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MAN5902 Business System Analysis Assignment Help
Playing the role of A Business System Analyst, the learner conducts a feasibility study and creates a report which studies the findings of the research (Krutz & Vines, 2010). The objective is to find a suitable client management (CMS) product for the Australian organization named Major Tech Corporation (Johnston & Marshall, 2016). The company requires an advanced system so that it can provide better services to its clients with a more smooth working system and wants to enhance the efficiency of its employees as well (Krutz & Vines, 2010). Hence, this report would show a detailed analysis suggesting whether the decision of replacing the old spreadsheet-based system with the new system will be appropriate or not (Johnston & Marshall, 2016). To verify the study, the learner plans to introduce the concept of Content Management System (CMS). Content Management System is an application which is used for creating and managing digital information or content. It falls under the category of enterprise content management (ECM) and Web Content Management (WBM). Majority of CMS include the use of web based publishing. Its primary purpose is to assist content management of the web pages.
An organization needs to be well acknowledged with its clients. They are the most valuable asset of a company (Zhang et al.2010, p. 94). Hence, by conducting a trend analysis of Client Management System (CMS), the business can evaluate its performance and make use evidences while taking decisions (Johnston & Marshall, 2016). By using CMS tool for their business, the organization gets benefitted in various ways. The CMS tool helps the business to get a better understanding of their clients, build stronger relations with them, gives them the prospect to connect with right clients at appropriate time as carry out their services in the best possible way (Krutz & Vines, 2010). An example of CMS software is Pipedrive. The tool helps in sending automated mails, replaces repetitive tasks, promotes communication, saves time, maintains records and schedules, sends requests; hence perform various tasks on its own (Zhang et al.2010). The data collected through the tool gives managers a better insight of the business. Currently, to survive the competition, CMS software simplifies the work of the employees and improves their efficiency as they spend more time on their clients since the tool does half of their work (Johnston & Marshall, 2016).
Risks and Issues
Implementing CMS in an organization is not an easy task. There are various risks factors involved with it and various issues come up while implementing new software (Bahl et al,2010). If the software is not directly linked to the system of operations, an issue occurs (Johnston & Marshall, 2016, p. 95). At times the process does not get completed and does not provide all the necessary information. There are situations where the client data is not as productive as required or there details missing (Zhang et al.2010, p. 95). Another problem faced, is because of CMS being associated with various other systems on a large scale basis, continuously updating the software is required else there is decline in its performance (Krutz & Vines, 2010). Entering the data of the client in the new system is time consuming (Bahl et al,2010). If the feeder of the data is irresponsible, there are faults in the data, and hence the organization is not able to get the expected advantages of the software due to lack of awareness by the feeder’s part (Krutz & Vines, 2010). Installing the new software incurs more costs (Bahl et al,2010). The old data and the new data needs to be merged; there are chances of the data getting encrypted (Zhang et al.2010, p. 97).
Research approach and methodology
CMS has been designed and structured in a way keeping in mind the traditional way of client servicing and with the aim to replace the old methods with new simplified software which not only reduces the work load but also provides better results (Krutz & Vines, 2010). Earlier, the organizations had to use spreadsheets and other databases to store the information related to their clients and for other business operations (Wolovitz & Collins, 2012). Now with the advent of CMS software like Pipedrive, Allclient, mySAP, Oracle, Infusionsoft, HubSpot, Saleseforce, Microsoft Dynamics, and many more; business operations have become quite simplified and progressed (Wolovitz & Collins, 2012). The costs incurred on its installation and for training the employees to access it, is totally justified when one looks at the benefits provided by its solution (Weske, 2012, p. 333). While approaching the research, the learner has to perform the various functions:
1. The hierarchy needs to apply the software at all level of the organization (Krutz & Vines, 2010).
2. A leader of the project should be someone who is aware of all the aspects of the software, so that the person can execute the project well and achieve the desired goals.
3. The learner needs to hire someone who can give assistance to the workforce in order to train them with the new software (Krutz & Vines, 2010).
4. The CMS tool should be approached by all the employees and proper training should be provided to them so that there is proper understanding of the application and the risks involved due to lack of knowledge can be avoided.
Installing client management software is a time consuming process it involves so many functions to be performed (Krutz & Vines, 2010). Every software functions in a different way, hence before implementing it, the employees need to be well trained before the software can be put to use, so that the desired results can be derived out of it (Beloglazov, Abawajy & Buyya, 2012, p. 756). Insertion and extraction of client information takes place in a quicker and easier way. After the insertion of the required details, the data can be stored in files with proper security system (Von Krogh, 2012). With the help of tool like Pipedrive, multiple functions can be performed, as the software and the employee are both delivering their services; which results in increase in the output (Krutz & Vines, 2010). The tool is so useful, that the proceeding losses and expenses incurred by the firm with respect to recording of data can also be recovered to some extent (Von Krogh, 2012, p. 155). Major time is consumed while installing the software and getting habituated to it and to suit it as per the requirements of the organization (Beloglazov, Abawajy & Buyya, 2012, p. 761).
Pipedrive and other such client managing system software are concerned with providing services to manage the clients, manage the budgets, find new clients, provide assistance to the employees, and provide storage facilities and other functional areas of the organization (Von Krogh, 2012). The fundamental characteristics of these tools are to increase sales, organize sales, planning various activities, keeping a track of the activities, cracking deals and managing them easily and due to better organization, work is executed in a smarter way (Krutz & Vines, 2010). Since the tool keeps in depth knowledge about the clients, the client and organization relationship gets stronger (Rapp, Trainor & Agnihotri, 2010, p. 1230). There is increase in the revenue and productivity of the organization. The self-operating feature of the software helps the firm to realize the areas where improvement is required by providing indicators and by measuring the past records (Rapp, Trainor & Agnihotri, 2010, p. 1229). By providing excellent operating services the tool can help in reducing expenses incurred on outsourcing and also in keeping a control over other costs (Krutz & Vines, 2010).
The client management system software also helps the organizations in performing financial operations (Rapp, Trainor & Agnihotri, 2010, p. 1231). The software provides services like construction of the financial model, budgeting, accounting, maintaining the flow of cash in the business and such financial tasks which take place in the organization on a regular basis (Tan et al.2016). The tool is imbibed with applications which are required to deal with international accounting methods, the cash flow system, the procurement of funds, capital investment, the return on investment, risk analysis, investment planning and other financial operations (Von Krogh, 2012, p. 157). The features of the software assist the professional in estimating the risks involved in their future investments as well as it provides an estimate of the gain which the company can get by investing in that particular plan (Rapp, Trainor & Agnihotri, 2010,p. 1232). The changes in consumer behavior can also be studied with the help of this software (Von Krogh, 2012, p. 158). Such tools also provide suggestions and recommendations to the organizations by listing out various prospective projects which it finds would be beneficial for the organization from the perspective of investment (Von Krogh, 2012, p. 159). The purpose served by the software shows that the tool is advantageous from not only the managerial and efficiency of employees, but also from the financial credibility and goodwill of the firm (Rapp, Trainor & Agnihotri, 2010, p. 1236). This helps the organization to strategize accordingly.
Marketing approach and strategy
The main target of the CMS software applications are clients and their requirements (Tan et al.2016). It lays emphasis on fulfilling the requirements of the clients in the most cost effective way (Garrido-Moreno, & Padilla-Meléndez, 2011). The incorporation of features like QuickBooks, assess to carrier websites, email marketing, spreadsheets, helps in providing a detailed analysis of all the information of every consumer and client (Von Krogh, 2012, p. 157). The software keeps a record of all the policies relating to the client management (Rapp, Trainor & Agnihotri, 2010). The best quality about the tool is that it can be customized easily at any point as per one’s need (Rapp, Trainor & Agnihotri, 2010,p. 1231). The tool helps the organizations to create goodwill in the market and attracts new clients for the business (Garrido-Moreno, & Padilla-Meléndez, 2011).
Organizational needs and requirements
An organization works towards the accomplishments of its goals (Garrido-Moreno, & Padilla-Meléndez, 2011, p. 439). The main objective of any organization is to create good reputation in the market as well as to gain the confidence and trust of its clients and make new clients as well (Tan et al.2016). The clients are the source of funds for the organization as they play the role of investors (Finnegan & Currie, 2010, p. 155). The CMS application helps the firm to maintain relations with its future potential clients as well as the current clients (Finnegan & Currie, 2010, p. 154). CMS collect data through various sources, social media websites, emails, telephonic conversations, live chat on websites, marketing platforms, and obviously, from the website of the company. This is the reason why it is successful in providing a thorough detail of the customers and can meet their needs as well. As the main objective of CMS software is to bring innovation in consumer services by being the single platform to provide answer to their questions as well as fulfill their wishes, it does fail when some consumers do not opt for CMS.
Staff resourcing requirements
Every organization wants to succeed and obtain its goals in an effective way; hence they prefer to hire skilled and professional workers who can help them in accomplishing their targets (Prentice, 2013, p. 51). Since the organizations survive with the help of its clients and customers, it is important that the hired professionals are trained in a way to build stronger customer relationships (Finnegan & Currie, 2010, p 161). Therefore various department employees should know how their behavior towards their customer should be (Jansen, 2013). To take sales department as an example, the sales managers should know the profiles of their customers so that they can have positive interaction. On the other hand, finance department employees are required have knowledge about their clients investment plans, where they would like invest, their expectations from the investment plan so that they can suggest them the appropriate financial strategies. Implementing CMS tool in the company changes the working pattern; hence proper training needs to be given so that the employees do not misunderstand and misinterpret their clients.
CMS tools have their own advantages and disadvantages. To begin with the advantages; its specialty lies in the way it operates and saves huge amount of time. Since a lot of manual work is done by the software itself, it proves to be very assistive for the employees and the managers (Prentice, 2013, p. 59). Not only does it save their time but also their energy by reducing works pressure. The application performs various functions like keeping a record the clients activities, conducts marketing campaigns, provides after sales services, recognizes the needs of the clients as well as suggests good prospects to them (Jansen, 2013). The tool does not really have disadvantage as such, except the costs and time incurred during its installation and the risk of information getting encrypted (Verhoef, & Lemon, 2013, p. 3). To avoid these risks, there should be proper planning before the software is installed. Another big disadvantage is that since all the information is stored at a single place, without proper security, the competitors can hack the system and get hold of the confidential information.
Description of the product
Pipedrive is a software designed to operate the client management system. It is software based cloud storage and specializes in sales related services (Verhoef, & Lemon, 2013, p. 11). It has launched web and mobile application named Pipedrive. The application is a tool for effective management of client system (Finnegan & Currie, 2010). The tool is structured in a way to deliver its services to small, medium and large scale business firms. The main functions of the tool is email integrations, sales forecasting and reporting, managing mobile applications, web forms, import and export of data, optimization of sales process, pipeline system of management, services of API software and documentation (pipedrive.com, 2017).
Conclusion: findings and recommendations
After a detailed analysis of CMS software, the learner through this assignment has come across the advantages and disadvantages of the CMS application tools. The learner concludes that application of such software in Major Tech Company of Australia would definitely prove beneficial for the organization (Verhoef, & Lemon, 2013, p. 12). Looking at the services which the tool delivers, one can overlook its flaws and risks associated with it (Prentice, 2013, p. 49). Major Tech should implement Pipedrive in its organization to improve its client management system with more advanced technologies to increase its productivity. The implementation would also improve the efficiency of its employees and help the company to establish strong roots in the market. Hence the learner has described about the information in an argumentative form which provides the learner new understanding of the products. Every organization requires the CMS application that helps them to operate in a more efficient manner and reduce the manpower. This also helps in reducing the costs and receiving good productivity since the rate of error is considerably less.
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