Ch 14 Policy and Strategy Issues

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Ch 14 Policy and Strategy Issues
Everyone needs a strategy or action plan for
something
Now what was my essay writing strategy?
Strategy? What strategy?
Different game plans according to the opposition
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So what is the game plan for IT?
IT Policy

• Information Technology is essential for the
  storage and communication of information in an
  organisation.
• Rapid advances in software and hardware means
  that IT products are only available in the market
  place for a short amount of time.
• As the IT systems within an organisation grow
  over time, more updated IT products have to be
  bought as the original IT products are not
  available. A strategy must include ways of future
  proofing.
• Without a company action plan or strategy, IT
  systems can grow in an unstructured way leading
  to inefficiency, incompatibility and redundancy
  of data equipment.
• Particular data will be used by several
  departments in slightly different ways. Without a
  strategy, individual departments will create
  similar systems causing much data redundancy and
  inconsistency be unable to pass data from one
  department to another due to incompatibility.

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Strategic Implications of IT choices

• Overview Hardware and software are very
  expensive and represent a major investment in
  both money and staff time. Staff will need to be
  trained and initiate new clerical procedures for
  the new technology. Change like this wont happen
  often because of cost and disruption to staff. It
  is advisable that new purchases be made centrally
  so that standardisation can be controlled. The IT
  technical team will be grateful that they only
  have to maintain a limited range of hardware and
  software. Jack of all trades and master of none
  wont then apply!
• Software choices See Ch16. Commonly used
  software should be the same in each part of the
  organisation so that data and staff can be easily
  shared between departments. Generally companies
  use a common integrated package common
  communication software such as email and web
  browser a standard operating system. A change in
  manufacturer software needs to be carefully
  considered as it means getting to know a new set
  of sales/support people.

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Strategic Implications of IT choices cont..

• Hardware As stated in the overview, the IT
  technical team will be grateful if they only have
  to maintain a limited range of hardware as
• Simplifies maintenance as they only need to be
  familiar with limited hardware
• Competitive Maintenance Contract with
  Manufacturer as more particular h/w
• Also better for users as consistency between
  computers peripherals. In reality the above
  isnt always possible because to replace all
  certain hardware at one go is too expensive. Have
  a rolling program of replacement staggered over
  3/5 years to keep up with advancements.
• Configuration Configuration of the network
  infrastructure (topology, type of cabling,
  bandwidth) needs to be future proofed to allow
  extra capacity to add more workstations and
  printers allow an increase in network traffic
  increased storage space for data. The operating
  system needs to be configured to allow different
  types of user, different software available at
  certain workstations etc.

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The range of user needs must be considered in the
IT policy

• After all IT systems are put in place to make
  the job of the employee more efficient!
• User needs are very diverse. Jobs carried out by
  different personnel will have different ICT
  needs. Some will require a dedicated workstation
  with specialised requirements eg engineers
  working on a CAD package. Other staff may use a
  computer for occasional data entry.
• Existing user skills, user confidence and ability
  to adapt to change must be considered

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Methods of enhancing existing capabilities

• Future proofing
• Defn concerns finding ways of making sure that
  a system has a reasonable life expectancy and
  doesnt need replacing too soon
• Rapid changes in technology mean old hardware
  cannot run new software. So buy computers that
  have the capacity to run more powerful software
  than current software by considering RAM,
  processor power and hard disc space.
• Need software must be backwards compatible in
  order to use old data. New disc drives should be
  able to read old discs.
• Back up data often in case of data loss or
  corruption (ch15)
• Network configurations need to allow increase of
  network traffic and additional workstations.
  (Wireless connections and portable laptops also
  add flexibility)

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1. Upgrading hardware and software

• Hardware and software development
• If hardware and software are kept for a long
  time (5 years) they become obsolete. Hardware
  parts are not available. Manufacturer maintenance
  or backwards compatibility not available. Thus
  your computer system will slowly fall apart!
• Software development may mean that new software
  can do a job much more efficiently than old
  software. More up-to-date competitors can put you
  out of business. Changing software means you may
  have to change hardware.
• New operating systems may not support old
  hardware and software

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2. Upgrading hardware and software

• Organisational ethos
• The organisation may have a policy to upgrade
  hardware after a certain length of time to
  provide an up-to-date image and maintain good
  staff morale
• Up-to-date technology can inspire confidence in
  customers and hopefully provide a better service.
• Task-driven change
• Changes in the way tasks in the company are
  carried out might force an upgrade
• Eg Electronic portfolio based GCSE course forces
  pupils to be able to access the school network
  remotely.
• Eg Salespeople need to be able to collect client
  sales directly means laptops issued and upload of
  laptop data to the main computer. Case Study 1 P
  137

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3. Upgrading hardware and software

• There is some new software in the market place
• Are the extra features be of real benefit?
• Is it better to wait until the software has been
  tried and tested by other rival companies
• What are the training implications staff time
  cost..
• Will it run on the existing hardware?
• Is it backward compatible?
• Does the company buy the full version or the
  upgrade? The upgrade is cheaper but has to be
  applied on top of the existing software. If the
  software has to be reinstalled then each upgrade
  must be reapplied in order. Case study 4 - P140

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Emulation
Defn A software emulator is a program which,
when running, makes the computer appear to work
as another type of computer. Hardware emulation
chips are available too.

• If new computers are bought by a company and some
  of the old software is incompatible then it may
  be possible to run the old software using an
  emulator.
• Good for short term fixes
• Good for allowing a greater range of software to
  be run from one platform
• Bad for performance as computer has to run extra
  software which slows it down
• Bad for functionality as might not be able to
  run all parts of the program

Im a lady!
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Policy and Strategy Issues, the syllabus says

• Understand the need for an information technology
  policy. Understand the strategic implications of
  software, hardware and configuration choices for
  an organisation.
• Appreciate the range of needs of different users.
  
• Methods of enhancing existing capabilities -
  Future proofing
• Discuss the reasons why organisations may wish to
  upgrade hardware/software provision. Factors
  could include hardware/software development,
  organisation ethos, task driven change, software
  change.
• Emulation - Understand that hardware and software
  exists which allow packages to run on different
  platforms, and the advantages and disadvantages
  of these approaches.

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Essay question

• 9. A local council has decided to standardise the
  ICT systems across all its departments. This is
  due to problems experienced in transferring data
  and staff between departments.
• Discuss the above statement. Include in your
  answer
• ? the benefits that the staff may gain from this
  approach
• ? the benefits that the council may gain from
  this approach
• ? the reasons why staff may not wish to change.
•  
• The quality of language will be assessed in your
  answer (20m) Jun02