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Information Technology Planning Coursework (ITP CW)

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Aung Hein Htet

The document discusses two new information systems that a travel agency plans to implement: a Web Based Online Booking System (WBBS) and a Holiday Package Management System. These systems aim to address issues of data duplication, improve efficiency of operations between the company and suppliers, and allow customers to book online. The systems will collaborate by transferring booking data between each other. Some organizational changes that will result include changes to company structures, procedures, staff roles, and policies. A strategic evaluation identifies priorities such as developing the systems quickly to compete with growing competition in the remote tourism market.

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Information Technology Planning Coursework (ITP CW)
Table of Content 1. Introduction 3..................................................................................... 1.1 Background 3................................................................................................... 1.2 Issues in the Organisation 3........................................................................... 1.3 Future Plans of the Company 4...................................................................... 2. Strategic Evaluation 4.......................................................................... 2.1 SWOT Matrix 5.................................................................................................. 2.2 TOWS Matrix 6.................................................................................................. 2.3 Summary 7........................................................................................................ 3. Impact of IS 7........................................................................................ 3.1 Identifying New Systems 7.............................................................................. 3.1.1 Reasons of needing the New System 7................................................................ 3.1.2 Descriptions the TWO systems Web Based Online Booking System (WBBS) 8. 3.1.3 Reports from the New Systems and Recipients of it 9......................................... 3.2 Data Duplication Problems 9.......................................................................... 3.2.1 Data Duplication Areas 9...................................................................................... 3.2.2 How the new systems help to solve the data duplication problems? 10............... 3.2.3 Data collaborating between the TWO system 10................................................. 3.3 Biggest Organisational Changes 11............................................................... 3.3.1 Pointing out Organisational Changes along with the new system 11................... 3.3.2 Possible Impacts of the Two Systems 12............................................................. 3.3.3 Suggestions to Become with the Changes 12...................................................... 3.4 Outsourcing (or) In-house development for new system 12....................... 3.4.1 Reasons to take outsourced 12............................................................................ 3.4.2 How the new system developed outsource? 13................................................... 3.4.3 Reasons to take In-house development 13.......................................................... 3.4.4 How the new system developed by In-house(IT Department)? 13....................... Conclusion 13........................................................................................... Appendix 14.............................................................................................. Appendix A : Activities Diagram of the TWO new system 14............................ Reference 15.............................................................................................
1. Introduction There will be THREE sections in this reports; Introduction, Strategic Evaluation and Impact of IS. For the first section, there will be included the Background of the company, Issues that company is facing and the future plans of the company. In second section, there will be SWOT analysis to find out the business needs to make the plan for the information system. 1.1 Background According to scenario, Amazing Destination is the successful travel agency operated for TWELVE years. Now they become the number ONE company in some destinations like Burma, Greenland and others THREE countries. They also have loyal client; FORTY percents form their clients take SIX or more holidays with them. The success of the company is that they take customers’ feedback using questionnaires paper at the end of the holiday. These informations use to target the customers with the type of holiday. They also have the IT department with TWO members and needed to manage. Also there is no sufficient computerised system and all the staffs are done manually. 1.2 Issues in the Organisation Company now only has the manual system to link with the suppliers. This is one of the issues that can happen in the future; no data recording for long term and slower deals with the supplier than other competitions. For now the company stores the sales data of the customers with the handwritten ledger and there is no computerised database system to record them. This leads to the company cannot focus to target the customer with holiday for long run. They also has poor marketing strategy and this might lead the increasing competition overwhelmed. Another issue in the company is the country specialist are not reliable in filling out the reports forms to check the success rate of the new tour. The final issue is IT department is disqualified and need to manage them. There is no new IT system for EIGHT years and they only supporting the existing systems; Database booking system and an accounting system. Also there is no website for the company and all the bookings have been made over the TELEPHONE.
1.3 Future Plans of the Company In the future, the company is decided to reduce the cost in unnecessary areas and expended more in IT system. So that there will be more computerised system needed in the company. From an additional research, there is more impact of travelling to remote destinations. Now the company is focus strongly on that area and reassuring the potential travellers for that. So in the future, there will be more types of travel package for the company especially travelling to remote destination. The company has also a plan to meet all the existing company specialist staff and discuss about “confirmation of adventure travellers’ requirements, determining travel and accommodation facilities, exploration of new destinations” Marketing strategy is BAD as mention above, they will make an awarded the “a luxury adventure holiday” in the new television programme. Thus more people will know about the company and this is a good start to improve the marketing strategy of the company. The last future plan for the company is that “Customer Services Staff” have to be trained by the “Country Specialist”. Then they can effectively deal with enquiries with customers. 2. Strategic Evaluation In this section, there will be TWO matrix to identify the strategic Evaluation. The first one is the SWOT Matrix to identify “Strength, Weakness, Opportunities and Threat” of the company. But, it does not evaluate into actionable strategy plan; so the TOWS matrix will bring the SWOT Matrix into actionable strategy.
2.1 SWOT Matrix Strength Weakness Internal Background : - TWELVE years old tour company - Top ONE Tourist Company for FIVE countries - Had loyal customers (Forty Percents of the customers are visited Six/ above tour with the company) Strategy of success : - Focus on the customers’ feedback by giving the questionnaires paper at the end of the holiday Lack of IS : - Questionnaires form have to fill with hand - Company link manually with suppliers and customers - Keep the record of sales with handwritten ledger - No official booking website Lack of marketing strategy : - BAD marketing strategy Lack of quality in Staff : - Country specialist staff cannot fill the detail form reliably - Only TWO members of staff in IT department while they are uncertain and many concerns to manage Opportunities Threats External Area growth : - More interested in remote destination tour New marketing strategy : - awarded “luxury adventure tour package” to the winner of the new television program Staff improvement progress : - Customer service staff will be trained by country specialists for effective dealing More Information Systems : - In future more computerised system can be happened by reducing cost in unnecessary areas and increasing in IT system Competition : - Newer Competitor expand others remote destination regions - Increased more competition in luxury tour Area growth : - Some potential regions that the company decided to have the new remote destination tour have bad reputation Positive Negative
2.2 TOWS Matrix In TOWS Matrix, the facts analysis from the SWOT matrix above will be evaluated into the actionable strategy. (Furgison, 2019) Internal Strengths : 1. Progress to get feedback from customers at the end of the holiday 2. Operating for TWELVE years and now one of the tourist company for FIVE countries 3. Having loyal customers Internal Weakness : 1. No official booking website 2. No computerised system link between the company and suppliers 3. Has only TWO staffs in IT department and they are unqualified 4. Have the bad marketing strategy External Opportunities : 1. Increase more budget in the IT system 2. Interested in remote destination tour 3. New marketing strategy on television program 4. Customers service staff training progress SO : 1. Get more feedback from customers after making the remote destination tour 2. Built more loyal customers by making the IS and proceed the new marketing strategy 3. The company is operating for TWELVE years and it is time to increase the capabilities of the customer service WO : 1. Make booking website and computerise system between company and suppliers 2. More qualify IT staffs in IT department 3. Proceed the new marketing strategy External Threats : 1. Increasing competitors on remote designation regions and luxury tour market 2. Some potential regions decided to make remote destination regions have bad reputation ST : 1. Experiences of TWELVE years and the feedback from the customers not to be overwhelmed by the competitors 2. Get the feedback from the customers after making the potential regions having bad reputation as the remote destination area WT : 1. Make booking website, the computerised system and changing the IT departments as fast as possible due to the increasing competitors 2. A better marketing strategy will solve even the potential regions had the bad reputation
2.3 Summary In summary, the company needs to make the information system as fast as possible and rearranging the IT departments teams. Also they need to get more feedback as usual after making the new tour; remote destination tour. For now, they have the bad marketing strategy and they need to proceed their new marketing strategy as there is more competition recently. The company have been operating the tour for TWEVEL years and it is time to increase the qualities of the customer services more by lecturing from the country specialists. As the information systems is the first priority of the company to make, the next section will show which new systems will be made first in order to improve the success of the company. 3. Impact of IS 3.1 Identifying New Systems To get more success for the Amazing destination company, they do need to make the necessaries computerised system. “Web Based Online Book System (WBBS)” and “Holiday Package Management System” are the major systems needed to develop as the new system first. 3.1.1 Reasons of needing the New System Currently, the competition is getting grower and thus the company need to change the system from manual to computerised system. By making the “Web Based Online Book System (WBBS)” the connection between the customers and the company will become faster and the company will get more sales because of the better users’ experience. When a “Holiday Package Management System” is done, the dealing between the supplier and the company will become faster. As the tour company, they deal with many supplier when a booking is applied, this is one of the necessary system to run the company smoothly.
3.1.2 Descriptions the TWO systems Web Based Online Booking System (WBBS) As the competition in remote destination regions and luxury tour are increasing recently, the company needs to make the system ahead than others. By making the WBBS, customers can know the detail information of the tour offered by the company and they can book them easily. So more customers will be interested in travel with the company. While booking the system, the system will store the customer information along with the tour type so there is no data duplication like the manual system. In Manuel system, the booking system is done by the telephone and the information of the customer to target the holiday is kept in a handwritten ledger. In WBBS, there is no data duplication and thus this makes the system more simpler and efficiently. Holiday Package Management System Holiday package management system is the internal system to manage the dealing between the suppliers; Hotels, Car, Plane and the company. Like WBBS system, the suppliers data will be recored within the system, so there is no need to record the data to the access database files and dealing manually which makes a lots easier of the company’s internal staffs. It will make the suppliers and the company relationship more easier and make the ahead of than the others competitors. If the country specialist gets the booking data from the WBBS system, he will check the data, customers number, tour package and proceed to make the dealing and booking staffs with the connected suppliers. After all the dealing processes, country specialist needed again to make “Quotation” which is the calculation of the total amount of the tour including the revenue for the company. The calculation of “Quotation” can also be produced by this system.
3.1.3 Reports from the New Systems and Recipients of it A system has the reports function to show the result of the work done by the system. The following table will show the types of the reports and the recipients of the system. Without knowing how the TWO system related, the reports system would be confused; See more how these TWO work together in Appendix A. 3.2 Data Duplication Problems If a company as the data duplication problems the consequences are; wasted costs, poor customer service, missed sales opportunities and many others. Data of the company should be centralised and thus make the company of the system more effectively RUN for long term. (Emery, 2017) 3.2.1 Data Duplication Areas The Amazing Destination has some issues in data duplication These areas are as follow 1. Recoding Customer Information Data 2. Data Recordation of Booking Information 3. Data Recordation link between Supplier and Company 1. Keep the Customer Information Data The company keep the customer information data, to know what kind of tour they like for further used. However it is done manually in the handwritten ledger. This makes the company unable to search the data easily and to find the final result like “the most likeable tour type” from the data. Moreover, there can be data duplication, because some customer information would be kept more than once. Thus it can happen the data duplications and unreliable data recording system. System Reports Description Recipients WBBS Booking Report After booking of the customers, there will the booking report. Country Specialist Re-Booking Reports If the customer change the mind, there will be rearrange tour package and this report will be out. Country Specialist Holiday Package Management System Suppliers Dealing Reports After dealing with supplier, there will be the suppliers Dealing reports. Country Specialist , Accountant “Quotation” Report By combining the total prices from the previous reports there will be the “Quotation” Report. Accountant
2. Data Recordation of Booking Information For now the company accept the booking from telephone and there can be misunderstand between the customers and the staff. In case, the staff changes can also lead to the data duplication as it is not a centralised computerised system. 3. Data Recordation link between Supplier and Company The dealing between the suppliers and the company is now deal in manual ways. So the data recorded are not clear and can lead to the data duplication. Especially if the customer book for long trip and there will be many suppliers to deal thus lead to data duplication. 3.2.2 How the new systems help to solve the data duplication problems? From WBBS, the booking information will be automatically saved along with the booked customer information. So there is no data duplication and the computerised system stored the data by categorising the customer name. Thus the customer more than one time will be saved separately and no data duplication. If a booking is receive from WBBS, the data will go to “Holiday Package Management System”. From the system, dealing between the suppliers and the company will be made. The total amount of a tour package estimated from “Quotation” will also save in the system. So there is no separate data record. 3.2.3 Data collaborating between the TWO system If a customer booked, the booked data transferred to “Holiday Package Management System” (to deal with facts by the booked customer) and the total cost of the tour package sent to the customers with WBBS. If the customer change the mind, the changing facts will be transfer from “WBBS” to “Holiday Package Management System” to make the next dealing with the suppliers and the process is repeated over and over until the customer done. The final result will go to the “Holiday Package Management System” and make the confirmation of the booking. To see more clearly about the collaborating of the TWO system; there is an activity diagram in Appendix A. The next section will tell about the changes happened because of these TWO new system.
3.3 Biggest Organisational Changes If the system is changed, there will always be the organisational changes. Some of the changes will make the company’s system better, however, some will have issues for the system changes. 3.3.1 Pointing out Organisational Changes along with the new system Because of the TWO new system from the above, the following changes can be happened in the company - 1. Changes in Company Structures and Procedures 2. Changes of the company’s staff 3. Changes in Policy 1. Changes in Company Structures and Procedures When a computerise system involved in the company, the procedures of the company will done more quicker and easier. However the the company need to add some basic technical devices like computer, servers/ cloud data services in this changes. Also IT departments will be involved as the main department. Not only the company structures is changes, but also the procedures done by the company change. In manual the procedures are done by the phone, the dealing face to face and record in ledger books. As the computerised system, all these procedures are done by computers. Thus there is no separated places to make the procedures and no data duplication. 2. Changes of the company’s staff As the company structures and procedures change because of the new system, the staff also have to change. The existing staff need to train, the way to use the new system otherwise there will be exchanged with the new staff in the company. 3. Changes in company policy There is no policy about IS in the company as the procedures are done manually. If the new TWO systems make, the company policy also have to change to protect the company’s staff privacy and the security of the new system. Also these policy will help to escape the unnecessary risks to the new system.
3.3.2 Possible Impacts of the Two Systems As the TWO new system are the computerise system, they can reduce the unnecessary cost; ledger books and the telephone bills. In facts the company can become more environmental friendly and create paperless environment as the data will no longer store on the paper. Besides the new system can solve the data duplication problems. Also they can summarise the recorded data easily for future more plans. This will help to get ride off the other competitors surely. 3.3.3 Suggestions to Become with the Changes Changes has the hard time for the first time, however, the system and the organisation will be harmony from sometime. Without having the changes of the company, the increasing others competitors will overwhelm the company. However people need to know more about the new system especially about the “WBBS”. Thus they can book easier than before. The new marketing proceeding by the company should also advertise about it so more loyal customers and the old customers can know about the company and the new system. 3.4 Outsourcing (or) In-house development for new system Both outsourcing and in-house development has their own advantages and disadvantages. In this section, whether the new system take outsourcing to develop the new systems OR developed by in- house rearranging the IT department team of the company. 3.4.1 Reasons to take outsourced The company IT departments has been for EIGHT years and there is no new system for the company. There is only TWO staffs in the IT departments and it is obvious that they are unqualified to make the new system to develop. If they take in charge the new system, the system will become more likely to fail. By making the outsourcing the system is more chance to become successful. As some of the outsourced can work professionally and thus make the company save time, money and resources. Furthermore, outsourced has their time limitation and thus it is sure to get the system on time by hiring them.
3.4.2 How the new system developed outsource? Taking outsourcing does not means, there will be no in-house IT department. However, the in-house IT department does not involve in the new system while the outsourcing team develop the system. There will be the business ambassador between the outsourcing teams and the company to know the business needs of the company. So they can make the system with the business needs of the company. The first thing to make the outsourcing is finding the good local or global outsourcing teams to develop professionally for the new system. Then the company have to choose the company’s analysis or the general manager as the business ambassador(the reason choosing the company’s staff as ambassador because they know the company’s business well). Then business ambassador and the outsource team discuss and make the new system available on time. 3.4.3 Reasons to take In-house development In-house developer, IT departments have been working for EIGHT years and they know well about the system of the company. They know how the business operate and there will be no business ambassador between them. So this is more convenient to make the new system develop. Other facts the In-house development should be take is that there is no extra charges is necessary for to develop the system. In fact as they know well about the business needs of the company, the system developed by them will match the needs of the business of the company. 3.4.4 How the new system developed by In-house(IT Department)? From these reason, developing the new system in-house is not a bad idea. So to develop the new system by IT Department, they need to add more staff to the department. Only TWO staff is not enough to develop these TWO system and it will take a lot of time. The other facts to develop the system in time, is that there should be IT manger in the company and will mange the department strictly. So that the system will be done in time by matching the needs of the business of the company. Conclusion In conclusion, the Amazing destination tour will be more famous and people will get know if the company has done the computerised system and the new marketing strategy. They are now one of the successful companies, however, the competition will be take over, if the company does not make the computerised system in time. By following and considering about the facts included in this report, they will be more successful and one of the TOP companies among other competitions.
Appendix Appendix A : Activities Diagram of the TWO new system The above diagram is drawn by “Lucichart”. As it is the activity diagram, it show the FLOW of the TWO new system how they work together to finish the booking process.
Reference EMERY, L. 2017. 10 Reasons Why duplicate Data is Harming Your Business [Online]. Available: https://www.qgate.co.uk/blog/10-reasons-why-duplicate-data-is-harming-your-business/ [Accessed 30 Oct 2019]. FURGISON, L. 2019. SWOT Analysis Step 5: Developing Actionable Strategies [Online]. Available: https://articles.bplans.com/swot-analysis-challenge-day-5-turning-swot-analysis-actionable-strategies/ [Accessed 29 Oct, 2019].

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Information Technology Planning Coursework (ITP CW)

  • 2. Table of Content 1. Introduction 3..................................................................................... 1.1 Background 3................................................................................................... 1.2 Issues in the Organisation 3........................................................................... 1.3 Future Plans of the Company 4...................................................................... 2. Strategic Evaluation 4.......................................................................... 2.1 SWOT Matrix 5.................................................................................................. 2.2 TOWS Matrix 6.................................................................................................. 2.3 Summary 7........................................................................................................ 3. Impact of IS 7........................................................................................ 3.1 Identifying New Systems 7.............................................................................. 3.1.1 Reasons of needing the New System 7................................................................ 3.1.2 Descriptions the TWO systems Web Based Online Booking System (WBBS) 8. 3.1.3 Reports from the New Systems and Recipients of it 9......................................... 3.2 Data Duplication Problems 9.......................................................................... 3.2.1 Data Duplication Areas 9...................................................................................... 3.2.2 How the new systems help to solve the data duplication problems? 10............... 3.2.3 Data collaborating between the TWO system 10................................................. 3.3 Biggest Organisational Changes 11............................................................... 3.3.1 Pointing out Organisational Changes along with the new system 11................... 3.3.2 Possible Impacts of the Two Systems 12............................................................. 3.3.3 Suggestions to Become with the Changes 12...................................................... 3.4 Outsourcing (or) In-house development for new system 12....................... 3.4.1 Reasons to take outsourced 12............................................................................ 3.4.2 How the new system developed outsource? 13................................................... 3.4.3 Reasons to take In-house development 13.......................................................... 3.4.4 How the new system developed by In-house(IT Department)? 13....................... Conclusion 13........................................................................................... Appendix 14.............................................................................................. Appendix A : Activities Diagram of the TWO new system 14............................ Reference 15.............................................................................................
  • 3. 1. Introduction There will be THREE sections in this reports; Introduction, Strategic Evaluation and Impact of IS. For the first section, there will be included the Background of the company, Issues that company is facing and the future plans of the company. In second section, there will be SWOT analysis to find out the business needs to make the plan for the information system. 1.1 Background According to scenario, Amazing Destination is the successful travel agency operated for TWELVE years. Now they become the number ONE company in some destinations like Burma, Greenland and others THREE countries. They also have loyal client; FORTY percents form their clients take SIX or more holidays with them. The success of the company is that they take customers’ feedback using questionnaires paper at the end of the holiday. These informations use to target the customers with the type of holiday. They also have the IT department with TWO members and needed to manage. Also there is no sufficient computerised system and all the staffs are done manually. 1.2 Issues in the Organisation Company now only has the manual system to link with the suppliers. This is one of the issues that can happen in the future; no data recording for long term and slower deals with the supplier than other competitions. For now the company stores the sales data of the customers with the handwritten ledger and there is no computerised database system to record them. This leads to the company cannot focus to target the customer with holiday for long run. They also has poor marketing strategy and this might lead the increasing competition overwhelmed. Another issue in the company is the country specialist are not reliable in filling out the reports forms to check the success rate of the new tour. The final issue is IT department is disqualified and need to manage them. There is no new IT system for EIGHT years and they only supporting the existing systems; Database booking system and an accounting system. Also there is no website for the company and all the bookings have been made over the TELEPHONE.
  • 4. 1.3 Future Plans of the Company In the future, the company is decided to reduce the cost in unnecessary areas and expended more in IT system. So that there will be more computerised system needed in the company. From an additional research, there is more impact of travelling to remote destinations. Now the company is focus strongly on that area and reassuring the potential travellers for that. So in the future, there will be more types of travel package for the company especially travelling to remote destination. The company has also a plan to meet all the existing company specialist staff and discuss about “confirmation of adventure travellers’ requirements, determining travel and accommodation facilities, exploration of new destinations” Marketing strategy is BAD as mention above, they will make an awarded the “a luxury adventure holiday” in the new television programme. Thus more people will know about the company and this is a good start to improve the marketing strategy of the company. The last future plan for the company is that “Customer Services Staff” have to be trained by the “Country Specialist”. Then they can effectively deal with enquiries with customers. 2. Strategic Evaluation In this section, there will be TWO matrix to identify the strategic Evaluation. The first one is the SWOT Matrix to identify “Strength, Weakness, Opportunities and Threat” of the company. But, it does not evaluate into actionable strategy plan; so the TOWS matrix will bring the SWOT Matrix into actionable strategy.
  • 5. 2.1 SWOT Matrix Strength Weakness Internal Background : - TWELVE years old tour company - Top ONE Tourist Company for FIVE countries - Had loyal customers (Forty Percents of the customers are visited Six/ above tour with the company) Strategy of success : - Focus on the customers’ feedback by giving the questionnaires paper at the end of the holiday Lack of IS : - Questionnaires form have to fill with hand - Company link manually with suppliers and customers - Keep the record of sales with handwritten ledger - No official booking website Lack of marketing strategy : - BAD marketing strategy Lack of quality in Staff : - Country specialist staff cannot fill the detail form reliably - Only TWO members of staff in IT department while they are uncertain and many concerns to manage Opportunities Threats External Area growth : - More interested in remote destination tour New marketing strategy : - awarded “luxury adventure tour package” to the winner of the new television program Staff improvement progress : - Customer service staff will be trained by country specialists for effective dealing More Information Systems : - In future more computerised system can be happened by reducing cost in unnecessary areas and increasing in IT system Competition : - Newer Competitor expand others remote destination regions - Increased more competition in luxury tour Area growth : - Some potential regions that the company decided to have the new remote destination tour have bad reputation Positive Negative
  • 6. 2.2 TOWS Matrix In TOWS Matrix, the facts analysis from the SWOT matrix above will be evaluated into the actionable strategy. (Furgison, 2019) Internal Strengths : 1. Progress to get feedback from customers at the end of the holiday 2. Operating for TWELVE years and now one of the tourist company for FIVE countries 3. Having loyal customers Internal Weakness : 1. No official booking website 2. No computerised system link between the company and suppliers 3. Has only TWO staffs in IT department and they are unqualified 4. Have the bad marketing strategy External Opportunities : 1. Increase more budget in the IT system 2. Interested in remote destination tour 3. New marketing strategy on television program 4. Customers service staff training progress SO : 1. Get more feedback from customers after making the remote destination tour 2. Built more loyal customers by making the IS and proceed the new marketing strategy 3. The company is operating for TWELVE years and it is time to increase the capabilities of the customer service WO : 1. Make booking website and computerise system between company and suppliers 2. More qualify IT staffs in IT department 3. Proceed the new marketing strategy External Threats : 1. Increasing competitors on remote designation regions and luxury tour market 2. Some potential regions decided to make remote destination regions have bad reputation ST : 1. Experiences of TWELVE years and the feedback from the customers not to be overwhelmed by the competitors 2. Get the feedback from the customers after making the potential regions having bad reputation as the remote destination area WT : 1. Make booking website, the computerised system and changing the IT departments as fast as possible due to the increasing competitors 2. A better marketing strategy will solve even the potential regions had the bad reputation
  • 7. 2.3 Summary In summary, the company needs to make the information system as fast as possible and rearranging the IT departments teams. Also they need to get more feedback as usual after making the new tour; remote destination tour. For now, they have the bad marketing strategy and they need to proceed their new marketing strategy as there is more competition recently. The company have been operating the tour for TWEVEL years and it is time to increase the qualities of the customer services more by lecturing from the country specialists. As the information systems is the first priority of the company to make, the next section will show which new systems will be made first in order to improve the success of the company. 3. Impact of IS 3.1 Identifying New Systems To get more success for the Amazing destination company, they do need to make the necessaries computerised system. “Web Based Online Book System (WBBS)” and “Holiday Package Management System” are the major systems needed to develop as the new system first. 3.1.1 Reasons of needing the New System Currently, the competition is getting grower and thus the company need to change the system from manual to computerised system. By making the “Web Based Online Book System (WBBS)” the connection between the customers and the company will become faster and the company will get more sales because of the better users’ experience. When a “Holiday Package Management System” is done, the dealing between the supplier and the company will become faster. As the tour company, they deal with many supplier when a booking is applied, this is one of the necessary system to run the company smoothly.
  • 8. 3.1.2 Descriptions the TWO systems Web Based Online Booking System (WBBS) As the competition in remote destination regions and luxury tour are increasing recently, the company needs to make the system ahead than others. By making the WBBS, customers can know the detail information of the tour offered by the company and they can book them easily. So more customers will be interested in travel with the company. While booking the system, the system will store the customer information along with the tour type so there is no data duplication like the manual system. In Manuel system, the booking system is done by the telephone and the information of the customer to target the holiday is kept in a handwritten ledger. In WBBS, there is no data duplication and thus this makes the system more simpler and efficiently. Holiday Package Management System Holiday package management system is the internal system to manage the dealing between the suppliers; Hotels, Car, Plane and the company. Like WBBS system, the suppliers data will be recored within the system, so there is no need to record the data to the access database files and dealing manually which makes a lots easier of the company’s internal staffs. It will make the suppliers and the company relationship more easier and make the ahead of than the others competitors. If the country specialist gets the booking data from the WBBS system, he will check the data, customers number, tour package and proceed to make the dealing and booking staffs with the connected suppliers. After all the dealing processes, country specialist needed again to make “Quotation” which is the calculation of the total amount of the tour including the revenue for the company. The calculation of “Quotation” can also be produced by this system.
  • 9. 3.1.3 Reports from the New Systems and Recipients of it A system has the reports function to show the result of the work done by the system. The following table will show the types of the reports and the recipients of the system. Without knowing how the TWO system related, the reports system would be confused; See more how these TWO work together in Appendix A. 3.2 Data Duplication Problems If a company as the data duplication problems the consequences are; wasted costs, poor customer service, missed sales opportunities and many others. Data of the company should be centralised and thus make the company of the system more effectively RUN for long term. (Emery, 2017) 3.2.1 Data Duplication Areas The Amazing Destination has some issues in data duplication These areas are as follow 1. Recoding Customer Information Data 2. Data Recordation of Booking Information 3. Data Recordation link between Supplier and Company 1. Keep the Customer Information Data The company keep the customer information data, to know what kind of tour they like for further used. However it is done manually in the handwritten ledger. This makes the company unable to search the data easily and to find the final result like “the most likeable tour type” from the data. Moreover, there can be data duplication, because some customer information would be kept more than once. Thus it can happen the data duplications and unreliable data recording system. System Reports Description Recipients WBBS Booking Report After booking of the customers, there will the booking report. Country Specialist Re-Booking Reports If the customer change the mind, there will be rearrange tour package and this report will be out. Country Specialist Holiday Package Management System Suppliers Dealing Reports After dealing with supplier, there will be the suppliers Dealing reports. Country Specialist , Accountant “Quotation” Report By combining the total prices from the previous reports there will be the “Quotation” Report. Accountant
  • 10. 2. Data Recordation of Booking Information For now the company accept the booking from telephone and there can be misunderstand between the customers and the staff. In case, the staff changes can also lead to the data duplication as it is not a centralised computerised system. 3. Data Recordation link between Supplier and Company The dealing between the suppliers and the company is now deal in manual ways. So the data recorded are not clear and can lead to the data duplication. Especially if the customer book for long trip and there will be many suppliers to deal thus lead to data duplication. 3.2.2 How the new systems help to solve the data duplication problems? From WBBS, the booking information will be automatically saved along with the booked customer information. So there is no data duplication and the computerised system stored the data by categorising the customer name. Thus the customer more than one time will be saved separately and no data duplication. If a booking is receive from WBBS, the data will go to “Holiday Package Management System”. From the system, dealing between the suppliers and the company will be made. The total amount of a tour package estimated from “Quotation” will also save in the system. So there is no separate data record. 3.2.3 Data collaborating between the TWO system If a customer booked, the booked data transferred to “Holiday Package Management System” (to deal with facts by the booked customer) and the total cost of the tour package sent to the customers with WBBS. If the customer change the mind, the changing facts will be transfer from “WBBS” to “Holiday Package Management System” to make the next dealing with the suppliers and the process is repeated over and over until the customer done. The final result will go to the “Holiday Package Management System” and make the confirmation of the booking. To see more clearly about the collaborating of the TWO system; there is an activity diagram in Appendix A. The next section will tell about the changes happened because of these TWO new system.
  • 11. 3.3 Biggest Organisational Changes If the system is changed, there will always be the organisational changes. Some of the changes will make the company’s system better, however, some will have issues for the system changes. 3.3.1 Pointing out Organisational Changes along with the new system Because of the TWO new system from the above, the following changes can be happened in the company - 1. Changes in Company Structures and Procedures 2. Changes of the company’s staff 3. Changes in Policy 1. Changes in Company Structures and Procedures When a computerise system involved in the company, the procedures of the company will done more quicker and easier. However the the company need to add some basic technical devices like computer, servers/ cloud data services in this changes. Also IT departments will be involved as the main department. Not only the company structures is changes, but also the procedures done by the company change. In manual the procedures are done by the phone, the dealing face to face and record in ledger books. As the computerised system, all these procedures are done by computers. Thus there is no separated places to make the procedures and no data duplication. 2. Changes of the company’s staff As the company structures and procedures change because of the new system, the staff also have to change. The existing staff need to train, the way to use the new system otherwise there will be exchanged with the new staff in the company. 3. Changes in company policy There is no policy about IS in the company as the procedures are done manually. If the new TWO systems make, the company policy also have to change to protect the company’s staff privacy and the security of the new system. Also these policy will help to escape the unnecessary risks to the new system.
  • 12. 3.3.2 Possible Impacts of the Two Systems As the TWO new system are the computerise system, they can reduce the unnecessary cost; ledger books and the telephone bills. In facts the company can become more environmental friendly and create paperless environment as the data will no longer store on the paper. Besides the new system can solve the data duplication problems. Also they can summarise the recorded data easily for future more plans. This will help to get ride off the other competitors surely. 3.3.3 Suggestions to Become with the Changes Changes has the hard time for the first time, however, the system and the organisation will be harmony from sometime. Without having the changes of the company, the increasing others competitors will overwhelm the company. However people need to know more about the new system especially about the “WBBS”. Thus they can book easier than before. The new marketing proceeding by the company should also advertise about it so more loyal customers and the old customers can know about the company and the new system. 3.4 Outsourcing (or) In-house development for new system Both outsourcing and in-house development has their own advantages and disadvantages. In this section, whether the new system take outsourcing to develop the new systems OR developed by in- house rearranging the IT department team of the company. 3.4.1 Reasons to take outsourced The company IT departments has been for EIGHT years and there is no new system for the company. There is only TWO staffs in the IT departments and it is obvious that they are unqualified to make the new system to develop. If they take in charge the new system, the system will become more likely to fail. By making the outsourcing the system is more chance to become successful. As some of the outsourced can work professionally and thus make the company save time, money and resources. Furthermore, outsourced has their time limitation and thus it is sure to get the system on time by hiring them.
  • 13. 3.4.2 How the new system developed outsource? Taking outsourcing does not means, there will be no in-house IT department. However, the in-house IT department does not involve in the new system while the outsourcing team develop the system. There will be the business ambassador between the outsourcing teams and the company to know the business needs of the company. So they can make the system with the business needs of the company. The first thing to make the outsourcing is finding the good local or global outsourcing teams to develop professionally for the new system. Then the company have to choose the company’s analysis or the general manager as the business ambassador(the reason choosing the company’s staff as ambassador because they know the company’s business well). Then business ambassador and the outsource team discuss and make the new system available on time. 3.4.3 Reasons to take In-house development In-house developer, IT departments have been working for EIGHT years and they know well about the system of the company. They know how the business operate and there will be no business ambassador between them. So this is more convenient to make the new system develop. Other facts the In-house development should be take is that there is no extra charges is necessary for to develop the system. In fact as they know well about the business needs of the company, the system developed by them will match the needs of the business of the company. 3.4.4 How the new system developed by In-house(IT Department)? From these reason, developing the new system in-house is not a bad idea. So to develop the new system by IT Department, they need to add more staff to the department. Only TWO staff is not enough to develop these TWO system and it will take a lot of time. The other facts to develop the system in time, is that there should be IT manger in the company and will mange the department strictly. So that the system will be done in time by matching the needs of the business of the company. Conclusion In conclusion, the Amazing destination tour will be more famous and people will get know if the company has done the computerised system and the new marketing strategy. They are now one of the successful companies, however, the competition will be take over, if the company does not make the computerised system in time. By following and considering about the facts included in this report, they will be more successful and one of the TOP companies among other competitions.
  • 14. Appendix Appendix A : Activities Diagram of the TWO new system The above diagram is drawn by “Lucichart”. As it is the activity diagram, it show the FLOW of the TWO new system how they work together to finish the booking process.
  • 15. Reference EMERY, L. 2017. 10 Reasons Why duplicate Data is Harming Your Business [Online]. Available: https://www.qgate.co.uk/blog/10-reasons-why-duplicate-data-is-harming-your-business/ [Accessed 30 Oct 2019]. FURGISON, L. 2019. SWOT Analysis Step 5: Developing Actionable Strategies [Online]. Available: https://articles.bplans.com/swot-analysis-challenge-day-5-turning-swot-analysis-actionable-strategies/ [Accessed 29 Oct, 2019].