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FEATURES OF IT SYSTEMS (Impacts (There is often a high initial cost to…
FEATURES OF IT SYSTEMS
Stock Control
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Database software running on central servers that links to EPOS till systems are used to accurately monitor current levels of stock by automatically updating stock levels when sales are made.
The system will record minimum and maximum stock levels for items and can alert staff when stock levels are too high or low for action to be taken.
An example would be alerting staff to reorder new stock when it reaches below its minimum level. This minimum level can often even be calculated automatically based on current sale rates for the item. The system may also automatically generate orders for suppliers.
This automated stock control can also allows the business to implement ‘Just In Time’ (JIT) stock control, where products are only ordered as they are needed. This allows them to hold less stock on site which really helps improve efficiency.
Advantages/Disadvatages
Advantages
Stock levels are recorded more accurately and re-ordering stock can happen automatically once a reorder level is met. This means businesses are less likely to run out of stock.
Less stock will need to be held, especially with JIT. This can allow the business to save money on storage space and can reduce the likelihood of wastage.
Disadvanatges
Stock control systems can be very expensive to implement. It also will likely require additional training for staff which will add additional costs.
Stock levels are not always accurate due to theft and so a completely automated system won’t be aware of this and way lead to a business running out of stock.
General Office Tasks
The completion of general office tasks is now almost always completed using IT systems. Office software applications are used for tasks such as producing reports, drafting correspondence (e.g. letters and emails) & transcribing meeting notes.
Other examples include accountancy applications that can be used for managing finances, generating invoices and producing company accounts. Video conferencing software is used for holding meetings with clients and colleagues remotely, while email software can be used to improve communication as well as for scheduling appointments.
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Data Logging
This allows us to monitor and record data 24/7 at very regular intervals to give us detailed data to work with.
Data logging is used in a wide range of industries. Automated health recording logs data on many factors, such as vital signs to capture the state of a patient over time and can alert staff of changes in their condition.
IT systems can use data loggers that connect to sensors in order to monitor a process and automatically log the data it gathers from its sensor readings.
Flight data recorders collects data on aircraft performance. We commonly know this as the “black box” and it’s heavily used in accident and emergency investigations to discover why something went wrong on a flight.
Advantages/Disadvantages
Advantages
Automated systems using sensors allow for logging without human intervention and with far greater accuracy than manual data logging.
Data can be logged far more regularly over long periods of time which allows for much better tracking of changes over time to spot trends and patterns.
Disadvanatges
A lot of data logging sensors rely on wireless connectivity. If this is interfered with, or something goes wrong with the sensors, then readings can be missed.
If the sensors have not been calibrated correctly then all of the readings taken will not be accurate which will lead to incorrect conclusions being drawn from the data.
Data Analysis
Data analysis is used in many different applications. For example, in supermarkets loyalty card schemes are used heavily to gather data on customers.
Data mining is a term we use that describes a particularly area of data analysis where extremely large data sets (often referred to as “big data”) are analysed in order to predict future trends.
Such as using buying habits to predict a customer is pregnant and targeting those customers with promotions for nappies, etc.
Data, such as that gathered by data logging, often needs to be analysed. This allows a business to spot patterns and trends and to analyse the performance of their business, or of employees.
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We also see similar data mining performed in e-commerce websites like Amazon. When you purchase a product it will often advertise other products you may be interested in. This is through in-depth analysis of customer buying trends based on similar purchases as well as your purchase history.
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Security
We also see IT system used for security in retail stores. CCTV cameras allow the monitoring of customers and RFID tags can detect when an item is taken out of the store without being sold via sensors located at the exits.
Some people even use CCTV now in their own home. These can often even be linked to the internet so we can view the cameras remotely to be sure our home is secure, such as while on holiday.
In our own home and in business we IT systems are commonly used for security. For example, window sensors, door sensors and motion sensors are used that can be activated via a digital control panel. When activated the system will trigger an alarm should the sensors detect anything. This can even be linked via the internet to a security team who can come out and investigate alarm triggers.
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Creative Tasks
Another area we see IT systems used for creative tasks is with graphics editing. This could be the production of original art work, such as creating logos in software like Adobe Illustrator, or editing existing images, such as touching up photos using software like Adobe Photoshop.
It is now common for most creative artwork like this to be done using computers. For example comic books are now usually drawn using a graphics tablet and graphics editing software on a PC.
Creative tasks are now very commonly performed on IT systems, rather than the manual alternatives. For example, Computer-Aided Design software is used to produce technical drawings for things like products, packing, buildings, cards & many other things.
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Advertising
Online advertising has given companies the ability to precisely target people who will have an interest in their products. For example, social media advertising, where companies can display adverts to users based on their profile data or groups they follow.
Popup/sidebar advertisements, adverts on streaming video and search engine adverts are also all used to advertise to customers. These commonly use your browsing history and search terms to target you with advertisements.
It’s not just with online advertising that IT systems are used though. Posters, flyers and other types of print advertising are produced using desktop publishing software like Adobe InDesign.
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Manufacturing
A simple example of this that has become quite common is with the use of 3D printers which can be used in the production of things like action figures. However more complex manufacturing is used in the form of robotics on the production line.
Car manufacturing uses robotic arms for the stamping, shaping and welding of cars in an almost completely automated manufacturing process. This way a car body shell can be produced in just a couple of minutes.
We saw how CAD software is used to produce designs for products, packaging, etc. The designs we produce using CAD software can be manufactured automatically using Computer-Aided Manufacturing (CAM) controlled machinery.
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Impacts
There is often a high initial cost to purchasing new IT systems and training staff to use them. However they usually save money in the long run by allowing the business to run with less staff.
The implementation of an IT system takes time due to lead times for delivery, testing and downtime for installation. This can leave the business without a functioning system costing them business.
IT systems can help a business meet employee needs by making their jobs easier, more efficient and safer. They can help a business meet customer needs by improving communication and tracking service quality.
When replacing or integrating an IT system there is usually downtime as well as a period of teething problems. This can cost the business money and harm it’s reputation.
Poor user experience can impact on employee productivity. Such as if it is difficult to user, has poor performance, is not easily available or is not accessible to those with disabilities.
IT systems support productivity by allowing businesses to function longer hours and saving time. However they can lead to distracting employees and poor productivity if IT systems stop working.
IT systems have changed working practices. We can now work more flexibly, such as at home, but can often find expectations of being available 24/7.
User support is required for IT systems. If it isn’t in place employees will not be productive and may not use the system at all. Having user support available is expensive to the business.
Businesses need to keep themselves secure from threats to IT systems. This is expensive, but if they don’t they could be fined under the data protection act.