Strategic Upgrade Proposal- Implementing a Next-Generation Enterprise Information System to Eliminate Shadow IT and Drive Organizational Efficiency
To: C-suite
From: XYZ
Date: 22/04/2022
Subject: Proposed System for the Organization
I am writing in response to the CEO’s request to propose a new, improved, sustainable, and flexible system that can replace the current inefficient, inadequate, and outdated system. Given the data-driven nature of our modern organization, I identified the need to develop a Decision Support System (DSS) to maximize the available data and streamline operations.
Functions of the Proposed Information System
The proposed DSS will primarily be used to enhance judgments, determinations, and courses of action within the organizations. It will help break down complex data into more meaningful information through high-level algorithms. The system will reduce workload significantly, which would otherwise hinder crucial functions. Its preciseness will be designed in compliance with mandatory regulations to avoid unnecessary lawsuits. In addition, the DSS will play an integral role in model building and risk analysis through its potency to handle vast data. Notably, the system is ingrained with critical organizational operations, including planning, staffing, organizing, controlling, and directing. Its contribution to knowledge management will collectively foster strategic business management (Alyoubi, 2015).
Types of Data Held by the Proposed Information System and Ensuring Data Quality
The proposed system is advantageous as it will hold a wide array of data. This implies that it is specially designed to analyze structured and unstructured data to determine the most convincing trajectory in decision-making. This data will comprise specific data including but not limited to financial, employee, and customer. Based on the nature of the data, it will be classified into internal-only, public, restricted, or confidential to guide and monitor access. The system will also be engineered to accommodate and process real-time data for synchronized and seamless organization running. Interestingly, the DSS is adjustable and expandable as a strategic way of catering to big data as the company grows.
The Old Information System
As already postulated by the CEO, the old system was outdated, inadequate, and inefficient. It hardly makes impactful progress to the organization creating the need for its replacement. Unlike the old system, the new one will provide a graphical analysis necessary for forecasting and a quick data summary. Security issues will be degraded due to the inclusion of facial recognition as a strategic mechanism for scrapping off shaky data frameworks. At the same time, various hurdles experienced in the previous system, including the prevalence of human mistakes, programming bugs, alteration of records, information float, and entropy, shall no longer prevail. This is sufficient evidence that the approach to handling organizational data will undergo radical change for the better.
Evidence of Feasibility
The decision to focus on the identified system was driven by vast organizations’ upgraded systems to advanced levels. Therefore, they gain a competitive edge, which makes them market leaders. For instance, Sutton et al. (2020) confirm that the healthcare industry has exploited this opportunity leading to cost containment. Our organization can equally become more productive and competent if the proposal is accepted. A cost-benefit analysis of the system by Power (2020) suggests that a DSS has positive returns and, hence, is viable. It saves considerable costs and is extensively used in business and management. The system has a high propensity to accumulate Return on Investment (ROI) within a short period of operation. As a result, it would be pleasing for the firm to embrace innovative technology for effective financial savings. As the world changes, we also must change to catch up with modern ways of doing things.
I look forward to my approval of my request as it is tailored to work in the organization’s best interest. Comments, recommendations, and modifications will be highly appreciated as we move forward.
Thank you so much for your support!
Best Wishes
XYZ
References
Alyoubi, B. A. (2015). Decision support system and knowledge-based strategic management. Procedia Computer Science, 65, 278-284.
Power, D. (2020). What is a DSS Cost Benefit Analysis?
Sutton, R. T., Pincock, D., Baumgart, D. C., Sadowski, D. C., Fedorak, R. N., & Kroeker, K. I. (2020). An overview of clinical decision support systems: benefits, risks, and strategies for success. NPJ digital medicine, 3(1), 1-10.
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Question 
You’ve just left an all-hands meeting at this company. The CEO was very upset at the rise of shadow IT projects, a major indicator that the company’s internal information system has failed to meet its needs. Because the current information system is inadequate, inefficient, and outdated, the CEO is inviting everyone in the organization to propose a new operational, decision support, or enterprise information system to replace it. The executives have allocated $5 million to fund the most promising idea.
Strategic Upgrade Proposal- Implementing a Next-Generation Enterprise Information System to Eliminate Shadow IT and Drive Organizational Efficiency
This is your chance to make a difference in the company (not to mention your own career). Write your proposal as a memo that the entire C-suite will review. Include at least these points, in your own words, to be persuasive:
Identify the main functions of your proposed information system and why they are important to the business.
Describe what data types your information system will hold and how data quality will be ensured.
Explain how the old information system handles the functions you mentioned, the problems that occur, and why your information system will handle things better.
Offer evidence of feasibility: Show that similar information systems have been built successfully and that they save more money than they cost.