RFPresponse for Simple Getaways, Inc
RFPresponse for Simple Getaways, Inc
Thisrequest for proposal contains a technological solution for SimpleGetaways, which is a travel and tourism company with its mainoperations in the United States. The suggested technological solutionaddresses the key challenges that have emerged following the recentexpansion of the company. Some of the key challenges that the SimpleGetaways is facing include the production of multiple versions ofdocuments, poor access of documents and files, and poor flow ofadministrative tasks.
Effectsof challenges on the key stakeholders
Challengesof Simple Getaways incorporation have negative effects on threecategories of stakeholders. First, poor flow of administrative tasksdelays the processing of employee requests, including the approval ofsick leave. In addition, overreliance on manual operation increasesemployee work overload. Secondly, delays in task processing lead todelivery of poor quality services to customers and production. Third,failure to automate the firm operations leads to poor investmentdecisions because the management utilizes outdated or incorrectinformation. This leads to loss of revenue for the owners of theSimple Getaways Incorporation.
Differencesbetween the actual performance and desired performance
Themain cause of the difference between the actual and desiredperformance at Simple Getaways is its failure to adopt the latest andthe most efficient technology. The firm’s actual performance ischaracterized by three types of dysfunctions. First, overreliance onmanual operations has resulted in poor communication between itstwelve offices, which in turn reduces the quality of services.Secondly, poor accessibility of documents that are stored atdifferent locations reduces efficiency and the possibility ofstandardization of corporate wide operations. Third, unnecessarydelays experienced by Simple Getaways affects the overallorganizational performance in adverse ways.
Themost desired performance is based on the key objectives that SimpleGetaway intends to accomplish. For example, elimination of multipleversions of documents can help the organization in standardizing thedocuments produced in all offices that are in different locations.The issue of poor accessibility of files and documents can beresolved by enhancing the capacity of the management to access filesfrom a common database from their regional offices. In addition, thefirm’s desire to automate and digitize its operations will addressthe challenge of the poor flow of administrative tasks. In essence,Simple Getaways intend to enhance the quality, standardization, andefficiency of its operations.
Themajor challenges that Simple Getaways Incorporation is facing can beaddressed by developing a shared information system. The sharedinformation system facilitates a comprehensive sharing of theinformation contained in the system as well as resources (includingsoftware, internet, and communication lines) that are components ofthe system. Although there are different categories of sharedinformation systems that Simple Getaways can select from, the officeautomation system will address all prevailing challenges. Officeautomation system is established to enhance communication as well asproductivity of all people within a given organization (Chand, 2014).Most importantly, this type of information system automates alloffice procedures and reduces the bottlenecks in all levels ofmanagement. Simple Getaways should focus on the development of anintegrated system, which facilitates the integration of differentbusiness functions. This is because the integrated information systemaddresses the bottlenecks of inter-functional communication that aremainly caused wider geographical coverage, bigger size, anddiversified service and product base (Chand, 2014). In the case ofSimple Getaways, the integrated office automation system will addressthe challenges caused by wider geographical coverage.
SimpleGetaways should use the bestpoke development approach, which meansthat the information system is developed by professionals who matchspecific business requirements with various functions of the system(Hardcastle, 2008). Since the company has several resources(including desktop computers), it will require two types ofadditional resources to develop a successful system. First, SimpleGetaways should develop a comprehensive database in which informationwill be stored in different categories. Secondly, the company shouldestablish a network that will facilitate the flow of informationbetween different users. The database will be accessed by themanagement throughout the organization through a network system.
Justificationfor the recommended solution
Thesuccessful implementation of an integrated system will address thechallenges that Simple Getaways is facing by helping it in achievingthe three major objectives. First, the creation of a common databasethat will be accessed by all users from 12 regional offices will leadto retrieval of similar documents. This will help the firm inovercoming the challenge of producing multiple versions of documents.Secondly, the installation of networks to facilitate the flow ofinformation will help all management in all offices in accessinginformation from the database in real time or within the shortesttime possible. This will overcome the challenge of delays resultingfrom the need to send information to and from different regionaloffices. Third, automation of office operations will reduce delays inprocessing administrative tasks.
Inconclusion, the development of an integrated shared informationsystem is the most viable solution for the challenges that SimpleGetaways is facing. The challenges resulting from geographicalexpansion affect the key stakeholders, including employees,customers, and the organizational management. Office automationsystem is the most appropriate option because it addressesbottlenecks in all levels of management.
Chand,S. (2014). Business information system: Shared and personal businessinformation system. TheNext Generation Library.Retrieved May 18, 2014, fromhttp://www.yourarticlelibrary.com/information-technology/business-information-systems-shared-and-personal-business-information-systems/10241/
Hardcastle,E. (2008). Business information systems. ElizabethHardcastle & Ventus Publishing ApS.Retrieved May 18, 2014, fromhttp://paginas.fe.up.pt/~apm/ESIN/docs/bis.pdf