Business management systems

It is the management (planning, organization, operations and control) of the resources (human and physical) that have to do with the support to systems (development, improvement and maintenance) and services (processing, transformation, distribution, storage and recovery) of the information (data, texts, voice and image) for a company.

It is the process within the information management segment that serves the corporate interest. It seeks to associate the information for the benefit of the organization as a whole through the exploitation, development and optimization of information resources generally manifested in the corporate goals and objectives. Therefore, the management of information resources is the managerial link that connects the corporate information resources with the goals and objectives of the organization.

The company as such is an artificial type system since it is in fact a human creation.

Analysis of administrative and management work procedures.

Elements (subsystems) of the company: Systemic functions of the company

Marketing, Finance, Operations, Quality, Human Resources, Research and Development, Management.

The ultimate purpose of Information Resource Management is to offer mechanisms that allow the organization to acquire, produce and transmit, at the lowest possible cost, data and information with sufficient quality, accuracy and timeliness to serve the objectives of the organization. This definition of Information Management provides important elements for the delimitation of its fundamental contents.

In the first place, the consideration that information is an important resource in the achievement of the objectives of any organization and that, therefore, it must be administered with criteria of economy and efficiency, an aspect that, on the other hand, is still very far from being consciously admitted by most organizations.

In organizations there are visible, tangible resources such as capital, materials or machines necessary to carry out the daily operations of companies, and invisible, intangible resources such as brand image, technological ability, mastery of distribution channels, etc. The success of the organization does not depend only on how it manages its material resources but on how it uses its intangible assets. And its correct development depends on the existence of an adequate flow of information between the organization and its environment and between the different units of the organization.

Requirements for proper procedures.

The following characteristics must be contained in every Management Control System:

Totality: Management Control covers all aspects of the Company's activities, that is, it does not limit partial aspects, but rather looks at everything from an overall perspective Balance: A quality of Management Control is that each aspect in the company has its fair weight, this indicates that each variable has the corresponding importance. Generality: This characteristic is associated with the characteristic of Totality. Management Control must be able to analyze each situation that arises in general terms, not focusing on its detail.Opportunity: It suggests that Management Control must tend to be preventive, which implies that controls must be established through all the activities that make up a process and not only at the end of it Efficiency:The Management Control seeks to achieve the objectives by targeting the center of the problems. Integration: For the Management Control, the various factors are considered within the structure of the Company, to see the repercussions of each problem as a whole. Creativity: It consists of the continuous search for significant indicators and standards to better understand the reality of the Company and direct it more accurately towards its objectives. Boost to action: Management Control encourages the participation of all human resources working in the organization.It consists of the continuous search for significant indicators and standards to better understand the reality of the Company and direct it more accurately towards its objectives. Boost to action: Management Control encourages the participation of all human resources working in the organization.It consists of the continuous search for significant indicators and standards to better understand the reality of the Company and direct it more accurately towards its objectives. Boost to action: Management Control encourages the participation of all human resources working in the organization.

Job positions.

A job position is understood to be the area of work activity of one or more workers, equipped with the necessary means to fulfill the assigned task, in a specific production or service provision unit (labor entity). basic (primary) of the production process; that is, the primary subsystem of the company system.

Analyzing the concept:

Work activity zone: (if there isn't, it doesn't make sense)

Try to avoid limiting it to the computer or workbench, since it also covers the area that surrounds it and that it needs to carry out its tasks. Example: warehouses of raw materials, finished products and worker mobility; etc.

Of one or more workers:

Directly or indirectly. Equipped with the necessary means. There will be the required means of work with which to work on the objects of work in order to achieve "production", even this characterizes the job as such. unit of production or service provision It ratifies the (it) since it frames the Position within a determined productive organization.

Elements of the Job.

Workers:

It is the fundamental element, it is not part of the Job, but it must be the fundamental element when designing it.

Work objects:

Raw materials, raw products, etc.; They are the objects on which one works, it must be present at the Workstation, guarantee its location; We cannot say either that it is part of the Workstation but it must be taken into account when designing the Workstation.

The means of work: physical components of the Workstation: Basic equipment (if any) (basic technological equipment). Technical-organizational equipment. Technological equipment.

There are several criteria, the most widespread in Cuba is the one shown in the following table:

The organization of the job: In order to achieve the objective set in the job, a certain way of ordering the elements that make up it is necessary.

The organization and service to the job is responsible for the study of this in its internal and external character, that is, both of the relationships between the elements of the same position, as in their relationships with others within the production process, as well as the analysis and improvement that lends itself to the simple elements involved in the production process.

Objective: Create the necessary conditions so that the work carried out in it is carried out in a harmonious, rational and uninterrupted way; achieving the required productivity and quality, with the least expenditure of physical energy and nervous tension; guaranteeing the rational use of the worker's knowledge, habits and skills. For this, it is subdivided into Organization and Service, although they are really impossible to separate.

Organization of administrative and management work in the entity.

In organizations we can fundamentally distinguish two types of Information Systems: Administrative and Documentary. The former obtain, store, retrieve and distribute data related to the activities of the different functional areas or departments of the organization, and the latter obtain, store, retrieve and distribute information about the knowledge registered in a repository or in a document network. Each of these information systems has its own characteristics that determine its design and development and that those responsible for its implementation must bear in mind.

Actually there are many administrative systems, the ideal thing is to develop a system for each company, as it is practically impossible to talk about all the systems that exist, the one that has my point of view seems the most appropriate at present has been chosen, administration by objectives, with this I am not saying that it is the best, simply the most used.

What is Management by Objectives?

It is a systematic way of incorporating, within a more effective parameter, all the activities that managers carry out, or that at least they should carry out. More formally, management by objectives is a way of practicing the five basic functions of management:

Planning.Organization.Direction.Control.Coordination.

Management by objectives is a process by which the members of an organization together establish their goals. Each member, with the assistance of her superior, defines her area of responsibility, determines objectives that clearly establish the results that are expected of her, and develops performance measures that can be used as a guide to manage her unit, in addition to.

There are four basic components of the management by objectives system:

Setting objectives. Development of action plans. Conducting periodic reviews. Appreciation of annual performance.

There are two ways for the executive to decide how to implement the system:

Progressive implementation in the different divisions that it will cover: This alternative allows testing the system in a pilot division, and based on experiences and observant results, the management plan by objectives can be modified before being implemented in the other divisions. by hierarchical levels: This form allows first to develop and train people from higher levels, so that they themselves develop and implement the system of lower levels.

It is clear that information systems are in charge of selecting, processing and distributing information from different areas: internal, external and corporate information. Depending on the type of information, administrative or documentary systems will be designed, in accordance with the information needs of the users of the system and with integration criteria.

Internal control.

The company at the time of implementing the internal control system, must develop a procedures manual, which must include all activities and establish responsibilities of officials, for the fulfillment of organizational objectives.

Administrative and management work procedures.

Information Management brings new challenges to the world of documentation and information in organizations that exceed those traditionally assumed by documentalists.

These new challenges are revolutionizing the traditional profiles of information professionals with the appearance of a new professional: the information manager.

The information manager will be in charge of the strategic planning and coordination of all information-related resources and will participate in the design and implementation of the organization's information system, through the coordination of all those departments that handle information. That is the task that is entrusted to him for the 21st century and his training must be in line with this potential need that has been detected for some years.

It can be stated, in general lines, that few organizations have an Information Plan that contemplates the development of an integrated information system, which is usually fragmented by departments or areas of the organization and there is usually no person responsible for the integration and global organization of the information system and, if it exists, it is normal that it belongs to the IT department.

Information professionals: archivists, librarians and documentalists have taken care, in collaboration with the IT area, of the design and development of documentary information systems. The rest of the subsystems have been developed in an isolated and uncoordinated way from the different areas of the organizations and without taking into account the opinion and experience of the information expert.

This is, broadly speaking, the current situation. This does not imply that it should continue like this, and in this sense we consider that the information manager has to play a fundamental role in the configuration of the organization's Information Plan, collaborating, as an Information expert, in the design and development of its information system. The preparation of the Information Plan must be the task of a multidisciplinary team made up of information professionals, IT professionals and technicians from the different departments or areas of the organization. Each of these professionals has to contribute their experience and knowledge in their specific fields: IT in IT technologies and solutions;the technicians in the administration of the organization of which they are part and the information professional in documentation and information.

Organizations are not aware of this reality and normally function without an information plan and, what is even more important, not even the information professionals themselves are aware of the role they are called upon to play.

Accounting procedures manual.

The procedures manual is a component of the internal control system, which is created to obtain detailed, orderly, systematic and comprehensive information that contains all the instructions, responsibilities and information on policies, functions, systems and procedures of the different operations or activities carried out in an organization.

Throughout the entire process of designing and implementing the internal control system, companies have to prepare comprehensive procedures, which are what form the pillar in order to adequately develop their activities, establishing responsibilities for those in charge of all areas, generating information useful and necessary, establishing security measures, control and self-control and objectives that participate in the fulfillment of the business function.

The internal control system, apart from being a management policy, is constituted as a support tool for the directives of any company to modernize, change and produce the best results, with quality and efficiency.

Insertion of a computer in manual systems.

In the manufacturing areas, computers are being applied with two primary objectives: as physical systems and as information systems. Thus we have that computer aided design (CAD), computer aided manufacturing (CAM) and robotics are used in the physical production system to better perform certain activities and reduce costs. In terms of information, the use of information technology began with the control and management of inventories, which included the order point, to then move on to the modern concept of material requirements planning (MRP).

Use of isolated computer applications.

We live in an era marked by speed. This is consistent with the graph of these times, a graph symbolized by an increasingly steeper slope curve (in an upward manner), symbol of the increasing increase in the speed at which the population, pollution, communications, quantity increases. of information, the variety of products, the shortening of the life cycles of the products, the speed of response to the request for services among many others.

For millennia we can see a practically flat or semi-flat curve, the speed of information responding to this curve, in the face of such a dramatic change in the curve, the speed of information must accelerate to respond to the growing needs for control and problem solving. Decisions must be made more quickly and efficiently every day. Computer systems whose design responded to moderate change are no longer viable in the new context.

The speed of response both in the design and programming of software, as in its subsequent implementation, and added to this the speed with which they generate information and allow decisions to be made, is key at the present time. Projects that take too long run the risk of starting to be implemented under conditions that have changed and therefore make the system as such unfeasible or barely satisfactory.

The computer science paradigm has undergone numerous and important changes, from an approach focused on the sale of software has gone to one focused on the sale of information, from a design to be managed by specialists has gone to a design focused on specific needs of each member of the organization. From an approach directed to a restricted use, one passes to the generation of broad and flexible information.

Out of all this has emerged a powerful new concept, the "digital nervous system." It is the digital and corporate equivalence of the human nervous system, capable of providing a well-integrated flow of information to the right place in the organization at the right time. It is made up of the digital processes through which the company captures what is in the environment, reacts accordingly, detects the challenges of its competitors and the needs of its customers, and immediately organizes their reactions. The digital nervous system demands a combination of hardware and software, and is distinguished from the simple group of networked computers by precision, instantaneity,for the wealth of information that leads to higher-skilled workers and for the disclosures and collaboration that the information makes possible. The purpose of a digital nervous system is to stimulate a concerted response from staff to develop and implement a business strategy.

Migration to more developed applications.

More recently, highly competitive companies have incorporated the concept of "just in time" production into their computer systems. This new production system, added to the new wave in terms of quality and productivity, led companies to the urgent need for systems designed for the efficient and effective application of TQM (Total Quality Management).

Among the most pressing needs is the applicability of the SPC (Statistical Process Control), which due to the revolutionary ideas regarding quality and administration were also applied to the better management of SMC (Statistical Management Control) companies.

Recently, the evolution in quality management processes has incorporated the need to apply computer systems in the calculation of levels in sigma for the different processes and components or services generated by a company (Six Sigma System).

This entire development process continues to expand to reach today the revolutionary concept of the flexible factory and its Computer Integrated Manufacturing System (CIM).

Companies that intend to stay out of this evolution will soon have serious problems when it comes to competing. It is like an army trying to cavalry a modern tank brigade in full swing.

Coding systems

The code itself is a field with a defined size (space problem). It also has a nature (numeric, alphabetic, alphanumeric) and has validation and redundancy. The advancement of development is linked to representation by means of sound and with these a communication language is formed. Used to think, communicate orally, in writing, by vision and by the new techniques mixing text, sound, images and animation (MULTIMEDIA) the assignment of symbols through a systematic plan to represent certain phenomena establishing an order within a certain classification is called encoding.

Need:

Make it possible to relate different elements within a system. Mask certain information (encrypt). To allow unique identification, order, classify, retrieve, record, transmit. Eg Morse, libraries, product encoder.

Coding systems most used in economic information.

Semiotics: set of scientific theories that have to do with sign systems. Information semiotics: The integration of information directed, analyzed, considered from 3 points of view.
1. Syntactic: relationships between symbols without considering their content or value for the recipient Semantic: information content or ability to reflect objective reality with symbols Pragmatic: practical use of information

Types of codes

We present some of the most relevant types of codes, with the possibility of use in automated systems:

Sequential: In a practical and very simple way. Numbers are assigned, starting at one, to an ordered list or not. Its expansion or insertion of new elements is by the end. Letters can be assigned (but limited to the alphabet). Blocks or spaced sequences: These codes use sequential blocks to represent groupings of some specificity. These groups are formed as appropriate without following a conventional pattern. Groups: They use the succession of digits and their positions to form the groups. The number of digits depends on the possible number of the components of a grouping. Decimal: Designed for libraries, it supports limitless expansion, since the topics of human knowledge are unlimited and unpredictable. Significant or mnemonic digits or letters:In them all the digits or part of them represent weight, dimension, distance or capacity or some factor that is carried to the code Alphabetic: In them the letters represent an element known to those who use it Check or control digits: To the number original code, an operation is performed in such a way that each element always produces the same check digit. Which is added to the end of the code and is part of it in this system and environment. This prevents a digit from being omitted or altered when entering a code. The check digit is obtained by a mathematical calculation which is feasible when using Automated means: Automated bar or magnetic:In them, the letters represent an element known to those who use it.Check or control digits: An operation is carried out on the original number of the code so that each element always produces the same check digit. Which is added to the end of the code and is part of it in this system and environment. This prevents a digit from being omitted or altered when entering a code. The check digit is obtained by a mathematical calculation which is feasible when using Automated means: Automated bars or magnetic:In them the letters represent an element known to those who use it. Check or control digits: An operation is carried out on the original number of the code so that each element always produces the same check digit. Which is added to the end of the code and is part of it in this system and environment. This prevents a digit from being omitted or altered when entering a code. The check digit is obtained by a mathematical calculation which is feasible when using Automated means: Automated bars or magnetic:This prevents a digit from being omitted or altered when entering a code. The check digit is obtained by a mathematical calculation which is feasible when using Automated means: Automated bar or magnetic:This prevents a digit from being omitted or altered when entering a code. The check digit is obtained by a mathematical calculation which is feasible when using Automated means: Automated bars or magnetic:
1. Bars: make up a number that can be read by a device Magnetic: the code is written magnetically. It is a modality of the previous ones but it differs in the support. Such as credit or debit cards, access cards, etc. Both are used on price tags, debit and credit cards, access cards, lock cards, etc.

Encrypt the information:

Traditionally the military, governments, merchants and lovers have produced the history of codes to encrypt information.

Goals of encryption:

Prevent information from being read by unauthorized persons Prevent unauthorized persons from deleting, modifying or entering messages Verify the sender of each message Make it possible for messages to be authenticated electronically.

Management systems today have become an effective weapon in the planning, distribution and control of resources, whether they are both tangible and intangible, in which the development and application of information to business processes plays a fundamental role. administration, hence the emphasis every day on practical solutions based on new information and communication technologies in all spheres of society, together with the need to establish an economic order through large transnational companies and various changing factors that exist in today's world.

This document can be used as:

Bibliographic consultation to provide the necessary elements that allow understanding, analyzing and solving the different issues related to management systems as an effective weapon in the planning, distribution and control of resources A guide document, where the content of the matter in question for the sake of a better understanding and dissemination of the exposed material, with a view to contributing to the methodological improvement of said subject.