Year 13 AVCE ICT

1
Year 13 AVCE ICT
1

• Unit 2
• ICT Serving Organisations
• 2
• The structure of organisations
• Types and forms of communication

2
Aims
2

• To know what tasks functions within an
  organisation are responsible for (recap)
• To know the different types of organisation
  structure
• To be able to construct an organisation chart for
  the school
• To understand the information requirements of
  organisations
• To know the different types of information that
  can be communicated
• To apply this information to a given scenario
  and
• be able to consider the forms of information
  used in a system
• how it is passed from one place to another

3
Recap
3

• Which function would be responsible for
• Dealing with the Inland Revenue?
• Accounts or Finance
• Conducting financial dealing with customers?
• Sales Order Purchasing

4
Recap
4

• Advertising the products?
• Marketing
• Gathering Customer opinion?
• Marketing
• Keeping records of hours worked and calculating
  wages?
• Human Resources

5
Organisation structure
5

• In large organisations job functions are often
  organised into departments
• Each department has a department manager
• There may be higher levels of managers
  responsible for several departments
• Organisations are classified according to how
  they are structured

6
Hierarchical Organisations
6

• In a hierarchical organisation there are many
  levels of management between the director at the
  top and people working in each department

Senior posts less staff
Junior posts - More staff at the bottom
7
Hierarchical organisations
7

• These organisations have strong levels of
  vertical communication
• Usually represented by a tree-like management
  structure
• Large traditional types of company and government
  departments have this structure
• They are very expensive to run. Why?

8
Hierarchical organisations
8
9
Flat organisation structures
9

• In a flat organisation there are fewer levels or
  grades of staff
• Emphasis is on communications across the
  organisation
• More likely to be the structure of a small
  business where everyone works as a team e.g.
  shops and family run businesses
• Advantages are staff are able to work on their
  own initiative more flexibility / creativity

10
Organisation chart
10

• Create a chart for the school follow the
  instructions
• First draw out on paper who should be at the
  top, who is on the next level
• For homework use either Word or PowerPoint and
  experiment with laying out a chart
• If using Word make sure you change the page to
  landscape, reduce the margins etc
• This must be completed by next Wednesday

11
The information requirements of organisations
11

• All organisations need to communicate information.

External
12
The information requirements of organisations
continued
12

• In order to design and implement successful ICT
  systems you need to understand the types of
  information that need to be communicated
• The types of information depends on the nature of
  the business
• E.g. A garage will need to communicate different
  information from a catalogue company

13
Sales Information
13

• Most companies have a sales department where
  goods or services are sold
• Records are kept of these sales
• Customers are usually given credit and have a
  certain period in which to pay (30 days)
• Sometimes full payment is required
• Sometimes a deposit
• The value of goods a customer is allowed to
  receive without advance payment is called that
  customers credit limit

14
Sales Information continued
14

• Customers place orders in a variety of ways. What
  methods can they use?

• They can use
• Their own order forms
• Order forms provided by the company (see page 61
  in book)
• Order over the telephone
• Order over the internet
• EDI (No paperwork computer to computer)

15
Sales Information continued
15

• Sales
• The customer places an order for goods or
  services
• The goods or services are supplied
• The customer is invoiced (a request for payment)
• The customer makes payment

16
Sales Information continued
16

• Memory Stick order

School makes order using own order form
30 days
Goods are supplied
Invoice is sent
Invoice is sent
Alternatives?
Customer Makes Payment
17
Sales Information continued
17

• Not usually as straight forward as this
• Customers dont always pay on time
• Companies have to send further requests
• Other problems may occur
• Customer might send wrong amount of money
• The Company may send out the wrong goods
• Customer may send goods back
• Why would ICT systems be a more efficient way of
  dealing with all these problems?

18
Sales Information continued
18

• An invoice is not produced where payment is made
  on purchase E.g.
• For orders over the telephone
• Orders over the internet
• Purchase made from a catalogue shop
• In this case a receipt is issued

19
Purchase Information
19

• Some organisations, such as retailers, purchase
  goods from suppliers and then add their profit
• All companies must purchase goods or services
  from other organisations
• E.g. Water, Electricity, Gas etc.
• Purchasing departments can be huge E.g. Armed
  Forces
• Why would ICT systems be a more efficient way of
  dealing with purchases?

20
Market Information
20

• Companies need to be aware of their market
• Marketing information is used to
• Plan campaigns to increase customer awareness
• Increase companies market share
• Devise new pricing strategies
• Direct development of new products
• To track competitor activity
• Name one way of gaining marketing information

21
Other information
14

• Operational information relates to the internal
  workings of an organisation E.g. decisions,
  responsibilities, times of opening
• Customer information?
• Supplier information?

22
Customer information
15

• Name of company
• Invoice address
• Delivery address
• Contact name (person in the purchasing
  department)
• Credit limit
• Average value of order
• Main products ordered

23
Supplier information
16

• Name of supplier
• Invoice Address
• Delivery Address
• Contact name (person in the sales department)
• Credit limit

24
Task 1
17

• In your group you will be given a scenario
• For each scenario you will need to think about
  the different systems for dealing with the sales
  of goods or services
• You must consider
• How information is passed form one place to
  another
• The way the information is communicated (verbal,
  paper-based, electronic, by post, by telephone)
• Use the sheets provided and present your
  conclusion to the rest of the class

25
Example Drive Thru McDs
17
26
Homework for Friday
17

• An organisation uses many different documents to
  cope with the day-to-day running of the business.
  Identify situations which could give rise to each
  of the following
• Quotations
• Requisitions
• Invoices
• Orders
• Statements
• Delivery notes
• Credit notes
• Expense claim forms
• See photocopy for more detail