Assignment 5: Barriers In Implementing IS/IT

In every organization, company or business it always aims to grow and improve the operation of their business or trade by means of optimization or requiring the aid of technology like computers. Now, in every innovation or improvement there is always what we call “barriers”. Barriers by definition is something that obstructs or separates, in the business or rather corporate world, barriers are the hindrance to their business growth.

I did not actually go to my adopted company, Concentrix, and interviewed them about the barriers that they went through in implementing their information systems and the barriers that they are currently going through. I recalled what I posted about the risks associated with business and IS/IT change and started thinking about the barriers. If I was the one to say about barriers in a company I think it would be the money or budget, the people in the business (the personnel and staff), the processes and the management, and awareness.

When it comes to business innovation or improvement the issue of money or budget will always come to play. It is one of the very important factors to settle with. Take the example of our school, the University of Southeastern Philippines, it is evident that the school lacks the budget to fund the improvement on the infrastructure, technology, etc. because every transaction involves money. Also, in a company, when someone proposes to implement something that could improve their operations like an information system, it would be hard to implement something like that if the company or organization lacks the budget to fund it and because it would surely cost a lot of money to be able to implement it.

There are many factors that should be taken into account when it comes to implementing and innovation in a company. For instance, the creation of the system, if they want to tap in-house personnel to make their system, or turning to outsource if they want to purchase a system that is already running and tested (creation means money). Not only that, they would need to consider the installation, maintenance, repair, training of staff and simulation to check for anomalies and these factors really involves a lot of money to be able to come up with a system. Looking at my adopted company which is Concentrix, I think that they are stable enough to be able to implement there IS/IT because they have been in the business for a long time and considering that they do have networks and other companies that are linked into their company, Synnex for instance.

When it comes to implementing IS/IT, the people who are going to use it are the personnel and staff of the company or organization. To make them knowledgeable and accustomed to the system they need to be trained. Now the one of the barriers in the implementation of the IS/IT are the inept skills or inexperienced personnel and staff of the company, maybe because they lack the training and seminars. Training and seminars are needed to keep the knowledge of the staff updated. We all know that technology advances are so fast that we need to keep ourselves updated in order not to be left behind.

Inexperienced personnel and staff usually are not acquainted to the existing softwares and development process and sometimes they do not understand it at all. They should be made aware or given the necessary skill and given a thorough understanding of the process to be able to perform well because personnel and staff are the workforce of the company thus, they are the ones who are always working with the system.
Without these trainings and seminars the successful implementation of the new system could not be achieved because of the inexperienced staff of the company which becomes one of the barriers in the implementation process.

Trainings and seminars should be given importance and should be made part of the policy whenever there are new employees to be hired or there are seminars and trainings regarding new innovations. In my adopted company, Concentrix, they regularly train their staff and it is part of their hiring process to give trainings before they hire employees. They make sure that they have experienced personnel and staffs to make sure that their business are run by capable and not inept staff. Concentrix is known to give their customers the best customer support which also suggests that they do have experienced staff to do their business.

Another barrier or hindrance in the implementation is lack of awareness of the management about IS/IT programs. How could the management think or provide the best solution to the needs of the company if they do not know anything about IS/IT? It would surely give a feeling like you’re company are being managed by unaware people or people who has not yet encountered new technology.

There should be a need to make the people, especially the management to be aware of the IS/IT programs in order to fully understand IS/IT and to be able to provide the best fit solutions to the needs and problems that the company are facing. IS/IT implementation is the process of adopting new organizational practices to address the problems of the company and the fact that IS/IT is an expensive and long term approach in addressing problem in the company and it usually takes a long time to realize the benefits of it.

It would not be healthy to the company if the management is not aware of IS/IT because of the fact that the management are the ones who are in charge of giving the decisions or final verdicts regarding implementations. Another barrier that could be identified if the management is not aware of IS/IT is the lack of support of the management in the implementation of IS/IT. Because they are not aware of IS/IT, the effect is that the management would most likely undermine or neglect initiatives or proposals regarding IS/IT. They would rather think that it is expensive and would give that proposal a low priority and eventually replace that proposal with something that is not even good enough rather than looking at the other side of things which is the benefit or benefits of IS/IT. Come to think of it, if you are going to propose for an innovation and you know that the management in your company is not aware of IS/IT, there would be an infantismal chance that your proposal would be approved.

Unaware management would most likely resist change in an organization, especially in the field of technology (we tackled about this ‘resistance’ during one of our sharing in the subject) because they think that they are already not capable of learning and that they are accustomed to their traditional ways. Resistance can be considered as a barrier in the implementation of IS/IT. Not to be offensive but most people in the management that most likely resist technology are those management composed of old people, but take note that not all old people are like this, just most old people (I’m not being rude). People who resist change feel threatened about change because they feel that they are considered obsolete and they would be replaced by machines, they do not know that change in technology or adopting the aid of machines does not mean neglecting the capabilities of a human being.

Another issue linking to the issue of resistance which could also be considered as a barrier in the implementation of IS/IT is the divisions in the company. Divisions, meaning organizations, groups, peers, people with the same insights, etc. it does not simply imply divisions like accounting division, etc. Groups are usually composed of people having the same values, goals, insights and interests. Some people call it unions in a company. When there are divisions and eventually there are conflicts between these divisions, the effect would be that these divisions would most likely resist each other’s proposal to change because their ideas contradict each other. It is just like the saying “What is moral to you may not be moral to me” the ideas and goals of the other group may not fit into the ideas and goals of the other groups, this issue can be labeled, in my opinion, organizational politics.

In my adopted company I do not know if there are divisions or unions in their company but I think that their management is fully aware about IS/IT because their business is made up of it. I certainly would not think that their management is not aware and does not understand IS/IT to be thinking that their company is one of the top call centers and customer support company.

Lack of time, this is also example of a barrier in the implementation of IS/IT. Lack of time or in other words, time pressure, is the process of meeting projects, demands on time and getting something that would not exceed the allotted budget. If a company does not consider financing as a problem then they certainly would have encountered time problems. There are projects that do not meet the given deadline for it because of unforeseen circumstances or for instance, other barriers. Happenings do not always come as how you planned it, there will always be anomalies. That is why a company must have a good plan as to the pre implementation process because it is a vital part of the implementation process. There should be ample time for the staff to work on a project, time which is workable and that is humanly possible and that before establishing time frames it should be agreed by the management and the people working on the project. Another way of avoiding time pressures is providing correct and optimized procedures so that the one working on the project will have a basis or a guide on finishing the project.

There many factors in the business that can be considered as barriers which I am not yet aware of. Maybe attitudes of the personnel and staff can also be taken into account. I would update this post if I would find something that can be added to this.

Think Green Go Green

These are some the URL’s that I browsed that talk about “Green Campus Computing”

http://www.dailyutahchronicle.com/news/campus-computing-comes-up-green-1.345643

This site talks about Center works to safety disposal of e-waste. E-wastes or Electronic wastes are those discarded, surplus, obsolete, broken, electrical or electronic devices. These waste cause great health and pollution problem because of the fact that these machines contain serious contaminants that could harm a persons health. In this site, it talks about how a certain organization can address this issue or situation. Andrew Reich, an IT architect was the one who explained the solution to this problem and said that the solutions are simple. In the bigger view, the solution is to have a group or a committee in an organization that will evaluate and check the sustainability of the electronic products in your organization, this way they can evaluate if a certain electronic devices that can still be salvaged and resold and the wastes shall be handled by guaranteed recycle experts so that the wastes can be managed properly, this design is called “Cradle-to-Cradle”. Our university can also adopt this design. The school could come up with a group or committee that would regularly check and evaluate the electronic devices of the school especially in the laboratories. If the devices in the laboratories can still meet the needs of the students then it does not need to be changed and if ever it needs to be replaced or upgraded then the group would know if the old machines can be resold or considered as e-wastes.

http://greencampus.winserve.org/greencampus/index.php?option=com_content&task=view&id=23&Itemid=40

PUTTING YOUR COMPUTER TO SLEEP

Saving energy is one way of helping save the ecosystem and one way of saving energy is putting your computer to sleep when you’re not using your computer at the moment but you still working on something. This way the computer consumes less energy because it is in low power mode. When a computer is in low power mode the computer takes less time to wake up when you need to use it again compared to starting up from the “off” state. I believe this practice not hard to implement especially in laboratories in the university. In some cases, classes that are held in the computer laboratories are congested. For example, a class just finished their laboratory class and another class is about to use the laboratories just few minutes after the previous class so it is much better if the students will be asked to put the computers into sleep mode rather than turning it off, this way the university could save energy and lower the light bill.

http://esi.ucsd.edu/esiportal/index.php?option=com_content&task=view&id=228&Itemid=101

UC San Diego Campus Computing Goes Green- January 28, 2009

This sight talks about sampling of new generations of technologies that promise to help colleges make their IT departments both more efficient and more sustainable, thus, addressing the problem of soaring financial and environmental costs of information technology. One of the devices that could address this problem is called the GreenLight Instrument. This instrument will deploy sensors and software that measure energy consumption, humidity, etc.

The goal is to encourage organizations to come up with strategies that can reduce electricity consumptions. For me, the university can apply strategies without risking costly equipments. It can be done through simple things like replacing AC to DC. One other way is putting schedules that would set the computers to off state when they will not be used so that it wouldn’t consume electricity. There are many ways to address the problem of soaring financial and environment costs. It all depends on how an organization handles it to come up with a solution to the problem.

Voting Automation

Election is a procedure that allows members of an organization or community to choose representatives who will hold positions of authority within it. Elections select local, state and national government leaders, this is a chance or an opportunity for the public to decide who will govern at these levels. To others, voting is a right but for me it is a privilege. This is a chance for the people to make choices about the policies, programs, and future directions of government action and at the same time, elections promote accountability although in our country, accountability has been an issue during elections.

Automation is a system of manufacturing designed to extend performance on certain tasks that is usually done by humans, and to control sequences of operations without human intervention. Automation is also used to describe nonmanufacturing systems in which programmed or automatic devices can operate independently or nearly independently of human control. An example of nonmanufacturing automation is in the field of aviation where autopilots and automatic guidance systems are used to perform various operations much faster and better than humans, but still, machines can’t replace humans.

Currently, in the Philippines, the Commission on Elections (COMELEC) came up with an idea to automate the voting procedure of the 2010 elections to promote accountability and accuracy since accountability has been always the issue during elections. The Commission on election sought to seek the aid of automated systems so that the counting of the ballots will be done faster and more accurate than the usual and it could lessen the risk of cheating during the elections (at least they said so)

In order to achieve this goal, the Commission on Elections granted Smartmatic and its Philippine partner Total Information Management Inc. (TIM), the winning vote in their bid, to provide 80,000 vote counting machines at a cost of $152 Million. The group made a reasonable bid to be able to lease ample number of counting machines that would allow the Commission on Elections to finish the tally process in two days instead of the manual process which usually take weeks to finish. If the automation of the country’s national election pushes through, it would be the first in the Philippines and COMELEC officials hope it could promote reliability and eliminate cheating.

The automation of the election will be a big step for the Philippines to embrace IT or embrace contemporary ways of doing things by means of using technology instead of doing it in its usual manner. I personally have a positive outlook or point of view in this automation, not just because I am an IT student but because I want what’s best for my country. The Filipino people have been looking forward to a peaceful and honest election and I think that the automation could make that happen. This could be a turning point in the Philippine elections.

I personally support COMELEC’s campaign for automation because it poses many advantages. In the previous elections, voters write the names of their chosen candidates in a piece of paper and they are counted manually which is a system that is prone to cheating and often disfigured by violence. Even though after the counting of ballots have been done, winners were not known even a week after the balloting but in the new system the counting of ballots will be a lot quicker and more accurate.

However, critics/skeptics think that the automation might greatly degrade the accountability of the elections for the fact that it is a machine and it has an imbedded program so it is much easier to cheat by just tinkering the program of the machine. I think it is absurd to call such judgment because of the fact that calling such judgment greatly impacts the manufacturer of the machines and I think that no one can possibly tamper the program of the machines especially on the Election Day or prior to the election. The machines that will be used in the election is controlled by the manufacturer and COMELEC and that the only people that have access to the machines are those who are within their organizational scope or if they would have a specialist who will administer the machines. Thus, saying that if ever that the machines will be tampered those are the only people who will take the blame. I think that these people who initiated this campaign will not be the one who will break their code of ethics and try to tinker the machines for cheating. Also, this is not the first time of Smartmatic in terms of automation or electronic voting. Smartmatic has experienced administering electronic voting in other countries and 80 percent of the tally results were already available within or after six to five hours after the polls have been closed.

Smartmatic also has plans or emergency procedures in case of unwanted events. The company will be providing 40,000 technical staff nationwide that will help in administering the machines and they will be providing additional 2,200 machines to replace any of those machines in case any of the machines will be damaged or will have breakdowns. The machines will also be equipped with emergency power supply units in case there would be blackouts.

Recently, there was news about the automation being put to jeopardy because the Total Information Management Inc. which is the local partner of Smartmatic in the Philippines suddenly cut its ties with Smartmatic which gave the Filipino people and impression that the election will be done traditionally or it would be that we will go back to manual voting. There had been speculations that the government was behind the sudden withdrawal of TIM however, TIM denied this speculations and claimed that it was because of money issues. Now, TIM has reestablished their connections with Smartmatic and said that the automation of the 2010 elections will push through. Upon hearing the news about the withdrawal of TIM from Smartmatic it gave me an impression that the Filipino people would be denied of a chance to embrace the future and graze to the new era. I thought that those people who judge the automation badly are those people who have been swallowed by traditional ways and wish to stay traditional. I know that not all Filipino people are afraid to venture into the unknown and I know the people have been eager to evolve and grow and not linger into the past. Looking at the level or where the other countries are, we need to look at ourselves and think if we want to be left behind. I hope that the automation will push through and that there will be no problems that will stop it.

Risks Associated With Business and IT/IS Change

To start with, honestly I wasn’t part of the group who made an ambush interview on Concentrix for our first assignment in this subject. Fortunately I was able to find my way into the group because one of my group mates was one of those who had the ambush interview and I asked and referred to his reflection or rather his assignment number one.

The adopted company, Concentrix, formerly Link2Support, is a call center operation in Davao which is a US – based Company located at Damosa I.T Park, Lanang, Davao City. Concentrix provides technical and customer support to clients. Their work force delivers knowledge based services that have one measure of success resulting in customer satisfaction. And from Concentrix.com, Concentrix maximizes the long-term value of our clients' customers with solutions that support the entire customer life cycle and provide a high return on investment. And, by delivering from our locations in Asia, Latin America, and the United States in 12 major languages, we give our clients the global reach essential for business success. Our results: satisfied clients, some with relationships of 12 years or more. My group mate told me that when they visited the company they only gave one questionnaire.

Moving on, when I referred to his blog, one of their question is “What is MIS in your company?” the interviewee told them that their MIS is the core of their company. It is the core because their business focuses or makes use of computers and their MIS is responsible for repairing, installing and troubleshooting their computers. Their MIS personnel are also skilled in networking and not only that, their MIS is also responsible for making their systems which does not only record data it also records voice. The next question would be the main topic for the assignment, “What do you think are the best practices in your department that you think contribute a lot to the success in the company?” I was not really expecting that the answer would be teamwork. I was rather expecting the answer would be their latest software or their method of doing the business. So the interviewee said that teamwork, constantly evolving, and the like are their best IT practices.

Teamwork, from the definition in Wikipedia, is a joint action by two or more people, in which each person contributes his or her individual interests and opinions to the unity and efficiency of the group in order to achieve common goals. Teamwork is one of the key to achieve success not just in business but in all fields such as sports and academics. Without teamwork it would be like playing basket ball five against one and it would be very hard to get the work done especially if that work needs to be done in a certain deadline. In Concentrix, their teamwork not only runs in their MIS department but throughout the whole system which makes them a company that has a system for success. I mean if there would be teamwork or if the people in the company work as a team, as one, then there would also be harmony in work and the tasks would be lighter compared to doing the task alone. The most successful or effective teamwork is produced when all the individuals involved harmonize their contributions and work towards a common goal. In the case of Concentrix, they all work for a certain goal and that is to deliver knowledge based services that have one measure of success resulting in customer satisfaction.

On to the second assignment which is “Based on the organization that you visited, what do you think are the risk associated with business and IT/IS change? (1000 words)” I think that if there would be a change or if a certain company like Concetrix would decide to make a change in their business and IT/IS, there would be good and bad effects of that change and considering the fact that they would be encountering a handful of risks in pursuing that change. An example of a change in is migrating from the current software to another one which is better or the latest software in the market. Many risks would arise in pursuing such change such as delaying the work of the personnel because of the reason that the personnel working in the company have already been accustomed to the current system or the current software and it would take time for the personnel to learn or adjust to the new software that they will be going to implement. Of course the new software that they are going to use is better than their current software so it would mean that the new software would have new features and commands that are not common to the personnel.

Also, the company would risk providing or investing resource for the training of the personnel to use the new software and they would have to pay other experts to train their personnel. It would cost the company money and it will also take time considering that they would have to migrate their data from the old software to the new one. They would also run tests and run error checking to their personnel’s performance before they could assure that their personnel have already adjusted to the new software. And if it would take time there would be a possible risk of losing profit but it all depends on how the company prepares for that change.
However, change in the business or IT/IS of a company does not only trigger risks and bad effects in the process it also has good effects. A certain company would not risk pursuing a change if they think that their system is perfect or stable. A company would always aim for the best and provide the best services that they could give to their clients. A change in a company and its effects would depend on the company on how they plan, manage and control it and if they really want that change.

http://concentrix.com/about.html
http://jmanlangit.blogspot.com

IS Leadership Roles

IS Leadership Roles

Computer Science Corporation suggested six IS leadership roles which are required to execute IS's future agenda: chief architect, change leader, product developer, technology provocateur, coach and chief operating strategist.

Chief Architect

The chief architect designs future possibilities for the business.The chief architect's primary role is to design IT infrastructure to expand future possibilities for the business but they do not define the specific outcome. They design infrastructures that do not just provide todays technical services such as networking and databases but they also design the business components or objects.

Change Leader

The change leader is somewhat similar to the role of the resource allocator. They both allocate organizational resources but the difference between the two is that the change leader allocates or orchestrates the resources to be able to initiate and execute the change in the organization or the company. By its title itself 'change' its role is to initiate a change program that will be for the benefit of the organization for the future. Their roles include providing new IT tools and most importantly the change team who redefines or redesigns the roles, jobs, and workflow of the people to be able to bring about positive perception to its subordinates.

Product Developer

The product developer is the source of new ideas that could bring the organization closer to commercial success in emerging digital markets. A product developer recognizes the potential for performing key business processes. A product developer also acts as a negotiator, he/she must 'sell' the idea to a business partner and set up and evaluate business experiments together.

Technology Provocateur

The technology provocateur is the one who embeds IT into organizations business strategey. The technology provocateur works with the organizations business executives to bring IT and realities of the IT marketplace to bear on the formation of strategy for the business. A technology provocateur understands both business and IT to be able to integrate the two and they also understand at a fundamental level the capabilities of IT and how it impacts the business.

Coach

The coach serves as the teacher to acquire the skillset they will need for the future. The basic responsibilities of a coach is teaching people how to learn, so that they can become self-sufficient, and providing team leaders with staff able to do the IT-related work of the business. Coaches are solid practitioners of competence and they are responsible for the growth and development of the organization's subordinates

Chief Operating Strategist

the chief operating strategist is the top IS executive in the organization who is focused on the future agenda of the the IS of the organization. They have parallel responsibilities related to helping the business design the future and then delivering it.

Mintzberg's Managerial Roles

Mintzberg’s Managerial Roles

Mintzberg’s thesis on nature of managerial roles involved observing and analyzing the activities of CEO’s of five private and semi public organizations. Mintzberg identified ten separate roles in managerial work and separated these roles into three subcategories: Interpersonal contact, Information processing and Decision making. The roles that fall into the category of interpersonal contact are the figurehead, leader and the liaison.

FIGURE HEAD

The figurehead, from the definition in Encarta, is somebody who appears to be the head of an organization or institution but has no real responsibility or authority. The role of the figurehead is the one who performs ceremonial and symbolic duties as head of the organization. The figurehead also performs social and legal duties which involve greeting visitors, signing legal documents, attending ribbon cutting ceremonies, hosting seminars, etc. (My perception) the role of the figurehead is crucial or important in an organization because he/she acts as a symbol of the organization which means that whatever the figurehead ‘possess’ reflects the image the organization.

LEADER

The leader is somebody whom people follow, somebody who guides or directs others by showing them the way or telling them how to behave. Its role is to foster a proper work atmosphere and motivate and develop its subordinates. The leader is also the one who chooses or selects employees that are to be trained. He/ she possess great respect from his/her subordinates which is the factor why people follow his/her lead.

LIAISON

The liaison, other may call them as coordinators, somebody who is responsible for maintaining communication between one group or office and another. A liaison develops and maintains a network of external contact to gather information which includes activities such as participating in meetings with representatives of other divisions or organizations. He/she acts as a channel of communication so that a certain organization maintains its relationship with other external organizations.

The other roles which fall into the information processing subcategory are the monitor, disseminator, and spokesperson. First in this category is the monitor.

MONITOR

The monitor is the one who gathers internal and external information relevant to the organization. He/she reads and scans trade presses, periodicals and reports. It also involves attending trainings and seminars and maintaining personal contact.

DISSEMINATOR

The disseminator, or in other cases ‘The P.I.O’, is the one who relays or transmits factual and value based information to subordinates of the organization. It somehow acts as an internal liaison which maintains communication with its subordinates. He/she reports to subordinates on the current events and issues in the organization. This role also includes sending memos and reports, informing its staff and subordinates of the decisions implemented by higher ranking officials.

SPOKESPERSON

The spokesperson is the one responsible for communicating to the outside world on performance policies, communicating and transmitting information to others. By saying others, we mean other organizations or companies. The spokesperson serves as a representative of the organization. They pass on memos, reports and information materials, participate in conferences/meetings and report progress. And on other occasions, spokespersons are usually the one who faces the media and answers all the questions according to their organizations decisions.

ENTREPRENEUR

The entrepreneur or an entrepreneur in an organization is someone who sets up and finances new commercial enterprises to make profit. They identify, design and initiate changes in the organization. They are usually the ones who have creative imagination which are also in touch with reality. They can identify new ideas and initiate improvement projects. Entrepreneurs are the ones who implement innovations in an organization for it to prosper in the future.

DISTURBANCE HANDLER

The disturbance handler (I call it error handlers of an organization) they are the ones who deal with unexpected events and operational breakdowns. They primarily deal with the disputes or problems and the ones who take corrective actions to compensate it. Their roles involve settling conflicts between subordinates and choose alternatives to counterbalance it and overcome crisis situations.

RESOURCE ALLOCATOR

The resource allocator is similar to a treasurer only they do not hold the money but instead they are the ones who control and authorize the use of organizational resources. Resources may include organizational fund, products, etc. They are usually the ones who decide on where to apply their resources. Their responsibilities involve drafting, approving plans, schedules, budgets and they set priorities.

NEGOTIATOR

The negotiator in an organization are literally negotiators, they participate in negotiation activities with other organization or individuals. Negotiators are excellent talkers because the nature of their responsibility is important that they should be able to convince their clients or other negotiators to accept their terms and place the status quo in their organizations side.

Sources:
http://www.provenmodels.com/88/ten-managerial-roles/mintzberg
http://management.atwork-network.com