IS Plan Implementation

One of my classmates gave me the idea on where to base my answer on what are the steps in order to expedite the implementation of the IS plan since I also have a copy of the PDF file that was given by RSG about Strategic Planning.

Before the implementation of the IS plan takes place, we must already have our plan for the implementation. It is important to plan so that we can prepare and to make it much easier for us to handle the inevitable and unexpected issues that would come up during the process. That is why we are required to plan not only for the implementation of an IS plan but for our future as well.

Given the question, what are the steps in order to expedite the implementation of the IS plan, I would also assume that the question refers to actual implementation of the IS plan since the following steps are to be taken in the implementation of the plan:

The first step is to (1) coordinate with all the persons involved. Persons who will execute the plan need to be informed about the plan and of course on how they are going to execute the plan. The IS team should coordinate with all the persons involved so that whenever there are problems or issues regarding the implementation will be solved immediately and for the implementation not to take long.

The second step is to (2) assign responsibilities and set timelines. Persons involved in the implementation of the plan will be given roles to portray and responsibilities in the form of work plan and staffing plan. Timeline with completion targets will be established for each of the activities involved in the process of implementation. Developing work and staffing plan is important to make sure that there will be an organization of work as well as setting timelines to expedite the implementation.

The third step is to (3) resource the project or initiative and document in the form of detail budgets. Resources not only of money but also of knowledge, of strength, etc. are needed to successfully implement the IS plan. When out of resources, how could the university implement the plan completely and successfully and on time or earlier? Furthermore, it is recommended to make a documentation of the resources including the money spent to recognize how these resources are doing and where they are going. We may not know they are doing not fine and going out of nowhere.

Fourth is to (4) monitor progress to evaluate if the desired outcomes had achieved, to see if still on the trail or if still following the timetable also to find out if there is a progress or not. By checking the details of each of the tasks or summary task, we are better informed on the overall progress of the implementation.

Lastly, (5) correct and revise action plans. The original plan should be examined every now and then for detection of errors. Once errors are detected and revisions are made, the actual results of the revised action plans and the original plan should be compared or evaluated to look for the differences again for the errors, and to mull over what are the changes to be done, and what are the things to be added or subtracted.

Own Version: 1.3

The above figure is a data flow diagram for the enrollment system of the university in which it shows the flow of data of the said system.

Outsourcing vs. In-sourcing (The Second Time Around)

Which is better, to outsource or in-source? This question has been an issue not only in our university but also most especially in the business world wherein there is a high-level of competition among organizations. In MIS 1 (Management Information System), we were also asked to answer the question about outsourcing and in-sourcing that is related to the question I am answering right now. However, same as my first answer I am more into outsourcing side. Why outsourcing? Well I think, when we talk about advantages, outsourcing can give more of it.

Most of the organizations right now are outsourcing. They do outsource to help them do their works and for them to become globally competitive. Outsourcing really is an advantageous to the organizations especially those who lack of modern equipments and IT Professionals. For USEP, I will recommend outsourcing. My classmates already stated the reasons. However, one thing is for sure, the university will be helped to achieve its vision. Although we can say that it takes many cash, it is worth the cost when we speak of the outcome and the benefits. When we do outsource, it does not mean that we are ignoring the IT Professionals inside of the house or university, it is just because we need others to help us improve and achieve our vision. The university can also have focus on its primary role that is to prioritize students. Focus on the primary role is also one of the very reasons why organizations choose to outsource. Organizations can fully serve their clients at its best. With the help of other organizations, problems within the organization that are being outsourced can be solved and the service that they are giving to their clients cannot be interrupted. Talking about service interruption, just like what my classmates have stated above about the recent issue in the university, two of the IC faculties were given a task to develop a new enrollment system for the university. They were supposedly our teachers for the two subjects this semester but because of the task that was assigned to them; they had to give up their classes. Classes for the two subjects were delayed since there was a need of replacement for the two teachers. If the university had chosen to outsource, they would not have to pay for the teachers who substituted the former teachers of the subjects, classes would not have interrupted and time of the students could not have wasted. On the other hand, the opinion of mine is based on the information I have read about the power of outsourcing, its edge and on what I think is right and I do respect the decision that has made by the university.

Own Version: 1.2

Organizational Change

Based on the data I have gathered, among the four types of organizational change, the most radical type is paradigm shifts. The most common is automation and also the easiest. Automation and rationalization of procedures are slow moving and slow changing strategies. These two types of change carry low rewards but offer little risk. In contrast, business reengineering and paradigm shifts are faster; carry high rewards but offer high chances of failure.

Change is constant. Many have changed for the better but others are for worse. Others choose to be adaptive than to be predictive because they have this thought that not all things can be predicted. And it is all because life is a constant change. But for me, I am not really into adaptive side; I choose to be predictive rather. Change makes me nervous at times and I am not that person who can easily adapt but not quite long which is I know wrong but still I am working on it.

To understand each type and to know the reason why paradigm shifts the most radical type let us first define each of them. Automation deals with the use of Information Technology (IT) in order to speed up the process of a certain task. Rationalization of procedures is the reformation of operating procedures, removal of bottlenecks to make the operating procedures of the organization more efficient. Business reengineering is the redesigning of the business processes to improve measure of performance while paradigm shifts is the re-conceptualization or change of the nature of the business and the organization itself.

Talking about paradigm shifts as the most radical type of change, organizations could have major disruption when it is done. Although we could say that it is very dangerous because it talks about extreme change and taking high risk but still many of the organizations use it and also business reengineering. Why extreme change? As defined above, it is because it deals with changing the very nature of the business, the structure of the organization and it also deals with new products or services. Same as other individuals, organizations use paradigm shifts as their strategy to change in order to stay competitive. I have read from an article that because of the global economic pressure, organizations realized that they have to take on the challenges to meet the demands of their shareholders.

All types of change could give an organization a disruption but in two most common types – the automation and rationalization of procedures, usually, it can be managed. For the rest, especially the highly disruptive, most dangerous and most radical type of change which is paradigm shifting, it needs a lot of care and should be done well. And if done well, it can give tremendous rewards.

References:
http://www.santarosa.edu/~ssarkar/cs66fl06/ch14notes.htm

http://eclass.yonsei.ac.kr/ksim/under/note/Ch13.pdf

Own Version: Verse 1.1

Use case diagram is used to present in a graphical manner the functionality of a system. Use cases are the goals of an actor or the functions that an actor carries out. By the use of this diagram, functions of a system that are to be performed by an actor can be specified.

The above figure is a use case diagram that presents the enrollment system of the university. Use cases are represented by ovals and the actors are represented by stick figures. The connecting lines between an actor and a use case represents as the association to show that an actor carries out a use case. The figure shows the use cases that a student should perform for him/her to be officially enrolled and the other actors who are involved in the system.

Data Gathering

As I have known myself, I am not what anyone would call verbose but sometimes aggressive, loud, playful and whatever. There are times that I am quiet and times I am not. When I am in my silent mode, I used to think about anything that goes into my mind and observes the things surround me yet it is somewhat helpful because I am learning and I could have my realization after.

Based on the description of my personality that I have stated and on my choice, I could say that I would choose interviewing not because I am more comfortable with it, it is because I love the feeling (not very). I love the feeling going to companies a little bit terrified and excited. I love the feeling going to companies seeing the employees busy with their works and I love the feeling of being cold because of the air-conditioned rooms.

Among the data gathering techniques, interviewing is the most challenging for me when talking about confidence, guts and patience. You must have complete confidence in order to be good in doing such thing and to have a good outcome. You must be brave to avoid bulges while speaking and not to forget the things to say. And I do agree because I already experienced the same thing. I was very nervous at that time, I was lack of preparation, and it gave me so much trouble that made me forgot the things that I have to say even the beginning of my talk. I was totally blackout. You must also have the patience when the person from whom the information is sought keeps on talking even if the words coming are not on track anymore and if the treatment is not good to you. And as an interviewer, you must be attentive and smart in order to keep the conversation going. Ask proper questions to draw out further information, and contribute some ideas of your own on the subject being talked about.

Talking about being comfortable with, I could say that I am more comfortable with document review, observation and use of questionnaires because I do not have to talk much and no so much pressure. When using document review, I just have to rely on papers and study those. In observing, of course, I just have to observe and interpret. And when using questionnaires, I have to construct questions that would cater the information that I need then give it to the assigned person and wait.

I could say that I could get sufficient information when using interviewing. I could make sure that the information that was gathered is from a reliable source and not just a bulk of falsified papers. I could easily ask another question when needed and I could easily make clarifications if there is. It would also help me build more my self-confidence, learn more how to get along with other people not of my own age and learn to converse easily, naturally and effectively. It is also a practice for me to be ready in the future because as it has been said, as we grow older, we encounter new and different types of situations. More and more, we are expected to take part in social conversations. I might be exposed regardless of my major like having communication either verbal or written to some tasks.