mis group assignment.docx
- 1. Table of Content Contents Table of Content......................................................................................................................................1 i. Executive Summary............................................................................Error! Bookmark not defined. ii. INTRODUCTION ............................................................................................................................5 1. The role of the Information System (IS) in the business, company, organization...........................8 a. For the success of business strategy.............................................................................................8 b. As a tool to measure the firm performance................................Error! Bookmark not defined. c. For information Storage and Analysis .......................................................................................10 d. To assist with decisions making.................................................................................................10 e. To support the business processes..............................................................................................11 2. The size of the IS interims of:.........................................................................................................12 People.........................................................................................................................................12 Software .....................................................................................................................................12 Infrastructure (Hardware and communication devices).............................................................12 Services (Business processes supported) ...................................................................................13 3. The mission, vision and objective of the IS in respect to the strategic plan of the organization...14 4. Expected role of Information System in the organization.............................................................15 The problems..............................................................................................................................15 The contributions........................................................................................................................15 Factors not to able to play the expected role..............................................................................16 5. Information policy of the organization. .........................................................................................16 6. Information auditing (Information system auditing) of the organization......................................19 A. Procedures ..................................................................................................................................19 B. Maintenance ...............................................................................................................................20 C. System development ..................................................................................................................20 D. Purchased software.....................................................................................................................21 E. Access to data files.....................................................................................................................21 F. Application controls...................................................................................................................22 G. Output and Processing................................................................................................................22 H. Virus...........................................................................................................................................23 I. Power Supply .............................................................................................................................23 J. Communication network............................................................................................................23 K. General security..........................................................................................................................24 L. Personal policies (ICT staffs).....................................................................................................24 7. The role of IS on deciding the organization future plan................................................................25 8. My own recommendation to the organization. ................................Error! Bookmark not defined. 9. Conclusion………………………………………………………………………………………………………………… ………………………… Reference.................................................................................................Error! Bookmark not defined.
- 2. Appendixes ..............................................................................................Error! Bookmark not defined. Executive Summary An information system is a formal, socio-technical, organizational system designed to collect, process, store, and distribute information. IS, an integrated set of components for collecting, storing, and processing data and for providing information, knowledge, and digital products in logistics to run inter-organizational supply chains and electronic markets. An information system is essentially made up of five components hardware, software, database, network and people. Those five components integrate to perform input, process, output, feedback and control. IS is being used in Pave logistics and trading plc. in conjunction with customer relationship management and supply chain management systems to automate the service of the clients. Information systems include enterprise resource planning systems to manage day-to-day business activities such as accounting, procurement, project management, risk management and compliance, and supply chain operations. ERP is a complete system that can collect all internal resources of the organization and execute effective planning and control to achieve maximum benefits. Its goal is to improve information, logistics, capital flow, value flow, and business flow by using programming and control as a benchmark and using network and information technology as a platform to integrate marketing, sales, and customers and improve customer satisfaction. Functions such as market, planning, production, financing, quality, service, data integration, and business process reengineering (BPR) are combined to solve the concepts and methods of logistics & supply chain management (LSCM). In the early 1990s, Gartner Group Inc, a well-known American computer technology consulting and evaluation team based on the development of computer data processing technology and the needs of enterprise supply chain management at the time, predicted this trend. In the information age, the development of production management information systems and the upcoming changes make it possible for the concept of ERP and the planning of business resources. It can be divided into three levels: management ideas, software products, and management systems. (1) The standard business management system proposed by Garter Group Inc. is developed based on MRPII (Manufacturing Resource Planning). This is a management concept that supports the supply chain. (2) With integrating client/server systems, relational database structure, object-oriented technology, graphical user interface, fourth-generation language (4GL), network communication software products, another success in the information industry is based on the idea of ERP management. (3) A business resource management system combines corporate management concepts, business processes, basic information, human resources and materials, computer hardware and software. The internal and external resources of the enterprise organization are managed and optimally configured through the network. The conceptual hierarchy of a new generation of management information system ERP that manages information at the enterprise level.
- 3. The development of ERP has gone through four main development stages: The first step: MRP (Material Requirements Design) was created in the 1960s and is mainly used for procurement management and inventory control. Its main function is to use BOM, inventory information, and main production plan to calculate material requirements. The second stage: Closed-loop MRP was created based on MRP in the 1970s. It combines original capacity planning, capacity demand planning, production, and procurement, creating feedback and creating a closed loop. The third stage: MRPII. The fourth stage: ERP (Enterprise Resource Planning) was born in the early 1990s. On the basis of MRPII, functions such as distribution management, human resource management, logistics management, quality management, and decision support systems were added. Everything is an extension from supplier to customer. ERP uses advanced information technology, such as network technology, Internet, graphical interface, fourth-generation computer language, relational database, distributed database processing, and open client/server system. As a result, the integration capabilities are enhanced and the organization’s global operations can be supported. In the era of rapid development of information, with the popularization of computers, the development of science and technology, and the continuous growth of IT technology and business, the enterprise resource planning (ERP) system has become a platform and guarantee for the completion of business management processes after long-term operations. Establishing a logistics management information system is an important means for Chinese companies to improve their logistics efficiency. This is the prerequisite for modern companies to gain a competitive advantage in the management of logistics companies. Therefore, organizations must adapt to different needs, fierce competition, and rapid strategic changes. This is a powerful supplement to the nature of logistics companies. The logistics management information system has continuously experienced the processes of MRP, MRP II, and ERP. This article aims to study how to use computers in logistics management to create an ERP system-based enterprise logistics information management system. This article puts forward the development significance of logistics information management system, uses ERP system to analyze complex logistics business in detail, and designs the overall framework, specific functions, and data model of the system in detail. The experimental results of this paper show that the ERP system has important application value in the logistics information management system of supply chain enterprises, and it can effectively increase the value of customer satisfaction. Logistics services are an indispensable part of corporate services. It is essential to improve the competitiveness of the organization. The development of science and technology has brought about a fundamental change in the competition of traditional companies, which is no longer the traditional competition of geographical regions. Good logistics management methods can significantly reduce logistics management costs and improve the value proposition of the business. Pave logistics and trading plc work to meet continuously improve, improve competitiveness, improve logistics management methods, and improve logistics management levels. Today, economic globalization is growing faster, and the depth and breadth of commercial product development are also increasing. This puts forward new requirements for organizational development, requiring organizations to meet their needs.
- 4. Jagoda and Samaranayake put forward the conceptual framework of ERP system implementation by combining the state gate method with the pre implementation roadmap. It is found that an alternative integrated method based on the phase gate method is proposed to implement the enterprise resource planning (ERP) system, which will enhance the effectiveness of the ERP project. However, it is far from enough to build a conceptual framework. The theory and practice should also be combined. At present, choosing the right enterprise resource planning (ERP) system is the main challenge facing business managers. Jafarnejad proposes a combined multi criteria decision (MCDM) method, which will determine the most important use of Shannon entropy technology for ERP selection standard. Through this method, the previous research results can be integrated, and the judgment of industry experts or organizational managers can also be integrated to select the appropriate ERP system. Superiority of ERP System ERP system will bring direct and indirect benefits to enterprises; the following are its advantages: (1) Business integration: At this time, it is the most advantageous point of all the advantages, because the ERP system can realize the promotion of group business. (2) It is highly adaptable: This is the second important advantage of the ERP system. The ERP system can handle different currencies and accounting standards as a whole and at the same time carry out the execution of different functions and assign them to different departments for implementation. This adaptability is the basic prerequisite for adapting to the general trend of the organization and maintaining the unity of the system. (3) Better analysis and planning capabilities: ERP systems can make full use of various decision support systems and decision simulation functions to comprehensively use relevant business data in real time, so that decision makers have strong support, can ensure the correctness of decisions, and make decisions. The correct strategy leads the development of the enterprise. (4) Ability to apply the latest and most advanced technology: In order to benefit from the new development of technology, ERP suppliers must quickly adjust their ERP systems, because ERP systems can adapt to today’s fast-developing technology and gain in the information age. Operation enables companies to better adapt to the ever-changing business environment.
- 5. INTRODUCTION Pave logistics and trading Plc is a prominent logistics company which is incorporated in 2015, in Ethiopia with dynamic young professionals. Proper panning, adopt automation and professionalisms are the current strategies of Pave logistics and trading plc to satisfy the customers. “Quality service will not be assured by mare wish only and as technology plays a major role in increasing the efficiency of any organization’s information sharing, We provide accurate and real time information of our client’s cargo status with help our database.” as the co-founder of Pave Logistics Mr. Fikadu Anbesu said. Aligned with vision to become the most reliable and cost-efficient and for purpose of adapting to the changing trends of business, pave logistics highly embrace the concept of continuous improvement. - Offers a comprehensive range of quality logistics service to the clients. They have strong team of dedicated and highly skilled on custom clearing to render you reliable services, finishes all tasks in a committed time frame by following a rules and regulation applied by the government. - Running attitudes towards utmost customer satisfaction enable pave logistics to leverage innovative approach and fulfill their all needs. - Services are highly appreciated in the market for on time delivery and high consistency. In addition to experience held by the employee: - Continuous training render by company, governmental and non-governmental organization - Making Happy and motivating employee and - Familiarizing with the culture of working 24/7 to render customer reliable service. Some of customers they have been doing with; ANTEX TEXTILE PLC SUNSHINE ETHIOPIA WOOL TEXTILE PLC SUN APPAREL MANUFACTURING PLC LIGHTING UP AND SOLAR ENERGY PLC JEY JEY TEXTILE PLC
- 6. HELA INDOCHAINE PLC ADAMA WATER AND SEWARAGE AUTHORITY ADDIS ABABA WATER AND SEWERAGE AUTHORITY JINGJING SHOES FACTORY HUMANWEL PHARMACTEUTICAL ETHIOPIA PLC CCECC KINGDOM (ETHIOPIA) LINEN PLC AND ETC Pave logistics and trading plc business is driven from customers and they inspire their genuine customers’ to get in their activity measurement to reach the best service results. Pave logistics and trading plc core services are: 1. Customs Clearing: Pave logistics are act as an intermediary between customers and customs. They have experience and knowledge of customs laws and processes, which is useful for both customer and customs while support traders by providing all necessary documentation and under taking formalities taking cargo clearance. They also up hold government interests by ensuring compliance with customs and other regulatory requirements and the collection of appropriate duties and taxes. “In the ever-changing customs environment, we believe you might have suffered a lot and you are looking for the best clearing solution, which offers a seamless clearing service.” Said Mr. Tamirat Jaleta, operation manager, who smoothing out the customs compliance process which needs a strong knowledge and experience. They are beside customers to solve all these intricacies at the clearing stage with their commitment to pave uncomfortable business roads coupled with their immense knowledge of customs compliance. In order to minimize and or to avoid, the cost of detention due to documentation errors, misclassification, misrepresentation, miss-declaration or lack of knowledge, pave logistics render a customs clearing and compliance assessment with a highest standard of professionalism and ethics. In order to fulfill all their promises, their office has also been engineered with the necessary facilities. Their remote DTI and high-speed internet service coupled with their efficient and fast ERP system avoids any of time delay in making declaration and exchange of customs related documents.
- 7. Working with pave logistics, any customer can assure that: They will have least cost of managing customs compliance. They can file and submit their documents online to the extent that the country’s platform allows. Can manage supply chain process clearly and efficiently more than any other time. Will avoid danger of non-compliance or post clearance audit risks. You can assign all of your clearing related tasks to pave logistics and you can focus on your most valuable activities and time for a better future. 2. Freight forwarding: More than any other surprise is, the time that your goods arrive at your and safely in the first place and timely in the second place. Their liaison office in Djibouti and professional operation department at quarter in Addis Ababa work together seven days a week to smooth out the goods delivery process starting from the port to the point of destination seamlessly. 3. Transportation With their heavy load trucks and family truck supplies, totally they provide above 25 trucks for a specific shipments at a time especially when it comes to deadline meeting activity. In addition to their truck supplies, they are engaged in as member of transport association, which contains more than 250 heavy load trucks currently. Due to these capacities, they provide a responsible transportation cost to the customers. Manufacturing companies would enjoy their supply chain concept driven delivery and transportation. As a manufacturing and especially exporting company, you have to get the most reliable and committed transporter to solve the delivery time constraint. For project cargo shipment, especially containerized shipments, they have the experience of clearing shipments by document basis rather than piece by piece. This will help the project runner to benefit from unnecessary delays in delivery time and project delivery lag behind schedule. On the other hand, for over-sized cargo shipments, and those dangerous cargoes, especially IMCO class 8, they have the experience to transport with strong and planned supervision as well as escorting services to avoid any inconveniences during transportation and delivery. Now, confidently pave logistics assure that, they have brought a culture of business-caring for their customers’ business which will be manifested by short time delivery, seven days a week service, professional consultancy in customs tariff, customs valuation, clearing of manufacturing goods for local
- 8. market as well as for export under ECMS or voucher scheme, clearing and forwarding of project goods, and on humanitarian logistics. Categorically, pave logistics render high quality transport, customs clearing, freight forwarding, break-bulk warehousing, door-to-door delivery and professional consultancy services. In general their supply chain concept driven forwarding delivery will provide the customer the most cost- effective transport solution with its efficient delivery. The role of the Information System (IS) in the business, Company, Organization. a. For the success of business strategy. Business Information System eases the process of decision making and simplifies the process of delivering the required information and hence assists in taking better decisions instantly. With the constant change and evolution of customer preferences and requirements, businesses that can bring about new methods and innovative techniques can survive the market and continue to function as per the customer demands. The implementation of information system can benefit a lot in businesses and helps in controlling the internal and external processes. Following are the benefits of information system in the success of business strategy: New Products and Services: Any business striving to enhance and to give a strong hold on the future has to instill a well organized business information system. An IS can help in analyzing independent processes and enables organized work activities. Hence an information system entitles the companies to understand how the company generates, develops and sells the services or products. Information Storage: Keeping a log of activities is important for all the organizations, to understand the reason for the problems and so to provide solution to the same. Business Information System: makes it simple to store operational data, revision histories, communication records and documents. The storing of data manually involves a lot of time and money. A sophisticated Information system stores the information in the database which simplifies the process of finding the data easily. An IS has being used to increase business productivity and reduce service cycles, product development cycles and marketing life cycles. An IS is an evitable in the customs clearing, freight forwarding, break-bulk warehousing, door-to- door delivery and professional consultancy services. Service fee payment and other financial activities are under the implementation of an enterprise
- 9. information system. Companies with an excellent IS would have more problems surviving than one with poor systems. Many points of integration and resource dependencies exist among our information systems. Other outcomes include higher operational and cost savings. B. As a tool to measure the firm performance Using information technology to measure business performance involves IT systems gathering data and analyzing it. Business performance management systems allow managers to examine details about organizational activities. Performance measurement should include five main dimensions, namely: financial, market and customer, process, staff development and standards for the future. Those are categorized by three “effs”: efficiency, effectiveness and efficacy. The financial dimension should be reflected in indicators such as sales, profits and return on investment. The dimension of the market and customers should evaluate customer satisfaction, retention and service quality. The dimension of the process should include evaluation of the length and quality of the processes. The dimension of employee development should evaluate employees’ options, their motivation, and the capacity of information system. The supply chain system is characterized by seven performance dimensions, which are cost, quality, time, productivity, flexibility, reliability, and customer service As written on the pave logistics plc profile book, the company is successful in those dimensions, and IS helps them to get the customer satisfaction and the market share in the industry of private limited company.
- 10. C. for information Storage and Analysis Information systems store, update and even analyze the information, which the company can then use to pinpoint solutions to current or future problems. Furthermore, these systems can integrate data from various sources, inside and outside the company, keeping the company up to date with internal performance and external opportunities and threats. An IS is currently used in conjunction with customer relationship management and supply chain management systems to automate the service of the customers. Information systems include enterprise resource planning systems (ERPs), relational databases and mainframe transaction processing systems. Pave logistics and trading plc that has used Enterprise Recourse Planning (ERP) as a means to plan and manage its resources. The application of a system will certainly affect employee performance and organizational performance. D. To assist with decisions making Information systems collect and store the company's key data and produce the information managers need for analysis, control, and decision-making. Companies use computer-based information systems to automate documentation processes and clear customs compliance. One needs information to identify a problem and put it in a structured manner. Without information about a problem or opportunity, the decision-making process does not even start. Without information about the context in which the problem has occurred, one cannot take any decision on it. Every day these systems
- 11. process thousands of business transactions in which data are entered, manipulated, and stored for both operational and informational purposes. The resulting information resources constitute a valuable institutional asset that is used for analysis and decision making. E. To support the business processes Business Information System can be effectively implemented to help communication better between the employers and the employees. Information systems allow us to communicate with a variety of audiences efficiently, and this allows us to strengthen our relationships with these different stakeholders. With the use of information systems we can: Create, manage and track events, and analyze various marketing initiatives Stores documents and files in folders that can be accessed and shared by the employees. Oversee the flow of information between the management and the lower-level employees Allows the front-line employees to be a part of the decision making process. Information systems provide the ability for us to build relationships with prospective customers, meet the needs of existing clients and maintain the ongoing relationships. Our success depends on better services to the users of the right information at the right time.
- 12. 1. The size of the IS interims of: People There is IT department professionals and instructors who have 13 years experience versed him to be active and multidimensional in strategic involvements and decisions of the company. Above this, all the customers and workers of the company are the part of IS. Software There are two services which work together to give the customer access to various applications. o Software Centre Install software without needing to contact the IT support centre. Available exclusively on all managed computers. o Applications website The applications website contains information about the software that is available to users from the company, when they use Wi-Fi. Infrastructure (Hardware and communication devices) The company is working on both of hardware and communication devices infrastructure. That means, dealing with systematic application of the resource of scientific knowledge they have gone through thorough research to come-up with the gap in the industry and they have discovered that there needs to be done a lot of works to fill the gap especially in Paving the way of clearing and forwarding which is the motor for any Economy in this world. Based on this fact, they came-up with highly sophisticated and customized service solutions, which really filled the gap at its own stake for those clients who tasted it so far. The company believes that this positive externality will bring a change in the industry and will revolutionize the business culture that has been running to date.
- 13. Services (Business processes supported) IS is dedicated to providing support for the development of their service. To brought a culture of business- caring for their customers: Clearly articulate a vision, mission, and purpose of the company Adopt work flow to provide reliable logistics service with competitive price. Define the necessary inputs and outputs of the supply chain to make international trade easier, increasing efficiencies, and highly qualified end-to-end service.
- 14. 2. The mission, vision and objective of the IS in respect to the strategic plan of the organization. As explained on the Pave logistics and trading plc profile book and mass media the company’s vision, mission and objectives are: Vision: To be one of top five reliable logistics company in Ethiopia by 2025. Mission: -Promoting system based logistics service, - Building ethical and professional team to provide reliable logistics service with competitive price. - Making International trade easier: particularly for customers to achieve their objectives by creating flexible and adaptable business environment and by rendering highly qualified end-to-end service. Objectives: - Inspiring business Precision - Conduct quality and outcome based training for employees to produce active human resource and supply to the industry; - Having a multidimensional service provision mentality, Pave Logistics serves the local market impeccably by Land transportation in Import/Export, Canvassing of Sea Freight, Airfreight sales, clearance and transportation to and from customers' premise, value added services on consultancy on compliance, and many more. Therefore, the vision, mission and objective of IS is inseparable from the strategy of the organization and the company uses IS to achieve their vision, mission and objectives. IT determines their vision for customer service and the relationships they want to foster. For example, the company implements marketing and campaign management first in the documentation department and then expands its use into assessor, data
- 15. store, and transistor. Contact center applications may first be implemented in IT and then rolled out to customer services, clients, and other areas. 3. The Implementation of Information System in the organization. The problems The major problem areas that phase in Pave logistics are design, data, cost, and operations. The design indicate that the most frequently encountered challenges are creating realistic estimates regarding the time and resources required to complete the project, understanding patterns of collaboration or information exchange across units in the organization and handling the documentation types. Data includes Duplicate data, Data transformation errors, Lack of complete information and Manual data entry errors; cost includes Poor Communication & Visibility with Stakeholders, No Standard Work Breakdown Structure (WBS), and Underestimating Time & Budget Needed. The contributions Information system facilitates planning and control of the logistical activities related to order fulfillment. A management information system helps a company become more competitive, by making better tactical and strategic decision for the benefits of the firm and its customer. It reports and identifies what is working and what are not .these reports give owners the information they need to make decisions and improve the performance of their employees and the business. The contribution of IS in the companies are: Managing operations Supporting customer interactions Making data driven decision Collaborations on teams Gaining competitive advantage Improving individual productivity Pave logistics and trading plc IS contributes:
- 16. Reduction in stock levels and costs particularly of transportation and storage Synchronizing the processes of supply, production and distribution Improvement in customer service and satisfaction Establishing communication within the logistics chain. Factors not to able to play the expected role One of the key challenges posed by the advent of the logistics industry is to develop the role of investors as the supply chain workers within broader, integrated supply chain management systems. Entrepreneurial Operating System (EOS) is one of the modern management systems, has not been adopted and applied in this company. Awareness of EOS is still in its infancy at Company compared with its status in the business sector. If the company uses EOS properly, it can solve its problems including IS related challenges. The Companies have to continuously grapple with limited budget, weak and inadequate infrastructure, lack of resources and facilities, manpower problems, etc. Naturally, we pay little heed to the issue of entrepreneur operating system management, which call for considerable investment in terms of money, time, planning and efforts. 4. Information Policy of the Organization. Pave logistics and trading plc considers that, in pursuing business activities, it is the responsibility of the Company to protect information, the disclosure of which may lead to privacy concerns for the customer or identification of the individual.
- 17. All personal information provided by the customer, including Web-, email- and phone-based inquiries, will be handled as follows. Personal information is information that identifies the customer; it includes names, positions, addresses, telephone numbers, and email addresses. When collecting personal information, the Company will disclose the purpose of information collecting and will collect only necessary information The Company will prevent personal information collected from being leaked or altered and will prevent unauthorized access to the information.
- 18. The Company will not provide or disclose the information to a third party, except: 1. when there is an official written request for cooperation or information from an individual or organization with the legal authority to disclose the information 2. When there is agreement from the customer. If a customer wishes to review or modify personal information, the Company will accede only when the customer is identified by using the procedure specified by the Company. The Company will comply with domestic laws and other rules applicable to personal information held by the Company. It will review the personal information protection policy so as to improve it as appropriate. These policies will help ensure the confidentiality, integrity and availability of the company information and resources for all members of the customers Access Control - The integrity, confidentiality and availability of the company information resources will be protected by logical and physical access control mechanisms commensurate with the value, sensitivity, risk of loss or compromise and ease of recovery of these resources. Electronic Mass Communications - Members of the company are encouraged to use email, the web, wechat and other forms of electronic mass communication to facilitate the efficient and effective presentation and delivery of information. Information Security – Academic and business information resources are critical assets of the company and must be appropriately protected. Network Attached System Security Policy - The Company will take all prudent and reasonable measures to secure the systems that are attached directly to its internal network and indirectly to the external Internet.
- 19. Accountability - Individual accountability must be maintained . 5. Information auditing (Information system auditing) of the organization An IS audit is the process of collecting and evaluating evidence of an organization's information systems, practices, and operations. The evaluation of obtained evidence determines if the information systems are safeguarding assets, maintaining data integrity, and operating effectively to achieve the organization's goals or objectives. These reviews may be performed in conjunction with a financial statement audit, internal audit, or other form of attestation engagement. This definition provides a very broad ambit for an IS audit and covers a review of all or any aspect of the information and communication technology environment from development to deployment, from planning to monitoring and from acquisition to delivery. A. Procedures Audit procedures are used by auditors to determine the quality of the financial information being provided by their clients, the auditor must obtain sufficient appropriate audit evidence by performing audit procedures to afford a reasonable basis for an opinion regarding the financial statements under audit. This section Defines audit evidence; Defines relevant assertions and discusses their use in assessing risks and designing appropriate further audit procedures; Discusses qualitative aspects that the auditor considers in determining the sufficiency and appropriateness of audit evidence; and Describes various audit procedures and discusses the purposes for which they may be performed. The Information systems assets of the organization are being protected by a system of internal controls. It includes protection of hardware, software, facilities, people, data, technology, system documentation and supplies. This is because hardware can be damaged maliciously, software and data files may be stolen, deleted or altered and supplies of negotiable forms can be used for unauthorized purposes. The IS auditor will be require to review the physical security over the facilities, the security over the systems software and the adequacy of the internal controls. The IT facilities must be protected against all hazards. The hazards can be accidental hazards or intentional hazards.
- 20. B. Maintenance The Maintenance Audit approach is to collect information on your current maintenance processes, and from the maintenance information systems used at your operation, and analyses them for maintenance process improvement opportunities. A maintenance audit is a comprehensive review of an organization's equipment inventory, maintenance and repair processes, in-house facilities, and procurement procedures. The company’s routine operation of ERP resources may result in the creation of log files and other records about usage. This information is necessary to analyze trends, balance and perform other essential administrative tasks. C. System development During the planning, auditors should communicate with the organization for audit objectives, and to get relevant information about its information system The overall objective of a System Development Audit is to help an organization ensure that new systems are introduced on a controlled basis and that the new system on implementation is secure, controlled, capable of audit and meets regulatory requirements where specified. The company information system contains all basic processes Such as: Documentation process; Freight forwarding activities The management and administration of the company; Human resources; Financial activity and accountability Customs clearing activity; Door to door services; Consultancy; Port handling. Warehouse All information systems involve two basic software called the operating system and the database. Both have the ability to control access to the data and applications. The operating system controls access at the directory and files level, while the database controls access at the record and field level. All operating systems have two types of facilities, namely, authentication and authorization. Authentication allows only the authorized users to access the systems. Authorization, allows just-minimum-access to the files and directory. To manage both these facilities in all operating systems there is a facility called systems
- 21. administration. The first thing the auditors should do, when they start working under the new operating system is to get to know the authorization, authentication and system administration functions relating to these facilities. D. Purchased software The IS auditor should understand the purchasing system and it’s Item, quantities, or other information relating to the order may be incorrectly. The IS auditor should also take appropriate steps to protect the integrity of the organization’s system and files since these utilities can easily damage the system and its files. The IS auditor also should be aware that test data analysis can be extremely complex and time consuming, depending on the number of transactions processed, the number of programs tested, and the complexity of the programs/system. The auditor’s objectives in the audit of purchases are: 1. Consider the internal control over purchases 2. Determine the existence of purchases 3. Determine that the client has the rights to the recorded purchases 4. Establish the clerical accuracy of the records and supporting schedules of purchases 5. Determine the valuation of purchases 6. Determine that the presentation and disclosure of inventories and cost of goods sold is adequate including disclosure of classification of inventories, accounting methods and any inventories pledged as collateral for loans. E. Access to data files In any enterprise using file servers to store and share data, auditing is important to ensure data security. You can monitor multiple file servers in your domain. In this article, you will see how to track who accesses files on Windows File Servers in your organization, using Windows Server’s built-in auditing. At the end of the article, you will also see how to do it effortlessly through Lepide File Server Auditor (part of Lepide Data Security Platform). Here are the steps to track who read a file on Windows File Server. Step 1 – Set ‘Audit Object Access’ audit policy
- 22. Step 2 – Set auditing on the files that you want to track Step 3 – Track who reads the file in Windows Event Viewer When using IT resources or resources owned by third parties that are accessed using IT resources, Individuals must comply with all applicable the country laws, all applicable private limited company rules, ordinances and policies and the terms of any contract or license which governs the use of the third-party resource and by which the Individual or the company is bound. F. Application controls Application controls are controls over the input, processing and output functions. This includes several top- level items. Files are used, whether correct output files are created, and whether the job accounting information accurately reflects the proper processing steps. IT application or program controls are fully- automated (i.e., performed automatically by the systems) designed to ensure the complete and accurate processing of data, from input through output. These controls vary based on the business purpose of the specific application. These controls may also help ensure the privacy and security of data transmitted between applications. Application controls are those controls that pertain to the scope of individual business processes or application systems, including data edits, separation of business functions, balancing of processing totals, transaction logging, and error reporting. Application controls are transactions and data relating to each computer-based application system and are specific to each application. The objectives of application controls, which may be manual or programmed, are to ensure the completeness and accuracy of the records and the validity of the entries made therein. The Categories of IT application controls may include authentication, authorization, identification, input controls, completeness checks, and validity checks. G. Output and Processing Output is the outcome of processing. A system feeds on input to produce output in much the same way that a business brings in human, financial, and material resources to produce goods and services. A major objective of a system is to produce an output that has value to its user. Whatever the nature of the output (goods, services, or information), it must be in line with the expectations of the intended user.
- 23. Professional outcomes are indeed key to a meaningful supply chain management, and focusing on being part and parcel of customer is essential to inform esteemed customers and improve logistics industry processes and supply chain management. H. Virus A computer virus is a computer program that has the ability to copy itself to other computer programs or data files. That is, the virus program code is added to the code of some "legitimate" program. A computer virus is a malicious piece of computer code designed to spread from device to device. A subset of malware, these self-copying threats is usually designed to damage a device or steal data. . Thus, Pave logistics and trading Plc uses regular updating system of antivirus to protect its files from virus. I. Power Supply Internet has made the information transfer very fast and the technological developments have changed the way of working of the organizations. Computers have revolutionized the management of the information. Internet has made the organizations more strong and has become more flexible to easily adjust to changing needs of the customers. Companies and individuals can use internet to exchange business transactions, text messages, graphic images, and even video and sound. The Power Quality Audit (PQA), is a service offered by Socomec that checks the reliability, efficiency and safety of an organization’s electrical system. J. Communication network Network analysis is one of the instruments in the communication audit toolbox to diagnose communication problems within organizations. The communications network in today's data processing environment represents an area of significant exposure for computer.
- 24. K. General security Security audits will help protect critical data, identify security loopholes, create new security policies and track the effectiveness of security strategies. Regular audits can help ensure employees stick to security practices and can catch new vulnerabilities. An information systems security audit (ISSA) is an independent review and examination of system records, activities and related documents. Also, security audit is an unexplored area and requires a simple framework to guide the process. L. Personal policies (ICT staffs) Personnel audit is a term used for a case study of human resources in the organization. Its subject is an objective and independent review and assessment of the condition and suggestion of solutions to increase the effectiveness of individuals, organizational units and whole organization. The IS audit's agenda may be summarized by the following issues: - Availability: Confidentiality: Integrity: The IS audit focuses on determining risks that are relevant to information assets, and in assessing controls in order to reduce or mitigate these risks. By implementing controls, the effect of risks can be minimized, but it cannot completely eliminate all risks.
- 25. 7. The role of IS on deciding the organization future plan. The information system is a model of the majority processes, executing at organizations. The fact that the customer principals operatively can get reliable shipment report and tracking information helps to control them in real environment 24/7 wherever they are in the world. The registration of the received documents was created in ERP system, improving the customer’s time delay in making declaration and exchange of customs related documents. At the same time, the filing and submit documents online to the extent that the country’s platform allows. In addition, the signed contracts between the company and clients are registered. Information system renders the information concerning these contracts and helps to control their execution. Strategic planning affords stakeholders in an organization to help the project runner to benefit from unnecessary delays in delivery time and project delivery lag behind schedule. Planning is a management process concerned with defining goals for a company's future direction and determining the resources required to achieve those goals. And the supply chain concept driven forwarding delivery will provide the most cost effective transport solution with its efficient delivery using the modern advanced information technology systematic management ERP.
- 26. 8. Recommendation Information systems are great tools for managing and exactly targeting the great number of customer and prospective clients. Regular reporting helps us identify trends, avoid danger of non compliance, adapt our workflows, post clearance audit risks, analyze the success of our service and plan effective campaigns for the better future. While implementing a IS is quite costly and time-consuming, the return on investment is clear as soon as doing things professionally with high precision and performance measurement come up with the best service output. The use of information technologies is an essential component of a company's strategy to succeed in a rapidly changing world. Contemporary information technologies make it possible for companies to create information systems for effective communication and mutual understanding among staff members, as well as to support the decision making process at all levels of management. In the today's rapidly changing competitive business environment, only flexible and dynamically developing companies are able to meet competition, companies that have managed to reduce costs and improve business efficiency through the introduction of advanced information technologies. Whether the clients are local based or international company incorporated in Ethiopia, they have to go through the customs clearing process while they import and export. In order to minimize and or to avoid the cost of detention due to documentation errors, missclassification, misrepresentation, missdeclaration or lack of knowledge, Management Information Systems (MIS) provide regular information across functional areas to the customer to allow them to make decisions based on data rather than guesses. This is essentially important for growth business.
- 27. 9. Conclusion Enterprise resource planning System is a complete set of simple concepts and practical tools that has helped thousands of entrepreneurs get what they want from their businesses. It is a complete system that can collect all internal resources of the organization and execute effective planning and control to achieve maximum benefits. ERP simplifies the business structure to include a sophisticated and customized service solutions, putting the right people in the right seats, clearing of manufacturing goods for local market as well as for export under Ethiopian customs mortal system (ECMS) or voucher scheme, articulating and acting on the core values of the company, openly discussing the root issues behind problems in the business, and creating accountability for completing assigned smart goals in a timely manner. A special attention given to how employees can work with their managers to both better understand /implement ERP and what they can personally take on to successfully adapt to it on humanitarian logistics.
- 28. i. References - Pave logistics and trading plc. Profile book. - Pave logistics and trading plc media ii. Appendix www.isworldwide.com www.ERPworldwide.com