Case Study 2: Implementation Strategies

Case Study 2: Implementation Strategies

Name:

Institution:

Tutor:

Course:

Date:

MEMORANDUM

TO: The CEO

FROM:

DATE: 10/02/18

SUBJECT: Implementation Strategies

The proposed information system covers extremely well the aspect of shadow information technology projects. That was one of the main objectives to be addressed when it was being designed. In terms of adaptation to new projects, there is a specific allocation meant to incorporate any new system that may want to be put in place after the initial phase of use. Any new product or process that will arise in the next five or more years has a specific allocation to allow for a new installation and hence the progression after that.

This is because the information system is specifically designed with a software system that will facilitate any improvements and updates on the already existing system. It has an online e-built upgrading system that allows for frequent system upgrades over the years. Because of that facilitation, any changes that would arise in the coming years will w easily incorporated in the system. This also takes into consideration the shadow systems. Every year, there will be a systems review whereby the system will be reviewed by a different software to assess whether there are loopholes, which have developed in the course of the year. Following this, certain changes will be made in the system, the allocation to which has been provided in the in the initial information system.

In addition, there will be frequent updates in the systems. For any information system to work well, there has to be certain software and hardware improvements to incorporate both internal and external developments that have a direct impact on the functioning of the information system. Individual systems have to be improved with relevant changes made to facilitate the provision of a close to perfect and impenetrable system. Furthermore, the antivirus system in the entire organization has to be updated always. To ease this, there is a specific pop up message incorporated in the system whereby the pop up notification will show up once monthly to check on the antiviral status of the system. This is because malwares, worms and viruses are a huge threat to the system and must be kept at bay. For this to be achieved, then the antiviral system must always be up to date.

In the next three years, there will be an upgrade of the system which will be aimed at incorporating any changes that might have taken place in the three years that have elapsed. Although this will be done on an annual basis to prevent delay incorporation of very important aspects. Also, there will be an inbuilt antiviral system which will not necessitate one to depend on the individual computer’s antiviral system. This is because often times these are bound to fail and may in turn crush the system and interfere with the system. Also, another change that may occur albeit sooner than the three years is the introduction of a finger lock system to access trivial areas of the system. As previously discussed, the system will be password based. However, what was not well expounded on is that there will be a limitation to where the password lock is able to take one.

Of note is that, the areas that will be accessible by the board of executives is different from that of random employees. The executives will have a larger area of access that incorporates profits, developments and other key areas that are of restricted access to the employees. The downside with this is that a password system might have some disadvantages in that a highly skilled individual may be able to find a way to hack into the system and access documents that should not be within their access and this can be disastrous both to the company and outside.

Next, there will be an improved version of the advertising system that will automatically update the recent photos and developments of the company. This will give the company a competitive edge over several other companies. This is because all the rest have to manually input their adverts which takes quite some time and in some instances may fail to update. This will be an automatically update system that will work instantly over the click of a button.

Furthermore, there will be a more rapid customer and client review provision. This will be better that what we have at the moment in that in the new system, the duration before the customer issue raised and it being addressed will be placed at one week, therefore there will be weekly reviews and responses to those issues. These will be sent directly to the client’s email and a copy to the human resource section to see if the customer attained maximum satisfaction. This system will improve and give the company a better hand over other firms because of rapid tacking of the clients’ issues which is highly trivial.

Another introduction that will be incorporated is the online communication and payment services of the suppliers. This will happen on a monthly basis to curb the prolonged access to payment currently being observed. The system will automatically confirm what the suppliers have brought with the help of the receiving personnel, after which a detailed document will be made and uploaded into the system. This will then be used to track the payments to be made and the system will then compile all these into one document to facilitate signing of cheques for these supplying companies. When suppliers are paid well in time, then it brings several advantages to our company in that it attracts more clients since it is the same suppliers that coexist with our clients in the general society. This gives us better and greater outcome and profits

An impermeable firewall will be put in place in the next few weeks. This will prevent outsiders from accessing our documents. Currently there is a good firewall system in the current version, however a new one is in the process of being developed should be done in the next few months. This will prevent our competitors from accessing the documents and thus give us a stronger edge of using what they do not know about.

The current websites used are encrypted and this prevents hacking by experiences individual. The next to be used will be doubly encrypted to improve on the quality of the present ones and provide a better outcome for our company. Motion and eye sensors will be placed as hardware on the computers being used with a software in place to detect any abnormal motion and different individuals using the system. This provides for rapid identification of any unusual personnel and notifies the security individuals for appropriate action.

Several of these developments are already in the initial information systems, however in their precursor form. This means that these changes will mainly be upgrades to the initial system with some drastic changes once a while. The marked changes are not in the initial system to assess initially how well the first system will work and the response that will be attained to this first one. This will then be assessed and the need for improvements made as the system continues working. An advantage of this type of system is that during its development, there was a provision for recent upgrades and thus the changes should not overwhelm the system and on the other hand, should make the system faster and even more effective.

Best Regards,

Name: