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• Explain how organizations can be structured according to five functions and three management levels
• Describe how information flows in an organization• Distinguish among a
transaction processing system, a management information system, a decision support system, and an executive support system
Competencies (Page 1 of 2)
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
• Distinguish between office automation systems and knowledge work systems
• Explain the difference between data workers and knowledge workers
Competencies (Page 2 of 2)
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Enterprise
• Enterprise commonly describes a business or venture of any size.
• Refer to as large-scale organizational – corporations, universities, hospitals, research laboratories and government organizations.
Enterprise System
• Enterprise Systems are large-scale organizational systems (people, processes and IT) built around packaged enterprise system software
Information Systems in the Enterprise
• An information system is a collection of people, procedures, software, hardware, and data .
• They all work together to provide information essential to running an organization
• Supports daily, short-term and long-term activities.
• Some are used exclusively by only one type of department or functional unit within the enterprise.
• General purpose IS –used by almost any department.
• Integrated IS/Enterprise System Software – used by multiple departments and facilitate information sharing and communication.
An Information System
• Information flows vertically and horizontally throughout an organization
• Information Systems support the natural flow of information within an organization’s structure
• 5 Functions• Management Levels• Information Flow
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Organizational Information Flow
• Accounting & Finance
• Marketing
• Human Resources
• Production
• Research
(++ Sales, Distribution,
Customer Service, IS
Dept)Return
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Functions of an Organizational
Information Flow
• Each level of management has different information needs and the information flow supports meeting these needs– Top Management
• Vertical, horizontal & external – Middle Management
• Vertical & horizontal – Supervisor
• Vertical-primarily
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
11-12
• TPS is an information system that captures and processes data from day-to-day business activities.
• A transaction is an individual business activity.• Examples of transactions are deposits, payments,
orders and reservation.
i. Transaction Processing Systems (TPS)
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
When you make a purchase with a credit card, you are using a transaction processing system
i. Transaction Processing Systems (TPS)
• Tracks operations• Creates and records
events in databases• Also called data processing
systems (DPS)• One of the most essential
uses of a TPS are accounting activities
i. Transaction Processing Systems (TPS)
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Accounting Activities TPS
• Sales order processing• Accounts receivable• Inventory and
purchasing
• Accounts payable • Payroll • General ledger
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
11-19
• Generates accurate, timely and organized information.
• Used to support middle managers• Integrates data across areas• Produces predetermined reports
– Periodic /detailed reports– Summary report– Exception reports
ii. Management Information Systems (MIS)
Management information system report
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
List of transactions
Consolidates data with totals, tables or Graph for managers to quickly review
Data outside normal conditions (reorder etc)
Part No
Description Customers Quantity Purchased
93814 Dorm Refrigerator Union BookstoreUniversity Bookstore
52
88732 Hot Plate Eddes RentalsMiddleton Furnishings
36
30021 Closet organizer Eddes RentalsLilac Imports
34
Part No
Description Quantity Sold
Supplier
93814 Dorm refrigerator
7 Van Electric
88732 Hot Plate 9 Chen Imports
30021 Closet organizer
7 Wilson Ent.
Part No
Description Quantity On Hand
Reorder
93814 Dorm refrigerator
2 5
30021 Closet organizer 7 10
Detailed Report
Summary Report Exception Report
• DSS is a flexible tool that helps users to analyze data
and make decisions.
• Enables managers to get answers to problems– Produces reports that do not have a fixed format
• Has four parts
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
iii. Decision Support System
• A variety of DSS – OLAP (online analytical
processing), EIS (executive information system)
• Instead of buying DSS, users can use their
productivity software to perform decision support
• Example, using Microsoft Excel
@ Access to create what-if scenario
Query results for SALES < QUOTACopyright © 2010 by The McGraw-Hill
Companies, Inc. All rights reserved.
iii. Decision Support System
• User– Someone who makes decisions
• System software– Operating system– Easy to use
• Data– Internal data– External data
• Decision models
4 Parts of a DSS
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
• Strategic models- assists top level management and long-range planning
• Tactical models - assists middle-management, financial and sales promotional planning
• Operational models - assists lower-level managers
Decision Models
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
1-27Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Ms Chip, our Decision Support System tells Us we have 2,000 shirts to sew by tomorrow.Since that is our sewing machine…Would you like to do some overtime!
iv. Executive Support Systems (ESS)
• (ESS) is a reporting tool (software) that allows you to turn
your organization's data into useful summarized reports.
• These reports are generally used by top management
level.
• Quick access to reports coming from all company levels
and departments such as billing, cost accounting ,
staffing, scheduling, and more.
• Provides immediate access to a company's performance
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
11-28
iv. Executive Support Systems (ESS)
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
11-29
Other Information Systems
• Information workers– Data workers
• Secretaries• Clerks
– Knowledge workers• Engineers• Scientist
• Office automation systems (OASs)– Project managers– Videoconferencing systems
• Knowledge work systems (KWSs)– Use
specialized systems
– CAD/CAM
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
11-31
A Look to the FutureOftentimes, More Information is Too
Much Information?• Information overload
– Could have a negative effect on getting work done
– According to recent studies e-mail is the major source of information overload
• How to handle e-mail– Be selective– Remove– Protect– Be brief – Stop spam– Don't respond
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
11-32
• Name and discuss the five common functions of most organizations.
• Discuss the roles of the three kinds of management in a corporation.
• What are the four most common computer-based information systems?
• Describe the different reports and their roles in managerial decision making.
• What is the difference between an office automation system and a knowledge work system?
Discussion Questions
Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
• Packaged application software that integrates data, processes and IT
• Include deep knowledge of business practices, influence process design within client companies
• Are generic products that must be configured, customised and integrated with other IS to meet business needs
Enterprise-system Software
Enterprise System Software
Process Integration Overview
Software Integration Worksheet
Integrated processes Integrated Software
ERP
•Enterprise Resource Planning
CRM
•Customer Relationship Management
SCM
•Supply Chain Management
EAI)
•Enterprise Application Integration
DW
•Data Warehousing
Enterprise System Software
i. Enterprise Resource Planning Systems
MCM 126238
• Automates and integrates business processes• Shares common data and practices across the entire
enterprise• Produces and accesses information in a real-time
environment• Represents an expanded effort to integrate
standardized record-keeping that will permit information sharing among different areas of an organization in order to manage the system more effectively
(Deloitte Consulting 1999)
• Integrates all data and processes of an organization into a unified system.
• A typical ERP system will use multiple components of computer software and hardware to achieve this objective.
• A key ingredient of most ERP systems is the use of a unified database to store data for the various system modules.
• ERP systems typically attempt to cover all basic functions of an organization, regardless of the organization's business or charter.
i. ERP Systems (cont..)
Standard Modules :• Financial Management • Production Management• Stores (Inventory) Management • Sales and Marketing Management• Human Resource Management • Fixed Asset Management • Customer Relationship Management • Maintenance and Repair Management
i. ERP Systems (cont..)
Sales and Distribution Human Resources Product Configuration New Product Engineering Cost Management Quality Management Supply Management Product Planning and Classification Hours Expense and Control Project Requirements Planning Sales Quotations Distribution Requirements Planning
MCM 126244
Transportation Fleet Management Electronic Data Interchange Sales and Marketing Information Inventory Location Control Invoicing Project Estimation Packing Control Sales and Purchase Control Capacity Requirements Planning Sales Contracts Project Budget
ERP in the Real World
MCM 126245
Organizations today confront new markets, new competitionand increasing customer expectations. Along with those scenarios, organizations have moved into a time of slow growth and smaller profit margins. This has put a tremendous demand on organizations to:
• Lower total costs in the complete supply chain
• Shorten throughput times
• Reduce stock to a minimum
• Improve Product quality
• Provide more reliable and better service to the customer
• Efficiently coordinate demand, supply and production
Why ERP System?
• Reduced redundancy in entering data• Allow everyone to share same source of info• Allow everyone to access same source info• Allow everyone to see and update instantly• Identify problem more quickly• Create single version about financial, revenue and sales
numbers to CEO and BOD• Allow standardization of business processes• Allow standardization of enterprise's info
MCM 126246
Advantages of ERP
• Takes a lot of effort and time• Difficult to implement the system• Very expensive• Requires a lot of training
MCM 126247
Disadvantages of ERP
• How ERP can improve a company’s business performance?
• How long will an ERP project takes?• What will ERP fix in my business?• Will ERP fit the way I do business?• What does ERP really cost?• When will I get payback from ERP?• What are the unforeseen cost of ERP?• How do you configure ERP software?• How do companies organize their ERP projects?
MCM 126248
Common Questions of ERP
The Hidden Costs of ERP
• Training • Integration and Testing • Data conversion • Consultants • Replacing Your Best and Brightest • Implementation Teams Can Never Stop • Post-ERP Depression
MCM 126249
Issues with ERP Systems
Implementation Critical success factors Variations in process models
Achieving benefits Knowledge transfer Cultural issues Future scenarios for ERP systems
MCM 126251
• Cost overrun while implementing• Schedule go haywire• Quality is falling short of user expectations
• Lack of preparation• ERP requires massive efforts in short span of time• Consultants from implementation partners arrived to start “as is” study
of existing business process and the company cannot spare the key users to spend adequate time with the consultant.
• Needs good planning and scheduling• Ensure that right person is available at the right time• Senior – experience – person should spend time to spell out the
business processes and requirements• If the ERP implementation is initiated without proper planning, trouble
is inevitable
How & Why of ERP Failure
• Lack of top management commitment• Faulty selection process• Ignorance of the human aspect
• A negative attitude or a negative mind-set in the user community can adversely affect the success rate of the ERP package
» Training and education to create the right mind-set and a positive attitude towards ERP is required
» Fully integrated systems demand change in the work pattern
How & Why of ERP Failure
• Too high expectation• Unrealistic expectation will create problem
» Find out what ERP will NOT do» User who actually have to key-in business transactions often complain
about slow response for screen updates and longer time to enter the data
» Check infrastructure – RAM, CPU speed, etc.
• Too much customization• ERP packages are tightly integrated• Making change in source code at one location may result in snowballing
effect in other modules within ERP.• New version comes with new features – but if too much changes are
done, you can not accept new version…..• Keep the customization minimum – do only ‘essential customization’
How & Why of ERP Failure
• Improper implementation• Most cases the software package is OK• Wrong implementation is responsible for unsatisfactory results• Mistakes in implementing a good ERP package turns dreams into
nightmare and results in considerable investment and efforts going down the drain
How & Why of ERP Failure
• Length of ERP vendor in business• Proven manufacturing expertise• Functional fit with the Company's business processes• Degree of integration between the various components of the ERP
system• Flexibility and scalability• Complexity; user friendliness• Quick implementation; shortened ROI period• Ability to support multi-site planning and control• Technology; client/server capabilities, database independence,
security• Availability of regular upgrades
ERP module 6Page 58
Attributes for ERP Software Evaluation
• Amount of customization required• Local support infrastructure• Availability of reference sites• Total costs, including cost of license, training, implementation,
maintenance, customisations• Hardware requirements
ERP module 6Page 59
Attributes for ERP Software Evaluation
ii. Customer Relationship Management
MCM 126260
– CRM system manages information about customers, interaction with customers, past purchases, and interest.
– Customer relationship management mainly is used across sales, marketing, and customer service department.
iii. Supply Chain Management
MCM 126261
• All facilities, functions, activities, associated with flow and transformation of goods and services from raw materials to customer, as well as the associated information flows
• An integrated group of processes to “source,” “make,” and “deliver” products
iv. Enterprise Application Integration
MCM 126265
– EAI is the use of software and computer systems architectural principles to integrate a set of enterprise computer applications.
– SCM, CRM and other applications typically cannot communicate with one another in order to share data or business rules.
– EAI is the process of linking such applications within a single organization together in order to simplify and automate business processes to the greatest extent possible, while at the same time avoiding having to make sweeping changes to the existing applications or data structures.
v. Data Warehousing
MCM 126267
– A huge database that stores and manages the data required to analyze historical and current transactions.
– Software such as ERP and Manufacturing Resource Planning store and access data in the data warehouse.