Impact of ICT on Work Practices and Management of Info

ITFM – Outcome 2

Impact of ICT on Workflow

Workflow

 The impact of ICT can be seen clearly in each of these areas  The most noticeable effects are:   Speed – information can be located, produced, updated and transmitted much more quickly Ease of access – it is relatively easy to find information within and outwith the organisation

3

Input

 Information can be

keyed in once

and then used by many people  Data

held in different formats can be input

eg keyed inl copied in; scanned in; OCR; optical marks 

Input can be restricted

greater accuracy through use of logins and paswords – this can help to ensure data integrity and contributes to  The use of drop-down lists, check boxes, radio buttons and validation checks

can help to reduce the number of errors

made during data input.

4

Processing

 The

same data can be processed in different ways

: eg customer data could give lists; labels; or, merged letters  It is possible to

extract data that meets specific criteria

from a huge database in seconds 

Data can be held centrally

, so that all staff can access and process it to suit their purposes 

Files can be accessed by several members of staff

at the same time – less wasted time – don’t need to wait for someone else to finish first.

5

Output



Standard layout and templates

ensures a corporate look for company documents which helps to create a professional image  Output can be

distributed at any time of the day

– particularly suitable when working across time zones  The output can be

sent to different media

eg paper, website, PDA, email  Information can be

transmitted very quickly

– by email if it is already in an electronic format or fax if it isn’t.

6

Main Features of Software Applications

Word Processing Software



Purpose:

production of letters, reports, minutes, forms (paper-based and electronic) 

Features:

tables, mail merge, standard text, columns, page layouts, electronic forms, integration with other software 

Advantages:

speed and accuracy (standard text; amendments easily made; mail merge), alternative layouts easily achieved, data collected via forms could populate a database

8

Spreadsheet Software



Purpose:

perform calculations, analyse and present numeric data 

Features:

wide range of advanced calculations possible eg SUMIF, COUNTIF, LOOKUPs, charting capabilities 

Advantages:

routine calculations can be automated, accuracy with correct formulae used, what-if scenarios, replication of formulae, wide range of charting options

9

Database Software



Purpose:

stores cast amounts of data eg customers, suppliers, staff 

Features:

sorted quickly, data can be extracted, information can be displayed in reports 

Advantages:

all staff can access the database (with correct access rights), up-to-date data used by everyone

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Other Software Applications (and ICT)

 Presentation  Email  E-Diary  Local Area Network (LAN)  Wide Area Network (WAN) How could an Administrative Assistant use ICT in order to carry out their job?

• • • • • Customer Service?

Market Research?

Arranging Meetings?

Recruiting Staff?

Company Policies and Template Files?

 Internet Websites  Mobile Phones  Modern Technology eg iPads

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Disadvantages of Business Software

While advantages far outweigh disadvantages remember these: 

Cost of purchasing

software  The time and expense of

staff training

 Requirement to implement

procedures for security and confidentiality

 If upgrades: the time/cost in

transferring data to a new system

.

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Networks

ITFM – Outcome 1

Types of Networks



Peer-to-peer

: individual computers linked together by cable (only very small networks) 

Client-Server:

Servers are used for file storage, print management, managing network traffic. Each user (client) is linked to the server

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Local Area Network

 Connects computers and peripherals

within a local area eg a building.

 May use

network cables or connect via WiFi

.

 Access to a central storage area makes it

easier to share files

and databases.



Backups can be taken

of all data – less likely that data gets lost

15

Wide Area Network

 Connects computer systems over a

wide geographical area

.

 Often associated with the Internet – but can be used to

connect different branches of an organisation

anywhere in the world.

 It is

possible to have a ‘secure’ link

to sites that transmit sensitive data eg financial transactions

16

Network Disadvantages

 The

cost of installing and supporting

the network 

If the network ‘goes down’

no-one can access files needed for their work  If the

file server is damaged or stolen

, all data may be lost – BACKUPS!

 A

virus

can quickly spread across a LAN  Could be easy for an unhappy employee

to damage or corrupt company data

– backups and access restrictions.

 WAN: potentially gives people outside the organisation a route to your company data  WAN: other websites that you have used in the past may change and no longer be available

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E-Commerce

ITFM – Outcome 1

E-Commerce

 This is the buying and selling of goods and services electronically, usually over the Internet  Some organisations use e-commerce for all their business eg Amazon, others use it to attract additional customers.

E-Commerce (Organisation)

Advantages

 Global customer base  Grow without expanding business premises  Opening 24/7  Decreased overheads  Potentially reduced marketing costs

Disadvantages

 Time/Cost of a good website design (and maintenance)  Ensuring secure payment methods

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E-Commerce (Individual)

Advantages

 Browse and buy 24/7  Access to suppliers worldwide  Compare products and services  No ‘sales people’  Delivery to home/office

Disadvantages

 Cannot see the product ‘in the flesh’  Organisation becomes ‘faceless’  Badly designed websites can become frustrating

21

The Impact of ICT on Work Practices

Impact on Working Practices

 Ease of access to vast amounts of data  Centralisation of data  Automation of tasks  Internet meetings (videoconference)  Hot-desking  Teleworking  Homeworking

Data Management Systems

ITFM – Outcome 1

Define: Data Management

 Data management is about setting up systems, procedures and controls relating to the way in which data is: input, stored and retrieved:  Who has access to the data and information?

 How is it kept up-to-date?

 How is it kept secure?

“Management Information Systems”

 Purchase hardware/software  Maintenance  Setting up systems and procedures  User policies  Codes of practice  ICT training  IT helpdesk  User guides

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Centralised IT Department

Advantages

 Overview of the organisation  Standardise systems  Prioritise purchases across the whole company  The department will build up expertise and be able to effectively advise users on the best solutions  Training and support more easily coordinated

Disadvantages

 ‘one hat doesn’t necessarily fit all’

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Hardware Considerations

 Selection of appropriate hardware – can affect the speed of the system  Keeping up-to-date – keeping up with the latest advances to ensure full efficiency  Rolling upgrade programme  Appropriate storage devices (in line with company policies)  Input devices: consider touch screen; hand-held devices; OCR; voice recognition; MICR; smart cards; barcode readers; optical marks

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Software Considerations



Operating system

– this is used to set up folder structures for your data, provide an interface between your hardware and application software and control the operation of the computer as a whole 

Utility programs

– these include virus checkers, and defragmenting utilities

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Electronic File Management

ITFM – Outcome 1

What is File Management?

 Choosing appropriate

file locations



Folder structures and File Names



Version Control



Housekeeping

procedures 

Backup

procedures

File Management

Benefits of Good…

 Less time wasted finding files  Improved customer service  Improved security of data  More efficient use of storage  Compliance with Data Protection Act

Consequences of Poor…

 Out-of-Date information accessed  Sharing files difficult – can’t find the right file  Confidential information accessed  Workflow disrupted

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Security and Confidentiality Procedures

ITFM – Outcome 1

Some Security Terms



Security:

means protecting data against theft, damage and destruction 

Integrity:

means ensuring that the data is accurate, up-to date and error free 

Privacy:

means that the data must be held securely so that only those who need access to the data can access it 

Confidentiality:

means that those who do not have access to the data respect it, and do not discuss it with others that do not have a right to know what it says

Physical Threats

 Ensures offices are locked and windows closed  Alarm the building  Use CCTV to monitor the premises  Restrict the access points  Keep visitors away from restricted areas  Security guards/lights on in the grounds  Train staff on moving equipment (prevent damage)  Fire doors closed/fire fighting equipment provided  Lag pipes to save bursts in winter  Take out adequate insurance

35

Protecting Electronic Files



Password protect

– restricts access, must be changed regularly 

Regular backups

– ideally stored offsite, saves recreating files from scratch 

Anti-virus software

– prevents unauthorised modification of files 

Access rights

– ensure that only authorised personnel can read/edit/delete 

Lock workstation

– when away eg on a break or helping a customer 

Voice/Iris/Fingerprint/Dongle

– restricts access 

Read-only Files

– cannot be edited

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Protecting Paper-Based Files

 Return files to the filing cabinet after use  Keep filing cabinets locked  Don’t leave papers at the photocopier (very easy to do!)  Don’t leave papers unattended  Shred and dispose of unneeded items

37

Legislation

ITFM – Outcome 1

The Data Protection Act

There are eight principles. Data must be: 

Fairly and lawfully obtained

and processed 

Accurate and up-to-date



Adequate, relevant and not excessive



Processed for limited purposes

 Held

securely



Not retained for longer than necessary



Not transferred outwith the EU

(unless adequate protection is available)

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Fairly Processed?

 The data subject must have consented to the processing  The processing must be necessary  The processing is necessary under a legal obligation  The processing is necessary to protect the interests of the data subject  Needed to carry out a public function eg in court  It is necessary to pursue the legitimate interests of the data controller or third parties (unless it could unjustifiably prejudice the interest of the individual)

40

DPA: Rights of the Individual

 Subject Access: you can find out what is held on computer about you  Prevent Processing: you can ask a data controller not to process your information  Direct Marketing: you can ask that your data is not used for direct marketing  Automatic Decision Making: you can object to decisions being made on your behalf on account of the data held  Rectify, Block, Erase and Destroy: inaccurate data can be requested to be amended or deleted

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Freedom of Information Act



The Freedom of Information Act came into force on 1st January 2005.

 It gives you the right to ask any public body for all the information they have on any subject you choose.

 Unless there’s a good reason, they have to give it you within a month. You can also ask for all the personal information they hold on you.

42

Copyright, Designs and Patents Act

 It gives the creators of literary, dramatic, musical and artistic works the right to control the ways in which their material may be used.  The rights cover: broadcast and public performance, copying, adapting, issuing, renting and lending copies to the public. In many cases, the creator will also have the right to be identified as the author and to object to distortions of his work.

 Copyright arises when an individual or organisation creates a work, and applies to a work if it is regarded as original, and exhibits a degree of

labour, skill or judgement.

 If a work is produced as part of employment then normally the work belongs to the person/company who hired the individual.

 Only the owner, or his exclusive licensee can bring proceedings in the courts against an infringement.

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Computer Misuse Act



accessing computer material without

permission e.g. looking at someone else's files 

accessing computer material without permission with intent to commit further

criminal offences e.g. account

hacking

into the bank's computer and increasing the amount in your 

altering computer material without

permission e.g. writing a virus to destroy someone else's

data



writing a virus is illegal. or deliberately spreading one 44

Impact of ICT on Work Practices and Management of Info

ITFM – Outcome 2