MEMO

Memorandum

Name:

Institution:

Tutor:

Course:

Date:

MEMORANDUM

TO: The CEO

FROM:

DATE: 16/01/18

SUBJECT: Proposed New Information System

Information systems in organizations are what run the organization in several cases. For an organization to run effectively then there has to be a well-functioning information system through which the employees can work , receive communication, make their interests and plans known and undergo their daily activities. In the previous meeting that was held by the company, it was realized that the information system in our company was not in a good state. Because of this, there are several functions within the company that cannot run appropriately. We can all attest to the fact that the CEO was very unhappy because of that, as were most of us.

The current information system is very outdated, inconvenient and very difficult to use now. This makes important matters such as communication very difficult, which then derail the progress of the company. It is because of this reason that I sought out to bring about a new information system that whose focus is to work on the shortcomings of the current one. It will also incorporate new software to aid in other sectors of the company not previously covered by the ignition information system.

There are several functions of the information system, which will be brought into practice. First, is to ensure adequate and appropriate communication between employees working in the organization. This information system will see to it that different employees working in different cadres are able to communicate with one another effectively and in good timing. It will therefore prevent unnecessary movement from one location to another by different employees in an attempt to pass on information.

Apart from that, it will facilitate easy and appropriate communication within the different cadres available at the company. In several instances, we have realized that individuals fail to pass timely messages due to the unavailability of certain individuals and therefore the required message cannot reach them in good time. This information system will assist in relaying key information to the relevant authorities in good timing.

The main concern that comes about when one mentions communication is the aspect of privacy. This system will see to it that information that ought to be private is kept in that manner. In addition, it will have limitation in that it will not allow communication of outside work businesses to be conducted. This will help the company in terms of limiting total time wastage by employees and will ensure that work hours are meant for strictly business.

The next function is to facilitate easy transmission of data from one unit to the other. On several occasions, data has to flow from one unit to another. Also on other instances, data needs to be sent to the clients or from the suppliers of any sort. In such instances, this operating system will allow for this transmission without any difficulties. This will bring about customer satisfaction and ensure that there is adequate contact from all aspects of the organization.

The third and very important function is for the purposes of record keeping. The system will have an online database in which all important documents and records are kept. This will ensure that any detail that gets in the company has to be saved somewhere. This will help for future instances of reference and will allow for transparency and accountability within the organization. There will also be a special section specifically designed for the employee records. This section will include each employees’ details and will ensure that they are well covered. With respect to privacy, there will be a parameter laid out specifically to limit access to this section such that only relevant authorities like the human resource team can gain access to it. Of note is that each employee will be given a specific user name and passcode to log in. This is to limit access to the database by outsiders.

The final advantage is that it will ease all forms of operations within the organization. There will be separate sections within the system including but not limited to an information section, sales section, profits, suppliers and important documents. This therefore means that from a simple glance, one will be able to appreciate the profit margins or losses within a given quarter. One will also be able to depict an anomalies or suspicious information traversing the system and most importantly, the stakeholders will be able to ascertain the progress they are making through a simple glance of the database. This will then determine whether changes are to be made or not.

There will be different data types that will be in use in the information system. To begin with, there will be work files. These transfer files are important mainly for temporary storage of data. Next are the master files, which are more permanent in nature and include inventories and payroll systems among others. The third type of data are the audit files. These function in the same manner as the ledgers and are important because they contain the details of the transacted files. The fourth type of data type that we shall incorporate is the transaction file. This contains the records of all the events and business transactions that have occurred in the organization.

The next data type is the security file. These are also referred to as back up files. These are often copies of original documents that are taken as back up in case the main documents get lost. The final data type that will be incorporated is the history file. This will contain mainly past information from several years behind. It will store the information in a separate hard drive format to ensure that when the details are needed years later, these are easily available.

Data quality will be ensured mainly by first ensuring that data quality management forms part of the data lifecycle.This will allow for timely analysis and correction of data if needed. Next, we will have perfect data governance in that all individuals handling data will ensure there is quality management in the data. Training sessions will be required to ensure this happens. Thirdly, there will be a good master data management, which will ensure that there are no duplicate data in the system. Finally, there is a section specifically stipulated for data profiling. This is a very crucial step as it will allow for detection of any mistakes in any of the data and facilitate for its correction.

In the old information system, the main problem is lack of efficiency. The system has over the years become redundant and there is poor data management, also, the system has received poor service over the years and this has made all the aspects extremely slow thereby slowing the entire processes within the system. In the new system, there will be frequent servicing of computers and the software to ensure everything is up to date, also, data management will e managed to the very best which will greatly improve the quality of the work done.

A similar information system is in use in several hospitals around. They use such to capture all details of their patients, every procedure that is undertaken to them and every single cent that goes in and out of the hospitals. Several studies have been done to confirm the effectiveness of such systems and the hospitals have attained maximum profits since the time of inception of the new systems.

I will be glad to discuss the new system with you one on one if needed and follow through any of the decisions made. Thank you.

Best Regards,

Name