CONTENTS
TOC o “1-3” h z u DECLARATION OF PLAGIARISM PAGEREF _Toc522692810 h 3ACKNOWLEDGEMENTS PAGEREF _Toc522692811 h 4ABSTRUCT PAGEREF _Toc522692812 h 5INTRODUCTION: PAGEREF _Toc522692813 h 6PROJECT OBJECTIVES: PAGEREF _Toc522692814 h 7SUMMARY PAGEREF _Toc522692815 h 7METHODOLOGY PAGEREF _Toc522692816 h 7COMPANY BACKGROUND: PAGEREF _Toc522692817 h 8LITERATURE REVIEW: PAGEREF _Toc522692818 h 9FINDINGS PAGEREF _Toc522692819 h 11CONCLUSION PAGEREF _Toc522692820 h 14RECOMMENDATIONS PAGEREF _Toc522692821 h 14REFERENCE PAGEREF _Toc522692822 h 15ANNEXTURE: Products PAGEREF _Toc522692823 h 16ANNEXTURE: JD Edwards Enterprise System PAGEREF _Toc522692824 h 17ANNEXTURE: PRSA Connect System PAGEREF _Toc522692825 h 18ANNEXTURE: Microsoft Outlook PAGEREF _Toc522692826 h 19ANNEXTURE: Remedyforce Console ( IT System) PAGEREF _Toc522692827 h 20ANNEXTURE: Smartsheet (IT System) PAGEREF _Toc522692828 h 21
DECLARATION OF PLAGIARISM
Name: Sipho Courage NonjolaStudent Number: 216283817
Course: Dip. in Operations Management
Module: Organisational Effectiveness 3
Code: OEF360s
Declaration
I know that plagiarism is wrong. Plagiarism is to use another’s work and pretend that it is one’s own.
I have used the Harvard convention for citation and referencing. Each contribution to, and quotation in, this report/project from the work(s) of other people has been attributed, and has been cited and referenced.
This report/project is my own work.
I have not allowed, and will not allow, anyone to copy my work with the intention of passing it off as his or her own work.
Signature ______________________________
Date: 26 October 2018
ACKNOWLEDGEMENTS
I want to take this opportunity to thank God for giving the strength and understanding during the period of writing this paper.
I would also like to sincere gratitude to my Lecturer Dr P Oba for his great commitment in laying down the foundation and teaching us about all the remarkable theories and skills that we are able to implement in different situations within different companies. I applaud him for his wits and patience with the class. I thank him for this opportunity to apply what we have learned about Information Systems/ Digital Systems in the real-world, dealing with live situations and challenge and having the ability to solve the as he has handed down the knowledge and skill.
Last but not least, my dearest gratitude goes to Pernod Ricard South Africa for giving me the opportunity to exercise my knowledge and skills in their company, and also allowing me to learn and grow in the organization. Most of my gratitude goes to Janine Maree, my Supervisor who has been very caring and patient with me. I believe she’s the best individual anyone can learn from.
ABSTRUCT
The project is based on the application of Information Systems within the company in order to improve their effectiveness within the organization. The company of focus is Pernod Ricard South Africa, based in the Western Cape, Cape Town, Green Point.
INTRODUCTION:Information Systems have been around for quite some time now with the advancement of technology that is rapidly and constantly improving. With all the new improvements within the technology segments, businesses have thus taken advantage of these new found opportunities for the advancement of their businesses in to have a more productive and effective work environments. With changing time, new and improved information systems or technology have to be implemented for the realization of the company goals to secure a brighter future for themselves. Thus this paper addresses these but elaborating on the use of Information Systems/ Technology to help businesses to be more effective, and looking at those implemented at Pernod Ricard South Africa.
PROJECT OBJECTIVES:The objectives of this paper are as listed below;
Application of information systems and technology in the workplace to improve productivity
Understanding how technological innovation and skills help improve an organizations effectiveness
Improve productivity of a company with information systems or technology a driving force
an environment that is more effective and efficient in its processes within the workplace
SUMMARY
This document covers the application of information system in the workplace environment and applying the theoretical knowledge to real-world problems for a wider understanding, where the information system is used to improve productivity of the organization, by improving the efficiency and effectiveness of operations. One of the objectives of this document is to gain better knowledge and skill to technically make use of an information system or technology, where tools like the internet, textbooks, and acquired knowledge help to realize that goal.
METHODOLOGYThe tools that were used to gather information that is used throughout this document are those of the (1) Internet, (2) academic articles, (3) PowerPoint slides, (4) textbooks, and (5) acquired knowledge on the concept of information systems to formulate what is required in context.
The Internet was used for pictures and some important notes on the concept, hand in hand with academic articles found thereof. The PowerPoint slides helped in narrowing down the field for a better understand on what needed to be put and left out of this document. While all the other methods of information and data collection worked most for personal understanding, the textbooks helped in giving out the omitted information to broaden the field for better in-depth display. Lastly, the acquired knowledge from studying and class attendance helped in understanding how to tackle and deal with different types problems and with the formulation of this document as whole.
COMPANY BACKGROUND:Pernod Ricard South Africa was established in 1994, following the birth of South Africa’s democracy and the lifting of international trade sanctions. Over the past 20 years, it has grown significantly within the local market and still continues to thrive. It is one of six African market companies to proudly fly the flag of the Pernod Ricard Group. The French-based Pernod Ricard Group is the world co-leader of the wine and spirits industry, delivering on leading premium brands such as Chivas Regal, Jameson Whiskey, ABSOLUT vodka and G.H.Mumm Champagne.
From a humble family business to a major global company, Pernod Ricard has been driven by an indomitable entrepreneurial spirit, passion and vision. The company was formed with the link-up of two French anise-based spirits companies: Pernod and Ricard. Pernod Distilleries was founded by Henri-Louis Pernod in 1805. In 1926, the company merged with Ariste Hémard’s distillery and another owned by Jules-François Pernod to form “Établissements Pernod”. Jean Hémard, the grandson of Ariste Hémard then took over the reins of the newly formed company. Paul Ricard, entrepreneur and creative genius, established Ricard in 1932. Wanting to diversify their products and gain a foothold in international markets, Paul Ricard and Jean Hémard, joined forces in 1975 to create Pernod Ricard.
Today, the Pernod Ricard Group has 19000 employees across the world with 80 market companies covering 4 world regions, six brand companies and 96 production sites. With headquarters in Cape Town and regional offices across the country, the Pernod Ricard South Africa family employs more than 270 proud employees. As the “creators of conviviality” and backed by sound business values and a belief in building lasting relationships, the respected Pernod Ricard tradition continues to be carried forward with vibrancy and passion by the men and women behind Pernod Ricard South Africa.
Pernod Ricard South Africa’s culture is one of relaxed conviviality and team spirit creating the conditions for a motivating and respectful workplace – a key factor in individual and collective commitment. Relationships based on mutual trust and giving consideration to every employee is important to the functioning of our organization. This way of working is based on simplicity in exchanges, openness and sharing, and transparency of communication. Pernod Ricard South Africa’s commitment to the Group culture is further cemented in our ‘Ways of Working’, a localized set of measured behaviors that demonstrate our commitment to living the Pernod Ricard values.
Pernod Ricard SA is a France-based company engaged in the manufacture, purchase and sale of all wines, spirits and liqueursl and food products. The Company operates through three segments: America, Europe and Asia/Rest of World (ROW). It is engaged in trading in finished or semi-finished products, by-products and substitutes generated by the main operations carried out in the distilleries or other industrial establishments of the same type. It has grouped its portfolio within a House of Brands, which brings its strategic brands together in three segments: the Top 14, consisting of its over two global icons, approximately seven spirits brands and over five Prestige brands; the Wine segment, with approximately five priority wine brands, and over 20 local brands. Its strategic brands include Absolut vodka, Chivas Regal, Ballantine’s, Beefeater, Jameson, Kahlua, Ricard, Havana Club and Martell Cognac. Its local brands include Pastis 51, 100 Pipers, Ruavieja, Royal Stag and Wyborowa.
LITERATURE REVIEW:The term information systems refers to systems that allow individuals, organizations and societies to gather, store, organize, protect, retrieve, share and make sense of the information at their disposal. The objective of information systems is the realization of the aforementioned while increasing the productivity of the individuals by effective use of the data and information, making a more efficient and effective environment where things get done at a faster and better rate than before. The synergy makes it very much possible for businesses to grow and be more productive, thus more profitable in their dealings. It is unfortunate though that even though all this may be true, some businesses still not partake in the riches that these information systems bring due to unwillingness to change.
It is true that technology has taken over the world, and organizations big or small have to adapt and better themselves as the technological innovations advance at a rapid speed. This calls for businesses to come out of their comfort zone and try to keep up the pace of technological advancements both big and small. The approach to information systems or technology applied within an organizations require full understanding and knowledge, but not without willingness to implement new ideas and systems within the organization. This calls for the understanding of what an organization needs in terms of information systems and which one will suitable for the needs of that organization in order to propel it into new and better positions
According to (Cress K, 2009), there are about 5 types of information systems that can help each individual organization be more productivity in whatever they do by apply them in their suitable fields and functions. These types of information systems that organizations can make use of are; transaction processing systems, management information systems, decision support systems, expect systems and neutral networks, and information systems in organizations. The mentioned systems will be further discussed below for a broad and elaborate understanding of where each can be applied.
1. Transaction Processing Systems
A transaction processing system provides a way to collect, process, store, display modify or cancel transactions. Most of these systems allow multiple transactions to take place simultaneously. The data that this system collects is usually stored in databases which can be used to produce reports such as billing, wages, inventory summaries, manufacturing schedules, or check registers.
2. Management Information Systems
A management information system is an information system that uses the data collected by the transaction processing system and uses this data to create reports in a way that managers can use it to make routine business decisions in response to problems. Some of the reports that this information system creates are summary, exception and ad hoc reports. All this is done to increase the efficiency of managerial activity.
3. Decision Support Systems
A decision support system helps make decisions by working and analyzing data that can generate statistical projections and data models. This system gives support rather than replacing a manager’s judgment while improving the quality of a manager’s decision. A DSS helps solve problems while using external data.
4. Expert Systems and Neutral Networks
An expert system, also known as a knowledge-based system, is a computer system that is designed to analyze data and produce recommendations, diagnosis and decisions that are controlled. A neutral system uses computers to foster the way a human brain may process information, learn and remember that information.
5. Information Systems in Organizations
This information system collects, stores and processes data to give an organization real time useful and accurate information. This information system encompasses data gathering information from the people and machines that collect, process, output and store data. Also in the networks that transmit and receive data and the procedures that govern the way data is handled.
52754000They may be many types of information systems but these information systems can be classified in two categories, namely manual information systems and computerized information systems. Manual information systems are systems that are inputted manually by an individual not on a computer but rather on a paper, like graphs that help to categorize data into usable information. On the other hand, computerized information systems are systems as the name suggest are inputted in a computer to produce the outcome of any raw data. Some examples of the two these given by (Ranford 2018), for manual Developing patterns and trends on graph paper for stock analysis and computerized Using program trading to track the market and trade large blocks of stocks when discrepancies occur.
Computer based systems consist of a single set of hardware, software, databases, telecommunications, people, and procedures configured to collect, manipulate, store, and process data into information. All these combined make an information functional and effective, while an exclusion of either one of these can make an information system lark in its ability to be both effective and profitable for the support of an organization.
An organization may be able to identify and choose a suitable information system to meet the needs of their organization in order to support it in a more effective and profitable manner, but not all information systems have the capacity to give an organization in a competitive advantage. Furthermore, the organizations commitment and willingness to make an information system they have in place be a success is vital. Below are the reason for failure for the development or advancement of information systems;
Poor planning and scheduling
4043826-42334900Insufficient management of risk
Poor requirements determination
Lack of user involvement
All the latter can be avoided if the proper process of systems development is followed. Where planning and scheduling are done is a more proper manner, followed by analysis and design of that information systems and implementation of it. Contrary to just implementation, a system must be properly maintained just as well.
FINDINGS The company background explains all
The company measures their productivity using Key Performance Indicators
COMPANY’S SYSTEMS: INFORMATION SYSTEMS
The company uses different software for each department but the one they rely on is the JD Edwards Enterprise which allows them to perform their different varied functions. This system is used by almost every individual across the departments. It assists in placing orders for the Operations Department both locally and internationally, where it populates the fields and updates the data and information as they are received. It has really proven effective in both placing and extracting valuable data in useable information that can be understood and deciphered along the way, this is by the means of Microsoft Excel where the needed data is exported to the spreadsheet and can be then used for different functions that can help in understanding what is going on in the business. Furthermore the data extracted is used as a monitoring and tracking tool, more especially for the Planning Analysis and Imports, which are the core of the operation of the organization since it is in the business of transshipping and importing goods from other countries.
Furthermore, the JD Edwards Enterprise system is supported by Connect where Purchase Orders are placed after they are received. The two systems are interlinked where the data and information that is in the JD Edwards Enterprise System is also in the Connect System, thus when one is updated the other is automatically updated just as well. The two systems are accompanied by JDE vs Connect Report that gives the information on which purchase orders are not reflecting on either of the systems. The report tells with orders that are from the JDE are not reflecting on Connect, and which Connect orders are not reflecting on the JDE system.
Of all the systems that are used the Outlook is considered one of the most important in the running the business. Outlook Software from the Microsoft Office is used for their communication with all the relevant parties throughout the world. The system helps in making things easy in terms of effective and efficient transfer of data and information, where the documents and information necessary to carry out the day to day activity are done.
PREVIOUS INFORMATION SYSTEMS
The company had been a little slow in implementing information systems that had the potential to help them in advancing like the one they have in place at present. Previous to the current systems used, there was no computerized information systems, but the Outlook Software. This meant that the company had to manual input the data and information received. This method of working means that the orders and documents had to be manually printed.
The system and technology proved to be less efficient and well time consuming that what it was meant to be. This was the result of lack of integration and linking of what was done.
IMPROVEMENTS FROM IMPLEMENTATION
With the new and improved systems in place, there has been great improvements in how the company is going about their business. As any information system the potential to either be a success or a failure for an organization in helping it to advance even greater that what it was, the implemented information systems has proven to be a major success in helping the company move forward. With the JDE and Connect, with the help of Outlook, there the company has been more effective and efficient in the running of the business.
Not only did this change bring about some major improvements in how things are done and in what manner they are done. There has been major improvements in terms of decreasing the time of working with less repetitiveness thus reducing time consumption. Waste management was also incorporated in the where tons of paper was saved since everything was done in a computer that manually on a paper. Since everything is also linked and integrated with the new systems, there is more control of data and information moving around to be processed.
NEW SYSTEMS: COST SAVINGS, EFFECIENCY AND EFFECTIVENESS
For the implementation of new systems, there was a detailed cost analysis that was done between the Operation Department and Finance Department as well as the end user, to assess whether it was viable and feasible enough for the organization to carry out the implementation of these new technological advancements. The cost analysis was done to point out the risks and rewards associated with taking the decision of implementing what was proposed of the new systems in order to tell whether the company is making a decision the is not unprofitable, time consuming, and monetary waste.
DISRUPTIONS FROM THE NEW TECHNOLOGY
With the new systems implemented there was some disruptions in terms of giving time for the users and individuals to learn and be trained in using the systems in a more productive and efficient manner for the progress of the organization. This meant that the individuals that were joining the company after everyone was trained and can use the systems, the was a training program that had to be done for them to be able get that training without attending any direct training or lecturing on the subjects of the technology. New technology will always require you to fully equip yourself to understand how to use it, so I do believe that users have to constantly understand/adapt to the new technology or educate themselves about the new device which can be time consuming if you not really computer literate
HOW LONG DID IT TAKE FOR NEW SYSTEMS: TRAINING and LESSONS
The training and implementation for the new systems took about one (1) week, where every individual working at that time was trained on how to use the systems and how to effectively navigate around it. The team and organization learnt how the system will help improve their ways of working into a more productive, effective and efficient manner. Now that the new technology was put in place, the environment was about to change into a far greater and beautiful working place for all individuals.
IS THE NEW SYSTEM OBSOLETE?
The systems currently in place is still going and the technology is still workable, and can allow technology scanning, thus it is a technology that can use the internet for checking.
NEW TECHNOLOGY NEED!
With the new technological advancement on the uprising, the technology in the company has been up to date, rapidly changing with the times. The company has proven this by implementing electrical signature so that they do not have to print out the documents s to sign, but rather do it the computer. It can be thus concluded that there is no need for changing the technology but adding to what is existing as times and the technology changes. The company is going to implement new technology where everything will be digitalized and reduce paperwork and printing.
BENEFITS OF NEW TECHNOLOGY
The benefits of changing the existing technology will be getting a package that is more flexible and user-friendly, and easier and quicker to implement. And each one is constantly being updated and enhanced to take advantage of new technologies and evolving management approaches and tools. Taking advantage of the latest developments which include cloud-based options, mobile access and the growing incorporation of social functions/social media. The benefits of changing to newer technology is the higher ROI (return on investment) for the systems, with an even better performance.
Furthermore to changing technology can result in improved customer service (shorter lead time, dramatically improved on-time shipment, higher quality, more aggressive pricing while preserving margins – a byproduct of reduced cost) and lead to increased sales. Additional positive effects are improved employee satisfaction and retention, increased agility, better supplier relationships and performance, and more.
CONCLUSIONWhen looking and putting the company’s Information Systems in scrutiny, the systems have been performing well enough to be keep. Furthermore, lack of functionality or flexibility is not limiting the company’s growth or agility. The systems are reliable meaning not breaking down or otherwise becoming unavailable due to either hardware or software failure. Adequate response time falls into this category, as well. The information systems are still affordable – maintenance cost has not increased to the point of being unbearable due to discontinued equipment or unsupported software. There is no falling behind on market technology advances and industry sector standards. There is no need for expensive hardware to be able to make use of these information systems, they make use of Chrome, Microsoft Edge, Explorer to execute everything related to the applications of the systems.
Even though there information systems have been experiencing some minor problems there and there, as any other system, the systems have indeed played a role in helping the company to be more successful and profitable in carrying out their business. With these information systems, the organization has been very productive, effective and efficient in more ways that before. If they had by passed these systems, the organization was going to fall behind in advancing and building a profitable and effective working place with regards to systems.
The organization has understood that choosing an information system, the system will become the information backbone for your company and a vital part of operations and your company’s success. The system chosen including partners (developers / their business partners / support organizations) must be coherent with your industry and your business needs and challenges. The best strategy they have made is to stay up-to-date with all system enhancements and updates so your system will continue to provide the capabilities you need to deal with changing markets, evolving management tools, and technological innovations.
RECOMMENDATIONSIn the of moving forwarding in the organization the company should keep up to date with the changes within the industry in terms of their systems , consistently adapting as the world is moving towards the 4th Industrial Generation.
The organization should make a list of the challenges faced with regards to the systems in place to access which major problems and situations that occur when working with the systems.
After the organization has identified what are the major challenges faced, a Pareto Chart can be the created in order to show which problem need attention so the better performance in the near future.
A tireless effort for continuous improvement for the systems should be implemented, where individuals which are the users are given the opportunity to raise to the system’s developer their issues and suggestions on how to solve those issues.
The systems should be compared with others so that the organization is sure that their systems are up to date and serve their purpose of helping the organization advance as intended.
REFERENCE
-245745732790ANNEXTURE: Products
273059372600026035449018300
ANNEXTURE: JD Edwards Enterprise SystemANNEXTURE: PRSA Connect System-9315020080700
-94957311404000
-7033847180500ANNEXTURE: Microsoft Outlook
19304381552000
-273733463325300ANNEXTURE: Remedyforce Console ( IT System)-36068037782500
-39624062381400-395605453131200ANNEXTURE: Smartsheet (IT System)
