Scenario- BizOps Enterprises

BizOps Enterprises is a national retail business specialising in a range of exclusive products.

BizOps has over 150 retails, online and phone order outlets across Australia, and over 1300 full-time, part-time, casual and contractual members of staff.

BizOps is committed to:

• providing high quality and innovative products and services to customers
• meeting the changing needs of customers
• offering innovative product solutions
• delivering speedy and personalised service
• employing professional and enthusiastic staff
• providing clean and 'green' products and services
• adopting sustainable work practices
• undertaking continuous improvement processes.

BizOps is known for its enthusiastic and inclusive culture. BizOps seeks to maintain professional and well-supported staff.

You receive an email from Chang Lin, Manager: Business Operations

Subject: Information management key issues and recommendations

Hello,

You have been the director of manufacturing for BizOps Enterprises for almost five years now, and during this time you have relied on the BizOps database for key decisions.

Unfortunately, there has been a marked increase in the manufacturing defect rate of several of BizOps's signature products. Due to this, a multi-million dollar sale to one of our most important customers is in jeopardy.

With the increase in new technology, the move to web-based reports has become inevitable.

I need you to write a report for the planning committee that addresses current information management key issues and provides recommendations on how to better manage the BizOps information management system (IMS).

To assist you, please refer to the Current information management issues and the General purchase information management system guidelines, both provided below.

Regards,

Chang Lin

Manager: Business Operations

Current information management issues

1. Too many disparate information management systems
2. Sharing of passwords and access into BizOps networks without permission
3. Issues related to employee privacy, security of company records
4. No integration or coordination between information systems
5. A range of legacy systems are in need of either an upgrade or replacement
6. No clear strategic direction for the overall technology environment
7. Limited and patchy adoption of existing information systems by staff
8. Poor quality of information, including lack of consistency, duplication, and out-of-date information
9. No recognition and support of information management by senior management
10. No resources for deploying, managing or improving information systems
11. Lack of enterprise-wide definitions for information types and values
12. A large number of diverse business needs and issues to be addressed
13. Lack of clarity around broader organisational strategies and directions
14. Difficulties in changing staff working practices and processes
15. Limited learning opportunities
16. No contingencies for system failure
17. Internal politics impacting the ability to coordinate activities enterprise-wide

General purchase information management system guidelines

The general purchase information management system (IMS) gathers information on:

• purchase conditions
• the best supplier
• the possible cuts in purchase costs
• storage costs
• handling cost cuts
• the optimum order quality
• delivery terms and conditions
• training requirements for purchasing staff
• the purchase risk level.

The IMS also aims to provide market research information and field data based on an appropriate sample.

Procedures

Read the information you have been given. Present your findings in a word-processed report,

Include responses to the following tasks in your report.

1. Organise learning to use the information or knowledge management system:
2. Identify the learning needs of relevant BizOps personnel, and planned learning activities to enable them to use an information or knowledge management system.
3. Identify the secure human, financial and physical resources required for learning activities to use an information or knowledge management system, and how you would provide them.
4. Explain how you will organise and facilitate these learning activities.
5. Describe how you will monitor and document the effectiveness of the chosen learning activities.
6. Explain how you will monitor the progress of planned activities and schedules.

1. Manage the use of the information or knowledge management system:
2. Describe how you will ensure implementation of policies and procedures for the information or knowledge management system are monitored for compliance, effectiveness and efficiency.
3. Discuss how you will use correct application of policies and procedures for the information or knowledge management system.
4. Explain how you plan to address implementation issues and problems as they arise.
5. Describe how you will adhere to commercial confidentiality.
6. Explain how you will monitor integration and alignment with data and information systems and ensure effectiveness of appropriate policies and procedures.
7. Describe how you will collect information on achievement of performance measures.
8. Describe how you will ensure the correct management of organisational records.
9. Describe how you plan to manage contingencies, such as system failure or technical difficulties, by accessing technical specialist help when required.
10. Discuss the implemented strategies you will deploy for a diverse range of colleagues and clients in order to build rapport and foster strong relationships.

1. Review the use of the information or knowledge management system:
   1. Explain how you will analyse effectiveness of the management system and report on strengths and limitations of the current BizOps system.
   2. How effective are the current General purchase information management system guidelines?
   3. Describe your research method and how you critically analysed documentation from a variety of sources to determine requirements.
   4. Explain the business and operational plan review process and how you determine its effectiveness.
   5. Provide your proposed knowledge management system outcomes.
   6. Describe the importance of taking full responsibility for following policies, procedures and legislative requirements.
   7. Explain how you will encourage the BizOps team to take responsibility for planning and sequencing complex tasks and workload.
   8. List the recommendations you will make for improvement to the current BizOps management system, policy or work practices as appropriate.