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- QUESTION
Assessment Brief September 2018
Module Title
Operations and Information Management
Assessment title
Information Management Report
Submission deadline/
Assessment date and time
November 4th, 2018
Mode of
submission
Assessed intended learning outcomes
On successful completion of this assessment, you will be able to:
Knowledge and Understanding
· Critically analyse the theory, concepts and models of operations and information management and demonstrate an understanding of the strategic importance of information management in global organisations.
· Evaluate critically the fundamental principles of information systems and the significance of a socio-technical approach to their use in organisations.
- Select and apply appropriate problem-solving and improvement approaches for information systems in organisations.
Transferable/Key Skills and other Attributes
- Identify and utilise appropriate methods for collecting and analysing data related to operations and information management
- Locate, summarise and synthesise a range of information from published literature and electronic sources on operations and information management
- Use communication skills; listening; questioning; oral and written; using a range of media, including the preparation of audit report and delivering presentations;
- Show effective use of Communication and Information Technology (CIT) by creating a report;
Weighting
within module
This assessment is worth 50% of the overall module mark.
Assignment Brief
As Case Study: CC Music
Chris and Clive are both former music and music technology teachers who have recently taken early retirement. However, they have a long history of playing in bands and being session musicians, therefore they intend to remain busy. A Northern Soul band that they have worked with for many years, touring around the North West of England, will now become their focus. Chris and Clive have always managed all aspects of the band (studio work, playing at events, parties, TV and radio programmes). They publicise the band via a website, deal with all booking arrangements over the phone, and receive contracts and cheque payments through the post. The other six band members simply turn up and play. The band has always played at least twelve gigs a year, but this is likely to increase substantially now that they can commit more time to networking and promotions. As such, they will be required to take a much more professional approach. In addition, several other bands have asked if they will represent them for an agreed fee. As a professional route, this would mean considerable time working as music agents to promote other artists.
Chris and Clive are aware that starting the agency would require a business approach. They would be responsible for; social media marketing, keeping business accounts, providing an updated calendar of events, and keeping track of the communications between themselves, the clients who want to book bands, and the bands who are signed to CC Music.
They realise that technology will play an important part in the business. They have read about Customer Relationship Management software and Enterprise Resource Management software, but just don’t know what kind of information technology support they really need as a small to medium enterprise (SME). They require professional business information technology advice before they can make any final decisions about investing funds in business software. Also, they are very keen on the potential of Open Source Software to keep the cost to a minimum.
Growing CC Music into a full-time small business is also of interest to younger family members who want to be involved. Chris has a daughter and Clive has a niece, both of whom are keen to support the business and potentially manage the business in the future. They have all agreed to run the business in a democratic style and, as such, everyone will have an equal vote on any business decisions. Therefore, CC Music requires a report that can be read and understood by all of them. You are the OIM consultant who is responsible for researching this business and providing a consultancy report.
Task details and instructions
Your Task
You are a consultant who has been employed to advise CC Music on the effective implementation of strategic changes. You are required to produce the following:
Part A:Analysis – Business Process Models and strategy analysis
In this section you should develop
1. A series of at least two Business Process Models to capture the existing and your proposed business processes for CC Music. The models should follow the BPMN notation (see for example, http://www.omg.org/bpmn/Documents/Introduction_to_BPMN.pdf). It is recommended that you use Microsoft Visio or similar software to create the models, although you may if you prefer use Word, PowerPoint or appropriate alternatives.
2. Strategic analysis for CC Music. You should use at least one recognised analysis technique such as SWOT, PESTLE etc
Part B: Open Source Software Comparison Table
In this section, you should conduct research into a suitable software solution for CC Music. You should decide on the set of characteristics which you will use to evaluate the software, and your research should consider 4-5 alternatives in detail. This section should be presented as a table.
Part C: Report
In this section, you should write a report which provides an overview of the current situation for CC Music together with a roadmap outlining how the proposed changes to the business can be achieved to the benefit of the business. This should draw on your analysis in Part A, include your recommendation for software in Part B, and provide recommendations for ensuring that the strategy is effectively implemented, including consideration of the challenges ahead.
This section, should follow a standard report structure:
Title Page – Contents – Introduction – Main Section – Conclusions and Recommendations – References.
Part D: Reflection on your contribution to the online discussion
In this section you should submit a 250 word reflective summary, accompanied by your own self-assessment of your contribution to the online elements throughout the module, using the table labelled Reflection Self-Assessment Pro forma in Appendix A (copy and paste it into your assignment document) to show your performance. The reflective report should include your detailed reflection, supported with evidence (pasted URLs) from the online discussion, detailed below:
You should use appropriate theories, frameworks, and models, that we have covered in the module, to inform and justify your recommendations.
Make full use of the Class Forum Threads to Help With Your Assignment
The unit’s discussion threads should be used by you to explore the assignment further. It is recommended that you use these to:
§ Share papers and articles that you have found on relevant topics (remember to include links / reference / pdfs if you do this!)
§ Discuss the changes to the ways of working for CC Music – i.e. discuss what processes will change, and explore how these might work in practice. You might also consider the changing information needs of the business
§ Discuss and share examples of Open Source software that could be of use for CC Music.
Please don’t be shy in using these discussion threads – the purpose is to give you experience of using collaborative technologies. Do not, however, discuss your intended approach to writing your submission or parts of that submission.
Word count
Section
Content
Word Count
Marks
Part A
Analysis – Business Process Models and strategy analysis
1000 (equivalent to)
30
Part B
Open Source Software Comparison Table
500 (equivalent to)
20
Part C
Report
1250
40
Part D
Reflection on your contribution to the online discussion
250
10
Total
3000
100
Marking criteria/
scheme
See Grading Policy under the Support tab of the platform.
Feedback arrangement
Summative feedback, (including an indicative mark that is conditional upon moderation and ratification by UoS exam board) will be provided two weeks following submission.
Re-assessment
If you fail your assessment, and are eligible for reassessment, you will receive notice of your resit assignment in due course from StudentCare.
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| Subject | Report Writing | Pages | 25 | Style | APA |
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Answer
Chris and Clive Music Consultancy Report
In the contemporary business world, the adoption of information systems happens to be among the leading sources of competitive advantage for firms (Arvind, 2015). This paper analyzes and provides recommendations for effective implementation of strategic changes for CC Music in relation to the adoption of information systems. The paper is divided into four parts including A, B, C, and D. Part A analyses the business process models and strategy for the company, while Part B presents an open source software comparison table. Part C provides a report on an overview of the present situation for CC Music and a roadmap revealing how the proposed recommendations to the business can be accomplished for the firm’s benefit. Part D focuses on the reflection on my contribution to the online discussion. These sections are discussed in the headings below:
Part A: Analysis of Business Process Models and strategy
Strategic analysis of business process models contribute significantly to the identification of areas of weaknesses and strengths in business operations, which in turns ensure the improvement of business processes (Ungerer et al., 2016). Schoknecht et al. (2017) define business process model as the activity of expressing the enterprise’s processes with the aim of analyzing, improving, and automating the current process. This section analyses the business process model and strategy for CC Music in the subheadings below:
Business Process Models
The business process models for CC Music are developed in relation to the standard Business Process Modeling Notation (BPMN), which is a standard model established by the Business Process Management Initiative (BPMI) (Dukaric & Juric, 2018). It is significant to note that the BPMN model offers a notation, which is readily comprehendible to all business users including business analysts and technical developers (Kalenkova et al., 2017; White, n.d.). The present and proposed business process models for CC Music are discussed and presented in the subheadings below:
Current Business Process Model for CC Music
Currently, CC Music employs a business process model that not only denies the business a more professional approach, but also lacks the integration of any of the novel information systems such as enterprise resource planning (ERP) system and customer relationship management (CRM) system. Arvind (2015) argues that robust business information systems enable companies to track their communications with customers, keep business records, and engage in constant updating of business information. However, with the current business process and information system, CC Music is unable to keep track of its communication with clients, keep business records, and update business data. This system also limits the ability of CC Music to publicize or advertise itself to a range of clients, as it depends solely on website ads. The present business process for CC Music is presented in the figure below:
Figure I: Current Business Process Model for CC Music
In figure I above, it can be noted that the current key processes involved in CC Music’s business operation are publicizing music event via the website, handling booking arrangements, receiving contract and check payments, and playing music respectively.
Proposed Business Process Model for CC Music
The proposed business process models aims to ensure that CC Music integrates other processed supported by a novel information system, which is either an ERP system or a CRM system. Contrary to the existing system and business process, the novel system or business process will incorporate other activities such as updating business data, keeping business records, and tracking of communication between the business and its consumers, as well as bands. The new system will also ensure that the business is not only advertised on the firm’s website, but also on social media sites such as Facebook, LinkedIn, and twitter among others. The proposed business process model is presented below:
Figure II: Proposed Business Process Model for CC Music
Strategic Analysis of CC Music
Strategic analysis enables businesses or companies to map out their present positions prior to developing strategic plans for their future growth and direction. SWOT analysis happens to be among the strategic techniques that can be employed in executing strategic analysis of businesses. As such, SWOT analysis is employed in the execution of strategic analysis of CC Music. The SWOT model denotes the elements of strengths, weaknesses, opportunities, and strengths. According to Ungerer et al. (2015), the elements of weaknesses and strengths entail the internal analysis, whereas the aspects of threats and opportunities are covered under external analysis. As such, the SWOT model focuses on the analysis of internal and external environment of company or business.
Strengths
Kyriazoglou (2012) defines strengths as internal resources and attributes that support a successful result. CC Music’s strengths exist in many areas. The company has a robust leadership, which is inclined towards the embracement of change. Chris and Clive are focused on the advancement of the business even if it means implementing or adopting novel information systems to accomplish this goal. Ungerer et al. (2015) argue that having knowledgeable or experienced management when it comes to issues related to information systems grants companies a competitive leverage when it comes to the adoption new information systems. CC Music’s management is experienced on issues associated with music and music technology, thereby granting the company a competitive edge over its rivals. The business also boasts of young family members, Chris’ daughter and Clive’s niece, who are ready to transform the firm into a full-time small business. In addition, CC Music boasts of a culture of readiness for the adoption of novel information systems, as evident in the existence of a firm’s website on which the business is advertised.
Weaknesses
According to Srinivasa (2017), weaknesses are internal resources and attributes that function against the realization of a successful outcome. Despite having strengths, CC Music experiences certain shortcomings that limit its potential to outdo its competitors. The current information system restricts the ability of the firm to advertise the business in a range of platforms, particularly social media networks, which are prominent for hosting numerous clients. Besides, the company’s present information system limits the company’s ability to execute key functions such as effective record keeping, tracking of communications between the firm and its clients, as well as bands, and updating of calendar events.
Opportunities
Opportunities involve external aspects that the business or the company can use or capitalize on to its benefit or advantage (Ungerer et al., 2015). There exist opportunities that CC Music’s management can capitalize on to the benefit of the business. The company is exposed to a range of robust information systems such as ERP and CRM from which it can choose a novel information system for the business. ERP software enable business to handle financial aspects and transaction issues, thereby enabling firms to track and monitor stocks right from the point of purchase to the point of sale (Information Systems & Technology, 2014). On the other hand, the CRM software help businesses with issues associated customers such as tracking of contacts and clients, complain management, customer interaction management, and lead tracking. There also exist a range of bands with which the firm’s management can sign contracts to represent the business. Moreover, the company has an option to choose between hosting the system and seeking the services of a cloud computing corporation such as Oracle, as a means of reducing costs. CC Music management can exploit the opportunity presented by promotions and networking to have more music plays or increase the number of gigs in a year.
Threats
Srinivasa (2017) considers threats external factors that could jeopardize the success of the business or firm. CC Music faces threats from small business rivals and large companies that have novel systems of communications.
Part B: Open Source Software Comparison Table
Open source software has its source code freely available to share, download, edit, and use without copyright limitations (Information Systems & Technology, 2014). Ellis (2018) adds that open source software is often under the maintenance of a community and is updated constantly to squash bugs or patch vulnerabilities, as soon as such threats are identified. Besides, open source software is associated with a range of user-created plugins, as it allows for editing (Ellis, 2018). As such, CC Music’s decision to select open source software will contribute largely to saving costs in relation avoidance of excessive maintenance expenses and costs of purchasing plugs, as well as security related costs. This section presents a comparison of five open software solutions. These solutions are MySQL, Firebird, SQLite, Berkeley DB, and PostgreSQL. It is significant to note that these open software solutions are compared in relation to the aspects of speed, ease of use, popularity, license, and capability to be employed for online services, web apps, as well as websites. The table below presents a comparison of four major open source software solutions that CC Music’s management can embrace
|
Open Source Software Solution |
Prominence/Popularity |
Ability to offer Multi-User Access |
Licensed |
Ability to be used for Online Services, Websites, and Web Applications |
Simplicity of use |
Speed |
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MySQL |
Considered the most famous, as well as widely employed system for database management. |
Offers multi-user access to a range of databases |
Existing under the general public license and propriety contracts or agreements |
Applicable for online services, web applications, and websites |
|
|
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Pos Table I: Comparison of Open Source Software Solutions
Part C: Report Contents Overview of CC Music’s Present Situation. 15 Roadmap for the Proposed Changes to the Business. 16 Conclusion and Recommendation. 18 Recommendation for the Open Software Solution. 18 Recommendations for realizing the strategic approach. 19
IntroductionThis section presents an overview of the present situation for CC Music along with a roadmap revealing how the proposed transformation to the company can be accomplished for the benefit of the firm. The section accomplishes this goal by drawing from the analysis executed in part A. In addition, this section offers a recommendation for open source software that should be embraced by CC Music by drawing from the comparisons made in part B. The section concludes by providing recommendations for ensuring that the firm’s approach is implemented in an effective manner. Overview of CC Music’s Present SituationPresently, CC Music’s management is uninformed about the route they should take in relation to selecting a suitable information system for the business. The existing information system restricts the ability of the company to engage in a range of business operations, which in turn limits its capability to compete effectively with its rivals. For instance, the company’s management cannot manage to track the communication process between it and its customers. The firm’s information system also restricts its ability to track its communication with bands that signed a contract with it. Moreover, CC Music’s management is unable to execute key business functions such as updating event calendars and preserve or keep records associated with the business. Advertising is a crucial component of business success, especially in a competitive setting (Information Systems & Technology, 2014). As such, robust business information systems should also manage to integrate the capability advertising on a range of platforms. Nonetheless, CC Music’s current information system only allows advertising on the company’s website. Therefore, the firm is unable to reach a large audience. Apart from having an ineffective information system, the company’s present business process model also demonstrates its inability to incorporate a range of business functions, which are required to grant it a competitive edge over its rival. The current business process model involves advertisement of the business on its website, management of booking arrangements, reception of check and contract payments, and organization of music plays, as shown in figure I of part A. As such, this business process model does not integrate vital operations such as customer tracking, record keeping, update of business information, and data storage among others. The outcomes of the assessment conducted in Part A reveal that the firm’s reliance on website advertising, as its sole advertisement platform constitutes its weakness. Moreover, the shortcomings associated with the current information system constitute CC Music’s weakness. As a result, the company is exposed to the threat posed by rivals, who have sophisticated information systems. Roadmap for the Proposed Changes to the BusinessConsidering the weaknesses inherent in CC Music’s present information system and business process model, there is a significant need for the company’s management to embrace a novel information system that can grant the business a competitive edge over similar firms. The information system should enable the company to execute a range of functions that the current system in unable to conduct. In relation to this, the roadmap established for CC Music focuses on the attainment of a professional status and approach in the performance of business operations. According to Kyriazoglou (2012) and Information Systems & Technology (2014), having a robust information system places a company or business a suitable position to compete with its rivals. Therefore, CC Music should implement a novel information system, which can be a CRM or ERP. The implementation of such a system will allow the firm to track communication process between itself and its customers, as well as bands with which it has signed contracts. In addition, the adoption of such a system will enable the company to keep records of vital business data or information and update calendar events. The embracement of this system will also ensure that CC Music not only advertises itself on the company’s website, but also on a range of social media platforms including LinkedIn, twitter, Instagram, and Facebook. Such an undertaking will ensure that the firm attracts more consumers and attains a competitive edge over its rivals in terms of efficient and effective execution of business functions. The proposed business process model associated with the roadmap for CC Music is presented in figure II of part A. According to Ungerer et al. (2016), strategic planning entails capitalizing on the firm’s or business’ strengths and minimizing on weaknesses to accomplish the intended goals. As such, the realization of the proposed roadmap for CC Music calls for the company’s management to focus its strengths and resources towards the adoption of a novel information system. As aforementioned, CC Music can adopt a CRM system or an ERP system. Considering that the firm’s management desires to track communication with clients and bands, update calendar events, and keep vital business information, the CRM system offers a suitable platform on which the CC Music can accomplish these objectives. Arvind (2015) asserts that the CRM system enable businesses to address issues associated with managing customer complaints, tracking and monitoring clients and contacts, managing client interaction, and lead tracking. The outcomes of the analysis executed in Part A reveal that CC Music possesses certain strengths that can be harnessed to ensure the realization of the intended goal. The firm boasts a culture of change, which is inspired by its management. The company’s management is also experienced on issues associated with music technology and music. Moreover, the business young family members are willing to support the business and convert it into a fulltime business. With adequate support from the firm’s management, the implementation of the novel system will be accomplished in a successful manner. Kyriazoglou (2012) highlights the significance of exploiting opportunities presented to the business, as a means of attaining a competitive edge and increasing revenues. While the company is associated with the aforementioned strengths, there exist a range of opportunities that the management can exploit to enhance its competitiveness or business approach. These opportunities are signing contract with many bands, seeking the services of a cloud computing firm, and leveraging on promotions and social media ads to increase the amount of gigs or music played in a year. By focusing on these opportunities, CC Music will manage to improve its performance and increase revenue generation. Conclusion and RecommendationCC Music is currently placed at a disadvantaged position when it comes to competing effectively with its rivals and increasing revenues. The company’s present system is unable to allow the firm to execute key business activities such as tracking customers and bands, keeping business data, advertising on other platforms, and updating events calendars. Improving CC Music’s present condition calls for the implementation of a novel information system that can enable the business to conduct range of business operations. The following recommendations are provided for the company: Recommendation for the Open Software Solution
Recommendations for realizing the strategic approachThe following recommendations are provided for ensuring effective implementation of the strategy:
References Arvind Ashta, B. B. K. D. G. S. (2015). Management Information Systems for Microfinance : Catalyzing Social Innovation for Competitive Advantage. [N.p.]: Cambridge Scholars Publishing. Ellis. (2018). The Best Open Software Source 2018. Retrieved November 3, 2018 from: https://www.techradar.com/news/the-best-open-source-software Dukaric, R., & Juric, M. B. (2018). BPMN extensions for automating cloud environments using a two-layer orchestration approach. Journal of Visual Languages & Computing, 47, 31–43. https://doi.org/10.1016/j.jvlc.2018.06.002 Information Systems & Technology. (2014). Ipswich, Massachusetts: Salem Press. Kalenkova, A., Aalst, W., Lomazova, I., & Rubin, V. (2017). Process mining using BPMN: relating event logs and process models. Software & Systems Modeling, 16(4), 1019–1048. https://doi.org/10.1007/s10270-015-0502-0 Kyriazoglou, J. (2012). Business Management Controls : A Guide. Ely, Cabridgeshire, United Kingdom: IT Governance Publishing. SCHOKNECHT, A., THALER, T., FETTKE, P., OBERWEIS, A., & LAUE, R. (2017). Similarity of Business Process Models–A State-of-the-Art Analysis. ACM Computing Surveys, 50(4), 52:1-52:33. https://doi.org/10.1145/3092694 Srinivasa Rao, Y. (2017). C5 model for the consortium management: SWOT analysis. Library Management, 38(4/5), 248–262. https://doi.org/10.1108/LM-09-2016-0073 The Windows Club. (2018). 5 Open Source Database: Overview, Comparison and Features. Retrieved November 3, 2018 from: https://www.thewindowsclub.com/open-source-database Ungerer, M., Ungerer, G., & Herholdt, J. (2016). Crystalising the Strategic Business Landscape : Strategy Analysis Practices and Tools for Business Leaders and Strategy Practitioners. Randburg: KR Publishing White, A. S. (n.d.). Introduction to BPMN. IBM Corporation Pdf fil. Available at: https://www.omg.org/bpmn/Documents/Introduction_to_BPMN.pdf Part D: Reflection Prior to my commencement of the research on the topic of CC Music” Consultancy, I believed that I could experience challenges addressing the topic within the context of small businesses. My belief was triggered by a post of one of the students on the inexistence of models and resources supporting this area of study. Nonetheless, when I started researching on the topic, I noticed that there exist a range of resources and models that support the subject that I was studying. The employment of the SWOT model contributed significantly to the execution of strategic analysis of the company’s internal and external environment in relation to elements of strengths, weaknesses, opportunities, and threats. The Business Process Modeling Notation (BPMN) notation was also resourceful when it came to drawing the business process models. Apart from focusing on models taught in class in addressing the subject of study, I drew from a range of external sources including peer reviewed articles, textbooks, and reputable websites. While conducting the research, I kept in mind the contributions of other students on the discussion forum. For example, the insights gained from the postings of other students contributed largely to my effective execution of the SWOT analysis. The table below shows my assessment of my performance in relation to conducting the topic of study.
tgreSQL |
Not famous and is presently available as version or edition 9.1 |
Offer limited access to users |
Licensed under Massachusetts Institute of Technology (MIT) |
Applicable for a range of platforms including Windows, Mac, Linux, and Solaris, and supports all operations associated with major databases |
Simple to use |
Average speed |
References
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