COMM391 Section 203 Phase 6

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COMM391 Section 203 Phase 6 by Mind Map: COMM391 Section 203 Phase 6

1. For DataMed we are planning to implement Electronic Health Records (EHR) and an online scheduling system, which will reduce the workload of reception employees and will facilitate the consultation process with our doctors. Initial employee training will be required to operate these new systems.

2. Since this system provides a standards-based specification to share documents as well as images of patient electronic health records between multiple locations. This saves a lot of time for the receptionists as they don't have to call other clinics to obtain patient records, x-rays, health needs etc. They are quickly able to access it all electronically. (This also in-turn cuts down cost for the doctor, because he doesn't have to hire a lot of receptionists)

3. Group 301

3.1. Recommendation Agents

3.1.1. The recommendation agents will give automated recommendations of candidates to clients and of client companies to candidates based on profiles and past placements. This information will be available to employees to help make employment matches between clients and candidates. The recommendation agents will positively benefit the operations of City Workforce. Essentially, this will help employees to create employment matches much faster and more efficiently. The technology we plan to implement will not heavily impact the way that employees work, but it will decrease the amount of work they have to do and allow them to focus on more important processes.

4. Will the technology you plan to implement in your company change the way employees do their work? How?

5. Group 305

5.1. MoveIT

5.1.1. RFID tags: Tags will be placed in each box with handling & unpacking information, the contents and the desired final destination Movers (doing either the loading or unloading) will then have a scanner instead of paper instructions

5.1.2. Quoting DSS The system will use past sales data such as square footage, neighborhood, distance of travel, number of boxes, number of movers, and the resulting costs to the consumer for each segment of the pricing to then assist in providing a quote Sales staff who give quotes to customers will then use this system by imputing the new job's details to receive an estimate

6. Group 306

6.1. -Customer profiles and job-order profiles

6.1.1. ~The largest transition will be that schedulers will now use a computer rather than a pen and pencil. they will be required to spend time being instructed on how to use the new system. On the other hand, once they are comfortable with the system, they will be able to pull up customer/job information with ease and will be able to do their job faster. ~At the time of booking, schedulers will be required to ask a few more questions than before (preferred language, etc). ~Our Lead movers will now have the (small) responsibility of asking the customers to fill out the confidential feedback forms and return them to the office at the end of each shift. lead movers will also be required to add additional demographic information with the feedback forms. ~Thank you awareness cards add additional responsibility to administration- but with or without the IT this marketing strategy would be implemented. having an organized database which would give a list of customers from the year prior for each month will make the initiative much easier for the employee in charge. Without the database it would take much longer to compile that information.

6.2. -Training manual/ incident database

6.2.1. ~The feedback forms and other information gathered from administration will allow us to compile a list of behaviours that are preferred and disliked by our customers. with this manual we will be able to effectively train our employees effectively (which is important as the moving industry has a high turnover due to seasonality). new employees will spend more time on training than before, but now employees will have a higher level of guidance of what is expected of them and will then have less potential incidents on the job. this may potentially lead to higher job satisfaction. ~With the feedback forms and other information gathered from administration we can also create an incident database. customer relations employees will need to spend time learning the new system, but will be able to quickly pull up information about any current or historical incident information and have more confidence in dealing with it.

6.3. -Equipment profiles

6.3.1. ~The lead movers will have to hand-in forms to the administration who’ll have to enter data about equipment into a database. the lead movers won’t see a change in their job, but management will since they’ll now have to enter the data. ~With equipment profiles, equipment will be better taken cared of which means, more secure, better working condition, more efficient, etc. ~This will also make it easier for management to assign equipment to specific jobs since they’ll know exactly the condition and use of each piece of equipment.

6.4. -Storage space tracking

6.4.1. ~It will be much more quicker and easier to provide the customers with information about the space available in the storage facility. Employees will not not have to walk around the storage facility to see the space available, and then make an estimate of how much empty usable space there is left. ~Having a database with data about storage space requires the employees to enter all the data manually into the database, which can take some time. They will also need to spend time learning the new system.

6.5. -Historical route data

6.5.1. ~Gathering the data about the route for every moving will require employees to be more attentive and to record any incidents. this information will be put into the system by administration. ~This, in conjunction with google maps, will make scheduling much easier for administration, and will also make the drive much easier for the movers (if they are unfamiliar with the area, the route mapped by the scheduler on google maps may be printed out for them).

6.6. -Trend analysis for hiring

6.6.1. ~Administration will need to now input all hiring/turnover data into the system. ~Management will benefit from this in the future because it will aid in making effective hiring decisions, which will make that aspect of the job much less stressful. ~For the employees who are hired, they will have less overtime, less under-staffing, and less idle time (much more consistency).

7. Group 307

7.1. VAnalyst

7.1.1. For our employees using our new online CRM program, they will be forced to change the way they interact with several groups of people, and their work in general. First this will change the way that our brokers deal with information in their jobs. Instead of having all of their files in physical copies, or in separate word docs and programs, all of the information they need for their jobs will be in one place. For example instead of looking through their files for information on an account, they will log onto our program and access it there instead. Secondly this will change how our brokers deal with clients. First they will access al the information on their client form one place, and will no longer be storing it themselves. In addition many facts that they previously remembered themselves such as information on their families will now be collected when they join our firm, and be assessable from the database to the broker. Thirdly this will change how our brokers deal with other brokers in the company. Instead of phoning, and trying to coordinate with other brokers for meetings, and to exchange info, now all of these features will be online in the system, where the brokers are able to see each others schedules, and set up meetings with each other. Fourthly this will change how and when our brokers work. Since the user end of this database is online, it is possible for our employees to access the information to do their jobs from any computer. Thus they can be managing accounts while they are at home, or traveling, since all the info they need to manage accounts, contact clients, set up meetings is all in one place online.

7.1.2. Overall we believe we will be able to get employee buy in for this new technology, and have them actually use it. This is for three reasons. First we think we will be able to get employees to use the new system because the crm systems we are looking at allow employees to upload their info from other programs like outlook, or Google calendar. So they do not need to remake their contacts list, or calendar from scratch reducing one large barrier to implantation. Secondly we think that our scale makes this feasible. In our plan we will have ten brokers, and a dedicated IT guy all working in the same place. This means that if an employee wants to know how to do something, or is having trouble with a feature, they will be able to ask, and have the problem worked through with them one on one. In addition since the IT guy in question is the one who implemented the system, they will have a good idea how to make it work, and be able to give good advice. Thirdly we believe that given time people will choose the new system because it is more convenient for them. Although they will not be exited to shift from the status que, having all of the information in one place, will make it a lot easier for them to find the information they need to do their jobs. In addition since any new clients information would be directly put into the system, and given to the broker that way, it will be easier for them to just use the new system. In other words although people may not like the new system, we will be tilting their incentives so that using the new system is the path of least resistance, meaning they will probably follow it eventually.

8. Group 316

8.1. The technolog we plan to implement will change the way employees work in several ways. With the matching system implemented for CW, employees have to (1) look after the database by continously updating and verifying data. Especially new employees will require extra focus. Since data is entered without verification, CW operators will have to follow up with employers during the first placement to adjust data in a way such that it reflects their true abilities. (2) Employees will need to work more closely with IT and use the information (such as matches & performance) to make it easily understandable in the context of employers needs and employees wants. The system will make employees shift from a solely "self service" company to a recommender system. (3) Since the system automates a lot of things, employees will have the chance to work more closely with employees/ers which increases the personal aspect of CW as a hiring agency. The system will require training of employees which imposes costs. On the other hand, the system enables more customers to hire CW. Also, employees will be able to focus on matching instead of simply collecting data. A drawback from the system is that reliability is increased. This means, that several security backups have to be performed. Further, an emergency vehicle has to be implemented and employees need to know how to handle smaller incidents. Also, a permanent IT person has to be employed, increasing costs further. However, the increased revenue as mentioned will more than offset this cost. A similar system has been established by and it works fine. Therefore we are confident that employees will be able to execute the changes.

9. Group 317

9.1. Will the technology you plan to implement in your company change the way employees do their work? How?

9.2. RFID Tags on Trucks

9.2.1. makes employee's work easier because locations of trucks will be known at all times. This reduces the time employees would take to track down trucks, monitor their movement, make sure they're on time, etc.

9.2.2. means employees will be using computer systems more than paper based systems since all info is in computerized databases will need to be retrained to learn new technology and how to use it efficiently. New node

9.2.3. Can help MoveIT achieve its goal of offering customers more personalized service by allowing them to track their specific belongings using the RFID tags not only on truck, but offering the option to put them on high value items that they desire to track. Employees will have to be trained on how the RFID system works. Such as how to scan the barcodes/how to properly use the scanners. How to attach tags onto the special items without damaging them.

9.2.4. Gives a way for employees to more accurately see when jobs start/finish. This information can be used for scheduling purposes (i.e re-evaluate how much time needs to slotted for moves) Workers will have to scan the truck as soon as the job starts, when it gets there, and when it is done in order for this to work accurately

9.2.5. truck drivers will still be driving the trucks like before, and the movers will continue to move household items; the change will impact employees working in the office for scheduling and what previously was done on paper

9.3. New Computerized Systems

9.3.1. Shift from all work being done on paper to computer book-keeping: employees in charge of scheduling, keeping customers files, accounting Way they communicate with suppliers and customers will primarily be through the computer since all the records will be stored on there. Customers will communicate with employees through our online website. Suppliers will arrange work with our company through integrated data system. Could pose a problem if MoveIT employees resist the new technology. Because MoveIT uses paper based record keeping and booking, employees may not be technologically savvy and may not be able to use the system. We must be ready to offer extensive help during the implementation phase, stress the importance of the system and the efficiencies it will bring, and be ready to face problems if employees do not embrace the system. Because a large portion of business will now be done online, employees are freed up from constantly being on the phone talking to customers about scheduling and concerns.

10. Group 318

10.1. DataMed: Will the technology you plan to implement in your company change the way employees do their work? How?

10.1.1. knowledge management system (Enterprise Document Sharing) This system wil also allow the doctors to access the patient's file electronically.During appointments, our doctors can pull up files and apply live updates, allowing the charts to be more interactive and complete. This way the employees are not required to search patient records and then leave it for the doctor to look through. This system allows our doctors to be able to communicate more efficiently with our clients. We will be able to provide more personal and communicative service. If we apply a type and search component to our KMS, our doctors will not have to waste time flipping through pages of a thick file, and rather be able to pay increased attention to the needs of the client. The job of the receptionist will also change, as they will be required to be proficient with our system. In addition to basic organization, filing and secretarial skills, our receptionist-job position will require the ability to quickly adapt to the technologies we are introducing. This can be considered an aspect that makes our workers jobs more difficult, but as well, for those who are technologically literate, our basic receptionist job of organizing and pulling out a patient's most important files, will be made much easier.

10.1.2. We’re suggesting an document management system. Although traditionally doctors have been resistant to the idea of computerized charts and documents, like most organizations, computerization is inevitable. Many doctor clinics, specifically smaller specialized doctors are already using computerized files. Doctors already use iPhones to administer eye exams, they’re becoming more comfortable with such interactive technologies. The introduction of smartphones and tablets into personal life has helped bridge this previous gap. This will change the way our employees work as it will aid in bridging the distance between work and life. Our doctors will be able to feel more connected to the work they do, by something as simple as being administered an Iphone. This will provide benefits to our employees, as well as introduce familiar and easy-to-use instruments into their work. The iPhone is lightweight, has simple controls and has a familiar OS, so that our doctors will not have to learn how to use bulky and difficult instruments on a daily basis. The advantages of online charts that doctors have already realized, They are very transportable- by that patients and doctors can see it relatively easy in other places. The space of file cabinets is an issue to worry about during practice and after. Records are required to be kept for 7 years after and can be challenging to find a secure and accessible location for the doctors. Because they will be asked for their charts for potential insurance cases This will make all general administrative jobs much easier, in particular when looking at the potential implementation of a search system, as records and folders will be easier to navigate. When charts are requested for potential insurance cases, we will have all patients' records organized in folders and subfolders by year and health topic. Our office-level jobs will be made much simpler and sustainable: In the new year, when a patient's 7th year of history becomes its 8th, file disposal with be both easier and more sustainable.

11. Group 319

12. Group 320

12.1. e-Commerce Portal

12.1.1. Will not stop agents from completing traditional duties of leading home tours, and negotiating deals with other agents.

12.1.2. e-Commerce Portal will not require constant realtor input since it is effectively an online, self-service marketplace. Some maintenance might be required; checking accuracy/validity of listings. Agents may need special knowledge to interact with systems.

12.1.3. VanRealty's portal serves as an alternative to MLS. Ideally, real estate agents from all brokerages would feature client listings there. VanRealty's portal might induce an industry-wide shift in how agents do business and transact.

12.1.4. New node

12.2. Recommendation Agents

12.2.1. Increases functionality of e-Commerce Portal. VanRealty can effectively spend less time fine-tuning their website's property listings. VanRealty will be able to work closer with its clients, offering personalized and convenient real estate services and counsel.

13. Group 315

13.1. Cloud Computing

13.1.1. This tool will enable employees to access work from any location so they may be able to access any data that may facilitate house sales, or answer any client questions or concerns about listings, or particular information about houses. Employees will have less of a paper management system therefore a more organized office, they can instead quickly look up any data needed instead of searching through papers. They will need to learn to properly use the cloud computing systems to ensure that no documents or information is lost.

13.2. Video Walkthrough of Homes

13.2.1. The VanRealty agents will need to visit each home at the beginning of its listing in order to be a part of the video walk throughs posted. They will have to prepare information on the house and relay this information to the camera.

14. Group 314

14.1. GROUP 314 The technology that we are going to implement will facilitate our employees work. Not many technologies will be used by employees, but the inventory tracking system (scanners, barcodes) that is used for analysis will simplify processes on a management level. We are trying to introduce a just-in-time system for our products order, in which our inventory tracking system is extremely important. We will have a specific minimum amount of product, and when inventory reaches this level, an order would automatically be sent. The Good Foods Guru will have a simplified task. We would be reducing the time needed to count inventory because of the inventory tracking system . The work of our employees will slightly be reduced, the old tasks will remain the same, enriched by our soft and hardware.

14.1.1. Operational CRM: The Good Foods Guru will be our direct contact with the customer, who will provide all information about our products. He would provide us feedback about our customers opinions and preferences.

14.1.2. Analytical CRM: Cross-selling: With our online reservation system we can recommend other products based on what they are reserving. We can provide recipes and promote all the ingredients needed. Text/Data Mining: With our online blog community, we would be able to extract relevant information about customer trends and preferences.

15. Group 313

15.1. Yes, the technology we plan to implement for DataMed will change the way our employees do their work. Instead of the traditional paperworks and mountains of documentation, we will be storing all of our patients' information and others online through the use of computers. We recognize that the mean of age for doctors are relatively high when compared to the age of computer users. Thus, our doctors will require the need to be trained on how to move away from the paper and pen and start using the computers. Also, our technology will cause us to begin hiring from a pool of younger doctors who are more technologically savvy and will be able to use the IT database more easily. While the learning curve may be steep at the start, we believe that the future economical and technological benefits will outweigh the costs incurred by the learning curve

16. Group 312

16.1. One of the key technologies we plan to implement is our "Health-U-Cation" touch screen kiosks in our produce, dairy and meat departments. Part of our value proposition is to better educate and delight the customer while shopping at Good Foods. "Health-U-Cation" does that by bringing forward true nutrition facts, origin, interesting facts, and relevant recipes by simply scanning a barcode or by entering keywords. These machines were not meant to replace our knowledgeable in-store staff, but to shift the use of their knowledge in constant updates and content-generation for our kiosks. Our staff will be designated to generate quality recipes, write articles and meticulously update origin and nutrition facts regarding our ever-changing product lines. (The content we generate for our kiosks is directly tied to our online web community as well). We believe this will keep our staff empowered, self-managed and allow them a place to channel their passion and creativity.

17. Group 311

18. Group 308

18.1. The RFID binning technology we plan to implement will not drasticly change the way our employees work but it will slightly alter some of their current processes. For example, we will need extra staff at the warhouse who can separate items from suppliers into bins and input data from suppliers. This will however reduce the number of staff we will need at our store locations because the pre assembled bins can be easily placed on shelves, and inventory counts will be far more efficient.

18.2. Our binning technology will also require further training of our employees, as to how to use the RIFD scanners, and the appropriate methods for organizing the bins, to optomize space and effiencey

18.3. Finally the way our employees manage their time will be very different. With less time spent restocking shelves our store employees will have more time to devote to customers there by changing the day to day demands on our employees. In addition, employees will find their positions more specialized as our supply chain becomes more efficient and the roles change from general stocking to very specific roles within that system. All in all these are small changes to management that our employees will easily adapt to

19. Group 309

19.1. VanRealty

19.1.1. The new technology at VanRealty will include the implementation of a new data entry system to keep track of the information regarding our affliated groups of lawyers,mortgage brokers,etc. We also plan to put a system is place that allows better communication with the affiliated groups. Possible systems to implement could be better Telecommunication and Mobile Commerce( for eg- a software that notifies the lawyer of a new customer coming from VanRealty) and also ERP that helps us integrate information from various sources in the company into a single source. So basically everyone can see the information on reviews and rating of any affliated group. In order for our strategy to succeed we would require all employees to be familiar with the new technology to enter data and continuosly update on the basis of feedback from customers. This is probably a major change in the way the work would be done in VanRealty since most data right now is not tracked through online systems. However, we aim to make our data entry system simplistic and straight forward so that employees can get used to it quickly. Although we are still unsure of the exact way in which the mobile notification system for the affliated groups works this also certainly requires employees to be able to get used to the technology Employees in the long run will also be required to learn ways to troubleshoot these systems in cases of system crash and failure.

20. Group 310

20.1. VAnalyst

20.1.1. Knowledge Management Systems KMS allows the company to understand the area each employee excels in. This would mean that employees will be assigned tasks/clients that are more aligned with their areas of strength. This is positive in the sense that it will increase the efficiency and effectiveness of employees since they are working on tasks that they are the most capable of completing and are very familiar with The above fact also means that the employees will likely be doing more or less the same thing that they have been doing the most often. This could aslo come with an unintended negative consequence, however. By assigning tasks only based on an employee's strengths, there is less room and opportunity for the employees to grow and widen the scope of their expertise.

20.1.2. General Information Systems (DSS, TPS, MIS) The implementation of these general information systems would provide an integrated and highly consolidated approach to their business. Instead of having to run through several systems and numerous different screens, employees would be able to find all the information and tools they need on a single system and display it on a single screen, which would greatly increase productivity DSS TPS MIS

20.1.3. _____________________

21. Group 304

21.1. City Workforce

21.1.1. Employee Database System The employee database system will indirect affect the way our employees work. Our system will increase the efficiency at which we match our employees to a specific job (will increase morale as they are not spending time unemployed). The system will also match employees to a job based on their skill, past experience and feedback. The result will be that our employees will be working in the best possible environment which will allow for personal growth and will keep our employees motivated.

21.1.2. Grid Computing can be used to store our employee’s information and resume etc. all in one very accessible and organized database. When a potential customer needs employees we can just enter our database search for example “painter” and then send the employer all the employees resume’s that fit the right categories. These can be inputted in the Grid Computing program. New node Employees are easily categorized.

21.1.3. ERP Installation of a new ERP system would require workers to change the way they do their jobs, and perhaps the biggest roadblock in trying to implement a new system. However, it can improve the way the company does business, making it more responsive and efficient. The keys to a successful ERP is training personnel to use it, teaching them the value of the application, and getting them to accept ownership of it. For City Workforce, ERP allows data sharing between the Accounting, Marketing & Sales, and HR departments. Once an employee signs (a contract) with City Workforce, their information (ie skills, attributes, experience level, etc.) is entered into our database system. With ERP, it allows for joint execution among the different systems/departments and by inputting data in one module, it triggers the execution of all related modules such as payroll, client match, fulfillment, etc. Thus, this would save time in terms of the employee’s work and shorten the execution process.

22. Group 303

22.1. Technology: RFID chips in membership cards

22.1.1. The RFID chip will come installed in the customer’s membership card, which they will be bringing into the store. There will be RFID detectors installed at the entrances of the store allowing us to track when, how often, and which customers come into our store (privacy issues are dealt with prior to becoming a member). This will allow us to have a long term and more detailed analysis of the buying trends of our customers. We feel that this implementation will benefit the customer and employee relationship as our employees will take on a more personal and interactive position when dealing with customers. Our employees, who will be trained with RFID detecting devices, will instantly be able to see the basic information of customers and give them advice or help depending on the situation. This will not only translate into a more convenient, and enjoyable buying experience for our customers, but as well as for our employees. This will allow our employees to instantly know who came into the store and assist our customers. (Ex. Knowing that a senior who came in to the store, and knowing he/she usually buys milk, we can instantly go grab a carton of milk for him/her.)

23. Group 302

23.1. e-commerce

23.1.1. easy and convenient for immigrants to buy a home from their country so that they don't have to wait when they arrive (If they preffer not to look at the houses in person and just base their buying decision on our listings and pictures)

23.2. cloud computing

23.2.1. CRM profiling agents can quickly profile their clients based on our gathered data from suggestions on previous mindmaps

23.2.2. easy access for agents agents can work at home, on the streets, with their clients, and etc. creates a flexible environment for the agents so that they can work in their most preferred conditions and perform their best not confined to a office with micromanagement. and also integrated into a technology based system instead of paper constrained limitations.

23.3. virtual house tours

23.3.1. this technology can reduce the work of our agents and benefit clients from foreign

24. New node

25. New node