INFO PAPER TO CIO PART 2

To: Executives of This Company

From: I.T Employer

Date: 6th Feb, 2017

Re: PROPOSAL 1 - Implementing information system into the organization

1. Regarding the organization’s decision to adopt a new information technology system, the aforementioned decision is designed to highlight major issues during the transition from the current system and onto the infrastructure for the Information System that we propose to implement. The purpose of proposing this new system is our attempt to transform the service delivery of this company to its’ ever-expanding market size. Based on research that we conducted, it is necessary to address the implementation strategy of the new infrastructure and state the requirements and how the whole process will take place. We are proposing that the process be implemented as follows:

a. Our division will handle implementation; however, this is contingent upon successful collaboration amongst (and between) all divisions within the organization (Connelly et al, 2016). Involving the entire organization in the implementation process is key since the new info system will affect the entire organization as well as its’ customers.

b. While the new info system will be capable of performing all tasks currently being performed by humans in the organization, the info system itself will be administered by a minimum of 12 individuals who will intercede and remedy any issues that arise with the system. As such, it is necessary to ensure that system requirements are met in terms of people, information, time, money, and infrastructure (Kumar Basu, 2015).

2. The aforementioned system administrators will also be responsible for creation and modification of policies that are going to be implemented to successfully operate the new system. Additionally, current call center managers will be retrained so that they may be switched to the new system management to directly interact with our customers.

3. Funding requirements for the first phase of the project total $45,000.00 and these funds will incorporate purchase of the equipment as well as installation and configuration. Due to the extreme customization of the info system, total project time from inception to completion will take approximately nine months, and included in the design will be additional features that are not found on the current system, and this will result in a competitive advantage for our company, and it will negate the requirement to include multiple add-ons and peripherals.

4. In order to ensure successful implementation of the new info system as expressed in our proposal, a change management strategy will be essential. As part of this change management strategy, I am strongly recommending the following infrastructure upgrades:

a. Switching from one server to two so that one may serve as the primary and the additional server would be a backup in the event of failure of the primary.

b. Implementation of a mixture of platforms to ensure that our customers experience seamless access to the services (i.e; implementing the use of Windows, derision, and Linux as well as a storage box that is attached to each platform). Allowing multiple platforms will protect the company form a shutdown that might arise as a result of bad update, virus or hack attack. Our intent is to eliminate the propensity for the company to remain a monoculture.

c. Since speed is essential something that our entire system will be gauged on, we will need to invest in high quality networking equipment that can move data without high latency (Connelly et al, 2016). My recommendation in this regard is the purchase of a Dell PowerEdge VRTX so that the Gigabit switch may be integrated with computing as well as storage functions for higher network speeds and productivity.

d. Equally important to successful implementation of the new system is determining how our customers will be accessing our central information repository. Thus, the system will be designed so that our customers may access the system using their computers and mobile devices via the web browser, mobile app or USSD services.

5. Once the system is ready, the transition will take place in a series of activities to ensure that any problems are solved before the company fully adopts the system. Hence, there will be the testing phase whereby the information of 200 customers will be securely and confidentially moved into the new system and all the services be assigned to them for full access from which their opinions about the rate of the services received will be reviewed (Kumar Basu, 2015). It is at this point that the designated system administrators will prepare the system to accept and be compatible with all policies. In addition, the existing company database will be merged with the new database so as to fully switch to the new system after all the loopholes have been adopted. The retrained staff will then be deployed in the new customer service centers to begin working with the new system.

6. Finally, I am recommending that our organization collaborates with and partners closely with the IT system provider for a period of not less than one year to ensure that the provider puts in place and maintains the system to make it easier for the organization. The transition process will be based on case study A: Business and Technology Transformation in Utilities. In this case, it is discovered that the company was considering exploring new ways to work with customers who are new to the organization as they provide a commercial focus that was greater and more flexible for necessary growth.

7. Point of contact for this memo is the undersigned at (703)555-5555.

Very Respectfully

Analyst

References

Connelly, B., Dalton, T., Murphy, D., Rosales, D., Sudlow, D., Havelka, D. (2016). Too Much of a Good Thing: User Leadership at TPAC. Information Systems Education Journal, 14(2) pp 34-42. http://isedj.org/2016-14/ ISSN: 1545-679X.

Kumar Basu, K. (2015). The Leader's Role in Managing Change: Five Cases of Technology-Enabled Business Transformation. Global Business And Organizational Excellence, 34(3), 28-42. http://dx.doi.org/10.1002/joe.21602