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Higher AdministrationInformation Technology for Management

Outcome 2: The impact of ICT on workflow, working practices and the

management and security of information.

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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.”

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Workflow is usually seen in terms of:

Input Process

Output

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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

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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

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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

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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

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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.

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Impact of ICT on working practices Homeworking/

Teleworking Increased numbers able

to work wholly or partly at home.

Improved communications (mobile technologies).

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Impact of ICT on working practices Video OR Audio

Conferencing Remote meetings are

much more cost-effective way of conducting business than traditional methods.

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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.

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Data Management Systems involve:

Centralised Systems Hardware Software

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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

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

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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!

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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.

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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

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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

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Examples of Operating Systems

Windows Linux Mac OS Unix for large file servers and networks

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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

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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.

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Choice of Software – Communications Software

Used in a mainframe environment to control the flow of data to and from remote sites.

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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

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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

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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

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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)

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

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Physical Security - Software Procedures for logging off/locking machines

when left unattended Password protected screen savers

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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

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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.

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Security of Data – Help-desk/technician support

Responds to user queries or technical problems speedily.

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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

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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.

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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.

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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.

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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)

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Integrity of Data – Restricting Access

Authorised people only

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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

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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

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Consequences of poor data management

Cost Reduced effectiveness Poor reputation Legal action Loss of customers