The case involves an unnamed organization that has been housing its data in a single user database based on Microsoft Access. Due to some problems with limited and ineffective access to the data, the organization decided to develop and roll out a Web-based records management system. The idea was to achieve an effective system to support multiple users. The team required the type of information the company wanted to house in the new system. Therefore, the Business Intelligence System was used to determine and satisfy the company’s needs. A team was involved to carry out the design of the new system. Another team was established to execute the function of testing the user programs of the database.
Finally, the business intelligence system was successfully enhanced after being tested for three times consecutively. The entire process took about 18 months to complete.
Statement of the problem
The firm faced the problems of reporting and data analysis. For instance, the organization found it difficult to allow unit experts to access the record information retention.
The company required a successful Records Management system that would allow multiple users to access records retention schedules. In particular, experts and managers in the record management department, the legal, business unit, and compliant sections were the key data users. They were supposed to have an access to the data. However, the company’s main challenge was designing, building and maintaining the Web-based Records Management System in order to house all the records and provide role-based access to the identified users across all the departments.
Areas of Consideration
To solve these problems, it is important to involve and build a strong business intelligence system that will enable an array of technologies for enhancing the firm’s records management processes. It should be able to measure and monitor the key metrics of the system by analyzing the nature of the data such as context, trends of information flow, usage and prediction of the future trends and demands. It should also be able to reveal the possible areas of weakness or problems.
By involving such a strong business intelligence system, the company is set to obtain a competitive advantage because the BIS will reduce the total cost of ownership for the Information technology and increase the business system’s return on investment. In addition, the company should aim at achieving a strong business intelligence system that will reduce the amount of time that the information technology spends on doing strategic work instead of duplicating the manual way of accessing data.
The web-based system should not only provide an easy access to the identified users, but also provide the security of the data. Therefore, the organization must note that information is the most important intellectual property that can be threatened by external and/or unwanted access, including hacking, eavesdropping and the effect of malicious programs. Since the data is being coordinated on the Internet, it is exposed to destruction or access by unwanted parties, which may expose the firm’s business, trade secrets and compromise the competitive advantage.
Another important area of consideration is the firm’s business culture. The corporate culture affects communication and business operations. As such, it affects the company’s information flow, which means that the new information system is also affected.
Alternative courses of action
To meet the above demands, it is necessary to ensure that the company makes an in-depth analysis of its needs in the communication system, business culture and the business intelligence.
Secondly, an in-depth analysis of the company’s system and needs will show how the proposed system will fit into the company’s culture and practices.
Thirdly, the company should not only involve a compressive way of allowing the experts to access data, but also protect the data because it will be accessed through the internet, and as such, will be exposed to threats.
Analysis of alternative courses of action
An in-depth analysis of the company’s business culture and practices will ensure that the teams are aware of the current problems facing the company and the possible influence or change that should be introduced by the new system.
Secondly, a comprehensive analysis of the firm’s needs ensures that involved teams should determine the future needs and patterns of communication. In addition, they should be able to address possible areas of weaknesses and increase the efficiency of the new Records Management System.
Examining the security needs of the company must involve a comprehensive analysis of the nature of the data, information flow, communication patterns and the possible threats that may affect the information once it has been installed in the Web-based Records System.
A comprehensive business intelligence system is an important aspect of organization’s business management system. Business politics, norms and practices are important factors that affect the organization because they are associated with the Business Intelligence initiatives.
It is strongly recommended that the company employ a strong strategy for the new BI platform that will give experts and line managers an easy access to the organization’s data. The design for the Web-based platform should be the most important aspect of the new system. It should be based on the Web 2.0 in order to ensure efficiency and effectiveness of the execution of the intended functions. The Web 2.0 also ensures adequate security to the data, which makes it possible to protect the business secrets and confidential information from the access by unwanted users.
It is also recommended that the company integrate the new BI system based on its corporate culture. The new system should not interfere with the business culture, but it is also recommended that the business culture be changed in order to allow the integration of the new system.