Learning to Use Inventory Management Information System - Coursework Example

Student’s Name Instructor’s Name Class Title Date Part one Introduction A system is a series of interrelated components that interact with each other to achieve a desired result or objective. Organizational systems comprise both human and non-human aspects. They include components such as data, policies, processes, hardware, skills set, software, protocols, responsibilities, among other components that define the capabilities of an organization. The organizational systems are “artificial”, meaning that they would not exist naturally were it not for humans. An information system is designed in such a way that it can collect, process and distribute information. It is said to be a socio-technical system in that it is comprised of both social sub-system comprising of people and structure, and technical sub-system comprising of technology and process components. An information system enhances efficient operations and effective management in organizations (Watson 30). This paper will examine an Inventory Management System introduced by Eden Grocery Store and ensure that is efficiently and effectively functioning. Eden Grocery Story’s Inventory Management Information System This system has four components: structure, technology, people, and process. The information technology entails the hardware and software that this Inventory Management system uses to capture, process, store, and distribute the information. The hardware equipment includes computers/laptop or other computerized gadgets which capture or enter data related to inventory such as purchases of raw materials, sales, stocks and dispatch details. The software is what makes the hardware to function by ensuring there are communication and interaction with various components in a system (Argote & Ingram 155). The other component of the inventory management system is the process. This relates to a series of steps employed to carry out a certain business activity. It spells out the steps to be carried to perform a specific activity. For example in replenishing for stock, a store manager has to carry out specific steps starting with the current levels of goods available for sale and lastly deciding the amount to re-order. The people are component in the inventory management information systems entails all the individuals directly involved with the system. In Eden Grocery Store, the people include the store manager and the users of store clerks. The skills, attitudes, biases, interests and personal traits of people influence the effectiveness and efficiency operation of the system. In fact, more often than not, people are to blame for poor permeation of an information system. On the other hand, the structure component on an information system relates to the relationship that exists among individuals in the people component. In other words, this is an organization structure which encompasses hierarchical and reporting structure, as well as the reward system. In the case of Eden Grocery Store, the structure entails to how communication existing between the store manager, supervisors and store clerks. Management of the System To management this system, there should be inventory policies depending on the goals of and organization. Similarly, procedures for operations should be documented for the system users to stick to them. A technical team should be established to deal monitor the system operation, failure, and security. Contingency measures such as power back-up, data recovery applications, as well as system expert developers to upgrade the system, should be employed. Regulations for the System The information system will have to adhere to a number of legal regulations and practices. These include Federal Information Processing Standards (FIPS), the Universal Product Code (UPC) and other health standards. The security regulations relating to the integrity of data, protection of confidentiality and transparency of transactions have to be adhered to. However, this may depend on a country of operation. Learning to Use Inventory Management Information System Skills Master Ltd. will conduct a three-day training program for the employees of Eden Grocery Store on how to efficiently and effectively use the Inventory Management Information system. The training will be conducted through plenary presentations by experts followed by outdoor demonstrations. Participants will be required to practice what they have been shown while they are being supervised. Training sessions will be held both in the plenary session and outdoors in the field. A medium size conference hall will be used. A laptop computer, projector, sound system and PowerPoint software will be used for presentation in the plenary session. Each participant will be provided with a pen, pencil, rubber and writing pad. They will also be required to bring along their smartphones. The employees will be trained in areas such as order management, asset tracking, service management, product identification and inventory optimization. In evaluating the learning, Kirkpatrick’s Evaluation model of training will be used. This involves four levels; Reaction, Learning, Behavior, and Results. In terms of reaction, the model looks at how the trainees reacted to the training. Did they like it? Learning relates to whether the trainees gained anything new in the training. Behavior relates to changes portrayed in the workplace by the trainees. Finally, results relate to change in general organizational performance in terms of sales, profit, costs cutting, etc. Use of the System and Organizational Goals This information system has been introduced to enhance effectiveness and efficiency of the organizational operations. For this reason, measures should be put in place to ensure the employees do not misuse the system, for example, using the Internet to chat with friends on social networks. Further, the system should be easier to operate. It should reduce costs to both the organization and other parties such as customers and suppliers. The privacy of the organization should not be compromised. For this reason, the system should be secured to prevent cyber attack leading to leaking of organization’s secrets to the competitors. Recommendations for System Improvement To improve this system, the organization should contract a high-speed Internet service provider to ensure that the system functions effectively all the time despite the increased number of users. Again, a technical department should be established and be equipped with appropriate materials and qualified individuals to deal with system maintenance. Further, system should be well secured rom cyber-attacks and users have to be authorized before accessing the system. This will prevent intruders from interfering with the system. Another recommendation is that the organization should embrace a culture of continuous training to its employees. This will ensure that the employees have the best knowledge regarding the emerging issues in information systems. Part Two Knowledge Management and Information System Performance The organization can enhance the performance of Knowledge Management (KM) system by introducing elements of KM. In general, there are seven elements of knowledge management; strategy, actors, knowledge source, interface, functionality, infrastructure, and continuous improvement. First, any strategy of a KM helps an organization identify problem or opportunity. This way the organization is able to address the threats and risks it may be facing thereby minimization chances of loss occurrence. Further, the organization is able to identify the opportunity in the industry and exploit them to earn a competitive advantage. Actors are people who are involved in KM. People are the greatest asset of an organization. For this reason, the organization is supposed to address the welfare of employees and ensure they are motivated. Doing this will enable the employees to feel committed to the organization. They will most likely suggest feel emotionally attached to the organization, thereby committing to achieving its goals and objectives. It is indeed true that employee job satisfaction is directly proportional to organizational profitability. Most study reports show that most of the highly profitable companies such as Google and Microsoft have the happiest employees. The main reason for this that when employees are happy, they tend to be committed to their duties hence higher output for the company. They remain loyal and are motivated to their jobs. Further, since the employees are committed to their duties, the employee turnover reduces and employee absentees also reduce. All these ensure there is smooth and continues business activities at the organization hence higher profitability On the other hand, KM system may hold explicit knowledge. However, any KM system must have a source of knowledge and that source needs to be managed. When the KM system addresses issues to do with authenticity, sufficiency, reliability and currency of knowledge, then knowledge source will guarantee better organizational performance. Knowledge source should be from outside the KM system. For example, the organization may contract a consultant to handle the technical bit of its system. This will ensure that the organization concentrates on its core processes fully. The interface of a KM system relates to something that necessitates interactive mode in the system. The interface may be human, technological or structural or facilitation of knowledge. All these interact together in a coordinated manner. In terms of functionality, a good KM system should be easier to use and make workers productive. Infrastructure is facilities, tools, software and other things that make a system function. All these must be of a high standard to enhance productivity. Finally, a good KM system should undergo continuous improvement in terms of upgrading. The elements of KM discussed above can work together well when the parties involved embrace it and give necessary support. The management should be on the forefront in giving support in terms of resources or moral support to the users. There should be a participative style of management to ensure all parties feel part and parcel of the system and its success. By doing this, the organization will reap big from the good interaction of KM and the elements introduced. Works cited Argote, L. and P. Ingram. (2000). Knowledge Transfer: A Basis for Competitive Advantage in Firms. Organ. Behavior and Human Decision Processes. 82(1), 150-169. Retrieved from: http://www.columbia.edu/~pi17/2893a.pdf Watson, Richard, T., Information Systems. Georgia: University of Georgia, 2007. Print Retrieved from: http://www.uky.edu/~gmswan3/777/IS_Book.pdf Read More