1. 1 Higher Administration Information Technology for Management Outcome 2: The impact of ICT on workflow, working practices and the management and security of information.

2. 2 What is workflow? “… the movement of information or material from one activity to another.” “… a term used to describe the tasks, procedural steps, people, systems, inputs and outputs of information in a business process.”

3. 3 Workflow is usually seen in terms of: InputProcessOutput

4. 4 Input (using ICT) Information is: gathered from a wider area keyed in only once and can then be used by many people gathered more quickly from within and outwith the organisation Intranets (LANs) – Internet (WANs) – E-mail – Electronic Diaries – Mobile Technologies

5. 5 Process (using ICT) Work gets done more quickly and accurately. Productivity is increased. Less staff required for routine tasks. Spreadsheets – Databases – Word Processing – Electronic Diaries

6. 6 Output (using ICT) Finished documents/communications can be sent 24/7. Data/documents can be updated regularly and quickly. Information can be accessed by authorised users wherever they are based. Output can be standardised by templates making it easier to understand. Intranets (LANs) – Internet (WANs) – E-mail – Electronic Diaries – Mobile Technologies – Presentation Software - Templates

7. 7 The impact of ICT on workflow can result in: De-layering of organisations Reduced need for movement of people Faster communication Reduced need to accommodate people in specific areas Reduced amount of lost/misplaced documents Reduced costs/less time wasted

8. 8 Impact of ICT on working practices Hot-desking The reduction in the need to physically move people and paper has reduced the requirement to lay out offices specifically with workflow in mind. Related staff/departments do not have to work alongside each other. Many organisations now ‘hot-desk’ where no-one ‘owns’ a desk.

9. 9 Impact of ICT on working practices Homeworking/ Teleworking Increased numbers able to work wholly or partly at home. Improved communications (mobile technologies).

10. 10 Impact of ICT on working practices Video OR Audio Conferencing Remote meetings are much more cost- effective way of conducting business than traditional methods.

11. 11 What is a Data Management System? Setting up systems, procedures and controls relating to: the input, storage and retrieval of data, who it is accessed by, how it is kept up-to-date and how it is kept secure.

12. 12 Data Management Systems involve: Centralised Systems Hardware Software

13. 13 Centralised Systems Many organisations will have a central department dealing with IT Data Management: Management Information Systems Department OR Information Systems Department OR Computer Services Department

14. 14 Management Information Services Purchasing hardware & software Maintaining hardware & software Setting up systems and procedures Training User policies Codes of practice Support systems

15. 15 Data Integrity Centralised systems allow: Data to be controlled and updated centrally Data to be used by employees depending on their different access rights Ensures employees are accessing accurate data Ensuring data integrity is maintained!

16. 16 Advantages of centralised data management Standardisation of computer hardware & software Standardised systems and procedures Ability to prioritise purchase of new hardware and software across the company Control of what is being used and how Build-up of expertise and specialisation keeping up with new developments.

17. 17 Choice of Hardware The efficiency of data systems depend on Processing speeds and Hard-drive/memory capacity of computers Storage and retrieval devices Rolling updates of hardware are required to ensure the optimum effectiveness of data systems

18. 18 Choice of Software – Operating System Controls and monitors the operation of the computer system. Controls the filing system - loading and saving of programs and data from backing storage Checks input devices like keyboard and mouse, eg each time you press a key on the keyboard the OS checks to see which key and displays that character on the screen Sends data to output devices like the screen and printer. Error Reporting - lets you know if any mistakes have been made, eg no paper in printer Provides the Human Computer Interface (HCI) for the user. Controls the security of the system – eg in MS Windows you can add multiple users each with their own password

19. 19 Examples of Operating Systems Windows Linux Mac OS Unix for large file servers and networks

20. 20 Choice of Software – Utility Programmes File management activities such as: Searching for lost files Re-organising files on disk to free space (defragmenting) Checking for viruses Checking user IDs and passwords

21. 21 Choice of Software – Performance Management Software Monitors, analyses and reports on the performance of a computer system. Helps managers monitor current and future hardware requirements.

22. 22 Choice of Software – Communications Software Used in a mainframe environment to control the flow of data to and from remote sites.

23. 23 Choice of Software – Applications Software General Purpose Packages – wp, ss, db, dtp, etc Integrated Packages – eg MS Works Software Suites – eg MS Office Customised Software

24. 24 Choice of Software – Database Management System Centralised database resource for whole organisation Common database file – different tables – linked together Each table designed to meet needs of all different users Accessed by everyone

25. 25 Advantages of a Database Management System Data not stored several times in separate files Data is consistent Greater security – different levels of access Reduces time spent inputting data because data is held in one file only Data accuracy (integrity) through validation

26. 26 Security & Integrity of Data Security – theft, damage and destruction of data Integrity – correctness of data, the prevention of inaccurate data entry or alteration (whether accidental or malicious)

27. 27 Physical Security - Hardware Security mark equipment Keep inventories Secure equipment to desks Safe storage of disks/CDs

28. 28 Physical Security - Software Procedures for logging off/locking machines when left unattended Password protected screen savers

29. 29 Security of Data – Back-up Procedures Ensures a second copy of data is taken in case of accident or damage to the original Regular back-ups of data should be made automatically

30. 30 Security of Data – Access Rights Authorised users do not normally have the right to see all data held on company databases Rights can be set at different levels including: read-only, read/write or particular terminals/time of day.

31. 31 Security of Data – Help-desk/technician support Responds to user queries or technical problems speedily.

32. 32 Security of Data – File Management Systems To ensure data is stored and retrieved effectively. This will include: Archiving old data, Regular back-ups Good house-keeping procedures

33. 33 Security of Data – Monitoring of e-mails Some organisations have software in place to monitor e-mails This may hold messages if they contain anything worthy of scrutiny. For example: certain types of words or unusually large attachments.

34. 34 Integrity of Data – User Policies Formal written policies and procedures which staff often have to sign and agree to. Usually state the do’s and don’ts of using the computer system (eg misuse of the Internet or unauthorised installation of software) and advise on such things as back-up, file management, access, storage and security requirements.

35. 35 Integrity of Data – Staff Training Many of the problems relating to misuse of data are not caused intentionally but happen because of users not knowing any better. A very important factor in data management is educating staff in the use of data systems and software and good file- management practices.

36. 36 Integrity of Data – Minimising errors of input Limit who is able to input data Verify data (data is keyed in twice by different operators) Validate data (data types/lengths)

37. 37

38. 38 Integrity of Data – Restricting Access Authorised people only

39. 39 Integrity of Data – Protection against viruses/corruption Anti-virus software installed and regularly updated. Not permitting software/USB flash drives to be brought into or removed from the office

40. 40 All these Database Management features have an impact on: Speed Accessibility Security and integrity of data Responsiveness Customer satisfaction Staff morale and motivation Quality of information

41. 41 Consequences of poor data management Cost Reduced effectiveness Poor reputation Legal action Loss of customers