3.3 Managing ICT

Specification

We will cover the shaded areas in more depth in the following unit 3.4 ICT Strategy

1. What areas of ICT need to be managed in an organisation?

2. Why are roles and responsibilities important in an organisation?

3. What are the key attributes to good management of ICT?

4. Why is organisational size an important factor to consider when managing ICT?

5. Why is organisational structure an important factor to consider when managing ICT? (slide 8)

6. Explain the terms centralised and decentralised (slide 8)

Questions you should be able to answer by the end of the unit...

You have just been hired as DBS IT Manager, you have two technicians below you.

To manage is to oversee / direct

Think of three things you have to manage.◦ NOT DO.....MANAGE

Strategic development inline with Mr. Homden’s School Objectives

Technical matters e.g. Delegating ‘hands on’ tasks to technicians

Development Projects – new ideas for development through your knowledge and expertise of latest technologies

Activity

So that employees are clear about authority and expectations of their role

Job descriptions should outline this

E.g. ◦ IT Technician is responsible for replacing cartridge

in a printer and answers to IT Manager◦ IT Manager is responsible for purchasing print

cartridges and answer to Director of Technology

Why are roles and responsibilities important in an organisation

You have seen a new job advertise at a large company. The position is ‘Head of IT Services’. Another management role but with the responsibility of managing a larger team. You wish to apply for the position and must write a letter of application.

◦ What strengths in personal attributes do you discuss in your letter of application?

Good decision maker (manager must make decisions) Trustworthy (Good decision require trust) Good written and verbal communication (communicate

between technical and non technical staff) Team Player (as above) Respectful (must resepect Senior management decisions)

Activity

It will effect the degree of formality with which ICT is managed.

You got the job you applied for

The company is much larger

How will this effect you and how you manage?

E.g. How will you communicate with your Network Manager as opposed to the technicians in your previous job? Will you need to communicate with external personnel? How will you communicate information to outsourced companies e.g. Payroll

Why is organisational size an important factor to consider when managing ICT?

Can determine whether or not management is centralised or decentralised

Centralised This is where senior management have more control and apply more

standardisation. This type of structure can be extremely stressful for managers

Decentralised This is where subordinates more job satisfaction and uses their

knowledge. Decision-making is often quicker with no need to pass decisions up and down the chain of command. It also makes it easier to groom staff replacements by delegation of responsibility

Example DBS is Centralised. All requests have to be passed up through the chain of

command to Taaleem to confirm or deny. It could be said that this is frustrating for all levels when purchasing, requesting change through new initiatives proposed by experienced staff and for Managers feeling a lack of control or responsibility.

Why is organisational structure an important factor to consider when managing ICT?

1. What is information flow?2. What is formal information flow?3. What are 6 methods of formal information

flow4. What is informal information flow?5. What are 5 methods of informal information

flow6. What are the benefits and drawbacks of using

email to support information flow?7. What factors must be considered when

planning information flow?

Questions you should be able to answer by the end of the unit...

The way information moves around an organisation

There are two types of information flow

◦ Formal◦ Informal

What is information flow?

The flow of information created by the procedures of an organisation.

E.g. Someone applying for a job would use a formal method of getting in their application (application form)

What is FORMAL information flow?

Formal meetings (pass on information, take minutes)

Internal memos (student reports to be completed by March 6th)

Notice boards (H&S, fire drill guidance, cover)

Presentations to groups (Pass on information)

Intranets (Provide access to policies and digital notice boards)

Email (Ever increasing, attach agendas, inform all staff of ill students that have been sent home)

What are 6 methods of FORMAL information flow

If email is tied into proper procedures then it is part of formal information flow

The flow of information which is not structured but naturally arises within an organisation.

E.g. An email to inform teachers of an unplanned room change within school

What is INFORMAL information flow?

Phone calls (“There’s a parcel been delivered for you from DHL”)

The Office Grapevine (“Have you heard that Simon has been sacked?”)

Stories in the local press or rumours (“Teacher hits out at student!”)

Personal conversation or observation (“Can you let Daniel know that I have marked his homework and it is on my desk?”)

Email (“Has anyone lost any keys?”)

What are 5 methods of INFORMAL information flow

If email is tied into proper procedures then it is part of formal information flow

Consider DBS. Discuss the formal and informal information flow within it.

Example

◦ If I require stationary, I will fill out a form pass it on to Ken (site manager/supplies Department) who will then enter this request into our school system that produces a weekly list of requests (THIS IS FORMAL INFORMATION FLOW)

◦ If I urgently need a whiteboard pen I will call reprographics and ask for one (THIS IS INFORMAL INFORMATION FLOW)

Activity

Benefits Can use global mailing lists (email to many) Immediate send and receive Can easily reply or forward

Drawbacks People might not check their emails

regularly Information overload (receiving emails that

are not necessarily explicitly for you)

What are the benefits and drawbacks of using email to support information flow?

An Information System MUST support the Information Flow

E.g. If the MD needs information on last months sales to plan the next campaign, Transaction Processing Systems are needed to log purchases. An MIS is required to extract this information and consolidate it so that it can be clearly analysed.

Information Flow needs to be carefully planned Information Flow differs between organisations depending on these

factors:◦ Size (Small businesses don’t need formal systems)◦ Type◦ Structure (Flat or Hierarchical or Flat)

Hierarchical– Information flow needs to be carefully planned as it has to flow up and down the chain of command

◦ Amount of information◦ Nature of the data (confidential/personal information)◦ Origin of data (electronic EPOS / Handwritten)

What factors must be considered when planning information flow?

Past Paper Questions

Mott & Leeming 3rd Ed. Pg 65

Explain the difference between informal and formal information flow within an organisation. Include in your answer examples of formal and informal information flow mechanisms.

(10 marks)