department
Advantages
Disadvantages
Overview of the organisation
Standardise systems
Prioritise purchases across the whole company
The department will build up expertise and be able to effectively advise users on the best solutions
Training and support more easily coordinated
‘one hat doesn’t necessarily fit all’

28. Hardware Considerations
Selection of appropriate hardware – can affect the speed of the system
Keeping up-to-date – keeping up with the latest advances to ensure full efficiency
Rolling upgrade programme
Appropriate storage devices (in line with company policies)
Input devices: consider touch screen; hand-held devices; OCR; voice recognition; MICR; smart cards; barcode readers; optical marks

29. Software Considerations
Operating system – this is used to set up folder structures for your data, provide an interface between your hardware and application software and control the operation of the computer as a whole
Utility programs – these include virus checkers, and defragmenting utilities

30. Electronic File Management
ITFM – Outcome 1

31. What is File Management?
Choosing appropriate file locations
Folder structures and File Names
Version Control
Housekeeping procedures
Backup procedures

32. File Management Benefits of Good… Consequences of Poor…
Less time wasted finding files
Improved customer service
Improved security of data
More efficient use of storage
Compliance with Data Protection Act
Out-of-Date information accessed
Sharing files difficult – can’t find the right file
Confidential information accessed
Workflow disrupted

33. Security and Confidentiality Procedures
ITFM – Outcome 1

34. Some Security Terms
Security: means protecting data against theft, damage and destruction
Integrity: means ensuring that the data is accurate, up-to- date and error free
Privacy: means that the data must be held securely so that only those who need access to the data can access it
Confidentiality: means that those who do not have access to the data respect it, and do not discuss it with others that do not have a right to know what it says

35. Physical Threats Ensures offices are locked and windows closed
Alarm the building
Use CCTV to monitor the premises
Restrict the access points
Keep visitors away from restricted areas
Security guards/lights on in the grounds
Train staff on moving equipment (prevent damage)
Fire doors closed/fire fighting equipment provided
Lag pipes to save bursts in winter
Take out adequate insurance

36. Protecting Electronic Files
Password protect – restricts access, must be changed regularly
Regular backups – ideally stored offsite, saves recreating files from scratch
Anti-virus software – prevents unauthorised modification of files
Access rights – ensure that only authorised personnel can read/edit/delete
Lock workstation – when away eg on a break or helping a customer
Voice/Iris/Fingerprint/Dongle – restricts access
Read-only Files – cannot be edited

37. Protecting Paper-Based Files
Return files to the filing cabinet after use
Keep filing cabinets locked
Don’t leave papers at the photocopier (very easy to do!)
Don’t leave papers unattended
Shred and dispose of unneeded items

38. Legislation
ITFM – Outcome 1

39. The Data Protection Act
There are eight principles. Data must be:
Fairly and lawfully obtained and processed
Accurate and up-to-date
Adequate, relevant and not excessive
Processed for limited purposes
Held securely
Not retained for longer than necessary
Not transferred outwith the EU (unless adequate protection is available)

40. Fairly Processed?
The data subject must have consented to the processing
The processing must be necessary
The processing is necessary under a legal obligation
The processing is necessary to protect the interests of the data subject
Needed to carry out a public function eg in court
It is necessary to pursue the legitimate interests of the data controller or third parties (unless it could unjustifiably prejudice the interest of the individual)

41. DPA: Rights of the Individual
Subject Access: you can find out what is held on computer about you
Prevent Processing: you can ask a data controller not to process your information
Direct Marketing: you can ask that your data is not used for direct marketing
Automatic Decision Making: you can object to decisions being made on your behalf on account of the data held
Rectify, Block, Erase and Destroy: inaccurate data can be requested to be amended or deleted

42. Freedom of Information Act
The Freedom of Information Act came into force on 1st January 2005.
It gives you the right to ask any public body for all the information they have on any subject you choose. 
Unless there’s a good reason, they have to give it you within a month. You can also ask for all the personal information they hold on you.

43. Copyright, Designs and Patents Act
It gives the creators of literary, dramatic, musical and artistic works the right to control the ways in which their material may be used.
The rights cover: broadcast and public performance, copying, adapting, issuing, renting and lending copies to the public. In many cases, the creator will also have the right to be identified as the author and to object to distortions of his work.
Copyright arises when an individual or organisation creates a work, and applies to a work if it is regarded as original, and exhibits a degree of labour, skill or judgement.
If a work is produced as part of employment then normally the work belongs to the person/company who hired the individual.
Only the owner, or his exclusive licensee can bring proceedings in the courts against an infringement.

44. Computer Misuse Act
accessing computer material without permission e.g. looking at someone else's files
accessing computer material without permission with intent to commit further criminal offences e.g. hacking into the bank's computer and increasing the amount in your account
altering computer material without permission e.g. writing a virus to destroy someone else's data
writing a virus or deliberately spreading one is illegal.  

45. Impact of ICT on Work Practices and Management of Info
ITFM – Outcome 2