Google Docs processed information systems for a software development company.
General Description
The system is used as a free online alternative for the existing office software packs intended for word processing, creating spreadsheets, storing, retrieving, sharing, and arranging document collections and packs. This may be used instead of Microsoft Office, or Open Office software packs, and it may be accessed from any computer if a person has a Google account. Therefore, the entire information system stays flexible, reliable, protected, and outsourced. This may be quite important for organizations that can not afford the arrangement of a file storage server for all the employees, especially if different departments are situated in different locations.
Users (or Other Information Systems) and User Functions
Users that use the described information system are software development teams, project coordinators, and department managers. Therefore, document flow is regarded as one of the most important aspects for the successful and effective activity of the company. Developers use them for storing project requirements, development notes, discussion, and meeting protocols, as well as the possible suggestions that should be passed to another department. Project coordinators use it for storing, retrieving, and processing project spreadsheets, documents, and images. Department managers share the requirements, recommendations, list of criteria, and deadline information for the developers.
Instance
An instance of IS operation involves the opportunity of communication, sharing the working information, as well as controlling the project development process. This means that the actual importance of the entire system is closely linked with the necessity to estimate and regulate the entire working process. Therefore, the customer care department forms the list of requirements, and shares it with department managers, and assigned project coordinators. This may be stored online, or in a paper folder. Then, developers may share their achievements, decisions, or suggestions, and with other departments. All the decisions are shared with the coordinator.
External Description of the Information System
Inputs
These are the documents and changes linked with the project: requirements, suggestions, considerations, changes, status, and questions. Since the departments are in different geographic points, the inputs also include results of web conferences and a list of key decisions.
Outputs
Since the company is based on the cooperation of the departments, the team workers need the properly arranged IS for getting regulations, updates, changes, and any information
for the project. Docs that may be changed are used for offering deadline information, project details, or project priorities.
Information Processing
Processing of the online stored information is performed online, and hard copies are processed by workers responsible for processing any particular type of the information. The processing is performed in accordance with the needs and requirements of the project management principles, and involve filling spreadsheets, sending reports, and creating feedbacks for the developers.
Information Stored
The information that is stored is divided into several categories:
- Company policy. These are the sets of administrative and coordination regulations.
- Customer care data. These are the basics of project requirements, customer related data, as well as suggestions, and offers that may be offered by developers.
- General document flow: reports, suggestions, rules, and schedules.
System Boundary
The boundary of the system is defined by the privacy regulations of the company. Therefore, confidential data is not stored or processed with Google docs, and if there is a need to send some, it is archived, and password protected.
External (Outside) Components
These are mainly physical such as data storages, and network channel. Architectural boundaries are removed by properly adjusted network.
Internal (Inside) Components
Internal boundaries are organizational, however, these are almost undermined by the remote cooperation nature of the company
External View of the Information System
Since the entire Information System is Google docs processed mainly, it should be emphasized that there is no need to explain and describe the principles of informational security, matters of access and data protection. All these tasks are imposed for the Google docs service, therefore, the functioning of the system, as well as its external view involves only data processing, sharing, storing, and retrieving.
In the light of this fact, it should be stated that the entire information system is not protected properly, nevertheless, the requirements of the company undermine the necessity of using a common file share, corporate messenger, as well as there is no need in the mail that should be located on a corporate server.
The company had to refuse from the pyramid model of Information system structure, as it offers restricted opportunities for the effective informational exchange. Instead, the information is structured properly, and each team has clear instructions and precautions as for the information access. As for the matters of unprotected access to the information which is available to other teams, it should be emphasized that it will be of no use for other employees, as graphic designers, for instance, will not find anything useful in data provided for customer care team.
Internal Description of Information System
Information Processors
Processors that are used by the company are free, and created on the OpenSource basis. Therefore, Open Office is used for the internal needs, and planner that is required for controlling the project implementation process is created by the company’s developers team (EasyPlanner 2.1). Google Docs processor is used for processing files and documents that are open for the common access of the workers. Regardless of the fact that there are more reliable and effective software solutions, the company has already made its choice in favor of open source software in order to undermine the likelihood of using unlicensed software.
Information Stores
The stores that are used by the company include the standard Google account storage, as well as hard drives of the employees’ PCs. In fact, there is no need to create a remote server for storing files, as this will be featured with additional expenses, as well as another information security vulnerability, if it is administered remotely. Additionally, some of the developers are outsourced, and the data security measures are undertaken individually. The problem of storage is resolved by storing reserve copies on reserve hard drives.
Networks
Networks are used only within the departments, while inter department communication is performed by internet connection. This is explained by the fact that the actual importance of the communication process is explained by the fact that departments work separately, however, the results of their work should be joined. Finally, the product is sent to the project coordinator, and then offered to a customer. Since some of the team members are outsourced, there is no need in a large network.
Internal View of Information System
Since the regarded names of the data processors are intended for processing information of various origins, it should be emphasized that these are used as the key information processing, sharing, storing and protecting tools. This is explained by the fact that the company is small, and there is no need to apply tools and methods that are used by large companies for the increased effectiveness. The company is focused on the key performance aspects, and everyone in the team is experienced enough for taking care for information security.
In accordance with the given scheme, the teams are communicating with each other during the project development process, and they are using the Information System management block that involved Google Docs services, as well as Open Office Pack. This helps them to create all the necessary documents for managing the communication process within the team, and share information with each other.
As it has been emphasized, the company had to refuse from the traditional pyramid scheme of Information System management, and the given scheme explains the values of informational structuring. The teams are communicating with each other on the matters of project development, and exchange with information related. However, developers – customer care communication will be separated from developers – designers communication, and even if some documents of the other communication process will be accessed, the department, or any particular employee will not be able to use it.
Further Notes
Considering the information given in the report, it may seem that the Information System of the regarded company is too primitive. On the one hand this is explained by the statement that the company does not have an opportunity to work in the same office, and some of the workers are outsourced. Therefore, the company has created clear instructions and regulations as for the data protection and information flow management, and most of the IS management principles are performed collectively. On the other hand, the Information System is managed on the principles of minimalism and with minimal requirements. Earl (2008, p. 317) in the research dedicated to IS management emphasized the following statement:
Information Systems often refers to the interaction between algorithmic processes and technology. This interaction can occur within or across organizational boundaries. An information system is not only the technology an organization uses, but also the way in which the organizations interact with the technology and the way in which the technology works with the organization’s business processes. Information systems are distinct from information technology (IT) in that an information system has an information technology component that interacts with the processes components.
In the light of this fact, it should be emphasized that the actual importance of algorithmization is neglected, as simple systems are more stable, and lack of a particular algorithm for managing the information flow within a small company offers an opportunity to add additional schemes and blocks without the violation of the entire structure. However, the amount of these extensions is restricted essentially. (Earl, 2004)
References
Earl, M. 2004. Information Management: The Strategic Dimension. Oxford: Clarendon Press.
Earl, M. 2008. Information Management: The Organizational Dimension. Oxford: Oxford University Press.