Contextual – Contextual information is an informationcategory that defines whether information has the appropriate relevance,wholeness and value added.
Contextual information is concerned with informationthat can be identified and recognised as being relevant to a context. Another elementincludes: timeliness. Timeliness is the idea of how available information isfrom a specific output whilst also being relevant. It also involves the amountof information. Good information – in terms of contextual information- is informationthat isn’t: flawed, supplies the right information with intent, as well asbeing justifiable. In terms of having mis-representative data that is nottimely, business’ can attract wrong attention when it comes to publishingin-correct facts/figures and statements.
Information must be collected andprocessed effectively for use at the right time. This is what we consider goodinformation, timely and has background. Representational – Representational information is betterdefined by how the information is received and processed, for example: format,coherency and interpretability. These terms summarize the basic criteria ofinformation that we class as, “representational”. Representational informationis based on these fundamental terms because they describe exactly howinformation should exist, so that it is clear and precise. The reason data mustbe coherent is because badly presented information can be interpreted in thewrong way, therefore meaning it is then processed wrongly. Information must havea set of characteristics to keep it manageable, these include: complete,formatted, referenced and cognitive. These terms describe practice of goodinformation.
Accessibility – Information that is classed as being,”accessible”, is found to be information that is easy to attain. Theinformation must have accessibility, as well as having access to the securityof information. Generally, the information is delivered in a way that allowsequal distribution and access. Information must have no prejudice and mustremain transparent. Accessibility information declares for those to record,share and communicate information freely.
Rules of accessibility are oftencomplex due to infrastructure of legality. Law has the ability to deter accessibilitydependent upon the context. However, characteristics of good accessibility comeas being: existing, valid, open, available and complete information. Thesecharacteristics are used to define how accessibility can be improved or managedto allow better communication and accessibility surrounding the informationtype.
Intrinsic – Intrinsic information is information thatis believable, accurate, has the right reputation and can be questioned withobjectivity. The information must not support a bias or be bigoted in any way.Neutrality of information is important. As well as being reliable, theinformation sourced: must be believable. This means that those who use theinformation must be able to trust in the authenticity of information.
Informationmust state the truth, along with being verifiable. Intrinsic data tend to havethe following characteristic: non-misleading, precise, honest, ethical andgenerally, carry legitimacy (supplies raw information). These terms bare thefoundations to making intrinsic data accurate for purposeful use. Informationcreated by: sales, finance and purchasing: Sales: Sales/marketing are responsible for theadvertisement of the business.
In this case, the sales department advertise thethree holiday villages by using leaflets/brochures and other forms of exposure.The sales team will often be found forming public relationships, along withmodelling the business target audience. Based on the scenario, the sales departmentmanage booking s made by customers by creating booking requests andtransmitting them to the admin department via database notice for furtherprocessing. The booking request copy is complete with all the bookinginformation. This is an internal structure that is repeated by the company tomaintain good information flow.
The information that is transmitted to theadmin department will be used to inform other departments of a new booking.This will allow other departments to receive and process the booking for thecustomer to receive confirmation/invoice and a payment slip that can be used tocomplete the booking. The sales department also manage the onlineservices of the business by maintaining up-to-date: offers, price changes andinformation about the business that customers may need to know.
This creationof informative information will be used by customers to decide as to whichbooking they may choose. Finance: The finance department is used to processbooking requests being transmitted by the admin department. As well asprocessing the request, the department transmits new information from therequest into booking confirmations(invoice) and payment slips for the customer.The invoice and payment slips are transmitted directly to the customer via postor email. The invoice and payment slips are used to inform the customer thattheir booking has been recognised, along with supplying them with a slip toallow them to pay for their booking. The finance department also receivesinvoices from the warehouse department that informs them that a re-supplypurchase has been made and completed. The finance department are also in chargeof authorizing purchase orders made by the warehouse/distribution department.
This is done by signing a copy of the transmitted invoice and then authorizingthe purchase. Financing also involves processing receivedpayment slips from customers, so that their booking can be approved. Thefinance department create payment slips for customers to fill out and the sendback for their booking to be accepted. As well as completing exchangingconfirmation in payment, the finance department must also schedule payment toall suppliers who have made deliveries within the month. Purchasing: The purchasing department are the involvedin processing purchase orders sent by the warehouse department.
These purchaseorders are evaluated and sent off to the stock/supplier using EDI (electronicdata interchange). This information is used to supply the business with therequired goods. The supplier then uses the attained “purchase order” to invoiceand dispatch goods. Using a purchase order is important, because it determinesexactly what the business requires. Essentially, the purchasing department area determining factor as to how much stock is or isn’t available to the threevillages. The purchasing department is used as a middle man between thewarehouse (re-ordering) and the stock supplier.
The primary use of thepurchasing department is to act as transit control between to two. Customers: Customers send a booking request to thesales/marketing team via the phone or online booking. The request is thenprocessed by the sales department which they will send a copy of the request tothe admin department. The admin department receive the booking request noticeand use this to send an email to the customer to inform the customer that theirbooking request has been verified by admin. The Admin department then sends thebooking notice to the accounts/finance department via MIS. The financedepartment then use this to forward a booking confirmation and payment slip tothe customer via the post or email. The customer then receives the notice anduses the slip to pay the booking.
The customer then sends the slip back tofinance via post for validation and confirmation. Suppliers: The supplier’s main job is working with thepurchase department, as well as the finance department. The purchase departmentsends a purchase order to the supplier using EDI to inform the supplier to whatis required. The supplier checks stock and outputs goods back to the warehouse departmentalong with a dispatch note and an invoice copy to the finance department viaMIS/database.
The invoice will be used as a reference for the unique order. Thesuppliers are also given payment at the end of each month from theaccounts/finance department using their accounting and payroll system. Task3 Manually filling time sheets: With regards to “good information”, thecurrent time sheet process proposes a range of problems. There a too manypotential risks for data transit to become corrupt. The system of recordingin/out times needs to become automated using a database and payroll system. Theinformation must remain accurate, reliable, updated and truthful. Currently,reception staff and dispatch drivers manually fill out paper time sheets.
Thesetime sheets then go through a range of processing methods/ staff to be used forpayroll. This system is vulnerable to human error and can be better managed tosecure data that is more accurate. I would suggest that the business employs atime keeping transportation system. This would allow a much more efficientapproach to the situation. The employee who manages the payroll system can usethe village hardware and software to import time kept data of employee’sworking hours into a payroll software. The complexities of constant datatransit are eradicated, and employee working hours can be recorded and updatedto a payroll software simultaneously. The payroll software will also includepayment calculation based on working hours to compute wages. This will relievestress off all staffed roles within the current time sheet system and allow thesystem to only require 1/2 employees.
Customers using pay slips through the post: The main issue that Bonnington faces withtheir customer pay slip, is that there is a larger possibility of customers notreceiving their confirmation letter and payment slip through the post. Thereliability of this system is dependent on un-controllable factors. Thesefactors include the mailing service, weather and other interceptions. I wouldrecommend that the communication between the finance department and thecustomer is mostly done online. Using current recourses, Bonnington villageswould greatly benefit from using an automated booking software. This softwarewould allow the finance department to append data from the customer into anexisting output email that supplies the customer will the invoice, confirmationand payment information.
Not only does this make it easier for the business,but also the customer, because they won’t have to post back a letter. The emailwill be received by the customer for them to fill out and trigger a paymentresponse from that invoice for Bonnington to confirm. Bonnington are not informed of supplierstock levels: Currently, Bonnington purchasing departmentare blind to the current stock held by their suppliers. This is a problembecause, as well as not having enough stock in the warehouse department, thepurchasing department don’t know whether their request for stock is even valid.To overcome this problem, I would suggest that the business employs a shareddocumentation system between their warehouse, purchasing department andsuppliers. By doing this, Bonnington would use essential supplier chaintechniques to increase reliability and accuracy.
These techniques include,demand forecasting, order batching and lead time. Using these techniques allowsBonnington to share details about when they might possibility run out of stockwhich forecasts any future batches for suppliers to deal with. This systemenables for less hasty decisions and better-informed orders.