Professional Documents
Culture Documents
Guide
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Table of Contents
Chapter One: Future Developments......................................................................5
Emerging Technologies....................................................................................... 5
Benefits to Leisure from Technology Advances...................................................6
Potential future uses of ICT.................................................................................6
Implications of future developments of ICT........................................................7
Issues surrounding the rapid development of ICT..............................................7
Chapter 2: Information and Systems.....................................................................8
What is an organisation...................................................................................... 8
Structure of an organisation............................................................................... 8
Pyramid Structures............................................................................................. 9
Horizontal Structures.......................................................................................... 9
How has the development of ICT affected the organisational structure...........10
Activities within an organisation.......................................................................10
Strategic Level of task...................................................................................... 10
Tactical level of task......................................................................................... 10
Operational Level of Task..................................................................................10
Exchanging Information with External Bodies..................................................10
Chapter 3: Types of ICT system........................................................................... 12
Common Ict Systems........................................................................................ 12
Legacy Systems................................................................................................ 12
Back office systems.......................................................................................... 12
Day-to-day working systems............................................................................ 13
Management Information Systems...................................................................13
Enterprise resource planning systems..............................................................13
Customer Relationship Management Systems..................................................13
Decision Support Systems................................................................................ 14
Ecommerce systems......................................................................................... 14
Chapter 4: Managing ICT..................................................................................... 15
Organisation Size.............................................................................................. 15
Information Flow............................................................................................... 15
ICT management and business strategy..........................................................15
Chapter 5 ICT Strategy........................................................................................ 16
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Smart Phones: a small device that combines mobile phones & PDAs. It
can run applications, use PIM systems, email and use word processing.
Some smartphones have WI-FI.
Mobile Dongles: allow people to use the internet on the go via a USB.
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Digital Divide: people getting left behind due to lack of skills &
resourced. The digital divide is between the rich & poor, physically
unable & able, old & the young and different economic backgrounds.
People missing out on information because of the use of post
instead of emailing.
Online job applications
Exposure to violent video games
Legal
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Ethical
Economic
Environmental
Type or structure
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Structure of an organisation
Structures determine who is responsible to who, who can make which type of
decision & allow staff to co-ordinate/control their staff; the structure can be
presented within an organisation chart
Span of control: The number of employees who are directly supervised by one
person. Too wide a span of control leads to lack of control & inefficiency.
Chain of command: The path through the levels of management. Instructions
go down the level of authority and problems are referred up the lines to higher
levels. Long lines of communication mean messages can be distorted and take
time to reach their destination.
Pyramid Structures
The pyramid structure is the traditional shape of a structure within a large
business. Roles are clearly defined in a number of layers. At the top is the
managing director or chief executive, further down are the floor staffs: suitable
for centralised decision making by senior staff.
Advantages
Disadvantages
Horizontal Structures
These structures have fewer layers and a wider span of control. People within
this structure are directly answerable to the managing director and decision
making power may be delegated.
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Advantages
Disadvantages
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Inland revenue= There are a range of taxes for which a company is liable
including PAYE income tax payments for employees, VAT and Corporation
tax that is paid by public limited companies on their profit
Charity Commissioner=
accounts
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Accounting
Systems
A computer
system will be
used, these
can be
purchased off
the shelf
(SAGE).
Purpose
Information
Stored
Output
Calculates
Payments= Salary,
overtime, holiday,
bonuses and
Dedications=
national insurance,
tax, student loans
Deals with
recruitment,
induction, training,
disciplining and the
departure of staff.
Data on current
employees skills,
capabilities and
salary. Some
companies hold
photos and
driving licence
certificates.
Money coming in
& out of the
business listing
dates and names.
To keep formal
accounts of financial
transactions: to fulfil
legal requirements,
provide an overview
to the management,
keep track of money
coming in & out and
make sure the
accounts reconcile.
Legacy Systems
A legacy system is an existing system that is likely to have been used for many
years, these are usually never replaced because
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Ecommerce systems
Removes the possibility of double booking and means fewer staff is needed.
Offers a wider pool of customers but postage needs to be paid.
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Head
of
Head
of
Head of ICT
services
Head of
management
information
Head of
technical
support
Help Desk
Manager
Policies define how to
put a strategy into
action.
Network
Manager
Information Flow
This is the way information moves around an organisation.
Formal information flow is the flow created by procedures of an organisation.
I.e. internal memos, formal meetings, noticeboards and the company intranet.
Informal information flow is not structured but is naturally arising within the
organisation i.e. from phone calls, the office grapevine, stories in the local press,
personal conversation.
An increasing way of communicating is by sending a global mail list to every
employee. If email is tied into proper procedures i.e. an agenda for a meeting
then it is formal information. Another example of formal information is submitting
stationary requests to the supplies department.
business goals of the organisation and the implementation of the ICT solutions
that are needed to see these goals. They will be instrumental in writing the
strategy and overseeing the implementation within the budget.
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Unstructured data is data such as document files & emails: these need
the same level of protection as other files.
Standards
A standard is a common way of doing something. Strategic choices
concerning the purchase of hardware can be affected by standards.
A company might decide to use standard formats for storing business documents
so that they can easily exchange data with other organisations through
Electronic data interchange. The ability to transfer data to and from another
package or platform is known as portability. Without portability data would need
to be re-typed which would lead to wasted time and errors. Portability can only
exist if manufacturers agree to using standards: it is an important sales feature.
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Prevents misuse
Detect misuse through regular checking
Investigate misuse through monitoring software and audit trails
Prevent unauthorised access
Lay down staff responsibilities in the prevention of misuse
Lay down disciplinary procedures for breaches of security
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Chapter 7: Legislation
Impact of Legislation on ICT policies
The procedures within a company must reflect the requirements on the
legislation to ensure all laws are being adhered to. If a companys employee
breaks the law when at work, the company is legally responsible as well as the
individual. This impacts on publicity;
Developed Legislation
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Software theft
Is divided into two categories: piracy and counterfeiting.
Piracy occurs when more copied of software are made then the number of
licences purchased. Many users do this and dont realise that this is illegal and
can sometimes do it unwittingly.
Counterfeiting is when software is illegally copied for sale to other users. The
software cannot be registered, so there is no technical support or upgrade
available. An added problem is that such software carries a high risk of carrying a
virus.
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Should establish a policy that specified the HCI requirements for software
design that should be adhered to when new systems are developed.
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1. Preliminary:
Looks at the need for a system, may
be initiated if a manager feels the
system can be improved
2. Feasibility
Will the new system work?
Will it save the company money?
Does it comply with the law?
Will it solve the problem?
Can it be built in time?
3. Analysis
Finding out about the current
system and investigating
requirements: use DFD to represent
the current system. Draw up
deliverables.
4.
Design
determines how the requirements specification is implemented. It involves
breaking the problem down into smaller sub-problems. A specification is
drawn up in sufficient detail for the programmers to create the system.
Clear timescales are needed.
5.
Construction
The stage when the system is produced by the development of programs
or customisation of software packages. Programs are coded, tested and
documented. It is vital the work is monitored carefully, and that timescales
are adhered to.
6.
Testing
Test data should test that all branches of the program perform to
specification. Data should be used to test extreme cases. Any
discrepancies should be investigated and corrected if necessary
Types are;
Module: Each part of the system is tested.
Functional: Sometimes called black box testing, testing for given inputs.
System; Called alpha- the developers test the system to make sure
requirements are met.
User: Sometimes called beta- in which potential users test the software
on their real data. Beta testing is done to make sure it does the right job, it
is thoroughly tested.
Operational: In which software is tested in its normal operating
environment.
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7.
8.
Agreeing to deliverables that state exactly what the system must do,
when it will be done by and what it will cost
Gaining approval to proceed
Creating a project plan
Setting Milestones- Dates
Achieving Sign off- The client signing to say the project is complete
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Development Methodologies
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Gantt Charts
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Data Flow Diagrams: Show the movement of data through the whole
organisation. This is used in systems analysis to show how data moves
through a system. External sources are called external entities. They are
people such as suppliers etc.
Symbols
External
Entity:
Process:
Data Store:
D2
Flow of
Data:
Level Zero
Context
This is a high
level overview of
the system.
These start with
a rectangle in
the middle of a
piece of paper
which represents
the system.
Next to it, oval
shapes represent
the external
entities.
Arrows show the
data flows.
Level One
Level Two
These just
simply break
down the
system even
further into the
various
processes
involved. Each
process has its
own DFD.
Volume Testing tests that the new system works with large volumes
of data. After a long period of use, data files may become very large.
Volume testing tests that this does not affect the performance of the
software.
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Developer Testing
The second round of testing is Black box testing; based on what the
software should do rather than how it is done. Black box testing is carried
out by the developers. Functional testing is an example of this: checks the
features, operations and erroneous actions.
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Installation
Documentation
Maintenance
Can account for up to 80% of programming costs.
The cost of maintenance is affected by;
Its structure
The number of Users
The number of undiscovered errors
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A hardware fault
Accidental deletion
A natural Disaster
Deliberate actions i.e. terrorism
RTO= the period of time after an outage within the systems and data must be
restored.
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Online backup
Disk mirroring may be used to store identical data on two different disks.
Whenever data is stored, it is stored on two disks. If the main disk fails, identical
data is available on the second disk. The mirror disk does not have to be located
in the same place as the original disk.
RAID; Redundant array of inexpensive disks
Is a fault-tolerant system which uses a set of two or more disk drives instead of
one disk to store data. By using two disks to store the same data, a fault in a disk
is less likely to affect the system.
Risk Analysis
Risk analysis plays an important part in counteracting potential threats to ICT
systems. The continuing operation of any organisation depends on its
managements awareness of potential disasters and their ability to develop a plan
that will minimise disruptions and ensure successful recovery.
It involves:
1.
2.
3.
4.
Businesses should consider the potential threats to the data, the vulnerability of
the data and the value of the data to the business. Risk analysis compares the
vulnerability to threats and the cost of potential losses.
A recovery plan needs to be put together in place for every level of failure; this
needs regular testing.
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A fault tolerant computer has extra hardware, such as memory chips, processors
and disk storage in parallel. Special software routines or built-in self-checking
logic detects any hardware failures and automatically switches to the backup
device. Detectors can be placed with CO2 extinguishers; fireproof safes can be
available for disks & backup tapes.
Uninterruptible power supplys and standby generators prevent loss of
power supply.
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Method
Face-to Face or
instructor led: On
the job or in
external classroom
courses
Advantages
Disadvantages
On the job
In-house courses
E-learning
Online Tutorials
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Expensive
Has to be planned in
advance
Things can be forgotten if
not practised
Often difficult to learn when
dealing with everyday
stresses of the job
The managers may not
have the specialist
knowledge
May lack facilities
Lack of employee
enthusiasm
Demanding of network
resources
See above
On screen help
Paper based
material
Provided by software
package (F1)
Natural language: user
friendly
Availability, Quick, free
Step by step instructions
Work at their own pace
Call-out Support
Email Support
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User Guides
On-Screen Help
Online Support
Package Credibility
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Online
Faqs
Newsletters
Support articles
Bulletin boards
User groups: users get together to solve problems ( for complex software)
Documentation
Documentation consists of written material that provides information on how to
use a software package. The documentation quality is often a considered
criterion when choosing software. Different types of user will have differing
documentation needs. The technical support team will need documentation that
provides installation instructions using disk peripheral devices whereas a data
entry clerk will need functional instructions.
Skill level: Experienced users need less help with everyday functions
Whether the new system is different from the one it replaces
How critical the system is: The more critical it is, the more fast expertise
is needed
The number of employees: Access to external help desks if small numbers
The patterns of work: Night shift, call out work available
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Outsourcing
Outsourcing is the subcontracting of aspects of the business to an external
organisation or agency. Functions which may be outsourced include testing
& payroll or backup. Reasons for outsourcing include cost or for the
expertise. Outsourcing can also improve e on overall company
performance.
Off shoring
When an organisation purchases services in one country to be
provided in another, this is called off shoring. Most offshoring places
take place in locations such as Africe & China. This improves
businesses profitability. An example of this is the HSBC bank has set
up a section in India where it has 2000 employees working on back
office operations.
Bulk printing
Specialist companies provide a service to carry out bulk printing, for
example a payroll and billing system. These companies have high speed,
high quality printers that enable them to print at much higher speeds ,
they also have equipment which folds and places documents in
envelopes.
Leasing
A lease is an agreement whereby one person or organisation hires a
particular asset. Hiring equipment or office space avoids the capital cost
that is involved in owning it. The hire costs require regular payments from,
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Serial number
Description
Supplier
Date of purchase
Purchase Price
Location
Maintenance Agreements
Software
if bespoke software is used, very careful management of software development
will be needed. Training and reference manuals will need to be kept up to date
whenever changes are made. When off the shelf software is purchased: licence
agreements must be kept.
Communication Resources
An organisation may have WAN lines, leased lines or may have access to a WAN
via the internet. The hardware that is required for a network infrastructure will
need to be set up and maintained.
The type of communications link that an organisation uses is important to the
quality and speed of communications.
Consumables
these are the regular minor items that need to be purchase for an Ict system
such as paper & ink. An organisation will need to manage the reordering &
distribution of consumables appropriate trustworthy suppliers need to be
contacted.
Facilities
Organisations need buildings to house their computer hardware and provide
office space for employees. These can also be owned or leased. Rooms that
house alot of electronic equipment may need to have air conditioning installed
and cables need to be safely installed.
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People
While most people use ICT as part of their job, there are some roles which are
specifically related to ICT systems. A large organisation will have its own ICT
support team of technicians who will manage the network, organise backups,
install & monitor use of software and hardware. There is likely to be a staffing
structure with specific areas of responsibility and chain of command. Support
staff will need to be provided with appropriate training on a regular basis.
Pre-Release
Overview notes
Scarlett Price wants to create and operate a large youth community centre
A derelict warehouse has been purchased as the venue
She wants to recruit teams of graduates; Designers, Administrators &
Professionals.
These will be recruited via a TV program
The ICT team selection is about to begin
She has grown up in the town of the warehouse
The Vision
I want lots of ideas about the ICT that could be used to help us succeed
Dont give me an insecure ICT facility where data can be lost
Useful if we could track and record every business trader
Speak to the administration team
Team Hope
How they approached the task
Established the business goals with the administration team and produced
a joint document
Obtained information about the available finance from this
Interviewed the administration team to determine the functionality.
Discussed the project with a focus group: Youth group leaders. Market
research
Formulated a strategy based on requirements and available finance
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Provision of ICT
Pros
Cons
They listened to Scarlet prices
vision
Discussed & acknowledged
budget
Interviewed the User
Discussed with focus group
Taken into consideration each
aspect of the business including
bookings
Noted the fact that a bespoke
system is out of scope
Considered a SLA agreement
Team Endurance
How they approached the task
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The system will record all contacts, including mobile phone information
and details of social networking sites used.
Used to contact past customers and promote future events
Provision of ICT
Recruit 12 staff
All in-house
Computer suite in warehouse
Off site Data store
Pros
Cons
Off site data store provides
protection against disasters
Researched online
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network equipment
5. What is an ICT system
A setup consisting of hardware, software, data, information and the
people who use it
6. Factors for a successful project
Management involvement, End user involvement, Effective Teamwork
7. Factors for unsuccessful Development
Inadequate analysis, Unrealistic Project plan, Insufficient Monitoring,
Lack of standards, Loss of control
8. Threats to data
Physical Failure, Hardware, Software, Telecoms, Computer Crime/Abuse,
Invalid Data/ Inaccuracy, System Design Failure.
9. How to Secure Data
Password, Biometrics, Train Staff, Lock Doors/windows, alarms,
encryption software, audit trailing
10.What is a business Goal
The overall aims of the business i.e. to cater for 300000 youths over 3
years
11.Publicise
Online advertising, Social Networking, Posters, Gather addresses & mail
merge, Video on java, emailing and texts to existing customers about
forthcoming events.
12.What is an ICT strategy
The strategy is what helps a business achieve its goals, it often defines
what the business needs to do to be successful, influences on the
strategy are;
Goals, Available Finance, Legacy Systems, Geography of clients,
Business fulfilment, Structure
13.Methods of communication
Formal= the flow created by procedures of an organisation i.e memos,
presentations
Informal is unstructured and naturally arising i.e from phone calls.
The flows need to be planned so that the information arrives where and
when it is needed- the size, type and structure depend on this.
A hierarchical structure requires careful planning otherwise information
can become distorted.
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17.Booking Systems
Is a form of transaction processing system, it is used where the input
needs to be dealt with straight away. Each transaction is processed
individually in line with the main system.
18.MIS
Uses operational-level data to provide management level information.
The data can come from both internal & external sources and is
combined in a n easy to read understandable way. This information is
used by senior management to make strategic decisions. It is usually
based on one or more database and allows people access at different
levels.
An executive information system is a form of MIS; this provides
aggregated information for senior management. The manager can dive
deeper by using hotspots. The information presented is often compared
with previous years.
19.Outsourcing
The moving of a particular process or function to an external
organisation i.e. bulk printing. A business may not have the facility to
print out large graphics or business cards and an external company
could provide the outsourcing for this.
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Recommendations
ERP to integrate the information which incorporates all the different sections, this
will make the data easier to share between different. As it is already integrated
the system is already designed to be able to share rather than needing to
duplicate.
Training= Outsourcing the training. Add that as part of the provision of the
software.
Hot desking wirelessly, eliminates the need for a large office and gives more
space for the community centre activities.
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24.Security Policy
First of all a security policy will be a document that, if you start work for
an organisation, you will be expected to read and understand and
probably sign.
It can include many statements or rules that you, as an employee,
should follow and be aware of. The primary aim of a security policy is to
ensure the security and privacy of the data within an organisation.
Some possible inclusions:
No user can use their own USB memory stick on any work-based PC or IT
system.
All users must adopt strong passwords that are at least 8 characters in
length and a combination of letters, numbers and symbols.
No user shall disclose their password to anyone, including work
colleagues.
Users are expected to change their password monthly.
No user shall leave their PC/workstation unattended without logging off
or locking it.
Users are expected to encrypt data when it is being transferred to
another organisation - this includes email. They must use the company
provided encryption program.
The company reserves the right to monitor, for security purposes, any
employee's email or file access.
The employee has a responsibility to check his or her virus software is
up to date and where they suspect it isn't they must report it
immediately to the IT support staff.
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