BSBINM501 Manage an Information System Assignment Help
1 Why is it important to research stakeholder requirements for an information or knowledge management system? Give examples of how you might collect information from internal and external stakeholders
2 Suggest strategies for resolving the following information management system problems:
a) You want to summarise sales information by customer type but the report does not exist in the customer management system.
b) Your computer is crashing regularly, causing you to lose data.
c) Customer data has been provided to a supplier in error.
d) Customers are complaining about shipping delays and backorders.
3 Select a component of an information or knowledge management system with which you are familiar. Describe the strengths and weaknesses of that system.
4 Describe SWOT analysis. Give examples of how it may be used to measure the effectiveness of an information management system.
5 What types of practices, procedures and processes at your workplace allow for the identification, creation, distribution and adoption of insights and experiences by employees?
6 a. What are the objectives of the information or knowledge management system at your workplace?
b. How are these objectives achieved?
c. What measures are used to record and monitor this information?
7 Implementing an information or knowledge management system can have several operational implications of which the manager must be aware. Give examples of some of these implications that were, or may be, experienced in your workplace.
8 The ongoing review and evaluation of the information or knowledge management system ensures it stays relevant. Find two other advantages of review and evaluation. Explain how these advantages affect a workplace over the long term.
9 Identify stakeholder training requirements and needs from a knowledge system requires research. Give examples of methods you have used, or would consider using in the future, to assess client learning needs.
10 Your suppliers and contractors may also require the ability to use your knowledge or information management system to enable them to fulfil their requirements. Give two examples of how you might achieve this while maintaining the integrity of your system.
11 As a manager responsible for implementing the required training, you need to understand the type of knowledge that is deficient. Briefly explain the two different types of knowledge and provide examples of how you may identify a deficiency in each type within your staff.
12 When planning the facilitation or delivery of training the requirements of federal and state legislation must be complied with. List at least three (3) statutes you must be aware of within your workplace context.
13 List and explain some of the ways in which your workplace ensures staff training on information systems is effective. What improvements could you recommend to improve compliance with company procedures?
14 Most organisations have multiple sets of data on different systems such as procurement, sales, logistics and finance. Describe how a workplace could ensure these systems are integrated and aligned so information sharing could occur.
15 Information is one of the most important resources to an organisation. What advantages can good quality information provide to your role?
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Answer to question 1:
The entire system is designed to cater to the needs of the stakeholders of the entity. If there is absence of clarity about the needs and expectations of the stakeholders the system will not be able to generate the required results. From the internal stakeholders the information can be collected by way of conducting meetings and from the external sources information by gathering information whether their needs and expectations are met or not (Laudon & Laudon, 2016).
Answer to question 2:
a) A separate report section will be created and the same will be inserted in the information management system. Each time a new type of report is required it will be inserted in the KMS.
b) All the crucial data will be stored in a secured online database. This will ensure the protection of data in the event of system crash.
c) The supplier will be traced and the data will be retrieved back. In addition to this an effort will be made to put in system controls to prevent such an event from happening in the future (Liu et al., 2015).
d) The system will be optimised to ensure that the products are sorted automatically based on the level of urgency.
Answer to question 3:
One of the most important components of KMS is the actors or the people involved. The people involved in the entire process are extremely vital and these people come from various types of backgrounds and experiences (Podaras et al., 2016). The strength of this component is that it cannot be altered with by any third party. The most significant weakness of the component is that it is highly non-standard.
Answer to question 4:
SWOT analysis is a type of analysis that reflects the various strengths, weaknesses, opportunities and threats surrounding the entity. It is greatly useful in the process of ascertaining the effectiveness of an information management system because if the results given out by it match the real life situation, it will be of great advantage for the entity (Chang et al., 2016). It will be able to make the most of out the various opportunities, overcome its weaknesses and face the threats in the most effective and efficient manner.
Answer to question 5:
Some of the processes, procedures and practices prevalent in the entity for the purpose of identification, creation, distribution and adoption of the insights and experiences of the employees are as follows:
a) Conducting regular performance review of the employees:
Under this method the performance of the employees are reviewed so as to ensure that a tab on their efficiency is kept over the period of time.
b) Conducting various team meetings:
In the various team meetings conducted by the management of the company an effort is made to ensure that the employees share their experiences and feedbacKMS with the entire team (Shen & Khaligh, 2015).
c) Availability of suggestion box:
This suggestion box allows the employees to share their opinions and thoughts as per their convenience with the entire team.
Answer to question 6:
Some of the most important objectives of the knowledge management system are as follows:
a) Provision of requisite amount of information that will be used for the purpose of planning, organising and also for the purpose of controlling the activities of the entity.
b) It helps in the collection of data pertaining to all the functional areas of the entity and then ensuring proper management of the same (Ji & Zou, 2016).
Answer to question 7:
Some of the implications related to the implementation of the knowledge management system or the information management system in the entity are as follows:
1) Its implementation leads to the development and flourishing of various connections between various individuals working in the entity. This leads to the promotion of better communication between them.
2) The implementation of the KMS leads to the development of an effective and efficient tool that is required for the purpose of storage of data (Qiao et al., 2016).
Answer to question 8:
The ongoing reviewing and evaluation is of high importance for the knowledge management system or the information management system. Some of the advantages for this process of ongoing reviewing and evaluation are as follows:
a) Getting knowledge about any of the loop holes present in the knowledge management system:
By continuous reviewing it becomes possible on the part of the entity to ensure that all the loopholes or deficiencies are blocked immediately (Punt et al., 2016).
b) Leads to better integration of the system with the operations of the entity:
By continuous evaluation the entity finds ways to integrate the operations and activities conducted by it with that of the information that tis received from the information management system.
Answer to question 9:
There are several methods that can be used for the purpose of assessing the learning needs of the customers. Some of the methods that can be used for this purpose are as follows:
a) Tracking of the stakeholder interview reports:
These are vital documents or sources of information that can be used for the purpose of ascertaining what are various misconceptions present among the stakeholders of the company (Laudon & Laudon, 2016).
b) Recommendations from the stakeholders to refine the business requirements:
This will ensure that the quality of the recommendations received from the stakeholders can be adjudged. Based on this it can be ascertained the additional needs of information on the part of the stakeholders of the company.
Answer to question 10:
Some of the ways that information may be shared with the suppliers and contractors without compromising the integrity of our system are as follows:
a) Only a part pertaining to the specific information is shared with them. For instance the quantity of inventory that will be needed in the next few weeKMS by the company can be directly accessed by the suppliers from the information management system. However, the amount safety stock that is available with the entity shall not be made accessible by the system (Liu et al., 2015).
b) For the purpose of gaining access to the information management system the suppliers and the contractors must ensure that prior authority has to be received from the management of the company or entity.
Answer to question 11:
There is mainly to types of knowledge that is required on the part of the employees to ensure that all the actions and activities performed by them are in alignment with the goals and objectives set by the management of the company. The two types of knowledge include theoretical knowledge and practical knowledge (Podaras et al., 2016). Theoretical knowledge is important for the purpose of understanding the importance of each and every action taken by the employees in the light of their end results. The practical knowledge is required to actually perform the action.
Deficiency in theoretical knowledge is showcased when the employees are not concerned about the impact their wrong doing can have on the performance of the entity. The deficiency in the practical knowledge is observed when the employees are unable to actually execute the work that has been assigned to them.
Answer to question 12:
Some of the statutes that must be adhered with are as follows:
a) The various competition laws as issued by the Australian Competition and Consumer Commission.
b) Various consumer laws as populated by Australian Consumer Law.
c) Product liability regulation that has been brought forward by Australian Competition and Consumer Commission.
Answer to question 13:
for the purpose of conducting ensuring that the training of the staff of the entity is proper an effort is made by the management of the company to hire a third party. This party is responsible for the purpose of training of personnel.
Some steps that can be taken up to ensure that the training of the employees or staffs of the entity is improved included alignment of the training modules with the real life model of operations of the entity (Chang, 2016). This will enable the employees to learn about the real life scenario much faster and save the entity a lot of cost and time in terms of loss of efficiency from the new employees.
Answer to question 14:
Some of the ways in which it can be ensured that the various systems are integrated and aligned are as follows:
a) Establishment of proper communication channels between the departments. This will ensure that the level of communication between the senior managers of each managers increases.
b) Each department will have full access to the details of the other department. As all the departments are working together for the fulfilment of the objectives of the entity itself, all the information should be available to every department (Shen & Khaligh, 2015). This will ensure even if there is a miss communication among the various departments there is no loss of information and data required for the purpose of making decisions.
Answer to question 15:
There are several benefits that accrue to the entity if there is no dearth of flow of quality information to the entity. Some of the significant advantages of quality information are as follows:
a) The increase in the revenue of the entity:
If the decisions are based upon the right kind of information the decision of the entity will be such that it will increase the revenue of the entity.
b) The reduction in the costs of the entity:
Due to the reduction in the amount of wrong or defective decision in respect of the working of the company the cost incurred by the entity in respect of the loss suffered by the entity is minimised (Ji & Zou, 2016).
c) Less time required for reconciliation of data:
If the quality of the information improves the entity can make use of rule based sorting systems to reconcile the data available with it. The same need not be done manually thereby eating away precious resources of the entity.
d) The satisfaction of the customer increases:
As the delivery of the product and services by the entity to the end customers happen based on the good quality data available with the entity the level of satisfaction enjoyed by the customers of the entity increases significantly.
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