Information Technology System and Management

Question: Describe about the Information Technology System and Management. Answer: Introduction Information system and Information Technology is one of the most effective technological advancements that needs to be developed with every organization in order to make their technological infrastructure developed and innovative that will be providing the good amount of profit and competitive advantages (Adams 2012). In this case the CIOs have responsibilities in making these infrastructures better and well developed. All of the demands and organizational structuring considered with the developmental perspective of the organization is being explained in this report (Avery 2012). IT and IS strategies and role of the CIO is very important for the development of the organization. All of these aspects is making a combination and will be helpful to the organization in realizing the important facts and aspects that will be making the organizational information structure better. Part 1 CIO of HP Hewlett Packard has Ramon Baez as their global chief information officer in order to maintain all the detailed aspects of information system and information technology within their organization (Caplinskas, Dzemyd Lupeikiene 2013). Ramon had an expanded version of experience over several years in several domain oriented companies among global Fortune 100 companies in the following sectors: technology, packaged goods manufacturing, aerospace, defense industries with services and products for particular scientific community. Prior to the joining in Hewlett Packard Enterprise, he served for the position of Global CIO of HP. In addition to this, this legend also served as VP of IT. In Kimberly- Clark Crop, he served as the smoothening the wide information system for the organization. In addition to this, he also served as the CIO of the Thermo Fisher Scientific and Honeywell Control and Automation Group (Continuing innovation in information technology2012). In contrast with this his exp eriences he completed his course in Northrop Grumman by spending 25 years of study related to CIO for companys electronics systems sensor sector CEO of HP CEO of HP is Dion J. Weisler. He is famous as the Australian businessman. He was appointed as the CEO of HP form the month of November of 2015 (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). Weisler was born in Australian segment. He completes his bachelor degree from Monash University in Computing. CFO of HP Catherine Cathie A. Lejak is the well known CFO of Hewlett Packard (HP). She becomes the CFO of HP in the year of 2007. In addition to this, she was recognized as the interim CEO of the organization form the year of 2010 (Fue Sanga 2015). During the period she was governing HP as the interim CEO, the organization paid a record 325 times Ebitda for 3PAR in a bidding war with Dell Computer (Lu 2013). In addition to these above information, she was served as the Senior Vice President and Treasurer of HP from the year of 2003. In the year of 2007, she was serving Neoware Inc. as the Director. CMO of HP Antonio Lucio is the Chief Marketing and Communication Officer of HP. As the CMO of HP, Antonio leads the organization in the field of global marketing that involves branding, increasing the demands strategic event organization and making global communication smother (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). He has the experience of 25 years in the field of marketing, branding and global business perspective management. Before joining HP, he spent almost 8 years in Visa as the global chief marketing and communication officer, who was responsible for the designing and implementation of global product and brand marketing platforms with the corporate communications aspects. HR director of HP All the human resource activities of HP are controlled by Tracy Keogh. She was responsible for all the strategic human resource activities related to HR process, compensations and other important aspects that need to be managed by the HR director of the organization (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). Her experiences and knowledge about the facts related to the human resource helped the organization in solving many issues and helped in recognizing the weakness of them. Part 2 Business Situation Hewlett Packard or HP is not only considered as the manufacturers of the personal computers but also it are dominating the printing market and IT services as well as enterprise infrastructure sectors. In addition to this, the organization is also growing as in the field of software sectors (Mason Ramsey 2012). This aspect is also making the entire IT world competitive. Two previous CEOs of the organization have failed in successful strategy making for the development of the organization. The organization is recognized as worlds 11th valuable brand in the field of information technology and information system. According to the surveys done on the financial and other important positioning aspects of the organization it is found that the organization is gaining revenues increasingly and the management of HP was continually being expanded in spite of the shrinkage detection in the competitive marketplace (Materials science and information technology II2012). HP is growing impressively i n the contemporary times in comparison with the concerned scenario of the organizational development. The organization has invented three step plans for concentrating on the strength, weakness and other important factors that should be noted as the concerned facts within the organization. They have selected stabilized management scheme implementation for the development of the organization. They improvised their production scheme with the help of consolidated product scheme for the improving their production schemes. Business Needs Information technology has made the entire technological world dependent on the technological advancements (Meghanathan, Chaki Nagamalai 2012). In most of the cases there are particular some business needs detected for the development of the organization as well as business perspectives. These perspectives involve the followings: increase in productivity, growth of business, reduction in cost margin, and dynamic strategies. All of these aspects involve strategic business needs that will impact on the sustainable success of the business perspectives of HP in the competitive marketplace. Increase of productivity involves the following aspects: automation of the business process to control the business process, simplification of the management, performance boost ups in order to maintain the system development and architecture improvements. In contrast with this aspect, the growth perspectives are related to the live customer data (Park 2012). IT solutions are there in the business of H P in order to unlock the new business opportunities. Except all of these aspects that are mentioned above, reduction in cost for the developmental perspective of HP is also one important aspect that needs to be considered in order to maintain the system architecture and organizational development (Ramage 2012). The competitive nature and innovative trends will make the system architecture of HP better in making the organizational structure better. Business Priorities HP has several business priorities to be considered. There business perspective is not only limited to the information system and information technological perspectives but also it is related to the organizational development perspectives (Stroud 2015). There a core business perspective involves Network function virtualization. This NFV have some of the important key business drivers that impact on the development of HP. The top business drivers of the network are the reduction of the operational expense (OpEx). The second key NFV driver is increased amount of agility and flexibility that scales the demands of the customer perspectives. Third key driver according to the business priorities is the driving of new revenue structures. In contrast with the present situation, this key driver had a sudden drop in last year that is 2015. In contrast with the situation analysis and business need analysis, it is found that the NFV within HP has enabled the sharing of resources between the prev ious services as well as among the concerned prospects of the organization (Witkin 2012). All of the above mentioned perspectives are considered as the business priorities of HP that they want to implement and involve within the organization. Increment of orchestration will make the organization improved. Organization- Structure and Capabilities Organization structure: The organizational structure of HP is comprised of the important and crucial heads of the organization. This structure is given in the following figure- Figure 1: Organizational Structure of HP (Source: Xu 2013) The above figure shows the organizational structure of HP in order to make the system architecture clear and defined in front of the organizational members as well as to the customers in order to make the entire workflow smooth (Zhang Jin 2012). The organizational structure of the organization is mainly focusing on three areas of concentration, these are personal system groups, imaging and printing group and the enterprise business group (Adams 2012). Except all of these groups there are one extra group to be analyzed are enterprise business group. Capabilities: The organizational structure is enough strong that it will be supporting the developmental aspect of the organization (Caplinskas, Dzemyda Lupeikiene 2013). According to the data collected from the customer experiences, it is found that the organization is having high amount of business productivity, impactful communication and networking technological advancements, data centric architecture, data storage and collection of information about the information peripherals. In addition to this, the security aspects are very important in order to make the system architecture more secured with the right choice of data structures (Continuing innovation in information technology2012). Business Challenges, Risks and Approaches used to resolve/ mitigate those Business challenges and Risks There are mainly two business challenges highlighted in the contemporary business development scenario of the organization. In contrast with the developmental aspect of the organization it is found that the organization is facing challenges while shifting from the manual system architecture to the cloud base set up. Second challenge was the organization was shifting away from the segment of printing business (Fue Sanga 2015). All of these two aspects were very much impactful for the organization. Mitigation approaches of the challenges and risks Hp resolved all of these problems by combining their business goals with the leading IT giant Microsoft. Microsoft offered them the support for overcoming the organizational as well as information system challenges. IT Challenges, Risks and Approaches used to Resolve/ mitigate those IT Challenges and Risks There are mainly two risk aspects that were being highlighted and introduced by the organization in order to make their system architecture more impactful and innovative and trending for making their system more useful in the contemporary times. They were facing challenges in the field of information management, governance and data storage (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). With the help of human generated huge amount of data volumes were affecting not only the internal but also the external structure of the data management related to HP. For this aspect the organization is trying to mitigate their problems in order to mitigate those. In order to resolute these issues and problems they have implemented two software solutions with their organization. Mitigation approaches of the challenges and risks There are mainly two software solutions available in order to reduce the impact of information management, governance and data storage within the organization (Lu 2013). Detailed information about these two software solutions are given as follows: HP Storage Optimizer: Storage optimizer is nothing but a new offering that is combining the File analytics and policy based storage tiering. The entire combination of these technologies reduces the total volume of storage (Mason Ramsey 2012). As a result of this aspect, the shrinkage cost and complexity is also reduced and unstructured data structure gets sequenced. HP storage optimizer helps the organization storage in resolving the risk associated with the storage aspects involved in HP in order to maintain the organizational development (Meghanathan Chaki Nagamalai 2012). The analytics involved in the information technological aspect of HP helps the CIO of the organization in resolving the issues of the organization as well as taking care of the organizational informatics. HP ControlPoint delivers intelligent path to cloud: ControlPoint is nothing but one software solution that will be analyzing the enterprise information and automatically it will be migrating the data. For this aspect the organization is using the following software technologies: cloud, Hadoop or virtual repository (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). This solution is an integral part of the cloud modernization strategies and helps the organization in prioritizing the moving of information into the cloud. All of these aspects helps in solving the issues related to the cloud set up and cloud software platforms. IT- Infrastructure and Operations IT infrastructure management is nothing but the methodology for any specific organization that will be helpful in measuring the technological advancement as well as the business perspectives of the organization. IT infrastructure operation and management is one of the best measures that involve the best aspects related to the information system and information technology (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). Hp can improvise their following aspects and perspectives with the help of the IT infrastructure management: improvement of service quality and customer preservation and improvement of operator efficiency and quality. The monitoring procedures of the above mentioned aspect within HP are explained as follows: monitoring of end user experiences, detection and resolution of problem proclivity, improvisation of efficiency and reduction of cost with increasing agility (Meghanathan Chaki Nagamalai 2012). There are several specified heads that are inv olved in order to monitor the IT infrastructure management in HP, these are HP system manager, HP Operation managers etc. Information Systems There are several information systems available in order to innovate and improvise the system architecture of an organization. In contrast with the organizational goals and objectives of HP two specific information systems can be suggested as the best applicable to this organization (Park 2012). These are customer relationship management system and business intelligence systems. The customer relationship management system comprised of the CRM system architectures as well as purchasing trends going on within the organization. In contrast with this perspective, business intelligence system is also one of the most effective and innovative information system that is going to develop the organizational as well as informatics structure of the organization (Ramagg 2012). Business intelligence software involves various data warehouses, BIS system architectures etc. A CRM system helps to develop good customer relationship as well as improved organizational structure. Budgets and Spending According to the budgets and spending aspects, HP is at the best position. The budget and spending is entirely based on the research and development perspective of the organization (Stroud 2015). The organizational expenditure is entirely based on the research and development perspectives. In contrast with the expenditure, it is found that the organization has invested 2.38 billion U. S. dollar in order to improve the organizational structure and information system and information technology. All of these expenditures are calculated with respect to the experimental and research development data collected from the 1998 to 2015 (Laptop Computers, Desktops, Printers and more | HP United Kingdom2016). All the data collected during these years, the structure is developed and improvisations are performed. Part 3 Roles of CIO in HP The CIO (Chief Information Officer) plays an important role for the management of the information technology strategy and the computer systems used in the organization. The CIO is focused on the management of the technical projects and formulating the goals of the organization (Jose 2012). The CIO is responsible for monitoring the daily IT activities of the organization and communicates with the specialist team to manage the specific IT areas ("The evolving roles of the chief information officer" 2012). The role of the CIO changes according to the evolution of the organization and the organization becomes digital. The CIO reports to the CEO (Chief executive officer) and works closely with the information technology staffs to outperform its major competitors. The CIO have a close relationship with the chief financial officer (CFO), CEO, CSCO, CHRO, and the CMO of the organization. Impact of CIO over many years The CIO of HP have different responsibility than the CIO working in other organization an analysis id done on the roles and responsibility of the CIO in HP and it has been found that the CIO is responsible for the management of the information technology and the information system that supports the organizational goals (Tina 2012). Moreover, the CIO also have the responsibility o innovate, balance the IT budget, data management skills, Project management, collaborate and motivate the other employees for the growth of the organization. Expectation of Top Management from the IT/IS The top-level management has different expectation regarding the IT /IS implemented in the organization and are stated below: Meet goals and objectives conducting an effective project planning and management plan. Recognizing the needs of the customer service and suggestion for the improvement and expansion of the business (Mendona Sousa Neto 2012) Following the assignment consistently and meeting the deadlines as directed by the management Monitoring and providing feedback regarding the progress of the work Influence of CIO in HP There has been an increase in the competition in the IT market, the business world is rapidly changing, and it forces an organization to adopt new strategies in order to survive in the market. It is the responsibility of the CIO to manage the information system of the organization. The budget of the IT are shrinking and the technology is moving toward digital and it is difficult for the CIO to align the digital system with the current business system ("The evolving roles of the chief information officer" 2012). The challenges arising in the organization reduces the effectiveness of the CIO and causing them to not achieve their goals. The former CIO of Hp have divided the organization IT system into two parts. One of the part focuses on the customer while the other focus on the IT transformation. Te splitting of the CIOs role created two new companies named Hewlett-Packard Enterprise and HP Inc. The CIO has the most influence in the organization and the CIO of HP should have the capab ility to respond quickly regarding the change in the technology of the digital business world. Some key trends are required to be followed by the CIO regarding innovation and business strategy implementation for the further evolution of the business (Jose 2012). The CIO must influence the IT leaders to spend more time on the innovation of the business strategy. The risk arising in the business should be avoided and the cost related with the infrastructure management should be reduced. The CIO influences the promotion of the alignment between the business goals and the IT program and priorities. The development of the technical and the soft skills is the key requirement of the HP and the CIO must influence the IT leaders to develop their skills (Tina 2012). The CIO of HP must have good interaction quality and he must be able to communicate with the IT leaders and the other management staffs efficiently in order to manage the business process efficiently. Performance of IS/IT in HP The CIO have sought for positioning them in close proximity, logically and physically to the corner and executives of the office, ideally the Chief executive officer. However, meeting the goals of the organization they have a direct chain of reporting. HP uses different types of information system for the organization such as the Customer Relationship management system, Business Intelligence System and Transaction processing system ("The evolving roles of the chief information officer" 2012). The performance of the information system depends on the processing and the output functionality of the system. The Transaction processing system is used for the collection of user inputs and generates output based on the data. The transaction processing of the HP is based on the batch processing and helps the management to manage the batch without the involvement of the staffs. The customer relationship management system is used for the synchronization of the marketing and the sales effort. The activities of the customer including the purchasing trend, demand for the product, product defect and enquiry of the customer are accumulated in the system and the customer can also interact with the company through the system (Mendona Sousa Neto 2012). The business intelligence system is used for the analysis of complex data and extracts data for performing the operation and making decision of the organization. The implementation of the different information in the current business process of the organization automates the management process and reduces the involvement of staffs and thus the management team can focus on innovation of new technology that would help to grow the current business of the organization. Missing functionalities of IT/IS within HP Some of the functionalities of the information system used in the HP is missing that can lead the organization to loss its competitive position in the market. The knowledge management system is missing in HP, the missing can cause the organization leading to a low performance, and the different system cannot be integrated with each other. The knowledge management system can bring innovation in the current business system, in this system the different information of the organization are given as input and redistributed to the employees of the organization to add more information to the system (Jose 2012). The implementation of the knowledge management system in the organization helps the business to gain speedy response from the customer and enquiries from the other stakeholders associated with the organization. Weakness of IT/IS in HP The missing of the knowledge management system in the organization has led to the slow development of the innovation and decrease in the performance of the system. The response time of the current system is much slow due to the lack of the KMS and it is not possible for the organization to maintain its consistency all the time ("The evolving roles of the chief information officer" 2012). HP can also face problem during the integration of the new strategies in the business and thus it is important for HP to implement knowledge management system in the organization to improve its working. Improving steps taken by CIO within HP The steps taken by the CIO can be improved with the application of 80/20 rule in the organization. It is the Pareto Principle that states that the 80 percent of the effect or outcome is the result of 20 percent of the cause and the CIO to mitigate the issues regarding the information system can apply it. The 80 percent of the profit comes from the 20 percent of the contributor and for the calculation of the profit it is the same the profit is the gained for the effort of the employees working in the organization ("From the Chief Executive Officer" 2012). The CIO must interact with every personnel associated with him Challenges involved in improving stages The main challenges face during improvement of the strategies selected for the organization for the improvement of the business process is as follows: Developing the aim statement for the organization: Selecting the team members appropriate for making strategies Inform the stake holders involved with the organization and the change in the strategies may affect them Developing ground rules for the team at the first meeting (Tina 2012) Assigning roles and responsibility to the individual Building a good trust level for the team Handling conflicts of the team members in a professional way. Mitigation of challenges The challenges can be mitigated with the implementation of different techniques for the issues found in the organization. The aim statement of the organization can be developed with the involvement of the team and developing a draft from the team members. The CIO should monitor the activities of the team members and consider the members who have the willingness and ability to perform the operations (Tina 2012). The information system can be used for the analysis of the stakeholders and a continual analysis is required to be made for finding the missing stakeholders. Several meetings should be conducted with the staffs and the stakeholders for finding the needs to implement new strategies and develop the new strategy (Peters 2012). The roles and responsibility should be divided to the different team members such that everyone understands their roles and their upper level staffs should monitor them. The team leader with good communication capability must be chosen to avoid the friction arising between the employees and handle the team in an efficient way. Part 4 Proposition of IT/IS strategies for HP For the proposition of the IT/IS strategy in the HP strategic planning is required to be made that consists of the following criteria: Strategic planning should focus on the future of the organization and establish a foundation of belief and mission at present. The strategic planning should define the gaps between the current status and to the desired future position of the organization (Mendona Sousa Neto 2012) The planning should be made to stretch the organization to a new level of achievement and accomplishment focusing on the critical issues of the organization It should be a thinking process and can bring a change in the organizational practice. Proposal for the IT/IS strategies of HP are as follows: Confirm Readiness and Commitment the governing Board and management team of the organization need to understand the purpose and potential outcomes of strategic planning as well as commit to the process long term. 2. Prepare for Planning Session the managers of the organization need to identify the strategic planning team members and communicate to them about the process and expectations. Pertinent data regarding the current and historical status of the organization should be gathered in order to establish a baseline for the gap analysis (McCormack 2014). First Planning Session during this phase of strategic planning the following will take place: Clearly define the purpose of the process. Establish the "good faith" commitment by the team to the process. Develop the mission, vision, and strategic goals, etc. Communicate a Draft of the Plan Stakeholders need to be aware of the outcomes of the 1st planning session, increasing their understanding of and commitment to the strategic planning process. 5. Action Teams Organization members should be grouped into teams and trained in the action-planning model that is preferable to the organization, i.e., SMART goals (Aiken Gorman 2013). These teams will be charged with the creation of long and short range planning documents that address the strategic goals of the organization and measure the progress of the organization with respect to those goals. 2nd Planning Session the original strategic planning team meets for the purposes of reviewing and reaching consensus on the action plans created by the action planning teams affirming the Strategic Plan of the organization (Jose 2012) Formal Approval from the Board this provides the official approval and commitment of the governing Body for approving the Strategic Plan. Proposition of Technology Roadmap The key esteem recommendations for the proposition of the roadmap are stated as follows: The roadmap makes a valuable key system in which the CIO act as the driver of the activity, can viably arrange and organize the thoughts, goals and prerequisites into an abnormal state vital arrangement that would illuminate every downstream choice (Mendona Sousa Neto 2012). The roadmap likewise makes it far simpler for the CIO to impart the vital arrangement, its subtle elements to the different constituents from whom CIO should procure purchase in, and with whom the IP professionals should team up all through the improvement procedure. This is the reason building up the roadmap and can be a precious practice for any partner propelling a complex activity inside the organization. Conclusion Information technology and information system is one of the most efficient parameter that is being recognized as a must in order to maintain the organizational structure as well as organizational progress within the organization. In contrast with the importance and improvisation factors within the information system and information technology, the impact and strategic nature of these two are explained with the examples of HP. In this report, the advancements involved into the system architecture of the organization is introduced for the development of HP. In addition to this, the importance of CIO within this organization is also elaborated with several examples of HPP. In contrast with the capabilities IT infrastructure of HP the improvisation aspects are also elaborated in this report. There are several challenges within the business perspectives and IT perspectives of HP. All of these aspects are elaborated in this report with respect to HP. The roles of CIO within HP are also ela borated with respect to the organizational demands and structural aspect. In contrast with the information system and information technology, IT/IS strategy is proposed in order to make the organization better performer. In contrast with the system architecture and IT structural demands, the risks and challenges over the proposed architecture is also explained. All of these aspects elaborates the system architecture and proposed IT and IS structure for the development of the organization. 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