ICT Systems in Human Resources

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The ICT Systems used with in the Human Resources department, which is located in the Head Office, is a workstation, laser printer and also the workstation is connected to an ISDN line. The ISDN line provides email facility for the workstation. Only Human Resource members can access personnel data which is stored on the server. ICT Systems used by Administrative Assistant The Administrative Assistant uses spreadsheet software to calculate takings in of each day with the till roll that is inputted in to the spreadsheet. Also the Administrative Assistant uses word processing and templates for garden design and financial summaries.

The hardware used by the Administrative Assistant is a Workstation that has a 15-inch monitor and a Laser Printer. The computer is stand-alone. The workstation is also connected to a modem that uses a phone line. The modem provides e-mail facilities on all the workstations. ICT Systems used by Mail Order Mail orders are sent by post to the Head Office by the Mail Order Clerk. The Mail Order Clerk inputs details of the orders in to order processing software which is loaded up on the workstation. The Clerk uses an order entry screen.

The software automatically assigns a unique order number to each new order placed and assigns the date. If the customer is new then the Clerk must enter the details required for the customer. The processing system automatically assigns a unique customer number for the new customers. However, if the Customer has ordered goods before, then the customer number is needed on the processing system sheet. The Clerk enters the details of the product that include product code quantity of each good or product. Consequently description is displayed as well as the availability of the product.

If the product is available then the prices is displayed. If the customer pays by credit card then the amount or sum is requested by the credit card company. But if a cheque is used to pay for the goods then the Clerk must enter the amount or sum. If the sum is to high because of some goods being out of stock in the warehouse, then a over payment notice is past to the accounts departments using the LAN (Local Area Network) so that they can arrange for a cheque to be sent to the customer for the goods that the company does not have in stock.

But if the amount is too low then the Mail Order clerk writes a letter to customer asking for the additional amount of money. System Improvements The integrations that can be made to systems to improve management are; Calculations can be done on management software such as Microsoft Excel. This allows you to use formulas that can calculate things such as wages and pay rolls. This is less time consuming than doing it manually with a calculator. The computers in the Garden Centre can be connected via server or peer to peer server which allows them to share output devices such as printers.

Both can share a new printer such as a laser colour printer reducing costs of buying two if the computer were stand alone still. Software can be also shared on both computers making tasks easier for the staff. Improvements in Recording Sales Currently employees input the prices of goods manually. This has disadvantages such as miss inputs causing wrong prices to be displaced on the receipt that is given to the customer and reflects bad customer satisfactory as prices are not identical to shelf prices. This problem can be solved easily in the way prices are inputted.

The staff can use a barcode reader that reads the barcode of the product or good and automatically looks up the item in the database system and inputs the price and description of the good or item. The barcode of each item and good needs to be scanned through allowing it to be printed on the receipt. This dramatically reduces the amount of errors made. Potential Improvements to Stock Control At the moment, in the warehouse, the staff enters the amount or quantity of products or the goods into a computer manually.

Mistakes can occur when inputting data manually as mistype errors can cause stock count to be different from the real stock count done by the staff. Instead of inputting data manually you will need to use a barcode identifier this automatically enters data on to system on the computer. When using the barcode identifier a lot of time is saved, so this allows staff to do other duties or other things that are part of their responsibilities. The concept of using this idea is simply you scan the barcode of each item and it automatically updates the stock control database system. No errors occur like the manually system used currently.

Wide Area Network (WAN) Benefits to the Plant Place A Wide Area Network (WAN) is a computer network that spans a relatively large geographical area. Typically, a WAN consists of two or more local-area networks (LANs). Computers connected to a wide-area network are often connected through public networks, such as the telephone system. They can also be connected through leased lines, satellites or cables. A very common example of a Wide Area Network is the Internet which is used for many things such as information, shopping or browsing. It is used all over the world by many people from different areas of the earth.

The Plant Place can benefit from Wide Area Network by using the Internet and setting up their website. This will enable people from all over the globe to access there webpage and they can sell products online increasing revenue and profits for the company. Adverts can be done online on famous sites such as http://www. google. com or www. amazon. co. uk. Wide area network will allow net conferences using input devices such as Digital camera allowing video conferencing with people or companies from all over the world if dealing with negotiations over advertising deals on websites.

This would saves a lot of money as you do not have to travel half the way around to globe to go to a meeting with representatives from different website wanting know about Plant Place and the business. Also the Wide Area Network will allow managers and employees to send important data and information to head office or to the warehouse quickly as the WAN allows fast data transfer due to high speed E- Commerce Benefit for the Plant Place E-commerce is something that is transacted electronically, as in over the Internet.

The benefits of E-Commerce are that profits increase as cost of employees’ decreases because the middle people, the workers are eliminated from the equation allowing the company to generate more profits in the long term as they do not pay much wages to employees. There is no re-keying of orders in accounts because all of the transactions are instant as well as payment that are transferred directly using credit and debit cards. No order errors as orders are always correct unless the customer has entered it incorrectly or miss spelt it.

E-commerce is a huge time and labour saving device as everything is done through the website set up on the WAN an example of this is the internet. The company can sell anywhere as they have potential customer from all over the world. Many users visit these sites for products and searches one of them may want a specific product that the Plant Place sell so they can click on banners and visit their site and become a potential customer. If the customer wants to buy something they basically browse through each sub page about different things such as plants, tools and other household equipment.

They customer must pay using a Credit Card or a Debit Card. The details are protection against the Data Protection Act, which means by law no on can pass your details on to any one or show them, so everything is protected. How Management Information Systems (MIS) help Directors and Managers? Management Information Systems are information systems designed for structured flow of information and integrating functions and generating sources of information maintain a smooth operation of a company or a business.

Management Information Systems (MIS) are used to get information as well as data in many forms such as graphs and context from all types of sources. The information is used to make key decisions and forecasts by directors and managers for furthering coming days or weeks. The managers of each Garden Centre, Caf or Warehouse use the Management Information Systems (MIS) as it allows them to make day to day decisions about functions of goods or services they are providing.

Manager can use the Management Information Systems by making key forecast of items to order for each day. The Caf manager has to decide on the amount of fresh ingredients to order for the following day, which he will cook for the following day. The caf manager decides by checking what ingredients is needed for the food he going to cook on the premises. The caf manager must predict or forecast for each individual day correctly. He does not want to be low of stock causing loss of sales and causing customer dissatisfaction. However if he has high sock levels, these will go to waste and cost the company part of its profit.

The cafe Manager must forecast for seasonal times as in the summer the Garden Centers are busier meaning the cafi?? will have more customers so he has to have high stock levels in cold drinks and cakes etc. As the weather is hotter consumer will demand colder drinks so Manager must keep this in mind. During the weekend parents bring their children with them so the Cafi?? manager must take in to mind he must prepare more food for weekends then the week days. Management Information Systems Helping the Sales Marketing Director The Sales and Marketing Director has the responsibility for mail order and advertising.

When there is a problem with mail order the Sales and Marketing Director is informed by the Mail Order Clerk. The Clerk reports direct to the Sales and Marketing Director, which allows him to forecast any changes or make key decisions about negotiation with other garden centers about plants and products about prices and contracts. Sales and Marketing Director has to make decisions on contracts with local councils. But the Sales and Marketing Director must check if the prices of non plant goods have changes as he can only sell them for a profit, which would increase revenue for the company.

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