Impact of ICT on Work Practices and Management

of InfoITFM – Outcome 2

Impact of ICT on Workflow

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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

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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 through use of logins and paswords – this can help to ensure data integrity and contributes to greater accuracy

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.

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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.

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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.

Main Features of Software Applications

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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

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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

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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)

Internet Websites

Mobile Phones

Modern Technology eg iPads

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?

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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.

NetworksITFM – Outcome 1

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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

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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

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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

E-CommerceITFM – 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.

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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

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 SystemsITFM – 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?

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“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

Electronic File ManagementITFM – Outcome 1

What is File Management?

Choosing appropriate file locations

Folder structures and File Names

Version Control

Housekeeping procedures

Backup procedures

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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

Security and Confidentiality ProceduresITFM – 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

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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

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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

LegislationITFM – Outcome 1

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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)

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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.

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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. hacking into the bank's computer and increasing the amount in your account

altering computer material without permission e.g. writing a virus to destroy someone else's data

writing a virus or deliberately spreading one is illegal.  

Impact of ICT on Work Practices and Management

of InfoITFM – Outcome 2