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MAN5902 Business Systems Analysis Assignment Help
As a Business Systems Analyst, in this report, the learner will develop a feasibility study and a report on the findings to identify a suitable CMS product for the organization- Major Tech Corporation (Brodersen, Chatterjee & Lim, 2000). Currently, the spreadsheet-based system is out of date; hence a new system is desired to provide an enhanced level of service to clients as well as increase the efficiency of employees (Kim & Feamster, 2013). This report will provide a detailed description of the current trends and practices surrounding CMS products (Wolovitz & Collins, 2012).
Information of clients is the most valuable asset in an organization (Wolovitz & Collins, 2012). Hence, the newest trend of Client Management System enables an organization to keep the information safe and up to date with instant access for achieving success (Brodersen, Chatterjee & Lim, 2000). It provides industry’s best client support and an essential tool for the business owner’s in the current trend (Fuh, Meier & Pan, 2001). It follows up the client’s prospect towards important client tasks and also helps to attain new leads in the business. It provides basic management features such as auto responders for email, easy to make landing pages, client records, calendar events, notes and much more (Kim & Feamster, 2013). There are few organizations which are afraid to move to the newest trend of Client Management System as they had a poor experience from the past management software suite (Janik, 2006). However, this software eases the management control in an organization and also increases the efficiency of the workers (Kjellberg & Lund, 2002). AllClients is a tool used in many organizations which have helped them to achieve business success at a manageable price and is easy to handle as well (Wolovitz & Collins, 2012). It assists the employees by enabling them to spend their valuable time focusing on clients while lessening the time they spend on computers as this tool does everything on its own (Marberg et al. 1999).
The risks and issues while using a CMS in an organization are the following:
1. Budget Size: Installed software is much costly than cloud subscription software. Also the extra costs for operating and running in the server will charge more (Honarvar, 2001).
2. Security of the data: Once the software is offshore there is no guarantee in terms of security. Hence, commercial grade encryption is desired (Ambrose, Rothwein, & Strobel, 2003).
3. Learning curve for the beginners: It takes ample time and money as well to go through the whole software. Hence, cost effective training is desired (Muyres, Rigler, & Williams, 2001).
4. Implementation and quicker result: It takes time to implement this software in the business during the training process and adaptation in the whole organization (Ambrose, Rothwein, & Strobel, 2003). Therefore, client’s requirements are not fulfilled due to lack of communication between the organization and client (Killeen et al. 2001).
5. Importing the data: Once the software is installed it is quite tough to merge the existing data to the new one. Hence, additional services are required for continuation of the activities (Saarijärvi, Karjaluoto, & Kuusela, 2013).
Implementation of CMS in an organization is a long drawn affair; hence, the business must be quite meaningful and deep to achieve the desired success eventually (Segur, 2001). Convenience and security is a major issue with CMS system, therefore; VPN, anti-virus program, passwords and installing firewalls is desired to create a strong system in the organization (Saarijärvi, Karjaluoto, & Kuusela, 2013).
The CMS customization methodology is derived from the traditional suite suppliers (Sawa, 2002). The significance of installed applications, return on investment (ROI) and in terms of business has wholly justified the circumstances (Hayes, 2001). The adaptations of CMS solutions in the industry have flooded the current world (Ambrose, Rothwein, & Strobel, 2003). Previously, industries tend to use spreadsheets and database software for their business operations but at present, the development of CMS has made business easier to do (Hu, 1996). The development of remarkable web-based software such as Siebel, Salesforce Automation, Oracle, and mySAP is becoming the newest trend in various industries (Hayes, 2001). The use of this software has made the workflow and client management system at ease (Boyer & Sipher, 2002). Even though this kind of software has several issues in terms of security and convenience, this software is hugely used in many industries (Baghdadi & Maamar, 2013).
The research methodology involves the following step:
1. The adaptation of senior management is desired to implement the changes in the whole organization (Lee, Cram & Mukundan, 2003).
2. The person who manages the whole project is crucial as that person has to handle the entire project and is responsible for achieving the goals (Douglas, 1999).
3. A super-user is desired to learn the whole new system while assisting other employees to learn the same (Lenz, 2000).
4. Launch the CMS in the organization and start marketing the brand to other competitive business (Gravlin, 2002).
5. Every guideline needs to be understood as well as implemented in the whole organization (Brodie et al. 2013).
6. Efficient training is desired to learn the software’s functions and its implementation in the organization (Jorgensen et al. 2013).
7. After setting up the CMS every member of the organization must change their work pattern and learn the new trend in the organization (Chang, 2001).
The schedule of CMS software in terms of training takes a longer interval of time as it is a bit complicated (Jorgensen et al. 2013). Once, it is implemented in the organization and all the functions are learned thoroughly its services are very useful (Bruck & Hammer, 2004). It is time-saving software (Jorgensen et al. 2013). It provides faster filing of the information based on each client as well as retrieval of information is quite easy (Gravlin, 2002). After installing this software the files are kept safe in the records while minimizing the loss of data (Broomhall & Landau, 2001). The efficiency of the employees also increases as this software does the entire work of each employee which in turn increases the productivity of the organization (Bruck & Hammer, 2004). The litigation losses and costly recovery of vital records are also covered up with the help of this software (Hosoe, 2000). The only time spend while installing this software in an organization is to adapt it to the working environment and learning all the functions efficiently (Bruck & Hammer, 2004). It generally takes five to six months to implement depending on the scale of the business. Hence, time is not at all a factor if the software provides all the significant elements to achieve the desired success in an organization (Reinhold, & Alt, 2013).
Client Management System is a software application that manages the business, employee services and temporary or permanent placement services (Cao & Gruca, 2005). The basic features of this application are order distribution among various clients, enhancing the reporting capabilities and also helps in billing which is essential to release the workload from employees (Touboul, 2000). The services it provides brings in digital intelligence in terms of each deal which enables to predict client needs and also help to build a strong relationship with clients (Bloomfield & Best, 1992). This, in turn, leads to higher revenues and increases client leads for attaining more business (Boons & Lüdeke-Freund, 2013). CMS software application helps to identify the current prospects and the most potential customers in the target market which leads to profitability in the organization (Touboul, 2000). Even there are few software applications that provide sales coaching whenever desired. It helps to measure the past records and business profits while identifying the indicators required for the future purpose (Boons & Lüdeke-Freund, 2013). The automated business and digital intelligence services control the acquisition cost which leads to higher revenues for the organization (Cao & Gruca, 2005). This application can reduce the outsourcing cost by efficient management of operations and processes (Low & Anshari 2013). Hence, the services provided by this software application increase the productivity in the organization (Demirkan & Delen, 2013).
The financial projections of CMS software application provide valuation, financial modeling, and capital budgeting over more than 16,000 organizations worldwide (Delen & Demirkan, 2013). This kind of tools comprises of best practices for capital budgeting, International accounting standards, and cash flow methodology for an organization (Low & Anshari 2013). It also serves an organization in terms of investment planning process (Demirkan & Delen, 2013). This software is made for different kind of employees such as engineer, marketing departments, investment analyst and managers (Gelman et al. 1994). It provides the crucial methods towards investment calculation in the most profitable way (Claycomb & Martin 2013). It helps to prepare complete professional cash flow model and sensitivity analysis towards the existing clients as well as future investments (Low & Anshari 2013). After the complete investment is done, this software helps to conduct post-implementation analysis for attaining the profit analysis for the organization (Logston et al. 1996). It recommends the best projects desired in an organization by the process of standard investment analysis. CMS software application helps an organization in several ways with its high featured abilities (Mukherjee, 2013). Therefore, installing this software will not only raise the financial credibility of an organization but also increases the standard and efficiency of workers in the competitive world (Gelman et al. 1994).
The marketing approach and strategy of CMS software application is based on clients and customer needs. It is integrated with QuickBooks for complete accounting package and also determines transactions by each user (Mukherjee, 2013). The service it provides helps to attain customer satisfaction by displaying the whole information of each customer and client (Logston et al. 1996). It also has a direct access to Carrier websites within a customer file in accordance with the policy information (Gelman et al. 1994). Desired changes made in this application are quite easily done (Firth et al. 2013). CMS software manages cross-selling report, cancellation report, production report and much more (Low & Anshari 2013). When clients are aware of this newest trend in the organization they tend to invest and indulge in the business even more (Leitner, Hummer & Dustdar, 2013). Customers also tend to rely on and engage more in the business activity by learning about the upgraded features and enhanced security system (Low & Anshari 2013). This software helps to gain more customers and clients from the target market which in turn will be benefitted for the organizational goal (Gustafsson et al. 2005).
The essential need of an organization is gaining more potential customers and clients for investments as well (Hayes, 2000). The CMS software manages the interaction with the potential future customers as well the current customers (Schadow, 2013). It enhances the relationship among the customers by gaining their trust in terms of securing information and especially focuses on customer retention which in turn increases the sales growth of the organization (De Weerdt et al. 2013). This software application compiles the data from varied communication networks such as social media, live chat, telephone, marketing materials and most importantly company’s website. CMS provides the valuable details of the target audience by serving their needs (Nguyen & Waring, 2013). However, there are few potential customers that do not go for CMS which results in dissatisfaction and defeats the crucial purpose of CMS. Generally, CMS improves the customer services by solving their requests and queries (Hayes, 2000). Hence, proper information management is desired for solving those queries (Schadow, 2013). Properly detailed information of existing customer needs to be kept for the future purpose, which CMS does efficiently (Hayes, 2000). The segmentation of customers is efficiently done with the help of CMS as it categorizes customers based on their requirements, industry, job and much more (Alexander, 2013). The customization of products and services are based on the unique taste of each customer (De Weerdt et al. 2013). The organization must use this software for their own benefit as it allows customizing the products and services based on each customer (Schadow, 2013). CMS let business organization to interact with different customers and clients via personalized communication and message which will help the organization to understand the view and need of each customer (Egan, 2013).
There are many organizations that hire skilled workers for their company and train them to create an effective customer relationship (Becker, et al. 2013). Employees in sales department must know to value customer relationship and must have a precise understanding towards existing profiles of customers (Khodakarami & Chan, 2014). Even the employees at the legal and finance department must have a clear understanding on building a strong customer relationship. Application of CMS software changes the infrastructure of the organization, hence proper training and guidance must be provided to the employees for adopting the newest technology (Myers, 2013). If an organization does not have well-designed processes then it can never achieve success (Khodakarami & Chan, 2014). Conducting surveys in the organization is desired to learn about the current views of customers and clients (Becker, et al. 2013). Previously, the use of spreadsheet has created an unprofitable and haphazard management of customer information which resulted in lower revenues (Dumas et al. 2013). However, the use of CMS will increase the profitability as well the efficiency of each employee in the organization. Misinterpretation and misunderstanding of customer views were a serious issue earlier, CMS can clear out all the risk factors and create a friendly relationship with the customers (Becker, et al. 2013).
The main advantage of using CMS software is all the relevant information of potential clients is kept in a single place which saves both the energy and time of employees in the organization (Khodakarami & Chan, 2014). CMS is quite great in building strong customer and client relationship (Foss & Knudsen, 2013). CMS provides accountability, manages activities and opportunities of various clients and sells different courses and also markets towards the target customers (Mainela & Ulkuniemi, 2013). It even manages marketing campaigns and serves excellent sales service by identifying the needs of each client (Gentry & Shen, 2013). The CMS software transfers information between different departments of the organization (Krasnikov, Jayachandran & Kumar, 2009). For instance, if a customer calls and wants to talk to the accounting department then all the relevant information are transferred easily with the help of CMS software (De Klerk et al. 2013). This not only pleases the customers but also save lots of time (Gentry & Shen, 2013). This software tracks down the progress of a customer starting from lead to payment of the customer and even beyond that (Krasnikov, Jayachandran & Kumar, 2009). The higher authority can also keep a track of their subordinate team members and provide training to the underperforming team (Krasnikov, Jayachandran & Kumar, 2009). Hence, it is clear that CMS is an essential tool for an organization in terms of accounts, training, auditing customer and tracking (Sharkh et al. 2013). This enables management to identify the areas they lag and helps to rectify them. For the business owner, this is the best software to monitor all the operations in a single screen anywhere around the world (Mainela & Ulkuniemi, 2013).
The major con about this software at present is the theft of potential data of each customer as all the information is stacked at a single place (Dumas et al. 2013). The biggest advantage of this software is its biggest disadvantage (Hollis & Maiden, 2013). Keeping all the information at a single platform increases the risk of potential security theft (Krasnikov, Jayachandran & Kumar, 2009). If the systems are hacked then all the valuable information can get leaked to your rival organizations which in turn will be bad for both the clients and business (Stein, Smith & Lancioni, 2013). However, this can be resolved by the use of encryption software (Mani & Masand, 2004). All sensitive information of clients has to be preserved safely by efficient encryption (Stein, Smith & Lancioni, 2013). The maintenance contracts come at a very high cost which is unbearable by many organizations which in turn increases the risk of data theft too (Hoda, Noble & Marshall, 2013). The billing accuracy is also not maintained by CMS as it is not technically designed (Das et al. 2010). However, it does save both money and time by billing on site (Mani & Masand, 2004). Implementing and adopting this software in the business is a long term process and requires efficient employees to learn (Das et al. 2010). Hence, this planning must be done during the planning stages of installing the software in the organization (Dumas et al. 2013). There can also be times when employees might think they are needed anymore in the company due to the adaptation of this new technology in the organization (Stein, Smith & Lancioni, 2013). Therefore, they need to be guided efficiently by the higher authority to increase the output of the organization (Leitner et al. 2013).
The assignment clearly identifies the usefulness of CMS system and provides an effective way to develop Major Tech Corporation (Mani & Masand, 2004). This report has provided the relevant information that is required to manage the client and employees for better efficiency in terms of achieving success (Leitner et al. 2013). There are various CMS software applications that can guide the organization such as Oracle, AllClients, Salesforce Automation, Siebel and mySAP and they also have similar features which will enhance the productivity and profitability of the company (Becker, et al. 2013).
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