Questions:

1. Compare the employee survey results (Appendix 5) with the business and operational plan objectives (Appendix 6). Decide whether the system is achieving these objectives based on the survey data.

2.Summarise your findings in the Performance Review section of your report according to the required specifications (Appendix 4).

appendix4:

Appendix 4: Information Management System Review Report specifications

Section title

Approximate word count

Executive Summary

100-200

Analysis

300-400

Performance Review

300-400

Recommendations for Continuous Improvement

100-200

Technology Improvements

200-300

Concluding Recommendations

100-200

appendix5:

Six months after implementing the system, the Cosmos Engineering conducted a survey of employees to get their opinions on how the system was functioning. The following pieces of qualitative data were extracted from that survey.

About 50% of employees are still using local copies of documents they have downloaded from the information management system. Of these, about 28% say they regularly check to see if the templates have changed but they still prefer not to have to download source documents every time.

The incidence of using old templates or documents has dropped by about 63%.

Most of the management staff involved in maintaining the information management system say they find it relatively easy to do. However, they would like the process to be more streamlined, because even though reversing mistakes is simple, it is time consuming.

70% of employees say that the search function on the information management system does not turn up all the relevant documentation, and they often have to conduct several searches using different search terms before they can locate the documents they're looking for.

57% of employees say that there are multiple versions of the same documents (including different templates with the same version numbers). These employees are not confident that they are using the most current versions, even when downloaded from the system each time.

88% of employees and managers feel that the newly developed policies and procedures align well with the functions of the system, and that they could find system procedures without using the help desk as their first line of assistance.

appendix6:

The following are objectives relevant to the information management system, taken from Cosmos Engineering's business plan that includes its strategic and operational plans.

Business plan objectives:

Reduce cost base by reducing time wasted searching for or recreating template-based documents.

Facilitate corporate governance reporting by maintaining easily accessible and consistent information that is stored in a digital format.

Capture and implement continuous improvement suggestions.

Operational plan objectives:

Ensure consistency of communication by creating and making available standardised information documents.

Streamline information retrieval processes by creating a single repository.

Reduce confusion and duplication of work arising from concurrent work on conflicting versions of documents.