Functions Of Management

Functions Of Management

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Mr. so and so, the writer of this memorandum state that this report aims to address the issue of information management within the organization. With the extraordinary increase of clients in our portfolio, the information held in our manual file folders cannot longer be handled by the data processing clerk. It is extremely necessary to implement a new and upgraded database information system.
By keeping track of records in this "old fashion" way, it results difficult and time consuming to obtain information and to create reports when needed by management. In an organization like this one, the use of Management Information Systems is imperative. There are many choices to select the right and adequate database system.
Going back in time, the company where the writer used to work, the process of keeping information stored was the same as the one currently being used in this organization. Paper case file folders were created to keep information of clients. At first, it was managed in an efficient way because there were only about 200 clients. As the number of clients increased, management and collectors realized that the case information clerk was taking longer to create the paper case file folders and to obtain information for clients that requested information for their records.
The same method used in this organization was applied when management required information for a particular client. A special form called "Client's Information Request" was filled out by the manager or collector requiring information. This special form was placed in a special inbox which was sitting next to the receptionist's desk. Being that there were many managers and collector who requested information, the receptionist had a mountain of requests piled up in the inbox. This was one the many tasks that needed priority attention for the receptionist to accomplish. The receptionist then had to arrange request by date order. This was another time consuming task accomplished by the receptionist.
At first, management, along with upper level directories of the company, gave ideas to simplify the task of sorting the request for information. Their idea was to set put more inboxes with labels identifying the time and date a request was written. The idea would diminish the time that the receptionist would take to sort the requests. The idea was carried out but another problem was created—the space that theses inboxes were taking up in the receptionist's area.
One problem was solved but what about the task for the data processing clerk?

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Management still needed speed and accuracy from the clerk. Even when he received the stacks of requests, he would have to go into the file cabinets and pull out the file folders to obtain the information to write it down and to have it ready for management and collectors use.
Management and collectors realized that in order for them to obtain the information fast and accurate, sometimes they had to get it themselves because the minimum waiting time was two days to receive such information. In the event that a client would get angry and impatient, then that was the only time when a request was done instantly.
At another meeting with management and upper level directors, it was proposed the hiring of two more data processing clerks. One of the directors studied and analyzed the proposal and found that the cost of hiring two more clerks was more costly than to implement a new system which would keep track of clients and which would allow clerks and users to obtain information and create reports at the touch of a keystroke.
The implementation done in the organization was the installation of MS Access. This powerful tool (MS Access) is the most important resource that most firms have. Yet many firms like this organization, have no appreciation of the cost, value or importance of the information they hold. It should be considered that Microsoft Access is a powerful tool that of course can interface with today's technology and will allow users to create reports and queries in an efficient manner.
According to a research at, "Over 40 million companies use MS Access to automate time consuming tasks. Inefficient tasks are ‘Time Consumers' to any business. They use up your valuable time and resources. Automation of these basic tasks and procedures can reduce your workload and give you hours or even days back in your week", 2003.
Now days, it is imperative that data information systems be implemented in an organization where there is plenty of data to be processed. The speed and accuracy to process and obtain information for clients and management has to be taken into consideration in the decision of database information systems implementation.
To ensure that a company stays competitive and operates at the best possible production levels, it is imperative that such implementation of a new system such as Microsoft Access be considered for this organization. There are many advantages why to implement these new data information systems in this organization. With that improvement, the speed processing and the follow up of information requests will be doubled, if not tripled, in comparison to the speed which the actual method of process handles.
As the days go on, the civilization is gradually depending on the new innovation of the world. Why the organizations are grasping ideas of implementation of database information systems is because it makes tasks easier and smooth. Just a simple example—presented at the beginning of this memorandum, should make the matter clear to the organization of the importance to implement a system that will collaborate with the accurateness and rapidness of processing data.
According to a research at , the following statement becomes true.
Companies today are faced with managing an ever-increasing amount of data. The traditional solution to this problem was to increase the amount of space on a server by adding more hard drives. This strategy would be similar to a person continually building additional rooms onto a house in order to have more space in which to store all his or her belongings, but without any thought as to where items were being stored, 2004
To conclude this memorandum, it is the writer's hope, that this request of implementation be considered and taken into consideration by management and directors who should realize that this is something that will speed up the process of application and will benefit the organization in the way that more accurateness and rapidness will be delivered by the data processing clerk.

Global Knowledge Management System (2003). Retrieved from the website on May 11, 2006.

Database developer Works Resource Center (2006). Retrieved from the website on May 11, 2006. Databases&OVKEY=database&OVMTC=standard
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