Requirements for the Corporate Computing Function
The new policy identifies meeting the information requirements of management as one of the key objectives in the requirements for the corporate computing function. A project’s life cycle is determined by the ability to meet requirements. In information management, the system should be able meet the needs of users or otherwise it is deemed an information systems failure (Watson & Jones, 2013). The functionality of a system is of critical concern to the management. The functionality of an information management system relates to what the system should do and how it should be done. Functionality is one of the key requirements of management in an information management system. Another critical aspect that management is concerned with is the performance of the system. Performance requirements in an information management system are met by the number of transactions the system can handle per second, response time for any transaction, and resource utilization in terms of disk and memory.
The management requires a reliable information management system. Reliability in a system is expressed in terms of availability or hours of use, low defect rate of the system due to bugs, and accuracy as defined per outline standards. Reliability is a critical information requirement of management. The management is also interested in a system that provides supportability. Supportability is in relation to the final system requirements such as ease of maintenance, coding standards, and naming conventions. Another key information requirement of management is security of data stored in the system. The system must ensure that data is protected from unauthorized use. Usability is also a quality the management looks at before acquiring an information management system. A system should be able to specify task durations for typical tasks. Usability is also assessed based on the time it takes for employees to become proficient in the use of the system. It should be relatively easy to train employees to use the system.
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The second point is critical and should be included among the first three points to be rolled out in the first phase. This point concerns efforts to contain the capital and operations cost in provision of computing services within the organization. It is critical for the business to manage its operational costs and include budgets for capital. Operations budget and capital budgets make up the organizational budget. The operating budget of an organization reflects all the planned activities within the financial year (Webber, 2007). It shows planned expenditures on operations and expected sources of revenue as well as a timeframe of the revenue inflows. The capital budget shows the financial position of the organization and includes: assets, liabilities, equity, and short term and long term planning (Webber, 2007). Sound financial management requires an organization to have a better understanding of its capital structure. The organization makes use of operations budget to control costs or expenditure. As such, the organization should roll out plans to contain capital and operations costs.
The other important point during the roll out is to make the work of employees enjoyable as well as productive. Employees are the most valuable resources in the organization. The performance of employees directly impacts that of the entire organization. Satisfied, motivated, and loyal employees are the basis of competitive organizations worldwide. High employee satisfaction results in corresponding increase in quality of services rendered, improvement in product quality, encourages innovation, and increase in the overall productivity (Bruce, 2011). Satisfied employees help the organization attract highly qualified and talented job seekers who contribute more to the productivity and growth of the organization. Without the entire support of employees, the organization cannot meet its goals. Motivation is a key aspect in making the work of employee enjoyable and improving productivity. The organization should implement strategies to motivate employees such as providing opportunities for growth or through rewards.
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The last point which should be included during the roll out is the need to meet the information requirements of the management. Meeting the information requirements of management is of critical concern to the organization. Most information management systems fail because they lack clearly stipulated objectives. It is important to ensure that management needs or requirements of information products are achieved. Fulfilling the information requirements will give the management an upper hand in coordinating various activities in the organization. Meeting the information requirements is critical since it helps in decision making by the management. The management is responsible for making simple to complex decisions in the organization. In order to make the right decision, the management must be able to access all the necessary data or information. The management also requires information for policy formulation and establishment of management plans.
The topic of security is important and should be included in the mission statement of the organization. The CIO should thus include the following point in the mission statement: provide security against physical breach and safeguard loss of sensitive data. Security in modern organizations is two way in nature; physical safeguards meant to protect the organization from acts of burglary and data security meant to protect sensitive data against loss through cyber criminals. The organization should ensure that physical safeguards are installed to control movement of people within the organization. Security equipment such as CCTV and movement detectors should also be installed to minimize cases of theft. Physical barriers are often placed strategically to restrict the movement of people in the organization. Physical safeguards are not only meant to enhance security from outsiders but also employees. Employees should not be allowed to move in areas where sensitive files or documents are kept without proper monitoring.
It is critical to safeguard sensitive data in the organization. In the recent period, incidences of cybercrime have increased tremendously. Loss of sensitive data through cybercriminals may lead to high losses and in worst cases collapse of the organization (Brenner, 2012). Currently, organizations rely on management information systems for basic operations such as transaction processing. There is an increasing reliance on technology and the internet for facilitating operations via online platforms where users can easily access services. More recently, the mobile phone has become an important platform through which organizations can provide a variety of services to clients. Nonetheless, the heavy reliance on technology and the internet is becoming increasingly under the threat of cyberattacks. Securing customer data is imperative in the modern digital environment. Organizations must therefore invest heavily in securing client data against unauthorized use.
References
Brenner, S. W. (2012). Cybercrime and the law: Challenges, issues, and outcomes. Boston: Northeastern University Press.
Bruce, A. (2011). A briefcase book Manager’s guide to motivating employees. New York: McGraw-Hill.
Watson, D., & Jones, A. (2013). Digital forensics processing and procedures: Meeting the Requirements of ISO 17020, ISO 17025, ISO 27001 and best practice requirements. Amsterdam: Syngress.
Webber, D. (2007). Integrating Current and Development Budgets: A Four-Dimensional Process. OECD Journal on Budgeting, 7(2): 2-18.
