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The Organizational Structure Of Management Levels Information Technology Essay

Content
  1. ORGANIZATIONAL Framework OF WELLCARE SHOPPING MALL
  2. An organizational chart showing the various levels of management at the mall is shown on the next page.
  3. FACT-FINDING TECHNIQUES
  4. Observation: The purpose of observing at first hands the shopping operations of the store is to get the maximum amount of personalized information as possible by discovering what is actually happening instead of what is supposed to happen. In executing interviews and studies it is possible that respondents may not be completely forthcoming with the real answers but by observing what is actually taking place, direct fact will be compiled from the shopping process.
  1. INTERVIEW
  2. QUESTIONNAIRE
  3. DETAILED RESULT
  4. DESCRIPTION OF THE EXISTING SYSTEM
  5. HOW THE EXISTING SYSTEM WORKS
  6. MAKING AN ENQUIRY FOR YOUR PRODUCT
  7. PURCHASING A PRODUCT
  8. PROCESS MODELING
  9. Description of the existing system using Data Flow Diagram (DFD)
  10. The basic organization composition is decentralized control. By discussing the Context Diagram (see Number 1), we can see the existing system is constituted of the main SHOPPING SYSTEM getting together with three entities; Customer, Standard bank and the Store Information System.
  11. Entity
  12. Description
  13. DETAILED Explanation OF THE OVERALL SYSTEM PROCESSES
  14. PROBLEMS OF THE EXISTING HOTEL Booking SYSTEM
  15. IT IS TIME CONSUMING
  16. IT IS TEDIOUS
  17. IT ISN'T AUTOMATED
  18. THE CUSTOMER HAS LIMITED OPTIONS
  19. UNRELIABLE
  20. TAKES UP SPACE
  21. DATA INSECURITY
  22. IT IS COST INTENSIVE
  23. LIMITED CONTROL OVER PURCHASED ITEMS
  24. SOLUTION TO PROBLEMS OF CURRENT SYSTEM
  25. RE: IT IS TIME CONSUMING
  26. RE: IT REALLY IS TEDIOUS
  27. RE: IT ISN'T AUTOMATED
  28. RE: THE CUSTOMER HAS LIMITED OPTIONS
  29. RE: UNRELIABLE
  30. RE: OCCUPIES SPACE
  31. RE: DATA INSECURITY
  32. RE: IT REALLY IS COST INTENSIVE
  33. RE: LIMITED CONTROL OVER RESERVATION
More...

This chapter has a discription of the many methods to be used to assemble information from your client and customer in other to meet up to the requirement provided when developing the machine for the client yet others problems assoiciated with the current system. Within the completion of this chapter, various requirement will be obtained and analysed and based on these requirement, the machine will be developed.

ORGANIZATIONAL Framework OF WELLCARE SHOPPING MALL

The mall management is a hierarchal top-to-bottom clear trim system that has clearly defined limitations. The shopping management uses the standard four-level management levels (Top, Middle, Low and Operational Management Levels). The system is described completely below.

TOP LEVEL MANAGEMENT: This level of management, being the pinnacle in every organization comprises of CEO, and Managing Director's Board Meetings are performed regular and the mall's regular profit ranks are mentioned among other issues pertaining to the store. In the Board conferences, long range ideas for the store are used, and are then transmit in to the store by the Manager's then to other departments in the store.

MIDDLE LEVEL MANAGEMENT: The Manager's of the mall has people under him (he represents the Plank of Trustees at the store) who use the long range ideas that the Table has attempt to achieve for the store. By breaking up the strategies into more natural year or regular ideas, and dividing the objectives on the list of departments, the managers also at this level oversees the affairs of the mall. Listed below are the center Level Management level employees at the store: Human Resource Supervisor, Facilities Administrator, Store Supervisor, Purchase Director, Sales Manager, Financing Manager, and Forward Office Director.

LOW LEVEL MANAGEMENT : For the easy day-to-day running of the hotel, the professionals of each office set up supervisors, team market leaders, group leaders to view and oversee the activities being completed daily by the operational level staff. A number of the personnel as of this level actually work combined with the functional level, but cannot be labeled with the functional level because of their degree of information and access.

OPERATIONAL LEVEL MANAGEMENT: The employees as of this level will be the staffs in charge of the day-to-day implementation of the hotel's aims. Sales personnel, cleaners, Store clerks, Drivers, Sales internet entrepreneur, Security officers, and Store clerks all fall under this category.

An organizational chart showing the various levels of management at the mall is shown on the next page.

FACT-FINDING TECHNIQUES

The entries of fact-finding techniques are as follows:

Interviews: Of all the techniques hired this is definitely the most effective for obtaining information because of its flexible character as interviewees have the ability to give proper clarification where such is necessary and more detail is easily accessible like this. Therefore to be able to gain a wholesome understanding on the working of the current system certain staff and customers of the store were decided on because the customers will be the ones to be afflicted by the task it was essential to obtain their thoughts. Interviews allow us to study the reactions of the interviewees and judge if their reactions are unbiased and competent. Much relevant information was extracted from the interviews conducted with the staff of the store. However this process was carried out over the internet as established by the client.

Questionnaires: The purpose of distributing questionnaires is to obtain a broader scope of the procedures of your store from the views of both the staff and customers of the store. Due to the fact that the staff of the store are numerous it is cumbersome to attempt to interview most of them but it is necessary to ensure a good number of staff participate in the exercise. Additionally it is extremely hard to interview all the clients of the store but it is necessary to obtain a broad bottom part of suggestions from the client because they're the ones to make use of the software which will be designed. Because of these constraints the only real technique available is to fill up the explained requirements by distributing questionnaires to the many respondents. Since almost all of the questions in the questionnaires have a constrained group of answers the information obtained using this method is normally more specific.

Observation: The purpose of observing at first hands the shopping operations of the store is to get the maximum amount of personalized information as possible by discovering what is actually happening instead of what is supposed to happen. In executing interviews and studies it is possible that respondents may not be completely forthcoming with the real answers but by observing what is actually taking place, direct fact will be compiled from the shopping process.

INTERVIEW

QUESTIONNAIRE

DETAILED RESULT

DESCRIPTION OF THE EXISTING SYSTEM

HOW THE EXISTING SYSTEM WORKS

Based on the facts obtained from our facts finding process, the existing manual based mostly shopping system being handled by wellcare retail center Abuja can be summarized as follows:

There are two main goal why customers makes the store which come; the first kind of customers are those who wish to find information about a product, while the second kind of customers are the ones that want to buy a product. The existing system does have arrangements for both types of customers.

MAKING AN ENQUIRY FOR YOUR PRODUCT

When customers walks into the store and want to make enquiry in regards to a particular product, the customer then walk up to the shopping attendants to make enquiries.

If the enquire is something that can be immediately cared for (e. g. the information of a specific product), the shopping clerk can handle at that moment without talking to her subordinates or superiors.

If however the customer wants to find out things that exceed the jurisdiction of the clerk, it is mandated on her behalf to refer the client to leading office manager who then handles the case, and since this also exceeds the restrictions of the shopping system.

PURCHASING A PRODUCT

Customer who buy a product in wellcare retail center are put through five (3) process that make up the existing shopping system. The first process entails customer looking for a products and adding searched products to the shopping basket. These can only be done by searching for products based on product categories in the store.

The second process requires the customer paying for the product and specifying the means of payment. Two main settings are urged. These means are: repayment by cash and repayment by cheques.

The third process is merely stamping out the shopping receipt for the client. The shopping receipt will contain areas which include Product Quantity, Product Name, number, amount paid and approach to payment. The client checks in the next day if the repayment method is cash, or two times after if the repayment method is by cheque.

Based on these facts accumulated from our facts finding process, the existing manual structured shopping system being operated by the wellcare retail center in Abuja can be relatively summarized and represented in an activity modeling diagram to demonstrate or show how the current system works.

PROCESS MODELING

Description of the existing system using Data Flow Diagram (DFD)

Below is a Data Flow Diagram that shows the physical information move within the current system at the framework level.

The basic organization composition is decentralized control. By discussing the Context Diagram (see Number 1), we can see the existing system is constituted of the main SHOPPING SYSTEM getting together with three entities; Customer, Standard bank and the Store Information System.

Entity

Description

Customer

The customer is everyone that comes to the shop regarding shopping and product enquiry. Whether it's to make enquires, or to buy something, or to purchase something.

Mall Information System

This Refers to the front table and customer services portion of the store. Information about the store is held waiting for you information system.

Bank

When customers choose to pay by cheque, the store transmits the cheque details to the bank for verification and the money is then repaid to the store data source.

DETAILED Explanation OF THE OVERALL SYSTEM PROCESSES

From the Framework Diagrams, we can see that the existing shopping system has 3 main entity:

Customer

Bank

Shopping information system and below can be an ER (Entity Connection Diagram for the existing shopping system).

PROBLEMS OF THE EXISTING HOTEL Booking SYSTEM

IT IS TIME CONSUMING

With the current shopping system lots of time is required to feel the shopping process even for regular shopping customers. It requires customer time to search for product category by category particularly if the client.

IT IS TEDIOUS

In the existing system is very tedious and demanding for both sales reps and customer due to queues often encountered in trying to pay for something in the mall. The morale of the front office personnel is usually reduced after a complete days' are they will probably feel fatigued.

IT ISN'T AUTOMATED

The current system requires regular supervision and employees presence to perform effectively. The lack of this (guidance) hinders the system and wades off prospective customers as well as taints the reputation of the store. However, the problem involved here is that more attention is directed at the shopping process and other areas are neglected because the staff required to manage them are supervising others.

THE CUSTOMER HAS LIMITED OPTIONS

Here the clients will not get adequate information regarding different product and other important info, consequently these the store might loose their potential customers.

UNRELIABLE

The current system has many flaws in its implementation. Defects such as over out of stock of products, quantity of product provided, poor defined technical specs, poor documentation. Most of these are caused by the human factors that put into action the machine.

TAKES UP SPACE

Data is usually stored in hard copies( in processing cabinets) thus necessitating valuable office space:- Since the current system makes use of office data files and filing pantry to store records of product, suppliers and personnel, a great deal of space is required to accommodate large volume of these documents.

DATA INSECURITY

With the existing system, information and other important info are prone to theft, unauthorized manipulation and lose credited to fire. These documents could even be easily seen by unauthorized people.

IT IS COST INTENSIVE

The current system requires a lot of funds to maintain its smooth operation because of the purchase of paper, stationeries, filing cupboards, phone bills, e. t. c

LIMITED CONTROL OVER PURCHASED ITEMS

The current system makes it difficult/tedious for the clients to possess control over purchased product for example going back and requesting refunds for an already purchased product.

SOLUTION TO PROBLEMS OF CURRENT SYSTEM

RE: IT IS TIME CONSUMING

The suggested system aims to accomplish a record time of 3-6 minutes for signed up customers and 6-10 minutes for new customers depending on customer shopping items. Also, with the client account module working, the customer need not post his details every time, he just supplies his user Identification and his details are automatically published.

RE: IT REALLY IS TEDIOUS

Since the amount of customers to come quickly to the sales would reduce, front office personnel fatigue is less inclined to occur, and as a result, the morale towards work of the staff would increase. Also, the clients wouldn't normally have to go through the responsibility of queuing to lodge.

RE: IT ISN'T AUTOMATED

The suggested system would be developed in simple each day language, thus rendering it simple for just about any body that can read and use a pc to book a room online. Also, staff supervision is not needed for the receptionists and other prominent office staff, it is because the client details are simply submitted to the computer in the hotel, and can be opened by a straightforward mouse click.

RE: THE CUSTOMER HAS LIMITED OPTIONS

The new system would not only have information concerning the new system, it could make it possible for the clients to ask questions online and also have their answers mailed to them. Thus making the enquiry process easy and increasing client satisfaction.

RE: UNRELIABLE

The new system is computer based and thus the issue of human factor does not appear. The computer works with the principle GIGO (Garbage-In-Garbage-Out) which means the computer only supplies what the user got given before.

RE: OCCUPIES SPACE

Since the new system is computer centered, space requirement would be a very trivial issue because data would be stored in your personal computer hard disk. This implies you don't have to own physical storage area locations.

RE: DATA INSECURITY

In the proposed system, data security is very important as access specifiers would be made available at nearly every degree of information.

RE: IT REALLY IS COST INTENSIVE

Since the system is computer structured, really the only form of paperwork needed would be producing sales report at the end of every month, which is normal and little or nothing set alongside the tedious newspaper work which currently has been used. The computerization in so doing means that the hotel would no more have to budget a great deal money for provision of stationary anymore.

RE: LIMITED CONTROL OVER RESERVATION

The proposed system supplies the customers the overall flexibility to regulate their reservations. Customers can adjust their booking at any point before the check with time. They are able to even cancel reservations without loosing their money instead of the existing system where the customer looses 50% if he/she will not lodge.

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