Information Systems and their Importance to Springfield Hospital

Questions: 1. In order to help SAH Management, define what Information Systems are and briefly explain how information systems are Important to Future Operations at SAH. 2. Identify and list the Specific Business and System Problems faced by SAH and list these Problems in order of Priority. 3. What are the Key Information requirements of SAH? For each Information requirement you have Identified, discuss how this Information would Enhance or Improve SAHs Competitive Position. 4. Which Specific Information system(s) can help SAH in Managing their Business problems, making business decisions and fulfilling the information requirements identified in the previous question? Be specific in how they will help in these areas. 5. Explain how SAH could strategically utilise the Internet, intranet and extranet to engage with key stakeholders and fulfil Communication and Collaboration requirements. 6. Change Management is an important concept to Business Organisations. How could SAH best Manage the Organisa tional changes that would occur with the Implementation of the Information Systems changes you are proposing? 7. For various Stakeholders at SAH, including its Customers and Employees, what are some of the possible security and ethical issues that may arise with the Introduction of their Information System. Answers Introduction Business organizations vary in size and in the type of products or services they offer. Effective handling of data and coordination of departments in the organization is an ideal aspect that determines staff performance and service delivery. Technology has to be incorporated in the conventional processes of the organization to ensure customers are served to the expectation and to help management and staff work as a unit. The Knowledge of information systems is, therefore, important in assessing how efficient the operations of a business can be with the integration of technology in their activities. 1.Information systems and their importance to Springfield Animal Hospital Information systems have integrated a network of components that coordinate in collecting, storing, processing data and delivering information, knowledge or products (Wallace, P.2014). The adoption and use of information systems for Springfield Animal Hospital will make it easy for the different animal sites to work as a team, management will be able to monitor progress, consistency in pet records, instant feedback, and notification for meetings, accurate staff data and quick processing of payrolls. Proper utilization of information across the animal sites will encourage more people to take their pets for grooming and accommodation. Online booking of services and consultation will increase the customer base because through the internet more people learn about their services. Information systems are classified according to the use of information in the organization (Wigand, R.2003 ). Modern business demands the application of informatics to address the need for information management and business functions. The two categories of information systems identified are; operations support system and management support system (Alter, S. 2002). Operations support system facilitates the update of the organizations central database, controls production, supports transactions and ensures effective internal and external communication. Operations support system is further categorized as; transaction processing system, process control system and Enterprise collaborative system. Management support system, on the other hand, presents information to managers to take action. In this information system, information is put in a specific format to help managers in the decision making process. Management support system is also categorized into; management information system, d ecision support system, expert system and accounting information system (OBrien, J.A. Marakas, G.M, 2011). Springfield Animal Hospital has to install the various information systems in particular departments to help both management and staff in their performance of tasks. 2.Problems faced by Springfield Animal Hospital Various business and system problems are facing Springfield Animal Hospital which needs to be addressed in a specific order of priority they are; Records of the number of pets and the site they are located, staff records and files, records of equipment and customers of the organization: A system that ensures all data is stored is stored safely and in a secure environment. The sites owned by Springfield Animal Hospital should have the ability to share information. The organization should be able to hold regular meetings and realize effective communication channels. Automation of supplies and consumables to the sites has to be effected. The organization requires an online platform to enable them to get feedback from customers and for online booking of services. 3.Key Information Requirements The organization should have information on the number of pets in the sites, names of the owners of pets being groomed or accommodated and the location in which the pets are located. This knowledge is important because customers feel part of the firm and confident of the services offered. An online platform gives information on how customers rate the services. Feedback and comments from customers are part of the relevant information that management use to adjust and satisfy customers. Information on staff and their welfare are necessary to ensure a supportive working environment is created for them to perform better. Motivation to work can be transferred to customers having a good perception of the organization. 4.Information System Suitable to SAH The operations support system is essential in addressing the information needs of business using the collaboration system which encourages team effort across the departments. This system information will be shared across the various sites and improve their services. Management information system will be critical in helping management to make everyday decisions that improve service delivery and performance of staff. 5.Strategic Use of Internet, Intranet, and Extranet The Internet is a world-wide network of computers accessible to people who have their Internet Protocol (IP) address that shows the location of their computer. SAH can use the internet to come up with an online platform where the company is advertised, and customers can request for services or comment on the type of services they received. The intranet can enable staff to access internet services within the company which helps different departments to coordinate and shares information consistently. Extranet services will allow the SAH sites located outside the main premise to operate on the organizations intranet and keep them in touch with the main offices. All these networks enhance teamwork and performance (Koh, S. Maguire S. 2009). 6.Organizational changes during information systems implementation The adoption of information system requires change management strategies to retain continuity and relevance (Pugh, D. S. 2009). The important changes are; embarking on training staff for them to have relevant knowledge in using a computer and adjusting to operating with the new system. Management should hire technical staff with experience in information systems to implement the changes. The gradual orientation of customers into the online platform is also necessary for them to shift and get used to the new system. 7.Security and Ethical Issues Unauthorized staff can access data files and cause a security threat to confidential information that belongs to management. Staff with ill intentions can easily manipulate data in their favor. I t is important for each department to be in control of their files by having a password to minimize interference. Computer systems also have to be protected against physical damage and disruption of normal operations. They should be placed in safe places and undergo regular technical repair (Schmidt, A. 2012). Ethical issues that arise with the introduction of information systems include; access to personal data that causes invasion of privacy ob both staff and management and the tendency to copy information from the system instead of staff carrying out a recent study to come up with original work (Winston, M. Eldebach, R. 2014). 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